Cosmoprof_Asia_RFP_FINAL.pdf

2027 Cosmoprof Asia Trade Mission

Request for Proposals (RFP)

RFP Title 2027 Cosmoprof Asia Trade Mission Issuing Agency Governor’s Office of Business and Economic

Development (GO-Biz) Division/Program International Agency Address 1325 J Street, Suite 1800 Sacramento, CA 95814 Point of Contact Henan Li Contact Email GO-Biz.BSU@gobiz.ca.gov RFP Release Date April 6, 2026 Proposal Submission Deadline May 4, 2026 Estimated Contract Term May 19, 2026 – May 19, 2028

Last Updated: 3/30/2026 mailto:GO-Biz.BSU@gobiz.ca.gov

Table of Contents RFP Overview

Key Dates

Questions and Answers

Proposal Submission

Background

Scope of Work

Mission Strategic Planning

Pre-Event Preparation & Deliverables

In-country Trade Mission Execution

Post-Event Deliverables

Minimum Qualifications

Organizational Qualifications

Organizational Capacity

Professional Experience

Budget Provisions

Payment Terms

Proposal Content

Exhibit A - Cover Letter

Exhibit B - Key Personnel

Exhibit C - Resume

Exhibit D – Technical Proposal

A. Organizational Experience

B. Implementation Plan

C. Implementation Timeline

D. Sample Work

Exhibit E – Cost Proposal

Exhibit G – References

Vendor Forms

Payment Term Acknowledgement

GenAI Disclosure

Small Business and DVBE Incentive Program

Evaluation and Selection Process

Administration

RFP Response Requirements

Reservation of Rights and RFP Amendments

Award and Protest

Public Records Act

Standard Contract Terms

RFP Overview The Governor’s Office of Business and Economic Development (GO-Biz), International Affairs and Trade is seeking proposals from qualified organizations to provide services related to support the development of a comprehensive trade mission to 2027 Cosmoprof Asia Trade Show.

The purpose of this RFP is to identify a contractor with the expertise, capacity, and experience necessary to successfully deliver the services outlined in this solicitation.

Issuance of this RFP does not constitute a commitment by GO-Biz to award a contract.

Key Dates Milestone Date

RFP Release April 6, 2026

Deadline for Written Questions April 17, 2026, by 5:00 PM PST

Questions and Answers Posted April 22, 2026

Proposal Submission Deadline May 4, 2026, by 5:00 PM PST

Interviews (as appropriate) May 5, 2026 – May 11, 2026

Tentative Award Notice (posted to Cal eProcure)

May 12, 2026

Contract Period May 19, 2026 – May 19, 2028

Questions and Answers All questions regarding this RFP must be submitted in writing via email with the subject line “Cosmoprof Asia: Questions - [Applicant Name]” to the Point of Contact listed on the cover page.

Questions must be received by the deadline identified in the Key Dates section.

Reponses to questions will be compiled and posted publicly via Cal eProcure.

Proposal Submission Proposals must be submitted electronically via email with the subject line “Cosmoprof Asia:

Proposal Submission - [Applicant Name]” to the Point of Contact listed on the cover page. No mailed/hard copy submittals will be accepted.

Proposals must be received by the deadline stated in the Key Dates section. Late submissions will not be accepted.

If files exceed email limits, proposers may provide a secure file-sharing link, provided that all documents are accessible by the deadline.

Respondents are solely responsible for ensuring the successful delivery of their proposal by the stated deadline.

It is recommended that applicants submit your proposal at least two business days in advance of the final deadline to receive confirmation of receipt and avoid potential delays due to technical difficulties.

Background The contractor will help GO-Biz to deliver a comprehensive suite of export promotion service for the 2027 California Cosmoprof Asia Trade Mission and support California businesses in the beauty sector to participate under the California pavilion during the trade show, and develop a week- long trade mission activity. Tasks include recruiting California businesses, developing a tailored trade mission itinerary to help California beauty sector businesses enter and expand the Asia beauty market, one-on-one export consultation, business matchmaking service, in-country site-visits, B2B meetings set up, organize California business pitch event, market briefing, California booth booking and help with other trade mission logistics.

Program Objectives:

• Equip businesses with comprehensive knowledge of the Asia beauty sector markets.

• Ensure participating California businesses have a comprehensive understanding of how to export their product and/or service to Asia.

• Organize an in-person Trade mission for California beauty sector businesses to expand market in Asia during 2027 Cosmoprof Asia.

• Offer California companies the opportunity to develop market traction in-person during

Cosmoprof Asia trade show week.

• Develop a B2B business matchmaking pipeline for California businesses and assist business build the connection with foreign buyers, distributors or partners.

Scope of Work The selected contractor will perform the services described below.

Mission Strategic Planning

• Develop a week-long trade mission itinerary that serves the program objectives for

California delegations, including at least 8 California beauty sector businesses (2 representative per business). Include all trade mission operational cost in the budget proposal (flights, hotels and sample shipping will be covered by each California delegate on their own, should not be included in the trade mission budget).

Pre-Event Preparation & Deliverables Recruiting

• Create marketing material and flyer for trade mission recruitment distribution. The flyer needs to be approved by GO-Biz before release.

• Recruit at least 8 California beauty sector businesses to join the trade mission before the recruiting deadline.

• Direct business to register through event registration link provided by GO-Biz.

One-on-One Consultation and B2B Matchmaking Facilitation

• Conduct one-on-one consultation calls with each California business delegate and have a thorough understanding of their products and services offering, and provide consulting service on their export and market entry strategy.

• Based on the evaluation of each California business portfolio, generate 5-8 pre-vetted business meetings for each California company during the trade mission that meet their interest (preferably meet the California company at the booth during Cosmoprof Asia trade show). Please include B2B meeting facilitation service costs per each California company in the budget proposal. Payment will reflect the actual number of recruited delegates as outlined in the budget proposal.

• Provide B2B meeting schedules for California companies for at least one (1) week before the event, including contact details.

Site Visit/Group meeting Planning

• Coordinate three to four (3-4) business site visits/group meetings in Hong Kong for

California delegation to meet with key industry partners, business associations, distributors, and channel providers etc.

• Coordinate one or two (1-2) culture experiences during the trade mission for California delegation to better understand the local culture, consumer market and new industry trend, business best practice, competitor research etc., to enrich California delegation’s experience and better understand their target customer and local community.

Event Planning

• Host a “Know Before You Go” call for all delegates to provide event, travel, and logistical information, including a briefing on Asia beauty sector overview and best business practices in market.

• Plan a Welcome Dinner for California delegation at the beginning of the trade mission for the delegation to warm up and be familiar with each other (CA delegation only). Please include the cost in the budget proposal.

• Plan a California Product Pitching and Networking event for the delegation in Hong Kong during the trade mission, invite local industry partners, government agencies and officials, buyer and distributors, business representatives’ guests to join the event and provide opportunity for each California company to pitch their product and service. The consultant will include all associated logistics, catering, and venue costs in the proposed budget. Target attendance estimate: 150 people in total, including California delegates.

Logistics Support

• Arrange transportation for the delegation group activities in Hong Kong, and group lunch during transit if needed (could be as simple as a lunchbox and water on the bus), and include the cost in the budget proposal.

• Help negotiate a group rate for the Hong Kong hotel for the California delegation (prefer close to or easy transit to the convention center of the trade show), facilitate hotel booking for the delegation.

• Create a California trade mission brochure in both English and Chinese, collect California business delegation introduction and contact information for the brochure. Once the brochure is approved by GO-Biz, the consultant will find a local print house to print the brochure for 400 copies, and include the cost in the budget proposal.

• Coordinate with California delegates to prepare a California beauty gift package (sample products) to distribute at business site visit/group meetings and for trade show VIP guests and buyer groups. Please include any logistic cost in the budget proposal, such as paper bag for the sample.

Trade Show Booth Management and Fiduciary Role:

• Depending on the final recruiting results, work with Cosmoprof Asia organizer to book a California pavilion booth at 2027 Cosmoprof Asia Trade Show (Space needs to be enough for California delegation to share). Booth size, location and budget (include both raw space cost and booth custom build cost) need to be approved by GO-Biz before booking. In the RFP budget proposal, please provide estimate booth cost and size for 8 businesses to share.

• Support GO-Biz with California booth layout and rendering design coordination with the booth builder. Collecting graphics from CA companies. California booth design and graphics need to be approved by GO-Biz.

• Provide administrative support to facilitate payment to the Cosmoprof trade show organizer and booth vendor. The consultant will be requested to coordinate invoicing and facilitate international payment processing on behalf of GO‑Biz. This requires the consultant to have capabilities to wire electronic payment(s) in the local currency.

• The consultant will sign the booth contract on behalf of GO-Biz, and not assume financial liability for vendor performance, contract terms, or delivery of the booth construction services.

• GO‑Biz will issue payment via check in USD to the consultant for the invoiced booth costs prior to the consultant issuing payment to the vendor. The consultant will not be required to advance or front booth costs.

• Assist the California delegation to register for Cosmoprof Asia trade show as co-exhibitor.

• Support California delegation to participate in other trade show related activities and business functions.

Reporting and Communication

• Submit regular work reports to GO-Biz outlining progress on trade mission planning, as well as any challenges and proposed solutions.

• Participate in recurring check-in calls with GO-Biz.

In-country Trade Mission Execution

• Provide printed meeting schedules for each California delegate on the first day of the trade mission. Schedule includes time, location, contact details, and meeting partner synopsis if applicable.

• Provide in-country logistics and communication support for California delegation, including:

o Meetings and site visits facilitation and scheduling adjustments.

o California pitch networking event.

o Exhibit at trade show.

o Vendor liaison and issue resolution.

o General logistical assistance to ensure smooth operations and transitions.

o Execute the trade mission itinerary activity with GO-Biz.

o Provide interpretation service as needed.

• Pick up and distribute the California delegation brochure during the trade mission.

• Coordinate California beauty gift backage distribution

• Record trade mission key activities through photos and videos.

Post-Event Deliverables Within four (4) weeks after the conclusion of the trade mission, the contractor will:

• Schedule and conduct post-event debrief call with GO-Biz.

• Provide a written post-event report to GO-Biz to further share with California delegates, including:

o Trade mission activity summary and photos.

o Qualitative and quantitative feedback.

o Business leads consolidation.

o Market intelligence gathered during the event.

• Strategic recommendations for follow-up, including lead nurturing, future engagement steps, and relevant resources or referrals.

Minimum Qualifications Proposers must meet the following requirements to be considered responsive.

Organizational Qualifications

• Must have been in continuous operation for a minimum of two (2) years.

• Must operate an established international trade consulting, practice, or representative presence in Hong Kong and capable of delivering the project locally.

• Demonstrated experience working with U.S. businesses or U.S. State Economic

Development Organizations (EDOs) on export promotion activities.

Organizational Capacity

• Must have sufficient staff and resources to effectively track, manage, and execute the workload required to be carried out on this project.

• Must demonstrate the ability to provide timely reporting, ensuring that all deliverables meet the expectations outlined in the scope of work.

• Must designate a Project Manager to lead and coordinate efforts, with additional support as needed to complete the project.

• Maintain open, regular communication with the GO-Biz IAT team. Provide an alternate point of contact if the assigned project manager is unavailable for more than 72 business hours.

Professional Experience

• The Lead consultant must have a proven track record of helping U.S companies to export to Asia market, supporting U.S State EDOs on export promotion activities and trade missions, have experience in representing clients at international trade shows. The Lead Consultant must possess at least a bachelor’s degree (master’s degree preferred) and have minimum of five years of demonstrated success providing export promotion service support U.S. State EDOs.

• Supporting Consultants must have minimum of two (2) years of demonstrated experience support U.S State EDOs to promote export or support U.S exporters enter Asia market.

• Should have bilingual staff who can speak fluent Chinese (Mandarin/Cantonese) to support the trade mission activities execution on the ground.

• Should have staff member with experience with Trade show exhibit participation, booth booking and cost estimate, and represent businesses at the trade show for lead generation.

Budget Provisions GO-Biz has allocated a total of a hundred thousand US dollars ($100,000) in state funds to award one organization to develop this program. Budget shall include the entire trade mission pre-event preparation, trade mission itinerary cost and total trade show exhibition and booth cost under the Scope of Work. GO-Biz expects applicants to provide a detailed, and justified, deliverables-based separate budget sheets for the trade mission project. The budget should include how the applicant plans to utilize funds in specific expense items.

Payment Terms Payment from GO-Biz will follow state of California processing requirements. Payments will be issued via a physical check in U.S. dollars. Electronic delivery is not available at this time.

Payment terms, including invoicing requirements and payment schedules, will be finalized during the contract negotiation state with the selected proposer.

Proposers located outside of the United States must include a statement in their proposal acknowledging that they understand and accept the payment terms, and that they are responsible for ensuring they have the ability to receive, process, and deposit such payments.

Failure to include this acknowledgement may result in the proposal being considered non-responsive.

1. Payment to Trade mission will be divided into three installments tied to milestones:

a. Contract execution: Consultant needs to submit the trade mission plan and approved by GO-Biz.

b. Mid-project: Close to the trade mission date (the consultant needs to meet at least minimum 8 CA business recruiting goals.)

c. Complete of the trade mission: Final deliveries for the trade mission program accepted by GO-Biz. Any adjustment of the budget during the trade mission will be reflected in the final payment amount.

2. GO-Biz will issue payment based on program development and performance milestones:

a. The payment of the trade mission assumes full recruitment of eight (8) California companies; however, actual payment will reflect the actual number of recruited as outlined in the budget proposal, please include in the budget breakdown for B2B service cost to each for CA companies.

b. GO-Biz reserves the right to cancel the contract. Compensation will be based on approved work completed.

3. Payments may be withheld if the work is deemed incomplete or inadequate.

Proposal Content Proposals must include the following sections.

Exhibit A - Cover Letter

• Legal organization name

• Business address

• Website

• Year established

• Number of employees

• Proposal Contacts – include name, title, email, and phone number o Primary Contact (Authorized Representative) o Secondary Contact

Exhibit B - Key Personnel

Provide a table identifying staff responsible for project execution, including subcontractors. Must include the name, title, and role in the project.

Identify the designated Project Manager that will lead and coordinate efforts.

Exhibit C - Resume Provide resumes for all key personnel listed. Each resume should include a summary of relevant experience, highlighting past projects similar in scope to the work outlined in this RFP.

Exhibit D – Technical Proposal Page limit: 10

A. Organizational Experience Outline the organization’s experience in supporting similar projects.

Experience should demonstrate expertise in past event organizations for international export promotion trade missions, including but not limited to After Action Reports, clients, partners and businesses’ testimonial. Share what tasks the consultant firm is responsible for.

B. Implementation Plan Provide a detailed breakdown with descriptions of how the organization would deliver on the scope of work outlined above, including how the applicant intends to collaborate with GO-Biz to develop the work plan.

An explanation of how the regular and final deliverables will be presented to GO-Biz, including reports, visualizations, and briefings.

C. Implementation Timeline Provide an overview of the implementation schedule for the project planning, implementation of the program activities, as well as reporting timelines and deliverables.

D. Sample Work Provide a trade mission itinerary developed for previous export promotion activities supporting other U.S. States.

Provide an after-action report from a previous export promotion event supporting U.S.

States.

(Optional but preferred) Provide any B2B matchmaking service or consultation service to beauty sector exporters.

Exhibit E – Cost Proposal Proposers must provide the total cost of the project, with a detailed breakdown showing how the costs were determined. GO-Biz may negotiate scope, pricing, or deliverables prior to final contract execution.

The budget should be provided as either Excel sheet or Word document that aligns proposed costs with tasks and timelines outlined in the Scope of Work.

• Include in the budget an estimate booth size and cost with enough space for eight

(8) California businesses to share. If the consultant did not meet the recruiting goal of eight businesses, we might need to reduce the size and cost. Actual payment to the consultant will be adjusted based on the actual booth size and cost.

• Include in the budget breakdown for B2B service costs to each of California company, payment will reflect the actual number of recruited delegates as outlined in the budget proposal.

• Include a budget justification for the expense

• For consulting contracts, hourly rates and estimated hours are required.

Exhibit G – References Provide at least three references for comparable work related to the scope of work of this RFP.

Vendor Forms

• STD 204 – Payee Data Record* o U.S.–based vendors or vendors accepting payment to a U.S. based address must complete and submit the STD 204 form o International or foreign vendors who possess a U.S. Taxpayer Identification Number (TIN) are also required to complete and submit the STD 204 form o *Instructions to Foreign Vendors Without a U.S. TIN If the Respondent is an international or foreign vendor without a U.S. TIN, they must submit the appropriate IRS Form W-8 instead of the STD 204. The correct type of form will depend on the nature of your business and entity type W8BEN form for individuals W8BEN-E form for entities

• STD 21 – Drug-Free Workplace Certification

• CCC – Contractor Certification Clauses

• Darfur Contracting Act Certification

• Bidder Declaration

Payment Term Acknowledgement Proposers located outside of the United States must include a statement in their proposal acknowledging that they understand and accept that payment will be issued only by physical check in U.S. dollars mailed through standard postal services, and that they are responsible for ensuring they have the ability to receive, process, and deposit such payments.

Payment Term Acknowledgement Statement (for proposers located outside of the United States):

“The proposer acknowledges and accepts that payments under any resulting agreement with the Governor’s Office of Business and Economic Development (GO-Biz) will be issued by physical check in U.S. dollars and delivered by mail in accordance with State of California payment procedures. The proposer confirms that it has the ability to receive and process such payments.”

GenAI Disclosure The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

Applicant must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the

State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

Failure to report GenAI to the State may result in disqualification. The State reserves the right to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

Upon notification by an applicant of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.

Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

Small Business and DVBE Incentive Program Small Business Incentive Program

Current law encourages state departments to first consider a California-certified small business (SB) and microbusiness (MB) for contracting opportunities. The State of California is committed to supporting SB and MB participation in state contracting and seeks to use certified SBs and MBs whenever possible.

In accordance with GC Section 14835, et seq., certified small businesses and microbusinesses are encouraged to apply and can claim a five percent (5%) preference when submitting a bid on a state contract. A non-small business may receive a preference of five percent (5%) if the business commits to subcontracting at least twenty-five percent (25%) of its net bid price with one or more small businesses or microbusinesses.

B) The SB preference provides certified SBs and MBs a calculation preference in the amount of five percent (5%) of the highest scored, responsible, and responsive proposal submitted by a proposing firm who is not a certified small business.

B) The five percent (5%) preference is used only for computation purposes, to determine the winning bidder and does not alter the amounts of the resulting contract. A contract awarded on the basis of the five percent (5%) preference is awarded to the small business or non-small business for the actual amount of its bid.

A complete copy of the firm’s current Small Business certification with the Department of General Services (DGS) must also accompany the response.

Helpful resources pertaining to the small business program may be found here:

https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion- List/OSDS/OSDS?search=small%20business

Disabled Veterans Business Enterprise (DVBE) Incentive Program

Prime contractors, with the exception of a certified Disabled Veterans Business Enterprise (DVBE), who subcontract work to DVBEs a minimum of five percent (5%) of its net bid price to meet the DVBE participation goal will receive a five percent (5%) preference during the evaluation.

In accordance with section 999.5(a) of the Military and Veterans Code, an incentive will be given to bidders who meet or exceed the DVBE program requirement. For evaluation purposes only, the State shall apply an incentive to bids that propose California-certified DVBE participation as identified on the Bidder Declaration and confirmed by the State. A five percent (5%) preference will be given. A contract awarded on the basis of the five percent (5%) preference is awarded to the DVBE for the actual amount of its bid.

A complete copy of the firm’s current DVBE certification with the Department of General Services (DGS) must also accompany the response.

Helpful resources pertaining to the DVBE program may be found here:

https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion- List/OSDS/OSDS?search=small%20business

Evaluation and Selection Process

Proposals will be evaluated by individuals in a committee. The committee will evaluate each proposal and score each proposal individually using the Evaluation Criteria Score Sheet.

Proposals will be considered based on their merits in accordance with the Scope of Work.

Bidders must score enough technical points (non-budget/cost) to advance in the evaluation phase and be eligible for invitation to any applicable interview or presentation phase.

Evaluation Score Sheet Maximum Possible Score

1. Relevant Experience 20 https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/OSDS/OSDS?search=small%20business https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/OSDS/OSDS?search=small%20business https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/OSDS/OSDS?search=small%20business https://www.dgs.ca.gov/PD/About/Page-Content/PD-Branch-Intro-Accordion-List/OSDS/OSDS?search=small%20business

Score 0–5: Firm demonstrates little or no relevant experience, with limited comparable projects, insufficient qualifications, and minimal evidence of successful outcomes.

Score 6–10: Firm demonstrates some relevant experience, though prior work shows moderate alignment with the scope and limited evidence of measurable results.

Score 11–15: Firm demonstrates strong relevant experience with qualified personnel and successful delivery of projects similar in scope and complexity.

Score 16–20: Firm demonstrates extensive, highly relevant experience with exceptionally qualified personnel and a consistent record of delivering successful outcomes on comparable projects.

2. Technical Approach Score 0–10: Proposal shows limited understanding of the project objectives and presents an unclear or incomplete technical approach.

Score 11–20: Proposal demonstrates a basic understanding of the project with a feasible but moderately detailed technical approach and work plan.

Score 21–30: Proposal demonstrates a strong understanding of the project with a clear, logical, and well-structured technical approach.

Score 31–40: Proposal demonstrates exceptional understanding with a comprehensive, strategic, and highly effective approach to executing the project.

3. Cost Proposal Score 0–7: Cost proposal is unclear, poorly justified, or misaligned with the scope of work.

Score 8–15: Cost proposal is generally reasonable but lacks full transparency, detail, or clear justification.

Score 16–23: Cost proposal is clear, well-structured, and appropriately aligned with the proposed scope of work.

Score 24–30: Cost proposal is highly detailed, transparent, and demonstrates strong value and cost-effectiveness.

When scoring a proposal, cost/value effectiveness and cost adequacy may be judged, evaluated and awarded points as part of the technical score, but this must be in addition to cost points. GO-Biz will use the suggested formula in SCM Vol 1, 5.25, B to calculate points for cost.

4. References Score 0–2: References are missing, weak, or indicate limited verification of relevant performance.

Score 3–5: References confirm satisfactory performance but demonstrate limited distinction or project relevance.

Score 6–8: References confirm strong performance and reliability on projects similar in scope and complexity.

Score 9–10: References consistently confirm exceptional performance, professionalism, and successful project delivery.

TOTAL 100

Administration

RFP Response Requirements This RFP and the Proposer’s response to this document will be made part of GO-Biz’s proposer’s file.

Plagiarism, including but not limited to taking someone else's work or ideas and passing them off as one's own, and failure to cite someone else’s work or ideas, is prohibited and is grounds for disqualification. Using Generative Artificial Intelligence (GenAI) tools to complete any portion of an application, without citation, may be considered plagiarism and may also be grounds for disqualification.

Reservation of Rights and RFP Amendments GO-Biz reserves the following rights, which may be exercised at its sole discretion and without liability to any Applicant:

1. Right to Amend, Supplement, or Cancel the RFP GO-Biz reserves the right to amend, supplement, clarify, revise, delay, or cancel this Request for Proposals (RFP), in whole or in part, at any time prior to the proposal submission deadline or prior to execution of a final agreement. Amendments may include, but are not limited to, changes to the scope of work, key dates, funding availability, evaluation criteria, or submission requirements. Issuance of this RFP does not obligate GO-Biz to make an award or to enter into any agreement.

2. Notice of Amendments All official amendments, addenda, and clarifications to this RFP will be posted on the GO- Biz website at: Cal eProcure

It is the sole responsibility of each Applicant to monitor the website for updates, amendments, or additional information related to this RFP. GO-Biz is not responsible for failure of an Applicant to receive notice of an amendment. Failure to acknowledge or respond to an amendment may result in disqualification. The Notice of Intent to Award will post to Cal eProcure and remain posted for five (5) business days.

3. Right to Reject Proposals GO-Biz reserves the right to reject any or all proposals, to waive minor irregularities or technical defects in proposals received, and to request clarification of information submitted.

4. Right to Award in Whole or in Part GO-Biz reserves the right to:

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

a. Award funding in whole or in part;

b. Award less than the total amount requested;

c. Make multiple awards under this RFP;

d. Not award all available funds; or

e. Issue additional solicitations for similar services.

f. Selected Applicants may be required to negotiate scope or budget adjustments consistent with available funding.

5. Right to Negotiate and Request Additional Information

GO-Biz may request additional information, conduct interviews, seek clarifications, or enter into negotiations with one or more Applicants prior to final award. Failure to respond timely to such requests may result in disqualification.

6. Proposal Preparation Costs All costs incurred in the preparation and submission of a proposal are the sole responsibility of the Applicant. GO-Biz shall not be liable for any costs incurred in connection with this RFP, including in the event of amendment or cancellation.

Award and Protest

a) A contract award may not be made until GO-Biz posts a notice of the proposed contract award in a place accessible by the general public, including any Internet site identified in the RFP for at least five working days prior to awarding the contract.

(PCC § 10345(b).)

A. Inspection of bids is required as follows:

1. All proposals and all evaluation and scoring sheets shall be available for public inspection at the conclusion of the committee scoring process. (PCC § 10344(c)(2).)

B. There are time limits in which to file a protest. A protest must be filed with GO-Biz GO-Biz.BSU@gobiz.ca.gov and DGS OLSProtests@dgs.ca.gov after notice of intent to award the contract, if notice was required, but before the actual award. (PCC § 10345.)

C. Once a protest is filed, the contract may not be awarded until the protest is withdrawn or DGS has rendered a decision. (PCC §§ 10345(a)(2), 10345(b)(1).)

D. After filing a protest, the protestant has five (5) calendar days to file a detailed written statement of the protest grounds if the original protest did not contain the complete grounds for the protest. (PCC §§ 10345(a)3), 10345(b)(2).)

E. Upon receipt of a protest, DGS/OLS:

mailto:GO-Biz.BSU@gobiz.ca.gov mailto:OLSProtests@dgs.ca.gov

1. Sends the protestant an acknowledgment letter which includes copies of the protest statutes and regulations and informs the protestant that it must submit a full and complete statement specifying grounds of protest within five calendar days of filing of the notice of protest.

2. Requests information on a designated form from GO-Biz regarding the agency contact person and other administrative details. GO-Biz will complete and return the form to DGS/OLS within 24 hours. In addition, if GO- Biz is aware of any reason that the protest should not go forward, this would be communicated to DGS/OLS at this time. (See SCM 1, section 6.03).

3. Reviews the protest to determine whether DGS has jurisdiction. If DGS does not have jurisdiction, DGS/OLS issues a written notice of dismissal.

4. Assigns a Hearing Officer to the protest if DGS has jurisdiction. The Hearing Officer determines whether the protest will be resolved by written submission or public oral hearing.

Public Records Act By submitting an application, the applicant acknowledges that GO-Biz is subject to the California Public Records Act (PRA) (Government Code section 7920.000 et. seq.). Consequently, materials submitted by an applicant to GO-Biz may be subject to disclosure pursuant to a PRA request. In the event that records of the applicant are requested, GO-Biz will notify the applicant, as soon as practicable, that a PRA request for the applicant’s information has been received, but not less than five (5) business days prior to the release of the requested information, to allow the applicant to seek an injunction. GO-Biz will work in good faith with the applicant to protect any confidential information to the extent an exemption is provided by law.

Standard Contract Terms All agreements entered into with the State of California will include reference to General Terms and Conditions that may be viewed and downloaded here: Standard Contract Language.

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=general%20terms https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=general%20terms

Reference: 2026 Cosmoprof Asia Trade Show Booth Cost