CALIFORNIA STATE UNIVERSITY, SAN BERNARDINO | REQUEST FOR PROPOSALS

Federal Advocacy Services | Page 1

CALIFORNIA STATE UNIVERSITY

San Bernardino

REQUEST FOR PROPOSALS

Federal Advocacy Services

Issuing Entity: The Trustees of the California State University

Issuing Campus: California State University, San Bernardino

Solicitation Number: PRC-00131

Solicitation Method: Request for Proposal - Best Value

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Solicitation Cover Section

Field Information

Issuing Entity The Trustees of the California State University

Issuing Campus California State University, San Bernardino

Solicitation Number PRC-00131

Solicitation Title Federal Advocacy Services

Issuing Location San Bernardino, California

Solicitation Method Request for Proposal - Best Value

Procurement Contact Jairo “JC” Cortez, Lead Procurement & Contract Specialist

Contact Email Jcortez2@csusb.edu

Official Submission Platform PlanetBids: PlanetBids Vendor Portal

All questions, interpretations, and requests for clarification regarding this solicitation must be submitted through the PlanetBids event no later than the deadline identified in the Schedule of Events. Official responses and addenda will be issued through PlanetBids. Communications outside PlanetBids concerning substantive solicitation matters are not authorized and shall not be binding.

For purposes of this solicitation, “Proposer” means an entity submitting a proposal in response to this Request for Proposals. The selected Proposer will be referred to as the Contractor in the resulting Agreement.

Technical questions concerning vendor registration, account access, file uploads, or platform errors should be directed to the PlanetBids technical support resources identified in the PlanetBids event. Substantive questions about this solicitation must be submitted through PlanetBids.

https://vendors.planetbids.com/portal/26038/portal-home

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Schedule of Events The following schedule sets forth the anticipated timeline for this solicitation. CSU reserves the right to revise the Schedule of Events by addendum issued through PlanetBids. All times are Pacific Time.

Event Date Time

Solicitation Release Date Thursday, October 29, 2026 5:00 p.m. PT

Deadline for Written Questions Thursday, November 12, 2026 Before 2:00 p.m. PT

Responses to Questions Posted Monday, November 16, 2026 5:00 p.m. PT

Proposal Submission Deadline Friday, November 20, 2026 Before 2:00 p.m. PT

Interviews or Presentations Monday, December 7, 2026 During CSUSB business hours

Notice of Intent to Award Monday, December 14, 2026 5:00 p.m. PT

Protest/Challenge Period December 15–18, 2026

Contract Negotiation and Final Approvals December 21–22, 2026

Anticipated Contract Award Wednesday, December 23, 2026 5:00 p.m. PT

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Section 1 - Introduction

1.1 Purpose

The purpose of this Request for Proposals is to obtain competitive proposals from qualified federal advocacy firms to support California State University, San Bernardino in advancing its federal education, workforce, research, student-support, cybersecurity, artificial intelligence, allied healthcare, entrepreneurship, and other University priorities.

CSU intends to award a contract to the responsive and responsible Proposer whose proposal receives the highest total evaluation score and is determined to provide the best value to the University in accordance with the evaluation criteria stated in this solicitation. CSU reserves the right to award without further discussions, or to conduct clarifications, discussions, negotiations, interviews, presentations, or a best and final offer process as permitted by law and this solicitation.

1.2 Project Overview

CSUSB is soliciting proposals from experienced federal advocacy firms to provide strategic legislative and executive-branch advocacy services in Washington, D.C. and as otherwise needed to advance the University’s federal priorities. The selected firm will work with the President, Cabinet, Government, Tribal and Community Relations staff, faculty program leads, and designated University representatives.

The selected firm is expected to support engagement with the Legislative Branch and Executive Branch, including the White House, the U.S. Departments of Commerce, Defense, Education, Homeland Security, Labor, the Office of Management and Budget, and other federal departments or agencies as directed by CSUSB. References to the Department of Defense include any successor or reorganized agency with responsibility for the applicable program or function.

1.3 Term of Contract

Initial Term: Three (3) Years. Optional Extension Period(s): two (2) one (1) year options. Any renewal or extension will be subject to mutual written agreement, continued funding availability, satisfactory Contractor performance, and applicable CSU policy.

1.4 About California State University

The California State University system consists of twenty-two universities operating twenty-three primary campus locations throughout California. CSU serves approximately 460,000 students annually and employs more than 63,000 faculty and staff statewide. The CSU is governed by a twenty-five-member Board of Trustees and possesses independent procurement and contracting authority under applicable law.

1.5 Campus Profile

California State University, San Bernardino is the only California State University campus serving Riverside and San Bernardino Counties. CSUSB educates more than 20,000 students each year, generates substantial regional economic activity, and employs approximately 2,500 people across its San Bernardino and Palm Desert campuses. The University serves as a major educational and economic anchor for the Inland Empire.

1.6 Scope of This Solicitation

This is a single-campus solicitation issued by California State University, San Bernardino. Any resulting Agreement will be limited to CSUSB and its authorized departments unless the Agreement expressly provides otherwise. Nothing in this solicitation expands the procurement authority of the issuing campus beyond authority delegated under CSU policy.

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1.7 No Guarantee of Participation or Volume

CSU does not guarantee any minimum amount of work, funding, travel, meetings, appropriations requests, or other volume under any resulting Agreement. The Contractor shall be compensated only for services authorized and accepted by CSUSB in accordance with the Agreement and applicable Purchase Order.

1.8 Funding Source

Funding source: Philanthropic funding. If federal funds are used, the resulting Agreement will include all applicable federal requirements, including 2 C.F.R. Part 200 and applicable federal lobbying restrictions.

Section 2 - Definitions

• “CSU” means The Trustees of the California State University.

• “CSUSB” or “University” means California State University, San Bernardino.

• “Contractor” means the Proposer awarded the Agreement and any permitted successor or assignee.

• “Proposer” means an entity submitting a proposal in response to this solicitation.

• “Project Manager” means the CSUSB employee designated to administer the Agreement.

• “Federal Priorities” means the Cabinet-approved priorities, initiatives, programs, projects, and requests identified by CSUSB in writing.

• “Deliverable” means a report, presentation, work product, request, briefing, meeting, or other item identified in the Scope of Work.

• “PlanetBids” means the electronic solicitation platform identified in the Solicitation Cover Section.

Section 3 - Solicitation Methodology

3.1 Selection of Methodology

This solicitation is issued as a Request for Proposal using a best-value evaluation methodology. Proposals will be evaluated against the criteria and weights identified in Section 8. Award will be made to the responsive and responsible Proposer with the highest total score whose proposal is determined to provide the best value to

CSU.

3.2 Proposal Discussions and Best and Final Offer

CSU may request clarifications, conduct discussions or interviews, invite presentations, negotiate with one or more Proposers, or request a best and final offer. CSU may make an award based solely on the initial proposals received and is not required to conduct discussions with any Proposer.

3.3 Methodology Consistency

All evaluation and award decisions will be consistent with the RFP methodology, the stated criteria, applicable law, and CSU policy. References to alternative procurement methodologies in the CSU RFx template do not apply unless expressly identified in the Cover Section.

Section 4 - Scope of Work

4.1 General Requirements

The Contractor shall provide all personnel, expertise, project management, communications, research, advocacy, reporting, and other resources necessary to perform the services described in this Scope of Work.

The requirements below establish the minimum services. Proposers may identify additional value-added services, provided that any additional service or cost is clearly identified.

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4.2 Description of Services

The selected Federal Advocacy Firm shall provide the following services, as directed by CSUSB and consistent with the CSU Federal Legislative Program:

• Meet with the President and Cabinet at the main campus at least once each year to provide an update on federal advocacy efforts, annual appropriations or earmark requests, election impacts, and future federal funding requests.

• Provide full support to the President, Government, Tribal and Community Relations staff, and faculty program leads during Washington, D.C. visits and other authorized engagements with the White House, Congress, and Executive Branch agencies.

• Maintain effective working relationships with senior members of the Legislative Branch and key Executive Branch officials, including officials associated with the White House, the Departments of Commerce, Defense, Education, Homeland Security, Labor, and the Office of Management and Budget.

• Advocate for federal funding and policy support for artificial intelligence, cybersecurity, allied healthcare workforce pathways, and other priorities identified each year through CSUSB’s academic and strategic planning processes.

• Create opportunities to showcase CSUSB’s Cybersecurity and AI Center, allied healthcare programs, entrepreneurship initiatives, and other emerging programs to Members of Congress and federal agency officials through campus visits, Washington, D.C. engagements, national conferences, and other approved forums.

• Assist CSUSB with technical legislative matters, including federal formulas and provisions related to the National Defense Authorization Act, Higher Education Act, Pathways to Health Careers Act, and other legislation or federal programs identified by the University.

• Focus on federal grant and appropriations opportunities identified by CSUSB, including priorities designated by the Project Manager in writing. Proposers shall describe their experience identifying, shaping, and advancing federal grants and appropriations requests for higher education or similarly situated public institutions.

• Represent and advocate for CSUSB’s authorized positions and initiatives with the Legislative Branch, Executive Branch, White House officials, federal departments, agencies, and other government stakeholders as directed by the Project Manager.

• The Contractor shall support priorities related to Hispanic-Serving Institutions, workforce development, research infrastructure, regional economic development, student success, cybersecurity, artificial intelligence, allied healthcare, and other priorities identified by CSUSB.

4.3 Detailed Tasks

1. Advance CSUSB’s federal priorities with the Executive Branch at the direction of the President and the Associate Vice President for Government, Tribal and Community Relations or designee.

2. Advance CSUSB’s federal priorities with White House officials and senior officials associated with the Departments of Defense, Education, Homeland Security, Labor, and the Office of Management and Budget, or successor agencies.

3. Work cooperatively with CSUSB leadership to develop and carry out a comprehensive, creative, and effective strategy for Cabinet-approved federal priorities.

4. Support national recognition of CSUSB’s Cybersecurity and AI Center using appropriate contacts across Congress and the Executive Branch.

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5. Coordinate opportunities to showcase University programs to Members of Congress and federal agency representatives.

6. Provide legislative and policy analysis on technical matters of importance to CSUSB.

7. Track federal grants, appropriations, authorizations, regulations, and policy developments relevant to CSUSB’s priorities and communicate material developments promptly.

8. Represent CSUSB only within the scope of authority provided by the University and in coordination with the Project Manager.

4.4 Project Management and Communication

• Frequent communication with CSUSB staff and the President, as needed, by email, telephone, videoconference, and other approved means.

• Participation in weekly conference calls with CSUSB Government, Tribal and Community Relations or as otherwise directed by the Project Manager.

• An annual federal update, delivered in person or online, to the President and Cabinet summarizing activities undertaken, federal developments, outcomes, risks, and recommended next steps.

• Support for review of Cabinet-approved proposals and advancement of final House and Senate appropriations submissions to CSUSB’s congressional delegation.

• Any travel on behalf of CSUSB, other than the annual campus meeting required above, must be approved in writing before travel is incurred.

4.5 Deliverables

The following deliverables represent minimum requirements. CSUSB may adjust timing and sequencing in writing to reflect legislative calendars, federal agency schedules, and University priorities.

No. Deliverable Due / Frequency Reference

Support the President, Government Relations staff, and faculty program leads during authorized Washington, D.C. visits and federal engagements.

As required or directed SOW 4.2

Maintain relationships with senior Legislative and Executive Branch officials and provide relevant access, intelligence, and coordination.

Ongoing; as directed SOW 4.2-4.3

Advance CSUSB federal priorities with White House and senior federal officials.

As required or directed SOW 4.3

Provide technical legislative analysis on federal formulas and higher-education legislation.

As required or directed SOW 4.3

Participate in weekly Government Relations communications and provide timely updates.

Weekly or as directed SOW 4.4

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No. Deliverable Due / Frequency Reference

Provide an annual federal advocacy update to the President and Cabinet.

Annually SOW 4.4

Support review and submission of Cabinet-approved House and Senate appropriations requests.

Annual cycle or as directed SOW 4.4

Obtain prior written approval for travel and submit travel documentation and expenses.

Before travel; after travel SOW 4.4

4.6 Performance Standards

Services shall be performed professionally, diligently, and in accordance with applicable law, ethical lobbying standards, industry practice, and CSU policies. The Contractor shall provide timely, accurate, and complete information and shall promptly disclose any actual or potential conflict of interest, material change in personnel, or circumstance that could affect performance.

4.7 Contractor Responsibilities

• Maintain all registrations, licenses, disclosures, and authorizations required for federal advocacy and lobbying activities.

• Provide qualified personnel identified in the proposal and obtain prior written approval before replacing key personnel or subcontracting material services.

• Maintain contemporaneous records of lobbying activities, contacts, meetings, submissions, and expenses performed on behalf of CSUSB.

• Comply with federal lobbying, ethics, gift, campaign, procurement-integrity, public-records, and conflict-of-interest laws applicable to the services.

• Not make commitments, representations, or public statements on behalf of CSUSB without authorization.

• Not promise or guarantee the passage of legislation, award of federal funds, agency action, or other governmental outcome.

4.8 CSUSB Responsibilities

CSUSB will designate a Project Manager, identify authorized federal priorities, provide available background information, coordinate internal approvals, and provide reasonable access to University personnel necessary for performance. CSUSB retains sole authority to approve its positions, requests, submissions, public statements, and commitments.

4.9 Travel and Reimbursable Expenses

Proposers shall identify all anticipated travel assumptions and proposed reimbursement rates. No travel or reimbursable expense may be incurred on behalf of CSUSB without prior written approval. The Contractor shall provide receipts and supporting documentation and comply with applicable CSU travel and expense requirements.

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4.10 Federal Funding and Lobbying Compliance

If any portion of the Agreement is funded with federal funds, the Contractor shall comply with applicable federal requirements, including 2 C.F.R. Part 200, 31 U.S.C. Section 1352 where applicable, federal lobbying disclosure requirements, and any applicable agency-specific restrictions. The Contractor shall identify any federal reporting, disclosure, or certification requirements applicable to the proposed services.

Section 5 - Accessibility Requirements This solicitation does not principally procure Information and Communications Technology. To the extent the Contractor provides electronic documents, presentations, websites, or other digital content for CSUSB, deliverables shall be provided in accessible formats consistent with applicable federal and state law and CSU requirements. CSUSB may request reasonable accessibility corrections to deliverables at no additional cost when the deficiency results from Contractor preparation.

Section 6 - Contractor Qualifications

6.1 Minimum Qualifications

Proposers must demonstrate that they possess the experience, personnel, relationships, registrations, capacity, and financial responsibility necessary to perform the Scope of Work. A proposal that fails to address a mandatory requirement may be deemed nonresponsive.

6.2 Required Experience and Capacity

• Proposers shall identify current and recent higher-education clients, including public universities, public agencies, CSU campuses, or similarly situated institutions. Proposers may identify clients by name or provide a general description when confidentiality restrictions apply.

• Proposers shall describe recent results achieved for higher-education or public-sector clients, including experience with federal appropriations, earmarks, grants, authorizations, agency programs, legislative provisions, or other federal funding and policy outcomes. Proposers shall identify the client, the work performed, the approximate date, and the result, subject to applicable confidentiality restrictions.

• Proposers shall describe experience working with the U.S. Departments of Education, Defense, Commerce, Energy, and Labor; the National Science Foundation; and other federal departments or agencies relevant to the Scope of Work.

• Proposers shall describe experience supporting Hispanic-Serving Institutions, workforce development, research infrastructure, regional economic development, student success, cybersecurity, artificial intelligence, allied healthcare, or comparable institutional priorities.

• Proposers shall identify the specific personnel who would be assigned to the CSUSB account, including each person’s role, relevant experience, anticipated level of involvement, location, and availability.

Proposers shall identify any proposed subcontractors or outside consultants.

6.3 References

Proposers shall provide at least three references for comparable work performed within the past seven years, including at least one public university, public agency, or similarly regulated public-sector client if available.

CSU may contact references to verify performance, responsiveness, quality, timeliness, ethics, and outcomes.

6.4 Litigation and Claims Disclosure

Proposers shall disclose any litigation, arbitration, administrative proceeding, investigation, regulatory action, or formal claim within the past seven years that is relevant to the services or may materially affect the

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Proposer’s ability to perform. Proposers shall also disclose proceedings involving a CSU campus, auxiliary organization, or The Trustees of the California State University.

Proposers shall disclose any actual, potential, or apparent conflict of interest involving a California public or private university, a CSU campus, the California State University system, CSUSB, or any member of CSUSB’s congressional delegation. Proposers shall also identify any current client relationship that could limit or appear to limit the firm’s ability to represent CSUSB independently and objectively.

If no such conflict exists, the Proposer shall expressly state that no known conflict exists. If a conflict can be mitigated, the Proposer shall describe the proposed mitigation plan.

Section 7 - Information Security and Cybersecurity This solicitation does not anticipate the Contractor hosting systems or receiving sensitive University Data. If performance requires access to nonpublic University information, the Contractor shall maintain appropriate administrative, technical, and physical safeguards and comply with applicable CSU information-security requirements. Any proposed use of artificial intelligence in performance must be disclosed and is subject to the CSU Terms and Conditions and applicable Rider.

Section 8 - Evaluation and Selection Criteria

8.1 Responsiveness and Responsibility Review

CSU will review proposals for compliance with submission requirements, mandatory qualifications, required forms, pricing, and material exceptions. CSU may reject a proposal that is incomplete, materially nonresponsive, fails to meet a mandatory requirement, or takes an unacceptable exception to CSU terms.

Before award, CSU may determine whether a Proposer is responsible based on experience, capacity, financial condition, past performance, compliance history, and debarment status.

8.2 Evaluation Criteria

Evaluation Criterion Points

Understanding of CSUSB’s federal priorities and proposed advocacy strategy

Firm qualifications and comparable federal higher-education experience

Documented federal appropriations, grant, earmark, authorization, and policy results

Experience with relevant federal departments, agencies, and congressional stakeholders

Key personnel, relationships, staffing plan, and capacity

Work plan, deliverables, communication, reporting, and responsiveness

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Evaluation Criterion Points

References, past performance, ethics, and compliance history

Interviews and Presentations 20

Total 100

8.3 Cost Evaluation

Proposers shall submit the Cost Proposal Form separately from the Technical Proposal in a sealed envelope or package clearly marked:

“Cost Proposal – RFP No. PRC-00131, Federal Advocacy Services”

The sealed Cost Proposal must be delivered to:

Procurement & Contracts Attn: RFP No. PRC-00131 – Federal Advocacy Services Sierra Hall, Room 125 California State University, San Bernardino 5500 University Parkway San Bernardino, CA 92407-2393

The Cost Proposal must be received at the address above no later than 2:00 p.m. Pacific Time on Friday, November 20, 2026. A postmark or shipping date will not satisfy this requirement.

CSUSB will rank responsive Proposers based on their non-cost evaluation scores. Cost Proposals will be opened sequentially, beginning with the highest-ranked Proposer. CSUSB may negotiate pricing and other applicable business terms with the highest-ranked Proposer.

If CSUSB is unable to reach an agreement on acceptable terms and pricing, CSUSB may end negotiations and proceed to the next highest-ranked Proposer. This process may continue in rank order until CSUSB reaches an agreement or determines that it is not in the University’s best interest to proceed. Pricing shall remain firm and valid for at least 180 calendar days following the proposal submission deadline.

8.4 Interviews and Presentations

If interviews or presentations are included in the Schedule of Events, CSU may invite one or more highest-ranked Proposers to participate. CSU may consider the quality, clarity, responsiveness, and substantive accuracy of the presentation in evaluating the proposal only if the Schedule of Events or an addendum identifies the applicable evaluation treatment.

8.5 Clarifications and Discussions

CSU may request clarification of minor clerical errors or immaterial irregularities. Clarifications shall not permit material modification of a proposal except as part of authorized discussions or negotiations conducted under this solicitation and applicable law.

Section 9 - Protest Procedures Protests of solicitation requirements or a Notice of Intent to Award must be submitted in writing through PlanetBids or to the Procurement Contact identified in the Cover Section, as applicable, within the time periods stated in the CSU RFx template and applicable CSU policy. The protest must identify the specific

Federal Advocacy Services | Page 12 provision or decision challenged, the grounds, the requested remedy, and the factual and legal basis for the challenge. Failure to timely follow the stated procedure may waive the protest.

The protest process is the sole and exclusive administrative remedy for challenges to this solicitation or award decision, subject to applicable law. Filing a protest does not automatically stay the procurement or award unless CSU determines that a stay is required or appropriate.

Section 10 - General Solicitation Provisions

10.1 Reservation of Rights

• Reject any or all proposals, cancel or withdraw this solicitation, issue addenda, revise the Schedule of Events, or reissue the solicitation.

• Waive minor informalities or irregularities that do not materially affect the procurement or prejudice other Proposers.

• Award in whole or in part, select a Proposer based on best value, or make no award.

• Request clarification, additional information, references, demonstrations, presentations, best and final offers, or revised proposals.

• Conduct due diligence, verify representations, and investigate responsibility and past performance.

• Modify the Scope of Work before award by addendum or negotiate final terms consistent with the solicitation, applicable law, and CSU policy.

10.2 Award and Execution

No award is final until approved by the appropriate CSU authority and a written Agreement is fully executed by authorized representatives of both parties. Issuance of a Notice of Intent to Award does not create a contract.

The selected Contractor shall not begin performance or incur reimbursable expenses until a fully executed Agreement and valid CSUSB Purchase Order are issued, unless expressly authorized in writing by CSUSB.

10.3 Non-Endorsement and Conflict of Interest

The Agreement shall not be construed as an endorsement of the Contractor. Proposers shall disclose actual, potential, or apparent conflicts of interest, including relationships with CSU employees, elected officials, federal officials, or entities that could affect independent judgment or create an improper appearance.

The selected Contractor shall maintain conflict-of-interest procedures throughout the Agreement term and shall promptly notify CSUSB of any new actual, potential, or apparent conflict. CSUSB may require a written mitigation plan or may determine that a conflict prevents the Contractor from performing particular services.

10.4 Bidder Certifications

By submitting a proposal, the Proposer certifies that the proposal is genuine and non-collusive; the Proposer is not debarred or suspended; the Proposer will comply with applicable law; no gratuity or improper inducement was offered to a CSU employee; the Proposer is eligible to contract with CSU; and all information submitted is accurate and complete. The Proposer shall comply with applicable ADA, civil rights, labor, environmental, anti-discrimination, lobbying, ethics, and public-contract requirements.

10.5 Artificial Intelligence

A Proposer that uses generative artificial intelligence to materially prepare its proposal shall disclose that use.

The Proposer remains responsible for accuracy, originality, confidentiality, and compliance. CSU solicitation materials, communications, addenda, and nonpublic information may not be used to train, fine-tune, improve, or develop any artificial intelligence system.

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10.6 Public Records

Proposals submitted in response to this solicitation become records of CSU and may be subject to disclosure under the California Public Records Act. A Proposer claiming confidentiality must clearly mark the specific information and provide a legal justification. Blanket confidentiality designations are discouraged and may be ineffective.

10.7 Bidder Costs

All costs incurred in preparing or submitting a proposal, participating in interviews or presentations, negotiating, or otherwise participating in this procurement are the sole responsibility of the Proposer.

Submission of a proposal creates no contractual obligation on CSU unless and until a written Agreement is fully executed.

Section 11 - Preference Programs Any applicable DVBE participation requirement, DVBE incentive, Small Business preference, Target Area Contract Preference Act treatment, or other statutory preference will be identified in the PlanetBids event or by addendum. If no preference or participation requirement is identified, none will apply. Proposers shall submit any required preference documentation by the proposal deadline.

Section 12 - Required Certifications and Disclosures The selected Proposer must complete and submit all certifications and disclosure forms included in the PlanetBids event, including, as applicable:

• Non-collusion certification or affidavit.

• Debarment and suspension certification.

• Conflict-of-interest disclosure.

• Lobbying registration and disclosure information.

• Artificial intelligence disclosure.

• Safeguards for protecting University Data, if applicable.

• Drug-free workplace certification.

• Darfur Contracting Act, Iran Contracting Act, Congo conflict-minerals, expatriate-corporation, and other statutory certifications required by CSU policy or law.

• Public Contracts Code certification concerning current and former CSU employees.

Failure to submit a required certification or disclosure may result in a proposal being deemed nonresponsive or a determination that the Proposer is not responsible.

Section 13 - CSU Terms and Conditions and Riders The CSU Terms and Conditions of Purchase and any applicable Riders will be attached to the PlanetBids event or incorporated by reference and will form part of the resulting Agreement. The version attached to the solicitation, or issued by addendum before the proposal deadline, will govern.

Submission of a proposal does not obligate CSU to accept proposed modifications, redlines, or exceptions.

Any proposed exception must be clearly identified in the proposal. Only modifications expressly accepted by CSU in writing and incorporated into the final executed Agreement will be effective.

The Contractor shall comply with applicable CSU requirements concerning insurance, indemnification, accessibility, data privacy and security, artificial intelligence, audit, intellectual property, public records, termination, governing law, and other mandatory protections.

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Section 14 - Order of Precedence In the event of a conflict among documents comprising the solicitation or resulting Agreement, the following order of precedence shall apply:

1. Addenda issued by CSU, with the most recent addendum controlling.

2. The executed Agreement and formally executed amendments.

3. Project-specific special conditions expressly identified as controlling.

4. The Scope of Work and incorporated exhibits, appendices, attachments, and technical requirements.

5. The body of this solicitation.

6. CSU Terms and Conditions of Purchase and applicable Riders.

7. Other solicitation attachments not incorporated into the Scope of Work.

8. The Contractor’s proposal, only to the extent expressly accepted in the executed Agreement.

Nothing in the Contractor’s proposal may modify or supersede CSU’s mandatory statutory or policy requirements unless expressly agreed to in writing. Submission of a proposal or inclusion of proposal materials in the resulting Agreement is not, by itself, acceptance of any proposal term or qualification.

Section 15 - Instructions, Content, and Format

15.1 Questions

All questions, interpretations, or requests for clarification must be submitted through PlanetBids Q&A tab by the deadline in the Schedule of Events. Oral statements are not binding. Responses and addenda will be posted through PlanetBids.

15.2 Errors and Omissions

If a Proposer identifies an ambiguity, conflict, discrepancy, omission, or other error, the Proposer shall notify CSU through PlanetBids before the proposal deadline. CSU may issue an addendum. Submission of a proposal constitutes acknowledgment of all addenda posted before the deadline.

15.3 Submission Requirements

Proposals must be submitted electronically through the official PlanetBids event no later than the date and time shown in the Schedule of Events. The platform timestamp is conclusive. Proposers are responsible for complete and successful submission of all required files before the deadline. Late or incomplete proposals may be rejected.

15.4 Required Proposal Organization

1. Cover Letter and Proposal Certification.

2. Executive Summary.

3. Firm Qualifications and Current and Recent Higher-Education Clients.

4. Understanding of CSUSB and Proposed Federal Advocacy Strategy.

5.Comparable Federal Advocacy Experience and Documented Results

6. Experience with Relevant Federal Departments and Agencies

7. Work Plan, Communications Plan, and Deliverables.

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8. Key Personnel, Organizational Chart, and Staffing Commitments.

9. Conflicts of Interest, Federal Registrations, Compliance, and Litigation Disclosure.

10. Client References.

11. Cost Proposal and Travel/Expense Assumptions.

12. Exceptions to CSU Terms and Conditions and proposed alternative language, if any.

13. Required Certifications and Addenda Acknowledgment.

15.5 Cost Proposal Format

Proposers shall submit a separate cost proposal identifying:

• Fixed monthly or annual retainer, if proposed.

• Hourly rates by labor category, if applicable.

• One-time fees, optional services, and additional meeting or project fees, if applicable.

• Travel assumptions, travel rates, and reimbursable expense assumptions.

• Any proposed annual escalation and the date or conditions under which it would apply.

• All exclusions, contingencies, or assumptions that could affect total cost.

All pricing must be stated in U.S. dollars and include all costs necessary to perform the Scope of Work. A Proposer shall not condition payment on receipt of federal funds, an appropriation, legislative action, or a successful advocacy outcome unless expressly permitted in the final Agreement.

15.6 Withdrawal or Modification

A proposal may be withdrawn or modified through PlanetBids before the proposal deadline. After the deadline, proposals may not be modified except as permitted by law and this solicitation.

15.7 Reasonable Accommodation

CSU will consider reasonable accommodation requests related to participation in the procurement process in accordance with applicable law. Accommodation requests should be submitted to the Procurement Contact as early as practicable.

Section 16 - CSU Strategic Priorities and Value-Added Contributions Proposers may describe value-added contributions reasonably connected to federal advocacy services and supporting CSUSB’s educational mission, student success, workforce development, cybersecurity, artificial intelligence, allied healthcare, entrepreneurship, research, or Inland Empire community impact. Value-added contributions are optional and will be considered only if clearly identified and supported.

Proposers should identify the nature of each contribution, anticipated benefit, recipient, timing, and estimated monetary or equivalent value with assumptions. Proposed contributions may not include impermissible gifts, political contributions, contingent promises, or commitments that conflict with CSU policy or law.

Section 17 - Minor Irregularities and Administrative Corrections The University reserves the right, in accordance with applicable CSU policies, procurement requirements, and law, to waive minor irregularities or permit the correction of non-material administrative omissions in a proposal when doing so is in the best interest of the University and does not give a Proposer an unfair competitive advantage.

The Chief Procurement Officer, or designee, shall determine whether an irregularity is minor or material. A minor irregularity may not include a late submission, failure to satisfy a mandatory requirement, a change to a

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Proposer's price or Scope of Work, a material alteration of a proposal, or any defect that could affect the fairness or competitiveness of the solicitation.

Any waiver or correction will be applied consistently, documented in the procurement file, and permitted only when consistent with applicable CSU policies, law, and the requirements of this solicitation.

Solicitation Attachments The following documents will be posted in the PlanetBids event and incorporated into this solicitation and any resulting Agreement:

Attachment Document Status

A Statement of Work - Federal Advocacy Services Included in this solicitation

B Sealed Cost Proposal Form To be delivered in sealed envelope

C Proposal Certification and Addenda Acknowledgment To be attached before posting

D CSU Terms and Conditions of Purchase Attach governing version before posting

E Applicable CSU Riders TBD

F Required Certifications and Disclosure Forms Attach before posting

G Questions and Answers / Addenda Posted through PlanetBids as issued