COUNTY OF SANTA CLARA, CALIFORNIA SOCIAL SERVICES AGENCY BID NUMBER: RFP-SSA-FY

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1 COUNTY OF SANTA CLARA, CALIFORNIA SOCIAL SERVICES AGENCY REQUEST FOR PROPOSALS (RFP) FOR GENERAL FUND CONTRACTS Domestic Violence Services Homeless and Transitional Housing Services Program for Immigrant Integration Services BID NUMBER: RFP-SSA-FY RELEASE DATE: October 31, 2011 PROPOSALS DUE DATE: January 12, 2012 By 3:00 PM, PST Attn: Office of Contracts Management Social Services Agency 333 West Julian Street San Jose, CA RFP Contact: Address all questions and clarifications to Bidsync, RFP-SSA-FY Page 1 of 23

2 TABLE OF CONTENTS Section Title Page I INTRODUCTION 3 II FUNDING PRIORITIES, SERVICE OBJECTIVES AND TARGET POPULATION 3 III GENERAL INFORMATION 5 VI ELIGIBILITY REQUIREMENTS 6 V SCHEDULE OF EVENTS 8 VI EVALUATION 14 VII PROGRAM STANDARDS AND SPECIFICATIONS 15 VIII COUNTY RIGHTS 21 IX RESPONSE FORMAT AND ORGANIZATION 22 Appendices: Appendix A - Proposal Response Cover Sheet Appendix A-1-Collborative Proposal Requirement Appendix B Proposer s Past Performance and Funder References Appendix C - Program for Immigrant Integration Specifics Appendix D Declaration of Local Business Appendix E Identification of Subcontractors Appendix F- Non-Collusion Declaration Appendix G - Confidential Information Public Records Act Appendix H-County Contracting Principles Appendix I Type I or Type II Declaration of Contractor Appendix J-Sample Contract Template Exhibits: Exhibit 1 - Staffing Qualifications Exhibit 2 Language and Cultural Proficiency Plan Exhibit 3 Services Work Plan (Part I and Part II) Exhibit 4 Outcomes Work Plan Exhibit 5 Budget Plan (Part I to Part III) Exhibit 6 - Funding Resource Table RFP-SSA-FY Page 2 of 23

3 I. INTRODUCTION A. INVITATION 1. The Santa Clara County Social Services Agency invites qualified communitybased organizations (501(c)(3)) or public educational institutions, and government jurisdictions for the delivery of important human services to residents of Santa Clara County within the following funding subject areas: a. Domestic Violence Services b. Homeless and Transitional Housing Services c. Program for Immigrant Integration Services 2. Qualified individuals may apply for the Website Service Category listed under the Program for Immigrant Integration Services. See Appendix C- Program for Immigrant Integration (PII) Specifics. B. MISSION STATEMENTS 1. COUNTY OF SANTA CLARA The mission of the County of Santa Clara is to plan for the needs of a dynamic community, provide quality services, and promote a healthy, safe and prosperous community for all. 2. SOCIAL SERVICES AGENCY The Social Services Agency is a culturally sensitive and socially responsible public agency providing high quality, professional, financial and protective services for residents of Santa Clara County. II. FUNDING PRIORITIES, SERVICE OBJECTIVES AND TARGET POPULATION A. FUNDING PRIORITIES 1. Preserve the safety net for the most vulnerable residents of Santa Clara County. 2. Enable self-sufficiency and provide protection to residents of Santa Clara County. 3. Provide prevention, early intervention strategies that have demonstrated effectiveness and reduced long-term costs to the County. RFP-SSA-FY Page 3 of 23

4 B. SERVICE OBJECTIVES AND TARGET POPULATION 1. Domestic Violence Services a. Service Objectives Increase the attainment of violence-free families Increase self-sufficiency Increase healthy functioning Provide emergency shelter b. Target Population Victims of domestic violence and their families 2. Homeless and Transitional Housing Services a. Service Objectives Increase independent living Provide stabilization of housing Provide emergency shelter b. Target Population Low-income families with children Low-income adults, or Special needs populations 3. Program for Immigrant Integration Services See Appendix C for program specifics and funding distribution. a. Service Objectives Increase access to information relevant to immigrants Increase understanding of the naturalization process Increase attainment of citizenship, and Provide immigration legal services b. Target Population Low-income immigrants Qualified immigrants for citizenship RFP-SSA-FY Page 4 of 23

5 III. GENERAL INFORMATION A. CONTRACT TERMS The initial contract term will be from July 1, 2012 through June 30, Four oneyear extensions, ending June 30, 2017 will be based on funding availability and Contractor s performance. B. FUNDING AMOUNTS Funding is 100% County General Fund. The current level of funding for each service category is as follows: Domestic Violence Services $ 251,160 Homeless and Transitional Housing $ 274,970 Program for Immigrant Integration $ 779,396 C. BUDGET CONTINGENCY This Request for Proposals (RFP) is contingent on the appropriation of sufficient funding by the County for the services covered by this RFP. If funding is reduced or deleted by the County for purposes of this RFP, the County has the option to either terminate this RFP with no liability accruing to the County or to offer an addendum to the RFP that reflects the reduced amount of the funding. D. MINIMUM/MAXIMUM AMOUNT FOR PROPOSAL This RFP has established a minimum amount of $30,000 and a maximum amount of $100,000 per proposal. Acceptance of a proposal does not mean that the maximum amount requested will be granted. The amount to be funded will be determined by the County to assure balance and geographic distribution of services. E. MULTIPLE PROPOSALS Vendors may submit more than one proposal within a service category and/or other service categories. Separate proposals are required for each program. F. CONSORTIUM/COLLABORATIVE Vendors may submit proposal(s) separately as an individual agency or as consortium of providers or as a collaborative. RFP-SSA-FY Page 5 of 23

6 Consortium: When only one proposal is submitted by a representing vendor who will be responsible for all services provided. The representing vendor (fiscal agent) will subcontract with the other vendors. If a contract is awarded, it will only be with the representing vendor and the County will only provide payment for services to the representing vendor. The vendor is wholly responsible for the entire contract performance whether or not the subcontractors are used. Program and financial accountability is with the contracted vendor. The $100,000 maximum will apply to this proposal. Collaborative: When a group of vendors propose to collaborate in providing services within a program. Each vendor in a collaborative will submit a separate proposal for the services they are responsible for. An additional narrative must describe the expected service and/or cost benefit for the County, resulting from the collaboration. Each proposal in a collaborative will receive 5 points. The $100,000 maximum will apply to each proposal. G. COMPENSATION METHOD Compensation method for services will be cost reimbursement for actual, reasonable, necessary, and allowable costs incurred up to the maximum compensation for the performance of services as specified in the contract. IV. ELIGIBILITY REQUIREMENTS A. Vendor must meet the following requirements to be eligible to submit a proposal for this RFP. 1. Must be of one of the following (except if submitting proposal for the Website Service Category listed under the Program for Immigrant Integration Services, see Appendix C): a. Private Nonprofit b. Public Educational Institution c. Public Agency (Non-County) 2. Has been a private nonprofit entity with tax-exempt status under Section 501(c)(3) of the IRS code and Section d. of the California Revenue and Taxation Code, public educational institution, or public agency for at least one (1) year from the proposal date and can provide documentation if requested. RFP-SSA-FY Page 6 of 23

7 3. Must not be suspended or debarred from receiving federal funds as listed in the List of Parties Excluded from Federal Procurement or Non-Procurement Programs issued by the Federal Services Administration ( 4. Must have administrative and fiscal capability to administer the proposed program and have internal procedures to: a. Establish and maintain a system of financial controls and accounting in conformance with generally accepted accounting principles (GAAP). b. Maintain accurate and complete financial reports for all costs and operating expenses in connection with the proposed program funding, but not limited to subcontracts, invoices, timecards, cash receipts, vouchers, cancelled checks, bank statements, and other official documentation indicating in proper detail the nature and propriety of all cost incurred, and reimbursed by County. c. Maintain financial records that show funds received under the proposed program are used for purposes consistent with the terms of the proposed program. d. Must attach a current independent audited financial statement and management letter within the past eighteen (18) months. The audited financial statement must be within a fiscal period of not more than eighteen (18) months old at the proposal due date and prepared by an independent, certified public accountant. Individual is not subject to this requirement. These requirements do not apply to individuals qualified to apply for the website service within the Program for Immigrant Integration Category. e. Must be able to meet current and subsequent amended or added statutes, regulations, policies, procedures, program rules, or other requirements of the Federal Government, State of California, and/or Santa Clara County, including working with mandatory clients. 5. Must be able to meet and comply with the contractual terms and conditions, some of which are listed in this RFP. 6. Must be able to provide the 10% of proposed amount matching requirement. B. CONSIDERATION FOR EVALUATION REVIEW Proposal must meet the following requirements to be considered for evaluation review: 1. Meet the funding priorities, service objectives and target population for this RFP. RFP-SSA-FY Page 7 of 23

8 2. Give priority to referrals from the Social Services Agency (SSA) and/or SSA s referring agents and partners. 3. Meet all the requirements in this RFP. V. SCHEDULE OF EVENTS This section of the RFP contains the anticipated schedule for the procurement and describes the procurement events as well as the conditions governing the procurement. A. SEQUENCE OF EVENTS (Every effort will be made to adhere to the following anticipated schedule) Event Date Release of RFP 10/31/11 Pre-Proposal Conference 11/14/11, 1:30-4:30 PM Deadline to Submit Written Questions 12/9/11 Response to Written Questions/RFP 12/16/11 Addendum Submission of Proposals 1/12/12, 3:00 PM,PST Proposal Evaluation Completed by 2/20/12 Notices to Vendors 2/27/12 Protest due to SSA 3/05/12 Response to Protest 3/20/12 Contract Award May-June 2012 (upon Board s approval Contract Effective Date 7/1/12 B. EXPLANATION OF EVENTS 1. RELEASE OF RFP The Santa Clara County Social Services Agency is issuing the RFP. Vendors may obtain copies of this RFP including supporting documents from Bid Sync website at 2. PRE-PROPOSAL CONFERENCE A pre-proposal conference will be held at Social Services Agency Auditorium, 333 West Julian Street, San Jose, CA on November 14, 2011, from 1:30 to 4:30 PM PST. 3. DEADLINE TO SUBMIT QUESTIONS Vendors may submit written questions to this RFP through Bid Sync no later than December 09, Vendors may also ask questions during the pre-proposal conference. Questions will not be accepted in any other manner or format. RFP-SSA-FY Page 8 of 23

9 4. RESPONSES TO WRITTEN QUESTIONS/RFP ADDENDUM Answers to all questions received by the deadline will be posted as an Addendum on the Bid Sync website no later than December 16, SUBMISSION OF PROPOSALS Proposals must be received no later than January 12, 2012, 3:00 PM, PST. All received proposals will be time stamped. All deliveries via express carrier should be addressed as follows: Attention: May Garcia RFP-SSA-FY Office of Contracts Management Social Services Agency 333 West Julian Street San Jose, CA Proposals must be sealed and labeled on the outside of the package to clearly indicate that they are in response to the RFP number and title as referenced on the cover page. 6. PROPOSAL EVALUATION Initial Screening The Social Services Agency Office of Contracts Management will screen all proposals received by the deadline to determine whether they passed or failed the eligibility requirements. Evaluation Committee - The Social Services Agency (SSA) and the County Office of Human Relations (OHR) will appoint Evaluation Committee(s) for each service category to evaluate the submitted proposals. The Committees will evaluate proposals in accordance with the scoring criteria published in the RFP. Final Recommendation A panel consisted of executive management staff from SSA and OHR will assess the evaluation committees recommendations. SSA and OHR will submit their funding recommendations to the Children, Seniors, and Families Committee for consideration and the full Board for approval. 7. NOTICES TO VENDORS Notices will be ed to Selected and Non-Selected Proposers by February 27, RFP-SSA-FY Page 9 of 23

10 8. PROTEST PROCEDURES SSA Office of Contracts Management will and mail notices to all proposers informing them of the proposals selected. Proposers whose proposals were not selected may file a written protest no later than March 05, Any protests received after this time will not be considered. Filing a Protest The protest of an award must be in writing. The following must be written on the cover of the protest: Protest Relating to RFP-SSA-FY The written protest must be ed, faxed and/or mailed to the following address: Gina Sessions, Deputy Director of Operations Social Services Agency c/o: Office of Contracts Management 333 West Julian Street San Jose, CA may.garcia@ssa.sccgov.org Fax: (408) Contents of Protest The written protest must contain the following information: (1) the name, street address, electronic mail address, and telephone and facsimile number of the Protester; (2) signature of the Protester or its representative; (3) grounds for the protest; (4) copies of any relevant documents; (5) the form of relief requested; and (6) the method by which the Protester would like to receive the Reviewing Officer s written protest decision. The written protest must clearly state the grounds for the protest. Protests should be concise and logically arranged. Grounds for Protest Protests shall be based only on one or more of the following grounds: a. The Protester believes the County failed to follow the procedures and adhere to requirements set forth in the solicitation or any addendum thereto. b. The Protester believes there was misconduct or impropriety by County officials or evaluation team members. c. The Protester believes there was abuse of process or abuse of discretion by County officials or evaluation team members. RFP-SSA-FY Page 10 of 23

11 Protest Resolution Process a. Informal Review by Department The SSA Deputy Director of Operations will review the protest in a timely manner and attempt to resolve it expeditiously. If the Deputy Director was not able to resolve the protest, then the protest shall be forwarded to an official who has been designated as the Independent Reviewing Officer for the RFP. b. Formal Review by Independent Reviewing Officer The Reviewing Officer shall conduct an independent review of the protest to determine whether the grounds for the protest have merit. Only the information contained in a timely protest shall be considered by the Reviewing Officer. The Reviewing Officer has the authority to request additional information from the Protester or Department to clarify or confirm information submitted in a timely written protest to assist the Reviewing Officer s review of a protest. The Reviewing Officer will issue a written decision on a timely written protest within fifteen (15) days of receiving a protest; however, the time for decision may be extended by the Reviewing Officer. The Reviewing Officer will issue the written decision to the Protester and the requiring Department. If the Protester failed to specify in its written protest the method by which the Protester would like to receive the Reviewing Officer s written protest decision, the Reviewing Officer will send his/her written decision to the Protester by mail. The decision of the Reviewing Officer shall be final. c. Remedies If the Reviewing Officer sustains a protest in whole or in part, the Reviewing Officer shall have the sole discretion to determine an appropriate remedy in accordance with established guidelines. In determining the appropriate remedies, the Reviewing Officer may consider the degree of prejudice to other parties or to the integrity of the competitive procurement system, the good faith of the parties, the extent of performance, the cost to the Department, the urgency of the procurement, and the impact of the recommendation(s) on the Department s mission. 9. CONTRACT AWARD Upon approval of the SSA and OHR s funding recommendation by the Board of Supervisors, the SSA, OHR and selected vendors will finalize contract specifics. RFP-SSA-FY Page 11 of 23

12 10. CONTRACT EFFECTIVE DATE The contract effective date for the initial term is July 1, C. GENERAL CONDITIONS 1. INCURRING COST This RFP does not commit the County to award, nor does it commit the County to pay any cost incurred in the submission of the Proposal, or in making necessary studies or designs for the preparation thereof, nor procure or contract for services or supplies. Further, no reimbursable cost may be incurred in anticipation of a contract award. 2. CLAIMS AGAINST THE COUNTY OF SANTA CLARA Neither the organization nor any of its representatives shall have any claims whatsoever against the County or any of its respective officials, agents, or employees arising out of or relating to this RFP or these RFP procedures, except as set forth in the terms of a definitive agreement between the County and the organization. 3. BASIS FOR PROPOSAL Only information supplied by the County in writing in connection with this RFP should be used as the basis for the preparation of Vendor s proposal. 4. FORM OF PROPOSALS No facsimile or electronic proposals will be accepted. 5. ELECTRONIC MAIL ADDRESS Most of the communication regarding this procurement will be conducted by electronic mail (e mail). Potential applicants agree to provide the SSA with a valid e mail address to receive correspondence. 6. AMENDED PROPOSAL A Vendor may submit an amended proposal before the deadline for receipt of proposals. Such amended proposals must be complete replacements for a previously submitted proposal and must be clearly identified as such in the Response Coversheet. The County personnel will not merge, collate, or assemble proposal materials. 7. WITHDRAWAL OF PROPOSAL Proposers will be allowed to withdraw their proposals at any time prior to the deadline for receipt of proposals. The proposer must submit a written withdrawal request signed by the proposer s duly authorized representative addressed to the designated County contact for this RFP. RFP-SSA-FY Page 12 of 23

13 8. LATE RESPONSES In order for a proposal to be considered, the proposal must be received in person or via courier or mail to the place specified above no later than the RFP due date and time. The Social Services Agency s time and date stamp will be the basis for determining timeliness of proposals. 10. NO PUBLIC PROPOSAL OPENING There will be no public opening for this RFP. 11. CALIFORNIA PUBLIC RECORDS ACT All proposals become the property of the County and subject to the disclosure requirements of the California Public Records Act (CPRA, California Government Code section 6250 and following). If proprietary information is contained in or attached to the written proposal and vendor claims that it is not subject to the CPRA, the proposal must clearly mark that information proprietary or confidential. In the event of a CPRA request for such information, the County will ask vendor to provide the legal basis for exempting it under the CPRA. If in the County s sole discretion the Vendor provides an adequate legal basis to keep the information confidential, the County will request the vendor agree in writing to defend and indemnify the County in any litigation that may result from denial of a CPRA request. The County will disclose the information under the CPRA unless vendor responds timely and agrees to indemnify the County. 12. CONFIDENTIALITY All data and information obtained from the County of Santa Clara by the Vendor and its agents in this RFP process, including reports, recommendations, specifications and data, shall be treated by the Vendor and its agents as confidential. The Vendor and its agents shall not disclose or communicate this information to a third party or use it in advertising, publicity, propaganda, or in another job or jobs, unless written consent is obtained from the County. Generally, each proposal and all documentation, including financial information, submitted by a Vendor to the County is confidential until negotiations are complete, when such documents become public record under state and local law, unless exempted under CPRA. 13. ASSIGNMENT OF CLAYTON ACT, CARTWRIGHT ACT CLAIMS In submitting a response to a solicitation issued by the County, the responding person and/or entity offers and agrees that if the response is accepted, it will assign to the County all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec.15) or under the Cartwright Act (Chapter2(commencing with Section 16700) of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the responding person and/or entity for sale to the County pursuant to the solicitation document. Such assignment shall RFP-SSA-FY Page 13 of 23

14 be made and become effective at the time the County tenders final payment to the responding person and/or entity. VI. EVALUATION A. CRITERIA The Evaluation Criteria listed below will be utilized in the evaluation of the Vendor s written proposals. The proposal should give clear, concise and sufficient information when responding to the narrative and work/budget plan requirements to allow an evaluation based on the criteria below. Criteria Outcome Based Emergency Assistance Responsive and Responsible to Requirements of the RFP Consider or Reject Target Population Agency Qualifications Staffing Qualifications Cultural Proficiency Services Outcome Measurements 15 Budget and Budget Narrative Resource Table and Resource Narrative 5 5 Total Local Preference 5 5 Collaborative 5 5 B. RESPONSIBLE AND RESPONSIVE PROPOSAL Proposals received by the established deadline will be screened by SSA staff to determine the responsibleness and responsiveness of the proposal. 1. Responsible means one who: a. Possesses adequate financial resources, or the ability to obtain such resources as required during the performance of the contract and; b. Has the ability to comply with the proposed delivery or performance schedule, taking into consideration available expertise and any existing business commitments; and c. Has no record of unsatisfactory performance, lack or integrity, or poor business ethics; and d. Is otherwise qualified and eligible to receive an award under applicable statutes and regulations. RFP-SSA-FY Page 14 of 23

15 2. Responsive means one whose bid or proposal substantially complies with all requirements of the RFP. VII. PROGRAM STANDARDS AND SPECIFICATIONS A. DEFINITIONS 1. There are two (2) Program Standards and Specifications, one for Outcome Based Proposals and one for Emergency Assistance Proposals. a. Outcome Based or Non-Emergency Assistance Proposals The service impacts/benefits the lives of the target population during and after participation in the program. b. Emergency Assistance Proposals The service being provided has a short term or immediate effect or impact in the lives of the target population. Examples: emergency food, clothing, utility, or shelter. 2. There are two (2) ways the number of clients proposed to be served will be counted for the purpose of this RFP. a. Unduplicated Client Count For the purpose of this RFP, Proposer must provide the unduplicated client count. Proposer may only count a person one time per contract period, per service or activity. For example: Jane Doe participated in five parenting workshops, twelve group counseling sessions, and received emergency shelter for five nights. Since the three services are identified as separate services or activities, Jane Doe may only be counted once as an unduplicated client in each service or activity per contract period. b. Duplicated Client Count For the purpose of this RFP, Proposer must provide the duplicated client count. The duplicated client count equals the total number of times each client participates in a service or activity identified in your Work Plan. For example, Jane Doe participated in five parenting workshops and would be counted five times for the workshops. She also participated in twelve group counseling sessions and would be counted twelve times under counseling sessions. Jane also stayed in an emergency shelter five nights and would be counted five times under the emergency shelter service. RFP-SSA-FY Page 15 of 23

16 Data Exceptions/Limitations The unduplicated client count is mandatory. However, the County understands that each agency has its own unique data collection methods and limitations. Proposer s narrative must include any limitations the agency has regarding data reporting capabilities and must specify the qualitative and quantitative data that is available that would support the County s efforts to monitor the program. B. OUTCOME BASED PROPOSALS NARRATIVE AND WORK/BUDGET PLANS Narrative for Items 1-8 must not exceed twelve (12) pages. Appendices and Exhibits are not included in this page limit. 1. Target Population (Maximum 15 points) a. Identify the target population for this proposal. Describe who they are, where they live including the County Supervisor District(s), their age groups, gender, ethnic composition, culture and language, socio-economic levels, health care issues, and special needs. Include the following: For low income population, describe the income determination that is used. For at-risk population, describe the risk factors or concerns. For special needs (including domestic violence) population, describes their special circumstances. Indicate the number of persons in need of service in target area and the estimated number of persons to receive proposed services. Include duplicate and unduplicated number of clients. Describe the barriers or critical needs of the target population. Describe the barriers or critical needs the proposal will address. 2. Agency Qualifications (Maximum 10 Points) a. Provide a brief history of the agency. b. Demonstrate the Agency s qualifications pertaining to the proposed services. b. The County will consider past performance to verify proposer s capability of providing the proposed service levels. Proposer shall complete the Proposer s Past Performance and Funder References, Appendix B, in order to demonstrate the following: A list of customers currently using or have used the proposed program services. RFP-SSA-FY Page 16 of 23

17 Three (3) funder references for which you have provided the proposed program services. 3. Staffing Qualifications (Maximum 10 Points) a. Describe the Agency s ability to maintain a sufficient level of culturally competent, trained, qualified staff to carry out proposed program activities. b. Complete the Staffing Qualifications Form, Exhibit Cultural Proficiency (Maximum 15 Points) a. Describe the Agency s plan to provide services in language other than English. b. Describe how the proposed services will be delivered in a culturally and linguistically appropriate manner to meet the diverse needs of Santa Clara County. c. Complete the Language and Cultural Proficiency Plan, Exhibit Services (Maximum 20 Points). a. Briefly describe the proposed services and service delivery system. b. Describe how the clients find out about your services and/or are referred. c. For each facility that will be used for these services provide the following information: Name of Facility Location Hours Services/Assistance provided How clients can access the location d. Describe the reasonableness of the number of clients to be served based on the proposed services, staffing, and funding. h. Complete the Service Work Plan (Part I and Part II), Exhibit Outcome Measurement (Maximum 15 Points) a. Describe how the agency evaluates the services and include any specific quantitative and/or qualitative evaluation methods, assessment tools to measure your program effectiveness. b. Describe the proven effectiveness of these evaluation methods and assessment tools. c. Complete the Outcomes Work Plan, Exhibit 4. RFP-SSA-FY Page 17 of 23

18 7. Budget and Budget Narrative (Maximum 10 Points) a. Describe how the budget reflect the allocation of resources, matching the program components, including staffing, operating costs, and management. b. Complete the Budget Plan (Part I to Part III), Exhibit Funding Resources Narrative and Resource Table (Maximum 5 Points) a. Describe the other leveraging resources used for the proposed services. b. Explain if these other resources are already committed or reasonably obtainable for commitment throughout the anticipated contract term. c. Complete the Funding Resource Table, Exhibit 6. C. EMERGENCY ASSISTANCE PROPOSALS NARRATIVES AND WORK PLANS Narrative for Items 1-7 must not exceed twelve (12) pages. Appendices and Exhibits are not included in this page limit. 1. Target Population (Maximum 20 points) a. Identify the target population for this proposal. Describe who they are, where they live including the County Supervisor district(s) their age groups, gender, ethnic composition, culture and language, socioeconomic levels, health care issues, and special needs. Include the following: For low income population, describe the income determination that is used. For at-risk population, describe the risk factors or concerns. For special needs (including domestic violence) population, describes their special circumstances. Indicate the number of persons in need of service in target area and the estimated number of persons to receive proposed service. Include duplicate and unduplicated number of clients. Describe the barriers or critical needs of the target population. Describe the barriers or critical needs the proposal will address. 2. Agency Qualifications (Maximum 10 Points) a. Provide a brief history of the agency. b. Demonstrate the Agency s qualifications pertaining to the proposed services. c. The County will consider past performance to verify proposer s capability of providing the proposed service levels. Proposer shall RFP-SSA-FY Page 18 of 23

19 complete the Proposer s Past Performance and Funder References, Appendix B, in order to demonstrate the following: A list of customers currently using or having used the proposed program services. Three (3) customer references for which Agency has provided the proposed program services. 3. Staffing Qualifications (Maximum 10 Points) a. Describe the Agency s ability to maintain a sufficient level of culturally competent, trained, qualified staff to carry out proposed program activities. b. Complete the Staffing Qualifications Form, Exhibit Cultural Proficiency (Maximum 15 Points) a. Describe the Agency s plan to provide services in language other than English. b. Describe how the proposed services will be delivered in a culturally and linguistically appropriate manner to meet the diverse needs of Santa Clara County. c. Complete the Language and Cultural Proficiency Plan, Exhibit Services (Maximum 30 Points) a. Briefly describe the proposed assistance. b. Explain the overall objectives of the program and how the assistance will affect the barriers or critical needs of the target population. b. For each facility that will be used for these services provide the following information: Name of Facility Location Hours Services/Assistance provided How clients can access the location d. Describe the reasonableness of the number of clients to be served based on the proposed services, staffing, and funding. c. Complete the Service Work Plan (Part I and Part II), Exhibit Budget and Budget Narrative (Maximum 10 Points) a. Describe how the budget reflect the allocation of resources, matching the program components, including staffing, operating costs, and management. b. Complete the Budget Plan (Part I to Part III), Exhibit 5. RFP-SSA-FY Page 19 of 23

20 7. Funding Resource Narrative and Resource Table (Maximum 5 Points) 1. Describe the other leveraging resources used for the proposed services. 2. Explain if these other resources are already committed or reasonably obtainable for commitment throughout the anticipated contract term. 3. Complete the Funding Resource Table, Exhibit 6. D. LOCAL PREFERENCE In accordance with applicable sections of Board Policy, Section , in the formal solicitation of goods or services, the County of Santa Clara shall give responsive and responsible Local Businesses the preference described below. Local Business means a lawful business with a physical address and meaningful production capability located within the boundary of the County of Santa Clara. The term production capability means sales, marketing, manufacturing, servicing, or research and development capability that substantially and directly enhances the firm s or bidder s ability to perform the proposed contract. Post Office box numbers and/or residential addresses may not be used as the sole bases for establishing status as a Local Business. In the procurement of goods or services in which best value is the determining basis for award of the contract, five percent (5%) of the total points awardable will be added to the Local Business score. When a contract for goods or services, as defined in this policy, is presented to the Board of Supervisors for approval, the accompanying transmittal letter shall include a statement as to whether the proposed vendor is a Local Business, and whether the application of the local preference policy was a decisive factor in the award of the proposed contract. This Local Business preference shall not apply to the following: 1. Public works contracts, 2. Where such a preference is precluded by local, state or federal law or regulation, 3. Contracts funded in whole or in part by a donation or gift to the County where the special conditions attached to the donation or gift prohibits or conflicts with this preference policy. The donation or gift must be approved or accepted by the Board of Supervisors in accordance with County policy, or 4. Contracts exempt from solicitation requirements under an emergency condition in accordance with board policy, state law and/or the County of Santa Clara Ordinance Code (Section A34-82). RFP-SSA-FY Page 20 of 23

21 In order to be considered for Local Preference, Proposer must complete and submit Declaration of Local Business Appendix D, with its RFP Response. E. COLLABORATIVE PROPOSALS In order to receive the five (5) points for collaborative proposals, proposers must provide the following: 1. Mark the appropriate box on the Proposal Response Cover Sheet. 2. Provide a narrative, not to exceed two (2) pages, describing the collaboration efforts and expected service and/or cost benefit resulting from the proposed collaboration with other Proposers. VIII. COUNTY RIGHTS A. The County reserves the rights to to do any of the following at any time: 1. Waive or correct any minor or inadvertent defect, irregularity or technical error or in a proposal, or in the RFP process, or as part of any subsequent contract negotiation; 2. Terminate this RFP or issue a new RFP; 3. Extend a deadline specified in this RFP, including deadlines for accepting proposals; 4. Modify the final contract from terms described in this RFP; 5. Disqualify any Proposer on the basis of a real or apparent conflict of interest, or evidence of collusion that is disclosed by the proposal or other data available to the County; 6. Reject a proposal if any document or item necessary to the proposal is incomplete, improperly executed, indefinite, ambiguous, or is missing; 7. Reject a proposal for any attempt to improperly influence any member of the Evaluation Panel; 8. Reject any proposal if the proposer or related agency is currently in litigation with the County of Santa Clara, or the County is contemplating litigation against the agency or a related agency relating to contract performance; 9. Reject any proposal for any false, misleading or otherwise unresponsive statements, documents or information provided to the County either through disclosure or non-disclosure if, in the County s judgment, the false, misleading or otherwise unresponsive statements, documents or information are material; 10. Reject proposal where the Proposer is in breach of, or in default under, any other agreement with the County; 11. Reject any proposal if the agency or a related agency is currently being investigated by the County of Santa Clara for non-performance of obligations under any contract with the County, and such non-performance or alleged non- RFP-SSA-FY Page 21 of 23

22 performance has resulted in actual non-renewal or termination of Agency s contract with the County. IX. RESPONSE FORMAT AND ORGANIZATION A. NUMBER OF COPIES AND FORMAT Proposer must: 1. Submit one (1) original and six (6) copies of their proposal. The original must be stamped ORIGINAL and contain original signatures where required. Proposal must: 1. Be typed using a minimum of font size of 12 on letter size paper with one (1) inch margins. 2. Be double-sided wherever possible. 3. Be three-hole punched. 4. Not use binders. Separate copies by rubber bands or clips. 5. Follow the proposal format, delineating the requirements by labeled tabs. 6. Have a table of contents that corresponds to page numbers in the proposal. 7. Have page number in consecutive order. Appendices and Exhibits are exempt from this requirement. 8. Follow maximum number of pages for narratives. Appendices and Exhibits are separate from this requirement. B. PROPOSAL PACKET SEQUENCE AND CHECKLIST Tab Label Document Format Checked 1 Table of Contents Table of Contents 2 Cover Sheet Appendix A - Proposal Response Cover Sheet Word Document Appendix A1-Collaborative Proposal Requirement, IF APPLICABLE 3 Past Performance Appendix B Proposer s Past Word Performance and Funder References 4 Narrative Narrative Requirement for the following: 1. Target Population 2. Agency Qualifications 3. Staffing Qualifications 4. Cultural Proficiency 5. Services 6. Outcome Measurement 7. Budget 8. Funding Resource Document Word Document with minimum of 12 size font on letter size paper. Maximum 12 pages. RFP-SSA-FY Page 22 of 23

23 5 Staffing Exhibit 1 Staffing Qualifications Excel Document 6 Cultural Proficiency Exhibit 2 - Language and Cultural Proficiency Plan Excel Document 7 Services Exhibit 3 Service Work Plan (Part I Excel Document and Part II) 8 Outcomes Exhibit 4 Outcomes Work Plan (Not applicable for Emergency Assistance Word Document Proposals) 9 Budget Plan Exhibit 5 Budget Plan (Part I to Part III) Excel Document 10 Funding Resource Exhibit 6 Funding Resource Table Excel Document 11 Appendices Appendix D -Declaration of Local Business Word Document Appendix E Designation of Contractors Word Document Appendix F Non-Collusion Declaration Word Document Appendix G Confidential Information Public Records Act Word Document Appendix I - Type I or Type II Declaration of Contractor (if Type II, Include Contractor Information Packet) ATTACH TO ORIGINAL COPY ONLY Word Document Audited Financial Statement, Single Audit Reports and Management Letter ATTACH TO ORIGINAL COPY ONLY Proposer s Format Proposers are not required to use the specific Word and Excel forms provided in this RFP. Proposers are however required to provide the required outlined on those forms in a similar format. Social Services Agency does not guarantee that accuracy of the formulas in its provided forms nor is responsible for any errors or omissions. Proposers assume all responsibility for the accuracy of the information provided either on the forms included with this RFP or other formats. C. INSTRUCTIONS TO PROPOSERS Proposal and all attachments must be in English and complete and free of ambiguities, alterations and erasures. The proposal must be executed by a duly authorized officer or agent of Proposer. In the event of conflict between words and numerals, the words shall prevail. D. NON-CONFORMING SUBMISSIONS A submission may, at the sole discretion of the County, be construed as non-confirming proposal, ineligible for consideration or incomplete if it does not comply with the requirements of this Request for Proposals. RFP-SSA-FY Page 23 of 23

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