RFP_23MSC002_Multimedia_Outreach_Campaign.pdf

REQUEST FOR PROPOSAL (SECONDARY METHOD)

Notice to Prospective Proposers RFP No. 23MSC002

February 20, 2024

You are invited to review and respond to this Request for Proposal (RFP) No. 23MSC002, titled, “New Heavy-Duty Clean Air Programs Multimedia Outreach Campaign”. In submitting your proposal, you must comply with the instructions found herein.

This RFP is published online in the California State Contracts Register (CSCR) at https://caleprocure.ca.gov/pages/index.aspx. To ensure receipt of any addenda to this RFP that may be issued, interested parties are encouraged to register online at:

https://caleprocure.ca.gov.

The California Air Resources Board’s (CARB) deadline for receipt of proposals is April 9, 2024, no later than 3:00 p.m. All proposals received late will be rejected. File size cannot exceed 50 Mega Bytes (MB). The naming convention of the proposal must be in the following format:

“RFP 23MSC002 [Insert vendor name] Proposal”. Proposals must be received on or before the date and time specified herein at email addresses provided below:

EMAIL RFP Proposal to:

Purchasing@arb.ca.gov CC: jessie.foust@arb.ca.gov CC: aracely.coria@arb.ca.gov

You are advised that you are responsible for ensuring that your proposal is received by the above listed contact person by the time and date required. Any proposal reaching the contact person after the deadline date and time will be rejected.

In the opinion of CARB, this RFP is complete and without need of explanation. However, if you have questions, notice any discrepancies or inconsistencies, or need any clarifying information, contact the person listed below. All questions must be submitted in accordance with the RFP instructions contained herein and sent via email directly to the below listed contact person and not through the Cal eProcure system.

Contact: Jessie Foust Email: jessie.foust@arb.ca.gov

We appreciate your interest in this project and hope to receive a proposal from you if this is within your area of expertise.

https://caleprocure.ca.gov/pages/index.aspx https://caleprocure.ca.gov/ mailto:Purchasing@arb.ca.gov mailto:jessie.foust@arb.ca.gov mailto:aracely.coria@arb.ca.gov mailto:jessie.foust@arb.ca.gov mailto:aracely.coria@arb.ca.gov

California Air Resources Board RFP No. 23MSC002

Table of Contents

SECTION PAGE

I. PURPOSE / BACKGROUND / SCOPE OF WORK 3

A) Purpose 3 B) Background 4 C) Scope of Work 6

II. PROPOSAL REQUIREMENTS (GENERAL) AND INFORMATION 7

A) RFP Key Action Dates 7 B) Questions Regarding RFP Requirements 7 C) General Proposal Requirements 8 D) Submission of Proposals 8 E) Modification and/or Withdrawal of Proposals 9 F) Proposer Responsibilities 9 G) Signature 12 H) Disposition of Proposals 12 I) Socio-Economic and Preference Programs 12

III. PROPOSAL REQUIREMENTS (TECHNICAL) 15

A) Technical Proposal Requirements 15

1) Minimum Qualifications 15

2) Title Page 16

3) Cover Letter / Letter of Commitment 16

4) Table of Contents 17

5) Summary 17

6) Minimum Qualifications Response 17

7) Required Attachments 17

8) References 17

9) Conflict of Interest and Confidentiality Statement 18

10) Subcontracts / Subcontractors 18

11) Technical Portion 18

a) Management Plan 18

b) Methodology (Approach to Work) 18

c) Work Plan and Work Schedule 19

d) Personnel / Experience 25

e) Page Headers and Page Numbering 26

B) Cost Proposal Requirements 26

1) Cost Detail 26

2) Page Headers and Page Numbering 27

IV. EVALUATION, SELECTION, AND AWARD 27

A) Administrative Evaluation (Phase 1) 27 B) Technical Evaluation (Phase 2) 27

1) Scoring Criterion Guidelines 27

2) Cost Points 28

3) Proposal Evaluation Form 30 C) Proposal Rejection 32 D) Selection 33 E) Notice of Proposed Award 33 F) Standard Conditions of Service 34 G) Post Award Requirements 34

ATTACHMENTS

1) Required Attachment Checklist 35

2) Draft Standard Agreement (STD 213) 36

Exhibit A, Scope of Work 37 Exhibit A, Attachment 1 – Technical Proposal 55 Exhibit B, Budget Detail and Payment Provisions 56 Exhibit B, Attachment 1 – Contractor Cost Sheet 58 Exhibit C, General Terms and Conditions (GTC 04/2017) 64 Exhibit D, Special Terms and Conditions 65 Exhibit E, Additional Provisions 72

Exhibit F, Progress Report Template 75

3) Proposer References Form 76

4) Payee Data Record (STD 204) 77

5) Payee Data Record (STD 205) 79

6) Contractor Certification Clauses (CCC 04/2017) 81

7) California Civil Rights Laws Certification 85

8) Darfur Contracting Act Certification 86

9) Bidder Declaration Form 87

10) CA DVBE Bid Incentive Instructions 89

11) Contractor Cost Sheet 92

12) Detailed Response for Minimum Qualifications 98

13) COVID-19 Prevention Contractor Self-Certification 99

14) Conflict of Interest and Confidentiality Statement 100

I. PURPOSE / BACKGROUND / SCOPE OF WORK

A. Purpose

This Request for Proposal (RFP) is to solicit competitive proposals from experienced and qualified contractors to develop effective advertising mechanisms that raise awareness and ensure fleets know how to comply with the upcoming requirements and provide consultation on the most effective methods of multimedia outreach with representative metrics for demonstration of success.

For a detailed description of the work to be performed, please refer to Attachment 2, Draft Standard Agreement. The work of this contract is expected to require twenty-two and a half (22.5) months with a minimum of twenty (20) months of active media campaigns. No work shall begin until all required signatures and approvals are obtained, and the CARB Contract Manager provides direction.

The contract term shall be for twenty-two and a half (22.5) months from the actual start date of the Agreement. The total budget for the entire contract is $2,800,000.00.

Proposals exceeding this amount may be deemed non-responsive and ineligible for award.

This contract contains a one (1) year option to renew. It is at the discretion of CARB to exercise this option.

B. Background

California Air Resources Board (CARB) is responsible for protecting public health and does so through regulations and incentives. CARB currently has two new heavy-duty vehicle regulations that have upcoming requirements. One regulation is focused on accelerating the transition to zero-emission technology and the other regulation focuses on cleaning up the existing combustion fleet. Fleets need to be aware of and understand how these regulations affect them and what they need to do to be in compliance.

Additionally, CARB has adopted amendments to the Off-Road regulation. Fleets may have a mix of equipment and should be aware of this regulation as well. Below is a description of each of the regulations.

In April 2023, CARB adopted the Advanced Clean Fleets Regulation (ACF), a first-of-its-kind rule that requires a phased-in transition toward zero-emission medium- and heavy-duty vehicles. Under the new rule, fleet owners operating vehicles for private services such as last-mile delivery and federal fleets such as the Postal Service, along with state and local government fleets, will begin their transition toward zero-emission vehicles starting in 2024. The rule includes the ability to continue operating existing vehicles through their useful life. All other fleet owners will have the option to transition a percentage of their vehicles to meet expected zero-emission milestones, which gives owners the flexibility to continue operating combustion -powered vehicles as needed during the move toward cleaner technology.

Senate Bill 210 (Leyva; Chapter 298, Statutes of 2019) directed CARB to develop and implement a comprehensive heavy-duty vehicle inspection and maintenance (HD I/M) regulation to ensure that vehicles’ emissions control systems are properly functioning when traveling on California’s roadways. The Board approved the regulation on December 9, 2021, with implementation to be phased in starting January 2023. Dubbed the Clean Truck Check, the program combines periodic vehicle testing requirements with other emissions monitoring techniques and expanded enforcement strategies to identify vehicles in need of emissions related repairs and ensure any needed repairs are performed. When fully implemented, the program will provide significant reductions in smog-forming and carcinogenic toxic air pollution necessary to achieve federal air quality mandates and healthy air in California’s communities.

CARB approved the Off-Road Regulation for adoption in 2007 to reduce diesel particulate matter emissions and oxides of nitrogen emissions from off-road heavy-duty vehicles in use in California. The Off-Road Regulation became effective in 2008 and was amended twice in 2009 and amended again in 2010 in order to relax the Off-Road Regulation’s requirements to accommodate the regulated community which was facing compliance challenges due to the economic downturn at the time. More recently, CARB approved amendments to the Off-Road Regulation in November of 2022, with an effective date of October 1, 2023. The 2022 amendments aim to phase out the oldest and dirtiest off-road diesel vehicles, expand the ban on adding vehicles in the regulation, require the use of renewable diesel, introduces new contracting requirements, and provides flexibility options to encourage the adoption of zero-emission technology.

1. Target Audience

The target audience is broad. This contract will focus on providing a general message over a two-year period about CARB’s efforts to clean up heavy-duty vehicles and provide information to fleets on how to visit CARB’s websites to learn more about the regulations and how they are affected.

CARB is also looking for opportunities to potentially focus on specific regulations where applicable. Messaging may change throughout the contract. The regulations and affected fleets are described below.

The ACF regulation applies to trucks performing drayage operations at seaports and railyards, fleets owned by State, local, and federal government agencies, and high priority fleets. High priority fleets are those entities that own, operate, or direct at least one vehicle in California, and that have either $50 million or more in gross annual revenue, or that own, operate, or have common ownership or control of a total of 50 or more vehicles. The regulation affects medium- and heavy-duty on-road vehicles with a gross vehicle weight rating greater than 8,500 pounds, off-road yard tractors, and light-duty mail and package delivery vehicles. Key audiences are drayage fleets-both small and large-large fleets, and fleet managers-both private and public.

The Clean Truck Check Program (CTC) affects the approximately 1,000,000 trucks on the road in California. This includes a significant number of in-state and out-of-state fleets, including agriculture, construction, and those involved in long-haul goods movement. A significant portion of fleets affected are small businesses that do not have environmental consultants on staff, do not understand air pollution issues, have confusion or uncertainty of the rule and the available compliance options, are under fiscal constraints, and/or have language barriers. An equally important priority for this contract is reaching out to disadvantaged and low-income communities.

The CTC Program affects combustion powered trucks with a gross vehicle weight rating greater than 14,000 pounds.

The Off-Road Regulation applies to any person, business, or government agency who owns or operates within California any vehicles with a diesel-fueled or alternative diesel fueled off-road compression-ignition engine with maximum power of 25 horsepower or greater. These vehicles are used in construction, mining, industrial operations, and other industries. The Off- Road Regulation affects approximately 180,000 diesel vehicles currently operating within California.

This multimedia contract is a piece of the larger outreach effort necessary to reach these target audiences for the ACF Regulation, the Clean Truck Check Program, and the Off-Road Regulation. CARB would like to streamline and leverage messaging where appropriate to reach the largest audience but would also like very targeted messaging for the distinct rules where it could be most effective. CARB is working closely with the industry representatives, community activists, local air districts, and others to develop messages that best resonate with the regulated community. In addition, CARB’s comprehensive outreach campaign includes tasks such as sending targeted mailers, providing information at CARB-hosted and industry-hosted trucking events, and disseminating materials through the Department of Motor Vehicles (DMV).

Emission reductions projected during the rulemaking process will be fully realized only if the regulatory and enforcement effort is matched by an active compliance assistance and outreach effort. If adequate resources are not expended, barriers inherent to this regulated community will lead to large-scale noncompliance and aggravate public health issues due to excess emissions.

The next sections outline an activity mix that embodies this multimedia outreach campaign, including paid media activities and online marketing.

C. Scope of Work

The purpose of this RFP is to conduct an effective multimedia outreach campaign to inform and educate stakeholders, with an emphasis on fleets, about the implementation of the new ACF Regulation, the Heavy-Duty Inspection and Maintenance Program, also known as CARB’s CTC, the In-Use Off-Road Diesel- Fueled Fleets Regulation, also known as the Off-Road Regulation, and overall awareness of CARB’s heavy-duty vehicle regulations. Outreach materials must be disseminated via outlets that resonate with these target audiences. Effective advertising mechanisms will be developed to raise awareness and ensure fleets know how to comply with the upcoming requirements. Due to the implementation schedule of this program, the Contractor should focus on outreach methods that can reach the largest number of affected fleets in the first quarter to half of the contract timeline. In other words, the outreach effort should be frontloaded with media types that have the most opportunity for successfully reaching the affected fleets as quickly as reasonable. Consultation will be provided on the most effective methods of multimedia outreach with representative metrics for demonstration of success.

The scope of work, tasks, and deliverables laid out in this RFP are based upon CARB’s desire to inform as many affected people as possible about the new heavy- duty clean air regulations. For tasks two (2) through six (6), the Contractor shall identify the estimated cost portion for paid media activities, which in the final contract shall be paid in arrears, based upon actual receipts submitted and approved by CARB. CARB acknowledges that the budget below is an estimate for the total contract budget. Bidders should provide proposals that prioritize activities (could include new activities), based on their expertise, that would be most effective to achieve the goals of the RFP. The rationale for the prioritization must be included. Once the contract is fully executed, CARB will choose tasks, specific activities, and the level of implementation, in order to stay within the not to exceed budget of $2,800,000.00.

For a detailed description of the work to be performed, please refer to Attachment 2, Draft Standard Agreement.

II. PROPOSAL REQUIREMENTS (GENERAL) AND INFORMATION

This section contains instructions for the submission of your proposal. It is the responsibility of the proposer to carefully read and follow all proposal requirements within this RFP.

Compliance with the RFP instructions is mandatory for your proposal to be considered for award. Failure to comply with the RFP instructions may cause your proposal to be deemed non-compliant and non-responsive, thus ineligible for award.

A. RFP Key Action Dates

Below is the tentative time schedule for this RFP. CARB reserves the right to modify the RFP and/or change dates and times at its sole discretion, prior to the date fixed for submission of proposals, by the issuance of an addendum that will be posted on the California State Contracts Register (CSCR) at: https://caleprocure.ca.gov.

1. CARB reserves the right to modify or cancel in whole or any part of this solicitation.

2. Clarifications to the solicitation will only be provided in the form of a written addendum to all Proposers.

RFP Key Actions Dates Time RFP available to prospective Proposers 2/20/24 N/A Written Questions Submittal Deadline 3/5/24 5:00 p.m.

Question and Answers Addendum Posted 3/19/24 5:00 p.m.

Final Date for Proposal Submission/Receipt by CARB

4/9/24 3:00 p.m.

Complete Evaluation of Proposals 4/23/24 N/A Posting of Intent to Award Notice(s) (Notice is posted for five [5] business days)

5/14/24 N/A

Agreement sent to successful Proposer 5/22/24 N/A Signed Agreement returned to CARB for counter-signature

5/29/24 N/A

Agreement Approved and Executed – work begins

6/5/24 N/A

RFP Key Action Dates listed above are estimates only, and subject to change at CARB’s sole discretion. No work shall begin until all required approvals and signatures, including the Department of General Services (DGS) Office of Legal Services, if applicable, are obtained.

B. Questions Regarding RFP Requirements

All questions or concerns related to the RFP requirements must be directed electronically to:

Administrative Services Division Acquisitions Branch Contact: Jessie Foust https://caleprocure.ca.gov/

Email: jessie.foust@arb.ca.gov

Questions must be received by the date and time specified under Section II, A. Key Action Dates. Answers to all questions submitted will be in the form of an addendum posted to the DGS California State Contracts Register (CSCR) website https://caleprocure.ca.gov/pages/index.aspx by the date and time specified under Section II, A. Key Action Dates. Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum to all parties/participants. All questions must be submitted referencing the RFP number in the subject line, directly to the above listed contact person and not through the Cal eProcure system.

C. General Proposal Requirements

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

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

Any deviation from the work specifications (Section Ill, Proposal Requirements, and Attachment 2, Draft Standard Agreement) may cause a proposal to be rejected.

D. Submission of Proposals

1. Proposals must be submitted no later than the date and time indicated in Section II, A.

Key Action Dates and must be addressed as follows in Item 2.

Proposals received after this date and time will not be considered and will be rejected.

2. Delivery Instructions

Responses to this RFP shall be submitted to CARB at the following email addresses provided below in Section 2.b. in PDF format, cannot exceed 50 Mega Bytes (MB) and include:

a. One (1) copy containing the Technical Proposal and all other required elements along with the Cost Proposal.

b. Submit to the following email addresses and reference the RFP number in the subject line.

Purchasing@arb.ca.gov CC: jessie.foust@arb.ca.gov

3. Each proposal will be reviewed to determine if it meets the proposal requirements contained in Section lV, Proposal Requirements (Technical). Failure to meet the requirements for the RFP may be cause for rejection of the proposal.

mailto:jessie.foust@arb.ca.gov mailto:aracely.coria@arb.ca.gov https://caleprocure.ca.gov/pages/index.aspx mailto:Purchasing@arb.ca.gov mailto:jessie.foust@arb.ca.gov mailto:aracely.coria@arb.ca.gov

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

5. CARB may modify the RFP up to the specified time of the date fixed listed for submission of proposals by the issuance of an addendum to all parties who received a proposal package. Any addendum(s) will be issued through the Cal eProcure system.

6. The State reserves the right to reject all proposals.

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

E. Modification and/or Withdrawal of Proposals

1. 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.

The Proposer modifications offered in any other manner, oral or written, will not be considered.

2. A Proposer may withdraw its proposal by submitting a written withdrawal request to CARB signed by the Proposer or an agent authorized in accordance with Section II, G., titled “Signature”. A Proposer may thereafter submit a new proposal prior to the proposal submission deadline. Proposals may not be withdrawn without cause subsequent to proposal submission deadline.

F. Proposer Responsibilities

1. Proposers should carefully examine the entire RFP, with special attention to the tasks and deliverables found in Attachment 2, Draft Standard Agreement.

Proposers shall investigate obstacles that might be encountered. No additions or increases to the agreement amount will be made due to a lack of careful examination of the requirements.

2. Before submitting a response to this RFP, the Proposer should review their response, correct all errors, and confirm compliance with the RFP requirements. It is the Proposer’s responsibility to complete and submit all required attachments as listed on Attachment 1.

3. Costs incurred for developing proposals and in anticipation of award of the Agreement are entirely the responsibility of the Proposer and shall not be charged to

CARB.

4. It is the Proposer’s responsibility to promptly notify CARB’s contract analyst identified in the solicitation, in writing, by e-mail, if the Proposer believes that the solicitation is unfairly restrictive, contains errors or discrepancies, or is otherwise unclear. Notification must be done immediately upon receipt of the solicitation in order that the matter may be fully considered, and appropriate action taken by CARB prior to the closing time set to receive solicitation responses. Such notification must be submitted no later than the question-and-answer period referenced in Section II, A. Key Action Dates. All such correspondence received after the question-and-answer deadline will not be considered.

5. Proposer is responsible to review, read, understand, and comply in full with the

State’s General Terms and Conditions along with the Contractor’s Certification Clauses (CCC) as listed at: https://www.dgs.ca.gov/OLS/Resources/Page- Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract- Language.

6. Each proposal must constitute an irrevocable offer for a period of at least 180 working days after proposal submission.

7. The Proposer must provide evidence to show that members of the team possess the specific qualifications, competence, experience, resources, and business integrity necessary to carry out the work under the contract as expected. Examples of evidence include, but are not limited to: résumés, letters of reference, and project summaries that highlight the team’s specific experience. Proposers must complete Attachment 3, Proposer References Form.

8. The Proposer must own and operate a legitimate business. If required by law, the

Proposer must be registered and in good standing with the California Secretary of State. All businesses that are required to be registered with the California Secretary of State must be registered prior to date of Agreement award. Evidence of registration shall be submitted with the proposal.

9. In the event that any license(s) and/or permit(s) expire at any time during the term of this agreement, Proposer agrees to provide CARB with a copy of the renewed license(s) and/or permit(s) within thirty (30) days following the expiration date. In the event the Proposer fails to keep in effect at all times all required license(s) and permit(s), the State may, in addition to any other remedies it may have, terminate this Agreement upon occurrence of such event.

10. 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.

11. The Proposer must complete and submit to CARB, the Payee Data Record (STD

204), Attachment 4, to determine if the selected proposer is subject to state income tax withholding, pursuant to California Revenue and Taxation Code, Section 18662.

This form can be found on the Internet at http://www.documents.dgs.ca.gov/dgs/fm 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 https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf c/pdf/std204.pdf. No payment shall be made unless a completed STD 204 and/or Payee Data Record Supplemental STD 205 (if applicable) Attachment 5, has been returned to CARB. This form can be found on the Internet at https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf

12. The Proposer must sign and submit to CARB, page one (1) of the Contractor

Certification Clauses (CCC 04/2017), Attachment 6, or the form can be obtained via the Internet at: https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of- Legal-Services-Resources-List-Folder/Standard-Contract-Language.

13. The Proposer must sign and submit to CARB, the California Civil Rights Laws

Certification, Attachment 7.

14. The Proposer must sign and submit to CARB, the Darfur Contracting Act Certification, Attachment 8.

15. The Proposer must sign and submit to CARB, the Bidder Declaration Form, Attachment 9.

16. The Proposer must complete and submit to CARB, the Contractor Cost Sheet, Attachment 11. Failure to fully complete and return this attachment with your proposal will cause your bid to be rejected and deemed non-responsive.

17. The Proposer must complete and submit to CARB, the Detailed Response for Minimum Qualifications, Attachment 12. Failure to fully complete and return this attachment with your proposal will cause your bid to be rejected and deemed non-responsive.

18. As part of CARB’s ongoing efforts to protect the health and safety of its employees, CARB is requesting all vendors / Contractors who perform work in person or on site to provide certification that the vendor’s / Contractor’s employees and subcontractors have provided documentation to the vendor / Contractor that the employees are either fully vaccinated against COVID-19 (as defined by the CDC), or have obtained a negative COVID-19 test result within seventy-two (72) hours of in-person or on-site work. The vendor / Contractor does not need to provide the documentation of employees’ or subcontractors’ vaccination status or negative test result to CARB. If no employees or subcontractors of the vendor / Contractor will interact with any CARB employees or perform work on site, CARB requests the vendor / Contractor certify to this effect.

Additionally, all Contractors who perform services under a contract with CARB are expected to, at their own expense, comply with all applicable health and safety laws and regulations. This includes, but is not limited to, all laws, regulations, and public health orders related to the COVID-19 pandemic. The Proposer must sign and submit to CARB, the COVID-19 Prevention Contractor Self-Certification, Attachment 13.

19. The Proposer must sign and submit to CARB, the Conflict of Interest and Confidentiality Statement, Attachment 14. The Proposer shall require each of its employees or officers who will be involved in the performance of this Agreement to agree to the terms and the terms of the Conflict of Interest and Confidentiality Statement.

http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf 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

G. Signature

1. All documents requiring signatures contained in the original proposal package must have original or electronic signatures.

2. Only an individual who is authorized to bind the proposing firm contractually shall sign the required Cover Letter for the proposal. The signature must indicate the title or position that the individual holds in the firm. An unsigned proposal may be rejected.

H. Disposition of Proposals

Upon proposal opening, all documents submitted in response to this RFP will become the property of the State of California and will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and subject to review by the public. The State cannot prevent the disclosure of public documents.

I. Socio-Economic and Preference Programs

1. Disabled Veteran Business Enterprise (DVBE) Incentive – Optional This solicitation does not require a minimum amount of DVBE participation.

However, you are strongly encouraged to either become certified, if eligible, or to subcontract a portion of the work to a certified DVBE. If a prime proposer is a certified DVBE or commits to subcontracting with DVBE(s), the proposal may be eligible to receive a proposal preference provided that the DVBE provides a commercially useful function as defined in California Code of Regulations, Title 2, Section 1896.61(l). For evaluation purposes only, the State shall apply an incentive to proposals that propose California certified DVBE participation as identified on Attachment 10, titled California Disabled Veteran Business Enterprise (DVBE) Bid Incentive Instructions and confirmed by the State. Proposers claiming the DVBE incentive must complete and return the Disabled Veteran Business Declarations form found at: http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

The incentive amount varies in conjunction with the percentage of DVBE participation offered. The minimum requirement is 1% with a maximum of 5% DVBE participation and the incentive will be equal to the participation offered as defined below:

Confirmed DVBE Participation of:

DVBE

Incentive:

1% to 1.99% inclusive 1% 2% to 2.99% inclusive 2% 3% to 3.99% inclusive 3% 4% to 4.99% inclusive 4%

5% or Over 5% http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

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

If Proposer is claiming the 5% certified SB or MB preference or is committing to subcontract 25% or more of their net proposal price to one or more certified SB or MB (Non-small business preference [NSB]), list firm names on Attachment 9 (GSPD-05-105 Bidder Declaration) and attach a copy of the certification. Additional References: http://www.dgs.ca.gov/PD/.

Questions regarding the certification approval process or the SB program should be directed to the Department of General Services, Procurement Division at (800) 559- 5529 or (916) 375-4940. For the 24-Hour Recording & Mail Request call (916) 322- 5060.

SB, MB or NSB proposers using the SB preference shall be granted a preference consisting of 5% of the highest responsible proposal’s total score.

3. Target Area Contract Preference Act (TACPA)

a. Government Code (GC) Section 4530 (TACPA) provides that California based companies shall be granted a 5% preference whenever a state agency prepares a solicitation for services in excess of $100,000. The preference(s) shall apply if the worksite is not fixed by the government agency and the proposer can demonstrate and certify, under the penalty of perjury, that at least 90% of the total labor hours required to perform the services shall be performed at an identified worksite located in a distressed area (TACPA). TACPA preferences will only be applied if this procurement results in more than one responsive proposal receiving a passing narrative proposal score.

b. Additional work force preferences ranging from 1% to 4% can be earned by eligible proposers that agree to hire 5% to 20% of persons with a high risk of unemployment or those living in a targeted employment area or that are enterprise zone eligible to perform a specified percentage of the contract work.

c. The granting of TACPA preference cannot displace an award to a certified small business.

d. Proposers seeking TACPA preference must submit a completed STD 830 - Target Area Contract Preference Act Request https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf. Preference Request https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0525.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf with their proposal. The applicable preference request form must include the following:

i. All appropriate certifications. (TACPA). The proposing firm’s name and the name of all suppliers and subcontractors that will work with the proposer to fulfill the terms of the contract along with the addresses of each of the worksite(s) and estimated labor hours;

ii. County census tract number and block group number;

iii. Proposer’s original signature; and http://www.dgs.ca.gov/PD/ https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0525.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf

iv. A checkbox marked to identify the additional 1% to 4% preference sought for hiring persons with a high risk of unemployment.

e. TACPA preference cannot be granted if:

i. The lowest proposed cost does not equal or exceed $100,000 for the entire term;

ii. The work site or any part thereof is fixed or preset by the State;

iii. The services involve construction or a public works project; or

iv. A proposer who has claimed a TACPA preference and is awarded the contract will be obligated to perform in accordance with the preference(s) requested, provided the preference was granted in obtaining the contract.

f. Firms receiving preference must:

i. Report their labor hours to the State and reference the state contract on which the award is based for the specific reporting requirements.

g. Proposers wishing to learn more about TACPA requirements, designated work site(s) or enterprise zones in California should contact the appropriate office of the Department of General Services at (916) 375-4940. DGS will attempt to determine TACPA eligibility within two working days.

4. Preference and Incentive Application – Optional

a. DVBE Incentive Points are factored by multiplying a Proposer’s DVBE participation commitment percentage (%) by the total possible points that could be awarded (see Table 1 below). This amount is then added to the Proposer’s total points. In the Table 2 sample below, Proposer B received a 60-point incentive (.05% commitment x 1200 total points available), which was added to its total points resulting in its proposal ranking as first in line for award. Proposer C’s 2% commitment resulted in its receiving 24 incentive points and making its proposal rank as second in line for award.

b. Preference is calculated by multiplying 5% of the highest scoring NSB proposer, and adding those points to SB proposers and NSBs subcontracting 25% or more to a SB. In the Table 2 sample below, the calculation is based on Proposer B’s 1155 points x .05 resulting in 57.75 additional points added to the certified SBs (A and C).

c. Under the High Score Method, it is possible to displace a high point certified SB with the application of the DVBE Incentive.

TABLE 1: HIGH SCORE METHOD SAMPLE

Available points example using sliding scale:

Administrative: 200 points

Technical: 400 points Cost: 600 points

Total: 1200 points

Possible Maximum 60 points DVBE incentive calculated as follows:

Confirmed DVBE Participation Possible Points Calculation:

1% - 1.99% inclusive 1% X 1200 = 12 2% - 2.99% inclusive 2% X 1200 = 24 3% - 3.99% inclusive 3% X 1200 = 36 4% - 4.99% inclusive 4% X 1200 = 48

5% and Higher 5% X 1200 = 60

TABLE 2: HIGH SCORE METHOD SAMPLE RESULTS

Proposer A B C Responsive/Responsible Yes Yes Yes

Total Points 1050 1155 1125 Eligible Preference SB None SB

SB Preference Points Applied

57.75 0 57.75

Subtotal 1107.75 1155 1182.75 Rank 3 2 1

Confirmed DVBE Participation

No (0%) Yes (5%) Yes (2%)

Incentive Points Applied None 60 24 Adjusted Points 1107.75 1215 1206.75

New Rank 3 1 2

III. PROPOSAL REQUIREMENTS (TECHNICAL)

A. Technical Proposal Requirements

The proposal must contain the following components, information and documents outlined below. Each requirement’s location must be listed in the Proposal’s Table of Contents. Also see Section II, D. Submission of Proposal, for general submittal details.

1. Minimum Qualifications

The Proposer must provide a detailed response, outlining information as to how the Proposer meets each of the minimum qualifications listed below. The Proposer must provide their detailed response on Attachment 12, Detailed Response for Minimum Qualifications. Proposals that do not meet the minimum qualifications will be determined non-responsive and ineligible for award.

a. Proposer’s Project Manager must have a minimum of two (2) years previous knowledge of on-road heavy duty commercial truck industry. Vendors can show they meet the Minimum Qualification: “minimum of two (2) years of previous knowledge of on-road heavy duty commercial trucking industry” by showing their resume of previous work, portfolio, or client list that includes employment or media work in this, or a related, industry. This work could include, but is not limited to, trucking firms, goods movement, shipping companies, freight contractors, trucking industry suppliers, truck dealerships, truck stops, trucking brokers and/or dispatchers, etc.

b. Demonstrate that at least one (1) member has proven knowledge and at least five (5) years of experience within the last ten (10) years working with the development of strategic communication and outreach plans. Experience must include at least five (5) years in the last ten (10) conducting large scale multimedia outreach efforts which have included, but not limited to, print, television, radio, and online. Vendors can show they meet the Minimum Qualification: “Proposer must demonstrate that at least one (1) member has proven knowledge of the heavy on-road truck emissions” by providing the resume of previous work, portfolio, or client list of at least one owner, partner, employee, contractor, subcontractor, or consultant, which shows they have experience, education, knowledge, or understanding, of the basic emissions that result from the internal combustion engines used in heavy on-road trucks.

c. The Proposer must demonstrate that at least one (1) member has proven knowledge and at least five (5) years of experience within the last ten (10) years as a project manager for multimedia campaigns.

d. The Proposer must have a minimum of three (3) years’ experience working with large government clients.

e. The Proposer must demonstrate that at least one (1) member has proven knowledge of the heavy on-road truck emissions.

f. The Proposer must have a minimum of two (2) years of experience working with Spanish and Punjabi media markets.

2. Title Page

The purpose of this page is to provide information needed by CARB administrative staff. It must contain the following items:

a. The title of the proposal, which must be the same as the title of the RFP;

b. The number of the RFP, 23MSC002; and

c. The date of proposal.

3. Cover Letter / Letter of Commitment

The cover letter must not be more than two (2) pages, in Arial size 11-point font or similar, and must include the following paragraph and the signature of the representative authorized to make the proposal on behalf of the firm:

“The enclosed proposal is submitted in response to the above referenced Request for Proposal 23MSC002, including any addenda. Through submission of this proposal, we agree to all of the terms and conditions of the Request for Proposal and agree that any inconsistent provisions in our proposal may result in a lower score, up to and including disqualification. We have carefully read and examined the Request for Proposal and have conducted such other investigations as were prudent and reasonable in preparing the proposal. We agree to be bound by statements and representations in our proposal.”

The cover letter must be provided on the company’s letterhead and include the following information and statements:

a. The name and address of your company [NOTE: You may use a Post Office box, but please provide your company's street address];

b. The name, title, and signature of a company official authorized to bind the proposal; and

c. Name, email and/or phone number for the Proposer’s contact for CARB inquiries related to the proposal.

4. Table of Contents

5. Summary

The abstract shall be no longer than one (1) page. Include a brief description of the proposed project briefly summarizing the main point of the various sections of the proposal, including the features and benefits of the proposal.

6. Minimum Qualifications Response

Provide a response, outlining detailed information demonstrating how the Proposer meets each of the minimum qualifications listed in Section III, A. Submit applicable documentation on Attachment 12, Detailed Response for Minimum Qualifications.

7. Required Attachments

The Technical Proposal must include all of the completed attachments listed in Attachment 1, Required Attachment checklist.

8. References

Each proposer must provide at least three (3) references detailing previous experience such as, but not limited to, developing strategic communication and outreach plans, prosecuting a multi-media outreach effort, and working with the commercial trucking industry. The experience needs to be related to the goals and objectives outlined in the RFP.

References must be provided using Attachment 3, Proposer References Form.

Submission of this attachment is mandatory. Failure to fully complete and return this attachment with your proposal may cause your proposal to be rejected and deemed non-responsive. Attachment 3 may be copied for additional references.

9. Conflict of Interest and Confidentiality Statement

Proposer and each member of Proposer’s technical staff proposed to work on this project must sign and submit Attachment 14, Conflict of Interest and Confidentiality Statement with your proposal.

10. Subcontracts/Subcontractors

If subcontractors are to be used, the Proposer must include in the Technical Proposal a description of each person or firm and the work to be done by each subcontractor. Please use Attachment 9, Bidder Declaration Form (GSPD 05-105), to list all subcontractors used for this project. All subcontracts must be approved by CARB, and no work shall be subcontracted without the prior written approval of the State. The cost of the subcontract work is to be itemized in the Cost Proposal as described below in the section entitled Cost Proposal Requirements, and not in the Technical Proposal.

11. Technical Portion

The proposer shall demonstrate their understanding of the questions, or needs, that CARB is seeking to have addressed. The technical approach and work plan are considered the heart of the proposal and will receive a high level of scrutiny. This part of the proposal will be evaluated to ensure all tasks and deliverables, listed in the Scope of Work, are included and responsive. The technical portion of the Proposal must include a written response to all scoring elements listed in the sample Proposal Evaluation form, Section IV, B.3, and must include the following:

a. Management Plan

The Proposer shall provide a project management plan including the management structure and project organization. The Proposer shall designate, by name, the Contract Manager to be employed. The selected Proposer shall not cause the substitution of the Contract Manager without prior written approval of the State. Proposers should include methods to measure project progress against the project management plan to maintain project schedule.

b. Methodology (Approach to Work)

The Proposer shall describe their methodology and approach to the work, identify specific techniques and methodologies that will be used and specific administrative and operational management expertise that will be employed in order to accomplish the tasks listed in this RFP under Attachment 2, Draft Standard Agreement, Exhibit A. The Proposer shall indicate how skills developed in previous related work will be applied to the work described in this RFP.

1. The Proposer shall demonstrate their knowledge in and/or of project management, on-road heavy duty commercial truck industry, working with the development of strategic communication and outreach plans, conducting large scale multimedia outreach efforts which have included, but not limited to, print, television, radio, and online, project management for multimedia campaigns, working with large government clients, heavy on-road truck emissions, Punjabi and Spanish, and knowledge of rural areas.

2. The Proposer shall provide a strategy for reaching the affected industry and the rationale for the proposed strategy. The proposal should focus on outreach methods that can reach the largest number of affected stakeholders in the first quarter to half of the contract timeline. In other words, the outreach effort should be frontloaded with media types that have the most opportunity for successfully reaching the affected stakeholders as quickly as reasonable.

c. Work Plan and Work Schedule

The Proposer shall develop a Work Plan and Work Schedule that allows all tasks to be completed within the timeframes outlined in the Scope of Work. The Work Plan and Work Schedule shall identify each major task, necessary subtasks, and milestones by which progress can be measured and payments made. The Work Plan shall specify the estimated hours to accomplish each task and the Work Schedule shall provide the responsible party for performing the task, and anticipated dates of completion.

The Work Plan and Work Schedule must reflect the total project timeline of twenty-two and a half (22.5) months. CARB expects two (2) months at the beginning of the contract to establish the workplan, twenty (20) months for the campaign, and a half (.5) month at the end to wrap up the contract.

The Work Plan shall indicate how the supervision and oversight will be conducted for ensuring that the project will remain on schedule and that the distribution of workload is appropriate.

See Attachment 2, Draft Standard Agreement, for details on the tasks required.

A work plan schedule format is provided below:

Task Task Description Due Date

1.1 The contractor shall provide an initial report to CARB

that includes costs for each type of media proposed, the total expected audience, how the covered audience coordinates with the stated targeted audience and goals of the contract, a comparison of all media proposed, and recommendations on timing and most cost-effective ways to inform the greatest number of fleets and target audiences and provide recommendations about additional strategies and how to target information to meet fleets’ needs with the goal of awareness and attaining regulatory compliance.

Two (2) months following contract start date.

2.1.1

The contractor shall provide a proposal with a list of a minimum of six (6) each, general trucking industry magazines, truck fleet manager focused magazines, and off-road/construction trade magazines print

Two (2) months following contract start date.

publications and companion or stand-alone web advertisements. The Contractor must include details on how the list provides connection with the target audience. The Contractor shall identify the following elements in the proposal for both the print and web advertisements:

1. Dates of when advertisements will run (months and lengths for each publication)

2. The number of designs to be developed and rotated for each

3. Size of advertisements

2.1.2 Coordinate with CARB to develop advertisement

design.

Within four (4) months following contract start date.

2.1.3

Coordinate placement and begin displaying quarter-page (or larger), full colored advertisements in a minimum of twenty (20) issues each for general trucking industry magazines, truck fleet manager focused magazines during the contract term, and twelve (12) issues for off-road/construction trade magazines.

To begin within four (4) months following contract start date.

2.1.4

The Contractor shall also coordinate placement of rotating web banners on each periodical’s affiliated website (subject to CARB approval as some websites are not suitable for CARB materials), in conjunction with printed advertisements.

To begin within four (4) months following contract start date.

2.1.5

The Contractor shall provide CARB an original copy

(1) of the first publication and issue that displays the advertisement(s). All following publications are to be sent to CARB electronically.