RFP_24C063000_CHP_CALIFORNIA_MOTORCYCLIST_SAFETY_PROGRAM.pdf

DEPARTMENT OF CALIFORNIA HIGHWAY PATROL

May 09, 2024 Page 1 of 1

ADDENDUM NUMBER 1

TO

REQUEST FOR PROPOSAL(RFP) - NUMBER 24C063000

CALIFORNIA MOTORCYCLIST SAFETY PROGRAM (CMSP)

CALIFORNIA HIGHWAY PATROL

SPECIAL PROJECT SECTION

Addendum #1 changes the RFP information below.

Section L, Item 1 (page 16 & 17) is revised to reflect the DVBE incentive language.

Section L, item 1 (page 16 & 17) is replaced in its entirety and is attached.

A COPY OF THIS ADDENDUM, WITH REVISED RFP PAGES 16 & 17, MUST BE INCLUDED WITH

YOUR RFP. FAILURE TO DO SO MAY RENDER YOUR BID NON-RESPONSIVE.

If you have any questions, contact Sri Krishnamurthy at sridharan.krishnamurthy@chp.ca.gov.

mailto:sridharan.krishnamurthy@chp.ca.gov

REQUEST FOR PROPOSALS

NUMBER 24C063000

CALIFORNIA MOTORCYCLIST

SAFETY PROGRAM

May 02, 2024 State of California Department of California Highway Patrol Administrative Services Division

State of California—Transportation Agency GAVIN NEWSOM, Governor

DEPARTMENT OF CALIFORNIA HIGHWAY PATROL

Business Services Section, Contract Services Unit P.O. Box 942898 Sacramento, CA 94298-0001

(916) 843-3610

(800) 735-2929 (TT/TDD)

(800) 735-2922 (Voice)

Safety, Service, and Security An Internationally Accredited Agency

May 02, 2024

File No.: 076.24C063000

REQUEST FOR PROPOSALS (RFP) - SECONDARY METHOD

Notice to Prospective Proposers

The Department of California Highway Patrol (CHP) invites prospective proposers to review and respond to the attached Request for Proposal (RFP) Number 24C063000 entitled, “CHP – California Motorcycle Safety Program” for the CHP Special Projects Section (SPS). This RFP Secondary Method will be awarded on a highest-scored approach consisting of (a) an evaluation of a written proposal and (b) cost proposal as described below in Section H point 1, “Evaluation and Award.” When preparing and submitting a proposal, compliance with the instructions found herein is imperative. The required services are delineated in EXHIBIT A – SCOPE OF WORK in the attached Sample Agreement #24C063000.

All Agreements entered into with the State of California will include, by reference, General Terms and Conditions (GTC) that may be viewed and downloaded at this 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 of these items can be obtained by contacting the person signing this letter.

If a discrepancy occurs between the information in the advertisement appearing on the Department of General Services, California State Contracts Register (CSCR) on the Cal eProcure website:

www.caleprocure.ca.gov., and the information herein, the information in this notice and in the attached RFP shall take precedence.

It is the bidder’s responsibility to monitor the website for any changes or updates. proposers are advised to register at the website: www.caleprocure.ca.gov to receive notification in-reference to any changes or updates to this solicitation, and to receive notification of other bidding opportunities with the State of California.

1. Executive Order N-6-22 – Russia Sanctions

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) 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 Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language http://www.caleprocure.ca.gov/ http://www.caleprocure.ca.gov/

Safety, Service, and Security An Internationally Accredited Agency

Page ii 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.

2. Generative Artificial Intelligence (GenAI) (See Attachment 17)

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

Bidders/Offerors must notify the State in writing if their solution or service includes, or makes available, any GenAI technology, including GenAI from third parties or subcontractors.

The State has developed a GenAI Disclosure & Factsheet to be completed by the Bidder/Offeror. Failure to disclose GenAI to the State and submit the GenAI Disclosure & Factsheet will result in disqualification of the Bidder/Offeror and may void any resulting contract.

The State reserves its right to seek any and all relief it may be entitled to as a result of such non-disclosure. Upon receipt of a Bidder/Offeror GenAI Disclosure & Factsheet the state reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the state.

3. Proposal Due Date

Regardless of postmark or method of delivery, the Department of California Highway Patrol, Business Services Section, Contract Services Unit must receive proposals no later than the time and date found in the Section B of the attached RFP, entitled “Time Schedule.” Refer to the attached RFP for detailed submission requirements.

4. Disabled Veteran Business Enterprise (DVBE) Participation Requirements

California Law requires Disabled Veteran Business Enterprise (DVBE) participation; however, the DVBE participation requirement has been waived by CHP for this Request for Proposal. Bidders who opt to utilize DVBE participation are eligible to receive DVBE incentive. For more information regarding this option, see section L of the RFP entitled “Preference and Incentive Programs.”

5. Funding Limit

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 the Legislature, which may affect the provisions, terms, or funding of the agreement in any manner. If full funding does not become available, CHP will either cancel the resulting agreement or amend it to reflect reduced funding and reduced activities.

6. Proposer Questions

In the opinion of the CHP, this Request for Proposal is complete and without need of explanation.

However, if questions arise or there is a need to obtain clarifying information, proposers shall

Prospective Proposers submit questions in accordance with the instructions in Section E of the RFP entitled “Proposer Questions.”

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

Thank you for your interest in the service needs of the Department of California Highway Patrol.

Sincerely, Sri Krishnamurthy Associate Contract Analyst

Enclosures

CHP Special Projects Section California Motorcyclist Safety Program RFP #24C063000

Page I

TABLE OF CONTENTS

A. Purpose and Description of Services

B. Time Schedule

C. Agreement Term

D. Joint Proposals/Joint Ventures

E. Proposer Questions

1. What to include in an inquiry

2. Question deadline

3. Verbal questions

4. Scope of Work

F. Reasonable Accommodations

G. Qualification Requirements

1. Minimum Industry Qualifications for Proposers

2. General Proposal Requirements and Information

3. Definitions and Terms

H. General Instructions

1. Evaluation and Award

a. Evaluation Criteria for High Value Technical Points

b. Calculation for High Value Cost Points

c. Preference/Incentive Participation Points

2. Budgeted Funds

3. Proposer’s Costs

4. Cost Detail Format and Requirements

I. RFP Format, Content, and Submission Requirements

1. Submission Instructions

2. Work Plan

3. Proposal Format Requirements

4. Proposer Warning

5. Proposals are Public Records

J. Award and Protest

1. Settlement of Tie Bids

2. Intent to Award

3. Protest Procedures

K. Disposition of Proposal

L. Preference and Incentive Program Information

Page II

1. Disabled Veteran Business Enterprise (DVBE) Program Requirements, Commercially Useful Function (CUF) Certification, and DVBE Incentive

2. Small/Micro Business (SB) Preference (preference not to exceed five percent (5%) . 17

3. Non-Small Business/Sub-contractor Preference (preference not to exceed five percent (5%)

4. Nonprofit Veteran Service Agency Small Business Preference (NVSA)

5. Other Preference Programs – Target Area Contract Preference Act (TACPA)

6. Applying Preference and Incentives

7. Additional Information Regarding Commercially Useful Function (CUF)

8. Adherence to the DVBE requirements:

M. Agreement Terms and Conditions

1. Resolution of differences between RFP and agreement language

2. Jurisdiction

Page iii

Required Attachments

Attachments 1-16 are required unless marked “if applicable.”

Attachment 1 Required Attachment Checklist and Proposer Certification Sheet

Attachment 2 Non-Small Business Subcontractor Preference Request and Small/Micro Business Subcontractor/Supplier Acknowledgement Form (Attachment 3A), if applicable.

Attachment 2A Non-Small Business Subcontractor Preference Request Attachment 3 California Disabled Veteran Business Enterprise (DVBE) Program.

Attachment 3A STD 843, Disabled Veteran Business Enterprise Declarations

Attachment 4 GSPD-05-105, Proposer Declaration

Attachment 5 Client References

Attachment 6 CCC 4/2017 – Contractor Certification Clauses

Attachment 7 CHP 116 – Darfur Contracting Act

Attachment 8 STD.204, Payee Data Record

Attachment 8A STD. 205 Payee Data Record Supplement

Attachment 9 Required CHP 78V, Conflict of Interest & Confidentiality Statement – Vendor

Attachment 10 California Civil Rights Laws Certification

Attachment 11 Commercially Useful Function (CUF)

Attachment 12 TACPA – Submit Attachment 12 if applicable

Attachment 13 Iran Contracting Act

Attachment 14 Proposer’s Workplan

Attachment 15 Proposer’s Escalation Process

Attachment 16 Proposers Cost Worksheet Attachment 17 GenAI Disclosure & Factsheet

Page iv

Proposed Agreement Forms/Exhibits

Form/Exhibit Title Form/Exhibit Name

STD 213 Standard Agreement

Exhibit A Scope of Work Exhibit B Budget Detail and Payment Provisions

Exhibit C General Terms and Conditions (GTC 04/2017). View or download at this Internet site: https://www.dgs.ca.gov/OLS/Resources/Page- Content/Office-of-Legal-Services-Resources-List-Folder/Standard- Contract-Language

Exhibit D Special Terms and Conditions

Exhibit E Insurance Requirements

Exhibit F Intellectual Property

Attachment 1 Final Report – Contractor will complete this form at the end of the Agreement and submit to CHP https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language

The California Highway Patrol (CHP) has issued this Request for Proposal (RFP) to obtain proposals for the development and implementation of a recruitment marketing campaign and advertising services. This project will involve the efforts of a professional contractor that can assist in the creation and development of cutting edge and cost-effective advertising activities in support of the CHP’s overall mission and the mission of the Special Project Section (SPS) – Motorcycle Safety Unit to educate, increase awareness and recognition of the problem and accordingly reduce injuries and fatalities from motorcycle involved collisions.

A. Purpose and Description of Services

The Purpose of this RFP is to solicit proposals from vendors with the resources, experience, and abilities to provide an array of cost-effective communication services for the CHP Special Projects Section’s Advertising and Marketing activities, including the development of successful SPS campaigns that reach California’s geographic and demographic diversity. Services shall include the ability to issue information, influence attitudes and create awareness and understanding of Motorcycle Safety incidents. The Proposer understands and acknowledges that this RFP is for CHP’s advertising needs for the SPS, and that CHP may contract for other advertising needs on behalf of other CHP offices and/or other projects.

a. Background

The mission of the CHP is to provide the highest level of safety, service, and security to the people of California. This is accomplished through five departmental goals:

• Protect life and property – We make California a great place to live, work, and travel by reducing fatalities, injuries, and crime.

• Provide superior service to the public and assistance to allied agencies – We are committed to providing first class customer service.

• Enhance public trust through community outreach and partnerships – We model the Department’s Professional and Organizational Values in every interaction.

• Invest in our people – We develop and support our workforce to sustain a world-class organization.

• Identify and respond to evolving law enforcement needs – We demonstrate leadership by addressing emerging trends.

To further assist SPS with accomplishing its mission by publicizing and educating the public on the California Motorcyclist Safety Program (CMSP).

b. Goals

The end goals of this campaign shall be to increase the public’s awareness of the Department’s California Motorcyclist Safety Program and to promote overall motorcycle safety to decrease fatal injury from motorcycle involved collisions in the state. The intention should be to engage and educate the public and encourage them to alternate behaviors and solutions, utilizing a strategic cost-effective mix of delivery systems and messaging. Such strategies should access videos and information, as well as standard advertising.

B. Time Schedule

Listed below are key action dates and times by which actions shall be taken or completed.

Proposers failing to comply with dates and timers listed below shall be disqualified from the bidding process. Please note that all dates and times require compliance. No extensions of time shall be allowed. If CHP finds it necessary to change any date or time, notification shall be by written addendum posted to Cal eProcure at https://www.caleprocure.ca.gov/pages/index.aspx.

Event Date (Time if applicable)

RFP Released May 02, 2024

Proposers’ Questions Due Date May 14, 2024 at 04:00 p.m.

Questions and Answer Summary (Posted on Cal eProcure website by) May 17, 2024

RFP Submission Due Date May 24, 2024 by 4:00 p.m.

Notice of Intent to Award (on or near) May 31, 2024

Award Date (on or near) June 07, 2024

Proposed Start Date of Agreement July 1, 2024 or Upon Approval by the Department of General Services, Whichever is Later

C. Agreement Term

The term of the resulting agreement is anticipated to be effective from July 1, 2024 (or upon approval by the Department of General Services, whichever is later), through June 30, 2027. The term of the Agreement may change if CHP makes an award earlier than expected or if CHP cannot execute the agreement in a timely manner due to unforeseen delays. CHP reserves the right to extend the term of the resulting agreement as necessary to complete or continue the services. Agreement extensions are subject to satisfactory performance funding availability, and approval by the Department of General Services (DGS) if applicable.

The resulting Agreement will be of no force or effect until it is signed by both parties and approved by DGS, if required. Proposer is hereby advised not to commence performance until all approvals have been obtained. If performance commences before all approvals are obtained, said services may be considered to have been volunteered.

As a condition of submission, each proposer’s proposal constitutes an unconditional offer to the CHP and is irrevocable for 90 days from the date submissions are due.

D. Joint Proposals/Joint Ventures

The CHP will accept joint proposals in response to this RFP. A joint proposal (which is defined as two or more independent agencies offering one proposal) that results in the award of an agreement that will be deemed one indivisible agreement. Each proposer will be jointly and severally liable for the performance of the entire agreement.

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

The joint agencies must designate in their proposal a single person authorized to represent the joint ventures in all matters relating to the agreement. If a joint proposal is being submitted, at least one of the independent agencies must meet the Minimum Proposer Qualifications listed in Section G, Qualification Requirements, of this RFP and complete all required attachments listed in Attachment 1. All entities participating in the joint proposal must be registered with the Secretary of State to do business in California.

E. Proposer Questions

Proposers shall immediately notify CHP if clarification is needed regarding the services sought or questions arise about the RFP and/or its accompanying materials, instructions, or requirements. Proposers shall submit questions by e-mail to Sri Krishnamurthy at sridharan.krishnamurthy@chp.ca.gov. To ensure a response and inclusion in the Questions & Answers (Q&A) document, questions must be received by the scheduled date in Section B, Time Schedule. Following the question submission deadline, the CHP will post a summary response of the questions and answers to be viewed on the original RFP on the https://www.caleprocure.ca.gov/pages/index.aspx titled “Questions and Answers to RFP 24C063000.” CHP reserves the right to contact an inquirer to seek clarification of any inquiry received and/or to consolidate questions if multiple similar questions are received.

Proposers who fail to report a known or suspected problem with this RFP and/or any accompanying materials or fail to seek clarification and/or correction of this RFP and/or any accompanying materials shall submit a proposal at their own risk. In addition, if awarded the agreement, the successful Proposer shall not be entitled to additional compensation for any additional work caused by such problem, including any ambiguity, conflict, discrepancy, omission, or error.

1. What to include in an inquiry

a. Inquirer’s name, name of firm submitting the inquiry, mailing address, email address, area code and telephone number, and fax number.

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

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

d. Remedy sought, if any.

2. Question deadline

Submit written questions and inquiries no later than the date and time stated in Section B of this RFP, entitled “Time Schedule.”

CHP will accept questions or inquiries about the following issues up to the bid’s due date:

a. DVBE participation requirements.

b. How to complete DVBE attachments.

c. The reporting of RFP errors or irregularities.

mailto:sridharan.krishnamurthy@chp.ca.gov

3. Verbal questions CHP reserves the right not to accept or respond to verbal questions and inquiries.

Spontaneous verbal remarks provided in response to verbal inquiries are unofficial and are not binding on CHP unless later confirmed in writing. Any additional requirements shall be issued in the form of an addendum to all potential proposers.

Direct all verbal requests for DVBE assistance to CHP, SB/DVBE Advocate at (916) 843-3616 up to the bid’s due date.

4. Scope of Work

Please refer to Exhibit A entitled “Scope of Work”, which is included in the Proposed Agreement Forms/Exhibits section of this RFP. Exhibit A contains a detailed description of the services and work to be performed as a result of this RFP

F. Reasonable Accommodations

For individuals with disabilities, CHP will provide assistive services such as reading or writing assistance, and conversion of the RFP, questions/answers, RFP addenda, or other administrative notices into Braille, large print, audiocassette, or computer disk. To request copies of written materials in an alternate format, please call the number below to arrange for reasonable accommodations.

Sri Krishnamurthy Business Services Section, Contract Services Unit Telephone number (916) 843-3641 (TTY) - California Relay telephone number 1-800-735-2929

NOTE: The range of assistive services available may be limited if requestors cannot allow ten (10) or more state working days prior to date the alternate format material is needed.

G. Qualification Requirements

This procurement is open to all proposers or entities that, by the time of the proposal submission deadline, operate a full-service communications marketing and advertising firm, have significant experience (via the business or key employees) developing and managing statewide campaigns for government entities, are experienced in advertising campaign budgeting and management, meet the requirements specified herein, and are capable of meeting CHP’s needs. Proposers must be licensed to do business in the State of California.

Since the method of payment in the resulting contract will be payment in arrears for work completed, Proposers must have sufficient financial resources to perform services and withstand reimbursement processing for upwards of ninety (90) days.

Qualification Requirements are composed of the documents listed in Attachment 1 and the documents required by all attachments listed therein. The Proposer must meet and document both the minimum industry qualifications for proposers (Section 1, below) and those listed in Section 2, “General Proposal Requirements and Information.” (Section 2, below). The Proposer shall document these qualification requirements.

1. Minimum Industry Qualifications for Proposers

The minimum industry qualifications for proposers are as follows.

a. Three (3) years of experience in advertising and marketing for government clients.

b. Three (3) years of experience in advertising, documenting experience in digital marketing methods including the responsibility for analysis, design, development, testing, implementation and deployment of advertising services.

c. That the Proposer submit resumes for two (2) of the Proposer’s account team principals (Project Manager and Budget Manager), that have at least five (5) or more years of relevant experience. (Refer to ATTACHMENT 14, Proposer’s Workplan, Page 1, item 2.A.XI)

2. General Proposal Requirements and Information

a. General Proposal Requirements

Failure to meet the following requirements by the RFP’s due date will be grounds for CHP to deem a Proposer non-responsive. In submitting a proposal each Proposer must certify that it possesses the following qualification requirements. General Proposal Requirements are specified below.

1) That Proposer and all subcontractors be legal business entities licensed to do business in California;

2) That proposer has an existing office in California and maintain it for the

Agreement’s duration;

3) License/Permits - Provide any business or advertising license that your company holds.

4) That Proposer provide all specified required attachments and meet the requirements specified within this RFP.

5) Proposers must be able to perform all services as described in Exhibit A entitled “Scope of Work” that is included in the Proposed Agreement Forms/Exhibits section of this RFP. Exhibit A contains a detailed description of the services and work to be performed as a result of this RFP.

6) Proposers must certify their willingness to comply with all terms and conditions addressed in Section M of this RFP, entitled “Agreement Terms and Conditions,” including those terms in the referenced exhibits.

7) (Corporations) Corporations must certify they are in good standing and qualified to conduct business in California.

8) (Nonprofit Organizations) Non-profit organizations must certify they are eligible to claim nonprofit status.

9) Proposers must have a past record of sound business integrity and history of being responsive to past contractual obligations.

10) Before agreement execution, the awarded proposer must supply proof of liability insurance that meets the requirements in Exhibit E, entitled “Insurance Requirements” that is included in the Proposed Agreement Forms/Exhibits section of this RFP.

11) The awarded proposer and all personnel who are assigned to the contract will be subject to a driver license and fingerprint check before access to a CHP facility is authorized. Upon award of a bid, CHP, Business Services Section, Contract Services Unit, will initiate a “Letter of Intent to Award” to the prospective Contractor. Contractor will use the letter to report to CHP facility within three (3) business days to initiate the clearance process. The driver license checks and fingerprint check through the California Criminal History Information System and Federal Bureau of Investigation will be completed at that time. Upon the initial driver license check returning clear and the receipt of a fully approved contract, services may commence. An adverse finding under the fingerprint check, may at the sole discretion of CHP, result in a requirement for personnel replacement or cancellation of the contract

3. Definitions and Terms

a. CHP has established certain requirements with respect to proposals to be submitted by prospective proposers. The use of “shall”, “must”, “mandatory” or “required” in the RFP must be followed unless exempt by law or granted exemption by the Department of General Services.

b. The word “should” in the RFP indicates desirable attributes of conditions but are non-mandatory in nature. Deviation from, or omission of, such a desirable feature, even if material, will not in itself cause rejection of the proposal. The word “may” is a policy or procedure guideline presented as helpful aids, and if not, material may be waived by the Office.

c. “Department” and “CHP” refers to the California Highway Patrol.

d. “Proposer(s)” refers to contractors responding to this RFP.

e. “Material Deviations” means a deviation from a requirement is material if the deficient response is not in substantial accord with the RFP requirements, provides an advantage to one proposer over other proposers, or has a potentially significant effect on the delivery, quantity or quality of items proposed, amount paid to the vendor or on the cost to the Department. Material deviations cannot be waived.

f. Please refer to sample Agreement’s scope of work (Exhibit A) for other services that are sought, such as directing and repurposing videos.

H. General Instructions

1. Evaluation and Award The competitive bidding process being used for this procurement of services is known as the Request for Proposal - Secondary. All proposals received shall be reviewed to determine those that meet the format requirements and the standards specified in the Request for Proposal. 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. 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.

Proposals will be reviewed by CHP’s Contract Services Unit for compliance with the requirements of Attachment 1, “Required Attachment Checklist and Proposer Certification Sheet”, including all submittals specified in Attachment 1 and all documents specified in attachments therein. Each respondent must establish its ability to meet each stated requirement.

Failure to submit the information listed in Attachment 1 and attachments therein, may, at the sole discretion of the CHP, result in the disqualification of the proposal. If all Proposers fail to submit one or more of the required submittals, the CHP reserves the right to continue evaluating the proposals.

It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code.”

a. Evaluation Criteria for High Value Technical Points

Upon determination that the proposal is responsive and responsible, proposals that included all required Attachments will be evaluated by the CHP’s evaluation team of technical Subject Matter Experts (SMEs). The Technical Evaluation Committee will evaluate and score the proposals according to the criteria stated in the table titled “Technical Evaluation Criteria and Points”, on the following page #8. Each component will be scored according to the degree of responsiveness and documentation that evaluators determine to be present in the proposal being evaluated. A component score will not exceed the maximum possible points shown for that component. The proposal’s technical score, before adjustments for any preference which may apply, will be the sum of the points determined by the CHP’s evaluation team. CHP’s evaluation team will then determine whether proposals have met the minimum designated technical points.

There are 800 high value technical points available. Proposals must receive at least the minimum technical points in order to be considered. Proposals that do not achieve the minimum designated technical points of 560 will be disqualified at this point. Proposals that achieve the minimum designated technical points or higher will then be evaluated for cost points and preference and incentive points. The evaluation criteria for this RFP’s high value technical points are below.

THIS SPACE IS LEFT INTENTIONALLY BLANK.

TECHNICAL EVALUATION CRITERIA AND POINTS

b. Calculation for High Value Cost Points

The CHP’s Contracts Services Unit (CSU) will then calculate High Value Cost Points.

There is a maximum of 300 high value cost points available for this RFP. The lowest cost proposal is awarded the maximum cost points. All other proposals will be evaluated with the lowest cost proposal in order to determine appropriate cost points.

Other proposals are awarded cost points based on the following calculation:

Lowest Proposer’s Cost = (factor) X maximum cost points = cost points for other proposer

This is evaluated in comparison with another Proposer’s Cost:

EXAMPLE OF COST SCORING FOR AN RFP:

Lowest cost proposal = $75,000 Proposal under evaluation = $100,000

Item Technical Evaluation Criteria Value Qualifications Points

#1

Proposer has documented experience in digital marketing methods, including the responsibility for analysis, design, development, testing, implementation, training, and deployment of advertising services.

Supplier expertise with engagements of similar scope and complexity

Less than 6 months 0 6 months to 1 year 50

1 to 3 years 100 4 to 6 years 120

Greater than 6 years 150

#2 Is Proposer’s overall submittal organized, easy to understand, clear and concise?

Quality of product or service or its technical competency

Not documented 0 Adequate documentation 50

Well documented 75 Exceptionally documented 100

#3 Does the proposer’s submitted campaign history workplan include clearly stated goals, objectives, timeline, strategies and tactics?

Reliability of delivery and implementation schedules

Inadequate plan 0 Adequate plan 50

Well-constructed plan 75 Excellent plan 100

#4

Does the Proposer’s background and submitted campaign case histories demonstrate adequate experience in developing, managing, budgeting, and tracking public relations/advertising campaigns government agencies?

Industry and program experience, consistency of the proposed solution with the State’s planning

Inadequate plan 0

Adequate plan 75

Well documented plan 100

Exceptional plan 150

#5 Has Proposer documented experience in ability to maximize dollars being spent through PSAs, pro-bono support, more cost-effective advertising, or other tactics?

Prior record of supplier performance

Not documented 0 Adequate documentation 50

Well documented 75 Exceptionally documented 150

#6 Proposer’s documented experience in cost effective technologies designed for younger (millennial markets)

Innovative use of current technologies and quality results proven development and methodologies and tools

Not documented 0

Adequate documentation 50

Well documented 100

Exceptionally documented 150

Maximum Possible Technical Points 800

300 maximum cost points are available, and they are awarded to lowest cost proposal.

The following formula is used to award the cost points to proposer that quoted $100,000.

(Lowest Cost Proposal / Proposal Under Evaluation) x 300 i.e. (75000/100000) x 300 = 225

Therefore, 225 cost points will be awarded to the proposer that bid $100,000.

c. Preference/Incentive Participation Points

The CHP’s Contract Services Unit (CSU) will then calculate preference and incentive points (SBE, DVBE, TACPA, etc.) Claims made for preference/incentive participation as outlined in Section L entitled, “Preference and Incentive Programs”, will be verified and points awarded for preference/incentive will then be calculated and added to technical and cost points.

Any Small Business Enterprise (SBE) and/or Non-Small Business/Subcontractor Preference points will then be verified, calculated, and added to technical and cost points. SBEs, and non-SBEs subcontracting at least 25% of net bid price to one or more CUF-compliant SBEs, will be verified, calculated, and awarded SBE preference points as listed in Section L “Preference and Incentive Program Information” if applicable.

DVBE participation and incentive points will then be verified, calculated, and added to technical and cost points.

Any Nonprofit Veteran Service Agency Small Business Preference (/NVSA) points will be verified, calculated, and added to technical and cost points.

Any TACPA points will then be verified, calculated, and added to technical and cost points.

After all proposals are scored, and proposals that did not achieve the minimum technical points are identified and disqualified, the proposals will be ranked. The Agreement shall be awarded to the Proposer whose responsive and responsible proposal is given the highest score. Tie bids shall be handled as specified in Section J. 1. The awardee will be notified and “Intent to Award” will be posted

Proposers should carefully review the requirements of this RFP package, which includes a complete explanation of the CHP requirements which must be met as outlined in this RFP and in this Section H “General Instructions”.

All Services provided under the agreement from this RFP shall be governed by the laws, procedures, and policies of the State of California.

The Proposer agrees to comply with the State’s General Terms and Conditions (GTC-04/2017) which can be viewed at https://www.dgs.ca.gov/OLS/Resources/Page- Content/Office-of-Legal-Services- Resources-List-Folder/Standard-Contract- Language.

CHP reserves the right to accept or reject any or all proposals received as a result of https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language this RFP, or to modify or cancel all or part of this RFP, if it is in the best interest of the State to do so.

2. Budgeted Funds This agreement will be for three (3) years at a cost to be determined by the annual budget allocation for SPS typically received in July as the first month of the fiscal year.

The goal of CHP’s SPS is to maximize available funding to increase education and understanding of impaired driving and familiarize them with the problem, problem recognition, and alternate solutions, such as designating a sober driver.

The estimated value of the original Agreement is $2,400,000 for three (3) years, as indicated in the chart below.

Fiscal Year

(FY) Period Maximum Estimated Dollar Amount

24/25 07/01/2024 through 06/30/2025 $800,000

25/26 07/01/2025 through 06/30/2026 $800,000

26/27 07/01/2026 through 06/30/2027 $800,000

3. Proposer’s Costs

Costs for developing proposals are entirely the responsibility of the Proposer and shall not be reimbursed by the State of California.

4. Cost Detail Format and Requirements

The total costs of all tasks and milestones for the year cannot exceed the annual budget as mentioned above. Proposers are instructed to use Attachments 14 (“Proposer’s Workplan”) and #16 (“Cost Worksheet”) in preparing their workplan and cost proposal. SPS seeks to utilize available funds and leverage funds for maximum effectiveness.

I. RFP Format, Content, and Submission Requirements

1. Submission Instructions

a. Each individual or firm may submit only one (1) proposal. For the purposes of this paragraph, “firm” includes a parent corporation of a firm and any other subsidiary of that parent corporation. If a firm or individual submits more than one (1) bid, CHP will reject all bids submitted by that firm or individual.

b. Develop proposals by following all RFP instructions and instructions or clarifications in question/answer notices, clarification notices, or RFP addenda.

c. Before preparing a proposal, seek timely written clarification of any requirements or instructions that are believed to be vague, unclear or that are not fully understood.

Agreement increases will not be allowed due to poor examination of work sites and/or specifications.

d. Arrange for timely delivery of the RFP package to the specified address. Proposers are advised not to wait until shortly before the bid submission deadline to submit the bid.

2. Work Plan

Refer to Attachment 14, “Work Plan” for instructions.

3. Proposal Format Requirements

This section specifies how the bid package should be assembled and submitted.

Sign applicable RFP attachments/forms in blue ink. Have a person who is authorized to bind the bidding firm sign each form that requires a signature. Signature stamps are not acceptable. Unsigned bids may be rejected.

a. Submit the proposal as specified below.

1) All proposals must be submitted under sealed cover and sent to CHP by the date and time shown in Section B, “Time Schedule.” Proposals received after this date and time will not be considered, and will be returned to the Proposer, unopened.

2) Do not use staples, and use only paper clips instead, if needed.

3) The submittal must be marked “Original” and must have original signatures.

Attachments and/or forms that require a signature must be signed in ink (preferably using a blue ink pen) by a person who is authorized to bind the proposing firm. Complete copies of all written and video submittals must also be provided on a flash drive. Provide a website link, URL (uniform resource locator), by which the video submittals can be accessed without any login and password. Refer to Attachment checklist for specific submittal requirements.

4) Submittals must be organized in the same order and with the same lettering/numbering and format as shown in Attachment 1. Written submittals must be submitted one sided print on 8 ½ x 11- inch paper size, using at least 11-point font. Tables, graphics, exhibits, inserts, and attachments must be submitted in a font size no smaller than 9 points. Headers of each page must be consecutively numbered with sections clearly marked or labeled, attachment number, attachment description.

5) Submittals (except videos) on flash drive must be compatible with Adobe Acrobat Reader and must be organized in the format as listed in the Attachment 1, Required Checklist.

6) In order for CHP to award an Agreement, Proposer’s proposals must at a minimum, be fully responsive to the specific requirements stated in this RFP.

Proposers must identify any requirements of this RFP that they cannot satisfy.

7) Proposers must not alter the CHP’s checklist forms. Any change made to the forms, including but not limited to exceptions, deletions, and additions, may be the basis for disqualification of a Proposer’s proposal.

8) All the documents must be placed in one envelope or box and marked “RFP 24C063000” and address and deliver it to CHP as indicated below (see following item 9). The flash drive may be packed in a small envelope and be placed inside the envelope containing documents for easy retrieval.

9) Proposals may be sent by mail, by express service, or by hand delivery of the proposal package to the Department of California Highway Patrol, Business Services Section, Contract Services Unit address listed below. Bids may not be transmitted electronically by fax or email.

U. S. Mail/Overnight Express or Hand Delivery:

RFP# 24C063000 (Do Not Open until May 24, 2024, 4:00 P.M.)

Department of California Highway Patrol Business Services Section, Contract Services Unit Attn: Sri Krishnamurthy 601 North 7th Street Sacramento, CA 95811 Phone: (916) 843-3610

10) 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.

11) A proposal may be rejected if it is conditional or incomplete, or if it contains any alterations of the forms or other irregularities of any kind. The State may reject any or all proposals and may waive an immaterial deviation in a proposal. The State’s 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.

12) Costs incurred for developing proposals an in anticipation of award of the Agreement are entirely the responsibility of the Proposer and shall not be charged to the State of California.

13) An individual who is authorized to bind the proposing firm contractually shall sign the Attachment 16, “Cost Worksheet” Proposal/Proposer Certification, and Attachment 1 “Required Attachment Checklist and proposer Certification Sheet. The signature must indicate the title or position that the individual holds in the firm. An unsigned proposal may be rejected.

14) 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 set forth in Section B, Time Schedule. Proposal modifications offered in any other manner, oral or written, will not be considered

15) A Proposer may withdraw its proposal by submitting a written withdrawal request to the State, signed by the proposer or an authorized agent in accordance with point 15) of this section. A proposer may thereafter submit a new proposal prior to the proposal submission deadline. Proposals may not be withdrawn without cause subsequent to proposal’s submission deadline.

16) The CHP may modify the RFP prior to the date fixed for submission of proposals by the issuance of an addendum to the posted RFP on CaleProcure.ca.gov (https://www.caleprocure.ca.gov/pages/index.aspx).

Proposers are encouraged to check the posted RFP regularly for modifications, questions and answers, addenda, etc.

17) CHP reserves the right to reject all proposals. CHP is not required to award an agreement.

18) Before submitting a response to this RFP, proposers should review, correct all errors, and confirm compliance with the RFP requirements.

http://www.caleprocure.ca.gov/pages/index.aspx)

19) If more than one proposal package is submitted from an individual, firm, partnership, corporation, or association under the same or different names, no proposal from that Proposer shall be considered.

20) The State does not accept alternate contract language from a prospective contractor. A proposal with such language will be considered a counter proposal and will be rejected.

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

22) If the proposal is made under a fictitious name or business title, the actual legal name of proposer must be provided on all required documents.

23) Proposals not submitted under sealed cover and marked as indicated may be rejected.

24) All proposals shall include the documents identified in Attachment 1 “Required

Attachment Checklist” and attachments therein.

25) Regardless of postmark or method of delivery, the CHP Business Services

Section, Contract Services Unit must receive the bid package by the date and time stated in section B of this RFP, entitled “Time Schedule.”

26) 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.

27) The CHP will post “Intent to Award” when the highest scored proposal has been determined.

4. Proposer Warning

CHP’s internal processing of mail may add forty-eight (48) hours or more to the delivery time. If the bid package is mailed, consider using certified or registered mail and request a receipt upon delivery.

For hand deliveries, allow sufficient time to locate parking. As the building designated for hand deliveries is a secure facility Proposers are required to remain in the lobby.

Proposers should notify the clerk at the front desk of the nature of their business. The clerk will notify CHP Business Services Section, Contract Services Unit. Proposers are warned not to surrender their proposals in the care of a person other than CHP Contract Services Unit staff.

NOTE: It is the proposer's responsibility to ensure the bid is received by CHP before the proposal’s due date/time. CHP is not responsible for proposals received after the bid due date and/or time due to circumstances beyond CHP's control.

5. Proposals are Public Records

Pursuant to Public Contract Code Section 10342, all bids shall be available for public inspection after bid opening. A proposer’s labeling of any proposal materials as “confidential” or otherwise exempt from disclosure is not binding on the CHP, and the CHP will not be liable to the proposer or to any other person or entity for disclosing information as required by law

All proposals become the property of the CHP upon receipt and will not be returned to bidding agencies.

J. Award and Protest

1. Settlement of Tie Bids

a. In the event of a precise tie between the lowest responsive proposal submitted by a certified small business or micro business and the lowest responsive proposal submitted by a certified DVBE that is also a certified small business, the Agreement will be awarded to the DVBE proposer per Government Code Section 14838 (f) et seq.

b. In the event of a precise tie between the lowest responsive proposal submitted by a non-small business that was granted small business subcontractor preference and the lowest responsive proposal submitted by a certified small business or micro business, the Agreement will be awarded to the certified small business or micro business.

c. In the event of a precise tie between the lowest responsive proposal submitted by a nonprofit veteran service agency (NVSA) that is a certified small business and the lowest responsive proposal submitted by a certified DVBE that is also a certified small business, the Agreement will be awarded to the certified DVBE.

d. In the event of a precise tie between the lowest responsive proposal submitted by a non-small business that was granted the DVBE subcontractor incentive, and the lowest responsive proposal submitted by a certified small business or micro business, the Agreement will be awarded to the certified small business or micro business.

e. In the absence of a California law or regulation governing a specific tie, CHP will settle all other tie proposals in a manner CHP determines to be fair and equitable (e.g., coin toss, lot drawing, etc.). In no event will CHP settle a tie by dividing the work among the tied proposers.

2. Intent to Award

a. Upon selection of a proposed contractor, a Notice of Intent to Award will be posted in a public place at the California Highway Patrol Headquarters, 601 North 7th

Street, Sacramento, CA 95811, for five (5) working days prior to awarding the agreement.

b. Pursuant to Public Contract Code Section 10342, all bids shall be available for public inspection after bid opening. A proposer’s labeling of any proposal materials as “confidential” or otherwise exempt from disclosure is not binding on the CHP, and the CHP will not be liable to the proposer or to any other person or entity for disclosing information as required by law.

3. Protest Procedures

Per Department General Services Guidelines (refer SCM Vol. 1, 6.02 A.2), any proposer who claims that the State agency failed to follow the procedures specified in either subdivision (b) or (c) of PCC § 10344, may file a protest.

An initial protest letter and a detailed, written statement of protest, including the RFP number, and the name of the State agency involved (CHP) and the agency contract person (Sri Krishnamurthy), must be submitted to both:

• The Department of General Services, Office of Legal Services

• The Department of California Highway Patrol

Protests may be sent by regular mail, facsimile, courier, or personal delivery.

Protestants should include their fax numbers if they have one. Submission information is below.

Hand Delivery, Mail or Overnight Express: Fax:

Protest to CHP RFP #24C063000 Department of California Highway Patrol Business Services Section Contract Services Unit Attn: Sri Krishnamurthy 601 North 7th Street Sacramento, CA 95811

Protest to CHP RFP #24C063000 Department of California Highway Patrol Contract Services Unit Attn: Sri Krishnamurthy

Fax (916) 322-3166

Protest to CHP RFP #24C063000 Department of General Services Office of Legal Services…