rfp_24-3004.docx

RFP 24-3004

California Department of Social Services

RFP 24-3004 Page 1 of 2 California Department of Social Services February 29, 2024

CALIFORNIA FOOD ASSISTANCE PROGRAM

APPLICATION ASSISTANCE OUTREACH CAMPAIGN

REQUEST FOR PROPOSAL (RFP) 24-3004

NOTICE TO PROSPECTIVE PROPOSERS

You are invited to review and respond to this Request for Proposal (RFP), entitled RFP 24-3004, California Food Assistance Program Application Assistance Outreach Campaign. In submitting your proposal, you must comply with these instructions.

RFP 24-3004 is a Non-Information Technology (IT) Services Request for Proposal. IT solutions as defined by State Administrative Manual (SAM) 4819.2. https://www.dgs.ca.gov/PD/Resources/SCM/TOC/10/10 cannot be included in submitted proposals.

Note that all agreements entered into with the State of California shall include by reference General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at Internet site https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language. If you do not have Internet access, a copy can be provided by contacting the person listed below.

Public Contract code Section 10115 et seq. establishes a contract participation goal of at least three percent (3%) for Disabled Veteran Business Enterprise (DVBE). This goal applies to a state agency’s overall contracting program.

A minimum of 3% DVBE participation is required for this solicitation. (See Section E, paragraph 2 of this RFP for the DVBE information).

If you have questions or should you need any clarifying information, the contact person for this RFP is:

Jessica Sicard, Contract Analyst California Department of Social Services Non-IT Contracts Bureau E-mail: Jessica.Sicard@dss.ca.gov

The RFP due date is April 25, 2024, 2:00 p.m. PT. Questions concerning the RFP must be received no later than March 21 2024, 2:00 p.m. PT. See RFP Section D paragraph 1 for additional details. Please note that no verbal information given shall be binding upon the State unless such information is issued in writing as an official addendum.

Sincerely, Daniel Schott, Staff Services Manager II Contracts and Purchasing Bureau

Enclosure

Request for Proposal (RFP) 24-3004

CALIFORNIA FOOD ASSISTANCE PROGRAM

APPLICATION ASSISTANCE OUTREACH CAMPAIGN

Table of Contents Page A. Background, Purpose, and Goals …….5

1. Background……………………………………………………………………...5

2. Purpose………………………………………………………………………….5

3. Goals……………………………………………………………………………..6

D. Proposal Requirements and Information…………………………………………8

1. Key Action Dates………………………………………………………………. 8

4. Funding……………………………………………………………………….… 9

5. Proposer Questions...………………………………………………………….20

6. Proposal Format………………………………………………………………. 10

7. Proposal Content……………………………………………………………… 11

8. Body of Proposal

9. Additional Documentation

10. Submission of Proposal ….20

11. Evaluation Process ……………………………………………………………22

2. Disabled Veteran Business Enterprise Participation Program Requirements…………………………………………………………………...31

3. DVBE Incentive for Awards Based on High Score………………………….35 F. Insurance Requirements…………………………………………………………..35

Attachments and Exhibits

REFERENCE DOCUMENTS

Exhibit 1 DVBE Program Requirements Exhibit 2 Sample Agreement

A. BACKGROUND, PURPOSE, AND GOALS

1. Background

RFP 24-3004 is a Non-IT Services Request for Proposal. IT solutions as defined by State Administrative Manual (SAM) 4819.2. https://www.dgs.ca.gov/PD/Resources/SCM/TOC/10/10 cannot be included in submitted proposals.

The mission of the California Department of Social Services (CDSS) is to serve, aid and protect needy and vulnerable children and adults in ways that strengthen and preserve families, encourage personal responsibility, and foster independence. One of the ways this mission is accomplished is by expanding access to the California Food Assistance Program (CFAP) and providing information and application assistance to Californians who may be eligible for CFAP, but are not participating, so they may have access to healthy food using CFAP benefits. CDSS understands that food insecurity is an issue that disproportionately impacts noncitizens and the CFAP expansion is a specific example of how CDSS is working toward ending food insecurity for vulnerable Californians. According to the non-profit Nourish California and the March 2020 Food for All Report, food insecurity is a significant issue facing many immigrant communities in California. Additionally, the COVID-19 pandemic has disproportionately impacted communities of color, including immigrants, and has prevented many immigrant families from accessing critical food resources. According to the Public Policy Institute of California, the state has more than two million undocumented immigrants, and due to existing federal statutes, undocumented immigrants are currently prevented from accessing CFAP benefits.

CFAP is a state-funded food benefit program for certain noncitizens who would be eligible to participate in CalFresh if not for their immigration status (Welfare and Institutions Code, Section 18930 et. Seq). Assembly Bill (AB) 135 (Chapter 85, Statutes of 2021) and Senate Bill (SB) 187 (Chapter 50, Statutes of 2022) authorized an expansion of CFAP to allow all noncitizens age 55 years or older, including undocumented individuals, to participate in the program. The CDSS is responsible for implementation and oversight of CFAP and the CFAP expansion. The “Focused Population” for the CFAP expansion are noncitizens age 55 years or older who are ineligible for federally funded CalFresh (also known as the Supplemental Nutrition Assistance Program) benefits based solely on their immigration status.

2. Purpose

The purpose of this solicitation is for CDSS to receive proposals from qualified Proposers to award a contract to develop and conduct a statewide CFAP expansion application assistance outreach campaign, hereinafter referred to as the Outreach Plan in this proposal, that will serve newly eligible noncitizens. The objectives of the Outreach Plan are to enhance access to food assistance to potentially eligible participants by providing outreach and application assistance and using culturally competent messaging that is adapted to the geographical region served and verbally translated as deemed necessary to reach the Focused Population. “Culturally competent messaging,” for the purposes of this Agreement, is defined as effective communication with awareness, respect, and understanding of sociocultural factors to promote equity and the goal of improving access to CFAP food benefits.

3. Goals and Objectives

The goal of the California Food Assistance Program Application Assistance Outreach Campaign includes developing and conducting statewide outreach services to inform the newly eligible Focused Population of the CFAP benefit and opportunities to apply for and enroll in benefits.

Objective: Conduct Outreach Campaign: In consultation with CDSS, the outreach campaign must enhance access to food assistance through application assistance that is adapted to the geographical region served and verbally translated as deemed necessary to reach the Focused Population. Successful outreach efforts shall provide culturally competent messaging and application assistance to reduce misconceptions about CFAP participation and enable potentially eligible individuals to make informed decisions to participate in CFAP. The Outreach Campaign must address the following:

a. Increase the number of qualified CalFresh applications submitted to County Welfare Departments (CWDs) that are submitted on behalf of the applicant if the applicant identifies CFAP as the reason for the application.

b. Increase participation in CFAP by increasing the number of CalFresh applications submitted on behalf of a household that include CFAP participants and are approved by the CWD for benefits.

c. Increase retention in CFAP by assisting households that include CFAP participants to submit timely semi-annual reports (SAR 7) and Annual Recertification Applications.

d. Provide application assistance in all counties statewide, especially in areas with higher concentrations of the Focused Population.

e. Create strong partnerships with local CWDs:

(1) Understand the counties’ preferred method of application submission.

(2) Understand the minimum requirements necessary to submit a complete application.

2. Explore collaboration opportunities and work with state government agencies, CWDs, Community Based Organizations (CBOs), private non-profit organizations, and stakeholders that serve the Focused Population to provide better participant application experiences and results.

3. Educate people potentially eligible for the program about CFAP and address barriers to program participation including but not limited to:

a. Lack of knowledge of who is eligible for the program

b. Frustration with the application process, especially with the amount and type of information required by the household to apply for CFAP benefits

c. Misconceptions in immigrant communities such as:

(1) Fear of the public charge rule;

(2) Fear that applying for CFAP or receiving public benefits may jeopardize their ability to obtain lawful immigration status;

(3) Fear that participation may alert federal authorities to participant’s immigration status and presence; and

(4) Fear of losing future earnings by having to pay back the benefits they have received through the program.

d. Language barriers for all non-English languages, including those living in indigenous agricultural worker communities who speak indigenous languages.

e. Perceptions among seniors that they are taking benefits away from others or that they have less need or reason to enroll.

B. SCOPE OF WORK

See Exhibit A, entitled “Scope of Work” that is included in the Sample Standard Agreement, Exhibit 2.

C. MINIMUM QUALIFICATIONS FOR PROPOSERS

1. As of the final date for proposal submission, Proposer must have at least three (3) consecutive years of experience within the last five (5) years:

a. Researching, designing, developing, and implementing application assistance services within California;

b. Establishing strategies to address barriers to program participation;

c. Establishing strategies to increase rates of applications that are submitted and approved;

d. Developing and maintaining effective working relationships with various stakeholders; and

e. Performing data collection, evaluation of activities, and research and development of materials to build program awareness.

2. As of the final date for proposal submission, the Proposer must have at least three (3) years of experience within the last five (5) years of working with low-income individuals and/or the Focused Population of the CFAP Expansion, including immigrants and undocumented individuals, in community-based settings.

3. Proposer must provide evidence that it has at least one (1) California office, or prior to execution of the awarded agreement, will establish and maintain at least one California office, and will provide services through this location. All travel expensed must be charged on the premise that travel commences from the California office location. An office located in California is defined as a physical office space in a commercial building owned or leased by the vendor that is accessible to employees of the CDSS.

4. Proposer must be a legal business entity authorized to do business in the State of California. A business license from the city/county in which the Proposer's California-based office(s) are located shall be submitted with the proposal. All businesses based in unincorporated areas are required to submit signed proof of “exempted” business license status from the city or county, if applicable.

5. As applicable to private nonprofit organizations or private foundations, a Proposer’s organization must be registered with the California Secretary of State as verified by the Secretary of State’s website: http://www.sos.ca.gov/business/, or registered and in good standing in another State and qualified to conduct business in the State of California in compliance with the California Corporations Code Section 2105.

6. All non-governmental Proposers must submit a copy of their latest audit report from an independent certified public accountant. Any noted audit exception must be explained. This report cannot be more than 12 months old as of the final date for bid submission.

D. PROPOSAL REQUIREMENTS AND INFORMATION

1. Key Action Dates

Must submit questions in an email to:

Jessica.Sicard@dss.ca.gov

2. Agreement Term

The anticipated term of the resulting Agreement is September 1, 2024 or date of approval by the Department of General Services (DGS), whichever is later, through August 31, 2027. The date of contract approval by the State, however, shall be the governing factor as to the date of commencement. Should performance commence before the contract is approved, such services may be considered voluntary.

3. Subcontractors

a. Any subcontractor that the Proposer chooses to use in fulfilling the requirements of this RFP must also meet all the requisites of this RFP including the minimum qualifications and insurance requirements. Subcontractor may not perform more than 49% of the required services.

b. If Proposer proposes the use of a subcontractor, the Proposer must also submit a list of references, Attachment 4a, Subcontractor References, on behalf of each subcontractor.

c. Proposer must also submit a completed Attachment 9, DVBE Subcontractor Agreement, for each DVBE subcontractor identified in their Proposal. Only the Proposer shall fill out the DVBE Subcontractor Agreement and either mail, fax, or email the Agreement to the selected DVBE(s) for signature.

d. Proposer may not substitute any proposed subcontractor without advance written consent of the CDSS.

e. Nothing contained in the awarded Agreement or otherwise shall create any contractual relationship between CDSS and any subcontractors, and no subcontractor shall relieve the Contractor of its responsibilities and obligations hereunder. The Contactor agrees to be fully responsible to CDSS for the acts and omissions of its subcontractors and of persons either directly or indirectly employed by any of them as it is for the acts and omissions of persons directly employed by the Contractor. The Contractor’s obligation to pay its subcontractors is an independent obligation from the obligation of CDSS to make payments to the Contractor. As a result, CDSS shall have no obligation to pay or to enforce the payment of any moneys to any subcontractor.

4. Funding A maximum of $4,000,000.00 is anticipated to be available to obtain the services described in this RFP. Only one Agreement shall be awarded. The Proposer’s cost to perform services cannot exceed the maximum funding available for the Agreement per State Fiscal Year (FY).

a. $1,000,000.00 for FY 24/25 (September 1, 2024 – June 30, 2025)

b. $1,750,000.00 for FY 25/26 (July 1, 2025 – June 30, 2026)

c. $1,000,000.00 for FY 26/27 (July 1, 2026 – June 30, 2027)

d. $250,000.00 for FY 27/28 (July 1, 2027 – August 31, 2027) It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this Agreement shall be of no further force and effect. In this event, CDSS shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this Agreement and Contractor shall not be obligated to perform any provisions of this Agreement.

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

5. Proposer Questions

Questions related to this RFP shall be submitted by email to jessica.sicard@dss.ca.gov by March 21, 2024, 4:30 p.m. PT.

Include the following information in your inquiry:

a. Your name

b. Legal entity name of the Proposer

c. Phone number and email address.

d. A description of the subject or issue in question or discrepancy found.

e. RFP section, page number, or other information useful in identifying the specific problem or issue in question.

f. Remedy sought, if any.

All questions received by CDSS will be summarized and responded to. The summary and response document of all proposer questions submitted by the deadline will be posted to the Cal eProcure, California State Contracts Register as a document titled “Questions and Answers to RFP 24-3004” upon completion of responses by CDSS.

Proposers shall only contact the individual identified above and shall not contact other CDSS personnel for meetings, conferences, or technical discussion related to this RFP. No questions may be answered by other CDSS staff. If proposers are discovered to have contacted other CDSS personnel, CDSS may reject their proposal. Oral communications concerning this RFP shall not be binding on the State and shall in no way excuse the Proposer of any obligations set forth in the RFP.

6. Proposal Format

a. The Proposal should provide straightforward and concise descriptions of the Proposer’s ability to satisfy the requirements of the RFP. The Proposal must be complete and accurate. Omissions, inaccuracies, or misstatements may be cause for rejection of a proposal. Emphasis in the Proposal should be on completeness and clarity of content. The evaluation process will not provide credit for capabilities or advantages that are not clearly shown in the written Proposal.

b. The narrative portions of the proposal shall be formatted using one-inch margins at the top, bottom and both sides, a font size of Arial 12-point, double-spaced, with each page clearly and consecutively numbered.

c. Except for any required audits or financial statements or returns, Proposer shall not mark any portion of their Proposal response as “Confidential” or “Proprietary”. CDSS will disregard any such markings.

d. The Proposal must be submitted in the legal entity name of the Proposer. The Proposal must be signed by the Proposer, a corporate officer, or an authorized agent of the Proposer.

7. Proposal Content

This section specifies the order and content of each proposal.

a. Attachment 1, Required Attachment Checklist

b. Attachment 2, Minimum Qualifications Certification

Proposers must complete and return the Attachment 2, Proposal/Proposer Certification Sheet, certifying that the Proposer satisfies the Minimum Qualifications and requirements. Please include an explanation of how each applicable Minimum Qualification is met. This form must be signed by an individual who is authorized to bind the Proposer contractually. Failure to submit this form may cause the bid to be rejected.

c. Attachment 3, Proposal/Proposer Certification Sheet

d. Attachment 4, Proposer References

Proposer shall submit with the Proposal Attachment 4, Proposer References, which shall include a list of at least three business references that shall include current and/or former paying clients for whom Proposer has provided services similar to those described in this RFP within the last five years. References may be contacted by CDSS to validate the information provided by the Proposer to determine the client’s overall satisfaction with the services provided. Proposer is responsible for notifying their references that CDSS may contact them for reference and performance information. CDSS shall contact references during normal business hours, Monday through Friday, between the hours of 8:00 a.m. and 5:00 p.m. PT. If references cannot be reached, the Proposal may be deemed non-responsive and rejected. If references obtained are not favorable, the CDSS may reject the proposal.

e. Attachment 4.1, Subcontractor References (if applicable)

8. Body of Proposal

The following elements must be included in the Proposal narrative. Address all the required elements in the Proposal narrative. Page limitations are noted for certain sections; pages in excess of the stated page limitations will not be read.

a. Background and Experience – A narrative description describing the Proposer’s relevant background and experience is required. This narrative shall not exceed ten (10) typed, double-spaced pages in length with Arial 12-point font size. Pages in excess of ten (10) will not be read. This section shall include:

(1) Statements describing Proposer's knowledge and familiarity with Application Assistance.

(2) If applicable, explain any changes in business history (name change or ownership change, partnership arrangements) or organizational structure.

(3) Statements describing the Proposer's accomplishments in planning, designing, and conducting statewide Application Assistance activities.

(4) Statements describing any experience that demonstrates the Proposer’s ability to maintain effective working relationships with state government agencies, County Welfare Departments (CWD), CBOs, and stakeholders that serve immigrant communities, including undocumented individuals.

(5) Statements describing familiarity and knowledge of California’s federal- and state-funded nutrition programs.

(6) Statements describing the Proposer’s capacity to effectively manage the administration, resources, relationships, and deliverables statewide, as required by this RFP. Describe how the Proposer will manage accounting and invoicing to ensure program and fiscal integrity.

b. Methodology – This section of the Proposal shall contain a detailed, clearly written explanation of the methods and tasks that the Proposer will follow to perform the services required by this RFP. This narrative for all components shall not exceed twenty (20) typed, double-spaced pages in length with Arial 12-point font size. Pages in excess of twenty (20) shall not be read. The written explanation shall include the following for each component:

(1) Description of Methodology – describe in detail the methodology that the Proposer intends to follow in completing the services specified in Exhibit 2, Sample Agreement, Exhibit A, Scope of Work.

(a) The research and analysis methods used to determine where and how the CFAP expansion Focus Population can be reached, including the identification and development of culturally competent messaging and language access to the Focus Population.

(b) Detail creative approaches that will be utilized in the Application Assistance campaign design.

(c) Provide a detailed plan and description of the methods used to increase rates of Application Assistance activities such as CalFresh applications submitted, CalFresh applications approved, SAR 7 forms submitted, and CalFresh recertifications applications submitted.

(d) Provide a detailed description of the design and method in which Application Assistance trainings will be conducted.

c. Work Plan– Proposers shall submit a detailed proposed Work Plan utilizing Attachment 5, Work Plan Template which shall contain, for each component, a list of major activities, strategies, timelines, and tools which shall be used to perform the services required by this RFP. This Work Plan shall not exceed twenty (20) typed pages in length with Arial 12-point font size. Pages in excess of twenty (20) will not be read. The Work Plan should:

(1) Include specific tasks, activities, and functions that will be performed in the order they are likely to occur.

(2) Indicate who will have primary responsibility for performing each major task, activity, or function. If known, identify the name and position title of all key personnel, subcontractors, and/or consultants that will perform the work. If the responsible party is unknown or not yet identified, identify a staff position title or project name/title, and indicate “TBD,” which is the abbreviation for “to be determined.”

(3) Include a performance timeline that accurately reflects the submission and completion timelines outlined in the Exhibit 2, Sample Agreement, Exhibit A, Scope of Work, for each major task, activity, or function. Indicate the approximate beginning and ending month and year. If a task, activity, or function will only occur in one fiscal period or year, indicate the beginning and ending month and year. If desirable, in addition to start and end dates, proposers may use other terms such as start-up, on-going, continuous, take-over, turn-over, etc., to describe the performance timeline.

(4) The Work Plan demonstrates that coordination and collaboration efforts with CBOs and stakeholders is taking place to support capacity and infrastructure.

(5) The Work Plan includes the Focused Population and demonstrates the use of translation services and culturally appropriate materials and methods.

d. Organizational Structure and Personnel Resources – The content of this section should describe the relevance of the Proposer’s organizational capacity to carry-out the activities required by this RFP, the Proposer’s and any other key project staffs’ project management and experience related to deliverable completion, and the suitability of any proposed subcontractors. This section shall not exceed five (5) typed, double-spaced pages with Arial 12-point font size. Pages in excess of five (5) will not be read (this limitation shall not include resumes nor item f below). This section should include:

(1) Services and Activities: Provide a description of the nature of the Proposer's services and activities as it relates to the requirements of this RFP. Note when the Proposer, if a business, was established; its brief history; and its location(s). List the location(s) of the office(s) from which the primary work on the resulting Agreement would be performed. The proposer must give evidence that it has at least one California office, or will establish and maintain at least one California office, and will provide services through this location.

(2) Principal Investigator (PI): Identify one (1) individual on the Proposer’s team who will manage the project. Describe, including factual examples, the individual’s overall experience which pertain to the requirements of this RFP.

(3) Key Personnel: Specify the key personnel who will manage or conduct the work. Identify the role of each person who will serve on this project, their title, where the individual is headquartered and the percentage of the Proposer’s total effort that will be provided by the individual towards the project. “Key Personnel” are defined as people who will exercise a major administrative, policy, or consulting role on behalf of the Proposer.

“Key Personnel” include individuals who are responsible for completing or assisting with the completion of the deliverables described in Exhibit 2, Sample Agreement, Exhibit A, Scope of Work. Identify Key Personnel contact information with the name, work telephone number, and work email address. “Key Personnel” does not include clerical staff.

(4) Current resumes for the PI and key personnel: Include resumes describing education, experience, and expertise with pertinent information demonstrating qualifications for this RFP. If relevant, identify key personnel with experience and expertise in providing services as they relate to this RFP. If specific positions are not yet filled, please include job descriptions and qualifications for those positions desired. Resumes shall not exceed two (2) typed, double-spaced pages with Arial 12-point font size per resume.

(5) Subcontractors: Identify all contemplated subcontractors, including their names, business addresses, email addresses, work telephone numbers, qualifications, and resumes. Resumes shall not exceed two (2) typed double-spaced pages with Arial 12-point font size per resume. Discuss the necessity of using each subcontractor, the specific services they will provide, the method used to secure their services, the portions and monetary percentages of the work to be done by the subcontractors, and a description of how the subcontracted work will be controlled, monitored, and evaluated by the proposer. The CDSS considers the successful Proposer to be the sole point of contact for the resulting Agreement. However, all subcontractors must conform to all requirements of this RFP and must be approved by the CDSS, in writing, in advance. Entering into an Agreement with the State pursuant to the Proposal does not constitute written approval of the proposed subcontractor. Should the subcontractor’s participation include access, use or storage of personally identifiable information or protected health information, the subcontractor must meet the same requirements as the Contractor for access to the data described in the RFP.

(6) Organization Chart: Proposer must include an organization chart, showing the hierarchy of the key personnel involved. The chart must show the principal staff, Application Assistance staff, researchers and other key personnel of the proposer’s organization and all other subcontractors.

e. Budget – Proposers must complete the following budget document included as Attachments 6, 6.1, 6.2 and 6.3 to this RFP. The below forms must be completed and included as attachments to the submitted Proposal. The format shall not be altered.

(1) Attachment 6, Cost Proposal

(2) Attachment 6.1, Budget Summary

(3) Attachment 6.2, Personnel Budget

(4) Attachment 6.3, Budget Narrative Format and Instructions

All costs associated with the performance of the Scope of Work required in this RFP must be included in the formats provided. Proposers are encouraged to include costs for all anticipated travel costs in the formation of their proposal. Travel costs shall not exceed the rates established by the California Department of Human Resources (CalHR) for comparable classes (See https://www.calhr.ca.gov/employees/pages/travel-reimbursements.aspx).

9. Additional Documentation

At the State’s option prior to award, proposers may be required to submit additional written clarifying information. Failure to submit the requested written information as specified may be grounds for proposal rejection.

a. Declaration Forms

(1) Attachment 7, Bidder Declaration, GSPD-05-105

All proposers must complete the Attachment 7, Bidder Declaration GSPD-05-105, and include it with their proposal. If Proposer proposes the use of a subcontractor, Proposer must submit for each proposed subcontractor the required documentation, name(s) of people or firm(s), and specify the type of work the proposed subcontractor shall be performing. Proposers awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless the State agrees to a substitution and it is incorporated by amendment to the resulting Agreement.

(2) Attachment 8, STD 843 (Disabled Veteran Business Enterprise Declarations) (if applicable)

Proposers who have been certified by California as a DVBE (or who have obtained the participation of subcontractors certified by California as a DVBE) must also submit a completed Attachment 8, STD 843 (Disabled Veteran Business Enterprise Declaration). All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the form(s). Should the form not be included with this solicitation, contact the State contracting official or obtain a copy online from the Department of General Services, Procurement Division (DGS PD) website at: https://www.dgs.ca.gov/PD/Forms. The completed form should be included with the Proposal response.

b. Attachment 9, DVBE Subcontractor Agreement (if applicable)

Proposer shall submit a completed Attachment 9, DVBE Subcontractor Agreement for each DVBE subcontractor identified in their proposal. Only the Proposer shall fill out this Agreement and either mail, fax or email the Agreement to the selected DVBE(s) for signature. Failure to submit the DVBE Subcontractor Agreement included in this solicitation for each DVBE subcontractor identified may render a proposal non-responsive. Each DVBE Subcontractor Agreement shall include: the term of intended subcontract with the DVBE, anticipated dates the DVBE will perform required work, rate and conditions of payment, the percentage of the entire Agreement that will be awarded to the DVBE, and the description of services and/or goods to be performed/supplied by the DVBE subcontractor. If further verifications are necessary, the State will obtain additional information to verify the above requirements. Should the form not be included with the solicitation, contact the State contracting official or obtain a copy online from the DGS PD website at: https://www.dgs.ca.gov/PD/Forms. The completed form shall be included with the Proposal.

In accordance to SB 999.7, effective January 1, 2021, the Department shall withhold $10,000, or the full payment if it is less than $10,000 from the final payment on a contract until that certification is received by the awarding department within 60 calendar days after the expiration date of the agreement. If the Contractor fails to meet those certification requirements, the Contractor may be granted 15 to 30 calendar days to cure the defect. If the Contractor does not comply with the requirement, the awarding department shall permanently deduct $10,000 from the final payment, or the full payment if it is less than $10,000 from a contract with the Contractor who does comply with those requirements within the specified period.

c. Attachment 10, Darfur Contracting Act Certification

All proposers must address the requirements of the Darfur Contracting Act of 2008, for the reason described in Public Contract Code section 10475-10481. Any scrutinized companies are ineligible to, and cannot, bid on or submit a proposal for an agreement with a State agency for goods or services. A scrutinized company is defined in Public Contract Code section 10476. However, a bid/proposal may be submitted by scrutinized companies if permission is obtained first from the Department of General Services according to the criteria set forth in Public Contract Code section 10477(b).

d. Attachment 11, Commercially Useful Function Evaluation Form

The Department of General Services (DGS), Procurement Division (PD), is the entity responsible for statewide implementation of Small Business/DVBE program regulations resulting from legislative mandates passed into law. Under Government Code and Military and Veterans Code any California certified Small (SB), Micro (MB) or Disabled Veteran Business Enterprise (DVBE) Suppliers doing business with the State must perform a Commercially Useful Function (CUF). Subsequently, each Department’s buyer is held responsible for its CUF compliance procedures and evaluation of a proposer’s activities in response to Department solicitations. This applies to Suppliers responding to the Department’s solicitations whether prime or subcontractor. CUF must be established prior to making final Agreement or purchase order award.

All SB and/or DVBE proposers, or those with SB and/or DVBE subcontractors, must include the completed Attachment 11, Commercially Useful Function Evaluation Form, with their submittal.

e. Attachment 12, California Civil Rights Law Certification

Prior to bidding on, submitting a proposal or executing an agreement or renewal for a State of California agreement over $100,000 on or after January 1, 2017, the bidder or proposer must certify compliance with the Unruh Civil Rights Act (Section 51 of the Civil Code) and the Fair Employment and Housing Act (Section 12960 of the Government Code); and if a Contractor has an internal policy against a sovereign nation or peoples recognized by the United States government, the Contractor certifies that such policies are not used in violation of the Unruh Civil Rights Act (Section 51 of the Civil Code) or the Fair Employment and Housing Act (Section 12960 of the Government Code).

f. Tax Delinquencies Contract Ban

Public Contract Code section 10295.4 provides that a State agency shall not enter into any contract for goods or services with a Contractor whose name appears on either list of the 500 largest tax delinquencies pursuant to Section 7063 or 19195 of the Revenue and Taxation Code. This section applies to contracts executed on or after July 1, 2012. The Franchise Tax Board (FTB) and California Department of Tax and Fee Administration (CDTFA) will post and periodically update lists of the 500 largest tax delinquencies on their websites as required by law. Starting July 1, 2012, prior to executing contracts, State agencies must check the FTB and CDTFA lists to ensure the proposed awardee/vendor is not on either list.

g. Attachment 13, Iran Contracting Act Verification Form

All proposers must address and certify compliance with the requirements of Attachment 11, Iran Contract Act Verification Form prior to bidding on, submitting a proposal or executing an Agreement or renewal for a State of California agreement for goods or services of $1,000,000 or more, a vendor must either: a) certify it is not on the current list of persons engaged in investment activities in Iran created by the California Department of General Services (DGS) pursuant to Public Contract Code section 2203(b) and is not a financial institution extending twenty million dollars ($20,000,000) or more in credit to another person, for 45 days or more, if that other person will use the credit to provide goods or services in the energy sector in Iran and is identified on the current list of persons engaged in investment activities in Iran created by DGS; or b) demonstrate it has been exempted from the certification requirement for that solicitation or contract pursuant to Public Contract Code section 2203(c) or (d).

h. Attachment 14, Contractor Certification Clause (CCC 04/2017)

Bidder must submit with the proposal, a completed Attachment 14, Contractor Certification Clauses, CCC 04/2017, signed by an authorized individual to legally bind the Proposer to the clauses listed within the certification.

i. Attachment 15, STD 204, Payee Data Record

Proposers must complete and return Attachment 15, STD 204, Payee Data Record to indicate the full business name as it should be reflected on the proposed contract (if awarded). If the Proposers is using a Doing Business As (DBA) name, this name should also be reflected on the Attachment 15, STD 204 form. This form must be signed by an individual who is authorized to sign the Attachment 15, STD 204 on behalf of the Proposer.

j. Target Area Contract Preference Act (TACPA)

(1) This RFP provides for the optional TACPA preference. Proposers are not required to apply for this preference. Denial of the TACPA preference request is not a basis for rejection of the proposal/offer.

(2) The TACPA workplace and workforce preferences will be evaluated for this RFP. California based companies seeking TACPA preferences must complete and submit Attachment 16, STD 830, Target Area Contract Preference Act and Attachment 17, DGS PD 526, Bidder’s Summary of Contract Activities and Labor Hours preference request forms with the bid/offer. The following webpage contains required preference request forms and an interactive map to determine if a business is located within a TACPA qualified zone: https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Request-a-Target-Area-Contract-Preference.

(3) By submitting TACPA forms, a proposer given a TACPA preference agrees to the TACPA contract provisions required by Government Code section 4535 and provided in section 1896.40 of Title 2 of the California Code of Regulations (CCR) in addition to requirements specified on the TACPA form, Attachment 16, STD 830.

(4) If a proposer has submitted the completed TACPA request forms, Attachment 16, STD 830 and Attachment 17, DGS PD 526 with its proposal, and all RFP requirements are met, a preference of up to five percent (5%) may be added to the responsive responsible proposer’s score for this RFP.

k. Proof of Corporate Status: If Proposer is a corporation, submit a copy of firm’s most current Certificate of Status issued by the State of California, Office of Secretary of State. Submit an explanation if this documentation cannot be submitted. Do not submit copies of Bylaws or Articles of Incorporation.

l. Proof of Nonprofit Status: If Proposer is a nonprofit organization, submit a copy of an IRS determination letter indicating nonprofit 501(c)(3) tax exempt status. Submit an explanation if this documentation cannot be submitted.

10. Submission of Proposal

a. All proposals shall be electronically submitted and received by CDSS by the date and time shown in Section D, Proposal Requirements and Information, Item 1, Key Action Dates. Proposals received after this date and time will not be considered.

b. An electronic copy that contains a complete Portable Documents Format (PDF) of the proposal must be submitted to Jessica Sicard at Jessica.Sicard@dss.ca.gov, prior to the proposal submission deadline. The subject line shall contain the following naming convention: RFP 24-3004, California Food Assistance Program Application Assistance Outreach Campaign. If the size of the submitted files are too large to be sent in one email, multiple emails may be sent from the same Proposer’s email. CDSS cannot be held liable for emails not received due to file size exceeding email capabilities.

(1) LATE SUBMISSIONS, IN WHOLE OR IN PART, WILL NOT BE ACCEPTED FOR ANY REASON.

(2) Proposals submitted to any other email address will not be accepted.

(3) If the proposal is made under a fictitious name or business title, the actual legal name of the Proposer must be provided.

(4) Proposals not submitted in accordance with the instructions and marked as indicated may be rejected.

c. All proposals shall include the documents identified in Attachment 1, Required Attachment Checklist. Proposals not including the proper “required attachments” shall be deemed non-responsive. A non-responsive proposal is one that does not meet the basic proposal requirements.

d. Proposals must be submitted for the performance of all the services described herein. Any deviation from the work specifications will not be considered and will cause a proposal to be rejected.

e. 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. CDSS may reject any or all proposals and may waive an immaterial deviation in a proposal. CDSS’ waiver of an immaterial deviation shall in no way modify the RFP document or excuse the proposer from full compliance with all requirements if awarded the Agreement.

f. 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 the State of California.

g. An individual who is authorized to bind the proposing firm contractually shall sign Attachment 3, Proposal/Proposer Certification Sheet. The signature must indicate the title or position that the individual holds in the firm. An unsigned proposal may be rejected.

h. 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 as set forth in the Key Action Dates. Proposal modifications offered in any other manner, oral or written, will not be considered.

i. A Proposer may withdraw its proposal by submitting a written withdrawal request to CDSS, signed by the Proposer or an authorized agent. 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.

j. CDSS may modify the RFP prior to the date fixed for submission of proposals by the issuance of an addendum posted on the Cal eProcure event.

k. CDSS reserves the right to reject all proposals. CDSS is not required to award an agreement.

l. Before submitting a response to this solicitation, Proposers should review, correct all errors and confirm compliance with the RFP requirements.

m. Where applicable, Proposer should carefully examine work sites and specifications. No additions or increases to the Agreement amount will be made due to lack of careful examination or work sites and specifications.

n. More than one proposal from an individual, firm, partnership, corporation or association under the same or different names will not be considered.

o. The State does not accept alternate agreement language from a prospective Contractor. A proposal with such language will be considered a counter proposal and will be rejected. The State’s General Terms and Conditions (GTC) are not negotiable.

p. No oral understanding or agreement shall be binding on either party.

q. CDSS reserves the right to use any and all ideas or concepts in any proposal submitted and/or selected for the award of the Agreement.

r. News releases pertaining to this RFP and its award shall not be made without prior approval of CDSS.

9. Evaluation Process

a. A multiple stage evaluation process will be used to review and/or score proposals. A responsive proposal is one which meets or exceeds the requirements stated in this RFP. CDSS may reject any proposal that is found to be non-responsive at any stage of evaluation.

b. At the time of proposal opening, each proposal will be checked for the presence or absence of required information in conformance with the submission requirements of this RFP.

c. Proposals that contain false or misleading statements, or which provide references, which do not support an attribute or condition claimed by the Proposer, may be rejected.

d. Proposal Evaluation

The Proposals will be evaluated and scored according to the criteria indicated below. The maximum points possible are 100 (excluding points for socioeconomic incentives or preferences).

Each section of the core application narrative will be assigned a score using the scoring rubric, which summarizes the required element of the application narrative.

Rating Category/Scoring Criteria (100 Points)

(1) Adequacy of Background and Experience (20 points) – A narrative description is required of the Proposer’s relevant background and experience.

(a) Proposer demonstrates knowledge and familiarity with Application Assistance. (4 points)

(b) Proposer explains any changes in business history (name change or ownership change, partnership arrangements) or organizational structure. (2 points)

(c) Proposer describes experience in planning, designing, and conducting statewide Application Assistance activities. (4 points)

(d) Proposer describes any experience that demonstrates the Proposer’s ability to maintain effective working relationships with state government agencies, CWDs, CBOs, and stakeholders that serve immigrant communities, including undocumented individuals. Proposer demonstrates capacity to effectively manage the administration, resources, relationships, and deliverables statewide, as required by this RFP. (4 points)

(e) Proposer demonstrates familiarity and knowledge of California’s federally and state-funded nutrition programs. (2 points)

(f) Statements describing the Proposer’s capacity to effectively manage the administration, resources, relationships, and deliverables statewide, as required by this RFP. Describe how the Proposer will manage accounting and invoicing to ensure program and fiscal integrity. (4 points)

Scoring Rubric

and will require significant resources. The Proposer does not demonstrate strong knowledge and skills.

categories and does not demonstrate the knowledge and skills required in this RFP.

(2) Methodology (20 points) – A detailed description of the methods…