RFP_A241013781_MC___Support_Services.pdf

Gavin Newsom Governor

Nancy Ward Director

REQUEST FOR PROPOSAL

Notice to Prospective Firms

RFP #A241013781

Mission Commander and Support Services Fire Integrated Real-time Intelligence System (FIRIS) Program

You are invited to review and respond to the California Governor’s Office of Emergency Services, hereinafter referred to as “Cal OES”, Request for Proposal (RFP) #A241013781, titled Mission Commander and Support Services, Fire Integrated Real-time Intelligence System (FIRIS) Program. In submitting your proposal, you must comply with these instructions found herein.

Note that all agreements entered into with Cal OES will include by reference General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at the Internet site:

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services- Resources-List-Folder/Standard-Contract-Language

Proposers are encouraged to carefully read the entire solicitation. The need to verify all documentation and responses prior to the submission of proposals is the responsibility of the Proposer and cannot be overemphasized. Please ensure insurance requirements and, if applicable, prevailing wages are considered in your proposal amounts.

It is the opinion of Cal OES that this RFP is complete and without need of explanation.

However, if you have questions, or need any clarifying information, the contact person for this RFP is:

Miranda Wilson California Governor’s Office of Emergency Services

Purchasing Division, Contracts Unit contractsunit@caloes.ca.gov

Please submit questions, including requests for hard copies of RFP documents, to the email address listed above referencing the RFP number in the subject line of the email. Note that no verbal information given will be binding upon Cal OES unless such information is issued https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language mailto:contractsunit@caloes.ca.gov in writing as an official addendum. Questions via phone calls or in person are not accepted.

Any attempt by a Proposer to initiate contact with any member of Cal OES staff, other than the Cal OES Contract Analyst, regarding this RFP may disqualify the Proposer from further consideration.

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781

TABLE OF CONTENTS

1. PURPOSE AND DESCRIPTION OF SERVICES

2. MANDATORY QUALIFICATIONS

3. MINIMUM QUALIFICATIONS

D. SUBCONTRACTING PROVISIONS

E. PROPOSAL REQUIREMENT INFORMATION

SCORING CRITERIA FOR WRITTEN PORTION

F. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) DISCLOSURE NOTIFICATION

G. LOSS LEADER

H. PREFERENCE AND INCENTIVE PROGRAMS

ATTACHMENT 1 - REQUIRED ATTACHMENT CHECKLIST

ATTACHMENT 2 - BID/BIDDER CERTIFICATION SHEET

ATTACHMENT 3 - CONTRACTOR CERTIFICATION CLAUSES

ATTACHMENT 4 - DARFUR CONTRACTING ACT CERTIFICATION

ATTACHMENT 5 - PAYEE DATA RECORD, STD 204 & STD 205

ATTACHMENT 6 - BIDDER DECLARATION SHEET, GSPD-05-105

ATTACHMENT 7 - GENAI DISCLOSURE & FACTSHEET

ATTACHMENT 8 - DVBE DECLARATIONS, DGS PD 843

ATTACHMENT 9 - CERTIFICATION OF CUF COMPLIANCE FOR SUBCONTRACTORS

ATTACHMENT 10 – NARRATIVE PROPOSAL

ATTACHMENT 11 - COST SHEET

ATTACHMENT 12 - REFERENCES

ATTACHMENT 13 - RESUMES

ATTACHMENT 14 - CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

ATTACHMENT 15 - IRAN CONTRACTING ACT CERTIFICATION

ATTACHMENT 16 – MANDATORY QUALIFICATION DOCUMENTATION

ATTACHMENT 17 - SAMPLE AGREEMENT

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781

1. PURPOSE AND DESCRIPTION OF SERVICES

The California Governor’s Office of Emergency Services (Cal OES) is issuing a Request for Proposal (RFP) for Airborne Mission Commander (MC) and support services for the Fire Integrated Real-time Intelligence System (FIRIS) Program, which provides enhanced wildfire situational awareness for first responders.

The Cal OES All Risk-All Hazard Fire Integrated Real-time Intelligence System (FIRIS) provides enhanced situational awareness for first responders by combining enhanced Incident and Assessment (IAA) technology capabilities with accurate, real-time wildland fire spread modeling and an integrated common operational software platform for sharing and accessing information. The intent of the FIRIS Program is to continue to have a significant impact in support of First Responders during All Risk- All Hazard incidents in California.

2. MANDATORY QUALIFICATIONS

Proposer must meet the following mandatory requirements (overall experience, firefighting, and aerial supervision), are referenced in the Sample Agreement, Exhibit A, Statement of Work, Section 4.2.

3. MINIMUM QUALIFICATIONS

Failure to meet the minimum qualifications will be grounds for disqualification.

Proposer must certify, by signing the Bid/Bidder Certification Sheet, Attachment 2 that they are in possession of the following qualification requirements:

The Contractor and any subcontractors shall have the minimum qualifications referenced in the Sample Agreement, Exhibit A, Statement of Work, Sections 4.1 and 4.2.

D. SUBCONTRACTING PROVISIONS

Subcontracting Provisions, if allowable, are referenced in Exhibit A, Statement of Work.

E. PROPOSAL REQUIREMENT INFORMATION

1. KEY ACTION DATES

The following dates are set forth for informational and planning purposes only and are subject to change.

Cal OES may modify the RFP prior to the date fixed for submission of proposals by issuing an addendum that will be posted on www.caleprocure.ca.gov.

http://www.caleprocure.ca.gov/

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781

*Interviews/Presentations may be required and may be conducted at the sole discretion of Cal OES. Proposer must plan on attending an interview/presentation in-person within the dates shown for interviews/presentations as noted above.

Phone/digital interviews via Microsoft Teams or similar platform may be granted at the sole discretion of Cal OES.

2. WRITTEN QUESTIONS

Proposers are solely responsible for understanding the scope of work and all requirements, terms, conditions, evaluation criteria, etc., before submitting a proposal. If the language is unclear or ambiguous, it is the Proposer’s responsibility to request clarification or assistance before submitting a proposal. Proposers may submit questions via email to contractsunit@caloes.ca.gov, referencing the RFP number in the subject line of the email. To ensure a response, questions must be received by the date given in the Key Action Dates section.

Question and Answer Sets will be provided to all Proposers without identifying the submitters and will be posted as an official document.

3. SUBMISSION OF PROPOSAL

a) Proposal must contain all information requested and must conform to the format described in this RFP. Proposals with minor, insubstantial nonconformities may be permitted at the discretion of Cal OES. It is the responsibility of the Proposer to provide a full and accurate response, and any other information

ACTION

DATE AND TIME

RFP Available to Prospective Proposers December 20, 2024

Deadline to Submit Questions January 10, 2025 by 3:00 PM (PT)

Deadline for Responses to Questions January 31, 2025

Final Date for Submission of Proposals February 12, 2025 by 1:00 PM (PT)

Proposal Opening February 12, 2025 at 2:00 PM (PT)

Interviews/Presentations* February 17-21, 2025

Proposed Award Date March 1, 2025

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781

deemed necessary, for Cal OES to determine and verify whether Proposer satisfies the requirements and whether the Proposer has the ability to perform the tasks and activities defined in Exhibit A, Statement of Work, attached hereto.

b) All proposals must be delivered electronically by emailing contractsunit@caloes.ca.gov by the date and time shown in Key Action Dates.

It is up to the Proposer to ensure that electronic documents are viewable by Cal OES (e.g., provided in standard MS Office and/or Adobe format).

c) It is the Proposer’s responsibility for ensuring that the proposal is received by the submission deadline. Any proposal received after the scheduled closing time for the receipt of proposals will not be considered.

d) All proposals shall include the documents identified in Attachment 1, Required Attachment Checklist. Proposals not including the proper "required attachments" may be deemed non-responsive. A non-responsive proposal is one that does not meet the basic proposal requirements.

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

f) Costs incurred for developing proposals and in anticipation of award of the agreement are entirely the responsibility of the Proposer and shall not be charged to Cal OES.

g) An individual who is authorized to bind the Proposer contractually shall sign Attachment 2, Bid/Bidder Certification Sheet. The signature shall indicate the title or position that the individual holds in the firm. An unsigned proposal may be rejected.

h) A Proposer may modify a proposal after its submission by withdrawing its original proposal and resubmitting a new proposal prior to the proposal submission deadline. Proposal modifications offered in any other manner, oral or written, will not be considered.

i) A Proposer may withdraw its proposal by submitting a written withdrawal request to Cal OES, signed by the Proposer or an authorized agent. A Proposer may thereafter submit a new proposal prior to the proposal submission deadline. Proposals may not be withdrawn without cause subsequent to proposal submission deadline.

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781

j) More than one proposal from an individual, firm, partnership, corporation or association under the same or different names will not be considered.

k) Cal OES reserves the right to disqualify or reject all proposals. The agency is not required to award an agreement.

l) The Proposer should carefully examine work sites and specifications. No additions or increases to the agreement amount will be made due to a lack of careful examination of work sites and specifications.

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

n) All materials, documents, plans or reports developed in the performance of this agreement shall be the property of Cal OES.

o) Upon proposal opening, all documents submitted in response to this RFP will become the property of the State of California and will be regarded as public records under the California Public Records Act (Government Code Section

7920.000 et seq.) and subject to review by the public.

4. PROPOSAL CONTENT

The following must be submitted in the proposal in response to the RFP, in the order specified below.

a) A signed cover letter must be on the Proposer’s official letterhead, reference the RFP number, and contain the following:

1) A statement that substantiates that the person who signs the letter is authorized to bind the Proposer’s firm and that the firm agrees to all of the requirements set forth in this RFP and shows how the minimum qualifications are satisfied, including three (3) to five (5) years of experience with provisions of services and reporting documentation according to all applicable State and local requirements, three (3) to five (5) years of experience with public sector clients within the State of California, and five

(5) years of experience in working effectively with multi-disciplinary teams.

2) A self-certification that there is no actual conflict of interest between the Proposer and its existing clients should Proposer be awarded the contract with Cal OES and that Proposer is willing and able to fully perform work for the State of California and Cal OES. Should there be a perceived conflict of

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781

interest with any of Proposer’s existing clients, the perceived conflict must be listed, and explanation provided. However, such explanation shall not exceed two (2) pages for each perceived conflict. Any actual or perceived conflict of interest may disqualify the Proposer’s response from consideration at the sole discretion of Cal OES.

b) Table of Contents – All major parts of the proposal must include a table of contents with topics identified by section and page.

c) Staffing Plan and resumes of personnel must be submitted in response to this

RFP that would achieve the objectives, requirements, and complete the deliverables set forth herein. Resumes are required for all staffing on this contract. The staffing plan must include, at minimum, a project manager.

Should other staff be required, please include the necessary staff in the proposal and the assigned responsibilities and duties of key personnel. Proposer must also submit an organization chart that displays the relationship between the project manager and the key personnel.

d) Minimum Qualifications and Requirements- Within the contract must be demonstrated in writing in a descriptive narrative explaining how the firm and/or individuals satisfy the minimum qualifications and requirements.

Resumes may be used to support, not supplement, the written explanation of how the minimum qualifications are satisfied.

e) Performance Level Evaluation- The Mission Commander (Level 1-4) is a performance level evaluation in which Cal OES will operate disciplined initiative within the FIRIS Program. Here is a description of each performance level and examples:

1) Mission Commander 1 (Leader): Seasoned expert with leadership, Management Level Courses Training standards. Example: Ten (10) or more years as an airborne aerial supervisor (Air Tactical Group Supervisor (ATGS) and performing roles as Site lead, Scheduler, training, or Special Projects would be evaluated as a Mission Commander 1.

2) Mission Commander 2 (Fully Qualified): Fully capable mission commander, Experience as a Division/Group Supervisor (DIV SUP) with some aviation experience. Example Ten (10) or less years as an airborne aerial supervisor experience (Air Tactical Group Supervisor

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781

(AGTS)/ Helicopter Coordinator (HLCO) would be evaluated as a Mission Commander 2.

3) Mission Commander 3 (Trained): Mid-Career professional with some aerial supervision experience (DIV SUP with some aviation Experience and/or Disciplined Initiative/Solo Flights) Example: Five Years as a Lead Plane Pilot (LPIL), Air Tactical Supervisor (ATIS), would be evaluated as a Mission Commander 3.

4) Mission Commander 4 (Apprentice): (DIV SUP with some aviation Experience with no disciplined initiative flights/supervision required) Example: Five (5) years as a Strike Team Leader with limited aviation experience would be evaluated as a Mission Commander 4.

a. The Contractor will self-evaluate the overall experience and firefighting and aerial supervision qualifications and experience of the proposed roster of Mission Commander (Level 1-4) performance levels as part of the proposal. For the purposes of this solicitation, a complete submission must include the proposer’s evaluation of each proposed individual Mission Commander and at what level would be comfortable operating prior to the Period of Performance (PoP). Required resumes may be used to support, not supplement, the written explanation of the proposer’s evaluation of each individual mission commander performance levels. The Proposal should also highlight support roles within the group.

b. During the solicitation process, CalOES Fire and Rescue Officers will conduct a technical evaluation of provided resumes of each Mission Commander to validate the Contractor’s ranking.

c. Both Mission Commander performance levels will be added to base rate amount to provide an estimate the cost for each mission commander per shift. The Statement of Work Exhibit B-1, Cost Sheet includes entry items for both a base rate of all Mission Commanders and a FIRIS Personnel Related Costs for performance levels.

i. Mission Commander base shift amount, which is a set amount for any Mission Commander regardless of performance level. (B-1 blocks block one and two)

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781

ii. The performance level is a supplemental cost (to provide incentive for demonstrated experience) that can be added per shift given that a mission commander is performing and had been validated at that level. (B-1 blocks three-seven)

d. Proposer’s do not need to list which location each mission commander will support but should provide what quantity and distribution of Mission Commander performance level for each location (North and South) during the start of the Period of Performance (POP). These levels can be adjusted.

5) Technical Requirements must be demonstrated in writing explaining the firm’s

(1) understanding of the deliverables; (2) detailing the firm’s capabilities in Mission Commander and Support Services to provide services for the Cal OES FIRIS Program; (3) ability to manage the project and the risks involved with the project; (4) ability to complete projects on time and within budget; (5) ability to provide quality deliverables; and (6) ability to provide written reports based on project scope.

6) A list of three (3) to five (5) projects of similar scope that were successfully completed must be provided, including work samples.

7) All attachments included with this RFP and referenced in the Table of Contents must be fully completed, signed, and submitted with the proposal. Refer to Attachment 1 for additional Required Attachments that are a part of this RFP.

8) Client References: Proposer must provide at least three (3) client references for Cal OES to contact regarding the work performed for the client. Work performed for the references must have been to a similar degree of complexity as this project within the last two (2) to three (3) years. Negative responses from references may be cause for rejection of the proposal.

5. COST PROPOSAL FORMAT AND REQUIREMENTS

Use the Sample Cost Proposal Worksheet (Attachment 11) as a guide in preparing your cost proposal.

The Proposer must provide rates that are inclusive of all labor, materials, equipment, and anything else necessary to provide the services in accordance

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781

with the specifications described in the Sample Agreement, Statement of Work (SOW), Exhibit A.

Cal OES will only pay for actual hours worked and actual services completed at the rates submitted.

6. REJECTION OF PROPOSAL SUBMISSIONS

a) A proposal submission not received by the date and time specified in Key Action Dates, or not sealed, will be rejected.

b) The proposal submission must not contain false or misleading statements or provide references which do not support an attribute, condition, or capability claimed by the Proposer. If, in the opinion of Cal OES, such information was intended to mislead Cal OES 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 submission.

c) Deviations in the proposal submission, whether or not intentional, may cause the proposal submission to be deemed “non-responsive” and as such, will not be considered for award.

d) Unless previously approved by the State through the written questions process identified in Section 2, any material submitted by any Proposer in the final proposal submission that is marked “CONFIDENTIAL” or “PROPRIETARY” may cause the entire proposal submission to be deemed non-responsive and thereby rejected.

e) Cal OES does not accept alternate contract language from a prospective Contractor. A proposal with such language will be considered a counter proposal and will be rejected. Additionally, the General Terms and Conditions (GTC 04/2017) for the State of California are standard contract terms and are not negotiable.

f) Cal OES is not required to award a contract. Cal OES reserves the right to reject any or all proposals and to waive informalities and minor irregularities in proposals received and to accept all or any portion of a proposal, if deemed in the best interest of the State and not contrary to law. Cal OES’s waiver of any immaterial deviation or defect will in no way modify the RFP documents or excuse the Proposer from full compliance with the RFP specification, if awarded the contract.

g) A proposal may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind.

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781

7. EVALUATION AND SELECTION

a) 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.

b) Cal OES will evaluate each proposal to determine its responsiveness to Cal OES’s needs. Should a proposal package not meet all of the requirements set forth in this RFP, it may be considered non-responsive and rejected from further competition. Those Proposer’s submittals that pass the initial review will be forwarded to the evaluation committee for evaluation of the technical proposals.

c) Award, if made, will be to the highest scored responsive, responsible proposal.

d) In the event of a tie, the proposed winner will be determined by a coin toss. Tie breaks will be witnessed, and Proposers may attend to witness the tiebreak process by contacting the contract analyst noted on the cover page of this

RFP.

e) Proposals will be rated by an evaluation committee using a consensus scoring process for determining final scores. Below is the scoring criteria that will be used to evaluate proposals for this RFP.

f) The following indicates the maximum points for each mandatory scoring requirement and an explanation of scoring:

TECHNICAL EVALUATION:

RATING/SCORING CRITERIA

MAXIMUM POSSIBLE

TECHNICAL POINTS

A. Understanding of Deliverables (250 points)

1. Provide an understanding of the FIRIS system concept , Cal OES-approved Disciplined Initiative, and enhanced Incident and Assessment (IAA) technology.

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781

2. Demonstrate plan to provide experienced mission commanders and connected hierarchy to operate

FIRIS.

3. Demonstrate plans to inboard, acquire or obtain surge mission commander staffing. (Mission Commander I-IV).

4. Provide sample of previous related services completed. Include any related imaging and analysis work for relevant projects and other work for consideration. Supply additional deliverable documentation that you would provide for the tasks that you perform.

B. Management of Projects (180 Points)

1. Demonstrate ability to manage project deliverables as described within required timelines.

Demonstrate how the expected results, outcomes, and deliverables will be achievable in a timely manner, given the approaches, methods and procedures proposed.

2. Present well-articulated concepts that are within the contract expectations. 20

3. Provide a sample proposal how your Firm will meet all required and current expectations for the services described in relation to the project management.

4. Provide information on any innovative or unique methods used that distinguish your Firm from other Firms/agencies providing services.

5. Explain how your Firm keeps abreast of the latest changes in current related aviation and communications technology, fire-related air operations, and other requirements.

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781

6. Demonstrate your capacity to manage fiscal resources responsibly. 20

C. Experience (190 Points)

1. Experience with managing aviation supervision or information collection programs that support wildfire and all hazard collection.

2. Experience in training personnel to interagency aviation standards of aerial supervision/and or information collection.

3. Experience with fire behavior and wildland fire fighting experience (Ground or Aerial). Higher rating for previous held qualifications:

Division Supervisor (20 points)

4. Experience with aviation supervision programs.

Higher rating for previous experience: Ten (10) or more years as an airborne aerial supervisor Examples:

• Air Tactical Group Supervisor (ATGS) Helicopter

Coordinator (HLCO), Helicopter Manager, (HMGB) Lead Plane Pilot (LPIL), Air Tactical Supervisor (ATIS), Aerial Supervisor Module (ASM). These position and qualifications are defined in NWCG Standards for Aerial Supervision PMS 505 (Dec 2023).

5. Experience as Chief Officers for an agency or department which conducted emergency response operations utilizing the Incident Command System.

6. Experience with aviation safety and crew Resource Management (CRM).

7. Previous attendance of an interagency sanctioned CRM training course.

8. Experience with fixed wing aircraft operations and flight manager operations.

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781

9. Experience with California Emergency Management hierarchy, laws and environment.

D. Specialized Training and Experience with Sensors (220 Points)

1. Experience with managing Aerial Sensor (Incident Awareness and Assessments (IAA) or Intelligence, Surveillance and Reconnaissance (ISR) Operations.

2. Experience with managing wildfire and all hazard collection with Medium-Altitude HD Full Motion Video (FMV) Camera System.

3. Experience with narration of full motion videos for emergency events.

4. Experience with managing wildfire and all hazard collection with Multispectral Sensor (Large Area Mapping Camera System and Fire Perimeter Mapping Camera System).

5. Experience with mapping fire perimeters.

6. Experience with managing wildfire and all hazard collection with Synthetic Aperture Radar.

7. Experience with radar collection in overcast weather or obscuring surface phenomena.

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781

8. Experience with managing wildfire and all hazard collection with Light Detection and Ranging (LiDAR).

9. Experience with aerial pulsed laser collection to measure ranges to generate three-dimensional information.

10. Experience with Beyond Horizon Data Transmission datalink for data transmission systems.

11. Experience in supervision of transmission of streaming video, recorded narrated video, georeferenced maps and imagery files using data transmission systems from an aerial platform.

E. Presentation/Interview Topics (300 Points)

1. Overall presentation and understanding of project 50

2. Demonstrate ability to manage the project 50

3. Technical review of the Experience levels 40

4. Technical review of Specialized Training and

Experience with Sensors 40

5. Concept review of the proposed mission commander support service functions (training, scheduling, surge, and Special Projects).

6. Proposed roster of experience Misson Commander I-V levels and Surge staffing.

(SOW Paragraph 4.4.A)

7. Timeline in order to meet all required proposals. 40

Total Maximum Technical Points Available 1140

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781

SCORING CRITERIA FOR WRITTEN PORTION

Scoring of the technical requirements will be based on the Evaluation Team’s assessment of the Proposer’s ability to meet the technical requirements. Scoring will be based upon the breadth and depth of experience for each requirement, how clearly, yet succinctly, the proposal demonstrates said experience and whether the proposal demonstrates the Proposers ability to meet the requirements of the Agreement.

Point scores will be determined for each item above based on whether the proposal either meets or exceeds, somewhat meets, or does not meet the technical requirements as shown in the table below.

Scoring Determination of Technical Evaluation Item Point Range

Meets/Exceeds technical requirements 70-100% of maximum possible points

Somewhat Meets technical requirements 30-69% of maximum possible points

Does Not Meet technical requirements 0-29% of maximum possible points

COST EVALUATION: 510 POINTS

The evaluation of cost for this RFP is based on the total cost to provide the services required for this RFP, per the Sample Agreement, Exhibit B-1, Cost Sheet. The Proposer’s cost proposal should include the total price for each deliverable including all travel, hours, and work effort required to deliver the required services.

Each proposer’s cost will be converted to a point score. All costs must be allowable, allocable, and reasonable. Cal OES will consider whether the budget has the ability to support the proposed project in an efficient and effective way while also demonstrating a reasonable and appropriate allocation of funding.

An example of the calculation is shown below.

[Lowest responsive proposal total cost x (maximum points)] ÷ Proposer’s Total Cost = Proposer Score*

* The Proposer’s Cost Score shall be rounded to two decimal places – see sample below.

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781

COST SCORE SAMPLE

Proposer Total Cost

Calculation Cost Score

A $50,000 $40,000(Proposer C) x 510 (Max Pts.)

$50,000 408

B $45,000 $40,000(Proposer C) x 510 (Max Pts.)

$45,000 453.33

C $40,000 $40,000(Proposer C) x 510 (Max Pts.)

$40,000 510

Adjustments to scores will be made for Socioeconomic and Environmental Program incentives (e.g., Small Business [SB], Disabled Veteran Business Enterprise [DVBE], as discussed in section F below.

8. AWARD AND PROTEST

a) A Notice of Intent to Award for this solicitation shall be posted online for five (5) business days on the Cal eProcure webpage, at least five (5) working days prior to awarding the Agreement.

b) If any Proposer, prior to the award of Agreement, files a protest on the grounds that the awarding Agency incorrectly applied the evaluation standard in the RFP, or if the Agency failed to follow the evaluation and scoring methods in the RFP, the Agreement shall not be awarded until either the protest has been withdrawn or the State has decided the matter.

c) Within five (5) days after filing the initial protest, the protesting proposer shall file with DGS and Cal OES a detailed written statement specifying the grounds for the protest. The written protest must be sent to the

Department of General Services Office of Legal Services

Attention: Bid Protest Coordinator 707 Third Street, 7th Floor, Suite 7-330

West Sacramento, CA 95605 Bid Protest Coordinator Email address: OLSProtests@dgs.ca.gov

A copy of the detailed written protest should also be emailed to ContractsUnit@Caloes.ca.gov.

mailto:OLSProtests@dgs.ca.gov mailto:ContractsUnit@Caloes.ca.gov

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781

d) No person, firm, or subsidiary thereof, who has been awarded a consulting services contract, or a contract which includes a consulting component, may be awarded a contract for the provision of services, delivery of goods or supplies, or any other related action which is required, suggested, or otherwise deemed appropriate as an end product of the consulting services contract.

Therefore, any contractor that contracts with Cal OES to develop and provide formal recommendations pursuant to this engagement is precluded from contracting for any work recommended in the formal recommendation.

9. DISPOSITION OF PROPOSALS

a) Upon proposal opening, all documents submitted in response to this RFP will become the property of the State of California and will be regarded as public records under the California Public Records Act (Gov. Code § 6250 et seq.)

and subject to review by the public.

10. PERFORMANCE OF SERVICE

a) Upon award of the contract, the winning Proposer must provide a Certificate of Insurance (COI) within ten (10) working days from award of contract. This COI will identify the required insurance as indicated in the attached Sample Standard Agreement.

b) Upon award of the contract, the winning Proposer agrees to execute the contract on the State’s Standard Agreement (STD 213), including all Exhibits.

The Agreement must be signed by an individual authorized to bind the Proposer contractually.

11. AGREEMENT EXECUTION AND PERFORMANCE

a) Performance shall start not later than ten (10) days after approval of the

Contract, or on the express date set by Cal OES and the Contractor, after all approvals have been obtained and the agreement is fully executed. Fully operational aircraft flight availability must be provided no later than April 1, 2024, unless otherwise approved by Cal OES. Should the Contractor fail to commence work at the agreed upon time, Cal OES, upon five (5) days written notice to the Contractor, reserves the right to terminate the agreement. In addition, the Contractor shall be liable to the State for the difference between Contractor's proposal price and the actual cost of performing work by the second lowest Proposer or by another contractor.

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781

b) All performance under the Agreement shall be completed on or before the termination date of the Agreement.

12. TAX DELINQUENT STATUS VERIFICATION

a) Effective July 1, 2012, Public Contract Code section 10295.4 requires state agencies to verify the tax delinquent status of bidders responding to state solicitations.

b) At the time of proposal evaluation, prior to contract award and execution, the State will verify all Proposers and any identified subcontractors of Proposers are not listed as tax delinquent by the Franchise Tax Board and/or the California Department of Tax and Fee Administration. Any Proposers or subcontractors listed as tax delinquent shall result in a proposal rejection and will not be considered for contract award. Proposers wanting further clarification can refer to the statute above or to the websites listed below for additional information:

California Department of Tax and Fee Administration – Top 500 Sales Tax and Use Delinquencies in California https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm

Franchise Tax Board – Top Delinquent Tax Payers https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/corporate-income-tax-list.html

F. GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) DISCLOSURE 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.

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

The State has developed a GenAI Reporting and Factsheet (STD 1000) to be completed by the Proposer.

Failure to submit the GenAI Reporting and Factsheet (STD 1000) will result in disqualification of the Proposer.

Failure to report GenAI to the State may void any resulting contract. The State reserves its right to seek any and all relief it may be entitled to as a result of such non-disclosure.

https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/corporate-income-tax-list.html https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/corporate-income-tax-list.html https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.documents.dgs.ca.gov%2Fdgs%2Ffmc%2Fpdf%2Fstd1000.pdf&data=05%7C02%7Cflora.karami%40caloes.ca.gov%7Cc2d3b76fbcb2473a5e8208dc99ffd541%7Cebf268ae303647149f69c9fd0e9dc6b9%7C1%7C0%7C638554571300867060%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=gJs6mm1foRWD92yYeb4Dt%2Bl1V528O7ypWVmiohiVJQM%3D&reserved=0

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781

Upon receipt of a Proposer GenAI Reporting and Factsheet (STD 1000), the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject proposals that present an unacceptable level of risk to the state.

G. LOSS LEADER

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

H. PREFERENCE AND INCENTIVE PROGRAMS

Preference and Incentive Programs are each identified below. When the Proposer satisfies the requirements and requests proposal preferences and incentives, the proposer must clearly identify in their proposal submission which of the programs it qualifies for. Denial of those preference or incentive requests is not a basis for rejection of the bid.

1. SMALL BUSINESS ENTERPRISE PREFERENCE PROGRAM

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

a) A 5% preference, (not to exceed $50,000) is available to a certified SB. A

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

To be considered as a certified SB, the Proposer must have a complete application package on file with the OSDS by 5:00 p.m. on the deadline for the RFP submission. Questions regarding the certification approval process should be directed to the OSDS. A copy of the regulations, instructions, and format for claiming the Small Business Preference is available at:

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division- Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran- Business-Enterprise#@ViewBag.JumpTo

To claim the Small Business Preference please see Attachment 6, Bidder Declaration (GSPD-05-105).

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise#@ViewBag.JumpTo https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise#@ViewBag.JumpTo https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise#@ViewBag.JumpTo

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781

NOTE: Pursuant to GC section 14837, only a SB who performs a commercially useful function relevant to the Scope of Work included in this RFP may qualify the Proposer for a SB preference.

b) Non-Small Business Subcontractor Preference (if subcontracting is allowable in Exhibit A, Statement of Work):

A 5% preference, (not to exceed $50,000) is available to a non-small business (NS) claiming 25% California-certified small business subcontractor participation. A Proposer claiming this preference must list one or more SB subcontractor(s), whom the Proposer commits to subcontract in an amount of at least twenty-five percent (25%) of the work performed under this contract.

To claim the Small Business Preference please see Attachment 6, Bidder Declaration (GSPD-05-105).

NOTE: Pursuant to GC 14837, only a SB who performs a Commercially Useful Function (CUF) relevant to the Statement of Work included in this RFP shall be used to qualify shall qualify the Proposer or be used to qualify the Proposer for the SB Preference or Non-Small (NS) Business Subcontractor Preference. A certification signed under penalty perjury that the work performed by SB subcontractors serves a CUF is required from the Proposer.

COMMERCIALLY USEFUL FUNCTION DEFINITION

As defined in MVC §999(B), a person or an entity is deemed to perform a "commercially useful function" if a person or entity does all of the following:

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

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

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

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

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

A contractor, subcontractor, or supplier will not be considered to perform a “commercially useful function” if the contractor's, subcontractor's, or supplier's role is limited to that of an extra participant in a transaction, CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781 contract, or project through which funds are passed in order to obtain the appearance of SB or DVBE participation.

2. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PROGRAM

It is the intent of the California Legislature that every State procurement authority honor California’s disabled veterans by taking all practical actions necessary to meet or exceed the Disabled Veteran Business Enterprise participation goal of a minimum of three percent (3%) of total contract value. The Disabled Veteran Business Enterprise (DVBE) Certification and Outreach Branch program was created for this purpose. The Disabled Veteran Business Enterprise (DVBE) Participation Goal Program for State contracts is established in Public Contract Code (PCC), §10115 et seq., Military and Veterans Code (MVC), §999 et seq., and California Code of Regulations (CCR), Title 2, §1896.61 et seq.

a) DVBE PARTICIPATION REQUIREMENT

For the purposes of this solicitation, the DVBE Participation Requirement has been waived, however the DVBE Incentive still applies.

Note: Pursuant to Military and Veterans Code section 999 (B), only a DVBE who performs a Commercially Useful Function (CUF) relevant to the Statement of Work included in this IFB shall qualify the Proposer or be used to qualify the Proposer for a DVBE participation and/or DVBE incentive. A certification signed under penalty perjury that the work performed by DVBE subcontractors serves a CUF is required from the Proposer per MVC §999.10(a)(3). Proposers must also verify each DVBE subcontractor’s certification status with OSDS to ensure DVBE participation eligibility prior to submitting bids.

b) DVBE SUBSTITUTION

Proposers must use the DVBE subcontractors or suppliers proposed in the bid. Any substitutions must be requested in writing to the awarding department and approved by both the awarding department and OSDS in writing prior to the commencement of any work by the proposed DVBE. The substitution must be to perform the same work and shall maintain the minimum level of DVBE participation stated in original bid.

(MVC §999.5.g)

c) DVBE SUBCONTRACTOR REPORTING

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781

Proposers awarded a contract with a commitment to use DVBE subcontractors must certify, upon completion of contract that all payments have been made to the DVBE subcontractors by submitting the Prime Contractor’s DVBE Subcontracting Report (STD 817). Cal OES will withhold $10,000 from the final payment, or the full payment if the final payment is less than $10,000 from prime contractors, until the complete and accurate STD 817 is received. Failure to submit this certification after given the opportunity to cure, will result in Cal OES permanently deducting $10,000 from the final payment or the full payment if less than $10,000. (MVC §999.7)

d) DVBE INCENTIVE

Pursuant to Military and Veterans Code Section 999.5, subdivision (a), an incentive will be given to a Proposer who provides DVBE participation.

For evaluation purposes only, the State shall apply an incentive to bids that propose California certified DVBE participation as identified on the Bidder Declaration DGS PD-05-105 and confirmed by the State. The DVBE Incentive is as follows:

Confirmed DVBE Participation of:

Incentive Amount

5% or Over 5% 4% to 4.99% Inclusive 4% 3% to 3.99% Inclusive 3% 2% to 2.99% Inclusive 2% 1% to 1.99% Inclusive 1%

A Proposer is eligible to receive this additional DVBE incentive if they are a certified DVBE or if a non DVBE Proposer commits to use a certified DVBE(s) as subcontractor(s) (if subcontracting is allowable in Exhibit A, Statement of Work).

a) Certified DVBE Proposer incentive considerations:

i. Commit to performing 1% or more of the contract bid value with the prime Proposers’ firm or in combination with another DVBE(s).

ii. Document DVBE participation on the Bidder Declaration GSPD-05-

105, Attachment 6.

iii. Submit a completed Disabled Veteran Business Enterprise

Declarations form, DGS PD 843, (Attachment 7) signed by the DVBE owner/manager.

b) Non-DVBE Proposer incentive considerations:

i. Commit to using certified DVBE(s) for 1% or more of the bid value.

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781

ii. Document DVBE participation on the Bidder Declaration GSPD-05- 105, Attachment 6.

iii. Submit a completed Disabled Veteran Business Enterprise Declarations form, DGS PD 843, (Attachment 8) signed by the DVBE owner/manager for each certified DVBE subcontractor.

c) Locating DVBE Subcontractors

i. State Resources: Access the list of all certified DVBEs by using the

Department of General Services, Procurement Division (DGS-PD), online certified firm database at: www.caleprocure.ca.gov

To begin your search, click on “Small Business/Disabled Veteran Business Enterprise,” then click “Search for Certified SB/DVBE Firms.”

Search by “Keywords” or “UNSPSC Classifications” that apply to the elements of work you want to subcontract to a DVBE. Check for subcontractor ads that may be placed on the California State Contracts Register (CSCR) for this solicitation prior to the closing date. You may access the CSCR at: www.caleprocure.ca.gov.

For questions regarding the online certified firm database and the CSCR, please call the OSDS at (916) 375-4940 or send an email to:

OSDSHelp@dgs.ca.gov

3. APPLYING PREFERENCE AND INCENTIVES

a) Preferences and incentives are used for bid tabulation purposes to determine the highest scored responsive responsible Proposer. Strict adherence to the laws and regulations to apply the preferences and incentives will be followed.

If awarded the contract, the preference and/or incentive does not alter the amount of the resulting contract. Please be aware that contracts awarded with applied preferences or incentives will be monitored throughout the life of the contract for compliance with statutory, regulatory, and contractual requirements.

b) The SB preference of 5% will be applied when the highest scored proposal is from a non-certified SB or MB. The 5% will be calculated on the highest responsible proposer’s total score. That amount is then added to the score for each certified Small Business (SB) /Micro-Business (MB) or a Non-Small Business (NS) claiming 25% SB/MB subcontracting for a new total score. (Note: NS claiming SB subcontractor preference cannot displace an award to a certified

SB.)

c) The DVBE incentive points are based on the total possible available points, not including points for socioeconomic incentives or preferences. For evaluation purposes, the incentive points will be added to the total score. If a SB is ranked number 1 after SB preference has been applied, the DVBE incentive is only calculated for Proposers certified as SBs. The incentive points cannot be used to achieve any applicable minimum point requirements and shall not displace an award to a certified SB with a non-SB.

mailto:OSDSHelp@dgs.ca.gov

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781

REQUIRED ATTACHMENTS

1. Required Attachment Checklist

2. Bid/Bidder Certification Sheet

3. Contractor Certification Clauses

4. Darfur Contracting Act Certification

5. Payee Data Record, STD 204 & STD 205

6. Bidder Declaration Sheet, GSPD-05-105

7. GenAI Disclosure & Factsheet

8. DVBE Declarations, DGS PD 843 (if applicable)

9. Certification of CUF compliance for subcontractors (if applicable)

10. Narrative Proposal

11. Cost Sheet

12. References

13. Resumes

14. California Civil Rights Laws Certification

15. Iran Contracting Act Certification (if applicable)

16. Mandatory Qualification Documentation

17. Sample Agreement (reference only)

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781

ATTACHMENT 1 - REQUIRED ATTACHMENT CHECKLIST

A complete proposal or proposal package will consist of the items identified below.

Complete this checklist to confirm the items in your bid. Place a check mark or “X” next to each item that you are submitting to Cal OES. For your bid to be responsive, all required attachments must be returned.

ATTACHMENT REQUIRED ATTACHMENT NAME

Attachment 1 YES Required Attachment Checklist

Attachment 2 YES Bid/Bidder Certification Sheet

Attachment 3 YES Contractor Certification Clauses

Attachment 4 YES Darfur Contracting Act Certification

Attachment 5 YES Payee Data Record, STD 204 & STD 205

Attachment 6 YES Bidder Declaration Sheet, GSPD-05-105

Attachment 7 YES GenAI Disclosure & Factsheet

Attachment 8 YES DVBE Declarations, DGS PD 843

Attachment 9 YES Certification of CUF compliance for subcontractors

Attachment 10 YES Narrative Proposal

Attachment 11 YES Cost Sheet

Attachment 12 YES References

Attachment 13 YES Resumes

Attachment 14 YES California Civil Rights Laws Certification

Attachment 15 YES (if applicable) Iran Contracting Act Certification

Attachment 16 YES (if applicable) Mandatory Qualification Documentation

Attachment 17 NO Sample Agreement

CALIFORNIA GOVERNOR’S OFFICE OF EMERGENCY SERVICES RFP #A241013781

ATTACHMENT 2 - BID/BIDDER CERTIFICATION SHEET

BID/BIDDER CERTIFICATION SHEET

This Bid/Bidder Certification Sheet must be signed and returned along with all the "required attachments" as an entire package with original signatures. The proposal must be transmitted via email in accordance with RFP instructions.

A. Our all-inclusive proposal is submitted as detailed in Attachment 8, Cost…