RFP_No._CFF_7740.pdf

REQUEST FOR PROPOSAL (RFP) No. CFF 7740

PUBLIC RELATIONS FOR NORTH STAR POLICY AGENDA

NOTICE TO ALL PROSPECTIVE PROPOSERS

March 14, 2025

First 5 California (F5CA) invites submissions for representation to provide public relations services in support of the North Star Policy Agenda.

The maximum fiscal amount of this Agreement is $4,000,000.00. The term of this Agreement will be approximately three (3) years with a start date of Upon Department of General Services Approval, anticipated to be May 23, 2025.

A copy of RFP No. CFF 7740 is enclosed. It contains a description of the qualifications required and directions for preparation and submittal of proposals. Proposals must be submitted and received by 10:00 a.m., Pacific Time on Tuesday, April 8, 2025, at the address indicated in Section 5.D., Bid Response Delivery of the enclosed RFP.

Disabled Veteran Business Enterprise participation is mandatory for this RFP.

All dates subsequent to the final bid submission are approximate and may be adjusted by an addendum. Below is the tentative time schedule for this procurement.

KEY ACTION DATES

Event Date Time RFP Available to Prospective Bidders Friday, March 14, 2025 5:00 PM, PT Written Question Submittal Deadline Friday, March 21, 2025 5:00 PM, PT Response to Written Questions Friday, March 28, 2025 5:00 PM, PT Final Date for Proposal Submission Tuesday, April 8, 2025 10:00 AM, PT Proposal Review April 9–April 18, 2025 N/A Oral Presentations Wednesday, April 23, 2025 TBD Notice of Intent to Award Thursday, April 24, 2025 5:00 PM, PT Last Day to Protest Award Thursday, May 1, 2025 5:00 PM, PT Agreement Award Date Friday, May 2, 2025 N/A Agreement Commencement Upon DGS Approval N/A

All times listed in the Key Action Dates are Pacific Time. It is recognized that time is of the essence. All proposers are hereby advised of the following schedule and will be expected to adhere to the required dates and times.

The RFP and any addenda will be viewable by prospective bidders and the public on Cal eProcure at https://caleprocure.ca.gov/pages/index.aspx.

https://caleprocure.ca.gov/pages/index.aspx

If an addendum is issued, bidders will have five (5) business days following the addendum release date to submit questions related to said addendum.

The Notice of Intent to Award shall be posted in a public place at F5CA for five (5) working days prior to awarding the Agreement.

F5CA reserves the right to cancel or modify this RFP up until the award is executed.

F5CA has the discretion to waive non-material defects with any of the proposals.

Additionally, F5CA is not responsible for any preparation costs incurred by parties submitting a proposal.

A copy of the State’s General Terms and Conditions (GTC 02/2025) is not provided in this RFP. However, it is available on the DGS website (Standard Contract Language), and may be downloaded and printed. If you do not have Internet capabilities, you may request a hard copy of the State’s Terms and Conditions by contacting the F5CA Procurement Official listed below. These terms and conditions will become a part of the contract language and are NON-NEGOTIABLE. In addition, all material terms and conditions in Exhibits B, C, D, E, F, and G of the Sample Standard Agreement are

NON-NEGOTIABLE.

Procurement Official Erik Miyao First 5 California Contracts and Procurement Office 2389 Gateway Oaks Drive, Suite 260 Sacramento, CA 95833 RFP@first5.ca.gov

(916) 263-1050 https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=gtc mailto:RFP@first5.ca.gov

First 5 California RFP No. CFF 7740

Public Relations for North Star Policy Agenda i

Table of Contents

SECTION 1: INTRODUCTION

A. Introduction

B. Background

C. Problem Statement

D. Scope of Work

E. Agreement Term

F. Scope of this RFP and Bidder Admonishment

SECTION 2: RULES GOVERNING COMPETITION

A. Identification and Classification of RFP Requirements

B. Bidding Requirements and Conditions

C. Bidding Steps

D. Evaluation and Selection Process

E. Other Information

SECTION 3: ADMINISTRATIVE REQUIREMENTS AND STATE OF CALIFORNIA

PREFERENCE PROGRAMS

A. Administrative Requirements

B. State of California Preference Programs

SECTION 4: PROPOSAL REQUIREMENTS

A. Cover Letter

B. Minimum Qualifications

C. Chapter 1: Technical Proposal

D. Chapter 2: Cost Bid Proposal

E. Oral Presentation (Finalists Only)

SECTION 5: BID FORMAT REQUIREMENTS

A. General Instructions

B. Number of Bid Copies

C. Bid Packaging and Labeling

D. Bid Response Delivery

E. General Format Guidelines

F. Page Limits

SECTION 6: BID EVALUATION

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A. Evaluation Information

B. Evaluation Methodology

Appendix 1: Competitive Bidding and Bid Responsiveness

Attachment 1: Required Bid Submission Checklist

Attachment 2: Bid/Bidder Certification Sheet

Completion Instructions for Bid/Bidder Certification Sheet

Attachment 3: Payee Data Record

Attachment 4: Contractor Certification Clauses

Attachment 5: Guaranty Requirements

Attachment 6: Conflict of Interest Compliance Certificate

Attachment 7: Darfur Contracting Act

Attachment 8: Bidder Declaration

Attachment 9: TACPA Preference Claim Form

Attachment 10: DVBE Participation Incentive Claim Form

Attachment 11: DVBE Declarations

Attachment 12: Small Business Preference Claim Form

Attachment 13: California Civil Rights Laws Attachment

Attachment 14: Iran Contracting Act Verification Form

Attachment 15: Commercially Useful Function (CUF) Certification

Attachment 16: Vendor History Questionnaire

SAMPLE AGREEMENT

STD 213: Standard Agreement

Exhibit A: Scope of Work

Exhibit A1: Agreement Work Plan

Exhibit A2: Resumes

Exhibit A3: Accessibility Requirements

Exhibit A4: First 5 California North Star Policy Agenda

Exhibit A5: Work Plan Change Order Form

Exhibit B: Budget Detail and Payment Provisions

Exhibit B1: Cost Sheet

Exhibit C: General Terms and Conditions

Exhibit D: Special Terms and Conditions

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Exhibit D1: Notice of Form 700 Filing Requirement

Exhibit D2: DVBE Activity Report Form

Exhibit D3: Certification of SB and DVBE Subcontractor Payment

Exhibit E: Postconsumer-Content Certification

Exhibit F: Protection of Confidential and Sensitive Information

Exhibit G: Confidential Information Non-Disclosure Certificate

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In this solicitation document, the words “bid” and “bidder” are synonymous with “proposed,” “propose,” or “proposer,” as appropriate.

Document Format This RFP consists of six (6) sections, sixteen (16) attachments (not including the Budget attachment), and a sample Agreement.

The sections are:

Section 1: Introduction This section provides information about the purpose, background, and format of the

RFP.

Section 2: Rules Governing Competition This section describes how the procurement will be run and provides information on laws and regulations with which the bidder must comply.

Section 3: Administrative Requirements and State of California Preference Programs This section defines administrative and bidder requirements related to the bidder’s submittal of its bid.

Section 4: Proposal Requirements This section defines proposal requirements related to the bidder’s submittal of its bid.

Section 5: Bid Format Requirements This section provides instructions on the mandatory format with which the bid must comply.

Section 6: Bid Evaluation This section explains how F5CA will evaluate the bidder’s proposal. It contains information on the areas that will be scored, how the scoring is performed for each of those areas, and how the final score is computed.

Availability The selected bidder must be able to meet the requirements of this RFP and be fully available to begin work on the proposed contract execution date.

Public Relations for North Star Policy Agenda

SECTION 1: INTRODUCTION

A. Introduction

First 5 California (F5CA) is seeking proposals from qualified contractors to provide public relations (PR) services that support its North Star Policy Agenda, dedicated to ensuring California’s children aged 0 to 5 have the best possible start in life.

The successful bidder will expand upon recently launched PR campaigns while developing additional campaign and outreach efforts as needed to amplify critical messaging in support of F5CA’s North Star Policy Agenda. The recently launched campaigns include dedicated efforts on childcare affordability and fatherhood. These efforts aim to increase public awareness of key issues affecting the early childhood development of children ages 0 to 5.

The successful bidder will also deliver public relations services as needed that advocate for protecting and advancing existing programs, assistance, policies, or initiatives at both the state and federal levels that impact children aged 0 to 5 in California. This work will ensure that essential issues and solutions are effectively communicated to safeguard and enhance the well-being and development of young children.

This RFP provides background on F5CA, specifies the required contents and submittal process for proposals, and describes the evaluation and selection process expected to lead to the award of a three-year, deliverable-based contract.

B. Background

Proposition 10: California Children and Families Act of 1998

In November 1998, California voters passed Proposition 10, which resulted in the creation of the California Children and Families Act of 1998 (the Act). The purpose of the Act is to promote, support, and improve the early development of children.

Health and Safety Code (HSC) 130100 (a) states, “It is the intent of this act to facilitate the creation and implementation of an integrated, comprehensive, and collaborative system of information and services to enhance optimal early childhood development and to ensure that children are ready to enter school. This system should function as a network that promotes accessibility to all information and services from any entry point into the system.”

At F5CA, we are driven by a clear vision and a set of priorities that guide our work towards creating a better future for all children. Our North Star represents the ultimate destination we strive to reach, while our Audacious Goal outlines the ambitious objectives that fuel our passion and determination. As we embark on this journey of transformation and impact, we are committed to aligning our efforts with these priorities to drive positive and equitable change.

Public Relations for North Star Policy Agenda

North Star: Trauma-informed, healing-centered, and culturally responsive systems promote the safe, stable, nurturing relationships and environments necessary to eliminate inequities and ensure healthy development for all children.

Audacious Goal: In a generation, all children 0–5 will have the safe, stable, nurturing relationships and environments necessary to achieve healthy development.

F5CA is required by state law (Health and Safety Code Section 130105(d)(1)(A)) to direct funds to a Mass Media Communications Account for expenditures for communications to the general public utilizing television, radio, newspapers, and other media in subjects relating to and furthering the goals and purposes of the Act.

In October 2024, the State Commission approved up to $4,000,000 for up to three years to secure a PR contractor to accomplish the intent of the Act.

F5CA will convene, partner in, and help lead the movement to create and implement a comprehensive, integrated, and coordinated system for California’s children prenatal through age 5 and their families. It will promote, support, and optimize early childhood development.

C. Problem Statement

F5CA has made strategic investments in public education and systems change initiatives aimed at supporting young children and their families. Several critical issues have emerged as top priorities due to their profound impact on California’s families, economic growth, and long-term social outcomes. These include ensuring equitable access to affordable, quality childcare for all California families, advocating for the protection of existing programs, assistance, and policies that may be at risk that support children aged 0 to 5, and advancing F5CA’s North Star Policy Agenda, which is dedicated to giving young children the best possible start in life.

1. Equitable Access to Affordable, Quality Childcare for all California Families

F5CA has developed and launched the Raise CA Strong campaign, which is designed to address the urgent need of equitable access to affordable, quality childcare for all California families by building public support and advancing awareness of the critical role childcare plays in the well-being of families and the broader economy.

The COVID-19 pandemic exacerbated an already existing shortage of affordable childcare, leading to the closure of nearly a third of all childcare providers in the state. The current crisis has resulted in $17 billion in lost wages and productivity annually, significantly impacting families and businesses alike. Despite recent investments at both the state and federal levels, these efforts have not been sufficient to ensure that all families have access to reliable and affordable childcare services. A recent study reports the total national impact of not solving the childcare crisis costs Americans over $122 billion annually in lost economic activity, lost employment earnings, decreased workforce productivity, missed

Public Relations for North Star Policy Agenda days at work, and other overall impacts on parents, employers, and ultimately on all taxpayers.

To better inform our work on childcare, F5CA surveyed over a thousand California parents and business leaders to learn the types of messaging that was most effective to motivate action. This research conducted by F5CA indicated a significant gap in public understanding of the economic and societal benefits of investing in childcare. Surveys showed that while a majority of business leaders and parents support increased investment when presented with data on economic impacts, many stakeholders remain unaware of the broader implications of the childcare crisis. This lack of awareness limits the collective public-will needed to prioritize and implement effective policy solutions.

To address these challenges, F5CA launched Raise CA Strong, a comprehensive PR campaign as part of its broader strategic communications effort. This campaign focuses on:

• Building Public Will for Urgent Solutions and Increased Investment:

Increase public understanding of the economic, social, and developmental importance of accessible, affordable childcare. By positioning childcare as a critical public good, the campaign aims to engage non-traditional allies such as business leaders, policymakers who aren’t parents, and community organizations who may not typically view childcare as a key issue affecting their interests.

• Advancing the Raise CA Strong Campaign in Partnership with Community:

Elevate the Raise CA Strong initiative as a unifying platform to rally support from diverse stakeholders, including parents, businesses, early childhood educators, and community leaders. The campaign will serve as a platform to lift up all other similar public education efforts across the state that aim to emphasize the economic benefits of addressing the childcare crisis, highlighting the significant return on investment for public and private sector partners.

This campaign serves as a critical component of F5CA’s efforts to address the childcare crisis and drive long-term systems change to improve outcomes for California children. It complements broader media and policy initiatives, providing a focused strategy to engage stakeholders, shape public opinion, and build momentum for sustainable investment in early childhood services. Through this dedicated and strategic PR effort, F5CA seeks to elevate the importance of childcare and other early childhood services as a key pillar of California’s infrastructure, essential for the healthy development of children and the economic stability of families and communities statewide.

Primary Objective: Advocate for policy initiatives that advance affordable childcare across the state of California, with the ultimate aim of achieving the enactment of comprehensive legislation to establish Childcare for All.

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2. Advocating for the Protection of Existing Programs, Assistance, and Policies that May be at Risk that Support Children Aged 0 to 5

F5CA recognizes the critical importance of advocating for the protection of existing programs, assistance, and policies that support children in California aged 0 to 5, especially during times of potential policy shifts.

At the state level:

First 5 California works to preserve and strengthen critical programs such as CalWORKs childcare, state preschool programs, and health care services provided through Medi-Cal. Additionally, F5CA advocates for the continued prioritization of early childhood education and care within the state budget, as well as protections for immigrant families impacted by state-level policies that may affect their stability and access to resources. F5CA also actively works to ensure that the state budget allocates sufficient funding to sustain and enhance existing programs that directly benefit children aged 0 to 5, recognizing the importance of these resources for their growth, health, and education.

At the federal level:

Programs like Head Start, affordable childcare initiatives, protections against family separation through mass deportation, and others play a vital role in ensuring the well-being and development of California's youngest residents. With public discussions of cuts or modifications to these programs by the current federal Administration, F5CA is committed to safeguarding these essential resources, which provide stability, opportunity, and a strong foundation for children and their families.

Primary Objective: Advocate at the state level, and if necessary, at the federal level, for the protection of existing programs, assistance, and policies that support children in California aged 0 to 5.

3. Advancing F5CA’s North Star Policy Agenda

The North Star Policy Agenda is a critical framework guiding F5CA’s goal to promote the healthy development and well-being of the state’s youngest residents, aged 0 to 5, and their families. It prioritizes key issues such as early childhood education, health care access, family support, equity, and more, ensuring that every child has the opportunity to thrive. This agenda reflects F5CA’s commitment to addressing the foundational needs of young children, creating long-term social and economic benefits for children, families, and communities.

F5CA actively collaborates with community organizations and advocates to ensure that the North Star Policy Agenda reflects the diverse needs of California’s communities. Through policy advocacy, the organization works with lawmakers to secure increased state and federal funding for programs that

Public Relations for North Star Policy Agenda benefit children aged 0 to 5 in California. This includes testifying at legislative hearings, meeting with policymakers, and supporting bills that align with the agenda’s goals.

F5CA also partners with other organizations and stakeholders to build unified advocacy efforts, amplifying the impact of the North Star Policy Agenda across sectors. To inform both the public and decision-makers, the organization employs strategic communication campaigns that highlight the importance and long-term benefits of early childhood programs.

Using evidence-based research, F5CA underscores the critical needs of young children and families, demonstrating how investments in early childhood yield measurable societal returns. It continuously monitors the implementation of key policies to ensure they achieve their intended outcomes and adjusts strategies as necessary to enhance their effectiveness.

Advancing equity is at the core of the North Star Policy Agenda. F5CA prioritizes addressing disparities among historically marginalized communities, ensuring that all children have equitable access to vital resources and opportunities. The organization also fosters leadership among policymakers, community members, and families, cultivating champions for the agenda who advocate for the needs of California’s youngest residents.

Without proactive advocacy for the North Star Policy Agenda, opportunities to pass new policies that would further benefit young children and families may be lost, hindering progress toward addressing unmet needs. This lack of action could exacerbate existing disparities, leaving the most vulnerable children without access to the care, education, and resources they need. Additionally, the programs and policies that children and families rely on risk being underfunded, diminished, or eliminated altogether without strong support. Advocacy ensures that early childhood remains a priority, not only protecting existing programs but also championing new initiatives that can safeguard and enhance the future of California’s youngest generation.

Primary Objective: Advance new initiatives, support bills that align with the North Star Policy Agenda goals and monitor the implementation of key policies to ensure their effectiveness. In addition, focus on protecting existing programs while championing innovative policies that safeguard and enhance the future of California’s youngest generation, ensuring every child has access to the resources and opportunities needed to thrive.

Together, these efforts shall be developed and executed to strengthen F5CA’s brand and influence as a solutions-oriented champion for parents, children, and families in California. The bidder’s work shall position F5CA as a trusted leader and advocate for early childhood development through strategic media engagement, thought leadership, and enhanced stakeholder relationships. By leveraging earned media, public appearances, and digital outreach, the various

Public Relations for North Star Policy Agenda public relations work will enhance F5CA’s visibility and amplify its policy priorities including childcare, parental leave, children’s mental health, and more.

D. Scope of Work

In summary, the on-call services to be obtained under this RFP include:

1. Campaign Project Management: Expand and build upon the already-launched Raise CA Strong initiative, increasing its reach and impact to further support its purpose. In addition, develop comprehensive PR campaigns and/or strategies as needed to advocate for the protection of existing programs, assistance, and policies that may be at risk that support children aged 0 to 5, and advance F5CA’s North Star Policy Agenda. Provide full project management services, including coordination of tasks, timeline management, and stakeholder engagement to ensure the successful execution of all PR activities aligned with F5CA’s strategic goals.

2. Strategic Communications: Create an Annual PR Communications Plan and facilitate quarterly alignment workshops with F5CA leadership. Provide ongoing strategic communications support to adapt to changing media trends, refine messaging, and maintain agility in public relations efforts.

3. Branding and Influence: Establish and maintain cohesive brand guidelines, create high-quality branded collateral and annual reports, and implement proactive reputation management strategies to safeguard F5CA’s mission while enhancing its ability to address the needs of California’s children and families. Strengthen F5CA’s brand presence and credibility across all communication channels.

4. Public Relations Activations: Coordinate and execute key PR events that are separate from but in support of F5CA’s other programmatic and media efforts such as literacy- focused initiatives like “Dia de Los Libros,” and other initiatives as defined by F5CA leadership. Plan specialized PR campaigns and collaborate with F5CA’s media campaign contractor as needed for enhanced outreach and impact on key early childhood issues.

5. Media Relations: Develop and execute a comprehensive media outreach strategy, including story pitching, press materials creation, media monitoring, and implementing crisis communication and risk mitigation protocols. Provide targeted training and support to F5CA spokespersons to ensure effective and impactful media engagement.

6. Partner and Internal Communications: Enhance communication with F5CA’s partners by managing a robust email system, distributing regular newsletters, and producing engaging annual reports or other digital and print materials as requested to showcase accomplishments and insights. Provide internal communication tools and training to ensure consistent messaging and

Public Relations for North Star Policy Agenda effective support for F5CA staff and stakeholders.

7. Special PR Projects: Lead key initiatives as required, supporting policy-driven public relations efforts in collaboration with F5CA’s government relations team to advance advocacy goals and build public support for early childhood development policies. Provide comprehensive communications support for special PR projects, including creative content development, video production, audience research, social media engagement, press outreach, launch events, and paid media, as outlined in approved campaign implementation plans.

Reference Exhibit A, Scope of Work, in the Sample Agreement included as part of this RFP for a detailed description of the services and work to be performed as a result of any Agreement awarded based on this RFP. Bidders will be required to perform the tasks detailed in Exhibit A, Scope of Work. Any inconsistency or conflict between the terms and conditions in the final Agreement and the proposed terms and conditions appearing in this RFP will be resolved by giving precedence to the final Agreement. In addition, all material terms and conditions in Exhibits B, C, D, E, F, and G of the Sample Agreement are NON-NEGOTIABLE.

E. Agreement Term

The anticipated term of this Agreement will be approximately three (3) years with a start date of Upon Approval by the DGS.

The Agreement shall be of no force or effect until it is signed by both parties and approved by the DGS. The successful bidder is hereby advised not to commence performance until all approvals have been obtained. If performance commences before all approvals are obtained, these services shall be considered to have been volunteered.

F. Scope of this RFP and Bidder Admonishment

This RFP contains the instructions governing the requirements for a bidder’s eligibility, administrative and bidder response content, bid submission format, and method for evaluating bids. Bidders must submit a complete and timely bid for the bid to be considered responsive by F5CA.

To minimize the risk of submitting a non-compliant bid, the bidder should do all of the following:

• Carefully read the entire RFP.

• Ask appropriate questions in a timely manner, if clarification is necessary.

• Submit all required responses by the required dates and times.

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• Make sure all procedures and requirements of the RFP are accurately followed and appropriately addressed.

SECTION 2: RULES GOVERNING COMPETITION

A. Identification and Classification of RFP Requirements

F5CA has established certain requirements with respect to bids submitted by prospective contractors. The use of “shall” in the RFP denotes a mandatory requirement that cannot be waived by the State unless the deviation is immaterial. A deviation from a requirement is material if the response is not in substantial accord with the RFP requirements, provides an advantage to one bidder over other bidders, or has a potentially significant effect on the delivery, quantity, or quality of items bid, amount paid to the bidder, or on the cost to the state. Material deviations cannot be waived.

B. Bidding Requirements and Conditions

1. General

This RFP, the evaluation of responses, and the Agreement award shall be made in conformance with current competitive bidding procedures as they relate to the procurement of goods and services by public bodies in the state of California. A bidder’s final bid is an irrevocable offer for 180 calendar days following the scheduled date of award specified in the Key Action Dates table found in the RFP Notice. A bidder may extend the offer in the event of a delay in Agreement award.

2. Americans with Disabilities Act Compliance

To meet and ensure compliance with the nondiscrimination requirements of Title II of the Americans with Disabilities Act (ADA), the state makes every effort to ensure its programs, activities, employment opportunities, and services are available to all persons, including persons with disabilities.

For persons with a disability needing reasonable accommodation to participate in this procurement process, or for persons having questions regarding reasonable accommodation for any part of the procurement process, contact the Procurement Official identified on the RFP Notice. To ensure the bidder’s accommodation can be met, the Procurement Official shall receive the bidder’s request at least ten (10) business days before a scheduled event or deadline date.

If needed, the California Relay Service may be accessed at the telephone numbers below:

• Voice: (800) 735-2922

• TTY: (800) 735-2929

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3. RFP Documents

In addition to an explanation of the state’s needs that must be met, this RFP includes instructions that prescribe the format and content of bids to be submitted and the model of the agreement to be executed between F5CA and the successful bidder.

If a bidder discovers any ambiguity, conflict, discrepancy, omission, or other error in this RFP, the bidder shall immediately notify F5CA of such error in writing and request clarification or modification of the document. Modifications will be made by addenda issued pursuant to Section 2.B.7., Addenda. Such clarifications shall be given by written notice to all parties that have been furnished an RFP for bidding purposes, without divulging the source of the request. Insofar as practicable, F5CA will give such notices to other interested parties, but F5CA shall not be responsible for notifying other such parties.

If the RFP contains an error known to the bidder, or an error that reasonably should have been known, the bidder shall bid at its own risk. If the bidder fails to notify F5CA of the error prior to the bid submission date and is awarded the Agreement, the bidder shall not be entitled to additional compensation or time by reason of the error or its later correction.

4. Examination of the Work

The bidder should carefully examine the entire RFP and any addenda thereto, and all related materials and data referenced in the RFP or otherwise available to the bidder and should become fully aware of the nature and location of the work, the quantities of the work, and the conditions to be encountered in performing the work. Specific conditions to be examined are listed in SECTION 3, ADMINISTRATIVE REQUIREMENTS AND STATE OF CALIFORNIA

PREFERENCE PROGRAMS, and in the sample Agreement.

5. Questions Regarding the RFP

Bidders requiring clarification on the intent or content of this RFP, or on procedural matters regarding the competitive bid process, must request clarification by submitting questions in an e-mail with the subject line, “Questions Relating to RFP No. CFF 7740” to RFP@First5.ca.gov. To ensure a response, questions must be received in writing by the scheduled date given in the Key Action Dates table located in the RFP Notice. F5CA will publish the questions as submitted, including any background information provided with the question;

however, at its discretion, F5CA may paraphrase the question and background content for clarity.

mailto:RFP@First5.ca.gov

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Questions and answers will be posted on Cal eProcure at https://caleprocure.ca.gov/pages/index.aspx as an addendum to this RFP.

Bidders should include in the submission question the following information:

• Firm name, firm contact name, mailing address, telephone number with area code, and e-mail address of contact name

• A description of the subject or issue in question or discrepancy found

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

• Remedy sought, if any

6. Request to Change the Requirements of the RFP and Agreement Terms

If the bidder believes one or more of the RFP requirements and/or Agreement terms is onerous, unfair, or imposes unnecessary constraints on the bidder in proposing less costly or alternate solutions, the bidder may request a change to the RFP or Agreement by submitting, in writing, the recommended change(s) and the facts substantiating this belief and reasons for making the recommended change. All requests for changes must be submitted to the Procurement Official no later than five (5) business days before the deadline for submitting bids. Oral answers shall not be binding on the state. Bidders are advised the state does not intend to negotiate requirements or contract terms and conditions after submission of the final bid, except in extraordinary situations.

7. Addenda

F5CA may modify the RFP prior to date fixed for contract award by issuance of an addendum posted to Cal eProcure. All addenda to the RFP will be viewable by the public on Cal eProcure at https://caleprocure.ca.gov/pages/index.aspx.

Addenda will be numbered consecutively. If any bidder determines an addendum unnecessarily restricts its ability to bid, the bidder is allowed five (5) business days after posting of said addendum, to submit a protest to the addendum according to the instructions contained in Section 2.B.6., Request to Change the Requirements of the RFP and Agreement Terms.

8. Generative Artificial Intelligence

The State of California seeks to realize the potential benefits of Generative Artificial Intelligence (GenAI), through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

Bidder must notify the State in writing if it (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from

Public Relations for North Star Policy Agenda third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

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

Upon notification by a Bidder of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids that present an unacceptable level of risk to the State.

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

C. Bidding Steps

1. Preparation of Bid Response

Exhibit 1, Competitive Bidding and Bid Responsiveness, located at the end of SECTION 6, BID EVALUATION, emphasizes the requirements of competitive bidding and contains examples of common causes for rejection of bids. Bidders are encouraged to review this Exhibit.

Bids are to be prepared in such a way as to provide a straightforward, concise delineation of the bidder’s compliance with the requirements of this RFP.

Emphasis should be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements, and on completeness and clarity of content. Before submitting each document, the bidder should carefully review the bid for errors and adherence to the RFP requirements.

2. Completion of Bid Response

Bids must be complete in all respects and submitted in the required format as set forth in SECTION 5, BID FORMAT REQUIREMENTS. A bid will be rejected if it is conditional or incomplete, or if it contains any alterations in form or other irregularities of any kind. A bid will be rejected if any such defect or irregularity constitutes a material deviation from the RFP requirements. The bid must contain all required elements of the response.

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a. Bidder’s Cost

Costs for developing bids are entirely the responsibility of the bidder and shall not be chargeable to the state.

b. False or Misleading Statements

Bids that contain false or misleading statements or provide references that do not support an attribute or condition claimed by the bidder may be rejected. If in the opinion of the state such information was intended to mislead the state in its evaluation of the bid, and the attribute, condition, or capability is a requirement of this RFP, it will be the basis for rejection of the bid.

c. Signature Authorizing Bid Submission

A cover letter is required, which shall be an integral part of the bid submission. The cover letter must be signed by an individual authorized to contractually bind the bidding firm. The signature must indicate the title or position the individual holds in the firm. An unsigned bid will be rejected.

d. Delivery of Bid Response

The bid must be received by F5CA in the format and with the number of copies stated in SECTION 5, BID FORMAT REQUIREMENTS, no later than the date and time specified in the Key Action Dates table of the RFP Notice.

Postmarks will not be accepted.

Mail or deliver bids to the Procurement Official listed on the RFP Notice. If mailed, it is suggested bidders use a mail carrier that will provide verification and certification of the delivery date. It is the responsibility of the bidder to make sure the bid is received by F5CA within the specified time frame. F5CA assumes no responsibility for untimely delivery, lost mail, etc.

Firms opting to submit a bid prior to the Final Date for Proposal Submission by hand or utilizing a delivery service other than the United States Postal Service must make an appointment by contacting the Procurement Official, listed in the RFP Notice, by email at RFP@First5.ca.gov, not less than two (2) business days ahead of the desired appointment date.

e. Withdrawal and Resubmission/Modification of Bids

A bidder may withdraw its final bid at any time prior to the bid submission date and time specified in the Key Action Dates table of the RFP Notice by submitting a written notification of withdrawal signed by the bidder authorized in accordance with Section 2.C.2.c, Signature Authorizing Bid Submission.

The bidder may thereafter submit a new or modified bid prior to the bid submission deadline. Modification offered in any other manner, oral or written, Public Relations for North Star Policy Agenda will not be considered. Bids cannot be changed or withdrawn after the time designated for receipt, except as provided in this section.

f. Clarification of Bid Response

During the evaluation of the bid response, the F5CA Bid Evaluation Team (Evaluation Team) may ask the bidder to clarify its submitted information but will not allow the bidder to change its bid.

g. Confidentiality

Final bids are public upon opening; however, the contents of all bids, correspondence, agenda, memoranda, or any other medium which discloses any aspect of a bidder’s bid will be held in confidence until the Notice of Intent to Award has been issued. Bidders should be aware that marking a document “confidential” or “proprietary” may exclude it from consideration for award.

However, if accepted for evaluation by the state, such marking in a final bid will not keep the document, after the Notice of Intent to Award, from being released as part of the public record, unless the bidder, at its sole expense, obtains a court order prohibiting the disclosure of the requested materials.

h. Rejection of Bids

F5CA may reject any or all bids and may waive any immaterial deviation or defect in a bid. F5CA’s waiver of any immaterial deviation or defect shall in no way modify the RFP documents or excuse the bidder from full compliance with the RFP specifications if awarded the Agreement.

D. Evaluation and Selection Process

1. General

Final bids will be evaluated according to the procedures contained in SECTION

6, BID EVALUATION.

Definition of a Responsive Bidder

A Responsive Bidder submits specified requirements and criteria outlined in this solicitation. A Responsive Bidder submits a proposal that fully complies with the instructions, format guidelines, and conditions specified in this RFP. This includes providing all necessary information, documentation, and certifications as requested, demonstrating the firm’s understanding and commitment to the RFP’s requirements.

Definition of a Nonresponsive Bidder

A bidder whose submission fails to meet one or more of the specified requirements or criteria outlined in this RFP is deemed a Nonresponsive Bidder.

Public Relations for North Star Policy Agenda

A Nonresponsive Bidder may have failed to provide to provide required information, documentation, and certifications, follow the specified format, or address elements outlined in this RFP. This may include noncompliance with instructions provided in the RFP, which may result in their proposal deemed Nonresponsive or ineligible for further consideration.

2. Evaluation Questions

During the evaluation and selection process, F5CA may require the bidder to answer specific questions and provide clarification.

3. Errors in the Bid

An error in the bid may cause the rejection of the bid; however, F5CA may, at its sole discretion, retain the bid and make certain immaterial corrections. In determining if an immaterial correction will be made, F5CA will consider the conformance of the bid to the format and content required by the RFP, and any unusual complexity of the format and content required by the RFP. At its sole discretion, F5CA may correct:

• Obvious clerical errors

• Discrepancy and arithmetic errors. The Master Copy shall have priority over additional copies

• Errors of omission: If a service or item is described in the narrative and omitted from the cost data provided in the bid for evaluation purposes, it will be interpreted to mean that the service of item will be provided by the bidder at no cost.

1. If a service or item is not mentioned at all in the bid, the bid will be interpreted to mean that the bidder does not intend to supply that service or item.

2. If a required service or item is omitted, and the omission is not discovered until after contract award, the bidder shall be required to supply that service or item at no cost. It is essential bidders carefully review the cost elements in their bid.

4. Award of Agreement

Award of Agreement, if made, will be in accordance with SECTION 6, BID EVALUATION, to a responsible bidder whose final bid complies with all the requirements of the RFP documents and any addenda thereto, except for such immaterial defects as may be waived by F5CA. F5CA reserves the right to modify or cancel, in whole or in part, the RFP prior to contract award.

Public Relations for North Star Policy Agenda

5. Debriefing

A debriefing may be held after contract award, at the sole discretion of F5CA, and upon the request of any bidder, for the purpose of receiving specific information concerning the evaluation. The discussion will be primarily based on the technical and cost evaluations of the bidder’s final bid. A debriefing is not the forum to challenge the RFP specifications or requirements.

E. Other Information

1. Award Protest

Before a protest is submitted, the bidder must make full and timely use of the procedures described in this section to resolve any outstanding issue(s) between the bidder and F5CA.

An award protest is where a bidder has submitted a final bid it believes to be totally responsive to the requirements of the RFP and to be the bid that should have been selected according to the evaluation procedure in Section 6, Bid Evaluation. Upon that occurrence, if the bidder believes F5CA has incorrectly selected another bidder for award, the bidder may submit an award protest as described below. Protests regarding selection of the “successful bidder” will be heard and resolved by DGS, whose decision will be final.

If any bidder, prior to award of the Agreement, files a protest with DGS and F5CA on the grounds that the protesting bidder would have been awarded the contract had F5CA correctly applied the evaluation standard in the RFP, or if F5CA followed the evaluation and scoring methods in the RFP, the Agreement shall not be awarded until either the protest has been withdrawn or DGS has decided the matter. It is suggested that a protesting bidder submit any protest by certified or registered mail unless delivered in person, in which case the protesting bidder should obtain a receipt of delivery.

Within five (5) days after filing the initial protest, the protesting bidder shall file a detailed statement specifying the grounds for the protest with DGS and

F5CA.

The detailed statement must be made in writing, signed by an individual who has contractual authority to bind the company, contain a statement of the reason(s) for protest, and cite the law, rule, regulation, and/or procedures on which the protest is based. The protesting bidder must provide facts and evidence to support the claim. Protests must include the RFP number and be mailed or

Public Relations for North Star Policy Agenda delivered to:

Department of General Services Office of Legal Services Attention: Bid Protest Coordinator 707 Third Street, Suite 7-330 West Sacramento, CA 95605

AND

First 5 California Contracts and Procurement Office 2389 Gateway Oaks Drive, Suite 260 Sacramento, CA 95833

2. News Releases

Any publications or news releases relating to an Agreement resulting from this RFP shall not be made without prior written approval from the Procurement Official listed on the RFP Notice.

3. Inspecting or Obtaining Copies of Bids

a. Who can inspect or copy bid materials

Any person or member of the public can inspect or obtain copies of bid materials.

b. What can be inspected/copied and when

On or after F5CA releases the Notice of Intent to Award, all bids and evaluation sheets become public records. These records shall be available for review, inspection, and copying during normal business hours by appointment only.

c. Inspecting or obtaining copies of bid materials

Persons wishing to inspect any bid materials must identify the items to be inspected and must make an appointment by contacting F5CA at

(916) 263-1050. Original bid materials will not be released from F5CA premises.

Persons wishing to obtain copies of bid materials must submit a written request to F5CA. The requestor must identify the items to be copied.

Public Relations for North Star Policy Agenda

Submit copy requests as follows:

Request for Copies of RFP No. CFF 7740 Materials First 5 California 2389 Gateway Oaks Drive, Suite 260 Sacramento, CA 95833-4270 Email: RFP@First5.ca.gov

Copying costs, when applicable, are charged at a rate of ten cents per page.

F5CA will provide the requestor an invoice for copied bid materials upon identification of the items to be copied and the preferred mailing method.

Unless waived by F5CA, a check covering copying and mailing costs must be received prior to fulfillment of the request.

F5CA will fulfill all copy requests as promptly as possible.

4. Disposition of Bids

All materials submitted in response to this RFP will become the property of the state and will be returned only at the state’s option and at the bidder’s expense.

At a minimum, the master copy shall be retained for official files and will become a public record after the Notice of Intent to Award as specified in the Key Action Dates table of the RFP Notice.

SECTION 3: ADMINISTRATIVE REQUIREMENTS AND STATE OF

CALIFORNIA PREFERENCE PROGRAMS

This section of the RFP presents all administrative requirements a bidder must include in its bid response. The administrative requirements include requirements for complying with State of California laws and regulations and state preference programs.

This section is divided into the following parts:

• Administrative Requirements o Mandatory Response Areas o Required Forms

• State of California Preference Programs o Target Area Contract Preference Act (TACPA) o Disabled Veteran Business Enterprise (DVBE) Program o Small Business (SB) Preference o Commercially Useful Function (CUF)

Public Relations for North Star Policy Agenda

A. Administrative Requirements

1. Mandatory Response Areas

The following are the mandatory response areas:

• The bidder shall follow the actions and deadlines as specified in the Key Action Dates table of the RFP Notice.

• The bidder shall commit to fulfill all requirements in SECTION 3, ADMINISTRATIVE REQUIREMENTS AND STATE OF CALIFORNIA

PREFERENCE PROGRAMS, and Exhibit A, Scope of Work of this RFP.

• The bidder shall follow the format instructions as specified in SECTION 5, BID FORMAT REQUIREMENTS, of this RFP.

2. Required Forms

The requirements below present required forms the bidder must complete and include with its bid response. In addition to the required forms, a responsive bid shall include all attachments and components as listed on Attachment 1, Required Bid Submission Checklist.

• Signed Cover Letter

• Required Bid Submission Checklist (Attachment 1)

• Bid/Bidder Certification Sheet (Attachment 2)

• STD 204 - Payee Data Record (Attachment 3)

• STD 205 - Payee Data Record Supplement (Attachment 3), if applicable

• Contractor Certification Clauses (CCC 04/2017)(Attachment 4)

• Guaranty Requirements (Attachment 5)

• Conflict of Interest Compliance Certificate (Attachment 6)

• Darfur Contracting Act Certification (Attachment 7)

• Bidder Declaration (Attachment 8)

When completing the…