RFP-AIC-25-003_Arts_In_Correction_V1_-_10.27.25.pdf

CALIFORNIA ARTS COUNCIL

RFP-AIC-25-003

Arts In Corrections (Multiple Awards) v10/27/2025

REQUEST FOR PROPOSAL – Secondary Method Release Date: Monday, October 27, 2025 by 5 PM

Notice to Prospective Proposers: MULTIPLE AWARDS Arts In Corrections

The California Arts Council (CAC) intends to award a contract to multiple vendors for the services outlined below. CAC seeks proposals from California Independent Contractors, Individuals, Sole Proprietors, Partnerships, California Certified Small Business (SB), Disabled Veteran Business Enterprise (DVBE), 501(c)(3) organizations registered in California, private for-profit organizations, and organizations with a joint powers agreement based in California to respond to this Request for Proposal (RFP) pursuant to Public Contract Code sections 10340 to 10345 (see State Contract Manual, Volume 1, Section 5.25). In submitting your proposal, you must comply with the instructions listed in this RFP document.

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

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

In the opinion of the CAC, this RFP is complete and without need of explanation.

If potential bidders have additional questions regarding intent, expectations, or other topics pertaining to this RFP, please send them to Procurement@arts.ca.gov in accordance with the timeline below. Please note that verbal information given will not be binding on the State unless such information is issued in writing as an official addendum to this RFP. The answers to all the questions received by the due date will be posted on https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx.

https://www.dgs.ca.gov/ORIM https://view.publitas.com/ca-arts-council/2019-ca-native-artists-community-led-meeting/page/1 https://www.dgs.ca.gov/ORIM https://view.publitas.com/ca-arts-council/2019-ca-native-artists-community-led-meeting/page/1 https://www.dgs.ca.gov/ols/resources/page-content/office-of-legal-services-resources-list-folder/standard-contract-language https://www.dgs.ca.gov/ols/resources/page-content/office-of-legal-services-resources-list-folder/standard-contract-language

Arts In Corrections (Multiple Awards) v10/27/2025

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

The State may reject any proposal that is conditional or incomplete.

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

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

Contact Information for RFP # RFP-AIC-25-003 Name: Carla Pareja Title: Procurement Analyst Email: Procurement@arts.ca.gov https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx mailto:Procurement@arts.ca.gov

Arts In Corrections (Multiple Awards) v10/27/2025

Table of Contents

I. BACKGROUND

II. KEY ACTION DATES

III. QUESTIONS AND ANSWERS

IV. BUDGET REQUIREMENTS

V. PAYMENT TERMS

VI. STATEMENT OF WORK

VII. PROPOSAL REQUIREMENTS

VIII. EVALUATION AND SCORING FRAMEWORK

IX. MANDATORY BUSINESS REQUIREMENTS AND DOCUMENTS

X. BID PACKAGE SUBMISSION INSTRUCTIONS

XI. RFP EVALUATION PLAN

XII. PREFERENCE AND INCENTIVE PROGRAMS

XIII. PROTEST PROVISIONS

XIV. DISPOSITION OF PROPOSALS

XV. AWARD

XVI. TRAVEL

XVII. POST EVALUATION FOR NON-IT CONSULTING CONTRACTS

XVIII. BUDGET DETAIL & PAYMENT PROVISIONS

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

SPECIAL TERMS AND CONDITIONS

XX. EXHIBIT E: Non-IT Services Contracts Confidentiality and Data Safeguards

XXI. REQUIRED ATTACHMENTS

Arts In Corrections (Multiple Awards) v10/27/2025

I. BACKGROUND

Administered by the CAC and made possible via “Memorandum of Understanding” with the CDCR, California's AIC program is designed to have a positive impact on the social and emotional well-being of people experiencing incarceration. Arts programs can increase critical thinking skills, build positive relationships, and promote healing and meaningful interactions between participants and their peers, facility staff, loved ones, and other individuals and community groups both inside and outside of the boundaries of their institutions. To learn more about the history of the program, visit the California Arts in Corrections website.

The mission of CAC, a state agency, is strengthening arts, culture, and creative expression as the tools to cultivate a better California for all. The vision of CAC is a California where all people flourish with universal access to and participation in the arts. The values of the CAC are Community, Accessibility, Aesthetics, Autonomy with Accountability, Relevance, Equity, and Sustainability. To learn more about the CAC, visit our website.

Purpose

The California Arts Council’s (CAC) Arts in Corrections (AIC) program contracts with nonprofit organizations, tribal governments, arts-related units of government, or other entities (referred to as “Coordinating Organizations” for the purpose of this procurement) to provide arts workshops with teaching artists (referred to as “Arts Providers” for the purpose of this procurement) in cultural practices, design, literary, media, multidisciplinary, performing, traditional, and visual arts to people currently incarcerated in California Department of Corrections and Rehabilitation (CDCR) adult facilities.

The AIC program upholds the following values:

• People experiencing incarceration deserve dignity and respect.

• Policies should dismantle the root causes of incarceration.

• Community-based interventions reduce harm and make communities safer by replacing state-sanctioned systems of retribution and punishment.

• Individual and collective accountability for harm, and the healing of trauma, can create a more safe and just society for all.

https://www.artsincorrections.org/history/ https://www.artsincorrections.org/history/ http://arts.ca.gov/ https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Renew-Recognition-as-Nonprofit-Organization#@ViewBag.JumpTo

Arts In Corrections (Multiple Awards) v10/27/2025

The purpose of this RFP is to contract Coordinating Organizations to provide AIC programming in all California state adult correctional institutions. The AIC program is aimed at providing equitable access to arts participation that supports healing, skill-building, personal transformation, and positive behavior change for incarcerated individuals.

Multiple contracts are expected to be awarded through this RFP process.

Proposals may be submitted for up to a maximum budget of $100,000 per proposed institution. The maximum budget per organization for all awarded current contracts may not exceed a total of $1,200,000 at any given time.

The term of the awarded contract will be from December 5, 2025, to December 31, 2027.

The CAC, in partnership with the CDCR, invites proposals from qualified Coordinating Organizations.

II. KEY ACTION DATES

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

EVENT DATE TIME

RFP Available to Prospective Proposers Monday, October 27, 2025 5:00 PM PST

Optional Bidders Conference

Friday, November 7, 2025

Please click here to register:

https://us06web.zoom.us/meeting/regis ter/l61bjNhTRGOzNkDE-sS4Og

12:00 PM PST

RFP Questions Due Monday, November 10, 2025 5:00 PM PST

Responses to RFP Questions (Posted Online)

Friday, November 14, 2025 5:00 PM PST

Proposal Submissions Due

Tuesday, November 18, 2025 3:00 PM PST https://us06web.zoom.us/meeting/register/l61bjNhTRGOzNkDE-sS4Og https://us06web.zoom.us/meeting/register/l61bjNhTRGOzNkDE-sS4Og

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Evaluation Period November 19 – 24 (approx.)

Notice of Intent to Award November 24 (approx.) 5:00 PM PST

Protest Period (5 business days)

November 24 @ 5:30 PM – December

1 @ 5:30 PM

Contract Awarded December 2, 2025 (approx.)

Signing of the Contract December 2 – 4 (approx.)

Submit Signed Contract to DGS OLS for approval

December 3 – 10 (approx.)

AIC Contract Begins on DGS OLS Approved Date

TBD

III. QUESTIONS AND ANSWERS

A. Questions about this RFP must be submitted directly to CAC’s Procurement

Analyst, Procurement@arts.ca.gov, and must be received by the date and time listed in the KEY ACTION DATES. Please refer to the solicitation number in the subject line. For example, RFP No.: RFP-AIC-25-003 Questions.

B. Interested parties can obtain a complete set of questions and answers as an addendum to this RFP at https://caleprocure.ca.gov/pages/index.aspx when published.

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

D. No questions will be answered directly via email or by phone.

IV. BUDGET REQUIREMENTS

A. Maximum Allocation

• Up to $100,000 per contract, per institution.

● Maximum of two (2) contracts awarded per institution, except San

Quentin, California Institution for Women, California Institution for https://caleprocure.ca.gov/pages/index.aspx

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Men, which may be awarded up to three (3) contracts. This is based on the analysis of past solicitations and awards.

B. Budget Modifications

● Contractors may request line-item changes within the contract line items and approved institutions with CAC’s written approval.

● Institution switching is not permitted. Contractors may not request nor administer programming to institutions not awarded during the RFP process - institution switching is not permitted.

V. PAYMENT TERMS

A. Payment will be processed upon submission and approval of the required

Monthly Activity and Invoice Report, and in accordance with the California Prompt Payment Act.

B. Contract advances, not to exceed 25% of final contract amount, may be requested. Contract advance requests must be submitted in writing to the contract representative identified in the contract.

C. Incomplete reporting or documentation will delay payment.

D. Contractors must retain records for three (3) years after the end of the contract term.

VI. STATEMENT OF WORK

Coordinating Organizations are responsible for the creation and the implementation of programs in a variety of artistic disciplines including but not limited to cultural practices, design, literary, media, multidisciplinary, performing, traditional, and visual arts. These programs are carried out by Coordinating Organization’s Arts Providers inside CDCR facilities for people experiencing incarceration. Coordinating Organizations and Arts Providers are responsible for working collaboratively with CAC and CDCR staff at the institutions to identify potential participants, implementing programming and administering programming in appropriate space(s) for their AIC programs.

Selected Coordinating Organizations will deliver arts programming that fosters creativity, collaboration, and rehabilitation through in-person and tablet-based arts instruction, while maintaining compliance with CDCR security and scheduling protocols.

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For this RFP, proposers will submit proposals by Adult Institution based on this list. Proposers are expected to provide ongoing programming throughout the duration of the contract in the institution they are contracted for. Please refer to the table below for a list of some of the common types of program types and requests.

Proposers should note that not all types of programming are accepted at all institutions. Programming needs and allowances can shift widely between institutions depending on the level of institutional security, available CDCR supervisory staff, storage and room availability, materials used, previous CDCR experience with contracted teaching artists and programs, as well as numerous security and violence prevention protocols adhered to in a carceral setting.

Institutions that have identified specific artistic practices to be considered for programming at their location are noted below. For all other institutions, cultural practices, design, literary arts, media, multidisciplinary arts, performing arts, traditional arts and visual arts can be proposed for programming.

Institution Cultural Practices

Design Literary Arts

Media & Multidisciplinary

Arts

Performing Arts

Traditional Arts

Visual Arts

High Desert State Prison

(HDSP)

No No Yes No Yes Yes Yes

Ironwood State Prison

(ISP)

No No No No Yes No Yes

Kern Valley State Prison

(KVSP)

Yes No Yes Yes Yes Yes Yes

Valley State Prison

(VSP)

Yes Yes No Yes Yes No No

Wasco State Prison

(WSP)

No No Yes No Yes Yes Yes https://www.cdcr.ca.gov/adult-operations/list-of-adult-institutions/

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Please note that Salinas Valley State Prison (SVSP) has explicitly requested no programming involving knitting or crochet and California Medical Facility (CMF) has placed an emphasis on traditional arts programming. Proposals not aligning with the requested services will not be considered for evaluation.

A. Program Design

Proposed program design should reflect the following:

• Design and deliver sequential, standards-based or culturally grounded arts curricula in one or more disciplines (visual, performing, literary, media, cultural, or multidisciplinary arts).

• Incorporate CAC/CDCR-approved pre- and post-program assessments to measure social, emotional, and behavioral changes among participants.

• Program outcomes demonstrate more equitable access to culturally and linguistically responsive life-long arts learning and arts exposure.

• Program outcomes demonstrate more equitable access to culturally and linguistically responsive life-long arts learning and arts exposure.

• Bidders must provide sufficient detail to describe the artistic disciplines provided at each institution.

CAC seeks contractors that provide culturally competent, equitable, and inclusive AIC programming that is in clear alignment with and measurable by the CACs Strategic Framework and Racial Equity Action Plan. For reference:

• Culturally Competent: The ability to effectively communicate and interact with people of different ages, abilities, cultures and backgrounds. This includes respecting, exhibiting and facilitating the understanding of those different experiences, beliefs and behaviors while operating in a carceral system.

• Equitable: Being equitable means treating people fairly based on their circumstances and needs. Equitable practices in a carceral system include acknowledging and addressing systemic barriers and disparities faced by participants and doing your best to ensure everyone has access to what

Arts In Corrections (Multiple Awards) v10/27/2025 they need and what you can realistically provide for them during your program. This may not be the same or equal for everyone.

• Inclusive: An inclusive program is one that is accessible to as many people as possible considering the parameters of a carceral system and the range of human diversity. This includes age, ability, gender, language and culture for example. An inclusive program provides multiple ways for participants to participate, learn, understand and interact with the sessions you are providing. Program administration and implementation include collecting lived experience and storytelling data such as written feedback, case studies and written/visual testimonials or work samples submitted by Teaching Artists, CDCR Staff members and individuals experiencing incarceration.

To learn more about the Strategic Framework and Racial Equity Action Plan, please visit: https://arts.ca.gov/about/how-we-think/.

B. Program Delivery

Programming is conducted in a correctional setting with custodial supervision and defined security requirements. Incarcerated individuals will be monitored during programming and individual behavior issues may result in their removal from ongoing programming. As such, Coordinating Organizations’ teaching artists must acquire institutional security clearance prior to the commencement of programming and may be subject to fingerprinting through the Department of Justice, Bureau of Criminal Identification and Information (BCC), prior to award and at any time during the term of the contract. Documentation for institutional security clearances must be submitted at the time of contract submission and will be provided to contractors by CAC.

1. Proposed program delivery must reflect the following:

• Classes may be provided in-person or through CDCR-approved tablets. However, CAC and CDCR prefer and value primarily in-person programming.

• Maintain communication with CDCR institutional staff and CAC to confirm class schedules, security clearances, and attendance documentation.

• Each Institution may be awarded up to two (2) contractors, except for San Quentin, California Institution for Women and https://arts.ca.gov/about/how-we-think/

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California Institution for Men, which may be awarded up to three

(3) contractors.

• Institutional Access: CAC will coordinate/facilitate required training and clearance processes with CDCR prior to contract start.

ο CDCR – New Organization Training Inmate/Staff Relations (Approximately 30 Minutes) Equal Employment Opportunity and Sexual Harassment

Prevention (Approximately 45 Minutes) Prison Rape Elimination Act (Approximately 1 Hour) Information Practices Act (Approximately 1 Hour) Communicable Disease Prevention (Approximately 30

Minutes) Emergency Operations (Approximately 1 Hour) Fire Prevention and Life Safety (Approximately 30

Minutes) Tuberculosis Testing Self-Education (Approximately 1

Hour) ο Cultural Competency Training Prison Project Training Video Arts in Corrections Training Video

Implicit Bias Training

2. Contractors must comply with CDCR security procedures and institutional rules, some of which, but not all are listed below:

• Subcontractors shall enter the institution through the main entrance gate and park private and nonessential vehicles in the designated visitor's parking lot. The agency providing services, its employees and subcontractors shall remove the keys from the ignition when outside the vehicle and all unattended vehicles shall be locked and secured while on institution grounds.

• Any equipment owned by CDCR or the agency providing services and used for the provision of services under this Agreement, shall be rendered temporarily inoperative by the agency providing services when not in use by locking or other means unless specified otherwise.

• In order to maintain institution safety and security, periodic fire prevention inspections and site searches may become

Arts In Corrections (Multiple Awards) v10/27/2025 necessary and the agency providing services must furnish keys to institutional authorities to access all locked areas on the worksite. CDCR shall in no way be responsible for loss due to fire.

• Due to security procedures, the agency providing services, its employees and subcontractors may be delayed at the institution vehicle/pedestrian gates and sally ports. Any loss of time checking in and out of the institution gates and sally ports shall be borne by the agency or subcontractor providing services.

• The agency providing services, its employees and subcontractors shall observe all security rules and regulations and comply with all instructions given by institutional authorities.

• Electronic and communicative devices such as pagers, cell phones and cameras/micro cameras are not permitted on institution grounds.

• The agency providing services, its employees and subcontractors shall not cause undue interference with the operations of the institution.

o No picketing is allowed on State property.

Gate Clearance

Gate clearance may be denied for the following reasons: Individual's presence in the institution presents a serious threat to security, individual has been charged with a serious crime committed on institution property, inadequate information is available to establish positive identity of prospective individual, and/or individual has deliberately falsified his/her identity.

All persons entering the facilities must have a valid state-issued driver's license or photo identification card on their person. While on institution grounds, all persons shall be professionally and appropriately dressed in clothing distinct from that worn by incarcerated individuals at the institution. Specifically, blue denim pants and blue chambray shirts, orange/red/yellow/white/chartreuse jumpsuits and/or yellow rainwear shall not be worn onto institution grounds, as this is incarcerated individual attire.

C. Allowable Services

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CAC and CDCR place importance on in-person programming to achieve the maximum benefit to incarcerated persons. However, the RFP has an allotment for digital/tablet-based curriculum due to the varied barriers to programming in an institutional setting. In-person programming may qualify for Rehabilitative Achievement Credits (RAC), but digital/tablet-based programming will not qualify for the credits. CAC, CDCR and awarded contractors will work collaboratively to identify implementation workflows and reporting for digital/tablet-based programming. To learn more about RAC, please visit www.cdcr.ca.gov/proposition57.

• Sequential classes (multi-week courses)

• One-time or short-format workshops

• Exhibits, showcases, and performances

• Cross-disciplinary or collaborative projects

• Digital/Tablet-based curriculum development

D. Minimum Qualifications

Proposers should review, understand, and meet the expectations and minimum qualifications of Coordinating Organizations below before submitting a proposal. Coordinating Organizations must:

• CAC seeks proposals from California Independent Contractors, Individuals, Sole Proprietors, Partnerships, California Certified Small Business (SB), Disabled Veteran Business Enterprise (DVBE), 501(c)(3) organizations registered in California, private for-profit organizations, and organizations with a joint powers agreement based in California.

• Must demonstrate both the ability and a proven history of conducting high-quality participatory arts and cultural educational programs in a correctional setting.

• If the applicant is a multi-state organization with headquarters in another state, the applicant must have physical offices in California and currently provide services to California residents.

• Demonstrate the ability to administer the program efficiently and effectively to meet program outcomes.

• Must have a data collection and reporting system and protocol and able to produce reports at monthly and quarterly intervals.

• Employs or secures Arts Providers with the following experience:

o Documented prior experience delivering arts programming in their art practice for at least three (3) years.

o Provided arts services in correctional or comparable settings for at least one (1) year.

o Resumés or CVs for all proposed teaching artists and key staff.

https://www.cdcr.ca.gov/proposition57/

Arts In Corrections (Multiple Awards) v10/27/2025

Artistic samples or work portfolios (up to 5 per discipline represented).

E. Allowable and Reimbursable Costs

Proposals may include costs for:

• Arts Provider wages and benefits

• Administrative and management expenses

• Materials, instruments, and equipment (CDCR-approved)

• Reporting and evaluation

• Travel and mileage, including travel time to and from organizational headquarters or teaching sites

• Preparation and debrief time for Arts Providers

• Cancellations: Classes canceled by CDCR may be reimbursed only if the organization has made every reasonable attempt to access programming and provides documented proof of the attempt and cancellation cause (e.g., lockdown notice, CDCR staff communication).

F. Deliverables:

The Coordinating Organizations resulting from this RFP will:

• Provide high-quality arts programming to participants in CDCR institutions based on the needs of the institution, scope of work and the submitted proposal.

• Provide culturally competent, equitable, and inclusive AIC programming.

• Collect and provide AIC programming information on a regular basis to CAC, including program impact case studies that demonstrate service effectiveness.

o To ensure participant privacy, all case studies must use aliases and remove any personally identifiable information before submission.

Obtain appropriate Release of Information through CDCR, as required.

• Additionally, Coordinating Organizations will participate in monthly meetings facilitated by CAC.

1. Monthly Reports (Required for Payment)

Each invoice must be accompanied by a monthly program report including:

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• Institution(s) served

• Dates and times of programming

• Number of participants per class

• Type of activity (in-person or tablet-based)

• Number and cause of cancellations (with supporting documentation)

• Total invoiced hours and rates

• Narrative description of highlights or challenges

1. Quarterly Reports

CAC will work with awarded contractors to finalize the elements of the quarterly reports prior to implementation into an operational state to ensure feasibility of data collection.

• Aggregate number of participants completing the program by institution and discipline.

• Summary of pre/post assessment findings and participant behavioral outcomes.

• Qualitative highlights and institutional feedback.

2. Annual/Final Report

CAC will work with awarded contractors to finalize the elements of the annual/final reports prior to implementation into an operational state to ensure feasibility of data collection.

• Annual cumulative summary of program impact, attendance, and evaluation findings.

• Data visualization or narrative synthesis encouraged.

Summary of Deliverables

Deliverable Frequency / Due Date

Description

Kickoff Orientation Upon execution Attend CAC/CDCR training and finalize access schedule and clearance.

Monthly Activity & Invoice Report

Monthly by the 15th

Include total invoice amount, session dates/times, class types, participant counts, Arts In Corrections (Multiple Awards) v10/27/2025 institutions served, and reasons for any cancellations. Required for invoice approval.

Quarterly Outcomes Report

Quarterly Aggregate number of participants completing programs, by institution and art discipline. Include assessment data summaries. Final quarterly outcomes report elements will be finalized in collaboration with CAC, CDCR and contractors.

Pre/Post Assessments

Ongoing (compiled quarterly)

Implement participant assessments measuring social, emotional, and behavioral outcomes; submit summarized data quarterly. Final pre- and post-test assessment elements will be finalized in collaboration with CAC, CDCR and contractors.

Annual Summary Report

Annually (and at contract closeout)

Cumulative summary of hours delivered attendance, assessment outcomes, and qualitative participant narratives.

VII. PROPOSAL REQUIREMENTS

A. Technical Proposal (70 points)

Organizational Capacity and Experience (20 points) Three (3) Page Section Limit

1. Describe your organization’s mission and experience in delivering arts education or rehabilitative programming.

o Include length of experience, populations served, and examples of previous work in correctional, institutional, or community settings.

2. Describe your organization’s administrative and fiscal capacity to manage state contracts, including compliance, invoicing, and reporting.

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3. If your organization has held previous CAC or CDCR contracts, describe performance and lessons learned.

4. Provide resumes/CVs for key staff and Arts Providers. Include institutional assignments for Arts Providers, as well as, artistic samples (no more than 5 examples per provider) that demonstrate their skill and experience working in culturally diverse or trauma-informed contexts.

o Resumes/CVs must be submitted in PDF format and will not count towards the total page count.

o Artistic samples must be submitted in PDF format and will not count toward the total page count.

Program Design and Implementation Plan (25 points) Five (5) Page Section Limit

1. Describe your proposed arts discipline(s) (e.g., visual arts, music, creative writing, theater, dance, interdisciplinary) and how your curriculum aligns with AIC program goals.

2. Explain your instructional approach and schedule.

• How will you adapt to institutional restrictions, cancellations, or lockdowns?

• How will you ensure consistency and quality of instruction?

3. Describe your approach to participant engagement and inclusion.

How do you support emotional safety, positive group dynamics, and equitable access?

4. If proposing tablet-based programming, describe how you will ensure comparable engagement, interaction, and learning outcomes to in-person delivery. No points will be deducted if proposer chooses not to propose tablet-based programming into the final proposal.

Evaluation and Reporting (15 points) One (1) Page Section Limit

1. Describe how you will document, evaluate, and report outcomes.

• How will you track attendance, participation, and cancellations by institution and class?

• How will you measure completion rates and collect pre- and post-program data?

2. Describe how evaluation findings will be used to inform continuous improvement and contribute to statewide learning about arts in rehabilitation.

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Equity, Community, and Impact (10 points) One (1) Page Section Limit

1. Explain how your program integrates equity, inclusion, and cultural relevance.

• How does your team reflect or honor the identities and experiences of the incarcerated participants served?

2. Describe the intended impact of your program on participants, institutions, and communities.

• What changes do you expect to see in participants’ behavior, self-expression, and sense of belonging?

B. Cost Proposal (30 points) Must Use Provided Template

Comparative Cost Evaluation (15 points)

1. Provide a detailed budget (using the provided Excel template) that outlines personnel, materials, travel, evaluation, and administrative costs by institution. The lowest cost proposal is awarded the maximum cost points. Other proposals are awarded cost points based on the following calculation:

Formula: Cost Points = (Lowest Cost Proposal/Bidder’s Cost Proposal) x Maximum Cost Points

Budget Narrative (15 points) One (1) Page Section Limit

1. Budget narrative elements:

• Basis of Estimate – How did you estimate hours, rates, and materials?

• Justification – Why the expense is necessary to fulfill the scope of work?

• Cost Allocation – How shared costs (admin, materials, etc.) are distributed across institutions (if applicable)?

• Reporting Costs – Explanation of staff time and tools used to complete evaluation and reporting requirements.

• Canceled Sessions – Procedures for documenting attempted access and obtaining institutional verification.

VIII. EVALUATION AND SCORING FRAMEWORK

This solicitation will be conducted as a Secondary Method RFP and in accordance with PCC §10344 and SCM 5.05.

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Evaluation and selection will be based on a best value determination using both qualitative (technical) and quantitative (cost) criteria.

The total possible score is 100 points, allocated as follows:

Category Description Max Points

Evaluation Focus

1. Organizational Capacity & Experience

Demonstrated experience providing arts programming in correctional or institutional environments; quality of teaching artist resumes and artistic samples;

administrative and fiscal capacity to manage multi-site contracts.

20 - Proven administrative capacity

- Experience in correctional or comparable environments

- Quality of teaching artist resumes and samples

2. Program Design & Implementation Plan

Strength and clarity of the proposed arts curriculum;

alignment with rehabilitative, social-emotional, and creative skill-building goals;

inclusion of trauma-informed, culturally responsive teaching methods.

25 - Coherent curriculum & objectives

- Clear implementation plan & schedule

- Adaptive strategies for cancellations/lockdowns

- Participant engagement methods

3. Evaluation & Reporting

Soundness of the proposed data collection, pre/post assessment tools, and ability to deliver timely monthly, quarterly, and annual reports tied to invoicing.

15 - Completeness of evaluation plan

- Leveraging existing reporting to report to

CAC/CDCR

Arts In Corrections (Multiple Awards) v10/27/2025

- Clarity of data collection methodology

4. Equity & Impact

Demonstrated commitment to equitable access, inclusion of underrepresented cultural perspectives, and contributions to community wellness and rehabilitation goals.

10 - Culturally rooted, trauma-informed, and inclusive approaches

- Clear articulation of expected outcomes

Technical Subtotal 70

Comparative Cost Evaluation

Lowest responsive bidder will receive the full 10 points; all others will receive proportionally fewer points based on the formula:

(Lowest Cost ÷ Bidder’s Cost) × 10.

15 - Completeness and accuracy of budget

-Overall cost competitiveness

Budget Narrative Budget narrative clearly explains assumptions, hourly rates, and cost allocations. The proposed budget is realistic, cost-effective, and consistent with the scope of work and allowable costs.

15 - Narrative justification of costs

-Prioritizes direct programming

-Clear rationale for costs incurred.

-Sound fiscal systems to ensure tracking of expenditures

Cost Subtotal 30

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TOTAL 100

Evaluation Category Points Weight

A. Technical Proposal 70 points 70%

B. Cost Proposal 30 points 30%

Total 100 points 100%

SCORING FRAMEWORK

• The total possible combined score is 100 points.

• Cost points will be calculated only for proposals that pass the administrative review of all required documents and reach a minimum point threshold of 85 in the technical proposal.

• The highest-scoring proposal in aggregate (Technical + Cost) will be recommended for award.

• CAC reserves the right to award fewer than two contracts per institution if proposals do not meet minimum quality standards.

• CAC reserves the right to award fewer than three contracts per institution at San Quentin, California Institution for Women and California Institution for Men if submitted proposals do not meet minimum quality standards.

• CAC reserves the right to reallocate funds to a different institution if there are not sufficient successful proposals for one institution and it was not awarded two contractors.

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• CAC reserves the right to allocate funds at less than the maximum allowable bid amount of $100,000 per contractor and per institution due to unforeseen budget/funding constraints or due to minimum quality standards.

IX. MANDATORY BUSINESS REQUIREMENTS AND DOCUMENTS

• CAC strongly prefers bidders to have a base in the State of California, have a physical presence in the State, is doing business in the State, and/or is currently qualified to do business in California during the RFP process, contract award date and throughout the terms of the Agreement.

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

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

• A bidder with the applicable business type must provide a copy of their registration with California’s Secretary of State to CAC. You may view the lists and status here: https://www.sos.ca.gov/business-programs.

• For nonprofit bidders, must have 501(c)(3) federal tax-exempt status. You may view your organization’s status at https://www.irs.gov/charities-non-profits/search-for-tax-exempt-organizations.

• A nonprofit bidder must provide a copy of their IRS designation letter or the like showing your tax-exempt status.

• Business license and/or a business tax certificate will be required from bidders.

Bidders are responsible for procuring a business license. Contact your local government (city or county).

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

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

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

https://www.sos.ca.gov/business-programs https://www.irs.gov/charities-non-profits/search-for-tax-exempt-organizations https://www.irs.gov/charities-non-profits/search-for-tax-exempt-organizations

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• Prohibition on Tax Delinquency: Any Agreement that a State Agency enters into after July 1, 2012, is void if the contract is between a State Agency and a Contractor whose name appears on either list of the 500 largest tax delinquencies pursuant to Section 7063 or 19195 of the Revenue and Taxation Code. In accordance with Public Contract Code Section 10295.4, agencies are required to reject offers and/or cancel Agreements with entities that appear on either list. Refer to the following:

o Franchise Tax Board: https://www.ftb.ca.gov/about-ftb/newsroom/top- 500-past-due-balances/index.html.

o Department of Tax and Fee Administration:

https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm.

• Refer to the following for details on minimum insurance required by the State of California: https://www.dgs.ca.gov/- /media/Divisions/PD/OSDS/Outreach/Resources/Contract-Insurance- Requirements.pdf

• CAC reserves the right to submit copies of the bidder’s insurance to Department of General Services Office of Risk and Insurance Management (ORIM) for review to ensure minimum insurance coverage are met required by the State. Refer to https://www.dgs.ca.gov/ORIM.

X. BID PACKAGE SUBMISSION INSTRUCTIONS

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

A. Interested parties must:

• Carefully read the entire Request for Proposal (RFP).

• Submit all completed response(s) by the required dates and times. Refer to the KEY ACTION DATES.

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

• Bid package must be in noneditable PDF except for the Cost Worksheet which must be in Excel.

• Bid package must be entirely in English.

• Bid package should be organized in the order as shown on https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/index.html https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/index.html https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm https://www.dgs.ca.gov/-/media/Divisions/PD/OSDS/Outreach/Resources/Contract-Insurance-Requirements.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/OSDS/Outreach/Resources/Contract-Insurance-Requirements.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/OSDS/Outreach/Resources/Contract-Insurance-Requirements.pdf

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Attachment 1: Required Attachments and Mandatory Business Documents Checklist.

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

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

B. Submission of RFP

1. The entire Bid Package must be submitted electronically via email to

Procurement@arts.ca.gov. Include the RFP number (RFP#: RFP-AIC-25- 003 Arts In Corrections) in the Subject line of the email with your submission. For example: RFP-24-003 Arts In Corrections Submission.

2. CAC will not accept proposals submitted as separate files or piecemeal.

However, if bidder encounter issues with file size, please advise the Procurement Administrator immediately: Procurement@arts.ca.gov or

(916) 960-7549. Bidders must give the Procurement Analyst at least 24 hours to respond to provide assistance.

3. Bidders please be aware of any State Holidays as State Agencies may be closed and responses could be delayed.

4. Bidders, if you encounter issues with the Cal eProcure website, please contact the following: https://caleprocure.ca.gov/pages/contact.aspx.

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

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

7. The entire Bid Package must be received in Procurement@arts.ca.gov inbox by the date and time listed on the KEY ACTION DATES. Proposals received after this date and time will be considered late and will not be accepted. No exceptions.

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

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

mailto:Procurement@arts.ca.gov mailto:Procurement@arts.ca.gov https://caleprocure.ca.gov/pages/contact.aspx

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10. A proposal may be rejected if it is conditional, incomplete or if it contains any alterations of form or other irregularities of any kind. CAC may reject any or all Proposals and may waive any immaterial deviation in a Proposal. CAC’s waiver of immaterial defect shall in no way modify the RFP document or excuse the vendor from full compliance with all requirements if awarded the Agreement.

11. If a bidder discovers any ambiguity, conflict, discrepancy, omission or other error in this RFP, do inform the Procurement Analyst, Procurement@arts.ca.gov, of such error in writing upon discovery. Include the RFP number (RFP#: RFP-AIC-25-003 Arts In Corrections) in the title of the email. All Proposals are submitted at the vendor’s own risk.

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

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

• RFP-AIC-25-003 Arts In Corrections Submission – Original submission.

• RFP-AIC-25-003 Resubmit #1 – To modify the original submission.

• RFP-AIC-25-003 Resubmit #2 – To modify the Resubmit #1, etc.

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

14. CAC, at its sole discretion, may request information from the bidder as part of PHASE ONE described in the EVALUATION PLAN. Information obtained from the vendor that was requested by CAC during PHASE ONE may be accepted at CAC’s sole discretion as proper modification to the original Proposal. Additionally, CAC during PHASE ONE shall not be considered a deviation, material or otherwise, from the requirements of this RFP.

15. The documents provided by the Bidder in their proposal submittal enable CAC to evaluate for responsiveness. CAC reserves the right to ask clarifying questions during evaluation, such as Commercially Useful Function (CUF); however, the answers cannot change or alter the proposal submittal. CAC also reserves the right to contact any or all of the mailto:Procurement@arts.ca.gov Morgan, Megan@CAC Corrections

Arts In Corrections (Multiple Awards) v10/27/2025 subcontractors listed, if any. Should a discrepancy exist between the answer provided and the proposal submittal, the proposal submittal will be considered correct.

16. At any time, CAC may modify this RFP, the KEY ACTION DATES or any of its attachments prior to the date of submission by the issuance of an addendum. Addenda shall be numbered consecutively as a suffix to this RFP. Therefore, CAC highly encourages the Bidder to check the RFP advertisement as often as possible in case of potential changes and/or updates to RFP#: RFP-AIC-25-003 Arts In Corrections by visiting https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx.

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

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

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

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

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

21. Bidders should be aware that marking a file or document “confidential”, “proprietary”, or “trade secret” in a Proposal may exclude it from consideration for award and will not keep that document from being released after award as part of the California Public Records Act, unless the Bidder successfully petitions a court of competent jurisdiction to order https://caleprocure.ca.gov/pages/Events-BS3/event-search.aspx https://www.dgs.ca.gov/ols/resources/page-content/office-of-legal-services-resources-list-folder/standard-contract-language https://www.dgs.ca.gov/ols/resources/page-content/office-of-legal-services-resources-list-folder/standard-contract-language Morgan, Megan@CAC Corrections

Arts In Corrections (Multiple Awards) v10/27/2025 the State not to release the document. All materials submitted in response to this RFP document will become the property of the State and will become a public record after Award.

XI. RFP EVALUATION PLAN

A. Phase One: Administrative Criteria

Pass/Fail review to confirm vendor has submitted all required Offer components. At the time of Offer opening, each Offer will be checked for the presence or absence of required information/documents in conformance with the submission requirements of this. See attached Evaluation Plan.

B. Phase Two: Technical Criteria – See attached scoring rubric.

C. Phase Three: Cost Criteria

Formula: [Lowest Cost/Bidder’s Cost] x Maximum Points = Cost Points1. The Bidder with the lowest proposed cost will receive the maximum points. Other Bidders will be based on Cost Points Formula.

D. Once scores are final, proposals will have applicable preferences and incentives applied. See PREFERENCE AND INCENTIVE PROGRAMS.

E. Sample Final Proposal Tabulation: RFP – Secondary Method

PROPOSER/BIDDER POINTS

(max) A B C

Phase 1: Administrative Criteria Responsive & Responsible? (Y/N)

Pass/Fail

Small Business (SB) Phase 2: Technical 70

Phase 3: Cost 30

Initial Points Earned 100 Initial Ranking SB Preference Points, if any DVBE Incentive Points, if any Adjusted Final Score

FINAL RANKING

IMPORTANT: Bidders, please refer to the following links below for more information on preference programs and incentives:

• SB Preference Competitive Solicitations:

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

0.16789 will be 0.168.

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