SACRAMENTO COUNTY REQUEST FOR PROPOSAL OPERATIONAL REVIEW Voter Registration and Elections DEPARTMENT August 31, 2015
TABLE OF CONTENTS SECTION PAGE I. INTRODUCTION...3 II. SCOPE OF SERVICES...3 Task Description...4 Deliverables.. 5 Basis for Compensation...6 III. PROPOSED PROJECT SCHEDULE...6 IV. ORGANIZATION AND CONTENT OF PROPOSAL...6 A. Project Overview...7 B. Detailed Project Approach...7 C. Related Experience...7 D. Consultant Team...7 E. Project Schedule...7 F. Conflicts of Interest...7 G. Proprietary Information...8 H. Insurance...8 I. Staff Estimate...8 J. Cost Information...8 K. References...8 V. EVALUATION AND SELECTION CRITERIA...8 VI. SUBMITTAL INSTRUCTIONS...9 FIGURES 1. Voter Registration and Elections Organization Chart EXHIBITS 1. Standard Agreement 2. List of Consultants Solicited 2
I. INTRODUCTION The County of Sacramento Voter Registration and Elections Department (VRE) is seeking proposals from qualified vendors to conduct an operational process review. The Department of Voter Registration and Elections is part of the Countywide Services Agency. The Registrar is appointed by the County Executive subject to confirmation by the Board of Supervisors. The department is responsible for registering voters and maintaining current and accurate voter files; conducting Federal, State, County and City elections within Sacramento County; checking the adequacy and certification of recall, referendum, and initiative petitions; administering the local provisions of campaign reporting and financing; and reviewing, analyzing and monitoring the impact of legislation on the election process. Counties are required by law to conduct elections, with the exception of city elections. However, historically, all cities within Sacramento County have asked the Board of Supervisors to consolidate their regular elections with the statewide general election and to direct the Registrar of Voters to conduct their elections. Cities, special districts and school districts reimburse the Department for the prorated cost of their elections based on the Schedule of Fees and Charges as adopted by the Board of Supervisors. The Department is organized into five areas: Administration, Campaign Services, Precinct Operations, Voter Registration, and Vote By Mail / Voting Systems & Technology. The Department employs 34.0 full-time positions. Temporary employees are utilized during peak periods as necessary. Figure 1 is an organization chart for the Department. This Request for Proposal (RFP) describes the project background, the scope of services, the proposed project schedule, requested organization and content of the proposal, and evaluation and selection criteria. In addition, a draft sample of a Standard County Agreement and a List of Consultants Solicited are included. A panel of County staff and/or department customers will select the consultant for this project. The contract with the selected providers will be managed by the Voter Registration and Elections Department. The review process and end work product will be coordinated with a Steering Committee consisting of the Chief Deputy County Executive for Countywide Services, County Counsel, and the Registrar of Voters. II. SCOPE OF SERVICES This section describes the nature and scope of services to be provided for the operational review for the Department of Voter Registration and Elections. It includes a task description, expected deliverables, and a basis for compensation. TASK DESCRIPTION: A list of tasks necessary for completion of the operational review has been developed as a basis for preparation of the proposal. Additional tasks or modification to the task list which the Consultant feels will produce a more cost effective project should be included in the proposal. 3
A. Interviews Consultant will interview and hold meetings with VRE staff either in groups or individually, city clerks and others as determined by the Steering Committee to identify key issues, trends, customer expectations, performance objectives, and service delivery goals relevant to VRE operations. B. The Consultant will review operational workflow; identify operational standards of the program areas; measure work processes against industry standards and identify obstacles to increased operational efficiency and effectiveness. These operational standards include services provided to internal and external customers (e.g. other divisions and districts; registered voters; candidates) and services provided to the general public (e.g. information, research, copies, files and reports.) The purpose of the review is to: 1. Identify opportunities for improvements to the delivery of election services as well as customer service practices to better meet the business needs of the County and the customer service needs of its many political jurisdictions, constituents, and voters within the boundaries of state and federal election rules. 2. Conduct a review of the department s organizational structure to recommend changes to the organizational structure/staffing distribution to improve customer services and elections processes. The selected vendor will also determine the appropriateness of resource allocations within the department s budget. 3. Conduct a review of department processes to identify potential problem areas/weaknesses in internal customer service and business processes. 4. Identify technology that could potentially improve customer service and business processes. 5. Recommend best practices and prioritize opportunities for improvement to enhance service delivery to meet customer expectations. 6. Identify possible operational changes necessary to respond to changes resulting from new and proposed election laws such as VoteCal, Automatic Registration and Vote Centers. The selected vendor will provide a summary of findings, conclusions and recommendations developed in each Item in a written report. The written report will include estimated costs of additional resource requirements, if any, to implement recommendations for improvement. C. Recommendations The Consultant will make recommendations to maximize effectiveness and efficiency in the Department in the following areas: 4
Interaction with customers to identify and agree on performance standards, level of service, work processes and ways to continuously improve work performance; Use of technology; Training; Staffing distribution to handle various processes including the use of temporary help; Key election processes to meet agreed upon customer service and industry standards. Key election processes will be determined in consultant with Steering Committee and may include: o Candidate filing. o Preparation of Sample Ballot booklet materials. o Proofing of election materials. DELIVERABLES: Written Report The consultant will document all review findings, conclusions and recommendations in a formal written report which should include the following: A statement of review objectives, description of the review scope and methodology. Measurable operational standards for customer service and business processes, along with an evaluation of whether these standards are being met. An analysis of the cause of problem areas noted in the review. Recommendations for improving the efficiency and effectiveness including customer service, and administration including changes to workflow, improvements to employee skill sets, and areas for technology changes. Support documents for findings and recommendations must be made available to the County if requested. Identification of any impediments or constraints to implementing recommended operational improvements. The recommendations should include priorities for immediate, midterm and long term changes to processes and structure. Cost of additional resource requirements (e.g. staffing, equipment, etc.) should also be clearly identified if pertinent to a recommendation. Appendices containing a record of all data collected in the course of the project, including contacts made, interview conducted, etc. Interim Reports The consultant will periodically meet with the Steering Committee to review project progress, findings, conclusions, and recommendations. A draft copy of the final report will be provided to the Steering Committee which will allow sufficient time for the Steering Committee to review the report for factual accuracy, consistency and compliance with the review scope. Oral presentations Consultant will make oral presentations to the County Executive Office, Registrar of Voters, and the County Board of Supervisors to assist in achieving full understanding of the final results and recommendations of the review. 5
BASIS FOR COMPENSATION: A fee estimate for the project shall be provided in a separate sealed envelope. Compensation will be on cost plus fixed fee based on consultant s standard charge rates with a not-to-exceed limit. Bidder should include their price breakout. III. PROPOSED PROJECT SCHEDULE The following is a proposed schedule for this project. If your firm finds that the schedule needs to be modified, indicate necessary modifications in your proposal. MILESTONE DATE Request for Proposals Issued August 31, 2015 Bidder s Written Questions Due September 9, 2015 Addenda Issued September 11, 2015 Proposals Due September 28, 2015 Proposal Evaluation and Selection October 1, 2015 Appeal and Finalize Award October 8, 2015 Agreement to Term, Contract Signed October 13, 2015 Draft Report December 8, 2015 County Review and Comments to Contractor December 15, 2015 Final Report to County December 31, 2015 Recommendations to the Board January 26, 2016 IV. ORGANIZATION AND CONTENT OF PROPOSAL This section describes the information to be included and submitted in the proposal. It shall contain the following sections: Section Contents Cover Letter Transmittal A Project overview B Detailed project approach C Related experience D Consultant team E Project schedule F Conflicts of interest G Proprietary information H Insurance I Staff estimate J Cost information K References A fee estimate shall be contained in a separate envelope. A. PROJECT OVERVIEW 6
Provide a narrative description of the project based on the scope of work and proposed schedule presented in this RFP. The County will assess your understanding of all aspects of the project based on the overview. B. DETAILED PROJECT APPROACH Provide a detailed description of the proposed approach to the project as described above. The description shall include details to implement the tasks described in the Scope of Work and any recommended revisions to the list of tasks. The approach should recognize, address, and provide for resolution of all aspects of the project. C. RELATED EXPERIENCE Provide a summary of recent and relevant experience of the firm and the proposed team in conducting operational reviews, including reviews of voter registration and elections departments if any. The description of each project should include the year(s) during which the work was performed and a description of the process. The firm's role should also be described (prime consultant, sub-consultant, etc.) The consultant should provide information concerning the extent recommendations have been implemented and where possible cite quantifiable results. D. CONSULTANT TEAM The proposed consultant team shall be identified including project manager, and individuals who will participate in the project. Key tasks and the associated personnel shall be identified. The percentage of time devoted to this project for these key personnel shall be stated and guaranteed. A consultant team organization chart shall be included. A résumé of each team member shall be included in the appendix. Each résumé should include description of projects in related areas. The full name and address of the company and the names of the company owners and senior management shall be provided. The geographic location of the firm and key personnel proposed for the project shall be identified. Any subsidiaries of the parent company shall be identified if applicable. Any proposed subcontractors shall be identified, tasks assigned and experience included similarly to the firm s own project personnel. E. PROJECT SCHEDULE A schedule for completion of the project shall be submitted with the proposal. All major deliverables and meetings shall be included on the schedule. Time shall be allocated for County review. F. CONFLICTS OF INTEREST Firms submitting proposals in response to this RFP must disclose to the County any actual, apparent, direct or indirect, or potential conflicts of interest that may exist with respect to the firm, management, or employees of the firm or other persons relative to the services to be provided under the Agreement for services to be awarded pursuant to this RFP. If a firm has no conflicts of interest, a statement to that effect shall be included in the Proposal. G. PROPRIETARY INFORMATION Firms submitting proposals to this RFP must provide a statement that nothing contained in the submitted proposal will be proprietary. The County will not release responses until after the 7
panel of County staff and/or department customers acts to select a consultant. Thereafter, all responses are considered public records and subject to disclosure. H. INSURANCE Provide a summary of the firm's (and any subcontractor's) insurance coverage, including public liability, property damage, worker's compensation, automobile, and professional liability. I. STAFF ESTIMATE Provide a staff estimate of time for each task to permit the County to determine the level of detail and the number of management and support personnel hours envisioned for each task. Estimates of hours for each staff classification shall be provided for each task. Include a description of the level of participation of Sacramento County staff during the project. J. COST INFORMATION Provide consultant s costs, including price breakout if applicable, for activities to be billed to the project along with a brief explanation of each activity. The cost information required in this paragraph and the fee estimate shall be submitted in a separate sealed envelope to facilitate an unbiased review. K. REFERENCES Provide a minimum of three contacts for which your firm and consultant team members have provided similar services. The name, address and telephone number of the owner s representative shall be provided. V. EVALUATION AND SELECTION CRITERIA A review panel composed of County staff and a qualified individual independent of the Countywide Services Agency will evaluate and rate each proposal on the following items: Responsiveness to the Request for Proposal Project Approach Consultant Firms Qualifications and Experience Consultant Team Members Qualifications, Experience, Organization and Availability Project Schedule Project Costs References The proposal evaluation will be used to determine whether interviews are necessary. Presentation at the oral interviews, if required, shall be made by those individuals who will actually be assigned to the project. A final recommendation will be made by the selection panel, based on the technical review and evaluation of the proposal, proposed cost and interview, if required. Final negotiations as to scope and cost for the project will take place after selection of the firm. 8
The County of Sacramento reserves the right to refuse any or all proposals submitted which are not in compliance with the proposal criteria. Additionally, the County of Sacramento reserves the right to reject all proposals and cancel the proposal process. VI. SUBMITTAL INSTRUCTIONS Please submit one original paper proposal plus four (4) paper copies along with the complete proposal on a removable medium (such as thumb drive) as follows: Sacramento County Attn: Elisa Carvalho, Management Analyst 700 H Street, Room 7650 Sacramento, CA 95814 Proposals are due by 4:00 pm, PST on September 28, 2015. Faxed or e-mailed proposals will not be accepted. The proposal must be signed by an official authorized to bind the firm, and must contain a statement that the proposal and cost are valid for period of one hundred twenty (120) days from the closing date and time. Interested parties with questions not addressed in this request may contact Elisa Carvalho, Management Analyst, at (916) 874-5433, or e-mail carvalhoe@saccounty.net. Thank you for your interest and we look forward to reviewing your proposal. 9