RFP_26-10016_CA_Tobacco_Prevention_Clearinghouse.pdf

State of California—Health and Human Services Agency

California Department of Public Health

ERICA PAN, MD, MPH, FAAP GAVIN NEWSOM

Director and State Public Health Officer Governor

June 11, 2026

RE: Request for Proposal (RFP) Number 26-10016, California Tobacco Prevention Clearinghouse

The California Department of Public Health (CDPH) is soliciting responses from qualified vendors to operate and maintain a statewide tobacco prevention educational materials clearinghouse. The contract term will be from October 1, 2026 to June 30, 2029, with an option to amend for an additional year.

Please read all instructions and forms thoroughly to ensure your proposal is in compliance with the requirements of the RFP. The California Department of Public Health’s Centralized Contract Services Unit must receive digital submission of proposals no later than 3 PM on Thursday, July 23, 2026, as specified in this RFP.

In the opinion of CDPH, this RFP is complete and without need of explanation. However, if questions arise or there is a need to obtain clarifying information, put all inquiries in writing and email them to CDPH according to the instructions in the RFP section entitled, “Proposer Questions”.

Thank you for your interest in our department’s service needs.

Sincerely, Kamilah Morton Contract Analyst, Contract Services Unit 1616 Capitol Avenue, MS 1802 Sacramento, CA 95814 Phone: 279-732-2499 Fax: 916-650-0110 Email: CCSU.Solicitations@cdph.ca.gov

Request for Proposal – Secondary 26-10016 California Tobacco Prevention Clearinghouse

Centralized Contracts Services Unit

Kamilah Morton, Contract Analyst

MS Code 1802 1616 Capitol Avenue

Sacramento, CA 95814 279-732-2499

CCSU.Solicitations@cdph.ca.gov

Section A – Purpose, Background and Description of Services by the Staff of the California Tobacco Prevention Program (CTPP).

California Tobacco Prevention Program (CTPP) RFP # 26-10016 i

Table of Contents

A. Purpose and Background

1. Purpose

2. Background

3. Ending the Tobacco Epidemic

4. Recognizing Traditional Tobacco Use

5. Authorizing Legislation

B. Time Schedule C. Contract Term D. Funding

1. Funding Amount

2. Funding Source(s)

3. Funding Restrictions

E. Reasonable Accommodations F. Proposer Questions

1. What to include in an inquiry

2. Question deadline

3. How to submit questions

4. Verbal Questions

G. Mandatory Non-Binding Letter of Intent

1. General information

2. Submitting the Letter of Intent

H. Scope of Work I. Use of GenAI J. Qualification Requirements K. Proposal Format and Content Requirements

1. General instructions

2. Format requirements

3. Content requirements

a. Proposal Cover Page

b. Table of Contents

c. Executive Summary Section ii

d. Agency Capability Section

e. Project Personnel Section

f. Work Plan Section

g. Management Plan Section

h. Facilities and Resources Section

i. Cost Section

j. Appendix Section

k. Forms Section

L. Proposal Submission

1. General Instructions

2. Proof of timely receipt

3. Proposer costs

M. Evaluation and Selection

1. Stage 1 – Required Attachment / Certification Checklist review

2. Stage 2 – Narrative proposal evaluation/scoring

3. Stage 3 –Scoring the Cost Section

4. Stage 4 – Adjustments to Score Calculations for Bidding Preferences

5. Stage 5 – Final Score Calculation

N. Narrative Proposal Rating Factors

1. Executive Summary (30 Points after a Multiplier of 0.5)

2. Agency Capability (245 Points after a Multiplier of 1.75)

3. Project Personnel (120 Points after a Multiplier of 2.0)

4. Work Plan (40 Points after a Multiplier of 0.5)

5. Management Plan (30 Points after a Multiplier of 1.0)

6. Facilities and Resources (20 Points after a Multiplier of 1.0)

O. Bid Requirements and Information

1. Nonresponsive proposals

2. Proposal modifications after submission

3. Proposal mistakes

4. Withdrawal and/or Resubmission of Proposals

a. Withdrawal deadlines

b. Submitting a withdrawal request

c. Resubmitting a proposal

5. Contract award and protests iii

a. Contract award

b. Settlement of ties

c. Appeals

6. Disposition of proposals

7. CDPH Rights

a. RFP corrections

b. Collecting information from Proposers

c. Immaterial proposal defects

d. Correction of clerical or mathematical errors

e. Right to remedy errors

f. Contract award or RFP cancellation

g. Contract amendments after award

h. Proposed use of subcontractors and/or independent consultants

i. Staffing changes after contract award

P. Bidding Certification Clauses

1. Certificate of Independent Price Determination

Q. Preference Programs

1. Small Business / Microbusiness Preference

2. Non-Small Business Subcontractor Preference

3. DVBE Bid Incentive

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

5. Target Area Contract Preference Act and Enterprise Zone Act

6. Combined preferences

R. Contract Terms and Conditions

1. Sample contract forms / exhibits

2. Resolution of language conflicts (RFP vs. final agreement) iv

Required Attachments

Attachment # Attachment Name Attachment 1 Mandatory Letter of Intent

Attachment 2 Proposal Cover Page

Attachment 3 Proposer Previous Experience Summary

Attachment 4 Client References

Attachment 5 Project Personnel Summary

Attachment 6 Budget Proposal

Attachment 7.1 Budget Detail Work Sheet (FY 2026/2027)

Attachment 7.2 Budget Detail Work Sheet (FY 2027/2028)

Attachment 7.3 Budget Detail Work Sheet (FY 2028/2029)

Attachment 8.1 Subcontractor Budget Detail Work Sheet (FY 2026/2027)

Attachment 8.2 Subcontractor Budget Detail Work Sheet (FY 2027/2028)

Attachment 8.3 Subcontractor Budget Detail Work Sheet (FY 2028/2029)

Attachment 9 Required Attachment / Certification Checklist

Attachment 10 Business Information Sheet

Attachment 11 Payee Data Record & Supplement (STD 204 & STD 205)

Attachment 12 Bidder Declaration (GSPD-05-106)

Attachment 13 Commercially Useful Function (CUF) Certification

Attachment 14 Disabled Veteran Business Enterprise Declarations

Attachment 15 Target Area Contract Preference Act (TACPA)

Attachment 16 Contractor Certification Clauses (CCC 04/2017)

Attachment 17 Follow-On Consultant Contract Disclosure

Attachment 18 Contractor Confidentiality Statement

Attachment 19 Conflict of Interest Compliance Certification Form

Attachment 20 Certification of Non-Acceptance of Tobacco Funds

Attachment 21 Darfur Contracting Act of 2008

Attachment 22 California Civil Rights Laws Attachment

Attachment 23 Iran Contracting Act Verification Form v

Sample Contract Forms / Exhibits

Exhibit # Exhibit Name

Standard Agreement

Exhibit A Scope of Work

Exhibit A-1 Services To Be Performed

Exhibit B

Exhibit B-1

Budget Detail and Payment Provisions

Budget Proposal

Exhibit C

View on-line.

General Terms and Conditions (GTC 02/2025). View or download at this Internet site: https://www.dgs.ca.gov/OLS/Resources/Page- Content/Office-of-Legal-Services-Resources-List-Folder/Standard- Contract-Language?search=GTC

Exhibit D Special Terms and Conditions

Exhibit E Additional Provisions

Exhibit F Information Privacy and Security Requirements

Exhibit G Contractor’s Release

Appendices

Appendix # Appendix Name

Appendix 1 List of CDPH/CTPP Local Lead Agencies, Competitive Grantees, and CTPP-Funded Statewide Training Providers and Coordinating Centers

Appendix 2 Comparable State Civil Service Classifications

A. Purpose and Background

1. Purpose

The California Department of Public Health/California Tobacco Prevention Program (CDPH/CTPP) is seeking one (1) qualified public or private nonprofit agency to operate and maintain a statewide tobacco prevention educational materials clearinghouse. The selected agency will be responsible for creating, managing, and coordinating access to high-quality educational materials that are culturally relevant and appropriate for diverse populations. Key services will include: 1) development and preparation of multilingual prevention materials; 2) technical assistance in the creation and adaptation of educational resources; and 3) management of materials distribution and fulfillment services with local and state tobacco prevention entities.

See Appendix 1: List of CDPH LLAs, CGs, and CTPP Statewide Training Providers for a listing of currently funded projects. These projects work in diverse communities throughout California.

They have a need for high quality, linguistically appropriate, and culturally tailored evidence-based materials for educational outreach efforts aimed at preventing and reducing tobacco use. Educational materials must be relevant to California’s priority population communities and tailored to support CDPH/CTPP educational campaigns.

The goal of this Solicitation is to ensure that community programs have consistent access to accurate and appropriate resources that strengthen tobacco use prevention education and outreach throughout California. CDPH/CTPP will fund one agency that demonstrates exceptional capability in project management, materials development, cultural responsiveness, and the delivery of technical assistance and training.

Proposers must demonstrate an understanding of the role community norms have in influencing behavioral change regarding tobacco use by utilizing evidence-based strategies and innovative approaches to diminish tobacco use among target populations. Educational materials, and resources produced under the contract issued pursuant to this Solicitation must be aligned with the Tobacco Education Research Oversight Committee (TEROC) 2025-2026 Master Plan.

2. Background

In November 1988, California voters approved passage of the Tobacco Tax and Health Protection Act of 1988, also known as Proposition 99 (Prop 99). This initiative increased the state cigarette tax by 25 cents per pack and added an equivalent amount on other tobacco products. The revenue from Prop 99 was designated for tobacco-related research, health education and promotion, health care services, and environmental programs. Enabling legislation adopted in 1989, established a comprehensive tobacco control program which is administered by the California Department of Public Health (CDPH).

In November 2016, California voters overwhelmingly approved the California Healthcare, Research, and Prevention Tobacco Act of 2016, Proposition 56 (Prop 56), by a 64 percent to 36 percent vote. Prop 56 added an additional $2.00 tax to each pack of cigarettes and an equivalent tax on other tobacco products, including electronic smoking devices (ESDs) and designated that a portion of the tobacco tax revenue be directed toward preventing and reducing tobacco use. Of the funds directed to CDPH for its comprehensive tobacco control program, Prop 56 requires that a minimum of 15 percent of funds be used to accelerate and monitor the rate of decline in tobacco-related disparities with a goal of eliminating tobacco-related disparities.

Tobacco-related health disparities are differences in patterns, prevention, and treatment of tobacco use; differences in the risk, incidence, morbidity, mortality, and burden of tobacco-related illness that exist among specific population groups; and related differences in capacity and infrastructure, access to resources and environmental tobacco smoke exposure.i

Many of the health disparities that put individuals and communities at a higher risk of tobacco use are influenced by social factors such as income level, gender, and ethnicity.ii The disparities found in tobacco use are the result of inequities exacerbated by the tobacco industry’s marketing that targets individuals that reside in diverse, and/or low socioeconomic communities.iii

The California Department of Public Health, California Tobacco Prevention Program (CDPH/CTPP), formerly known as California Tobacco Control Program (CTCP), continues to make progress towards ending the tobacco epidemic in California. Although evidence indicates that there has been a decrease in overall smoking rates in California, certain communities are still burdened by disease and death linked directly to higher tobacco use rates.iv

3. Ending the Tobacco Epidemic

For more than 30 years, CDPH/CTPP has administered a comprehensive policy, system, and environmental change program. The Program changes social norms relating to tobacco use to make tobacco undesirable, unacceptable, and inaccessible.

Building on decades of success, CDPH/CTPP has shifted its focus from “controlling” the industry-created tobacco epidemic, to ending it. CDPH/CTPP seeks to transform California by eradicating the tobacco industry’s manipulative, predatory, and deadly influence to equitably increase the health, environmental, and economic well-being of California’s diverse populations.

Worldwide, the movement to end the tobacco epidemic is gaining momentum with several countries announcing intentions to work toward a tobacco endgame. California continues to lead the nation in adopting strong state and local policies that serve as incubators of innovation to protect Californians’ health and prevent and reduce tobacco use. Despite these successes, smoking remains the leading cause of preventable death in California, accounting for approximately 40,000 deaths annually. Many groups—including racial and ethnic groups, people experiencing low socioeconomic status, residents of rural areas, members of the LGBTQ+ community, personnel and veterans from the military, workers not covered by smokefree workplace laws, people with behavioral health conditions, people with disabilities, and youth of school-age—continue to experience higher rates of tobacco use, secondhand smoke exposure, tobacco industry targeting, and/or tobacco-related disease.

CDPH/CTPP recognizes that the time for incremental changes is over, and we are committed to transformational change to tackle the societal, economic, and environmental burden resulting from the tobacco industry’s purposeful production of a highly addictive consumer product and the deceitful practices it uses to aggressively push its products on youth and other vulnerable communities.

4. Recognizing Traditional Tobacco Use

The term “tobacco” is used throughout this document to refer to products manufactured, marketed, distributed, and sold by the tobacco industry and its subsidiaries. This usage is not intended to refer to or infringe upon the traditional or sacred use of tobacco by indigenous communities, such as tribes, tribal organizations, and other public health partners. In order to respect tribal sovereignty, this distinction acknowledges that each tribe defines its own culture, language, and terminology, and encourages the use of locally preferred language when engaging with tribal partners.

5. Authorizing Legislation

The enabling legislation for California’s comprehensive tobacco prevention program is provided by the following: Assembly Bill (AB) 75 (Chapter 1331, Statutes of 1989), AB 99 (Chapter 278, Statutes of 1991), AB 816 (Chapter 195, Statutes of 1994), AB 3487 (Chapter 199, Statutes of 1996), Senate Bill (SB) 99(Chapter 1170, Statutes of 1991), SB 960 (Chapter 1328, Statutes of 1989), SB 493 (Chapter 194, Statutes of 1995); the annual State Budget; Health and Safety (H&S) Code Sections 104350-104480, 104500-104545; and Revenue and Taxation Code Sections 30121-30130.

The enabling legislation for this initiative is Health and Safety Code (HSC) Section 104390 which authorizes CDPH/CTPP to fund contracts that provide program support services to local tobacco use prevention programs and include:

1. Data collection

2. Educational materials

3. Evaluation

4. Technical assistance

5. Training

6. Transfer of information among programs i Fagan P, King G, Lawrence D, Petrucci SA, Robinson RG, Banks D, Marable S, Grana R. Eliminating tobacco-related health disparities: directions for future research. American Journal of Public Health.

2004;94(2):211-7. doi: 10.2105/ajph.94.2.211.

ii Garrett BE, Dube SR, Babb S, McAfee T. Addressing the Social Determinants of Health to Reduce Tobacco- Related Disparities. Nicotine and Tobacco Research. 2016; 17(8): 892–897.

doi: 10.1093/ntr/ntu266 iii Truth Initiative. Tobacco is a social justice issue: Racial and ethnic minorities. Assessed July 27, 2022.

https://truthinitiative.org/research-resources/targeted-communities/tobacco-social-justice-issue-racial-and-https://truthinitiative.org/research-resources/targeted-communities/tobacco-social-justice-issue-racial-and-ethnic-minorities#%3A%7E%3Atext%3DTobacco%20use%20disproportionately%20affects%20many%2Ctargeted%20by%20the%20tobacco%20industry ethnic- minorities#:~:text=Tobacco%20use%20disproportionately%20affects%20many,targeted%20by%20the%2 0tobacco%20industry.

iv U.S. Department of Health and Human Services. The Health Consequences of Smoking—50 Years of Progress:

A Report of the Surgeon General. Atlanta: U.S. Department of Health and Human Services, Centers for Disease Control and Prevention, National Center for Chronic Disease Prevention and Health Promotion, Office on Smoking and Health, 2014.

B. Time Schedule

Below is the tentative time schedule for this procurement.

Event Date Time (If applicable)

RFP Released Thursday, June 11, 2026, by 3 PM (PT)

Deadline to Submit RFP Questions Thursday, June 18, 2026, by 3 PM (PT)

Responses to RFP Questions Posted Thursday June 25, 2026, by 5 PM (PT)

Mandatory Non-Binding Letter of Intent Wednesday, July 8, 2026, by 3 PM (PT)

Invitations sent to the State’s File-Sharing Site Thursday, July 9, 2026, by 5 PM (PT)

Proposals Due Date Thursday, July 23, 2026, by 3 PM (PT)

Notice of Intent to Award Posted (Estimated) Tuesday, August 18, 2026, by 5 PM (PT)

Protest Final Filing Date (Estimated) Tuesday, August 25, 2026, by 5 PM (PT)

Final Announcement of Awards (Estimated) Friday, August 28, 2026

Estimated Contract Start Date Thursday, October 1, 2026, or upon final approval, whichever is later.

C. Contract Term

1. The term of the resulting agreement is expected to be from October 1, 2026, or upon final approval, whichever is later, to June 30, 2029. The agreement term may change if CDPH makes an award earlier than expected or if CDPH cannot execute the agreement in a timely manner due to unforeseen delays. CDPH reserves the right to extend the term via an amendment as necessary to complete or continue the services for up to one (1) additional year. Contract extensions are subject to satisfactory performance and funding availability.

https://truthinitiative.org/research-resources/targeted-communities/tobacco-social-justice-issue-racial-and-ethnic-minorities#%3A%7E%3Atext%3DTobacco%20use%20disproportionately%20affects%20many%2Ctargeted%20by%20the%20tobacco%20industry https://truthinitiative.org/research-resources/targeted-communities/tobacco-social-justice-issue-racial-and-ethnic-minorities#%3A%7E%3Atext%3DTobacco%20use%20disproportionately%20affects%20many%2Ctargeted%20by%20the%20tobacco%20industry https://truthinitiative.org/research-resources/targeted-communities/tobacco-social-justice-issue-racial-and-ethnic-minorities#%3A%7E%3Atext%3DTobacco%20use%20disproportionately%20affects%20many%2Ctargeted%20by%20the%20tobacco%20industry

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

D. Funding

1. Funding Amount

Up to $4,312,883.00 (***Four Million, Three Hundred Twelve Thousand, Eight Hundred Eighty - Three Dollars and Zero Cents***) is available to fund the activities required in this Solicitation and detailed in the RFP Scope of Work. Proposals must be for the entire thirty-three (33) months and demonstrate an appropriate distribution of funds across the term of the contract.

CDPH/CTPP is funded by a tobacco excise tax, which is a declining revenue source. Please be aware that there is no guarantee that the anticipated funds will be available through the term of the contract.

Table 1. Recommended Fiscal Year Award displays the recommended budget per fiscal year.

While Proposers are encouraged to follow the recommended annual amounts, they may adjust funding across fiscal years as needed, provided that the total proposed budget is not exceeded. Unexpended funds do not carry over from one fiscal year to the next fiscal year.

The state fiscal year begins July 1 and ends June 30 of the following year. Funding is contingent upon available revenues, appropriation by the Legislature and the Governor, multi-year spending authority, and CDPH/CTPP funding priorities and/or legal or administrative limitations. No legal liability on the part of the State for any payment may arise under the resulting contract until funds are made available through an annual appropriation in the Budget Act. Continued funding for the Agreement will be dependent upon successful Proposer performance. For more information, please see Section A – Purpose and Background.

Proposals must be for the entire thirty-three (33) month period and shall not exceed $4,312,883.00

Table 1. Recommended Fiscal Year Award

Fiscal Year (FY) Total Months Recommended Budget Per FY

FY 26/27 9 $1,392,750

FY 27/28 12 $1,460,066

FY 28/29 12 $1,460,067

Total Maximum Amount for 33 Months 33 $4,312,883

2. Funding Source(s)

The source of funding is California Healthcare, Research & Prevention Tobacco Tax Act of 2016 (Proposition 56 [Prop 56]) and/or California Tobacco Tax and Health Protection Act of 1988 (Proposition 99 [Prop 99]). The funding appropriation will be Local Assistance.

3. Funding Restrictions

This Solicitation will not fund the following:

• Activities that supplant or duplicate existing programs or services funded by CDPH/CTPP or another source.

• Purchase or improvement of land, or building alterations, renovations, or construction.

• Fundraising activities.

• Lobbying or election-related activities.

• Reimbursement of costs incurred prior to the effective date of the Agreement.

• Reimbursement of costs currently covered by another CDPH/CTPP Grant Agreement or

Contract.

• Reimbursement of professional licensure.

• Reimbursement of malpractice insurance.

• Reimbursement of costs that are not consistent or allowable according to local and state guidelines or regulations.

• Public Relations Services, including but not limited to, sponsorships, marketing, advertising, communications, promotional media, public outreach campaigns, media relations, non-technology web development, and graphic design, valued at $100,000 or more for the entire contract term.

E. Reasonable Accommodations

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

Timothy Henderson Centralized Contracts Services Unit Program telephone number 916-601-7241 (TTY) California Relay telephone number 711 - 1-800-735-2929

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

F. Proposer Questions

Immediately notify CDPH if clarification is needed regarding the services sought or questions arise about the RFP and/or its accompanying materials, instructions, or requirements. Put the inquiry in writing and transmit it to CDPH as instructed below. At its discretion, CDPH reserves the right to contact an inquirer to seek clarification of any inquiry received.

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

Following the question submission deadline, CDPH will summarize all general questions and issues raised and post the responses to https://caleprocure.ca.gov/event/4265/26-10016.

If an inquiry appears to be unique to a single firm or is marked “Confidential”, CDPH will mail, email, or fax a response only to the inquirer if CDPH concurs with the Proposer’s claim that the inquiry is sensitive or proprietary in nature. If CDPH does not concur, the inquiry will be answered in the manner described herein and the Proposer will be so notified. Inquiries and/or responses that CDPH agrees should be held in confidence shall be held in confidence only until the Notice of Intent to Award is posted.

To the extent practical, inquiries shall remain as submitted. However, CDPH may consolidate and/or paraphrase similar or related inquiries.

1. What to include in an inquiry

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

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

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

d. Remedy sought, if any.

A prospective proposer that desires clarification about specific RFP requirements and/or whose inquiry relates to sensitive issues or proprietary aspects of a proposal may submit individual inquiries that are marked “Confidential”. The Inquirer must include with its inquiry an explanation as to why it believes questions marked “Confidential” are sensitive or surround a proprietary issue.

2. Question deadline

Regardless of delivery method, written inquiries must be received no later than the date and time stated in the section entitled, “Section B. Time Schedule.”

Notwithstanding the question submission deadline, CDPH will accept questions or inquiries about the following issues if such inquiries are received prior to the proposal submission deadline.

a. DVBE participation requirements and how to complete the DVBE attachments, should be directed to: sbdvbe@cdph.ca.gov

b. The reporting of RFP errors or irregularities.

3. How to submit questions

Submit inquiries using one the following method.

Email:

Subject: Questions RFP 26-10016 California Department of Public Health Kamilah Morton Centralized Contracts Services Unit Email: CCSU.Solicitations@cdph.ca.gov

4. Verbal Questions

Verbal inquiries are discouraged. CDPH reserves the right not to accept or respond to verbal inquiries. Verbal remarks provided in response to inquiries are unofficial and are not binding on CDPH unless later confirmed in writing.

G. Mandatory Non-Binding Letter of Intent

1. General information

Prospective proposers that intend to submit a proposal are required to indicate their intention to submit a proposal. Failure to submit the mandatory Letter of Intent will result in proposal rejection. The mandatory Letter of Intent is not binding, and prospective proposers are not required to submit a proposal merely because a Letter of Intent is submitted. Use the Letter of Intent (Attachment 1) for this purpose.

2. Submitting the Letter of Intent

The mandatory Letter of Intent must be received by the date and time stated in the section entitled, “Time Schedule.”

Submit the Letter of Intent using the following method.

Email:

Subject: Letter of Intent RFP 26-10016 California Department of Public Health Kamilah Morton Centralized Contracts Services Unit Email: CCSU.Solicitations@cdph.ca.gov

H. Scope of Work

See Exhibit A entitled, “Scope of Work” that is included in the Sample Contract Forms and Exhibits section of this RFP. Exhibit A contains a detailed description of the services and work to be performed as a result of this procurement. This can be found alongside this solicitation within the file named “Sample Agreement and Exhibits” at https://caleprocure.ca.gov/event/4265/26- 10016.

I. Use of GenAI 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: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. 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.

J. Qualification Requirements

Failure to meet the following requirements by the proposal submission deadline will be grounds for CDPH to deem a proposer nonresponsive. Evaluators may choose not to thoroughly review or score proposals that fail to meet these requirements. In submitting a proposal, each proposer must certify and prove that it possesses the following qualification requirements.

1. At least three (3) consecutive years of experience of the type(s) listed below. All experience must have occurred within the past five (5) years. It is possible to attain the experience types listed below during the same time period. Proposers must have experience:

a. developing and distributing linguistically and culturally tailored educational materials in diverse formats, including print and digital.

b. developing and disseminating educational materials that engages and energizes state and local partners to support tobacco prevention efforts.

c. creating educational materials, and trainings for diverse populations, including American Indian tribes/communities, African American/Black, Asian American/Native Hawaiian/Pacific Islander, Hispanic/Latino, LGBTQ+, rural, and low-income communities.

d. working with print and production vendors, including a description of how competitive pricing will be obtained.

e. providing technical assistance and training related to the development of educational materials that are culturally and linguistically appropriate.

f. supporting statewide dissemination of educational materials tailored to diverse communities.

g. managing print production and fulfillment of educational and outreach materials.

2. Proposers must certify they have read and are willing to comply with all proposed terms and conditions addressed in the RFP section entitled, “Contract Terms and Conditions”, including the terms appearing in the referenced contract exhibits.

3. Corporations must certify they are in good standing and qualified to conduct business in California.

4. Nonprofit organizations must certify their eligibility to claim nonprofit status.

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

6. Proposers must certify they are financially stable and solvent and have adequate cash reserves to meet all financial obligations while awaiting reimbursement from the State.

7. Proposers must certify their proposal response is not in violation of the requirements of the Darfur Contracting Act of 2008, Public Contract Code Sections 10475, et seq.; Stats. 2008, Ch 272.

8. Proposers must certify their proposal response is not in violation of Public Contract Code (PCC) Section 10365.5 and, if applicable, must identify previous consultant services contracts that are related in any manner to the services, goods, or supplies being acquired in this solicitation.

Detailed requirements are outlined in Attachment 17.

9. The winning Proposer must supply, before contract execution, proof of liability insurance that meets the requirements of Section 1of Exhibit E entitled Additional Provisions. This can be found alongside this solicitation within the file named “Sample Agreement and Exhibits” at https://caleprocure.ca.gov/event/4265/26-10016.

10. Proposers must agree to contain their indirect costs at a percentage rate not to exceed 15% of total direct expenses or 25% of total personnel.

11. Proposers must certify and submit proof that no prohibited conflict of interest exists in Attachment 19.

12. Proposers must certify and submit proof that it and any of its proposed subcontractors, employees, officers, and directors will not accept funding from nor have an affiliation, contractual relationship, or engage in a corporate responsibility with the tobacco industry, tobacco industry subsidiaries, electronic cigarette/vaping companies and cannabis companies, or related industries. Please see Attachment 20.

With regard to universities or colleges, the Principal Investigator (PI) of the university or college must certify that they or any of the investigators associated with the contract (either paid, voluntary, or in-kind) have not received funding from nor had an affiliation or contractual relationship with a commercial tobacco company, electronic cigarette or cannabis company, any of its subsidiaries, or any company involved in the production, distribution or marketing of tobacco and electronic cigarette products, cannabis products, and related industries within the last five (5) years prior to the start date of the contract period. In addition, the PI of the university or college must certify that they or any of the investigators associated with this contract will not accept funding from, nor have an affiliation or contractual relationship with a tobacco company, any of its subsidiaries, or parent company during the term of the Agreement with CDPH/CTPP. The PI’s certification to this effect is required at the time the proposal is submitted.

K. Proposal Format and Content Requirements

1. General instructions

a. Each firm or individual may submit only one proposal.

For the purposes of this paragraph, “firm” includes a parent corporation of a firm and any other subsidiary of that parent corporation. If a firm or individual submits more than one proposal, CDPH will reject all proposals submitted by that firm or individual.

A firm or individual proposing to act as a prime contractor may be named as a subcontractor in another Proposer’s proposal. Similarly, more than one proposer may use the same subcontractors and/or independent consultants.

b. Develop proposals by following all RFP instructions and/or clarifications issued by CDPH in the form of question-and-answer notices, clarification notices, Administrative Bulletins or RFP addenda.

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

d. In preparing a proposal response, all narrative portions should be straightforward, detailed and precise. CDPH will determine the responsiveness of a proposal by its quality, not its volume, packaging or colored displays.

e. Arrange for the timely electronic submission of the proposal via the State’s File-Sharing Site.

Do not delay until shortly before the deadline to submit the proposal.

2. Format requirements

a. Submit one (1) original proposal electronically via the State’s File-Sharing Site

1) Each proposal must be complete including all required attachments and documentation.

b. Format the narrative portion of the proposal as follows:

1) Use one-inch margins at the top, bottom, and both sides.

2) Use a font size of not less than 12 points.

c. All RFP attachments that require a signature must be signed in ink, preferably in blue ink, or via e-signature.

1) Have a person who is authorized to bind the proposing firm sign each RFP attachment that requires a signature. Signature stamps are not acceptable.

d. Do not mark any portion of the proposal response, any RFP attachment, or other item of required documentation as “Confidential” or “Proprietary”. CDPH will disregard any language purporting to render all or portions of a proposal confidential.

3. Content requirements

This section specifies the order and content of each proposal. Assemble the materials in each proposal set in the following order:

a. Proposal Cover Page

A person authorized to bind the Proposer must sign the Proposal Cover Page (Attachment 2). If the proposer is a corporation, a person authorized by the Board of Directors to sign on behalf of the Board must sign the Proposal Cover Page.

b. Table of Contents

Properly identify each section and the contents therein. Paginate all items in each section with the exception of those items placed in the Forms Section and Appendix Section.

c. Executive Summary Section

This section must not exceed five (5) pages in length. Evaluators may not review or evaluate excess pages.

In preparing the Executive Summary, do not simply restate or paraphrase information in this RFP. Describe or demonstrate, in the Proposer’s own words, the following information.

1) An understanding of CDPH’s needs and the importance of this project.

2) The tangible results that are expected to be achieved.

3) A sincere commitment to perform the Scope of Work in an efficient and timely manner.

4) How this project will be effectively integrated into the proposing firm’s current obligations and existing workload.

5) Why the proposing firm should be chosen to undertake this work at this time.

6) How the Proposer’s mission, programs, services, targeted audiences, and partners align with the goals of this Solicitation. Include details on how the Proposer’s core values and commitment to health equity and social justice support both the goals identified in this Solicitation and the broader mission of CDPH/CTPP.

d. Agency Capability Section

This section must not exceed ten (10) pages in length, outside of the forms, examples, and samples detailed in this section. Evaluators may not review or evaluate excess pages.

1) Include a brief history of the proposing firm, including:

a) Date of establishment. If applicable, explain any changes in business history (i.e., name change, ownership, partnership arrangements, etc.) or organizational structure that will assist CDPH in determining the qualifications of the proposing firm.

b) A description of the proposing firm’s goals that are relevant, closely related, or will complement this project.

c) Briefly describe any experience that demonstrates the proposing firm’s ability to establish and maintain effective working relationships with government entities, local community-based organizations, and private nonprofit organizations.

2) Describe experience that qualifies the proposing firm to undertake this project. At a minimum, demonstrate the proposing firm possesses three consecutive years of experience of the types listed in this section. All experience must have occurred within the past five years. It is possible to attain the experience types listed below during the same time period. Proposers must have experience:

a) developing and distributing linguistically and culturally tailored educational materials in diverse formats, including print and digital.

b) developing and disseminating educational materials that engages and energizes state and local partners to support tobacco prevention efforts.

c) creating educational materials, and trainings for diverse populations, including American Indian tribes/communities, African American/Black, Asian American/Native Hawaiian/Pacific Islander, Hispanic/Latino, LGBTQ+, rural, and low-income communities.

d) working with print and production vendors, including a description of how competitive pricing will be obtained.

e) providing technical assistance and training related to the development of educational materials that are culturally and linguistically appropriate.

f) supporting statewide dissemination of educational materials tailored to diverse communities.

g) managing print production and fulfillment of educational and outreach materials.

3) Using Attachment 3 found at https://caleprocure.ca.gov/event/4265/26-10016, describe the accounts or work projects begun and/or completed in the past three years that involved services similar in nature or closely related to the Scope of Work in this RFP. For each account or project listed, include the following information:

a) Name of agency or firm for whom services were performed,

b) Duration or length of the project,

c) Total cost or value of the project,

d) Indicate if the account or project is “active/open” or “closed/settled”,

e) Describe briefly the type and nature of the services performed.

4) Provide three (3) examples of the Proposer’s experience delivering technical assistance and training to community-based organizations, stakeholders, and partners. Each example should describe the type and method of support provided such as webinars, or group facilitation. and include the frequency and duration of the assistance. The narrative should explain how the effectiveness of the support was measured, including any tools, metrics, or evaluation methods used. The Proposer should describe how relationships with partners were established, nurtured, and sustained over time, and highlight any challenges encountered and how they were addressed. Each example must demonstrate alignment with the training and technical assistance expectations outlined in Exhibit A - Scope of Work, including the capacity to deliver at least 200 instances of technical assistance annually and conduct 12 to 25 virtual or in-person trainings per year.

5) Provide two (2) samples of health communications work produced within the last five

(5) years (e.g., community presentation, educational material, etc.) related to health education and prevention; public health policy, system, and environmental change.

6) Provide two (2) samples of health communications work produced within the last five

(5) years (e.g., fact sheet, infographic, resource guide, educational presentation, community forum packet, etc.) demonstrating the Proposer’s experience to work in a culturally competent manner with American Indian tribes/communities, cities and counties, African American/Black, Asian American/Native Hawaiian/Pacific Islander, Hispanic/Latino, LGBTQ+, Rural, and low-income populations.

7) Submit three (3) letters of recommendation. Letters must be written to the Proposer. Do not include letters of recommendation from any person or organization within the Proposer’s proposal, including the Proposer’s proposed co- proposer/consortium partners, subcontractors, or consultants.

Each letter must include the Solicitation name and number and be on the recommendation provider’s letterhead (including address, telephone, e-mail, name, and title of the letter’s author).

Each letter should demonstrate the Proposer’s ability to establish and maintain positive collaborative relationships with organizations and include a description of the capacity in which the recommendation provider worked with the Proposer.

In addition, any one of the three letters should:

• Include a description outlining similar work experience with the prescribed SOW. For reference see Exhibit A – Scope of Work.

• Include a description of the Proposer’s ability to fulfill the fiduciary and grants management functions.

e. Project Personnel Section

This section must not exceed ten (10) pages in length, outside of the forms, documents, and resumes detailed in this section. Evaluators may not review or evaluate excess pages.

1) In this section, describe the proposed staffing plan using Attachment 5 found at https://caleprocure.ca.gov/event/4265/26-10016. In creating the staffing plan, include at a minimum the staffing requirements found in Exhibit A: Scope of Work, Item 6:

Staffing Requirements and the following details:

a) Position titles for all proposed employees (persons on the proposing firm’s payroll).

b) Number of personnel in each position.

c) By position, indicate the full time equivalent (FTE) or percentage of staff time devoted to this project (e.g., full time = 1.0, 1/2 time = .50, 3/4 time = .75, 1/4 time = .25, projected number of hours, if hourly, etc.).

d) Monthly salary rate or wage range for each position title. It is the Proposer’s responsibility to project annual merit increases and/or cost of living increases into each wage rate.

Note: Salary rates paid to contract staff should not normally exceed the rates paid to State personnel holding comparable classifications or performing duties with a comparable level of responsibility. See Appendix 2: Comparable State Civil Service Classifications. CDPH reserves the right to require substantiation of any proposed cost of living percentage/rate increase that exceeds those anticipated to be granted to California state civil service employees during the resulting contract term. CDPH further reserves the right to negotiate a lower cost of living percentage increase/amount if CDPH determines the proposed cost of living percentage/rate increase is less than fully justified or is excessive.

e) Identify by name and/or position title, each key staff person that will have primary responsibility for managing, directing, overseeing and/or coordinating the work of assigned staff, subcontractors and/or independent consultants and who will maintain effective communications with CDPH (i.e., Project or Program Manager, Project or Program Director, Contract Manager, etc.).

i. Briefly, describe each person’s expertise, capabilities, and credentials.

ii. Emphasize any relevant past experience in directing, overseeing, coordinating, or managing other government projects.

f) Include a job description or duty statement for each position title or classification that will perform work under this project. The job descriptions must indicate the typical tasks and responsibilities that will be assigned to the position and may include desired or required education and experience. If extra space is needed, please place all job descriptions or duty statements at the end of the Project Personnel Section.

2) Program Staff and Subcontractor(s) Qualifications/Hiring Plan

Describe the qualifications of the proposed project staff and key subcontractors (if applicable) including:

• The formal educational background, training, and professional experience of staff and subcontractors;

• The Project Director/Project Coordinator’s ability to provide overall programmatic management and administrative oversight, their qualifications to oversee evaluation activities, and their ability to ensure the work is conducted in a professional and timely manner.

If new staff will be hired for this project post- award, the Proposer should describe the educational and professional experience desired, a recruitment and hiring plan to ensure that staff with the desired skill set will be identified to fill the vacancies, a timeline for filling vacant positions, and the proposed structure of support and supervision for new staff.

3) Project Evaluator Qualifications

Demonstrate the engagement of a qualified Project Evaluator who has:

• Completed at least one course in study design or at least one year of experience determining the study design for an evaluation.

• Completed one course in program evaluation or one year of planning and implementing a program evaluation.

• Completed at least two intermediate courses in statistics.

• Has intermediate or higher proficiency in calculating sample size, developing a sampling scheme, and determining appropriate data collection methods.

• Has intermediate or higher proficiency in evaluating behavior change, policy, or media interventions.

• Has intermediate or higher expertise in using statistical software packages to analyze and interpret quantitative data.

4) Include a one to two (1-2) page resume for each key staff person (professional, managerial or supervisory) that will exercise a major administrative, policy, or consulting role in carrying out the project work. Place staff resumes in the Appendix Section. To the extent possible, resumes should not include personal information such as a social security number, home address, home telephone number, marital status, sex, birth date, age, etc.

5) Briefly, describe the administrative policies or procedures will be used to ensure that the proposing firm will recruit and select well-qualified, competent, and experienced in-house staff, subcontractors and/or independent consultants.

a) If employee recruitment/selection policies or procedures are present in an operations manual, Proposers may cite excerpts from such manuals. Do not simply indicate that such policies exist and do not attach copies of any policies or manuals to the proposal. If deemed necessary, CDPH may request copies of the Proposer’s existing manuals or policies.

6) Briefly, describe the processes or procedures that will be used to ensure that vacancies are filled expeditiously and that services are continued despite the presence of vacancies.

7) If subcontractors (including independent consultants) will be used to perform contract services, proposers must do the following at the time of proposal submission:

a) Indicate if the Proposer has pre-identified any firms/persons to perform the work or if the Proposer will recruit them later.

i. For each pre-identified subcontractor and independent consultant include:

A. Full legal name.

B. A job description or duty statement that outlines the duties and functional responsibilities that will be assigned to the subcontracted firm or independent consultant.

C. A brief explanation as to why the subcontracted firm or independent consultant was chosen. Stress things such as applicable skills, knowledge, capabilities, past experience or accomplishments,…