Information and Assistance Services INFORMATION AND ASSISTANCE SERVICES under TITLE IIIB, OLDER AMERICANS ACT, as amended in 2020 MELLO-GRANLUND OLDER CALIFORNIANS ACT OF 1996 *Updated 12/24/2025*

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. AAA-I&A-2025

for

INFORMATION AND ASSISTANCE SERVICES

under

TITLE IIIB, OLDER AMERICANS ACT, as amended in 2020

MELLO-GRANLUND OLDER CALIFORNIANS ACT OF 1996

For complete information regarding this project, see Request for Proposal (RFP) posted at Alameda County Current Contracting Opportunities [ https://gsa.acgov.org/do-business-with-us/contracting-opportunities/ ] or contact the County representative listed below. Contact Person: Honghui (Laura) Luo, Phone Number: (510) 267-9451 Email Address: luoh@acgov.org Alameda County Social Services Agency Contract Office

RESPONSE DUE

by

2:00 p.m.

on

1/15/2026

at

Alameda County Social Services Agency Contract Office

2000 San Pablo Ave, Suite 458A, Oakland, CA 94612

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CALENDAR OF EVENTS

REQUEST FOR PROPOSAL No. AAA-I&A-2025

INFORMATION AND ASSISTANCE SERVICES

EVENT	DATE/LOCATION
Request Issued	12/1/2025
Networking/Bidders Conference No. 1	12/9/2025, 10am-12pm Microsoft Teams Join the meeting now Meeting ID: 278 384 898 937 63 Passcode: se3AA6QA Dial in by phone +1 415-915-3950,,122334863# United States, San Francisco (888) 715-8170,,122334863# United States (Toll-free) Find a local number Phone conference ID: 122 334 863#
Networking/Bidders Conference No. 2	12/10/2025, 3pm-5pm Microsoft Teams Need help? Join the meeting now Meeting ID: 237 845 816 574 51 Passcode: 66bL6iH9 Dial in by phone +1 415-915-3950,,171816141# United States, San Francisco (888) 715-8170,,171816141# United States (Toll-free) Find a local number Phone conference ID: 171 816 141#
Written Questions Due via Email: luoh@acgov.org	12/11/2025 by 5:00 p.m.
List of Attendees	12/12/2025
Questions & Answers Issued	12/22/2025
Addendum Issued [only if necessary to amend RFP]	12/22/2025
Response Due and Submitted 2000 San Pablo Ave, Suite 458A, Oakland, CA 94612	1/15/2026 by 2:00 p.m.
Evaluation Period	1/16/2026-2/13/2026
Optional Vendor Interviews	Week of 2/16/2026
Notice of Intent to Award Issued	2/20/2026
Board Consideration Award Date	6/16/2026
Contract Start Date	7/1/2026

NOTE: All dates are tentative and subject to change.

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL AAA-I&A-2025

SPECIFICATIONS, TERMS & CONDITIONS

for

INFORMATION AND ASSISTANCE SERVICES

under

TITLE IIIB, OLDER AMERICANS ACT, as amended in 2020

MELLO-GRANLUND OLDER CALIFORNIANS ACT of 1996

TABLE OF CONTENTS

Page

CALENDAR OF EVENTS 2

I. STATEMENT OF WORK 6

A. INTENT 6

B. SCOPE 6

C. BACKGROUND 7

D. SPECIFIC REQUIREMENTS 8

E. DELIVERABLES / REPORTS 9

F. BIDDERS CONFERENCE(S)/VENDOR OUTREACH 10

II. COUNTY PROCEDURES, TERMS, AND CONDITIONS 12

G. EVALUATION CRITERIA / SELECTION COMMITTEE 12

H. CONTRACT EVALUATION AND ASSESSMENT 18

I. NOTICE OF INTENT TO AWARD 18

J. BID PROTEST 19

K. TERM / TERMINATION / RENEWAL 21

L. QUANTITIES 21

M. PRICING 21

N. AWARD …. 22

O. INVOICING 23

III. INSTRUCTIONS TO BIDDERS 24

P. COUNTY CONTACTS 24

Q. SUBMITTAL OF PROPOSALS 24

R. RESPONSE FORMAT……………………………………………………………………………………………………..27

ATTACHMENTS

EXHIBIT A BID RESPONSE PACKET

EXHIBIT B BUDGET INSTRUCTIONS AND TEMPLATE

EXHIBIT C INSURANCE REQUIREMENTS

EXHIBIT D DATA REPORTING REQUIREMENTS

EXHIBIT E EMERGENCY PREPAREDNESS

EXHIBIT F EXCEPTIONS, CLARIFICATIONS, AMENDMENTS

DEBARMENT AND SUSPENSION CERTIFICATION

EXHIBIT G

EXHIBIT G-1, CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS-CERTIFICATION REGARDING LOBBYING (APPENDIX A, 44 C.F.R.PART 18)

I. STATEMENT OF WORK

A. INTENT

The Alameda County Area Agency on Aging (AAA) seeks qualified organizations to provide countywide Information and Assistance (I&A) services for older adults. These services ensure that older adults and their caregivers have access to accurate, timely, and relevant information about community resources and receive hands-on assistance in connecting with needed programs. Contracts will be awarded for a one-year term, July 1, 2026 – June 30, 2027, with the option for up to three additional one-year renewals based on performance and available funding.

B. SCOPE

AAA aims to build a coordinated, community-based I&A network that connects older adults and their caregivers to essential local services. The agency is seeking providers that will deliver a combination of Information, Assistance, and Follow-up services designed to promote independence, safety, and dignity.

Information services include providing accurate and current details about available community resources, including agency contact information, service eligibility, hours of operation, and accessibility options.

Assistance involves assessing the individual’s needs, identifying appropriate resources, and actively helping them connect to services. This may include making referrals, assisting with applications, and coordinating with service providers.

Follow-up requires contacting individuals or referral agencies within 30 days to confirm whether services were received and to address unmet needs or barriers.

I&A providers must also engage in outreach, maintain updated resource databases, and collaborate with other agencies to strengthen the countywide referral network.

The service unit of measure for I&A is one (1) contact. The minimum countywide service level is 35,938 contacts per year, covering Information, Assistance, and Follow-up combined.

Link: California Title 22 [22 CCR §7500–7716]

C. BACKGROUND

Under the federal Older Americans Act (OAA), AAA is responsible for ensuring that older adults in Alameda County can easily access supportive services. The 2024–2028 Countywide Area Plan identified a lack of awareness and difficulty navigating available services as key barriers to independence for older adults. This RFP addresses those gaps through a network of I&A providers who help seniors and caregivers find, understand, and use local resources.

To ensure I&A services reach residents across Alameda County, the AAA has developed specific service delivery standards based on a demographic data analysis of countywide seniors. These standards are meant to ensure county residents in the greatest social and economic need—identified by the AAA as those who are low-income, functionally impaired with disability, ethnic minorities, and those over age 75—are well-served by these programs. For the purposes of the AAA standards, targeting services means serving these groups at higher rates than they are represented within the general senior population of Alameda County. The table below establishes a target floor for services provided to these groups to their total client population, based on the county region served. Bidders are expected to include methods for exceeding these targets in their service design.

	Countywide	North	Central	South	East
Age 75+	29%	30%	28%	30%	30%
Low-Income	11%	14%	10%	9%	8%
Functionally Impaired	31%	31%	33%	30%	29%
Minorities	57%	55%	62%	68%	34%

Regions:

• North: Alameda, Albany, Berkeley, Emeryville, Oakland, Piedmont

• Central: Ashland, Castro Valley, Cherryland, Fairview, Hayward, San Leandro, San Lorenzo

• South: Fremont, Newark, Union City

• East: Dublin, Livermore, Pleasanton, Sunol

D. SPECIFIC REQUIREMENTS

1. I&A providers must operate accessible, client-centered services that respond to diverse community needs. Services may be offered by phone, in-person, online, or through community outreach sites during normal business hours (8 AM–5 PM, Monday–Friday).

2. Each provider shall maintain an accurate, up-to-date database of community resources; conduct annual surveys to verify service information; and establish clear procedures for updating data when changes occur.

3. Providers must employ qualified staff who can assess client needs, communicate clearly, and assist with complex service navigation (e.g. Medicare and Medi-Cal, Supplemental Security Income, In-Home Supportive Services, immigration needs, energy assistance, and other assistance programs for seniors). Training must cover the OAA, core service delivery principles, emergency procedures, and confidentiality requirements.

4. Language access is required. Agencies with the internal capacity to serve non-English speaking individuals in one of AAA’s priority languages (Spanish, Cantonese, Vietnamese, Farsi, Cambodian, or Tagalog) will be prioritized to comply with CCR Title 22, § 7539. If multilingual staff are not available at all times, multilingual agencies must clearly advertise hours when specific language services are available.

5. Providers must document all client interactions, maintain secure and confidential files, and perform follow-ups to confirm service outcomes.

6. Agencies must participate in bi-monthly I&A Roundtable meetings, collaborate with legal and ombudsman programs, and ensure emergency preparedness and complaint procedures are in place.

Other Program Requirements:

1. Bidder must demonstrate the ability to reach out to targeted populations in the bid.

2. Bidder shall meet the 10% match requirements for funding for Title III programs and are encouraged to seek and obtain additional funding from other sources.

3. Program participants must be provided with an opportunity to provide a private, voluntary contribution to the cost of services. No fees for service may be imposed on OAA consumers, and participation must not be denied due to refusal or inability to contribute.

4. Programs must utilize the views of participants when evaluating the effectiveness of services received.

5. Programs must have procedures to protect the confidentiality and privacy of information about, or obtained from, participants or consumers, pursuant to CCR Tit. 22, § 7541.

6. All contractors are required to attend Provider Meetings scheduled by the AAA.

7. Maintain a written complaint and grievance process consistent with Title 22 [CCR§7400] and AAA policy and post it at program sites.

8. Develop and maintain a written Emergency Operations Plan covering facility preparation, staff/volunteer training, and fire safety.

9. Establish written personnel policies and procedures, job descriptions for all project staff and volunteers, and emergency preparedness procedures within the first 90 days of the contract.

10. Comply with all federal, state, and local rules, regulations and policies, including, but not including, but not limited to, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards [2 CFR Part 200], Federal Code of Regulations [45 CFR §1321.63–§1321.71], and California Title 22 [22 CCR §7500–7716].

11. Provide access to officials from Alameda County AAA, California Department of Aging, and Federal Administration on Aging officials, for program or fiscal monitoring.

12. Maintain statistical and financial data in such a way as to document and assure the accuracy of the data presented in the required monthly program and financial reports.

13. All third-party contracts must be approved by the County and conform to CDA and AAA policies for an open competitive process. The applicant’s open competitive process and contract specifications must be described in the plan for service delivery at the time the proposal is submitted. It must also set forth clear procedures for financial accountability and service delivery.

14. Submit monthly program data, invoices, quarterly expenditures, and final reports within ten (10) days following each service period.

15. Prior to awarding a contract to any for-profit entity, the California Dept. of Aging (CDA) must also review and approve the contractor’s bid proposal.

E. DELIVERABLES / REPORTS

1. Contractors will submit monthly invoices and performance data reports by the 10th calendar day of the month following the end of the service period. Each program is required to maintain documentation of program and client information submitted to AAA. Contractor may be required to enter participant and service unit data into GetCare or other software or web-based applications.

2. The Social Services Agency has adopted the Results-Based Accountability (RBA) framework to strengthen and increase data collection and improve contract performance. The RBA framework establishes performance measures which will allow SSA to track the positive impact and benefits of services for the target population by focusing on three critical questions: How much work was done? How well was it done? Is anyone better off?

The RBA framework establishes a partnership between the service provider and SSA. Contractors will work with their Program Specialist to establish performance measures and target goals. Sample performance measures and proposed target goals are described below.

a. How much was done?

Performance Measure

Number of contacts by service subtype

Performance Goal:

Contractor will complete 95% of its contracted contacts

b. How well was it done?

Performance Measure

% of clients who received Assistance and are satisfied with the service

Performance Target Goal:

Contractor-determined meaningful percentage of clients who were satisfied with the service

c. Is anyone better off?

Performance Measure

% of clients who received Assistance and achieved the outcome they were seeking (determined via follow-up contacts)

Performance Target Goal:

Contractor-determined meaningful percentage of clients who received the services they were referred for

F. BIDDERS CONFERENCES

1. The Bidders Conferences held on the dates specified in the Calendar of Events will have online conference capabilities for remote participation. Bidders can opt to participate via a computer with a stable internet connection (the recommended Bandwidth is 512Kbps) at:

12/9/2025, 10am-12pm

Microsoft Teams

Join the meeting now

Meeting ID: 278 384 898 937 63

Passcode: se3AA6QA

Dial in by phone

+1 415-915-3950,,122334863# United States, San Francisco

(888) 715-8170,,122334863# United States (Toll-free)

Find a local number

Phone conference ID: 122 334 863#

12/10/2025, 3pm-5pm

Microsoft Teams

Join the meeting now

Meeting ID: 237 845 816 574 51

Passcode: 66bL6iH9

Dial in by phone

+1 415-915-3950,,171816141# United States, San Francisco

(888) 715-8170,,171816141# United States (Toll-free)

Find a local number

Phone conference ID: 171 816 141#

Please RSVP your attendance to: luoh@acgov.org

2. Bidders Conferences will be held via an online platform to allow for remote participation. Bidders can participate via a computer with a stable internet connection. (the recommended Bandwidth is 512Kbps)

3. In order to get the best experience, the County recommends that Bidders participating remotely use equipment with audio output such as speakers, headsets, or a telephone.

4. Networking/bidders conferences will be held to:

a. Provide an opportunity for bidders to ask specific questions about the project and request RFP clarification.

b. Provide bidders an opportunity to view a site, receive documents, etc. necessary to respond to this RFP

c. Provide the County with an opportunity to receive feedback regarding the project and RFP.

5. The list of Bidder Conference attendees will be published in a separate document.

6. Only written questions received by the stated deadline will be addressed in an RFP Question and Answer (Q&A) following the Networking/Bidders Conference(s).  Should there be a need to amend or revise the RFP, an Addendum will be issued following the Networking/Bidders Conferences. The Q&A and Addendum are the final stance of the County.

7. All questions regarding these specifications, terms and conditions are to be submitted in writing by 5:00 p.m. on 12/12/2025 to:

RFP No. AAA-I & A-2025

Honghui (Laura) Luo

Alameda County Social Services Agency Contract Office

2000 San Pablo Ave, Suite 458A

Oakland, CA 94612

E-Mail: luoh@acgov.org

8. Potential Bidders are strongly encouraged to attend Networking/Bidders Conference(s) to further facilitate subcontracting relationships.  Vendors who attend a Networking/Bidders Conference will be added to the Vendor Bid List.  Failure to participate in a networking/bidders’ conference will in no way relieve the Contractor from furnishing goods and/or services required in accordance with these specifications, terms and conditions.  Attendance at a Networking/Bidders Conference is highly recommended but is not mandatory.

II. COUNTY PROCEDURES, TERMS, AND CONDITIONS

G. EVALUATION CRITERIA / SELECTION COMMITTEE

All proposals that pass the initial Evaluation Criteria which are determined on a pass/fail basis (Completeness of Response, Debarment and Suspension, and Relevant Experience) will be evaluated by a County Selection Committee (CSC).  The County Selection Committee may be composed of County staff and other parties that may have expertise or experience in services for older adults. The CSC will score and recommend a Contractor in accordance with the evaluation criteria set forth in this RFP.  Other than the initial pass/fail Evaluation Criteria, the evaluation of the proposals shall be within the sole judgment and discretion of the CSC.

All contact during the evaluation phase shall be through the Social Services Agency Contract Office only. Bidders shall neither contact nor lobby evaluators during the evaluation process. Attempts by Bidder to contact and/or influence members of the CSC may result in disqualification of Bidder.

The CSC will evaluate each proposal meeting the qualification requirements set forth in this RFP. Bidders should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments, or unrealistically high or low in cost, will be deemed reflective of an inherent lack of technical competence or indicative of a failure to comprehend the complexity and risk of the County’s requirements as set forth in this RFP.

Bidders are advised that in the evaluation of cost it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.

As a result of this RFP, the County intends to award multiple contracts to the responsible bidders whose responses conform to the RFP and whose bids present the greatest value to the County, all evaluation criteria considered. The combined weight of the evaluation criteria is greater in importance than cost in determining the greatest value to the County. The goal is to award contracts to the bidders that propose the best quality as determined by the combined weight of the evaluation criteria. The County may award a contract of higher qualitative competence over the lowest priced response. In order to provide services across the full geographic spectrum of the County, multiple awards within a service category may be awarded.

The basic information that each section should contain is specified below, these specifications should be considered as minimum requirements. Much of the material needed to present a comprehensive proposal can be placed into one of the sections listed. However, other criteria may be added to further support the evaluation process whenever such additional criteria are deemed appropriate in considering the nature of the goods and/or services being solicited.

Each of the Evaluation Criteria below will be used in ranking and determining the quality of bidders’ proposals. Proposals will be evaluated according to each Evaluation Criteria and scored on the zero to five-point scale outlined below. The scores for all Evaluation Criteria will then be added, according to their assigned weight (below), to arrive at a weighted score for each proposal. A proposal with a high weighted total will be deemed of higher quality than a proposal with a lesser-weighted total. The final maximum score for any project is 500 points. Proposals must receive a score of 250 points to be eligible for consideration.

The zero to five-point scale range is defined as follows:

0	Not Acceptable	Non-responsive, fails to meet RFP specifications. The approach has no probability of success. If the unmet specification is a mandatory requirement, this score may result in the disqualification of the proposal.
1	Poor	Below average, falls short of expectations, is substandard to that which is the average or expected norm, has a low probability of success in achieving objectives per RFP.
2	Fair	Has a reasonable probability of success; however, some objectives may not be met.
3	Average	Acceptable and likely to achieve all objectives in a reasonable fashion per RFP specification. This will be the baseline score for each item with adjustments based on the interpretation of the proposal by CSC members.
4	Above Average / Good	Better than that which is average or expected as the norm. Excellent probability of success in achieving all objectives of the RFP requirements and expectations.
5	Excellent / Exceptional	Exceeds expectations, is very innovative, clearly superior to that which is average or expected as the norm. Excellent probability of success in achieving all objectives and meeting RFP specifications.

All proposals will initially be evaluated against the following and receive a pass/fail rank. Evaluations that receive a “Fail” rating will not receive further consideration.

The Evaluation Criteria and their respective weights are as follows:

	Evaluation Criteria	Weight
A.	Completeness of Response: Responses to this RFP must be complete. Responses that do not include the proposal content requirements identified within this RFP and subsequent Addenda and do not address each of the items listed below will be considered incomplete, be rated a Fail in the Evaluation Criteria, and will receive no further consideration.	Pass/Fail
B.	Debarment and Suspension: Bidders, its principal and named subcontractors are not identified on the list of Federally debarred, suspended or other excluded parties located at www.sam.gov.	Pass/Fail
C.	Relevant Experience: Bidder shall be regularly and continuously engaged in the business of providing supportive services to older adults for at least four years.	Pass/Fail

The Evaluation Questions and their respective weights are as follows:

	Evaluation Questions (Minimum 12 pt font)	Points
D.	MISSION, EXPERIENCE AND COMMUNITY INVOLVEMENT: (Maximum two (2) pages) 1. Describe your organization’s history, purpose, and mission statement. How do I&A services fit within your organization’s scope of work and long-term goals? 2. Describe your organization’s experience providing community-based services to older adults in Alameda County. Document the number of individuals served by program area, any target communities served, and the geographic areas served. 3. Discuss common I&A needs of older adults in Alameda County, including specific concerns that are relevant to the demographic and/or geographic communities that your program intends to serve. Describe any religious, cultural, income, and language considerations your program addresses to best serve your intended population. 4. Describe your organization’s efforts to coordinate with local and regional community services and integrate service delivery systems in Alameda County. Provide specific examples of how these efforts have led to increased opportunities for older adults to live more independently. How would your organization apply this experience to build out an effective, well-connected I&A program? 5. Will your agency utilize volunteers to provide I&A services? If so, what kind of activities will they perform? How do you intend to recruit, train, supervise, and recognize volunteers in providing the proposed service? Section D Subtotal	24

E.	PROGRAM DELIVERY: (Maximum six (6) pages) 1. Using the following format, please describe in detail the service categories and units that you will provide. Please provide a narrative description of how you will provide the services. Service Category Seniors Served # of Unit Measures (e.g. Health Services) (e.g. 200 Seniors) (e.g. 500 hours) 2. The Older Americans Act requires that services be targeted to low income, functionally impaired and minority individuals. Please tell us how you plan to ensure people in targeted groups will be engaged in services at levels at least as high as the percentages shown on page 1 of this RFP. 3. Discuss the outreach/public information methods your organization intends to employ to generate participation in the program. 4. Please describe the qualifications and responsibilities of all staff directly responsible for delivery of program services, including any bi-lingual capability. 5. Federal regulations mandate that people receiving services be given the opportunity to freely contribute to the cost of service. At the same time, these participants must not be subjected to any kind of test to determine their ability to contribute. Please describe your plan to provide participants with a voluntary opportunity to contribute, including how privacy is ensured and what procedures are used to account for and safeguard funds. 6. How will your agency evaluate the services you propose to provide? Include any procedures you have developed to track measurable outcomes. How will you ensure that caregivers, seniors, and community participants are involved in the planning and evaluation of your services? Section E Subtotal	40
E.	ADMINISTRATIVE & FISCAL QUALIFICATIONS: (Maximum four (4) pages) 1. Using the following format, please provide your agency’s staffing plan and percentage of time allocated to this program. Please note that staffing plans must match personnel costs on budget. Staff Summary Form Job Title/Position Total Agency % FTE % FTE for this program 2. Using the following format, please provide a three-year history of total Revenue vs. total Expense for your agency. In narrative form, please explain any large fluctuations in income or expense. Please provide an explanation for any deficit. 2022-2023 2023-2024 2024-2025 Revenue Expense Over/Under 3. Using the instructions and template provided in Exhibit B, please submit a Line-Item Budget for this program. In narrative form, please describe your approach for deploying the most cost-effective program. 4. Please describe your organization’s current accounting system, including the following: areas and frequency of accounting for receivables and payables, payroll processing, financial statement preparation and internal/external auditing. 5. Discuss your plan for securing the required 10% non-federal match. What are your short and long-term funding needs and goals for ongoing support of the proposed project? Please indicate if you have a current strategic plan that addresses these issues. 6. Describe special attributes of your current or proposed board of directors that would: 1) augment your capabilities to outreach and serve your specific targeted group; 2) contribute knowledge/expertise with services you will provide; 3) provide guidance in quality assurance measurements; and 4) accept responsibility in developing and implementing strategic plans with both short and long-term needs and goals, especially financial stability. 7. Describe your organization’s physical facilities and equipment that will enable adequate provision of services. 8. Please describe your organization’s capacity to provide reporting and client data and service unit delivery. 9. Please describe your organization’s current plan for providing services to seniors in the case of a catastrophic event (earthquake, fire, etc.) Section F Subtotal	36
	TOTAL POINTS	100

H. CONTRACT EVALUATION AND ASSESSMENT

1. During the initial 60-day period of any contract awarded, the County may review the proposal, the contract, any goods or services provided, and/or meet with the Contractor to identify any issues or potential problems.

2. The County reserves the right to determine, at its sole discretion, whether:

The Contractor has complied with all terms of this RFP and the contract; and

Any problems or potential problems with the proposed goods and/or services were evidenced, which makes it unlikely (even with possible modifications) that such goods and/or services have met or will meet the County requirements.

3. If, as a result of such determination, the County concludes that it is not satisfied with Contractor, Contractor’s performance under any awarded contract and/or Contractor’s goods and services as contracted for therein, the Contractor will be notified of contract termination.   The County will have the right to invite the next highest ranked bidder to enter into a contract.  The County also reserves the right to re-bid this project if it is determined to be in its best interest to do so.

I. NOTICE OF INTENT TO AWARD

1. At the conclusion of the RFP response evaluation process (“Evaluation Process”), all bidders will be notified in writing by e-mail, fax, or US Postal Service mail, of the contract award recommendation, if any, by Area Agency on Aging. The document providing this notification is the Notice of Intent to Award.

a. The Notice of Intent to Award will provide the following information:

1) The name of the bidder being recommended for contract award; and

2) The names of all other parties that submitted proposals.

2. At the conclusion of the RFP response evaluation process and negotiations, debriefings for unsuccessful bidders will be scheduled and provided upon written request and will be restricted to discussion of the unsuccessful offeror’s bid. Under no circumstances will any discussion be conducted with regard to contract negotiations with the successful bidder.

3. The submitted proposals shall be made available upon request no later than five calendar days before approval of the award and contract is scheduled to be heard by the Board of Supervisors.

j. Bid Protest / Appeals Process

The County prides itself on the establishment of fair and competitive contracting procedures and the commitment made to follow those procedures. The following is provided in the event that bidders wish to protest the bid process or appeal the intent to award a contract for this project once the Notices of Intent to Award/Non-Award have been issued. Bid protests submitted prior to issuance of the Notices of Intent to Award/Non-Award will not be accepted by the County.

1. Any Bid protest by any Bidder regarding any other Bid must be submitted in writing to the County’s SSA Finance Director, located at 1111 Jackson Street, 1st Floor, Suite 103 Oakland, CA 94607, Fax: (510) 839-0748, Email: AAARFP@acgov.org , before 5:00 p.m. of the FIFTH business day following the date of issuance of the Notice of Intent to Award, not the date received by the Bidder.  A Bid protest received after 5:00 p.m. is considered received as of the next business day.

a. The Bid protest must contain a complete statement of the reasons and facts for the protest.

b. The protest must refer to the specific portions of all documents that form the basis for the protest.

c. The protest must include the name, address, email address, fax number and telephone number of the person representing the protesting party.

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