Refugee_Social_Services_(Addendum_#1_Revision).pdf

COUNTY OF ORANGE

SOCIAL SERVICES AGENCY

REQUEST FOR PROPOSAL (RFP)

FOR

REFUGEE SOCIAL SERVICES

RFP NO. 063-2692501-DM

County of Orange RFP

Social Services Agency - Refugee Social Services, 063-2692501-DM

County of Orange

Social Services Agency

Procurement Services

500 N. State College

Orange, CA

92868

SCHEDULE OF ACTIVITIES

Release Project Date October 22, 2024

Question Submission Deadline November 8, 2024, 4:00pm

Proposal Submission Deadline November 21, 2024, 4:00pm

**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

Thursday, November 21, 2024

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

SECTIONS

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

SECTION 2. BACKGROUND AND GENERAL INFORMATION

SECTION 3. WRITTEN PROPOSAL SCORING FORMAT

SECTION 4. PROPOSAL RESPONSE REQUIREMENTS

Attachments:

A - RSS Model Contract Attachment A - Scope of Work (10.18.24)

B - Exhibit 1 - ORANGE COUNTY REFUGEE SOCIAL SERVICES (RSS) STATISTICS

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

1.1 INTRODUCTION

The County of Orange, Social Services Agency (hereinafter referred to as “County”), is soliciting proposals from qualified firms (hereinafter referred to as “Respondents”) for Refugee

Social 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 carefully before submitting a Proposal for the work contemplated.

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

All questions or requests for interpretations must be received on Friday, November 8, 2024, before 4:00 pm as specified in the solicitation. Respondents are not to contact other

County personnel with any questions or clarifications concerning this RFP.

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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 (12-point Times New Roman font, and single line spacing) or word-processed

(except where otherwise provided or noted), concise, straightforward, and must fully address each requirement and question. Paraphrasing the RFP questions is not permitted. 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. Text located in other documents

(e.g., references to "see attached" or hyperlinks) will not be evaluated or scored.

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. 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. Respondents may propose collaborative services. See paragraph 2.4 for service delivery model options.

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

N. Only organizations located within Orange County or with means to establish an office in

Orange County with the ability to provide direct services in accordance with the scope of work detailed in this RFP are eligible to submit a proposal. Eligible Proponents may also opt to propose a collaborative service delivery model. Refer to service delivery model options.

O. Individuals, governments, and organizations/agencies not listed as Eligible Proponents above or listed on either the Cumulative Sanction List or the excluded parties list, explained below, are ineligible to submit a proposal. Proponents must not be listed on the current

Cumulative Sanction List of the U.S. Department of Health and Human Services/Office of the Inspector General (http://exclusions.oig.hhs.gov/) or the System for Award

Management (SAM)’s list of parties excluded from federal programs

(http://www.sam.gov/). The County is required to reject a proposal submitted by an individual or entity on either list. It will be the responsibility of each Proponent to verify that it is not on either list prior to preparing a proposal to submit in response to this

RFP. Correction of any errors found on either sanction list is the sole responsibility of the

Proponent and must be made prior to the day the proposal is submitted.

P. To further determine eligibility for a contract award, all Proponents must provide on Form

C (Organization Profile) a DUNS number and Unique Entity ID. The DUNS number is a nine-digit number established and assigned by Dun and Bradstreet, Inc. to uniquely identify entities. The Unique Entity ID is the official identifier for doing business with the U.S.

Government. A non-federal entity is required to have a DUNS number and Unique Entity

ID in order to apply, receive, and report on a federal award. Every Proponent is required to provide a DUNS number and Unique Entity ID regardless of the funding source of this solicitation. A DUNS number can be obtained free of charge from Dun and Bradstreet by telephone (866-705-5711) or online at http://fedgov.dnb.com/webform. A Unique Entity

ID can be obtained online at https://sam.gov/.

Q. All potential individuals and/or contract entities must self-disclose any pending charges or convictions for violation of criminal law and/or any sanction or disciplinary action by any federal or state law enforcement, regulatory, or licensing agency or licensing body. During the term of a contract resulting from this RFP and in accordance with its existing http://exclusions.oig.hhs.gov/ http://www.sam.gov/ http://fedgov.dnb.com/webform https://sam.gov/ provisions, if a Proponent becomes ineligible, the Proponent will be removed from any responsibility and/or involvement with County contracted obligations related to any direct and/or indirect federal or State social services programs and any other federal and State funds. Ineligible Proponent is defined as any individual or entity who is currently excluded, suspended, debarred, or otherwise ineligible to participate in the federal social services programs, or has been convicted of a criminal offense related to the provision of social services and has not been reinstated in the federal social services programs after a period of exclusion, suspension, debarment, or ineligibility.

R. The County reserves the right to disqualify any Proponent on the basis of any real or apparent conflict of interest that is disclosed by the proposal submitted or any other data available to the County. This disqualification is at the sole discretion of the County. Any

Proponent submitting a proposal herein waives any right to object to the County’s exercise of this right, now or at any future time, before any body or agency, including, but not limited to, the County of Orange Board of Supervisors or any court.

S. The County, at its sole, absolute, and unfettered discretion, will determine whether a

Proponent is qualified and responsible to deliver the services requested in this RFP. This determination may be based on one (1) or more of the following:

1. Evidence of collusion amongst Proponents.

2. Lack of business skills or financial resources necessary to operate this business successfully, as revealed by either financial statements or experience statement.

3. Lack of responsibility as shown by past work, references, or other factors.

4. Proponent is in arrears or in default to the County on any debt or agreement or defaults upon any obligation to the County or has failed to faithfully perform any previous agreement with County at the County’s sole determination.

5. Submission of a proposal that is late, conditional, incomplete, ambiguous, obscure or which contains alterations not called for, or irregularities of any kind, except as those determined by the County, at its sole discretion, as a minor irregularity or a defect or variation in the proposal that is immaterial or inconsequential.

6. Other causes, as the County deems appropriate, at its sole and absolute discretion.

T. The County’s determination as to whether a Proponent is qualified and responsible will be based on the information furnished by Proponent in response to this RFP, interviews with

Proponent (if applicable), as well as from other sources determined to be valid by the

County. The County reserves the right to verify and validate any information prior to awarding a contract and during the entire term of the contract. Award will not be made until after such investigations, as are deemed necessary, are made by the County regarding the experience and financial responsibility of Proponent which each Proponent agrees to permit by submitting its proposal.

U. 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) based upon the

County's needs or availability of funding at the time of selection of a contractor or during contract negotiations, to modify the scope of service. 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.

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 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 mailto:CPOAppeals@ocgov.com

1.4 EVALUATION PROCESS AND CRITERIA

Proposals deemed to meet all 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: Any Proposal may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements 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. Terms and conditions are subject to change between the release of this RFP and implementation of the contract and may be added before the contract is finalized. 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. The County reserves the right to negotiate and award a contract to the next highest ranked proponent if the awarded proponent fails to perform.

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”.

Selected Respondent may not have any outstanding debt with the County or shall be in the process of resolving outstanding debt to the County's satisfaction, prior to entering into and during the term of the resulting contract.

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 DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PREFERENCE

POLICIES:

A. 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 a DVBE please read and follow the process outlined in 4.1.14 DISABLED

VETERAN BUSINESS ENTERPRISE (DVBE) CERTIFICATION REQUIREMENTS.

SECTION 2. BACKGROUND AND GENERAL INFORMATION

2.1 BACKGROUND

The County of Orange (County) Social Services Agency (SSA) is currently requesting proposals to provide Refugee Social Services (RSS). The purpose of RSS is to provide refugees direct services that result in attaining and sustaining stable employment and economic self-sufficiency following current Federal and State regulations.

RSS assists refugees who have been in the United States for five (5) years or less. Services include comprehensive wraparound services covering employment, housing, transportation, and mental health to refugees, asylees, certain humanitarian parolees, and victims of human trafficking and other serious crimes. Some clients who have resided in the United States for twelve (12) months or less after entering may be eligible for Refugee Cash Assistance, which is a cash aid program specifically for refugees who are not eligible for other cash aid. The provider of RSS will work directly with the client to assess the client’s education, work experience, and vocational skills, and subsequently determine the appropriate means for the client to obtain employment as quickly as possible. Providing these services shall assist clients in overcoming barriers and achieving and/or maintaining stable employment and economic self-sufficiency.

The ethnic diversity of RSS clients in Orange County creates special language, cultural, and job placement issues, and requires the Proponent to demonstrate knowledge and experience in working with and motivating difficult to place clients who may have multiple barriers to employment and self-sufficiency, which may include a resistance to seek employment and limited English proficiency. Proponent will need to establish various relationships and collaborate with local employers and community members to provide support in the job search process.

Due to variable funding levels, regulatory requirements, and economic changes, it is difficult to project the number of refugees to be served during the term of the resulting contract. No guarantee is given by the County regarding usage of the contract awarded under this Request for

Proposal (RFP). Usage figures are approximate and based upon history of this program.

2.2 DEMOGRAPHICS

Please refer to Exhibit 1 for Demographics Data.

2.3 ANTICIPATED TERM AND FUNDING AVAILABILITY

Contingent upon approval by the Orange County Board of Supervisors, the County intends to award one (1) three-year contract to the responsible Proponent whose proposal is determined to be the most responsive to the requirements of this RFP. The County reserves the right to award one (1) or more contracts.

The term of the resulting contract will begin on or about April 1, 2025, and terminate on March

31, 2028. The estimated amount available for each year of the three-year contract will be

$1,655,000 for the period of April 1, 2025, through March 31, 2026; $1,589,600 for the period of

April 1, 2026, through March 31, 2027; $1,523,700 for the period of April 1, 2027, through

March 31, 2028, for an estimated maximum of $4,768,300 for all three (3) years. The estimated contract amount stated above is inclusive of the estimated Housing allocation subject to change due to funding availability. The estimated Housing allocation for each contract period are identified in the table below.

CONTRACT

PERIOD

ESTIMATED

HOUSING

ALLOCATION

ESTIMATED ALL

OTHER

PROGRAM COST

ESTIMATED

TOTAL

4/1/25-3/31/26 $575,000 $1,080,000 $1,655,000

4/1/26-3/31/27 $509,600 $1,080,000 $1,589,600

4/1/27-3/31/28 $443,700 $1,080,000 $1,523,700

4/1/28-3/31/29 $443,700 $1,080,000 $1,523,700

4/1/29-3/31/30 $443,700 $1,080,000 $1,523,700

Housing allocation funding may only be utilized for direct housing and/or utility payments for eligible RSS participants. Usage of Housing allocations for any other program cost (e.g., administrative or indirect costs associated with the provision of housing and/or utility assistance) is strictly prohibited.

The initial three-year contract may be renewed, subject to contractor performance and continued funding, for a two-year term, without a competitive bid process, at the sole discretion of the

County. The estimated amount available for each one-year period of the renewal two-year term will be $1,523,700.

The County reserves the right to award a one (1) year contract through this RFP, which may be renegotiated and/or renewed, subject to contractor performance and continued funding, for a two-year term without a competitive bid process, at the sole discretion of the County. In the event of a one (1) year contract award, the estimated amount available for the first year is

$1,655,000, and the estimated amount available for each additional one-year term is $1,589,600 for the first additional one-year term, and $1,523,700 for the second additional one-year term. The amount allocated to this RFP is approximate and tentative at this time.

The funding for the contract resulting from this RFP is contingent upon the State budget; receipt of funds from and/or obligation of funds by the Federal Government to the State and from the

State to the County; and inclusion of sufficient funding for the services hereunder in the budget approved by the County’s Board of Supervisors for each fiscal year covered by said contract. If such approval, funding, or appropriations are not forthcoming, or are otherwise limited, the contract may be immediately terminated, reduced, or modified without penalty.

The County reserves the right to include additional services population and/or programs to this

RFP and resulting contracts, should additional funding become available.

2.4 SERVICE DELIVERY MODEL OPTIONS

Proponents may propose collaborative services. Proponents shall choose one of the following service delivery model options listed below. The proposed model selected must remain in effect for the duration of the contract term, including any renewal options.

Option #1 – Contractor (no subcontractor or partner organization)

Option #2 – Contractor with Subcontractor(s): Proponents opting to provide required services with Subcontractor(s) model will determine which required services can be provided directly through the Contractor and which can be provided through subcontractor(s). Proponents responding to this RFP must clearly define which services they intend to provide directly, and which services will be provided with subcontractor(s). Proponents must also clearly define the name of each subcontractor along with their roles, funding, and responsibilities. All subcontractor(s) must be approved by the County prior to contract award.

Option #3 – Collaborative with Lead Agency: Proponents opting to provide required services using a collaborative model must designate a Lead Agency to partner with other eligible organizations. The collaborative model will include a Lead Agency, and at least one (1) partner organization. Refer to "LEAD AGENCY" below for Lead Agency roles, responsibilities, and required positions. The collaborative model may also include subcontractor(s). All subcontractor(s) must be approved by the County prior to contract award. Examples of partner organizations may include: community centers, hospitals, faith-based organizations, schools, cities, law enforcement, community colleges, cultural organizations, and other non-profit or private agencies. Proponents responding to this RFP must clearly define the name of each partner organization along with their roles, funding, and responsibilities for the duration of the resulting contract term.

Each collaborative partner of the Lead Agency must sign Form N – Agency Summary, and complete and sign a separate copy of the following forms: Form I – Board of Directors/Advisory

Board, Form J – Statement of References, Form K – Organization Litigation, Form L –

Proponent Certifications, and Form M – Levine Act Campaign Contribution Disclosure Form.

Each service provider must have a signed MOU or agreement with the Lead Agency specifying the commitment to provide services for the duration of the resulting contract term.

2.5 LEAD AGENCY

Proposals must identify a Lead Agency for RSS. The Lead Agency shall provide services, program oversight, and serve as the fiscal agent for the services provided. The Lead Agency must sign all Required Forms indicated on Form B – Required Documents Checklist.

The Lead Agency shall receive claims from each collaborative partner organization or subcontractor(s) on a monthly basis. The Lead Agency shall be responsible for submitting one

(1) monthly claim encompassing all RSS services and expenses. Claims submitted to the County by the Lead Agency shall clearly identify services that were performed and by which collaborative partner organization or subcontractor(s). Any and all payments to be made by the

County shall be made payable to the Lead Agency. The Lead Agency shall disperse payment as appropriate to the collaborative partner organization or subcontractor(s). The County’s payment obligation shall be satisfied upon the County’s disbursement of payment to the Lead Agency.

The Lead Agency shall be responsible for the following:

• Oversight of all RSS services;

• Employment and supervision of Case Manager(s), as referenced in Subparagraph 12.8.1 of Attachment A of the Model Contract;

• Attending monthly, or as determined by Administrator, meetings with Administrator and

Family Self-Sufficiency – Adult Services (FSS-AS) staff representative(s) for consultation and assistance in monitoring, and determining the programmatic services provided under the resulting Contract;

• Meeting at least annually for Utilization reviews or as determined by Administrator to review and evaluate a random selection of Client case records;

• Collecting and maintaining all invoice documentation;

• Overseeing the collection, maintenance, and management of all RSS data including outcome measures;

• Maintaining the integrity of RSS data and providing required reports as referenced in

Paragraph 8 of Attachment A of the Model Contract;

• Overseeing and submitting to the County budget/contract modification requests;

• Ensuring all partner organizations and subcontractor(s) are current on required documentation (e.g., insurance certificates, copies of resumes/applications, independent audits);

• Ensuring all partner organizations and subcontractor(s) have a current agreement with the

Lead Agency and providing copies of agreements to the County upon request;

• Facilitating collaborative activities, services, and programs to ensure effective service delivery; and

• Attending trainings, conferences, and meetings as required by County.

SECTION 3. WRITTEN PROPOSAL SCORING FORMAT

3.1 PHASE 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. ORGANIZATION EXPERIENCE (Form C) Points Based 225 (25% of Total)

2. SERVICES TO BE PROVIDED (Form D) Points Based 250 (27.8% of Total)

3. STAFFING (Form E) Points Based 225 (25% of Total)

4. LINE ITEM BUDGET AND BUDGET

NARRATIVE (Forms F and G) Points Based 200

(22.2% of Total)

3.2 PHASE 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Presentation/Interview:

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.

Points Based 100 (100% 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 analysis.

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.

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

The 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.

4.1.2 Certification of Understanding *

The 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 the County therefore assumes the responsibility.

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

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

☐ Please confirm

*Response required

4.1.3 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

4.1.4 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 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.

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

4.1.5 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"

4.1.6 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. The 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

4.1.7 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 the 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

4.1.8 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 https://government-project.s3.us-west-2.amazonaws.com/65972/f9ecd2a8-fe8a-48fa-8fe6-ce482a914257_Non-Collusion_Affidavit.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4JDXBQAOG%2F20241107%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20241107T211121Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEMX%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIGRzc%2FhIJdmq5D42kdrMNzUget3SGhSDoah3PEPgFOJJAiEAmvcGGtqFvW%2FCmUoACpHal1xIiZchwl1Pe2%2Fh6mWB4QsqgwUIThACGgw4OTIzNjQ2ODc2NzIiDNZqt0TOjhODvSHrXCrgBPNAbzEOk%2Bt0kqQthaFoXYNp0ZWsqzYCgKF%2FWFiyFGoqOf7J9SM45f%2BGUNE2hnnaWBAjkoBay5yzQdqxRTjf89%2FwnPUoFu3Uv%2Ba8L83Ajm1Kcq4Yfef5JMPKqqO%2BnTc0qo24r%2BiFABPB5g6QHIU4z9Ls9weKwshb83p5yiYO%2BX%2BaZHFxtGTzLrV3%2Bv4RHc5VTiFh9SsjKVKplMCebmQ5gPwc3g3Mi807MhiIhtJPTRNJfdMl6FldKoJd5xVbUWSfVS1jvXsJqqODuZKj0oARCmfDPh4ZA8zy4jf6BGYkHLEyAF5U5SlsIiaEmfS9%2F8kbYlRiPn%2BP1ACIXN3QBGg35vYTJs2yl%2BmhIE18iedAq%2Fzjd8Z2RNUCpXJ6CCxM1wYbjxWKq4JH5ej%2FFpEnbUYYh3ZokMfwHR%2BECKaDCvudfG3ox5eBUDpfXa6gEdMcTJeJ9Rxebv881WCp3G932U2m8bgAX6RBNWJxfW8CHNNBCoRlsJY5BfA2%2BO4Cq4B%2BHGipk1Lyxx90TpHX8YFjgcTO7ClFM%2B0qazItv3LiTItJ8YU02cBR2mBZ6cQvVo7stseKfncoJZzPeVvVcCuboeth8haJAuhq04Gxoxl6cR0ABZi%2FIs%2Bzmc4MiXIkrJMPSZjk2L0lIjwEzqI67KSAOHWER0cDpElGpEfYgHzQPMJjSgOJNWFwqiQ7Zl0q2IveX4U7RV0RSsFbXb%2Fn47nRry7XGfDHHUvNlgbi7%2F01ZENr5%2FcIbgEKgzTdDDXRXQxpSIJAlCKmfCbc4Xlnz4DmVxRwOft0PDn6ADwoH4LrWvdmOGHLMKjGtLkGOpsBW4n7s4%2BrNp5FwK6WwOAZKJW%2BwBM9RFV84rO%2FyfLr86HbCMYimzONGTqbGhtLB%2FEOIuBcXDC5buSkxAcZSE0NU8mSsUVAWVlAVfeJGu3ZyIVwwsSkOLmZzWDBngdf3Qmz60%2BXwExoXvPElTYiztvyTjfCMCL%2F1rwUReb0hdAos7%2BeVTo0%2BB%2F3hZVoCfXaAROURv6LPGznWOYIgGo%3D&X-Amz-Signature=4a2e3e9b44daccfc63f93cd5edcf493b437d58f8361bc084b5f05d927b0f2038&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Non-Collusion_Affidavit.docx%22&x-id=GetObject

*Response required

When equals "Yes"

4.1.9 Reason for Collusion:*

*Response required

4.1.10 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"

4.1.11 Provide names of competing firms: *

*Response required

4.1.12 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.

☐ Please confirm

*Response required

4.1.13 Is your firm a Disabled Veteran Business Enterprise (DVBE)?*

To participate as a DVBE, the requirements in the DVBE PREFERENCE POLICIES

CERTIFICATION REQUIREMENTS must be met

☐ Yes

☐ No

*Response required

When equals "Yes"

4.1.14 Disabled Veteran Business Enterprise (DVBE) Certifications*

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

• Disabled_Veteran_Business_E...

*Response required https://procurement.opengov.com/portal/ocgov/projects/125480/document?section=undefined https://procurement.opengov.com/portal/ocgov/projects/125480/document?section=undefined https://cpo.ocgov.com/doing-business-oc/preference-policies https://government-project.s3.us-west-2.amazonaws.com/125480/7de993bd-5a33-44f8-9eb3-69c0d8ce8383_Disabled_Veteran_Business_Enterprise_%28DVBE%29_Affirmation.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4JDXBQAOG%2F20241107%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20241107T211121Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEMX%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIGRzc%2FhIJdmq5D42kdrMNzUget3SGhSDoah3PEPgFOJJAiEAmvcGGtqFvW%2FCmUoACpHal1xIiZchwl1Pe2%2Fh6mWB4QsqgwUIThACGgw4OTIzNjQ2ODc2NzIiDNZqt0TOjhODvSHrXCrgBPNAbzEOk%2Bt0kqQthaFoXYNp0ZWsqzYCgKF%2FWFiyFGoqOf7J9SM45f%2BGUNE2hnnaWBAjkoBay5yzQdqxRTjf89%2FwnPUoFu3Uv%2Ba8L83Ajm1Kcq4Yfef5JMPKqqO%2BnTc0qo24r%2BiFABPB5g6QHIU4z9Ls9weKwshb83p5yiYO%2BX%2BaZHFxtGTzLrV3%2Bv4RHc5VTiFh9SsjKVKplMCebmQ5gPwc3g3Mi807MhiIhtJPTRNJfdMl6FldKoJd5xVbUWSfVS1jvXsJqqODuZKj0oARCmfDPh4ZA8zy4jf6BGYkHLEyAF5U5SlsIiaEmfS9%2F8kbYlRiPn%2BP1ACIXN3QBGg35vYTJs2yl%2BmhIE18iedAq%2Fzjd8Z2RNUCpXJ6CCxM1wYbjxWKq4JH5ej%2FFpEnbUYYh3ZokMfwHR%2BECKaDCvudfG3ox5eBUDpfXa6gEdMcTJeJ9Rxebv881WCp3G932U2m8bgAX6RBNWJxfW8CHNNBCoRlsJY5BfA2%2BO4Cq4B%2BHGipk1Lyxx90TpHX8YFjgcTO7ClFM%2B0qazItv3LiTItJ8YU02cBR2mBZ6cQvVo7stseKfncoJZzPeVvVcCuboeth8haJAuhq04Gxoxl6cR0ABZi%2FIs%2Bzmc4MiXIkrJMPSZjk2L0lIjwEzqI67KSAOHWER0cDpElGpEfYgHzQPMJjSgOJNWFwqiQ7Zl0q2IveX4U7RV0RSsFbXb%2Fn47nRry7XGfDHHUvNlgbi7%2F01ZENr5%2FcIbgEKgzTdDDXRXQxpSIJAlCKmfCbc4Xlnz4DmVxRwOft0PDn6ADwoH4LrWvdmOGHLMKjGtLkGOpsBW4n7s4%2BrNp5FwK6WwOAZKJW%2BwBM9RFV84rO%2FyfLr86HbCMYimzONGTqbGhtLB%2FEOIuBcXDC5buSkxAcZSE0NU8mSsUVAWVlAVfeJGu3ZyIVwwsSkOLmZzWDBngdf3Qmz60%2BXwExoXvPElTYiztvyTjfCMCL%2F1rwUReb0hdAos7%2BeVTo0%2BB%2F3hZVoCfXaAROURv6LPGznWOYIgGo%3D&X-Amz-Signature=e3ba29c61a543b0d661e2cec6519200bf964836564e77ac624dd78e855688116&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Disabled_Veteran_Business_Enterprise_%28DVBE%29_Affirmation.docx%22&x-id=GetObject

4.1.15 Upon recommendation of contract award, Respondent will be required to submit the following documents within ten (10) 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.

☐ Please confirm

*Response required

4.1.16 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.