Public_Health_Registry_Services_(Addendum_#2_Revision).pdf

COUNTY OF ORANGE

COUNTY EXECUTIVE OFFICE - CPO

REQUEST FOR PROPOSAL (RFP) (RFP)

FOR

PUBLIC HEALTH REGISTRY SERVICES

RFP NO. RFP-017-2710901-JL

County of Orange RFP

County Executive Office - CPO - Public Health Registry Services, RFP-017-2710901-JL

County of Orange

County Executive Office - CPO

Procurement Services

400 W. Civic Center Dr.

Santa Ana, CA

92701

SCHEDULE OF ACTIVITIES

Release Project Date May 27, 2025

Question Submission Deadline June 27, 2025, 2:00pm

Proposal Submission Deadline July 9, 2025, 2:00pm

**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

Wednesday, July 9, 2025

2:00 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. PRICING AND COMPENSATION

SECTION 5. PRICING PROPOSAL

SECTION 6. VENDOR RESPONSES

SECTION 7. OCLSB AND DVBE PREFERENCE POLICIES CERTIFICATION

REQUIREMENTS

Attachments:

A - RFP-017-2710901-JL Public Health Registry Services-Final Model Contract

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

1.1 INTRODUCTION

The County of Orange, County Procurement Office (hereinafter referred to as “County”), is soliciting proposals from qualified firms (hereinafter referred to as “Respondents”) for Public

Health Registry 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.

Note: 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/

B. Examine the Contract 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 Contract Documents.

The 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

Request for Proposals is in doubt as to the true meaning of any part of the solicitation 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 solicitation.

If clarification or interpretation of this solicitation 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 solicitation shall be issued by the DPA. It is the responsibility of each Respondent to periodically check the County’s online bidding system to ensure that they have received and reviewed any and all addenda to this solicitation.

The 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, proposers must acknowledge the addendum via the County’s eProcurement Portal.

All questions or requests for interpretations must be received on Friday, June 27, 2025, https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://help.procurement.opengov.com/en/ before 2:00 pm as specified in the solicitation. 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.

C. Proposals must be valid for a period of at least three hundred sixty-five (365) calendar days from the closing date and time of receipt. No Proposal may be withdrawn after the submission date.

D. Each Respondent must submit their proposal electronically via the County’s eProcurement

Portal.

E. All pages must be numbered and identified sequentially by section. Proposals must be tabbed and indexed in accordance with the information requested in the Proposal Response

Requirements Section. 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.

F. Proposals are not to be marked as confidential or proprietary. The 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 6250 et seq.) (PRA) and will be disclosed or withheld in accordance therewith. The County shall not be liable in any way for disclosure of any such records.

Additionally, all Proposals shall become the property of the County. The 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. In the event that any information is marked as confidential or proprietary, as it may be absolutely necessary, Respondents have the sole responsibility of obtaining any applicable injunctive reliefs to prevent the disclosure of such confidential proprietary information in connection with any request made to County pursuant to PRA or a subpoena for disclosure of such information.

G. 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 the Respondent, the 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 the 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 Section.

H. By submitting a Proposal, the 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 the County’s objectives.

I. 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 the County’s consideration as specified in the

Proposal Response Requirements Section, “Statement of Compliance.”

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 1:58:38 P.M. and Part 3 is in progress of being uploaded at 2:00:01

P.M., Part 3 will not upload successfully.

J. County reserves the right to request proposal revisions and hold discussions and negotiations with any Respondent as necessary to serve the best interests of the County.

Any Proposal may be rejected if it is conditional, incomplete or deviates from specifications in this RFP. The County reserves the right to waive, at its discretion, any procedural irregularity, immaterial defects or other improprieties which the County deems reasonably correctable or otherwise not warranting rejection of the Proposal. Any waiver will not excuse a proponent from full compliance.

K. Pre-contractual expenses are not to be included in the Cost Proposal, Attachment B, Pricing and Compensation. Pre-contractual expenses are defined as including, but not limited to, expenses incurred by the Respondent in: a) preparing its Proposal in response to this RFP;

b) submitting that Proposal to the County; c) negotiating with the County any matter related to the Respondent’s Proposal; and d) any other expenses incurred by the Respondent prior to the date of award and execution, if any, of the Contract.

L. 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.

M. Where two or more Respondents desire to submit a single Proposal in response to this solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture.

The 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.

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

O. The County requires a valid D-U-N-S number prior to Contract Award. If needed, your company may obtain one at no cost at www.dnb.com. If you are unable to provide/obtain a D-U-N-S number, please indicate so in your proposal/bid submission response.

P. The County requires a valid UEI number prior to Contract Award. Your company 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.

Q. 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 (the 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 the County, late Best and Final Offers will not be accepted by the County for any reason. In addition, negotiations may or may not be conducted with Respondents.

Therefore, Proposals submitted shall contain the Respondent’s most favorable terms and conditions, since the selection and award may be made without discussion with any

Respondent.

http://www.dnb.com/ http://www.usfcr.com/

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:

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

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

C. The solicitation or contract number.

D. A detailed statement of the legal and/or factual grounds for the protest; and, E. The form of relief requested.

F. Protest of Bid/Proposal Specifications: All protests related to proposal specifications must be submitted to the Deputy Purchasing Agent, Jessica Loy,no later than five (5) business days prior to the RFP Closing Date for proposals. Protests received after the five

(5) business-day deadline will not be considered by the 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.

G. 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 the County.

H. Protest Process

1. In the event of a timely protest, the 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. The 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 the 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.

I. 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, 5th Floor

Santa Ana, CA 92701

Attn: County Procurement Officer

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 deemed to meet all minimum RFP requirements will be scored based on the established criteria, and will be assigned points that measure the responsiveness to each identified criterion.

The total number of points earned will be tallied for each Proposal, based upon the Respondent(s) submitted written materials.

Proposals shall be evaluated by an Evaluation Panel of job knowledge experts on the basis of the responsiveness to the requirements in this RFP. The County may request clarifications, or otherwise verify the contents of the Proposal, including information about the Respondent, Contractors and sub-contractors. The County reserves the right to seek publicly available information about the Respondents.

The scoring is based on evaluation of the Proposal as measured against the Scoring Criteria.

Proposals will be evaluated from the most advantageous to the least advantageous to the County.

*Please note: These minimum qualifications must be verified for the Proposal to be deemed responsive. Any Proposal may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the RFP.

mailto:CPOAppeals@ocgov.com

Minimum Qualifications/Requirements: Respondent’s Proposal shall meet the following minimum requirements and qualifications to proceed to the evaluation and scoring process:

Proposer must meet the following minimum requirements listed below:

A. All respondents must have physical offices within Southern California.

B. Minimum of 5 years’ experience in providing registry staffing services in Orange

County.

C. All respondents must be able to fill all positions listed in Attachment B of the Contract

D. Complete all required sections of the RFP

1.5 SELECTION/AWARD PROCESS

Upon the completion of the evaluation process, the Evaluation Committee will make a recommendation for an award to 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 herein 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. Any additional exceptions to the terms and conditions made by any Respondent after submission of its Proposal may result in its elimination from further consideration.

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.

Exceptions to the terms and conditions of the proposed Contract or the statements regarding

Respondent’s inability to comply with any of the provisions thereof are to be declared in the response to the RFP in the Section below titled: "PROPOSAL RESPONSE REQUIREMENTS" subsection titled: “Statement of Compliance”.

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 ERP System 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

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) days of notification of selection of award of Contract but prior to official award of Contract, the selected Contractor 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

EXHIBIT Titled - COUNTY OF ORANGE LOCAL SMALL BUSINESS (OCLSB) AND

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) CERTIFICATION

REQUIREMENTS.

SECTION 2. SCOPE OF WORK

2.1 ATTACHMENT A

A. Introduction

The County of Orange is comprised of 22 departments and over 18,000 employees. The

County’s core businesses are public safety, public health, environmental protection, regional planning, public assistance, social services, and aviation.

Incorporated in 1889, the County of Orange became a charter County via voter approval in

2002. It is governed by a five-member Board of Supervisors (BOS). The County occupies 798 square miles, including 42 miles of coastline, serving a population of over 3 million residents and employs approximately 18,000 employees.

The County of Orange (County) requires Public Health, Health Registry Staffing Services for a variety of operational reasons including covering temporary vacancies, to augment existing staffing, to offset staffing shortages during periods of high demand, large public events, and other situations as applicable.

This Regional Cooperative Agreement (RCA) will allow County departments and California local and state governmental entities to issue subordinate contracts using the provisions and pricing of the RCA.

B. County Responsibilities:

County will maintain all necessary permits, licenses, approvals, and/or certifications required to operate the Clinics and will maintain authority over the Clinics.

County will maintain all applicable Protocol(s) for the Services provided under this Contract.

County will provide initial training on Vaccination Protocol, including, but not limited to protocols responding to adverse event(s) and/or reaction(s).

County will provide initial training on applicable County privacy and security processes. The training should include County’s process for collecting, storing, securing, and transferring data collected under this Agreement.

County will provide initial orientation training on the County related to the Services provided under this Contract. The orientation training should include a review of instructions on confidentiality obligations and a review of any County Exposure Control Plan pertaining to

OSHA requirements for blood-borne pathogens and any related County policies and procedures.

County will provide furniture at its sole risk to include, but not limited to, tables and chairs, and allow Contractor Personnel reasonable access to telephones, solely for business use.

Contractor will not be responsible for the proper maintenance of any such furniture supplied by

County.

County will supply all reasonably necessary medical supplies to be used in administering and/or providing Services under this Agreement. County shall be responsible for disposing of all medical waste and biohazard produced by the Clinics. Additionally, should County in its sole discretion determine reasonably necessary medical supplies are unavailable, Contractor will not be required to provide Services pursuant to this Agreement during such time as the necessary medical supplies are unavailable.

County will maintain data security measures for County devices and County controlled operations, needed to protect the security of County computer systems, networks, files, data, and software related to the services under this Contract. County acknowledges and understands that no PII or PHI will be relayed, transmitted, or otherwise provided to or stored by Contractor

Personnel outside County’s physical or technical environment.

C. PERFORMANCE OBJECTIVES

Contractor shall ensure that the following performance objectives are met:

Contractor shall provide appropriately licensed and experienced temporary clinical staff on an ongoing basis within 48 hours of request.

Contractor shall have the capacity to provide consistent full-time staff which includes licensed nurses with a Bachelor of Science in Nursing (BSN), Registered Nurses (RN), Licensed

Vocational Nurses (LVN), Medical Assistants (MA), Certified Nursing Assistant (CNA), Radiologic

D. Contractor’s Responsibilities

Contractor shall provide Health Registry Staffing Services, which shall be provided at Public

Health Clinics or designated facilities/programs to residents or visitors within Orange County as directed by HCA Public Health Services Department.

Respondent(s) shall provide the following:

a. On-site Public Health, Health Registry Staffing Services that include health care professionals working within the scope of their licensure to provide direct patient care services in accordance with all applicable laws and regulations for adults and children within established Public Health programs, clinics, or emergency response events.

b. Formal coordination with County staff regarding all staffing requests to ensure all requirements under this Contract are met.

c. Ensure that back-up staffing is in place so that scheduling requirements are met.

d. Formal notification of any changes to work schedules or staffing placements no less than four (4) weeks prior to the date requested.

e. Registry staff who can consistently report to the same assignment at HCA Public

Health Clinics or Programs on an ongoing basis for up to three (3) months as needed.

f. Staffing identification and initiation of the onboarding and/or credentialing process for requested registry staffing within twenty-four (24) hours of the staffing request.

g. Contractor shall maintain adequate records of its services provided in sufficient detail to permit an evaluation of services. Records shall include detailed staffing logs, sign in sheets for events, flyers, or other promotional materials, as well as an activity log for technical assistance.

E. Contractor Staffing Requirements

Contractor will provide Public Health, Health Registry staffing for shifts as determined by the

County to meet operational needs.

H. It is the Contractors responsibility to vet and ensure the candidate for placement meets the requirements for licensure and any other pre-placement clearance that need to occur as outlined in the contract.

I. Classifications include but are not limited to: Licensed nurse with a Bachelor of Science in Nursing (BSN), Registered Nurse (RN), Licensed Vocational Nurse (LVN), Medical

Assistant (MA), X-Ray Tech (Limited Permit to include Digital Radiography), Certified

Nursing Assistant, Radiologic Technologist (CRT), Clinical Lab Scientist, Laboratory

Assistant, Epidemiologist, Licensed Clinical Social Worker, and Licensed Marriage and

Family Therapist.

J. Contractor and County agree that additional Registry Service Classifications may be needed throughout the term of the Agreement. Should additional registry classifications be needed, other than those services listed in subparagraph B. above, County Project

Manager and or Designee will approve these classifications on a case-by-case basis and determine an appropriate hourly rate.

K. Contractor shall perform respirator fit testing for all nursing staff and all individuals placed within the Public Health Lab before placement with the County.

L. Contractor shall ensure all staffing placements adhere to the annual flu vaccination requirements set forth by the County.

M. Licensed RN, LVN, MA and some positions assigned to Public Health Lab may have additional vaccination requirements based on their assignment and are required to be performed by the contractor prior to their placement.

N. Contractor shall provide required TB screening for all potential staffing candidates before placing with the County. The County reserves the right to reject any prospective staff referred by Contractor. Appropriate TB screenings for this Contract shall include the following:

a. Tuberculosis (TB) clearance – Candidates must provide TB test results either from two (2) consecutive years (no more than twelve (12) months apart), the most recent within the last twelve (12) months, or two (2) step TB testing (initial test and 2nd test one to four (1-4) weeks after the first test) completed within the last twelve (12) months.

b. For TB Previous Positive reactors, proof of a positive TB skin test is required. If there is no proof, candidate needs to be tested. Candidate will also be required to provide a report from a chest x-ray within the last twelve (12) months.

O. Sanction Screening – Candidates must be sanction screened to ensure they are not designated as an ineligible person. Applicant must keep screening results on file for the period defined in the Agreement. Screening shall be completed using the General

Services Administration’s Excluded Parties List System or System for Award

Management, The Health and Humans Services/Office of Inspector General List of

Excluded Individuals/Entities, and the California Medi-Cal Suspended and Ineligible

Provider List and /or any other as identified by the Administrator. The links are: 1)

System for Award Management: https://www.sam.gov/portal/SAM/%20- %201#1#1 2)

HHS Inspector General List: https://exclusions.oig.hhs.gov/Default.aspx 3) California

Medi-Cal Suspended and Ineligible provider list: http://files.medi-cal.ca.gov/pubsdoco/SandILanding.asp Contractor must keep all screening results on file for the period designated by County.

P. DEFINITIONS

A. Overtime: Overtime is defined as the hourly rate paid to Contractor personnel performing

Health Registry Staffing services over 40 hours per workweek or eight hours per workday

Overtime rates will only be paid with prior written approval by the County.

B. Overtime shall be reimbursed in accordance with the State of California at the rate of:

A. One and one-half times the employee's regular rate of pay for all hours worked in excess of eight hours up to and including 12 hours in any workday, and for the first eight hours worked on the seventh consecutive day of work in a workweek; and

B. Double the employee's regular rate of pay for all hours worked in excess of 12 hours in any workday and for all hours worked in excess of eight on the seventh consecutive day of work in a workweek.

C. Pre-arranged Alternative Workweek Schedule:

A. Hours of service will vary with each agency/department. Some work under an alternative work week schedule which in any case also would be computed on the basis of 40 hours per workweek.

B. Ten (10) hours per day, four (4) days per week will be normal time if the Contractor is notified at time of placement that 4/10's are the normal hours. Overtime rates will only be paid with prior written approval by the County.

D. Holidays Observed by County:

A. Major Holidays: Major Holidays shall be reimbursed at time and a half.

B. New Year’s Day, Memorial Day, July 4th, Labor Day, Thanksgiving Day and Christmas

Day.

C. Minor Holidays: Minor Holidays will be reimbursed at regular contracted rates.

D. Martin Luther King Day, Lincoln’s Birthday, Presidents’ Day, Columbus Day, Veterans

Day and the day after Thanksgiving.

G. Reporting

Contractor shall submit, on forms provided or approved by County, Financial and/or programmatic reports if requested by County concerning Contractor’s activities as they relate to the Agreement. County will be specific as to the nature of the information requested and allow thirty (30) calendar days for Contractor to respond.

Fiscal – Monthly reports, submitted with Contractor’s billings, which shall include, at a minimum, the number of activities and contacts achieved, and number of staff hours worked, but not be limited to the following unless otherwise agreed to in writing by County. Contractor shall electronically submit a monthly expenditure report to. County and designated

County staff, in support of the monthly invoice. These reports shall be on a form provided or approved by County and shall include the units of service provided and actual costs for each of

Contractor’s program(s) or cost center(s) described in the Service paragraph of this Attachment

B to the Contract. Reports are due to County no later than the twentieth (20th) calendar day of the month following the month in which services were performed under this Contract unless otherwise agreed in writing by the County.

SECTION 3. WRITTEN PROPOSAL SCORING FORMAT

3.1 PHASE 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm’s Background, Qualifications &

Experience

1. Company Background and

Qualifications

a. Include an overview of firm and brief description of the firm’s history including:

i. Length of time in business;

ii. Services provided relevant to the RFP;

iii. Describe the

Respondent’s experience in performing work of a similar nature to that solicited in this RFP;

and

iv. List certifications and/or affiliations that may be relevant to this

RFP.

b. Provide the following information:

i. Name and title of person(s) authorized to bind the Respondent;

ii. Southern California

Office Address; and

iii. Telephone number

c. List any previous or current contracts with the County of Orange within the last five (5) years. Include:

i. Agency/Department name, address and contact person;

ii. Contract Number; and

iii. Contract Amount

Points Based 175 (35% of Total)

d. Provide a general description of the firm’s prime contractor (if applicable, subcontractor’s) financial condition and identify any conditions

(e.g., bankruptcy, pending litigation, planned office closures, or impending merger) that may impede

Respondent’s ability to complete the services.

2. Experience

a. Descriptions of at least three (3) recent similar projects that the firm has completed (public sector experience preferred).

i. Include project name, date, and location,

ii. Include client name and describe the scope of work,

iii. Describe any obstacles encountered and project outcome, and

iv. Describe, including experience with successfully coordinating and maintaining project schedules while staying on budget.

b. Describe experience in staffing for large public events.

c. Describe additional relevant information concerning the services offered in this RFP that it considers important in evaluating its services.

2. Key Personnel/Proposed Staffing

1. Assigned personnel must have a minimum of five (5) years of expertise and experience with emphasis on the public sector with depth and breadth of services available.

2. Describe the Respondent’s team that is being proposed for the project. In particular, please describe how the proposed team will be organized to provide the requested scope of services.

Provide a brief background of each team member’s experience and the roles and responsibilities they will play in the project.

3. Team organization including an identification of the lead

Contractor, project manager, and key personnel who will be working on the project. An organizational chart and description of the project team may be included. Key members of the project team should be included in the organizational chart.

4. Clearly identify the prime contractor and any sub-contractors or sub-consultants, if relevant, and the general roles of each on the project.

5. A statement of qualifications for all team members including resumes and educational background. One-page resumes of all key personnel should be provided (one page per person).

The office locations of each team member should be specified on the resumes. The submittal should, as a part of the information provided for subcontractors, include the names, locations, and general

Points Based 150 (30% of Total) roles of the project team members.

6. Provide a Staffing Plan –

Respondents must identify all key staff members proposed to be assigned to the Contract if awarded to Respondent.

Respondent shall provide the following information on each proposed staff member to be assigned to the Proposed

Contract: name, classification, year of experience, years with company, and professional licenses or credentials.

3. Quality/Effectiveness of Work Plan/Project

Approach

1. Description of vendor’s recruitment, screening, and credentialing process.

2. Provide an outline, detailed description of the process, and a comprehensive timeline for accomplishing the services outlined in the Scope of Work.

3. The Respondent should document a clear understanding of the scope of services.

4. The Respondent should describe the current challenges and opportunities specific and how your company is best suited to assist the County in facing those challenges and opportunities.

5. An explanation of how the

Respondent will adhere to the scope of work narrative.

6. An indication of your understanding of the project.

Other factors that may be relevant to the requested services.

Points Based 125 (25% of Total)

4. Organization/Completeness of Response

1. Proposal demonstrates understanding of project and objectives as it relates to the scope of work.

2. Proposal demonstrates requirements are addressed and adhered to.

3. Proposal is complete, comprehensive, and well-organized.

Points Based 25 (5% of Total)

5. Compliance with the County Model

Contract

*Note: Respondents submitting exceptions to the County Model Contract of this RFP, may receive a score of “0” for this criterion.

Points Based 25 (5% of Total)

3.2 PHASE 2

1. Presentation/Interview Scoring Format: 400 points maximum:

County reserves the right to conduct, or to not conduct, oral interviews and/or presentations with the highest-scored Respondent(s). The decision whether to conduct oral interviews/presentations rests solely with

County and the decision of the DPA is final.

Respondents shall be ready to attend interview within fifteen (15) calendar days of notification.

Any inquiry to determine the responsibility of a

Respondent to this RFP may be conducted.

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. The County may also send written questions and ask for written responses within five (5) business days. Failure to comply with any such request may disqualify a Respondent from further consideration. Respondents must be prepared to discuss all aspects of their proposal in detail, including technical questions.

Respondents will not be allowed to alter or amend their Proposal through the use of the presentation process.

NOTE: If interview/presentations are not conducted, the Written Proposal shall account for 900 total points of the scoring.

Points Based 400 (100% of Total)

3.3 PHASE 3

1. Cost Proposal

Respondent shall provide a sealed Cost Proposal for both Respondent and, if applicable, any subcontractors, at the time of interview. The

Cost Proposal will be evaluated as follows:

A. Lowest price receives the full score of

100 points.

B. Other scores are proportional to the lowest price.

If County elects not to conduct interviews for this solicitation, Deputy Purchasing Agent will contact Respondents to coordinate the submission of the Cost Proposal.

Points Based 100 (100% of Total)

SECTION 4. PRICING AND COMPENSATION

4.1 COMPENSATION:

This is a firm fixed fee Contract between County and Contractor to provide Public Health Registry

Services as set forth in the Scope of Work Section.

The Contractor agrees to accept the specified compensation as set forth in this Contract as full payment for performing all services and furnishing all staffing and materials required, for any reasonably unforeseen difficulties which may arise or be encountered in the execution of the services until acceptance, for risks connected with the services, and for performance by the

Contractor of all its duties and obligations hereunder. The Contractor shall only be compensated as set forth herein for work performed in accordance with the Scope of Work. The County shall have no obligation to pay any sum in excess of the Fixed Prices and Total Contract Amount specified herein unless authorized by amendment in accordance with the County Contract

Terms and Conditions, which may require approval by the County Board of Supervisors.

Overtime: Overtime is defined as the hourly rate paid to Contractor personnel performing

Health Registry Staffing services over 40 hours per workweek or eight hours per workday

Overtime rates will only be paid with prior written approval by the County.

Overtime shall be reimbursed in accordance with the State of California at the rate of:

1. One and one-half times the employee's regular rate of pay for all hours worked in excess of eight hours up to and including 12 hours in any workday, and for the first eight hours worked on the seventh consecutive day of work in a workweek; and

1. Double the employee's regular rate of pay for all hours worked in excess of 12 hours in any workday and for all hours worked in excess of eight on the seventh consecutive day of work in a workweek.

4.2 ADDITIONAL WORK:

Any additional services not listed in the Contract must be approved by County’s Project Manager or designee in accordance with this RFP and the attached contract.

4.3 BOARD OF SUPERVISORS APPROVAL:

Approval by the Board of Supervisors is required for all service contract contracts where for any year of the contract, the annual value to any one contractor exceeds $200,000

Approval by the Board of Supervisors is required for all service contracts where the total contract value exceeds or is anticipated to exceed $1,000,000 when all contract years are taken into consideration for multi-year contracts

4.4 PRICE INCREASE/DECREASES:

No price increases will be permitted during the first year/term of the Contract. The County requires documented proof of cost increases on Contracts prior to any price adjustment. A minimum of 180 days advance notice in writing is required to secure such adjustment. No retroactive price adjustments will be considered. All price decreases will automatically be extended to the County of Orange. The County may enforce, negotiate, or cancel escalating price

Contracts or take any other action it deems appropriate, as it sees fit. The net dollar amount of profit will remain firm during the period of the Contract. Adjustments increasing the Contractor’s profit will not be allowed.

4.5 FIRM DISCOUNT AND PRICING STRUCTURE:

Contractor guarantees that prices quoted are equal to or less than prices quoted to any other local, State or Federal government entity for services of equal or lesser scope. The contractor agrees that no price increases shall be passed along to the County during the term of this Contract not otherwise specified and provided for within this Contract.

If the Contractor is unable to supply the services under the terms of the Contract, then the

Contractor shall provide proof of such disruption and a copy of the invoice for the services from the Contractor’s supplier(s). An additional profit margin as a result of supplying services during an emergency or a declared disaster shall not be permitted.

4.6 CONTRACTOR’S EXPENSE:

The Contractor will be responsible for all costs related to photocopying, telephone communications and fax communications while on County sites during the performance of work and services under this Contract.

4.7 PAYMENT TERMS: PAYMENT IN ARREARS

Invoices are to be submitted in arrears to the user agency/department to the ship-to address, unless otherwise directed in this Contract. Contractor shall reference Contract number on invoice. Payment will be net 30 days after receipt of an invoice in a format acceptable to County of Orange and verified and approved by the agency/department and subject to routine processing requirements. The responsibility for providing an acceptable invoice rests with Contractor.

Billing shall cover services and/or goods not previously invoiced. Contractor shall reimburse

County of Orange for any monies paid to Contractor for goods or services not provided or when goods or services do not meet Contract requirements.

Payments made by County shall not preclude the right of County from thereafter disputing any items or services involved or billed under this Contract and shall not be construed as acceptance of any part of the goods or services.

4.8 PAYMENT – INVOICING INSTRUCTIONS:

Contractor will provide an invoice on the Contractor’s letterhead for services rendered. Each invoice will have a number and will include the following information:

A. Contractor’s name and address

B. Contractor’s remittance address, if different from A. above

C. Contractor’s Taxpayer ID Number

D. Name of County Agency/Department

E. Delivery/service address

F. Master Agreement (MA) or Purchase Order (PO) number

G. Agency/Department’s Account Number

H. Date of invoice

I. Product/service description, quantity, and prices

J. Sales tax, if applicable

K. Freight/delivery charges, if applicable

L. Total

Invoice and support documentation are to be forwarded to:

County Executive Office - CPO

Attn: Accounts Payable

(enter address)

(enter floor/suite)

(enter City, State, Zip)

Email: (enter email)

4.9 ELECTRONIC FUNDS TRANSFER (EFT):

County of Orange offers Contractors the option of receiving payment directly to their bank account via an Electronic Fund Transfer (EFT) process in lieu of a check payment. Payment made via EFT will also receive an Electronic Remittance Advice with the payment details via e-mail. An e-mail address will need to be provided to the County of Orange via an EFT Authorization Form. To request an EFT form, please contact the DPA.

SECTION 5. PRICING PROPOSAL

Pricing: County will pay the following fees in accordance with the provisions of this

Contract. Payment shall be as follows:

Line Item Position Classification Title Quantity Hourly Rate Unit Cost Total

1 Bachelor of Science in Nursing (BSN) 1 $

2 Registered Nurse (RN) 1 $

3 Licensed Vocational Nurse (LVN) 1 $

4 Medical Assistant (MA) X-Ray Tech

(Limited Permit to include Digital

Radiography)

1 $

5 Certified Nursing Assistant 1 $

6 Radiologic Technologist (CRT)

ARRT

1 $

7 Dental Assistant 1 $

8 Clinical Lab Scientist 1 $

9 Laboratory Assistant 1 $

10 Sr. Laboratory Assistant 1 $

11 Medical Assistant 1 $

12 Physician 1 $

13 Physician Assistant 1 $

14 Nurse Practitioner 1 $

15 Epidemiologist 1 $

16 Marriage Family Therapist 1 $

17 Clinical Social Worker 1 $

18 Psychologist 1 $

Line Item Position Classification Title Quantity Hourly Rate Unit Cost Total

19 Pharmacist 1 $

20 Pharmacy Technician 1 $

TOTAL

SECTION 6. VENDOR RESPONSES

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) sections and must be indexed in the order outlined below. List questions and your responses and/or attachments as numbered and listed within each section.

6.1 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.

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