RFP_SD24-00013_Addendum_1.pdf

P.O. Box 588500 Elk Grove, CA 95758

REQUEST FOR PROPOSAL (RFP)

NOTICE TO PROSPECTIVE PROPOSERS

Mental Health Recruitment and Retention Root Cause Analysis Consulting Services

RFP #SD24-00013

Addendum #1

October 18, 2024

The California Department of Corrections and Rehabilitation (CDCR), California Correctional Health Care Services (CCHCS) hereby releases Addendum #1 to RFP

#SD24-00013.

This Addendum incorporates the following changes:

1. Minimum Qualifications:

• Updates Section C, Minimum Qualifications, Page 4

• Updates Attachment 7 – Minimum Qualifications Statement, Page 3

2. Desirable Qualifications:

• Added to Table of Contents, Page 2

• Adds Section D, Desirable Qualifications, Page 5

• Updates Section E, Proposal Requirements and Information, Page 6

• Added to Attachment 1 – Proposal Checklist, Page 20

• Adds Attachment 8 – Desirable Qualifications Statement, Page 31

All other sections of the RFP remain the same. Please replace the originally released sections with those noted as Addendum #1 in their entirety.

If you have any questions, please contact the Contract Analyst listed in the RFP. Please note that no verbal information given will be binding upon CDCR/CCHCS, unless such information is issued in writing as an official addendum.

REQUEST FOR PROPOSAL - SECONDARY

Notice to Prospective Proposers

RFP #SD24-00013

October 16, 2024

The California Department of Corrections and Rehabilitation (CDCR), Correctional Health Care Services (CCHCS) is soliciting for service under the authority of California Public Contract Code Section 10340, subdivisions (a) and (b). You are invited to review and respond to this Request for Proposal (RFP), entitled RFP #SD24-00013 – Mental Health Recruitment and Retention Root Cause Analysis Consulting Services. In submitting your proposal, you must comply with the instructions provided herein.

Note that all Contracts entered into with the CCHCS/CDCR will include by reference General Terms and Conditions (GTC 04/2017) and the Contractor Certification Clauses (CCC 04/2017) that may be viewed and downloaded at Internet site:

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

If you do not have Internet access, a hard copy can be provided by contacting the person listed below.

In the opinion of CDCR/CCHCS, this RFP is complete and without need of explanation. However, if you have questions, or should you need any clarifying information, the contact person for this RFP is:

Heather Lohmiller CDCR - California Correctional Health Care Services

Acquisitions Management Section 916-691-0262

Heather.Lohmiller@cdcr.ca.gov

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

Heather Lohmiller

Heather Lohmiller Contract Analyst https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language mailto:Heather.Lohmiller@cdcr.ca.gov

California Department of Corrections and Rehabilitation RFP #SD24-00013 California Correctional Health Care Services

Table of Contents Section Page

A) Purpose and Description of Services

B) Term of Contract

C) Minimum Qualifications for Proposer

D) Desirable Qualifications for Proposer

E) Proposal Requirements and Information

1) Key Action Dates

2) Proposal Content Requirements

3) Submission of Proposal

4) Evaluation Process

5) Award and Protest

6) Disposition of Proposals

7) Contract Execution and Performance

8) Executive Order N-6-22 - Russia Sanctions……………………………………………1517

F) Disabled Veteran Business Enterprise (DVBE) Program Requirements

G) Preference Programs

1) Small Business Preference

2) Non-Small Business Preference

3) Disabled Veteran Business Enterprise (DVBE) Incentive Requirements

4) Commercially Useful Function

5) Target Area Contract Preference Act (TACPA)

H) Required Attachments

1) Attachment 1 – Proposal Checklist

2) Attachment 2 – Rate Sheet

3) Attachment 3 – Proposal Certification Sheet

4) Attachment 4 – Proposer/Customer References

5) Attachment 5 – Bidder Declaration

6) Attachment 6 - DVBE Declaration Form (DGS PD 843)

7) Attachment 7 – Minimum Qualifications Statement

8) Attachment 8 - Desirable Qualifications Statement

9) Attachment 8 9 – Payee Data Record (STD 204)

10) Attachment 9 10 – Darfur Contracting Act Certification

11) Attachment 10 11 – Iran Contracting Act Certification

12) Attachment 11 12 – California Civil Rights Laws Certification

13) Attachment 12 13 – Contractor Certification Clauses ………………

14) Attachment 13 14 – Non-Disclosure Agreement

15) Attachment 14 15 – Statement of Economic Interests (Form 700)

16) Attachment 15 16 – GenAI Reporting and Factsheet (STD 1000) ………………….3943

Sample Contract (Includes the following): Separate

Standard Agreement (STD 213)

Exhibit A – Scope of Work Exhibit A-1 – Detailed Scope of Work Exhibit B – Budget Detail and Payment Provisions Exhibit B-1 – Rate Sheet Exhibit C – General Terms and Conditions* Exhibit D – CCHCS Special Provisions Exhibit E – Insurance Requirements Exhibit F – Information Security Awareness Agreement Attachment 1 - Deliverable Acceptance Document (DAD) Attachment 2 - Work Authorization

*Included by reference

Note: This Request for Proposal is being solicited as a result of a court order. A representative of the Office of the Special Master, who is court-appointed, will participate in solicitation and Proposal Evaluation processes. Due to the urgent nature of this court order, all references and signatures will need to be provided within the dates and times specified within Section E – Proposal Requirements and Information, Subsection 1 – Key Action Dates. Final execution of the Contract is contingent upon approval of the awarded Contractor by the United States District Court, Eastern District of California (Court).

A. PURPOSE AND DESCRIPTION OF SERVICES:

The California Department of Corrections and Rehabilitation (CDCR)/California Correctional Health Care Services (CCHCS) requires Mental Health Recruitment and Retention Root Cause Analysis Consulting Services as defined in the Sample Contract. The Contractor shall furnish all labor, including travel and per diem, materials, non-consumable supplies, transportation, equipment, and every other item of expense necessary to provide recruitment and retention root cause analysis consulting services.

CDCR/CCHCS requires Mental Health Recruitment and Retention Root Cause Analysis Consulting Services as outlined in Coleman v. Newsom Case No.

2:90−CV−00520−KJM−SCR Joint Submission of Plan for Expenditure of Staffing Contempt Fines and Order, Section E – Deliverables and Tasks within the Sample Contract. The Contractor will conduct a root cause analysis of CDCR/CCHCS’ recruitment and retention issues and make recommendations regarding short and long-term strategies to address those issues. This would include the development of a compensation strategy, identification of weaknesses in CDCR/CCHCS’ recruitment and Human Resources (HR) process, determination of ways to improve CDCR/CCHCS’ culture and morale, as well as creation of mechanisms for the creation and tracking of data to ensure strategies are adjusted when necessary.

B. TERM OF CONTRACT:

The term of the Contract, resulting from this RFP, shall be November 27, 2024, or upon approval, whichever is later, through November 26, 2025. The Contractor is not authorized to commence work, as described in the Sample Contract, until the ensuing Contract has been fully executed and approved by the Court.

CDCR/CCHCS shall have the option to extend the ensuing Contract for two (2) additional one

(1) year terms at the rates listed in Exhibit B-1 – Rate Sheet.

C. MINIMUM QUALIFICATIONS FOR PROPOSER:

Proposers not meeting the following minimum qualifications will be disqualified:

1. The Proposer must have at least five (5) seven (7) years’ combined experience in evaluating recruitment and retention and offering recommendations within a correctional health care setting, both at either the national level and or within in California.

2. The Proposer’s team of day-to-day staff, assigned to this contract, shall consist of:

a. At least one (1) manager or director level employee with a minimum of five

(5) seven (7) years of experience in conducting root cause analysis of https://cases.justia.com/federal/district-courts/california/caedce/2:1990cv00520/83056/8381/0.pdf?ts=1725002428 https://cases.justia.com/federal/district-courts/california/caedce/2:1990cv00520/83056/8381/0.pdf?ts=1725002428 https://cases.justia.com/federal/district-courts/california/caedce/2:1990cv00520/83056/8381/0.pdf?ts=1725002428 recruitment and retention issues evaluating recruitment and retention analysis and offering recommendations within a health care setting.

b. At least two (2) staff members who have been with the Proposer’s organization for two (2) years with a minimum of three (3) five (5) years of experience conducting root cause analysis of recruitment and retention issues.

3. The Proposer (if Corporation, LLC or Partnership) must be active and in good standing with the California Secretary of State’s Office. Certification must be provided. The Proposer’s (if Sole Proprietor) must have a valid business license. Copy of business license must be provided.

4. Three (3) positive references for consulting services performed within the last five (5) years which are similar to the scope of work to be performed in the ensuing contract, must be provided on Attachment 4 – Proposer/Customer References. All references must be for services provided for a minimum of twelve (12) consecutive months. Proposers are responsible for ensuring that the references are available and respond during the time period included in the Key Action Dates. The inability to confirm references, or if any reference provides an unsatisfactory review, may cause the proposal to be rejected and deemed nonresponsive.

Proposals that do not meet the minimum qualifications stated in this section will be considered non-responsive and will be rejected.

D. DESIRABLE QUALIFICATIONS FOR PROPOSER:

1. The Proposer has over five (5) years of experience with root cause analysis consulting services for recruitment and retention in a healthcare setting.

2. The Proposer demonstrates their previous experience in a correctional setting.

3. The Proposer demonstrates their staff has previous experience in a correctional setting.

4. The Proposer demonstrates their previous experience in a healthcare setting.

5. The Proposer demonstrates their staff has previous experience in a healthcare setting.

6. The Proposer has experience conducting root cause analysis consulting services for recruitment and retention within a healthcare correctional setting.

7. The Proposer demonstrates their staff has previous experience conducting root cause analysis consulting services for recruitment and retention within a healthcare correctional setting.

8. The Proposer demonstrates that their previous experience is similar in scope to the solicitation.

9. The Proposer demonstrates their staff’s previous experience is similar in scope to the solicitation.

10. The Proposer demonstrates the staff assigned to the project have expertise in conducting root cause analysis consulting services for recruitment and retention.

It is the Proposer’s responsibility to provide the appropriate verification to qualify for these desirable qualifications.

E. PROPOSAL REQUIREMENTS AND INFORMATION:

1. Key Action Dates:

Listed below are the important dates and times by which action must be taken or completed. If CDCR/CCHCS finds it necessary to alter any of these dates, it will be accomplished by issuance of an addendum to the RFP. All dates after the deadline for Final Date for Proposal Submission are approximate and may be adjusted without an addendum to this RFP.

Event Date and Time

1. RFP Available to Prospective Proposers Wednesday, October 16, 2024

2. Final Date for Proposer Questions* Tuesday, October 22, 2024, by 5:00pm, Pacific Standard Time (PST)

3. CDCR/CCHCS Response to Questions** Friday, October 25, 2024

4. Final Date for Proposal Submission Wednesday, October 30, 2024, by 2:00pm, PST

5. References Contacted*** Thursday, October 31, 2024, from 10:00am-12:00pm PST via phone

6. Notice of Intent to Award Wednesday, November 6, 2024

7. Proposed Award Date Tuesday, November 12, 2024

* Submit all questions via email to the contact person indicated on the cover page of the RFP no later than the date and time specified in the Key Action Dates.

** Written responses to RFP questions will be released by the date and time specified and will be viewable online at https://caleprocure.ca.gov/pages/index.aspx under this RFP posting.

*** Proposers are responsible for ensuring that the References are available to receive respond within the time period specified.

2. Proposal Content Requirements:

a) Minimum Qualifications Statement:

All Proposers must submit a Minimum Qualifications Statement (Attachment 7) that clearly demonstrates how they meet all of the minimum qualifications identified in Section C, Minimum Qualifications for Proposer. The Minimum Qualifications Statement must address all of the minimum qualifications identified individually. The Proposer must provide enough information to clearly demonstrate that the Proposer has met all of the minimum qualifications. If the minimum qualification requires a minimum amount of years’ experience or certifications, proof of that information must https://caleprocure.ca.gov/pages/index.aspx be submitted and noted on the Minimum Qualifications Statement, i.e. “See Resume for 2 years’ experience providing (insert specific requirement)”. If the Minimum Qualifications Statement (Attachment 7) is not submitted or if it does not adequately provide the necessary information, the proposal may be rejected and deemed non-responsive.

b) Desirable Qualifications Statement/Verification:

All Proposers who wish to claim a Desirable Qualification must submit a Desirable Qualifications Statement (Attachment 8) that clearly demonstrates how they meet the desirable qualifications identified in Section D, Desirable Qualifications for Proposers. Failure to provide adequate information to verify the desirable qualification will result in 0 points.

c) RFP Proposal Format Requirements:

All proposals submitted under this RFP must use a standard 11-point font. Pages must be numbered, and the sections titled.

d) Executive Summary (Limit 3 pages):

In preparing the Executive Summary, describe the following information:

i. An understanding of CDCR/CCHCS’ mental health staffing and recruitment needs as an organization and the importance of this project.

ii. The tangible results that are expected to be achieved.

iii. The Proposer’s ability to perform this work in an efficient and timely manner, and including:

• A good faith commitment to perform the scope of work in an efficient and timely manner

• How this project will be effectively integrated into the Proposer’s current obligations and existing workload.

iv. Why the Proposer should be chosen to undertake this work at this time.

e) Company Capability (Limit 3 pages):

i. Include a brief history of the company, including:

• Date of establishment. If applicable, explain any changes in business history (i.e., name change, ownership, partnership arrangements, etc.) or organizational structure that will assist CDCR/CCHCS in determining the qualifications of the Proposer.

• A description of the Proposer’s projects that are relevant or closely related to this project.

ii. Describe the strengths of the Proposer, including historical accomplishments, unique services, and account leadership.

f) Work Plan Requirements (Limit 10 pages):

The Proposer shall develop a work plan for deliverable completion. Identify each major deliverable, necessary subtask, and/or specific milestones by which progress can be measured and payments made.

i. Project Personnel:

• List all personnel who will be working on the project and their titles and job descriptions.

• Include resumes for each key staff person that will have a role in carrying out the project work. Resumes shall include a description of each person’s expertise, capabilities and credentials as well as dates of employment.

• To the extent possible, resumes/bios should not include personal information such as a social security number, home address, home telephone number, marital status, sex, birth date, age, etc. Duty statements are not acceptable in lieu of resumes.

g) Cost Proposal:

Submit Attachment 2 - Rate Sheet as outlined in Section 3(d) and (e) below.

3. Submission of Proposal:

a) All proposals must be submitted and received by CDCR/CCHCS by the dates and times shown in the Key Action Dates.

b) RFP documents MUST be submitted to CDCR/CCHCS electronically (by email) to the contact individual listed below:

Heather Lohmiller Heather.Lohmiller@cdcr.ca.gov

Subject Line: RFP #SD24-00013 Root Cause Analysis Consulting Services

c) All attachments MUST be submitted in ONE email.

d) All attachments must be combined into one PDF document and labeled “Proposal” with the exception of Attachment 2 - Rate Sheet, which must be submitted as a separate attachment.

e) Attachment 2 - Rate Sheet, must be submitted as a separate attachment and labeled “Attachment 2 - Rate Sheet”.

f) All proposals shall include the documents identified in Attachment 1 – Proposal Checklist. Proposals that do not include the required documents and/or attachments shall be deemed non-responsive. A non-responsive proposal is one that does not meet the basic proposal requirements.

g) All documents requiring a signature must bear a certified scanned signature of a person authorized to bind the Proposer’s firm.

Note to Proposers: It is the sole responsibility of the Proposer to contact the Contract Analyst listed for this RFP to verify receipt of the submitted proposal.

h) Proposals must be submitted for the performance of all the services described herein.

Any deviation from the work specifications will not be considered and will cause a proposal to be rejected.

i) A proposal may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. The State may reject any or all proposals and may waive an immaterial deviation in a proposal. The State's waiver of mailto:Heather.Lohmiller@cdcr.ca.gov an immaterial deviation shall in no way modify the RFP document or excuse the Proposer from full compliance with all requirements if awarded the Contract.

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

k) An individual who is authorized to bind the Proposer contractually shall sign the Proposal Certification Sheet, (Attachment 3). The signature should indicate the title or position that the individual holds in the firm. An unsigned proposal may be rejected.

l) A Proposer may modify a proposal after its submission by withdrawing its original proposal and resubmitting a new proposal prior to the proposal submission deadline.

Proposer modifications offered in any other manner, oral or written, will not be considered.

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

n) The awarding agency may modify the RFP prior to the date fixed for submission of proposals by the issuance of an addendum which will be posted within this RFP’s posting at: https://caleprocure.ca.gov/pages/index.aspx.

o) The awarding agency reserves the right to reject all proposals. The agency is not required to award a Contract.

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

q) The State does not accept alternate contract language from a prospective Proposer.

A proposal with such language will be considered a counter proposal and will be rejected. The State’s General Terms and Conditions (GTC) are not negotiable.

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

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

4. Evaluation Process:

An evaluation committee will be used to evaluate the proposals. Final selection will be made to the responsive, responsible Proposer who has the highest combined score for all stages. Preference points (as claimed and as applicable) will be added to the total.

Proposals containing false or misleading statements, or which provide references that do not support an attribute or condition claimed by the Proposer, may be rejected.

CDCR/CCHCS shall reject any proposal that is deemed to be non-responsive during the evaluation.

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

Below are the point values for each evaluation category that will be scored.

Evaluation Category Maximum Points per Category

Minimum Points per Category

STAGE I

1. Proposal Review/Minimum

Qualifications Pass/Fail Pass/Fail

STAGE II

2. Desirable Qualifications 50 points 0 points

3. Executive Summary 25 points 15 points

4. Company Capability 50 points 25 points

5. Work Plan 50 points 25 points

STAGE III

6. Cost Proposal 100 points

Maximum Possible Points: 225 275

a) Evaluation Stage I – Proposal/Minimum Qualifications Review:

At proposal opening, each proposal will be checked for the presence or absence of required information in conformance with the RFP submission requirements. Proposal will be checked for timeliness, completeness, and initial responsiveness to the RFP requirement. The minimum qualifications statement will also be reviewed to confirm the Proposer has met all of the minimum qualifications. This is a pass/fail evaluation.

b) Evaluation Stage II - Proposal Evaluation/Scoring To be considered a responsive proposal, minimum points per Category must be achieved as identified below. A zero (0) or one (1) obtained for any evaluated item will be considered non-responsive and will result in a disqualification (does not apply to desirable qualifications). A responsive proposal is one which meets or exceeds the requirements stated in this RFP.

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Points Interpretation General Basis for Point Assignment

0 Unacceptable

Proposal response did not reflect any content and/or explanation and does not meet CDCR/CCHCS’ needs/requirements. The omission(s), flaw(s), or defect(s) are significant and deemed non-responsive.

1 Inadequate

Proposal response (i.e., content and/or explanation offered) is inadequate or does not meet CDCR/CCHCS’ needs/requirements or expectations. The omission(s), flaw(s), or defect(s) are significant and unacceptable.

2 Barely Adequate

Proposal response (i.e., content and/or explanation offered) is barely adequate or barely meets CDCR/CCHCS’ needs/requirements or expectations. The omission(s), flaw(s) or defect(s) are consequential but are acceptable. The quality of the proposal response is considered to be less than average.

3 Adequate

Proposal response (i.e., content and/or explanation offered) is adequate or meets CDCR/CCHCS’ basic needs/requirements or expectations. The omission(s), flaw(s) or defect(s), if any, are inconsequential and acceptable. The quality of the proposal response is considered to be average.

4 More than Adequate

Proposal response (i.e., content and/or explanation offered) is more than adequate or fully meets CDCR/CCHCS’ needs/requirements or expectations. No omission(s) or flaw(s) are apparent. The quality of the proposal response is above average.

5 Excellent or Outstanding

Proposal response (i.e., content and/or explanation offered) is well above average or exceeds CDCR/CCHCS’ needs/requirements or expectations. Proposer offers one or more enhancing feature, method or approach that will benefit the State. Response represents the best proposal that can be expected. Any present weakness is minor and unrelated to a performance evaluation.

In assigning points for individual rating factors, the evaluation committee may consider issues including, but not limited to, the extent to which a proposal response:

• Is lacking information, lacking depth or breadth or lacking significant facts and/or details, and/or

• Is fully developed, comprehensive and has few if any weaknesses, defects or deficiencies, and/or

• Demonstrates that the Proposer understands CDCR/CCHCS’ needs, the services sought, and/or the Contractor’s responsibilities, and/or

• Illustrates the Proposer’s capability to perform all services and meet all scope of work requirements, and/or

• If implemented, will contribute to the achievement of CDCR/CCHCS’ goals and objectives and/or

• Demonstrates the Proposer’s capacity, capability and/or commitment to exceed regular service needs (i.e. enhanced features, approaches, or methods; creative or innovative business solutions).

c) Desirable Qualifications

Desirable Qualifications Rating Factors Points Possible

Points Earned

1. To what extent does the Proposer have over five

(5) years of experience with root cause analysis consulting services for recruitment and retention in a healthcare setting?

0-5

2. To what extent does the Proposer demonstrate their previous experience in a correctional setting? 0-5

3. To what extent does the Proposer’s staff demonstrate their previous experience in a correctional setting?

0-5

4. To what extent does the Proposer demonstrate their previous experience in a healthcare setting? 0-5

5. To what extent does the Proposer’s staff demonstrate their previous experience in a healthcare setting?

0-5

6. To what extent does the Proposer have experience conducting a root cause analysis consulting services for recruitment and retention within a healthcare correctional setting.

0-5

7. To what extent does the Proposer’s staff have experience conducting a root cause analysis consulting services for recruitment and retention within a healthcare correctional setting.

0-5

8. To what extent did the Proposer demonstrate that their previous experience is similar in scope to the solicitation?

0-5

9. To what extent did the Proposer demonstrate their staff’s previous experience is similar in scope to the solicitation?

0-5

10. To what extent did the Proposer demonstrate the staff assigned to the project have expertise in conducting a root cause analysis consulting services for recruitment and retention.

0-5

Desirable Qualifications Score (Total Points Earned) 50

d) Executive Summary (25 points):

Executive Summary Rating Factors Points Possible

Points Earned

1. To what extent did the Proposer express, in its own words, its understanding of CDCR/CCHCS’ mental health staffing and recruitment needs and the importance of this project to the State?

0-5

2. To what extent did the Proposer demonstrate the results that it expects to achieve and the impact for the State for this specific project?

0-5

3. To what extent did the Proposer demonstrate their ability to perform the scope of work in an efficient and timely manner?

0-5

4. To what extent did the Proposer demonstrate that it can effectively integrate this project into its current obligations and existing workload?

0-5

5. To what extent did the Proposer adequately explain why it should be chosen to undertake this project at this time?

0-5

Executive Summary Score (Total Points Earned) 25

e) Company Capability (50 points):

Company Capability Rating Factors Points Possible

Points Earned

1. To what extent does the Proposer possess knowledge and experience in Mental Health Recruitment and Retention Root Cause Analysis Consulting?

0-5

2. To what extent did the Proposer demonstrate that it has performed services that were similar in nature or closely related to the requirements as listed in this RFP’s scope of work?

0-5

3. To what extent did the Proposer demonstrate that it can accomplish the work as set forth within these requirements?

0-5

4. To what extent does the Proposer demonstrate that they have proven expertise in the Mental Health Recruitment and Retention Root Cause Analysis Consulting?

0-5

5. To what extent does the Proposer demonstrate that they have a strong methodology with proven work samples?

0-5

6. To what extent does the Proposer have the resources and personnel needed to accomplish the work within the required timelines?

0-5

7. To what extent does the Proposer demonstrate an understanding of potential risks associated with the project and provide effective strategies for risk management and mitigation?

0-5

8. To what extent does the Proposer show a willingness and ability to customize its approach to fit the specific needs of the project?

0-5

9. To what extent does the Proposer demonstrate a robust quality assurance process to ensure the work meets or exceeds the required standards?

0-5

10. To what extent does the Proposer's past performance, as evidenced by client references or testimonials, indicate successful delivery of similar services?

Company Capability Score (Total Points Earned) 50

f) Work Plan (50 points):

Work Plan Rating Factors Points Possible

Points Earned

1. To what extent did the Proposer offer a compelling creative rationale for submitted works? Rationale must discuss/describe basis for choosing its particular approaches and applications of marketing/branding (i.e., proven success or past effectiveness)?

0-5

2. To what extent are the proposed procedures, methods, and approaches appropriate and reasonable (i.e., if implemented are they likely to produce the desired results)?

0-5

3. To what extent does the Proposer describe in detail the specific actions (i.e., deliverables/activities and functions) that the Proposer will perform to fulfill all scope of work requirements?

0-5

4. To what extent has the Proposer allocated experienced staff who have a proven track record of success and can provide the deliverables indicated in the RFP?

0-5

5. To what do the Proposer’s creative samples illustrate their ability to produce high quality marketing/branding deliverables?

0-5

6. To what extent is the proposed work schedule realistic and feasible, given the scope of work and required deliverables?

0-5

7. To what extent does the Proposer's work plan include clearly defined milestones and measurable performance indicators?

0-5

8. To what extent does the work plan address potential challenges and include contingency plans to accommodate unexpected changes or obstacles?

0-5

9. To what extent does the Proposer describe how they will coordinate and communicate with stakeholders throughout the project?

0-5

10. To what extent does the work plan demonstrate effective allocation of resources, including personnel, time, and budget, to prioritize critical tasks?

Work Plan Score (Total Points Earned) 50

g) Evaluation Stage III – Cost (100 points) Proposers that pass Evaluation Stage I and II will move on to Evaluation Stage III- Cost. Proposals that enter Stage III will have their “Rate Sheet Attachment” opened.

This information will be reviewed and evaluated to ensure compliance with all RFP requirements, including Preference Programs.

A Proposer’s cost score will be calculated based on the ratio of the lowest cost proposal to the Proposers’ cost multiplied by the maximum number of cost points available (100), as shown in the calculation below:

Lowest Total Cost Proposal X 100 = Proposer’s Cost Score

Proposer’s Cost

Example: To help illustrate this process, refer to table below for an example of the cost score calculation process. Cost points awarded will be rounded to the nearest hundredth. Cost figures in the example below explain the calculations and have no other significance.

Cost Evaluation and Scoring Methodology:

Proposer Total Cost Calculation Cost Points Awarded A $10,000 $9,000

$10,000 X 100 90

B $12,000 $9,000 $12,000 X 100 75

C $9,000 Lowest Cost 100

h) Calculated Overall Scores:

The maximum overall score available is 225275 points. The maximum overall score is calculated by adding scores from all stages.

The ‘highest” overall score will determine the responsive, responsible proposal that has the highest combined score. Preference and Incentive points (as claimed and as verified) will be added to the total.

In the event of a tied score, a coin toss will be initiated and will be observed by witnesses and the affected Proposers will be invited.

In the event of a precise tie score between a responsive, responsible proposal of a certified small business and the responsive, responsible proposal of a certified disabled veteran owned business that is also a small business, the contract must be awarded to the disabled veteran owned small business. (GC § 14838 (f); 2 CCR 1896.8(f)).

5. Award and Protest:

a) Whenever a Contract is awarded under a procedure which provides for competitive bidding, but the Contract is not to be awarded to the highest-scoring Proposer, the highest-scoring Proposer shall be notified by telegram, electronic facsimile transmission, overnight courier, or personal delivery five (5) business days prior to the award of the Contract.

b) Upon written request by any Proposer, notice of the proposed award shall be posted in a public place in the office of the awarding agency at least five (5) business days prior to awarding the Contract.

c) If any proposer, prior to the award of Contract, files a written protest with the Department of General Services, Office of Legal Services, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605 (Email: OLSProtests@dgs.ca.gov) and the CDCR/CCHCS on the grounds that the State agency failed to follow the procedures specified in either subdivision (b) or (c) of PCC § 10344, the Contract shall not be mailto:OLSProtests@dgs.ca.gov awarded until either the protest has been withdrawn or the Department of General Services has decided the matter.

d) Within five (5) days after filing the initial protest, the protesting proposer bidder shall file with the Department of General Services, and the awarding agency, a detailed written statement specifying the grounds for the protest, the RFP number, the name of the agency involved and the agency contract person. The detailed written statement should be submitted to both the CDCR/CCHCS Contract Analyst listed on page 1 of this RFP and:

Department of General Services Office of Legal Services

Attention: Bid Protest Coordinator 707 Third Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605 Email: OLSProtests@dgs.ca.gov

Protests may be sent by email, regular mail, courier or personal delivery. Protestants should include their email address if they have one and advise the DGS Bid Protest Coordinator if they will accept service of documents pertaining to the protest via email.

e) Upon resolution of the protest and award of the Contract, the Contractor must complete and submit to the awarding agency the Payee Data Record (STD 204), to determine if the Contractor is subject to state income tax withholding pursuant to California Revenue and Taxation Code Sections 18662 and 26131. This form can be found on the Internet at http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf. No payment shall be made unless a completed STD 204 has been returned to the awarding agency.

f) Upon resolution of the protest and award of the Contract, the Contractor must sign and submit to the awarding agency, page one (1) of the Contractor Certification Clauses (CCC), which can be found on the Internet at:

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

This document is only required if the Proposer has not submitted this form to the awarding agency within the last three (3) years.

6. Disposition of Proposals:

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

b) Proposal packages may be returned only at the Proposer's expense, unless such expense is waived by the awarding agency.

7. Contract Execution and Performance:

a) Performance shall start not later than 10 days, or on the express date set by the awarding agency and the Contractor, after all approvals have been obtained and the mailto:OLSProtests@dgs.ca.gov http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf 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

Contract is fully executed. Should the Contractor fail to commence work at the agreed upon time, the awarding agency, upon five (5) days written notice to the Contractor, reserves the right to terminate the Contract. In addition, the Contractor shall be liable to the State for the difference between the Contractor's proposal price and the actual cost of performing work by the second lowest) Proposer or by another contractor.

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

8. Executive Order N-6-22 – Russia Sanctions

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals.

“Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

F. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PROGRAM REQUIREMENTS:

Mandatory DVBE participation goals have been waived for this solicitation.

G. PREFERENCE PROGRAMS:

The preference programs are as follows:

1. Small Business Preference:

Certified small businesses or microbusinesses can claim the five percent (5%) preference when submitting a proposal on a state contract. A non-small business may receive a preference of five percent if the business commits to subcontract at least twenty-five percent of its net proposal price with one or more small businesses or microbusinesses.

The five percent preference is used only for computation purposes, to determine the winning Proposer and does not alter the amounts of the resulting contract. The method for determining the successful Proposer is as follows:

a. If the highest scored proposal is from a non-certified small business or microbusiness, then calculate 5% of the highest responsible Proposer’s total score.

b. Add the amount calculated (above) to the score of each of the certified small business or microbusinesses.

A contract awarded on the basis of the five percent (5%) preference is awarded to the small business, microbusiness or non-small business for the actual amount of its proposal.

2. Non-Small Business Preference:

The preference to a non-small business Proposer that commits to small business or microbusiness subcontractor participation of twenty-five percent (25%) of its net proposal https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf price shall be five percent (5%) of the highest, responsive, responsible Proposer’s total score. A non-small business, which qualifies for this preference, may not take an award away from a certified small business. The small business regulations are located at 2

CCR 1896.

3. Disabled Veteran Business Enterprise (DVBE) Incentive Requirement:

In accordance with Section 999.5(a) of the Military and Veterans Code, an incentive will be given to Proposers who provide DVBE participation. For evaluation purposes only, the State shall apply an incentive to proposals that propose California certified DVBE participation as identified on the Bidder Declaration GSPD-05-105 and confirmed by the State. For high score awards:

• The incentive shall be applied based on the total possible available points, not including points for socioeconomic incentives or preferences.

• The incentive points are included in the sum of the non-cost points.

• The incentive points cannot be used to achieve any applicable minimum point requirements.

The following percentages will apply for awards based on high score.

Confirmed DVBE Participation of: DVBE Incentive 5% or Over Inclusive 5% of total points 4% to 4.99% Inclusive 4% of total points 3% to 3.99% Inclusive 3% of total points 2% to 2.99% Inclusive 2% of total points 1% to 1.99% Inclusive 1% of total points

4. Commercially Useful Function

“Commercially useful function” is defined as a person or entity doing all of the following:

1) Is responsible for the execution of a distinct element of the work of the contract (including the supplying of services and goods); 2) Carries out its obligation by actually performing, managing or supervising the work involved; 3) Performs work that is normal for its business services and functions; 4) Is responsible, with respect to products, inventories, materials, and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing, if applicable, and making payment;

and 5) Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices. (Tit. 2 CCR § 1896.71(b).)

It is not a “commercially useful function” if the DVBEs role is limited to that of an extra participant in a transaction, contract or project through which funds are passed in order to obtain the appearance of DVBE participation. (Mil. & Vet. Code § 999(b)(5)(B); Tit. 2 CCR § 1896.71(c).)

5. Target Area Contract Preference Act (TACPA):

This solicitation provides for the optional TACPA preference. Proposers are not required to apply for this preference. Denial of the TACPA preference request is not a basis for rejection of the bid/offer.

The TACPA workplace and workforce preferences will be evaluated for this solicitation.

California-based companies seeking TACPA preferences will need to complete and submit preference request forms with the bid/offer. The following webpage contains required preference request forms and an interactive map to determine if a business is located within a TACPA qualified zone: Request-a Target-Area-Contract-Preference

By submitting TACPA forms, a proposer given a TACPA preference agrees to the TACPA contract provisions required by Government Code section 4535 and provided in section 1896.40 of Title 2 of the California Code of Regulations (CCR) in addition to requirements specified on the TACPA form STD 830.

H. REQUIRED ATTACHMENTS:

Refer to Attachment 1 (Proposal Checklist) for Attachments that are required as part of this

RFP.

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Request-Target-Area-Contract-Preference?search=TACPA https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=4535.&lawCode=GOV https://govt.westlaw.com/calregs/Document/I5407E8A35A0A11EC8227000D3A7C4BC3?viewType=FullText&originationContext=documenttoc&transitionType=CategoryPageItem&contextData=(sc.Default)&bhcp=1 https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf

ATTACHMENT 1

PROPOSAL CHECKLIST

A complete RFP package must consist of the items identified below. Complete this checklist to confirm inclusion of these items in your proposal. Place a check mark or “X” in each box next to the item that you are submitting to the State. For your proposal to be responsive, all required documents/attachments must be returned. This checklist should be returned with your proposal package.

The following documents are required to be submitted with your response (IN ONE EMAIL):

One (1) copy of the complete RFP response (except for Attachment 2 –Rate Sheet) in one attachment entitled “RFP #SD24-00013”.

Attachment 1 – Proposal Checklist.

Attachment 2 - Rate Sheet submitted as a separate attachment entitled

“Attachment 2 – Rate Sheet”.

Attachment 3 - Proposal Certification Sheet.

Attachment 4 - Proposer/Customer References Attachment 5 - Bidder Declaration.

Attachment 6 - DVBE Declaration (DGS PD 843).

Attachment 7 - Minimum Qualifications Statement.

Attachment 8 - Desirable Qualifications Statement.

Executive Summary (Limit 3 pages) - Refer to page 6 7 for format requirements.

Company Capability (Limit 3 pages) - Refer to page 6 7 for format requirements.

Detailed Work Plan (Limit 10 pages) - Refer to page 7 for format requirements.

Project Personnel (Staff Resumes) - Refer to page 7 for format requirements.

Attachment 8 9 - Payee Data Record (STD 204) and Payee Data Record

Supplement (STD 205) if applicable.

Attachment 9 10 - Darfur Contracting Act Certification.

Attachment 10 11 - Iran Contracting Act Certification.

Attachment 11 12 - California Civil Rights Laws Certification.

Attachment 15 16 – GenAI Reporting and Factsheet (STD 1000) California Secretary of State Business Entity Filing Certification http://www.sos.ca.gov/business-programs/business-entities/statements (if business entity is a Corporation, LLC or Partnership)

OR

Copy of Business License (if sole proprietorship).

Small Business/DVBE Certification (if applicable).

STD 830 & GSPD 526 Forms-TACPA (if applicable).

http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0525.pdf http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf

The following documents are required upon Contract award:

• Insurance Certifications (with endorsements) for Automobile, General Liability and Workers Compensation (See Exhibit E of the Sample Contract)

• Attachment 12 13 - Contractor Certification Clauses (CCC-04/2017).

• Attachment 13 14 - Non-Disclosure Agreement. This form must be signed by all parties involved in the Contract.

• Attachment 14 15 - Form 700. Note that this form does not need to be filed with the

FPPC – just submitted to CDCR/CCHCS The following attachment is included in the RFP as reference only and should not be included in the proposal submission:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf http://www.sos.ca.gov/business-programs/business-entities/statements http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0525.pdf http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf

• Sample Contract

ATTACHMENT 2

RATE SHEET - Mental Health Recruitment and Retention Root Cause Analysis Consulting Services

The Rate Sheet must be submitted in a separate attachment. This attachment must be labeled “Attachment 2 – Rate Sheet”.

The rates/costs provided below shall include all labor, materials, tools, equipment and supervision, taxes, insurance, bonds, permits, certifications, licenses, travel, shipping costs and other miscellaneous costs incidental to perform services in accordance with this contract. Only the Deliverables and Tasks listed below will be compensated under this contract.

1. DELIVERABLES/TASKS

Deliverable # Task # Deliverable Description Consultant

Name/Title

Deliverable Deadline

(calendar days) Cost per Task

1 – Work Plan 1.0

Submit a detailed work plan within 30 days of the contract start date, outlining the services to be provided, methodologies for each task, and a timeline for performance.

The plan should emphasize approaches for identifying and addressing the root causes of CDCR/CCHCS’ internal challenges.

Within 30 days of

Contract Execution and Approval

2 – Evaluation and Consultation

2.0

Conduct an initial in-person needs assessment with the CDCR/CCHCS hiring and recruitment teams.

a. Interview CDCR/CCHCS management to further define specific needs and clarify details on the company and roles.

b. Identify specific criteria for the Contract to research.

c. Report on the current culture and processes of

CDCR/CCHCS.

Within 30 days of

Contract Execution and Approval

2.1

Evaluate current CDCR/CCHCS’ tools and technologies related to recruitment and hiring, current practices, policies, organizational processes, recruitment and hiring functions to uncover systematic issues and areas requiring improvement.

Within 30 days of

Contract Execution and Approval

PHASE 2 – In-Depth organizational Analysis

Deliverable # Task # Deliverable Description Consultant

Name/Title

Deliverable Deadline

(calendar days) Cost per Task

3 – CCHCS

Assessment 3.0

Perform a quantitative assessment of CDCR/CCHCS’ current recruitment and hiring processes and policies including time-to-hire, offer acceptance rates, turnover rates, and vacancy durations. Identify inefficiencies, outdated practices, or other issues that may be contributing to organizational challenges and benchmark these metrics against industry standards.

Within 90 days of Contract Execution and Approval $_____________

4 – Compensation and Benefits Assessment

4.0

Conduct an evaluation of CDCR/CCHCS’ compensation and benefits packages to determine their competitiveness and alignment with industry standards. Highlight any disparities or areas needing adjustments to better support staff retention and satisfaction.

Within 90 days of Contract Execution and Approval $_____________

PHASE 3 - Culture

5 – Culture Assessment

5.0

Evaluate the current workplace culture and employee morale by conducting surveys, focus groups, and interviews with staff at different levels.