WTW_Assessment_Services_RFP_063-2496202-DM_(9.28.23).pdf

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RFP # 063-2496202-DM, September 28, 2023

REQUEST FOR PROPOSAL

FOR

WELFARE-TO-WORK ASSESSMENT SERVICES

County of Orange

Social Services Agency

September 28, 2023

RFP #063-2496202-DM

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TABLE OF CONTENTS

1. BACKGROUND AND GENERAL INFORMATION

1.1 BACKGROUND

1.2 ANTICIPATED TERM AND FUNDING AVAILABILITY

1.3 GENERAL CONTRACT TERMS AND CONDITIONS

1.4 ELIGIBILITY TO SUBMIT PROPOSALS

1.5 QUESTIONS

1.6 COUNTY’S RIGHT OF ACCEPTANCE AND/OR REJECTION

1.7 COUNTY’S RIGHT TO CANCELLATION

1.8 COUNTY’S RESPONSIBILITY

1.9 OUTSTANDING DEBT WITH COUNTY

1.10 RFP CHANGES AND MODIFICATIONS

1.11 USE OF LOBBYISTS

1.12 INSURANCE REQUIREMENTS

1.13 NEWS RELEASES

1.14 DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PREFERENCE POLICIES

2. SUBMISSION OF PROPOSALS

2.1 SIGNATURE REQUIREMENTS

2.2 CONFIDENTIALITY OF PROPOSALS

2.3 DUE DATE

2.4 PROPOSAL PACKAGE

2.5 PROPOSAL FORMS

2.6 PROPOSAL FORMATTING

2.7 PROPOSAL SUBMISSION

2.8 FORM PAGE LIMITS

3. EVALUATION OF PROPOSALS

3.1 PROPOSAL EVALUATION PANEL

3.2 PROPOSAL EVALUATION

3.3 PROPONENT INTERVIEW

3.4 ON-SITE PROGRAM REVIEW

3.5 COST

3.6 PROPOSAL SCORING

3.7 FINAL SELECTION

3.8 AWARD

3.9 BOARD APPROVAL

3.10 PROTEST PROCEDURE

4. EVALUATION CRITERIA

4.1 EVALUATION CRITERIA

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ATTACHMENT

Model Contract - Attachment A, Scope of Work for Welfare-to-Work (WTW) Assessment

Services

FORMS

A. Proposal Cover Page

B. Required Documents Checklist

C. Organization Profile

D. Organization Experience

E. Services to be Provided

F. Assessment Instruments

G. Unit Price of Assessments and Translation Services

H. Board of Directors/Advisory Board

I. Statement of References

J. Organization Litigation

K. Proponent Certifications

L. Disabled Veteran Business Enterprise (DVBE) Certification Requirements

M. Levine Act Campaign Contribution Disclosure Form

EXHIBIT

Orange County Social Services Agency Office Locations

DATES TO REMEMBER DATE PAGE #

Written Questions Due October 16, 2023 8

Proposals Due October 30, 2023 12

Tentative Interviews December 7, 2023 14

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1. BACKGROUND AND GENERAL INFORMATION

1.1 BACKGROUND

The County of Orange (County) Social Services Agency (SSA) is currently requesting proposals to provide Welfare-to-Work (WTW) Assessment Services, which are required under the California Work Opportunities and Responsibility to

Kids (CalWORKs) Program. The CalWORKs Program was implemented in

January 1998, to meet requirements of the Federal Personal Responsibility and

Work Opportunity Reconciliation Act of 1996, and the Temporary Assistance to

Needy Families (TANF) Program. The primary objective of the CalWORKs

Program is to foster family well-being by placing individuals in high demand and high paying jobs, with appropriate support, where they will earn enough, or consistently progress toward higher earnings, to be considered self-sufficient and exit the program. The CalWORKs WTW Program is administered by County

Welfare Departments and provides case management, job services, job training, and supportive services to assist CalWORKs recipients in overcoming barriers to, and obtaining and/or maintaining stable employment, with the goal of achieving economic self-sufficiency.

The WTW Program focus will assure a path out of poverty for participants. For participants that are unable to obtain employment, Assessment Services must be completed prior to any other WTW activity. The purpose of Assessment Services is to provide an evaluation process to generate information for career guidance and planning for basic education, job training, and placements for WTW participants who are unable to find employment or other appropriate eligible activities. The results of the assessment(s) are used by the WTW Case Manager (CM), to develop the employment plan. The assessment(s) should also lead to the identification of an employment goal given the participant’s current education, experience, skills, potential skills, and local labor market.

1.1.1 DEMOGRAPHICS

CalWORKs WTW Case Managers will identify and refer participants for

Assessment Services. Referrals will be determined in accordance with WTW participation requirements. The number of participants referred to assessments may vary significantly over the term of the contract awarded as a result of this RFP. Due to variable funding levels, regulatory requirements, economic changes, and fluctuating caseload levels, it is difficult to project the numbers of participants to be served.

Information available as of February 2023, indicates that approximately 3,996 adults eligible to receive CalWORKs assistance in Orange County are required to participate in WTW activities. Of this WTW population, approximately 84% speaks English as their primary language, 7% Spanish, 2% Vietnamese, and 7% other (includes Arabic, Farsi, Korean, Russian, and other non-English languages).

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1.1.2 Historical data for Assessment Services Referral and Completion Rates

Fiscal Year

(FY)

FY 20/21 FY 21/22 FY 22/23

CalWORKs

Assessments

Number of

Clients

Referred

Number of

Assessments

Completed

Number of

Clients

Referred

Number of

Assessments

Completed

Number of Clients

Referred

Number of

Assessments

Completed

Employment

Readiness

Assessments

596 519 686 439 857 600

Learning

Disability

Evaluations

54 34 42 27 25 20

1.2 ANTICIPATED TERM AND FUNDING AVAILABILITY

Contingent upon approval by the Orange County Board of Supervisors, the County intends to award one (1) three-year contract to the responsible Proponent whose proposal is determined to be the most responsive to the requirements of this Request for Proposal (RFP). The term of the resulting contract will begin on or about July

1, 2024, and terminate on June 30, 2027. The estimated amount available for each year of the three-year contract will be $475,000 per year, for an estimated maximum of $ 1,425,000 for all three (3) years.

The initial three-year contract may be renewed, subject to contractor performance and continued funding, for a two-year term, without a competitive bid process, at the sole discretion of the County.

The County reserves the right to award a one (1) year contract through this RFP, which may be renegotiated and/or renewed, subject to contractor performance and continued funding, for a two-year term without a competitive bid process, at the sole discretion of the County. In the event of a one (1) year contract award, the estimated amount available for the first year is $475,000, and the estimated amount available for each additional one-year term is $475,000. The amount allocated to this RFP is approximate and tentative at this time.

The funding for the contract resulting from this RFP is contingent upon the State budget; receipt of funds from and/or obligation of funds by the Federal Government to the State and from the State to the County; and inclusion of sufficient funding for the services hereunder in the budget approved by the County’s Board of

Supervisors for each fiscal year covered by said contract. If such approval, funding, or appropriations are not forthcoming, or are otherwise limited, the contract may be immediately terminated, reduced, or modified without penalty.

1.3 GENERAL CONTRACT TERMS AND CONDITIONS

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The contract(s) resulting from this RFP will contain contract provisions included in the Model Contract. Provisions are subject to change between the release of this

RFP and implementation of the contract. Additional provisions may be added before the contract is finalized.

Proponent must certify on Form K (Proponent Certifications) that Proponent has read and agrees to all terms and conditions in the Model Contract and requirements of this solicitation. Should Proponent take any exception(s) to any provision included in the Model Contract, such exception(s) must be stated and described on

Form K.

1.4 ELIGIBILITY TO SUBMIT PROPOSALS

Eligible Proponents

Organizations with the ability to provide direct services in accordance with the scope of work detailed in this RFP are eligible to submit a proposal. A Proponent located within Orange County or with the means to establish an office in Orange

County is preferred, but not required.

Ineligible Proponents

Individuals, governments, and organizations/agencies not listed as Eligible

Proponents above or listed on either the Cumulative Sanction List or the excluded parties list, explained below, are ineligible to submit a proposal.

Proponents must not be listed on the current Cumulative Sanction List of the U.S.

Department of Health and Human Services/Office of the Inspector General

(http://exclusions.oig.hhs.gov/) or the System for Award Management (SAM)’s list of parties excluded from federal programs (http://www.sam.gov/). The County is required to reject a proposal submitted by an individual or entity on either list.

It will be the responsibility of each Proponent to verify that it is not on either list prior to preparing a proposal to submit in response to this RFP. Correction of any errors found on either sanction list is the sole responsibility of the Proponent and must be made prior to the day the proposal is submitted.

To further determine eligibility for a contract award, all Proponents must provide on Form C (Organization Profile) a DUNS number, a nine-digit number established and assigned by Dun and Bradstreet, Inc. to uniquely identify entities. A non-federal entity is required to have a DUNS number in order to apply, receive, and report on a federal award. Every Proponent is required to provide a DUNS number regardless of the funding source of this solicitation. A DUNS number can be obtained free of charge from Dun and Bradstreet by telephone (currently 866-705-

5711) or online currently at http://fedgov.dnb.com/webform.

http://exclusions.oig.hhs.gov/ http://www.sam.gov/ http://fedgov.dnb.com/webform

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All potential individuals and/or contract entities must self-disclose any pending charges or convictions for violation of criminal law and/or any sanction or disciplinary action by any federal or state law enforcement, regulatory, or licensing agency or licensing body.

During the term of a contract resulting from this RFP and in accordance with its existing provisions, if a Proponent becomes ineligible, the Proponent will be removed from any responsibility and/or involvement with County contracted obligations related to any direct and/or indirect federal or State social services programs and any other federal and State funds. Ineligible Proponent is defined as any individual or entity who is currently excluded, suspended, debarred, or otherwise ineligible to participate in the federal social services programs, or has been convicted of a criminal offense related to the provision of social services and has not been reinstated in the federal social services programs after a period of exclusion, suspension, debarment, or ineligibility.

Disqualification

The County reserves the right to disqualify any Proponent on the basis of any real or apparent conflict of interest that is disclosed by the proposal submitted or any other data available to the County. This disqualification is at the sole discretion of the County. Any Proponent submitting a proposal herein waives any right to object to the County’s exercise of this right, now or at any future time, before any body or agency, including, but not limited to, the County of Orange Board of Supervisors or any court.

Causes for Disqualification

The County, at its sole, absolute, and unfettered discretion, will determine whether a Proponent is qualified and responsible to deliver the services requested in this

RFP. This determination may be based on one (1) or more of the following:

a) Evidence of collusion amongst Proponents.

b) Lack of business skills or financial resources necessary to operate this business successfully, as revealed by either financial statements or experience statement.

c) Lack of responsibility as shown by past work, references, or other factors.

d) Proponent is in arrears or in default to the County on any debt or agreement or defaults upon any obligation to the County or has failed to faithfully perform any previous agreement with County at the County’s sole determination.

e) Submission of a proposal that is late, conditional, incomplete, ambiguous, obscure or which contains alterations not called for, or irregularities of any kind, except as those determined by the County, at its sole discretion, as a minor irregularity or a defect or variation in the proposal that is immaterial or inconsequential.

f) Other causes, as the County deems appropriate, at its sole and absolute discretion.

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The County’s determination as to whether a Proponent is qualified and responsible will be based on the information furnished by Proponent in response to this RFP, interviews with Proponent (if applicable), as well as from other sources determined to be valid by the County. The County reserves the right to verify and validate any information prior to awarding a contract and during the entire term of the contract.

Award will not be made until after such investigations, as are deemed necessary, are made by the County regarding the experience and financial responsibility of

Proponent which each Proponent agrees to permit by submitting its proposal.

1.5 QUESTIONS

The County has attempted to provide all information available with regard to the services described in this RFP. It is the responsibility of each Proponent to review, evaluate, and, where necessary, request clarification of information. Questions must be submitted through the County’s online bidding system, no later than 4:00 p.m. (Pacific Time) on October 16, 2023.

All questions related to this RFP must be directed to Desiree Mor, County Deputy

Purchasing Agent, via County’s online bidding system at https://procurement.opengov.com/portal/ocgov: RFP 063-2496202-DM.

For OpenGov assistance only, please contact OpenGov Support at procurement-support@opengov.com or via the live chat option on the site.

Written responses to questions submitted through the County’s online bidding system and deemed material will be posted throughout the open question submission period. A transcript, including all questions and answers, will be available on the County’s online bidding system.

The County reserves the right to decline to respond to any question, if, in the

County's assessment, the information cannot be obtained and shared with all potential Proponents in a timely manner.

Proponents are directed to submit questions only as instructed above. Proponents may not contact any County staff directly in regard to this RFP.

1.6 COUNTY’S RIGHT OF ACCEPTANCE AND/OR REJECTION

Any proposal may be subject to rejection if it is conditional, incomplete, or deviates from specifications in this RFP. By submitting a proposal, the Proponent agrees to meet all the requirements set forth in the RFP, unless specific exceptions are noted in Form K (Proponent Certifications). The County reserves the right to accept any part of the proposal and is not obligated in any way to accept those parts that do not meet with the approval of the County. The County reserves the right to waive, at its discretion, any procedural irregularity, immaterial defect, or other impropriety not warranting rejection of the proposal. Any waiver will not excuse a Proponent from full compliance if awarded a contract. The Proponent shall disclose, on Form https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Fportal%2Focgov&data=05%7C01%7CFrank.Zuniga%40ssa.ocgov.com%7C199245020ab5454fe80208dbab0e3c07%7Ce4449a56cd3d40baae3225a63deaab3b%7C0%7C0%7C638291849866514529%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=x6iBx3T6yA%2Bolg9vxkvNOrMBcPSBsXp1bpCpu%2BxwPAc%3D&reserved=0 mailto:procurement-support@opengov.com

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J (Organization Litigation), any litigation with the County. Reasons for rejecting any proposal may be provided to the Proponent at the sole discretion of the County.

The County reserves the right to accept any proposal as offered, to reject any or all proposals, or, based upon the County’s needs or availability of funding at the time of selection of a contractor or during contract negotiations, to modify the scope of service. The County, at its sole discretion, reserves the right to contract for all or some of the stated services and to cancel this RFP in whole or in part.

Proposals must be valid for a minimum of three hundred sixty-five (365) calendar days from the due date of this RFP.

Proposals received after the stipulated due date and time will not be considered.

1.7 COUNTY’S RIGHT TO CANCELLATION

The County, at its sole discretion, reserves the right to cancel this RFP in whole or in part when such cancellation is determined to be in its best interest, pursuant to

California Department of Social Services (CDSS) Manual of Policies and

Procedures, Regulations 23-614. All Proponents will be notified in writing of the specific reason(s) for such cancellation.

1.8 COUNTY’S RESPONSIBILITY

The County will adhere to its established procurement policy and guidelines to assure fair, competitive access to governmental procurement.

1.9 OUTSTANDING DEBT WITH COUNTY

Selected Proponent may not have any outstanding debt with the County or shall be in the process of resolving outstanding debt to the County’s satisfaction, prior to entering into and during the term of the resulting contract.

1.10 RFP CHANGES AND MODIFICATIONS

The County reserves the right to interpret or change any provision of the RFP at any time prior to the proposal submission date. Any and all interpretations or changes will be in the form of a written addendum, which will be furnished through the County’s online bidding system. Addendums will become part of the RFP and resulting contract.

Proponents will be responsible for reviewing all changes and modifications to the

RFP as published in the County’s online bidding system. Further, Proponents will be responsible for registering with the County’s online bidding system and for keeping their registration current. While reasonable efforts will be made to post notices on the County’s online bidding system in a timely manner, the County

WTW Assessment Services Page 10 of 49 cannot guarantee delivery, or the delivery date, of any email announcements sent via the County’s online bidding system.

Should any addendum require information not previously requested, the County, at its sole discretion, may determine a time extension is required for the submission of proposals, in which case an addendum will indicate the revised proposal submission due date and time.

The County will not be responsible for any spoken instructions given by any employees of the County in regard to the proposal instructions specifications or proposal documents, as described in this RFP.

1.11 USE OF LOBBYISTS

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

1.12 INSURANCE REQUIREMENTS

Proponent must submit evidence with the proposal that it has or can obtain all required insurance with certificates of insurance evidencing the required coverage as indicated in Paragraph 14 (Insurance) of the Model Contract. Prior to the provision of services under any and all contracts resulting from this RFP, Proponent agrees to purchase all required insurance at no expense to the County and to deposit with the County all required certificates of insurance, including all endorsements necessary to verify compliance to the County’s satisfaction.

1.13 NEWS RELEASES

Proponents will not issue any news releases or public announcements of any type pertaining to this RFP without prior written approval of the County which may be withheld at the County’s sole discretion. A minimum of two (2) business days’ notice is required for a determination.

1.14 DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PREFERENCE

POLICIES

A. DVBE: Effective January 1, 2021, County of Orange Board of Supervisors adopted the DVBE Preference policy. The DVBE Preference policy supports local business opportunity, economy, and the development of the County’s tax base, and in addition recognizes the service and sacrifice given by the men and women of our Armed Forces.

To be certified as a Disabled Veteran Business Enterprise by the County of

Orange, a business shall meet 1) below:

1) Disabled Veteran Business Enterprise Requirements:

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a. must be certified as a DVBE by the State of California Department of

General Services (DGS); and

b. DGS DVBE requirements must be valid at the time of bid/proposal submittal.

To participate as a DVBE please read and follow the process outlined in Form L -

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) CERTIFICATION

REQUIREMENT.

2. SUBMISSION OF PROPOSALS

This RFP does not commit the County to award a contract or to pay any associated cost.

The proposal preparation cost is solely the responsibility of the Proponent.

2.1 SIGNATURE REQUIREMENTS

Proposals must be signed by an authorized representative of the Proponent.

If the Proponent is a corporation, two (2) signatures are required: one (1) signature by the Chairman of the Board, the President, or any Vice President and one (1) signature by the Secretary, any Assistant Secretary, the Chief Financial Officer or any Assistant Treasurer. The signature of one (1) person alone is sufficient to bind a corporation, as long as he or she holds corporate offices in each of the two (2) categories described above. For County purposes, proof of such dual office holding will be satisfied by having the individual sign Form A (Proposal Cover Page), twice, each time indicating his or her office that qualifies under the provision described above. In the alternative, a single corporate signature is acceptable when accompanied by a corporate resolution or other documentation demonstrating the legal authority of the signatory to bind the corporation. An unsigned or improperly signed proposal submission is grounds for rejection of the proposal and disqualification from further participation in this RFP process.

2.2 CONFIDENTIALITY OF PROPOSALS

Proposals are not to be marked as confidential or proprietary. Proposals submitted in response to this RFP are subject to public disclosure as permitted by the

California Public Records Act and State regulations. Additionally, all proposals become the property of the County of Orange. The County reserves the right to make use of any information or ideas in the proposals submitted.

Regardless of any identification otherwise, including marking some or all of the pages as “confidential” or “proprietary,” information in proposals will become part of the public record and subject to disclosure without further notice to the

Proponent. Proposals should not include personally identifiable information such as social security numbers, dates of birth, criminal clearance documents, etc., in

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2.3 DUE DATE

The proposal package described in Subparagraph 2.4 below must be received on or before 4:00 p.m. (Pacific Time) on October 30, 2023.

NO PROPOSAL WILL BE ACCEPTED AFTER THIS DATE AND TIME

2.4 PROPOSAL PACKAGE

2.4.1 The proposal must clearly meet all of the requirements of this RFP. The

Proponent is solely responsible for reviewing all requirements and instructions to ensure that each is clearly addressed in the proposal.

2.4.2 Proposal package must comprise of all required forms and documents incorporated into a single file in PDF format. The County will specify which forms can be provided in non-PDF format.

2.4.3 Form B (Required Documents Checklist) functions as a guide for verification, lists the correct order of documents to be submitted and also serves as a Table of Contents.

2.4.4 Failure to submit documents in the order listed on Form B, or not fully complete all required Forms, may result in rejection of the proposal.

2.5 PROPOSAL FORMS

Proposals will require a variety of Forms which are provided by the County and available in the County’s online bidding system, along with the RFP. Forms that were developed in Microsoft Word will be uploaded in the County’s online bidding system as a single file titled “Proponent Forms.” Other required documents, such as Signature Authorization Resolution/Documentation, are not submitted on a

County provided document.

2.6 PROPOSAL FORMATTING

2.6.1 Unless stated otherwise, proposal pages must be prepared as follows:

a) Typed.

b) Standard 8.5” x 11” letter size white paper.

c) Black ink.

d) At least one (1) inch margin on all sides.

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2.6.2 All pages of the proposal must be sequentially numbered beginning with

Form A as page one (1).

2.6.3 RFP questions included on Forms D and E must be typed in their entirety, 12-point Times New Roman font, and single line spacing. Paraphrasing the RFP questions is not permitted.

2.6.4 Each question and its response on Forms D and E must be separated by a single blank line.

2.6.5 Proponent’s responses to questions included on Forms D and E, excluding any tables, must be 12-point Times New Roman font, and 1.5 line spacing.

2.6.6 Responses to all other Forms, including any tables, and documents may be in a different font and size, but no less than 12-point font and single line spacing.

2.6.7 Instructions included at the beginning of each Form do not need to be included in the proposal.

2.7 PROPOSAL SUBMISSION

Proposals must be submitted electronically via the County’s online bidding system.

Paper, faxed, or emailed proposals will not be accepted. For OpenGov assistance only, please contact OpenGov Support at procurement-support@opengov.com or via the live chat option on the site.

The following must be uploaded, as separate files, on the County’s online bidding system by the due date and time specified in Subparagraph 2.3:

• Entire proposal in PDF format with all Forms and other required documents in the order specified on Form B.

• Forms A - H in Microsoft Word file.

Allow sufficient time to upload all required files. Files will not upload successfully on the County’s online bidding system if the upload is not complete before the 4:00 p.m. (Pacific Time) deadline. For example, if file #1 uploaded successfully at 3:58:23 p.m. and file #2 is in progress of being uploaded at 4:00:01 p.m. (Pacific Time), file #2 will not upload successfully.

2.8 FORM PAGE LIMITS

Some of the Forms in this RFP have a limit to the number of pages that may be included in the proposal response. It is Proponent’s responsibility to ensure each

Form includes all questions and responses within the page limit specified in the instructions shown at the top of each Form.

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To protect the integrity of the RFP process and to ensure no Proponent gains a competitive advantage by exceeding the page limit for any Form(s) included in this

RFP, SSA will remove each page that exceeds the page limit prior to distributing proposal copies to the proposal evaluation panel. Responses from those pages will not be evaluated or scored.

Text located in other documents (e.g., references to “see attached” or hyperlinks) will not be evaluated or scored.

3. EVALUATION OF PROPOSALS

3.1 PROPOSAL EVALUATION PANEL

The County will establish a proposal evaluation panel consisting of representatives of SSA, other County agencies/departments, and/or members of the community with community-based service delivery expertise. Panel members will demonstrate no conflict of interest with any Proponent. The evaluation process will consist of a thorough review of the Proponents’ proposals and qualifications.

3.2 PROPOSAL EVALUATION

Proposals will be evaluated and selected through a competitive process. The contents of each proposal will be evaluated by the Evaluation Criteria set forth in

Paragraph 4 of this RFP. The County will consider the submittal of a proposal to constitute an agreement by the Proponent to all provisions and conditions included in this RFP. Proponents are to submit any and all questions pertaining to this RFP as instructed in Subparagraph 1.5 above.

3.3 PROPONENT INTERVIEW

The County intends to conduct oral interviews with the highest-ranked

Proponent(s) to confirm and/or clarify aspects of the proposal. Interviews are tentatively scheduled for December 7, 2023. However, Proponents must be ready to attend the oral interview within five (5) business days of notification and must be prepared to discuss all aspects of the proposal in detail.

3.4 ON-SITE PROGRAM REVIEW

Proponents accepted for consideration after the initial panel evaluation of proposals may, at the County’s discretion, be required to participate in an on-site program review led by the County. If an on-site program review is determined to be necessary, the County will provide participating Proponents the evaluation criteria in advance.

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3.5 COST

Although cost is a major consideration, the County may choose not to award a contract to the Proponent who submits a proposal with the lowest cost. Cost will be weighed with other factors including, but not limited to, experience in successfully managing government-funded contracts, experience providing services similar to those described in this RFP, and experience providing similar services in the County of Orange.

3.6 PROPOSAL SCORING

At the conclusion of the proposal evaluation panel’s discussion of all proposals and interviews (if applicable), each member of the panel will individually evaluate and assign ratings based on the rating criteria detailed in Paragraph 4, Evaluation

Criteria, with a maximum of one hundred (100) points signifying excellence. The scores will then be compiled for an average score.

3.7 FINAL SELECTION

Following a review of proposals by evaluation panel members, SSA’s Executive

Management will review and approve a recommendation regarding the selection of service contractor(s).

3.8 AWARD

The County may negotiate contract terms with the selected Proponent(s) prior to award, and expressly reserves the right to negotiate with several Proponents simultaneously and, thereafter, to award a contract to the Proponent(s) offering the most favorable terms to the County. Negotiations may or may not be conducted with Proponents; therefore, the proposal must contain Proponent’s most favorable terms and conditions. The selection and award may, at the County’s sole discretion, be made without discussion with any Proponents. County reserves the right, at its sole discretion, to make multiple awards to for services requested in this RFP.

If a satisfactory contract cannot be negotiated in a timely manner, the County, at its sole discretion, may terminate negotiations with the selected Proponent and begin negotiations with the next Proponent.

The County reserves the right to negotiate and award a contract to the next highest ranked proponent if the awarded proponent fails to perform.

3.9 BOARD APPROVAL

Recommendations for contract award will be presented for approval to the County of Orange Board of Supervisors. A contract will be contingent upon such approval.

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3.10 PROTEST PROCEDURE

Any actual or prospective Proponent or Contractor who alleges an error or impropriety by the solicitation or award of a contract may submit a grievance or protest to the SSA Contracts Services Manager.

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

a) Name, address, and telephone number of the protester;

b) Signature of the protester or the protester’s representative;

c) RFP solicitation title/number, or the contract number;

d) The form of relief requested.

Written protests must be sent to:

County of Orange

Contracts Services Manager

500 N. State College Blvd., Suite 100

Orange, CA 92868

3.10.1 Protest of RFP Specifications

All protests related to the RFP specifications must be submitted to the

SSA Contracts Services Manager no later than 5:00 p.m. (Pacific Time), five (5) business days prior to the proposal due date. Protests received after the five (5) business day deadline will not be considered by the

County.

In the event the protest of specifications is denied and the protester wishes to continue in the solicitation process, protester must still submit a proposal prior to the close of the solicitation in accordance with the proposal submittal procedures provided in this RFP.

3.10.2 Protest of Award of Contract

In protests related to the award of a contract, the protest must be submitted no later than five (5) business days after the notice of the proposed contract award is provided by the Contracts Services Manager.

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a) Proponents will have five (5) business days from the date of the notice in which to file a protest with the SSA Contracts Services

Manager concerning the award of the contract.

b) Protests relating to a proposed contract award which are received after the five (5) business day deadline will not be considered by the

County.

c) During the five (5) business day period, RFP information, including the final evaluator score sheets with the names of individual evaluators redacted, are subject to public disclosure.

d) Upon expiration of the five (5) business day period or proper resolution of a protest/appeal, the department may move forward with the contract award or if necessary, filing the item for approval by the Board of Supervisors.

3.10.3 Protest Process

In the event of a timely protest, the County shall not proceed with the solicitation or award of the contract until the SSA Contracts Services

Manager, the County Procurement Officer, or the Procurement Appeals

Board renders a decision on the protest.

Upon receipt of a timely protest, the SSA Contracts Services Manager will, within ten (10) business days, issue a decision in writing which shall state the reasons for the actions taken.

The County may, after providing written justification to be included in the procurement file, make the determination that an immediate award of the contract is necessary to protect the substantial interests of the County. The award of a contract shall in no way compromise the protester’s right to the protest procedures outlined herein.

If the protester disagrees with the decision of the SSA Contracts Services

Manager, the protester may submit a written notice to the Office of the

County Procurement Officer requesting an appeal to the Procurement

Appeals Board, in accordance with the process stated below.

3.10.4 Appeal Process

If the protester wishes to appeal the decision of the SSA Contracts

Services Manager, the protester must submit, within three (3) business days from receipt of the SSA Contracts Services Manager’s decision, a written appeal to the Office of the County Procurement Officer.

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Within fifteen (15) business days, the County Procurement Officer will review all materials in connection with the protest, assess the merits of the protest, and provide a written determination that shall contain the decision on whether the protest shall be forwarded to the Procurement

Appeals Board.

The decision of the County Procurement Officer on whether to allow the appeal to go forward will be final and there shall be no right to any administrative appeals of this decision.

4. EVALUATION CRITERIA

4.1 EVALUATION CRITERIA

The evaluation categories and maximum number of points to be assigned are as follows:

4.1.1 Organization Experience (Form D)

Maximum..........................................20 points

4.1.2 Services to be Provided (Form E)

Maximum..........................................40 points

4.1.3 Assessment Instruments (Form F)

4.1.4 Unit Price of Assessments and Translation Services (Form G)

In reviewing the Assessment Instruments (Form F), consideration will be given to the extent to which:

a) Proponent demonstrates a clear understanding of the assessment instruments including assessment indicators and how they will be used to ensure the program objectives are met as stated in

Subparagraph 1.1.

b) Proposed instruments are reliable indicators of the participant’s work history and his or her vocational skills and aptitudes, knowledge and abilities, and identification of personal-social traits, needs, and aspirations for change.

c) Proposed instruments are sensitive to learning problems, literacy, language, and socio-cultural issues that may distort the quality of the assessment process.

d) Proposed instruments provide fair, unbiased and accurate results.

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Factors used to determine Unit Price of Assessments and Translation Services (Form G), reasonableness may include, but not be limited to:

a) Proposed Unit Price of Assessments and Translation Services are reasonable, thoroughly justified, and appropriate in view of the activities to be conducted and expected results and benefits.

b) Proposed Unit Price of Assessments does not exceed the established budget limit based on the average number of accepted referrals for the past three years (546 per year) and encompasses the entirety of service delivery.

Total Unit Price of Assessments and Translation Services will be calculated as follows:

(Annual estimated volume of Assessments multiplied by cost per Assessment) + (Annual estimated volume of Learning Disability Assessments multiplied by cost per Assessment) +

(Annual estimated volume of Translation Services multiplied by Rate per minute for Translation

Services) = Total Unit Price of Assessments and Translation Services.

For example: Proponent A

Annual estimated volume

(Multiplied by) Cost per

Assessment/Rate per minute (Translation

Services)

= Total Unit

Price

Assessments 519 x $ 100 $ 51,900

Learning

Disability

Assessments

27 x $ 200 $ 5,400

Translation

Services

25 x $ 2.00 $50

TOTAL UNIT

PRICE OF

ASSESSMENTS

AND

TRANSLATION

SERVICES

$57,350

For example: Proponent B

Annual estimated volume

(Multiplied by) Cost per

Assessment/Rate per minute (Translation

Services)

= Total Unit

Price

Assessments 519 x $ 150 $ 77,850

Learning

Disability

Assessments

27 x $ 250 $ 6,750

Translation

25 x $ 1.00 $25

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TOTAL UNIT

PRICE OF

ASSESSMENTS

AND

TRANSLATION

SERVICES

$84,625

The Proponent with the lowest Total Unit Price of Assessments and Translation Services will receive twenty (20) points. The proposed Total Unit Price of Assessments and Translation

Services of each of the other Proponents will receive a normalized score by awarding a percentage of the twenty (20) score points as follows:

Y = (C/X) x 20

Where:

Y = Proposed Total Unit Price of Assessments and Translation Services normalized score for

Proponent X

C = Lowest Total Unit Price of Assessments and Translation Services of all Proponents

X = Total Unit Price of Assessments and Translation Services for Proponent X

Example: There are two (2) Proponents. Proponent A proposes $57,350, the lowest proposed amount, and is awarded 20 points. Proponent B proposes $84,625 and is awarded 14 points based on $57,350/$84,625 x 20 points = 14 points.

All proposed costs of Assessment and Translation Services will be evaluated based on the

Proponent’s prices to satisfy and comply with all of the requirements of the RFP.

The County reserves the right to reject any proposal where the price detail shows significant and unsupported deviation from normal expectations, as determined by the County.

The County may request written clarification(s) of the proposed Unit Price of Assessments and

Translation Services at any time during this Evaluation Process. Proponent shall submit such written clarification of its Unit Price of Assessments and Translation Services within the specified time period and comply with all County instructions as set forth in the request.

Any clarification by Proponent shall be limited to clarifying the County-specified portions of its

Unit Price of Assessments and Translation Services and shall be considered part of Proponent’s proposal, subject to evaluation by the evaluation panel.

If Proponent fails to submit clarification within the County-specified time period, the Unit Price of Assessments and Translation Services shall stand as written.

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PROPONENT FORMS

Proponents are responsible to manually insert and/or adjust page breaks so that the submitted proposal is formatted with each Form beginning at the top of a new page.

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FORM A – PROPOSAL COVER PAGE

Request for Proposal (RFP) Title: WTW ASSESSMENT SERVICES

RFP # 063-2496202-DM

Proposal Due Date/Time: October 30, 2023 4:00 p.m. (Pacific Time)

Attention: Desiree Mor

500 N. State College Blvd., Suite 100

Orange, CA 92868

PROPONENT: [entered by Proponent]

☐ The undersigned read, understood, and agree to all statements, terms and conditions, Forms, and Attachments in the RFP referenced above. The signature(s) below are in accordance with

RFP Subparagraph 2.1, Signature Requirements.

Proponent’s Name (as it appears on W-9 form)

Authorized Signature Printed Name Title Date

Authorized Signature Printed Name Title Date

An unsigned proposal may be subject to rejection.

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FORM B - REQUIRED DOCUMENTS CHECKLIST

Name of Proponent: ________________________________________________

INSTRUCTIONS:

Submit the following documents in the order listed on this form, in accordance with Subparagraph 2.4, Proposal Package. Proponent will indicate on this checklist whether or not all items requested have been included.

Required Documents

Completed and Enclosed

Page #

Form A – Proposal Cover Page

Form B – Required Documents Checklist

Form C – Organization Profile

Form D – Organization Experience

Form E – Services to be Provided

Form F – Assessment Instruments

Form G – Unit Price of Assessments

Form H – Board of Directors/Advisory Board

Form I – Statement of References

Form J – Organization Litigation

Form K – Proponent Certifications

Form L –Disabled Veteran

Business Enterprise (DVBE) Certification

Requirements

Form M – Levine Act Campaign Contribution Disclosure

Form

Organizational Structure and Chart (1)

Certificates of Insurance (2)

Articles of Incorporation (3)

Signature Authorization Resolution/Documentation (4)

Current/valid copy(s) of organization license(s) to do business in California (5)

Financial Statements (6) [If applicable]

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(1) Organizational Structure, Including Organizational Chart

Proponent must provide information regarding existing and/or proposed local organizational structure within Orange County and, where applicable, outside Orange County. If Proponent’s headquarters is located outside of Orange County, Proponent must define the relationship between the existing or proposed Orange County organization and the main headquarters. The chart must identify the relationship of the proposed services/program to the overall organization and identify the reporting relationship of each proposed staff position.

(2) Per Subparagraph 1.12, Insurance Requirements, attach evidence your organization has or can obtain all required insurance.

(3) If your organization is incorporated, attach Articles of Incorporation (executed by the Secretary of State), Bylaws, and Amendments.

(4) If applicable, and in accordance with Subparagraph 2.1, Signature Requirements, attach a board or corporate resolution, or other documentation, demonstrating the legal authority of the signatory to bind the organization.

(5) As applicable, attach current business or professional licenses or certificates required by the nature of the contract work to be performed and held by the Proponent.

(6) Financial Statements

Proponent (excluding government agencies) shall provide a complete financial statement based upon an audit that is not more than eighteen (18) months old from the proposal submission deadline, certified by an independent certified public accountant. These statements should clearly identify the financial condition of the Proponent's business entity as well as that of its corporate structure, if applicable. The financial statement will be used in determining the Proponent's financial condition, including the working capital position that would permit the Proponent to perform a contract of the size indicated by this RFP. All required financial statements must be prepared in conformity with Generally Accepted Accounting Principles (GAAP).

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FORM C – ORGANIZATION PROFILE

Name of Proponent

(as shown on IRS W-9 form):

Doing Business As (if applicable):

Proponent Address:

Proponent Business Telephone:

Proponent Website Address: ☐ None

Primary Proposal Contact Person (Name and Title):

Primary Contact Person Address:

Primary Contact Person Telephone and Email:

Secondary Proposal Contact Person (Name and Title):

Secondary Contact Person Telephone and Email (1):

Legal Business Status of Organization – check all that apply

☐ Public Nonprofit ☐ Private Nonprofit ☐ For Profit

☐ Sole Proprietorship ☐ Limited Liability Company ☐ Partnership

☐ B Corporation ☐ C Corporation ☐ S Corporation

☐ Other (specify)

If incorporated, list the state where incorporated:

Employer Identification Number (EIN): or

Tax Identification Number (TIN):

DUNS Number:

How many years has your organization conducted business under its present name?

How many years did your organization conduct business under a prior business name?

List name(s) and dates as applicable for two (2) items above:

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Does your organization (excluding government agencies) hold a controlling interest in any other organization, or is it owned or controlled by any other person or organization? ☐ No ☐Yes

If yes, explain.

Does your organization (excluding government agencies and individuals who will personally perform the contracted service) hold financial interests in any other business? ☐ No ☐Yes

If yes, explain.

List the names of persons with whom your organization (excluding government agencies) has been associated in business as partners or business associates in the last five (5) years.

(1) Communication sent via email to the primary proposal contact will also be sent to secondary proposal contact.

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FORM D – ORGANIZATION EXPERIENCE

Name of Proponent: _______________________________________________________

PART A

PART A INSTRUCTIONS: In correlation with this RFP complete the following tables in the order presented. One (1) of the two (2) options under each table description must be checked.

Begin with the most current experience. Limit your response to this Part A of Form D to no more than three (3) pages utilizing the same table format. Pages that exceed the page limit will not be evaluated or scored.

Table One: Experience with the County of Orange

Yes - See Below No Experience with the County of Orange

Proponent must list all contracts and briefly describe services it has provided in the past five (5) years for the County of Orange. In particular, Proponent must describe experience in providing services that are the same as or similar to those services being requested in the RFP. Add additional tables as necessary.

#1 #2 #3

Awarding Agency

Name and Brief

Description of

Dollar Amount of

Contract

Service Beginning and End Dates

Population Served

Location of

Services (City, County & State)

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Table Two: Experience with other than the County of Orange

Yes - See Below No Experience with other than the County of Orange

Proponent must briefly describe all services provided in the past five (5) years, for entities other than County of Orange. In particular, Proponent must describe experience in providing services that are the same as or similar to those services being requested in the RFP. Add additional tables as necessary.

#1 #2 #3

Awarding Agency

Name and Brief

Table Three: Failure to Complete Contracts

Yes - See Below No Failure to Complete Contracts

Proponent must state if it has failed or refused to complete a contract. If affirmative, Proponent must provide explanation for every instance. The definition of “failure or refusal to complete a contract” includes any contract that meets one (1) or more of the following criteria: (1) The contractor terminated the contract early; (2) The contracting agency terminated the contract with cause as defined in the terminated contract; and/or (3) Terms of the contract were not fulfilled in their entirety, including meeting all goals and/or deliverables as described in the contract, with the exception of any requirements waived by the contracting agency. Add additional tables as necessary.

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#1 #2 #3

Awarding Agency

Name and Brief

Explanation

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PART B

PART B INSTRUCTIONS: Proponent must answer all of the following questions regarding its experience. Answer all of the following questions in the order presented, restating the number and question before each response. If a question does not apply to your organization, answer with a full negative response rather than stating "Not Applicable." Begin with the most current experience. Limit your response to this Part B to no more than eight (8) pages. Pages that exceed page limit will not be evaluated or scored.

1. In reference to services included above in Part A, describe your organization’s experience in providing services that are the same or similar to services required in this RFP. Include experience in the following four (4) categories.

a. Development

b. Implementation

c. Management

d. Evaluation

2. Describe successful outreach efforts and techniques your agency used to engage clients that are similar to the target population described in this RFP.

3. Describe a minimum of two (2) challenges and/or barriers management encountered in the delivery of services included in Part A and how these were…