|Type of Government:||State & Local|
|Posted:||May 22, 2018|
|Due:||Jun 20, 2018|
|Publication URL:||To access bid details, please log in.|
RFP 7259 Day Reporting Center Services
|Category:||Administrative Services - Purchasing|
Mark A. Cowart
Chief Information Officer
2222 M Street
Merced, CA 95340
(209) 725-3535 Fax
Equal Opportunity Employer
Issue Date: 5.22.18
COUNTY OF MERCED
REQUEST FOR PROPOSAL
DAY REPORTING CENTER SERVICES
Notice is hereby given that proposals will be received at the Merced County Department of Administrative Services-Purchasing Division for performing all work necessary in accordance with the “REQUIREMENTS” and other related documents provided herein. Please carefully read and follow the instructions.
Responses shall be presented under sealed cover with the Proposal Number and the Proposal Submittal Close Date clearly marked on the outside and forwarded to:
County of Merced
Department of Administrative Services-Purchasing
2222 M Street, Room 1
Merced, California 95340
Attn: Kim Nausin, Purchasing Manager
Any Bidder who wishes their response to be considered is responsible for making certain that their response is received in the Merced County Department of Administrative Services-Purchasing Office by the closing date.
RESPONSES RECEIVED AFTER THE DEADLINE WILL BE REJECTED WILL BE RETURNED TO THE BIDDER UNOPENED.
CLOSING DEADLINE DATE: 4:00 P.M., June 20, 2018
RESPONSES WILL BE CONSIDERED LATE WHEN THE OFFICIAL DEPARTMENT OF ADMINISTRATIVE SERVICES-PURCHASING DIVISION TIME CLOCK READS 4:01 P.M.
TABLE OF CONTENTS
Cover Page 1
Table of Contents 2
1 – Introduction 3
2 – Timetable and Checklist 5
3 – Requirements 7
4 – Response Format and Content 13
5 – Basis of Award, Selection Process and Evaluation Criteria 19
6 – Terms and Conditions 23
A – Signature Page 38
B – Local Vendor Preference Certification 39
EXHIBITS: (If Applies)
1 - Sample Agreement 40
1.1 INTENT OF THE REQUEST FOR PROPOSAL
The Merced County Probation Department is seeking a qualified vendor to operate two Day Reporting Centers (DRC) for the Probation Department’s adult clients in Merced County. The Bidder must have experience in the operation of a day reporting center for a like population. The population the County expects the DRC to serve consists of the clients that are the County’s responsibility as a result of the 2011 Public Safety Realignment Act as well as adults placed on probation by the Court.
• To offer a detention alternative to traditional incarceration for probation clients who meet the criteria for the program.
• To provide a variety of services, such as substance abuse treatment, cognitive behavioral intervention, life skills, and vocational skills.
• To reduce recidivism through the use of evidence-based practices (EBP) targeted at the criminogenic needs of participating offenders.
1.2 BACKGROUND INFORMATION
The Merced County Probation Department has contracted with Behavioral Interventions, Inc. (BI) since 2008 to operate an adult day reporting center in Merced. In 2014, the agreement was modified to include an additional day reporting center in Los Banos. The maximum capacity in both of the DRC programs has changed during this time period; however, the current capacity is for seventy (70) individuals in Merced and twenty five (25) in Los Banos.
The Public Safety Realignment Act (Assembly Bill 109) was signed into law by the Governor on April 5, 2011, and amended by Assembly Bill 117 on June 30, 2011. This legislation specifies new responsibilities for managing adult offenders in California beginning October 1, 2011. To be eligible for the funds attached to public safety realignment, each County is required to develop and implement a realignment plan. The responsibility for the development of this plan belongs to a Community Corrections Partnership (CCP), chaired by the Chief Probation Officer and comprised of criminal justice partners. The CCP intends to recommend continued funding of a DRC in Merced and Los Banos to the Merced County Board of Supervisors as part of its annual realignment plan.
1.3 AGREEMENT TERM
The Agreement term shall be for a period of three (3) years, with two (2) one (1) year options to renew. The start date will tentatively commence August 1, 2018, with a scheduled completion date of July 31, 2021, contingent on appropriate and sufficient funding.
A Sample Agreement is included as an attachment to this proposal. This Agreement will become part of the final Agreement with the successful Bidder. Any exceptions to the terms and conditions as stated herein and in the Sample Agreement must be identified separately within the submitted response. An Agreement with the successful Bidder is executed only upon final approval by the County's Board of Supervisors.
TIMETABLE AND CHECKLIST
2.1 SUBMITTAL CHECKLIST
All items are required. This checklist is provided to assist you in ensuring you submit a complete response.
a. _____Signature Page (Attachment A)
b. _____Acknowledgement of Amendment(s) (If any)
c. _____Bond(s) (If any)
d. _____Cover Letter
e. _____Table of Contents
f. _____Executive Summary
i. _____Bidder's Qualifications
j. _____Cost Proposal
k. _____Financial Statement or Sufficient Financial Information
(Non-submittal is considered non-responsive and cause for rejection of response.)
l. _____Local Vendor Preference Certification (Attachment B)
To the extent achievable, the following schedule shall govern the review, evaluation and award of the proposal. The County reserves the right to modify the dates below in accordance with its review process.
Activity Estimated Schedule Date________
Availability of the Request for Proposal
Deadline for submission of interpretation and/or written questions in relationship to the Request for Proposal.
Questions submitted after this date will not be answered. The closing date will not be extended for questions submitted after this date.
Closing date for the Request for Proposal
A list of respondents will be posted to the web at close of RFP
Commencement of review of the Request for Proposal submissions by the evaluation committee
Agreement performance to commence
2.3 NUMBER OF COPIES TO BE SUBMITTED
2.3.1 Please submit one (1) original signature hard copy to be signed in blue ink (original copies marked as such) and four (4) exact copies of the original and one soft copy via thumb drive.
2.3.2 Bidder also to submit ONE (1) paper copy of Financial Statement as set forth herein. See Section 4.2.11 for guidance on what is required.
2.3.3 Disclosure of any Self Insured Retention (SIR) associated with the insurance requirement in the Sample Agreement.
The County of Merced is seeking a qualified Bidder to operate two (2) Day Reporting Centers (DRC) for adult offenders, located in Merced and Los Banos. The County reserves the sole right to set the target population parameters. The DRC shall maintain a minimum of seventy (70) slots (Merced) and twenty-five (25) slots (Los Banos) for Probation clients and provide individualized evidence-based programming to them. It is possible the program could expand based on need and financial ability of the County. The proposed program shall be four to six (6) months in length, starting with an intensive first phase and gradually lessening in intensity in subsequent phases. An aftercare program is also desired. Suggested hours of operation will be Monday – Friday, 8:00 a.m. to 8:00 p.m. and some type of weekend availability is desired. Cost proposals will have aforementioned hours as well as forty (40) hour week with no weekend hours.
3.1.1. Program Elements
a. Daily Check-Ins. Bidder shall have the ability to provide daily check-ins. Actual check-ins will depend on participant progress within the program as determined by the Bidder. Initial daily check-ins will be in person. Bidder shall describe in detail, in the response to RFP, the initial as well as the progression of the check-in process.
b. Random Drug Testing. Random drug testing shall include, at a minimum, both urine and breathalyzer testing. The Bidder may propose additional types of testing. Bidder shall describe in detail the random drug testing plan/procedure and how positive tests will be handled, including what type of sanctions/treatment plan modifications will be done to address positive tests.
c. Job Skills Training/Placement. Bidder shall describe in detail their proposed job skills training/placement programming. Bidder shall employ a variety of resources in order to transition program participants into long-term sustainable work. Training will include, but not be limited to, employment preparation (general presentation and demeanor, effective communication); job search strategies such as networking, interviews, résumé writing; skill development, and job placement. The Bidder may partner with other local community based or governmental agencies in order to provide or enhance these services.
d. Substance Abuse Counseling/Programming. Programming provided must be evidence-based and designed to reduce recidivism. Lower level alcohol and drug services such as education, prevention, and early intervention services (based on ASAM criteria), shall be provided at the DRC. Intensive outpatient programming will also be offered as determined by the Risk Assessment. Bidders shall describe in detail how they will serve clients that may need alcohol and drug intervention (at all treatment levels, except residential).
e. Anger Management. Bidder shall describe in detail proposed evidence-based programming to assist in reducing and redirecting stress and tension which result in aggressive behaviors. The focus shall be on the causes of anger and providing alternatives to violent outbursts and abusive behavior through educational lessons that challenge inappropriate ways of expressing anger and techniques to dissipate anger before it gets out of control.
f. Family/Parenting Counseling. Bidder shall describe in detail the evidence-based strategies for incorporating marriage/family/parenting counseling in addressing the participant’s criminogenic needs.
g. Life Skills. Bidder shall describe in detail their proposed DRC curriculum designed to encourage offenders to adopt a positive, law-abiding lifestyle. The training shall be based on cognitive-behavioral techniques and focus on defects in thought processes that lead to self-defeating decisions.
h. Relapse Prevention. Bidder shall provide a detailed description of after-care programming designed to maintain a law abiding lifestyle.
i. Mental Health Assessment. A mental health assessment and treatment referral, if appropriate, shall be completed on each participant by certified/licensed Bidder staff or subcontractor. Bidder shall describe the mental health assessment and treatment referral process in detail. The Bidder may partner with local agencies to identify DRC participants eligible for substance abuse and mental health benefits (i.e. SSI, SSDI, etc.).
j. Immediate Notification. DRC staff shall immediately notify the Probation Department of any problems that would jeopardize public safety. Problems shall include but not be limited to: failure to report and follow daily schedules, failure to participate in required activities, new arrests, positive test for drug or alcohol usage and other behaviors that might pose a public risk. Bidder shall describe in detail their plan for immediate notification.
k. Referral Services. The DRC staff shall maintain directories of resources that offer forms of assistance. Staff shall be familiar with eligibility criteria and application procedures assisting with rapid referral and placement of offenders in such programs.
l. Data Collection/Quality Assurance. Bidder shall track the program completion graduation rate, as well as the assessment scores upon entry vs. exit of the program. Bidder shall provide description of data collection/quality assurance process.
m. Optional program elements. The following programmatic elements are optional. Should Bidders include the below elements in their program description, they will need to follow guidelines, describing in detail how the element fits into the overall program of the DRC.
• Educational Services (optional) - Bidder shall describe their educational services in detail. The focus of the educational program shall be to increase offenders’ functional literacy and employment skills. It shall include basic education in reading and math and may include GED preparation, if necessary. There shall be an onsite computer lab that will be utilized as a resource center for clients and as a classroom for courses. Bidder may partner with local agencies to coordinate education, employment, vocational training, and benefits eligibility services.
• Batterers Treatment Program (optional) - Bidders may include in their program a fifty-two (52) week batterer’s treatment program, as described in Penal Code Section 1203.097. The Probation Department by statute has the sole authority to approve the issuance of certification for programs pursuant to this section. Bidder would need to follow the Probation Department’s applicant process for this program.
3.1.2. Specific Requirements
a. Location. The Bidder will be responsible for locating two (2) sites for the proposed DRC. The Bidder will also be responsible for all bills associated with the properties, i.e. electric, water sewer, phone, internet access, etc. The Bidder will further be responsible for providing everything else needed to make the space operational, i.e., furniture, equipment, supplies, telephones, etc. The Bidder will ensure the DRC facility is secure by providing adequate supervision during hours of operation.
The Bidder shall own or hold the lease on the DRC service site, which should be located in a neighborhood region ideally accessible and suited to the needs of the target population. The service site shall meet all code requirements, including public health, fire marshal, and ADA compliance regulations.
b. Hours of Operation. Suggested hours of operation will be Monday – Friday, 8:00 a.m. to 8:00 p.m. and limited weekend availability. It is the intent that the DRC be able to provide monitoring and treatment services during non-traditional business hours, with office hours that can accommodate the work schedules of the clientele. The County will be open to suggested hours of operation at both locations due to potential budgetary impact of extended hours and days. Include in this section the Bidder’s intent regarding holidays (i.e. off, reduced hours, etc.).
c. Programming. Bidder should discuss the abilities to provide some, or all of the following programming elements: daily check-ins, cognitive skills training, random drug testing, job skills training/placement, substance abuse counseling, anger management, family and parenting counseling, educational services/GED, life skills, relapse prevention, and mental health assessment. Staff providing direct services will meet minimum state certification requirements for each specific discipline, i.e., substance abuse counseling, family and parenting counseling, and mental health assessment. Programming provided at each of the DRC locations must use or address evidence-based cognitive behavior interventions, criminogenic needs, and be designed to reduce recidivism.
Bidder must demonstrate a comprehensive understanding of these concepts. Bidder shall propose the curriculum and programming to be provided in the DRC and shall provide detailed information on the curriculum and programming proposed. The County reserves the right to negotiate curriculum and programming selection.
The Bidder shall have an individualized case plan for each program participant based on the STRONG (Static Risk and Offender Needs Guide) provided by the Probation Department. The Bidder may conduct their own initial assessment and updates as recommended. All assessments completed by the Bidder will be made available to the Probation Department.
d. Reports. Standard reports should include:
i. Daily Report: Bidder will e-mail daily attendance reports to a designated group of probation staff responsible for the supervision of probation clients.
ii. Monthly Progress Report: Monthly progress reports on each participant in the DRC program shall be turned in by the 10th of the month. Information to be included in the progress report will include, but not be limited to:
• Phase participant is in and progress made within that phase;
• Services participant received;
• Staff assessment of treatment progress; and
• Progress towards meeting case plan goals and recommendation for continuing, modifying, or discontinuing program.
iii. Discharge Report: When a participant is discharged from the program for reasons other than a graduation, a discharge report shall be completed and sent to the assigned Probation Officer. This report shall include, but not be limited to:
• Name and Date of Birth;
• History in the DRC, including compliance and non-compliance within the various program components;
• Phase at time of discharge; and
• Date of termination and reason.
e. Experience. Bidder shall describe prior experience in working with adult offenders and providing evidence-based programming as described herein, including any prior DRC operation experience. Staff providing direct services will need to meet minimum State certification requirements for each specific discipline, i.e., substance abuse counseling, family and parenting counseling, and mental health assessment. Copies of these staff’s certifications shall be returned with RFP response.
f. Case Plan. All Bidders must submit a sample case plan to indicate the format and content of the plan.
g. Staffing/Management Plan. Bidder shall provide a detailed staffing and management plan for the proposed DRC (both locations). Bidder shall have Spanish speaking staff available.
h. Organizational Chart. Provide an organizational chart of the proposed DRC (both locations), which identifies each member of the firm involved with the program by job class (it is not necessary to identify members by name). The chart should show the organizational structure of the team, the specialty or position of each team member. Include all specialty Sub-Contractors that would be expected to be utilized on the program.
i. Proposed Project and Work Schedule. Provide a schedule that details the timeline to perform all required services, with an aggressive schedule that will complete the project before October 1, 2018, if possible. This schedule should contain specific milestones and dates of completion which will be used to set schedules. Also identify to what extent County personnel involvement will be deemed necessary, including key decision points at each stage of the project. Information as to the type of any software that is anticipated to be used in the planning process should also be discussed.
3.2 SPECIFIC COMPLIANCE
The Bidder awarded the Agreement derived from this proposal will be required to abide by all applicable local, Federal and State laws and regulations, including, but not limited to:
- Cal OSHA Requirements
- Americans with Disabilities Act
RESPONSE FORMAT AND CONTENT
4.1 GENERAL INFORMATION
This section describes the required response format and content. The response should contain the requested information organized by the prescribed section and subsection numbers and titles. Any information provided beyond that required in the response should be contained in a section entitled "Optional Exhibits and Attachments”.
Each Bidder shall submit a complete response, along with requested copies, providing all information requested and a complete description of the functional operation of the program/project proposed. Failure to follow the prescribed format may result in rejection of your response.
Responses must be complete in all aspects. A response may be rejected if it is conditional or incomplete, or if it contains any alteration of form or other irregularities of any kind. A response may be rejected if any such defect or irregularity constitutes a material deviation from the proposal requirements. The response must contain all costs required by the proposal.
Responses must be clearly marked as stated herein and must be received by the date and time specified.
The response must be typed. Every part of the response must be legible and of sufficient print clarity to allow copying of the document. Mistakes/Errors may be crossed out and corrections typed or printed adjacent to the mistake/error and initialed in ink by the person signing the response.
Special bindings, colored displays, etc., are not necessary. A single three-ring binder divided into sections by labeled tab index sheets is sufficient. Attachments that are not included in the binder should be clearly labeled according to the sections and titles provided therein. The response should be clear, complete and consistent with the proposal content requirements.
4.2 RESPONSE FORMAT
The response must be developed on the forms provided in this package, or must follow the proposal content requirements in the order in which they appear in the proposal. Responses that do not conform to this format may not be considered for evaluation. Responses must be typewritten and submitted on standard 8 1/2" by 11" paper. Each page must be clearly and consecutively numbered. All responses must be submitted in the name of the legal entity or authorized agency. Responses must be signed in ink by the officer or officers legally authorized to bind the company, partnership or corporation.
The content and sequence of the response will be as follows:
4.2.1 Signature Page (Attachment A)
4.2.2 Signed Amendment(s) (If any)
4.2.3 Bond(s) (If any)
4.2.4 Cover Letter
4.2.5 Table of Contents
4.2.6 Executive Summary
4.2.9 Bidder's Qualifications
4.2.10 Cost Proposal
4.2.11 Financial Statement (separate sealed envelope)
4.2.12 Local Vendor Preference Certification (Attachment B)
4.2.1 Signature Page
Bidder must complete and return the enclosed Signature Page (Attachment A, “Signature Page”). The Signature Page must be signed in blue ink by the officer or officers legally authorized to bind the company, partnership, or corporation.
4.2.2 Signed Amendment(s)
Bidder must sign, in blue ink, and include a copy of any amendments to the RFP.
Bidder must enclose any bonds as required in the RFP.
4.2.4 Cover Letter
The Cover Letter must be a maximum of a one (1) page introducing the Bidder. The Cover Letter must include the Bidder’s name and address.
4.2.5 Table of Contents
The Table of Contents must be a comprehensive listing of the contents included in your response. This section must include a clear definition of the material, exhibits and supplemental information identified by sequential page numbers and by section reference numbers.
4.2.6 Executive Summary
The Executive Summary shall condense and highlight the contents of the Bidder’s Business Response to provide the Evaluation Committee with a broad understanding of the Bidder’s approach, qualification, experience and staffing.
This portion of the response will note any exceptions to the requirements and conditions taken by the Bidder. Exceptions should clearly explain why the Bidder is taking exception to the requirements. If exceptions are not noted, the County will assume that the Bidder's response meets those requirements as specified herein and that the Bidder accepts and intends to abide by all stated terms, conditions, and requirements. Exceptions will be considered by the County, and will form a part of any resulting Agreement, only if the County explicitly so states in writing.
Exceptions shall be noted as follows:
• Exceptions to the Scope of Work
• Exceptions to General Provisions
• Exceptions to Special Provisions
• Exceptions to Instructions for Submitting Response and Proposal Content Requirements
• Exceptions to any other part of this RFP
• Exceptions to terms in the Sample Agreement
The Bidder’s response shall clearly describe in detail how the Bidder will meet the requirements of this proposal and perform the Requirements. Additionally, the response should provide any special or unique qualifications which the Bidder believes it possesses to meet the requirements of this proposal. Only those levels of performance the Bidder actually believes can be accomplished should be stated as measurable objectives. Each of the major tasks, or activities to be undertaken, as a means of reaching such objectives, must be specifically identified. Display the essential points of activity in a time sequence showing the amount of time allotted to each activity.
The merit of each response received in response to this proposal will be judged largely on the basis of each Bidder’s narrative description as described in the Approach of their response. It is important that your response contain all information required for an effective review process. The response should be written in such a manner to provide sufficient detail to enable the Evaluation Committee members to know what is planned at every stage, and to make a judgment as to the probable success of the proposed effort.
(A benchmark chart may be completed to display the time frame for achieving and accomplishing each major program/project task or activity. Flowcharts and other related graphics may accompany this section.)
4.2.9 Bidder's Qualifications
Bidder shall provide a concise statement demonstrating that the Bidder’s company has the qualifications, experience, and capability to perform the requirements of this proposal. The following sections must be included:
Provide a brief history of your company, including the number of years in business. State whether your organization is an individual proprietorship, partnership, corporation, or private nonprofit organization, and the date your company was formed or incorporated. Provide a statement as to any judgment, litigations, licensing violations, or other violations, outstanding or resolved, against your company in the past five (5) years.
b) Background and Experience
A summary of relevant background information describing your company’s experience of major accomplishments and/or activities similar to the requirements set forth under this proposal, which demonstrates your company's ability to provide the service described in your response.
Provide a list of at least five (5) customer references. Include the firm’s name; the name, title, and telephone number of a contact person; the dollar amount of the Agreement; and the dates that these services were completed. Bidder may provide sample material of your company's work to substantiate your previous experience.
d) Staff Assignment
A brief description of the experience and qualifications of the proposed key staff members assigned to this program/project and what percentage of their time will be devoted to the program/project. Show their function, level of education, degree and license, if appropriate, and a detailed resume for each person. Additionally, the Bidder must specify where the staff will be located and identify the program/project manager.
4.2.10 Cost Proposal
It is essential that all responding Bidders include and clearly detail all costs, payment schedules, categorization of line items, and/or other related costs associated with your response. All responses must have a narrative providing a thorough and clear explanation of your costs.
4.2.11 Financial Statement
FINANCIAL STATEMENT SUBMITTED WILL BE FORWARDED TO COUNTY AUDITOR-CONTROLLER FOR REVIEW AND DESTROYED OR RETURNED WITHIN SEVEN (7) WORKING DAYS FOLLOWING CLOSE OF RFP. IF YOU WISH TO HAVE YOUR FINANCIAL STATEMENTS RETURNED, A SELF-ADDRESSED, STAMPED ENVELOPE MUST BE ENCLOSED.
Provide copies of the Bidders most current and prior two (2) fiscal years financial statements. Financial statements should include a balance sheet and income statement at minimum. Financials consisting of, but not limited to the Balance Sheet (Statement of Financial Positions), and Income Statement (Statement of Operations), and the Retained Earnings Statement (Changes in Fund Balance) are necessary for construction and service provider Agreements over $10,000. For Agreements under $100,000 (federal funding over $100,000 single audit requirements will apply), if audited statements are available, these should be submitted to meet this requirement. Financial statements will be kept confidential if so stamped on each page.
If financial statements are not available, sufficient financial information should be submitted to demonstrate the ability to finance the Agreement and provide the services in accordance with the requirements of this RFP, understanding that cash advances are not available. Financial information will be kept confidential if so stamped on each page.
THIS INFORMATION IS TO BE PLACED IN A SEPARATE SEALED ENVELOPE AND MARKED "BIDDER'S FINANCIAL STATEMENT” ON THE OUTSIDE OF THE ENVELOPE. FAILURE TO SUBMIT FINANCIAL INFORMATION WILL BE CONSIDERED AS “NONRESPONSIVE”, RESULTING IN REJECTION OF RESPONSE.
4.2.12 Local Vendor Preference Certification
If the Bidder meets the criteria and would like to be considered for Local Preference consideration, Bidder must complete and return the enclosed Local Vender Preference Certification Form (Attachment B). The Local Vendor Preference Certification Form must be signed in blue ink by the officer or officers legally authorized to bind the company, partnership, or corporation.
BASIS OF AWARD, SELECTION PROCESS AND EVALUATION CRITERIA
5.1 BASIS OF AWARD
Award will be made to the Bidder whose response demonstrates to be the most qualified, responsive and advantageous to the County. The County shall not be obligated to accept the lowest cost response, but will make an award in the best interests of the County after all factors have been evaluated (“most responsive response”).
THE COUNTY RESERVES THE RIGHT, AT ITS SOLE DISCRETION, TO REJECT ANY OR ALL RESPONSES OR ANY PART THEREOF, OR TO WAIVE ANY INFORMALITIES IN THE RESPONSE AND MINOR IRREGULARITIES, TECHNICAL DEFECTS OR CLERICAL ERRORS, TO MAKE AN AWARD ON THE BASIS OF SUITABILITY, QUALITY OF SERVICE(S) TO BE SUPPLIED, THEIR CONFORMITY WITH THE SPECIFICATIONS AND FOR THE PURPOSES FOR WHICH THEY ARE REQUIRED, AND NOT CONFINED TO COST ALONE. THE COUNTY SHALL NOT BE LIABLE FOR ANY COSTS INCURRED BY THE BIDDER IN CONNECTION WITH THE PREPARATION AND SUBMISSION OF THIS OR ANY OTHER RESPONSE.
False, incomplete, or nonresponsive statements in connection with the response may be deemed sufficient cause for rejection. The County shall be the sole judge in making such determination. The County reserves the right to cancel or discontinue with the response process and reject any or all responses in the event it determines that there is no longer a requirement for the furnishing of such items, materials, equipment and/or services, funding is no longer available for this proposal, or it is otherwise in the County's best interest to cancel the proposal process.
5.2 SELECTION OF EVALUATION COMMITTEE
An Evaluation Committee consisting of selected personnel will be established to evaluate the responses. It is the intent of the Evaluation Committee to select an apparent successful Bidder with a recommendation to initiate Agreement negotiations. Selection will not be made on cost alone, but will be based upon the most responsive response.
5.3 EVALUATION CRITERIA
The Evaluation Committee will consider only those responses which have been considered responsive to the proposal. Any response which fails to meet the requirements of the proposal will be considered non-responsive and may be rejected. Responsiveness includes attention to detail in following the proposal format. The Evaluation Committee may also contact and evaluate the Bidder’s and the Sub-Contractors references; contact any Bidder to clarify any response; contact any current users of a Bidder’s services; solicit information from any available source concerning any aspect of a response; and seek and review any other information deemed pertinent to the evaluation process. The Evaluation Committee shall not be obligated to accept the lowest priced response, but shall recommend such response that is the most qualified, responsive and cost-effective response and in the best interest of the County (“most responsive response”).
Responses shall be ranked on a score of 1 to 10, with a score of 6 to 10 as exceeds requirements; a score of 5 as meets requirements; and a score between 1 and 4 does not meet requirements.
Completeness of Response:
Responses to this RFP must be complete. Responses that do not include the proposal content requirements identified within this RFP and subsequent Addenda and do not address each of the items listed below will be considered incomplete, be rated a Fail in the Evaluation Criteria and will receive no further consideration.
Demonstrated ability to effectively perform the services described.
Expertise and qualifications.
Cost relative to the scope of services.
Demonstrated history of providing similar services to other entities.
5.4 NOTICE OF INTENT
A "Notice of Intent to Negotiate" with the successful Bidder will be sent to all participating Bidders upon Evaluation Committee recommendation to initiate Agreement negotiation. This “Notice of Intent to Negotiate” will be sent to all participating Bidders by U.S. postal mail and/or email.
A “Notice of Intent to Award” with the successful Bidder will be sent to all participating Bidders upon completion of the Agreement negotiation and the Agreement is on the Board of Supervisors agenda. This “Notice of Intent to Award” will be sent to all participating Bidders by U.S. postal mail and/or email.
5.5 NEWS RELEASES
News releases by the Bidder pertaining to the award resulting from this proposal shall not be made without prior written approval of the County.
A debriefing shall be held before the award of the Agreement upon the timely request of an unsuccessful Bidder for the purpose of receiving information concerning the evaluation of the Bidder’s response. The request must be in writing, dated, signed either by the Bidder or a legally authorized individual on behalf of the Bidder and be received by the County’s Department of Administrative Services-Purchasing at 2222 “M” Street, Merced, California 95340 within three (3) working days following the County’s transmission, by U.S. postal mail or facsimile, of the “Notice of Intent to Negotiate”. Each requesting Bidder will be allotted a maximum of one hour for any debriefing conference. The information provided by the County will be based on the Evaluation Committee determinations of your company’s submitted response as it relates to the evaluation criteria as stated herein above. The debriefing may be held, in the discretion of the County, by telephone conference call. The debriefing is not the forum to challenge the proposal’s specification, requirements, or the selection criteria. The debriefing procedure provided herein to all requesting and unsuccessful Bidders to the County’s Request for Proposal is the exclusive and sole remedy and means of receiving information regarding the respective Bidder’s evaluation and preliminarily challenging the award of the Agreement.
Should an unsuccessful Bidder request a debriefing, and believes its response to be the most responsive to the County’s proposal and that the County has incorrectly selected another Bidder for award, the appealing Bidder may submit a protest of the selection as described below:
All protests must be made in writing, dated, signed by the Bidder or an individual authorized to sign Agreements on behalf of the protesting Bidder, and contain a statement of the reason(s) for protest; citing the law(s), rule(s) and regulation(s) or procedure(s) on which the protest is based. The protesting Bidder must have gone through the debriefing process described above, and must provide facts and evidence to support the protest.
Protest(s) to County’s Intent to Award must be sent either by U.S. mail, postage prepaid, or by personal delivery to:
County Executive Officer
County of Merced
2222 M Street
Merced, California 95340
All protests in relationship to the County’s intended award decision must be received by the County Executive Officer no later than seven (7) working days following the County’s transmission, by U.S. postal mail or facsimile, of the “Notice of Intent to Award” to the Bidder.
5.8 PROTEST PROCEDURES
A Bidder protesting the results of any of the processes described herein must follow the procedures set forth herein. By submitting a “Letter of Intent to Protest”, the Bidder has agreed that the protest procedures herein shall precede any action in a judicial or quasi-judicial tribunal regarding this proposal. Protests that do not follow these procedures shall not be considered. The protest procedures constitute the sole administrative remedy available to the Bidder under this procurement. Upon exhaustion of this remedy no additional recourse is available with the County of Merced.
Upon receipt of the formal protest, the County Executive Officer, or his/her designee, will attempt to resolve the protest. If the protest has not been resolved, the Bidder will have an opportunity to address the Board of Supervisors stating their concerns. The decision of the Merced County Board of Supervisors constitutes the final step of the Bidder’s administrative remedy.
A protest shall be disallowed when, in the judgment of the County Executive Officer, or his/her designee, or the County Board of Supervisors, it has been submitted: (1) as a delay tactic; (2) for the purpose of posturing the protester advantageously for future procurement; (3) in a form that deviates from the one prescribed; (4) without adequate factual basis or merit; or (5) in an untimely manner.
In the event that a protesting Bidder does not appear at the protest hearing as scheduled by Merced County, the protest will be disallowed.
TERMS AND CONDITIONS
6.1 REQUEST FOR PROPOSAL CLOSING DATE
Responses must be received in the Merced County Department of Administrative Services-Purchasing on or before 4:00 p.m. on date specified on each separate proposal. The time specified will be as defined by the official time clock in the office of the Department of Administrative Services-Purchasing, 2222 “M” Street, Room 1, Merced, California 95340. It is the sole responsibility of the submitting Bidder to ensure that its response is received before the submission deadline.
Response must be labeled as:
Merced County Request For Proposal No. 7259
Responses shall be presented under sealed cover and clearly identified on the outside to read:
• Name of the bidder
• Address of the bidder
• Subject of the Response
• Request for Proposal Number
• Proposal Submittal Deadline Date
Without law or policy to the contrary, if the Bidder took reasonable steps to submit the response in due time, and failure of the response to be on hand at the time of closing was not the result of negligence or other fault of the Bidder, but was the result of negligence by the County, the County reserves the right to accept such response.
All responses shall remain firm for at least one hundred twenty (120) days following the proposal closing date. The County reserves the right to withhold an award of the proposal for one hundred twenty (120) days from date of closing.
All responses and accompanying documentation submitted by the Bidders, with the exception of Financials, will become the property of the County and will not be returned. Responses shall be based on the material contained in the proposal. Bidders are instructed to disregard any prospective oral representations it may have received prior to the solicitation of the proposal.
Cost for developing and preparing the response is solely the responsibility of the Bidder whether or not any award results from this solicitation. Further, the cost of developing and preparing responses to the proposal will not be allowed as direct or indirect charges under any resulting Agreement.
No alteration in any of the terms, conditions, delivery, price, quality, quantities, or specifications will be effective without prior written consent of the County.
THE COUNTY RESERVES THE RIGHT, AT ITS SOLE DISCRETION, TO REJECT ANY OR ALL RESPONSES OR ANY PART THEREOF, OR TO WAIVE ANY INFORMALITIES IN THE PROPOSAL AND MINOR IRREGULARITIES, TECHNICAL DEFECTS OR CLERICAL ERRORS, TO MAKE AN AWARD ON THE BASIS OF SUITABILITY, QUALITY OF SERVICE(S) TO BE SUPPLIED, THEIR CONFORMITY WITH THE SPECIFICATIONS AND FOR THE PURPOSES FOR WHICH THEY ARE REQUIRED, AND NOT CONFINED TO PRICE ALONE. THE COUNTY SHALL NOT BE LIABLE FOR ANY COSTS INCURRED BY THE BIDDER IN CONNECTION WITH THE PREPARATION AND SUBMISSION OF THIS OR ANY OTHER PROPOSAL....
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