CAAM_RFP_25723_Public_Relations_Consultant.pdf

State of California California African American Museum

RFP Number 25723

600 State Drive, Exposition Park, Los Angeles, CA 90037 T 213.744.2084 www.caamuseum.org

REQUEST FOR PROPOSAL

Notice to Prospective Proposers

September 10, 2025

You are invited to review and respond to the California African American Museum’s (CAAM) Request for Proposal (RFP) titled Public Relations Consultant Services, RFP Number 25723.

In submitting your proposal, you must comply with the instructions found herein.

The proposals must be emailed to jcaparas@caamuseum.org no later than October 3, 2025, by 4:00 PM, Pacific Standard Time, PST. Proposals received after the specified date and time will be rejected.

The term of this Agreement’s time period is November 1, 2025, through October 31, 2028, with the options of two (2) one-year extensions.

Proposers requiring clarification of the intent and content of this RFP, or on the competitive proposal process, may request clarification only by submitting email questions to:

Joycelyn Caparas Procurement and Contract Specialist California African American Museum

600 State Drive, Exposition Park Los Angeles, CA 90037 Phone: (213) 800-1349

E-mail: jcaparas@caamuseum.org

To ensure a response, questions must be received on September 26, 2025, by 4:00 p.m., PST.

Questions received by this date will be answered without identifying the source of the query. The questions and CAAM responses will be available at caleprocure.ca.gov. Please see Section A, Proposal Requirements and Information, Subsection 2, entitled Submission of Written Questions, for additional information. Any attempt by a Proposer to initiate contact with any member of the CAAM staff, other than the Procurement and Contract Specialist, regarding this RFP process may disqualify the Proposer for further consideration.

Please note that no verbal information provided will be binding upon CAAM unless such information is issued in writing as an official addendum.

mailto:jcaparas@caamuseum.org

Table of Contents

A. PROPOSAL REQUIREMENTS AND INFORMATION

1. Time Schedule

2. Mandatory Pre-Proposal Conference/Walkthrough

3. Submission of Questions

4. Minimum Qualifications

5. Proposal Requirements

6. Submission of Proposal

7. Evaluation Process

8. Award and Protest

9. Disposition of Proposals

10. Agreement Execution and Performance

11. Darfur Contracting Act Certification

12. Bidder Declaration

13. Disabled Veteran Business Enterprise Declaration

14. Authorized/Key Personnel and Resume

15. Addenda: Errors and Omissions

B. PREFERENCE PROGRAMS

1. Small Business Preference

2. Disabled Veteran Business Enterprise Initiative

C. ATTACHMENTS

1. Required Attachments Checklist

2. Proposer’s Certification Sheet

3. Minimum Qualifications

4. Proposal Questionnaire

5. Fee Proposal

6. Scoring Criteria

7. Authorized/Key Personnel

8. References

9. Letter of Recommendation

10. Darfur Contracting Act Certification

11. Bidder Declaration Page (GSPD-05-105)

12. Confidentiality Statement

13. California Seller’s Permit

14. California Civil Rights Law (DGS OLS 04)

15. Payee Data Record (STD 204)

D. SAMPLE AGREEMENT

1. Exhibit A – Scope of Work

2. Exhibit B – Payment Terms

3. Exhibit C – General Terms and Conditions

4. Exhibit D – Special Terms and Conditions

5. Exhibit E – Additional Provisions

6. Exhibit F - Contract Term and Option to Extend

7. Exhibit G - Sample Standard 213 Standard Agreement

A. PROPOSAL REQUIREMENTS AND INFORMATION

1. Time Schedule

CAAM will use its best efforts to adhere to the time schedule. However, CAAM reserves the right to amend the time schedule, as it deems necessary.

Key Action Dates Date Time Release of RFP September 10, 2025 4:00 PM Mandatory Pre-Proposal Conference/Walkthrough

September 23, 2025 11:00 AM

Submission of Written Questions September 26, 2025 4:00 PM

Department’s Response to Written Questions September 30, 2025 4:00 PM Final Date of Proposal Submission October 3, 2025 4:00 PM Prequalification Evaluation October 8, 2025 Proposal Evaluation October 15, 2025 Cost Proposal Opening October 17, 2025 Notice of Intent to Award October 20, 2025 Agreement Award November 1, 2025

2. Mandatory Pre-Proposal Conference/Walkthrough

a. A mandatory pre-proposal conference /walkthrough will be held at the date and time mentioned in the Key Action Dates above. It will be held at the California African American Museum in Los Angeles, CA for the purpose of discussing concerns regarding this RFP. Please arrive at least 15 minutes before the scheduled. Prime bidders arriving late at the pre-proposal conference/walkthrough will not be admitted.

Furthermore, any proposers submitted by a prime bidder who was late will be rejected.

b. In the event a potential prime contractor is unable to attend the mandatory pre-proposal conference/walkthrough, an authorized representative may attend on the behalf. The representative may only sign-in for one (1) company. Subcontractors may not represent a potential prime contractor at a mandatory pre-proposal conference/walkthrough. No proposal will be accepted unless the proposer or his/her authorized representative is in attendance.

c. For contractors who need assistance due to physical impairment, reasonable accommodation will be provided by the awarding agency upon request for the pre-proposal conference/walkthrough. The Contractor must call Joycelyn Caparas at

(213) 800-1349 or email at jcaparas@caamuseum.org by the morning prior to the scheduled date and time of the pre-proposal conference to arrange for a reasonable accommodation.

3. Submission of Written Questions mailto:jcaparas@caamuseum.org

Should Proposers have questions regarding the information presented in this solicitation, Proposers must submit questions to CAAM Procurement and Contract Specialist via e-mail at jcaparas@caamuseum.org on September 26, 2025 at 4:00 PM, PST. CAAM will answer all questions received by these dates without divulging the source of the query.

Copies of all questions and CAAM responses will be available at caleprocure.ca.gov.

4. Minimum Qualifications

The Proposer must complete Attachment 3, Minimum Qualifications, certifying that the Proposer satisfies all minimum qualifications and requirements. Failure to certify satisfactorily may result in the immediate rejection of the proposal.

5. Proposal Requirements

To be eligible for evaluation, a proposal must adhere strictly to the format set forth below;

failure to do so may result in disqualification. Proposers must address each of the required sections indicated below. Please label and separate each section and number all pages to allow for ease of review by the evaluation team. The content and sequence of the proposal will be as follows:

a. Proposer’s Certification Sheet

Attachment 2, Proposer’s Certification Sheet, which shall be a part of the proposal package, must be signed by an individual(s) who is authorized to bind the Proposer contractually. An unsigned or incomplete Attachment 2 may cause the proposal to be rejected. For your Proposal to be responsive, all required attachments/exhibits must be returned with the Proposal; Proposals submitted that do not include the proper “required attachments” may be immediately rejected.

b. Order of Required Attachments

The required attachments should be in the same order as listed on Attachment 1, Required Attachments Checklist. All attachments which require signature must be signed by an individual(s) who is authorized to bind the Proposer contractually.

Proposals submitted that do not include the proper “required attachments” may be immediately rejected.

c. Proposal Questionnaire Attachment 4, Proposal Questionnaire, is intended to provide CAAM with specific information concerning the firm’s capability to provide services as described in this RFP. Please limit your responses to no more than three (3) pages, unless otherwise instructed, and type each question in the same number order as in the questionnaire.

6. Submission of Proposal

a. All forms required in the proposal must be signed by an individual who is authorized to bind the proposing firm contractually. The signature must indicate the title or position that the individual holds in the firm. Unsigned proposals may be rejected.

b. Proposals should provide straightforward and concise descriptions of the proposer’s ability to satisfy the requirements of this RFP. The proposal must be complete and accurate. Omissions, inaccuracies, or misstatements will be sufficient cause for rejection of a proposal.

c. The proposal package should be prepared in the least expensive method.

d. All proposals must be emailed by the date and time shown in Section A. Proposal

Requirements and Information, Item 1, Time Schedules. Proposals received after this date and time will not be considered.

e. All documents submitted must have original signatures and must be signed by a person who is authorized to bind the proposing firm.

f. All proposals shall include the documents identified in Attachment 1, Required Attachment Checklist. Proposals not including the proper “required attachments” shall be deemed non-responsive. A non-responsive proposal is one that does not meet basic proposal requirements.

g. Proposals must be submitted for the performance of all the services described herein.

Any deviation from the work specifications will not be considered and will cause a proposal to be rejected.

h. A proposal may be rejected if it is conditional or incomplete, deemed nonresponsive, or if it contains any alterations of form or other irregularities of any kind. CAAM may reject any or all proposals and may waive any immaterial deviation in a proposal.

CAAM waiver of immaterial defect shall in no way modify the RFP document or excuse the Proposer from full compliance with all requirements if awarded the agreement.

i. Costs for developing proposals and in anticipation of award of the agreement, are entirely the responsibility of the Proposer and shall not be charged to CAAM.

j. A Proposer may modify a proposal, after its submission, by withdrawing its original proposal and resubmitting a new proposal prior to the proposal submission deadline date. Proposal modifications offered in any other manner, oral or written, will not be considered.

k. A Proposer may withdraw its proposal by submitting a written withdrawal request to

CAAM, signed by the Proposer or an agent authorized, through the contact person named in item i. above. A Proposer may thereafter submit a new proposal prior to the proposal submission deadline. Proposals may not be withdrawn without cause subsequent to proposal submission deadline.

l. CAAM may modify the RFP prior to the date fixed for submission of proposals by issuing an addendum that will be posted on caleprocure.ca.gov.

m. CAAM reserves the right to reject all proposals or terminate the selection proceeding at any time where it determines it is in the best interest of the State. CAAM is not required to award the agreement and reserves the right to terminate in whole or in part at its sole discretion any contract award at any time upon giving written notice.

n. Where applicable, proposers should carefully examine work sites and specifications.

No additions or increases to the agreement amount will be made due to lack of careful examination of work sites and specifications.

o. Proposers are cautioned not to rely on CAAM during the evaluation to discover and report to the Proposer any defects and errors in the submitted documents. Proposers, before submitting their documents, should carefully proof them for errors and adherence to the RFP requirements.

p. More than one (1) proposal from an individual, firm, partnership, corporation or association under the same or different names will not be considered. Reasonable grounds for believing that any proposer has submitted more than one (1) proposal for the work contemplated herein will cause the rejection of all proposals submitted by that proposer. If there is reason for believing that collusion exists among the proposers, none of the participants of such collusion will be considered in this or future solicitations.

q. A joint proposal, where two (2) or more entities submit one (1) proposal, will not be considered for this RFP.

r. CAAM does not accept alternate language from a prospective contractor. A proposal with such language will be considered a counter-proposal and will be rejected. The State’s General Terms and Conditions (GTC) are not negotiable. Please refer to the sample agreement for a sample of the agreement that will be awarded.

Proposers should review the sample agreement and terms and conditions included within it before submitting a proposal.

s. No oral understanding or agreement shall be binding on either party.

7. Evaluation Process

a. The proposal must be organized to correspond with all requirements and formats set forth in this RFP. Refer to Section A, Proposal Requirements and Information for further information. No assumptions will be made by CAAM regarding the intentions of the Proposer in submitting the proposal.

b. All proposals submitted will be evaluated for form and content in accordance with the provisions stated in this RFP. Clarifications may be requested from the Proposer at any phase of the evaluation process for the purpose of clarifying ambiguities in the information presented in the proposal.

c. Proposals and any subsequent presentations should be submitted with the most favorable terms the Proposer can offer. If CAAM is unable to execute an agreement with the apparent highest-scoring responsive and responsible Proposer, CAAM reserves the right to award the agreement to the next highest-scoring responsive and responsible Proposer.

d. The purpose of the proposal evaluation process is two-fold: 1) to assess the responses for compliance with the minimum qualifications, content, and format requirements;

and, 2) to identify the Proposers that have the highest probability of satisfactorily performing the services as described herein. The evaluation process will be conducted in a comprehensive and impartial manner as set forth below:

I) Prequalification Evaluation

a) Each proposal package will be date and time stamped when received.

b) Each proposal package will be inspected to ascertain that it is properly labeled.

Proposals not passing this inspection may not be accepted.

c) All proposals will remain in a secured area. Contents of all proposals may be considered public information when a Notice of Intent to Award is posted.

d) All proposals will be reviewed to determine if they satisfy the minimum qualifications specified in Attachment 3, Minimum Qualifications, and contain the required submittals specified in Section A, Proposal Requirements and Information.

II) Proposal Evaluation

Proposals that pass the prequalification evaluation will move onto Phase 1 Proposal Questionnaire Evaluation, and undergo an evaluation process conducted by an evaluation team selected by CAAM Deputy Director or designee. The evaluation team members will individually review proposals and the evaluation team will come together to evaluate and consensus score the proposals in order to select the top proposers based on the categories enumerated in Attachment 6, Scoring Criteria. Proposers must receive a minimum of 75 points, on Phase 1, the Proposal Questionnaire Evaluation in order to advance to Phase 2, Fee Proposal Evaluation.

a) Phase 1, Proposal Questionnaire

The Proposal Questionnaire, Attachment 4, is intended to provide CAAM with specific information concerning the Proposer’s capability to provide Public Affairs Consulting services as described in the RFP. The Proposal Questionnaire has a maximum of 100 points.

b) Phase 2, Fee Proposal The Fee Proposal must cover costs for services as described in Exhibit A, Scope of Work, and submitted in the format prescribed in Attachment 5, Fee Proposal. The Fee Proposal will have a maximum score of 100 points, as identified on Attachment 6, Scoring Criteria. The proposer with the lowest fee will receive 100 points. Other proposals will be rated proportionately as follows:

Lowest Fee x 100 Points = Proposer’s Score Proposer’s Fee

c) Phase 3, Small Business and Disabled Veterans Business Enterprise Preference and Incentive points will be applied to participating vendors if the proposer with the highest scoring “earned points” is not a certified SB/MB.

Preference and/or incentive will be based on the highest scoring “earned points.”

8. Award and Protest

a. Upon written request by any proposer, the Notice of Intent to Award shall be posted in a public place in the California African American Museum at least five (5) working days prior to awarding the agreement.

b. If any proposer, prior to the award of agreement, files a protest with the California

African American Museum and the Department of General Services, Office of Legal Services, 707 Third Street, Suite 7-330, MS-102, West Sacramento, CA 95605, on the grounds that the (protesting) proposer would have been awarded the contract had CAAM correctly applied the evaluation standard in the RFP, or if CAAM followed the evaluation and scoring methods in the RFP, the agreement shall not be awarded until either the protest has been withdrawn or the Department of General Services has decided the matter. It is suggested that protests be submitted by certified or registered mail.

c. Within five (5) days after filing the initial protest, the protesting proposer shall file with the Department of General Services and CAAM a detailed written statement specifying the grounds for the protest. The written protest must be sent to the Dispute Resolution Unit, Department of General Services, 707 Third Street, Second Floor, West Sacramento, CA 95605. A copy of the detailed written statement should be mailed to

CAAM.

e. Upon resolution of the protest and award of the agreement, Contractor must complete and submit to CAAM the Payee Data Record (Std. 204), to determine if the Contractor is subject to state income tax withholding pursuant to the California Revenue and Taxation Code Sections 18662 and 26131. This form can be found on the Internet at

Std204.pdf http://www.documents.dgs.ca.gov/dgs/FMC/PDF/Std204.pdf

9. Disposition of Proposals

a. Upon proposal opening, all documents submitted in response to this RFP will become the property of the State of California, and will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and subject to review by the public.

b. Proposal packages may be returned only at the proposer’s expense, unless such expense is waived by CAAM.

10. Agreement Execution and Performance

a. Service shall start not later than five days, or on the date set by CAAM and the

Contractor, after all approvals have been obtained and the agreement is fully executed. Should the Contractor fail to commence work at the agreed upon time, CAAM, upon five (5) days written notice to the Contractor, reserves the right to terminate the agreement. In addition, the Contractor shall be liable to the State for the difference between Contractor’s Proposal price and the actual cost of performing work by another contractor.

b. All performance under the agreement shall be completed on or before the termination date of the agreement.

c. No oral understanding or agreement shall be binding on either party.

11. Darfur Contracting Act Certification

Pursuant to the Darfur Contracting Act of 2008, Act, “scrutinized companies” are ineligible to submit a proposal for an Agreement with a state agency. As such, the Proposer must certify compliance with the Act by completing (a.) or (b.) as defined below:

a. Completing Attachment 5, Darfur Contracting Act Certification, certifying that:

1) It is not a scrutinized company pursuant to Public Contract Code, PCC, Section 10476, or

2) It is a scrutinized company as defined by PCC Section 10476 but has received written permission from the Department of General Services to submit a bid or proposal pursuant to PCC Section 10477(b), OR

b. Indicating on Attachment 1, Required Attachments Checklist, that within the previous three (3) years it has not had any business activities or other operations outside of the United States. Proposals submitted without a completed Attachment 9, Darfur Contracting Act Certification, may be deemed ineligible unless the Proposer has indicated on Attachment 1, Required Attachments Checklist, that it has satisfied the requirements under this section.

12. Bidder Declaration (GSPD-05-10)

All proposers must complete the Bidder Declaration GSPD-05-105 and include it with the proposal. When completing the declaration, proposers must identify all subcontractors proposed for participation in the contract. Proposers awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless the State agrees to a substitution and it is incorporated by amendment to the contract.

13. Disabled Veteran Business Enterprise Declaration (DGS PD 843)

Proposers who have been certified by California as a DVBE (or who are proposing rental equipment and have obtained the participation of subcontractors certified by California as a DVBE) must also submit a completed form(s) DGS PD 843 (Disabled Veteran Business Enterprise Declaration). All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the form(s). Should the form not be included with the solicitation, contact the State contracting official or obtain a copy online from the Department of General Services Procurement Division, Office of Small Business and DVBE Services (OSDS) website at www.pd.dgs.ca.gov/smbus. The completed form should be included with the proposal. DVBE Disabled Veteran Business Enterprise Declaration (DGS PD 843) can be found on https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

14. Authorized/Key Personnel and Resume

The Proposer shall name certain members of the Proposer’s staff who will exercise a significant role and perform services in compliance with Exhibit A, Scope of Work, on Attachment 8, Authorized/Key Personnel form and include resumes. This designation does not mean that the individuals have the authority to bind the firm contractually.

Contractor shall not substitute, replace or reassign Authorized/Key Personnel without CAAM prior approval. However, with CAAM written approval, the parties may agree a change in these Authorized/Key Personnel, and that written approval document shall become a part of the agreement.

15. Addenda: Errors and Omissions

CAAM may modify any part of the RFP in writing by issuance of an addendum. Addenda issued prior to the final filing date for submission of proposals will be available at caleprocure.ca.gov. Addenda issued after the final filing date will be sent to all responding Proposers as appropriate. If a Proposer discovers any ambiguity, conflict, discrepancy, omission or other error in this RFP, the Proposer shall immediately notify the CAAM Procurement Office of such error in writing and request clarification or modification of the document. Such notice shall be given prior to the final filing date for submission of proposals. Modifications or clarifications of the RFP by CAAM shall be made by addenda and posted at caleprocure.ca.gov. If, prior to the final filing date for submission, a Proposer fails to notify CAAM of a known error, or an error that reasonably should have been known, the Proposer shall not be entitled to additional compensation or time by reason of the error or its late correction. The provisions of any written amendment hereto or clarification hereof issued by CAAM pursuant to this section shall be incorporated by reference and made a part of the agreement awarded as a result of this RFP.

B. PREFERENCE AND INCENTIVE PROGRAMS

The State provides significant preferences and incentives to California Certified Small Businesses (‘SB’) or Disabled Veterans Business Enterprises (‘DVBE’), providing businesses claiming these incentives or preferences must have a Commercially Useful Function (CUF) in accordance with GC 14837 and M&VC 999. CUF evaluation applies to suppliers, whether prime bidders or subcontractors, who have California certifications for one or more of the socio-economic programs (e.g., small business, DVBE). CUF compliance provides reasonable assurance that no SB or DVBE is used as a pass-through on the contract. CUF compliance ensures that the incentives or preferences provided as part of the bid evaluation process are given for services and/or goods that are part of the contract.

A Certified Small Business, Microbusiness or DVBE contractor, subcontractor or supplier is considered to be performing a CUF when it meets all of the following criteria:

• Is responsible for the execution of a distinct element of work for the contract;

• Carries out contractual obligations by actually performing, managing, or supervising the work involved;

• Performs work that is normal for its business services and functions;

• Is responsible, with respect to products, inventories, materials, and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing, if applicable, and making payment;

• Is not further subcontracting a portion of the work that is greater than expected to be subcontracted by normal industry practices; and,

• Its role is not limited to that of an extra participant in the transaction, contract or project through which funds are passed in order to obtain the appearance of Small Business, Microbusiness, or DVBE participation.

1. Small Business (SB) or Microbusiness (MB) Preference – Optional

If the Proposer is claiming the 5% certified small business or micro business preference, or is committing to subcontract 25% or more of their cost proposal to one or more certified small businesses or microbusinesses, proposer must submit the certification or proof of SB/MB certification issued by the DGS Office of Small Business & Disabled Veterans Business Enterprise Services (OSDS).

Additional References: https://www.dgs.ca.gov/PD Questions regarding the certification approval process or the Small Business program should be directed to the Department of General Services, Procurement Division at

(800) 559-5529 or (916) 375-4940. For the 24-hour Recording & Mail Request call (916) 322-5060.

Small business or micro business bidders or proposers using the non-small business preference shall be granted a preference consisting of five percent (5%) of the highest responsible proposer’s earned points if the firm is not a California certified SB/MB.

The standard contract language for the Small Business (SB) program can be found at the Internet web site as follows: https://www.dgs.ca.gov/PD

2. Disabled Veterans Business Enterprise (DVBE) Incentive Program

Note: there is no DVBE participation requirement, however, the DVBE incentive still applies.

This solicitation does not require a minimum amount of DVBE participation. However, you are strongly encouraged to either become certified, if eligible, or to subcontract a portion of the work to a certified DVBE. If a prime proposer is a certified DVBE or commits to subcontracting with DVBE(s), it may be eligible to receive an incentive provided that the DVBE provides a commercially useful function as defined in California https://www.dgs.ca.gov/PD https://www.dgs.ca.gov/PD

Code of Regulations, Title 2, and Section 1896.61(l). For evaluation purposes only, the State shall apply an incentive to proposals that commit to California certified DVBE participation as identified on the Bidder Declaration GSPD-05-105 and confirmed by the State. The incentive amount varies in conjunction with the percentage of DVBE participation offered. The incentive will be equal to the participation offered as defined below:

Confirmed DVBE Participation of DVBE Incentive 3.01% - 4.00% inclusive 3% 4.01% - 5.00% inclusive 4% 5.01% and over 5%

Proposers must submit the certification or proof of DVBE certification issued by the DGS Office of Small Business & Disabled Veterans Business Enterprise Services (OSDS).

Information submitted by proposers to claim the DVBE incentive(s) is subject to verification by CAAM.

C. REQUIRED ATTACHMENTS

Refer to the following pages for additional Required Attachments that are a part of this RFP.

ATTACHMENT 1

REQUIRED ATTACHMENTS CHECKLIST

Attachments/Exhibits Attachment Name

_____ Attachment 1 Required Attachments Checklist _____ Attachment 2 Proposer Certification Sheet _____ Attachment 3 Minimum Qualifications _____ Attachment 4 Proposal Questionnaire _____ Attachment 5 Fee Proposal _____ Attachment 6 Scoring Criteria _____ Attachment 7 Authorized/Key Personnel _____ Attachment 8 References _____ Attachment 9 Letter of Recommendation

_____ Attachment 10 Darfur Contracting Act Certification*

Check if not required* Please Note: If this certification is not required for your agency, DO NOT place a check mark on the line next to Attachment 9. Instead, simply check the box above that will indicate it is not required.

For more information on the Darfur Contracting Act requirements, please see Section A.10.

_____ Attachment 11 Bidder Declaration Form (GSPD-05-105) _____ Attachment 12 Confidentiality Statement _____ Attachment 13 California Seller’s Permit _____ Attachment 14 California Civil Rights Law (DGS OLS 04) _____ Attachment 15 Payee Data Record (STD 204)

Other Required Documents

_____ Resume(s)

If applicable:

_____ Small Business or Micro Business Certification _____ Disabled Veteran Business Enterprise Certification _____ Disabled Veteran Business Enterprise Declaration (DGS PD 843)

ATTACHMENT 2

PROPOSER CERTIFICATION SHEET

This Proposal/Proposer Certification Sheet must be signed and returned along with all the “required attachments” as an entire package in duplicate with original signatures. The proposal must be submitted via email in accordance with the RFP instructions.

A. Place all required attachments behind this certification sheet.

B. The signature affixed hereon and dated certifies compliance with all the requirements of this proposal document. The signature below authorizes the verification of this certification.

An Unsigned Proposal/Proposer Certification Sheet May Be Cause for Rejection.

1. Company Name

2.a Telephone Number

2.b Fax Number

3. Address

4. Indicate your organization type: (Check one)

Sole Proprietorship Partnership Corporation

5. Indicate the applicable license and/or certification information:

6. Proposer’s Name (Print)

7. Title

8. Signature

9. Date.

10. Are you certified with the Department of General Services, Office of Small Business Certification and Resources (OSBCR) as:

a. California Small Business Enterprise

Yes No

If yes, enter certification number:

b. Disabled Veteran Business Enterprise

Yes No

If yes, enter certification number:

NOTE: A copy of your Certification is required to be included if either of the above items is checked “Yes”.

Date application was submitted to OSBCR, if an application is pending: _____________________

ATTACHMENT 3

MINIMUM QUALIFICATIONS

A proposing firm(s) must meet all of the following minimum qualifications to CAAM’s satisfaction to be given further consideration. Failure to satisfy ANY of the minimum qualifications may result in the immediate rejection of the proposal.

1. As of the final file date for proposal submission, Proposer must be a legal entity, registered to do business in the State of California (subject to verification with the Secretary of State).

Yes / No (circle one)

2. As of the final file date for proposal submission, Proposer must provide resumes for each staff person assigned to the project detailing his/her experience.

3. As for the final file date of proposal submission, Proposer has provided public relations consultant services for at least ten (10) to fifteen (15) years that involved working with art nonprofit organizations, museums, or relevant institutions as confirmed through Attachment 8, References.

4. As of the final file date for proposal submission, Proposer must be located within 50 miles of CAAM. Proposers located more than 50 miles from CAAM may also be considered, provided they can demonstrate the ability to meet all contract requirements, including availability for onsite meetings, events, and project needs as required by CAAM.

ATTACHMENT 4

PROPOSAL QUESTIONNAIRE

The Proposal Questionnaire is intended to provide CAAM with specific information concerning the Proposer’s capability to provide services as described in the RFP. Please limit your response to this questionnaire to essential information and no more than three (3) pages. Type each response in the same number order as it appears in the questionnaire.

1. The proposal shall include an introduction page that exemplifies the commitment of the

Proposer to provide CAAM public relations consultant services as described in Exhibit A, Scope of Work.

2. The Proposer must provide a detailed description of any potential for conflict which would be created as a result of the firm entering into an agreement with CAAM; include other client relationships which may inhibit services to CAAM on a primary basis. If no conflict exists, provide a statement indicating so.

3. The Proposer must provide references for three (3) clients, one (1) of which is a client for whom the Proposer has undertaken public relations services within the past five (5) years that involved working with museum, art nonprofit organizations, or relevant institutions. This information must be submitted in Attachment 8, Proposer References form. CAAM reserves the right to contact any of the persons/companies provided and also retains the right to conduct reference checks beyond those entities named by the Proposer.

4. The Proposer shall provide a description of how the firm intends to provide public relations services, including its interactions with CAAM staff responsible for the execution of activities related to the assignment. CAAM requires weekly check-ins (via email or phone call), monthly status reports, and the ability to come to CAAM for in-person and/or online staff meetings at least once a month.

5. The Proposer shall provide a summary that tells CAAM its organization, expertise and how its approach may differ from its competitors. CAAM is interested in learning the following:

a. Proposer’s experience in working with museums, art nonprofit organizations, and/or relevant institutions.

b. Proposer’s approach in identifying target growth audiences and provide strategic communications guidance.

c. An illustration of proposer’s media relations including working with publicists and pursuing media outreach partnerships.

ATTACHMENT 5

COST PROPOSAL

Proposers are required to submit their cost proposal in the format below; failure to do so may result in disqualification. Travel expenses should not be included in the hourly rate. Travel that is necessary, requested and authorized by CAAM, shall be reimbursed in accordance with CalHR Travel Policy (CCR § 599.615.1-599.638.1).

The successful proposer may be awarded a contract; the monthly rate submitted shall be guaranteed for the contract term.

The initial term of the contract resulting from this solicitation shall be for one (1) year from the effective date of the contract. The California African American Museum (CAAM) shall have the sole option to extend the contract for up to two (2) additional one-year terms, for a potential maximum term of three (3) years.

Proposers must submit cost proposals for each year individually:

• Year One (Initial Term)

• Year Two (Option Year 1)

• Year Three (Option Year 2)

By submitting a cost proposal, the proposer acknowledges and agrees that:

1. Proposals are being submitted for the full three-year period (initial term plus two option years).

2. The extension of the contract beyond the initial term is at the sole discretion of CAAM.

3. If CAAM elects to exercise any of the option years, the contractor is obligated to perform the work for the applicable option year(s) at the price proposed in its proposal.

4. Failure to honor pricing for optional years may result in disqualification or termination of the contract.

Year One - Initial Term (Tentatively November 1, 2025, to October 31, 2026)

Monthly Rate Estimated Number of Months

Total

X

Year Two (Option Year 1) – November 1, 2026, to October 31, 2027

Year Three (Option Year 2) – November 1, 2027, to October 31, 2028

ATTACHMENT 6

SCORING CRITERIA

Phase Evaluation Maximum Points

Phase 1 Written Proposal Evaluation 100

Phase 2 Fee Proposal Evaluation 100

Earned Points 200

Phase 3

Preference and Incentive Programs Evaluation

Small Business Preference 10

DVBE Incentive 10

Total Maximum Points 220

• Only Proposers that score a minimum of 75 points in Phase 1 will be further considered to move to Phase 2.

• In Phase 2, the Proposer with the lowest fee will receive 100 points. Other fee proposals will be calculated based on the formula outlined in the RFP Section A, 6, d, 2). B), Phase 2, Fee Proposal.

• 5% Small Business Preference will be applied to a Certified Small Business’ “earned points” if the proposer with the highest scoring “earned points” is a Non-Certified Small Business.

• DVBE Incentive points will be applied as follows if the proposer with the highest scoring

“earned points” is not a Certified SB/MB:

Confirmed DVBE Participation of DVBE Incentive 3.01% - 4.00% inclusive 3% of the highest scoring “earned points” 4.01% - 5.00% inclusive 4% of the highest scoring “earned points” 5.01% and over 5% of the highest scoring “earned points”

• Preference and Incentive points are used only for evaluation purposes only to determine the winning proposer and does not alter the amounts of the actual proposal.

ATTACHMENT 7

AUTHORIZED/KEY PERSONNEL

Please list the names and titles of the personnel authorized to conduct business (deliver services) on behalf of the Contractor in a decision-making capacity:

Signature

Name (Typed)

Title (Typed)

Date

E-mail

Title (Typed)

Title (Typed)

ATTACHMENT 8

REFERENCES

Submission of this attachment is mandatory. Failure to complete and return this attachment to your proposal shall cause your proposal to be deemed nonresponsive and rejected.

List below three (3) references for services performed within the last five (5) years, which are similar to the scope of work.

Failure to complete and return this Attachment may cause your proposal to be rejected.

REFERENCE 1

Name of Firm

Street Address

City State Zip Code

Contact Person Telephone Number

Dates of Service Value or Cost of Service

Brief description of services provided within the last five (5) years:

REFERENCE 2

Street Address

City State Zip Code

Brief description of services provided within the last 5 (five) years:

REFERENCE 3

Street Address City State Zip Code

Brief description of services provided within the last five (5) years:

ATTACHMENT 9

LETTER OF RECOMMENDATION

The letter of recommendation serves to provide third-party validation of the proposer’s qualifications, experience, and ability to deliver proven effective public relations consultant services. It should reflect the bidder’s performance on similar projects, particularly those completed in museum settings, and speak to their adherence to industry standards, professionalism, and collaborative approach. This letter will be used as part of the evaluation process to assess the proposer’s suitability for the scope of work described in the solicitation package.

ATTACHMENT 10

DARFUR CONTRACTING ACT CERTIFICATION

Public Contract Code Sections 10475 -10481 applies to any company that currently or within the previous three (3) years has had business activities or other operations outside of the United States. For such a company to bid on or submit a proposal for a State of California contract, the company must certify that it is either a) not a scrutinized company; or b) a scrutinized company that has been granted permission by the Department of General Services (DGS) to submit a proposal.

If your company has not, within the previous three (3) years, had any business activities or other operations outside of the United States, you do not need to complete this form.

OPTION #1 – CERTIFICATION

If your company, within the previous three (3) years, has had business activities or other operations outside of the United States, in order to be eligible to submit a bid or proposal, please insert your company name and Federal ID Number and complete the certification below.

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that a) the prospective Proposer/Bidder named below is not a scrutinized company per Public Contract Code 10476;

and b) I am duly authorized to legally bind the prospective Proposer/Bidder named below. This certification is made under the laws of the State of California.

Company/Vendor Name (Printed)

Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed

Executed in the County and State of

OPTION #2 – WRITTEN PERMISSION FROM DGS

Pursuant to Public Contract Code section 10477(b), the Director of DGS may permit a scrutinized company, on a case-by-case basis, to bid on or submit a proposal for a contract with a state agency for goods or services, if it is in the best interests of the state. If you are a scrutinized company that has obtained written permission from DGS to submit a bid or proposal, complete the information below.

We are a scrutinized company as defined in Public Contract Code section 10476, but we have received written permission from DGS to submit a bid or proposal pursuant to Public Contract Code section 10477(b). A copy of the written permission from DGS is included with our bid or proposal.

Company/Vendor Name (Printed)

Federal ID Number

Initials of Submitter

Printed Name and Title of Person Initialing

ATTACHMENT 11

BIDDER DECLARATION (GSPD-05-105)

http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

ATTACHMENT 12

CONFIDENTIALITY STATEMENT

As an authorized representative and/or corporate officer of the company named below, I warrant my company, and its employees will not disclose any documents, diagrams, information and storage media made available to us by the State for the purpose of responding to RFP 25702 or in conjunction with any contract arising there from. I warrant that only those employees who are authorized and required to use such materials will have access.

I further warrant that all materials provided by the State will be returned promptly after use and that all copies or derivations of the materials will be physically and/or electronically destroyed. I will include with the returned materials, a letter attesting to the complete return of materials, and documenting the destruction of copies and derivations. Failure to comply will subject this company to liability, both criminal and civil, including all damages to the State and third parties. I authorize the State to inspect and verify the above.

I warrant that if my company is awarded the contract, it will not enter into any agreements or discussions with a third party concerning such materials prior to receiving written confirmation from the State that such third party has an agreement with the State similar in nature to this one.

(Signature of Representative) (Date)

(Typed Name of Representative)

(Typed Name of Company)

ATTACHMENT 13

CALIFORNIA SELLER’S PERMIT

A. Does your company have a presence in California? ☐ Yes ☐ No

1. If yes, proceed to Question B.

2. If no, initial each statement below that is applicable to your company:

Company is located outside of California

Company does not have any office, sales room, warehouse, or place of business in California.

Company does not have any sales representative(s), agent(s), or canvasser(s) located in California

Company does not receive any rental payments from the lease of tangible personal property in California

Note: A California Retailer’s Seller’s Permit or Certification of Registration is required for this award unless all the exemptions listed above are applicable. As a company, you are responsible for self-certifying that each item supporting a Seller’s Permit exemption is or not applicable.

B. Do you intend to sell or lease good or services that would ordinarily be subject to sales tax if sold at retail?

☐ Yes ☐ No

1. If no, action is not required.

2. If yes, provide both items listed below.

a. Provide CA Retailer’s Seller’s Permit Number:

b. Attach a copy of your company’s California Retailer’s Seller’s Permit or Certification of Registration, and if applicable, the permit or certification of all participating affiliates, issued by the California State Board of Equalization (BOE), which is pursuant to all requirements set forth in Sections 6487, 7101 and sections 6452.1, 6487.3, 18510 of the Revenue and Taxation Code, and Section 10295.1 of the Public Contract Code.

C. This attachment and, if applicable, a copy of your company’s California Retailer’s Seller’s Permit or Certification of Registration must be returned with your IFB response. Failure to do so may render your bid non-responsive and result in bid rejection.

ATTACHMENT 14

CALIFORNIA CIVIL RIGHTS LAW (DGS OLS 04)

Pursuant to Public Contract Code section 2010, a person that submits a bid or proposal to, or otherwise proposes to enter into or renew a contract with, a state agency with respect to any contract in the amount of $100,000 or above shall certify, under penalty of perjury, at the time the bid or proposal is submitted or the contract is renewed, all of the following:

1. CALIFORNIA CIVIL RIGHTS LAWS: For contracts executed or renewed after January 1, 2017, the contractor certifies compliance with the Unruh Civil Rights Act (Section 51 of the Civil Code) and the Fair Employment and Housing Act (Section 12960 of the Government Code); and

2. EMPLOYER DISCRIMINATORY POLICIES: For contracts executed or renewed after January 1, 2017, if a Contractor has an internal policy against a sovereign nation or peoples recognized by the United States government, the Contractor certifies that such policies are not used in violation of the Unruh Civil Rights Act (Section 51 of the Civil Code) or the Fair Employment and Housing Act (Section 12960 of the Government Code).

Link to the California Civil Rights Laws (DGS OLS 04) Form:

https://www.dgs.ca.gov/-/media/divisions/ols/forms/california-civil-rights-laws-attachment.ashx https://www.dgs.ca.gov/-/media/divisions/ols/forms/california-civil-rights-laws-attachment.ashx https://www.dgs.ca.gov/-/media/divisions/ols/forms/california-civil-rights-laws-attachment.ashx

ATTACHMENT 15

PAYEE DATA RECORD (STD 204)

The successful proposer as a result of this RFP will be required to sign the Payee Data Record, STD. 204, before the contract award. Refer to the following form for more details:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf

If remittance address information is different from the mailing address identified on Std. 204, Payee Data Record Supplement (Std. 205) can be found on the following website:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf.

Submittal of Std. 204 is required. Submittal of Std. 205 is optional https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf

EXHIBIT A

SCOPE OF WORK

The Contractor as the Public Relations Consultant is responsible for overseeing the California African American Museum’s (CAAM) media outreach and public relations efforts for its exhibitions and programming. The consultant will work closely with CAAM staff to distribute press materials, secure media coverage, coordinate interviews, and provide strategic communications guidance with a focus on local and national arts and culture press.

The consultant will be responsible for the following tasks:

1. Press Release Distribution o Distribute standalone press releases (written and provided by CAAM) announcing the opening of new exhibitions through the consultant’s database of cultural and media contacts.

2. Exhibition Promotion o Promote CAAM’s Spring and Fall Exhibition Programs via a seasonal joint mailer, developed by the consultant using content provided by CAAM, and distributed through the consultant’s media list.

o Provide seasonal press releases and promotions of 5-7 exhibitions per season (10-14 annually).

3. Media Campaigns o Develop and implement short-lead public relations campaigns for each exhibition season (Spring and Fall), targeting local storytelling with national reach, with a goal of securing approximately 6–8 media placements.

o Provide strategic campaign planning for CAAM’s 50th anniversary, World Cup, and 2028 Olympics.

4. Media Coordination o Coordinate press interviews and secure quotes from CAAM’s Executive Director or other spokespeople as appropriate.

o Prepare briefings for CAAM staff participating in media interviews.

o Note: Media training is not included in this scope.

5. Institutional Visibility o Include CAAM programming in the consultant’s seasonal cultural mailer to national media outlets.

o Share CAAM content across the consultant’s social media platforms.

6. Strategic Support o Provide ongoing communications advice and thought partnership during monthly strategy calls with CAAM leadership.

o Participate in a kickoff call and monthly meetings (maximum of one additional ad hoc call per month).

o Circulate agendas before meetings and provide AI-generated notes and action items afterward.

7. Coverage Tracking o Provide real-time digital links and citations to all press coverage secured by the consultant.

o PDF press clippings or formal reports are not required under this contract.

o Provide CAAM with copies of all completed work products and deliverables produced under this contract, including but not limited to press releases, media placements, reports, and other materials.

8. Special Projects and Incidentals o Provide public relations support for up to one (1) or two (2) special projects per year that fall outside of regular exhibition-related PR work.

o The consultant shall have an allowance of up to $3,000 annually for incidental expenses directly related to contract performance.

DELIVERABLES

• Consultant shall respond by email or phone within 24 hours, unless CAAM is…