Secondary_RFP_CSSSA25101,_CSSSA_Host_Site.pdf

State of California California State Summer School for the Arts

Secondary RFP CSSSA25101, CSSSA Host Site

California State Summer School for the Arts (CSSSA) 7801 Folsom Boulevard Suite 104, Sacramento, CA 95826 https://www.csssa.ca.gov/

SECONDARY REQUEST FOR PROPOSAL (RFP)

HOST SITE

Notice to Prospective Proposers

Secondary RFP Number CSSSA25101

July 18, 2025

The California State Summer School for the Arts (CSSSA) is soliciting proposals to procure labor, materials, tools, supplies, facilities, housing, food, personnel, equipment, and all other services, goods and conditions needed for Contractor to meet CSSSA’s requirements to serve as host site for the CSSSA Summer Program beginning in 2026 and ending in 2028, with the option to renew for

2029 and 2030.

You are invited to review and respond to this Secondary Request for Proposal (RFP), entitled CSSSA25101, CSSSA Host Site

Services.

This RFP is advertised on the Cal eProcure website and the award for the RFP will also be posted at:

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

In submitting your proposal, you must comply with all instructions herein.

a) For Proposers that belong to a government entity (state college, state university, authorized CSU Campus auxiliary organizations, etc.) all agreements entered with the State of California will be adapted to meet the requirements of AB20

Model Agreement and include the University Terms and Conditions (UTC) for state colleges, universities, community colleges, and authorized CSU Campus auxiliary organizations. The UTC can be viewed and downloaded here:https://www.ucop.edu/research-policy-analysis-coordination/_files/cma_documents/exhibit-c_utc-220_feb_2020.pdf

b) For Proposers that belong to a private entity (sole proprietor, individual, corporation, non-profit, etc.) all agreements entered with the State of California will be established through the Department of General Services (DGS) statewide contract process and include the Standard 213 and standard exhibits including the General Terms and Conditions (GTC) and Contractor

Certification Clauses for private entities. The GTC can be viewed and downloaded at:

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, have any questions, or require clarification for the information contained herein, please contact

Sindy Arreola via email at sarreola@csssa.ca.gov. There may be periodic updates. It is incumbent on each proposer to continue to check the contract website, https://caleprocure.ca.gov for additional information.

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

Sindy Arreola

(916) 413-9850 sarreola@csssa.ca.gov https://www.csssa.ca.gov/ https://www.caleprocure.ca.gov/pages/index.aspx https://www.ucop.edu/research-policy-analysis-coordination/_files/cma_documents/cma_attachment_1_feb_2020.pdf https://www.ucop.edu/research-policy-analysis-coordination/_files/cma_documents/exhibit-c_utc-220_feb_2020.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 mailto:sarreola@csssa.ca.gov https://caleprocure.ca.gov/ mailto:sarreola@csssa.ca.gov

Secondary RFP CSSSA25101, CSSSA Host Site

TABLE OF CONTENTS

** Please continuously check https://caleprocure.ca.gov for contract information and additional addenda. **

I. General Information……………….………………………………………….…

II. Proposer’s Minimum Qualifications …………… III. Important Reminders…………………………………………………………………………………………………… III. Proposal Requirements and Information …………………….……

A) Key Action Dates……………………………………………………….…….………………………………….………………… 5 B) OPTIONAL In-Person 2025 Main Session Tour……………………………………………………………………..………. 5 C) OPTIONAL Virtual Pre-proposal Conference……………….…… D) Written Questions…….…………….………………………………………… E) Submission of Proposal…………...……………………………………….…… F) RFP Response Content……………...…………………………………...………………………………………………………. 6 G) Evaluation and Selection………………………………………………………………………………………………………..… 9 H) Award and Protest……………………….……………………………….…………………………………………………...…... 10 I) Disposition of Proposals…...…………………………………………………...……………… J) Agreement Execution and Performance…………….…………………………

V. Preference Programs.……………………………………………....……………………………… A) Small Business (SB) or Microbusiness (MB) Preference…………….….……………………………….…………………… 11

B) Disabled Veterans Business Enterprise (DVBE)………….………….…………………………………………………...…… 11

C) Commercially Useful Function…………………………………………….………………………………………………..…… 12

VI. Required Attachments…………………………………….……………...…………...………………………………..…….…….….… 13 A) Attachment 1 - Required Attachments Check List ………………….……

B) Attachment 2 - Proposal/Proposal Certification Sheet ….………………………

C) Attachment 3- Proposer References ……………………………………………………………………………………..…… 15

D) Attachment 4- Introductory Response ………………………………………………………………………………….….…. 16

E) Attachment 5- Statement of Needs and Cost Sheet ……………………………..……………………………………..…… 18

F) Attachment 6- Key Personnel Resumes…………………………………………………………

G) Attachment 7- Government Agency Taxpayer ID Form……………………………………………………………..….…… 20

H) Attachment 8- Letter of Self Insurance…………………………………………………………

I) Attachment 9- Payee Data Record (STD 204) ………………………..………………………………………………..……. 22

J) Attachment 10 - Contractor’s Certification Clauses…………………….……...……..………………………………….……. 23

K) Attachment 11 -Iran Contracting Act Verification Form (DGS PD 3) ….………………….………..………………….....… 24

L) Attachment 12 - Darfur Contracting Certification Sheet…………………………...……….…………………………...…..… 25 M) Attachment 13 - California Retailer’s Seller’s Permit Certification…………………………………………….…………...…. 26 N) Attachment 14- Certificate of Insurance………………………………………………………… O) Attachment 15- California Civil Rights Laws Attachment (DGS OLS 04) …………….………………………………..…… 28

P) Attachment 16- Bidder Declaration Form ……………………………………………………………………………..………. 29

Q) Attachment 17 - Small Business (SB), Microbusiness (MB) and/or

Disabled Veteran Business Enterprise Declaration (DVBE) Certification

R) Attachment 18- Disabled Veteran Business Enterprise Declaration (DGS PD 843) ………………….…………..………. 31

VI. Agreement ……………………………………………………………………………

Standard Agreement ………………………………………………………

Exhibits of Agreement Notice…………………………………………………………………………………………...……..…… 34

Exhibit A - Scope of Work………………………….……………………………..…..…

Exhibit A1 - Statement of Needs and Cost Sheet Response………………………………..……………………….….….….. 37

Exhibit A2 - Key Personnel ………………………………………………………

Exhibit A3 - Authorized Representatives ………………………………………………………

Exhibit A4 - Use of Intellectual Property………………………………………………………

Exhibit A5 - Resumes ……………………………………………………… Exhibit A6 - Current & Pending Support………………………………………………………

Exhibit A7 - Third Pary Confidential Information …………………………………………………… Exhibit B - Budget…………………………………………………………

Exhibit B1 – Budget Justification…………………………… Exhibit B1 - Sub awardee Budget …………………………………………………………

Exhibit B3 - Invoicing Elements………………………………………………………… Exhibit C - Terms and Conditions……………………………………….…………………………………………………..……….. 50

Exhibit D - Special Provisions…………….……….……………………………… Exhibit E - Certificate of Insurance (COI) Requirements………………………………………………………

Secondary RFP CSSSA25101, CSSSA Host Site

I. GENERAL INFORMATION

A. PURPOSE

The State of California, California State Summer School for the Arts (CSSSA), seeks a Contractor who can provide all labor, materials, tools, supplies, facilities, housing, food, personnel, equipment, and all other services, goods and conditions needed to meet CSSSA’s requirements to serve as host site for the CSSSA Summer Program beginning in 2026 and ending in 2028, with the option to renew for 2029 and 2030.

B. AVAILABILITY

The selected contractor must be able to meet the requirements of this RFP and be ready to begin work within ten (10) business days of the contract award date specified in Section IV.A, Key Action Dates, unless otherwise coordinated by the

CSSSA Contract Manager. If personnel offered by the selected contractor leave the contractor’s firm or are otherwise unable to participate in this contract, they must be replaced with comparably qualified personnel who meet the minimum qualifications as stated within this RFP. All replacement personnel, facilities, materials, supplies, equipment, and/or services offered are subject to approval by the CSSSA.

C. PERIOD OF PERFORMANCE

The contract is tentatively scheduled to commence on December 19, 2025 (or upon DGS Office of Legal Services Approval), and end December 18, 2028. The first CSSSA program to be hosted will be in the summer of 2026. Upon mutual agreement of both parties, the contract may be renewed for two (2) one (1) year options. Any changes to the period of performance must be made as a written Amendment to the Agreement by the California State Summer School for the Arts.

The Contractor shall not be authorized to deliver or commence performance of services as described in the Scope of Work

(SOW) until written approval has been obtained from all entities, including DGS. No delivery or performance of services may commence prior to the execution of the Agreement.

II. PROPOSER MINIMUM QUALIFICATIONS

Proposer must meet the following minimum qualifications to be considered qualified to provide these services. If any minimum qualification is not met, the proposal will be disqualified and not reviewed further. By submitting a signed proposal, Proposer attests that they meet the minimum qualifications.

Proposer must list the minimum qualifications in Attachment 4 - Introductory Response.

1. Proposer has provided residential educational programming services for a minimum of 5 years.

2. Proposer host site is located in the State of California.

III. IMPORTANT REMINDERS

A. GOVERNMENT AGENCY TAXPAYER ID FORM OR PAYEE DATA RECORD

Proposer must complete and submit:

1. A Government Agency Taxpayer ID Form if Proposer belongs to a government entity (college, university or authorized CSU Campus auxiliary organizations). The form can be found at https://business.ca.gov/wp-content/uploads/2021/09/Government-Agency-Taxpayer-ID-Form-1.pdf

OR

2. A Payee Data Record (STD 204) if Proposer belongs to a private entity (sole proprietor, individual, corporation or non-profit). This form is used to determine if the Contractor is subject to state income tax withholding pursuant to

California Revenue and Taxation Code Sections 18662 and 26131. Submittal of STD 204 is required, and no payment shall be made unless a completed STD 204 has been returned to the awarding agency. The STD 204 form can be found at https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf . If remittance address information is different from the mailing address identified on STD 204, please provide additional remittance address information on Payee Data

Record Supplement (STD 205). Submittal of STD 205 is optional. STD 205 can also be used to provide additional

Authorized Representatives of the payee not identified on the STD 204. The STD 205 can be found at https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf.

https://www.ucop.edu/research-policy-analysis-coordination/_files/cma_documents/cma_attachment_1_feb_2020.pdf https://business.ca.gov/wp-content/uploads/2021/09/Government-Agency-Taxpayer-ID-Form-1.pdf https://business.ca.gov/wp-content/uploads/2021/09/Government-Agency-Taxpayer-ID-Form-1.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf

Secondary RFP CSSSA25101, CSSSA Host Site

B. INSURANCE

Proposer must submit a:

1. Letter of Self Insurance if Proposer belongs to a government entity (state college, state university, authorized CSU

Campus auxiliary organizations, etc.)

2. Certificate of Insurance proof if Proposer belongs to a private entity (sole proprietor, individual, corporation, non-profit, etc.) Proposer should review the Insurance Requirements included in this proposal and ensure they can meet these requirements before submitting their proposal. Once the contract has been awarded, the State’s Office of Risk and

Insurance Management (ORIM) will review the winning proposer’s insurance certificate and/or proof of self-insurance documentation before execution of the Agreement. The winning proposer will have ten (10) business days to correct and comply with all insurance requirements after the certificate of insurance is reviewed by ORIM. Refer to Certificate of Insurance (COI) Requirements, Exhibit E for the applicable specific insurance requirements and coverage limits.

C. EXECUTIVE ORDER N-6-22 – RUSSIA SANCTIONS

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 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 proposal 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 proposal/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

D. RFP

1. This RFP contains the instructions governing the requirements for a proposal, and the format for proposal information to be submitted, and the material to be included therein, follows. This RFP also addresses the requirements that

Proposer’s must meet to be eligible for consideration.

2. FOR A PROPOSER TO BE AFFORDED THE BENEFITS OF THE STEPS INCLUDED IN THIS RFP, THE

PROPOSER MUST TAKE THE RESPONSIBILITY TO:

a. CAREFULLY READ THE ENTIRE RFP.

b. FOR THE SAKE OF CLARIFICATION, ASK APPROPRIATE QUESTIONS IN A TIMELY MANNER.

c. SUBMIT ALL APPRORIATE DOCUMENTS, COMPLETE AND BY THE REQUIRED DATE AND TIME.

IT IS ABSOLUTELY ESSENTIAL THAT PROPOSERS CAREFULLY REVIEW THE COST ELEMENTS IN THEIR

FINAL PROPOSAL, SINCE THEY WILL NOT HAVE THE OPTION TO CHANGE ANY INFORMATION AFTER FINAL

PROPOSAL SUBMISSION DATE.

Secondary RFP CSSSA25101, CSSSA Host Site

IV. PROPOSAL REQUIREMENTS AND INFORMATION

A. KEY ACTION DATES

Listed below are the important dates and times by which actions must be taken or completed. If the State finds it necessary to change any of these dates, it will be accomplished via an addendum to this RFP.

Event Date Time

RFP available to Prospective Proposers 07/18/2025 4:00 p.m. PT

OPTIONAL In-Person 2025 CSSSA Session Tour 07/28/2025 10:00 a.m. PT

OPTIONAL Virtual Pre-proposal Conference 08/06/2025 10:00 a.m. PT

Final Date to Submit Written Questions Round # 1 by 08/13/2025 10:00 a.m. PT

Written Responses to Questions Released Round # 1 by 08/20/2025 5:00 p.m. PT

Date for Draft Proposal Submission by 09/19/2025 5:00 p.m. PT

Response to Draft Proposals by 10/06/2025 5:00 p.m. PT

Final Date to Submit Written Questions Round #2 by 10/10/2025 10:00 a.m. PT

Written Responses to Questions Released Round #2 by 10/14/2025 5:00 p.m. PT

Date for Final Proposal Submission* 10/22/2025 5:00 p.m. PT

Interviews* 10/27/2025-10/29/2025 TBD

Site Visits for Top 3 Proposals* 11/03/2025-11/07/2025 TBD

Notice of Intent to Award Released by* 11/14/2025 5:00 p.m. PT

Estimated Award Date* 11/24/2025 5:00 p.m. PT

Estimated Ready-for-Use, Contract Start Date* 12/19/2025

*All dates after the Date for Final Proposal Submission are approximate and may be changed if needed to allow the

State additional time for evaluation and contract execution. The Contract Start date will be the latter of the date stated above and the date of DGS approval.

B. OPTIONAL IN-PERSON 2025 CSSSA SESSION TOUR

1. An OPTIONAL 2025 CSSSA Session Tour will be held at 10:00 a.m. PT on July 28, 2025, at the 2025 CSSSA Host

Site, California Institute for the Arts, 24700 McBean Parkway, Valencia, California. The site visit will be with the administration of California State Summer School for the Arts for the purpose of discussing the CSSSA mission and summer program activities and facilities and questions/concerns as it pertains to RFP. Please RSVP to tour by contacting Sindy Arreola at (916) 413-9850 or sarreola@csssa.ca.gov by 4:00 p.m. PT on Friday, July 25, 2025.

2. For Proposers who need assistance due to an impairment, reasonable accommodation will be provided by the awarding agency upon request for the 2025 CSSSA Session Tour. The Contractor must call Sindy Arreola at (916)

413-9850 or sarreola@csssa.ca.gov by 10:00am on Thursday, July 24, 2025, to arrange for reasonable accommodation.

C. OPTIONAL VIRTUAL PRE-PROPOSAL CONFERENCE

1. An OPTIONAL pre-bid conference will be held at 10:00 a.m. PT on August 6, 2025, via Microsoft Teams with the purpose of discussing CSSSA mission and summer program activities and facilities and questions/concerns as it pertains to the RFP. For those who are unable to attend the optional in-person tour noted above, this virtual conference will include images of spaces viewed during the tour. See Teams link below. If you have any questions about pre-proposal conference, please contact Sindy Arreola at (916) 413-9850 or sarreola@csssa.ca.gov. It is strongly encouraged that all bidders attend the optional pre-proposal conference.

Microsoft Teams

Join the meeting now

Meeting ID: 220 491 287 693 1

Passcode: a3i89vP2

Dial in by phone

+1 872-701-0493,,491237861# United States, Chicago

Find a local number

Phone conference ID: 491 237 861# mailto:sarreola@csssa.ca.gov mailto:sarreola@csssa.ca.gov mailto:sarreola@csssa.ca.gov https://teams.microsoft.com/l/meetup-join/19%3ameeting_NGM1MTYwMzUtMTU2MC00YzAzLWEzZTgtYzIwMDA3YTA4NjY2%40thread.v2/0?context=%7b%22Tid%22%3a%221a8c2bf4-1a6a-48b0-870e-120c0b64eacf%22%2c%22Oid%22%3a%2268116a14-4bf0-46d0-bcb1-91912dcea845%22%7d tel:+18727010493,,491237861 https://dialin.teams.microsoft.com/a93da36a-52dd-4583-b393-e6ea48876888?id=491237861

Secondary RFP CSSSA25101, CSSSA Host Site

2. For Proposers who need assistance due to an impairment, reasonable accommodation will be provided by the awarding agency upon request for the pre-proposal conference/walkthrough. The Contractor must call Sindy Arreola at (916) 413-9850 or sarreola@csssa.ca.gov by 10:00 a.m. PT on Tuesday, August 5, 2025, to arrange for reasonable accommodation.

D. WRITTEN QUESTIONS

All questions regarding the content of this RFP must be submitted in writing no later than deadline indicated above to

Sindy Arreola at sarreola@csssa.ca.gov. When submitting questions please refer to the section and page of RFP pertaining to the question and include the RFP number and title in the subject line.

E. SUBMISSION OF PROPOSAL

1. The Contractor must submit all required attachments identified in Attachment 1, Required Attachments Checklist

(including checklist), by dates and times shown in Section IV. Proposal Requirements and Information, Item A. Key

Action Dates by electronic mail (email) as follows:

a. Bids must be emailed to sarreola@csssa.ca.gov

b. Email should indicate in Subject Line: PROPOSAL for RFP CSSSA25101 Host Site - DO NOT OPEN -

<Company Name>

2. Emails will not be opened by the Procurement Official until the required proposal opening due date and time.

3. Only proposals received in this mailbox will be considered. Proposals shall not be sent to any other mailbox.

4. Proposal files must be submitted in searchable PDF format with the exception of Statement of Needs and Cost

Sheet which must be submitted in MS Excel format.

5. Emails should not exceed one hundred fifty (150) megabytes (MB). The CSSSA’s mail server may automatically reject excessively large emails. Proposer may submit multiple emails and files if the file size exceeds the recommended one hundred fifty (150) MB. Multiple emails should be identified as follows: 1 of 3, 2 of 3, 3 of 3, etc.

Links to files stored on the Internet (e.g., Google Drive, Dropbox, etc.) in lieu of attachments are not acceptable, and any documents stored at such links will not be retrieved.

6. Hard copy and faxed bids will not be accepted for this solicitation.

F. RFP RESPONSE CONTENT

1. The following documents must be submitted in the RFP package to be deemed responsive and are identified in

Attachment 1, Required Attachments Checklist:

a. Attachment 1 – Required Attachments Checklist

All Proposers must complete this checklist to confirm the items in the proposal package for submission. For your proposal to be responsive, all required attachments must be returned.

b. Attachment 2 – Proposal/Proposer Certification Sheet

All Proposers must complete, sign, and return the Proposal/Proposer Certification Sheet. An unsigned proposal may be rejected.

c. Attachment 3– References

All Proposers must submit a minimum of two (2) references to validate experience in providing services like those described in this RFP.

d. Attachment 4- Introductory Response

All Proposers must provide Introductory Response with their proposal package.

e. Attachment 5- Statement of Needs and Cost Sheet

All Proposers must complete and return the Statement of Needs and Cost Sheet with their proposal package.

f. Attachment 6 – Key Personnel Resumes

All Proposers must provide Resumes from their Key Personnel with their proposal package.

Secondary RFP CSSSA25101, CSSSA Host Site

g. Attachment 7 – Government Agency Taxpayer ID Form

Proposers that belong to a government entity (college, university, authorized CSU Campus auxiliary organizations, etc.) must complete a Government Agency Taxpayer ID Form which can he found at

h. Attachment 8 –Letter of Self Insurance

Proposers that belong to a government entity (college, university, authorized CSU Campus auxiliary organizations, etc.) must provide a Letter of Self Insurance.

i. Attachment 9- Payee Data Record (STD 204)

Proposers that belong to a private entity (sole proprietor, individual, corporation, non-profit, etc.) must complete and submit a Payee Data Record, STD 204 listing their Social Security Number (SSN), Individual

Taxpayer Identification Number (ITIN), or Taxpayer Identification Number (TIN). Submittal of STD 205 is optional, if applicable. If remittance address information is different from the mailing address identified on

STD 204, please provide additional remittance address information on Payee Data Record Supplement

(STD 205). STD 205 can also be used to provide additional Authorized Representatives of the payee not identified on the STD 204.

j. Attachment 10 – Contractor’s Certification Clauses 04/2017 (CCC 04/2017 page 1)

All Proposers that belong to a private entity (sole proprietor, individual, corporation, non-profit, etc.) must complete, sign, and return Contractor’s Certification Clauses (CCC 04/2017) with their proposal package.

CCC 04/2017 must be signed by an individual who is authorized to legally bind the prospective Contractor to the clauses listed in this certification.

k. Attachment 11 –Iran Contracting Act Verification Form

Proposers that belong to a private entity (sole proprietor, individual, corporation, non-profit, etc.) must complete, sign, and return Iran Contracting Act Verification Form (DGS PD 3) with their proposal package.

l. Attachment 12– Darfur Contracting Certification Sheet

Proposers that belong to a private entity (sole proprietor, individual, corporation, non-profit, etc.) must submit the Darfur Contracting Certification Sheet pursuant to Public Contract Code section 10478 to certify that it is not a “scrutinized” company as defined in Public Contract Code section 10476.

m. Attachment 13– California Retailer’s Seller’s Permit Certification

Proposers that belong to a private entity (sole proprietor, individual, corporation, non-profit, etc.) must complete Attachment 13, and if applicable, provide a copy of the company’s California Retailer’s Seller’s

Permit or Certification of Registration. If these document(s) are not returned with RFP response, the proposal may be considered non-responsive and disqualified.

n. Attachment 14- Certificate of Insurance

Proposers that belong to a private entity (sole proprietor, individual, corporation, non-profit, etc.) must include proof that they can provide Certificate of Insurance (COI) that meets the requirements listed in

Exhibit E, Certificate of Insurance (COI) Requirements. An actual COI including CSSSA, and additional insured will be required of the awardee.

o. Attachment 15- California Civil Rights Law Attachment

Proposers that belong to a private entity (sole proprietor, individual, corporation, non-profit, etc.) must complete California Civil Rights Law Attachment.

p. Attachment 16- Bidder Declaration Form

Proposers that belong to a private entity (sole proprietor, individual, corporation, non-profit, etc.) must complete the Bidder Declaration (GSPD-05-105) and include it with the proposal response. When completing the declaration, Proposers must identify all subcontractors proposed for participation in the contract. Proposers awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless a written request for substitution is submitted and State agrees to it.

q. Attachment 17- Small Business (SB), Microbusiness (MB) and/or Disabled Veteran Business

Enterprise Declaration (DVBE) Certification

Submittal of certification(s) is if applicable. If Proposer and/or subcontractor(s) that belong to a private entity (sole proprietor, individual, corporation, non-profit, etc.) are certified by the DGS Office of Small

Business & Disabled Veteran Business Enterprise Services (OSDS) as a Small Business (SB), https://www.ucop.edu/research-policy-analysis-coordination/_files/cma_documents/cma_attachment_1_feb_2020.pdf https://www.ucop.edu/research-policy-analysis-coordination/_files/cma_documents/cma_attachment_1_feb_2020.pdf https://business.ca.gov/wp-content/uploads/2021/09/Government-Agency-Taxpayer-ID-Form-1.pdf https://www.ucop.edu/research-policy-analysis-coordination/_files/cma_documents/cma_attachment_1_feb_2020.pdf https://www.ucop.edu/research-policy-analysis-coordination/_files/cma_documents/cma_attachment_1_feb_2020.pdf

Secondary RFP CSSSA25101, CSSSA Host Site

Microbusiness (MB), and/or Disabled Veteran Business Enterprise (DVBE) then prime proposer and/or subcontractor(s) must provide a copy of current certification(s) with their proposal response.

r. Attachment 18- Disabled Veteran Business Enterprise Declaration (DGS PD 843)

Submittal of certification(s) is if applicable. If prime proposer and/or subcontractor(s) that belong to a private entity (sole proprietor, individual, corporation, non-profit, etc.) are certified as a Disabled Veteran Business

Enterprise (DVBE) by the DGS Office of Small Business & Disabled Veteran Business Enterprise Services

(OSDS), prime proposer and/or subcontractor(s) must submit completed DGS PD 843 (Disabled Veteran

Business Enterprise Declaration) form(s) to the State.

DVBE incentive outlined in IV. B. will not be applied if DGS PD 843 form(s) is not returned with RFP response. All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the DGS

PD 843 form(s). Should DGS PD 843 not be included with the solicitation, contact the State contracting official or obtain a copy online from the Department of General Services Procurement Division, Office of

Small Business and DVBE Services (OSDS) website at www.pd.dgs.ca.gov/smbus . The completed form (s) must be included with the proposal response. DVBE Disabled Veteran Business Enterprise Declaration

(DGS PD 843) can also be found at https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

2. All documents requiring a signature must bear the signature of a person authorized to bind the proposing entity.

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

4. 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 CSSSA, at its sole discretion, may reject any or all Proposals and may waive an immaterial deviation in a proposal. The CSSSA's waiver of an immaterial deviation shall in no way modify the RFP document or excuse the proposer from full compliance with all requirements if awarded the agreement.

5. Costs incurred for developing Proposals and in anticipation of award of the agreement are entirely the responsibility of the proposer and shall not be charged to the State of California.

6. 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.

7. 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.

8. The awarding agency may modify the RFP prior to the date fixed for submission of Proposals by the issuance of an addendum to all parties who have been furnished an RFP for proposal purposes.

9. The awarding agency reserves the right to reject all Proposals. The agency is not required to award an agreement.

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

11. Where applicable, Proposer should carefully examine work sites and specifications. The Proposer shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the agreement amount will be made due to a lack of careful examination of work sites and specifications.

12. The State of California does not accept alternate contract language from a prospective contractor. A proposal with such a language will be considered a counter proposal and will be rejected. The State of California’s General Terms and Conditions (GTC) applicable to private entity (sole proprietor, individual, corporation, non-profit, etc.) are not negotiable.

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

http://www.pd.dgs.ca.gov/smbus https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

Secondary RFP CSSSA25101, CSSSA Host Site

G. EVALUATION AND SELECTION

1. The evaluation and selection process will consist of three phases that are scored as follows:

In Phase One, Pass or Fail Assessment, no points shall be awarded. Proposals will be reviewed based on items listed below. If a proposal passes both reviews, the proposal will be deemed responsive and responsible, and will advance to Host Site Selection Committee for Phase 2, Scored Review.

Documentation Review Proposals are reviewed to ensure all documentation has been submitted in compliance with the requirements of this RFP. CSSSA will verify that all required attachments in Attachment 1 - Required Attachments Check List are enclosed in proposal and properly completed.

Pass/Fail

Minimum Qualifications Review Proposals are reviewed to ensure Proposal meets minimum qualifications listed in Section II. Proposer Minimum Qualifications. Minimum Qualifications should be included in the Proposer’s Introductory Response.

Pass/Fail

In Phase Two, Scored Review, proposals will be reviewed by the Host Site Selection Committee and scored based on responsiveness and quality of response to the following:

MAX

POSSIBLE

POINTS

Attachment 4 Introductory Response 100 10%

Facilities Up to 1 point awarded for every required need and ideal need (92) listed in proposers’ response in Attachment 5 Statement of Needs and Cost Sheet Response. For a possible total of 92 points. Upon review, CSSSA reserves the right to reclassify Proposer’s category response.

92 9.2%

Housing and Food Services Up to 25 points awarded for required and ideals needs (4) listed in proposers’ response in

Attachment 5 Statement of Needs and Cost Sheet Response, for a possible total of 100 points. Upon review, CSSSA reserves the right to reclassify Proposer’s category response.

100 10%

Personnel and Other Services Up to 9 points awarded for required and ideal needs (12), listed in proposers’ response in

Attachment 5 Statement of Needs and Cost Sheet Response, for a possible total of 96 points. Upon review, CSSSA reserves the right to reclassify Proposer’s category response.

108 10.8%

Interviews Proposer will be interviewed by Host Site Selection Committee via Microsoft Teams. 100 10%

Cost Cost will be scored using the formula shown below and rounded up to the nearest whole number. The lowest cost proposal will receive the maximum possible points and other proposals will receive points based on their relative proposed cost.

(1 − ( 𝑃𝑟𝑜𝑝𝑜𝑠𝑎𝑙 𝐵𝑒𝑖𝑛𝑔 𝑆𝑐𝑜𝑟𝑒𝑑 − 𝐿𝑜𝑤𝑒𝑠𝑡 𝐶𝑜𝑠𝑡 𝑃𝑟𝑜𝑝𝑜𝑠𝑎𝑙

𝐿𝑜𝑤𝑒𝑠𝑡 𝐶𝑜𝑠𝑡 𝑃𝑟𝑜𝑝𝑜𝑠𝑎𝑙 )) × 300

= 𝑃𝑟𝑜𝑝𝑜𝑠𝑎𝑙 𝑆𝑐𝑜𝑟𝑒

Example: Proposal Being Scored cost is $1,200,000 and Lowest Cost Proposal cost is $1,000,000.

1,200,000 − 1,000,000

1,000,000 )) × 300 = 𝑃𝑟𝑜𝑝𝑜𝑠𝑎𝑙 𝐶𝑜𝑠𝑡 𝑆𝑐𝑜𝑟𝑒

200,000

1,000,000 )) × 300 = 𝑃𝑟𝑜𝑝𝑜𝑠𝑎𝑙 𝐶𝑜𝑠𝑡 𝑆𝑐𝑜𝑟𝑒

(1 − (. 2)) × 300 = 𝑃𝑟𝑜𝑝𝑜𝑠𝑎𝑙 𝐶𝑜𝑠𝑡 𝑆𝑐𝑜𝑟𝑒

(. 8) × 300 = 240

𝑃𝑟𝑜𝑝𝑜𝑠𝑎𝑙 𝐶𝑜𝑠𝑡 𝑆𝑐𝑜𝑟𝑒 = 240

300 30%

Secondary RFP CSSSA25101, CSSSA Host Site

IMPORTANT NOTE: Points in Phase Two shall be totaled and the top three scored proposals will advance to Phase Three. CSSSA reserves the right to add additional proposals to Phase Three if it is in the best interest of the state.

In Phase Three, Finalist Review, proposals will be reviewed by the Host Site Selection Committee and scored based on:

MAX

POSSIBLE

POINTS

Attachment 3 Proposer References 50 5%

Site Visits The Host Site Selection Committee and/or representatives from CSSSA shall visit sites of top three scored proposals in Phase Two. CSSSA reserves the right to include more site visits if it is in the best interest of the State.

150 15%

POSSIBLE TOTAL POINTS 1,000 100%

2. Proposers that belong to a private entity (sole proprietor, individual, corporation, non-profit, etc.) and are Certified

Small Business/Microbusiness will have points increased by 5% of the total points awarded to the highest scored non-small business bidder. The percentage increase for those claiming the DVBE incentive will depend on their commitment level.

3. Selection of the contractor is based on the highest combined score of all phases.

4. In the event of a tie, there will be a coin toss. The first proposal received by CSSSA will be granted the right to choose heads or tails. The winner of the coin toss shall be awarded the contract.

5. CSSSA reserves the right, upon review, to declare all proposals as drafts and issue an addendum providing additional clarification to Proposers and requesting the re-submission of a Final Proposal on a newly determined date. In this scenario, CSSSA will not need to restart the procurement process nor issue and new RFP.

H. AWARD AND PROTEST

1. Award of contract will be issued on the date listed in Section III.A, Key Action Dates. Award will be given to the responsive proposer with the highest possible total points.

2. The successful proposer must enter into a contractual agreement with the State of California, California State

Summer School for the Arts in the form of either a Standard Agreement STD 213 or a California Model Agreement including a STD 213. A draft Standard Agreement STD 213 and California Model Agreement including a STD 213 is included for reference in this RFP.

3. Whenever an agreement is awarded, under a procedure which provides for competitive proposal, the California State

Summer School for the Arts will post a Notice of Intent to Award on https://caleprocure.ca.gov.

4. 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) working days prior to awarding the agreement.

5. Within five (5) days after filing the initial protest, the protesting proposer shall file with the Department of General

Services and the awarding agency a detailed written statement specifying the grounds for the protest. The written protest must be sent to the Department of General Services, Office of Legal Services, by mail to 707 Third Street, 7th

Floor, Suite 7-330, West Sacramento, California 95605 or email to OLSProtests@dgs.ca.gov . A copy of the detailed written statement should be mailed to the awarding agency. It is suggested that you submit any protest by certified or registered mail.

6. If any proposer, prior to the award of agreement, files a written protest with the Department of General Services, Office of Legal Services, by mail to 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605 or email to

OLSProtests@dgs.ca.gov, and the California State Summer School for the Arts (CSSSA) on the grounds that the protesting proposer is the highest scored responsive proposer, the agreement shall not be awarded until either the protest has been withdrawn or the Department of General Services has decided the matter.

7. No payment shall be made unless completed STD 204 or Government Agency Taxpayer ID Form has been returned to the awarding agency.

8. CSSSA may award more than one contract to the top three RFP proposals, at any point during the service period, based on business need and Board of Trustees approval.

https://caleprocure.ca.gov/ mailto:OLSProtests@dgs.ca.gov mailto:OLSProtests@dgs.ca.gov

Secondary RFP CSSSA25101, CSSSA Host Site

I. DISPOSITION OF PROPOSALS

1. 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.

J. AGREEMENT EXECUTION AND PERFORMANCE

1. Performance shall tentatively start on December 19, 2025 (or upon DGS OLS Approval). This date is contingent on

State approval of contract. 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 agreement. In addition, the Contractor shall be liable to the State for the difference between Contractor's proposal price and the actual cost of performing work by the second lowest proposer or by another contractor.

2. All performance under the agreement shall be completed on or before the termination date of the agreement.

V. PREFERENCE PROGRAMS

1. SMALL BUSINESS (SB) OR MICROBUSINESS (MB) PREFERENCE

Prime proposer and/or subcontractor(s) who belong to a private entity (sole proprietor, individual, corporation, non-profit, etc.) and have been certified as a Small Business (SB), Microbusiness (MB), and/or Disabled Veteran Business

Enterprise (DVBE) by the DGS Office of Small Business & Disabled Veteran Business Enterprise Services (OSDS) must provide a copy of current certification(s) with proposal response. Proposer claiming the 5% certified Small

Business or Microbusiness preference, or prime proposer who is committing to subcontract 25% or more of their net proposal price to one or more Certified Small Businesses or Microbusinesses, must also complete Attachment 16, Bidder Declaration (GSPD-05-105).

Additional References: http://www.pd.dgs.ca.gov . Questions regarding the certification approval process or the Small

Business program should be directed to the Department of General Services, Procurement Division at (800) 559-

5529 or (916) 375-4940. For the 24-hour Recording & Mail Request call (916) 322-5060.

Small business or micro business proposers/bidders using the non-small business preference shall be granted a preference consisting of five (5) percent of the highest responsible proposer’s total score. The standard contract language for the Small Business (SB) program can be found at the Internet web site as follows:

http://www.dgs.ca.gov/pd/Home.aspx

2. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE)

Note: There is no DVBE participation requirement, however, the DVBE incentive still applies.

This solicitation does not require a minimum amount of DVBE participation. However, you are strongly encouraged to either become certified, if eligible, or to subcontract a portion of the work to a certified DVBE. If a prime proposer is a certified DVBE or commits to subcontracting to DVBE(s), prime proposer may be eligible to receive a proposal preference provided that the DVBE provides a commercially useful function as defined in California Code of

Regulations, Title 2, Section 1896.61(l). If prime proposer and/or subcontractor(s) is certified as a Disabled Veteran

Business Enterprise (DVBE) by the DGS Office of Small Business & Disabled Veteran Business Enterprise Services

(OSDS), prime proposer and/or subcontractor(s) must submit completed DGS PD 843 (Disabled Veteran Business

Enterprise Declaration) form(s) to the State.

For evaluation purposes only, the State shall apply an incentive to Proposals that propose California certified DVBE participation as identified on Attachment 16, Bidder Declaration (GSPD-05-105) and confirmed by the State. The incentive amount varies in conjunction with the percentage of DVBE participation offered. The minimum requirement is 1% with a maximum of 5% DVBE participation and the incentive will be equal to the participation offered as defined below:

Confirmed DVBE Participation of: DVBE Incentive:

1% to 1.99% inclusive 1%

2% to 2.99% inclusive 2%

3% to 3.99% inclusive 3%

4% to 4.99% inclusive 4%

5% to 5.99% inclusive 5% http://www.pd.dgs.ca.gov/ http://www.dgs.ca.gov/pd/Home.aspx

Secondary RFP CSSSA25101, CSSSA Host Site

Per Military Veteran Code (MVC) 999.5, a prime contractor who commits to subcontracting to a Disabled Veteran

Business Enterprise (DVBE) must complete the Prime Contractor Certification (STD 817) upon completion of work to certify the following:

a. The total amount the prime contractor received under the contract.

b. The name and address of the disabled veteran business enterprise that participated in the performance of the contract and the contract number.

c. The amount and percentage of work the prime contractor committed to provide to one or more disabled veteran business enterprises under the requirements of the contract and the amount each disabled veteran business enterprise received from the prime contractor.

d. That all payments under the contract have been made to the disabled veteran business enterprise.

Contractor also agrees to certify on Prime Contractor’s Certification DVBE Subcontractor Report (Form STD 817) that

DVBE subcontractor participation under this agreement is in compliance with the goals specified at the time of award of contract or with any subsequent amendment.

Upon request by the awarding department, the prime contractor shall provide proof of payment for the work.

Per Military Veteran Code (MVC) 999.7, if a prime contractor who commits to subcontracting to a Disabled Veteran

Business Enterprise (DVBE) fails to return a completed STD 817 to the awarding department, then the awarding department shall withhold, on a contracts entered into on or after January 1, 2021, ten thousand dollars ($10,000) from the final payment, or the full final payment if less than ten thousand dollars ($10,000), until the prime contractor who committed to subcontracting to a Disabled Veteran Business Enterprise (DVBE) complies with the certification requirements of subdivision (d) of Section 999.5. A prime contractor that fails to comply with the certification requirement shall, after notice, be allowed to cure the defect. Notwithstanding any other law, if, after at least 15 calendar days but not more than 30 calendar days from the date of notice, the prime contractor refuses to comply with the certification requirements, the awarding department shall permanently deduct ten thousand dollars ($10,000) from the final payment, or the full payment if less than ten thousand dollars ($10,000).

3. COMMERCIALLY USEFUL FUNCTION

(Refer to item 1.b. of the “PROPOSAL BIDDER DECLARATION Instructions”)

A California certified SB, MB, or DVBE business must be deemed to perform a Commercially Useful Function (CUF) by meeting ALL of the following CUF requirements for Contract/Purchase Order (PO) award consideration:

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

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

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

d. 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.

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

Secondary RFP CSSSA25101, CSSSA Host Site

VI. REQUIRED ATTACHMENTS

ATTACHMENT 1 - REQUIRED ATTACHMENTS CHECK LIST

A complete proposal or proposal package will consist of the items listed below. Place a mark (e.g., “X”) next to each item that you are submitting to the State of California. For your proposal to be responsive, all required attachments must be returned.

This checklist should be returned with your proposal package as well.

*Please continue to check https://caleprocure.ca.gov for contract information and additional addendums. *

Attachment Attachment Name/Description

Required Attachments Check List (Submittal Required by ALL proposers)

Proposal/Proposer Certification Sheet (Submittal Required by ALL proposers)

Proposer References (Submittal Required by ALL proposers)

Introductory Response (Submittal Required by ALL proposers)

Statement of Needs and Cost Sheet (Submittal Required by ALL proposers)

☐ Attachment 1

☐ Attachment 2

☐ Attachment 3

☐ Attachment 4

☐ Attachment 5

☐ Attachment 6 Key Personnel Resumes (Submittal Required by ALL proposers)

☐ Attachment 7 Government Agency Taxpayer ID Form (Submittal Required for Proposers that belong to a government entity (state college, state university, authorized CSU Campus auxiliary organizations, etc.))

☐ Attachment 8 Letter of Self Insurance (Submittal Required for Proposers that belong to a government entity (state college, state university, authorized CSU Campus auxiliary organizations, etc.))

☐ Attachment 9 Payee Data Record (STD 204) (Submittal Required for Proposers that belong to a private entity (sole proprietor, individual, corporation, non-profit, etc.))

☐ Attachment 10 Contractor Certification Clauses (CCC 04/2017) (Submittal Required for Proposers that belong to a private entity (sole proprietor, individual, corporation, non-profit, etc.))

☐ Attachment 11 Iran Contracting Act Verification Form (DGS PD 3) (Submittal Required for Proposers that belong to a private entity (sole proprietor, individual, corporation, non-profit, etc.))

☐ Attachment 12 Darfur Contracting Act Certification Sheet (Submittal Required for Proposers that belong to a private entity (sole proprietor, individual, corporation, non-profit, etc.))

☐ Attachment 13 California Retailer’s Seller’s Permit Certification (Submittal Required for Proposers that belong to a private entity (sole proprietor, individual, corporation, non-profit, etc.))

☐ Attachment 14 Certificate of Insurance (Submittal Required for Proposers that belong to a private entity (sole proprietor, individual, corporation, non-profit, etc.))

☐ Attachment 15 California Civil Rights Laws Attachment (DGS OLS 04) (Submittal Required for Proposers that belong to a private entity (sole proprietor, individual, corporation, non-profit, etc.))

☐ Attachment 16 Bidder Declaration Form (GSPD-05-105) (Submittal Required for Proposers that belong to a private entity (sole proprietor, individual, corporation, non-profit, etc.))

☐ Attachment 17 Small Business (SB), Microbusiness (MB), and/or Disabled Veteran Business Enterprise Declaration (DVBE) Certification (Submittal Requested if proposer and/or subcontractor is certified which is only applicable to Proposers that belong to a private entity (sole proprietor, individual, corporation, non-profit, etc.))

☐ Attachment 18 Disabled Veteran Business Enterprise Declaration (DGS PD 843) (Submittal Required if proposer and/or subcontractor is a certified DVBE which is only applicable to Proposers that belong to a private entity (sole proprietor, individual, corporation, non-profit, etc.))

Secondary RFP CSSSA25101, CSSSA Host Site

ATTACHMENT 2- PROPOSAL/PROPOSAL CERTIFICATION SHEET

Submittal Required by ALL proposers

An Unsigned Proposal/Proposer Certification Sheet May Be Cause for Disqualification.

This Proposal/Proposer Certification Sheet must be signed and returned along with all the "required attachments" as an entire package with signatures.

A. Our Proposals and our all-inclusive proposal amount are detailed in Cost Sheet.

B. All required attachments are included with this certification sheet.

C. The signature affixed hereon and dated certifies compliance with all the requirements of this proposal document. The signature below authorizes the verification of this certification.

1. Entity Name 2. Telephone Number 3. Fax Number (if available)

4. Entity’s Mailing Address

8. Representative’s Name (Print) 9. Title

10. Signature 11. Date

12. If your application to become certified with the Department of General Services (DGS), Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS) as a Small Business (SB), Microbusiness (MB), or Disabled Veteran Business Enterprise (DVBE) is pending please indicate the date application was submitted to OSBCR below.

Secondary RFP CSSSA25101, CSSSA Host Site

ATTACHMENT 3 –PROPOSER REFERENCES

Submittal Required by ALL proposers

List below a total of two (2) references to validate experience in performing services which are like the types of services described in this RFP.