RFP_017-2638501-RC_Sacramento_Leg_Adv_Svcs_FINAL.pdf

County of Orange RFP # 017-2638501-RC Page 1 of 65

County Executive Office Sacramento Legislative Advocacy Services File No. 2638501

COUNTY OF ORANGE

COUNTY EXECUTIVE OFFICE

COUNTY PROCUREMENT OFFICE

REQUEST FOR PROPOSALS (RFP)

FOR

SACRAMENTO LEGISLATIVE ADVOCACY SERVICES

RFP NO. 017- 2638501-RC

County of Orange RFP # 017-2638501-RC Page 2 of 65

PROPOSALS MUST BE RECEIVED

BY

June 28, 2024, 2024

BY: 2:00 PM (PDT)

RFP Number

RFP 017-2638501-RC

County of Orange

CEO/County

Procurement Office

400 W. Civic Center

Drive, 5th Fl.

Santa Ana, CA 92701

INSTRUCTIONS:

1. SUBMIT AND UPLOAD

ELECTRONIC COPY OF

PROPOSAL VIA COUNTY'S ONLINE

BIDDING SYSTEM

2. ALL PROPOSALS ARE TO BE

IDENTIFIED WITH

RFP# 017-2638501-RC

3. FOR FURTHER INFORMATION,

CONTACT DPA AT

RANIQUE.BEAS@OCGOV.COM

DATE: June 7, 2024

COVER PAGE

REQUEST FOR PROPOSALS (“RFP”)

The County of Orange, County Executive Office/County Procurement Office (“County”), is soliciting proposals from qualified firms (“Respondents”) for Sacramento Legislative Advocacy Services. Respondents must meet the minimum qualifications and requirements as set forth within the Request for Proposals (RFP) and be capable of providing services identified in the Scope of Work attached hereto and incorporated herein.

This RFP is set out in the following format:

SECTION I Introduction and Instructions to Respondents

SECTION II Proposal Response Requirements

SECTION III Model Contract

**Schedule of Activities Time Date

Question & Answer Period Ends 2:00 p.m. June 17, 2024

Electronic Proposals due 2:00 p.m. June 28, 2024

Interview/Presentation TBD July 24-26, 2024

**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**

* If the Respondent is a corporation, (2) two signatures are required: one (1) signature by the Chairman of the Board, the President or any Vice

President; and one (1) signature by the Secretary, any Assistant Secretary, the Chief Financial Officer or any Assistant Treasurer. The signature of one person alone is sufficient to bind a corporation, as long as he or she holds corporate offices in each of the two categories described above. For County purposes, proof of such dual office holding will be satisfied by having the individual sign the instrument twice, each time indicating his or her office that qualifies under the above described provision. In the alternative, a single corporate signature is acceptable when accompanied by a corporate resolution demonstrating the legal authority of the signatory to bind the corporation.

I HAVE READ, UNDERSTOOD AND AGREE TO ALL STATEMENTS IN THIS REQUEST FOR QUALIFICATIONS, AND TO

THE TERMS, CONDITIONS AND ATTACHMENTS REFERENCED HEREIN.

Date: _______________________ Company Legal Name: _______________________________

*Legally Authorized Signature Name Title

*Legally Authorized Signature Name Title https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Flogin&data=05%7C01%7Cjessica.loy%40ocgov.com%7Ca945829bcd8d441710e608dbae35df8b%7Ce4449a56cd3d40baae3225a63deaab3b%7C0%7C0%7C638295318629814063%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=nz3f1bYe8rr5Cj1J6wc%2FzVq9ulgluhjV6%2FmB9uSML68%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Flogin&data=05%7C01%7Cjessica.loy%40ocgov.com%7Ca945829bcd8d441710e608dbae35df8b%7Ce4449a56cd3d40baae3225a63deaab3b%7C0%7C0%7C638295318629814063%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=nz3f1bYe8rr5Cj1J6wc%2FzVq9ulgluhjV6%2FmB9uSML68%3D&reserved=0 https://procurement.opengov.com/login

County of Orange RFP # 017-2638501-RC Page 3 of 65

RETURN THIS SHEET WITH YOUR RESPONSE

TABLE OF CONTENTS

Page No.

COVER PAGE

TABLE OF CONTENTS

SECTION I: INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

A. Introduction

B. Background

C. Instructions to Respondents and Procedures for Submittal

D. Protest Procedures

E. Evaluation Process and Criteria

F. Selection/Award Process

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

H. County of Orange Local Small Business (OCLSB) and Disabled Veteran Business

Enterprise (DVBE) Preference

SECTION II: PROPOSAL RESPONSE REQUIREMENTS

Part 1

1. Cover Letter/Executive Summary

2. Validity of Proposal

3. Certification of Understanding

4. Essential Requirements for Qualifications Statement

5. Certificate of Insurance

6. W-9 Requirements

7. Conflict of Interest

8. Statement of Compliance

9. Non-Collusion Declaration

10. Litigation

11. Name/Ownership Changes

12. Levine Act: County of Orange Campaign Contribution Disclosure

Part 2: Company Profile & References .............................................................................................. 22-23

Part 3: Respondent’s Proposal........................................................................................................... 24-26

SECTION III: MODEL CONTRACT

Model Contract

Attachment A – Scope of Work

Attachment B – Payment and Compensation

Attachment C – Key Personnel/Staffing Plan

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EXHIBITS:

Exhibit 1 – Local Small Business (OCLSB) Preference and Disabled Veteran Business Enterprise

Certification Requirements

Exhibit 2 – Non - Collusion Affidavit

Exhibit 3 – Levine Act: County of Orange Campaign Contribution Disclosure Form

Exhibit 4 – Cost Proposal

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SECTION I

INTRODUCTION

AND

INSTRUCTIONS TO RESPONDENTS

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SECTION I: INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

A. INTRODUCTION

The intent of this Request for Proposals (RFP) is to obtain the necessary information to identify a qualified firm to enter into a contract with the County of Orange to provide State Legislative Advocacy

Services.

The County of Orange, County Executive Office/County Procurement Office (“County”), hereby invites qualified Respondents to submit a Proposal.

Respondents are expected to provide all the services that fulfill or exceed the requirements and conditions set forth in this RFP.

B. BACKGROUND

As the third most densely populated county in California, Orange County is responsible for implementing a variety of state, federal and local programs to meet the needs of our residents and ensure the health and stability of our communities. The County strives to strengthen the social safety net and continue our equity efforts, while remaining fiscally prudent and accountable to taxpayers. The Board of Supervisors’ 2024 State Legislative Priorities are:

• Homeless System of Care Coordination

• CARE Act Implementation

• Climate Change & Sustainability/ Disaster Preparedness & Recovery

• Elections

• OC CARES-Justice Involved Population

• Southern California Veterans Cemetery

A five-member Board of Supervisors, each elected to four-year terms in district nonpartisan elections, serves as the legislative body of the County, which functions under a Charter adopted in 2002. The

County Executive Officer is appointed by the Board and directs the day-to-day government operations of the County with the support of an Executive Team, including the Chief Financial Officer, Deputy

County Executive Officer, Chief Human Resources Officer, Chief Information Officer, Chief Real

Estate Officer and Director of Government and Community Relations. The County of Orange is a regional service provider and planning agency whose core businesses include public safety, public health, environmental protection, regional planning, public assistance, social services and aviation.

The County agencies/departments include: Assessor, Auditor-Controller, Child Support Services, Clerk of the Board, Clerk-Recorder, County Counsel, County Executive Office, District Attorney, Health

Care Agency, , Internal Audit, John Wayne Airport, OC Community Resources, OC Public Works, OC

Waste & Recycling, Office of Campaign Finance & Ethics Commission, Office of Independent Review, Probation, Public Defender, Registrar of Voters, Sheriff-Coroner, Social Services Agency, and

Treasurer-Tax Collector.

C. INSTRUCTIONS TO RESPONDENTS AND PROCEDURES FOR SUBMITTAL

1. Proposals are to be uploaded via the County's Online Bidding System.

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/ https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Flogin&data=05%7C01%7Cjessica.loy%40ocgov.com%7Ca945829bcd8d441710e608dbae35df8b%7Ce4449a56cd3d40baae3225a63deaab3b%7C0%7C0%7C638295318629814063%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=nz3f1bYe8rr5Cj1J6wc%2FzVq9ulgluhjV6%2FmB9uSML68%3D&reserved=0 mailto:procurement-support@opengov.com https://help.procurement.opengov.com/en/

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Note: Allow sufficient time to upload all required files. The County’s online bidding system 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 the process of being uploaded at 2:00:01 P.M., Part 3 will not upload successfully.

2. Examine the Contract Documents carefully before submitting a Proposal for the work contemplated. Investigate the conditions to be encountered, as to the character, quality, and quantity of work to be performed 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, a signed copy must be included with proposal response.

All questions or requests for interpretations must be received by the date and time 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.

3. 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.

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

Requirements. It is imperative that all Respondents comply, exactly and completely, with the instructions set forth herein. All responses to this RFP shall be type written or word-processed

(except where otherwise provided or noted), concise, straightforward, and must fully address each requirement and question. Although not as a substitute for a complete written response, additional material, such as technical documents, may be referenced in any response if the material is included in the same section as additional information.

5. 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 (Government Code §7920.000 et seq.) ("CPRA”) 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

County of Orange RFP # 017-2638501-RC Page 8 of 65 confidential proprietary information in connection with any request made to County pursuant to

PRA or a subpoena for disclosure of such information.

7. 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 performance of the services set forth in its Proposal. In the event Respondent has reason to believe that a conflict of interest may exist in regard to this RFP, Respondent should consult with its legal counsel prior to submission of a Proposal. Any Respondent who is found to have an actual conflict of interest may have its Proposal rejected.

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.

8. 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.

9. 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 for the County’s consideration as specified in Section II, Part 1, 8. “Statement of Compliance.”

Note: Allow sufficient time to upload all required files. The County’s online bidding system 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.

10. 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.

11. Pre-contractual expenses are not to be included in the Cost Proposal, Exhibit 4. 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.

12. 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.

13. 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.

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

15. 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.

16. If applicable, the County requires a valid UEI number prior to Contract Award. If needed, your company may 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.

17. 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.

D. PROTEST PROCEDURES:

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

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

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

3. The solicitation or contract number.

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

5. The form of relief requested.

6. 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.

7. 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 to 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.

8. Protest Process

a. 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.

b. 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.

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

County of Orange RFP # 017-2638501-RC Page 10 of 65 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.

d. 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.

9. Appeal Process

a. If the protestor wishes to appeal the decision of the DPA, the protestor must submit, within three (3) business days from receipt of the DPA’s decision, a written appeal to the Office of the County Procurement Officer.

Written appeals must be sent by mail to the address below with a courtesy copy by email;

County of Orange/County Executive Office

County Procurement Office

400 W. Civic Center Drive

Santa Ana, CA 92701

Attn: County Procurement Officer

CPOAppeals@ocgov.com

b. 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.

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

E. EVALUATION PROCESS AND CRITERIA

Minimum Qualifications/Requirements: Respondent’s Proposal shall meet the following minimum requirements and qualifications to proceed to the evaluation and scoring process. Failure to have the ability to, upon County request, provide any of the items requested below may result in disqualification of your Proposal.

1. Respondents shall be regularly and have been continuously engaged in the business of providing

State legislative advocacy to local governments for at least ten (10) years (does not have to be consecutive service or with the same jurisdiction), preferably to urban county governments.

2. Respondents shall have an office based in Sacramento with at least one (1) non-clerical staff assigned full-time (along with a team) to this contract who possess significant experience and is capable of performing the services required in Attachment A, Scope of Work.

3. Respondents shall have existing relationships with the County’s legislative delegation and their staff.

4. Respondents shall have broad bipartisan relationships with State legislators, legislative staff, State agencies, and executive branch officials.

5. Respondents shall possess the proven ability to initiate, develop, and carry out effective strategies to influence legislative and administrative activities and to effectively lobby on behalf of the

County.

6. Respondents shall possess all permits, licenses and professional credentials necessary to perform the required legislative advocacy services.

7. Respondent’s other clients should not pose conflict of interest issues for the County, nor should their interest be in direct conflict with the County’s mission.

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 mailto:CPOAppeals@ocgov.com

County of Orange RFP # 017-2638501-RC Page 11 of 65 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 subject matter 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 Respondent.

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.

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.

1. Written Proposal Scoring Format: 540 points maximum:

Criteria Description Max Points

I Responsiveness of the Proposal/Understanding of the Scope of Work

II

Firm’s Background, Qualifications, and

Experience of Key Personnel

III

Work Plan/Methodology

2. Oral Interview/Presentation Scoring Format: 400 points maximum:

County reserves the right to conduct, or to not conduct, oral interviews/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. Respondents will not be allowed to alter or amend their Proposal through the use of the oral interview/presentation process.

NOTE: If oral interviews/presentations are not conducted, the Written Proposal shall account for 940 total points of the scoring.

3. Cost Proposal: 60 points maximum

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.

F. 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 is subject to approval(s) by the County Board of Supervisors. In addition, County

County of Orange RFP # 017-2638501-RC Page 12 of 65 reserves the right to verify and validate any information prior to the Contract Award and during the entire term of the Contract.

The Model Contract contained in Section III of 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 Section II, Part 1, 8. “Statement of Compliance”.

G. 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.

H. COUNTY OF ORANGE LOCAL SMALL BUSINESS (OCLSB) AND DISABLED VETERAN BUSINESS

ENTERPRISE (DVBE) PREFERENCE POLICIES:

1. 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.

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2. 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 1 - COUNTY OF ORANGE LOCAL SMALL BUSINESS (OCLSB) AND

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) CERTIFICATION

REQUIREMENTS.

County of Orange RFP # 017-2638501-RC Page 14 of 65

SECTION II

PROPOSAL RESPONSE REQUIREMENTS

County of Orange RFP # 017-2638501-RC Page 15 of 65

SECTION II: PROPOSAL RESPONSE REQUIREMENTS

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

Proposals are limited to 45 single sided pages. Response to Part 1 and Part 2 will not count against the 45-page limit. All items listed in Part 3 will count against the page limit, no exceptions.

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

Proposals must be electronically organized into three (3) 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.

A. Responsive proposals shall include the following completed submittals:

1. Part 1 – Compliance Statements

1. Cover Letter/Executive Summary

2. Validity of Proposal

3. Certification of Understanding

4. Requirements for Qualifications Statement

5. Certificate of Insurance

6. W-9 Requirements

7. Conflict of Interest

8. Statement of Compliance

9. Non-Collusion Affidavit

10. Litigation

11. Name/Ownership Changes

12. The Levine Act: County of Orange Campaign Contribution Disclosure Form

2. Part 2 – Company Profile & References

3. Part 3 – Respondent’s Proposal

4. Exhibit 1 – County of Orange Local Small Business (OCLSB) And Disabled Veteran Business

Enterprise (DVBE) Certification Requirements.

5. Exhibit 2 – Non-Collusion Affidavit

6. Exhibit 3 - The Levine Act: County of Orange Campaign Contribution Disclosure Form

B. 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:

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

Contract).

2. Current signed form W-9 (Taxpayer Identification Number & Certification) which includes

Respondent’s-legal business name(s).

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

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PART 1: COMPLIANCE STATEMENTS

(Complete this section and submit as Part 1 in the first tabbed section of Proposal)

1. Cover Letter/Executive Summary

All Proposals must be accompanied by a cover letter of introduction and executive summary of the

Proposal. The cover letter must be signed by person(s) with authority to bind the Respondent. If the Respondent is a corporation, two (2) signatures are required: one (1) signature by the Chairman of the Board, the President or any Vice President; and one (1) signature by the Secretary, any

Assistant Secretary, the Chief Financial Officer or any Assistant Treasurer. The signature of one person alone is sufficient to bind a corporation, as long as he or she holds corporate offices in each of the two categories described above. For County purposes, proof of such dual office holding will be satisfied by having the individual sign the instrument twice, each time indicating his or her office that qualifies under the above-described provision. In the alternative, a single corporate signature is acceptable when accompanied by a corporate resolution demonstrating the legal authority of the signatory to bind the corporation. An unsigned or improperly signed Proposal submission is grounds for rejection of the Proposal and disqualification from further participation in this RFP process. All Proposals shall include in this first tabbed section, the Cover Page of this RFP and any subsequent addenda issued to this RFP with appropriate signatures as required.

2. 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. The Respondent shall state the length of time for which the submitted Proposal shall remain valid below:

Validity of Proposal (in days) (Signature required)

3. 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.

By signing below, Respondent certifies that such understanding has been considered in this response.

(Signature required)

4. Minimum Qualifications/Requirements Statement

Respondent shall certify that it meets all minimum qualifications and requirements set forth above in this Section II by signing below.

(Signature required)

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5. Certificate of Insurance

The Respondent shall certify its willingness and ability to provide the required insurance coverage and certificates as set forth in Section III, Model Contract by signing below (see Article O for insurance requirements).

(Signature required)

6. W-9 Requirements

The Respondent shall certify its willingness and ability to provide W-9 Requirements as indicated in Section I by signing below (will obtain at the time of award).

(Signature required)

7. Conflict of Interest

Respondent must certify either 1 or 2 by signing below:

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

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

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

(Signature required)

OR

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

(Signature required)

8. Statement of Compliance

Respondent must verify either 1 or 2 by signing below:

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.

1. 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.

OR

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2. This response is in strict compliance with said RFP, including the terms and conditions set forth in the Contract and its Attachments, except for those proposed exceptions listed in a separate attachment hereto.

(Signature required)

Attachment for each proposed exception must include:

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

2. The complete provision Respondent is taking exception to;

3. The Respondent’s suggested rewording;

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

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

9. Non-Collusion Declaration Form

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. A “Yes” answer may preclude you from moving forward in the RFP Process. Respondent must certify both questions below:

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.

Yes

Reason for Collusion:

(Additional space on next page)

Reason for Collusion Continued:

County of Orange RFP # 017-2638501-RC Page 20 of 65

No

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)

Yes

Provide names of competing firms:

No

Please complete and sign Exhibit 2, the Non-Collusion Affidavit attached hereto.

10. Litigation:

Respondent must certify either A or B by signing below:

A. Respondent certifies current/past litigation as follows:

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

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

B. Respondent certifies that Respondent or any proposed subcontractors do not have any past or current litigation described in Option A above.

11. Name/Ownership Changes:

Respondent must certify either A or B by signing below:

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

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

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

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

B. Respondent certifies that Respondent or any proposed subcontractors have not had any company name change or ownership changes in the past seven (7) years.

12. The Levine Act: County of Orange Campaign Contribution Disclosure

The Levine Act compliance is a minimum submittal requirement of this solicitation. A proposer’s failure to provide a completed and signed copy of Exhibit 3 will render its proposal as incomplete and nonresponsive.

Please complete and sign Exhibit 3, the County of Orange Campaign Contribution Disclosure Form attached hereto.

County of Orange RFP # 017-2638501-RC Page 22 of 65

Part 2: Company Profile & References

(Complete and submit as Part 2 of Proposal)

Company Legal Name:

Company Legal Status (corporation, partnership, etc.):

Active licenses issued by the California State Contractor’s License Board:

DIR Registration No: DVBE Certification No: SBA Certification No:

Local Business Address:

(If more than one, use separate sheet of paper)

Telephone Number: (___) Fax Number: (___)

Email Address:

Length of time Respondent has been in business: _____ Length of time at current location:

Is your firm a sole proprietorship doing business under a different name: Yes No

If yes, please indicate sole proprietor’s name and the name you are doing business under:

Is Respondent incorporated: _____Yes ______ No If yes, State of Incorporation:

Federal Taxpayer ID Number: _______________________ *D-U-N-S® No.:

Regular business hours:

Regular holidays and hours when business is closed:

Contact person in reference to this RFP:

Telephone Number: (___) Fax Number: (___)

Email Address: _____________________________ Mobile Number: ( )

Contact person for Accounts Payable:

Telephone Number: (___) Fax Number: (___)

E Email Address: _____________________________ Mobile Number: ( )

Name of Project Manager:

Telephone Number: (___) Fax Number: (___)

Email Address: _____________________________ Mobile Number: ( )

Mobile Number: ( )

In the event of an emergency or declared disaster, the following information is required:

Name of contact during non-business hours:

Telephone Number: (___) Fax Number: (___)

Email Address: _____________________________ Mobile Number: ( )

County of Orange RFP # 017-2638501-RC Page 23 of 65

Company Profile & References (Continued)

References

Respondent(s) must demonstrate successful prior performance of comparable services in the public sector arena and provide a minimum of three (3) references from California public sector entities and clients that are comparable to the County of Orange for which these types of services have been performed within the past five (5) years.

Company Name: Telephone Number:

Contact Name(s) & Title: Email: __________________________

Address: _________________________________

Contract Effective Dates: Contract Amount:

Brief Contract Description:

Company Name: Telephone Number:

Contact Name(s) & Title: Email: __________________________

Address: _________________________________

Contract Effective Dates: Contract Amount:

Brief Contract Description:

Company Name: Telephone Number:

Contact Name(s) & Title: Email: __________________________

Address: _________________________________

Contract Effective Dates: Contract Amount:

Brief Contract Description:

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PART 3:

RESPONDENT’S PROPOSAL

Complete this section and submit as Part 3 of Proposal

I. RESPONSIVENESS OF THE PROPOSAL/UNDERSTANDING OF THE SCOPE

1. Describe your firm’s ability to address the needs presented in the Scope of Work. Respondent shall state its specific capabilities, approaches and proposed methodologies and demonstrate a clear understanding of the nature of work to be performed under the proposed contract and its relation to the County’s need and include the following:

1. Briefly describe your outlook for the next three (3) years on issues affecting the County at the state level.

2. Describe your firm’s approach to representing the County in Sacramento.

3. Based upon your knowledge of Orange County (demographics, interests, and other relevant factors) describe your recommendation of key advocacy goals for 2025 and beyond, and how your firm would assist us in achieving those goals.

4. Provide an outline, detailed description of the process, and a comprehensive timeline for accomplishing the services outlined in Attachment A, Scope of Work of the Model Contract.

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

6. Proposal demonstrates requirements are addressed and adhered to.

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

8. Compliance with the County Model Contract listed in Section III of this RFP.

II. FIRM’S BACKGROUND, QUALIFICATIONS, AND EXPERIENCE OF KEY PERSONNEL

A. Company Background and Data

1. Describe your firm’s organization, history and background, tax status, principal(s), owner(s), board of directors and/or board of trustees, and number of professionals employed by classification.

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

a) Length of time in business;

b) Services provided relevant to the RFP;

c) Describe the Respondent’s experience in performing work of a similar nature to that solicited in this RFP; and

d) List certifications and/or affiliations that may be relevant to this RFP.

3. Provide the following information:

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

b) Main office address; and

c) Telephone number

B. Qualifications

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

Include:

a) Agency/Department name, address and contact person;

b) Contract Number; and

c) Contract Amount

2. 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.

C. Experience

1. Describe your firm’s experience in obtaining state funding in the areas of importance to the

County listed in the Scope of Work section. Describe a proposed strategy for how your firm would successfully secure such funding, including normal appropriations for critical county programs and Member Budget Requests.

2. Describe your firm’s experience in providing legislative services to similar organizations including counties, agencies, or non-government entities.

3. Provide and specify, in not more than five pages, your firm’s successes in representing

California counties, local agencies, or other clients.

4. Describe the extent of your experience in working with local government clients and the legislation and appropriations your firm secured in the past three years. Please provide three

(3) samples of projects and programs.

5. List those members of the Legislature with whom you have a working relationship, including

Leadership, Committee Chairs and members of the Orange County Legislative Delegation.

Describe those relationships.

6. List the State Agency or Department(s) and key staff members with whom you have a working relationship. Describe that relationship.

7. Describe your relationship with…