2024-031 DSS Staffing Study - Final-Post(PDF).pdf

REQUEST FOR PROPOSALS

FOR

ROWAN COUNTY

Department of Social Services Staffing Study

# 2024-031

ROWAN COUNTY

130 West Innes Street Salisbury, NC 28144

704-216-8178 jody.farrow-bennett@rowancountync.gov

Date Issued: Tuesday, April 9, 2024

Date Due: Tuesday, April 30, 2024, at 3:00 PM ET

Administered By: Jody Farrow-Bennett, Purchasing Director mailto:jody.farrow-bennett@rowancountync.gov

Rowan County Request for Proposals Date Due: Tuesday, April 30, 2024, at 3:00 PM ET Social Services Staffing Study

NOTICE TO CONTRACTORS

REQUEST FOR PROPOSALS

DEPARTMENT OF SOCIAL SERVICES STAFFING STUDY

Rowan County is solicitating proposals from qualified consulting firm(s) to provide consulting services to review, research and implement comprehensive requesting bids to provide a thorough assessment of its work processes, workloads in various program areas, and recommendations for process improvements, staffing reorganization, and/or increased staffing. All bids submitted must meet or exceed the time frame and the product/service specifications as outlined in this Invitation to Bid (ITP).

Proposals for the Rowan County Department of Social Services Staffing Study will be accepted until Tuesday, April 30, 2024, at 3:00 PM ET at the Rowan County Purchasing Department, 130 West Innes Street, Suite 31, Salisbury, North Carolina 28144. Request documents may be obtained by contacting the Rowan County Purchasing Director or from the County website at:

Rowan County Purchasing Department Attn: Jody Farrow-Bennett, Purchasing Director

130 West Innes Street, Suite 31 Salisbury, NC 28144 704-216-8178 jody.farrow-bennett@rowancountync.gov https://www.rowancountync.gov/675/Purchasing

Submission of any proposal signifies the Contractor’s agreement that their proposal and the content thereof, are valid for ninety (90) calendar days following the submission deadline and will become part of the contract that is negotiated between Rowan County and the successful Contractor. All prices submitted with the proposal shall remain in effect for the ninety (90) day period.

Rowan County will require proof of coverage as outlined in the requirements be submitted with all proposals. Awarded vendor will be required to list Rowan County as an additional insured on coverage.

Once the RFP is public all questions related to the RFP shall be directed to the Purchasing Director. Any contact related to the RFP with County Staff and/or Board of Commissioners will be prohibited and cause for rejection.

Rowan County reserves the right to award and/or reject any and/or all proposals and waive any technicalities or irregularities. For complete details, consult the consult the RFP.

This is the 9th day of April 2024.

Rowan County

By: Jody Farrow-Bennett Rowan County Director of Purchasing and Contract Administration https://www.rowancountync.gov/675/Purchasing

Rowan County Request for Proposals Date Due: Tuesday, April 30, 2024, at 3:00 PM ET Social Services Staffing Study

Table of Contents Instructions to Bidders

1. Section 1: Introduction & General Instructions

1.1. Intent of Request for Bids

1.2. Important Dates

1.2.1. Issue Date

1.2.2. Deadline for Written Questions

1.2.3. Deadline for Submitting Bids

1.3. Pre-Bid Meeting

2. Section 2: Bid Submission

2.1. Submission of Bids

2.2. Request for Clarification

2.3. Errors & Omissions

2.4. Signed Bid Considered an Offer

2.5. Insurance Coverage

2.5.1. Worker’s Compensation

2.5.2. Comprehensive General Liability

2.5.3. Comprehensive Automobile Liability

2.6. Conflict of Interest

3. Section 3: Evaluation of Bids

3.1. Award Criteria

3.2. Liquidated Damages

3.3. Pricing

3.4. Required Information

4. Section 4: Agreement & General Conditions

4.1. Timeline to Execute Contract

4.2. Availability of Funds

4.3. Non-Discrimination

4.4. Collusive Bidding

4.5. General Indemnity

4.6. Warranty

4.7. Assignment

4.8. References

4.9. Termination

Scope of Work Bidder Information Sheet Bid Response Form

Rowan County Request for Proposals Date Due: Tuesday, April 30, 2024, at 3:00 PM ET Social Services Staffing Study

1. Section 1: Introduction & General Instructions

1.1. Intent of Request for Bids

The purpose and intent of this Request for Proposal (RFP) is to contract for thorough assessment of Social Services work processes, workloads in various program areas, and recommendations for process improvements, staffing reorganization, and/or increased staffing. The following documents make up this Request for Bids:

a. This Document

b. Scope of Work

c. Bidder Information Sheet

d. Bid Response Form

1.2. Important Dates

1.2.1. Issue Date: Tuesday, April 9, 2024

1.2.2. Deadline for written questions: Monday, April 22, 2024, at 5:00 PM ET

1.2.3. Deadline for Submitting Bids: Tuesday, April 30, 2024, at 10:00 AM ET

2. Section 2: Bid Submission

2.1. Submission of Bids

Bids must be presented on the Proposal Response Form attached to the specifications. Submit one (1) hard copy or one (1) electronic copy attached as a PDF in an email format. Mailed, delivered or email to:

Rowan County Purchasing Department Attn: Purchasing Department 130 West Innes Street, Suite 31 Salisbury, NC 28144 jody.farrow-bennett@rowancountync.gov

The package/Email shall be plainly marked “RFP 2024-031 Social Services Staffing Study.”

No responsibility shall be attached to Rowan County (the County) for the premature opening of any bid not properly addressed or identified.

This will not be a public bid opening. Once the bid is awarded all bidders will receive notification.

Proposals are due on Tuesday, April 30, 2024, at 3:00 PM ET, evaluations will be completed after opening deadline.

Failure to submit a proposal by this deadline will disqualify the Bidder from consideration in this project.

2.2. Request for Clarification

The County will not be bound by or be responsible for any interpretations or conclusions drawn from this RFP. All questions or requests for clarification or additional information must be submitted in writing no later than 5:00 pm on Monday, April 22, 2024. These written questions or requests must be submitted to Jody Farrow-Bennett, Purchasing Director, by mail or e-mail. Any questions the County feels are pertinent to all interested bidders will be delivered to all participating bidders as an addendum to this RFP. All addendums will be posted on the County website https://www.rowancountync.gov/675/Purchasing and it is the responsibility of the Bidder to check for any addendums. The addenda for clarification will be posted by 5pm Tuesday, April 23, 2024.

In addition, the County assumes no responsibility for conclusions or interpretations derived from technical and background information presented in this RFP, or otherwise distributed or made available during this procurement process. The County will not be bound by or be responsible for any explanation, interpretation, or conclusions of this RFP or any documents provided by the County, other than those given in writing by the County, through the https://www.rowancountync.gov/675/Purchasing

Rowan County Request for Proposals Date Due: Tuesday, April 30, 2024, at 3:00 PM ET Social Services Staffing Study issuance of an addenda. It is the full responsibility of the Bidder to thoroughly investigate the needs/requirements of the County not necessarily assumed in this RFP.

2.3. Errors and Omissions

The Bidder shall not take advantage of any errors or omissions in this RFP and shall promptly notify the County of any omissions or errors found in this document.

2.4. Signed Bid Considered an Offer

Receipt of a signed bid shall be considered an offer on the part of the Bidder. The terms, conditions, and specifications of this RFP will become part of the contract if the bid shall be deemed approved and accepted by the County. In the event of a default on the part of the Bidder after acceptance by the County, the County may take such action as it deems appropriate, including legal action for damages or specific performance.

2.5. Insurance Coverage

The Bidder shall not commence work under this contract until all insurance required under this section has been obtained. The Bidder shall not allow any subcontractor to commence on work that has been subcontracted until similar insurance has been obtained by the subcontractor. Also, the Bidder agrees that once awarded and during the term of this contract, the Bidder, at their sole cost and expense, shall provide commercial insurance of such type and with such terms and limits as may be reasonably associated with the contract. At a minimum, the Bidder shall provide and maintain the following coverage and limits:

2.5.1. WORKER’S COMPENSATION

Worker’s compensation insurance as required by North Carolina law to cover all the Provider’s employees engaged in any work under the Agreement. Workers’ Compensation in the minimum amount of $500,000 employer’s liability. A Certificate of Insurance shall be issued confirming the above coverage. The Certificate must include a clause obligating the Insurer to give thirty (30) days prior notice in the event of cancellation of or major change in the insurance.

2.5.2. COMPREHENSIVE GENERAL LIABILITY

The Contractor shall maintain Comprehensive General Liability coverage in amounts not less than $500,000 per occurrence / $1,000,000 aggregate. This Certificate must also include a clause obligating the insurer to give thirty

(30) days prior notice in the event of cancellation of or major change in the insurance and name the County as an additional insured.

This coverage must include:

1. Blanket contractual coverage for the liability assumed by the Contractor under the indemnity provision of the contract involved. Such Certificate must specifically state that the contractor is insured, and it must be signed by the insurance company, not the agent or broker.

2. Contractor's protective coverage for his subcontractors.

2.5.3. COMPREHENSIVE AUTOMOBILE LIABILITY

The Contractor shall maintain Comprehensive Automobile Liability covering all owned, hired, and non-owned vehicles used in connection with this Agreement. The minimum combined single limit shall be $1,000,000 for bodily injury and property damage; and $1,000,000 uninsured/underinsured motorist coverage. A Certificate of Insurance shall be issued confirming this coverage. The Certificate must include a clause obligating the insurer to give thirty (30) days prior notice in the event of cancellation of or major change in the insurance.

Any exceptions must be agreed upon by the County.

Rowan County Request for Proposals Date Due: Tuesday, April 30, 2024, at 3:00 PM ET Social Services Staffing Study

2.6. Conflict of Interest

All Bidders must disclose in writing with their bid the name of any owner, officer, director, or agent who is also an employee of the County. All Bidders must also disclose in writing with their bid the name of any employee of the County who owns, directly or indirectly, an interest of five percent (5%) or more in the Bidder’s firm or any of its branches or subsidiaries. By submitting a bid, the Bidder certifies that there is no relationship between the Bidder and any person or entity which is, or gives the appearance of, a conflict of interest related to this RFP or project.

3. Section 3: Evaluation of Bids

3.1. Award Criteria

Price will be a consideration in the County’s evaluation criteria, but it will not be the only determining factor in our evaluation. The proposals will be evaluated on a “best overall value” basis including, but not limited to, pricing, experience, references, quality, performance, and the Contractor’s ability to adhere to all conditions and requirements of the specifications outlined in this RFP. The Contractor’s ability to provide a team of skilled, trained employees, and the Contractor’s experience with similar projects will also be considered in the County’s evaluation of the proposals submitted.

Evaluation criteria (1-5 scale)

a. 15% Cost

b. 30% Qualification

c. 40% Response to Scope or Work

d. 15% References (Local/NC)

3.2. Liquidated Damages

Liquidated Damages shall be assessed and levied against each Contractor not attaining substantial completion of the contractual work in the amount of time indicated in their response. The damage amount applicable to each Contractor shall be as listed below and shall begin the day following the scheduled date of substantial completion (plus any written, approved extensions) and continue until final acceptance is obtained.

Each day following the intended substantial completion date for work not found substantially complete will be subject to damage assessment at the following rate:

$150.00 per calendar day

3.3. Pricing

Submission of any bid signifies the Bidder’s agreement that its bid and the contents thereof are valid for ninety

(90) calendar days following the submission deadline and will become part of the contract that is negotiated between the County and the successful Bidder. All prices submitted with the bid shall remain in effect for the ninety (90) day period.

3.4. Required Information

The following information must be included in the bid:

3.4.1. Applicable licensure with North Carolina. (Bidder Information Sheet)

3.4.2. Bids to be in the form of a proposed contract signed by the bidder. (Bid Response Form)

3.4.3. Proposed days to complete (Bid Response Form)

Rowan County Request for Proposals Date Due: Tuesday, April 30, 2024, at 3:00 PM ET Social Services Staffing Study

4. Section 4: Agreement & General Conditions

4.1. Timeline to Execute Contract

As time is of the essence, the Bidder is required to begin and/or commence the work to be performed under this contract within the time specified on the Bid Form. Failure by the Bidder to begin and/or complete the work within the contract time shall be assessed a penalty for each day of overrun. The Bidder hereby agrees to execute this contract and that said charges are considered a just and reasonable compensation to the County and said charges shall be deducted from payment.

4.2. Availability of Funds

A contract for this project will be awarded and deemed binding only to the extent of appropriated funds for the purpose set forth in this RFP.

4.3. Non-Discrimination

The Bidder shall not discriminate against any individuals and will take proactive measures to assure compliance with all Federal and State requirements concerning fair employment, employment of people with disabilities, and concerning the treatment of all employees without regard to discrimination based upon age, race, color, religion, sex, national origin, or disability.

4.4. Collusive Bidding

The Bidder’s signature on the Bid Form is a guarantee the prices quoted have been arrived at without collusion with other eligible Bidder(s) and without effort to preclude the County from obtaining the lowest possible competitive price.

4.5. General Indemnity

The Bidder shall save and hold harmless, protect, defend and indemnify the County (including the County Manager, the Board of Commissioners, as well as Rowan County officers, agents and employees) from and against any demand, claim, suit, loss, expense or damage which may be asserted against any of them in their official or individual capacities by reason of any alleged damage to property, or injury to, or death of, any person arising out of, or in any way related to, any action or inaction of the Bidder (including its officers, agents and employees) in the performance or intended performance of this contract, or the maintenance of any facility, or the operation of any program, which is the subject of, or is related to, the performance of this contract. The obligations of the Bidder pursuant to this paragraph shall not be limited in any way by any limitation in the amount or type of proceeds, damages, compensation or benefits payable under any policy of insurance or self-insurance maintained by, or for the use and benefit of, the Bidder. As an integral part of this contract, the Bidder agrees to purchase and maintain, during the life of this contract, contractual liability insurance in the amount required in the general liability insurance requirements and to furnish proper evidence thereof with the County named as an additional insured.

4.6. Assignment

The successful Bidder shall be the prime Contractor and shall be solely responsible for all contractual performance.

The Bidder shall not assign, transfer, convey, sublet, or otherwise dispose of its agreements with the County, or its rights, title or interests herein, or its power to execute such agreement, to any other person, company or corporation without the previous written consent and approval of the County.

4.7. References

The Bidder shall provide references of “like” customers the date, product(s) and services provided each business reference. The Bidder shall include in the reference information name, address, contact person(s), telephone number(s), e-mail address and any other information that may be deemed important and that will assist the County personnel in contacting the Bidder’s references. The County may request additional evidence of the

Rowan County Request for Proposals Date Due: Tuesday, April 30, 2024, at 3:00 PM ET Social Services Staffing Study

Bidder’s experience, qualifications, ability, products, service facilities and financial standing for which the Bidder shall be prepared to provide to the County, if required.

4.8. Termination

4.9.1 Termination For Cause

The County reserves the right to terminate this contract at any time for cause. The violation of any provision or condition contained in this contract, or the refusal, failure, or inability to carry out any provisions of this contract shall constitute sufficient cause to terminate this contract for cause. Should the County elect to terminate this contract for cause, the County will notify the Contractor in writing and shall specify the cause for termination and the date that such termination shall be effective. Immediate dismissals may be executed if deemed necessary by the County.

If the Contractor:

1. Fails to begin the work under the contract within the time specified.

2. Fails to perform the work with sufficient workers and equipment, or with sufficient materials to ensure the prompt completion of the work.

3. Performs the work unsuitably.

4. Discontinues the prosecution of the work.

5. Becomes insolvent, declares bankruptcy, commits any act of bankruptcy, allows any final judgment to stand against him unsatisfied for a period of forty-eight (48) hours, or shall make an assignment for the benefit of creditors.

6. Shall not carry on the work in an acceptable manner from any other cause whatsoever.

The County shall give notice in writing to the Contractor of such delay, neglect, or default, specifying the same.

If the Contractor, within a period of ten (10) days after such notice, shall not proceed in accordance therewith, then the County shall, upon written certification of the fact of such delay, neglect or default, and the Contractor’s failure to comply with such notice, have full power and authority, without violating the contract, to take the prosecution of the work out of the hands of the Contractor, to appropriate or use any or all materials and equipment on the grounds as may be suitable and acceptable, and may enter into an agreement for the completion of the contract according to the terms and provisions thereof, or use such other methods as, in its opinion, shall be required for the completion of this contract in an acceptable manner.

All costs and charges incurred by the County, together with the costs of completing the work under the contract, shall be deducted from any monies due or which may become due to the Contractor. In case the expense so incurred by the County shall be less than the sum which would have been payable under the contract, if the contract had been completed by the Contractor, then the Contractor shall be entitled to receive the difference, and in case such expense shall exceed the sum which would have been payable under the contract, then the Contractor shall be liable and shall pay to the County the amount of said excess.

4.9.2 Termination for Convenience

If the County shall determine that it is in the County’s best interest, the County shall notify the Bidder to terminate the work within seven (7) days. In such event, the Bidder shall be entitled to compensation for all work properly executed and any expenses incurred in terminating the contract and vacating the County work site.

Rowan County Request for Proposals Date Due: Tuesday, April 30, 2024, at 3:00 PM ET Social Services Staffing Study

No claim shall be made by the Bidder for any loss of anticipated profits because of any alteration, change or termination, or by reason of any variation between the approximate quantities and the quantity of work as done.

Rowan County Request for Proposals Date Due: Tuesday, April 30, 2024, at 3:00 PM ET Social Services Staffing Study

SCOPE OF WORK

Rowan County requests bids to provide staffing study recommendations for the Social Services Department, which administers programs and services such as Medicaid, Food and Nutrition, Subsidized Childcare, Child Support, and Child and Adult Protective Services. The selected Contractor will conduct a thorough assessment of the work processes and workloads of the Department of Social Services and make recommendations for the following to maximize effectiveness and efficiency in meeting organizational outcomes in all program areas:

• Work process modifications,

• Workloads,

• Organizational structure, chain of command, number, and type of positions (to include additional positions and/or reclassifications of existing positions), and

• Employee training and retention.

Location(s):

Rowan County Department of Social Services 1813 E. Innes Street Salisbury NC 28146

The County envisions that this project would be broken down into phases to procure and implement the recommended solutions. The County reserves the right to retain the selected vendor for any subsequent phases as long as both parties agree, and the County is satisfied with the work performed.

General Requirements Prior to commencing work, the consultant must provide a project plan with all time, tasks and resources for the project implementation and closeout.

• The consultant must coordinate the review through the Rowan County Department of Social Services. County will be available to provide information, data, technical assistance, and context as needed.

• The consultant will present different options/alternatives for deliverables, such as job structure, with pros and cons associated with each option.

• The consultant may be required to participate in status meetings with stakeholders, including employees, the Board of Commissioners, and the management team, to discuss progress and address issues.

• The County requests that the consultant track resources for onsite interviews and project tasks. The consultant will also submit schedules before site visits so that the County can reserve resources and workspace as needed.

• The County will require the consultant to prepare summary materials of their report and a presentation of key findings.

Rowan County Request for Proposals Date Due: Tuesday, April 30, 2024, at 3:00 PM ET Social Services Staffing Study

BIDDER INFORMATION SHEET

1. COMPANY NAME ________________________________________________________________________

2. OWNER OF COMPANY ________________________________________________________________________

3. NUMBER OF YEARS IN BUSINESS _____________________________________________________________

4. NUMBER OF PERSONS EMPLOYED ON REGULAR BASIS _______________________________________________

5. WHO WILL BE THE COUNTY’S CONTACT PERSON IN THE EVENT YOUR FIRM IS AWARED THE CONTRACT.

CONTACT ________________________________________________________________________

TELEPHONE ________________________________________________________________________

EMAIL ________________________________________________________________________

6. PLEASE LIST TWO (2) REFERENCES OF BUSINESSES (NOT HOMES) FOR WHICH YOU HAVE PROVIDED THIS KIND OF SERVICES. PREFER AT LEAST ONE FROM A MUNICIPALITY, COUNTY GOVERNMENT OR PUBLIC AGENCY, SUCH AS

SOCIAL SERVICES OR HEALTH AND HUMAN SERVICES.

REFERENCE NO. 1

NAME & TITLE: ________________________________________________________________________

AGENCY: ________________________________________________________________________

ADDRESS: ________________________________________________________________________

TELEPHONE: ________________________________________________________________________

NATURE OF

ASSOCIATION: ________________________________________________________________________

EMAIL: ________________________________________________________________________

REFERENCE NO. 2

NAME & TITLE: ________________________________________________________________________

AGENCY: ________________________________________________________________________

ADDRESS: ________________________________________________________________________

TELEPHONE: ________________________________________________________________________

NATURE OF

ASSOCIATION: ________________________________________________________________________

EMAIL: ________________________________________________________________________

Rowan County Request for Proposals Date Due: Tuesday, April 30, 2024, at 3:00 PM ET Social Services Staffing Study

PROPOSAL RESPONSE FORM

The undersigned proposes and agrees that if this bid is accepted to contract with Rowan County, North Carolina for the furnishing of all equipment and labor necessary to complete the scope of work described in the Request for Bids documents in full and complete accordance with specifications and contract documents, and to the full and entire satisfaction of Rowan County, North Carolina for the prices provided below. Pursuant to the provisions of NC G.S. 143-54 under penalty of perjury, the signer of the bid certifies that this bid has not been arrived at collusively or otherwise in violation of Federal or North Carolina antitrust laws.

The following addenda are acknowledged: __________________ dated _______________

____________________ dated _________________

Proposed days to Complete: _________________________________

COMPANY NAME FEDERAL ID#

STREET ADDRESS PO BOX CITY STATE ZIP

TELEPHONE # FAX #

SIGNATURE SIGNATORY’S NAME (printed)

SIGNATORY’S TITLE (printed)

Rowan County is seeking to award a single contractor to perform the services set forth within this RFP for a not to exceed amount, to be invoiced on Net 30 terms.

Project Pricing: $______________

Bidder shall attach itemized cost breakdown to this proposal response form. Cost proposal will be itemized to show cost of each deliverable as well as unit cost for each task wherever applicable.

*Sum quoted includes all applicable taxes, bonds, permits, licenses, insurance cost, if any, and all other cost incidental to the resultant contract.

2.6. Conflict of Interest