Request for Proposal
CDPR IPM Rebranding
CONTRACT #21-C0101
SECTION I OVERVIEW ............................................................................ 1 GENERAL INFORMATION .............................................................................................................. 1 DPR CONTACT ............................................................................................................................... 1 SERVICE NEED .............................................................................................................................. 1 CONTRACT BUDGET ..................................................................................................................... 1 CONTRACT TERM .......................................................................................................................... 1 PAYMENT WITHOLD ...................................................................................................................... 1 PEFORMANCE PENALTY .............................................................................................................. 1 PROCESS TYPE ............................................................................................................................. 1 PROCESS SCHEDULE ................................................................................................................... 2 SECTION II RULES AND CONDITIONS ................................................... 3 INTRODUCTION ............................................................................................................................. 3 COMMITMENT ................................................................................................................................ 3 CONTRACTOR’S COST .................................................................................................................. 3 ANTITRUST CLAIMS....................................................................................................................... 3 INFORMATION ................................................................................................................................ 4 WRITTEN INQUIRIES ..................................................................................................................... 4 ADDENDA ........................................................................................................................................ 4 MODIFICATION OF SUBMITTALS ................................................................................................. 4 ERRORS IN SUBMITTALS .............................................................................................................. 4 INELIGIBLE BUSINESSES ............................................................................................................. 5 NEGOTIATING STATE CONTRACTS ............................................................................................ 5 ELECTRONIC WASTE RECYCLING .............................................................................................. 5 USE TAX .......................................................................................................................................... 5 SMALL BUSINESS (SB) PREFERENCE ........................................................................................ 5 SUB-CONTRACTORS ..................................................................................................................... 5 LOSS LEADER ................................................................................................................................ 5 DARFUR CONTRACTING ACT ...................................................................................................... 5 SECTION III PROPOSAL SUBMITTAL REQUIREMENTS ............................... 6 INTRODUCTION ............................................................................................................................. 6 DEADLINE ....................................................................................................................................... 6 ADDRESSING ................................................................................................................................. 6 NUMBER OF COPIES ..................................................................................................................... 6 DOCUMENT PRINTING .................................................................................................................. 6 TABLE OF CONTENTS ................................................................................................................... 7 SUMMARY ....................................................................................................................................... 7 METHODOLOGY ............................................................................................................................. 7 ORGANIZATION .............................................................................................................................. 7 QUALIFICATIONS AND RESOURCES ........................................................................................... 7 REFERENCES ................................................................................................................................. 7 SAMPLE OF WRITTEN WORK ....................................................................................................... 7 CONTRACT ELIGIBILITY ................................................................................................................ 8 LICENSES ....................................................................................................................................... 8 SMALL BUSINESS (SB) PARTICIPATION ..................................................................................... 8 DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PARTICIPATION ................................ 8 TARGET AREA CONTRACT PREFERENCE ACT (TACPA) ......................................................... 8 SECTION IV COST PROPOSAL SUBMITTAL .................................................... 9 OVERVIEW ........................................................................................................................................ 9 COST BREAKDOWN ........................................................................................................................ 9 TRAVEL AND PER DIEM .................................................................................................................. 9 SECTION V EVALUATION AND SELECTION ..................................................10 INTRODUCTION ............................................................................................................................. 10 SELECTION PROCESS .................................................................................................................. 10 AWARD OF AGREEMENT .............................................................................................................. 10 ORAL INTERVIEW .......................................................................................................................... 11 GROUNDS FOR REJECTION ......................................................................................................... 11 NOTICE OF INTENT TO AWARD ................................................................................................... 11 REJECTION OF AWARD ................................................................................................................ 11 PROPOSER NOTIFICATIONS ........................................................................................................ 12 PROTEST OF AWARD .................................................................................................................... 12 SECTION VI DESCRIPTION OF WORK .............................................................13 INTRODUCTION ............................................................................................................................. 13 WORK TO BE PERFORMED .......................................................................................................... 13 TASKS ............................................................................................................................................. 13 CONTROL OF WORK ..................................................................................................................... 13 SECTION VII DEFINITIONS AND TERMS ..........................................................14 GENERAL ........................................................................................................................................ 14 ABBREVIATIONS ............................................................................................................................ 14 AGREEMENT .................................................................................................................................. 14 DPR .................................................................................................................................................. 14 CONSULTANT ................................................................................................................................. 14 CONTRACT ..................................................................................................................................... 14 CONTRACT MANAGER .................................................................................................................. 14 CONTRACTOR ................................................................................................................................ 14 DIRECTOR ...................................................................................................................................... 15 DISABLED VETERAN BUSINESS ENTERPRISE (DVBE CERTIFIED) ......................................... 15 LEGAL HOLIDAYS .......................................................................................................................... 15 PROGRAM MANAGER ................................................................................................................... 15 PROPOSAL ..................................................................................................................................... 15 PROPOSER ..................................................................................................................................... 15 SCOPE OF WORK........................................................................................................................... 15 SMALL BUSINESS (CERTIFIED) .................................................................................................... 15 STATE .............................................................................................................................................. 15 STATE CONTRACT LAW ................................................................................................................ 15 SUB-CONTRACTOR ....................................................................................................................... 15 ATTACHMENTS ……………………………………………………………………….
COST PROPOSAL SHEETS ................................................................................. (ATTACHMENT A) PROPOSAL TECHNICAL EVALUATION SCORING SHEET ...................... (ATTACHMENT B) CONTRATOR STATUS FORM .............................................................................. (ATTACHMENT C) CLIENT REFERENCES ......................................................................................... (ATTACHMENT D) BIDDER DECLARATION ....................................................................................... (ATTACHMENT E) DARFUR CONTRACTING ACT ............................................................................. (ATTACHMENT F) PROPOSAL COMPLETION CHECKLIST ............................................................. (ATTACHMENT G) 1 SECTION I OVERVIEW
General Information The Department of Pesticide Regulation’s (DPR) mission is to protect human health and the environment by regulating pesticide sales and use, and by fostering reduced-risk pest management. For more information on the Department and its program, please see our Web site, www.cdpr.ca.gov.
DPR Contact Department of Pesticide Regulation
Attn: Terry Harrison, MS 4A
1001 I Street, Contracts Unit
P.O. Box 4015
Sacramento, CA 95812-4015
Phone: (916) 445-2511
EMAIL: [email protected]
Service Need To support DPR’s vision of accelerating the transition to safer, more sustainable pest management, DPR is looking to improve the messaging, branding and outreach activities related to the department’s work to foster the adoption of Integrated Pest Management (IPM) practices and further support research and innovation to increase alternative IPM best practices for sustainable pest management. This includes the need for a clear and approachable external messaging and outreach strategy related to DPR’s IPM work to achieve the goal of (1) developing effective, consistent and approachable messaging describing the concept of IPM; (2) designing cohesive and recognizable branding for DPR’s IPM program and IPM messaging; (3) increasing awareness statewide about integrated pest management and its benefits, DPR’s role in fostering IPM, and DPR grant funding opportunities supporting IPM research, adoption, knowledge, and implementation; (4) developing strategies for the department’s staff to increase outreach and engagement with those who can benefit from grant project funding opportunities and knowledge gained from grant project outcomes—including researchers and other parties either performing, or interested in performing, research or outreach that advances IPM knowledge and implementation— as well as specific stakeholders in DPR’s School IPM, Child Care IPM, Endangered Species programs; and (5) developing a strategic approach for long-term outreach activities to be conducted by the department, including but not limited to events, materials, communications calendars, paid marketing, initiatives, and other methods for the department to engage in targeted program-related outreach that advances IPM knowledge and implementation moving forward. Services needed includes initial launch and implementation of developed outreach plans and related paid marketing activities.
Contract Budget Subject to the availability of funds and approval by the Department, there is a current maximum budget of $500,000.
DPR reserves the right to amend the budget for this Agreement as needs arise.
Contract Term The term of this Agreement will span no more than 18 months and is expected to begin in April 2022.
DPR reserves the right to amend the term of this Agreement as needs arise. 2 Payment Withhold The provisions for payment under this contract will be subject to a ten percent (10%) withholding per task.
The withheld payment amount will be included in the final payment to the Contractor and will only be released when all required work has been completed to the satisfaction of DPR.
Performance Penalty The selected Contractor, to receive award of this agreement, will be subject to a performance penalty if required deliverables are not submitted by the due date outlined in the Scope of Work.
The penalty will be equivalent to five percent (5%) of the budgeted amount for each task not completed in the required timeframe.
Process Type Request for Proposal (RFP), Secondary Method. 3 OVERVIEW CONT.
Process Schedule This process will be conducted according to the following tentative schedule:
Advertisement Date March 10, 2022
Written Inquiries Due by 5:00 pm March 18, 2022
Answers to Inquiries Posted by 5:00 pm March 23, 2022
Proposals Due by 2:00 pm March 30, 2022
Post Notice of Intent to Award April 6, 2022
4 SECTION II RULES AND CONDITIONS
Introduction There are conditions that this RFP, submitting Proposers, proposals and resulting Agreements are subject to and/or required to comply with.
Commitment Upon submittal of a proposal, the Contractor has committed to comply with the following requirements: All items noted in RFP documents General Terms and Conditions available for viewing at www.ols.dgs.ca.gov/Standard+Language. Contractor Certification Clauses available for viewing at www.ols.dgs.ca.gov/Standard+Language.
If the Proposer fails to meet any of the requirements or comply with DPR requests, DPR can reject, disqualify, or remove the firm from the process.
DPR is not committed to award an Agreement resulting from this RFP Contractor’s Cost All costs resulting from the Contractor’s participation in the RFP process are at the firm’s expense.
No costs incurred by the Contractor participating in the RFP process will be reimbursed by DPR.
Antitrust Claims In submitting a Proposal Package to a public purchasing body, the Proposer offers and agrees that if the Proposal Package 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) or under the Cartwright Act (Chapter 2 [commencing with Section 16700] of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the Proposer for sale to the purchasing body pursuant to the Proposal Package. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the Proposer. (See Government Code Section 4552.)
If an awarding body or public purchasing body receives, either through judgment or settlement, a monetary recovery for a cause of action assigned under this chapter, the assignor shall be entitled to receive reimbursement for actual legal costs incurred and may, upon demand, recover from the public body any portion of the recovery, including treble damages, attributable to overcharges that were paid by the assignor but were not paid by the public body as part of the Proposal Package price, less the expenses incurred in obtaining that portion of the recovery. (See Government Code Section 4553.)
Upon demand in writing by the assignor, the assignee shall, within one year from such demand, reassign the cause of action assigned under this part if the assignor has been or may have been injured by the violation of law for which the cause of action arose and (a) the assignee has not been injured thereby, or (b) the assignee declines to file a court action for the cause of action. (See Government Code Section 4554.)
5 RULES AND CONDITIONS CONT.
Information All information obtained or produced during the course of the Agreement will be made available to DPR.
Any information that the Proposer deems confidential, must so be marked prior to submission to DPR.
DPR will hold information deemed confidential by the Proposer to the extent allowable by the California Public Records Act and the Public Contract Code.
Written Inquiries Proposers needing clarification of the requirements of this solicitation may submit questions to DPR’s Contracts Unit using the contact information found in Section I.
All inquiries must be received no later than 5 pm on Friday, March 18, 2022, regardless of postmark. If the inquiries are faxed or emailed, then the time and date on the fax or email must not be later than the due date and time.
Questions, suggestions or objections regarding the content of this solicitation, including but not limited to the purpose, scope of work, etc., not submitted by the deadline for questions shall be deemed waived and may not be raised at a later time.
Oral communications with DPR officers and employees shall be non-binding on the State and shall in no way exclude the Proposer of any obligations as set forth in this package.
All questions or inquiries regarding this solicitation shall be submitted using the contact information provided in Section I.
E-mails and/or faxes should be clearly marked “Questions Relating to SOLICITATION 21-C0101.”
Addenda DPR reserves the right to amend, alter, or change the rules and conditions of this RFP.
Any ambiguity, conflict, discrepancy, omission, or other error discovered in the RFP should immediately be reported to DPR prior to the deadline for submission of written questions. DPR will issue addenda to address such issues.
Modification of
Submittals
A Proposal submitted prior to the submittal deadline, can be withdrawn or modified by the submitting Proposer. The Proposer must: Provide a written request Identify the requesting individual and their association to the Proposer A Proposal cannot be withdrawn after the submittal deadline has passed.
Errors in Submittals An error in a Proposal package may be cause for rejection of that proposal.
DPR may make certain corrections, if the Proposer’s intent is clearly established based on review of the complete proposal.
6 RULES AND CONDITIONS CONT.
Ineligible Businesses Any Contractor or Sub-Contractor currently on the DPR Unreliable list, is ineligible to apply for or participate in this contract.
In addition, as required by PRC§42290 et seq., any business determined to be in non-compliance with the Recycled Content Plastic Trash Bag Law is ineligible to apply for or participate in this contract.
Negotiating State
Contracts
This solicitation and any resulting contract or amendments are subject to the conditions set forth in PCC 6611.
If any of the conditions identified in PCC 6611 exist, the State may perform contract negotiations, if it is determined to be in the best interest of the State.
Electronic Waste
Recycling
If the Contractor or any subcontractors participate in activities that result in the disposition of electronic components, they will comply with the provisions of PRC Chapter 8.5.
Use Tax If, during the course of the agreement, the Contractor will be involved in the re-sale of goods to the State, they must comply with the requirements of Section 6452.1, 6487, 6487.3, 7101, and 18510 of the Revenue and Taxation Code, in addition to Section 10295.1 of the Public Contract Code.
Small Business(SB)
Preference
Any Proposer competing in this process as a California Certified SB, will receive a five percent (5%) preference.
A copy of the Proposer’s certification must be included with the proposal package.
Subcontractors All subcontractors identified in the proposal, must be experts in their respective disciplines and capable of performing the tasks for which they are hired.
If awarded the agreement, the Contractor must use all of the SB and Disabled Veteran Business Enterprise (DVBE) firms identified on the SB/DVBE Participation Summary.
DPR reserves the right to approve substitutions of subcontractors, as long as, certified business participation levels remain unchanged.
Loss Leader It is unlawful for any person engaged in business within this state to sell or use any article or product as a ‘loss leader’ as defined in Section 17030 of the Business and Professions Code.
Darfur Contracting Act For solicitation of non-IT goods and services only. All Proposers competing in this process must comply with the requirements of the Darfur Contracting Act (Public Contracting Code sections 10475 through 10481), effective January 1, 2009. To comply, Proposers must complete the Darfur Contracting Act form (Attachment F) and return with their Proposal.
7 SECTION III PROPOSAL SUBMITTAL REQUIREMENTS
Introduction Failure to follow the instructions contained in this document may be grounds for rejection of a Proposal.
DPR may reject any Proposal if it is conditional, incomplete or contains irregularities.
DPR may waive an immaterial deviation in a Proposal, if deemed in the best interest of DPR.
Deadline The proposal package must be received by DPR, at the address or email listed in Section I, Overview.
Proposals received after the deadline, will be considered late and returned to the Proposer unopened. Proposals submitted electronically must include all necessary fully executed proposal submission documents as an attachment in Portable Document Format (PDF) to [email protected] NO LATER THAN 2:00 p.m., Wednesday, March 30, 2022. Submission time will be as of the electronic time stamp associated with when the electronic email submission was received.
Submissions with attached PDF documents in excess of 10 Megabytes in size risk being rejected and can be deemed unresponsive. DPR will provide an individual electronic email response confirming receipt of each submission received. If a confirmation receipt is not received within 30-minutes of submission, please contact, Terry Harrison at [email protected] to confirm your bid was received. Confirmation receipt is not a representation by DPR that the submitted bid is responsive and complete. Proposers are responsible for ensuring that the electronic submission contains the attachment, is fully responsive and lacks any deficiency prior to submitting to the email address above. Failure to do so risks the proposal being deemed unresponsive. It is recommended that Proposers submit proposals at least an hour in advance of the proposal submission deadline to allow for confirmation of proposal submission. The bidding process does not allow for delays due to internet, email or other technical difficulties.
Addressing The proposal package must clearly state that it is in response to this RFP and note the RFP number listed with the direction of “Mailroom – do not open.” Proposal Packages submitted via email should include “RFP 21-C0101” clearly in the subject line.
Number of Copies The Proposer is required to submit all required documents in one of the following formats:
For physical deliver/mail One original, non-bound hard copy marked “Original” 2 of copies For electronic delivery One electronic copy through email or from disc or compact disc viewable by Adobe Acrobat Reader
It is the submitting Proposer’s responsibility to ensure that the electronic copy is formatted in Adobe Acrobat Reader and viewable by DPR.
8 Document Printing All documents must be submitted double-sided on paper with a minimum of 30% post-consumer recycled content fiber.
Table of Contents The information must be organized as presented with corresponding page references.
Summary The Proposer must include a brief overview of the project and summarize the Proposer’s approach to the work.
Methodology The Proposer must provide a brief narrative of the methods that will be utilized to accomplish the objective of the project, as detailed in the Scope of Work.
These methods must have sufficient detail to allow DPR to evaluate those methods.
Organization Provide a brief description of the organization’s services and activities, including: Date of establishment History Location Any known conflict’s of interest Qualifications and
Resources
The prospective contractor must have the experience, qualifications, and resources to perform the required tasks of the project.
Each proposal must include a description of the resources to be used on the project while demonstrating an individual or team members abilities to perform the work. The proposals must include resumes for the Contract Manager, Personnel and Subcontractors, that include: Experience Knowledge Educational Background Appropriate licensing Tasks to be performed and number of hours References The Proposer’s team must provide a minimum of three (3) verifiable references and/or experience.
DPR reserves the right to seek references in addition to the client references provided by the Proposer, as it deems necessary.
If a reference or project experience is unable to be verified, it will be disregarded.
Samples of Written
Work
The Proposer’s team must include a copy of a verifiable written work that is similar in nature to the proposed project and deliverables.
9 Contract Eligibility The Proposer must include a written declaration, stating that the Contractor and any Subcontractors to be used during the performance of the contract are eligible to contract with the State of California, pursuant to PCC 10286.
Licenses The Contractor shall be an individual or firm licensed to do business in California, pursuant to California Business and Profession Code Section 7028.15.
A copy of the Proposer’s state license with an expiration date, must be included with the Proposal submittal.
Small Business (SB)
Participation
DPR expects a minimum of five percent (5%) of the project services to be contracted to a California Certified SB that performs a commercially useful function.
This goal can be achieved by a combined effort of the prime and/or any subcontractors, that includes: If the Proposer is a Certified SB, as defined in Section V, Definitions and Terms, the Participation Summary must be completed and submitted with the proposal. If the Proposer has identified subcontractors to be utilized to meet this goal, the Participation Summary must be competed and submitted with the proposal.
Disabled Veteran
Business Enterprise
(DVBE) Participation
DPR expects a minimum of three percent (3%) of the project services to be contracted to a California Certified DVBE that performs a commercially useful function.
This goal can be achieved by a combined effort of the prime and/or any subcontractors, that includes: If the Proposer is a Certified DVBE, as defined in Section V, Definitions and Terms, the Participation Summary must be completed and submitted with the proposal. If the Proposer has identified subcontractors to be utilized to meet this goal, the Participation Summary must be competed and submitted with the proposal.
Target Area Contract
Preference Act
(TACPA)
If the budget for services outlined in this announcement, exceeds $100,000, DPR will grant a preference for qualified Proposers.
The Proposer must provide reasonable demonstration of contract labor hours and certify that they will comply with the requirements of the TACPA.
If the Proposer is qualified for this preference, the TACPA Preference Request Form must be included in the proposal submittal.
The form may be downloaded at www.DPR.ca.gov/contracts/forms. 10 SECTION IV COST PROPOSAL SUBMITTAL
Overview For physically delivered documents, the completed Proposal Cost Sheet must be submitted in a separate, sealed envelope by the due date identified in the Schedule of Section I.
The separate, sealed envelope must note “Proposal Cost – Do not Open” on its exterior.
For electronically delivered documents, the completed Proposal Cost Sheet must be submitted as a separate file named “Proposal Cost Sheet – Do not Open” to identify it from other Proposal files.
Cost Breakdown The cost proposal must specify the total cost and include detailed project costs, as required in the Cost Proposal Sheet and Task Breakdown Sheet.
The SB and DVBE commitments must be identified, by task and dollar amount, and included in the task by task cost proposal submittal.
The costs identified, should take into consideration the length of the contract, rise in salaries and administrative overhead costs.
The amount identified on the cost breakdown may not be changed and will remain in effect for the life of the agreement.
Travel and Per Diem Lodging, food, and incidental expenses on trips in support of services will be reimbursed at the following State per diem rates per 24-hour day for the length of the contract. Lodging – up to a maximum of $84 per day Meals (breakfast, lunch and dinner) – up to a maximum of $34 per day Incidentals – up to a maximum of $6 per day. Coach airfare, mid-size/economy rental cars, and fuel – actual costs verified by bills or receipts. First Class or Business Class air travel is not allowed.
11 SECTION V EVALUATION AND SELECTION
Introduction DPR will perform a Pre-Qualification Evaluation process to ensure that the Proposer has included all required documentation in the Proposal submittal.
If a proposal package does not meet all of the requirements set forth in this RFP, it will be considered non-responsive and rejected from further competition.
Those Proposer’s submittals that pass this review will be forwarded to the Selection Committee for Evaluation.
Selection Process The Selection Committee will evaluate and score all proposals, passing the PreQualification Evaluation, utilizing the Scoring Criteria identified in this RFP.
Only those proposals that receive a score of at least the minimum requirement identified on the Scoring Sheet will be ranked.
The overall responsiveness of each proposal will be based on the complete response from the Proposer to the RFP requirements, including the statement of work for the project. Final ranking of the proposals will be based on the following formula:
1. Technical Proposal Score Requirements (scored at 70% of the total points available, maximum 70 points)
The Proposer will be scored on demonstrated knowledge of the tasks outlined in the Scope of Work, and the Proposer’s qualifications, experience, and cost feasibility.
2. Cost (scored at 30% of the total points available, maximum 30 points).
The Proposer will be evaluated on the total extended cost for both the contracted term and including any optional extension years. Each Proposer’s cost score will be calculated based on the ratio of the lowest cost proposal to the Proposer’s cost, multiplied by the maximum number of cost points available (30), as shown in the calculation below:
Lowest Total Cost X Total cost points available
Proposer Total Cost
Award of Agreement Award of this Agreement will be to the highest-ranking responsible Proposer meeting all of the RFP requirements.
In the event of a tie, DPR may utilize a tie breaker to determine the winning Proposer.
DPR reserves the right to not award an Agreement.
12 EVALUATION AND SELECTION CONT.
Grounds for Rejection All proposals may be rejected whenever the determination is made that the proposals received are not really competitive, when the cost is not reasonable, or when the cost exceeds the amount expected.
Additionally, a proposal may be rejected if: It is received after the due date and time for submittal The cost submittal is unsigned The proposal cost is not prepared as required by the RFP The Proposer has been prohibited from contracting with the State by the Department of Fair Employment and Housing The Proposer has received a substantive negative contract performance from the State Any items required by the RFP are not included with the submittal No proposal may be rejected arbitrarily or without reasonable cause.
Notice of Intent to
Award
DPR will post a notice of intent to award this Agreement five (5) working days prior to the award being made.
Notice of the intent to award will be posted at DPR’s headquarters building noted in Section I.
Rejection of Award If the Proposer fails to enter into a satisfactory Agreement within a reasonable timeframe after the award is made, DPR may deem that the Proposer has rejected the award.
DPR reserves the right to disqualify the awardee and award the Agreement to the next highest ranked Proposer.
Proposer Notifications DPR will notify all Proposers of the outcome of their proposal submittals, prior to the Intent to Award posting.
13 EVALUATION AND SELECTION CONT.
Protest of Award A Proposer may protest the proposed award by filing an official protest with the Department of General Services. The protest must be filed within the five (5) day period of the notice of intent to award timeframe.
Within five (5) days of the initial protest filing, the Proposer must submit a detailed written statement with information that supports that the Proposer would have been awarded the contract and the grounds for that position.
The Agreement will not be awarded until a decision has been made on the filed protest.
The protest documents should be sent via registered mail or to the following parties:
Department of General Services
Office of Legal Services
Attn: Protest Coordinator
707 Third Street, 7th floor
Sacramento, CA 95605
Fax (916) 376-5088
Department of Pesticide Regulation
Attn; Contracts Unit
1001 I Street, MS-4B
Sacramento, CA 95814
Fax (916) 445-6845
Email [email protected]
D'
SECTION VI DESCRIPTION OF WORK
Introduction The vision of the Department of Pesticide Regulation (DPR) is to strategically focus on fostering safer, more sustainable pest management as a critical part of its mission to protect human health and the environment by regulating pesticide use and fostering reduced-risk pest management.
DPR’s Strategic Plan Goal 2 is to “Advance the research, development and adoption of effective pest management systems that reduce risks to people and the environment” while Goal 6 is to “Promote an understanding and awareness of DPR programs, priorities, initiatives and accomplishments through effective external communications, outreach and public education.” In accordance with its mission, vision, and the referenced strategic plan goals and to accelerate the transition to safer, more sustainable pest management, DPR recently created the Integrated Pest Management (IPM) Branch, placing a new focused emphasis on existing IPM programs with the intent to expand and enhance its IPM work, increase awareness about DPR’s IPM programs and resources, and generally advance IPM knowledge and implementation statewide.
Specifically, DPR’s IPM Branch includes the Community IPM Program that provides topical IPM outreach to the general public; a School IPM Program and a separate, but related Child Care IPM Program that provide Healthy School Act compliance assistance and general outreach to public K-12 schools and licensed child care facilities respectively; a Grants Program that fosters IPM research, knowledge, implementation, outreach and adoption through grant funding opportunities; an Endangered Species Program that seeks to reduce pesticide use impacts to the state’s endangered and threatened species through awareness, outreach and promotion of IPM; an Annual IPM Achievements Awards Program that celebrates individuals or organizations wo are leaders in implementing IPM practices and strategies; and a Pesticide Use Reporting Program that provides public access to statewide pesticide use reporting data and issues reports that identify both historical and current trends in the data.
There are currently many definitions of IPM in use. In California, the prevailing definition of IPM for decades has been the UC IPM definition which states:
“IPM is an ecosystem-based strategy that focuses on long-term prevention of pests or their damage through a combination of techniques such as biological control, habitat manipulation, modification of cultural practices, and use of resistant varieties.
Pesticides are used only after monitoring indicates they are needed according to established guidelines, and treatments are made with the goal of removing only the target organism. Pest control materials are selected and applied in a manner that minimizes risks to human health, beneficial and nontarget organisms, and the environment.” Although it is not the only definition of IPM, this long-standing UC IPM definition is well-established amongst IPM practitioners as the most-widely known definition of IPM and is what DPR references as the formal definition of IPM. However, the general public and most who aren’t directly engaged in IPM implementation are unfamiliar with either a definition or concept of IPM.
In fact, despite there being many entities and government agencies that D'
foster messages and engage in work around IPM adoption, there is no consistent or prevalent standard IPM messaging that has gained traction with the public or stakeholders at large.
To assist in the goal of advancing IPM awareness and adoption and understanding of DPR’s IPM Branch work in these areas, DPR has identified a need to develop a messaging and outreach strategy and plan that utilizes effective and consistent messaging with various program stakeholders in our Grants, School IPM, Child Care IPM, and Endangered Species programs, conveys a branded approach that supports messaging retention and consistent recognition of IPM Branch work, and identifies specific high-value work activities that can be undertaken to create or enhance awareness of our IPM outreach and programs and to generally increase awareness of IPM. The IPM messaging will need to correspond with the University of California Agriculture and Natural Resources (UC ANR) IPM definition, incorporate feedback from key stakeholders, and effectively convey the concept of IPM in an approachable, tangible, consistent, and clear manner.
Work to be
Performed
The primary objective of this project is to increase statewide awareness of IPM and DPR’s work to foster IPM by developing and employing effective standardized IPM messaging and a branded communications approach in all IPM outreach; and to develop specific outreach plans for high-value program outreach activities that will increase awareness of IPM and its role in supporting safer, sustainable pest management. The project will include:
1. Conducting audience segmentation research with staff, the public, and/or program-specific stakeholders on effective messaging to describe IPM, DPR’s IPM resources, and the adoption of safer, sustainable pest management, which could include:
o Research or focus groups with the general public;
o Research or focus groups with grantees;
o Research or focus groups with schools, child care, endangered species and other program specific stakeholders;
2. Developing a communications and messaging strategy to include standardized, coordinated, and simplified IPM messaging; an IPM tagline; and an IPM icon that is easily understood and resonates with stakeholders across target audience groups;
3. Creating a strategy for cohesive branding for DPR’s IPM programs that:
o Considers individual program representation needs, including six existing in-use Branch program logos that may or may not be effective for long-term use;
o Integrates with a separate departmental level logo and overall rebranding effort; o Provides a visual approach (via icon, logos or other graphical items) to describing IPM and the work of DPR’s IPM Branch;
4. Developing program-specific targeted marketing/outreach plans for sustained long-term implementation by department staff, including:
o A publicity and outreach plan or plans for the IPM Grants Program that increases awareness about the program and its role in advancing IPM, and spreads knowledge about the program’s grant funding opportunities and project work completed to date; o Program-specific recommendations for high-impact outreach activities, outreach collateral, projects, campaigns, or initiatives D'
based on communications and messaging research findings and specific to each program’s group of stakeholders that advance IPM awareness and implementation and relevant IPM Branch programs/resources;
o Paid marketing/advertising activities or campaigns, which should collectively comprise at least 20% of total proposed budget;
5. Launching and supporting the initial six month implementation phase of all developed targeted marketing/outreach plans including:
o All elements of paid marketing/advertising activities/campaigns; o Supporting the transition to department staff for the sustained long-term implementation of all developed outreach plans;
6. Developing and designing any recommended new outreach materials, collateral, and media including:
o Incorporation of new IPM messaging, IPM tagline, IPM icon, and logo(s);
o ADA compliance for all designed items;
o Spanish translations for all designed items;
7. Providing project management support and communication throughout the course of the project.
During the project process, DPR staff will support the contractor by providing data, information and other items as deemed necessary to reach the contract objectives. The contractor will be required to engage in selective focused audience segmentation analysis/research or focus groups with a representative sample of the general public and specific external and internal IPM Branch program stakeholders in the process of developing deliverables.
Tasks 1. Conduct audience segmentation analysis/research with staff, a representative sample of the public, and with specific program stakeholders specific to the IPM programs to inform the development of effective messaging about the concept of IPM, DPR’s IPM resources, and the adoption of safer, sustainable pest management which may include, but not be limited to:
o Research or focus groups with the general public to determine among other questions the source of IPM information, the best ways to communicate IPM information, the resonance of IPM messaging, barriers to adopting IPM and factors to influence IPM adoption;
o Research or focus groups with grantees to determine, among other questions, how grants funding opportunities are discovered, the best way to communicate new grant opportunities, what drives researcher interest in IPM advancement, what would increase your engagement with IPM and IPM grants program, barriers to participation, understanding of DPR’s IPM grant and award selection process;
o Research or focus groups with schools, child care, endangered species and other program specific stakeholders to determine, among other questions, if IPM messaging is resonating, how and where IPM resources are consumed, what IPM resources are most effective, what IPM resources are missing, how to best deliver/provide ongoing training and resources, how to increase D'
the level of IPM adoption, additional language translation needs to consider, if any, etc.;
(Estimated Task 1 completion timeline: 2-3 months, commencing at project onset)
2. Develop a communications and messaging strategy for DPR to enhance long-term communication with general public and/or program-specific stakeholders about IPM, DPR’s IPM resources, and the adoption of safer, sustainable pest management, including:
o Develop DPR IPM messaging, including IPM tagline and IPM icon, that describes the concept of IPM in simple, relatable, memorable terms and resonates across the range of target audience groups. In developing IPM messaging, reference the UC ANR
Statewide IPM Program’s definition of IPM as the accepted formal definition.
In developing IPM messaging, consider DPR’s current
vision to accelerate a statewide transition to safer,
sustainable pest management and IPM as a practical and
sustainable pest management approach.
In developing IPM tagline and IPM icon, consider the “Fight the Bite” and “Flex Your Power” tagline/icon concepts as desirable references for potential IPM tagline/icon
outcomes. “Fight the Bite” is a mosquito-borne disease
campaign employed nationally, with a common tagline of
Fight the Bite paired with localized icons such as the often seen variations found here and here. “Flex Your Power”
was the original highly successful California campaign for power conservation that debuted in the early 2000s,
approach summarized here and original icon/tagline
viewable here or here);
o Develop style guide for use of IPM messaging, IPM tagline, and IPM icon, including consideration of when IPM messaging adaptations may be necessary for space constraints, or where there are specific program-related audience needs justifying tailored messaging;
(Estimated Task 2 completion timeline: 2 months, commencing following Task 1 completion)
3. Design and develop all aspects of a cohesive branding package to incorporate the work of DPR’s IPM Branch’s six programs and the Annual IPM Achievement Awards program, inclusive of considering the long-term effectiveness of six existing in-use Branch program logos used to distinguish specific program work.
o All aspects include but are not limited to:
Logo(s) in various formats
Color schemes
Font/Typefaces
Font size requirements
Logo use and related restrictions
Logo placement guidelines and related restrictions
Style guide for overall sub-branding approach including, but not limited to, circumstances where multiple logos/brand elements may be used (program and department logos, IPM icon, IPM tagline, etc) such as in publications and
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presentations
Web icon library
Web image library
o Development of IPM branding package to include coordination with the DPR contract manager overseeing the concurrent larger departmental branding project to ensure developed IPM
communications and messaging, IPM tagline, and any existing or new sub-branding/logos cohesively integrate with departmental branding/logo;
(Estimated Task 3 completion timeline: 2-6 months, work commencing following Task 2 completion)
4. Develop program-specific targeted marketing/outreach plans intended for sustained long-term implementation by DPR staff that utilize social media, free and paid advertising, organizational or collaborative networks, and other marketing means, and are inclusive of the following elements:
o An annual cycle publicity and outreach plan, or plans, for DPR’s Grants Program that increases awareness of the program’s goals and role in advancing IPM, seeks to draw a diverse pool of applicants for available funding opportunities, and shares knowledge gained from grant projects funded to date for both the Research Grants and Alliance Grants sub-programs;
o Program-specific recommendations, inclusive of implementation plans or communications calendars, for high-value/impact outreach events, campaigns, projects, or initiatives DPR’s IPM Branch staff can engage in to encourage and spread awareness of IPM among the general public and program-specific stakeholders;
o Program-specific recommendations for development of new outreach collateral/materials such as, but not limited to, videos, fact sheets, social media posts, or other specific outreach content or activities, inclusive of providing content in additional language translations, that offer high value to the general public and programspecific stakeholders in advancing IPM awareness and implementation;
o Paid marketing/advertising activities and campaigns, which should collectively comprise at least 20% of total proposed budget; (Estimated Task 4 completion timeline: 2-4 months, work commencing in parallel with Task 1 completion, but sub-bullet tasks may be completed in stages at different times, with priority given to receiving initial outcomes for grants program outreach planning for implementation beginning as close to July 2022 as possible)
5. Launch and support the initial six month implementation phase of all developed targeted marketing/outreach plans including:
o All elements of paid marketing/advertising activities/campaigns, including testing of final messaging and concepts;
o Supporting the transition to department staff for the sustained longterm implementation of all developed outreach plans; (Estimated Task 5 completion timeline: 6 months, work commencing upon Task 4 completion)
6. Development and design of any recommended new outreach materials, publications, media, and other collateral inclusive of:
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o Incorporating new IPM messaging, tagline/icon, logo, and sub-brand design changes;
o Ensuring all design items and designed deliverables meet ADA compliance requirements including but limited to videos, fact sheets, social media posts, web page content, or other designed materials; o Providing Spanish translations of all designed outreach materials including but not limited to videos, fact sheets, social media posts, web page content, or other designed materials;
(Estimated Task 5 completion timeline: 1-2 months, work commencing upon completion of other all other Tasks)
7. Throughout the duration of the project, provide project management support and coordination
o This includes project communication, coordination scheduling, meeting notes, meeting facilitation, developing a list of requirements, as needed, developing task lists, developing project plans and related materials;
o At a minimum, project status, related risks, issues, and other documents are to be provided on a monthly basis.
(Estimated Task 7 completion timeline: 12 months, performed on ongoing basis throughout)
Control of Work 1. DPR staff have the authority to determine the quality and acceptability of the following: Work to be performed Rate and progress of the work Fulfillment of the services provided by the Contractor Compensation for services provided by the Contractor These decisions will be deemed final and enforceable by DPR staff when the Contractor fails to complete orders required by this Agreement.
2. The Contractor will designate a Program Manager who holds the following authority: Act as the Contractor’s Representative for work to be provided under this Agreement Act as the Contractor’s Representative regarding contractual matters relating to this Agreement
If during the course of the Agreement, it is deemed necessary to replace the Program Manager, DPR staff approval is required.
SECTION VII DEFINITION AND TERMS
General Unless the context otherwise requires, wherever in this RFP or addenda, the following abbreviations and terms, or pronouns in place of them, are used, the intent and meaning shall be interpreted as provided in this Section.
Working titles having a masculine gender, such as “draftsman” and “journeyman” and the pronoun “he”, are utilized in these provisions for the sake of brevity, and are intended to refer to persons of either sex.
Abbreviations ADA Americans with Disabilities Act
CCR California Code of Regulations
DVBE Disabled Veteran Business Enterprise
EPA Environmental Protection Agency
GC Government Code
DPR Department of Pesticide Regulation
PCC Public Contract Code
RFP Request for Proposals
SB Small Business
SOW Scope of Work
Agreement The written agreement covering performance of the work and furnishing of labor, materials, tools, and equipment in providing the work. The Agreement shall include the RFP, Proposal, general and specific terms and conditions, and supplemental agreements which may be required to complete the work in a substantial and acceptable manner.
DPR The California Department of Pesticide Regulation
Consultant The person or persons, firm, partnership, corporation, or combination thereof, which may enter into this Agreement with DPR to provide work pursuant to this RFP or his or their legal representatives.
Contract A legally binding agreement between the state & another entity, public or private, for the provision of goods or services.
Contract Manager A person designated by the responsible state agency or department to manage performance under a contract.
Contractor A party contracting with the awarding agency. Vendor is often used synonymously with contractor.
DEFINITION AND TERMS CONT.
Director The Director of the Department of Pesticide Regulation, or designees. Any references to Executive Officer shall mean the Director and/or its designated officer.
Disabled Veteran
Business Enterprise
(DVBE Certified)
A business that meets all of the following criteria: (1) at least 51% of the business is owned by one or more disabled veterans or, in a business whose stock is publicly held, at least 51% or more of the stockholders are disabled veterans (2) the management and control of the business are exercised by one or more disabled veterans; (3) the business is domestically owned and its home office is in the United States; and (4) the business has been certified as a DVBE by the State.
Legal Holidays Those days designated as State holidays in the Government Code.
Program Manager Contractor’s representative for all work performed under this Agreement. All official correspondence, reports, submittals, billings, and other work done under this Agreement shall be reviewed and signed by the Program Manager prior to submittal to DPR.
Proposal The description of work proposed by the contractor to the awarding agency to address a business need.
Proposer An entity providing a proposal to the State.
Scope of Work The description of work required of a contractor by the awarding agency.
Small Business
(Certified)
A business that has been certified by the Office of Small Business Certification and Resources, Department of General Services, as a small business as defined in GC 14837 and 2 CCR 1896.
State The State of California.
State Contract Law The Public Contract Code and other applicable laws that form and constitute a part of the provisions of this Agreement to the same extent as if set forth herein in full.
Subcontractor A person or entity which contracts with the Contractor to perform all or a portion of the work as specified in the Scope of Work.
ATTACHMENTS
ATTACHMENT A – Cost Proposal Sheets
Proposal Cost Sheet 1
CDPR IPM Grant Rebranding
21-C0101
TASK
NO. BRIEF TASK DESCRIPTION TOTAL TASK COST
(In Figures)
1 Conduct audience segmentation analysis/research $
2 Develop a communications and messaging strategy for DPR $ 3 Design and develop all aspects of a cohesive branding package $ 4 Develop program-specific targeted marketing/outreach plans $ 5 Launch and support the initial six month implementation phase of marketing and outreach plans
$
6 Development and design of any recommended new outreach materials, publications, media
$
Cost Proposal Sheet 1 Subtotal $
ATTACHMENT A – Cost Proposal Sheets
Proposal Cost Sheet 2
CDPR IPM Grant Rebranding
21-C0101
TASK
NO. BRIEF TASK DESCRIPTION TOTAL TASK COST
(In Figures)
7 Project management support and coordination $
Cost Proposal Sheet 2 Subtotal
Total Cost Proposal
(Sum of Sheets 1 and 2)
$
$
ATTACHMENT A – Cost Proposal Sheets
Acknowledgement/Authorization
The undersigned acknowledges the submittal of this quote constitutes an irrevocable offer for a ninety (90) day period for DPR to award an Agreement.
Additional acknowledgement is made of receipt of all competitive documents, including Addenda, relating to this Agreement.
The undersigned acknowledges that the Bidder has read all of the requirements set forth in DPR documents and will comply with said provisions.
The undersigned hereby authorizes and requests any person, firm, agency, or corporation to furnish any information requested by DPR in verification of the recitals comprising this Quote and also hereby authorizes DPR to contact such persons, firms, etc., in order to obtain information regarding the undersigned.
The undersigned acknowledges that there are no potential conflicts of interest, as defined in Public Contract Code (PCC) 10410, 10411, and Government Code (GC) 87100, by the submitting firm and/or any Sub-Contractors listed in the Quote.
The undersigned acknowledges that they are eligible to contract with the state pursuant to PCC §10286 and §10286.1.
I declare under penalty of perjury that the foregoing is true and correct.
Name & Title of Authorized
Representative: Contractor Name:
Address: Telephone #:
City, State Zip: Email:
Signature of Authorized
Representative: Date Signed:
ATTACHMENT B
Proposal Technical Evaluation Scoring Sheet
CDPR IPM Rebranding
RFP 21-C0101
To qualify, the Proposer MUST achieve a minimum overall Technical Score of 80% of maximum points (56).
Contractor/Company
Name:
Proposer’s Score
1. Overall approach and organization - Maximum Score 15 points a. Format of proposal. (5) b. Overall approach and understanding of problems, issues and required tasks. (5) c. Addresses all items in RFP. (5) 2. Methodology - Maximum Score 15 points a. Soundness of proposed methodology. (5) b. Appropriateness of proposed methodology. (5) c. Feasibility of work plan and schedule. (5) 3. Qualifications/Resources - Maximum Score 15 points a. Assigned staff's knowledge and educational
background of the particular project involved. (5) b. Assigned staff's experience and background in similar projects. (5) c. Abilities of assigned staff to conduct the necessary research with proficiency and accuracy and without
omission. (5)
ATTACHMENT B
4. Past Work - Maximum Score 15 points
(References will be consulted.)
a. Similarity between previous projects and the
project contained in this RFP. (5)
b. The success (including level of completion)
of past projects and any related work record. (5)
c. Recommendations by Project Review Panel of
previous projects. (5)
5. Cost Proposal - Maximum Score 10 points
a. Cost Proposal Sheets detailed to
determine that the proposed expenses are
sufficient to provide service (e.g., Total
Task Cost). (10)
TOTAL TECHNICAL SCORE:
(maximum 70)
__________________________________________
Evaluator’s Name
Evaluator's Signature Date
ATTACHMENT C
Contractor Status Form
Contractor’s Name County
Address Phone No.
Fax No.
Federal Employer Identification No.
STATUS OF CONTRACTOR PROPOSING TO DO BUSINESS:
Individual Limited Partnership General Partnership Corporation Other INDIVIDUAL:
If a sole proprietorship, state the true name of sole proprietor:
PARTNERSHIP:
If a partnership, list each partner, including limited partners, stating their true name and their interest in the partnership:
CORPORATION:
If a corporation, place and date of Incorporation:
Date corporation was authorized by Secretary of State:
President: Vice-President:
Secretary: Treasurer:
Other Officers:
OTHER: (Explain)
SMALL BUSINESS PREFERENCE
Are you claiming preference as a small business? YES – Attach approval letter from Office of Small Business Certification and Resources
NO
Date you filed for small business preference: Your small business ID No.
NOTE: THIS FORM MUST BE COMPLETED OR YOUR PROPOSAL MAY BE REJECTED Client References
ATTACHMENT D
List at least three (3) client references that can attest to the Proposer’s qualifications to fulfill the requirements of the Scope of Work. List the most recent first. Client references must also be provided for any subcontractors identified in the Proposer’s response. Duplicate and attach additional pages as necessary. If three references cannot be provided, please explain why on an attached sheet of paper.
PROPOSER / SUBCONTRACTOR’S NAME:
REFERENCE 1
Name of Firm
Street Address City State Zip Code
Contact Person Telephone Number
E-Mail Address
Dates of Service Cost of Service
Brief Description of Service Provided
REFERENCE 2
Name of Firm
Street Address City State Zip Code
Contact Person Telephone Number
Dates of Service Cost of Service
E-Mail Address
Brief Description of Service Provided
REFERENCE 3
Name of Firm
Street Address City State Zip Code
Contact Person Telephone Number
Dates of Service Cost of Service
E-Mail Address
Brief Description of Service Provided
ATTACHMENT E
State of California-Department of General Services, Procurement Division GSPD-05-105 (EST 8/05)
BIDDER DECLARATION
Solicitation Number _
1. Prime bidder information (Review attached Bidder Declaration Instructions prior to completion of this form):
a. Identify current California certification(s) (MB, SB, SB/NVSA, DVBE): or None (lf"None; go to Item #2) b. Will subcontractors be used for this contract? Yes_ No_ (If yes, indicate the distinct element of work your firm will perform in this contract e.g., list the proposed products produced by your firm, state if your firm owns the transportation vehicles that will deliver the products to the State, identify which solicited services your firm will perform,etc.). Use additional sheets, as necessary. c. If you are a California certified DVBE: (1) Are you a broker or agent? Yes_ No (2) If the contract includes equipment rental, does your company own at least 51% of the equipment provided in this contract (quantity and value)? Yes_ No_ N/A _
2. If no subcontractors will be used, skip to certification below. Otherwise, list all subcontractors for this contract. (Attach additional pages if necessary):
Subcontractor Name,Contact Person,
Phone Number & Fax Number
Subcontractor Address
& Email Address
CA Certification
(MB, SB,DVBE or None)
Work performed or goods provided
forthis contract
Corresponding
% of bid price
Good
Standing?
51%
Rental?
CERTIFICATION: By signing the bid response, I certify under penalty of perjury that the information provided is true and correct.
Page of _
ATTACHMENT F
ATTACHMENT G
Proposal
Completion Checklist
Please use this checklist to assist in the preparation of your Proposal package to ensure that all required items are included.
Cost Proposal Sheets (Attachment A)
Contractor Status Form (Attachment C)
Client References (Attachment D)
Bidder Declaration (Attachment E)
Completion Checklist (Attachment G)
Copy of Current State Issued License
Personnel Information and Organizational Chart
The following number of PROPOSAL packages must be submitted as the Contractor’s response to this RFP for physical delivery or electronic delivery:
One (1) unbound reproducible original Proposal package marked “original.” 2 copies of Proposal Package.
OR
One (1) Electronic copy of Proposal Package in Adobe Acrobat format.
The following forms are not required at the time of the quote submission but will be required by the successful Contractor during the contract period:
Contractor Certification Clauses (CCC 307)
Recycled Content Certification
Payee Data Record
The following form is only required upon submittal as applicable pursuant to the provisions outlined in Section III, Submittal Requirements:
Certification of Target Area Contract Preference Act
Please note that if any of the required items are missing from the Proposal package, the package will be considered incomplete and will be disqualified from the process.