TELEPHONE REASSURANCE AND VISITING SERVICES

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL NO. 2026-ACSSA-AAA-TRV

for

TELEPHONE REASSURANCE AND VISITING SERVICES

For complete information regarding this project, see Request for Proposal (RFP) posted at [] or contact the County Thank you for your interest!

Contact Person: Tamar Larkin, Program Financial Specialist

Phone Number: (510) 267-9432

Email Address:

Alameda County Social Services Agency - Contracts Office

RESPONSE DUE

by

2:00 PM

on

Thursday, May 21, 2026

By Mail:

Alameda County Social Services Agency / Contracts Office

2000 San Pablo Ave, 4th Floor, Suite 451B

Oakland, CA 94612

or

Schedule an appointment to drop off your bid submission in person

Email:

Alameda County is committed to reducing environmental impacts across our entire supply chain. Please print only what you need, print double-sided, and use recycled-content paper if printing this document.

CALENDAR OF EVENTS

REQUEST FOR PROPOSAL NO. 2026-ACSSA-AAA-TRV

TELEPHONE REASSURANCE AND VISITING SERVICES

NOTE: All dates are tentative and subject to change.

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL NO. 2026-ACSSA-AAA-TRV

SPECIFICATIONS, TERMS, AND CONDITIONS

for

TELEPHONE REASSURANCE AND VISITING SERVICES

TABLE OF CONTENTS

Page

ATTACHMENTS

EXHIBIT A BID RESPONSE PACKET

EXHIBIT A-1 BID RESPONSE FORM

EXHIBIT A-2 BID RESPONSE NARRATIVE

EXHIBIT B BUDGET INSTRUCTIONS

EXHIBIT B-1 BUDGET TEMPLATE (separate Excel spreadsheet file attachment)

EXHIBIT C INSURANCE REQUIREMENTS

EXHIBIT D DATA REPORTING REQUIREMENTS

EXHIBIT E EMERGENCY PREPAREDNESS

EXHIBIT F EXCEPTIONS AND CLARIFICATIONS

EXHIBIT G REFERENCES

EXHIBIT H ADDITIONAL CONTRACT PROVISIONS - FEDERAL PROVISION

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

STATEMENT OF WORK

BACKGROUND

Under the Older Americans Act (OAA) (, the Alameda County Area Agency on Aging (AAA) is responsible for planning and delivering services that help older adults maintain independence, well-being, and dignity.

Alameda County's 2024-2028 Countywide Area Plan (CWAP) () identified significant gaps in social participation. More than 40% of respondents reported feeling isolated or lonely at least one or two days per week, and 33% of older adults reported unmet social needs. OAA Title IIIB funding supports programs that address these challenges through social engagement, wellness activities, and improved access to community-based resources.

Telephone Reassurance and Visiting services are designed to support older adults who are homebound or have limited social connections. Through regular contact, either by phone or in person, these services provide emotional support, reduce social isolation, enhance safety, and connect participants to additional services and support.

Target Population

To ensure equitable access to services, the OAA prioritizes individuals with the greatest economic and social need:

Greatest Economic Need: Income at or below the federal poverty level, as further defined by state and area plans based on local factors such as cost of living and geographic considerations.

Greatest Social Need: Noneconomic factors limiting independence or the ability to perform routine daily tasks, including physical or mental disabilities, language barriers, cultural or geographic isolation, housing instability, food insecurity, chronic health issues, or safety concerns.

Considering these factors and our CWAP findings, the following groups of older adults in Alameda County are identified as priority populations for services:

Adults age 75 and older

Higher risk of isolation and functional decline.

Low-income

Defined as living at or below 200% of the federal poverty level.

Individuals with functional impairments or disabilities

Includes people with physical or mental impairment that substantially limit one or more major life activities, with particular emphasis on those with limitations in activities of daily living (ADLs) or instrumental activities of daily living (IADLs).

Racial or Ethnic minorities

Includes Asian, Hispanic/Latino, Black/African American, Native Hawaiian/Pacific Islander, American Indian/Alaska Native, and Multiracial populations.

Individuals with limited English proficiency

Includes Chinese/Mandarin, Spanish, Korean, Cantonese, Vietnamese, Farsi/Dari, Cambodian/Khmer, and Tagalog

41% of adults in Alameda County have limited English proficiency.

Veterans

Lesbian Gay Bisexual Transgender Queer/Questioning Intersex Asexual/Allied Plus (LGBTQIA+) community

Targeting Goals

To ensure Telephone Reassurance and Visiting services reach the target populations, AAA has identified service delivery standards based on the percentage share of the population within each region. For the purposes of AAA, adequately reaching the target populations, as reflected by the proxy factors minority, low-income, age 75+, and functionally impaired or disabled, means serving these groups at higher rates than they appear within their region. Bidders must describe specific outreach and service strategies to achieve or exceed these benchmarks.

INTENT

The Alameda County Social Services Agency (ACSSA), Department of Adult and Aging Services (AAS), and AAA seek qualified organizations to provide Telephone Reassurance and Visiting services for older adults age 60 and older.

The County's intent is to fund programs that:

Reduce social isolation and promote emotional well-being

Provide consistent and meaningful social contact

Support older adults who are homebound or socially isolated

Align with OAA requirements and AAA priorities

Successful bidders will demonstrate:

Experience serving older adults with complex needs

Capacity to deliver consistent and reliable services

Cultural and linguistic competence

Compliance with all applicable federal, state, and local regulations

Geographic Regions and Distribution of Contracts

AAA is committed to providing services across all regions of the County of Alameda. Funding distribution reflects the relative concentration of priority populations across the County. To ensure a transparent and competitive procurement process consistent with federal, state, and County requirements, contracts will be awarded by region as outlined below. Bidders must demonstrate the ability to provide services throughout the region(s) they propose to serve and ensure accessibility for participants.

Contracts will be awarded for an initial one (1)-year term (July 1, 2026 - June 30, 2027), with the option for up to three (3) additional one (1)-year renewals, contingent upon satisfactory contractor performance, continued availability of funding, and required County approvals.

Funding Availability

The AAA estimates that a total of $88,647 for Visiting services and $309,306 for Telephone Reassurance services will be available for Fiscal Year 2026-2027, as reflected in the table below. Award amounts will be dependent on the available funding.

SCOPE

AAA seeks qualified organizations to provide Telephone Reassurance and Visiting services that reduce social isolation and promote emotional well-being for older adults. These services are designed to support older adults who are homebound or have limited social connections, fostering their independence, safety, and connection to the community.

Telephone Reassurance and Visiting services are distinct service categories under this RFP. Bidders may apply to provide one or both services. Bidders will propose the region(s) to be served and the number of service units to be provided.

Telephone Reassurance

Regular, scheduled friendly phone calls to socially isolated older adults

Emotional support and companionship

Wellness and safety checks

Reminders related to daily activities, such as meals, medications, and appointments

Escalation to family members or emergency services when appropriate

Units of Service (UOS) are measured in contacts.

Visiting

Regular, in-person visits to socially isolated older adults

Companionship and social engagement

Emotional support

General wellness and safety checks

UOS are measured in hours.

SPECIFIC REQUIREMENTS

TELEPHONE REASSURANCE AND VISITING PROGRAM REQUIREMENTS

Programs must prioritize socially isolated older adults, particularly those:

Who are functionally impaired or living with disabilities

At risk of institutionalization

Without adequate informal support systems

Experiencing caregiver burnout or limited caregiver support

Programs must align with OAA and CWAP priorities and focus on older adults with the greatest social and economic need.

Phone calls and visits must be conducted on a regular, scheduled basis to reduce isolation.

Frequency of calls and visits should be determined based on the older adult's needs and the program's capacity.

Older adults should be matched with consistent callers or visitors whenever possible to support relationship-building.

A project manager or coordinator must oversee the program.

Project manager or coordinator must conduct an initial assessment for all program participants.

Assessments may be conducted by telephone or in person, depending on service category.

The responsibility of client assessments shall not be delegated to volunteers.

Programs are encouraged to use trained volunteers to provide services.

Programs should hold regular check-ins to ensure the older adult and volunteer are a good match.

Programs that utilize volunteers must have a structured processes for recruitment, screening, training, and supervision and include an overview of the process in their bid.

Proposals must describe how volunteers will be monitored and supported.

Programs may continue services for those who transition to different living arrangements (e.g., residential care facility) if project manager determines it is appropriate and in the best interest of the client.

Programs must demonstrate the ability to track clients and services delivery accurately.

Programs receiving multiple funding sources must clearly distinguish service units and avoid duplication of funding.

Bidder must demonstrate the ability to effectively engage target populations, including those who have the greatest social and/or economic need, using culturally and linguistically appropriate outreach strategies.

Bidder must incorporate participant feedback when evaluating service effectiveness and use feedback to inform the program improvements offered.

Bidder must maintain procedures to protect confidentiality and privacy of participant information.

Bidder must provide a written complaint and grievance process consistent with Title 22 [CCR7400] and AAA policy, posted at program sites.

Bidder must develop and maintain a written Emergency Operations Plan covering facility preparation, staff and volunteer training, and fire safety.

Bidder must establish written personnel policies, job descriptions for all staff and volunteers, and emergency preparedness procedures within the first 90 days of the contract.

Bidder shall meet the 10% match requirement for Title IIIB Funding and is encouraged to seek additional funding from other sources.

Bidder shall not use participant income information to limit or deny services.

Bidder must allow participants to make a private, voluntary contribution toward the cost of services. No fees may be imposed, and services cannot be denied due to refusal or inability to contribute.

Bidder must comply with all applicable federal, state, and local rules and regulations, including:

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]

California Title 22 [22 CCR 7500-7716]

Bidder must maintain accurate statistical and financial data to support required monthly program and financial reports.

Bidder must submit program data, invoices, quarterly expenditures, and final reports within ten (10) days following the end of each service period.

Bidder must ensure any third-party contracts conform to California Department of Aging (CDA) and AAA policies for an open competitive process. The bidder's competitive process and contract specifications must be described in the service delivery plan at the time the proposal is submitted.

Bidder must provide access to officials from AAA, CDA, and the Federal Administration on Aging for program or fiscal monitoring.

Bidder must attend all Provider Meetings and Information & Assistance Roundtable Meetings scheduled by the AAA.

BIDDER MINIMUM QUALIFICATIONS

Bidder must be regularly and continuously engaged in the business of providing Telephone Reassurance and Visiting services for at least 4 years, which must be clearly stated or demonstrated in the bid response.

Bidder must possess all permits, licenses, and professional credentials necessary to perform services specified under this RFP. Unless noted otherwise in the RFP, for example the item(s) stated above, including any Addendum, Bidder is not required to submit copies or verification of the permits, licenses and credentials; however, Bidder must provide such proof if requested by County.

DELIVERABLES / REPORTS / RESULTS-BASED ACCOUNTABILITY

Contractors will submit monthly data reports by the 10th calendar day of the month following the end of the month of service. Each program is required to maintain documentation for all program and client information submitted to AAA. Programs must submit Management Information System (MIS) and client data in a manner that conforms to the format required by the AAA, and meets the requirements detailed in Exhibit D of this RFP. Contractor may be required to enter participant and service unit data into GetCare or other software or web-based applications.

ACSSA 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 the Agency 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 ACSSA. Contractors will work with their program specialist to establish performance measures and target goals. Sample performance measures and proposed target goals are described below.

How much was done?

Telephone reassurance performance measure:

Number of Telephone Reassurance contacts provided.

Telephone reassurance target goal:

The Contractor will meet 95% of the telephone reassurance contacts contracted.

Visiting performance measure:

Number of Visiting hours provided.

Visiting target goal:

The Contractor will meet 95% of the visiting hours contracted.

How well was it done?

Telephone Reassurance performance measure:

% of older adults who received Telephone Reassurance services who report satisfaction with the quality of services provided; data collected may include timeliness, accessibility, consistency of contact, responsiveness, and reliability.

Telephone Reassurance performance target goal:

90% of older adults who received Telephone Reassurance services report satisfaction with the services provided.

Visiting performance measure:

% of older adults who received Visiting services who report satisfaction with the quality of services provided; data collected may include timeliness, accessibility, consistency of visits, responsiveness, and reliability.

Visiting performance target goal:

90% of older adults who received Visiting services report satisfaction with the services provided.

Is anyone better off?

Telephone Reassurance performance measure:

% of older adults who received Telephone Reassurance services who report improved well-being as a result of services; data collected may include reduced social isolation, increased social connectedness, and improved emotional well-being.

Telephone Reassurance target goal:

90% of older adults who received Telephone Reassurance services report experiencing reduced levels of social isolation and/or improved social connectedness.

Visiting performance measure:

% of older adults who received Visiting services who report improved well-being as a result of services; data collected may include reduced social isolation, increased social connectedness, and improved emotional well-being.

Visiting performance target goal:

90% of older adults who received Visiting services report experiencing reduced levels of social isolation and/or improved social connectedness.

BIDDERS CONFERENCE(S)

The Bidders Conference(s) held on the date(s) specified in the Calendar of Events will be conducted online via Microsoft Teams. Bidders can participate via a computer with a stable internet connection (the recommended Bandwidth is 512kbps) by clicking on the meeting links provided in the Calendar of Events. Please RSVP your attendance to Tamar Larkin:

To participate via phone for audio access only, a call-in option is available.

Information regarding the RFP will be presented during the conference(s). To get the best experience, the County recommends that bidders who participate remotely use equipment with audio output such as speakers, headsets, or a telephone.

Bidders conferences will be held to:

Provide an opportunity for Bidders to request clarification on this RFP and ask specific questions about the project, goods, and services.

Provide Bidders an opportunity to receive documents, etc., necessary to respond to this RFP.

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

Potential bidders are strongly encouraged to attend 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.

Written questions submitted via email by the stated deadline will be addressed in a posted RFP Questions and Answers (Q&A) document following the Bidders Conference(s). Should there be a need to amend or revise the RFP, an Addendum will be issued. The Bidders Conference(s) Attendees List will also be released.

Any verbal statements, including at any Bidders Conference(s) are not binding. Only the written documents will be binding.

Questions regarding these specifications, terms, and conditions are to be submitted in writing via email to Tamar Larkin, Program Financial Specialist () by 5:00 p.m. on the date specified in the Calendar of Events.

COUNTY PROCEDURES, TERMS, AND CONDITIONS

EVALUATION CRITERIA / SELECTION COMMITTEE

Initial Evaluation (Completeness of Response, Debarment and Suspension, Minimum Years of Experience Required). All proposals will first be reviewed to determine if they pass the initial Evaluation Criteria (Section A: Completeness of Response), which are determined on a pass/fail basis.

Evaluation by County Selection Committee. All proposals that have passed the initial Evaluation Criteria will be evaluated by a County Selection Committee (CSC). The CSC may be composed of County staff and other parties that may have expertise or experience related to the Telephone Reassurance and Visiting services that are being procured. The CSC will score the proposals according to the Evaluation Criteria set forth in this RFP. Other than the initial pass/fail Evaluation Criteria, the evaluation of the proposals will be within the sole judgment and discretion of the CSC.

Unrealistic Bids. 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 may be deemed reflective of an inherent lack of technical knowledge or indicative of a failure to comprehend the complexity and risk of the County's requirements as set forth in this RFP.

Price Discrepancy. In the case of a discrepancy between the unit price and an extension, the unit price will be used for evaluation purposes.

Evaluation Criteria Descriptions. The items listed in the Evaluation Criteria should be considered as minimum requirements. All information contained in a proposal and presented in vendor interviews (if there are interviews) will be considered during the evaluation process and included in scoring within the appropriate Evaluation Criteria.

Evaluation Scores. Proposals will be evaluated and scored on the zero to five-point scale within each Evaluation Criteria below. Scores for all Evaluation Criteria (see the section below) will then be added, according to their assigned weight (below), to arrive at a weighted score for each proposal. A proposal with a higher-weighted total will be deemed of higher quality than a proposal with a lesser-weighted total.

Shortlist Process. The evaluation process may include a two-stage approach including a preliminary evaluation of the written proposal and preliminary scoring to develop a shortlist of Bidders that will continue to the final stage of reference checks. The preliminary scoring will be based on the total points, excluding any points allocated to references. Bidders receiving the highest preliminary scores may advance to the next evaluation phase. All other Bidders will be deemed eliminated from the process. All Bidders will be notified of the shortlist participants; however, the preliminary scores at that time will not be communicated to Bidders.

Reference Checks. The County reserves the right to conduct reference check(s) on all Bidders who submitted a bid proposal. Bidders are to provide a list of five (5) references. Completion of the Reference evaluation will be determined based on our ability to contact three (3) of the five (5) references. References should be able to address and describe their knowledge of your organization's ability to provide the services listed in the RFP. Services or goods provided by Bidder to the references should have similar scope, volume and requirements to those outlined in these specifications, terms and conditions.

Bidders must verify that the contact information for all references provided is current and valid. If a reference cannot be contacted it may affect the qualification and scoring of Bidder's submission.

Bidders are strongly encouraged to notify all references that the County may be contacting them to obtain a reference.

The County may contact some or all of the references provided in order to determine Bidder's performance record on work similar to that described in this request.

Optional Vendor Interviews. The County may, in its sole discretion, conduct vendor interviews. Should the County opt to conduct a vendor interview, the interview may include responding to standard and specific questions from the CSC regarding the Bidders' proposal. Whether or not a shortlist process is used, the score of any evaluation criterion below may be revised or informed based on the vendor interview.

Final Score. The final maximum score for any procurement is 500 points. Proposals will be ranked by their final scores.

Without Vendor Interview. In procurements where there are no vendor interviews, the score received by the evaluation of the written proposal with the references score added will be the final score.

With Vendor Interview. In procurements where there are vendor interviews, the CSC will consider the interview and may adjust the scores received by the evaluation of the written proposal which, with the reference scores added, will be the final score.

Contact During Evaluation Process. All contact during the evaluation phase must be through the ACSSA Contracts Office only. Bidders must neither contact nor lobby CSC during the evaluation process. Attempts by Bidders to contact and/or influence members of the CSC may result in disqualification of Bidders.

Determining Award. As a result of this RFP, the County intends to award a contract to the highest-ranked responsible Bidder(s), as determined by the combined weight of the Evaluation Criteria, whose response conforms to the RFP and whose bid presents the greatest value to the County considering all Evaluation Criteria. The combined weight of the Evaluation Criteria is greater in importance than the cost in determining the best value to the County. The County may award a contract of higher qualitative competence over the lowest priced response.

The zero (0) to five (5) point scale range is defined as follows:

The Evaluation Criteria and their respective weights are as follows:

CONTRACT EVALUATION AND ASSESSMENT

During the initial 120-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.

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

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.

If, as a result of such determination, the County concludes that it is not satisfied with the Contractor's performance under any awarded contract and/or Contractor's goods and services as contracted for therein, the Contractor may be notified that the contract is being terminated. The Contractor must be responsible for returning County facilities to their original state at no charge to the County. The County will have the right to invite the next qualified Bidder(s) 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. The County's right to go to the next qualified Bidder(s) and/or rebid is not limited by the award of a contract or the 120-day period.

NOTICE OF INTENT TO AWARD

At the conclusion of the RFP response evaluation period, all Bidders will be notified in writing by email of the contract award recommendation, if any, by the ACSSA Contracts Office. The document providing this notification is the Notice of Intent to Award/Non-Award.

The Notice of Intent to Award/Non-Award will provide the following information:

The name(s) of the Bidder(s) being recommended for contract award; and

The names of all other parties that submitted proposals.

The submitted proposals will be made available upon request no later than five (5) calendar days before approval of the award and contract is scheduled to be considered by the Board of Supervisors.

BID PROTEST / APPEALS PROCESS

ACSSA 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 wishes 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.

Bid protests must be submitted in writing and addressed to the ACSSA Financial Services Director in the letter.

The mailing address for submitting a Bid protest is:

Robert Woolley

1111 Jackson Street, 1st Floor, Suite 103

Oakland, CA 94607

Email:

Any bid protest must be submitted in writing by 5:00 p.m. on the SEVENTH (7th) calendar day following the date of issuance of the Notice of Intent to Award/ Non-Award, not the date received by the Bidder. The bid protest must be submitted to the office that has been designated for review of protests for this procurement (the Protest Evaluator). For this procurement, the Protest Evaluator is Robert Woolley, ACSSA Financial Services Director.

A bid protest received after 5:00 p.m. is considered received as of the next calendar day. A protest received after 5:00 p.m. on the SEVENTH (7th) calendar day following the date of issuance of the Notice of Intent to Award/Non-Award will not be considered under any circumstances by the ACSSA Financial Services Director or their designee.

Generally, the County will promptly send an email acknowledging receipt of the protest; it is the responsibility of the protestor to confirm that the protest was timely received.

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

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

The protest must include the name, address, email address, and telephone number of the person submitting the protest on behalf of the protesting party.

The ACSSA Contracts Office representative will send a notification to Bidders if a protest is received.

The ACSSA Financial Services Director, or their designee, will review and evaluate the protest and issue a written decision. The ACSSA Financial Services Director may, at their discretion, do any of the following: investigate the protest, obtain additional information, provide an opportunity to settle the protest by mutual agreement, and/or schedule a meeting(s) with the protesting Bidder and others (as appropriate) to discuss the protest. The decision on the bid protest must be final prior to the Board hearing date. A notification of the decision will be communicated by email to the protestor. Notification will be provided to Bidders when a decision has been made on the protest and whether or not the recommendation to the Board of Supervisors in the Notice of Intent to Award/ Non-Award will stand.

The decision on the bid protest by the ACSSA Financial Services Director may be appealed to the Auditor-Controller's Office of Contract Compliance & Reporting (OCCR) located at 1221 Oak St., Room 249, Oakland, CA 94612, Email: , unless the OCCR determines that it has a conflict of interest in which case an alternate will be identified to hear the appeal and all steps to be taken by OCCR will be performed by the alternate. The Bidder whose bid is the subject of the protest, all Bidders affected by the ACSSA Financial Services Director's decision on the protest, and the protestor have the right to appeal if they feel the ACSSA Financial Services Director's decision is incorrect. All appeals to the Auditor-Controller's OCCR must be in writing and submitted within SEVEN (7) calendar days following the issuance of the decision, not the date the decision is received by the Bidder. An appeal received after 5:00 p.m. is considered received as of the next calendar day. An appeal received after 5:00 p.m. on the SEVENTH (7th) calendar day following the date of issuance of the decision by the Protest Evaluator will not be considered under any circumstances by the Auditor-Controller OCCR or their designee.

The appeal must specify the decision being appealed and all the facts and circumstances relied upon in support of the appeal.

In reviewing protest appeals, the OCCR will not re-judge the proposal(s). The appeal to the OCCR must be limited to a review of the procurement process to determine if the contracting department materially erred in following the bid or, if applicable, County contracting policies or other laws and regulations.

The appeal to the OCCR must be limited to the grounds raised in the original protest and the written decision by the Protest Evaluator. As such, a Bidder is prohibited from stating new grounds for a Bid protest in its appeal.

The Auditor's Office may overturn the results of a bid process for ethical violations by Procurement staff, County Selection Committee members, subject matter experts, or any other County staff managing or participating in the competitive bid process, regardless of timing or the contents of a bid protest.

The finding of the Auditor-Controller's OCCR is the final step of the appeal process. A copy of the finding of the Auditor-Controller's OCCR will be furnished to the protestor.

The finding on the appeal must be issued before a recommendation to award the contract is considered and contract awarded by the Board of Supervisors.

The procedures and time limits set forth in this section are mandatory and are each Bidder's sole and exclusive remedy in the event of a bid protest. A Bidder's failure to timely complete both the bid protest and appeal procedures will be deemed a failure to exhaust administrative remedies. Failure to exhaust administrative remedies, or failure to comply otherwise with these procedures, will constitute a waiver of any right to further pursue the bid protest, including filing a Government Code Claim or legal proceedings.

TERM / TERMINATION / RENEWAL

The term of the contract, which may be awarded pursuant to this RFP, will be one (1) year (July 1, 2026 - June 30, 2027). Funding for the contract is contingent upon availability of state, federal, and local funds.

By mutual agreement, any contract, which may be awarded pursuant to this RFP, may be extended for three (3) additional one (1)-year terms at agreed upon prices with all other terms and conditions remaining the same.

The County has and reserves the right to suspend, terminate or abandon the execution of any work, services and/or providing of goods by the Contractor without cause at any time upon giving the Contractor prior written notice. In the event that the County should abandon, terminate or suspend the Contractor's work, services and/or providing of goods, the Contractor will be entitled to payment for services provided hereunder prior to the effective date of said suspension, termination, or abandonment. The County may terminate the contract at any time for cause without written notice upon a material breach of contract or substandard or unsatisfactory performance by the Contractor. In the event of termination with cause, the County reserves the right to seek any and all damages from the Contractor. In the event of such termination, with or without cause, the County reserves the right to invite the next highest-ranked Bidder to enter into a contract or rebid the project if it is determined to be in its best interest to do so.

QUANTITIES

Quantities listed herein are annual estimates based on past funding available to the AAA and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.

PRICING

All pricing as quoted will not increase, but except as noted below, remain fixed and firm for the term of any contract that may be awarded as a result of this RFP.

Taxes and freight charges:

The County is soliciting a total price for this project. The price(s) quoted must be the total cost the County will pay for this project, including all taxes (excluding Sales and Use taxes) and all other charges.

All prices quoted must be in United States dollars.

In the evaluation of cost, if applicable, it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension, and the Bidder must honor the unit price quoted.

Federal and State minimum wage laws apply. The County has no requirements for living wages. The County is not imposing any additional requirements regarding wages.

AWARD

Most Responsive and Responsible Bidder(s)

The award will be made to the highest-ranked Bidder(s) who meet the requirements of these specifications, terms, and conditions.

Awards may also be made to the subsequent highest ranked Bidder(s) who will be called in order should the County need to contract with another Bidder(s).

An award will be recommended for the Bidder(s) that submitted the proposal(s) that best serves the overall interests of the County by attaining the highest overall point score. The award may not necessarily be made to the Bidder(s) with the lowest price.

Federal Contract Provisions: Funds used for payment of contract(s) awarded from this procurement may be from, or subject to reimbursement, by state and/or federal funds. Some of these funding sources require additional contractual obligations. Bidder must agree to federal contracting terms and conditions, that supplement the County's Standard Services Contract General Terms and Conditions which are attached as hereto as Exhibit H, . The successful Bidder(s) must meet federal requirements and agree to the terms including, but not limited to, meeting all contracting requirements as set forth in 2 C.F.R. 200.326 and 2 C.F.R. Part 200, Appendix II.

County Rights

The County reserves the right to reject any or all responses that materially differ from any terms contained in this RFP, including Exhibits and any Addenda, to waive informalities and minor irregularities in responses received, and to provide an opportunity for Bidders to correct minor and immaterial errors contained in their submissions. The decision as to what constitutes a minor irregularity will be made solely at the discretion of the County.

Any bid proposals that contain false or misleading information may be disqualified by the County.

The County reserves the right to award to a single or multiple Contractors.

The County reserves the right to conduct additional procurements for the same or similar goods and/or services or to award to additional contract(s), including to other Bidder(s), during the term of the contract if it determines that additional Contractors are needed to supplement goods and/or services being provided.

The County has the right to decline to award this contract or any part thereof for any reason.

Procedures

Board approval to award a contract is required

A contract must be fully executed by the recommended awardee and the County prior to any services and goods being provided or work being performed.

The County uses its Standard Services Agreement terms and conditions for purchases and services. Any terms that are not acceptable to a Bidder must be identified on the form in Exhibit A - Bid Response Packet. Bidder may access a copy of the Standard Services Agreement template at:

[]

The template contains minimal standard language and specific contract terms, including the scope of services that may be drafted and negotiated based on this RFP and the bid proposal(s). As noted above, Exhibit H, , will be part of the contract.

The RFP specifications, terms, conditions, Exhibits, RFP Addenda, and Bidder's proposal may be incorporated into and made a part of any contract that may be awarded as a result of this RFP.

METHOD OF ORDERING

A written Purchase Order (PO) will be issued after an executed Standard Services Agreement and Board approval. If there is any conflict in terms of any PO and the executed contract, the contract will control, even if a PO is issued later. Payment cannot be made to any Contractor until a PO is issued.

POs and payments for goods and/or services will be issued only in the name of the Contractor, as identified on the contract.

The Contractor must adapt to changes to the method of ordering procedures as required by the County during the term of the contract.

Any change orders must be agreed upon in writing by Contractor and County and issued as needed by County.

Written PO will be issued upon approval of a line item budget received from the Contractor.

INVOICING

Contractor must invoice the requesting department, unless otherwise directed by County, upon satisfactory receipt of goods and/or performance of services.

County will use reasonable efforts to make payment within 30 days following receipt and review of invoice and complete satisfactory receipt of goods and/or performance of services.

County will notify the Contractor of any adjustments or corrections that must be made to receive payment on an invoice.

ACSSA Finance Department has established a centralized Payments Unit. All invoices must be submitted to ACSSA Finance Payables Unit through the CATS vendor portal: .

This unit will be your point of contact for all payment and invoicing matters.

Invoices must contain the following elements:

Must be on company letterhead that includes name, address, and contact information.

For Community Based Organizations, must be signed by the head of the organization, i.e., Executive Director, CEO, etc.

Document must contain the title Invoice.

The date of the invoice.

A description of services.

The date range for services provided.

If needed, itemization of any sales tax and delivery/postage charges.

The Purchase Order (PO) number provided by the County.

The total amount owed.

Remittance instructions/address.

A cc indication at the bottom of the invoice with names of people who received courtesy copies.

The CEO or Executive Director must be included in the cc.

All data as required by your contract.

Contractor will invoice the County monthly, due by the 10th business day of the following month for actual costs incurred.

Failure to submit required reports can delay the processing of invoices for reimbursement.

Contractor must utilize a standardized invoice format upon request.

Invoices must be issued by, and payments made to, the Contractor who is awarded a contract.

The County will pay the Contractor, after receipt and approval of an invoice, monthly or as agreed upon, not to exceed the total contract amount. The County will not pay for goods and/or services in advance.

In the event the Contractor's performance and/or deliverable goods have been deemed unsatisfactory by a review committee, the County reserves the right to withhold future payments until the performance and/or deliverable goods are deemed satisfactory.

ACCOUNT MANAGER / SUPPORT STAFF

The Contractor must provide dedicated support staff to be the primary contact for all issues regarding the response to this RFP and any contract which may arise pursuant to this RFP.

Contractor must also provide adequate, competent support staff that will be able to service the County during normal working hours, Monday through Friday, or as otherwise identified in this RFP. Such representative(s) must be knowledgeable about the contract, products, and/or services offered and able to identify and resolve quickly any issues, including but not limited to order and invoicing problems.

Contractor must provide a dedicated, competent account manager who will be responsible for the County account/contract and receive all orders. Contractor account manager must be familiar with County requirements and standards and work with the ACSSA Contracts Office / AAA Program to ensure that established standards are adhered to. This includes keeping the County Contract Administrator informed of department requests as needed.

INSTRUCTIONS TO BIDDERS

COUNTY CONTACTS

ACSSA Contracts Office is managing the competitive process for this project on behalf of the County. All contact during the competitive process is to be through the ACSSA Contracts Office only. Any communication regarding this RFP with other County personnel may result in disqualification.

The evaluation phase of the competitive process will begin upon receipt of sealed bid proposals and continue until a contract has been awarded.

Contact Information for this RFP:

Tamar Larkin, Program Financial Specialist

Alameda County Social Services Agency / Contracts Office

2000 San Pablo Ave, 4th Floor, Suite 451B

Oakland, CA 94612

E-Mail:

PHONE: (510) 267-9432

The GSA Contracting Opportunities website will be the official notification posting place of all bid documents related to this RFP. Each Bidder is responsible for checking the website for any Addendums and other notices related to this RFP. Go to [] to view the posting for this RFP and other current contracting opportunities.

SUBMITTAL OF PROPOSALS

Document Submittal - Bid Response Preparation and Format

All bids must be SEALED and must be received at the ACSSA Contracts Office by 2:00 p.m. on the due date specified in the Calendar of Events. The County strongly recommends early submission of bids.

NOTE: LATE AND/OR UNSEALED BIDS CANNOT BE ACCEPTED.

No bids submitted via email will be considered.

For hand delivery of bids, please email Tamar Larkin at or call 510-267-9432 to make an appointment for your bid drop-off.

IF HAND DELIVERING BIDS, PLEASE ALLOW TIME FOR METERED STREET PARKING OR PARKING IN AREA PUBLIC PARKING LOTS AND ENTRY INTO SECURE BUILDING.

All bids, whether delivered by an employee of Bidder, U.S. Postal Service, courier or package delivery service, must be received and time stamped at the stated address prior to the time deadline indicated in the Calendar Events. Any bid received after said time and/or date or at a place other than the stated address cannot be considered and will be returned to the bidder unopened.

The ACSSA Contracts Office timestamp shall be considered the official timepiece for the purpose of establishing the actual receipt of bids.

Bidder's name, address, and the RFP number and title must appear on the mailing package. Bids are to be addressed and delivered as follows:

Alameda County Social Services Agency / Contracts Office

RFP No. 2026-ACSSA-AAA-TRV (Telephone Reassurance and Visiting)

Attn: Tamar Larkin

2000 San Pablo Ave, 4th Floor, Suite 451B

Oakland, CA 94612

Bidders are to submit one (1) original hardcopy bid (Exhibit A - Bid Response Packet, including additional required documentation), with original blue ink signatures or electronic signatures via Docusign, Conga Sign, or other verifiable independent electronic signature services. All hard copy submittals should be printed on plain white paper, and must be either loose leaf or in a 3-ring binder (NOT bound). It is preferred that all proposals submitted shall be printed and on minimum 30% post-consumer recycled content paper. Inability to comply with the 30% post-consumer recycled content recommendation will have no impact on the evaluation and scoring of the proposal.

A SEPARATE BID RESPONSE PACKET IS REQUIRED TO BE SUBMITTED FOR EACH SERVICE CATEGORY. FAILURE TO SUBMIT A SEPARATE RESPONSE PACKET WILL BE SUBJECT TO DISQUALIFICATION.

Bidders must also submit an electronic copy of their proposal. The electronic copy must be in a single PDF file (PDF with Optical Character Recognition preferred), preferably a single file of 20 MB or less, and must be an exact scanned image of the original hard copy of Exhibit A - Bid Response Packet, including additional required documentation. The PDF file must be on disk or USB flash drive and enclosed with the sealed original hardcopy of the bid.

The submitted proposal must conform to and include Exhibit A - Bid Response Packet, as amended or revised by Addendum, including additional required documentation. A Bidder may be disqualified if the most current version of Exhibit A, as revised and published through Addenda, is not used.

In whole or in part, proposal responses are NOT to be marked confidential or proprietary. The County may refuse to consider any proposal or part thereof so marked. Bid proposals submitted in response to this RFP may be subject to public disclosure, even if marked confidential or proprietary. The County will not be liable in any way for disclosure of any such records. Please refer to the County's website at Alameda County Proprietary and Confidential Information Policies [https://gsa.acgov.org/do-business-with-us/contracting-opportunities/policies-procedures/proprietary-confidential-information/].

For the proposals to be considered complete, the Bidder must provide responses to all information requested in Exhibit A - Bid Response Packet, as revised by any Addenda.

Bidders must submit pricing on the County provided budget template, Excel Spreadsheet, or Bid/Budget Form(s).

Submissions Processes

All costs required for the preparation and submission of a proposal must be borne by the Bidder.

Only one bid proposal will be accepted from any one person, partnership, corporation, or other entity; however, several alternatives may be included in one response. For purposes of this requirement, "partnership" will mean, and is limited to, a legal partnership formed under one or more of the provisions of California or other state's Corporations Code or an equivalent statute.

The final award information will be posted on the County's "Contracting Opportunities" website.

The County reserves the right to reject any proposal.

All bid proposals must remain open to acceptance and irrevocable for a period of not less than 180 days unless otherwise specified in the bid documents.

Additional Required Documentation

All ORIGINAL BID RESPONSE PACKETS must include these additional documents:

An organizational chart.

Copy of Adult Day Care License or status of application (if applicable)

ORIGINAL BID RESPONSE PACKETS for Nonprofit Agencies must also include:

Nonprofit Determination Letter (501[c][3])

Articles of Incorporation

Most recent Bylaws

Roster of Board of Directors

Copies of minutes of the last two Board of Director's meetings.

4. Legal Requirements

a. "In submitting a bid to a public purchasing body, the Bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body 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. or under the Cartwright Act (Chapter 2, 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 Bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the Bidder". (California Government Code Section 4552).

b. By submitting a bid proposal, the Bidder expressly acknowledges that it is aware that if a false claim is knowingly submitted (as the terms "claim" and "knowingly" are defined in the California False Claims Act, Cal. Gov. Code, 12650 et seq.), County will be entitled to civil remedies set forth in the California False Claim Act. Such actions may also be considered fraud and subject to criminal prosecution.

c. The Bidder, by submitting a proposal, certifies that it is, at the time of bidding, and will be, throughout the period of the contract, licensed by the State of California to do the type of work required under the terms of the RFP and contract documents. Bidder further certifies that it is regularly engaged in the general class and type of work called for in the RFP and contract documents.

d. The Bidder, by submitting a proposal, certifies that it is not, at the time of bidding, on the California Department of General Services (DGS) list of persons determined to be engaged in investment activities in Iran or otherwise in violation of the Iran Contracting Act of 2010 (Public Contract Code Section 2200-2208).

EXHIBIT A

BID RESPONSE PACKET

RFP NO. 2026-ACSSA-AAA-TRV

TELEPHONE REASSURANCE AND VISITING SERVICES

INSTRUCTIONS

On the cover page of the Bid Response Packet, Bidders must replace the information in BLUE font (name of Bidding organization, primary contact name, etc.).

Please read EXHIBIT A - Bid Response Packet carefully; INCOMPLETE BID PROPOSALS MAY BE REJECTED. The County of Alameda will not accept submissions or documentation after the bid response due date. AS DESCRIBED IN THE SUBMITTAL OF BIDS SECTION OF THIS RFP, BIDDERS ARE TO SUBMIT :

ONE (1) ORIGINAL HARDCOPY BID (EXHIBIT A - BID RESPONSE PACKET), INCLUDING ADDITIONAL REQUIRED DOCUMENTATION), WITH ORIGINAL INK SIGNATURES OR ELECTRONIC SIGNATURES VIA DOCUSIGN, CONGA SIGN, OR OTHER VERIFIABLE INDEPENDENT ELECTRONIC SIGNATURE SERVICES.

ONE (1) ELECTRONIC COPY OF THE BID IN PDF FILE FORMAT (with OCR preferred) ON A USB OR USB-C FLASH DRIVE

The bid proposal must comply with all requirements contained in the RFP. It is strongly recommended that Bidders verify and review all Addenda to confirm the use of the most current forms and provide all information requested.

The bid proposal submission must conform to and include Exhibit A - Bid Response Packet, as amended or revised by Addendum, including additional required documentation. A Bidder may be disqualified if the most current version of Exhibit A, as revised and published through Addenda, is not used.

The following pages require confirmation, declaration, and /or a signature (?). These must be either: (1) be printed and have an original signature(s); or (2) be digitally signed via Docusign, Conga Sign, or other verifiable independent electronic signature services. All signatures must be by an individual authorized to bind the Bidder. These pages must be submitted.

Exhibit A - Bid Response Packet, (signature required)

Exhibit A - Bid Response Packet, (signature required)

Exhibit H: Additional Contract Provisions - Federal Provision (read and acknowledge - informational only)

Exhibit H-1: Certification for Contracts, Grants, Loans, and Cooperative Agreements

CERTIFICATION REGARDING LOBBYING (APPENDIX A, 44 C.F.R. PART 18 (read and acknowledge - informational only)

Any pages of the Bid Response Packet not applicable to the Bidders are to be submitted with such pages or items clearly marked "N/A" or the bid proposal may be disqualified as incomplete.

Bidders must not modify the Bid Response Packet or any other County-provided document unless instructed to do so, or the bid proposal may be disqualified.

County-provided budget template, Bid pricing form, or Excel Bid/Budget Form(s) must be included with the bid response.

Bidders must quote price(s) as specified in the RFP, using the form(s) as amended or revised by any Addenda.

Any clarifications or exceptions to policies or specifications of this RFP, including all Addenda and other documents must be submitted in the form of the Bid Response Packet.

Bidders must read all information in this Exhibit A and follow all directions given.

Bidders who do not comply with the requirements and/or submit incomplete bid proposal packages are subject to disqualification and their bid proposals rejected.

Date of Submission

Name of Bidding Organization

Primary Contact Name

Primary Contact Title

Address 1

Address 2

City, State Zip Code

Phone Number

Email Address

COUNTY OF ALAMEDA

EXHIBIT A

BID RESPONSE PACKET

RFP NO. 2026-ACSSA-AAA-TRV

TELEPHONE REASSURANCE AND VISITING SERVICES

RESPONSE DUE

by

2:00 PM

on

Thursday, May 21, 2026

For Each Primary Service Category Selected:

One original hard copy of the bid proposal and one electronic (PDF) copy on a USB or USB-C flash drive delivered to:

Alameda County Social Services Agency / Contracts Office

RFP No. 2026-ACSSA-AAA-TRV

Telephone Reassurance and Visiting Services

Attn: Tamar Larkin, Program Financial Specialist

2000 San Pablo Ave, 4th Floor, Suite 451B

Oakland, CA 94612

BIDDER INFORMATION

Official Name of Bidder (Company):

Street Address Line 1:

Street Address Line 2:

City:

State:

Zip Code:

Webpage:

Type of Entity / Organizational Structure (check one):

Corporation Joint Venture Partnership

Limited Liability Partnership Limited Liability Corporation Sole Proprietor

Non-Profit Other:

Jurisdiction of Organizational Structure:

Date of Organizational Structure:

Federal Tax Identification Number:

Alameda County Supplier Identification Number (if applicable):

DIR Contractor Registration Number (if applicable):

Primary Contact Information:

Name / Title:

Telephone Number:

Alternate Number:

Email Address:

BIDDER ACCEPTANCE

The undersigned declares that the procurement bid documents, including, without limitation, the RFP, Q&A, Addenda, and Exhibits (the Bid Documents), have been read and accepted.

The undersigned has reviewed the Bid Documents and fully understands the requirements for this RFP, including, but not limited to, general County requirements, and that each Bidder who is awarded a contract must be, in fact, a prime Contractor, not a subcontractor, to County, and agrees that its bid proposal, if accepted by County, will be the basis for the Bidder to enter into a contract with County in accordance with the intent of the Bid Documents.

The undersigned acknowledges receipt and acceptance of all addenda.

The undersigned agrees to the following terms, conditions, certifications, and requirements found on the County's website:

[]

[]

[]

[]

Proprietary and Confidential Information

[ ]

The undersigned acknowledges that Bidder is and will remain in good standing in the State of California, with all the necessary licenses, permits, certifications, approvals, and authorizations necessary to perform all obligations in connection with this RFP and any contract that is awarded.

The undersigned acknowledges that any contract that may be awarded from this procurement is or may be funded in whole or part with federal funds and that it will abide by all federal funding requirements.

The undersigned acknowledges that it is the responsibility of each Bidder to be familiar with all of the specifications, terms, and conditions of the RFP and, if applicable, the site condition. By the submission of a bid proposal, the Bidder certifies that if awarded a contract, they will make no claim against the County based upon ignorance of conditions or misunderstanding of the specifications.

Bidder agrees to hold the County of Alameda, its officers, agents, and employees harmless from liability of any nature or kind, including cost and expenses, for infringement or use of any patent, copyright, or other proprietary rights, secret process, patented or unpatented invention, article or appliance furnished or used in connection with bid proposal and/or any resulted contract or purchase order.

By signing below, the signatory warrants and represents that the signer has completed, acknowledged, and agreed to this Bidder Acceptance in their authorized capacity and that by their signature on this Bidder Acceptance, they and the entity upon behalf of which they acted, acknowledged and agreed to this Bidder Acceptance and that all are true and correct and are made under penalty of perjury pursuant to the laws of California.

BIDDER (COMPANY):

NAME/TITLE OF AUTHORIZED SIGNER:

SIGNATURE: DATE:

DEBARMENT AND SUSPENSION CERTIFICATION (PROCUREMENTS $25,000 AND OVER)

The Bidder, under penalty of perjury, certifies that, except as noted below, Bidder, its principal, and any named and unnamed subcontractor:

Is not currently under suspension, debarment, voluntary exclusion, or determination of ineligibility by any federal agency;

Has not been suspended, debarred, voluntarily excluded or determined ineligible by any federal agency within the past three years;

Does not have a proposed debarment pending; and

Has not been indicted, convicted, or had a civil judgment rendered against it by a court of competent jurisdiction in any matter involving fraud or official misconduct within the past three years.

If there are any exceptions to this certification, insert the exceptions in the following space. For any exception noted, indicate to whom it applies, initiating agency, and dates of action. Exceptions will not necessarily result in denial of the award but will be considered in determining Contractor responsibility.

Notes: Providing false information may result in criminal prosecution or administrative sanctions. The above certification is part of the Proposal. Signing this Response on the signature portion thereof will also constitute the signature of this Certification.

BIDDER (COMPANY):

NAME/TITLE OF AUTHORIZED SIGNER: