CHP_25C013000_Teen_Distracted_Driving_Packet.pdf

State of California—Transportation Agency GAVIN NEWSOM, Governor

DEPARTMENT OF CALIFORNIA HIGHWAY PATROL

Business Services Section Contract Services Unit P.O. Box 942898 Sacramento, CA 94298-0001

(916) 843-3610

(800) 735-2929 (TT/TDD)

(800) 735-2922 (Voice)

Safety, Service, and Security An Internationally Accredited Agency

April 30, 2025

REQUEST FOR PROPOSAL (RFP) - SECONDARY METHOD

Notice to Prospective Proposers

The Department of California Highway Patrol (CHP) invites prospective Non-Profit Proposers to review and respond to the attached Request for Proposal (RFP) Number 25C013000 entitled, “CHP – PUBLIC AWARENESS EDUCATIONAL CAMPAIGN FOR THE CHP COMMUNITY

OUTREACH AND MARKETING SECTION”. Campaign will be in support of the Teen Distracted Driving (TDD) V Grant. This RFP will be awarded on a blended approach consisting of an evaluation of a written proposal and cost proposal as described in RFP Section G point 1, “Evaluation and Award.” When preparing and submitting a proposal, compliance with the instructions found herein is imperative. The required services are delineated in EXHIBIT A – SCOPE OF WORK in the attached Proposed/Sample Agreement #25C013000.

All agreements entered into with the State of California will include, by reference, General Terms and Conditions (GTC) that may be viewed and downloaded at this Internet site:

http://www.dgs.ca.gov/ols/Resources/StandardContractLanguage.aspx. If any prospective Proposer lacks Internet access, a hard copy of these items can be obtained by contacting the person listed below.

If a discrepancy occurs between the information in the advertisement appearing on the Department of General Services, California State Contracts Register (CSCR) on the Cal eProcure website: www.caleprocure.ca.gov., and the information herein, the information in this notice and in the attached RFP shall take precedence.

I. Executive Order N-6-22 – Russia Sanctions

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals.

“Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

II. Proposal Due Date

Regardless of postmark or method of delivery, the Department of California Highway Patrol, Business Services Section, Contract Services Unit must receive proposals no later than the time and date found in the Section B of the attached RFP, entitled “Time Schedule.” Refer to the attached RFP for detailed submission requirements.

http://www.dgs.ca.gov/ols/Resources/StandardContractLanguage.aspx http://www.caleprocure.ca.gov/

RFP 25C013000

Page | 2

Safety, Service, and Security An Internationally Accredited Agency

III. Disabled Veteran Business Enterprise (DVBE) Participation Requirements

California Law requires Disabled Veteran Business Enterprise (DVBE) participation; however, the DVBE participation requirement has been waived by CHP for this solicitation. Bidders who opt to utilize DVBE participation are eligible to receive DVBE incentive. For more information regarding this option, see section I of the RFP entitled “Preference and Incentive Programs.”

IV. Funding Limit

The proposed agreement is valid and enforceable only if sufficient funds are made available by the Budget Act of the appropriate fiscal year for the purpose(s) of the agreement.

In addition, the proposed agreement is subject to any additional restrictions, limitations, or conditions enacted by the Legislature, which may affect the provisions, terms, or funding of the agreement in any manner. If full funding does not become available, CHP will either cancel the resulting agreement or amend it to reflect reduced funding and reduced activities.

V. Proposer Questions

In the opinion of the CHP, this Request for Proposal is complete and without need of explanation. However, if questions arise or there is a need to obtain clarifying information, proposers shall submit questions in accordance with the instructions in Section D. of the RFP entitled “Proposer Questions.”

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

Thank you for your interest in the service needs of the Department of California Highway Patrol.

Sincerely, Matthew Macdonald Contract Analyst

Enclosures

CHP – PUBLIC AWARENESS EDUCATIONAL CAMPAIGN

COMMUNITY OUTREACH AND MARKETING SECTION

PAGE i

REQUEST FOR PROPOSAL (RFP) NUMBER 25C013000

PUBLIC AWARENESS EDUCATIONAL CAMPAIGN SERVICES

Table of Contents

A. Purpose and Description of Services

B. Time Schedule

C. Agreement Term

D. Proposer Questions

1. What to include in an inquiry

2. Question deadline

3. Verbal questions

4. Scope of Work

E. Reasonable Accommodations

F. Qualification Requirements

1. Minimum Qualifications for Proposers

2. General Proposal Requirements and Information

3. Definitions and Terms

G. General Instructions

1. Evaluation and Award

2. Evaluation Criteria for High Value Technical Points

3. Calculation for High Value Cost Points

4. Preference/Incentive Participation

5. Ranking

6. Budgeted Funds

7. Cost Detail Format and Requirements

8. Proposer’s Costs

H. RFP Format, Content, and Submission Requirements

1. Submission Instructions

2. Written Submittal Specifications

3. Proposal Format Requirements

4. Proposer Warning

5. Modifications and Withdrawals

I. Preference and Incentive Program Information

PAGE ii

1. Disabled Veteran Business Enterprise (DVBE) Program Requirements, Commercially Useful Function (CUF) Certification, and DVBE Incentive

2. Small/Micro Business (SB) Preference (preference not to exceed five percent (5%)

3. Non-Small Business/Sub-contractor Preference (preference not to exceed five percent (5%)

4. Nonprofit Veteran Service Agency Small Business Preference (NVSA)

5. Other Preference Programs – Target Area Contract Preference Act (TACPA) . 16

6. Applying Preference and Incentives

7. Additional Information Regarding Commercially Useful Function (CUF)

8. Adherence to the DVBE requirements:

J. Award and Protest

1. Settlement of Ties

2. Intent to Award

3. Grounds for Protest

4. Protest Procedures

K. Disposition of Proposal

1. Proposals are Public Records

2. Inspecting or obtaining copies of proposals

3. What can be inspected/copied and when

4. Inspecting or obtaining copies of submitted proposal materials

L. Agreement Terms and Conditions

1. Resolution of differences between RFP and agreement language

2. Jurisdiction

PAGE iii

Required Attachments

Attachment # Attachment Name

Attachment 1 Required Attachment/Certification Checklist

Attachment 2 Minimum Qualification Checklist

Attachment 3 Non-Small Business Subcontractor Preference Request and

Small/Micro Business Subcontractor/Supplier Acknowledgment Form (Attachment 3a)

Attachment 4 California Disabled Veteran Business Enterprise (DVBE) Program; and Std. 843, Disabled Veteran Business Enterprise Declarations (Attachment 4a)

Attachment 5 GSPD-05-105, Bidder Declaration

Attachment 6 Client References

Attachment 7 CCC 04/2017 – Contractor Certification Clauses

Attachment 8 CHP 116 - Darfur Contracting Act

Attachment 9 Std. 204, Payee Data Record

Attachment 9A Std. 205, Payee Data Record Supplement

Attachment 10 CHP 78V, Conflict of Interest & Confidentiality Statement –

Vendor

Attachment 11 California Civil Rights Laws Certification

Attachment 12

Commercially Useful Function (CUF)

Attachment 13

Target Area Contract Preference Act (TACPA)

Attachment 14

Final Report - Utilization of Disabled Veteran Business Enterprise

Attachment 15 Introduction Letter Specifications

Attachment 16

Campaign Case Histories

Attachment 17

Proposer Work Plan

Attachment 18

Cost Work Sheet (MUST BE COMPLETED AND SIGNED)

PAGE iv

Proposed Agreement Forms/Exhibits

Form/Exhibit Title Form/Exhibit Name

Std. 213 Standard Agreement

Exhibit A

Scope of Work

Exhibit B

Exhibit B-1

Budget Detail and Payment Provisions

Pricing/Rate Sheet

Exhibit C General Terms and Conditions (GTC 02/2025). View or download at this Internet site: https://www.dgs.ca.gov/OLS/Resources

Exhibit D Special Terms and Conditions

Exhibit E

Exhibit F

Insurance Requirements

Ownership of Intellectual Property, Products and Copyrights

REST OF THE PAGE IS LEFT BLANK INTENTIONALLY

https://www.dgs.ca.gov/OLS/Resources

REQUEST FOR PROPOSAL (RFP) NUMBER 25C013000

PUBLIC AWARENESS/EDUCATIONAL CAMPAIGN SERVICES

The California Highway Patrol (CHP) has issued this Request for Proposal (RFP) to obtain proposals for the development and implementation of a Public Awareness/Educational Campaign (to include marketing and advertising services). This project will involve the efforts of a professional non-profit contractor that can assist in the creation and development of cutting edge and cost-effective educational programming activities in support of the CHP’s overall mission and the mission of the Teen Distracted Driving (TDD) V Grant, to educate, increase awareness and recognition of the problem and accordingly reduce traffic crashes, related fatalities, and injuries statewide.

A. Purpose and Description of Services

1. The Purpose of this RFP is to solicit proposals from vendors with the resources, experience and abilities to provide an array of cost-effective communication services for the CHP Community Outreach and Media Section (COMS), related to its Teen Distracted Drivers Program (TDDP). Services shall include the development of an educational campaign that will reach California’s geographic and demographic diversity. Services shall include the ability to issue information, influence attitudes and create awareness and understanding of distracted driving incidents.

The Proposer understands and acknowledges that this RFP includes advertising needs for the TDDP, and that CHP may contract for other advertising needs on behalf of other CHP offices and/or other projects.

a. Background

The mission of the CHP is to provide the highest level of safety, service, and security to the people of California. This is accomplished through five departmental goals:

• Protect life and property – We make California a great place to live, work, and travel by reducing fatalities, injuries, and crime.

• Provide superior service to the public and assistance to allied agencies – We are committed to providing first class customer service.

• Enhance public trust through community outreach and partnerships – We model the Department’s Professional and Organizational Values in every interaction.

• Invest in our people – We develop and support our workforce to sustain a world-class organization.

• Identify and respond to evolving law enforcement needs – We demonstrate leadership by addressing emerging trends.

COMS plans to accomplish its mission by publicizing TDDP and educating the public on teen distracted driving recognition, incidents, and solutions.

b. Goals

The end goals of this campaign shall be to reduce the incidence of teen distracted driving, increase public awareness and understanding of distracted driving incidents and to reach California’s diverse populations to educate and reduce incidents. The intention should be to engage and educate the public and drive them to alternate behaviors and solutions, utilizing a strategic cost-effective mix of delivery systems and messaging.

B. Time Schedule

Listed below are key action dates and times by which actions shall be taken or completed.

Proposers failing to comply with dates and times listed below shall be disqualified from the RFP process. Please note that all dates and times require compliance. No extensions of time shall be allowed. If CHP finds it necessary to change any date or time, notification shall be by written addendum posted to CaleProcure at https://www.caleprocure.ca.gov/pages/index.aspx.

Event Date (Time if applicable) RFP Released April 30, 2025 Proposers’ Questions are due May 5, 2025, at 11:00 a.m.

Response to Proposers’ Questions by May 9, 2025 RFP Submission Due Date May 14, 2025, at 11:00 a.m.

Notice of Intent to Award (anticipated) June 2, 2025 Proposed Start Date of Agreement October 1, 2025

C. Agreement Term

The resulting Agreement is anticipated to start October 1, 2025, with one (1) one-year option to extend by the state. The services must be finished no later than September 30, 2026, with final report due no later than October 31, 2026.

The agreement term may change if CHP makes an award earlier than expected or if CHP cannot execute the agreement in a timely manner due to unforeseen delays. CHP reserves the right to extend the term of the resulting agreement as necessary to complete or continue the services. Agreement extensions are subject to satisfactory performance, funding availability, and possibly approval by Department of General Services (DGS).

The resulting agreement will be of no force or effect until it is signed by both parties and approved by DGS, if required. Proposer is hereby advised not to commence performance until all approvals have been obtained. If performance commences before all approvals are obtained, said services may be considered to have been volunteered.

As a condition of submission, each proposer’s proposal constitutes an unconditional offer to the CHP and is irrevocable for ninety (90) days from the date submissions are due.

D. Proposer Questions

Proposers shall immediately notify CHP if clarification is needed regarding the services sought or questions arise about the RFP and/or its accompanying materials, instructions, or requirements. Proposers shall submit questions via e-mail to Matthew Macdonald at Matthew.Macdonald@chp.ca.gov. To ensure a response and inclusion in the Questions & Answers (Q&A) document, questions must be received by the scheduled date in Section B, Time Schedule. Following the question submission deadline, the CHP will post a summary response of the questions and answers to be viewed on the original RFP on the CaleProcure website (https://www.caleprocure.ca.gov/pages/index.aspx) titled “Questions and Answers to RFP 25C013000.” CHP reserves the right to contact an inquirer to seek clarification of any inquiry received and/or to consolidate questions if multiple similar questions are received.

https://www.caleprocure.ca.gov/pages/index.aspxhttps:/www.caleprocure.ca.gov/pages/index.aspx https://www.caleprocure.ca.gov/pages/index.aspx mailto:Matthew.Macdonald@chp.ca.gov https://www.caleprocure.ca.gov/pages/index.aspx https://www.caleprocure.ca.gov/pages/index.aspx)

Proposers that fail to report a known or suspected problem with this RFP and/or any accompanying materials or fail to seek clarification and/or correction of this RFP and/or any accompanying materials shall submit a proposal at their own risk. In addition, if awarded the agreement, the successful Proposer shall not be entitled to additional compensation for any additional work caused by such problem, including any ambiguity, conflict, discrepancy, omission, or error.

1. What to include in an inquiry

a. Inquirer’s name, name of firm submitting the inquiry, mailing address, email address, area code and telephone number, and fax number.

b. A description of the subject or issue in question or discrepancy found.

c. RFP section, page number, or other information useful in identifying the specific problem or issue in question.

d. Remedy sought, if any.

2. Question deadline

Submit written questions and inquiries no later than the date and time stated in section B of this RFP, entitled “Time Schedule.”

CHP will accept questions or inquiries about the following issues up to the RFP due date:

a. DVBE participation requirements.

b. How to complete DVBE attachments.

c. The reporting of RFP errors or irregularities.

3. Verbal questions

CHP reserves the right not to accept or respond to verbal questions and inquiries.

Spontaneous verbal remarks provided in response to verbal inquiries are unofficial and are not binding on CHP unless later confirmed in writing. Any additional requirements shall be issued in the form of an addendum to all potential proposers.

Direct all verbal requests for DVBE assistance to CHP, SB/DVBE Advocate at (916) 843-3616 up to the proposal’s due date.

4. Scope of Work

Please refer to Exhibit A entitled “Scope of Work”, which is included in the Proposed Agreement Forms/Exhibits section of this RFP. Exhibit A contains a detailed description of the services and work to be performed as a result of this RFP.

E. Reasonable Accommodations

For individuals with disabilities, CHP will provide assistive services such as reading or writing assistance, and conversion of the RFP, questions/answers, RFP addenda, or other administrative notices into Braille, large print, audiocassette, or computer disk. To request copies of written materials in an alternate format, please call the number below to arrange for reasonable accommodations.

Business Services Section, Contract Services Unit Telephone number (916) 843-3610 (TTY) - California Relay telephone number 1-800-735-2929

NOTE: The range of assistive services available may be limited if requestors cannot allow ten (10) or more state working days prior to date the alternate format material is needed.

F. Qualification Requirements

This procurement solicitation is open to all Non-Profit entities (Proposers) that, by the time of the proposal submission deadline, have significant experience (via the business or key employees) developing and managing statewide educational campaigns for law enforcement entities, are experienced in advertising campaign budgeting and management, meet the requirements specified herein, and are capable of meeting CHP’s needs. Since the method of payment in the resulting contract will be payment in arrears for work completed, Proposers must have sufficient financial resources to perform services and withstand reimbursement processing for upwards of 90 days.

Qualification Requirements are composed of the documents listed in Attachment 1, Required Attachment Checklist and Proposer Certification Sheet and any documents required by the attachments listed therein. The Proposer must meet and document both the minimum industry qualifications for proposers (Section 1, below) and the general proposal requirements and information (Section 2, below). The Proposer shall document these qualification requirements in Attachment 1 and Attachment 2, Minimum Qualifications Checklist.

1. Minimum Qualifications for Proposers

The minimum qualifications for proposers are as follows:

a. That the Proposer be a Non-Profit Entity/Business

b. Three (3) years of direct experience training law enforcement clients.

c. Three (3) years of experience providing evidence-based teen resources.

d. Three (3) years of experience developing and delivering safety programs.

e. That the Proposer submit resumes for two (2) of the Proposer’s account team principals (Project Manager and Budget Manager, that have at least five (5) or more years of relevant experience.

2. General Proposal Requirements and Information

Failure to meet the following requirements by the RFP’s due date will be grounds for CHP to deem a Proposer non-responsive. In submitting a proposal each Proposer must certify that it possesses the following qualification requirements.

a. Proposer must be a Non-Profit Business That Proposer and all subcontractors be legal business entities licensed to do business in California.

b. That proposer has an existing office in California and maintain it for the Agreement term.

c. License/Permits - Provide any business or advertising license that your company holds.

d. That Proposer provide all specified required attachments and meet the requirements specified within this RFP.

e. Proposers must be able to perform all services as described in Exhibit A entitled

“Scope of Work” that is included in the Proposed Agreement Forms/Exhibits section of this RFP.

f. Proposers must certify their willingness to comply with all terms and conditions addressed in Section L of this RFP, entitled “Agreement Terms and Conditions,” including those terms in the referenced exhibits.

g. (Corporations) Corporations must certify they are in good standing and qualified to conduct business in California.

h. (Nonprofit Organizations) Non-profit organizations must certify they are eligible to claim nonprofit status.

i. Proposers must have a past record of sound business integrity and history of being responsive to past contractual obligations.

j. It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code.”

k. Before agreement execution, the awarded proposer must supply proof of liability insurance that meets the requirements in Exhibit E, entitled “Insurance Requirements” that is included in the Proposed Agreement Forms/Exhibits section of this RFP.

l. The awarded proposer and all personnel who are assigned to the contract may be subject to a driver license and fingerprint check before access to a CHP facility is authorized. An adverse finding under the fingerprint check, may at the sole discretion of CHP, result in a requirement for personnel replacement or cancellation of the contract.

3. Definitions and Terms

a. CHP has established certain requirements with respect to proposals to be submitted by prospective proposers. The use of “shall”, “must”, “mandatory” or “required” in the RFP must be followed unless exempt by law or granted exemption by the Department of General Services.

b. The word “should” in the RFP indicates desirable attributes of conditions but are non-mandatory in nature. Deviation from, or omission of, such a desirable feature, even if material, will not in itself cause rejection of the proposal. The word “may” is a policy or procedure guideline presented as helpful aids, and if not material may be waived by the Office.

c. “Department” and “CHP” refers to the California Highway Patrol.

d. “Proposer(s)” refers to contractors/vendors responding to this RFP.

e. “Material Deviations” means a deviation from a requirement is material if the deficient response is not in substantial accord with the RFP requirements, provides an advantage to one proposer over other proposers, or has a potentially significant effect on the delivery, quantity or quality of items proposed, amount paid to the vendor or on the cost to the Department. Material deviations cannot be waived.

G. General Instructions

1. Evaluation and Award

The competitive bidding process being used for this procurement of services is known as the Request for Proposal (RFP) - Secondary. All proposals received shall be reviewed to determine those that meet the format requirements and the standards specified in the RFP. At the time of Proposal opening, each proposal will be checked for the presence or absence of required information in conformance with the submission requirements of this RFP. Proposals that contain false or misleading statements, or which provide references which do not support an attribute or condition claimed by the proposer, may be rejected.

Proposals will be reviewed by CHP’s Contract Services Unit for compliance with the requirements of Attachment 1, Required Attachment Checklist and Proposer Certification Sheet. Each Proposer must establish its ability to meet each stated requirement.

Failure to submit the information listed in Attachment 1 and attachments therein, may, at the sole discretion of the CHP, result in the disqualification of the proposal. If all Proposers fail to meet one or more of the required submittals, the CHP reserves the right to continue evaluating the proposals.

2. Evaluation Criteria for High Value Technical Points

Upon determination that the proposal is responsive and responsible, proposals that included all required Attachments will be evaluated by the CHP’s evaluation team of technical Subject Matter Experts (SMEs). The Evaluation Team will evaluate and score the proposals according to the criteria contained herein. Each component will be scored according to the degree of responsiveness and documentation present in the proposal being evaluated. A component score will not exceed the maximum possible points shown for that component. The proposal’s technical score, before adjustments for any preference which may apply, will be the sum of the points determined by the CHP’s evaluation team. CHP’s evaluation team will then determine whether proposals have met the minimum designated technical points.

There is maximum 800 high value technical points available. Proposals must receive at least the minimum technical points in order to be considered. Proposals that do not achieve the minimum designated technical points of 600 will be disqualified at this point. Proposals that achieve the minimum designated technical points or higher will then be evaluated for cost points and preference and incentive points.

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The evaluation criteria for this RFP’s high value technical points are below.

# Evaluation Criteria Best Value Qualifications/points

Proposer has direct experience training law enforcement officers?

Demonstrated Relationship with law enforcement.

<3 years – 0 points >3 and <5 years – 50 points >5 and <10 years – 75 points >10 years -100 points

Proposer has experience providing evidence-based teen resources?

Technical experience or competency

<3 years – 0 points >3 and <5 years – 50 points >5 and <10 years – 75 points >10 years -100 points

Proposer has documented experience in cost effective technologies designed for younger markets.

Innovative use of current technologies and quality results, proven development and methodologies and tools

<3 years – 0 points >3 and <5 years – 50 points >5 and <10 years – 75 points >10 years - 100 points

Does the Proposer's background and submitted campaign case histories demonstrate adequate experience in developing, managing, and evaluating teen programming?

Industry and program experience, consistency of the proposed solution

Inadequate – 0 points Adequate – 50 points Well planned – 75 points Exceptional – 100 points

Does Proposers Campaign Histories document a clear understanding of evidence-based teen safety and/or driving programming and experience with program evaluation(s)?

Quality of product or service or its technical competency

Inadequate – 0 points Adequate – 50 points Well planned- 75 points Exceptional- 100 points

Does Proposer's background and submitted campaign case histories document experience with programs specific to Teen Distracted Driving?

Industry and program experience

<3 years – 0 points >3 and <5 years – 25 points >5 years – 50 points

Does the Proposer's submitted campaign histories and workplan(s) include clearly stated goals, objectives, timeline, strategies and tactics?

Reliability of delivery and implementation schedules

Inadequate – 0 points Adequate – 50 points Well planned- 75 points Exceptional- 100 points

Does Proposer's workplan highlight their investment in educating teens and teen influencers on distracted driving?

Quality of product or service or its technical competency

Inadequate – 0 points Adequate – 50 points Well planned- 75 points Exceptional- 100 points

Is Proposer's overall submittal organized, easy to understand, clear and concise?

Quality of product or service or its technical competency

Inadequate – 0 points Adequate – 25 points Exceptional- 50 points

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3. Calculation for High Value Cost Points

The CHP’s CSU will then calculate High Value Cost Points. There are a maximum of 400 high value cost points available for this RFP. The lowest cost proposal is awarded the maximum cost points. All proposals will be evaluated with the lowest cost proposal to determine appropriate cost points.

Other proposals are awarded cost points based on the following calculation:

Lowest Proposer’s Cost = (factor) x maximum cost points = cost points for other proposer

This is evaluated in comparison with Other Proposer’s Cost:

EXAMPLE OF COST SCORING FOR AN RFP:

Lowest cost proposal = $75,000 Proposal under evaluation = $100,000

The maximum 400 cost points are available, and they are awarded to the lowest cost proposal.

(Lowest cost proposal) $75,000 = 0.75 X 400 = 300 cost points awarded to $100,000 proposal under evaluation

4. Preference/Incentive Participation

The CHP’s Contract Services Unit (CSU) will then calculate preference and incentive points (SBE, DVBE, TACPA, etc.) Claims made for preference/incentive participation as outlined in Section I entitled, “Preference and Incentive Programs”, will be verified and points awarded for preference/incentive will then be calculated and added to technical and cost points.

Any Small Business Enterprise (SBE) and/or Non-Small Business/Subcontractor Preference points will then be verified, calculated, and added to technical and cost points.

SBEs, and non-SBEs subcontracting at least 25% of net bid price to one or more CUB-compliant SBEs, will be verified, calculated, and awarded SBE preference points as listed in Section I “Preference and Incentive Program Information” if applicable.

DVBE participation and incentive points will then be verified, calculated and added to technical and cost points.

Any Nonprofit Veteran Service Agency Small Business Preference (NVSA) points will be verified, calculated and added to technical and cost points.

Any TACPA points will then be verified, calculated and added to technical and cost points.

5. Ranking

After all proposals are scored, and proposals that did not achieve the minimum technical points are identified and disqualified, the proposals will be ranked. The Agreement shall be awarded to the Proposer whose responsive and responsible proposal is given the highest score. Ties shall be handled as specified in Section J. 1. Entitled, “Settlement of Ties”. The awardee will be notified and “Intent to Award” will be posted.

6. Budgeted Funds

This agreement will be written for approximately nine five (5) months with a maximum budget allocation of $510,000.00 as specified by the Teen Distracted Driving (TDD) V Grant.

7. Cost Detail Format and Requirements

The total costs of all tasks and milestones cannot exceed the budget as mentioned above.

Proposers are instructed to use Attachments 17, entitled Proposer’s Workplan and #18, Cost Worksheet in preparing their workplan and cost proposal.

8. Proposer’s Costs

Costs incurred for developing proposals an in anticipation of award of the Agreement are entirely the responsibility of the Proposer and shall not be reimbursed by the State of California.

H. RFP Format, Content, and Submission Requirements

1. Submission Instructions

A. Each individual or firm may submit only one (1) proposal. For the purposes of this paragraph, “firm” includes a parent corporation of a firm and any other subsidiary of that parent corporation. If a firm or individual submits more than one (1) proposal, CHP will reject all proposals submitted by that firm or individual.

B. Before preparing a proposal, seek timely written clarification of any requirements or instructions that are believed to be vague, unclear or that are not fully understood.

Agreement increases will not be allowed due to poor examination or understanding of specifications.

C. Develop proposals by following all RFP instructions and instructions or clarifications in question/answer notices, clarification notices, or RFP addenda.

D. The CHP may modify the RFP prior to the date fixed for submission of proposals by the issuance of an addendum to the posted RFP on CaleProcure.ca.gov (https://www.caleprocure.ca.gov/pages/index.aspx). Proposers are encouraged to check the posted RFP regularly for modifications, questions and answers, addenda, etc.

E. All proposals shall include the documents identified in Attachment 1, Required

Attachment Checklist and Proposer Certification Sheet.

F. Proposers must not alter the CHP’s checklist or forms. Any change made to the forms, including but not limited to exceptions, deletions, and additions, may be the basis for disqualification of a proposal.

G. An individual who is authorized to bind the proposing firm contractually shall sign the Attachment 1, Required Attachment Checklist and Proposer Certification Sheet and Attachment 18, Cost Worksheet. The signature must indicate the title or position that the individual holds in the firm. An unsigned proposal may be rejected.

H. If the proposal is made under a fictitious name or business title, the actual legal name of proposer must be provided on all required documents.

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

Any deviation from the work specifications contained within this RFP and Exhibit A of the Proposed Agreement will not be considered and will cause a proposal to be rejected.

J. The State does not accept alternate contract language from a prospective contractor.

A proposal with such language will be considered a counter proposal and will be

K. For CHP to award an Agreement, proposals must at a minimum, be fully responsive to the specific requirements stated in this RFP. Proposers must identify any requirements of this RFP that they cannot satisfy.

L. A proposal may be rejected if it is conditional or incomplete, or if it contains any alterations of the forms or other irregularities of any kind. The State may reject any or all proposals and may waive an immaterial deviation in a proposal. The State’s waiver of an immaterial deviation shall in no way modify the RFP document or excuse the Proposer from full compliance with all requirements if awarded the Agreement.

M. CHP reserves the right to accept or reject any or all proposals received as a result of this RFP, or to modify or cancel all or part of this RFP, if it is in the best interest of the State to do so. CHP is not required to award an agreement.

2. Written Submittal Specifications

Along with the specifications contained within this RFP, Proposals shall comply with written submittal instructions as specified in the following attachments:

• Attachment 15, Letter of Introduction

• Attachment 16, Campaign Histories

• Attachment 17, Proposer Workplan

3. Proposal Format Requirements

This section specifies how the response package should be assembled and submitted.

a. Sign applicable RFP attachments/forms in ink, preferably in a color other than black.

Have a person who is authorized to bind the submitting firm sign each form that requires a signature. Signature stamps are not acceptable. Unsigned proposals may be rejected.

b. Submit the proposal as specified below.

1) All proposals must be submitted under sealed cover and sent to CHP by the date and time shown in Section B, “Time Schedule.” Proposals received after this date and time will not be considered.

2) Documents must have original signatures. Attachments and/or forms that require a signature must be signed in ink (preferably in blue) by a person who is authorized to bind the proposing firm. Refer to Attachment 1 for specific submittal requirements.

https://www.caleprocure.ca.gov/pages/index.aspxhttps:/www.caleprocure.ca.gov/pages/index.aspx

3) Submittals must be organized in the same order and with the same lettering/numbering and format as shown in Attachment 1. Documents must be one sided or double-sided on 8 ½ x 11 inch paper, using at least 11 point font.

Tables, graphics, exhibits, inserts, and attachments must be submitted in a font size no smaller than 9 points. Each page must be consecutively numbered with sections clearly marked or labeled. Do not staple the documents, instead use paper clips. All the documents must have headers stating the Attachment Number.

Campaign case histories and relevant samples/examples shall be provided via URL (uniform resource locator) website link accessible via internet without prompting for any login or password.

4) Proposal shall be submitted in one (1) sealed envelope or small box and must be plainly marked with the RFP number and title, your firm name and address, and “DO NOT OPEN”. As shown in the following example:

Proposer’s Name and Address

CHP RFP #25C013000

DO NOT OPEN UNTIL AFTER May 14, 2025, 11:00 A.M.

Unless otherwise indicated, do not submit supplemental information or other materials that CHP has not requested.

5) Proposals may be sent by mail, by express service, or by hand delivery of the proposal package to the Department of California Highway Patrol, Business Services Section, Contract Services Unit address listed below. Proposals may not be transmitted electronically by fax or email.

U. S. Mail/Overnight Express or Hand Delivery:

RFP# 25C013000

Department of California Highway Patrol Business Services Section, Contract Services Unit, Attn: Matthew Macdonald 601 North 7th Street Sacramento, CA 95811 Phone: (916) 843-3610

6) Proposals not submitted under sealed cover and marked as indicated may be

7) Arrange for timely delivery of the RFP package to the specified address.

Proposers are advised not to wait until shortly before the RFP submission deadline to submit the proposal.

4. Proposer Warning

Regardless of postmark or method of delivery, the CHP Business Services Section, Contract Services Unit must receive the proposal by the date and time stated in section B of this RFP, entitled “Time Schedule.”

CHP’s internal processing of mail may add 48 hours or more to the delivery time. If the proposal/response package is mailed, consider using certified or registered mail and request a receipt upon delivery.

For hand deliveries, allow enough time to locate parking. As the building designated for hand deliveries is a secure facility Proposers are required to remain in the lobby. Proposers should notify the clerk at the front desk of the nature of their business. The clerk will notify CHP Business Services Section, Contract Services Unit. Proposers are warned not to surrender their proposals in the care of a person other than CHP Contract Services Unit staff.

NOTE: It is the proposer's responsibility to ensure their response package is received by CHP before the proposal’s due date/time. CHP is not responsible for proposals received after the due date and/or time due to circumstances beyond CHP's control.

5. Modifications and Withdrawals

a. 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 set forth in (B), Time Schedule. Proposal modifications offered in any other manner, oral or written, will not be considered.

b. A Proposer may withdraw its proposal by submitting a written withdrawal request to the State, signed by the proposer or an authorized agent in accordance with point 15) of this section. A proposer may thereafter submit a new proposal prior to the proposal submission deadline. Proposals may not be withdrawn without cause subsequent to proposal’s submission deadline.

I. Preference and Incentive Program Information

Preference and incentive programs are identified below. When the Proposer satisfies the requirements and requests preferences and incentives, the Proposer must clearly identify in their submitted Proposal the programs that the Proposer qualifies for Denial of preference or incentive requests is not a basis for rejection of the Proposal.

CHP will adjust evaluation points for applicable claimed preference(s) and/or incentive(s) to determine the lowest responsive proposer. CHP will apply preference and/or incentive adjustments to eligible proposers according to State regulations following verification of eligibility with Department of General Services (DGS), Office of Small Business and DVBE Services (OSDS).

All information submitted by the proposer to comply with this RFP’s preference and incentive requirements will be verified by CHP. If evidence of an alleged violation is found during the verification process, the CHP will initiate an investigation with this information in accordance with OSDS requirements. Proposers must verify each subcontractor’s certification with DGS OSDS to ensure eligibility.

It is the Proposer’s responsibility to provide all necessary documentation in support of any preference requested. Omission of such documentation may render your proposal non-responsive.

To confirm the identity of the highest pointed responsive Proposer, CHP will adjust the total evaluation points for applicable claimed preference(s) and/or incentive(s). CHP will apply preference and/or incentive adjustments to eligible Proposers according to state regulations following verification of eligibility with Department of General Services (DGS), Office of Small Business and DVBE Services (OSDS).

Refer to Section J. 1 of this RFP, entitled “Settlement of Ties” to learn how ties will be resolved.

1. Disabled Veteran Business Enterprise (DVBE) Program Requirements, Commercially Useful Function (CUF) Certification, and DVBE Incentive.

The Contractor will engage the services of Disabled Veterans Business Enterprise (“DVBE”) firms in compliance with state contracting laws to assist in servicing this program.

Pursuant to Military and Veterans Code Section 999.5, subdivision (a), an incentive will be given to a Proposer who provides additional (at least 1%) DVBE participation. For evaluation purposes only, the State shall apply an incentive to responses that propose California certified DVBE participation and are confirmed by the State. The incentive amount for awards based on DVBE participation will vary in conjunction with the percentage of DVBE participation. Refer to section G point 1, “Evaluation and Award.”

a. To ensure responsiveness to this RFP, return a completed Bidder Declaration form

(GSPD-05-105) (Attachment 5); DVBE Declaration, STD. 843 (Attachment 4); and the Commercially Useful Function Certification form, (Attachment 12 with your proposal.

b. Proposer’s that are certified DVBEs or Proposer’s that commit to using DVBE for at least 1% are eligible to receive DVBE Incentive

The DVBE Incentive is as follows:

Confirmed DVBE Participation DVBE Incentive Points*

5.00% - or above 5% 60

4.00 to 4.99% 4% 48

3.00 to 3.99% 3% 36

2.00 to 2.99% 2% 24

1.00 to 1.99% 1% 12

*Calculated as the DVBE Incentive percentage of total RFP points of 1200.

A proposer is only eligible to receive this additional DVBE incentive if they are a certified DVBE or if a non-DVBE proposer commits to use a certified DVBE (s) as subcontractor(s). If the number 1 ranked, responsive, responsible proposal is a California certified small business, the only proposers eligible for the incentive will be other California certified small businesses.

d. Certified DVBE Proposer additional incentive considerations:

1) Commit to performing at least 1.0% of the contract value with the prime proposer’s firm or in combination with another DVBE(s).

2) Document DVBE participation on the Bidder Declaration GSPD-05-105 (Attachment 5). The Proposer must complete the Bidder Declaration GSPD-05-105 (Attachment #5 in the Required Attachment Checklist).

3) At the State’s option a DVBE Proposer working in combination with other DVBE(s) will submit proof of its commitment by submitting a written confirmation from the DVBE(s) identified as a subcontractor on the Bidder Declaration GSPD-05-105 (Attachment 5). When requested, the written confirmation must be submitted to the address or facsimile requested, the written confirmation must be submitted to the address or facsimile number specified and within the timeframe identified in the notification. Failure to submit the written confirmation as specified may be grounds for proposal rejection.

e. Non-DVBE Proposer additional incentive considerations:

1) Commit to using certified DVBE(s) for at least 1.0% of the RFP’s value.

2) Document DVBE participation on the Bidder Declaration GSPD-05-105 (Attachment

5). The Proposer must complete the Bidder Declaration GSPD-05-105 (Attachment #5 in the Required Attachment Checklist), and Attachment 12 (Commercially Useful Function).

f. At the State’s option prior to contract award, a Proposer is instructed to submit proof of its commitment by submitting a written confirmation from each DVBE identified as a subcontractor on the Bidder Declaration GSPD-05-105 (Attachment 5). The CHP may contact each listed DVBE, by mail, e-mail, fax or telephone, for verification of the Proposer’s submitted DVBE information. When requested, the document(s) must be submitted to the address or facsimile number specified and within the timeframe identified in the notification. Failure to submit written confirmation as specified may be grounds for proposal rejection.

2. Small/Micro Business (SB) Preference (preference not to exceed five percent (5%)

a. The Small Business regulations are located in the California Code of Regulations

(Title 2, Division 2, Chapter 3, Subchapter 8, Sections 1896 et seq. concerning the five percent (5%) preference given to California certified small business contractors.

Program requirements may be viewed at:

http://www.dgs.ca.gov/pd/Programs/OSDS/SBEligibilityBenefits.aspx

b. A responsive proposer, certified as a small/micro business in a relevant business category or type, will be granted a preference up to five percent (5%) of the highest pointed non-preference RFP response/proposal. Small business means a responsive/responsible proposer that is certified by the California Department of General Services as a small business or micro business. The “service” category or business type will most likely apply to this procurement. Nonprofit Veteran Service agencies (NVSA) are instructed to review point 4) below regarding Nonprofit Veteran Service Agency Small Business Preference.

c. In granting small/micro business preference, no offer will be changed by more than five percent (5%). The percentage adjustment is for computation purposes only and does not alter the actual cost offered by the proposer.

d. To be certified as a California small/micro business and eligible for a preference the business concerned must meet the State’s eligibility requirements and must have submitted an application for small/micro business status no later than 5:00 p.m. on the RFP submission deadline date.

e. Firms desiring small/micro business certification must obtain the Small Business Certification Application (i.e., STD 812 or other form) from DGS, OSDS, fully complete the application, and submit it to DGS as instructed in the application.

Prospective proposers desiring small business certification assistance may contact the Department of General Services (DGS) Office of Small Business and Disadvantaged Veteran Business Enterprise Services (OSDS) by the following means:

1) (916) 322-5060 (24-hour recording and mail requests), or

2) (916) 375-4940 (Small business assistance) or *800) 559-5529 (live operator-central receptionist), or

3) Website address:

http://www.dgs.ca.gov/pd/Programs/OSDS?GetCertified.aspx or

4) Fax: (916) 475-4950 or

5) Email: OSDSHelp@dgs.ca.gov

f. Proposers seeking this preference are instructed to complete their Cost Worksheet and include their DGS small/micro business number and a copy of the DGS certification as instructed in the Attachment Checklist.

3. Non-Small Business/Sub-contractor Preference (preference not to exceed five percent (5%)

a. Pursuant to Government Code Section 14837 (d) (4) a five percent (5%) preference will be given to Proposers meeting legal requirements and obtaining California small business certification.

b. Non-small business means a responsive/responsible proposer that is not certified by the California Department of General Services as a small business or micro business.

c. If the tentative low proposer is not a certified DVBE or small/micro business, a preference of up to five percent (5%) is available to a responsive non-small business claiming twenty-five percent (25%) small business subcontractor participation with one or more small businesses. This preference is authorized pursuant to Title 2, California Code of Regulations Section 1896.6 (b) and Government Code Section 14835.

d. If a proposer claims the non-small business subcontractor preference, the proposal must identify each proposed small business subcontractor, the participation percentage amount committed to each identified subcontractor, and substantial proof to enable verification of each subcontractor’s small business status. The total small business subcontractor participation must equal no less than twenty-five percent (25%) of the total price or cost offered.

e. To be granted preference, each proposed small business subcontractor must possess an active small business or micro business certification issued by the California Department of General Services, must perform a “commercially useful function” under the agreement, and the basic functions to be performed must be identified at the time of the RFP submittal.

f. In granting the non-small business subcontractor preference, no RFP submittal’s evaluation computation will be changed by more than five percent (5%). The point adjustment is for computation purposes only and does not alter the actual cost offered by the proposer.

g. Proposers seeking this preference are instructed to complete Attachment 3 (Non-Small

Business Subcontractor Preference Request and Small/Micro Business Subcontractor/Supplier Acknowledgement Form) and Attachment 12 “Commercially Useful Function” to request the non-small subcontractor preference.

4. Nonprofit Veteran Service Agency Small Business Preference (NVSA)

a. Pursuant to Military and Veterans Code Section 999.50 et seq., responsive/responsible nonprofit veteran service agencies (NVSAs) claiming small business/micro business preference and verified as such in the relevant category or business type prior to the http://www.dgs.ca.gov/pd/Programs/OSDS/SBEligibilityBenefits.aspx…