Performance_Management_Professional_Services_(Addendum_#2_Revision).pdf

COUNTY OF ORANGE

HEALTH CARE AGENCY

REQUEST FOR PROPOSAL (RFP)

FOR

PERFORMANCE MANAGEMENT PROFESSIONAL SERVICES

RFP NO. 042-2756101-RT

County of Orange RFP

Health Care Agency - Performance Management Professional Services, 042-2756101-RT

County of Orange

Health Care Agency

Procurement Services

405 West 5th Street

Santa Ana, CA

92701

SCHEDULE OF ACTIVITIES

Release Project Date November 14, 2024

Question Submission Deadline December 18, 2024, 4:00pm

Proposal Submission Deadline January 10, 2025, 4:00pm

RFP Evaluation/Contract

Negotiations/Contract Award

January 13-16, 2025

Tentative Board Date April 22, 2025

Tentative Contract Start June 1, 2025

**This is a proposed schedule that is subject to change. Any changes to the schedule for the RFP process will be issued to all Respondents via addenda on the County’s online bidding system https://procurement.opengov.com/portal/ocgov **

PROPOSALS MUST BE RECEIVED ON

OR BEFORE

Friday, January 10, 2025

4:00 pm https://procurement.opengov.com/portal/ocgov

SECTIONS

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

SECTION 2. SCOPE OF WORK

SECTION 3. WRITTEN PROPOSAL SCORING FORMAT

SECTION 4. PROPOSAL RESPONSE REQUIREMENTS

SECTION 5. OCLSB AND DVBE PREFERENCE POLICIES CERTIFICATION

REQUIREMENTS

Attachments:

A - A MODEL_CONTRACT_RFP-042-2756101-

RT_Performance_Management_Professional_Services FNL

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

1.1 INTRODUCTION

The County of Orange, Health Care Agency (hereinafter referred to as “County”), is soliciting proposals from qualified firms (hereinafter referred to as “Respondents”) for Performance

Management Professional Services. Respondents must meet the minimum qualifications and requirements as set forth within the RFP and be capable of providing services identified in the

Scope of Work herein.

1.2 INSTRUCTIONS TO RESPONDENTS AND PROCEDURES FOR SUBMITTAL

A. Proposals are to be uploaded via the County's Online Bidding System at https://procurement.opengov.com/portal/ocgov This is a fully electronic Request for Proposals (RFP). Respondents must submit their proposals online via County’s online bidding system. Only electronic proposals will be accepted. Facsimile and e-mail proposals will NOT be allowed. For assistance on uploading proposals via County’s online bidding system, please contact procurement-support@opengov.com or https://help.procurement.opengov.com/en/

Note: Allow sufficient time to upload all required files. The County’s eProcurement Portal will not allow any uploads after the due date and time specified herein, e.g., if Part 1 and 2 uploaded successfully at 3:58:38 P.M. and Part 3 is in progress of being uploaded at 4:00:01 P.M., Part 3 will not upload successfully.

B. Examine the RFP Documents and the site of the proposed work carefully before submitting a Proposal for the work contemplated. Investigate the conditions to be encountered, as to the character, quality, and quantities of work to be performed and materials to be furnished and as to the requirements of all RFP Documents. County has attempted to provide all information available. It is the responsibility of each Respondent to review, evaluate, and, where necessary, request any clarification prior to submission of a Proposal. If any person contemplating submitting a response to this RFP is in doubt as to the true meaning of any part of the RFP documents attached hereto or finds discrepancies in or omissions from the specifications, they may submit a written request for clarification/interpretation to the County Deputy Purchasing Agent (DPA) via the County’s online bidding system under the bid page for this RFP. If clarification or interpretation of this RFP is considered necessary by County, an addendum shall be issued, and the information will be posted via the County’s online bidding system. Any interpretation of, or correction to, this RFP shall be issued by the DPA. It is the responsibility of each Respondent to periodically check County’s online bidding system to ensure that they have received and reviewed any and all addenda to this RFP. County will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any oral information. If an addendum is issued, Respondents must acknowledge the addendum via the County’s eProcurement Portal. All questions or requests for interpretations must be received by Thursday, December 12, 2024, before 4:00 pm as specified in the RFP. Respondents are not to contact other County personnel with any questions or clarifications concerning this RFP. The DPA will provide all official communication concerning this RFP. Any County response relevant to this RFP other than through or approved by the DPA is unauthorized and will be considered invalid.

https://procurement.opengov.com/portal/ocgov mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://help.procurement.opengov.com/en/

C. Proposals must be valid for a period of at least three hundred sixty-five (365) calendar days from the Proposal Submission Deadline. No Proposal may be withdrawn after the submission deadline.

D. All pages must be numbered and identified sequentially by section. Proposals must be tabbed and indexed in accordance with the information requested in Section 4. Proposal Response Requirements. It is imperative that all Respondents comply, exactly and completely, with the instructions set forth herein. All responses to this RFP shall be type written or word-processed (except where otherwise provided or noted), concise, straightforward, and must fully address each requirement and question. Although not as a substitute for a complete written response, additional material, such as technical documents, may be referenced in any response if the material is included in the same section as additional information.

E. Proposals are not to be marked as confidential or proprietary. County may refuse to consider any Proposal so marked. All Proposals and supporting documents will be subject to the provisions of the California Public Records Act (California Code Government Code 7920 et seq.) (PRA) and will be disclosed or withheld in accordance therewith. County shall not be liable in any way for disclosure of any such records. Additionally, all Proposals shall become the property of County. County reserves the right to make use of any information or ideas in the Proposals submitted. Respondents should not request that certain information be treated as exempt, and statements in the Proposals should not be marked as confidential or proprietary.

F. Each Respondent shall exercise reasonable care and diligence to avoid submitting a Proposal that could result in a conflict of interest if Respondent were to be selected. This obligation shall apply to Respondent, Respondent’s employees, agents, and relatives, sub-contractors, and third parties associated with accomplishing work and services in Proposal.

In the event Respondent has done work for County on this Project in the past or has reason to believe that a conflict of interest may exist for Respondent in regard to this Project, Respondent should consult with its legal counsel prior to responding to this RFP. Any Respondent who is found to have an actual conflict of interest may have its Proposal rejected on that ground. Respondent, its employees and/or consultants may be subject to the provisions of the California Political Reform Act of 1974 (the “Act”), which (1) requires such persons to disclose any financial interest that may be materially affected by services provided under this Contract, (2) prohibits such persons from making, or participating in making, decisions that could reasonably affect such interest; and (3) may require the filing a Statement of Economic Interest (Form 700). If subject to the Act, Respondent shall conform to all requirements of the Act. Failure to do so shall constitute a material breach and is grounds for immediate termination of the Contract by County.

Respondent shall indemnify and hold harmless County for any and all claims for damages resulting from Respondent’s violation of this Act.

G. By submitting a Proposal, Respondent represents that it thoroughly examined the County’s requirements, is familiar with the services required under this RFP and is qualified and capable of providing the services to achieve County’s objectives.

H. Each Respondent must submit its Proposal in strict accordance with all requirements of this RFP and compliance must be stated in the Proposal. Deviations, clarifications and/or exceptions must be clearly identified and listed separately as alternative items on additional information section for County’s consideration as specified in Section 4.

Proposal Response Requirements, subsection 4.1.8 “Statement of Compliance.”

I. County reserves the right to request proposal revisions and hold discussions and negotiations with any Respondent as necessary to serve the best interests of County. Any Proposal may be rejected if it is conditional, incomplete or deviates from specifications in this RFP. County reserves the right to waive, at its discretion, any procedural irregularity, immaterial defects or other improprieties which County deems reasonably correctable or otherwise not warranting rejection of the Proposal. Any waiver will not excuse a Respondent from full compliance.

J. Pre-contractual expenses are not to be included in the Cost Proposal, Attachment B, Payment and Compensation. Pre-contractual expenses are defined as including, but not limited to, expenses incurred by Respondent in: a) preparing its Proposal in response to this RFP; b) submitting that Proposal to County; c) negotiating with County any matter related to Respondent’s Proposal; and d) any other expenses incurred by Respondent prior to the date of award and execution, if any, of the Contract.

K. Any Proposal may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the RFP. Failure to comply with the technical features and acknowledgment of receipt of addenda are common causes for holding a Proposal nonresponsive.

L. Where two or more Respondents desire to submit a single Proposal in response to this RFP, they must do so on a prime/subcontractor basis rather than as a joint venture. County intends to contract with a single firm that may subcontract with multiple firms (team) but not with multiple firms doing business as a joint venture.

M. County does not require and neither encourages nor discourages the use of lobbyists or other consultants for the purpose of securing business.

N. County requires a valid UEI number prior to Contract Award. Respondent must obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a UEI number, please indicate so in your proposal submission response.

O. County reserves the right to: a) negotiate the final Contract with any Respondent(s); b) withdraw this RFP in whole or part at any time without prior notice (County makes no representations that any Contract will be awarded to any Respondent responding to this RFP); c) award its total requirements to one Respondent or to apportion those requirements among two or more Respondents; d) reject any Proposal if it is conditional, incomplete or deviates significantly from the services requested in this RFP; and/or e) request Best and Final Offer from any Respondent determined to be within the competitive range. Unless requested by County, late Best and Final Offers will not be accepted by County for any reason.

1.3 PROTEST PROCEDURES:

All protests shall be typed under the protestor’s letterhead and submitted in accordance with the provisions stated herein. All protests shall include at a minimum the following information:

1. The name, address, and telephone number of the protestor.

2. The signature of the protestor or the protestor’s representative.

http://www.usfcr.com/

3. The solicitation or contract number.

4. A detailed statement of the legal and/or factual grounds for the protest; and,

5. The form of relief requested.

A. Protest of Bid/Proposal Specifications: All protests related to proposal specifications must be submitted to the Deputy Purchasing Agent, Roland Tabangin at rtabangin@ochca.com, no later than five (5) business days prior to the Proposal Submission Deadline. Protests received after the five (5) business-day deadline will not be considered by County. In the event the protest of specifications is denied, and the protestor wishes to continue in the solicitation process, the protestor must still submit a proposal prior to the close of the solicitation in accordance with the proposal submittal procedures provided in this RFP.

B. Protest of Award of Contract: In protests related to the award of a contract, the protest must be submitted no later than five (5) business days after the notice of intent award is provided by the DPA. Protests relating to a proposed contract award which are received after the five (5) business day deadline will not be considered by County.

C. Protest Process

1. In the event of a timely protest, County shall not proceed with the solicitation or award of the contract until the DPA renders a decision on the protest.

2. Upon receipt of a timely protest, the DPA will, within ten (10) business days of receipt of the protest, issue a decision in writing which shall state the reasons for the actions taken.

3. County may, after providing written justification to be included in the procurement file, make the determination that an immediate award of the contract is necessary to protect the substantial interests of County. The award of a contract shall in no way compromise the protestor’s right to the protest procedures outlined herein.

4. If the protestor disagrees with the decision of the DPA, the protestor may submit a written appeal to the County Procurement Officer requesting an appeal to the Procurement Appeals Board, in accordance with the process stated below.

D. Appeal Process

1. If the protestor wishes to appeal the decision of the DPA, the protestor must submit, within three (3) business days from receipt of the DPA’s decision, a written appeal to the Office of the County Procurement Officer. Written appeals must be sent by mail to the address below with a courtesy copy by email;

County of Orange/County Executive Office County Procurement Office 400 W. Civic Center Drive Santa Ana, CA 92701 Attn: County Procurement Officer CPOAppeals@ocgov.com mailto:CPOAppeals@ocgov.com

2. Within fifteen (15) business days, the County Procurement Officer will review all materials in connection with the grievance, assess the merits of the protest and provide a written determination that shall contain his or her decision on whether the appeal shall be forwarded to the Procurement Appeals Board.

3. The decision of the County Procurement Officer will be final and there shall be no right to any administrative appeals of this decision.

1.4 EVALUATION PROCESS AND CRITERIA

Proposals shall be evaluated by an Evaluation Panel of job knowledge experts based on the responses to the requirements in this RFP. Any Proposal may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the RFP. County may request clarifications or otherwise verify the contents of the Proposal, including information about Respondent and proposed sub-contractors.

Minimum RFP Requirements Stage

All timely submitted Proposals first will be evaluated by the DPA for the minimum RFP requirements set out below. The minimum RFP qualifications will be verified by the DPA for the Proposal to be deemed responsive.

Respondent’s Proposal must meet the following minimum RFP requirements to proceed to the evaluation process stage:

1. Respondent has completed all required sections of the RFP, i.e., provided all required information, completed , and passed all requirements.

2. Respondent has a minimum of five (5) years of experience providing consultant services in one or more of the service categories (strategic planning, performance management, change management, and/or process improvement) within the last seven years.

3. Respondent’s Program director (project lead) has over three years of experience providing consultant services in one or more of the service categories (strategic planning, performance management, change management, and/or process improvement) within the last five years.

4. Respondent has provided five (5) references from entities and clients for whom similar services were provided.

Proposals deemed to meet all minimum RFP requirements will move to the evaluation process stage.

Evaluation Process Stage

The evaluation process stage will involve an evaluation of the written proposal based on the evaluation criteria for all Respondents. Please note that contract award will be made to the responsible Respondent whose proposal is most advantageous to County, taking into consideration the applicable evaluation criteria. Cost Proposal as an evaluation criterion does not require County to select Respondent with the lowest cost proposal.

Written proposals will be scored by the Evaluation Panel using the established weighted criteria set out in Section 3. Written Proposal Scoring Format, which have been assigned points before the submission of proposals that measure the responsiveness to each criterion. The Evaluation Panel will evaluate the written materials solely on the quality of the responses to all questions and requirements of this RFP using the evaluation criteria. The total number of points earned for all criteria will be tallied for each proposal, and the proposals will be rank-ordered based upon the points earned.

Respondents’ total score shall be as follows;

• Written Proposal Score: 1000 points

Respondent agrees that the submission of a proposal is permission by Respondent for County to verify all information contained therein. If County believes it necessary, additional information may be requested from Respondent. Failure to comply with any such request may disqualify a Respondent from further consideration.

1.5 SELECTION/AWARD PROCESS

Upon the completion of the evaluation process, the Evaluation Panel will make a recommendation for an award to the DPA. Final award determination shall be subject to reference checks and past performance and may be subject to approval(s) by the County Board of Supervisors. In addition, County reserves the right to verify and validate any information prior to the contract award and during the entire term of the contract.

The Model Contract contained in this RFP is the Contract proposed for execution. It may be modified to incorporate negotiated items and other pertinent terms and conditions set forth in this RFP, including special conditions and requirements and those added by addendum, necessary attachments, and to reflect Respondent’s Proposal and qualifications.

Negotiations may or may not be conducted with the finalist(s); therefore, the Proposal submitted should contain Respondent(s) most favorable terms and conditions, since the selection and award may be made without further discussion or need for clarification. Any additional exceptions to the terms and conditions made by any Respondent(s) after submission of its proposal may result in elimination from further consideration.

If a satisfactory contract cannot be negotiated in a timely manner, County, in its sole discretion, may terminate negotiations with the selected Respondent and begin negotiations with the next Respondent.

1.6 TITLE VI SOLICITATION NOTICE

The County of Orange, in accordance with the provisions of the Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all Respondents that it will affirmatively ensure that any contract entered into pursuant to this advertisement, will be afforded full and fair opportunity to submit proposals in response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

1.7 DEPARTMENT OF THE TREASURY, INTERNAL REVENUE SERVICE FORM

W-9 REQUIREMENTS

Effective June 3, 2006, all contractors, entering into a contract with County, who are not already established in Countywide Accounting and Personnel System (CAPS) as an Auditor-Controller vendor, will be required to submit to County a federal Form W-9, or form W-8 for foreign vendors.

County will inform Respondent, at the time of award, if the Form W-9 or W-8 will be required.

In order to comply with this County requirement, within ten (10) calendar days of notification of selection of award of contract but prior to official award of contract, the selected Respondent agrees to furnish to contract administrator, DPA, or the agency/department deputy purchasing agent the required W-9 or W-8.

1.8 COUNTY OF ORANGE LOCAL SMALL BUSINESS (OCLSB) AND DISABLED

VETERAN BUSINESS ENTERPRISE (DVBE) PREFERENCE POLICIES:

A. OCLSB: Effective January 1, 2020, the Orange County Board of Supervisors adopted the

OCLSB Preference policy. Implementation of the OCLSB Preference policy supports local businesses, the local economy and the development of the County’s tax base.

To be certified as a Local Small Business by the County of Orange, a business shall meet

(1) and (2) below:

1. Local Business requirements:

a. Maintains their principal center of operations (i.e. headquarters) within Orange

County, and;

b. Has:

i. a business address located in the County of Orange that is not a post office box, or

ii. a valid business license or certificate of occupancy issued by the County of

Orange or by an Orange County city, or other documentation acceptable to the

County of Orange.

2. Small Business Requirements:

a. Must be certified as a Small Business by the State of California Department of

General Services (DGS); and,

b. DGS Small Business requirements must be valid at the time of bid/proposal submittal.

B. DVBE: Effective January 1, 2021, County of Orange Board of Supervisors adopted the

DVBE Preference policy. The DVBE Preference policy supports local business opportunity, economy and the development of the County’s tax base, and in addition recognizes the service and sacrifice given by the men and women of our Armed Forces.

To be certified as a Disabled Veteran Business Enterprise by the County of Orange, a business shall meet (1) and (2) below:

1. Must be certified as a DVBE by the State of California Department of General

Services (DGS); and,

2. DGS DVBE requirements must be valid at the time of bid/proposal submittal.

To participate as an OCLSB and/or DVBE please read and follow the process outlined in

Section 4.1.21 and 4.1.22 - COUNTY OF ORANGE LOCAL SMALL BUSINESS (OCLSB)

AND DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) CERTIFICATION

REQUIREMENTS.

SECTION 2. SCOPE OF WORK

2.1 GENERAL INFORMATION:

Background / Project Description: The County of Orange Health Care Agency (HCA) is interested in obtaining professional services to provide technical assistance, coaching, and training in performance management. These services are aimed in aiding HCA in providing common knowledge and understanding of performance management, support leadership and team development skills to design metrics in common, build long-term capacity and provide coaching and consultation to build and sustain a culture of performance management accountability and transparency.

About HCA:

HCA is a regional provider, charged with protecting and promoting individual, family, and community health through coordination of public and private sector resources. HCA provides a variety of preventive and regulatory services. The funding for HCA is complex, with 160 different funding sources and more than 200 State and Federal mandates. The mandates under which HCA operates require the County of Orange (County) to provide for or regulate certain health services.

Many also carry specific requirements for staffing, operations, claiming, and recordkeeping.

A portion of HCA’s services are preventive in nature, and many of HCA’s services target specific specialty populations. Some examples of services include mental health services, substance use disorder (SUD) services, preventive health services, health care for individuals who are incarcerated, communicable disease control, immunizations, community nursing services, public health clinics, food protection, hazardous waste regulation, water quality monitoring, and pollution prevention

2.2 GENERAL REQUIREMENT:

HCA seeks consultants who demonstrate a strong overall understanding of government structures with mission-driven activities, have strong facilitation skills, and have proven experience with government/public-sector performance management planning. In addition, consultants should have knowledge of mental health, public health, correctional health, health care, and/or related public sector landscape with broad reach and programmatic scope.

The objective of this scope of work is to design a flexible contract that shall include tailored performance management planning and development activities as requested by HCA and agreed to by contractor.

Respondent services in brief to include:

• Project management and facilitation to provide expert guidance through the assessment, development, and implementation of a performance management system.

• Design and deliver a performance management planning process to meet the criteria outlined in this SOW.

• Develop a performance management system that includes a performance management plan, new or revised practices and processes, a budget for implementation and processes for monitoring and evaluation of the performance management plan.

HCA envisions the scope of work to be completed in stages, and work completed in each stage will be summarized in a report to HCA leadership. Scope in part include:

A. Respondent to research and report the following in preparation for the performance management planning session. Items to be considered:

1. Review of HCA’s current state in terms of core background and agency strategic goals; programmatic and funding areas definitions, metrics, and requirements; current processes, reporting structures, defining documents as to how performance is managed overall; and existing training and capacity among programs and leadership team.

2. Evaluate current measures, processes, and practices to identify areas of strength or improvement; benchmarking HCA with other public agencies delivering health and/or human services with similar mission and priorities, as needed.

3. Conduct interviews, surveys, and focus group polling to receive stakeholder, partner, and/or community input to determine needs, interests, and questions.

4. Complete assessment and analysis of HCA performance management to identify opportunities, gaps, and/or challenges to develop recommendations and determine next steps.

B. Respondent to collaborate with HCA to develop a performance management system. Items to be considered:

1. An executive summary that summarizes key elements of HCA’s performance management system.

2. Recommendations to align outcomes across service delivery programs, financial, technological, human resources, and organizational services.

3. A clear process to gather, prioritize, set, and analyze performance measures.

4. New or revised performance management practices and processes that ensures shared goals and objectives.

5. A budget plan that represents resource allocations needed to implement and maintain the performance management plan.

6. An evaluation plan that outlines processes for monitoring and evaluating the progress of the implementation of the performance management plan.

C. Respondent shall deliver presentations and/or teaching sessions to mobilize the performance management plan in a systematic way:

1. Develop a communication plan and tools to promote the performance management system, best practices, knowledge, and share related information and resources.

2. Establish a performance management steering committee governance and charter and provide technical support to the committee to serve as a resource, maintain and adapt the performance management system, and continue to advance practices and processes through quality and innovation.

3. Facilitate a variety of size group meetings to provide development skills, buy-in, and support for program adoption, consistency, and successful implementation.

2.3 PROJECT GOALS/ OBJECTIVES/ COUNTY RESPONSIBILITIES:

• Goal: Performance standards are established including goals and targets to improve health practices and health outcomes, reduce or eliminate redundant operational processes, and overall demonstrate value/impact to a variety of stakeholders.

o Measure 1: Extent to which program performance is congruent with organizational strategy

▪ Target: x% alignment of service area goals, divisional goals, and individual goals by (date) o Measure 2: Extent to which performance measures assess all relevant aspects of performance

▪ Target: At least x metrics are set for both population health and program performance across service areas o Measure 3: Degree of pre-specified goals are incorporated into contracts

▪ Target: All new and renewals include pre-specified goals

▪ Target: Baselines by Contract type is established by Year One of implementation o Measure 4: Extent to which operations are measuring impact consistently

▪ Target: x% data collection and reporting tools include pre-specified indicators

▪ Target: Service area reports produces same result repeatedly, capturing impact over time

SECTION 3. WRITTEN PROPOSAL SCORING FORMAT

No. Evaluation Criteria Scoring Method Weight (Points)

1. Respondent Experience and Qualifications

• Does Respondent have experience in strategic planning, performance management, change management, and process improvement?

• Can Respondent demonstrate a proven ability to provide technical expertise, manage partnerships, and oversee projects throughout contracts?

• Does Respondent have extensive experience in the public sector, particularly in behavioral health, public health, correctional health, and healthcare services?

• Did Respondent provide references that confirm on-time and within-budget project delivery?

Points Based 400 (40% of Total)

2. Services/Scope of Proposal

• Does the proposal meet the functional requirements as outlined in the RFP scope of work?

• Does the proposal offer a unified solution that addresses project goals, including innovative options, efficiencies, actionable deliverables, and overall quality service?

• Does the proposal provide resources such as training, mentorship, or similar activities to help County develop necessary skills and competencies?

• Does the proposal adhere to compliance and legal requirements as applicable?

Points Based 250 (25% of Total)

3. Work Plan/Performance Objectives

• Does the implementation timeline meet County’s needs?

• Does the proposal provide an attainable schedule with established milestones and completion dates?

• Does the work plan demonstrate cooperation and coordination with

County staff?

• Does the planned approach to the project show an understanding of current and anticipated challenges to achieving organizational buy-in and engagement?

Points Based 250 (25% of Total)

4. Staffing

• Does the proposed staffing approach demonstrate the ability to possess and maintain adequate resources throughout the project to meet contract demands, including a sufficient number of qualified staff who are properly equipped and available for required tasks?

• Are the staff qualified and do they possess the technical knowledge, skills, and abilities necessary for the assignments?

Points Based 50 (5% of Total)

5. Proposed Cost

• Does the cost breakdown clearly denote the value of expenditure required to produce the desired outcome?

• Does the fee structure ensure that the project will be delivered on time and meet expectations?

• Does Respondent demonstrate financial stability and the capability to cover development costs required to meet deliverables within the specified timeline?

Points Based 50 (5% of Total)

SECTION 4. PROPOSAL RESPONSE REQUIREMENTS

Proposals must be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of this RFP. Emphasis should be on completeness and clarity of content with sufficient detail to allow for accurate evaluation and comparative analysis. Proposals are limited to 45 single sided pages. Response to Part 1 and

Part 2 will not count against the 45-page limit. All items listed in Part 3 will count against the page limit, no exceptions.

Note: Proposals that exceed the page limit noted above may be disqualified from further consideration.

Proposals must be electronically organized into three (3) parts and must be indexed in the order outlined below. List questions and responses and/or attachments as numbered and listed within each section.

4.1 COMPLIANCE STATEMENTS (PART 1)

Some *required questions might not be applicable to your company. Do not leave any required fields blank. Please indicate "N/A" when necessary. A required field that is left blank will prohibit your response from being submitted.

*indicates that it is required.

4.1.1 Validity of Proposal *

County requires that all Proposals be valid for at least three hundred sixty-five (365) calendar days. Submissions not valid for at least three hundred sixty-five (365) days will be considered nonresponsive. Respondent shall state the length of time for which the submitted Proposal shall remain valid below:

Please state 365 calendar Days if your proposal will be valid for that period of time. If your proposal will be valid for a different period of time please list the appropriate number of calendar days.

Maximum response length: 100 characters

*Response required

4.1.2 Certification of Understanding *

County assumes no responsibility for any understanding or representation made by any of its officers, employees or agents during or prior to the execution of any contract resulting from this solicitation unless:

A. Such understanding or representations are expressly stated in the Contract; and

B. The contract expressly provides that County therefore assumes the responsibility.

Representations made but not expressly stated and for which liability is not expressly assumed by County in the Contract shall be deemed only for the information of Respondent.

Respondent certifies that such understanding has been considered in this response.

☐ Please confirm

*Response required

4.1.3 Minimum Qualifications/Requirements Statement*

Respondent shall certify that it meets all minimum qualifications and requirements set forth herein.

☐ Please confirm

*Response required

4.1.4 Certificate of Insurance *

Respondent shall certify its willingness and ability to provide the required insurance coverage and certificates as set forth in the Model Contract.

☐ Please confirm

*Response required

4.1.5 W-9 Requirements *

The Respondent shall certify its willingness and ability to provide W-9 Requirements as indicated in this RFP (will obtain at the time of award).

☐ Please confirm

*Response required

4.1.6 Department of the Treasury, Internal Revenue Service Form W-9 Requirements

Effective June 3, 2006, all contractors, entering into a contract with County, who are not already established in Countywide Accounting and Personnel System (CAPS) as an Auditor-Controller vendor, will be required to submit to County a federal Form W-9, or form W-8 for foreign vendors. County will inform the contractor, at the time of award, if the Form W-9 or W-8 will be required.

In order to comply with this County requirement, within ten (10) calendar days of notification of selection of award of contract but prior to official award of contract, the selected Respondent agrees to furnish to contract administrator, DPA, or the agency/department deputy purchasing agent the required W-9 or W-8.

Respondent may upload the appropriate form here or comply within the ten (10) calendar days as described above.

4.1.7 Conflict of Interest *

Respondent must certify and select option 1 or 2 below:

A. Respondent certifies current/past financial, business or other relationship(s) with County exist/existed as follows:

A. Disclose any financial, business or other relationship with the County, any other entity that the County Board of Supervisors governs, or any County Board member, officer or employee, which may have an impact, affect or influence on the outcome of the services you propose to provide. Provide a list of current clients, employees, principals or shareholders (including family members) who may have a financial interest in the outcome of services you propose to provide.

B. Disclose any financial, business or other relationship within the last three (3) years with any firm or member of any firm who may have a financial interest in the outcome of the work.

2. Respondent certifies that no relationships exist/existed as outlined in Option 1 above.

☐ Respondent certifies current/past financial, business or other relationship(s) with County exist/existed as follows.

☐ Respondent certifies that no relationships exist/existed as outlined in Option 1 above.

*Response required

4.1.8 Statement of Compliance*

A statement of compliance with all parts of this RFP or a listing of exceptions and suggested changes must be submitted in response to this RFP.

• Yes: This response is in strict compliance with said RFP, including, but not limited to, the terms and conditions set forth in the Contract and its Attachments, and no exceptions thereto are proposed.

• No: If there are any proposed exceptions, Respondent shall answer "No" to this question and proceed to attach a list any and all exceptions in accordance with the instructions provided after "No" is selected.

☐ Yes

☐ No

*Response required

When equals "No"

4.1.9 Attachment for each proposed exception must include:*

A. The RFP page number and section of the provision Respondent is taking exception to;

B. The complete provision Respondent is taking exception to;

C. Respondent’s suggested rewording;

D. Reason(s) for submitting the proposed exception; and

E. Any impact the proposed exception may have on cost, scheduling, or other areas.

*Response required

4.1.10 Non-Collusion Affidavit*

Each Respondent must execute the Non-Collusion Declaration contained in the RFP and submit it with the Proposal.

The County of Orange may require that Respondent, before awarding any subcontract, secure

Non-Collusion Declarations from proposed subcontractors. The County of Orange does not conduct business with Respondents who engage in the act of Collusion.

• Non-Collusion_Affidavit.docx

*Response required

4.1.11 Non-Collusion Declaration - A*

Has your firm ever initiated discussions with competing consulting firms about the payment structure of an existing or potential future contract with the County of Orange? Respondent must select one (1). If Respondent selects Yes answer, Respondent must provide a brief explanation below. A “Yes” answer may preclude you from moving forward in the RFP

Process. Respondent must certify both questions below:

☐ Yes

☐ No

*Response required

When equals "Yes"

4.1.12 Reason for Collusion:*

*Response required

4.1.13 Non-Collusion Declaration - B*

If not, has your firm participated in any discussions with competing firms in an effort to influence the payment structure for existing or potential County contracts? Respondent must select one (1). A “Yes” answer may preclude you from moving forward in the RFP

Process.

☐ Yes

☐ No

*Response required

When equals "Yes"

4.1.14 Provide names of competing firms: *

*Response required

4.1.15 Litigation against County of Orange in the past seven (7) years*

Respondent must certify either Yes or No:

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A. (Yes) Respondent certifies current/past litigation as follows:

1. Respondent shall provide detailed information regarding litigation (court and case number), liens, or claims involving Respondent, or any company that holds a controlling interest in Respondent, and any proposed subcontractors,or any company that holds a controlling interest in subcontractors, against County of Orange in the past seven (7) years.

B. (No) Respondent certifies that Respondent or any proposed subcontractors do not have any past or current litigation described above.

☐ Yes

☐ No

*Response required

When equals "Yes"

4.1.16 Respondent shall provide detailed information regarding litigation (court and case number), liens, or claims involving Respondent, or any company that holds a controlling interest in Respondent, and any proposed subcontractors, or any company that holds a controlling interest in subcontractors, against County of Orange in the past seven (7) years.*

*Response required

4.1.17 Name/Ownership Changes:*

Respondent must certify either Yes or No below:

A. (Yes) Respondent certifies past company name changes and/or ownership changes, for

Respondent’s firm and any proposed subcontractor firm, as follows:

1. Respondent shall provide detailed information regarding any company name changes

(including legal business names) in the past seven (7) years.

B. (No) Respondent certifies that Respondent or any proposed subcontractors have not had any company name change or ownership changes in the past seven (7) years.

☐ Yes

☐ No

*Response required

When equals "Yes"

4.1.18 Respondent shall provide detailed information regarding any company ownership changes (including legal business names) in the past seven (7) years. *

*Response required

4.1.19 The Levine Act: County of Orange Campaign Contribution Disclosure*

The Levine Act compliance is a minimum submittal requirement of this solicitation.

Please complete and sign the County of Orange Campaign Contribution Disclosure Form attached hereto. A Respondent’s failure to provide a completed and signed copy will render its proposal as incomplete and nonresponsive.

• CAMPAIGN_CONTRIBUTION_DISCL...

*Response required

4.1.20 Statement of Economic Interest (Form 700)*

If subject to the Act, Respondent shall conform to all requirements of the Act. Failure to do so shall constitute a material breach and is grounds for immediate termination of the Contract by

County. Respondent shall indemnify and hold harmless County for any and all claims for damages resulting from Respondent’s violation of this Act.

☐ Please confirm

*Response required

4.1.21 Is your firm a County Of Orange Local Small Business (OCLSB) or a Disabled

Veteran Business Enterprise (DVBE)?*

To participate as an OCLSB and/or DVBE, the requirements in the OCLSB AND DVBE

PREFERENCE POLICIES CERTIFICATION REQUIREMENTS must be met

☐ Yes

☐ No

*Response required

When equals "Yes"

4.1.22 OC Local Small Business (OCLSB) Preference And Disabled Veteran

Business Enterprise (DVBE) Certifications*

Instructions are located here: https://cpo.ocgov.com/doing-business-oc/preference-policies

• Local_Small_Business_(OCLSB...

*Response required

4.1.23 Upon recommendation of contract award, Respondent will be required to submit the following documents within ten (10) calendar days of County notification, unless otherwise specified in the RFP:*

A. Insurance Certificate(s) including additional Insured Endorsement(s) (see Model

Contract).

B. Current signed form W-9 (Taxpayer Identification Number & Certification) which includes Respondent’s-legal business name(s).

C. Signed Contract – Selected Respondent will be required to sign a contract upon award. If selected Respondent is a corporation, signature will be provided in accordance with the corporation’s code as specified in this solicitation.

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☐ Please confirm

*Response required

4.1.24 I HAVE READ, UNDERSTOOD AND AGREE TO ALL STATEMENTS IN THIS

REQUEST FOR PROPOSAL, AND TO THE TERMS, CONDITIONS AND

ATTACHMENTS REFERENCED HEREIN.*

☐ Please confirm

*Response required

4.2 COMPANY PROFILE & REFERENCES (PART 2)

Some *required questions might not be applicable to your company. Do not leave any required fields blank. Please indicate "N/A" when necessary. A required field that is left blank will prohibit your response from being submitted.

*indicates that it is required.

4.2.1 Company Legal Name:*

*Response…