RFP__25-060_Addedum_1.pdf

ST AT E O F C AL I FO R NI A | Business, Consumer Services and Housing Agency GAVIN NEWSOM, GOVERNO

Civil Rights Department KEVIN KISH, DIRECTOR 651 Bannon Street, Suite 200 | Sacramento | CA | 95811 800-884-1684 (voice) | 800-700-2320 (TTY) | California’s Relay Service at 711 www.calcivilrights.ca.gov | contact.center@calcivilrights.ca.gov

March 16, 2025

Request For Proposal (RFP)

RFP# 25-060

Title: California vs. Hate Resource Line and Network

– Care Coordination Services

Addendum 1

The Civil Rights Department is issuing this addendum to provide information to answer follow-up questions, clarify the RFP submission, and make corrections to the RFP. Changes can be found in red bolded text. All other terms and conditions of RFP# 25-009 remain the same. If you have any questions, please contact Xai Thao at xai.thao@calcivilrights.ca.gov.

Questions and Answers

Question 1: What is the total value of this contract for the three-year period?

Answer 1: The estimated budget for the CA vs. Hate – Care Coordination Services RFP is

$6,300,000.00. Reference RFP# 25-060, 4. Contract Term and Budget/Cost Limitations, page 18, for the breakdown of the estimated projection.

Question 2: What is the average duration of each call?

Answer 2: The average duration of each call last year is 12 minutes and 38 seconds.

Question 3: What tasks are involved with each call?

Answer 3: The objectives and tasks involved with each call are in the RFP. Reference RFP # 25-060,

2.2 Objectives, page 2, and 2.5 Deliverables/Tasks, page 4.

Question 4: Do agents generally follow-up with people who have called in?

Answer 4: Yes. Details are in the RFP. Reference RFP # 25-060, 2.5 Deliverables/Tasks, page 4.

Question 5: Will you clarify the current number of agents utilized please?

Answer 5: Currently, there are 72 agents that answer intake calls and 21 care coordinators that conduct follow-up calls.

Question 6: In reviewing the submission instructions, we noted that proposals must be submitted electronically to bidsubmission@calcivilrights.ca.gov, but the section also references submitting three (3) printed copies of each volume. Could you please clarify whether printed copies are required, and if so, what physical mailing address they should be sent to?

Answer 6: RFP 25-060 must be submitted via email to bidsubmission@calcivilrights.ca.gov. Printed copies will not be accepted. Please see below for correction and clarification to 9.

Submission Procedure.

http://www.calcivilrights.ca.gov/ mailto:contact.center@calcivilrights.ca.gov mailto:xai.thao@calcivilrights.ca.gov mailto:bidsubmission@calcivilrights.ca.gov

Civil Rights Department

RFO 24-035

Correction:

In RFP # 25-060, 9. Submission Procedure, page 27, has been updated as following.

9. SUBMISSION PROCEDURE

The proposal package should be prepared in the least expensive method. Expensive bindings, color displays, promotional materials, et cetera, are neither necessary nor desired. Respondents are encouraged to concentrate on conformity with RFP instructions, responsiveness to RFP requirements and the clarity and completeness of the proposal’s content.

The elements of a complete submission are defined below in two volumes. Volume #1 is the proposal that does NOT contain any cost information. Cost information includes but is not limited to: Individual Rates of Staff, Total Cost Bid, Cost of deliverables/tasks or sub-components of the proposal, and the cost of sub-contracted personnel or services. Volume #2 is the cost information that must be sealed in a separate envelope and labeled “"Do Not Open – Cost Proposal for RFP # 22-003.”

The required documents and forms must be delivered in one package. Failure to provide all items in Attachment #1 may result in disqualification.

A. Submission Format: The respondent must submit both volumes of their proposal with each volume having a total of three (3) copies as printed documents.

All documents must be sent together in one package and submitted as follows:

i. All proposal submissions must be submitted electronically only to the email address below. DO NOT include any other CRD email addresses. Any proposal that is sent to or includes other CRD email address may be rejected.

a) bidsubmission@calcivilrights.ca.gov

ii. The maximum file size emails that CRD can receive is 25MB; therefore, bid submission may be submitted in multiple emails as necessary.

iii. All required information for the review of proposal must be submitted. Proposals not including the proper "required attachments" may be deemed non-responsive.

A non-responsive proposal is one that does not meet the basic requirements.

iv. Failure to deliver the proposal by the date and time listed in Section 1 “Key Action

Dates” will be cause for rejection of the proposal. It is the responsibility of the Bidder to ensure documents arrive to CRD’s bid submission email inbox on time. Bidder must allow time for large files to transmit. The CRD is not responsible for errors or delays in receiving the submittal.

B. Proposals must be submitted for the performance of services described herein. The

State may reject any or all proposals that are conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. The State may waive any immaterial deviation in a proposal. The State's waiver of immaterial deviation shall in no way modify this RFP document or excuse the respondent from full compliance with all requirements if awarded the Agreement.

Civil Rights Department

RFO 24-035

C. Costs incurred for developing proposals and in anticipation of the award of the Agreement are entirely the responsibility of the respondent and shall not be charged to the State of California.

D. An individual who is authorized to bind the firm contractually shall sign all applicable attachments and indicate his or her title or position held in the firm. An unsigned proposal may be rejected.

E. A respondent may modify a proposal after its submission by withdrawing its original proposal and resubmitting a new proposal prior to the proposal submission deadline as set forth in Section 1 “Key Action Dates;” modification, in any other manner, oral or written, will not be considered.

F. Prior to the proposal submission deadline, a respondent may withdraw its proposal by submitting a written withdrawal request to the CRD, signed by the respondent or an authorized agent. A respondent may thereafter submit a new Proposal prior to the proposal submission deadline. Proposals may not be withdrawn without cause prior to the submission deadline.

G. The CRD may modify this RFP prior to the submission date of proposals by issuing an addendum via CSCR.

H. The CRD reserves the right to reject all proposals for reasonable cause, including cost.

The agency is not required to award a contract under this RFP.

I. Before submitting a response to this proposal, respondents should review the response, correct all errors and confirm the response’s compliance with the RFP’s requirements.