RFP3615HeatPreventn.pdf

V110114

STATE OF CALIFORNIA EDMUND G. BROWN JR., Governor

REQUEST FOR PROPOSAL – Secondary

Notice to Prospective Bidders

RFP 3615

2016 – 2017 Media Campaigns:

Heat Illness Prevention

January 29, 2016

You are invited to review and respond to this Request for Proposal (RFP) - Secondary, entitled RFP Number 3615: 2016–2017 Media Campaigns: Heat Illness Prevention.

Contractors submitting proposals under this RFP, as known as a bidder, must comply with the instructions contained herein.

This Secondary RFP is an open solicitation for private entities, non-profit organizations, the University of California, California State University Foundations, and other governmental entities; however, government entities that submit a proposal and bid are subject to all requirements governing this solicitation including the General Terms and Conditions (GTC 610) available at www.documents.dgs.ca.gov/ols/GTC-610.doc and Contractor Certification Clauses (CCC 307) available at www.documents.dgs.ca.gov/ols/CCC-307.doc.

The State’s General Terms and Conditions (GTC-610) are not negotiable.

California DVBE incentive and Small Business preference programs apply to this RFP.

These programs will apply if the bidder is a certified DVBE or Small Business or if the bidder commits to subcontract with a certified DVBE or Small Business under the conditions herein.

Bidders should read the RFP carefully. In the opinion of The Department of Industrial Relations (DIR), this RFP is complete and without need of explanation. If you have questions or s need any clarification of information contained herein, please post your questions on the California State Contracts Register (CSCR) located on the CalEprocure website by the date specified in the Key Action Dates.

DIR staff will not respond to questions that are not posted on the CSCR. No verbal information provided by the Department of Industrial Relations (DIR) shall be binding upon the State unless such information is issued in writing as an official addendum.

DIR Contracts Manager 1515 Clay Street Room 301

Oakland, CA 94612

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Table of Contents

1. Statement of Work

1.1 Scope, Tasks, and Deliverables

1.2 Minimum Requirements of Bidders

1.2.1 California State Qualified

1.2.2 Insurance Requirements

1.2.2.1 Workers’ Compensation and Employer Liability Coverage

1.2.2.2 Meet ORIM Requirements

1.2.2.3 Additional Insured

1.2.2.4 Certificate of Insurance

1.2.2.5 Requirements to Notify DIR of terminated Insurance coverage

1.2.2.6 30 Day Notice to cancel from Insurer

1.2.2.7 Change of Carriers, Lapses, Expiration, or Cancellation of Insurance

1.3 Post-Award Contract Performance

1.3.1 Project Management

1.3.2 Other Requirements

2. Contract Term and Budget/Cost Limitations

3. Key Action Dates

4. Contact with DIR during RFP Process

5. Bidder Questions and Bidder’s Conference

5.1 Bidder Questions

5.2 Bidders’ Conference

6. Required Proposal Elements and Information

7. Evaluation Process

7.1 Overview

7.2 Phase I: Technical Evaluation

7.2.1 Minimum Qualifications

7.2.2 Application of Administrative Points

Adjustment for DVBE Incentive

7.2.3 Proposal Evaluation Criteria

7.3 Phase II: Interviews

7.4 Evaluation Methodology

7.5 Phase III: Cost Evaluation and Final Scoring

7.5.1 Total Cost Points

7.5.2 Adjustment for TACPA Preference Program

7.5.3 Adjustment for Small Business Preference Program

8. Other Important Information for Bidders

8.1 Addendum

8.2 Eligibility

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8.3 Confidentiality of Bids

8.4 Payment

8.5 Travel Costs

8.6 Printing Services under this RFP

8.6.1 Authorization

8.6.2 Small Business/DVBE Sub-Contracted Printers

9. Conflict of Interest

9.1 General Description

9.2 Rules Relating to Current and Former State Employees

10. Submission Procedure

11. Award and Protest

12. Disposition of Proposals

13. Agreement Execution and Performance

14. Preference and Incentive Programs

14.1 Commercially Useful Function

14.2 DVBE Incentive Program

14.2.1 DVBE Submission Requirements

14.2.2 Required DVBE Participation Forms

14.3 Small Business Preference Program

14.3.1 Small Business Submission Requirements

14.3.2 Required Small Business Participation Forms

14.4 TACPA Preference Program

ATTACHMENT 1 – PROPOSAL CHECKLIST

ATTACHMENT 2 –CONTRACTOR CERTIFICATION CLAUSES (CCC-307)

ATTACHMENT 3 – MINIMUM REQUIREMENTS AND REFERENCES

ATTACHMENT 4 – DVBE DECLARATIONS (STD 843)

ATTACHMENT 5 – BIDDER DECLARATION (GSPD-05-105)

ATTACHMENT 6 – PROPOSAL/PROPOSER CERTIFICATION SHEET

ATTACHMENT 7 – DARFUR CONTRACTING ACT CERTIFICATION

ATTACHMENT 8 – SMALL BUSINESS AFFIDAVIT

ATTACHMENT 9 – COST PROPOSAL/BID SHEET

ATTACHMENT 10 – PAYEE DATA RECORD (STD 204)

ATTACHMENT 11 – COMMERCIALLY USEFUL FUNCTION CERTIFICATION

ATTACHMENT 12 – CONFIDENTIALITY & SECURITY OF DIR INFORMATION

ATTACHMENT 13 – ACKNOWLEDGMENT OF CONFIDENTIALITY

ATTACHMENT 14 – ASSIGNMENT OF WORK /RESTRICTED LICENSE REGARDING DELIVERABLE

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Introduction

In the opinion of the Department of Industrial Relations (DIR), this Secondary RFP is complete and without need of explanation. If you have questions or need any clarification of information contained herein, please post your questions on CSCR at: https://caleprocure.ca.gov/pages/index.aspx

In submitting a response to this RFP, it is each Bidder’s responsibility to:

Carefully read the entire RFP, including all referenced web addresses, regulations, orders and statutes cited in this document.

Post questions in the CSCR by the required date.

Submit all required bid elements and information, completed to the best of the Bidder’s ability, by the required dates and times.

Submit all cost/rate information in a separate sealed envelope in compliance with “Detailed

Cost” requirements.

Note: Providing cost and/or Rate information in any other area of the proposal may result in rejection of your submission and exclusion from further participation with this procurement.

1. Statement of Work

Background

The Department of Industrial Relations (DIR) was established to ensure employers maintain safe working conditions and to educate California’s wage earners.

Occupational heat illness is a serious condition that can lead to short term disability and death. Heat-induced occupational illnesses, injuries, and reduced productivity can occur with excessive exposure to a hot work environment. Heat-induced disorders include transient heat fatigue, heat rash, fainting, heat cramps, heat exhaustion, and heat stroke.

In July 2005, there were twelve reported heat-related deaths due to a significant heat wave which prompted the promulgation of emergency heat regulations which took effect August 22, 2005.

Enforcement of the emergency heat regulations signed in 2005 and their amendment in 2010 to address high heat procedures for industries with the highest risk to workers has significantly reduced the number of heat-related deaths in the workplace. In 2006, eight fatalities of outdoor workers were confirmed as heat-related. In 2014, there was one confirmed occupational heat-related death.

The permanent regulations became effective July 27, 2006 and amendments which strengthened and clarified the ordinance went into effect May 1, 2015. The heat illness prevention regulation requires training for all employees and supervisors about heat illness prevention. This training includes providing enough free, fresh, and suitably cool water so that each employee can drink at least one quart per hour, and encourage them to do so; providing shade for workers when the weather exceeds 80 degrees

Fahrenheit, and ensure there is enough shade to accommodate all workers on recovery and rest periods. Employees are also allowed and encouraged to take preventive cool down rests in the shade to https://caleprocure.ca.gov/pages/index.aspx

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Cal/OSHA Heat Illness Prevention Standard.

Occupational Fatalities Confirmed Heat Related 2006 - 2014

Year ‘06 ‘07 ‘08 ‘09 ‘10 ‘11

‘12

‘13

‘14

Totals

Agriculture 3

1 2 9

Construction

1 1 1

2 1 1 7

Landscaping 2

1 3

Manufacturing 1*

Fire 1 1

Oil & Gas Extraction

Other 2

1 5

Totals 8 1 6 1 2 2 3 4 1 28

* = Indoors

Purpose

The Department of Industrial Relations is seeking a contractor to manage DIR’s media and outreach campaign for the 2016 and 2017 summer heat seasons to educate at-risk wage earners and their employers with information on heat illness prevention at outdoor worksites; and to inform wage earners of their rights and employers of their responsibilities under California law. The goal of the media campaign is to reduce the incidence of heat-related illness and death among non-English speaking outdoor workers in California.

To meet the goals of the project, the contractor will complete the primary objective by educating non-

English speaking, at-risk workers and their employers on how best to prevent heat-related illness, as well as to inform them of their rights and responsibilities under the law.

Existing print, audio, video and digital materials that were developed for the heat illness prevention campaign in FY 2009/2010 will need to be updated by the winning bidder; tasks are included in the statement of work.

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1.1 Scope, Tasks, and Deliverables

Scope

The winning bidder shall be expected to meet the goals and objectives described in this section. The respondent awarded the contract shall be responsible for completing all aspects of the finalized 2016 and 2017Summer Media Campaigns. The 2016 Media Campaign proposal submitted by the awarded respondent is subject to revision or alteration after review by the Department of Industrial Relations.

The contractor shall update and submit a media campaign for 2017 based upon the results of the prior year(s). The submitted 2017 media campaign is subject to revision or alteration after review by the

Department of Industrial Relations

The respondents are highly encouraged to review the media cost sheets from 2011 through 2014 develop their media plan. See Attachment A.

Summer Media Campaign Requirements

The media plan will specify the strategic and optimal placement of print and radio media that delivers the preventative and cautionary heat illness information to the targeted market communities in the neighborhoods where outdoor workers live.

The media plan will propose a specific media deployment schedule for the months April through

September and meet the following requirements:

Target Market

The primary target market of the submitted media plan is non-English speaking wage earners with an annual income of less than $50,000 working in the construction, agriculture, and landscaping industries.

The secondary target market of the submitted media plan is employers and front-line supervisors of outdoor workers in the construction, agriculture, and landscaping industries.

Geographic Markets

The proposed media campaign will prioritize high risk heat illness regions where agricultural, construction, and landscaping activity occurs in California to including but not limited to the inland, desert, central valley, and Sacramento areas.

Language

Outdoor media will be distributed in various languages as proposed by bidder and approved by DIR.

Prior campaigns have distributed media in Spanish, English, Hmong, and Punjabi.

Media Mix

The submitted media plan shall include radio and outdoor print media, representative of the primary and secondary target markets. Outdoor media may include billboards, wall-graphics at community

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The media mix budget/cost from prior year media campaigns from 2011 to 2014 consisted of the following media mixes:

Radio advertising: Approximately 50% of total media campaign budget.

Outdoor advertising: Approximately 50% of total media campaign budget.

Radio spots: Media plans from past years provide benchmarks for the optimal timing of spots, stations that reach the target audience and volume. The bidder is expected to propose which radio stations and specific languages the radio spots will air. Radio spots in prior campaigns were aired in Spanish, English, Hmong, Punjabi, and Mixteco languages.

Outdoor Advertising: Outdoor advertising shall be targeted in locations where the target market lives or vehicle routes used by the target market to and from work locations. Outdoor Advertising will be displayed in color and in the target languages. It includes:

Billboards placed strategically near major roads and highways.

Wall graphics: graphic advertising, to be prominently displayed on the walls of markets, convenience stores and other small businesses used by farm and construction workers.

Related outdoor advertising may include: advertisements on the outside of buses, catering trucks that serve construction and farm work sites, or vans used to transport workers. Rationale must be provided on how it reaches target audience.

Tasks

Complete all tasks of the final approved media plan for each year which include, but are not limited to:

1. Submit a finalized 2016 and 2017 media campaign that is approved by DIR. The finalized media plan shall be based upon the proposed media plan submitted under this RFP. The media shall include, but is not limited to: documenting overall strategy, contacting individual stores, food trucks, and other locations to secure authorization to place posters on exterior walls, finalizing media purchases and placement, providing the strategy for assessment and documentation of process and outcome measures from the campaign, and obtaining final approval to proceed.

2. Revise, modify, and update existing print media and radio spots from prior campaigns. Activities include, but are not limited to: (a) meeting with DIR to collaborate and understand requirements driving script and/or print text changes; (b) proposing changes of content and tone for both English and non-English media to include translation of content; (c) obtaining necessary technical facilities, equipment, software, and personnel to update or replace existing media to include voiceover talent, recording facilities, recording equipment, computers; (d) collaborating with DIR legal to obtain necessary legal releases; and (e) executing modifications

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3. Complete all tasks under the final approved media plan for each year which include, but are not limited to: (a) meeting with DIR to finalize the final approved media plan, (b) specifying outdoor materials to be ordered by the DIR Project Manager and/or printed at the Office of State

Publishing, (c)preparing and distributing outdoor media, (d) negotiating and entering into contracts with radio broadcasters to air media spots, (e) managing employees and sub-contractors including payments , (f) printing (or subcontracting to print) billboards, commuter van signage, and wall graphic signage, subject to section 8.6 of this RFP, (g)verifying that print media is properly displayed and radio media has been aired(radio companies, food providers, billboard companies) as specified under the approved media plan, and (h) monitoring locations and replace missing or damaged outdoor materials during media campaign period.

4. Track media presence throughout the summer 2016 and 2017 Media Campaigns to include documenting all outdoor and radio placement and monthly monitoring of all graphic media placement and provide post campaign reports and analysis of effectiveness.

Deliverables and Proposed Schedule

1. Key Project Deliverables

Provide a campaign strategy with proven success using the same kind of approaches with similar audiences.

Provide metrics for assessment and documentation of process and outcome measures from the campaigns.

Finalize 2016 and 2017 Media Campaigns with DIR Project Team.

Provide reports of tracked media presence throughout the 2016 and 2017 summer season including all outdoor and radio placement.

Provide a summary report of media buys and the added value placement obtained for this year’s effort.

Provide final versions of print and radio media developed, modified, or updated during the course of the agreement to include locked versions that cannot be changed as well as the final version in a format that may be edited. Example: PDF Version and an unlocked Photoshop version of the same document.

Provide draft versions of documents and media spots as requested by DIR.

Provide a final media exposure effectiveness report no later than 60 days after the conclusion of the campaign. The report should include photos of outdoor print advertisements as well as detail on locations.

2. Monthly Status Report

The contractor shall submit a written monthly status report to the DIR Project Manager describing progress of activities and deliverables required of the contractor. Reports must reference the tasks, schedule and progress to completion, and address any identified risks and project issues, as follows:

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Deliverable Description: The report must specify the work performed and the number of hours used/spent by each of the contractor’s staff for each period, the status of any incomplete work, the upcoming activities as well as work performed in the prior month. If any activity or work scheduled for current period is not completed, the activity of work shall be included as part of the following period’s upcoming activity or work.

Delivery Date: 5th day of the month for all activity in the prior month.

Deliverable Accepted By: DIR Project Manager

OTHER ITEMS

Location of Services

All services are provided remotely off-site; however, contractor may be required to meet with DIR personnel on-site or at a third party location.

Travel Expenses

The contractor shall bear all travel expenses related to the performance of work by the staff required in this RFP, including any travel charges, unless otherwise indicated in the RFP (i.e. the per hour charge offered by the contractor shall include all contractor expenses).

Confidentiality and Security of DIR Information

In carrying out its responsibilities under this agreement, Contractor shall abide by the terms and conditions regarding the confidentiality and security of DIR Confidential Information as set forth in

Attachment 12.

Ownership of Deliverables

DIR shall own all deliverables created, modified, or used in the course of the contract executed under this RFP. Terms are set forth in Attachment 14. Contractor shall have a limited license with respect to the foregoing.

Sub-Contractors

The contractor may use sub-contractor(s), but such subcontractor(s) shall be subject to all requirements, terms, and conditions specified in Government Code Section 14837(d) (4). The contractor, if using a subcontractor(s), must abide by the State contracting rules, which state that contractors acting as fiscal agents are prohibited. Specifically, the language is as follows:

“When a subcontractor ultimately performs all the services that a prime contractor has agreed to provide, and the prime contractor only handles the invoicing of expenditures, then the prime contractor’s role becomes that of a fiscal agent because it is merely administration in nature. It is unacceptable to use fiscal agents in this manner…”

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Monitoring of Contract Performance

1. The Departmental Project Coordinator(s) will review all reports for technical quality and compliance with the contract terms. At the discretion of the DWC and CHSWC, specifications for revisions will be set forth by the Departmental Project Coordinator(s) in writing and are binding on the Contractor insofar as the specifications do not exceed the scope of the work required in the contract. The Contractor must revise and deliver to the Departmental Project Coordinators within fifteen (15) working days any product deemed unacceptable by the Departmental Project Coordinator(s).

2. Any product submitted and found unacceptable by the Departmental Project Coordinator(s) will be rejected and, at the discretion of DWC and CHSWC: (1) the cost of revising the product to make it acceptable to the Departmental Project Coordinators will be absorbed by the Contractor; (2) the cost of work not satisfactorily performed will be withheld; or (3) the contract will be canceled for nonperformance. A total of 10 percent of the total contract amount will be withheld, pending submission and acceptance of the final report. This amount will be paid within 30 days of report submission upon receipt of an appropriate invoice, unless written notification of noncompliance is provided by the Departmental Project Coordinators.

3. All reports should be suitable for public disclosure. There should be no individually identifiable information in the results of this study.

4. The Contractor is required to obtain prior approval from the Departmental Project Coordinator(s) before changing project management personnel or professional/technical staff members. The qualifications of proposed staff replacements must be reviewed and approved by the Departmental Project Coordinator(s) prior to the assignment.

State Responsibilities

DIR’s responsibilities associated with the contract let under this RFP are specified below.

1. Provide and schedule personnel to review and approve the contractor’s 2016 and 2017 Final Media

Campaigns.

2. Review work completed by the contractor based on the monthly status report as specified in the

Scope of Work. It shall be DIR’s sole determination as to whether any of Scope of Work has been successfully completed.

3. DIR shall provide the current graphic and radio media content to include radio public service announcements (PSA’s) and outdoor media to include billboards, wall-graphics and print advertising.

The 2016 and 2017 heat illness prevention campaigns will utilize print, audio, video and digital materials, creative concepts and social marketing developed in FY 2009/2010 that shall be modified by the contractor, with input from DIR. The current campaign information is posted at http://www.dir.ca.gov/DOSH/HeatIllnessInfo.html and http://www.99calor.org/english.html .

The 2016 and 2017 media campaigns shall leverage the efforts and materials from prior campaigns that have been ongoing since 2010.

http://www.dir.ca.gov/DOSH/HeatIllnessInfo.html http://www.99calor.org/english.html

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4. Assign licensing rights for use of existing media intellectual property as well as any new intellectual property developed under contract.

5. Designate staff to have primary responsibility for program liaison activities under the Agreement, including coordination activities, and meeting as needed to further define specific program needs and procedures.

1.2 Minimum Requirements of Bidders

Contractors responding to this RFP are expected to provide qualified resources to complete the specified work in the specified timelines required. The required and desired qualifications are classified in the following categories:

Mandatory—These are qualifications that the respondent must possess; the degree by which each individual meets the qualification would vary. If any of the mandatory qualifications is not met by any of the proposed contractor staff, the offer is deemed non-responsive.

Desired - These qualifications are not required, but have been identified as important or significant to successfully completing the contract tasks and deliverables.

The bidder will submit sufficient information and/or samples from media campaigns to support requirements to include the type of media placed, target market, contact information for which the media campaign was completed, and any post media campaign assessments.

Req.

ID

Requirement

Category

Requirement

M-1 Mandatory At least three (3) years’ experience in designing, administering, and completing advertising and media campaigns that demonstrate successful execution of multilingual and/or diverse cultural ethnic media campaigns targeted at limited English audiences in California.

M-2 Mandatory

A minimum of three prior media campaigns of similar size, scope and/or target market of this RFP and used radio and outdoor advertising to deliver key campaign messages. Respondent shall submit up to 5 samples of work illustrating the bidding contractor’s operational effectiveness, execution capabilities, and/or creative strengths. Samples include but are not limited to the following:

- Radio ads on a CD;

- Print ads (5” X 7” or 8” X 10” photos are acceptable);

- Public relations campaign studies (with photos or other materials);

- Additional items other than TV, print, or radio

D-1 Desired 2 years of experience -or- two or more media campaigns completed for a

California State Agency or other government entities.

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1.2.1 California State Qualified

The contractor must be qualified to do business in California. Please review the CONTRACTOR

CERTIFICATION CLAUSES (CCC-307) – Attachment 2

1.2.2 Insurance Requirements

Contractors must submit evidence of insurance –or- evidence of insurability such as a letter from an insurance company indicating that contractor is insurable under the following requirements. Actual evidence of insurance will be required during the contract execution period.

1.2.2.1 Workers’ Compensation and Employer Liability Coverage

Contractor shall maintain statutory workers’ compensation and employer’s liability coverage for all its employees who will be engaged in the performance of the contract, including special coverage extensions where applicable. Employer’s liability limits of $1,000,000.00 shall be required.

1.2.2.2 General Liability Insurance

Contractor shall maintain general liability with limits of not less than $1,000,000.00 per occurrence for bodily injury and property damage liability combined and furnish to the State a certificate of insurance stating that this coverage is presently in effect for the Contractor. The policy shall be in effect at all times during the term of this contract. The policy shall include coverage for liabilities arising out of premises, operations, independent contracts, products, completed operations, personal and advertising injury, and liability assumed under an insured contract. This insurance shall apply separately to each insured against whom claim is made or suit is brought subject to the Contractor’s limit of liability.

1.2.2.3 Professional Errors and Omissions Insurance

Contractor shall maintain professional errors and omissions with limits of not less than $500,000.00 per occurrence.

1.2.2.4 Umbrella Policy Coverage

Contractor shall maintain umbrella policy coverage of not less than $1,000,000 per occurrence.

1.2.2.5 Meet ORIM Requirements

Evidence of insurance shall meet the requirements specified in the Agreement and shall be of a form and content acceptable to Department of General Services, Office of Risk and Insurance Management

(ORIM).

1.2.2.6 Additional Insured

This policy must include the DIR as additional insured, but only insofar as the operations under this contract are concerned, and must provide the additional insurance language as follows: “The State of

California, its officers, agents and employees are included as additional insured, but only with respect to work performed for the State of California under the contract.”

1.2.2.7 Certificate of Insurance

The certificate of insurance shall be issued by an insurance company, or be provided through partial or total self-insurance, acceptable to DGS/ORIM.

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1.2.2.8 Requirements to Notify DIR of terminated Insurance coverage

Contractor is responsible to notify the DIR within five (5) business days of any cancellation, non-renewal or material change that affects required insurance coverage.

1.2.2.9 30 Day Notice to cancel from Insurer

The certificate of insurance shall provide that the insurer shall not cancel the insured’s coverage without thirty (30) days prior written notice to the DIR.

1.2.2.10 Change of Carriers, Lapses, Expiration, or Cancellation of Insurance

In the event said insurance coverage changes, lapses, expires, or is cancelled at any time or times during the term of the Agreement, Contractor shall provide at least thirty (30) days prior to said date a new certificate of insurance evidencing insurance coverage as provided for herein for not less than the remainder of the term of the Agreement, or for a period of not less than one (1) year. New certificates of insurance are subject to the approval of DGS/ORIM. Contractor agrees that no work or services shall be performed prior to required approvals. In the event Contractor fails to keep current and in effect at all times, insurance coverage as herein provided, the DIR may, in addition to any other remedies, terminate the Agreement.

1.2.3 Licenses

No License Requirements

1.3 Post-Award Contract Performance

Once a contract has been awarded, the contractor is expected to perform the following initial tasks, listed hereunder.

The first tasks will be to:

(1) Meet with DIR team members to establish a contact list of collaborating DIR Team members.

(2) Meet with DIR project manager to clarify any additional or unclear tasks that need further clarification.

(3) Meet the DIR Director to understand the high level executive direction and perspectives in regards to the overall tone of the final delivery of the project.

1.3.1 Project Management

The following are project management and performance specifications setting forth under the awarded contract.

(1) Provide and implement a well-organized and complete plan for all activities, tasks, and milestones;

(2) Provide competent and qualified experts in all technical and administrative areas;

(3) Meet the terms of the Agreement in a cost-competitive manner within specifications, budget, and schedule;

(4) Monitor Contractor resources and expenditures to ensure fulfillment of project goals and objectives within the approved budget;

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(5) Monitor and track quality of performance, staff, subcontractors, and other relevant factors to ensure contract compliance and excellence;

(6) Respond to the identified workload in a timely manner and consistently meet all work product and event deadlines;

(7) Identify and report problems in a timely manner and recommend and implement solutions;

(8) Meet regularly with DIR staff as required by the DIR Project Manager to discuss progress, needs, problems, solutions, and deliverables;

(9) Understand and comply with the DIR’s administrative processes and procedures;

(10) Acquire approval from the DIR Project Manager and Contracts Manager for expenditures that were not individually listed in the Cost Sheet, prior to undertaking such expenditure;

(11) Acquire approval from the DIR Project Manager for any replacement, substitution or addition of staff under the contract;

(12) Acquire approval from the DIR Project Manager and Contracts Manager for any replacement, substitution or addition of any sub-contractor under the contract.

1.3.2 Other Requirements

The performance of the contract associated with this RFP includes all administrative costs associated with the statement of work and any costs associated with the compliance of all government requirements.

Invoicing and Payment

Abide by all DIR-required policies and procedures related to invoicing and payment. Payments shall be made in arears for services satisfactorily provided. All invoices shall be subject to 10% withhold as required by the State Contracting Manual Vol. 1, until the all deliverables under contract are accepted.

Sub-contractor Records and Other Government Reporting Requirements

Prime Contractor is responsible to collect and retain all sub-contractor records associated with the scope of work and government reporting requirements to include but not limited to Small Business and DVBE reports, progress reports, all deliverables, and presentations.

Notification of all issues effecting work under agreement The Contractor is responsible to notify DIR of any issues that might affect the quality of materials, quality of work, safety, and/or the timelines established or associated with the services provided.

Change Orders Upon notification of issues, DIR and Contractor shall discuss and determine if a change order should be executed to address identified issues.

Contract Amendments Any contract amendments require DIR and contractor to execute a Std. 213a, and approval by DGS, if required. The contract awarded pursuant to this RFP may be amended in compliance with the State Contracting Manual Volume 1, including but not limited to section 3.09 and 5.81.

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2. Contract Term and Budget/Cost Limitations

Term

The term of the contract executed in response to this RFP is estimated to be one year and nine months with the estimated agreement dates from approximately April 1, 2016 to December 31, 2017.

The contract will have two (2) one-year options to extend the contract under the same rates specified under the original contract.

Budget/Cost Limitations

Contractors are expected to provide their most competitive bid associated with this RFP.

The 2016 summer season budget is $225,000.

The 2017 summer season budget is $225,000.

3. Key Action Dates

Key Action Date Time

RFP Release Date – Posted on the CSCR January 29,2016

Bidder’s Written Questions Submittal Deadline

Submitted via the CSCR

February 14, 2016 8:30 pm Pacific Time

DIR Written Answers Due Date

Posted on the CSCR

February 17, 2016

Bid Proposals from Contractors Due Date* March 1, 2016 4:00 pm Pacific Time

Phase I – Technical Evaluation and Scoring of Proposals March 2, 2016 To March 9, 2016

Phase II – Interview of bidding contractors March 10, 2016 To March 17, 2016

Phase III – Cost Calculations and Application of socio-economic adjustments

March 18, 2016

“Intent to Award” March 18, 2016

Protest Period (5 Business Days) March 18, 2016 To March 25, 2016

Proposed Contract Award Date March 28, 2016

Notes:

* All key actions dates are estimated and subject to change EXCEPT the Bid Proposal Due Date which cannot be changed except by an official addendum/version posted on the CSCR.

Please refer to the CSCR located at https://caleprocure.ca.gov/pages/index.aspx as you develop your proposals for the latest information.

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4. Contact with DIR during RFP Process

Prospective contractors who intend to submit bids shall NOT contact any DIR employees or current DIR contractors regarding the proposed work associated with this RFP except as prescribed under this RFP.

Any discussion or inquiry regarding this RFP may result in the disqualification of proposal or contract award. This requirement is to ensure a fair and equitable process in awarding a contract based upon merit.

5. Bid Questions and Bidder’s Conference

5.1 Bid Questions

Bidders requiring clarification of the intent or content of this RFP or on procedural matters regarding the competitive bid process may request clarification by submitting written questions on the CSCR. To ensure a response, questions must be received, in writing, by the scheduled date specified in RFP

Section - Key Action Dates. If you have questions or need any clarification of information contained herein, please post your questions on CSCR at: https://caleprocure.ca.gov/pages/index.aspx

Questions received after the dates indicated will only be answered by the DIR as time allows as solely determined by the DIR, and therefore may remain unanswered.

Question and Answer sets will be provided to interested parties via posting on the CSCR without identifying the submitters. At the sole discretion of the State, questions may be paraphrased by the

State for clarity.

Questions must be submitted in writing on the CSCR by the schedule in the Key Action Dates.

Only written questions and written answers released by the RFP representatives shall be binding upon the parties submitting bids and the State. Oral answers shall not be binding on the State.

5.2 Bidders’ Conference

This RFP does not have a Bidder’s conference.

6. Required Proposal Elements and Information

Bidders must possess required licenses, insurance, and equipment as well as demonstrate the experience and expertise of the proposed team to complete duties described in the Section 1: Purpose and Description of Services.

Required Documents

The elements of a complete submission are defined below in two volumes.

Volume #1 is the proposal that does NOT contain any cost information. Cost information includes but is not limited to: Individual Rates of Staff, Total Cost Bid, Cost of deliverables or sub-components of the proposal, and the cost of sub-contracted personnel or services. Volume #2 is the cost information that must be sealed in a separate envelope and labeled “Volume 2 – Cost Information”

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The required documents and forms must be delivered in one package.

A list of the items required is found in Attachment 1. Failure to provide required items in attachment 1 may result in rejection of the proposal.

Volume 1 – Proposal (No Cost Information)

DO NOT INCLUDE RATES OR ANY COST INFORMATION in Volume 1 Documents.

1) Cover Letter and Executive Summary are designed for the contractor to demonstrate the experience and technical expertise of the individual or team to perform the tasks and complete work described in the SOW.

The cover letter must be signed by an individual who is authorized to bind the firm contractually. The cover letter must indicate the title or position that the individual holds in the firm. The signed cover letter must be on the contractor’s official business letterhead stationery.

• Cover Letter (which is an integral part of the Offer) shall introduce the firm and provide compelling arguments as to why the DIR should select their firm to complete work under this RFP. These arguments should include the requirements listed in this RFP to include but not limited to prior experience, similar projects completed, technical expertise, project management expertise, availability of resources, and ability to meet deadlines.

• Executive Summary should contain a salient overview of the contractor’s bid. It must condense and highlight the contents of the bid to provide a high level understanding of the entire bid and to facilitate the review of the bid by the State.

If the bid is made under a fictitious name or business title, the actual legal name of contractor must be provided.

2) Conflict of Interest Statement and Disclosure All bidders must complete and sign CCC-307 which includes the Conflict of Interest Certification. Should any conflict of interest exist between the business activities of the proposing firm or its individuals and the interests of the proposed study, additional documentation and disclosure describing the conflict must be attached. (See Conflict of Interest Section)

3) Minimum Qualifications and Experience and References Contractors must provide support that they possess the qualifications and requirements specified in Section 1.2. Failure to provide the necessary support may result in a proposal to be rejected and deemed nonresponsive. The requirements listing project titles, staff members, and dates of contract award and completion may be submitted using Attachment #3. Attachment #3 is provided as a guide.

The actual form is not required, but recommended.

4) Resumes for Key Team Members and Sub-Contractors Bidders shall provide current resumes of all key team members; this includes all participants from the bidder and all Sub-contractors.

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DO NOT INCLUDE RATES OR ANY COST INFORMATION.

5) Work Plan, Methodologies, Approach, and Relevant Team Experience The bidders shall prepare a work plan and schedule for project completion contained within the

Statement of Work. The work plan submitted shall be a proposed 2016 Summer Media Campaign that meets the goals and objectives described in section 1.

The work plan should (1) provide a general approach and overall design of the media plan, (2) propose the geographic regions and distribution where print and/or radio media will be deployed, (3) propose the languages media will be distributed based upon geographic distributions, (4) describe the proposed methods and approaches the contractor will take to update print and radio media as well as meet requirements under the Statement of Work; also specify the relevant work experience for the team members and of significant contribution they bring to the proposed project team, (5) provide specific tasks and milestones by which the tasks, deliverables, and progress can be measured by the DIR evaluation team and project manager.

The respondents are highly encouraged to review the media cost sheets from 2011 through 2014 develop their media plan. See Attachment A.

6) Sample Work Products/Reports Provide copies of prior media campaigns recently completed (or current) client projects that will support a demonstrated history of providing high quality services and work products specified under the scope of work. The work samples will be evaluated for the understanding of managing a complex, multilingual ethnic media campaign using radio and print materials. If possible, the sample media campaigns should have been executed by a significant portion of the proposed team members. If the proposer has performed work for the DIR in the recent past, provide a sample report from that project if possible.

7) All other required forms or documents specified in Attachment 1

Volume 2 – Cost Information

The Cost Sheets must be submitted in hard copy and in a separate sealed envelope marked "Do Not

Open – Costs for RFP 3615”.

Bidders shall submit all costs to complete all work as specified in this RFP using the format as illustrated in the Cost Sheets in Attachment 9. Bidders may add rows to the Cost Sheet, if necessary, and provide more detail in the Cost Sheet for the DIR’s evaluation purpose.

This RFP is for Services only.

The RFP does not authorize the inclusion of any goods, supplies and equipment. The contractor is responsible to provide all supplies and equipment associated with the requirements under this RFP. The detailed cost sheet shall NOT include any goods or charges for use of goods or equipment. Any goods or quasi-goods line items included in the cost sheet shall not be incorporated into the final agreement.

The Cost information shall be submitted as follows:

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1. Cost Summary - Attachment 9 – Example A

The cost summary is a high level cost of the each project media plan as indicated in Attachment 9A.

The bidders shall submit separate cost sheets for each campaign year (2016 and 2017 media plans). Any invoiced items of the contractor awarded work under this RFP, which are not included in the accepted

Cost Sheet, may be rejected and denied for invoice payment. The two cost summary sheets have the following components:

Hourly Rates

Bidders shall submit the hourly labor rates and role for each team member that will perform work under the submitted proposal. The hourly rates submitted for each role shall be fixed for the life of the contract awarded through this RFP. The RFP and subsequent contract do NOT authorize any rate increases (COLA, Tiered Rates, or other multiple level rate structures) during the life of the contract).

Activity Costs

The cost for each major activity: (a) Radio Spots and (b) Outdoor Media

Other Costs

Any other authorized costs, for which the contactor seeks compensation under the Statement of Work.

Note: Travel expenses shall not be reimbursed by the State as a separate line item on the cost sheet.

Bidder is expected to include travel costs as an overhead cost included in the hourly rates in the bid price. Most RFP’s are for services only; equipment and supplies are not authorized unless specifically cited in the RFP.

Total Cost Bid

Bidders shall provide the total cost that identifies all billable costs for each campaign year (2016 and

2017) to perform the scope of work indicated in Section 1.

2. Detailed Cost Sheet - Detailed Cost Proposal by Activity – Example B

The Bidders shall submit detailed costs associated for each activity as indicated in Attachment 9B.

The costs of all tasks, services, and/or milestones cannot exceed the bidder’s total cost/budget submitted in the cost summary. Any Small Business (SB) and/or DVBE Participant(s) status should be indicated on the detailed costs sheets.

7. Evaluation Process

A responsive bid is one, which meets or exceeds the minimum requirements stated in this RFP.

7.1 Overview

The DIR Contracts office will conduct an initial bid compliance check to determine whether or not a bidder’s package is complete in conformance with the submission requirements of this RFP.

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This includes but not limited to ensuring that (1) all documents are included and properly signed in the proposed’s bid, (2) all forms as stated on Attachment 1 – Bid Checklist are submitted to include Preference Program documentation for Small Business, Micro-business, Disable Veteran

Business Entities , Non-Small Businesses sub-contracting with Small Business, and Target Area Contract

Preference Act (TACPA), if applicable; (3) Rates, labor hours, and/or cost information is contained only in the sealed cost bid envelope, (4) The cost bid worksheet and contractor rates are provided in a separate sealed envelope.

If the proposal package does not meet the submission requirements or is incomplete, then those bids may not be forwarded to the Evaluation Panel for the Phase I by the DIR’s Contracts Office.

The non-compliant bidder will receive a letter from the DIR Contracts Office explaining the reason their bid did not advance to Phase I.

During the evaluation phases, the DIR will evaluate bids, interview bidders, and analyze costs to determine responsiveness to the DIR’s needs. A selection panel comprised of no less than three (3) DIR personnel will determine the bidder who will be awarded a contract.

The bidder’s package will be evaluated under the specified rating criteria in Phase I and II.

The bidder who meets the minimum requirements and has the highest adjusted score, after application of preferences and incentives shall be awarded the contract.

The evaluation sequence is summarized in the following table:

Evaluation Description Maximum Value

Phase I: Technical Evaluation

1 Proposal Evaluation (Response to Requirements) 40

2 Experience and Qualifications 20

3 Quality of Response 10

4 Quality of Sample Work Products 20

5 Phase II: Bidder Interviews 30

6 Administrative Points (DVBE) 10

Phase I/II: Total Administrative and Technical Points 130

Phase III : Cost Evaluation and Final Scoring

7 Cost Evaluation and Final Scoring 70

Total Points (Sum of Non-Cost, Cost Score) 200

8 Small Business Preference Points 10

Final Score after Small Business* 210

* In the unlikely event of a tie bid, the tiebreaker will be decided using a coin toss as indicated in SCM Volume 1

Section 5.4.5. Such an event will be observed by witnesses. The affected bidders will be invited to attend.

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7.2 Phase I: Technical Evaluation

7.2.1 Minimum Qualifications

During this evaluation phase, the DIR will evaluate each bid for minimum requirements to determine responsiveness to DIR’s RFP requirements.

Each bid will be checked for the presence or absence of required minimum requirements or qualifications outlined in Section1.2 and in Attachment #1. Bids that do not meet minimum requirements may not be forwarded for evaluation.

7.2.2 Application of Administrative Points

Administrative points will be applied at the end of this phase. Application of DVBE points is subject to the provisions of the Small Business Preference Program and DVBE incentive program.

Adjustment for DVBE Incentive

There is an incentive for DVBE participation up to 5% of the Technical and Cost points.

Example: The example below is based upon total Technical & Cost score of 200 points.

Note: If there is a minimum requirement of 3%, then the DVBE Incentive Points box should state “Non-

Compliant” in the three rows with percentages below 3%.

Confirmed DVBE participation of:

DVBE Incentive Points (Based upon 200 Total Technical/Cost Score)

5.00% and above 200 pts * 5% = 10

4.00% to 4.99% 200 pts * 4% = 8

3.00% to 3.99% 200 pts * 5% = 6

2.00% to 2.99% 200 pts * 5% = 4

1.00% to 1.99% 200 pts * 5% = 2

0.00% to 0.99% 0 Points

The award of DVBE incentive points cannot be used to achieve any applicable minimum point requirements.

Note: The application of DVBE incentive points may not displace an award to a DGS certified Small

Business; however, a non-small business bidder that receives a 5% small business incentive using subcontractors may be displaced by the application of the DVBE incentive.

The DVBE incentive points are added to the total technical score.

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7.2.3 Proposal Evaluation Criteria

Propos…