RFP_24-018_Civil_Rights_Educational_Videos.pdf

California Civil Rights Department

RFP# 24-018

REQUEST FOR PROPOSAL (SECONDARY)

RFP # 24-018

Title: Civil Rights Educational Videos (Statewide) Release Date: March 7, 2025

Notice to Bidders:

You are invited to review and respond to this Request for Proposal (RFP) entitled, Civil Rights Educational Videos – Statewide. In submitting your proposal, you shall comply with the instructions found herein. In addition to the programs and preferences that are specified in this solicitation, Bidders are encouraged to consider programs and preferences that are available, such as those for the use of small businesses and disabled veteran businesses offered by the State.

All agreements entered into with the State of California will include by reference General Terms and Conditions (GTC 04/17) that may be viewed and downloaded at the following internet site:

(https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List- Folder/Standard-Contract-Language). If any prospective bidder lacks internet access, a hard copy can be provided by contacting the person signing this letter. The State’s General Terms and Conditions are not negotiable.

California’s Disabled Veteran Business Enterprises (DVBE) incentive and Small Business (SB) preference programs apply to this RFP. For more information regarding the certification process for eligible entities, please see (https://caleprocure.ca.gov/pages/sbdvbe-index.aspx).

In submitting a response to this RFP, it is each Bidder’s responsibility to:

• Carefully read the entire RFP, including all referenced web addresses, regulations, orders, and statutes cited in this document.

• Submit all required bid elements and information, completed to the best of the Bidder’s ability, by the required dates and times.

• Monitor the Department of General Services, California State Contracts Register (CSCR) on the

Cal eProcure website: www.caleprocure.ca.gov for any changes or updates. Bidders are advised to register at the website to receive notification of any changes or updates to this solicitation, and to receive notification of other bidding opportunities with the State of California.

If a discrepancy occurs between the information in the advertisement appearing on the CSCR and the information found herein, the information in this notice and in the attached RFP shall take precedence.

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions. Should the State determine Contractor is a target of Economic Sanction or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

The proposed Agreement is valid and enforceable only if sufficient funds are made available by the Budget Act of the appropriate fiscal year for the purpose(s) of the Agreement. In addition, the proposed Agreement is subject to any additional restrictions, limitations, or conditions enacted by 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://caleprocure.ca.gov/pages/sbdvbe-index.aspx http://www.caleprocure.ca.gov/ the Legislature, which may affect the provisions, terms, or funding of the Agreement in any manner.

If full funding does not become available, CRD will either cancel the resulting Agreement or amend it to reflect reduced funding and reduced activities.

In the opinion of CRD, this RFP is complete and without need of explanation. However, if you have questions or need any clarification of information contained herein, please e-mail your questions to me by the required date noted in Section 1 “Key Action Dates” of this document. Do not contact other CRD staff regarding questions related to this RFP.

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

To learn more about the Civil Rights Department, visit: www.calcivilrights.ca.gov.

Jennifer Xiong Procurement Manager

(916) 204-1935 Jennifer.Xiong@calcivilrights.ca.gov http://www.calcivilrights.ca.gov/

TABLE OF CONTENTS

1. Key Action Dates

2. Contract Term and Budget

3. Contact with CRD During the RFP Process

4. Statement of Work

4.1 Background

4.2 Objectives, Tasks, Deliverables, and Other Details

4.2.1 Objectives……………………………………………………………………………………………………6

4.2.2 Tasks

4.2.3 Key Project Deliverables

4.2.4 Location of Services

4.2.5 Travel

4.2.6 Project Management

4.2.7 Notification of all Issues Affecting Work Under Agreement

4.2.8 State Responsibilities

5. Minimum Requirements of Bidders

5.1 Technical and/or Experience Requirement

5.2 California State Qualified

5.3 General Terms and Conditions (GTC-610)

5.4 Subcontractors

5.5 Insurance

5.5.1 Meet ORIM Requirements

5.5.2 Certification of Insurance

5.5.3 Requirement to Notify CRD of terminated Insurance Coverage

5.5.4 30 Day notice to cancel from insurer

5.5.5 Change of Carriers, Lapses, Expiration, or Cancellation of Insurance

5.5.6 Coverage Term

5.5.7 Primary Insurance

5.5.8 Worker’s Compensation and Employer Liability Coverage

5.5.9 Commercial General Liability Coverage

5.5.10 Professional Liability (Errors and Omissions)

5.9 Assignment of Work, and Restricted License

6. Bidder Questions and Bidder’s Conference

6.1 Bidder Questions

6.2 Bidders’ Conference

7. Required Proposal Elements and Information

7.1 Proposal Requirements.…………………………………………………………………………………………13

8. Other Important Information for Bidders

8.1 Confidentiality of Bids

8.2 Payment

8.3 Change Orders/Administrative Changes

9. Evaluation Process

9.1 Overview

Phase I: Technical Evaluation

9.1.1 Minimum Qualifications

9.1.2 Proposal Evaluation Criteria

9.2 Evaluation Methodology

9.3 Phase II: Cost Evaluation and Final Scoring

9.3.1 Cost Evaluation

9.3.2 Socio-economic Adjust for Small Business Preference Program

9.3.3 Socio-economic Adjustment for Disabled Veteran Business Enterprise Incentive Program

9.3.4 Socio-economic Adjustment for Target Area Contract Preference Act Preference Program

10. Submission Procedure

11. Award and Protest

12. Disposition of Proposals

13. Agreement Execution and Performance

14. Preference and Incentive Programs

14.1 Commercially Useful Function

14.2 Disabled Veteran Business Enterprise Participation Requirement

14.2.1 Disabled Veteran Business Enterprise Submission Requirements

14.2.2 Required Disabled Veteran Business Enterprise Participation Forms

14.3 Small Business Preference Program

14.3.1 Small Business Submission Requirements

14.3.2 Required Small Business Participation Forms

14.3.3 Small Business/Disabled Veteran Business Enterprise Resources

14.4 Target Area Contract Preference Act Program

14.4.1 Target Area Contract Preference Act

ATTACHMENTS

ATTACHMENT 1 PROPOSAL CHECKLIST

ATTACHMENT 2 PROPOSAL/PROPOSER CERTIFICATION SHEET

ATTACHMENT 3 CONTRACTOR CERTIFICATION CLAUSES (CCC 307)

ATTACHMENT 4 MINIMUM REQUIREMENTS AND REFERENCES

ATTACHMENT 5 BIDDER DECLARATION (GSPD 05-105)

ATTACHMENT 6 DISABLED VETERAN BUSINESS ENTERPRISE DECLARATIONS

(STD 843)

ATTACHMENT 7 NON-SMALL BUSINESS SUBCONTRACTOR PREFERENCE REQUEST

AND SMALL/MICHRO BUSINESS SUBCONTRACTOR ACKNOWLEDGEMENT .37

ATTACHMENT 8 DARFUR CONTRACTING ACT CERTIFICATION

ATTACHMENT 9 COST PROPOSAL/BID SHEET

ATTACHMENT 10 COMMERCIALLY USEFUL FUNCTION CERTIFICATION

ATTACHMENT 11 TARGET AREA CONTRACT PREFERENCE ACT (TACPA) (STD 830)

ATTACHMENT 12 PAYEE DATA RECORD (STD 204)

ATTACHMENT 13 ASSIGNMENT OF WORK /RESTRICTED LICENSE REGARDING

DELIVERABLE

ATTACHMENT 14 BUSINESS LICENSE/BUSINESS OPERATION TAX CERTIFICATION

ATTACHMENT 15 CALIFORNIA CIVIL RIGHTS LAWS ATTACHMENT

ATTACHMENT 16 GENERATIVE ARTIFICIAL INTELLEGENCE (GENAI) REPORT & FACTSHEET .. 48

SAMPLE STANDARD AGREEMENT (STD 213)

1. KEY ACTION DATES

It is recognized that time is of the essence. All Bidders are hereby advised of the following schedule and will be expected to adhere to the following required dates and times.

EVENT DUE DATE TIME

Release of RFP on California State Contracts Register (CSCR)

March 7, 2025 8:00 AM PST

Written Questions for Clarification Due Date March 14, 2025 2:30 PM PST CRD Response to Questions Due Date* March 20, 2025 Proposals Due Date** March 27, 2025 3:30 PM PST Phase I – Evaluation and Scoring of Proposals* April 3, 2025 Phase II – Cost Calculations and Application of socio-economic adjustments

April 10, 2025

Notice of Intent to Award Available to all Participating Bidders

April 11, 2025

Anticipated Contract Start Date* June 1, 2025

*Completion of this activity is an approximate date and may be adjusted by CRD as needed without an addendum to this RFP.

** The Proposal Due Date cannot be changed except by an official addendum issued by CRD posted on https://www.caleprocure.ca.gov/pages/Events-BS3/event-search.aspx

All dates listed above, after the “Proposal Due Date”, are projected and subject to change.

Please refer to https://www.caleprocure.ca.gov/pages/Events-BS3/event-search.aspx as you develop your proposal for the latest information.

2. CONTRACT TERM AND BUDGET

The anticipated contract term is two years or upon final approval, whichever is later.

The budget for this contract is estimated to be $ 160,000.

3. CONTACT WITH CRD DURING THE RFP PROCESS

To ensure transparency and a level playing field for all Bidders, Bidders shall NOT contact any CRD employee or CRD contractor regarding the proposed work associated with this RFP except as set forth below under Bidder Questions and Bidder Conference (Section 6).

4. STATEMENT OF WORK

4.1 Background

The Civil Rights Department (CRD) is the largest state civil rights agency in the country operating out of six offices throughout California. CRD’s mission is to protect the people of California from unlawful discrimination in employment, housing, business establishments, state-funded programs and activities, and from hate violence and human trafficking. To accomplish this mission, the CRD investigates, mediates, and prosecutes complaints of https://www.caleprocure.ca.gov/pages/Events-BS3/event-search.aspx https://www.caleprocure.ca.gov/pages/Events-BS3/event-search.aspx alleged violations of the Fair Employment and Housing Act (FEHA), Unruh Civil Rights Act, Disabled Persons Act, Ralph Civil Rights Act, Trafficking Victims Protection Act, and statutes prohibiting discrimination in state-funded activities and programs. CRD also engages in significant public outreach and education to inform Californians about their rights and obligations in order to help prevent discrimination and harassment from happening at all. To learn more about CRD, visit www.calcivilrights.ca.gov.

Currently, CRD has numerous styles of written educational resources. The Department recognizes, however, the necessity of engaging the public with content utilizing different types of media to better target people with lower levels of literacy, diverse learning styles, and/or different preferences for how they consume information. CRD would also like to leverage the department’s social media presence with new, innovative, and dynamic content.

Therefore, CRD seeks a contractor to produce educational videos. These videos will be short in duration, easily understood by diverse groups of Californians, and engaging. They will inform the public of their right to live in California free from unlawful discrimination and how CRD can protect this right.

4.2 Objectives, Tasks, Deliverables, and Other Details

The Contractor shall meet the Objectives, Tasks, Deliverables, and all other details specified in this RFP.

4.2.1 Objectives

Over a two-year timeframe with the potential to extend for a third year and with an estimated budget of $160,000, CRD seeks a contractor to produce original educational videos. The videos shall range in length depending on the subject matter and objective, including: at least twenty (20) short (90 seconds or less) “explainer” videos on discrete topics that would be appropriate for play on mobile devices such as smart phones and social media platforms and five to ten (5-10) (1.5 to 3 minutes) videos to educate the public on more dense topics for use in broader educational campaigns and initiatives. These videos must be in English and at least 10 will also be translated into Spanish. These videos should be dynamic, innovative, and most importantly, accessible to people with a wide variety of educational levels, demographics, and learning styles. The topics of the videos may include:

• The Mission and Responsibilities of CRD

• The CRD Complaint Process

• Housing Discrimination

• LGBTQ Rights

• Employment Discrimination

• Reasonable Accommodations in Housing

• Reasonable Modifications in Housing

• The Unruh Civil Rights Act

• Fair Housing and Criminal History

• The Fair Chance Act

• The Rights of Transgender Employees

• Legal Protections for Pregnant Workers and New Parents

• Source of Income Discrimination

• Immigrant Rights

In order to be considered, bidders should address how they would approach creating these videos to meet these objectives. We are particularly interested in creative approaches to translate dense materials and subjects into videos that will appeal and be accessible to people with various educational levels, learning styles and demographics.

http://www.calcivilrights.ca.gov/

4.2.2 Tasks

The chosen bidder will work with CRD staff to produce educational videos to inform the public regarding their civil rights. This work shall include:

A. Project management of the videos in collaboration with CRD staff including:

o Creating a schedule to complete the work;

o Defining what is required to successfully complete the videos, including working with

CRD staff to identify audience, goals, and outcome-measurements for the videos;

o Working with CRD staff to develop scripts for videos that are engaging and understandable to Californians with a variety of educational levels, demographics, and learning styles;

o Developing and presenting CRD staff with storyboards for each video;

o Managing production of the videos;

o Creating original animations (e.g., not preexisting animations or animations generated by other sources), acquiring stock images, music, and other content as needed for the videos;

o Recording the narration/voiceovers if needed for the videos; and o Creating opportunities and processes for feedback and revisions including editing, polishing, and enriching the videos with accessible elements based on feedback from

CRD.

4.2.3 Key Project Deliverables

As part of a bidder’s response to this RFP, each bidder shall submit a proposed Project Plan.

The Project Plan shall describe, at a minimum, the following:

A. A description of the process the bidder expects to utilize to complete the videos including an estimated number of hours to be spent on each task including:

o Pre-Production, including Initial meetings/discussions with CRD staff to discuss the process and goals;

Preparation of story and/or mood boards;

Scripting;

Production of voiceovers.

o Video Post-Production including:

Editing;

Creation of custom animations;

Compiling and utilizing stock images, music, and other content;

Revisions.

B. Project management: how the bidder proposes to manage production of the videos in collaboration with CRD staff including:

o Defining what is required to successfully complete the videos;

o Creating a schedule to complete the work;

o Managing production;

o Creating opportunities and processes for feedback and revisions; and o Staying on schedule.

C. Within one (1) month of contract execution, the contractor shall submit to CRD a finalized and completed Project Plan. Additionally, the Bidder shall submit to CRD, by the dates specified in the Project Plan, the following:

o Contractor’s written conflict of interest policy, demonstrating compliance with 24 CFR § 125.107;

o A proposed schedule for completion of videos during the first year of the contract. This shall be subject to CRD’s revisions and approval within 2 months of contract approval;

o Monthly status reports on the 5th of each month;

o An annual status report one year from contract execution;

o Completion of at least 4 short explainer videos and one long video by the 6th month of the contract.

4.2.4 Location of Services

Other than the possibility of meeting with CRD personnel, services will not be completed at CRD offices. Aside from consulting with CRD about the properties to be tested, the Contractor is responsible for determining where the services shall be completed within the State of California and will provide a secure location(s) for the work that will be awarded under this RFP.

The Contractor should expect collaboration with CRD personnel, which may require emails and/or meetings by video/telephone or in person at a CRD office.

4.2.5 Travel

No travel is contemplated.

4.2.6 Project Management

The Contractor is expected to manage the tasks and deliverables under the Scope of Work in this RFP and the awarded Agreement. Project management includes but is not limited to:

A. Providing and implementing a well-organized and complete schedule for all tasks and deliverables;

B. Managing production of videos in collaboration with CRD staff;

C. Meeting the terms of the Agreement in a cost-competitive manner within the stated specifications, budget, and schedule;

D. Creating opportunities and processes for feedback and revisions;

E. Monitoring resources and expenditures to ensure fulfillment of project goals and objectives within the approved budget;

F. Meeting and communicating with CRD staff as required by and in accordance with this Scope of Work, to discuss progress, needs, problems, solutions, and deliverables;

G. Understanding and complying with the CRD’s administrative processes and procedures; and

H. Obtaining approval from the CRD Project Manager for any replacement, substitution, or addition of key staff under the Agreement.

4.2.7 Notification of All Issues Affecting Work Under the Agreement

The Contractor is responsible for providing timely notification to CRD of any issues that might affect the quality of materials, quality of work, safety, and/or the timelines established or associated with the services to be provided.

4.2.8 State Responsibilities

CRD’s responsibilities under the resulting contract are as follows:

A. Offer input on all aspects of the project plan;

B. Consult with Contractor on all aspects of the video production;

C. Designate a CRD Project Manager to liaise with the Contractor and to oversee contract deliverables, implementation, and budget, including but not limited to:

• Collaborating with contractor to identify audience, goals, and outcome-measurements for the videos;

• Reviewing and providing feedback in a timely manner;

• Communicating any issues, concerns, or problems regarding the methodology and/or deliverables reviewing invoices received for accuracy and alignment with line items outlined and approved in the provided budget;

• Monitoring the progress of the tasks and deliverables; and

• Working with the contractor to develop scripts for videos that are engaging and understandable to Californians with a variety of educational levels, demographics, and learning styles.

5. MINIMUM REQUIREMENTS OF BIDDERS

For a bid to be responsive and responsible, Bidders must meet or comply with the minimum requirements stated both in Statement of Work (Section 4) and the sections below:

5.1 Technical and/or Experience Requirements

Bidders must meet the minimum technical and/or experience requirements in order to be evaluated under this RFP. The minimum requirements and desired qualifications of each Bidder will be evaluated based upon the information, personnel resumes, and sample work products provided in response to this RFP.

Minimum technical and/or experience requirements are classified as follows:

Minimum - The Bidder must possess these minimum requirements. If any of the mandatory requirements are not met, the offer is deemed non-responsive. The degree by which each Bidder meets the qualifications may vary; those Bidders that possess higher than the minimum requirements will be awarded more points in the Evaluation Phase (Phase I).

Desired - The desired qualifications identified are important or significant to successful completion of the tasks and deliverables in the Statement of Work (Section 4). If the Bidder does not possess desired qualifications, the offer will still be considered responsive. The degree by which each Bidder possesses the desired qualifications may vary. The points awarded in the Evaluation Phase (Phase I) shall be determined by the quality and quantity of exemplars.

The technical and/or experience requirements for Bidders are listed below.

Minimum

• Demonstrated experience in producing engaging and effective online educational video training content, that is accessible to people with a wide variety of educational levels, demographics, and learning styles;

• Demonstrated experience in all aspects of educational video production including scripting, project management, voiceovers, and editing; and

• Demonstrated experience creating custom graphics or animations for educational purposes.

Desired

• Demonstrated experience in producing content for public educational campaigns for diverse audiences.

5.2 California State Qualified

Bidders must be properly licensed and qualified to do business in California in accordance with the laws of the State of California and shall obtain at his/her expense all license(s) and permits required by law for accomplishing any work required in connection with this RFP and subsequent contract.

Upon submission of bid, the Bidder is required to provide a copy of its business license (Attachment 14) from the city/county in which they are headquartered; however, if the Bidder is a corporation, a copy of the incorporation documents/letter from the Secretary of State’s Office can be submitted. All Bidders must submit a signed Contractor’s Certification Clauses (CCC 04/17) (Attachment 3).

If a Bidder is a Contractor outside the State of California, you are required to submit to a copy of your business license or incorporation papers from your respective state showing that your company is in good standing in that state.

5.3 General Terms and Conditions (GTC 04/2017)

By responding to this RFP, the Bidder agrees that the State’s General Terms and Conditions shall apply to the contract executed under this solicitation. The State’s General Terms and Conditions (4/2017) are available at: (https://www.dgs.ca.gov/OLS/Resources/Page- Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language)

5.4 Subcontractors

The Bidder (Contractor) may use subcontractor(s), but such subcontractor(s) shall be subject to all requirements, terms, and conditions specified in Government Code Section 14837(d)(4). The Bidder, if using a subcontractor(s), must abide by the State contracting rules, which states that prime contractors acting as fiscal agents are prohibited. Specifically, the language is as follows: “When a subcontractor ultimately performs all the services that a prime contractor has agreed to provide, and the prime contractor only handles the invoicing of expenditures, then the prime contractor’s role becomes that of a fiscal agent because it is merely administration in nature. It is unacceptable to use fiscal agents in this manner.”

5.5 Insurance

Bidders must submit evidence of insurance or evidence of insurability such as a letter from an insurance company indicating that Bidder is insurable. Upon award of contract, the Contractor must have insurance for the full term of the contract. If insurance expires during the term of the contract, a new certificate must be received by the State at least ten (10) days prior to the expiration of this insurance.

5.5.1 Meet DGS Office of Risk and Insurance Management (ORIM) Requirements

Evidence of insurance shall meet the requirements specified in this section and shall be of a form and content acceptable to Department of General Services, Office of Risk and Insurance Management (ORIM). If self-insured, review of financial information may be required.

5.5.2 Certification of Insurance

The certificate of insurance shall be issued by an insurance company, or be provided through partial or total self-insurance, acceptable to DGS/ORIM.

5.5.3 Requirement to Notify CRD of Terminated Insurance Coverage

The Contractor must notify the CRD within five (5) business days of any cancellation, non-renewal, or material change that affects required insurance coverage.

5.5.4 30-Day Notice to Cancel from Insurer

The certificate of insurance shall provide that the insurer shall not cancel the insured’s 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 coverage without thirty (30) days prior written notice to the CRD.

5.5.5 Change of Carriers, Lapses, Expiration, or Cancellation of Insurance

In the event said insurance coverage changes, lapses, expires, or is cancelled at any time or times during the term of the Agreement, the Bidder awarded the contract shall provide at least ten (10) days prior to said date a new certificate of insurance evidencing insurance coverage as provided for herein for not less than the remainder of the term of the Agreement, or for a period of not less than one (1) year. New certificates of insurance may be subject to the approval of DGS/ORIM. In the event, the Bidder awarded the contract fails to keep current and in effect at all times, insurance coverage as herein provided, the CRD may, in addition to any other remedies, terminate the Agreement.

5.5.6 Coverage Term

Coverage needs to be in force for the complete term of contract. If insurance expires during the term of the contract, a new certificate must be received by the State at least ten (10) days prior to the expiration of this insurance. This new insurance must still meet the terms of the original contract.

5.5.7 Primary Insurance

Any insurance required to be carried shall be primary, and not excess, to any other insurance carried by the State.

5.5.8 Workers’ Compensation and Employer Liability Coverage

The Contractor shall maintain statutory workers’ compensation and employer’s liability coverage for all its employees who will be engaged in the performance of the contract, including special coverage extensions where applicable. Employer’s liability limits of $1,000,000.00 shall be required.

5.5.9 Commercial General Liability Coverage

Contractor shall maintain general liability with limits of not less than $1,000,000.00 per occurrence for bodily injury and property damage liability combined. The policy shall include coverage for liabilities arising out of premises, operations, independent contractors, products, completed operations, personal and advertising injury, and liability assumed under an insured contract. This insurance shall apply separately to each insured against whom claim is made or suit is brought subject to the contractor's limit of liability.

The policy must include the State of California, its officers, agents, employees and servants as additional insureds, but only insofar as the operations under the contract are concerned in the performance of the contract.

5.5.10 Professional Liability (Errors and Omissions)

Contractor shall maintain Professional Liability covering any damages caused by an error, omission or any negligent acts. Limits of not less than $1,000,000.00 shall be provided.

5.9 Assignment of Work and Restricted License

The Contractor shall be required to execute the Assignment of Work, and Restricted License Regarding Deliverables (Attachment 13) at the time of contract execution and prior to commencing work under the contract.

6. BIDDER’S QUESTIONS AND BIDDER’S CONFERENCE

6.1 Bidder’s Questions

Bidders requiring clarification of the intent or content of this RFP or on procedural matters regarding the competitive bid process may submit written questions via email to Jennifer Xiong, CRD Procurement Manager, at Jennifer.Xiong@calcivilrights.ca.gov and crdprocurements@calvcivilrights.ca.gov. To ensure a response, questions must be received by the scheduled date and time specified in the RFP Key Action Dates (Section 1).

Questions received after the Key Action Dates (Section 1) will be answered solely at CRD’s discretion and may remain unanswered.

Question and answers will be posted on an Addendum as a new version of the CSCR Event without identifying the party submitting the question. Questions may be paraphrased by the State for clarity.

Only those questions and answers posted on CSCR shall be binding.

6.2 Bidder’s Conference

There is no Bidder’s conference for this RFP.

7. REQUIRED PROPOSAL ELEMENTS AND INFORMATION

A proposal must demonstrate that the Bidder has the required experience, equipment, insurance, and expertise to complete the tasks described in Section 4 “Statement of Work” and Section 3 “Minimum Requirements of Bidders”. A list of the items required is found in the Proposal Checklist (Attachment 1).

Proposals must speak to the Bidder’s qualifications to perform the requested services and the manner in which it offers to provide the services or complete the tasks requested. Proposals must contain the Bidder’s Cost Proposal to complete the work as described in Section 4 Statement of Work and present all cost information. Cost information includes but is not limited to: individual rates of staff, total cost bid, cost of deliverables or sub-components of the proposal, and the cost of sub-contracted personnel or services.

7.1 Proposal Requirements

A. Cover Letter:

The Cover Letter shall be considered part of the Bidder’s proposal. The cover letter must provide an overview of the proposal and shall:

o Condense and highlight the proposal to facilitate CRD’s understanding and evaluation of the bid including a brief summary of how the bidder plans to meet the objectives of the project o Shall introduce the Bidder and provide compelling arguments as to why the Bidder should be awarded the contract o The cover letter must include the name and contact information for the staff person who will serve as the project representative.

mailto:crdprocurements@calvcivilrights.ca.gov

B. Conflict of Interest Statement and Disclosure

Bidders must complete and return the Contractor Certification Clauses (Attachment 3) which includes the Conflict of Interest Certification.

Should any conflicts of interest exist between the business activities of the proposing firm or its individuals and the interests of the proposed work, additional documentation and disclosure describing the conflict must be attached.

C. Minimum Qualifications and Experience and References

Bidders must provide evidence that they possess the qualifications and requirements specified in the Minimum Requirements of Bidders (Section 5). Failure to provide the necessary support may result in a proposal to be rejected and deemed nonresponsive. The requirements listing project titles, staff members, clients, and dates of prior work may be submitted using References (Attachment 4) as a guide.

Bidder’s must provide a list of three (3) references. References may be contacted by CRD.

References must provide information relating to services that the Bidder has provided demonstrating the Bidder’s responsibility, experience, and capacity to perform the services required in this RFP. If two of three references obtained by CRD are not favorable in these areas, the Bid Package shall be deemed non-responsive and rejected. If a reference cannot be reached after three (3) attempts during business hours (M-F, 8:00 a.m. – 5:00 p.m.), the Bid Package may be deemed non-responsive and rejected.

D. Resumes for Key Team Members and Subcontractors

Bidders shall provide current resumes for individuals who will exercise a major administrative role or majority policy or consultant role on the contract as determined by the Bidder. The resume shall include an email address and phone number(s).

E. Project Plan, Methodologies, Approach, and Relevant Team Experience

Bidders shall prepare a proposed Project Plan and schedule for project completion contained within the Statement of Work. The proposed Project Plan shall meet the requirements of the Statement of Work (Section 4), including the objectives, tasks, and deliverables identified. In particular, the proposed Project Plan shall address the requirements of Section 4.2.3 (Key Project Deliverables). This includes: (1) providing a general approach and overall design, (2) providing specific tasks and milestones by which the tasks, deliverables, and progress can be measured by the CRD evaluation team and project manager, and (3) describing the proposed methods and approaches the Bidder will take to meet requirements under the Statement of Work.

In addition, each Bidder shall specify the relevant work experience for the team members and of significant contribution they bring to the proposed project team.

F. Sample Work Products

Bidders must provide sample videos meeting the specifications below that have been created by the Bidder. Bidders must submit a list with links to the sample videos that CRD can access. CRD will not accept the video samples in or on any other format such as CD/DVD, USB, electronic file, etc.

o At least five (5) examples of educational videos produced in the English language or four (4) in the English language and one (1) in the Spanish language.

At least three (3) of the sample videos should be ninety (90) seconds or less At least two (2) should be between ninety (90) seconds to five (5) minutes.

At least two (2) of the videos should include examples of custom animations (e.g., not preexisting animations or animations generated by other sources) designed for educational purposes.

G. Detailed Cost Proposal/Bid Sheet

The Cost Proposal/Bid Sheet (Attachment 9) must include the following:

o Total Cost Bid – Bidders shall provide a Total Cost Bid that identifies all billable costs for Section 4 “Statement of Work” o Bidders shall submit all costs to complete all work as specified in this RFP using a the Cost/Proposal/Bid Sheet (Attachment 9) as an example. The format of Attachment 9 will not be specifically required; however, the information shown in Attachment 9 is the minimum information required. Bidders may add rows and more detail to the Cost Proposal/Bid Sheet (Attachment 9) for CRD evaluation purposes if necessary.

o In the Cost Proposal/Bid Sheet, the Bidder shall include all administrative, supervisory, and labor costs.

All known team members and/or the role of parties providing services shall be listed with the hourly rates and time estimates for the project.

Indicate the hourly labor rates and role of each team member who will perform work under the contract. The hourly rates submitted for each role shall be fixed for the life of the contract; no rate increases (COLA, Tiered Rates, or other multiple level rate structures) shall be authorized or allowed under the awarded contract.

The hourly rate and/or total cost bid offered shall include all overhead expenses.

The cost proposal should display rates for the total 2 years of this contract.

o The Cost Proposal/Bid Sheet shall include the following if applicable:

Individual rates, total hours, and total cost as performed by the Disabled Veteran Business Enterprise (DVBE) Participant(s)

Individual rates, total hours, and total cost as performed by the Small Business (SB) Participant(s).

The Bidder awarded the contract shall provide all supplies and equipment associated with the requirements under this RFP. Examples of overhead expenses include office expenses, computers, administrative costs, and travel expenses.

Unless identified in the RFP, the detailed cost sheet shall NOT include any goods or charges for use of goods or equipment. Any goods or quasi-goods line items included in the cost sheet shall not be incorporated into the final Agreement.

Travel expenses shall not be reimbursed by the State and shall not be included as a separate line item on the cost sheet. Bidder is expected to include travel costs as an overhead cost included in the hourly rates in the bid price.

H. All other required forms or documents specified in the Proposal Checklist (Attachment 1).

8. OTHER IMPORTANT INFORMATION FOR BIDDERS

8.1 Confidentiality of Bids

Bids are considered public records. Marking a document “CONFIDENTIAL” or “PROPRIETARY” will not preclude the document’s release unless so ordered by a court. The content of hardcopy and electronic work papers and correspondence disclosing any part of a bid will be held in the strictest confidence until the Notice of Intent to Award is posted.

8.2 Payment

Only allowable costs stated in the submitted cost sheet will be incorporated into the final contract.

Any invoiced items that are not included in the cost sheet will be denied.

For most services rendered by the Contractor, invoices for partial payment shall be processed after completion and acceptance of key project deliverables indicated in Key Action Dates (Section 1).

If subcontractors execute components of the Agreement, the Contractor may submit invoices only after the subcontractor has invoiced the Contractor.

All invoices for services directly performed by the Contractor shall be subject to 10% withholding as required by the State Contracting Manual (Volume 1), Sections 5.35 (3) and 7.33 with the balance paid after all deliverables under the contract have been completed by the Contractor and accepted by CRD.

8.3 Change Orders/Administrative Changes

A written amendment is required for changes to the subsequent Agreement. For administrative issues not specifically identified in the Agreement and/or notification of issues (see section 7: Required Proposal Elements and Information), CRD and the Contractor shall meet to discuss if the changes require a contract amendment.

9. EVALUATION PROCESS

A responsive bid is one that meets or exceeds the RFP’s minimum requirements and includes all required documentation.

A Secondary RFP is based on “best value” to the State: the offer that best meets the Statement of Work requirements, reflects the desired professional credentials, and demonstrations the Bidder’s ability to provide high quality deliverables at the most reasonable overall cost involving no or an acceptable level of risk.

9.1 Overview

CRD will conduct an initial bid compliance check (administrative review) to determine whether a Bidder’s package conforms to the RFP submission requirements, including as follows:

A. All documents are included and properly signed in the proposed bid;

B. All forms listed on Attachment #1 – Proposal Checklist are submitted to include Preference

Program documentation for Small Business, Micro-business, Disabled Veteran Business Enterprises, Non-Small Businesses sub-contracting with Small Business, and Target Area Contract Preference Act (TACPA), if applicable.

If the proposal package does not meet the submission requirements or is incomplete, then those bids may not be forwarded to the Evaluation Panel. Any non-compliant bidder shall be notified in writing explaining why their bid did not advance to Phase I.

During the evaluation phases, CRD will evaluate bids and analyze costs to determine responsiveness to the CRD’s needs. An Evaluation Panel comprised of no less than three (3) CRD personnel will determine the Bidder who will be awarded a contract.

The Bidder’s package will be evaluated under the specified rating criteria in Phase I and II.

The Bidder who meets the minimum requirements and has the highest adjusted score, after application of preferences and incentives points shall be awarded the contract.

The evaluation sequence is summarized in the following table:

EVALUATION DESCRIPTION MAXIMUM

VALUE

Initial Administrative Review Pass or Fail Phase I: Technical Evaluation

1 Proposal Evaluation (Response to Requirements) 115 Phase II: Cost Evaluation and Final Scoring

2 Cost Evaluation and Final Scoring 30 Total Points (Sum of Technical and Cost Score) 145 Socio-economic Adjustment Points

3 Small Business (5% of highest unadjusted Non-SB total score) 7.25 4 DVBE Incentive (1-5% of the Total Points) 7.25 5 Target Area Contract Preference Act (5-9% of highest unadjusted score) 13.05

** In the unlikely event of a tie bid, the tiebreaker will be decided using a coin toss pursuant to State Contracting Manual (Volume 1) Section 5.4.5. Such an event will be observed by witnesses. The affected Bidders will be invited to attend.

Phase I: Technical Evaluation

9.1.1 Minimum Qualifications

During this evaluation phase, the CRD will evaluate each bid for minimum requirements to determine responsiveness to CRD’s RFP requirements.

Each bid will be checked for the presence or absence of required minimum requirements or qualifications outlined in Minimum Requirements of Bidders (Section 5) and in Attachment #1. Bids that do not meet minimum requirements may not be forwarded for evaluation.

9.1.2 Proposal Evaluation Criteria

Proposals that meet the minimum qualifications will be evaluated and scored according to the criteria indicated below. A minimum of 69 points out of 115 must be awarded for the evaluation criteria in Phase I to advance to Phase II, Cost Evaluation and Final Scoring.

All proposals shall be evaluated by the criteria below based upon quality of response and awarded points based upon what CRD considers critical to the response.

EVALUATION CRITERIA MAXIMUM POINTS AVAILABLE FOR AWARD

EVALUATION CRITERIA

MAXIMUM

POINTS

AVAILABLE

FOR AWARD

Proposed Work Plan Demonstrates a clear understanding of the purpose and scope of the RFP as well as the steps needed to accomplish the work described; provides a practical and innovative approach to complete the work tasks and deliverables; and possess the ability to meet the requirements or exceed project goals and expectations identified in the Scope of Work.

Knowledge and experience in all aspects of video production including:

• Demonstrated experience in producing engaging and effective online educational video training content accessible to people with a wide variety of educational levels, demographics, and learning styles;

• Demonstrated experience in all aspects of educational video production including scripting, project management, voiceovers, and editing;

• Demonstrated experience creating custom graphics or animations for online educational content;

• Demonstrated experience in producing content for public educational campaigns for diverse audiences.

Qualifications of Team Members The experience of key staff members charged with executing the project.

Special consideration will be given to teams that demonstrate an ability to engage effectively and get input from people with a lived experience of discrimination.

Quality of Proposal Response Proposals will be evaluated for readability, organization, specificity, and ability to communicate concepts clearly and succinctly. Proposal will be viewed as samples of the type of final work products that CRD could expect to receive from a Bidder, if selected.

Quality of Sample Work Products The work samples will be evaluated for creative strengths and execution capabilities.

TOTAL POSSIBLE TECHNICAL AND COST POINTS

9.2 Evaluation Methodology

The evaluation team will rate each criterion in the Bidder’s proposal and rank from highest (best) to lowest (worst) based on the rating scale below. The evaluator will assign a score of 1, 2, 3, 4, or 5 (5 being the highest) as described in the table below for each category of criteria evaluated by CRD. A score shall be assessed independently by each evaluator; then, the evaluators shall meet to discuss their scores.

Any major scoring deviations will be discussed and resolved by the evaluation team and included in the final scores.

RATING

SCORE

RATING

DESCRIPTION

1 All or most of the requirements in the response do not meet minimum requirements for the criterion evaluated.

2 Most, but not all of the requirements in the response meet minimum requirements for the criterion evaluated - or - the response for the criterion is incomplete or unclear and therefore, does not meet minimum standards.

3 The response meets the minimum requirements for the criterion evaluated.

4 The proposal provides one or two qualitative and/or quantitative attributes that exhibit best industry practices, superior experience, knowledge, and execution, and/or possess one or two quantitative attributes superior to other Bidders.

5 The proposal provides multiple (more than three) qualitative attributes for the criterion evaluated and exhibit best industry practices, superior experience, knowledge, and execution, and/or more than three quantitative attributes superior to other Bidders.

Average Score by each Criterion

The average score for each criterion shall be calculated by summing the total of each evaluator’s score and dividing by the number of evaluators.

Weighted Score by each Criterion

The total points awarded for evaluation criteria in Section 9.1.2. are weighted in multiples of 5 (Example: 5, 10, 15, 20).

The evaluation criteria with higher weighting will receive a proportionately higher score.

9.3 Phase II: Cost Evaluation and Final Scoring

CRD shall (1) verify any claims for socio-economic preferences and incentives and (2) compute the total points for each bid proposal. The Bidder with the highest overall score will be awarded the contract.

9.3.1 Cost Evaluation

Each Bidder’s total cost for all services will be ranked from low-to-high. The proposal with the lowest total cost will be awarded the total (100%) points listed for the cost evaluation specified in Section 9.1.

The remaining proposals will award a proportional number of points. The cost points shall be calculated using the methodology under SCM (Volume 1) Section 5.25 and as described in the example below:

Total Cost Points Allocated = 30 Points

Proposal 1 = $75,000 (Lowest Cost) Proposal 2 = $100,000 Proposal 3 = $120,000

Proposal 1 = $75,000/$75,000 = 1.00 Cost Points awarded: 1.00 X 30 = 30 points Proposal 2 = $75,000 /$100,000 = .75 Cost Points awarded: .75 X 30 = 22.5 points Proposal 3 = $75,000 /$120,000 = .625 Cost Points awarded: .625 X 30 = 18.75 points

9.3.2 Socio-economic Adjustment for Small Business Preference Program

The calculation and adjustment for Small Business preference points is subject to the provisions of the Small Business Preference Program.

If the highest point score prior to socio-economic adjustments is a certified small business, and no small business is claiming a DVBE incentive, the award is made to the small business with the highest point score and no adjustment for the small business preference program is made.

Small business preference points will be calculated by multiplying 5% with the highest unadjusted non- small business total score; the points calculated shall be added to those bids who qualify under the Small Business Preference program.

Note: If the highest point score is a certified small business, then the award is made to the small business and no adjustment for the small business preference program is made.

9.3.3 Socio-economic Adjustment for Disabled Veteran Business Enterprise (DVBE) Incentive

Program

The calculation and adjustment for DVBE points is subject to the provisions of the DVBE Incentive Program. An intended award to a DGS certified small business cannot be displaced as a result of the award of DVBE incentive points.

If the highest point score prior to socio-economic adjustments is a certified small business, and no certified small business is claiming a DVBE incentive, then the award is made to the small business and no adjustment for the DVBE incentive program is made.

If the highest point score is a certified small business after the small business preference calculation and certified small businesses are claiming a DVBE incentive, then the DVBE incentive points will be only be calculated for the certified small businesses.

If the highest point score after the small business preference calculation is NOT a certified small business, then the DVBE incentive points will be calculated for all Bidders.

Certified DVBE Bidders will be awarded the maximum incentive of 5%. Non-DVBE Bidders who sub-contract to a certified DVBE may receive up to 5%, based upon the percentage value of the bid that the Bidder commits to sub-contract to a specified and certified DVBE sub-contractor. The DVBE incentive points are added to the total technical score.

Note: The application of DVBE incentive points may not displace an award to a DGS certified Small Business; however, a non-small business Bidder that receives a 5% small business incentive using sub-contractors may be displaced by the application of the DVBE incentive.

Disabled Veteran Business Enterprise Program (DVBE) Participation Requirement For the purpose of this solicitation, the DVBE participation requirement has been waived.

DVBE Incentive For the purpose of this solicitation, the DVBE participation requirement has been waived, however;

the DVBE Incentive for the prime bidder will be applied. There is an incentive for DVBE participation up to 5% of the Technical and Cost points. DVBE Incentive Points are awarded after the Small Business Preference is considered. The award of DVBE incentive points cannot be used to achieve any applicable minimum point requirements. Example: The example below is based upon total Technical & Cost score of 200 points.

Note: If there is a minimum requirement of 3%, then the DVBE Incentive Points box should state “Non-Compliant” in the three rows with percentages below 3%.

Confirmed DVBE participation of:

DVBE Incentive…