OMBUDSMAN PROGRAM *Updated 4/17/2026*

COUNTY OF ALAMEDA

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

for OMBUDSMAN PROGRAM

RESPONSE DUE

by

2:00 p.m.

on

MAY 1, 2026

By Mail:

Alameda County Social Services Agency / Contracts Office RFP No. 2026-ACSSA-AAA-OMB

Ombudsman Program Attn: Jose Villaflor

1111 Jackson St., Suite 103

Oakland, CA 94612

or

Schedule an appointment to drop off your submission

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

CALENDAR OF EVENTS

REQUEST FOR PROPOSAL NO. 2026-ACSSA-AAA-OMB OMBUDSMAN PROGRAM

EVENT	DATE/LOCATION
RFP Issued	March 27, 2026
Networking/Bidders Conference No. 1	April 1, 2026, 11:00 a.m. – 12:00 p.m. (PST) https://teams.microsoft.com/meet/2595343546743 0?p=DNYBRt3TYQH2axpyq6 Meeting ID: 259 534 354 674 30 Passcode: N6rX7Kc9 Dial in by phone +1 415-915-3950,,545229615# United States, San Francisco (888) 715-8170,,545229615# United States (Toll-free) Find a local number Phone conference ID: 545 229 615#
Networking/Bidders Conference No. 2	April 2, 2026, 3:00 p.m. – 4:00 p.m. (PST) https://teams.microsoft.com/meet/2915495860773 5?p=TBYjcr24aGElgzqBJM Meeting ID: 291 549 586 077 35 Passcode: wp7f4DN6 Dial in by phone +1 415-915-3950,,438100312# United States, San Francisco (888) 715-8170,,438100312# United States (Toll-free) Find a local number Phone conference ID: 438 100 312#
Written Questions Due via Email: jovillaf@acgov.org	April 2, 2026 by 5:00 p.m.
Bidders Conferences List of Attendees Issued	April 10, 2026
Addendum Issued [only if necessary to amend RFP]	April 10, 2026
Questions & Answers Issued	April 10, 2026

RFP No. 2026-ACSSA-AAA-OMB

Page 2

Response Due	May 1, 2026 by 2:00 p.m.
Evaluation Period	May 1, 2026 through May 22, 2026
Notice of Intent to Award Issued	June 2026
Board of Supervisors Consideration Award Date	(This date has not been finalized. The actual date will be provided once available)
Contract Start Date	July 1, 2026

NOTE: All dates are tentative and subject to change.

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL NO. 2026-ACSSA-AAA-OMB SPECIFICATIONS, TERMS, AND CONDITIONS

for OMBUDSMAN PROGRAM

under

TITLES IIIB AND VIIB, OLDER AMERICANS ACT, as amended in 2020 MELLO-GRANLUND OLDER CALIFORNIANS ACT of 1996

TABLE OF CONTENTS

Page ATTACHMENTS

EXHIBIT A BIDDERS RESPONSE PACKET EXHIBIT B BUDGET INSTRUCTIONS

EXHIBIT B-1 BUDGET TEMPLATE (separate excel file attachment)

EXHIBIT C INSURANCE REQUIREMENTS EXHIBIT D DATA REPORTING REQUIREMENTS EXHIBIT E EMERGENCY PREPAREDNESS EXHIBIT F REFERENCES

EXCEPTIONS, CLARIFICATIONS, AMENDMENTS DEBARMENT AND SUSPENSION CERTIFICATION

EXHIBIT G ADDITIONAL CONTRACT PROVISIONS – FEDERAL PROVISION

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. BACKGROUND

Under the Older Americans Act (OAA) Title IIIB and Title VIIA, each state is required to form an Office of the State Long-Term Care Ombudsman (Office), a program developed to resolve problems related to the health, safety, welfare, and rights of individuals who live in Long-Term Care (LTC) facilities (e.g. nursing homes, board and care and assisted living facilities, and other residential care communities) and to promote policies and consumer protections to improve long-term services and supports at the facility, local, state, and national levels.

The program also receives and investigates reports of suspected elder and dependent adult abuse occurring in LTC facilities, adult residential facilities, adult day programs, adult day health care facilities, intermediate care facilities for the developmentally disabled, congregate living health facilities, and adult residential facilities for persons with special health care needs.

In California, this Office maintains oversight responsibility for 35 state-designated Long-Term Care Ombudsman programs (LTCOPs) and for the staff and volunteer representatives that carry out the duties and functions of the Office at the local level. LTCOPs primarily ensure the rights and entitlements of older adults age 60 years of age or older, who are residents of long-term care facilities regardless of their socio-economic status or area of residence [OAA Sections 102(35), 321(a)(10), WIC 9701(b)] by investigating and resolving complaints and initiating corrective action where necessary. LTCOPs may also serve residents under 60 years of age if a majority of the residents of the facility where the younger person resides are over age 60, and such service does not weaken or decrease service to older individuals covered by the OAA [Policy of the Office of Elder Rights Protection, Administration on Aging; July 15, 1996).

While all persons age 60 and older are eligible to receive OAA services, providers should target older individuals with the greatest economic and/or social need for services [45CFR§1321.69], captured via the proxy characteristics of age 75 and older, low-income, functionally impaired, and minorities.

• Low income: defined as living at or below 200% of the federal poverty level.

• Functionally impaired: 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).

• Minorities: "minority" or ethnic/racial minority groups in the context of program reporting and data collection generally refer to non-White populations, including

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

Alameda County Area Agency on Aging wishes to serve these targeted groups at higher rates than their numbers in the overall older population. Contractors are expected to exceed the following percentages:

Countywide
Age 75+	29%
Low-Income	11%
Functionally Impaired	31%
Minorities	57%

B. INTENT

Alameda County Area Agency on Aging (AAA) seeks a single contractor to provide Ombudsman services for older adults across the county or countywide. It is the intent of these specifications, terms, and conditions to describe the requirements of public, nonprofit, or for-profit organizations qualified to deliver these services.

The County intends to award one (1)-year contract to one (1) countywide organization selected to provide LTCOP services throughout the entire County. The contract term will run July 1, 2026 - June 30, 2027, with the option to review and renew the contract for up to three (3) additional one (1)-year terms; subsequent awards will be based upon available funding and satisfactory performance. The contract will be awarded to the most qualified bidder, whose response best conforms to the RFP, meets the County’s requirements, and demonstrates responsible stewardship of funds and dedication to collaborative service provision.

Funding Availability

AAA estimates that a total of $935,000 will be available for funding Fiscal Year 2026-2027, with $112,141 from federal sources, $588,743 from state sources, and $234,116 from County General Funds. Actual awards will be dependent on funding available. The total funding is outlined below:

Funding Source	Anticipated Funding Amounts
Federal	$112,141
State	$588,743
County	$234,116
Total	$935,000

C. SCOPE

The Ombudsman Program identifies, investigates, and resolves complaints made by or on behalf of residents of LTC facilities that affect the residents’ health, safety, welfare, or rights. LTCOPs provide residents of LTC facilities with access to Ombudsman representatives who will advocate for their quality of care and quality of life. Ombudsman representatives strive to maintain a presence in the LTC facilities so that residents can build a relationship of trust with their Ombudsman and receive regular and timely access to Ombudsman services. The program also benefits LTC facility staff by providing training on topics like obligations under state and federal law for mandated reporting of suspected abuse and neglect and the requirement to provide resident-centered care. Providing information and consultation to facility staff and other individuals on questions or concerns that may not rise to the level of complaints, prevents issues from turning into larger problems.

The OAA requires local Ombudsman entities and their employees and volunteers to:

• Identify, investigate, and resolve complaints made by or on behalf of residents that relate to action, inaction, or decisions that may adversely affect the health, safety, welfare, or rights of residents;

• Provide services to protect the health, safety, welfare, and rights of residents;

• Ensure that residents in the service area have regular and timely access to services provided through the Ombudsman program and that residents and complainants receive timely responses to requests for information and complaints;

• Represent the interests of residents before governmental agencies; assure that individual residents have access to legal, and other remedies to protect the health, safety, welfare, and rights of residents; and pursue those remedies that the Ombudsman determines to be necessary and consistent with resident interest;

• Review, and if necessary, comment on any existing and proposed laws, regulations, and other governmental policies and actions pertaining to the health, safety, welfare, and rights of residents;

• Promote and provide technical support for the development of, and provide ongoing support as requested by residents and family councils; and

• Carry out other activities that the Ombudsman determines to be appropriate and are consistent with the functions of the State Long-Term Ombudsman Program as authorized by the OAA.

The contractor is the mandatory reporting point for elder and dependent adult abuse that occurs in long-term care facilities. The contractor is responsible for prompt and thorough investigation of these and other long-term care complaints and for working closely with other agencies to ensure an integrated response by a Multi-Disciplinary Team (MDT).

Ombudsman services shall be available to older residents through general investigation of all complaints as well as focused investigation on dependent adult and senior abuse complaints. Additionally, the contractor will provide information and advice workshops, outreach, Advance Health Care Directive witnessing and other casework as mandated by state law to advocate for residents of LTC facilities and their families. The agency will perform other duties as required by the California Department of Aging (CDA), Long Term Care Ombudsman office.

Each long-term facility for older Californians including Skilled Nursing Facility (SNF) and licensed Residential Care Facility for the Elderly (RCFE) in Alameda County will be visited a minimum of once during the contract period. Facilities against which complaints have been filed are to be visited each week for the SNFs and monthly for the RCFE or more depending on quantity or severity of the complaint(s).

Program Requirements

a. Contractor shall provide 24-hour, 7-day a week voice mail intake of complaints, augmented by a 24-hour statewide toll-free Crisis Line.

b. Contractor shall provide the following Units of Service through the Contractor's administrative offices Monday through Friday, during the annual contract period:

i. 4,365 complaints resolved or partially resolved

ii. 85% complaint resolution rate

iii. 1,000 Information and Assistance contacts provided to facilities staff

iv. 1,000 Information and Consultation contacts provided to individuals

v. 4 Community education sessions

vi. 5 Resident Council sessions

vii. 2 family council sessions

viii. Maintain a volunteer force of 8 certified LTC Ombudsmen

ix. Annual unannounced visits to all skilled nursing facilities shall be provided

x. 80% routine access rate to skilled nursing facilities

xi. Annual unannounced visits to all licensed RCFEs

xii. 80% routine access to all licensed RCFEs

xiii. Witness all advanced health care directives/property transfers in skilled nursing facilities and licensed RCFEs

c. The legislative intent of the LTCOP program is to use volunteers and volunteer programs to effectively assist older individuals residing in long-term care facilities in the assertion of their civil and human rights. [OAA 712(a)(1)(B); WIC 9700, 9701(f)). Contractor will design their service delivery model on this principle.

d. Contractor shall maintain capacity to handle complaints for up to 1/3 of the 14,665 county beds in skilled nursing and residential care facilities.

e. Contractor shall attend one (1) National Ombudsman Reporting System (NORS) Part I, II, and Ill training sessions.

f. Contractor will submit one (1) NORS Report quarterly, including data on cases opened and closed, as well as other case investigation facts such as types and sites of complaints.

g. Contractor shall submit program data to AAA on a monthly basis as directed by AAA. Data reporting may be required in an electronic database or via a modified AAA Monthly Service Unit/186 Report Form that captures Ombudsman activities.

h. Contractor shall have in place an outreach strategy to reach the targeted populations and to inform the community about the agency and services.

i. Contractor shall hold a monthly in-service meeting to provide support and education for volunteer Ombudsmen. Individual technical assistance shall be available to volunteers continuously on an as-needed basis.

j. Contractor shall provide one general training to recruit new Ombudsmen. Volunteer Recruitment means those activities associated with engaging and retaining the services of volunteers to serve as a State Certified Ombudsman Representative. [OAO Section 712(a)(5)(B)(vii)).

k. Contractor shall conduct a client satisfaction survey to capture general and outcome-related measures, and provide a yearly memo to the AAA on the findings.

l. Contractor shall comply with SB 1759 {Chapter 902, Statutes of 2006), which requires existing and prospective LTCO staff and volunteers to undergo background clearances and be fingerprinted.

m. Contractor shall not use means-tests for any Title Ill or Title VII services.

n. Contractor shall use non-coercive methods to solicit voluntary contributions for Title Ill and Title VII services. Contractor’s donation letters sent to clients for Title III and Title VII services shall stipulate that contributions are voluntary and not required to receive services.

o. Contractor shall not deny services to any Title Ill or Title VII client who does not contribute toward the cost of the services received.

p. Contractor shall not implement cost sharing for any Title Ill and Title VII service until so notified by the AAA.

q. Contractor shall not require proof of age or citizenship as a condition of receiving services.

D. DELIVERABLES / REPORTS / RESULT 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.

1. How much was done?

a. Performance Measure:

Number of Units of Service for each activity

b. Target goal:

Contractor will meet 95% of its required Units of Service (hours).

2. How well was it done?

a. Performance measure:

% of older adults that received Ombudsman service(s) who report satisfaction with the quality of service(s) provided; the data gathered relates to satisfaction, timeliness, accessibility, accuracy, responsiveness, etc.

b. Target goal:

80% of clients that receive Ombudsman service(s) are satisfied with the responsiveness of the service.

c. Is anyone better off?

d. Performance measure:

% of older adults that received Ombudsman Program service(s) whose complaints were satisfactorily resolved

e. Target goal:

A minimum of 80% of older adults that received Ombudsman Program service(s) report satisfaction with the resolution of their complaint.

E. NETWORKING/BIDDERS CONFERENCES

1. 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 jovillaf@acgov.org.

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

3. 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.

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

5. 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.

6. The list of Bidders Conference attendees will be released in a separate document.

7. Questions will be addressed in an RFP Question and Answer (Q&A) Addendum document 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.

8. In case of conflict between any verbal statements and the written procurement documents, including the RFP and/or Addenda, the written documents will supersede.

II. COUNTY PROCEDURES, TERMS, AND CONDITIONS

F. EVALUATION CRITERIA/SELECTION COMMITTEE

1. Initial Evaluation (Completeness of Response, Debarment and Suspension, and 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.

2. 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 Ombudsman Program 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 shall be within the sole judgment and discretion of the CSC.

3. 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 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.

4. Price Discrepancy. In the case of a discrepancy between the price quoted and the actual cost, the price quoted will be used for evaluation purposes.

5. 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.

6. Evaluation Scores. Proposals will be evaluated and scored on the zero to five-point scale within each Evaluation Criteria below, with the exception of Reference Checks. 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. The preliminary score will be based on the total points, with the exception of points allocated to References.

7. 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 stages of the optional vendor interview and reference checks. The preliminary scoring will be based on the total points, excluding any points allocated to references and optional vendor interview. The Bidders receiving the highest preliminary scores with at least 200 points 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.

8. Reference Checks. Bidders are to provide a list of five (5) references. Reference points will be given 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.

9. 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.

10. 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.

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

12. Determining Award. As a result of this RFP, the County intends to award contracts to the highest-ranked bidders, 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 greatest value to the County. The County may award contracts of higher qualitative competence over the lowest priced responses.

13. The zero (0) to five (5) 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 will 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 Evaluation Committee 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.

14. The Evaluation Criteria and their respective weights are as follows:

	Evaluation Criteria	Weight Points
A.	Completeness of Response: Responses to this RFP must be complete. Responses that do not include the requirements identified within this RFP, Q&A, and all Addenda or do not address each of the items listed below will be considered incomplete, be rated a Fail in the Evaluation Criteria, and receive no further consideration. Failure to meet the Bidder Minimum Qualifications may also be considered an incomplete response and rated as a Fail.	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 https://sam.gov/content/home.	Pass/Fail
C.	Minimum Years of Experience Required: Does your agency have the required minimum three (3) years of experience providing Ombudsman Program?	Pass/Fail

D.	MISSION, EXPERIENCE AND COMMUNITY (Maximum four (4) pages) 1. Describe your organization’s mission, purpose, and history. How do LTCOP services align with your organization and your long-term goals? (4 points) 2. Describe your organization’s experience providing community-based services to older adults in Alameda County, specifically identifying, investigating, and resolving complaints made by or on behalf of residents of LTC facilities. Include data on the number of individuals served, target populations (e.g., low-income, LEP, ethnic minorities), and geographic areas covered. (10 points) 3. Discuss the common health, safety, welfare, and rights needs/concerns of older adults in LTC facilities in Alameda County, particularly those with the greatest social and/or economic need. Reference any relevant statistics, demographic information, reporting, etc. and describe how this informs your work. (6 points) 4. Describe the organization’s efforts to coordinate with local and regional services to integrate the service delivery system in Alameda County. How will you leverage partnerships to enhance LTCOP reach and effectiveness? Provide examples of past collaborations. (10 points) 5. How will your agency utilize volunteers to support LTCOP? Describe the roles volunteers will play and your plans for training, supervision, and recognition of volunteers. Provide a comprehensive, detailed description of your recruitment plan, including your history of success building out a volunteer force, to ensure your team is able to adequately address the needs of the county. (10 points) Section D Subtotal	40 Total Points
E.	PROGRAM DELIVERY: (Maximum six (6) pages) 1. Using the following format, please describe in detail the service activities and units of service that you will provide (refer to scope of work). Please provide a narrative description of how you will provide the Ombudsman services. (10 points)

2. The OAA 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 earlier in this RFP. (4 points) 3. Discuss the outreach/public information methods the organization intends to employ to generate broad public awareness of the program, build connections with other older adult services, and build trust directly with the older adult participation so that they will use the program when they have complaints. (10 points) 4. Please describe the qualifications and responsibilities of all staff directly responsible for delivery of programming services. Include any bi-lingual capabilities that will enhance outreach to target populations. (6 points) 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, what procedures are used to account for and safeguard funds. (4 points) 6. How will your agency evaluate the services you propose to provide. Include any procedures you have developed to track measurable outcomes and improve services. How will you ensure that caregivers, seniors and community participants are involved in the planning and evaluation of your services? (6 points) Section E Subtotal

40 Total Points

F.

ADMINISTRATIVE & FISCAL QUALIFICATIONS: (Maximum four (4) pages) 1. Provide a staffing plan using the format below. Include job titles, total agency full-time equivalent (FTE) percentage, and the percentage of time allocated to this program. Ensure staffing allocations align with personnel costs in the submitted budget. (4 points) 2. Submit a three-year history of your agency’s total revenue and total expenses using the format below. Include a narrative explaining any significant fluctuations in income or expenses and provide an explanation for any deficits. (2 points) 3. Using the instructions provided in Exhibit B and the template provided in Exhibit B-1, submit a detailed line-item budget for this program. Include a narrative describing your approach to delivering services in the most cost-effective manner. (4 points) 4. Describe your organization’s current accounting system, including: • How and how often receivables and payables are recorded • Payroll processing procedures • Financial statement preparation • Internal and external auditing practices (2 points) 5. Discuss your plan for securing the required 10% non-federal match. Discuss short- and long-term funding needs and goals for sustaining the proposed project. Indicate whether your organization has a current strategic plan addressing these issues. (3 points) 6. Describe special attributes of your current or proposed board of directors that will: • Enhance outreach and service to your targeted population

	• Contribute expertise relevant to the services provided • Support quality assurance efforts • Assume responsibility for developing and implementing strategic plans, including financial stability (2 points) 7. Describe your organization’s physical facilities and equipment that will support adequate service delivery. (1 point) 8. Explain your organization’s capacity to provide accurate reporting, client data, and service unit delivery. (1 point) 9. Describe your organization’s current plan for continuing services to seniors during catastrophic events (e.g., earthquake, fire). (1 point) Section F Subtotal	20 Total points
	Total	100 Total Points

G. CONTRACT EVALUATION AND ASSESSMENT

1. 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.

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

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

b. 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 the Contractor’s performance under any awarded contract and/or Contractor’s goods and services as contracted 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.

H. NOTICE OF INTENT TO AWARD

1. At the conclusion of the RFP response evaluation process (“Evaluation Process”), all Bidders will be notified in writing via e-mail of the contract award recommendation, if any, by the Social Services Agency Contracts Office. The document providing this notification is the Notice of Intent to Award.

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

a. The name of the Bidder being recommended for contract award.

b. The names of all other parties that submitted proposals.

2. At the conclusion of the RFP response evaluation process, debriefings for unsuccessful Bidders may be scheduled and provided, upon written request and will be restricted to discussion of the unsuccessful offeror’s bid.

a. Under no circumstances will any discussion be conducted with regard to contract negotiations with the successful Bidder.

b. Debriefing may include review of successful Bidder’s proposal with redactions as appropriate.

3. The submitted proposals shall be made available upon request no later than five

(5) calendar days before approval of the award and contract is scheduled to be heard by the Board of Supervisors.

I. 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 Bidder 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.

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

2. The mailing address for submitting a Bid protest is:

Robert Woolley

1111 Jackson Street, 1st Floor, Suite 103 Oakland, CA 94607

Fax: (510) 839-0748

Email: robert.woolley2@acgov.org

3. Any bid protest must be submitted in writing by 5:00 p.m. of 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.

4. 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 Protest Evaluator or their designee.

5. 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.

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

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