RFP-2526-01-AgingResourceDirectory.pdf

California Department of Aging RFP Number: RFP-2526-01 Aging Resource Directory

REQUEST FOR PROPOSAL (RFP) – SECONDARY

Notice to Prospective Proposers

RFP Number: RFP-2526-01

“Aging Resource Directory”

July 29, 2025

You are invited to review and respond to this California Department of Aging (CDA) solicitation. CDA is seeking proposals for a contractor to provide, host, and maintain a statewide online Aging Resource Directory (Resource Directory). The Resource Directory will be a centralized platform within a consumer-facing website that contains searchable listings of programs, services, and providers for older Californians and professionals serving this population.

The anticipated term of this contract is one (1) year and nine (9) months, with an optional one (1) year and three (3) month extension. If an agreement results from this Request For Proposal (RFP), the term is anticipated to be October 1, 2025, through June 30, 2027, with an optional extension from July 1, 2027, through September 30, 2028. The total cost is not to exceed four hundred fifty thousand dollars ($450,000.00) for the initial contract term and will not exceed one hundred fifty thousand dollars ($150,000.00) for the optional extension. Any proposal over four hundred fifty thousand dollars ($450,000.00) for the initial term will be disqualified. Any total proposal over six hundred thousand dollars ($600,000.00) will be disqualified.

In submitting a proposal, Proposers agree that they have read, understood, and will comply with the instructions found herein. Failure to comply with any of the requirements may result in rejection of a Proposer’s proposal. By submitting a response, Proposers agree to the terms and conditions stated in this solicitation and any resulting agreement. In submitting your proposal, you must comply with these instructions.

All agreements entered into with the State of California will include by reference the State of California’s General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at: https://www.dgs.ca.gov/OLS/Resources/Page- Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language.

The State of California’s General Terms and Conditions are non-negotiable. If you do not have Internet access, a hard copy can be provided by contacting the following person below.

This solicitation is published at the Cal e-Procure website at:

https://caleprocure.ca.gov/pages/index.aspx. To ensure receipt of any addenda that may be issued and answers to questions received, you must register online at https://caleprocure.ca.gov/pages/bidder-vendor.aspx

CDA encourages potential proposers to read this entire RFP and all attachments thoroughly and carefully.

In the opinion of CDA, this RFP is complete and without need of explanation. However, if you have questions or need clarifying information, submit your question(s) no later than 4:00 p.m. Pacific Daylight Time (PDT) on Monday, August 8, 2025, in accordance with the RFP instructions to bmspurchasing@aging.ca.gov. If you experience technical difficulties contact:

Kevin Hobart Purchasing Analyst

Department of Aging

(916) 283-7185 bmspurchasing@aging.ca.gov

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

Attachment(s)

TABLE OF CONTENTS

1. GENERAL INFORMATION

A. Introduction:

B. Purpose of this RFP…………………………………

C. Background / History

D. Agreement Term and Security Provisions

2. MINIMUM QUALIFICATIONS (MQ)

A. Description of Firm

B. References

C. Proof of Legal Right to Do Business:

D. Agreement to Sign:

E. Work Product Samples

F. Experience:

G. Location:

3. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) REQUIREMENTS

4. PROPOSAL REQUIREMENTS AND INFORMATION

A. Key Action Dates:

B. Proposer’s Questions:

C. Submission of Proposals:

5. PROPOSAL EVALUATION AND AWARD

A. Description of Evaluation Process:

B. Review of Proposal Requirements:

C. Cost Proposal Requirements…………………………………………………………30

D. False Statements Disclaimer:

E. Intention to Award:

F. Breaking Tie Proposals:

G. Award and Protest: ……

H. Disposition of Proposals:

I. Standard Conditions of Service:

J. Tax Delinquency Disclaimer

6. PREFERENCE AND INCENTIVE PROGRAMS

A. Small Business Preference:

B. Non-Small Business Preference:

C. Non-Small Business Preference Calculation Example:

D. Ties Between Certified Small Businesses and DVBE Businesses

E. Maximum Allowable Preferences:

F. Commercially Useful Function (Government Code Section 14837):

G. Proposer Commercially Useful Function Requirements

H. Pending Small Business Certification

I. Disabled Veteran Business Enterprise Program and Incentive

J. Calculation of Multiple Preferences:

K. Additional Small Business and Disabled Veteran Enterprise Information:

L. Other Preference Programs:

7. REQUIRED ATTACHMENTS

A. Listing of Attachments:

1. Attachment 1 Proposal Submission Checklist

2. Attachment 2 Proposer’s Technical Response (provided by proposer)

3. Attachment 3 Resumes, Bio-Sketch, or Curriculum Vitae (CV)

4. Attachment 4 Proposer’s Certification

5. Attachment 5 Minimum Qualifications Response

6. Attachment 6 Proposer’s References

7. Attachment 7 Proposer’s Rate Sheets

8. Attachment 8 California Civil Rights Certification (CDA 9026)

9. Attachment 9 Proposer Declaration Form (GSPD-05-105)

10. Attachment 10 DVBE Declaration Form (Std. 843) (complete and return even if it does not apply)

11. Attachment 11 Payee Data Record (STD 204)

12. Attachment 12 Insurance Certifications

13. Attachment 13 Financial Solvency Certification

14. Attachment 14 Contractor Certification Clauses (CCC 04/2017).

15. Attachment 15 TACPA Preference Form (STD 830) (as it applies)

Note: Attachment 16 is included for reference and information only. Only the successful Proposer will submit these documents when requested by

CDA.

16. Attachment 16 Sample Standard Agreement (Std. 213 and Exhibits)

1. GENERAL INFORMATION

A. INTRODUCTION

Under the umbrella of the California Health and Human Services Agency (CalHHS), the California Department of Aging (CDA) administers programs that serve older adults, adults with disabilities, family caregivers, and residents in long-term care (LTC) facilities throughout the state. These programs are funded through the federal Older Americans Act (OAA), the Older Californians Act (OCA), through the Medi-Cal program, state Special Funds, and various federal grants. Below is a summary of the major program areas under CDA’s purview.

1) CDA contracts with a network of thirty-three (33) Area Agencies on Aging (AAAs) that directly manage a wide array of federal and state-funded services which provide meals; information, assistance, and navigation; health insurance counseling; and various types of supportive services to assist older adults and adults with disabilities to live as independently as possible;

promote healthy aging and community involvement; and support family members in their vital caregiving role(s).

2) The Aging and Disability Resource Connection (ADRC) program supports the development of local coordinated networks of partners forming multiple entryways ("No Wrong Door") for Californians to learn about and access available options for their Long-Term Services and Supports (LTSS) needs.

ADRC is a key program in California’s aging and disability No Wrong Door approach with twenty-four (24) "Designated" ADRCs and three (3) programs with “Emerging” status.

3) CDA contracts with a network of eleven (11) Caregiver Resource Centers that provide services to family caregivers of adults affected by chronic and debilitating health conditions including dementia, Alzheimer’s disease, cerebrovascular diseases, degenerative diseases such as Parkinson’s disease, Huntington’s disease and multiple sclerosis, or traumatic brain injury, among others. The CRCs provide services in all fifty-eight (58) counties, and every resident has access to a CRC in their area.

4) CDA contracts with thirty-eight (38) providers that operate the Multipurpose Senior Services Programs (MSSP) through the Medi-Cal Home and Community-Based (HCBS) Waiver for older adults. MSSP provides both social and health care management services to assist frail individuals aged sixty (60) or older to remain in their own homes and communities.

5) CDA certifies approximately 313 Adult Day Health Care Centers for participation in the Medi-Cal funded Community-Based Adult Services (CBAS) Program. CBAS is a community-based day health program that provides services to older persons and adults with chronic medical, cognitive, or mental health conditions and/or disabilities that are at risk of needing institutional care.

6) The Office of the State Long Term Care Ombudsman (OSLTCO) oversees thirty-five (35) local LTC Ombudsman Programs (LTCOPs), that are supported by approximately 616 local LTC Ombudsman (LTCO) Representatives throughout the state. LTC Ombudsman Representatives support and empower consumers by seeking resolutions to individual complaints involving LTC services. Additionally, LTCO Representatives advocate for the rights of over 8,987 LTC facilities, with the goal of ensuring their dignity, quality of life, and quality of care. The OSLTCO operates a statewide, twenty-four (24) hour, toll free, CRISIS line to receive complaints and relay requests for local LTCOP services. These services are free, confidential, and available to the over 250,000 residents in LTC facilities across California.

7) The Office of the Long-Term Care Patient Representative (OLTCPR) provides public patient representatives (PPRs) for specified residents at approximately 1,192 skilled nursing and intermediate care facilities statewide. California Health and Safety Code (HSC) § 1418.8 requires skilled nursing and intermediate care facilities to include patient representatives on Interdisciplinary Team (IDT) reviews when making medical decisions on behalf of specified residents who may need medical treatment but lack decision-making capacity and have no legally authorized surrogate. If facilities are unable to find a suitable person—such as a friend or family member, OLTCPR will provide PPRs to help ensure the resident’s rights, preferences, and dignity are supported in medical decision-making.

8) To promote the Department’s goal of every Californian having the opportunity to enjoy wellness, longevity, and quality of life in strong healthy communities, CDA actively collaborates with many other State departments (and other entities) on behavioral health, transportation, housing, accessibility, emergency preparedness and response, nutrition, and wellness, fall and injury prevention, improving services to persons with Alzheimer’s disease and related dementias, reducing fraud and abuse, access to LTSS and many other issues.

9) California’s Master Plan for Aging is a comprehensive framework for building a California for All Ages, consisting of five (5) bold goals:

a. Housing for All Ages and Stages: We will live where we choose as we age in communities that are age-, disability-, and dementia-friendly and climate- and disaster-ready.

b. Health Reimagined: We will have access to the services we need to live at home in our communities and to optimize our health and quality of life.

c. Inclusion and Equity, Not Isolation: We will have lifelong opportunities for work, volunteering, engagement, and leadership and will be protected from isolation, discrimination, abuse, neglect, and exploitation.

d. Caregiving That Works: We will be prepared for and supported through the rewards and challenges of caring for aging loved ones.

e. Affording Aging: We will have economic security for as long as we live.

f. To address these goals, California advanced ninety-five (95) new initiatives in State Fiscal Year 2023-24, building upon the work of the plan’s first two (2) years. Additional background and updates on the plan, including a data dashboard, can be found on the Master Plan for Aging website (https://mpa.aging.ca.gov/).

B. PURPOSE OF THIS RFP:

CDA is soliciting proposals from qualified organizations to provide, host, and maintain an online State of California Aging Resource Directory (Resource Directory). The Resource Directory must include a list of providers and agencies in California that offer programs and services that benefit older adults.

The Resource Directory will improve the experience of older adults by simplifying how they can find, learn about, and access programs, services, providers, and similar resources. The Resource Directory will provide access to Aging providers throughout the state related to CDA’s major program areas and other resources available for older adults. It will have the capability and potential to grow and expand in the future to include listings of resources for adjacent systems and programs, including those for adults with disabilities and caregivers of individuals with complex needs.

The Resource Directory is a key component of CDA’s broader effort to design a No Wrong Door (NWD) approach across California. This approach would combine statewide resource navigation services with consumer and professional-facing referral tools and systems to improve how services can be found and accessed.

C. BACKGROUND / HISTORY:

California has the largest and one of the most diverse populations in the nation.

By 2030, 10.8 million Californians will be aged sixty (60) and older, comprising nearly one-quarter of the state’s population. In addition, approximately 6.7 million adults aged eighteen (18) and older in California have a disability, which represents roughly one (1) in four (4) adults. To address the growing and diverse needs of older adults, persons with disabilities, and family caregivers, Governor Gavin Newsom issued an Executive Order in 2019 calling for the creation of a Master Plan for Aging (MPA). Released in January 2021, the MPA is a ten (10) year blueprint for state and local governments, in partnership with the private sector and philanthropy, to prepare California for demographic shifts and to build a California for All Ages by 2030.

A core MPA strategy is to simplify access to LTSS by establishing consistent information and assistance services accompanied by comprehensive listings of programs, services, providers, and similar resources. For many Californians, the process of identifying and connecting to services is fragmented, inconsistent, and complex. These barriers can result in delayed access to services, caregiver strain, and avoidable institutional or hospital placements. While some counties and Area Agencies on Aging (AAAs) have developed local online resource directories, coverage is inconsistent. An estimated 14 million Californians currently reside in areas that lack access to a searchable, consumer-friendly online directory with a focus on resources for older adults and adults with disabilities. As a result, many individuals and caregivers are left unaware of where to turn for help.

D. AGREEMENT TERM AND SECURITY PROVISIONS:

If an agreement results from this RFP, the term is anticipated to be October 1, 2025, through June 30, 2027, with an optional extension from July 1, 2027, through September 30, 2028.

Any agreement (and/or amendment) resulting from this RFP shall have no force or effect until it is signed by both parties and approved by the Department of General Services Office of Legal Services (DGS OLS) if such approval is required.

Performance shall start no later than on the express date set by the awarding agency and after all approvals have been obtained and the agreement is fully executed.

1) All performance under the agreement shall be completed on or before the termination date of the agreement.

2) Should the Contractor fail to commence work at the agreed upon time, CDA reserves the right to terminate the agreement upon thirty (30) days’ written notice to the Contractor.

2. MINIMUM QUALIFICATIONS (MQ)

The successful proposer will be selected on a competitive basis to provide services as described in detail in the Sample Agreement, Exhibit A, Scope of Work (Attachment 16). To have a proposal evaluated, the Proposer must meet the following minimum qualifications:

The selected Proposer must meet all requirements and expectations listed in this RFP, including having submitted evidence of a minimum of three (3) years’ experience in providing, hosting, and maintaining resource directories.

All Proposers must explain thoroughly how their offering meets the minimum service and deliverable expectations specified in the RFP. CDA reserves the right to reject all proposals.

Award, if any, will be to the proposer whose proposal best complies with the criteria set forth herein.

A. DESCRIPTION OF FIRM

Proposers must submit a description of their business.

1) Provide a description of the history and specializations of your firm.

2) Provide a description of safeguards that your firm employs to ensure that confidential information is safely maintained and accessed only for the purposes of providing services subject to this RFP.

B. REFERENCES

Proposer must provide three (3) references from other entities, agencies, or organizations for whom the Proposer has provided services of the same nature and type as those outlined in this solicitation. We will not accept references from any CDA staff. Each reference must be someone who has had direct experience with the provision of services. References must include name, company, title, email, and phone number.

C. PROOF OF LEGAL RIGHT TO DO BUSINESS:

Proposers must submit proof of their legal right to do business in the State of California:

1) Proposers must submit a copy of their license to do business in the State of California, where applicable.

2) Proposers must certify that they are and will continue to meet all terms and conditions for operating a business in the city/county where the business is headquartered.

3) Proposers which are corporations, regardless of where they are incorporated, shall submit a print-out from the California Secretary of State website https://bizfileonline.sos.ca.gov/search/business which shows that their corporation is registered and is currently in good standing.

4) Proposer must certify financial solvency or stability and provide proof (e.g., audited financial statements, balance sheets and income statements for one year or more.)

D. AGREEMENT TO SIGN:

1) The Proposer shall certify that, if awarded an agreement, they shall sign and return two (2) originals of the Standard Agreement signature pages (Std.

213), to be received by CDA no later than seven (7) calendar days from the date CDA e-mails the agreement to the email address provided by Proposer on the Minimum Qualifications Response Form (Attachment 5);

a) OR that Contractor shall provide electronic signature in DocuSign as initiated by CDA, no later than seven (7) calendar days from the date CDA sends the DocuSign envelope.

b) CDA reserves the right, at its sole discretion, to require documentation to be submitted in addition to the Std. 213-Signature Page. If CDA exercises that right, the Contractor must submit all required documentation within the timeframes noted here.

2) The Proposer shall further certify that they understand the insurance requirements in Attachment 17, Sample Agreement, Exhibit E, Insurance Requirements, and if awarded an agreement, shall provide CDA with all required insurance documents as may be applicable, in a timely manner.

3) Proposer shall certify their understanding that all agreements entered with the State of California are required to comply with Governor's Executive Order (EO) N-6-22: https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22- Russia-Ukraine-Executive-Order.pdf.

4) CDA reserves the right, at its sole discretion, to cancel the proposed award to a Proposer who does not submit the required documentation described herein. Should CDA cancel a proposed award for this reason, CDA reserves the right, at its sole discretion, to award the contract to the next highest-scoring, responsive, and responsible Proposer.

E. WORK PRODUCT SAMPLES

Proposers must submit two (2) different completed work samples like the work requested in this RFP.

1) Samples must be actual work products produced by the firm while providing services to its clients.

2) If necessary, samples may be redacted to maintain confidentiality but shall not be altered from original work product in any other manner.

F. EXPERIENCE:

Proposers must submit evidence that they and/or their subcontractors have the following experience:

1) The Proposer must have at least three (3) years’ experience providing, hosting, and maintaining resource directories, with experience in California preferred.

2) CDA requires one (1) primary contractor. If your agency does not have sufficient expertise in each of these disciplines, CDA may consider having the Proposer serve as the lead with strategic alliance partners (i.e., subcontractors) to deliver services.

3) Proposer must provide resumes, biosketches, or curriculum vitae (CVs) for each of the key personnel that would be assigned to CDA’s account. CVs must include any relevant education, certifications, and/or credentials and the length of time each has been held.

G. LOCATION:

Proposer (including subcontractors) must have either an office or staff, or both located in California.

3. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) NOTIFICATION

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.

Bidder / Offeror must notify the State in writing if it:

A. intends to provide GenAI as a deliverable to the State; or

B. intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts:

1) functionality of a State system,

2) risk to the State, or

3) Contract performance.

4) For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

Failure to report GenAI to the State may result in disqualification. The State reserves the right to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

Upon notification by a Bidder / Offeror of GenAI as required, 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.

Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

4. PROPOSAL REQUIREMENTS AND INFORMATION

A. KEY ACTION DATES:

Event Date Time

RFP Available to Prospective Proposers July 29, 2025 8:00 a.m. PDT

Deadline for Submission of Proposer’s Questions

August 8, 2025 4:00 p.m. PDT

Anticipated Addendum posted (questions answered in writing)

August 15, 2025 5:00 p.m. PDT

Final Date for Proposal Submission August 22, 2025 5:00 p.m. PDT

Anticipated Evaluation of Submitted Proposals August 25, 2025 – September 5, 2025

Anticipated Notice of Intent to Award Posted September 8, 2025 5:00 p.m. PDT Last day to Protest this Award September 15, 2025 5:00 p.m. PDT Anticipated Start Date October 1, 2025 N/A

B. PROPOSER’S QUESTIONS:

1) Proposers must notify CDA immediately via email to bmspurchasing@aging.ca.gov

a) The following MUST be included in the subject line:

(1) RFP-2526-01 Aging Resource Directory

b) if they need clarification about the services being sought or have questions about the RFP instructions or requirements. The level of detail that shall be provided in response is subject to the availability of CDA resources. CDA will respond to all questions via an addendum to the solicitation with all questions and answers posted on Cal e-Procure (www.caleprocure.ca.gov).

2) Note: It is the responsibility of the proposer to check Cal e-Procure for any changes within the RFP, as all questions, answers, and addenda will be posted there. CDA will not be held responsible for inaccurate proposals due to Proposer’s oversight in reviewing all information via Cal e-Procure.

3) Verbal comments regarding this RFP are unofficial and are not binding on CDA unless later confirmed in writing as an official addendum.

4) Proposers who fail to report a known or suspected problem with the RFP or fail to seek clarification and/or correction of the RFP, submit a proposal at their own risk.

C. SUBMISSION OF PROPOSALS:

1) PROPOSAL SUBMISSION:

All proposals shall be submitted via email following the instructions listed in a) below.

a) ALL PROPOSALS MUST BE SUBMITTED VIA EMAIL TO:

bmspurchasing@aging.ca.gov

SUBJECT: SUBMITTAL – RFP-2526-01 Aging Resource Directory – [Proposer Name]

b) Proposals should provide straightforward and concise descriptions of the proposing firm’s ability to satisfy the requirements of this RFP.

c) If the proposal is made under a fictitious name or business title, the actual legal name of the proposing firm must be provided.

d) All proposals must include signatures on the following documents:

Proposal/Proposing firm Certification Sheet, Contractor Certification Clauses, and any other documents specified in this RFP.

e) Proposals which do not include the documents identified in the Proposal Checklist will be deemed non-responsive and will be rejected.

f) The emailed Proposal(s) must be received no later than the due date and time listed in Section 4, A – Key Action Dates.

g) The emailed proposal must be sent with your request for a read-receipt from the recipient (so that you know it was received).

h) The emailed submissions will not be opened until after the 5:00 PM PDT deadline. If emailed proposals are received after 5:00 PM PDT they will not be opened or evaluated.

i) Emailed proposals must not be encrypted or otherwise password protected. To meet size limits, proposals may need to be split into several PDF documents.

j) All proposals submitted must clearly and legibly show the name and address of the Proposer’s firm.

k) It is the Proposer’s responsibility to ensure that their proposal is submitted in a manner that enables CDA to easily locate all response descriptions and exhibits for each requirement of this RFP.

l) Proposals must be submitted for the entire service described within the Scope of Work. Deviations from the specifications will not be considered and will be cause for rejection of the proposal.

m) CDA does not accept alternate language from the proposing firm. A proposal with such language will be considered a counter proposal and will be rejected. The State’s General Terms and Conditions are not negotiable.

n) Costs for developing proposals and preparation of award of the contract are entirely the responsibility of the proposing firm and will not be chargeable to CDA.

o) Paper submissions will not be accepted. The electronic documentation sent via this email transmission shall not be altered in any manner. The State’s copy of the electronic documentation developed for this RFP is for the purpose of issuing a binding contract and shall be considered the

ORIGINAL.

2) SIGNATURE REQUIREMENTS:

a) All documents requiring a signature must bear an electronic/digital signature or wet signature of a person authorized to bind the proposing firm/organization. For purposes of electronic or digital signatures, California recognizes their legal validity and enforceability under the Uniform Electronic Transactions Act (UETA), codified at Civil Code sections 1633.1 to 1633.17, which permits the use of electronic signatures, including government contracts.

b) An individual who is authorized to contractually bind the Proposer shall sign the Proposer Certification Sheet. The signature must indicate the title or position that the individual holds in the firm. An unsigned proposal may be rejected. It is the responsibility of the Proposer to ensure that the individual signing is properly authorized to bind the firm contractually, and failure to include proper signature(s) may result in the proposal being deemed non-responsive.

c) Electronic/digital signatures or wet signatures of individuals authorized to bind the Proposer are required.

d) All documents requiring a signature must bear the original signature of a person authorized to bind the proposing firm. An individual who is authorized to bind the Proposer contractually shall sign the Proposer Certification Sheet. The signature must indicate the title or position that the individual holds in the firm. An unsigned proposal may be rejected.

3) GENERAL CONTENTS:

a) All proposals shall include all the documents identified in Section 7, Required Attachments, Attachment 1, Proposal Submission Checklist.

b) Proposals must provide straightforward and concise descriptions of the Proposer's ability to satisfy the requirements of this RFP. The proposal must be complete and accurate. Omissions, inaccuracies, or misstatements will be sufficient cause for rejection of a proposal.

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

d) A proposal shall be rejected if it is conditional or incomplete, or if it contains any alterations of form 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 or defect shall in no way modify the RFP document or excuse the Proposer from full compliance with all requirements if awarded the agreement.

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

f) Where applicable, Proposers must carefully examine work sites and specifications. Proposers shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the agreement amount will be made due to a lack of careful examination of work sites and specifications.

4) GENERAL CONSIDERATIONS:

a) No verbal understanding or agreement shall be binding on either party.

b) Costs for developing proposals in anticipation of award of the agreement are entirely the responsibility of the Proposer and shall not be charged to the State of California.

5) WITHDRAWING AND RESUBMITTING:

a) Proposers may modify a proposal after its submission by withdrawing their original proposal package and resubmitting a new proposal package to the email address prior to the proposal submission deadline. Proposer’s modifications offered in any other manner, verbal or written, will not be considered.

b) Proposers may withdraw their proposal by submitting a written withdrawal request to CDA State Operations Purchasing Section (SOPS) to the email address below, signed by the Proposer or an authorized agent. A Proposer may thereafter submit a new proposal package prior to the proposal submission deadline.

c) Proposals may not be withdrawn without cause after the proposal submission deadline. Communications will be sent to bmspurchasing@aging.ca.gov

(1) The following MUST be included in the subject line:

RFP-2526-01 Aging Resource Directory

d) A copy of any proposal submitted in response to this RFP may be returned only at the applicant’s expense, unless CDA, in its sole discretion, should waive such expense.

6) MODIFICATION AND REJECTIONS:

a) CDA may modify the RFP, prior to the solicitation due date and time, by the issuance of an addendum to all parties who received a solicitation package. All Addenda will be posted on the Cal e-Procure with the original advertisement.

b) CDA reserves the right to reject all proposals. CDA is not required to award an agreement pursuant to this RFP.

c) If all proposals are too high, CDA is not required to award a contract.

d) Proposing firms are cautioned not to rely upon CDA during the evaluation to discover and report all defects and errors in the proposal documents.

Proposing firms should carefully proofread documents for errors and adherence to the RFP requirements prior to proposal submittal.

e) The proposals submitted, including costs, will become public in accordance with the California Public Records Act (Government Code sections 7920.000, et seq.) when CDA has completed its evaluation and announces the award of the contract.

f) If a Proposer believes that one or more of the RFP requirements is onerous, unfair, or imposes unnecessary constraints to the Proposer in proposing less costly or alternate solutions, the Proposer may request a change to the RFP by submitting, in writing, the recommended change(s) and the facts substantiating this belief and reasons for making the recommended change.

g) Such requests must be submitted bmspurchasing@aging.ca.gov by the date specified in the Key Action Dates – Deadline to Submit Written Questions. Such changes will be made at the sole option of CDA. If CDA determines that any requested change is in the best interest of the State, all Proposers will be notified of the change by the issuance of an Addendum to this RFP (without revealing the identity of the Proposer who requested the change).

h) A proposal submitted with alternate contract language will be considered a counteroffer and will be rejected. The State’s General Terms and Conditions are not negotiable. Proposers are hereby advised that proposals of alternate contract language or attempts to negotiate the State’s General Terms and Conditions after the selection of a proposed awardee shall be considered a counteroffer for the purposes of this solicitation. In such a situation, CDA shall notify the proposed awardee that they must accept the state’s language, and terms as offered or be disqualified from being awarded a contract.

i) Should a contractor fail to accept the language and terms offered, CDA shall disqualify that vendor and award the contract to another proposer and issue a revised Letter of Intent to Award, if applicable.

j) No more than one proposal from an individual, firm, partnership, corporation, or association under the same or different names, will be considered. Reasonable grounds for believing that any proposing firm has submitted more than one proposal for the work contemplated herein will cause the rejection of all proposals submitted by that firm. If there is reason to believe that collusion exists among the proposing firm, none of the participants in such collusion will be considered in this or future procurements.

7) TECHNICAL PROPOSAL CONTENT

The Proposer shall provide a section in their proposal entitled “Technical Proposal” that addresses each section under the following headings in the order shown below:

a) COVER SHEET

The Cover Sheet must be completed as indicated in Attachment 1.

b) TABLE OF CONTENTS

The proposal must have a table of contents with page numbers referenced.

c) EXECUTIVE SUMMARY

Include a summary of the entire proposal [maximum 2 (two) pages, with one (1) inch margins and one point five (1.5) line spacing].

(1) Include experience in providing, hosting, and maintaining online searchable resource directories; Please include experience in performing the functions listed in Section A. of the RFP. Please also include experience in the areas of project management, stakeholder engagement, change management, and strategic planning.

d) PROJECT KEY PERSONNEL

Proposers are invited to include organizational information and key personnel introductions for those professionals who would represent the proposers in services to CDA.

(1) Identify all key staff (executive, administrative, and service providers), their primary responsibilities, and the percentage of time that each member of staff will spend on the project.

(2) Proposer must provide resumes, biosketches, or curriculum vitae (CVs) for each of the key personnel that would be assigned to CDAs account. CVs must contain any relevant experience, education, certifications, and/or credentials and the length of time each has been held.

8) PROPOSER’S APPROACH:

Each proposer must review the draft SOW to ensure responses address and provide a strategic approach for delivering the services listed therein by the dates/timeline outlined in Exhibit A, Attachment 1 Key Action Dates and Proposed Timeline. Additionally, proposers must also review CDA’s introduction, background, and purpose of this RFP to further inform their strategic approach.

9) WORK SAMPLES:

Proposers must provide descriptions of the two work samples submitted with the proposal and how each work sample demonstrates experience in providing services similar to this RFP. Samples must be actual work products produced by the firm while providing services to its clients. If necessary, samples may be redacted to maintain confidentiality, but shall not be altered from original work product in any other manner.

10) COST PROPOSAL REQUIREMENTS

a) Proposal Costs - All costs and expenses incurred by each respective proposer are the sole responsibility of that respective proposer and cannot be charged to CDA.

b) All submissions must use the provided template (RFP-2526-01 Attachment 7 – Proposer’s Rate Sheets) and include estimated pricing for all categories listed. Estimated costs must account for all work, services, products, licensing, hosting, implementation, consulting, training, maintenance, and related expenses as defined in the draft SOW and Attachment 7 – Proposer’s Rate Sheets. The proposer must guarantee the rates stated in their submitted proposal will not increase during the term of this contract.

c) Proposals should include costs to ensure documents produced through the project are ADA accessible. This includes documents and the facilitation of forums/meetings for stakeholder engagement.

5. PROPOSAL EVALUATION AND AWARD

A. DESCRIPTION OF EVALUATION PROCESS

1) 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.

2) The State will put each proposal through a process of evaluation to determine the responsiveness of proposing firms to the State's needs. The final selection will be made based on the highest scoring proposal meeting the specifications.

3) Proposals containing false or misleading statements or providing references that do not support an attribute or condition claimed by the proposing firm may be rejected. If, in the opinion of CDA, information was intended to mislead CDA in its evaluation of the proposal, and the attribute, condition, or capability is a requirement of this RFP, it will be the basis for rejection of the proposal.

4) If there are tied bids, representatives of CDA will flip a coin to pick the winning Proposer. The drawing will be witnessed and documented by two or more State employees.

5) The evaluation process will consist of two phases.

a) In Phase One (1), proposals are reviewed to ensure that all documentation has been submitted in compliance with the requirements of this RFP. CDA will review all of the following documents to determine that each is enclosed and properly completed. Failure to meet these administrative requirements will cause a proposal to be deemed non-responsive and therefore ineligible for the next step of the RFP evaluation process.

b) Phase Two (2) will consist of an evaluation of the Proposer’s Approach and Work Schedule/Technical Proposal based upon the criteria and scoring method described below. It will be used to determine which of the proposals meet the minimum technical requirements.

B. REVIEW OF PROPOSAL REQUIREMENTS:

1) PHASE 1 – ADMINISTRATIVE EVALUATION

CDA will conduct an administrative evaluation in accordance with the RFP requirements to determine a Proposer’s responsiveness and responsibility.

Each proposal will be checked for completeness and/or absence of all required information and to ensure that the Proposer meets the minimum qualifications in conformance with the submission requirements. During evaluation period, if an item is unclear, or needs further clarification, Proposers may be requested to provide additional documentation. Proposals that contain false or misleading statements may be rejected.

a) DEFINITIONS OF RESPONSIVE AND RESPONSIBLE PROPOSERS

A responsive Proposer is one who submits a proposal that meets all the submission requirements and minimum qualification requirements stated in the RFP.

A responsible Proposer is one that is trustworthy and possesses the necessary quality, fitness, and capacity to satisfactorily perform the proposed work. Proposers who are determined not to be responsible or who submit non-responsive proposals shall have the proposals rejected.

b) DETERMINING RESPONSIVE PROPOSERS

(1) Each proposal will first be reviewed to determine whether the Proposer is responsive. This includes but is not limited to, ensuring that the proposal was received by the date and time specified; contains all the required documents; meets the minimum qualifications; meets the format requirements specified; and that there is no material deviation from the terms and conditions of the proposed contract.

(2) A non-responsive proposal is one that does not meet the requirements stated in the RFP, fails to provide all required document attachments, or proposals that deviate substantially from requirements. A proposal that changes the terms and conditions of the RFP or the contract provisions will be considered a counterproposal and will be rejected as non-responsive.

c) DETERMINING RESPONSIBLE PROPOSERS

Responsive proposals shall be considered evidence of the Proposer’s responsibility. CDA reserves the right to reevaluate a Proposer’s responsibility prior to award and is in no way limited to submitted proposal packages in deciding as to a Proposer’s responsibility. In determining whether a Proposer is responsible, CDA may require Proposers to submit evidence of their qualifications at such times, and under such conditions, as it may require.

2) PHASE 2 – TECHNICAL PROPOSAL EVALUATION

CDA will conduct an evaluation of each proposal not rejected in Phase 1 by an Evaluation Committee consisting of CDA employees. CDA reserves the right to request clarification from the proposers regarding their proposal to the extent it deems necessary.

a) Rating Criterion Guidelines

(1) After studying the RFP, each panel member will review each proposal and assign points for each criterion discussed below. The reviewers will then meet either in person or by teleconference to discuss in detail the strengths, weaknesses, and ratings of each proposal.

(2) The criteria in the Sample Score Sheet of this RFP will be used by reviewers evaluating proposals submitted in response to this RFP. In addition to what is stated below, in scoring the proposal, each criterion will be rated based on completeness, responsiveness, clarity of response, and weighed in the context of its contribution to the product.

(3) Members of the evaluation committee will independently review each proposal submitted and numerically score each rating/scoring category in the Technical Requirements section.

(4) All evaluators’ scores will then be compiled and averaged to arrive at the final score for each rating/scoring category.

Rating/Scoring Criteria Maximum

Possible Points

Executive Summary 10

Experience 30

Proposer’s Approach 100

Work Samples 20

Reference 10

Cost Proposal 80

Total Possible Points 250

b) The CDA Evaluation Committee will score the submittals based on percentages for levels of quality for each scoring criterion. The percentages will then be translated to points based upon the weight of each particular factor. For example, under “Effective Timeframes,” if a proposing firm’s response is considered “Excellent,” it will receive 9 points (0.9 x 10). The same approach will be used for all categories, except the scoring of the Cost Proposal.

Percentage of maximum points

Description

Non-Compliant

0%

Fails to address the component or the proposing firm does not describe any experience related to the component.

Poor

30%

Minimally addresses the section, but one or more major considerations of the component are not addressed, or so limited that it results in a low degree of confidence in the proposing firm’s response.

Fair

70%

The response addresses the section, but minor considerations may not be addressed. Acceptable degree of confidence in the proposing firm’s response.

Good

80%

The response fully addresses the section and provides a good quality solution. Good degree of confidence in the proposing firm’s response.

Excellent

90%

All considerations of the section are addressed with a high degree of confidence in the proposing firm’s response.

Outstanding

100%

All considerations of the section are addressed with the highest degree of confidence in the firm’s response or proposed solution. The response exceeds the requirements in providing a superior experience and creative approach.

SAMPLE SCORE SHEET

MINIMUM QUALIFICATIONS PASS FAIL

1. PROOF OF LEGAL RIGHT TO DO BUSINESS:

A. Proposer has provided a copy of their license to do business in the State of California, (as applicable).

B. Proposer has signed to certify that they are and will continue to meet all terms and conditions for operating a business in the city/county in which the business is headquartered.

C. Proposers, which are corporations, have provided a printout from the California Secretary of State website which shows that their corporation is currently in good standing.

D. Proposer has signed to certify that they are and will maintain financial solvency, by completing and signing Attachment 13, Certification of Financial Solvency.

2. AGREEMENT TO SIGN:

A. The Proposer has certified that they understand the insurance requirements. If awarded an agreement, shall sign and submit electronically via DocuSign (or wet sign and return two (2) originals) of the Standard Agreement signature pages (Std. 213) and any required insurance documents as directed.

B. The Proposer has certified their understanding that all agreements entered with the State of California are required to comply with Governor's Executive Order N-6-22.

3. EXPERIENCE:

A. Proposer must have a minimum of three (3) years’ experience in providing, hosting, and maintaining resource directories. Experience in California preferred.

B. Proposer must provide resumes, biosketches, or curriculum vitae (CVs) for each of the key personnel that would be assigned to CDAs account. CVs must also include any relevant education, certifications, and/or credentials and the length of time each has been held.

4. REFERENCES:

A. Proposer has provided three (3) references from customers as described in

Section 2. Minimum Qualifications, Subsection D, References. We will not accept letters from any CDA staff.

5. WORK SAMPLES

A. Proposer has provided two (2) different completed work samples of a similar scope to this RFP.

6. LOCATION

A. Proposer (including subcontractors) has either an office or staff, or both located in California.

Only those Proposers who pass all Minimum Qualifications will have their proposals evaluated and scored.

PROPOSER NAME: __________________________________________________

Pass

Yes No

TECHNICAL PROPOSAL SCORING

Maximum

Points Possible

Points Awarded

Executive Summary: (Max 10 points)

1. Proposer’s Executive Summary describes their agency’s experience providing, hosting, and maintaining on-line searchable resource directories that include the services and functionality listed in Section 6.A 1-6 of the Scope of Work. Please include examples of successful projects you have implemented that demonstrate strong client and stakeholder partnership, innovation, flexibility and adaptability in approach based on client’s needs.

A. Excellent Experience and Approach – 10 points B. Satisfactory Experience and Approach – 5 points C. Unsatisfactory Experience and Approach – 1 point

Total Possible Points for Executive Summary: 10

Experience: (Max 30 points)

1. Proposed staff have professional qualifications and experience providing, hosting, and maintaining on-line searchable resource directories.

A. 7+ years of experience (average) – 10 points B. 4-6 years of experience (average) – 7 points C. 3-5 years of experience (average) – 5 points

2. Proposed staff and resumes demonstrate an appropriate match to the tasks to be performed in the delivery of the requested services, as can be determined when reviewing CVs.

A. Excellent match – 10 points B. Above average match – 7 points C. Satisfactory match – 5 points D. Unsatisfactory match – 1 point

3. Proposer’s experience working with organizations to provide, host and maintain on-line searchable resource directories including the required functionality listed in the Scope of Work Section 6.A 1-6 and deliverables listed in Section 6.B 1-3 of the Scope of Work.

A. Excellent – 20 points B. Above average – 14 points C. Satisfactory – 10 points D. Unsatisfactory – 2 points

Total Possible Points for Experience: 30

Proposer’s Approach: (Max 100 points)

1. Proposer presents a clear, achievable strategy for providing, hosting, and maintaining an online searchable Resource Directory that includes all of the required functionality in the Scope of Work Section 6.A 1-3.

A. Excellent – 40 points B. Above average – 28 points C. Satisfactory – 20 points D. Unsatisfactory – 4 points

2. Proposer presents a clear, achievable strategy to provide technical, operational, and support services that includes all of the required service capabilities in the Scope of Work Section 6.A 4-6.

A. Excellent – 20 points B. Above average -- 14 points C. Satisfactory – 10 points D. Unsatisfactory -- 2 points

3. Proposer presents a clear, achievable strategy to provide project deliverables that include all of the required deliverables in the Scope of Work Section 6.B 1-3.

A. Excellent – 20 points B. Above average -- 14 points C. Satisfactory – 10 points D. Unsatisfactory -- 2 points

4. Proposer presents a strategy for implementing the optional items listed in Section 6.A 1-2 of the Scope of Work.

A. Excellent –…