COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. 902768 for

Third-Party Administrator Services for Flexible Spending Accounts and Commuter Benefits

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 July 30, 2026 through Alameda County, GSA-Procurement County of Alameda Procurement Portal https://procurement.opengov.com/portal/acgov

CALENDAR OF EVENTS

Third-Party Administrator Services for Flexible Spending Accounts and Commuter Benefits

TO ATTEND ONLINE:

Microsoft Teams meeting Join: RFP 902768 Bidders Conference Meeting ID: 274 721 080 754 70 Passcode: Xc2km7km Dial in by phone +1 415-915-3950,,913232703# United States, San Francisco

(888) 715-8170,,913232703# United States (Toll-free) Find a local number Phone conference ID: 913 232 703# Join on a video conferencing device Tenant key: alamedacountyca@m.webex.com Video ID: 113 005 427 9 More info

Written Questions Due via the “Question & Answer” tab of this project in the County of Alameda Procurement Portal June 30, 2026 by 5:00 p.m.

Response Due and Submitted through County of Alameda Procurement Portal

July 30, 2026 by 2:00 p.m.

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

Microsoft Teams meeting Join: RFP 902768 Public Bid Opening Meeting ID: 270 355 512 580 002 Passcode: wX7ak6um Dial in by phone +1 415-915-3950,,419854189# United States, San Francisco

(888) 715-8170,,419854189# United States (Toll-free) Find a local number Phone conference ID: 419 854 189# Join on a video conferencing device Tenant key: alamedacountyca@m.webex.com Video ID: 116 748 535 7 More info

NOTE: All dates are tentative and subject to change.

Alameda County Vendor Outreach Wednesday, June 24, 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

THIRD-PARTY ADMINISTRATOR SERVICES FOR

FLEXIBLE SPENDING ACCOUNTS AND COMMUTER BENEFITS

TABLE OF CONTENTS

Page

ATTACHMENTS

EXHIBIT A Bid Response Packet

STATEMENT OF WORK

INTENT

It is the intent of these specifications, terms, and conditions to describe Third-Party Administrator Services for the County’s Flexible Spending Accounts and Commuter Benefits program 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(s) selected as the most responsive and responsible Bidder(s) whose response(s) conform to the RFP and meet the County’s requirements.

Bidders may submit proposals for:

· Flexible Spending Account (FSA) Administration Services only;

· Commuter Benefits Administration Services only; or

· Both FSA and Commuter Benefits Administration Services as a bundled solution.

Bidders submitting proposals for only one service category must complete and submit the corresponding pricing table for that category. Bidders submitting proposals for both service categories must complete and submit the FSA pricing table, the Commuter Benefits pricing table, and the bundled FSA and Commuter Benefits pricing table.

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

· Award separate contracts for FSA Administration Services and Commuter Benefits Administration Services to different Bidders based on the highest-ranked proposal for each respective category; or

· Award a single contract for bundled FSA and Commuter Benefits Administration Services to the highest-ranked Bidder under the bundled proposal category.

Proposals will be evaluated separately according to the service category or categories for which the Bidder submits a proposal. FSA-only proposals will be evaluated against other FSA proposals; Commuter Benefits-only proposals will be evaluated against other Commuter Benefits proposals; and bundled FSA and Commuter Benefits proposals will be evaluated as a separate category. Final award determination will be made in the best interest of the County.

SCOPE

Alameda County Human Resources Services – Employee Benefits Center (HRS–EBC) is seeking a qualified Third-Party Administrator (TPA) to provide comprehensive administration of FSA and Commuter Benefits. The solution must include an integrated debit card for accessing funds, a secure online portal for account management, high-quality customer service, and effective communication and marketing materials that support employees in making informed benefit decisions.

HRS–EBC seeks to leverage the TPA’s administrative platform, reporting tools, and account management capabilities to align with and support the County’s existing FSA and Commuter Benefits Program and processes.

The selected TPA will provide complete administrative and claims services for all types of Flexible Spending Accounts and Commuter Benefits offered by the County. The TPA must demonstrate a proven and reliable process for contribution reconciliation, claims adjudication, and financial reporting. The TPA must also have the ability to interface and coordinate effectively with applicable County systems and departments.

At a minimum, the TPA will provide the following services:

· Claims Administration – End-to-end processing, adjudication, and reimbursement of all eligible FSA and commuter claims in compliance with applicable regulations.

· Web-Based Platform – A secure, user-friendly online portal and mobile access for account inquiries, claims submission, and real-time status tracking. For Commuter Benefits, the platform must also allow employee enrollment, changes and terminations. For FSA, the platform must be able to track employee and employer funding separately.

· Debit Card Solution – A customized, compliant debit card program that enables participants to access FSA and commuter funds at point of sale.

· Customer Service – A dedicated toll-free (800) number with knowledgeable representatives and defined service level standards.

· Communications and Materials – Dual-branded, clear, and compliant communication materials, including enrollment guides and educational content.

· Account Management – A dedicated account management team responsible for implementation, ongoing support, and performance management.

· Reporting and Analytics – Robust, customizable reporting capabilities, including standard and ad hoc reports to support program oversight, compliance, and decision-making.

BACKGROUND

The County of Alameda is the sixth-largest county in California, employing approximately 9,771 employees, of whom approximately 9,288 are benefits-eligible. The County serves a population of approximately 1.6 million residents across 738 square miles and includes 14 cities, including Oakland, Berkeley, Hayward, Fremont, Livermore, and Pleasanton. The western portion of the County is primarily urban, while the eastern region is more suburban and light industrial. The County’s population is diverse in terms of race, ethnicity, religion, and socio-economic background.

Major County departments include, but are not limited to, the Alameda County Sheriff’s Office, General Services Agency, Human Resource Services Department, Information Technology Department, Public Works Agency, Registrar of Voters, Health Care Services Agency, Child Support Services Department, Social Services Agency, Probation Department, and Public Defender.

The EBC within the Human Resource Services Department administers employee benefits programs and currently provides benefit information through an internal online intranet site. The County utilizes PeopleSoft/Oracle as its Human Resources Information System (HRIS) platform.

The County offers a comprehensive benefits program, including pre-tax benefits under Internal Revenue Code Sections 125, 132, and 137. These benefits include medical, dental, vision, voluntary employee life insurance, voluntary accidental death and dismemberment insurance, FSA, and Commuter Benefits. The historical and current employee enrollment in the FSA and Commuter Benefits are as follows:

Plan Year (1/1 to 12/31) Flexible Spending Accounts

Plan Year (month to month) Commuter Benefits

FSA are offered through payroll deductions under IRS Code Section 125 and include Health Care, Dependent Care, and Adoption Assistance accounts for eligible expenses. Current annual employee contribution limits are up to $3,300 for Health Care FSA, $7,500 for Dependent Care FSA, and $6,000 for Adoption Assistance FSA, subject to change based on IRS regulations.

The County also provides an employer credit (“County Allowance”) that employees may apply toward eligible pre-tax benefits. In accordance with IRS Notice 2013-54, any remaining allowance may be applied to a Health Care FSA in most cases. Certain employee groups may allocate contributions across multiple FSA types based on eligibility. Any unused employer credit amounts are cashed out to employees on a bi-monthly per pay period basis. The County operates on a 26-pay-period calendar; however, benefit deductions and cash-outs are based on 24 pay periods.

In addition, the County offers a Commuter Benefits Program via payroll deductions under IRS Code Section 132(f), as amended by Section 910, PL105-78, for qualified mass transportation, parking, and vanpooling expenses. This allows employees to elect pre-tax payroll deductions for qualified transportation expenses. Current limits allow up to $340 per month for transit and vanpooling expenses, $340 per month for qualified parking, or up to $680 per month for combined parking and transit expenses. Both amounts are subject to change.

Qualified mass transportation expenses can be reimbursed using debit cards, prepaid cards, vouchers, tokens, fare cards, or any items entitling a person to transportation on a mass transit facility such as (but not limited to) BART, MUNI, and AC Transit.

Qualified parking expenses are the costs for parking on or near a County business premises or at a location from which the employee commutes by car, bus, or train.

Qualified vanpooling is done in a “commuter highway vehicle,” defined as a vehicle with a seating capacity of six or more adults (not including the driver), and at least 80% of the annual mileage is for transporting employees between their residence and employer. Typically, there is a fee for using a vanpool service. The fee is a reimbursable commuting expense.

ConnectYourCare is the current administrator for the County’s FSA program, including Health Care FSA, Dependent Care Assistance Program, and Adoption Assistance accounts. WEX, Inc. is the current administrator for the County’s Commuter Benefits program, including Parking Program and Transit Program. The Contractor(s) will be expected to coordinate with the County and the incumbent vendors as necessary to support implementation and transition activities.

BIDDER QUALIFICATIONS

BIDDER Minimum Qualifications Bidder must be regularly and continuously engaged in the business of providing third party administrator services for flexible spending accounts and/or commuter benefits for at least five (5) consecutive years, which must be clearly stated or demonstrated in the bid response.

Bidder’s Account Management Staff must have at least three (3) years of day-to-day experience providing administration of flexible spending accounts and/or commuter benefits, which must be clearly stated or demonstrated in the bid response and verifiable via resume.

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:

1. Seamlessly transition County employees from the current FSA and Commuter Benefit Programs provider, in an organized, efficient manner, within sixty (60) days of any contract that may be awarded as a result of this RFP, with no break in service.

2. Provide administration of all flexible spending accounts and commuter benefits included in the Alameda County benefit offerings, including any future enhancements.

3. Administer a debit/credit card program for FSA and Commuter benefits with frequent claims and reimbursement processing.

Provide clear communications regarding the features and functionality of the debit/credit card.

Clearly explain all instances when the card may be used (pharmacy, doctor’s office, vision provider, parking, transit, etc.).

Provide a minimum of two debit cards per account holder for reimbursement, at no additional cost to the participant.

4. Ensure that commuter benefit funds are made available only after payroll deductions have been collected and posted to the participant’s account. Contractor must not permit reimbursement or spending of funds prior to posting and must prohibit use of future payroll deductions.

5. Maintain a fully automated claims adjudication system in compliance with electronic transmission standards and security requirements and all other regulations as required by the Health Insurance Portability and Accountability Act (HIPAA).

6. Ensure that the plan design, documentation, implementation, communication, and reporting are in compliance with all current applicable laws and regulations.

7. Manage participant account contributions.

a. Accept plan enrollment elections via electronic file transmission and post the elections to participant recordkeeping accounts.

b. Process payroll-deducted contributions on a semi-monthly basis over twenty-four (24) pay periods.

8. Process ongoing employee enrollment, terminations, and changes in a timely manner, in compliance with County eligibility rules and payroll calendar.

9. Allow eligible employees to enroll in Commuter Benefits at any time, in accordance with program rules.

10. Allow employees to modify reimbursement methods and payroll deduction amounts at any time, as permitted by regulations.

11. Eliminate terminated employees from the program and payroll deduction cycle as instructed by County staff.

12. Fund the program with semi-monthly deductions per paycheck per enrolled employee.

13. Accept and process participant claims, including direct participant submissions, and reimburse County employee's claims within seven (7) business days of receipt of a complete and valid claim. Reimbursements must be accompanied by individualized participant statements detailing claim and payment information and made available via direct deposit or check, as applicable.

14. Process all unpaid claims using funds collected from County employees to close out current and prior program years, as applicable.

15. Submit detailed monthly reconciliation reports to County staff, including enrollment, contributions, and reimbursement activity.

16. Provide participants with access to account statements and reporting, including claim activity, payment history, account balances, and transaction details.

17. Analyze program costs and provide recommendations for cost savings and program improvements.

18. Provide County-approved training and marketing materials in editable electronic formats that are printer-friendly so that it can be reproduced and distributed to County employees via mail, email, or at new hire orientation.

19. Provide hardcopy training materials for EBC training events and hardcopy marketing materials for the County’s Annual Health Fairs (three (3) separate events attended by approximately 1,800 County employees).

20. Participate in approximately three (3) to six (6) annual County events that may be in person or virtual; including the County’s Annual Health Fairs and other County events that focus on the “Sustainability” benefits of using mass transit, carpooling, and other environmentally friendly commuting options.

21. Collect, analyze, and report program data in comparison to industry standards, marketplace competitors, and best practices.

22. Accept Health FSA, Dependent Care Assistance Program (DCAP), Adoption Assistance participant, Commuter Benefits and employer pre-tax contributions via files transmitted from the County’s PeopleSoft/Oracle Human Resource Information System.

23. Administer plan provisions allowing prior plan year FSA claims to be processed by April 15th of the current year. After April 15th, forfeited contributions from the employer and participant will be returned to the employer after calendar year-end reconciliation.

24. Provide administrative services in compliance with Internal Revenue Code Sections 105, 125, 132, and 137.

25. Implement and maintain administrative, technical, and physical safeguards to protect County data in accordance with applicable security and privacy requirements.

26. Provide communication support for the FSA and Commuter Benefits Program, including project management, strategic communication planning, and development and editing of written and web-based information distributed to County employees.

27. Provide a toll-free (800) customer service number for participants and County staff, staffed by knowledgeable representative and supported by defined service level standards.

28. Provide basic graphic design services to support employee communications, either through Contractor staff or subcontractors.

29. Update County staff of any changes to applicable State and/or Federal laws and regulations related to the FSA and Commuter Benefits Program within five (5) business days of announcement.

30. Provide written analysis to County staff of how the proposed State and/or Federal legislative changes will affect the FSA and Commuter Benefits Program, including any proposed and required program modifications within ten (10) business days of announcement.

31. Provide research and timely responses to program-related inquiries from HRS/EBC staff.

32. Attend County meetings and presentations with County staff, as requested.

32. Assist County staff on technical issues affecting the administration and processing procedures of the FSA and Commuter Benefits Program.

DELIVERABLES / REPORTS

Contractor must provide monthly and end-of-contract term program activity reports to County staff in both hard copy and electronic formats, including, but not limited to, the following:

Employee-level data, including employee name, address, employee identifier, check digit (if applicable), and contribution amounts received and reimbursed, reported monthly and on a cumulative year-to-date basis.

Reconciliation reports that compare posted contributions to the number of enrolled participants and account balances.

Reports identifying lost and/or stolen reimbursement checks, including status and resolution.

Ad hoc reports, as requested by County staff.

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 902768 Bidders Conference Meeting ID: 274 721 080 754 70 Passcode: Xc2km7km Dial in by phone +1 415-915-3950,,913232703# United States, San Francisco

(888) 715-8170,,913232703# United States (Toll-free) Find a local number Phone conference ID: 913 232 703# Join on a video conferencing device Tenant key: alamedacountyca@m.webex.com Video ID: 113 005 427 9 More info 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 three (3) 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? ).

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 account management services in supporting the County’s FSA and/or Commuter Benefits Program?

2. How responsive is Bidder’s customer service model, including availability of toll-free support and service level standards?

3. How comprehensive are Bidder’s communication and support services, including training, marketing materials, and participation in County events?

4. How capable are Bidder’s services for providing timely research, issue resolution, and ongoing support to HRS/EBC staff?

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 functional is Bidder’s proposed system, including the web-based platform, participant portal, and reporting tools?

2. How effective is Bidder’s debit/credit solution for accessing FSA and/or commuter benefits?

3. How secure is Bidder’s system, including compliance with HIPAA and data protection requirements?

4. How compatible is Bidder’s system with the County’s PeopleSoft/Oracle HRIS and file transmission requirements?

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 effective is Bidder’s approach to claims processing, including adjudication, timeliness, and reimbursement methods?

1. How reliable is Bidder’s approach to enrollment processing, account maintenance, and participant account management?

1. How accurate is Bidder’s approach to contribution processing, reconciliation, and funding of participant accounts?

1. How feasible is Bidder’s transition and implementation plan to ensure continuity of services within the required timeframe?

1. How compliant is Bidder’s approach to administering services in accordance with applicable laws and Internal Revenue Code requirements?

1. How relevant is Bidder’s experience in administering FSA and/or Commuter Benefits program of similar size and complexity?

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 comprehensive is Bidder’s reporting capability, including standard, ad hoc, and participant-level reporting?

1. How effective is Bidder’s approach to reconciliation, data analysis, and program performance monitoring?

1. How proactive is Bidder’s approach in identifying cost savings and program improvements?

1. How responsive is Bidder’s approach to regulatory compliance, including updates and impact analysis of legislative changes?

15 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

1. 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.

Small Local Emerging Business (SLEB) Program 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.

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:

Alameda County SLEB Program Overview [http://acgov.org/auditor/sleb/overview.htm]; and Alameda County SLEB Program Additional Information [https://gsa.acgov.org/do-business-with-us/vendor-support/small-local-and-emerging-businesses/] For purposes of this procurement, applicable industries include, but are not limited to, the following North American Industry Classification System (NAICS) Code: 524292.

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.

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…