Solicitation_Document_-_CalFire_Wildfire_Evac._Grant_Advertising_Campaign.pdf

Proposals due:

Thursday, Aug 31, ‘23, 5:00 PM PST

REQUEST FOR PROPOSAL

FOR

SACRAMENTO COUNTY WILDFIRE EVACUATION

MULTI-MEDIA ADVERTISEMENT CAMPAIGN

1. Project Summary The County of Sacramento Office of Emergency Services (SacOES) invites the submission of proposals from firms that have a high level of experience in wildfire preparedness and prevention public outreach.

The County of Sacramento, Office of Emergency Services is seeking responses to this Request for Proposal (RFP) for a Multi-Media Advertising Campaign and support regarding preparedness for wildfire evacuation education and preparedness. This will be a competitive negotiation process. Qualified individuals, firms, contractors, consultants, or entities (hereinafter “CONTRACTOR(S)”) that meet the requirements set forth in the RFP and are capable of providing the services requested are encouraged to participate. The terms hereunder will be incorporated within the agreement for this work (see ATTACHMENT 1). Any reference to Proposer or CONTRACTOR herein may be considered one and the same. This RFP will be used to select one or more qualified respondents.

Important Dates:

• Submit RFP Questions Deadline: Friday, August 25, 2023

• Proposal Submittal Deadline: Thursday, August 31, 2023

2. Background In 2022, the Sacramento County Office of Emergency Services (SacOES) was awarded a grant to enhance the Counties wildfire preparedness and evacuation capabilities in high and very high fire hazard areas of the County. Some of the projects underway are;

installation of a Hi-Lo siren on emergency vehicles, development of human and livestock evacuation maps, translated materials, website development and more. Advertisement of these new resources is a major part of this effort.

The contractor will provide public outreach and advertising support to SacOES.

Firms wishing to provide proposal submission are encouraged to visit the County of Sacramento website: www.saccounty.gov for additional information about the county.

The SacOES coordinates the overall Sacramento Countywide response to large scale incidents and disasters. For additional information about SacOES, visit our website:

https://sacoes.saccounty.gov.

SacOES is responsible for alerting and notifying appropriate agencies when disaster strikes; coordinating all agencies that respond; ensuring resources are available and mobilized in times of disaster; developing plans and procedures in response to and recovery from disasters; and developing and providing preparedness materials for the public.

SacOES has been awarded funding by the state for the purposes of wildfire evacuation preparedness.

3. Scope of Services Requested

Under the direction of the SacOES Emergency Operations Project Manager, the contractor shall develop an strategy to advertise wildfire evacuation preparedness using multiple media means. This includes television, radio, geo-targeting, billboards, digital billboards, etc.

Scope of Work

Advertising Campaign Strategy

The CONTRACTOR will be required to execute an agreement with SacOES. Under the terms of the agreement (see sample agreement in Attachment 1), the CONTRACTOR will support SacOES on the following tasks:

Task 1: Develop a detailed strategy to use multi-media advertising to target the maximum number of the County’s diverse population in the areas identified below to distribute wildfire evacuation and preparedness information; and

Task 2: Identify the optimal media mix, media channels, and media properties for reaching the multiple target segments and maintain flexibility to adjust to needs during the contract period to ensure coverage of topics: Hi-Lo Siren, Evacuation Maps, Alert Registration, Wildfire Preparedness, etc.

a) Hi-Lo Siren: Promote residents’ understanding that the Hi-Lo siren means to evacuate immediately

b) Evacuation Maps: Promote residents’ awareness of the existence and location of county evacuation zone maps

c) Alert Registration: Promote residents’ awareness of www.sacramento-alert.org and encourage then to register to receive emergency alerts

d) Wildfire Preparedness: Promote residents’ understanding of the importance, and how to, prepare for, respond to, and recover from wildfires

Task 3: Develop campaign materials outside of what SacOES provides, and edit as needed, SacOES provided material highlighting the topics identified in Task 2; and

Task 4: Perform media placement analysis that shall further the development of new or derivative executions across multiple channels, optimize the campaign underway and apply learnings to future efforts; and

Task 5: Develop procedures for providing timely integrated post-analysis for all media efforts, showing information on:

a) Total impressions delivered by medium

b) Actual ratings delivered

c) Target demographics, (e.g., age, gender, racial/ethnic group)

d) Network and station type (not applicable to digital, out-of-home and print ads)

e) Days aired and time(s) of day (not applicable to digital, out-of-home and print ads)

f) Designated media market (DMA)

g) Click-through rates, cost-per-click, cost-per-lead

h) Types of measurement and detailed viewer data, as available, when requested; and

Task 6: Provide copies of scientific studies, research and calculations used to substantiate the facts used in ads, if necessary; and

Task 7: Provide SacOES with copies of all produced advertisement files for future use

Timeframe Oct ’22 – Feb ’24 (five months)

Budget $30,000

Target Zip Codes 95671, 95762, 95630, 95742, 95683, 95693, 95638, 95632, 95624, 95830, 95655, 95670 (eastern portion of Sacramento County)

Major Highways Hwy-99 (South of Sacramento), Hwy-50 (East of Sacramento), SR-16 (Jackson Rd)

Modes Multi-media

4. Term and Contract Amount The term of the contract is fixed according to grant expenditure guidelines and will commence on October 1, 2023 and end on February 29, 2024 and may not exceed $30,000 in total for all contracts negotiated.

5. Proposal submission procedures and requirements

5.1 PROPOSAL SUBMISSION

Firms interested in submitting a proposal shall submit their proposal in an electronic PDF format to Jason D’Alessio, Assistant Emergency Operations Coordinator at dalessioj@saccounty.gov.

All proposals must be received by 5:00 p.m. PST on Thursday, August 31, 2023. If the submission is late, that firm will be disqualified. If the submission lacks any of the required submittals, that firm may be disqualified.

5.2 RFP QUESTION SUBMISSION AND ADDENDUMS

Submit all questions regarding this RFP prior to 5:00 p.m. PST on Friday, August, 25, 2023 to Jason D’Alessio, Assistant Emergency Operations Coordinator at dalessioj@saccounty.gov.

Questions received by the above deadline will be consolidated and responses sent via electronic correspondence by 5:00 p.m. PST on Wednesday, August 30, 2023 to all receiving this RFP. If any addendums to this RFP are required, they will also be sent via electronic correspondence.

Improper contact:

Do not contact any other SacOES employees, officials or selection committee members regarding the contents of this RFP or the selection process.

5.3 AWARD OF AGREEMENTS

Agreements will be negotiated following the final selection of one or more CONTRACTOR(S). If SacOES is unable to negotiate a satisfactory agreement with a selected firm, it will undertake negotiations with the next ranked firm and so on until it has obtained satisfactory agreement(s).

5.4 SACOES’ RIGHTS, OPTIONS, AND POLICIES

SacOES reserves the right to postpone selection for its own convenience, to cancel this RFP at any time, and/or to reject any and/or all proposals for any reason in its sole and exclusive discretion.

6. Proposal Content To facilitate evaluation of the proposals received, all proposals must conform to the chronology and content described in this section. Failure to include all the information specified may be cause for rejection. Additional information may be provided, but should be succinct, relevant to the services requested in this RFP, and included in an appendix to the proposal.

Proposers are encouraged to keep the proposals brief and to the point, but sufficiently detailed to allow evaluation of the project approach. Excessive information will not be considered favorably.

6.1 COVER LETTER

Cover letter should include the following:

• Title of this RFP; and

• Name and mailing address of firm (include physical location if mailing address is a PO box); and

• Contact person, telephone number, and email address

6.2 WILLINGNESS TO SIGN

All Proposers must indicate their willingness to sign a final form of the sample agreement (Attachment 1). Any deviation in a proposal from the language in the agreement must be explained in detail. Substantial differences in language or terms between a proposal and the agreement may result in rejection of the proposal.

SacOES reserves the right to negotiate minor modifications of the language contained within the attached agreement upon selection of the CONTRACTOR.

6.3 FIRM AND TEAM QUALIFICATIONS

Describe your firm’s culture. Provide a statement of your firm’s qualifications for performing the requested services (see Section 3). Identify the services which would be completed by your firm’s staff and those that would be provided by sub-consultants or sub-contractors, if any. Include the firm’s organizational chart, including its constituent parts.

Provide a brief summary of the role, qualifications and experience of each team member and designated project manager/lead assigned to each task, including length of service with the firm and the qualifications/experience of ay sub-consultant’s or sub-contractor’s staff on your team.

6.4 REFERENCES

Provide a minimum of three (3) references for projects or services similar in nature and scope that your firm’s team members have completed in the last five (5) years.

Include brief descriptions of the projects, dates, client names and contact persons’ names, address and telephone numbers. Public sector references are preferred.

6.5 UNDERSTANDING OF REQUESTED SERVICES AND FIRM’S

APPROACH

Based on the available information, supplemental research, field observations and experience with similar services, provide a narrative describing your understanding of the services requested in the RFP. Also, provide a detailed discussion of your firm’s approach to the successful implementation of these services. Include through discussions of methodologies you believe are essential to accomplishing these services. Describe any major challenges to achieving these services and include any issues that you believe will require special consideration. Also, identify any unique approaches or strengths that your firm may have related to these services.

6.6 SPECIFIC SKILLS AND SERVICES

Describe your firm’s creative process and provide examples of actual creative work for past clients that demonstrates the firm’s ability to:

• Build and maintain exceptional public advertisement campaigns, especially disaster preparedness missions for emergency management agencies and measuring the campaign’s success or failure;

• Demonstrate familiarity with researched and effective disaster preparedness messaging and motivations to engage behavior change;

• Successfully create, and implement creative materials;

• Create and assist with implementing strategic communications and outreach plan;

6.7 COST PROPOSAL

Provide a fee schedule of hourly rates for all proposed staff and sub-consultants/sub-contractors and create a detailed project budget for the term September 2023 through February 2024. For the tasks listed in Section 3, with a not-to-exceed budget of $30,000. Define any reimbursable expenses requested to be paid by SacOES if any.

7 Evaluation of Criteria

7.1 SELECTION COMMITTEE

A selection committee will be convened to qualify and rank all proposals to determine the most highly qualified firm(s). All Proposers will be notified in writing via email of the selection.

7.2 QUALIFIED PROPOSERS

A Proposer will be deemed qualified dependent upon the information provided by the Proposer in response to all requirements of this RFP.

7.3 RANKING OF PROPOSALS

Proposals will be ranked based on the following criteria:

7.3.1 Experience and qualifications of firm and proposed staff/sub-consultants or sub-contractors (per Section 6.3 and 6.4) – 20 possible points

7.3.2 Understanding of the proposed services and proposed service plan (per Section 6.5) – 30 possible points

7.3.3 Specific skills and services (per Section 6.6) – 30 possible points

7.3.4 Proposed cost (per Section 6.7) – 20 possible points

7.4 DISQUALIFICATION OF PROPOSALS

A Proposer may be disqualified if Proposer fails to meet any of the requirements of this RFP.

7.5 INTERVIEWS

Should SacOES elect to conduct interviews with any Proposers, the following criteria shall be considered, and each Proposer ranked by the evaluation panel during the interview process.

• Quality of presentation (including creativity); and

• Ability to meet SacOES goals and services requested; and

• Communication style

AGREEMENT

Attachment 1

COUNTY OF SACRAMENTO

GENERAL CONDITIONS

1. BID/QUOTE/PROPOSAL/GENERAL CONDITIONS: All of the terms and conditions of the bid, quote, or proposal against which this purchase document is applied, are hereby incorporated.

2. SALES TAX NOT INCLUDED: Unless otherwise definitely specified, the unit prices do not include California sales and use tax or Sacramento County sales and use tax.

3. CASH DISCOUNTS: In connection with any cash discount specified on this quote, time will be computed from the date of complete delivery of the supplies or equipment as specified, or from date correct invoices are received in the County Auditor’s Office if the latter date is later than the date of delivery. For the purpose of earning the discount, payment is deemed to be made on the date of mailing of the County warrant or check.

4. AMERICANS WITH DISABILITIES ACT: As a condition of accepting a purchase order from the County of Sacramento, the vendor certifies that their business entity is in compliance with the Americans With Disabilities Act of 1990, as amended. Failure to certify shall prohibit the award of a purchase order to the vendor.

5. HOLD HARMLESS: The vendor shall hold the County of Sacramento, its officers, agents, servants and employees harmless from liability of any nature or kind because of use of any copyrighted, or uncopyrighted composition, secret process, patented or unpatented invention, articles or appliances furnished or used under this order, and agrees to defend, at his own expense, any and all actions brought against the County of Sacramento or himself because of the unauthorized use of such articles.

6. DEFAULT BY VENDOR: In case of default by vendor, the County of Sacramento may procure the articles or services from other sources and may deduct from any monies due, or that may thereafter become due to the vendor, the difference between the price named in the contract or purchase order and actual cost thereof to the County of Sacramento. Prices paid by the County shall be considered the prevailing market price at the time such purchase is made. Periods of performance may be extended if the facts as to the cause of delay justify such extension in the opinion of the Purchasing Agent.

7. RIGHT TO AUDIT: The County of Sacramento reserves the right to verify, by examination of vendor’s records, all invoiced amounts when firm prices are not set forth in the purchase agreement.

8. ASSIGNMENT: (a) This award is not assignable by CONSULTANT either in whole or in part, without the prior written approval of the Purchasing Agent of the County of Sacramento. (b) In submitting a quote to a public purchasing body, the quoter offers and agrees that if the quote is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) & the Cartwright Act (Chapter 2 [commencing with Section 16700] of part 2 of Division 7 of the Business and Professions Code), arising from the purchases of goods, materials, or services by the quoter for sale to the purchasing body pursuant to the quote. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the quoter.

9. APPLICABILITY TO HEIRS: Time is of the essence of each and all the provisions of this agreement, and, subject to the limitations of Paragraph 8, the provisions of this agreement shall extend to and be binding upon and inure to the benefits of the heirs, executors, administrators, successors, and assigns of the respective parties hereto.

10. F.E.T. EXEMPTION: Sacramento County is exempted from payment of Federal Excise Tax. No federal tax shall be included in price.

11. CHARGES NOT INCLUDED ON FACE NOT ACCEPTABLE: No charge will be accepted for packing, boxing, or cartage, except as specified in the Notice of Award. Freight collect shipments will not be accepted. Merchandise will not be accepted if payment is to be made at the time of delivery.

12. TITLE: Except as otherwise expressly provided herein, title to and risk of loss on all items shipped by seller to buyer shall pass to the buyer upon buyer’s inspection and acceptance of such items at buyer’s building.

13. CHANGES WITHOUT NOTICE PROHIBITED: No changes in price, quantity or merchandise will be recognized by the County of Sacramento without written notice of acceptance thereof prior to shipment.

14. ALL UNDERSTANDINGS IN WRITING: It is mutually understood and agreed that no alteration or variation of terms of this award shall be valid unless made in writing and signed by the parties hereto, and that no oral understandings or agreements not incorporated herein, and no alterations or variations of the terms hereof unless made in writing between the parties hereto shall be binding on any of the parties hereto.

15. FORCE MAJEURE: The vendor will not be held liable for failure or delay in the fulfillment of conditions of purchase order/contract if hindered or prevented by fire, strikes, or Acts of God.

16. INVOICING: Upon submission of itemized invoices, in duplicate, payment shall be made of the prices stipulated herein for supplies delivered and accepted or services rendered and accepted, less deductions, if any, as herein provided. Payment on partial deliveries may be made whenever amounts due so warrant or when requested by the vendor and approved by the Purchasing Agent.

17. SPECIAL CONDITIONS: Buyer’s standard terms and conditions shall govern any contract awarded. If, after award of contract, vendor provides additional terms or conditions, they shall be considered void. To the extent not otherwise stated in the contract, the California Commercial code shall apply.

18. INFORMATION TECHNOLOGY ASSURANCES: CONSULTANT

shall take all reasonable precautions to ensure that any hardware, software, and/or embedded chip devices used by CONSULTANT in the performance of services under this agreement, other than those owned or provided by County, shall be free from viruses. Nothing in this provision shall be construed to limit any rights or remedies otherwise available to County under this agreement.

19. CHILD, FAMILY, AND SPOUSAL SUPPORT: CONSULTANT

hereby certifies that either: (a) The CONSULTANT is a government or non-profit entity; or (b) the CONSULTANT has no Principal Owners (25% or more); or (c) each Principal Owner (25% or more) does not have any existing child support orders; or (d) CONSULTANT’s Principal Owners are currently in substantial compliance with any court-ordered child, family and spousal support order, including orders to provide current residence address, employment information, and whether dependent health insurance coverage is available. If not in compliance, Principal Owner has become current or has arranged a payment schedule with the Department of Child Support Services or the court.

New CONSULTANT shall certify that each of the following statements is true:

(a) CONSULTANT has fully complied with all applicable state and federal reporting requirements relating to employment reporting for its employees; and

(b) CONSULTANT has fully complied with all lawfully served wage and earnings assignment orders and notices of assignment and will continue to maintain compliance.

NOTE: Failure to comply with state and federal reporting requirements regarding CONSULTANT’s employees or failure to implement lawfully served wage and earnings assignment orders or notices of assignment constitutes a default under any contract with the County. Failure to cure such default within 90 days of notice by the County shall be grounds for termination of contract.

APPENDIX A -- ADDITIONAL TERMS AND CONDITIONS

Proposer Responsibility: You are expected to be thoroughly familiar with all specifications and requirements of this proposal. Your failure or omission to examine any relevant form, article, site or document will not relieve you from any obligation regarding this proposal. By submitting a response, you are presumed to concur with all terms, conditions and specifications of this proposal unless you have specifically, by Section number, raised objection.

Response Clarification: The County reserves the right to request additional written and/or oral information from responders at any time before contract award, in order to obtain clarification of their responses.

Awards:

A. The County of Sacramento reserves the right to:

1. award responses received on the basis of individual items, or groups of items, or on the entire list of items;

2. reject any or all responses, or any part thereof;

3. waive any minor irregularities or informalities in any response, which are immaterial or inconsequential in nature, and are neither affected by law nor a substantial variance with RFP conditions; and

4. accept the response that is in the best interest of the County. The Purchasing Agent's decision shall be final.

B. Preference for locally based (Sacramento Region) CONSULTANT due to the type and nature of the anticipated work.

Taxes:

A. The CONSULTANT will be considered a Personal Services CONSULTANT, and will submit a bi-weekly time sheet during periods of activity. While considered a CONSULTANT, the county will withhold taxes for CA State Income Tax, Medicare and FICA from payment. Additionally, the county will pay the county’s share of Medicare (currently at .027%) and FICA (currently at .062%). CONSULTANT may request a waiver to retain withholdings.

Termination:

A. County may terminate any resulting agreement without cause upon thirty (30) days written notice to the other party. Notice shall be deemed served on the date of mailing. If notice of termination for cause is given by County to CONSULTANT and it is later determined that CONSULTANT was not in default or the default was excusable, then the notice of termination shall be deemed to have been given without cause pursuant to this paragraph (A).

B. County may terminate any resulting agreement for cause immediately upon giving written notice to CONSULTANT, should CONSULTANT materially fail to perform any of the covenants contained in this agreement in the time and/or manner specified. In the event of such termination, County may proceed with the work in any manner deemed proper by County. If notice of termination for cause is given by County to CONSULTANT and it is later determined that CONSULTANT was not in default or the default was excusable, then the notice of termination shall be deemed to have been given without cause pursuant to paragraph (a) above.

C. County may terminate or amend any resulting agreement immediately upon giving written notice to CONSULTANT, 1) if advised that funds are not available from external sources for this agreement or any portion thereof, including if distribution of such funds to the County is suspended or delayed; 2) if funds for the services and/or programs provided pursuant to this Agreement are not appropriated by the State;

3) if funds in County's yearly proposed and/or final budget are not appropriated by County for this agreement or any portion thereof; or 4) if funds that were previously appropriated for this agreement are reduced, eliminated, and/or re-allocated by County as a result of mid-year budget reductions.

D. If any resulting agreement is terminated under paragraph A or C above, CONSULTANT shall only be paid for any services completed and provided prior to notice of termination. In the event of termination under paragraph a or c above, CONSULTANT shall be paid an amount which bears the same ratio to the total compensation authorized by the agreement as the services actually performed bear to the total services of CONSULTANT covered by this agreement, less payments of compensation previously made.

In no event, however, shall County pay CONSULTANT an amount which exceeds a pro rata portion of the agreement total based on the portion of the agreement term that has elapsed on the effective date of the termination.

E. CONSULTANT shall not incur any expenses under any resulting agreement after notice of termination and shall cancel any outstanding expenses obligations to a third party that CONSULTANT can legally cancel.

Public Agency Participation: It is intended that any other public agency including those identified in the solicitation (i.e., city, district, public authority, public agency, municipality and other political sub-division or public corporation of California) located in California shall have the option to participate in any award made as a result of this solicitation. The County of Sacramento shall incur no financial responsibility in connection with orders issued or delivered by another public agency. Each public agency using this contract shall accept sole and full responsibility for placing of orders and making payments to the CONSULTANT. In addition to the above, the CONSULTANT shall provide the same level of indemnification and insurance protection to each of the participating agencies ordering products and/or services under any award made as a result of this solicitation.

APPENDIX B -- COMPLIANCE WITH CHILD, FAMILY AND SPOUSAL SUPPORT

COUNTY OF SACRAMENTO

CONSULTANT CERTIFICATION OF COMPLIANCE FORM

WHEREAS it is in the best interest of Sacramento County that those entities with whom the County does business demonstrate financial responsibility, integrity and lawfulness, it is inequitable for those entities with whom the County does business to receive County funds while failing to pay court-ordered child, family and spousal support which shifts the support of their dependents onto the public treasury.

Therefore, in order to assist the Sacramento County Department of Child Support Services in its efforts to collect unpaid court-ordered child, family and spousal support orders, the following certification must be provided by all entities with which the County does business:

CONSULTANT hereby certifies that either:

(a) The CONSULTANT is a government or non-profit entity (exempt), or

(b) The CONSULTANT has no Principal Owners (25% or more) (exempt), or

(c) Each Principal Owner (25% or more), does not have any existing child support orders, or

(d) CONSULTANT’S Principal Owners are currently in substantial compliance with any court-ordered child, family and spousal support order, including orders to provide current residence address, employment information, and whether dependent health insurance coverage is available. If not in compliance, Principal Owner has become current or has arranged a payment schedule with the Department of Child Support Services or the court.

New CONSULTANT shall certify that each of the following statements is true:

a. CONSULTANT has fully complied with all applicable state and federal reporting requirements relating to employment reporting for its employees; and

b. CONSULTANT has fully complied with all lawfully served wage and earnings assignment orders and notices of assignment and will continue to maintain compliance.

Note: Failure to comply with state and federal reporting requirements regarding a CONSULTANT’s employees or failure to implement lawfully served wage and earnings assignment orders or notices of assignment constitutes a default under the contract; and failures to cure the default within 90 days of notice by the County shall be grounds for termination of the contract. Principal Owners can contact the Sacramento Department of Child Support Services at (916) 875-7400 or (888) 271-3906, by writing to P.O. Box 269112, Sacramento, 95826- 9112, or by E-mailing DCSS-BidderCompliance@SacCounty.net.

CONSULTANT DATE

Printed Name mailto:DCSS-BidderCompliance@SacCounty.net

APPENDIX C – SACRAMENTO COUNTY MINIMUM INSURANCE REQUIREMENTS

Introduction

Without limiting CONSULTANT's indemnification, CONSULTANT shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the Agreement by the CONSULTANT, his agents, representatives or employees. County shall retain the right at any time to review the coverage, form, and amount of the insurance required hereby. If in the opinion of the County's Risk Management Office the insurance provisions in these requirements do not provide adequate protection for County and for members of the public, County may require CONSULTANT to obtain insurance sufficient in coverage, form and amount to provide adequate protection. County's requirements shall be reasonable but shall be imposed to assure protection from and against the kind and extent of risks that exist at the time a change in insurance is required.

Verification of Coverage

CONSULTANT shall furnish the County with certificates evidencing coverage required below. Copies of required endorsements must be attached to provided certificates. The County Risk Manager may approve self-insurance programs in lieu of required policies of insurance if, in the opinion of the Risk Manager, the interests of the County and the general public are adequately protected. All certificates or evidences of self-insurance are to be received and approved by the County before performance commences. The County reserves the right to require that CONSULTANT provide complete, certified copies of any policy of insurance offered in compliance with these specifications. As an alternative to insurance certificates, the CONSULTANT's insurer may voluntarily provide complete, certified copies of all required insurance policies, including endorsements, effecting the coverage required by these specifications.

Minimum Scope of Insurance

Coverage shall be at least as broad as:

• GENERAL LIABILITY: Insurance Services Office’s Commercial General Liability occurrence coverage form CG 0001. Including, but not limited to Premises/Operations, Products/Completed Operations, and Personal & Advertising Injury, without exclusions or limitations unless approved by County Risk Management Office.

• AUTOMOBILE LIABILITY: Insurance Services Office’s Commercial Automobile Liability coverage form CA 0001, auto coverage symbol “1” (any auto). If there are no owned or leased vehicles, symbols 8 and 9 for non-owned and hired autos shall apply. Personal automobile insurance shall apply if vehicles are privately owned.

• WORKERS’ COMPENSATION: Statutory requirements of the State of California and Employer's Liability Insurance.

• PROFESSIONAL LIABILITY or Errors and Omissions Liability insurance appropriate to the CONSULTANT's profession.

• UMBRELLA or Excess Liability policies are acceptable where the need for higher liability limits is noted in the Minimum Limits of Insurance and shall provide liability coverages that at least follow form over the underlying insurance requirements where necessary for Commercial General Liability, Automobile Liability, Employers’ Liability, and any other liability coverage designated under the Minimum Scope of Insurance.

Minimum Limits of Insurance

CONSULTANT shall maintain limits no less than:

1. General Liability shall be on an Occurrence basis (as opposed to Claims Made basis).

Minimum limits and structure shall be:

General Aggregate: $2,000,000

Products Comp/Op Aggregate: $2,000,000

Personal & Adv. Injury: $1,000,000

Each Occurrence: $1,000,000

Fire Damage: $ 100,000

Building Trades CONSULTANTs and CONSULTANTs engaged in other projects of construction shall have their general liability Aggregate Limit of Insurance endorsed to apply separately to each job site or project, as provided for by Insurance Services Office form CG-2503 Amendment-Aggregate Limits of Insurance (Per Project).

2. Automobile Liability: Corporate/business owned vehicles including non-owned and hired, $1,000,000 Combined Single Limit. Privately owned vehicles, $250,000 per person, $500,000 each accident, $100,000 property damage.

3. Workers' Compensation: Statutory.

4. Employer's Liability: $1,000,000 per accident for bodily injury or disease.

5. Professional Liability or Errors and Omissions Liability: $1,000,000.

Deductibles and Self-Insured Retention

Any deductibles or self-insured retention must be declared to and approved by COUNTY. At the option of COUNTY, either: the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the COUNTY, its officers, officials, employees and volunteers; or CONSULTANT shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses.

Claims Made Professional Liability Insurance

If professional liability coverage is written on a Claims Made form:

1. The "Retro Date" must be shown, and must be on or before the date of the Agreement or the beginning of Agreement performance by CONSULTANT.

2. Insurance must be maintained and evidence of insurance must be provided for at least one (1) year after completion of the Agreement.

3. If coverage is cancelled or non-renewed, and not replaced with another claims made policy form with a "Retro Date" prior to the contract effective date, the CONSULTANT must purchase "extended reporting" coverage for a minimum of one (1) year after completion of the Agreement.

Other Insurance Provisions

The insurance policies required in this Agreement are to contain, or be endorsed to contain, as applicable, the following provisions:

Introduction

Without limiting CONSULTANT's indemnification, CONSULTANT shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the Agreement by the CONSULTANT, his agents, representatives or employees. County shall retain the right at any time to review the coverage, form, and amount of the insurance required hereby. If in the opinion of the County's Risk Management Office the insurance provisions in these requirements do not provide adequate protection for County and for members of the public, County may require CONSULTANT to obtain insurance sufficient in coverage, form and amount to provide adequate protection. County's requirements shall be reasonable but shall be imposed to assure protection from and against the kind and extent of risks that exist at the time a change in insurance is required.

Verification of Coverage

CONSULTANT shall furnish the County with certificates evidencing coverage required below. Copies of required endorsements must be attached to provided certificates. The County Risk Manager may approve self-insurance programs in lieu of required policies of insurance if, in the opinion of the Risk Manager, the interests of the County and the general public are adequately protected. All certificates or evidences of self-insurance are to be received and approved by the County before performance commences. The County reserves the right to require that CONSULTANT provide complete, certified copies of any policy of insurance offered in compliance with these specifications. As an alternative to insurance certificates, the CONSULTANT's insurer may voluntarily provide complete, certified copies of all required insurance policies, including endorsements, effecting the coverage required by these specifications.

Minimum Scope of Insurance

Coverage shall be at least as broad as:

1. GENERAL LIABILITY: Insurance Services Office’s Commercial General Liability occurrence coverage form CG 0001. Including, but not limited to Premises/Operations, Products/Completed Operations, and Personal & Advertising Injury, without exclusions or limitations unless approved by County Risk Management Office.

2. AUTOMOBILE LIABILITY: Insurance Services Office’s Commercial Automobile Liability coverage form CA 0001, auto coverage symbol “1” (any auto). If there are no owned or leased vehicles, symbols 8 and 9 for non-owned and hired autos shall apply. Personal automobile insurance shall apply if vehicles are privately owned.

3. WORKERS’ COMPENSATION: Statutory requirements of the State of California and Employer's Liability Insurance.

4. PROFESSIONAL LIABILITY or Errors and Omissions Liability insurance appropriate to the CONSULTANT's profession.

5. UMBRELLA or Excess Liability policies are acceptable where the need for higher liability limits is noted in the Minimum Limits of Insurance and shall provide liability coverages that at least follow form over the underlying insurance requirements where necessary for Commercial General Liability, Automobile Liability, Employers’ Liability, and any other liability coverage designated under the Minimum Scope of Insurance.

Other Insurance Provisions

The insurance policies required in this Agreement are to contain, or be endorsed to contain, as applicable, the following provisions:

1. ADDITIONAL INSURED STATUS: The County, its officers, directors, officials, employees, and volunteers are to be endorsed as additional insureds as respects: liability arising out of activities performed by or on behalf of the CONSULTANT; products and completed operations of the CONSULTANT; premises owned, occupied or used by the CONSULTANT; or automobiles owned, leased, hired or borrowed by the CONSULTANT. The coverage shall contain no endorsed limitations on the scope of protection afforded to the County, its officers, directors, officials, employees, or volunteers. Applicable to General Liability and Auto Liability Policies.

2. PRIMARY INSURANCE: For any claims related to this agreement, the CONSULTANT's insurance coverage shall be endorsed to be primary insurance as respects the County, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the County, its officers, directors, officials, employees, or volunteers shall be excess of the CONSULTANT's insurance and shall not contribute with it. Applicable to General Liability and Auto Liability policies.

3. FAILURE TO COMPLY: Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the County, its officers, directors, officials, employees, agents or volunteers. Applies to policies in which the County is named as an additional insured.

4. SEVERABILITY OF INTEREST: The CONSULTANT's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. Applicable to General Liability and Auto Liability policies.

5. MAINTENANCE OF INSURANCE COVERAGE: The CONSULTANT shall maintain all insurance coverages in place at all times and provide the County with evidence of each policy's renewal ten (10) days in advance of its anniversary date. Each insurance policy required by this clause shall state that coverage shall not be canceled except after thirty (30) days' written notice for cancellation or sixty

(60) days’ written notice for non-renewal has been given to the County. For non-payment of premium 10 days’ prior written notice of cancellation by mail is required. Applicable to all policies.

6. WORKERS’ COMPENSATION WAIVER OF SUBROGATION: The workers' compensation policy required hereunder shall be endorsed to state that the workers' compensation carrier waives its right of subrogation against the County, its officers, directors, officials, employees, agents or volunteers, which might arise by reason of payment under such policy in connection with performance under this Agreement by the CONSULTANT.

7. PROPERTY WAIVER OF SUBROGATION: Course of construction policies shall contain the following provisions:

1. The County shall be named as loss payee.

2. The insurer shall waive all rights of subrogation against the County.

8. CIVIL CODE PROVISION: Coverage shall not extend to any indemnity coverage for the active negligence of the additional insured in any case where an agreement to indemnify the additional insured would be invalid under Subdivision (b) of Section 2782 of the Civil Code.

9. ACCEPTABILITY OF INSURERS: Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A-:VII. The County Risk Manager may waive or alter this requirement, or accept self-insurance in lieu of any required policy of insurance if, in the opinion of the Risk Manager, the interests of the County and the general public are adequately protected.

10. SUBCONSULTANTS: CONSULTANT shall require all subCONSULTANTs to maintain adequate insurance. SubCONSULTANTs shall name CONSULTANT as additional insured on their General Liability policies. CONSULTANT shall maintain copies of certificates of insurance and additional insured endorsements as provided by CONSULTANT's subCONSULTANT. All coverages for subCONSULTANTs shall be subject to all of the requirements stated herein.

APPENDIX D (a)

AFFIDAVIT OF NON COLLUSION

STATE OF CALIFORNIA, COUNTY OF SACRAMENTO

I state that I am _______________________ of _____________________and that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this proposal/bid.

I state that:

1. The price(s) and amount of this proposal/bid have been arrived at independently and without consultation, communication or agreement with any other CONSULTANT, bidder or potential bidder, except as disclosed on the attached appendix.

2. That neither the price(s) nor the amount of this proposal/bid, and neither the approximate price(s) nor approximate amount of this proposal/bid, have been disclosed to any other firm or person who is a bidder or potential bidder, and that they will not be disclosed before proposal/bid opening.

3. No attempt has been made or will be made to induce any firm or person to refrain from submitting a proposal/bid on this contract, or to submit a proposal/bid higher than this proposal/bid, or to submit any intentionally high or noncompetitive proposal/bid or other form of complementary proposal/bid.

4. The proposal/bid of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal/bid.

5. _____________________________ its affiliates, subsidiaries, officer, directors and employees are not currently under investigation by any governmental agency and have not in the last five years been convicted of or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract.

I state that ___________________________ understand and acknowledges that the above representations are material and important, and will be relied upon by the County of Sacramento in awarding the contract(s) for which this proposal/bid is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the County of Sacramento of the true facts relating to the submission of proposals/bids for this contract.

Name and Company/Position Date

APPENDIX D (b)

AFFIDAVIT OF NON COLLUSION WITH

CURRENT/FORMER COUNTY EMPLOYEES (b)

The proposer certifies that no current or previous employee of the County of Sacramento (employed by County of Sacramento within the last year) has been involved or is currently involved in any manner, directly or indirectly, with proposer’s response or considerations in responding to this request. Proposer’s signature on this document certifies that the above statement is known to be true, and violation of this certification shall render proposer’s response invalid. In such a case, proposer’s response will be immediately disqualified.

Name and Company/Position Date

APPENDIX E – EXCEPTION TO RFP

Use this section to list any exceptions to the RFP. Identify by Section Number that part of the RFP to which you are requesting an exception.

# Page # Section List explanation of your exception

APPENDIX F - REFERENCES

(MINIMUM OF THREE REFERENCES REQUIRED)

Reference 1

Name

Phone Email

Address City State

Name of EOC Exercise

Exercise Dates

Key Services Rendered

Total Budget Length of Project (Months)

Reference 2

Phone Email

Address City State

Name of EOC Exercise

Reference 3

Phone Email

Address City State

Name of EOC Exercise

Attachment 1 – Sample Agreement

APPENDIX G – CERTIFICATION REGARDING DEBARMENT AND

SUSPENSION

Consultant agrees to comply with 45 CFR Part 76.100 (Code of Federal Regulations), which provides that federal funds may not be used for any contracted services, if SUB-RECIPIENT is debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency.

I (We) certify to the best of my (our) knowledge and belief, that Consultant named below and its principals:

1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency;

2. Have not within a three (3)-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

3. Are not presently indicted or otherwise criminally or civilly charged by a governmental entity (federal, state, or local) with commission of any of the offenses enumerated in paragraph (2) of this certification; and

4. Have not within a three (3)-year period preceding this application/proposal/agreement had one or more public transactions (Federal, State, or local) terminated for cause or default.

5. Shall notify COUNTY within ten (10) days of receipt of notification that Consultant is subject to any proposed or pending debarment, suspension, indictments or termination of a public transaction.

6. Shall obtain a certification regarding debarment and suspension from all its contractors that will be funded through this Agreement.

7. Hereby agree to terminate immediately, any contractor’s services that will be/are funded through this Agreement, upon discovery that the contractor is ineligible or voluntarily excluded from covered transactions by any federal department or agency.

BY: _______________________ DATE: _____________________