CHP_25C094000_Digital_Marketing_and_Advertising_RFP_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

March 11, 2025

Notice to Prospective Proposers

The Department of California Highway Patrol (CHP) invites prospective proposers to review and respond to the attached Request for Proposal (RFP) Number 25C094000 entitled, “CHP – Digital Marketing and Advertising Campaign Services for the CHP Uniformed Hiring Section, Recruitment Unit. This RFP will be awarded on a blended approach consisting of an evaluation of a written proposal and cost proposal as described below in Section H 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 Agreement #25C094000.

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:

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources- List-Folder/Standard-Contract-Language. 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. 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.

II. Disabled Veteran Business Enterprise (DVBE) Participation Requirements

California law requires Disabled Veterans Business Enterprise (DVBE) participation. All Proposers for CHP agreements must meet the minimum DVBE participation requirement of 5%. Proposers are eligible to receive a DVBE incentive for their participation. For more information regarding this option, see Section I of the RFP entitled “Preference and Incentive Program Information.”

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language http://www.caleprocure.ca.gov/

August 20, 2024

Safety, Service, and Security An Internationally Accredited Agency

III. 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.

IV. 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 – Digital Marketing and Advertising Campaign Services CHP Uniformed Hiring Section, Recruitment Unit

RFP 25C094000

REQUEST FOR PROPOSAL (RFP) NUMBER 25C094000

MARKETING AND ADVERTISING CAMPAIGN SERVICES

Table of Contents

A. Purpose and Description of Services

B. Time Schedule C. Agreement Term

D. Proposer Questions E. Reasonable Accommodations F. Qualification Requirements

1. Minimum Industry Qualifications for Proposers

2. General Proposal Requirements an Information

3. Definitions and Terms G. General Instructions

1. Evaluation and Award

a. Evaluation Criteria for High Value Technical Points

b. Calculation for High Value Cost Points

c. Preference/Incentive Participation Points

d. Ranking

2. Budgeted Funds

3. Cost Detail Format and Requirements

4. 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

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

2. Small/Micro Business Preference (preference not to exceed $50,000)

4. Nonprofit Veteran Service Agency (NVSA) Small business Preference (preference not to exceed $50,000)

5. Other Preference Programs - TACPA

6. Applying Preference and Incentives

7. Additional Information Regarding Commercially Useful Function

RFP 25C094000

REQUEST FOR PROPOSAL (RFP) NUMBER 25C094000

MARKETING AND ADVERTISING CAMPAIGN SERVICES

Table of Contents

J. Award and Protest

1. Settlement of Tie

2. Intent to Award

3. Protest Procedures K. Disposition of Proposal L. Agreement Terms and Conditions

RFP 25C094000

REQUEST FOR PROPOSAL (RFP) NUMBER 25C094000

MARKETING AND ADVERTISING CAMPAIGN SERVICES

The California Highway Patrol (CHP) has issued this Request for Proposal (RFP) to obtain proposals for the development and implementation of a marketing campaign and advertising services. This project will involve the efforts of a professional contractor that can assist in the creation and development of cutting edge and cost-effective advertising activities in support of the CHP’s overall mission and the mission of the Professional Training Section (PTS) to educate, increase awareness and recognition of the problem and accordingly reduce impaired driving incidents.

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 Professional Training Section’s (PTS) Advertising and Marketing activities. Services shall include the development of successful PTS campaigns.

Services shall include the ability to issue information, influence attitudes and create awareness and understanding of impaired driving incidents.

The Proposer understands and acknowledges that this RFP is for CHP’s advertising needs for the PTS, 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.

PTS plans to accomplish its mission by publicizing PTS and educating the public on impaired driving recognition, incidents, and solutions.

b. Goals

The end goals of this campaign shall be to reduce the incidence of impaired driving, increase public awareness and understanding of impaired 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. Such strategies should access videos and information, as well as, standard advertising, and digital/programmatic marketing.

RFP 25C094000

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 RFP Released March 11, 2025 Proposers’ Questions are due March 18, 2025 @ 10:00 a.m.

RFP Submission Due Date March 24, 2025 @ 11:00 a.m.

Notice of Intent to Award (on or near) April 9, 2025

C. Agreement Term

The term of the resulting agreement is anticipated to be effective from July 1, 2025, through June 30, 2028 for three (3) years with two (2), one (1) year options to extend by the State.

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. Agreement extensions are subject to satisfactory performance, funding availability, and approval by the Department of General Services (DGS) if applicable.

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 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 25C094000.” 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.

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

RFP 25C094000

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.

RFP 25C094000

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 proposers or entities that, by the time of the proposal submission deadline, operate a full-service communications marketing and advertising firm, have significant experience (via the business or key employees) developing and managing statewide campaigns for government 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 Industry Qualifications for Proposers

The minimum industry qualifications for proposers are as follows:

a. Three (3) years of experience in advertising and marketing for government clients.

b. Three (3) years of experience in advertising and a minimum of 10% of the proposer’s work product for calendar year 2021 (or more recently) in digital marketing efforts;

c. 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. 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’s duration.

RFP 25C094000

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. Expatriate Corporations: The California Highway Patrol may not enter into any contract with an expatriate corporation per California Public Contract Code 10286.1.

i. Nonprofit Organizations: Non-profit organizations must certify they are eligible to claim nonprofit status.

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

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 aide, 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.

RFP 25C094000

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.

f. Please refer to Exhibit G “Terms and Definitions” in the Sample Agreement for definitions for advertising, marketing and electronic media.

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.

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.”

a. 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 are 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 560 will be

RFP 25C094000

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

Item Evaluation Criteria Value Qualifications #1 Corporate experience as a leader in electronic marketing methods with medium to large client/server systems including the responsibility for analysis, design, development, testing, implementation, training, and deployment of advertising services.

Supplier expertise with engagements of similar scope and complexity

Experience ranging from less than 6 months to greater than 6 years (0 – 150 points)

#2 Does the proposer’s submittal demonstrate clearly stated goals, objectives, timelines, strategies and tactics?

Quality of product or service or its technical competency

Plan ranking ranges from inadequate plan to exceptional plan (0 to 100 points)

#3 Does the proposer’s hypothetical workplan include clearly stated goals, objectives, timeline, strategies and tactics?

Reliability of delivery and implementation schedules

Reliability ranges from inadequate plan to excellent plan (0 to 100 points)

#4 Does the Proposer’s background, management plan and hypothetical workplan demonstrate adequate experience in developing, managing, budgeting, and tracking public relations/advertising campaigns for government agencies?

Industry and program experience, consistency of the proposed solution with the State’s planning

Experience and consistency ranges from inadequate plan to exceptional plan (0 to 150 points)

#5 Proposer’s documented experience in ability to maximize dollars being spent through PSAs, pro-bono support, more cost-effective advertising or other tactics?

Prior record of supplier performance

Supplier performance ranges from not documented to exceptionally documented (0 to 150 points)

#6 Proposer’s documented experience in cost effective technologies designed for younger (millennial markets)

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

Innovative use ranges from not documented to exceptionally documented (0 to 150 points)

Maximum Possible Points 800

b. 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 in order 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

RFP 25C094000

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

If 30 maximum cost points are available, they are awarded to lowest cost proposal

(Lowest cost proposal) $75,000 = ¾ X 30 = 22.5 cost points awarded to $100,000 proposal under evaluation

c. 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.

d. 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

2. Budgeted Funds

This agreement will be for two (2) State Fiscal Years (SFY) at a cost determined by the annual budget allocation for PTS typically received in July as the first month of the fiscal year. The goal of CHP’s PTS is to maximize available funding to increase education and understanding of Impaired Driving and familiarize them with the problem, problem recognition, and alternate solutions, such as designating a sober driver. The estimated* value of the resultant agreement is $600,000 for each SFY, totaling $1,800,000 (One Million, Eight Hundred Thousand Dollars) for three (3) years.

There are two (2), one (1) year options to extend, which, if exercised, will be funded via amendment to resulting agreement. Optional years will be implemented at CHP’s sole discretion.

RFP 25C094000

*If funding for any fiscal year is reduced or deleted by the State’s Budget Act for purposes of this program, the State shall have the option to either cancel this Agreement with no liability occurring to the State, or offer an Agreement amendment to Contractor to reflect the reduced amount.

3. Cost Detail Format and Requirements

The total costs of all tasks and milestones for each SFY cannot exceed the annual budget as mentioned above. Proposers are instructed to use Attachments 17, entitled Proposer’s Workplan and #19, Cost Worksheet in preparing their workplan and cost proposal. PTS seeks to utilize available funds and leverage funds for maximum effectiveness.

4. 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 19, Cost Worksheet. The signature must indicate the title https://www.caleprocure.ca.gov/pages/index.aspxhttps:/www.caleprocure.ca.gov/pages/index.aspx

RFP 25C094000

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 rejected.

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

• Attachment 18, Escalation Process

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.

RFP 25C094000

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) Provide one (1) hardcopy original of all documents specified in Attachment 1, Required Attachment Checklist and Proposer Certification Sheet. The hardcopy original must be marked “Original” and have original signatures.

Attachments and/or forms that require a signature must be signed in ink (preferably in a color other than black) by a person who is authorized to bind the proposing firm. Refer to Attachment 1 for specific submittal requirements.

3) Submittals must be organized in the same order and with the same lettering/numbering and format as shown in Attachment 1. Hardcopy original (with the exception of Attachment 19, Cost Worksheet) must be submitted in a 3-ring binder, one sided or double-sided on 8 l/2 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.

4) Hardcopy original of Attachment 19, Cost Worksheet shall be sealed in an envelope labeled “Proposer/Company Name” RFP 25C094000 Attachment 19, Cost Worksheet.

5) Provide one (1) complete copy of all documents as specified herein (with the exception of Attachment 19, Cost Worksheet) on CD/DVD or Flash/Thumb Drive. Electronic media device must be compatible with Microsoft Office 2016 Suite and Adobe Reader 7 or higher and must be organized in the format described in this section. Device should be labeled “Proposer/Company Name” RFP 25C094000 Copy.

6) Campaign Case Histories, and relevant Samples/Examples shall be submitted via electronic media device as addressed above. If submitting separately from RFP copy; device should be labeled “Proposer/Company Name” RFP 25C094000 Examples. It is acceptable for proposers to submit both the copy of proposal as well as samples of prior work on the same media device.

7) Proposal shall be submitted in one (1) large 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 #25C094000

DO NOT OPEN UNTIL March 24, 2025 @ 11:05 A.M.

The following items are to be submitted within the envelope/box:

i. Binder containing hardcopy original of all documents specified in Attachment 1, except for Attachment 19.

ii. Sealed and labeled envelope containing Attachment 19, Cost Worksheet.

iii. Electronic Media Device(s) containing copy of proposal, case histories and any samples/examples of previous work.

RFP 25C094000

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

8) 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# 25C094000

Department of California Highway Patrol Business Services Section, Contract Services Unit, Attn: MATTHEW MACDONALD 601 North 7th Street Sacramento, CA 95811 Phone: (916) 843-3611

9) Proposals not submitted under sealed cover and marked as indicated may be rejected.

10) 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 Section 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

RFP 25C094000

accordance with Section H.,5 “Modifications and Withdrawals” 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.

This RFP has a DVBE participation minimum requirement of five (5) percent.

Failure to comply with the DVBE requirement will result in immediate rejection of proposal.

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 (more than the minimum requirement of 5%) 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 H point 1, “Evaluation and Award.”

RFP 25C094000

a. The CHP has set a minimum goal requirement of five percent (5%) for DVBE Participation. Failure to comply with the DVBE program requirements will cause your proposal to be deemed non-responsive and ineligible for award of the proposed Agreement.

b. 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.

c. Proposer’s that are certified DVBEs or Proposer’s that commit to using DVBE for more than the mandatory 5% are eligible to receive DVBE Incentive.

The DVBE Incentive is as follows:

Confirmed DVBE Participation DVBE Incentive Points* 10% - or above 5% 60

8.0 – 9.99% 4% 48

7.00 – 7.99% 3% 36

6.0 – 6.99% 2% 24

5.01 – 5.99% 1% 12 *Calculated as the DVBE Incentive percentage of total RFP points of 1200.

A proposer is 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 #l 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 5.1% 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 5.1% 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-

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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:

https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion- List/Office-of-Small-Business-and-Disabled-Veteran-Business- Enterprise/Certification-Program

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-preferenced 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) Internet address: http://www.dgs.ca.gov/pd/Programs/OSDS?GetCertified.aspx or https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/Office-of-Small-Business-and-Disabled-Veteran-Business-Enterprise/Certification-Program https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/Office-of-Small-Business-and-Disabled-Veteran-Business-Enterprise/Certification-Program https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/Office-of-Small-Business-and-Disabled-Veteran-Business-Enterprise/Certification-Program http://www.dgs.ca.gov/pd/Programs/OSDS?GetCertified.aspx

RFP 25C094000

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 subcontactor/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…