CALIFORNIA ARTS COUNCIL

RFP-25-004

Publicist (Single Award) v11.03.2025

REQUEST FOR PROPOSAL – Secondary Method Release Date: Monday, November 3, 2025 by 5 PM

Notice to Prospective Bidders: SINGLE AWARD California Arts Council - Publicist

The California Arts Council (CAC) intends to award a contract to multiple vendors for the services outlined below. CAC seeks proposals from California Independent Contractors, Individuals, Sole Proprietors, Partnerships, California Certified Small Business (SB), Disabled Veteran Business Enterprise (DVBE), 501(c)(3) organizations registered in California, private for-profit organizations, and organizations with a joint powers agreement based in California.

Note: This procurement will be exempted from the Small Business and DVBE requirements.

The California Arts Council (CAC) intends to award a contract to a single bidder for the services outlined below. This Request for Proposal (RFP) is pursuant to Public Contract Code sections 10340 to 10345 (see 25). State Contract Manual, Volume 1, Section 5.25).

Respond to this Request for Proposal (RFP) pursuant to Public Contract Code sections 10340 to 10345 (see State Contract Manual, Volume 1, Section 5.25). In submitting your proposal, you must comply with the instructions listed in this RFP document.

Bidders are encouraged to carefully read the entire solicitation. The need to verify all documentation and responses prior to the submittal of proposals is the responsibility of the bidder and cannot be overemphasized. Note that all agreements entered into with the State of California will include references to General Terms and Conditions (GTC 02/2025) and Contractor Certification Clauses (CCC 4/2017) and may be viewed and downloaded at the following website: https://www.dgs.ca.gov/ols/resources/page-content/office-of-legal-services-resources-list-folder/standard-contract-language.

In the opinion of the CAC, this RFP is complete and without need of explanation. If potential bidders have additional questions regarding intent, expectations, or other topics pertaining to this RFP, please send them to Procurement@arts.ca.gov in accordance with the timeline below. Please note that verbal information given will not be binding on the State unless such information is issued in writing as an official addendum to this RFP. The answers to all the questions received by the due date will be posted on https://view.publitas.com/ca-arts-council/2019-ca-native-artists-community-led-meeting/page/1 https://view.publitas.com/ca-arts-council/2019-ca-native-artists-community-led-meeting/page/1 https://www.dgs.ca.gov/ORIM https://view.publitas.com/ca-arts-council/2019-ca-native-artists-community-led-meeting/page/1 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

Publicist (Single Award) v11.03.2025 https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx.

Issuance of this RFP in no way constitutes a commitment by the State of California to award a contract. The State reserves the right to reject any part of, or the entire bid received if the State determined that it is in the State’s best interest to do so. The State may reject any bid that is conditional or incomplete.

IMPORTANT NOTE TO BIDDERS: CAC highly encourages all bidders to check the posting daily due to changes or updates that may happen at any time. Please go to:

https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx.

Contact Information for RFP # RFP-25-004 Name: Carla Pareja Title: Procurement Analyst Email: Procurement@arts.ca.gov https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx mailto:Procurement@arts.ca.gov

Publicist (Single Award) v11.03.2025

TABLE OF CONTENTS

I. BACKGROUND & PURPOSE

II. KEY ACTIVITIES

III. DELIVERABLES AND TIMELINE

IV. CONTRACT TERM

V. BUDGET

VI. REPORTING REQUIREMENTS

VII. CONTRACTOR QUALIFICATIONS

VIII. TRAVEL

IX. KEY ACTION DATES

X. QUESTIONS AND ANSWERS

XI. PROPOSAL REQUIREMENTS

XII. MANDATORY BUSINESS REQUIREMENTS

XIII. RFP SUBMISSION INSTRUCTIONS

XIV. RFP EVALUATION PLAN

XV. PREFERENCE AND INCENTIVE PROGRAMS

XVI. PROTEST PROVISIONS

XVII. DISPOSITION OF PROPOSALS

XVIII. AWARD

XIX. TRAVEL

XX. POST EVALUATION FOR NON-IT CONSULTING CONTRACTS

XXI. BUDGET & PAYMENT PROVISIONS

XXII. GENERAL TERMS AND CONDITIONS (GTC 02/2025)

XXIII. NON-IT SERVICES CONTRACTS CONFIDENTIALITY AND DATA

SAFEGUARDED (OEE 07/2025)

XXIV. SPECIAL TERMS AND CONDITIONS

XXV. REQUIRED ATTACHMENTS

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I. BACKGROUND & PURPOSE

The California Arts Council (CAC) celebrates its 50th Anniversary in 2026, marking five decades of advancing arts, culture, and creative expression across California. The agency seeks a qualified Publicist or Public Relations firm to lead a year-long communications and publicity effort to elevate public awareness of CAC’s legacy, its awardees, grantees, and key initiatives that build a stronger California through the arts.

This initiative will highlight:

• The 50th Anniversary Awards Ceremony;

• Grantee programs & events tied to CAC’s 50th Anniversary and the America 250 celebration;

• Public message campaigns: Keep Arts in Schools and Arts License Plate programs (available through the California Department of Motor Vehicles

(DMV));

• Broader awareness of CAC’s core programs including annual grants, Creative Economy, Cultural Districts, Arts in Corrections, and Cultural Districts.

II. KEY ACTIVITIES

The selected Contractor will provide professional public relations, communications, and media outreach services in collaboration with CAC’s Communications, Public Affairs, and Executive teams.

A. Campaign Development

• Develop a comprehensive public relations strategy integrating CAC’s 50th

Anniversary, America 250 tie-ins, and key program storytelling.

• Create a media calendar aligning with agency milestones and grantee events.

• Prepare key messages, press kits, and media talking points.

B. Media Relations and Storytelling

• Secure earned media coverage across print, digital, radio, and broadcast.

• Pitch and coordinate interviews, feature stories, and artist profiles.

• Draft and distribute press releases, op-eds, and advisories.

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• Maintain an inclusive statewide media contact list.

• Multimedia storyteller proficient in text, images, audio, video, and interactive elements (animation, infographics, data visualization), with expertise in integrating social media engagement strategies.

C. Promotion of Giving and Public Engagement

• Develop and execute a campaign encouraging donations through the DMV for:

§ Keep Arts in Schools Tax Check Off

§ Arts Plate: Graphic License Plate Program

• Coordinate cross-promotion with state agencies, grantees, and arts partners.

• Provide social media-ready graphics and short-form copy.

D. Program Publicity

• Develop messaging to amplify success stories from:

o Annual Grants o Cultural Districts o Creative Economy Initiatives o Arts in Corrections o Arts in Health

• Highlight how these programs strengthen California’s creative economy and arts accessibility.

E. Event and Award Ceremony Support

• Support publicity for the 50th Anniversary Awards Ceremony, including:

o Announcements of honorees and highlights o Media credentialing o On-site press management and post-event coverage o Provide day of event photography and videography o Prepare an in-memoriam video for presentation at the awards ceremony

F. Performance Reporting

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• Provide quarterly progress reports detailing media placements, engagement metrics, and recommendations.

• Submit a final cumulative report summarizing outcomes, analytics, and key insights.

III. DELIVERABLES AND TIMELINE

Deliverable Due Date Description

Kickoff Meeting & PR Strategy Development

Month 1 Work plan, goals, and timeline

Media Calendar & Key Messages

Month 2 12-month media plan

Quarterly Progress Reports Quarterly Media activity summary

Press Kits & Assets As scheduled

Graphics, press materials, talking points

License Plate Campaign Month 3–12 DMV & donation promotion rollout

Awards Ceremony Publicity and activities

Month 1–10 Event press releases, coordination, day of support

Final Report Month 12 Summary of PR metrics & deliverables

IV. CONTRACT TERM

The contract shall commence upon execution and continue for twelve (12) months, unless extended or terminated by mutual agreement.

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V. BUDGET

The total contract amount shall not exceed $75,000, inclusive of all labor, materials, travel, subcontractors, and administrative costs. CAC anticipates that this contract will be paid on a deliverables or milestone basis.

VI. REPORTING REQUIREMENTS

• Monthly check-in meetings with CAC Communications staff.

• Quarterly written reports summarizing earned media and outreach.

• Submission of all public-facing materials to CAC for approval prior to release.

• Final cumulative report documenting coverage, analytics, and campaign impact.

VII. CONTRACTOR QUALIFICATIONS

• Minimum of five (5) years’ experience in public relations, awareness campaigns for policy directives, strategic communications, or media management.

• Demonstrated experience working with and promoting private businesses, nonprofits, and public government entities at a statewide or regional level.

Minimum of three (3) years’ experience with working with city, county or state levels of government.

• Demonstrated experience providing materials in multiple languages and modalities to ensure accessibility (language and visual/hearing impairment) to marketing and campaign elements.

• Understanding of California’s diverse media landscape, including cultural competencies and community outlets.

• Proven ability to measure and report campaign outcomes through data-driven metrics.

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VIII. TRAVEL

The Contractor will work from their own office location. The project may require the contractor to travel to the CAC office located at: 2750 Gateway Oaks Drive, Suite 300, Sacramento, CA 95833 or venues or meet with prospective vendors.

Please note that travel-related expenses are part of the contract and cannot be billed as extras beyond the contract bid. Proposals should reflect these expected expenses accordingly. Travel and lodging reimbursements shall be in line with the travel costs and reimbursements associated with state travel https://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx. CAC reserves the right to request supporting documents, including but not limited to, invoices, receipts (proof of payment by the contractor), itinerary and the like.

Contractor must furnish supporting documents of travel upon requests. The State reserves the right to request proof of automobile liability insurance at any time.

IX. KEY ACTION DATES

The following dates may be subject to change. Please visit the Cal eProcure posting on a regular basis in case changes or revisions are made to the RFP.

Please note the dates and times may shift and are subject to change.

Key Action Dates Deadline/Time (PST)

Release of Request for Proposal

November 3, 2025 by 5 PM PST

Written Questions Due November 10, 2025 by 5 PM PST Bidder’s Conference November 12, 2025 by 1 PM PST

Zoom Link:

Answers to Questions Post Date on Cal eProcure

November 13, 2025 by 5 PM PST

Solicitation Submission Deadline

November 17, 2025 by 3 PM PST

Evaluation Period November 18 – 20 (approx.)

Notice of Intent to Award November 21, 2025 by 5 PM Protest Period (5 business days)

November 21 at 5 PM – November 28 by 5

PM

Contract Awarded December 1 by 12 PM (approx.)

Signing of the Contract December 1 – 2 (approx.)

https://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx

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DGS Office of Legal Services Approval

December 3 - 5 (approx.)

Contract Begins DGS OLS Approval Date *Note: November 11, 2025 is Veterans Day – State Holiday

X. QUESTIONS AND ANSWERS

• Questions about this RFP must be submitted directly to CAC’s Procurement Analyst, Procurement@arts.ca.gov, and must be received by the date and time listed in Section IV: Key Action Dates. Please refer to the solicitation number in the subject line when submitting questions. For example, “RFP No.: RFP-25-004 Questions”.

• All questions will be answered via a formal addendum to this RFP. No questions will be answered directly via email or by phone.

o When published, interested parties can obtain a complete set of questions and answers as an addendum to this RFP at:

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

• Bidders are strongly encouraged to submit questions and review the responses to all the questions.

XI. PROPOSAL REQUIREMENTS

The selected contractor will collaborate closely with CAC’s Communications and Executive Teams to deliver statewide visibility, earned media, and compelling stories that reinforce CAC’s mission to advance arts, culture, and creativity as essential to a thriving California.

Proposers must submit two primary components:

1. Technical Proposal Narrative (70% of total score)

2. Budget and Cost Proposal (30% of total score)

Technical Proposal Narrative (70 Points Maximum)

The proposal narrative must clearly demonstrate the proposer’s qualifications, strategy, and implementation plan to achieve the deliverables identified in the Scope of Work. Narratives should be concise, well-organized, and responsive to each section below.

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

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Page Limit: 10 pages (excluding attachments and resumes).

Attachments allowed: up to 5 pages of campaign samples or media placements. Links preferred.

A. Organizational Qualifications and Experience (20 points)

1. Describe your firm’s experience providing public relations, media strategy, or publicity services for public agencies, arts organizations, or community-based campaigns.

2. Highlight 2–3 relevant projects demonstrating your team’s capacity to manage statewide or multi-stakeholder publicity efforts.

3. Identify the proposed project team and key personnel. Provide brief resumes or bios for each, outlining their qualifications and roles in this project.

4. Explain your firm’s understanding of CAC’s mission and its 50th Anniversary goals and the America’s 250th celebrations.

B. Campaign Strategy and Approach (25 points)

1. Describe your overall communications strategy for CAC’s 50th Anniversary, including creative concepts, messaging themes, and campaign objectives.

2. Outline how you will integrate multiple priorities, including:

o Statewide recognition of CAC’s 50th Anniversary and award recipients o Publicity around grantee events and artist storytelling o Promotion of donor programs (Keep Arts in Schools Fund and Graphic

License Plates) o Visibility for CAC’s major initiatives (Annual Grants, Arts in Corrections, Creative Economies, Cultural Districts, and Arts in Health)

3. Explain your approach to centering equity, accessibility, and cultural diversity in messaging.

4. Describe how you will measure campaign effectiveness and public engagement.

C. Implementation Plan and Deliverables (15 points)

1. Provide a detailed timeline for all deliverables over the 12-month contract period (refer to Deliverables Table).

2. Explain your internal project management process, including task delegation, communications with CAC staff, and quality assurance.

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3. Describe your methods for media tracking, reporting, and real-time campaign adjustments.

D. Equity and Representation (10 points)

1. Explain how your campaign will authentically represent California’s cultural and geographic diversity.

2. Describe any partnerships or outreach strategies you will use to amplify voices from historically underrepresented communities.

3. Explain how your campaign will approach reaching hearing/visually impaired Californians, as well as, language accessibility including translation of written materials in Spanish, Korean, Tagalog, Chinese (Mandarin/Traditional), and Vietnamese.

4. Provide examples of previous campaigns that incorporated culturally relevant or inclusive storytelling.

E. Submission Attachments (Required)

• Resumes/bios of key personnel (maximum 2 pages per person).

• Up to five (5) pages of work samples from previous campaign materials, press placements, or similar deliverables.

• At least one client reference from a public sector or nonprofit arts organization.

F. Budget and Cost Proposal (30 Points Maximum)

The Cost Proposal must include a Budget Table (Attachment B) and a Budget Narrative describing how funds will be used to accomplish the proposed scope of work.

The maximum contract award is $75,000 for a one-year term. Budgets exceeding this amount will be deemed nonresponsive.

1. Cost Proposal - Budget Table Template (15 Points Maximum) (Attachment B)

Budget Category Description of Costs

Personnel / Labor Hourly rates and estimated hours for project manager, publicist, copywriter, designer, etc.

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Subcontractors / Consultants

Costs for specialized creative services (e.g., video, photography, translation).

Travel / Meetings Travel, lodging, or mileage for CAC events, press engagements, or statewide media outreach.

Media Production & Distribution

Printing, digital ad placements, media kit production, photography, video, or design services.

Supplies / Materials Campaign-related supplies and branded collateral.

Evaluation & Reporting

Data collection, analytics tools, and quarterly report preparation.

Administrative / Overhead

Indirect costs not to exceed 10% of total.

TOTAL COST

(Not to Exceed)

$75,000

2. Budget Narrative (15 Points Maximum)

Provide a narrative explaining:

1. How each cost item supports the scope of work and contributes to the success of the publicity campaign.

2. Assumptions and methodologies used to estimate costs (e.g., hourly rates, media rates, or travel assumptions).

3. Any cost-sharing, in-kind, or leveraged partnerships that will increase the project’s value to the State of California.

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4. Invoicing schedule (monthly) and documentation approach to ensure transparency and compliance with CAC and DGS contracting requirements.

G. Evaluation Criteria and Scoring (Total = 100 Points Maximum)

Category Max Points

Evaluation Focus

A. Organizational Qualifications & Experience

20 Demonstrated expertise, quality of past work, capacity to manage statewide campaigns.

B. Campaign Strategy & Approach

25 Creativity, feasibility, and alignment with CAC’s mission and goals.

C. Implementation Plan & Deliverables

15 Realism, organization, and alignment with CAC’s deliverables table.

D. Equity & Representation

10 Commitment to inclusive, accessible, and culturally authentic communication.

E. Cost Proposal 30 Budget reasonableness, clarity, and competitiveness. Formula applied: (Lowest Cost ÷ Proposer’s Cost) × 30.

TOTAL 100

XII. MANDATORY BUSINESS REQUIREMENTS

• Bidder must be based in the State of California, have a physical presence in the State, doing business in the State, and is currently qualified to do

Publicist (Single Award) v11.03.2025 business in California during the RFP process, contract award date and throughout the terms of the Agreement.

• The California Arts Council (CAC) seeks proposals only from California-based nonprofit organizations that currently hold a valid 501(c)(3) tax-exempt status (and have maintained such status for multiple consecutive year).

• California based nonprofits with a valid 501 (c)(3) federally tax exempt organizations. Bidders must provide a copy of their IRS designation letter or the like showing your tax-exempt status. You may view your organization’s status at https://www.irs.gov/charities-non-profits/search-for-tax-exempt-organizations.

• “Doing Business” in the State of California is defined as “actively engaging in any transaction for the purpose of financial or pecuniary gain or profit” (Revenue and Taxation Code Section 23101). Civil and criminal penalties may apply under California law to a corporation that conducts business in California and persons who conduct business on behalf of a corporation if the corporation is not authorized to conduct business in California.

• A bidder’s applicable business type must be registered with the California Secretary of State.

• A bidder with the applicable business type must provide a copy of their registration with California’s Secretary of State to CAC. Please review the registration requirements and status of registration on the California Secretary of State website: https://www.sos.ca.gov/business-programs.

• Business license and/or a business tax certificate are required from bidders. Bidders are responsible for procuring a business license. Contact your local government (city or county) to determine the licensure requirements for your business.

• State agencies are required to verify bidders do not have a negative evaluation on file with Department of General Services Office of Legal Services. Refer to PCC section 10371 and SCM Volume 1, Section 3.02.3.

CAC will not enter into a contract with a bidder that has an existing negative evaluation with DGS OLS.

• The bidder must not have an active state or federal tax liens, suspensions or delinquent filings.

o Prohibition on Tax Delinquency: Any agreement that a State Agency enters into after July 1, 2012, is void if the contract is between a State Agency and 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. In accordance with Public Contract Code https://www.irs.gov/charities-non-profits/search-for-tax-exempt-organizations https://www.irs.gov/charities-non-profits/search-for-tax-exempt-organizations https://www.sos.ca.gov/business-programs

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Section 10295.4, agencies are required to reject bids and/or cancel Agreements with entities that appear on either list. Refer to the following:

§ To view your state tax status, please visit the Franchise Tax Board at: https://www.ftb.ca.gov/about-ftb/newsroom/top- 500-past-due-balances/index.html.

§ To view your sales tax status, please visit Department of Tax and Fee Administration: https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm.

• Must be able to provide a copy showing appropriate liability insurance coverage and name CAC as an additional insured. Please see additional details on the State’s minimum insurance requirements.

o Refer to the following for details on minimum insurance required by the State of California: https://www.dgs.ca.gov/- /media/Divisions/PD/OSDS/Outreach/Resources/Contract- Insurance-Requirements.pdf o CAC reserves the right to request and submit copies of the bidder’s insurance to the Department of General Service’s Office of Risk and Insurance Management (ORIM) for review to ensure minimum insurance coverage are met, as required by the State.

§ Refer to https://www.dgs.ca.gov/ORIM.

XIII. RFP SUBMISSION INSTRUCTIONS

This RFP contains all instructions that govern the requirements for Solicitation submission. It addresses the required format of the proposal and related material to be contained therein. It also lists the specific requirements that all interested parties must meet to be eligible for consideration.

A. Interested parties must:

1. Carefully read the entire RFP.

2. Submit all completed response(s) by the required dates and times. Refer to Key Action Dates.

3. Accurately follow and appropriately address all RFP procedures and requirements.

4. The solicitation must be submitted in a non-editable PDF, except for the

Cost Proposal Worksheet, which must be in Excel format.

5. The Publicist Lead and key personnel resumes/CVs should also be submitted in non-editable PDF.

6. The Solicitation must be entirely in English.

https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/index.html https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/index.html https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm https://www.dgs.ca.gov/-/media/Divisions/PD/OSDS/Outreach/Resources/Contract-Insurance-Requirements.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/OSDS/Outreach/Resources/Contract-Insurance-Requirements.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/OSDS/Outreach/Resources/Contract-Insurance-Requirements.pdf https://www.dgs.ca.gov/ORIM

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7. Solicitation should be organized in the order as shown on Attachment 1:

Required Attachments and Mandatory Business Documents Checklist.

8. Bidders are responsible for ensuring that files can be accessed on both Windows and Macintosh operating systems and that any hyperlinks are functioning and accessible.

9. All required documents must have all the necessary signatures and/or dates by the authorized personnel/agent.

B. Submission of RFP

1. The entire bid package must be submitted electronically via email to:

Procurement@arts.ca.gov.

a. Include the RFP number in the subject line of the email of your submission. For example: RFP-25-004 Submission.

2. CAC will not accept bids submitted separately or piecemeal. However, if bidder encounter issues with file size, please advise the Procurement Analyst immediately: Procurement@arts.ca.gov or (916) 960-7549.

Bidders must give the Procurement Analyst at least 24 hours to respond to provide assistance.

3. The bidder is solely responsible for addressing and resolving all logistical or technical issues related to preparing and submitting your solicitation so that your solicitation is received by the deadline.

4. If CAC is unable to view, read and/or access your submission/files, the bid may be deemed nonresponsive.

5. The entire Solicitation must be received in Procurement@arts.ca.gov inbox by the date and time listed in Key Action Dates. Bids received after this date and time will be considered late and will not be accepted. No exceptions.

6. Bids should provide straightforward and concise descriptions of the bidder’s ability to satisfy the RFP requirements. Bids must be complete and accurate. Omissions, inaccuracies or misstatements may be cause for rejection of the Proposal.

7. The Solicitation must include all the required documents identified in Attachment 1 - Required Attachments and Mandatory Business Documents Checklist. Solicitations that do not include all the required documents shall be deemed non-responsive. A non-responsive bid is one that does not meet all the Proposal requirements.

8. A bid may be rejected if it is conditional, incomplete or if it contains any alterations of form or other irregularities of any kind. CAC may reject any or all bids and may waive any immaterial deviation in a bid. CAC’s waiver of immaterial defect shall in no way modify the RFP document or excuse mailto:Procurement@arts.ca.gov mailto:Carla.Pareja@cac.ca.gov mailto:OLSProtests@dgs.ca.gov

Publicist (Single Award) v11.03.2025 the bidder from full compliance with all requirements, if awarded the Agreement.

9. If a bidder discovers any ambiguity, conflict, discrepancy, omission or other error in this RFP, do inform the Procurement Analyst, Procurement@arts.ca.gov, of such error in writing upon discovery. Include the RFP number (RFP#: RFP-25-004) in the title of the email. All bids are submitted at the bidder’s own risk.

10. Cost for developing bids and in anticipation of the award of the Agreement are entirely the responsibility of the bidder and shall not be charged to

CAC.

11. A bidder may modify a Proposal after its submission by withdrawing the original or prior Proposal and resubmit a new Proposal prior to the submission deadline via email to Procurement@arts.ca.gov. To notify CAC of the withdrawal of your prior submission and your plans to resubmit, bidders must use the email subject line heading:

RFP-25-004 Submission – Original submission.

RFP-25-004 Resubmit #1 – To modify the original submission.

RFP-25-004 Resubmit #2 – To modify the Resubmit #1.

Modifications initiated by the bidder in any other manner, oral or written, will not be considered. Proposals may not be withdrawn without cause subsequent to the submission deadline.

12. CAC, at its sole discretion, may request information from the bidder as part of Phase One described in the Evaluation Plan & Scoring (attachment). Information obtained from the bidder that was requested by CAC during Phase One may be accepted at CAC’s sole discretion as proper modification to the original Proposal. Additionally, CAC during Phase One shall not be considered a deviation, material or otherwise, from the requirements of this RFP.

13. The documents provided by the Bidder in their proposal submittal enable CAC to evaluate for responsiveness. CAC reserves the right to ask clarifying questions during evaluation, such as Commercially Useful Function (CUF); however, the answers cannot change or alter the proposal submittal. CAC also reserves the right to contact any or all of the subcontractors listed, if any. Should a discrepancy exist between the answer provided and the proposal submittal, the proposal submittal will be considered correct.

14. At any time, CAC may modify this RFP, the Key Action Dates or any of its attachments prior to the date of submission by the issuance of an addendum. Addenda shall be numbered consecutively as a suffix to this https://www.calhr.ca.gov/employees/pages/travel-reimbursements.aspx https://www.dgs.ca.gov/media/Divisions/PD/OSDS/Certification/CUF/CUFEvaluationandDeterminationWorksheet.pdf

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RFP. Therefore, CAC highly encourages the Bidder to check the RFP advertisement as often as possible in case of potential changes and/or updates to RFP#: RFP-25-004 by visiting https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx.

15. Interested parties or potential interested parties are prohibited from initiating any communication with any CAC staff concerning this RFP except as specified herein. CAC reserves the right to reject the Proposal of any bidder violating this prohibition.

16. Bidders are cautioned not to rely on CAC during the assessment to discover and report to the bidder any defects or errors in the submitted documents. Bidders, before submitting your documents, should carefully proof them for errors and adherence to the RFP requirements.

17. More than one (1) Proposal from an individual, firm, partnership, corporation, or association under the same or different names will not be considered. Reasonable grounds for believing that a bidder has submitted more than one Proposal for the work contemplated herein will cause the rejection of all Proposals submitted by that bidder. If there is a reason to believe that collusion exists among the bidders, none of the participants in such collusion will be considered in this or future procurements. DGS’ Procurement Division will be notified.

18. A proposal may be rejected if it contains any alterations of form or other irregularities of any kind. The CAC does not accept alternate contract language from prospective contractors. Proposal with such language shall be considered a counter Proposal and shall be rejected. The State of California’s General Terms and Conditions are not negotiable. Refer to GTC 02/2025 which can be downloaded from the following website:

https://www.dgs.ca.gov/ols/resources/page-content/office-of-legal-services-resources-list-folder/standard-contract-language.

19. Bidders should be aware that marking a file or document “confidential”, “proprietary”, or “trade secret” in a Proposal may exclude it from consideration for award and will not keep that document from being released after award as part of the California Public Records Act, unless the Bidder successfully petitions a court of competent jurisdiction to order the State not to release the document. All materials submitted in response to this RFP document will become the property of the State and will become a public record after Award.

20. Cal eProcure is the official posting site for RFP-25-004 Publicist. Should bidders encounter issues with Cal eProcure, you can reach their System https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx 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

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Support Division via email Vendor@fiscal.ca.gov or call them at 1-855- 421-6355.

XIV. RFP EVALUATION PLAN

A. Phase One: Administrative Criteria

1. Pass/Fail Review: Confirms bidder has submitted all required Bid components. At the time of Bid opening, each Bid will be checked for the presence or absence of required information/documents in conformance with the submission requirements of this. Refer to Attachment 15:

Evaluation Plan and Scoring Rubric.

B. Phase Two: Technical Criteria

1. For detailed description of the Phase Two review of technical criteria refer to Attachment called Evaluation Plan and Scoring Rubric.

C. Phase Three: Cost Criteria

1. Based on Cost Points Calculation: The Bidder with the lowest proposed cost will receive the maximum points. Other Bidders will be based on Cost Points Formula.

2. Formula: [Lowest Cost/Bidder’s Cost] x Maximum Points = Cost Points1.

D. Once scores are final, proposals will have applicable preferences and incentives applied. For more information refer to Section XI: Preference and Incentive Programs.

E. Sample Final Proposal Tabulation: RFP – Secondary Method

BIDDER A B C

Phase One: Administrative Criteria Responsive & Responsible? (Y/N)

Phase Two: Technical Proposal Score Phase Three: Cost Proposal Score Initial Scores Initial Ranking SB Preference Points2 DVBE Incentive 2Percentage DVBE Incentive Points

1 All decimal numbers will be rounded to nearest thousandth place, if needed. For example: the rounding of 0.16789 will be 0.168.

2 https://www.dgs.ca.gov/PD/Resources/SCM/TOC/12/12-04 2 DVBE Incentive & Competitive Solicitations: https://www.dgs.ca.gov/PD/Resources/SCM/TOC/12/12-02 mailto:Vendor@fiscal.ca.gov https://www.dgs.ca.gov/PD/Resources/SCM/TOC/12/12-02

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Adjusted Final Score (including SB and DVBE points)

Final Scores Final Ranking

F. Key Definitions:

1. Responsive Bidder – A Bidder is considered responsive if it indicates compliance without material deviation from the requirements of the RFP and the terms and conditions of the proposed contract.

2. Responsible Bidder – A Bidder is responsible if they possess the experience, facilities, reputation, financial resources and are fully capable of performing the contract.

a. In the event there is a tie between two or more bidders, the CAC Procurement Analyst, Carla Pareja, shall contact each tied bidder to notify them of the tie and outline the resolution procedure. To determine the successful bidder, a coin toss will be conducted. The bidder whose Solicitation Response was received first based on the official CAC electronic timestamp shall be granted the opportunity to make the initial call (“heads” or “tails”) prior to the toss.

Timestamp verification will be based on the time the submission was received by the CAC’s designated procurement system or email inbox, as applicable.

b. The coin toss will be conducted in person by at least two (2) authorized CAC staff members or designated members of the Evaluation Committee to ensure procedural integrity and impartiality. Tied bidders will be invited to witness the coin toss remotely via a secure video conferencing platform such as Zoom or Microsoft Teams. The outcome of the toss will be documented in the procurement file and communicated to all tied bidders immediately following the procedure.

G. Strict adherence to the laws and regulations to apply the preference and incentives will be followed. Please be aware that contracts awarded with applied preferences or incentives will be monitored throughout the life of the contract for compliance to statutory, regulatory and contractual requirements.

XV. PREFERENCE AND INCENTIVE PROGRAMS

A. Small Business or Microbusiness Preference

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1. This RFP does not include a mandatory Small Business (SB) participation requirement. However, a certified Small Businesses or Microbusinesses or Non-Small Business (NS) can claim a 5 percent preference when submitting a proposal.

2. About Small Business Preference: California Government Code (GC) section 14835, et seq., requires a preference be given to Proposers who are California Certified Small Business (SB) or Microbusiness (MB). The rules and regulations of this law, including the definition of a SB for the delivery of goods and services, are contained in California Code of Regulations, title 2, section 1896 et seq.

A preference is available to a certified SB. A Proposer claiming this preference must be certified by the Office of Small Business and Disabled Veteran Enterprise Services (OSDS) as a SB. Questions regarding certification should be directed to the OSDS at (916) 375-4940.

To be considered as a certified SB, the Proposer must have a complete application package on file with the OSDS by 5:00 p.m. on the Deadline for Final Proposal Submittal date. Questions regarding the certification approval process should be directed to the OSDS. A copy of the regulations, instructions and format for claiming the Small Business Preference is available at: https://www.dgs.ca.gov/PD/Services/Page- Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise To claim the Small Business Preference please see Attachment 3, Bidder Declaration (GSPD-05-105).

NOTE: Pursuant to GC 14837, only a SB who performs a Commercially Useful Function (CUF) relevant to the Scope of Work included in this RFP may qualify the Proposer for a SB preference. A business that is performing a commercially useful function is one that does ALL of the following:

• Is responsible for execution of a distinct element of the work of the contract;

• Carries out its obligation by actually performing, managing, or supervising the work involved;

• Performs work that is normal for its business, services and function;

• Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices; and https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise

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• Is responsible, with respect to products, inventories, materials, and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing, if applicable, and making payment.

3. About Non-Small Business or Microbusiness Subcontractor Preference:

A preference is available to a non-small business (NS) claiming 25% California-certified small business subcontractor participation. A Proposer claiming this preference must list one or more SB subcontractor(s), whom the Proposer commits to subcontract in an amount of at least twenty-five percent (25%) of the work performed under this contract.

To claim the Non-Small Business Subcontractor Preference please see Attachment 3, Bidder Declaration (GSPD-05-105).

NOTE: Pursuant to GC 14837, only a SB who performs a Commercially Useful Function (CUF) relevant to the Scope of Work included in this RFP may be used to qualify the Proposer for the Non-Small Business Subcontractor Preference. A business that is performing a commercially useful function is one that does ALL of the following:

• Is responsible for execution of a distinct element of the work of the contract;

• Carries out its obligation by actually performing, managing, or supervising the work involved;

• Performs work that is normal for its business, services and function;

• Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices; and

• Is responsible, with respect to products, inventories, materials, and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing, if applicable, and making payment.

To receive the CCSB 5 percent preference, the proposer must be both responsive and responsible.

B. DVBE (Disabled Veterans Business Enterprise) Participation – Declaration and Program Incentive

1. This solicitation does not include a minimum DVBE participation requirement. DVBE incentive participation is optional and at the discretion of the proposing State Agency.

2. The DVBE Participation Goal Program for State contracts is established in Public Contract Code (PCC) section 10115 et seq.; Military and Veterans

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Code (MVC) section 999 et seq.; and Title 2 California Code of Regulations (CCR) section 1896.60 et seq.

3. An incentive will be given to bidders who provide DVBE participation either as a California Certified DVBE bidder or commit to using DVBE subcontractors to perform the participation goal percentage.

4. Companies who have been certified by the State of California as a DVBE must submit a completed DGS PD 843 (Disabled Veteran Business Enterprise Declaration) form. All disabled veteran owners and disabled veteran managers of the DVBE must sign the form.

5. A DVBE incentive applies to this solicitation. Any responsive and responsible bidder with the confirmed DVBE participation eligibility, Per TABLE 1. DVBE PARTICIPATION is eligible to receive the incentive, which will be applied to the total possible available points, not including points for socioeconomic incentives or preferences. Bidders, who are not responsive or responsible, regardless of the amount of DVBE participation, are not eligible to receive the incentive.

6. CAC will apply the incentive to bids proposing the utilization of California/DGS Certified DVBE firms identified on the Attachment 3 – Bidder Declaration GSPD-05-105. Information provided on the Bidder Declaration shall be verified by CAC prior to award of the contract.

7. Information provided on the Bidder Declaration shall be verified by the CAC prior to award of the contract.

8. When applying the DVBE Incentive, a Non-Small Business shall not displace an award to a DGS Certified Small Business.

C. DVBE Participation Table When applying the DVBE Incentive, a Non-Small Business shall not displace an award to a DGS Certified Small Business.

TABLE 1. DVBE Participation

Confirmed DVBE Participation of:

DVBE

Incentive

POSSIBLE INCENTIVE

POINTS

(Total Possible Points* x Incentive Percentage)

5% 5% Total Possible Points x 5% 4% to 4.99% inclusive 4% Total Possible Points x 4%

3% to 3.99% inclusive

3% Total Possible Points x 3%

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2% to 2.99% inclusive

2% Total Possible Points x 2%

1% to 1.99% inclusive

1% Total Possible Points x 1%

* Total possible points not including points for socioeconomic incentives or preferences.

D. DVBE Participation Commitment (Optional)

1. Method A – DGS Certified DVBE Bidder:

a. Commit to perform the participation goal percentage of the contract bid amount with its own resources or in combination other DVBE(s) as subcontractor.

b. Document DVBE participation on the Bidder Declaration DGS PD- 05-105 for the Prime and all subcontractors (any person, firm, corporation that will participate in fulfilling any part of the contract.).

c. Submit a signed certification under penalty of perjury that the work performed by each DVBE subcontractor listed on the Bidder Declaration DGS PD-05-105 is Commercially Useful Function (CUF) Compliant.

d. Submit a written Confirmation Letter/Form for each DVBE subcontractor identified on the Bidder Declaration DGS PD-05-105 form. The written confirmation must include the solicitation number and be signed by the bidder and the DVBE subcontractor(s). The written confirmation shall include, but is not limited to, the DVBE scope of work, work to be performed by the DVBE, term of intended subcontract with the DVBE, anticipated dates the DVBE will perform required work, rate and conditions of payment and total amount to be paid to the DVBE. Failure to submit signed confirmations with the bid may render the bid non-responsive. If further verification is necessary, the State will obtain additional information to verify compliance with the above requirements.

e. DGS PD 843 DVBE Declarations form for all DVBE participants (prime or subcontractor).

2. Method B – Non-DVBE Bidder:

a. Commit to using DGS Certified DVBE(s) to perform the participation goal percentage of the contract bid amount.

b. Document DVBE participation on the Bidder Declaration DGS PD-

05-105. The written confirmation must include the solicitation number and be signed by the Bidder and the DVBE subcontractor(s).

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c. Submit a written Confirmation Letter Form from each DVBE subcontractor identified on the Bidder Declaration DGS PD-05-105 form. The written confirmation must include the solicitation number and be signed by the bidder and the DVBE subcontractor(s). The written confirmation shall include, but is not limited to, the DVBE scope of work, work to be performed by the DVBE, term of intended subcontract with the DVBE, anticipated dates the DVBE will perform required work, rate and conditions of payment and total amount to be paid to the DVBE. Failure to submit signed confirmations with the bid may render the bid non-responsive. If further verification is necessary, the State will obtain additional information to verify compliance with the above requirements.

d. Submit a signed certification under penalty of perjury that the work performed by each DVBE subcontractor listed on the contract is Commercially Useful Function (CUF) Compliant.

e. DGS PD 843 DVBE Declarations form for all DVBE participants (prime or subcontractor).

f. DVBE Incentive Points Calculation

i. Bidder deemed responsive and responsible are eligible to receive the incentive.

E. About Commercially Useful Function: As defined in MVC §999(B), a person or an entity is deemed to perform a “commercially useful function” if a person or entity does all of the following:

1. Is responsible for the execution of a distinct element of the work of the contract.

2. Carries out the obligation by actually performing, managing, or supervising the work involved.

3. Performs work that is normal for its business services and functions.

4. Is responsible, with respect to products, inventories, materials and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing, if applicable, and making payment.

5. Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices.

6. CUF Evaluation and Determination Worksheet – Will be completed by CAC for the prime contractor and each subcontractors (whether they be SB/Micro, DVBE or not). Refer to the following website:

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-

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Division-Resources-List-Folder/Commercially-Useful-Function-for- Certified-Firms.

7. A bidder/contractor, subcontractor or supplier will not be considered to perform a “commercially useful function” if the contractor’s, subcontractor’s, or supplier’s role is limited to that of an extra participant in a transaction, contract, or project through which funds are passed in order to obtain the appearance of disabled veteran business enterprise participation.

8. A bidder/bidder and/or its subcontractor(s) is/are performing a commercially useful function when it will actually be executing the work per RFP or agreement, provide resources, labor, supervision, and/or supplies essential to the agreement and not merely acting as a broker, pass-through or “paper partner”.

F. DVBE Substitution (Post Award) Bidders must use the DGS certified DVBE subcontractors or suppliers proposed in the bid. Any substitutions must be requested in writing to the awarding department and approved by both the awarding department and OSDS in writing prior to the commencement of any work by the proposed DVBE. The proposed DVBE must be DGS certified. The substitution must be to perform the same work and shall maintain the minimum level of DVBE participation stated in original bid. (MVC §999.5(g)).

G. Certification of Payment Options – Military & Veterans Code §999.5 and §999.7(a) (SB 588)

1. Certification of Payments to DVBE Subcontractors and Withhold to be enforced by CAC.

2. In accordance with the State Contracting Manual, Volume 2, Section 1203.1, State departments shall require the Contractor to submit a complete an accurate Prime Contractor’s Certification – DVBE Subcontracting Report (STD 817) upon acceptance of ordered goods or services for which the Contractor committed to DVBE subcontractor participation.

3. Upon delivery or completion of ordered goods/services, State departments shall do the following:

a. Provide proper withhold notification to prime contractors.

b. Withhold ten thousand dollars ($10,000.00) or the full amount of the final invoice if accurate STD 817.

c. Review the STD 817. If it is determined to be complete and accurate, authorize payment of the withhold.

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d. If the STD 817 is late or incomplete, department must send the prime contractor a cure notice allowing at least fifteen (15) days, but not more than thirty (30) days, to meet the Certification of Payments to DVBE Subcontractors requirements.

e. If the prime contractor does not comply by the identified deadline, permanently deduct the…