Submission_Guide.pdf

PROPOSAL SUBMISSION

1) All Proposals must be submited in the order specified in the RFP Checklist on page iii of this packet.

2) The Proposal must be submited in the legal en�ty name of the Proposer or an authorized representa�ve.

3) If the Proposal is submited by a corpora�on, the Proposal must be signed by a corporate officer or a representa�ve authorized by the organiza�on. If such authoriza�on is other than a corporate document, a copy of such authoriza�on must be submited with the Proposal.

4) Proposals must be submited via OpenGov

PROPOSAL CONTENT REQUIREMENTS AND PROPOSER QUALIFICATION REQUIREMENTS

Proposals must include all items 1 through 12, pages 12 - 16. All items included in the Proposal must be submited in the same order, 1 through 12 as they are listed below. Incomplete Proposals and/or Proposals submited in an order other than listed (1 through 12) shall be disqualified.

1) RFP COVER LETTER AND BOARD OF DIRECTORS’ RESOLUTION

The RFP cover leter is included in this packet as Exhibit A. It must be fully completed and submited with the Proposal. You may type or clearly print directly on Exhibit A or you may prepare your own statement cover leter. If Exhibit A from this packet is not used, it is the Proposer’s responsibility to be sure that the format exactly follows Exhibit A and no informa�on is omited.

By signing Exhibit A, the Proposer declares intent to meet and abide by RFP requirements and rules.

Resolu�ons from the Agency’s Board of Directors (if applicable) must be atached to cover leter. See Exhibit B for an example.

2) TABLE OF CONTENTS

Provide a table of contents that iden�fies all major sec�ons of this Proposal by page number. All exhibits/atachments must also be referenced by page number.

3) PROPOSAL NARRATIVE

The Proposal narra�ve must enable a selec�on commitee to make an evalua�on to determine whether the Proposal meets the requirements of this RFP. Your complete Proposal is a stand-alone document. Only the informa�on included in the Proposal will be considered in the pre-screening and evalua�on processes.

The Proposal narra�ve should be clearly writen and concise. The narra�ve must also be explicit and complete in providing informa�on about the breadth and depth of the agency’s experience and qualifica�ons. Comprehensive and complete informa�on that is important to know about your agency should be included in the narra�ve. This narra�ve must clearly and concisely describe the following:

a) Scope of Work

Discussions of the Scope of Work should include, but not be limited to the following:

1. What service(s) will your organiza�on provide;

2. What is your experience in the service areas;

3. Describe a three-year plan on how your program will meet poten�al service volume increases or disaster situa�ons.

4. Describe all resources necessary including the expected number of staff/posi�ons that will support your organiza�on;

5. Describe any other types of services currently provided by your organiza�on in the region and the size of this area served.

6. Describe what strategies will be employed to assure sustainability.

7. Fee Structure

b) Expected Outcomes

1. Please include a measurable objec�ve for each of the following areas:

• Response �me within the City of Sacramento

• Response �me frames for Galt, Rio Linda, and Rancho Murieta

• Customer Sa�sfac�on

• Employee injuries

• Employee background checks

• An outcome that you believe would directly contribute to the service provided by your organiza�on.

Example – 99.9% of the time measured annually- will respond to any scene within the City of Sacramento within 30 minutes.

2. Describe procedures/standards for services to be provided in the following areas:

• Contagious disease and normal transport procedures/standards

• Size of fleet and number of employees

• Fleet cleaning/sani�za�on standards/procedures

• Appearance and opera�onal standards for fleet

• List of transport and safety equipment maintained for employees

• Employee hiring standards and procedures

• Disaster plans and scope of what cons�tutes a disaster

c) Experience and Knowledge

List those organiza�ons with which you currently contract. Please include contact informa�on, the types of services provided, and length of �me under contract with an organiza�on. Please also include informa�on describing your employee training plan including any courses which may be required.

d) Proposer’s Organiza�onal Structure

Describe the different organiza�onal units within your organiza�on and what changes would be necessary within each to accommodate the requirements of this Request for Proposal. Indicate if your organiza�on is a partnership, corpora�on, non-profit or wholly owned enterprise.

4) WORK PLAN

Submit a 3-year work plan for the program using the sample work plan and work plan descrip�on in Exhibit C.

5) LIST OF BOARD OF DIRECTORS/TRUSTEES (if applicable)

Provide a complete list of the agencies or ins�tu�on’s Board of Directors or Trustees.

6) ARTICLES OF INCORPORATION (if applicable)

A copy of the organiza�on’s Ar�cles of Incorpora�on must be submited with this Proposal. If an organiza�on is in the process of being incorporated by the California Secretary of State’s Office, a Proposal may be submited con�ngent upon providing proof of the incorpora�on process, when completed. Corpora�ons must complete this process prior to execu�on of a contract.

7) AGENCY’S ORGANIZATIONAL CHART

The organiza�onal chart must include the placement of this service division if the organiza�on provides several services.

8) ORGANIZATION/AGENCY’S MISSION AND VISION STATEMENT

Provide a copy of your organiza�on/agency’s mission and vision statement.

9) FINANCIAL STATEMENT AND ACCOUNTING SYSTEM

a) Submit your most recent audited financial report, completed by an independent cer�fied public accountant, for a fiscal period not more than 18 months old at the �me of submission. If the audit is of a parent firm, the parent firm shall be party to the contract. Evidence of solvency and acceptable accoun�ng prac�ces are required. Governmental agencies are exempt from this requirement.

b) Provide a descrip�on of accoun�ng and record keeping systems. This descrip�on should be limited to no more than two (2) pages of narra�ve. Sample forms or charts may be included.

10) CERTIFICATION OF INSURANCE

a) The successful Proposer(s) shall be required to obtain and maintain insurance according to

Sacramento County requirements described in Exhibit D in this RFP. Proposers must provide evidence of the ability and intent to maintain the required coverage and to name Sacramento

County as addi�onal insured. A standard cer�ficate of insurance, describing your current insurance coverage, issued by a broker or agent must be included with the Proposal. If a Proposer currently does not have insurance in the amounts specified in Exhibit D of this RFP, do not obtain increased coverage before a contract is offered. Proposer must, however, provide evidence of their ability to obtain coverage in the required amounts. A leter from an insurance company or broker confirming the fact that coverage can begin on the projected start date of the program is adequate for the purpose of submi�ng a Proposal.

b) A�er Proposals are evaluated and an award offered, the proposed contractor must provide, within five (5) working days of the no�fica�on of selec�on and offer of a contract, an original, current cer�ficate of insurance, providing proof of coverage in compliance with standard county insurance requirements, as specified in Exhibit C. Failure to conform to insurance requirements within this �me period shall cons�tute grounds for termina�on of contract nego�a�ons.

11) STATEMENT OF COMPLIANCE WITH NONDISCRIMINATION LAWS

Proposers must complete the atached Statement of Compliance with Nondiscrimina�on Laws, Exhibit E in this packet. The Statement of Compliance must accompany each Proposal to comply with Government Code Sec�on 12990 and California Administra�ve Code Title II, Division 4, Chapter 5.

12) CERTIFICATE OF COMPLIANCE WITH CHILD, FAMILY AND SPOUSAL SUPPORT

Proposers must complete the atached Cer�ficate of Compliance with Child, Family and Spousal Support and submit with this Proposal. (Exhibit F)

1. When a new contractor submits a bid, Proposal or other offer to provide goods or perform services for or on the behalf of the County, the new contractor must submit a writen cer�ficate or affidavit, signed in blue ink, that:

a. Principal owner informa�on rela�ng to any of the new contractor’s principal owners who are subject to a court-ordered child, family and spousal support order has been provided to the District Atorney;

(i) “Principal owner” means any individual who owns an interest of 25% or more in a new contractor;

(ii) “Principal owner informa�on” means a principal owner’s name business telephone number, last known residence address, telephone number, social security number, and whether dependent health insurance coverage is available to or provided to such principal owner;

b. The new contractor’s principal owners are currently in substan�al compliance with any court-ordered child, family and spousal support order; or in the alterna�ve, has made a good faith effort to become current or arrange a payment schedule with the District Atorney or the court;

c. The new contractor has fully complied with all applicable state and federal repor�ng requirements rela�ng to employment repor�ng for its employees; and the new contractor has fully complied with all lawfully served wage and earnings assignment orders and no�ces of assignment and will con�nue to maintain compliance.

13) OPTIONAL EXHIBITS OR ATTACHMENTS

Proposers may provide exhibits or atachments that are needed to provide informa�on or explana�on, such as graphs, charts, etc., in support of informa�on provided in the narra�ve of the proposal.

EXHIBITS

The following exhibits are atached for Proposer’s comple�on and/or informa�on.

A RFP Cover leter/Proposers Statements/Intent to Meet RFP Requirements

B Sample Resolu�on from a Governing Board

C Work Plan Descrip�on/Sample Work Plan

D Cer�fica�on of Insurance Exhibit

E Statement of Compliance with Nondiscrimina�on Laws

F Cer�fica�on of Compliance with Child, Family, and Spousal Support Laws