Human_Resources_Case_Management_Software_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL

2023-RFP-0204

HUMAN RESOURCES CASE MANAGEMENT SOFTWARE

County of Sacramento

9660 Ecology Lane

Sacramento, CA 95827

RELEASE DATE: August 4, 2023

DEADLINE FOR QUESTIONS: August 18, 2023

RESPONSE DEADLINE: September 8, 2023, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of Sacramento

REQUEST FOR PROPOSAL

Human Resources Case Management Software

1. Definitions

2. Introduction

3. Proposer's Instructions

4. Basis for Award

5. Final Acceptance

6. Project Details

7. Vendor Submissions

8. Sacramento County Standard Terms and conditions

9. Additional Terms and Conditions

10. Environmental Purchasing Policy

11. Web Accessibility Policy

12. Security Supplemental - Terms and Conditions

Attachments:

A - Appendix Z1 - Sacramento County Sample Contract - 2023-RFP-0204

B - Appendix G Indemnification and Insurance Requirements

Request for Proposal #2023-RFP-0204 Title: Human Resources Case Management Software

1. DEFINITIONS

Response:The written, signed and sealed complete document(s) submitted according to the proposal instructions. Response does not include any verbal or documentary interaction apart from submittal of a formal Response.

Request/Proposal/Bid: The completed and released solicitation, including all subsequent addenda, made publicly available to all prospective proposers.

We/Us/Our: Terms that refer to the County of Sacramento, a duly organized public entity. They may also be used as pronouns for various subsets of the County organization, including, as the context will indicate:

• Purchasing - the Contracts and Purchasing Services Division of the Department of General

Services.

• Department/Division – The department or division requesting the goods or services contained in this request, for which this PROPOSAL is prepared and which will be the end user of the requested goods or services.

• Constituency – the client base or County population which may benefit from the procurement of goods and/or services requested herein.

You/Your: Terms that refer to businesses/individuals submitting a response. The term may apply differently as the context will indicate.

• Supplier - A business entity engaged in the business of providing services.

• Proposer - A business entity submitting a Response to this proposal. Suppliers which may express interest in this proposal, but who do not submit a Response, have no obligations with respect to the proposal requirements.

• Contractor - The Proposer(s) whose Response to this proposal is evaluated as meeting the needs of the County. Contractor(s) will be selected for award, and will enter into a contract(s) for provision of the services described in this proposal.

• Contractor’s Employee - All persons who can be offered to provide the services described in the proposal. All employees of the Contractor shall be covered by the insurance programs normally provided to persons employed by a company (ex: Worker’s Comp, SDI, etc.).

Mandatory: A required element of this request/proposal/bid. Failure to satisfy any element of this request/proposal/bid defined as “mandatory” will disqualify the particular response.

Default:A failure to act as required by any contract resulting from this request, which may trigger the right to sue or may excuse the other party's obligation to perform under the contract.

Cancellation/Termination:A unilateral or mutual decision to not complete an exchange or perform an obligation under any contract resulting from this request.

“Or Equal”: A statement used for reference to indicate the character or quality desired in a requested product or service. When specified in a proposal document, equal items will be considered, provided the response clearly describes the article. Offers of equal items must state the brand and number, or level of quality. When brand, number, or level of quality is not stated by proposer, the offer will be considered exactly as specified. The determination of the Purchasing Agent as to what items are equal is final and conclusive.

2. INTRODUCTION

2.1. Summary

The scope of work for this RFP is to deliver an “Out of the Box” Case Management system that can be implemented with minimal customization and that meets the current and future needs of the County.

This includes ongoing support and maintenance for the solution if hosted. The awarded Contractor will be expected to work with the County’s Department of Technology to ensure all requirements are met, including installation of software, initial training, system updates as well as system guidance/material.

All pricing must be proposed using County document Appendix I – Pricing.

The selected vendor will be responsible for Implementation, support and maintenance of the selected

Case Management Solution.

The County seeks a fixed price contract. It is the expectation of the County that the proposed pricing will be highly competitive.

2.2. Background

The County of Sacramento has approximately 12,000 employees, with an estimated payroll of $872 million over 38 different departments that provide a variety of services to Sacramento County residents.

The County of Sacramento seeks a case management solution to increase efficiency, improve customer communication and provide data analytics in case management of Human Resources, Employee

Relations, and Labor Relations events/concerns. The solution needs to be applicable to the public sector and California state and federal laws. Areas include:

• Employee Relations/Performance Management-including counseling, disciplinary notices, Skelly hearing, arbitration, and appeals.

• Workplace Investigations-including discrimination/harassment investigations, Equal

Employment Opportunity Commission (EEOC) /Civil Rights Department (CRD), Workplace

Violence, whistleblower, and other workplace complaints.

• Labor Relations-including grievances, unfair labor practices, arbitrations, and various hearings.

The software will assist in tracking changes to bargaining unit language.

• Medical Leaves and accommodations- including Family Medical Leave Act [FMLA]/California

Family Rights Act (CFRA), State Disability Insurance (SDI) Integration, Parental Leaves, Americans with Disabilities Act [ADA]).

2023-RFP-0204 Case Types

Current but not limited to…

EEO:

Equal Employment Opportunity Commission (EEOC) Complaint Investigations

California Civil Rights Department (CA-CRD) Investigations

Department of Industrial Relations (DIR) Investigations

Department of Labor (DOL) Investigations:

Lawsuits/Claims

External Outside Investigator Investigations

Internal Investigations (Protected Classes=CRD or EEOC), and/or Retaliation = may need to separate?)

Non-EEO:

Internal Intakes/Operational

Medical:

FMLA/CFRA

Pregnancy Disability Leave (PDL)

Parental Leave

State Disability Insurance (SDI) Integration

ADA Accommodations

ADA Claims

Workers' Compensation

Leaves of Absence

Formal Discipline:

Suspension

Demotion

Termination

Arbitration Appeals

Probationary Releases

Civil Service Appeals

Controlled Leave

Litigation

Counseling Memos

Letters of Reprimand

Performance Improvement Plans

DUI/Loss of Required License

Positive DOT Test

Settlement Agreement

Last Chance Agreement

Admin Leave

Subpoenas

Suspension Dates

Grievances

Unfair Labor Practices

Arbitrations

Disciplinary Notices

Parental Leaves

FMLA

ADA

Workplace Violence

Whistleblower

Civil Rights

2.3. Contact Information

Chris Anderson

Senior Contract Services Officer

9660 Ecology Ln.

Sacramento, CA 95827

Email: andersonch@saccounty.gov

Phone: (916) 874-7034

Department:

DGS: CAPSD - Procurement

Department Head:

Craig Rader

Purchasing Agent

2.4. Timeline

Release Project Date August 4, 2023

Question Submission Deadline August 18, 2023, 3:00pm

Addendum Issued (if necessary) September 1, 2023, 3:00pm

Submission Deadline September 8, 2023, 3:00pm

Award Contract November 24, 2023 mailto:andersonch@saccounty.gov tel:(916)874-7034

3. PROPOSER'S INSTRUCTIONS

General Format: Respond to all requests for information and completion of forms contained in this

Request for Proposal. You may use additional sheets as necessary. A qualifying response must address all items. Brochures and advertisements will not be considered a complete reply to requests for information and will not be accepted as such. Proposer is solely responsible for accuracy and completeness of proposal response and for electronically separating confidential documents when submitting their response through SacCountyEbids. Responses considered incomplete may be rejected.

Alteration of Proposal Text: the original text of this proposal document, as well as any attachments, amendments or other official correspondence related to this proposal document, may not be manually, electronically or otherwise altered by proposer or proposer’s agent(s). Any response containing altered, deleted, additional or otherwise non-original text will be disqualified.

Preparation of Response:

A. All responses must be signed by an authorized officer or employee of the responder.

B. Responses must be submitted prior to the specified date and time, using the SacCountyEbids.

Responses delivered by hand, fax, telephone, e-mail, or any postal carrier will not be accepted. If bidder uploads a file to SacCountyEbids, it is bidder responsibility to ensure the file is not corrupt or damaged. If County is unable to open an attachment because it is damaged, corrupt, infected, etc., it may disqualify bidder’s submission. See this training guide for guidance entering your online response.

C. Time of delivery must be stated as the number of calendar days following receipt of the order by the proposer to receipt of the goods or services by the County.

D. Time of delivery may be a consideration in the award.

E. Prices will be considered as net if no cash discount is offered. If a discrepancy between the unit price and the item total exists, the unit price prevails.

F. Shipping Terms: n/a; Payment Terms: NET/30.

Confidential Information/Public Record: All responses become property of the County. All responses, including the accepted proposal and any subsequent contract, become public records per the requirements of the California Government Code, Sections 6250 -6270, “California Public Records Act”.

Proprietary material must be clearly marked as such. Pricing and service elements of the successful proposal are not considered proprietary information.

The County will treat all information submitted in a proposal as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information separately (see "Confidential" section in Vendor Submissions) as part of your response package.

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The final determination as to whether the County will assert your claim of confidentiality on your behalf shall be at the sole discretion of the County. If the County makes a determination that your information does not meet the criteria for confidentiality, you will be notified as such. Any information deemed to be non-confidential shall be considered public record.

4. BASIS FOR AWARD

4.1. Scoring Criteria

This proposal award will be determined by factors other than price alone. The County’s sole purpose in the evaluation process is to determine from among the Responses received, which one is best suited to meet the County’s needs. Any final analysis or weighted point score does not imply that one proposal is superior to another, but simply that in our judgment the proposal(s) we select offer(s) the best overall solution for our current and anticipated needs. The County reserves the right to make modifications to any scoring and/or weight structure prior to the evaluation of responses. The responses will remain sealed during the proposal evaluation period, and will be made available for public inspection upon notice of proposal award.

Proposal Responses will be considered for a period of 120 calendar days after bid closing date above.

4.2. Scoring Criteria

Proposals will be scored on pricing and other factors in your proposal such as the ability to meet the requirements of the RFP, experience, references, risk assessment, etc. Contract(s) will be awarded to the highest scoring proposers(s).

4.3. Proposal Award

All specifications, terms and conditions of this request will apply to any resulting order.

Any exceptions to the requirements of this RFP must be listed in the Solicitation Exceptions response of the Vendor Submissions section of this solicitation.

The County reserves the right to make a single award, multiple awards, or no award at all to this RFP, or to procure any materials, equipment or services specified in this RFP by any other means, or to determine that no project will be pursued. In addition, the RFP may be amended, canceled, or reissued as necessary to meet requirements. The County reserves the right to waive or correct any informalities and minor irregularities in proposals received. The County reserves the right prior to proposal submission deadline, to modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this RFP, or the requirements for contents or format of the proposals.

The evaluation factors reflect the totality of considerations to be used in evaluating the requested

Proposal responses. While cost is important, other factors are also significant, and the County may not select the lowest cost proposal. The objective is to choose the proposal that offers the highest quality product and services and will achieve the project’s goals and objectives.

4.4. Evaluation Phases

All proposals will be evaluated by a County designated Evaluation Committee consisting of key County stakeholders. All proposals will be evaluated using the same criteria and with the same amount of possible points. Evaluations will be based on the criteria listed below, which corresponds to information requested in various sections of the proposal:

Phase 1

• Appendix R Proposer’s Minimum Qualifications(pass/fail)

• Appendix S Security Requirements

• Appendix T Proposer’s response to Solution Requirements

• Appendix U Proposer’s response to Narrative Response

• Appendix X Proposer’s Support and Maintenance plan

• Appendix O Proposer’s Organization and Experience

• Appendix V Proposer’s response to Technical Requirements

• Appendix W Proposer’s Project Management methodology

Phase 2

• Proposer’s Demonstration

• Total Costs Appendix I

• Proposer’s References

The evaluation process will be completed in two phases. The first phase will evaluate the timely submitted written proposals including minimum qualifications, organization and experience, solution requirements, narrative response, technical requirements, project management and deployment methodology, support and maintenance. Proposals that do not include all relevant required forms and sections, or do not meet minimum qualifications, are subject to rejection without further evaluation.

Based on the scores from the proposal evaluation, the Evaluation Committee will determine which

Proposers will be invited to participate in the second phase.

The second phase will evaluate proposer demonstrations, cost and customer references. Phase 2 will consist of in-person product/ Microsoft Teams video conference demonstrations from invited

Proposers. The product demonstrations may be held on-site at a County facility. Proposers must bring a dynamic, working product to the demonstration for the County to evaluate. Product demonstrations will be scripted so that each Proposer follows a standardized outline; the County is not interested in a corporate or sales presentation. Proposers must be prepared to demonstrate their understanding of any requirement outlined within the proposal. The County reserves the right to ask additional questions during demonstrations to clarify the scope and content of the written proposal or demonstrated product. During the demonstrations, County users may request to be given a chance for hands-on interaction and exploration in the solution demonstrated.

Points from Phase 1 (proposal review) will not be factored into the Phase 2 (live demonstration, cost and references) evaluations.

During the course of evaluations, the Evaluation Committee may:

• Choose to contact officials from other jurisdictions regarding the Proposer, their prior work experience, and their ability to successfully complete the scope of services. The County may coordinate independent site visits to other jurisdictions to understand the product and services in a working environment.

• Request clarification or additional information from a Proposer in order to assist in the evaluation process. This process may not be used as an opportunity to submit missing documentation, change pricing, or make major revisions to the original response.

• Request work product examples for any documentation deliverables outlined in this proposal.

• Require changes in the scope of services, as deemed necessary by the County, before Contract execution.

• Invite additional Proposers from Phase 1 to participate in Phase 2 evaluations.

5. FINAL ACCEPTANCE

Equipment/Supplies/Services

The County of Sacramento will agree to final acceptance only after the supplied equipment, product or service is tested and is found to perform within acceptable standards of operation, is in compliance with all published and implied performance standards, and is considered by the County to be ready for practical application.

6. PROJECT DETAILS

6.1. Important Instructions for Electronic Submittal

The County is accepting electronic bid submissions. Bidders shall create a FREE account with

ProcureNow by signing up at https://secure.procurenow.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

6.2. Contractor Responsibilities

Implementation

County recognizes that the involvement, understanding and commitment of employees are essential to the successful implementation of the proposed System. As such, County employees will assist in all key process design and configuration decisions.

• The successful Contractor, with appropriate involvement from County employees, must provide all professional services required to configure and implement the proposed solution.

• The Contractor may submit multiple implementation options which can be discussed with the County if they are awarded the contract, each options must have it's own specific Appendix I Pricing document submitted. The County would like to understand available service offerings for data migration and implementation services.

Enhancements and Updates

Any enhancements needed to satisfy the requirements outlined in this RFP must be included as part of the core product and identified in the proposal.

All updates provided to the County should continue to be subject to the terms and conditions of the original software licenses.

Testing

• The Contractor will provide all professional services required to complete initial system testing. This includes unit testing, system testing, volume testing, performance testing, load testing, and disaster recovery testing.

• The County will provide Subject Matter Experts (SMEs) to assist in developing test cases and scenarios.

• The Contractor will provide assistance to the County during User Acceptance Testing (UAT).

Training

The Contractor is expected to provide the following types of training programs.

• A training program for County’s core project implementation team that includes the training necessary to understand the overall system architecture, interface configurations, and workflow configuration options, etc.

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• A training program for application administrators that includes the training necessary to configure, tailor, monitor, and administer the technical and functional aspects of system.

• A training solution to support the training of end-users in the functionality of the various proposed system components. To support the training of end users, County envisions the use of a “train-the-trainer” approach accompanied by computer-based training.

Documentation

The Contractor will provide electronic documentation for the following, some documentation requirements will vary depending on the proposed solution i.e., On Premise vs. Hosted.

• Project Documentation.

• Training documentation materials for all modules including any customizations made specifically for

Sacramento County.

• Installation and configuration documentation.

• System architectural documentation.

• Data dictionary.

• Administrator manuals.

• Reporting documentation.

• Release Notes and updated documentation for each new release.

Project Schedule

The Contractor will work with the County to develop a project schedule after contract award.

Place of Performance

The location of worksite, if applicable, will be 799 G Street Sacramento, CA 95814.

The Proposer must outline in the proposal the planned on-site time and costs associated with providing on-site resources. The County does not pay for travel expenses; these must be factored into the total cost of the project proposal and included in Appendix I - Pricing.

Deliverables

The following section outlines the high-level project deliverables. Some deliverables will be the sole responsibility of the awarded Proposer, while others will be a shared responsibility of both the Proposer and Sacramento County.

All deliverables become the property of Sacramento County.

Milestone Deliverables

1) Project Documentation

Provide standard project documentation for each phase of the project including the following:

• Project Plan

• Project Schedule

• Requirements Traceability Matrix

• Project Agendas and Meeting Minutes

• Status Reports

• Change Requests

• Test Plans

• Bug and Issue Tracking

2) Data Migration Analysis (if this service is provided)

Analysis and estimated timeline for converting data to the Contractor’s system.

3) Hardware and Software System Design (if an on –premise solution is proposed)

Work with County staff on system design and identify resources needed.

4) Hardware and Software Installation

Work with County staff to install base system if applicable based on proposed solution.

5) Testing

Initial testing will occur as each module becomes available and will be a joint effort of the Contractor and the County.

6) User Acceptance Testing

Conduct user acceptance testing

7) Implementation

• User training

• Administrative and Technical Training

• Go-live checklist

• Implementation and go-live support•

8) Support

On-going support and maintenance

County Furnished Resources

The County will work with the Proposer to identify necessary equipment required to meet the requirements of the system design and how equipment will be purchased. The County will provide a work area and/or conference room on County premises for the Proposer to work and meet with staff.

The County will make subject matter experts available to work with the Proposer to answer questions, review information, and complete testing.

Applicable Specifications and Standards

All systems that will take advantage of Internet access must meet County of Sacramento Department of

Technology Requirements, Web Accessibility Requirements and Cloud Services-Terms and Conditions.

Please review and confirm compliance with all of these sections. Provide any details or explanations as necessary. Please respond to the questions in Appendix V – Technical Requirements.

Proposals must include all necessary resources to deliver a fully functional HR Case Management System successfully through design, development, configuration, deployment, and stabilization phases. This includes project management resources necessary to manage project delivery effectively throughout the entire lifecycle of the solution implementation.

The selected Proposer will be responsible for applying project management methodologies in the areas of project planning, resource management, project execution, configuration management, quality assurance, test plan, conversion plan, training plan, implementation plan, post-implementation support and documentation. Proposers must complete Appendix W - Project Management and provide a narrative response detailing their project management methodology.

The Contractor will assign a Project Manager to the contract who will act as the single point of contact for the length of the project. The County will also assign a Project Manager to this project. The

Contractor’s Project Manager must work with the County Project Manager for the duration of the project.

The Proposer’s Project Manager will be responsible for managing or coordinating the following:

1. Participate in project status meetings

2. Develop the communication plan and provide status reports

3. Manage scope to remain within agreed upon Contract

4. Develop, maintain, and distribute the project plan/schedule

5. Develop and maintain requirements traceability matrix in coordination with County Project Manager

6. Day to day management and scheduling of Contractor resources

7. Manage change requests, identify and document impact of change to scope, cost and/or schedule

8. Manage issue tracking and resolution

9. Risk identification and mitigation plan

10. Deliver and review payment invoices

11. Coordinate with County staff to develop an organization change strategy

12. Deliver all documentation

The County reserves the right to request a change in the Account or Project Manager at no additional costs, if we feel the relationship is not progressing smoothly.

Acceptance Testing

Satisfactory completion of a mutually agreed-upon acceptance test for each stage of the implementation is required. The project team will develop an acceptance test that is agreeable to both the Proposer and the County. The acceptance test will include a confirmation of each functional requirement and requirements identified during the initial business process analysis.

At the completion of each phase, indicating a Component is operational and available to the County for testing, an acceptance test will be conducted.

After all System Components are integrated, operational, and available to the County for testing, a final acceptance test will be conducted.

Severity Level Designations

• Level 1 – System or System Component cannot go-live until problem is resolved.

• Level 2 – System or System Component may go-live, but will not be accepted until problem is resolved.

• Level 3 – System or System Component may go-live, System or System Component may be accepted;

problem will be added to a punch list and final payment will not be made until problem is resolved.

A performance test will be required to demonstrate the capability of the system or system component to handle peak volumes. For this purpose, a stress test will be designed and applied by the Contractor to simulate full capacity utilization.

Deliverable Acceptance

Review and acceptance of each deliverable shall be based upon the following deliverable quality standards. Each deliverable shall:

• Address all components required by the Contract and the requirements for that Deliverable, and any areas identified subsequently through meetings and planning sessions.

• Be in compliance with all format requirements described in the Contract.

• Support the purpose for which the deliverable was developed.

Final System Acceptance

Sacramento County will agree to final acceptance only after the contracted services and deliverables are considered by the County to be in compliance with the Contract specifications, terms and conditions and ready for practical application for the intended purpose conveyed herein.

Sacramento County will agree to final acceptance only after the supplied equipment, product or service is tested and is found to perform within acceptable standards of operation, complies with all published and implied performance standards, and is considered by the County to be ready for practical application.

Upon successful completion of the module and complete system tests and achievement of all milestones as specified in the Contract, the County will issue a notice of Final Acceptance. After County acceptance, the Contractor must ensure that any Sacramento County confidential data is erased from their non-County systems so that it is not recoverable. Certain County information is legally confidential;

this information must be protected and may not be shared.

The payment schedule will be discussed and finalized during contract negotiation phase with the selected Proposer, 25% of the total project cost will be held until final testing and acceptance has been completed.

7. VENDOR SUBMISSIONS

7.1. Proposal Requirements*

Did you read through and confirm that you met all of the proposal requirements?

☐ Yes

☐ No

*Response required

7.2. Please confirm that your company will accept the County's contract terms and conditions

☐ Please confirm

7.3. Appendix I - Pricing - no substitute documents will be accepted.* Please download the below documents, complete, and upload. Please submit separate complete

Appendix I - Pricing documents for each proposed solution i.e., on premise or cloud.

• Appendix_I_-_Pricing.docx

*Response required

7.4. Appendix O - Organization & Experience - no substitute documents will be accepted*

Please download the below documents, complete, and upload.

• Appendix_O_-_Organization_a...

*Response required

7.5. Appendix R - Minimum Qualifications - no substitute documents will be accepted*

Please download the below documents, complete, and upload.

• Appendix_R_-_Minimum_Qualif...

*Response required

7.6. Appendix S - Security Requirements - no substitute documents will be accepted*

Please download the below documents, complete, and upload.

• Appendix_S_-_Security_Requi...

*Response required

7.7. Appendix T - Solution Requirements - no substitute documents will be accepted*

Please download the below documents, complete, and upload.

https://government-project.s3.us-west-2.amazonaws.com/48879/bdba6153-cea9-449b-85b3-47debcfed3de_Appendix_I_-_Pricing.docx?AWSAccessKeyId=AKIARC2J5PZDGOGWDMYG&Expires=1693054253&Signature=rArV5pEyXeinkLXqscYPByxMHfU%3D&response-content-disposition=attachment%3B%20filename%3D%22Appendix_I_-_Pricing.docx%22 https://government-project.s3.us-west-2.amazonaws.com/48879/9829bc67-9c81-49d5-bed3-524fbf5236de_Appendix_O_-_Organization_and_Experience.docx?AWSAccessKeyId=AKIARC2J5PZDGOGWDMYG&Expires=1693054253&Signature=KQBEMMN%2B8%2B4ruMt7t4MTgiBworE%3D&response-content-disposition=attachment%3B%20filename%3D%22Appendix_O_-_Organization_and_Experience.docx%22 https://government-project.s3.us-west-2.amazonaws.com/48879/e40b50f4-d7aa-4393-9b60-eb20bc19cd2d_Appendix_R_-_Minimum_Qualifications.docx?AWSAccessKeyId=AKIARC2J5PZDGOGWDMYG&Expires=1693054253&Signature=zX3Wu5k6lmpr%2F5GPsoD%2BytexLBs%3D&response-content-disposition=attachment%3B%20filename%3D%22Appendix_R_-_Minimum_Qualifications.docx%22 https://government-project.s3.us-west-2.amazonaws.com/48879/3a4b03f2-60a2-40a0-95ff-1f694ea4aa25_Appendix_S_-_Security_Requirements.docx?AWSAccessKeyId=AKIARC2J5PZDGOGWDMYG&Expires=1693054253&Signature=uf9gATV8MiWVYFQw9cDAE2gMH%2Bc%3D&response-content-disposition=attachment%3B%20filename%3D%22Appendix_S_-_Security_Requirements.docx%22

• Appendix_T_-_Solution_Requi...

*Response required

7.8. Appendix U - Narrative Response - no substitute documents will be accepted*

Please download the below documents, complete, and upload.

• Appendix_U_-_Narrative_Resp...

*Response required

7.9. Appendix V - Technical Requirements - no substitute documents will be accepted*

Please download the below documents, complete, and upload.

• Appendix_V_-_Technical_Requ...

*Response required

7.10. Appendix W - Project Management - no substitute documents will be accepted.*

Please download the below documents, complete, and upload.

• Appendix_W_-_Project_Manage...

*Response required

7.11. Appendix X - Support and Maintenance - no substitute document will be accepted.*

Please download the below documents, complete, and upload.

• Appendix_X_-_Support_and_Ma...

*Response required

7.12. Appendix Z1 Sacramento County Sample Contract*

Please confirm that you have read and agree to the terms and conditions within Appendix Z1 located in the attachment section of this RFP.

☐ Please confirm

*Response required

7.13. Append G Indemnification and Insurance Requirements*

Please confirm that you have read and agree to the Indemnification and Insurance Requirements within

Appendix G located in the attachment section of this RFP.

☐ Please confirm https://government-project.s3.us-west-2.amazonaws.com/48879/f8713ca2-4845-420d-be23-afa7c9d95df5_Appendix_T_-_Solution_Requirements.xlsx?AWSAccessKeyId=AKIARC2J5PZDGOGWDMYG&Expires=1693054253&Signature=p0x9XOWLqtEFQKI%2F6XvMPE%2B9RO8%3D&response-content-disposition=attachment%3B%20filename%3D%22Appendix_T_-_Solution_Requirements.xlsx%22 https://government-project.s3.us-west-2.amazonaws.com/48879/e395a270-4e46-4c0b-856e-410e63330745_Appendix_U_-_Narrative_Response.docx?AWSAccessKeyId=AKIARC2J5PZDGOGWDMYG&Expires=1693054253&Signature=s8828Qnp9yWSmJ6ICPd%2FxTQrbqo%3D&response-content-disposition=attachment%3B%20filename%3D%22Appendix_U_-_Narrative_Response.docx%22 https://government-project.s3.us-west-2.amazonaws.com/48879/c5cbe4ae-114f-4270-bd07-79255c589f32_Appendix_V_-_Technical_Requirements.docx?AWSAccessKeyId=AKIARC2J5PZDGOGWDMYG&Expires=1693054253&Signature=9ssCw3p90DZ1qQAWw2sXd9DG0ME%3D&response-content-disposition=attachment%3B%20filename%3D%22Appendix_V_-_Technical_Requirements.docx%22 https://government-project.s3.us-west-2.amazonaws.com/48879/0d461b59-3cfd-471c-8c6f-b2ead951a1b0_Appendix_W_-_Project_Management.docx?AWSAccessKeyId=AKIARC2J5PZDGOGWDMYG&Expires=1693054253&Signature=8E9sfLlpveLeQCcgEKqA1243tEA%3D&response-content-disposition=attachment%3B%20filename%3D%22Appendix_W_-_Project_Management.docx%22 https://government-project.s3.us-west-2.amazonaws.com/48879/694e8294-f6ad-4166-a62d-f1ea3da7ad97_Appendix_X_-_Support_and_Maintenance.docx?AWSAccessKeyId=AKIARC2J5PZDGOGWDMYG&Expires=1693054253&Signature=OqoxKqKRvSTEnE5P%2F%2FRpQ9F4Wno%3D&response-content-disposition=attachment%3B%20filename%3D%22Appendix_X_-_Support_and_Maintenance.docx%22

7.14. Confidential Company Information (if applicable)

The County will treat all information submitted in a proposal as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information in this section as part of your response package. Click "File Upload" below to upload your confidential documents.

7.15. Contractor Certification of Compliance*

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

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

CONTRACTOR hereby certifies that either:

☐ (a) the CONTRACTOR is a government or non-profit entity (exempt)

☐ (b) the CONTRACTOR has no Principal Owners (25% or more) (exempt)

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

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

Department of Child Support Services or the court.

*Response required

7.16. Contractor Certification of Compliance Cont...*

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

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

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

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

Sacramento Department of Child Support Services at 1-866-901-3212, by writing to P.O. Box 269112, Sacramento, 95826-9112, or via the Customer Connect website at www.childsup.ca.gov.

☐ Yes

☐ No

*Response required

7.17. Solicitation Exceptions*

Please list all exceptions below referring to name of specific section and (where applicable) paragraph, subsection number, or other identifier. For each exception, please quote the statement(s) to which you are taking an exception, for reference during bid analysis. Exceptions considered excessive or affecting vital terms, conditions or specifications may reduce or eliminate your prospects for award.

Please include the following with every exception (if your company has no exceptions, type "N/A" in this field):

A. Page #

B. Section#/Title

C. Exception Description

*Response required

7.18. Non-Collusion Affidavit*

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

I state that:

A. The price(s) and amount of this proposal have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder or potential bidder, except as disclosed below in the exceptions field (accept with exceptions).

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

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

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

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

F. No current or previous employee of the County of Sacramento (employed by County of

Sacramento within the last calendar year) has been involved or is currently involved in any manner, directly or indirectly, with bidder’s response or considerations in responding to this request.

I understand and my firm understands and acknowledges that the above representations are material and important, and will be relied upon by the County of Sacramento in awarding the contract(s) for which this proposal is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the County of Sacramento of the true facts relating to the submission of proposals/bids for this contract. Any violation of this certification shall render bidder’s response invalid. In such a case, bidder’s response will be immediately disqualified.

☐ Please confirm

*Response required

7.19. Customer References*

Include three (3) Company references here:

Reference 1

• Agency/Company Name

• Project Name

• Project Size (Cost/Unit & Total Cost)

• Project Type

• Year Completed

• Name of Project Manager

• Email Address & Phone Number

• Brief Physical Description of Project

Reference 2

• Agency/Company Name

• Project Name

• Project Size (Cost/Unit & Total Cost)

• Project Type

• Year Completed

• Name of Project Manager

• Email Address & Phone Number

• Brief Physical Description of Project

Reference 3

• Agency/Company Name

• Project Name

• Project Size (Cost/Unit & Total Cost)

• Project Type

• Year Completed

• Name of Project Manager

• Email Address & Phone Number

• Brief Physical Description of Project

*Response required

7.20. Risk Assessment Questionnaire*

Please download the below documents, complete, and upload.

• Risk_Assessment_Questionnai...

*Response required

7.21. HIPAA Business Associate Exhibit to Contract*

Whereas, COUNTY, pursuant to the terms of the Agreement, wishes to disclose to CONTRACTOR and

CONTRACTOR wishes to disclose to COUNTY, certain information, some of which may constitute

Protected Health Information (PHI) including any in an electronic format (Electronic Protected Health

Information or EPHI);

Whereas, in the course of the performance of the Agreement, CONTRACTOR will be provided with access to PHI;

Whereas, COUNTY and CONTRACTOR desire to protect the privacy and provide for the security of PHI disclosed to each other in compliance with the Health Insurance Portability and Accountability Act of

1996 (HIPAA) Title 45 Code of Federal Regulations (CFR), Title 42 CFR Section 1320d, and regulations promulgated thereunder by the U.S. Department of Health and Human Services (the HIPAA Regulations) and other applicable laws and regulations.

Whereas, it appears that the CONTRACTOR is a Business Associate of COUNTY as that term is defined in the HIPAA regulations; and https://government-project.s3.us-west-2.amazonaws.com/14692/69c0247d-f232-4964-94df-52ab07e78aa1_Risk_Assessment_Questionnaire.pdf?AWSAccessKeyId=AKIARC2J5PZDGOGWDMYG&Expires=1693054253&Signature=KjyngO0yy6nC7tYb6Ha9vrgLKWY%3D&response-content-disposition=attachment%3B%20filename%3D%22Risk_Assessment_Questionnaire.pdf%22

Whereas, COUNTY is willing to provide CONTRACTOR and its agents with access to PHI such that

CONTRACTOR can perform under the Agreement, under the terms of this Exhibit;

Whereas, the purpose of this Exhibit is to satisfy certain standards and requirements of HIPAA and the

HIPAA Regulations, including, but not limited to, Title 45, Section 164.504(e) of the Code of Federal

Regulations (CFR), as the same may be amended from time to time.

NOW, THEREFORE, in consideration of the mutual promises made herein, the parties agree as follows:

A. HIPAA REQUIREMENTS

1. Definitions

a. "Protected Health Information" or "PHI" means any information, whether oral or recorded in any form or medium, including electronic (EPHI) as that term is defined in the Security Rule: 1) that relates to the past, present, or future physical or mental condition of an individual; the provision of health care to an individual; or the past, present or future payment for the provision of health care to an individual, and 2) that identifies the individual or with respect to which there is a reasonable basis to believe the information can be used to identify the individual, and shall have the meaning given to such term under HIPAA and the HIPAA Regulations, including, but not limited to, 45

CFR Section 164.501;

b. "Individual" shall have the same meaning as the term "individual” in 45 CFR Section

164.501 and shall include a person who qualifies as a personal representative in accordance with 45 CFR Section 164.502(g);

c. "Privacy Rule" shall mean the “Standards for Privacy of Individually Identifiable Health

Information”, 45 CFR Part 160 and Part 164, subparts A and E, as amended from time to time.

d. "Security Rule" shall mean the “Security Standards”, 45 CFR Parts 160, 162, and 164.

2. Permitted Uses and Disclosures: CONTRACTOR may use and/or disclose PHI received by it pursuant to the Agreement and this Exhibit solely for the purpose of performing its obligations under the Agreement and this Exhibit or as otherwise required by law.

CONTRACTOR may disclose PHI to, and permit the use of PHI by, its employees, contractors, agents, or other representatives only to the extent directly related to and necessary for the performance of the Agreement and this Exhibit. CONTRACTOR shall not use or disclose PHI in any manner that would constitute a violation of HIPAA and the HIPAA regulations if so used by COUNTY.

3. Use and Disclosure for Contractor's Purposes and Data Aggregation: CONTRACTOR may, if necessary, use and disclose PHI for the proper management and administration of

CONTRACTOR's business or to carry out CONTRACTOR's legal responsibilities. CONTRACTOR may also use PHI to provide data aggregation services to COUNTY as permitted by 45 CFR

Section 164.504(e)(2)(i)(B).

4. De-Identification: Notwithstanding anything herein to the contrary, CONTRACTOR may store, analyze, access and use components of PHI that have been "de-identified" and that do not contain individually identifiable health information, provided that any such use is consistent with applicable laws and regulations.

5. Appropriate Safeguards: Prior to receipt of PHI in connection with the Agreement and

Exhibit, CONTRACTOR shall implement and maintain appropriate security safeguards to ensure that PHI is not used or disclosed by CONTRACTOR in violation of this Exhibit or applicable laws and regulations. Security measures maintained by CONTRACTOR shall include such appropriate administrative, technical and physical safeguards as are necessary to protect such PHI. Such safeguards shall be designed to protect the confidentiality and integrity of such PHI obtained, accessed or created from or on behalf of COUNTY. Upon request by COUNTY, CONTRACTOR shall provide a written description of such safeguards.

CONTRACTOR shall ensure that any sub-contract it maintains in order to meet the terms of this AGREEMENT includes the same requirements for appropriate safeguards as found in this AGREEMENT.

6. Reporting Unauthorized Uses and Disclosures: As required by 45 CFR Section 164.308(a)(2), the designated HIPAA Security Officer of CONTRACTOR shall notify COUNTY in writing within five (5) working days of its discovery of any use or disclosure of PHI not permitted by the

Agreement or this Exhibit of which CONTRACTOR or its officers, employees or agents become aware. Such notice shall include the name of each individual, with address or other identifiers where known, whose unsecured protected health information (PHI) has been, or is reasonably believed by the CONTRACTOR to have been, accessed, acquired, or disclosed during such unauthorized use or disclosure.

a. Any unauthorized use or disclosure shall be treated as discovered by the CONTRACTOR on the first day on which such access, acquisition or disclosure is known to the

CONTRACTOR, including any person, other than the individual committing the unauthorized use or disclosure, that is an employee, officer or other agent of the

CONTRACTOR, or who should reasonably have known such unauthorized activities had occurred.

b. CONTRACTOR shall promptly identify, respond to and report to COUNTY any suspected or known "security incident" of which it becomes aware. Such term is defined in the

HIPAA Security Rule, 45 CFR Section 164.304: “the attempted or successful unauthorized access, use, disclosure, modification, or destruction of information or interference with system operations in an information system.” CONTRACTOR’s incident report shall identify the date of the security incident, the scope of the security incident, the

CONTRACTOR's response to the security incident and the identification of the party responsible for causing the security incident, if known.

c. CONTRACTOR agrees that any sub-contractor of the CONTRACTOR that provides services to the CONTRACTOR directly related to this AGREEMENT has the same responsibilities regarding reporting unauthorized uses or disclosures as the

CONTRACTOR. CONTRACTOR further agrees that it shall ensure that these responsibilities are defined in any sub-contract it enters into in order to service this

AGREEMENT.

7. Mitigating the Effect of Unauthorized Uses and Disclosures: CONTRACTOR shall take prompt corrective action to mitigate to the greatest extent possible, any harmful effects arising from any improper use and/or disclosure of PHI and shall take such other action pertaining to such unauthorized use or disclosure as may be required by applicable federal and state laws and regulations.

a. Mitigation shall include CONTRACTOR notification to each individual whose unsecured protected health information (PHI or EPHI) has been, or is reasonably believed by the

CONTRACTOR to have been, accessed, acquired, or disclosed during such unauthorized use or disclosure. The standard for such notification shall comply with all notification requirements as specified in 45 CFR…