RP025_24 INV.pdf

April 24, 2024

RP025-24

REQUEST FOR PROPOSAL

The Gwinnett County Board of Commissioners is soliciting competitive sealed proposals from qualified service providers for the Provision of Homemaker Services for Gwinnett Senior Residents on an Annual Contract with four (4) additional one-year options to renew for the Gwinnett County Department of Community Services.

Proposals must be returned in a sealed container marked on the outside with the Request for Proposal number and Company Name. Proposals will be received until 2:50 P.M. local time on May 21, 2024 at the Gwinnett County Financial Services - Purchasing Division – 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046.

Any proposal received after this date and time will not be accepted. Proposals will be publicly opened and only names of submitting firms will be read at 3:00 p.m. A list of firms submitting proposals will be available the following business day on our website www.gwinnettcounty.com.

A Webex pre-proposal meeting is scheduled for 1:00 P.M. local time on April 30, 2024. To access, dial 1-408-418-9388, enter Access Code 173 532 1781. All interested parties are urged to attend. Questions regarding proposals should be directed to Jake Scarpone, Purchasing Associate II, at Jake.Scarpone@gwinnettcounty.com or by calling 770-822-8722 no later than 12:00 P.M. local time May 1, 2024. Proposals are legal and binding upon the Consultant when submitted. One unbound single-sided original, five (5) exact copies, and one electronic pdf copy on flash drive should be submitted.

Successful Consultant will be required to meet insurance requirements. The Insurance Company should be authorized to do business in Georgia by the Georgia Insurance Department and must have an A.M. Best rating of A-5 or higher.

Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs or activities. Any requests for reasonable accommodations required by individuals to fully participate in any open meeting, program or activity of Gwinnett County Government should be directed to the ADA Coordinator, Gwinnett County Justice and Administration Center, 770-822-8165.

The written proposal documents supersede any verbal or written prior communications between the parties.

Selection criteria are outlined in the request for proposal documents. Gwinnett County reserves the right to reject any or all proposals, to waive technicalities, and to make an award deemed in its best interest.

Award notification will be posted after award on the County website, www.gwinnettcounty.com and companies submitting a proposal will be notified via email. We look forward to your proposal and appreciate your interest in Gwinnett County.

Jake Scarpone Purchasing Associate II The following pages should be returned with your proposal:

Cost Proposal, Page 16-17 (To be submitted in a separate sealed envelope) Firm Information, Page 18 References, Page 19 List of Subcontractors, Page 20 Contractor Affidavit, Page 21 Ethics Affidavit, Page 22 Required Contract Provisions For Non-Federal Entity

Contracts Under Federal Awards, Pages 23-30 http://www.gwinnettcounty.com/ mailto:Jake.Scarpone@gwinnettcounty.com http://www.gwinnettcounty.com/

RP025-24 PAGE 2

REQUEST FOR PROPOSAL

PROVISION OF HOMEMAKER SERVICES FOR GWINNETT SENIOR RESIDENTS ON AN ANNUAL

CONTRACT

I. BACKGROUND

Gwinnett County has an approximate land area of approximately 437 square miles, with an approximate population of 957,402,135 according to the 2020 US Census. According to the US Census, there are 106,165 people 65 years old and older living in Gwinnett. Most people prefer to stay in their communities as they age, but they need access to supportive services to be able to do so. Aging can make daily household chores difficult and potentially dangerous to handle alone. Professional help with household chores can improve quality of life and extend the amount of time that seniors can successfully stay in their homes.

The Department of Community Services, Health & Human Services Division is the designated County Based Agency (CBA) responsible for the provision of senior services for the county. In this entire division capacity, Health & Human Services provides congregate meals, home delivered meals, in-home services (personal care, respite, and homemaker) and transportation services involving designated assistance to support various resident populations in Gwinnett County. The County seeks competitive proposals from qualified homemaking vendors who can provide light housekeeping (cleaning, vacuuming, sweeping, mopping, dusting, laundry, washing, drying, and storing dishes, bagging, and placing garbage in collection containers, making beds and changing linens (only while client is out of bed) services to seniors of Gwinnett County. Contractors may be a state entity, county, regional government entity, private non-profit or for-profit vendor.

A. DEFINITIONS

1. Activities of Daily Living (ADLs): Normal routines involving personal care and mobility, the everyday activities around self-care. These consist of eating, bathing, grooming, dressing, transferring, and continence.

2. Frail: (As defined by the Older American’s Act) unable to perform at least two activities of daily living without substantial human assistance, including verbal reminding, physical cueing, or supervision; or due to a cognitive or other mental impairment, requires substantial supervision because the individual behaves in a manner that poses a serious health or safety hazard to the individual or to another individual.

3. Homemaker Services: Assistance with light cleaning (Cleaning, vacuuming, sweeping, mopping, dusting, laundry, washing, drying, and storing dishes, bagging, and placing garbage in collection containers, making beds, and changing linens (only while client is out of bed) in areas in the home which includes kitchen, bedroom, bathroom, and living room. Gwinnett County will assign the daily tasks to be carried out by the selected vendor.

4. Instrumental Activities of Daily Living (IADLs): Functions and actions necessary for an individual to maintain his/her immediate environment. These consist of: managing money, telephoning, preparing meals, laundry, housework, outside home, routine health, special health, and being alone.

RP025-24 PAGE 3

II. SCOPE OF WORK

The Gwinnett County Board of Commissioners is seeking qualified vendors for the provision of homemaker services to homebound seniors (60 years old and older). Gwinnett has directly provided this service to seniors for over forty years. The Department of Community Services, Health & Human Services Division administers this contract in partnership with the Atlanta Regional Commission with resources identified under the Older Americans Act. The selected vendor (s) must demonstrate compliance with the Georgia DHS Division of Aging Services Homemaker Service Requirements (Section 306) and any future revisions.

The successful provider shall be capable of providing qualified homemaking services to up to 200 seniors. Each senior client will receive between one (1) to three (3) hours per visit on a weekly or bi-weekly basis. The scope of work for this project includes provision of staffing/personnel, staff scheduling, travel to client homes, completion of identified homemaker tasks and documentation of the home visit. Supplies to perform the work will be provided by senior clients. The selected vendor(s) will initiate services within ten (10) working days from the date of receiving a referral from the County, and thereafter deliver identified services on a regular basis in accordance with the established service plan.

To be successful with this contract, the selected vendor should have personnel who receive client calls during business hours, schedule client visits, and provide homemaking services in the clients’ home. It is strongly encouraged to have one designated office personnel who is available during business hours to address the needs of this project. A minimum of five full-time homemakers, or a minimum of seven part-time homemakers is also encouraged to meet the needs of this contract. Annual quantities on the projected schedule are estimates only.

Quantities will vary depending upon the needs of the County.

A. SERVICE DELIVERY STANDARDS

1. The Selected Respondent shall provide homemaking services for a minimum of one (1) hour up to three (3) hours for identified Gwinnett County clients.

2. Service will be provided Monday–Friday 8:00 a.m.–6:00 p.m., including pre-approved holidays. Holidays and weekends, if applicable, must be pre-approved in writing by Gwinnett County.

3. The Selected Respondent shall provide a scheduled service at the same time and day each week. The selected vendor will maintain continuity with all client’s schedule and assigned aides. Gwinnett county understands that schedules and aides may fluctuate, but continuity is the goal for all clients serviced through Gwinnett County. When schedules and/or aides fluctuate all selected vendors must notify the In-Home Services Program Specialist with the updated Aide info regarding changes.

B. PERSONNEL REQUIREMENTS

1. The selected vendor(s) must provide an organizational chart to show the structure of departments, positions, and job titles in the organization. The chart must include

RP025-24 PAGE 4

personnel who receive client calls during business hours, schedule client visits, and provide homemaking services.

2. The Selected Respondent shall ensure that all homemakers under this contract comply with all Federal, State and Local policies. The Provider must demonstrate compliance with the Georgia DHS Division of Aging Services Section 306, Homemaker Service Requirements, and any future revisions.

3. State approved fingerprinting must be on file and approved prior to providing any services under this contract.

4. All homemakers must successfully have the following on file:

a. Orientation training list

b. Abuse & Neglect/Mandated Reporter Training

c. Proof of minimum job qualifications

d. Identification on record

e. Employment history (including proof of experience providing care to older adults)

f. Fingerprint Background Eligibility Letter

g. Job description

h. Receipt of code of ethics

i. TB screening at the time of hire and annually thereafter

j. Annual performance review

k. Eight (8) hours annual in-service or additional training documented.

C. SPECIAL PROVISIONS

1. Clients must reside in Gwinnett County or be pre-approved by Gwinnett County.

Services will be within the 437 square mile radius of Gwinnett County.

2. Providers of homemaker services are not subject to state licensure unless the homemaker tasks are provided as a component of a service subject to licensure, such as personal care, companion sitter services, or in-home respite care. For additional information on state licensure, refer to Georgia Department of Human Services Manual 5300 (hereinafter referred to as “MAN 5300”), Section 208.

3. No outside guest or person unrelated to the provision of service may accompany or attend client visit, nor should any outside visit beyond scheduled services occur.

RP025-24 PAGE 5

4. The provider is encouraged to use time tracking technology to allow for accurate verification for documentation.

D. GENERAL STANDARDS

1. Office Location:

a. The selected vendor is not required to have a location in Gwinnett County.

2. Referral of Clients:

a. Prospective clients shall be assessed by Gwinnett County Health and Human Services’ Care Management Team for appropriateness and eligibility. They will then be referred to the agency for service initiation.

b. All assessments and documents completed by Gwinnett County staff will be housed at Gwinnett County. The referral to the vendor will consist of a care plan with basic demographics, emergency contact, tasks assigned, frequency and duration, and any pertinent information deemed by Gwinnett County staff.

c. Alongside the selected vendor, Gwinnett County homemaking services are provided by in-house staff as well and the County reserves the right to use in house staff to supplement this contract when in the best interest of the County.

d. The vendor will initiate services within ten (10) working days from the date of receiving the referral, and thereafter deliver them on a regular basis in accordance with the established service plan. The care plan will have the referral date on it. The selected agency will need to document the start date for services as well as communicate to the In-Home Services Program Specialist the date homemaking services were started for the assigned client.

3. Section 306 Compliance:

a. Gwinnett County shall provide ongoing care management, service plan, and supervisory visit compliance according to Section 306. Supervisory visits will be completed by the selected vendor. The first supervisory visit will be made within 30 days of the end of the first six (6) months of service delivery and annually thereafter.

The visits are made to ensure that the needs of the client are being met, to assure that the homemaker is performing tasks according to the service plan, to assure that the client is cooperating with and benefiting from the care plan, and to remedy any areas of deficiency. Supervisory documentation will be provided to the In-home Services Coordinator upon completion of visit. Supervisory visits will be monitored and tracked to ensure the selected agency stays in compliance. If changes are needed, the in-home services program specialist and team will confirm changes to the agency via an updated care plan.

RP025-24 PAGE 6

4. Personal Protective Equipment:

a. The selected vendor shall be responsible for providing safety equipment/supplies necessary for protection of personnel safety.

5. Hours of Service:

a. Services will be provided Monday–Friday 8:00 a.m.–6:00 p.m., including pre-approved holidays. Holidays and weekends, if applicable, must be pre-approved in writing by Gwinnett County.

6. Required Time Per Visit:

a. Homemaker services shall be provided between 1-3 hours for each client per visit.

7. Supplies:

a. The client is expected to provide cleaning supplies.

8. Substitutions:

a. The selected vendor shall provide a substitute in the event of staff absence for all client visits.

9. References:

a. The selected vendor(s) must have demonstrated success with light housekeeping in residential homes for a client base of 125 or more. A minimum of three (3) references within the last three years should be provided on the “References” form included herein.

10. Quality Assurance:

a. Quality assurance and program evaluation will be conducted by Gwinnett County on an ongoing basis and also as part of an annual audit.

11. Termination of Client Services:

Termination of homemaker services, for a given client, will be determined by Gwinnett County as part of the initial referral and/or appropriate follow up communication(s). If a termination request is provided by the client to the vendor, the vendor will communicate to Gwinnett County for follow up. Confirmation will be sent regarding official termination of the clients’ homemaking services.

Changes to services and care plans will only be done by Gwinnett County staff. If a change to services is deemed for the client by the vendor, it will need to be communicated with the In-Home Services Coordinator for approval and proper documentation.

RP025-24 PAGE 7

E. REPORTING

1. Selected Respondent shall cooperate with and provide any information for any other report(s) as required by Gwinnett County.

2. Reports of incidents with a client must be reported verbally to Gwinnett County staff within one hour of the occurrence and followed up in writing via email within 24 hours of the occurrence. If a police report is issued, it must be submitted within five business days.

3. Written responses to complaints are required within three (3) business days and a complaint log with resolution must be maintained for audit.

4. Selected Respondent will be required to submit a schedule of client visits for the upcoming week (including day and approximate time) to be received no later than Friday prior.

5. Activity records from each visit are to be sent weekly. They must include but not limited to date, arrival time, departure time, services rendered, client signature and homemaker signature. These records need to be submitted by the end of business day on Tuesday, following the week’s end. The selected vendor will send the activity records to the appropriate staff members which will be assigned by Gwinnett County in orientation.

The end of month might cause tighter deadlines for submission of records. Activity records are subject to Gwinnett County audit for verification of accuracy and fulfillment during the term of the contract. Vendor is encouraged to use time tracking technology and accurate verification for documentation.

6. Providers shall be required to respond to periodic consumer satisfaction surveys administered by Gwinnett County staff.

7. Invoices shall be on company letter head and include the vendor number, date of final approved invoice was sent, the date(s) of service, and are to be detailed by line item(s) in the contract. Invoices must be sent to disbursements at disbursements@gwinnettcounty.com.

8. Billing for the previous month shall be received no later than two working days following the service month’s end. Payment terms for this contract will be net 30 from the date of approved invoice. The vendor will be responsible for any merchant charges that may arise through e-payable payment terms.

9. Late billing for any client cannot be billed past 30 days. There will be no late billing allowed for the end of the year, December 31st and the end of the State fiscal year, June 30th, due to the New Year and new grant year starting.

mailto:disbursements@gwinnettcounty.com

RP025-24 PAGE 8

10. Services are to be provided on a contractual basis and Gwinnett County will provide no compensation beyond a monthly invoice. The contractor shall be responsible for payment of any and all compensation and/or benefits to his/her employees.

F. PROGRAM PERFORMANCE EVALUATION

Gwinnett County will provide continuous quality evaluation of the contract through telephone contact, records review, customer satisfaction surveys and other methodologies.

Vehicles must be available to Gwinnett County or its agents for inspection at any time. An annual audit will be performed.

G. AWARD

It is the intent of Gwinnett County to award a Primary Service provider and a Secondary Service Provider so that all client needs are met. However, the County reserves the right to award the contract in its best interest. The Primary Service Provider will be the first company to be advised of a client. The County reserves the right to alternate clients to both service providers considering the total number of existing clients and other applicable information to determine when to utilize the Secondary Service Provider. Both service providers shall be responsible for complying with all requirements listed in this proposal.

H. GWINNETT COUNTY 2024 HOLIDAY SCHEDULE

HOLIDAY DATE OBSERVED*

New Year’s Day Monday, January 1, 2024 Martin Luther King, Jr. Day Monday, January 15, 2024 President’s Day Monday, February 19, 2024 Memorial Day Monday, May 27, 2024 Juneteenth Monday, June 19, 2024 Independence Day Thursday, July 4, 2024 Labor Day Monday, September 2, 2024 Veterans Day Monday, November 11, 2024 Thanksgiving Thursday, November 28, 2024 Day After Thanksgiving Friday, November 29, 2024 Christmas Eve Tuesday, December 24, 2024 Christmas Day Wednesday, December 25, 2024

RP025-24 PAGE 9

III. REQUIRED CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY CONTRACTS UNDER

FEDERAL AWARDS: The subsequent contract and agreement will be required to include and meet the provisions for Non-Federal Entity Contracts Under Federal Award as outlined on pages 23-30 of this solicitation.

To be considered for award, firms must have a Unique Entity Identifier (UEI) number and an active registration with SAM.gov. Firms must have an active registration with SAM.gov. Proof of active status or registration should be provided with the firm’s bid. Failure to provide proof of active registration with bid may result in bid being deemed non-responsive. For instructions on how to obtain a UEI number, please refer to Attachment A – Instructions for Requesting a UEI.

IV. REQUEST FOR PROPOSALS

1. Gwinnett County will not pay any Consultant for work done in preparation of this proposal.

2. One (1) unbound original (designated as original) and five (5) bound copies of the proposal should be submitted. All copies of the proposal must be identical. The full cost of proposal preparation is to be borne by the proposing consultant. The original proposal should be signed in ink by a company official who has authorization to commit company resources.

The Cost Proposal shall be submitted in a separate sealed envelope as it is evaluated at a separate time.

3. Proposal shall be submitted in a sealed envelope/package. Envelope/package shall be addressed to Gwinnett County Purchasing Division, Gwinnett Justice and Administration Center, Second Floor, 75 Langley Drive, Lawrenceville, GA 30046 and should be identified with the proposal number and company name on the outside.

4. Sole responsibility rests with the Consultant to ensure their proposal is received on time at the above stated location.

5. Proposals submitted by alternate means other than those specified in this solicitation will be rejected and disposed of accordingly. This includes proposals sent by facsimile, email, or any other electronic or telegraphic means. If the County receives a proposal through such alternate means, the County does not assume any burden or liability to notify the Consultant that the proposal has been rejected.

6. Proposers are to follow the instructions outlined in this solicitation and failure of the Proposer to do so may result in the County deeming the Proposer’s submittal as non-responsive. Consultants are expected to allow adequate time for delivery of their proposals either by hand delivery, postal service or other means. Late proposals will not be accepted and will be returned to the Proposer.

7. Between the date of the issuance of the solicitation and the date of the final contract award, individuals, firms and businesses seeking an award of a Gwinnett County contract may not initiate or continue any verbal or written communications regarding a solicitation with any County officer, elected official, employee or other County representative without permission of the Purchasing Associate named in the solicitation. Violations will be reviewed by the Purchasing Director. If determined that such communication has compromised the competitive process, the offer submitted by the individual, firm or business may be

RP025-24 PAGE 10

disqualified from consideration for award. This process is to ensure that all prospective respondents have the same level of knowledge relative to the RFP, as well as, ensuring any additional data is made available to all proposers.

8. Submitted proposals and all documentation regarding the proposals will not be made available to the public until such time that an official action has been taken to award or reject this solicitation. All proposals and supporting materials, as well as correspondence relating to this RFP, become property of Gwinnett County when received and will be subject to the Georgia Open Records Act.

9. All applicable State of Georgia and Federal laws, City and County ordinances, licenses and regulations of all agencies having jurisdiction shall apply to the Consultants and services throughout and incorporated herein by reference. The Agreement with the selected Consultant, and all questions concerning the execution, validity or invalidity, capacity of the parties, and the performance of the Agreement, shall be interpreted in all respects in accordance with the Charter and Code of Gwinnett County and the laws of the State of Georgia.

V. PROPOSAL EVALUATION AND SELECTION PROCEDURES

It is the intent of the County, through this request for proposal and the contract conditions contained herein, to establish to the greatest possible extent complete clarity regarding the requirements of both parties to the Agreement resulting from this request for proposal. Before submitting a proposal, Respondents shall be thoroughly familiarized with all contract conditions referred to in this document and any addenda issued before the proposal submission date. Such addenda shall form a part of the proposal and shall be made a part of the contract.

It shall be the Respondent’s responsibility to ascertain that the proposal includes all addenda issued prior to the proposal submission date. The terms of the proposal and the Selected Respondent’s proposal and any additional documentation (e.g., questions and answers) provided during the solicitation process will be integrated into the final contract for services entered between the County and the selected Provider. Each Respondent, by making a proposal, represents that this document has been read and is fully understood.

The Technical Proposal should be signed in ink or through DocuSign or a similar program by an individual authorized to legally bind the person, partnership, company, or corporation submitting the proposal. All manual signatures should have the name typed directly under the line of the signature. Responses to this proposal document will be evaluated by a selection committee consisting of various process owners within the County. At any point in time during all rounds of the evaluation, a Respondent may be excluded from further consideration.

The County will utilize the following criteria to reach a finalist decision:

RP025-24 PAGE 11

Phase I: Technical Scoring Criteria (1-4)

1. Provider Experience and Qualifications – 30 points

a. Level of in-home service knowledge and number of years of experience providing homemaking services.

b. Responsiveness to information requested in the Request for Proposals and demonstrated ability to perform the services requested.

2. Dedicated Staffing – 30 points

a. Evidence of an appropriate number of staff (Administrative, homemakers, etc.)

available to perform the services requested.

b. Resumes, licenses and certifications for the primary staff responsible for providing the transportation services.

3. Understanding and Approach – 15 points

a. Written plan that will be used to handle the delivery of homemaking services for this contract (scheduling and managing homemakers and clients).

b. Vendor’s understanding of the contract requirements

4. References – 15 points

a. Demonstrated history of providing similar services to comparable entities

b. Timely response and confirmation of services from specified references

5. Phase II: Cost Proposal – 10 points

a. Cost Proposal (to be submitted in a separate sealed envelope)

6. Phase III: Optional Interviews – 10 points

a. Respondents may be short-listed for further consideration. At the Department’s discretion, interviews may be required of the short-listed respondents. If interviews are required, the County will issue information regarding format and desired areas of emphasis to all short-listed contractors and 0-10 will be assigned on the basis of interview results.

RP025-24 PAGE 12

Part I Evaluation: The above categories of criteria will be used to evaluate the proposals based on their relative responsiveness and will be scored based on the point values as shown. Please note that references, and subsequent reference checks, are a required component of Part I scoring.

Part II Evaluation: Respondents may be short-listed for further consideration. The Cost Proposal of the short-listed Respondents from Part I will be opened, reviewed, and scored with the lowest cost receiving the most points and the other Respondents receiving proportional points based on the differences in proposal costs.

The Financial Offer of the short-listed vendor(s) will then be opened and scored. The highest scoring vendor may be selected at this point, or the committee may invite several of the highest scoring vendors to interview. The number of vendors shortlisted and interviewed, if any, will be at the discretion of the selection committee.

If an interview is requested, it will be worth an additional 10 points in the selection process.

The vendors will be responsible for any cost associated with the request for additional information and/or an interview. If unable to reach an agreement with the highest scoring vendor, the County may then negotiate with the second ranked vendor and so on until a satisfactory agreement has been reached or the County may terminate the process.

Proposals will be evaluated based on their relative responsiveness to the criteria described above and with the values as shown below:

Criteria Points Phase I: Technical: Initially, proposals will be evaluated based on their relative responsiveness to the criteria described below and will be scored based on the point values as shown:

1 Provider Experience and Qualifications 30

2 Dedicated Staffing and Vehicles 30

3 Understanding and Approach 15

4 References 15 Sub-Total 90

Phase II: Cost Proposal: The Proposals will be evaluated in order to select the respondent(s) which rate highest according to the criteria listed in Items 1-4 above. The selection committee may then short list the highest scoring respondents. The Cost Proposals of the shortlisted respondents will then be opened and scored.

Sub-Total 100 Phase III: Optional Interviews: Respondents may be short-listed for further consideration. At the Department’s discretion, interviews may be required of the short-listed respondents. If interviews are required, the County will issue information regarding format and desired areas of emphasis to all short-listed contractors and 0-10 will be assigned on the basis of interview results.

TOTAL 110

If a satisfactory Contract cannot be negotiated with the highest ranked proposer, negotiations may then be undertaken with the second ranked proposer and so on.

RP025-24 PAGE 13

VI. PROPOSAL RESPONSE REQUIREMENTS

To facilitate the analysis of responses to this request for proposal, Respondents should prepare their proposals using the instructions outlined in this section. Respondents should respond in full to all sections and follow the proposal format (section numbering, etc.) in the response. Do not submit website links in lieu of written responses. To ensure the County’s ability to evaluate and choose a successful Provider for this project, you are encouraged to be responsive to the specific range of information requested in this solicitation.

Submission of excessive boilerplate information, including sales brochures, is discouraged.

1. Part 1, Tab A - Provider Experience and Qualifications – 30 Points

The response to the request for proposal should include the following regarding the respondent’s profile:

Cover Letter and Executive Summary - the Cover Letter shall be on the respondent’s letterhead.

Within the cover letter, please identify the person who will be the main point of contact with the County, and who can negotiate in terms of both scope and cost. Provide the point of contact's name, title, email, mailing address, and telephone number. An individual authorized to legally bind the company must sign the cover letter.

The Executive Summary should be limited to a brief narrative not to exceed two (2) pages describing the proposed services to be offered and the respondent’s qualifications. The summary should contain as little technical jargon as possible and should be oriented toward non-technical personnel. The executive summary should not include any references to cost.

Respondent Overview - Include the scope of operations and general data regarding your company/organization as outlined below. Also note any special expertise, assessments and/or certifications that would enhance your qualifications.

a. Business Organization – the type of business you are registered as (i.e., LLC, Chapter S Corporation, etc.)

b. Length of time in business – include the date the business started and any name changes, mergers and acquisitions that have taken place since the business started.

c. Locations – list headquarters and location information including numbers of employees at each location.

d. Customer base – list the total number of customers/clients that you have to date and the number of other transportation projects that your company is currently handling.

e. Subcontractors - provide a description of the role and the level of involvement proposed for any subcontractors that you would use, as well as the subcontractor's prior experience and other qualifications to provide specified services.

f. Other key differentiators and justifications as to why your business is the most qualified to provide the services requested in this request for proposal.

RP025-24 PAGE 14

Prior Experience: Provide a detailed narrative describing your qualifications and recent experience in providing demand response, non-fixed route, door-to-door and/or curb-to-curb transportation services. The experience shown should be work done by individuals who will be assigned to this project as well as that of your business/company.

a. Company name and contact information, including phone, email, and address

b. Scope and Size of Project, including total number of staff that you used and the total number of vehicles you used to provide transportation services

c. Start and End Dates

d. Detail any issues encountered while working with the company and how these issues were resolved.

2. Part 1, Tab B - Dedicated Staffing & Vehicles – 30 Points

The response to the request for proposal should include the following:

Dedicated Staffing & Fleet/Vehicles

a. Include bios and/or resumes for any owners of the business/company, managers, and/or coordinators that will be responsible for managing the work of this contract.

b. Include an organizational chart that shows the number of staff people and their positions for the business/company.

c. List all personnel that will be working on the project should the Respondent be chosen (state whether the person will be full-time or part-time).

d. Include a written narrative that explains how employees and/or subcontractors are hired and trained to provide transportation services with your business/company. State what quality assurance processes are in place to ensure the ongoing qualifications and professionalism of the team members.

e. State the number of vehicles that will be dedicated to this project (include the year, make, model for each vehicle). State whether the vehicle is ambulatory or wheelchair accessible.

State whether your company/business can provide transportation for clients using a stretcher.

f. Provide information about your fleet/vehicle maintenance schedules (include last known date of maintenance for each vehicle).

3. Part 1, Tab C - Understanding & Approach– 15 Points

The response to the request for proposal should include the following:

RP025-24 PAGE 15

Work Plan

a. Provide a written narrative that explains what transportation services you will provide if awarded this contract and how you would provide this service.

b. Describe in a written narrative your plan for scheduling rides, determining routes, and providing transportation services to residents located throughout the entire county (437 square mile radius).

c. Describe your communication plan. How will you communicate with the County if awarded this project? How will you communicate with seniors and clients with disabilities? What plans do you have to address any afterhours communication needs that may occur?

d. What will you do to provide high quality customer service if awarded this contract?

e. As several populations are served, describe how you will pivot and provide a variety of services to the needs of each population?

4. Part 1, Tab D – References – 15 Points

The Respondent must provide at least three (3) references (within the last 5 years) in which transportation services were provided. The inability to obtain reference information will be considered in the evaluation process and points will be deducted from the total reference score if references cannot be reached or are returned unfavorable.

5. Part 2, Cost Proposal – 10 Points

Provide a cost proposal as outlined in the Cost Proposal within this Request for Proposal.

Submit Fee Schedule in a separate sealed envelope clearly marked “COST PROPOSAL” with the Proposal number and Section written on the outside of the envelope.

6. Part 3, Optional Interviews – 10 Points

Contractors may be short-listed for further consideration. At the Department’s discretion, interviews may be required of the short-listed contractors. If interviews are required, the County will issue information regarding format and desired areas of emphasis to all short-listed contractors and 0-10 will be assigned on the basis of interview results.

RP025-24 PAGE 16

COMPANY NAME: _______________________________________________________________

COST PROPOSAL

(to be submitted in a separate sealed envelope)

ITEM

# DESCRIPTION APPROX.

ANNUAL QTY UNIT PRICE TOTAL

1 Provide in-home homemaker services to up to 200 seniors 7,200 hours $ $

2 Provide in-home homemaker services on a pre-approved holiday 125 hours $ $

TOTAL $

NOTES:

1. Unit pricing MUST include all charges, including trip charges. The awarded service provider shall coordinate service with the Department of Community Services.

Gwinnett County requires pricing to remain firm for the duration of the initial term of the contract.

Failure to hold firm pricing for the initial term of the contract will be sufficient cause for Gwinnett County to declare bid non-responsive. Contract to begin August 31, 2024 or upon award.

Unless otherwise noted, prices will remain firm for four (4) additional one (1) year periods.

• If a percentage increase OR decrease will be a part of this proposal, please note this in the space provided:

1st Renewal Option increase/decrease (circle one)

2nd Renewal Option increase/decrease (circle one)

3rd Renewal Option increase/decrease (circle one)

4th Renewal Option increase/decrease (circle one)

RP025-24 PAGE 17

COST PROPOSAL CONTINUED

(to be submitted in a separate sealed envelope)

Termination for Cause: The County may terminate this agreement for cause upon ten days prior written notice to the contractor of the contractor’s default in the performance of any term of this agreement. Such termination shall be without prejudice to any of the County’s rights or remedies by law.

Termination for Convenience: The County may terminate this agreement for its convenience at any time upon 30 days written notice to the contractor. In the event of the County’s termination of this agreement for convenience, the contractor will be paid for those services actually performed. Partially completed performance of the agreement will be compensated based upon a signed statement of completion to be submitted by the contractor, which shall itemize each element of performance.

Certification of Non-Collusion in Bid Preparation

(Signature) (Date)

In compliance with the attached specifications, the undersigned offers and agrees, if this quote is accepted by the Board of Commissioners within one hundred and twenty (120) days of the date of quote opening, to furnish any or all of the items upon which prices are quoted, at the price set opposite each item, delivered to the designated point(s) within the time specified in the quote schedule. By submission of this quote, I understand that Gwinnett County uses Electronic Payments for remittance of goods and services. Vendors should select their preferred method of electronic payment upon notice of award. For more information on electronic payments, please refer to the Electronic Payment information in the instructions to bidders.

Legal Business Name

Address

Does your company currently have a location within Gwinnett County? Yes No

Representative Signature

Print Authorized Representative's Name

Telephone Number

Email Address

Contact Person __________________________________________________________________________________ (if someone other than the authorized representative listed above)

Telephone Number Email Address http://www.gwinnettcounty.com/portal/gwinnett/Departments/FinancialServices/Treasury/

RP025-24 PAGE 18

FIRM INFORMATION

Please include this page as part of the proposal document and NOT with the Cost Proposal.

Legal Business Name (If your company is an LLC, you must identify all principals to include addresses and phone numbers in your submittal)

Address

Does your company currently have a location within Gwinnett County? Yes No

Representative Signature

Printed Name

Telephone Number Fax Number

E-mail address

RP025-24 PAGE 19

FAILURE TO RETURN THIS PAGE AS PART OF YOUR BID DOCUMENT MAY RESULT IN REJECTION OF PROPOSAL

REFERENCES

Provide three (3) satisfactory references where work has been completed with a scope and size similar as the proposed project within the past three (3) years. Each reference should include the customer name, address with current contact information, dates/duration of the project and a brief description of the project.

Note: References should be customized for each project, rather than submitting the same set of references for every project bid. The references listed should be of similar size and scope of the project being bid on. Do not submit a project list in lieu of this form.

1. Customer Name/Address

Brief Description of Project

Completion Date

Contract Amount $ Start Dates

Contact Person Telephone

E-Mail Address

2. Customer Name/Address

Completion Date

Contract Amount $ Start Date

3. Customer Name/Address

Completion Date

Contract Amount $ Start Date

Company Name

RP025-24 PAGE 20

GWINNETT COUNTY, GEORGIA

LIST OF SUBCONTRACTORS

I do , do not , propose to subcontract some of the work on this project. I propose to Subcontract work to the following subcontractors:

NAME AND ADDRESS

TYPE OF WORK

Company Name

RP025-24 PAGE 21

RP025-24, Provision of Homemaker Services for Gwinnett Senior Residents on an Annual Contract

CONTRACTOR AFFIDAVIT AND AGREEMENT

(THIS FORM SHOULD BE FULLY COMPLETED AND RETURNED WITH YOUR SUBMITTAL)

By executing this affidavit, the undersigned contractor verifies its compliance with The Illegal Immigration

Reform Enhancements for 2013, stating affirmatively that the individual, firm, or corporation which is contracting with the Gwinnett County Board of Commissioners has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security] to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act, in accordance with the applicability provisions and deadlines established therein.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services or the performance of labor pursuant to this contract with the Gwinnett County Board of Commissioners, contractor will secure from such subcontractor(s) similar verification of compliance with the Illegal Immigration Reform and Enforcement Act on the Subcontractor Affidavit provided in Rule 300-10-01- .08 or a substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the Gwinnett County Board of Commissioners at the time the subcontractor(s) is retained to perform such service.

E-Verify * User Identification Number Date Registered

Legal Company Name

Street Address

City/State/Zip Code

BY: Authorized Officer or Agent Date (Contractor Signature)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

_______ DAY OF ______________________, 20_______

Notary Public My Commission Expires: ___________________________* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is “E-Verify” operated by the U.S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in conjunction with the Social Security Administration (SSA).

For Gwinnett County Use Only:

Document ID #________________

Issue Date: ___________________

Initials: ______________________

RP025-24 PAGE 22

RP025-24, Provision of Homemaker Services for Gwinnett Senior Residents on an Annual Contract

CODE OF ETHICS AFFIDAVIT

PLEASE RETURN THIS FORM COMPLETED WITH YOUR SUBMITTAL. SUBMITTED FORMS ARE REQUIRED

PRIOR TO EVALUATION.

In accordance with Section 54-33 of the Gwinnett County Code of Ordinances the undersigned bidder/proposer makes the following full and complete disclosure under oath, to the best of their knowledge, of the name(s) of all elected officials whom it employs or who have a direct or indirect pecuniary interest in or with the bidder/proposer, its affiliates or its subcontractors:

1. __________________________________________________________________________________________

Company Submitting Bid/Proposal

2. Please select one of the following:

No information to disclose (complete only section 4 below)

Disclosed information below (complete section 3 & section 4 below)

3. If additional space is required, please attach list:

Gwinnett County Elected Official Name Gwinnett County Elected Official Name

Gwinnett County Elected Official Name Gwinnett County Elected Official Name

4. BY:

Authorized Officer or Agent Signature

Printed Name of Authorized Officer or Agent

Title of Authorized Officer or Agent of Contractor

Sworn to and subscribed before me this day of , 20

Notary Public

(seal)

Note: See Gwinnett County Code of Ethics Ordinance EO2011, Sec. 54-33. The ordinance will be available to view in its’ entirety at GwinnettCounty.com

RP025-24 PAGE 23

REQUIRED CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY CONTRACTS

UNDER FEDERAL AWARDS – APPENDIX II TO 2 CFR PART 200

The following provisions are required and apply to all federally funded non-construction contracts.

(A) Contracts for more than the simplified acquisition threshold currently set at $150,000, which is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as appropriate.

Pursuant to Federal Rule (A) above, when federal funds are expended, Gwinnett County reserves all rights and privileges under the applicable laws and regulations with respect to this procurement in the event of breach of contract by either party.

Does vendor agree? YES ________ Initials of Authorized Representative of vendor

(B) Termination for cause and for convenience by the grantee or subgrantee including the manner by which it will be effected and the basis for settlement. (All contracts in excess of $10,000).

Pursuant to Federal Rule (B) above, when federal funds are expended, Gwinnett County reserves the right to immediately terminate any agreement in excess of $10,000 resulting from this procurement process in the event of a breach or default of the agreement by Vendor, in the event vendor fails to: (1) meet schedules, deadlines, and/or delivery dates within the time specified in the procurement solicitation, contract, and/or a purchase order; (2) make any payments owed; or (3) otherwise perform in accordance with the contract and/or the procurement solicitation. Gwinnett County also reserves the right to terminate the contract immediately, with written notice to vendor, for convenience, if Gwinnett County believes, in its sole discretion that it is in the best interest of Gwinnett County to do so. The vendor will be compensated for work performed and accepted and goods accepted by Gwinnett County as of the termination date if the contract is terminated for convenience of Gwinnett County. Any award under this procurement process is not exclusive and Gwinnett County reserves the right to purchase goods and services from other vendors when it is in the best interest of Gwinnett County.

(C) Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60, all contracts that meet the definition of “federally assisted construction contract” in 41 CFR Part 60- 1.3 must include the equal opportunity clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 CFR part 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.”

RP025-24 PAGE 24

Pursuant to Federal Rule (C) above, when federal funds are expended by Gwinnett County on any federally assisted construction contract, the equal opportunity clause is incorporated by reference herein.

Does vendor agree to abide by the above?

YES ________ Initials of Authorized Representative of vendor

(D) Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). When required by Federal program legislation, all prime construction contracts in excess of $2,000 awarded by non-Federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. 3141-3144, and 3146- 3148) as supplemented by Department of Labor regulations (29 CFR Part 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor.