@RFP_902747_Labor_Relations_Consulting_Services.docx

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. 902747 for

Labor Relations Consulting Services

For complete information regarding this project, see Request for Proposal (RFP) posted at County of Alameda Procurement Portal [https://procurement.opengov.com/portal/acgov] or contact the County Thank you for your interest!

Contact Person: N. Peng Phone Number: (510) 208-9636 Email Address: n.peng@acgov.org General Services Agency (GSA) – Procurement

RESPONSE DUE

by 2:00 p.m.

on August 10, 2026 through Alameda County, GSA-Procurement County of Alameda Procurement Portal https://procurement.opengov.com/portal/acgov

CALENDAR OF EVENTS

Labor Relations Consulting Services

TO ATTEND ONLINE:

Microsoft Teams meeting Join: RFP 902747 Bidders Conference Meeting ID: 223 146 276 075 988 Passcode: Fz2uz6po Dial in by phone +1 415-915-3950,,675048626# United States, San Francisco

(888) 715-8170,,675048626# United States (Toll-free) Find a local number Phone conference ID: 675 048 626# Join on a video conferencing device Tenant key: alamedacountyca@m.webex.com Video ID: 113 086 558 3 More info

Written Questions Due via the “Question & Answer” tab of this project in the County of Alameda Procurement Portal July 8, 2026 by 5:00 p.m.

Response Due and Submitted through County of Alameda Procurement Portal

August 10, 2026 by 2:00 p.m.

Followed immediately by online Public Bid Opening which can be joined here:

Microsoft Teams meeting Join: RFP 902747 Public Bid Opening Meeting ID: 285 342 056 150 360 Passcode: bv9GV9ih Dial in by phone +1 415-915-3950,,405927911# United States, San Francisco

(888) 715-8170,,405927911# United States (Toll-free) Find a local number Phone conference ID: 405 927 911# Join on a video conferencing device Tenant key: alamedacountyca@m.webex.com Video ID: 117 233 719 1 More info

NOTE: All dates are tentative and subject to change.

Alameda County Vendor Outreach

Wednesday, July 1, 2026 10:30 a.m. – 11:30 a.m.

TO ATTEND ONLINE:

Vendor Outreach Call-in: +1 415-915-3950 Conference ID: 504 517 635#

COME MEET ALAMEDA COUNTY’S

PROCUREMENT TEAM!

This public event is not specific to any RFP, where vendors can speak with GSA professionals, get to know them, and learn more about contracting opportunities with the County.

These are conducted on most Wednesdays. Dates and locations can be confirmed by checking at Upcoming Events [https://gsa.acgov.org/do-business-with-us/upcoming-contracting-events/]

SPECIFICATIONS, TERMS & CONDITIONS

for

LABOR RELATIONS CONSULTING SERVICES

TABLE OF CONTENTS

Page

ATTACHMENTS

STATEMENT OF WORK

INTENT

It is the intent of these specifications, terms, and conditions to describe the labor relations consulting services being requested by the County.

The County intends to award a three-year contract (with the option to renew for two years) to the Bidder selected as the most responsive and responsible Bidder whose response conforms to the RFP and meets the County’s requirements.

SCOPE/BACKGROUND

County of Alameda Human Resource Services (HRS) consists of six (6) divisions: Administrative Services, Employee Benefits, Employee and Labor Relations (ELR), Personnel Services, Medical Leaves and Accommodation Services and Training and Education.

ELR is responsible for developing and maintaining effective working relationships with employee organizations; negotiating collective bargaining agreements; conducting meet-and-confer sessions on matters within the scope of representation; administering labor contract provisions; providing contract interpretation and guidance to County agencies and departments; and handling pre-arbitration grievances.

The County has approximately 8,100 employees, in addition to approximately 28,680 In-Home Care Providers employed through the Public Authority for In-Home Supportive Services (PAIHSS) Program.

There are 49 bargaining units represented by 12 employee organizations, which are major stakeholders in the County. The following listing of labor organizations reflect the number of representation units and the employees represented by each as well as the number and term of their Memoranda of Understanding (“MOU”).

In negotiations

Total: 1,525

In negotiations

In negotiations

In negotiations

In negotiations

In negotiations

*Totals do not include 28,680 PAIHSS workers.

BIDDER QUALIFICATIONS

BIDDER Minimum Qualifications Bidder must be regularly and continuously engaged in the business of providing labor relations consulting services to city, county, state, or federal governments for at least five (5) years, which must be clearly stated or demonstrated in the bid response. OR All key personnel assigned to the project must have been regularly and continuously engaged in providing public sector labor negotiation services within the last three (3) years, which must be clearly stated or demonstrated in the bid response and verifiable through the resume submitted.

Bidder must possess all permits, licenses, and professional credentials necessary to supply products and perform services specified under this RFP. Unless noted otherwise in the RFP, for example the item(s) stated above, including any Addendum, Bidder is not required to submit copies or verification of the permits, licenses and credentials; however, Bidder must provide such proof if requested by County.

SPECIFIC REQUIREMENTS

The Contractor must:

Deliver strategic labor relations services that support the County in achieving effective, timely, and fiscally responsible collective bargaining outcomes; maintaining constructive labor-management relationships; minimizing disputes and operational disruptions; and ensuring compliance with applicable laws and regulations.

Serve as the County’s Chief Spokesperson and lead negotiator during collective bargaining negotiations and meet-and-confer sessions; and act as a strategic advisor on employer-employee relations matters to the Board of Supervisors (Board), County Administrator, Director of Human Resource Services (HRS Director), and designated County staff. The Contractor must provide meeting summaries as requested.

Attend and participate in planning meetings, closed sessions, public meetings, hearings, and staff meetings related to County labor relations matters, as assigned. Meetings are mostly conducted in person but may be available virtually, depending on the nature of the meeting and County requirements.

Advise the Board and County leadership on potential labor relations impacts and outcomes of proposed actions; implement Board directives; and maintain accountability for assigned work.

Develop and recommend negotiation strategies to support successful outcomes, including assisting in the preparation of management proposals, costing considerations, and bargaining positions.

Serve as the County’s Chief Spokesperson in situational meet-and-confer sessions as needed, including but not limited to matters involving layoffs, organizational changes, statutory or regulatory changes, pension modifications, work schedule changes, and revisions to departmental rules or staffing models.

Consult with County representatives and, as requested, coordinate with the County’s actuarial, pension, and health and welfare consultants to support the design and evaluation of compensation and benefit strategies. Written consultation summaries must be provided as requested.

Provide labor relations consulting, coaching, and training to County management and supervisory staff, as requested.

Advise and consult with County staff on grievance handling, dispute resolution, and related processes, including preparation for arbitration or other proceedings as needed.

Advise the County on current and emerging trends, best practices, and innovations in public sector labor relations.

Provide advice, support, and representation, as needed, in administrative matters, including but not limited to Public Employment Relations Board (PERB) proceedings and hearings.

Draft and review reports, correspondence, MOU language, side letters, and other written communications related to labor relations matters, as requested.

Respond in a professional and timely manner to the Board’s requirements for labor relations services and directions. Maintain availability and accessibility to the Board twenty-four (24) hours, seven (7) days per week on an as-needed basis.

Maintain capacity to provide sufficient time to meet advising and negotiating needs, which averages thirty-five (35) hours per week, fifty-two (52) weeks per year and must be able to conduct simultaneous negotiations with eight (8) to ten (10) labor groups at any given time.

Possess the knowledge of, experience in, and the ability to apply the following:

a. Current labor relations practices, trends, laws, and issues in the public sector.

0. California public sector labor laws and regulations, including but not limited to the Meyers-Milias-Brown Act (MMBA) and applicable provisions such as the Public Safety Officers Procedural Bill of Rights Act.

0. Implementation of legislative and regulatory changes affecting labor relations, employment practices, and employee benefits, including representation, impasse procedures, arbitration, leave laws, and Fair Labor Standards Act (FLSA) requirements.

0. Principles and practices of public and personnel administration, contract negotiations, dispute resolution, and survey analysis.

0. Structure and operations of county government.

0. Effective written and oral communication.

0. Maintenance of confidentiality, professionalism, and integrity.

DELIVERABLES / REPORTS

The Contractor must provide written reports, analyses, and briefings, as requested, on labor relations matters, including but not limited to trends, legal developments, recent cases, benchmarking data, and practices in comparable California public agencies.

The Contractor must provide monthly invoices that include a detailed breakdown of hours worked, by individual personnel, describing services performed for the reporting period.

BIDDERS CONFERENCE(S)/VENDOR OUTREACH

The Bidders Conference(s) held on the date(s) specified in the Calendar of Events will have online conference capabilities for remote participation. Bidders can opt to participate via a computer with a stable internet connection (the recommended Bandwidth is 512Kbps) at:

Microsoft Teams meeting Join: RFP 902747 Bidders Conference Meeting ID: 223 146 276 075 988 Passcode: Fz2uz6po Dial in by phone +1 415-915-3950,,675048626# United States, San Francisco

(888) 715-8170,,675048626# United States (Toll-free) Find a local number Phone conference ID: 675 048 626# Join on a video conferencing device Tenant key: alamedacountyca@m.webex.com Video ID: 113 086 558 3 More info

1. Vendor Outreach is usually conducted on Wednesdays at Vendor Outreach Link (Call-in: +1 415-915-3950; Conference ID: 504 517 635#). Dates and locations can be confirmed by checking at: Upcoming Events [https://gsa.acgov.org/do-business-with-us/upcoming-contracting-events/].

Information regarding the RFP will be presented during the conference(s). To get the best experience, the County recommends that Bidders who participate remotely use equipment with audio output such as speakers, headsets, or a telephone.

2. Bidders Conference(s) will be held to:

Provide an opportunity for Small Local Emerging Businesses (SLEBs) and large firms to network and develop subcontracting relationships to participate in the contract(s) that may result from this RFP.

Provide an opportunity for Bidders to request clarification on this RFP and ask specific questions about the project, goods, and services.

Provide the County with an opportunity to receive feedback related to this RFP.

The Bidders Conference(s) Attendees List will be released in a separate document.

Written questions submitted by the stated deadline will be addressed in a posted RFP Questions and Answers (Q&A) following the Bidders Conference(s). Should there be a need to amend or revise the RFP, an Addendum will be issued. Any verbal statements, including at any Bidders Conference(s) are not binding. Only the written documents will be binding.

Questions regarding these specifications, terms, and conditions are to be submitted in writing through the “Question & Answer” tab of this project in the County of Alameda Procurement Portal by 5:00 p.m. on the date specified in the Calendar of Events.

Attendance at the Bidders Conference(s) and Vendor Outreach are highly recommended but are not mandatory. Vendors who attend the Bidders Conference(s) will be added to the Vendor Bid List.

COUNTY PROCEDURES, TERMS, AND CONDITIONS

EVALUATION CRITERIA / SELECTION COMMITTEE

1. Initial Evaluation (Completeness of Response and Debarment and Suspension). All proposals will first be reviewed to determine if they pass the initial Evaluation Criteria (Section A), which are determined on a pass/fail basis.

2. Evaluation by County Selection Committee. All proposals that have passed the initial Evaluation Criteria will be evaluated by a County Selection Committee (CSC). The CSC may be composed of County staff and other parties that may have expertise or experience related to the goods or services that are being procured. The CSC will score the proposals according to the Evaluation Criteria set forth in this RFP. Other than the initial pass/fail Evaluation Criteria, the evaluation of the proposals will be within the sole judgment and discretion of the CSC.

3. Unrealistic Bids. Bidders should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments or unrealistically high or low in cost may be deemed reflective of an inherent lack of technical knowledge or indicative of a failure to comprehend the complexity and risk of the County’s requirements as set forth in this RFP.

4. Price Discrepancy. In the case of a discrepancy between the unit price and an extension, the unit price will be used for evaluation purposes.

5. Evaluation Criteria Descriptions. The items listed in the Evaluation Criteria should be considered as minimum requirements. All information contained in a proposal and presented in vendor interviews (if there are interviews) will be considered during the evaluation process and included in scoring within the appropriate Evaluation Criteria.

6. Evaluation Scores. Proposals will be evaluated and scored on the zero to five-point scale within each Evaluation Criteria below. Scores for all Evaluation Criteria (see the section below) will then be added, according to their assigned weight (below), to arrive at a weighted score for each proposal. A proposal with a higher-weighted total will be deemed of higher quality than a proposal with a lesser-weighted total.

7. Shortlist Process. The evaluation process may include a two-stage approach including a preliminary evaluation of the written proposal and preliminary scoring to develop a shortlist of Bidders that will continue to the final stage of optional vendor interview, and reference checks. The preliminary scoring will be based on the total points, excluding any points allocated to references, and optional vendor interview. The five (5) Bidders receiving the highest preliminary scores may advance to the next evaluation phase. All other Bidders will be deemed eliminated from the process. All Bidders will be notified of the shortlist participants; however, the preliminary scores at that time will not be communicated to Bidders.

8. Reference Checks. The County reserves the right to conduct reference check(s) on all Bidders who submitted a bid proposal. The CSC will then score the reference check(s), as identified in the Evaluation Criteria below, which will then be included in the final score.

9. Optional Vendor Interviews. The County may in its sole discretion, conduct vendor interviews. Should the County opt to conduct a vendor interview, the interview may include responding to standard and specific questions from the CSC regarding the Bidders’ proposal. Whether or not a shortlist process is used, the score of any evaluation criterion below may be revised or informed based on the vendor interview.

10. Final Score. The final maximum score for any procurement is 550 points, including the possible 50 points for local and small, local and emerging, or local preference points (maximum 10% of the final score; derived from 5% for local preference and 5% for either Small and Local or Emerging and Local preference). Proposals will be ranked by their final scores.

a. Without Vendor Interview. In procurements where there are no vendor interviews, the score received by the evaluation of the written proposal with the references score added will be the final score.

b. With Vendor Interview. In procurements where there are vendor interviews, the CSC will consider the interview and may adjust the scores received by the evaluation of the written proposal which, with the reference scores added, will be the final score.

11. Contact During Evaluation Process. All contact during the evaluation phase must be through the GSA-Procurement department only. Bidders must neither contact nor lobby CSC during the evaluation process. Attempts by Bidders to contact and/or influence members of the CSC may result in disqualification of Bidders.

12. Determining Award. As a result of this RFP, the County intends to award a contract to the highest-ranked responsible Bidder(s), as determined by the combined weight of the Evaluation Criteria, whose response conforms to the RFP and whose bid presents the greatest value to the County considering all Evaluation Criteria. The combined weight of the Evaluation Criteria is greater in importance than the cost in determining the best value to the County. The County may award a contract of higher qualitative competence over the lowest priced response.

13. The zero to five-point scale range is defined as follows:

14. The Evaluation Criteria and their respective weights are as follows:

Responses to this RFP must be complete. Responses must address all the requirements identified within this RFP and all related documents, including any Addenda. Failure to meet the Bidder Minimum Qualifications may also be considered an incomplete response and may result in the disqualification of the Bidder.

Pass/Fail

Bidders, its principal, and named subcontractors are not identified on the list of Federally debarred, suspended, or other excluded parties located at www.sam.gov/SAM.

Pass/Fail

The points for Cost will be computed by dividing the amount of the lowest responsive and responsible bid received by each Bidder’s total proposed cost.

Cost evaluation points may be adjusted by considering:

1. Reasonableness (i.e., how well does the proposed pricing accurately reflect the Bidder’s effort to meet requirements and objectives?).

2. Realism (i.e., is the proposed cost appropriate to the nature of the products and/or services to be provided? Is the price affordable to the County, including if costs exceed any budget contained in the RFP? ).

15 Points

Proposals will be evaluated considering the RFP specifications, Bidder’s response submitted in the corresponding section of Exhibit A – Bid Response Packet, and the questions below:

1. How comprehensive and effective is Bidder’s overall approach in delivering the services described in Section D (Specific Requirements), including achieving the stated performance outcomes?

2. How effective is Bidder’s approach in serving as Chief Spokesperson and leading collective bargaining negotiations, including strategy development and execution?

3. How strong is Bidder’s ability to support and advise the Board, County leadership, and departments on labor relations matters?

4. How effective are Bidder’s proposed method for managing workload demands, including concurrent negotiations and varying service needs?

5. How effective are Bidder’s proposed services for grievance handling, dispute resolution, and administrative matters (e.g. PERB)?

25 Points

Proposals will be evaluated considering the RFP specifications, Bidder’s response submitted in the corresponding section of Exhibit A – Bid Response Packet, and the questions below:

1. How relevant and extensive is Bidder’s experience in serving as Chief Spokesperson and lead negotiator in public sector collective bargaining?

2. How relevant is Bidder’s experience working with large, complex public agencies with multiple bargaining units?

3. How strong is Bidder’s experience conducting multiple concurrent negotiations and managing high-volume labor relations activity?

4. How relevant is Bidder’s experience in advising executive leadership, elected bodies, and senior management?

5. How strong are the qualifications and relevant experience of Bidder’s proposed key personnel?

20 Points

Proposals will be evaluated considering the RFP specifications, Bidder’s response submitted in the corresponding section of Exhibit A – Bid Response Packet, and the questions below:

1. How strong is Bidder’s knowledge of California public sector labor laws and regulations, including MMBA and PERB processes?

1. How strong is Bidder’s knowledge of current labor relations trends, best practices, and emerging issues?

1. How strong is Bidder’s experience implementing legislative and regulatory changes affecting labor relations and employment practices?

1. How sufficient is Bidder’s capacity to meet the County’s workload requirements, including availability, responsiveness, and ability to support multiple concurrent negotiations?

20 Points

Proposals will be evaluated considering the RFP specifications, Bidder’s response submitted in the corresponding section of Exhibit A – Bid Response Packet, and the questions below:

1. How effective is Bidder’s process for preparing written reports, analyses, briefings, and labor relations documents (e.g., MOUs, correspondence)?

1. How clear and reliable is Bidder’s process for providing meeting summaries, consultation notes, and other required written communications?

1. How clear and effective is Bidder’s process for tracking, reporting, and ensuring accuracy and quality of deliverables?

10 Points

Should the County opt to conduct a vendor interview, the interview may include responding to standard and specific questions from the CSC regarding the Bidder’s proposal. Whether or not a shortlist process is used, the scores of any evaluation criterion above may be revised or informed based on the vendor interview.

Vendor Interview may be used to revise / inform scores of criteria above

SMALL LOCAL EMERGING BUSINESS PREFERENCE

0. CONTRACT EVALUATION AND ASSESSMENT

During the initial 120-day period of any contract awarded, the County may review the proposal, the contract, any goods or services provided, and/or meet with the Contractor to identify any issues or potential problems.

The County reserves the right to determine, at its sole discretion, whether:

The Contractor has complied with all terms of this RFP and the contract; and Any problems or potential problems with the proposed goods and/or services were evidenced, which makes it unlikely (even with possible modifications) that such goods and/or services have met or will meet the County requirements.

If, as a result of such determination, the County concludes that it is not satisfied with the Contractor’s performance under any awarded contract and/or Contractor’s goods and services as contracted for therein, the Contractor may be notified that the contract is being terminated. The Contractor must be responsible for returning County facilities to their original state at no charge to the County. The County will have the right to invite the next qualified Bidder(s) to enter into a contract. The County also reserves the right to re-bid this project if it is determined to be in its best interest to do so. The County’s right to go to the next qualified Bidder(s) and/or rebid is not limited by the award of a contract or the 120-day period.

NOTICE OF INTENT TO AWARD

At the conclusion of the RFP response evaluation period, all Bidders will be notified in writing by email or US Postal Service mail of the contract award recommendation, if any, by GSA-Procurement. The document providing this notification is the Notice of Intent to Award/Non-Award.

The Notice of Intent to Award/Non-Award will provide the following information:

The name(s) of the Bidder(s) being recommended for contract award; and The names of all other parties that submitted proposals.

The submitted proposals will be made available upon request no later than five calendar days before approval of the award and contract is scheduled to be considered by the Board of Supervisors.

BID PROTEST / APPEALS PROCESS

The County of Alameda prides itself on the establishment of fair and competitive contracting procedures and the commitment made to follow those procedures. The following is provided in the event that Bidders wish to protest the bid process or appeal the recommendation to award a contract once the Notices of Intent to Award/Non-Award have been issued. Bid protests submitted prior to issuance of the Notices of Intent to Award/Non-Award will not be accepted by the County.

Any bid protest must be submitted in writing by 5:00 p.m. on the SEVENTH (7th) calendar day following the date of issuance of the Notice of Intent to Award/ Non-Award, not the date received by the Bidder. The bid protest must be submitted to the office that has been designated for review of protests for this procurement (the Protest Evaluator). For this procurement, the Protest Evaluator is:

GSA–Office of Acquisition Policy ATTN: Contract Compliance Officer 1401 Lakeside Drive, 10th Floor, Oakland, CA 94612 Email: GSA-BidProtests@acgov.org

A bid protest received after 5:00 p.m. is considered received as of the next calendar day. A protest received after 5:00 p.m. on the SEVENTH (7th) calendar day following the date of issuance of the Notice of Intent to Award/Non-Award will not be considered under any circumstances by the Protest Evaluator or their designee.

Generally, the County will promptly send an email acknowledging receipt of the protest; it is the responsibility of the protestor to confirm that the protest was timely received.

The bid protest must contain a complete statement of the reasons and facts for the protest.

The protest must refer to the specific portions of all documents that form the basis for the protest.

The protest must include the name, address, email address, and telephone number of the person submitting the protest on behalf of the protesting party.

The Contract Specialist will send a notification to Bidders if a protest is received.

The Protest Evaluator, or their designee, will review and evaluate the protest and issue a written decision. The Protest Evaluator may, at its discretion, do any of the following: investigate the protest, obtain additional information, provide an opportunity to settle the protest by mutual agreement, and/or schedule a meeting(s) with the protesting Bidder and others (as appropriate) to discuss the protest. The decision on the bid protest must be final prior to the Board hearing.

A notification of the decision will be communicated by email and/or US Postal Service mail to the protestor. Notification will be provided to Bidders when a decision has been made on the protest and whether or not the recommendation to the Board of Supervisors in the Notice of Intent to Award/ Non-Award will stand.

The decision on the bid protest by the Protest Evaluator may be appealed to the Auditor-Controller's Office of Contract Compliance & Reporting (OCCR) located at 1221 Oak St., Room 249, Oakland, CA 94612, Email: OCCR@acgov.org, unless the OCCR determines that it has a conflict of interest in which case an alternate will be identified to hear the appeal and all steps to be taken by OCCR will be performed by the alternate. The Bidder whose bid is the subject of the protest, all Bidders affected by the Protest Evaluator's decision on the protest, and the protestor have the right to appeal if they feel the Protest Evaluator's decision is incorrect. All appeals to the Auditor-Controller's OCCR must be in writing and submitted within SEVEN (7) calendar days following the issuance of the decision, not the date the decision is received by the Bidder. An appeal received after 5:00 p.m. is considered received as of the next calendar day. An appeal received after 5:00 p.m. on the SEVENTH (7th) calendar day following the date of issuance of the decision by the Protest Evaluator will not be considered under any circumstances by the Auditor-Controller OCCR or their designee.

The appeal must specify the decision being appealed and all the facts and circumstances relied upon in support of the appeal.

In reviewing protest appeals, the OCCR will not re-judge the proposal(s). The appeal to the OCCR must be limited to a review of the procurement process to determine if the contracting department materially erred in following the bid or, if applicable, County contracting policies or other laws and regulations.

The appeal to the OCCR must be limited to the grounds raised in the original protest and the written decision by the Protest Evaluator. As such, a Bidder is prohibited from stating new grounds for a Bid protest in its appeal.

The Auditor’s Office may overturn the results of a bid process for ethical violations by Procurement staff, County Selection Committee members, subject matter experts, or any other County staff managing or participating in the competitive bid process, regardless of timing or the contents of a bid protest.

The finding of the Auditor-Controller’s OCCR is the final step of the appeal process. A copy of the finding of the Auditor-Controller’s OCCR will be furnished to the protestor.

The finding on the appeal must be issued before a recommendation to award the contract is considered and contract awarded by the Board of Supervisors.

The procedures and time limits set forth in this section are mandatory and are each Bidder's sole and exclusive remedy in the event of a bid protest. A Bidder’s failure to timely complete both the bid protest and appeal procedures will be deemed a failure to exhaust administrative remedies. Failure to exhaust administrative remedies, or failure to comply otherwise with these procedures, will constitute a waiver of any right to further pursue the bid protest, including filing a Government Code Claim or legal proceedings.

TERM / TERMINATION / RENEWAL

The contract term, which may be awarded pursuant to this RFP, will be three (3) years.

By mutual agreement, any contract, which may be awarded pursuant to this RFP, may be extended for an additional two-year.

The County has and reserves the right to suspend, terminate or abandon the execution of any work, services and/or providing of goods by the Contractor without cause at any time upon giving the Contractor prior written notice. In the event that the County should abandon, terminate or suspend the Contractor’s work, services and/or providing of goods, the Contractor will be entitled to payment for services provided hereunder prior to the effective date of said suspension, termination, or abandonment. The County may terminate the contract at any time for cause without written notice upon a material breach of contract or substandard or unsatisfactory performance by the Contractor. In the event of termination with cause, the County reserves the right to seek any and all damages from the Contractor. In the event of such termination, with or without cause, the County reserves the right to invite the next highest-ranked Bidder to enter into a contract or rebid the project if it is determined to be in its best interest to do so.

BRAND NAMES AND APPROVED EQUIVALENTS

Any references in this RFP, including Addendum and other documents, to manufacturers’ trade names, brand names, and/or catalog numbers are intended to be descriptive but not restrictive unless otherwise stated and are intended to indicate the quality level desired. Unless otherwise noted, Bidders may offer any equivalent product that meets or exceeds the specifications; however, if the County, in its sole discretion, determines the product proposed is not equivalent, the Bid may be disqualified, or a lower score awarded by the CSC. Bids based on equivalent products must:

Clearly describe the alternate offered and indicate how it differs from the product specified; and Include complete descriptive literature and/or specifications as PDF attachments to the online bid submission as proof that the proposed alternate will be equal to or better than the product named in this RFP.

The County reserves the right to be the sole judge of what is equal and acceptable. It may require Bidders to provide additional information and/or samples or disqualify the bid proposal.

If Bidders do not specify otherwise, it is understood that the referenced brand will be supplied.

QUANTITIES

Quantities listed herein are annual estimates based on past usage and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.

PRICING

All pricing as quoted will not increase, but except as noted below, remain fixed and firm for the term of any contract that may be awarded as a result of this RFP.

Unless otherwise stated, Bidder agrees that, in the event of a price decline, the benefit of such a lower price will be extended to the County.

Reasonable price increases or decreases for subsequent contract terms may be negotiated between Contractor and County after completion of the initial term.

Taxes and freight charges:

All prices are to be Freight On Board (F.O.B.) destination. Any freight/delivery charges are to be included in the bid price.

The County is soliciting a total price for this project. The price(s) quoted must be the total cost the County will pay for this project, including all taxes (excluding Sales and Use taxes) and all other charges.

No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose, except taxes legally payable by the County, will be paid by the County unless expressly included and itemized in the bid proposal.

Amount paid for the transportation of property to the County of Alameda is exempt from Federal Transportation Tax. An exemption certificate is not required where the shipping papers show the consignee as Alameda County as such papers may be accepted by the carrier as proof of the exempt character of the shipment.

Articles sold to the County of Alameda are exempt from certain Federal excise taxes. If applicable, and upon request, the County will furnish an exemption certificate.

All prices quoted must be in United States dollars.

Price quotes must include any and all payment incentives available to the County.

In the evaluation of cost, if applicable, it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension, and the Bidder must honor the unit price quoted.

Federal and State minimum wage laws apply. The County has no requirements for living wages. The County is not imposing any additional requirements regarding wages.

AWARD

Most Responsive and Responsible Bidder(s)

a. The award will be made to the highest-ranked Bidder(s) who meet the requirements of these specifications, terms, and conditions.

b. Awards may also be made to the subsequent highest ranked Bidder(s) who will be called in order should the County need to contract with another Bidder(s).

c. An award will be recommended for the Bidder(s) that submitted the proposal(s) that best serves the overall interests of the County by attaining the highest overall point score. The award may not necessarily be made to the Bidder(s) with the lowest price.

2. Federal Contract Provisions: Funds used for payment of contract(s) awarded from this procurement may be from, or subject to reimbursement, by state and/or federal funds. Some of these funding sources require additional contractual obligations. Bidder must agree to federal contracting terms and conditions, that supplement the County’s Standard Services Contract General Terms and Conditions which are attached as hereto as Exhibit B, ADDITIONAL CONTRACT PROVISIONS – FEDERAL PROVISION. The successful Bidder(s) must meet federal requirements and agree to the terms including, but not limited to, meeting all contracting requirements as set forth in 2 C.F.R. § 200.326 and 2 C.F.R. Part 200, Appendix II.

3. Small Local Emerging Business (SLEB) Program

a. Small and Emerging Locally Owned Business: The County is vitally interested in promoting the growth of small and emerging local businesses by means of increasing the participation of these businesses in the County’s purchase of goods and services.

b. As a result of the County’s commitment to advancing the economic opportunities of these businesses, Bidders must meet the County’s Small and Emerging Locally Owned Business requirements in order to be considered for the contract award. These requirements can be found online at:

(1) Alameda County SLEB Program Overview [http://acgov.org/auditor/sleb/overview.htm]; and

(2) Alameda County SLEB Program Additional Information [https://gsa.acgov.org/do-business-with-us/vendor-support/small-local-and-emerging-businesses/]

c. For purposes of this procurement, applicable industries include, but are not limited to, the following North American Industry Classification System (NAICS) Code(s): 541612 and 541611.

d. A small business is defined by the United States Small Business Administration (SBA) as having no more than the number of employees or average annual gross receipts over the last three years required per SBA standards based on the small business's appropriate NAICS code.

e. An emerging business is defined by the County as having either annual gross receipts of less than one-half that of a small business OR having less than one-half the number of employees AND that has been in business less than five years.

f. If a Bidder is certified by the County as either a small and local or an emerging and local business (SLEB), the County will provide up to 5% bid preference for procurements over $25,000.

g. If a Bidder is located within Alameda County, the County may provide a 5% local bid preference.

4. County Rights

a. The County reserves the right to reject any or all responses that materially differ from any terms contained in this RFP, including Exhibits and any Addendums, to waive informalities and minor irregularities in responses received, and to provide an opportunity for Bidders to correct minor and immaterial errors contained in their submissions. The decision as to what constitutes a minor irregularity will be made solely at the discretion of the County.

b. Any bid proposals that contain false or misleading information may be disqualified by the County.

c. The County reserves the right to award to a single or multiple Contractors.

d. The County reserves the right to conduct additional procurements for the same or similar goods and/or services or to award to additional contract(s), including to other Bidder(s), during the term of the contract if it determines that additional Contractors are needed to supplement goods and/or services being provided.

e. The County has the right to decline to award this contract or any part thereof for any reason.

5. Procedures

a. Board approval to award a contract is required.

b. A contract must be fully executed by the recommended awardee and the County prior to any services and goods being provided or work being performed.

c. The County uses its Standard Services Agreement terms and conditions for purchases and services. Any terms that are not acceptable to a Bidder must be identified on the Exceptions and Clarifications form in Exhibit A - Bid Response Packet. Bidder may access a copy of the Standard Services Agreement template at:

Alameda County Federal Standard Services Agreement Template [https://acgovt.sharepoint.com/:b:/s/GSADigitalLibrary/IQCrL6WFkaGDRoS515st0YNFASdnE7iNjqN9H3CS6EMEIjw?e=hKGh6A] The template contains minimal standard language and specific contract terms, including the scope of services that may be drafted and negotiated based on this RFP and the bid proposal(s). As noted above, Exhibit B, ADDITIONAL CONTRACT PROVISIONS – FEDERAL PROVISION, will be part of the contract.

d. The RFP specifications, terms, conditions, Exhibits, RFP Addenda, and Bidder’s proposal may be incorporated into and made a part of any contract that may be awarded as a result of this RFP.

METHOD OF ORDERING

A written Purchase Order (PO) will be issued after an executed contract and Board approval. If there is any conflict in terms of any PO and the executed contract, the contract will control, even if a PO is issued later. Payment cannot be made to any Contractor until a PO is issued.

POs and payments for goods and/or services will be issued only in the name of the Contractor, as identified on the contract.

The Contractor must adapt to changes to the method of ordering procedures as required by the County during the term of the contract.

Any change orders must be agreed upon in writing by Contractor and County and issued as needed by County.

INVOICING

Contractor must invoice the requesting department, unless otherwise directed by County, upon satisfactory receipt of goods and/or performance of services.

Services provided for County employee labor relations matters must be invoiced to the HRS. Services provided for PAIHSS Program labor relations matters must be invoiced separately to the Social Services Agency (SSA). The Contractor must not combine charges for HRS and SSA services on the same invoice.

Invoices for SSA must be submitted to SSA Payables unit through CATS vendor portal: https://alamedacounty.agiloft.com/logins/alamedacounty-login.htm. SSA will provide system access and invoicing instructions to the Contractor upon contract execution.

County will use reasonable efforts to make payment within 30 days following receipt and review of invoice and complete satisfactory receipt of goods and/or performance of services.

County will notify the Contractor of any adjustments or corrections that must be made to receive payment on an invoice.

Invoices submitted by the Contractor must contain the County PO number, invoice number, remit to address, itemized goods and/or services description, and price as quoted and must be accompanied by an acceptable proof of delivery and any other information requested by the County.

Contractor must utilize a standardized invoice format upon request.

Invoices must be issued by, and payments made to, the Contractor who is awarded a contract.

The County will pay the Contractor, after receipt and approval of an invoice, monthly or as agreed upon, not to exceed the total contract amount. The County will not pay for goods and/or services in advance.

In the event the Contractor’s performance and/or deliverable goods have been deemed unsatisfactory by a review committee, the County reserves the right to withhold future payments until the performance and/or deliverable goods are deemed satisfactory.

ACCOUNT MANAGER / SUPPORT STAFF

The Contractor must provide dedicated support staff to be the primary contact for all issues regarding the response to this RFP and any contract which may arise pursuant to this RFP.

Contractor must also provide adequate, competent support staff that will be able to service the County during normal working hours, Monday through Friday, or as otherwise identified in this RFP. Such representative(s) must be knowledgeable about the contract, products, and/or services offered and able to identify and resolve quickly any issues, including but not limited to order and invoicing problems.

Contractor must provide a dedicated, competent account manager who will be responsible for the County account/contract and receive all orders. Contractor account manager must be familiar with County requirements and standards and work with the department to ensure that established standards are adhered to. This includes keeping the County Contract Administrator informed of department requests as needed.

INSTRUCTIONS TO BIDDERS

COUNTY CONTACTS

1. GSA-Procurement is managing the competitive process for this project on behalf of the County. All contact during the competitive process is to be through the GSA-Procurement department only. Any communication regarding this RFP with other County personnel may result in disqualification.

2. The evaluation phase of the competitive process will begin upon receipt of sealed bid proposals and continue until a contract has been awarded.

3. Contact Information for this RFP:

N. Peng, Procurement & Contracts Specialist Alameda County, GSA-Procurement 1401 Lakeside Drive, 10th Floor Oakland, CA 94612 Email: n.peng@acgov.org Phone: (510) 208-9636

4. The GSA Contracting Opportunities website and County of Alameda Procurement Portal will be the official notification posting place of all bid documents related to this RFP. Each Bidder is responsible for checking the website for any Addendums and other notices related to this RFP.