COUNTY OF ALAMEDA
REQUEST FOR PROPOSAL No. SASYEP 2013
SPECIFICATIONS, TERMS & CONDITIONS FOR SUMMER AND AFTERSCHOOL YOUTH EMPLOYMENT AND EDUCATION PROGRAM
NETWORKING/BIDDERS CONFERENCES
9:00am- 12:00pm 1:00pm-4:00pm on on January 8, 2013 January 9, 2013 at at Alameda County Social Services Agency Alameda County Social Services Agency 675 Hegenberger Rd 24100 Amador Street, 6th Floor Grizzly Peak Room Shooting Star Rooms (A&B) Oakland, CA 94621 Hayward, CA 94544
For complete information regarding this project see RFP posted at http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp and http://www.alamedasocialservices.org/public/community/funding_opportunities/ or contact the person listed below. Thank you for your interest!
Contact Person: Naima Jameson, Program Financial Specialist Phone Number: (510) 267-8632 E-mail Address: [email protected]
RESPONSE DUE by 2:00 p.m. on January 30, 2013 at Alameda County Social Services Agency Finance Department - Contracts Office 2000 San Pablo Avenue, 4th Floor Oakland, CA 94612
Attention: Naima Jameson or Marcia Mayberry COUNTY OF ALAMEDA
REQUEST FOR PROPOSAL No. SASYEP 2013
SPECIFICATIONS, TERMS & CONDITIONS FOR SUMMER AND AFTERSCHOOL YOUTH EMPLOYMENT AND EDUCATION PROGRAM
TABLE OF CONTENTS
Page 1 of 2 Page
I. ACRONYM AND TERM GLOSSARY...... 4-5
II. STATEMENT OF WORK A. Intent...... 5 B. Scope and Background...... 5-15 C. Vendor Qualifications / Specific Requirements...... 15-17 D. Debarment / Suspension Policy...... 17-18 E. Deliverables/Reports...... 18-20
III. INSTRUCTIONS TO BIDDERS F. County Contacts...... 20 G. Calendar of Events...... 20-21 H. Networking / Bidders Conferences ...... 21-22 I. Submittal of Bids...... 22-24 J. Response Format...... 24 K. Evaluation Criteria/Selection Committee ...... 24-30 L. Contract Evaluation and Assessment...... 30 M. Notice of Intent to Award...... 30 N. Bid Protest / Appeals Process...... 31-33
IV. TERMS AND CONDITIONS O. Term / Termination / Renewal...... 33 P. Award...... 34 Q. Method of Ordering...... 34 R. Invoicing...... 35 S. County Provisions...... 35-37 T. Account Manager / Support Staff...... 37 U. General Requirements...... 38 V. Compliance with Applicable Regulations...... 38 COUNTY OF ALAMEDA
REQUEST FOR PROPOSAL No. SASYEP 2013
SPECIFICATIONS, TERMS & CONDITIONS FOR SUMMER AND AFTERSCHOOL YOUTH EMPLOYMENT AND EDUCATION PROGRAM
TABLE OF CONTENTS
Page 2 of 2
ATTACHMENTS Exhibit A – Acknowledgement Exhibit B – Bid Form Exhibit C – Insurance Requirements Exhibit D1 – Current References Exhibit D2 – Former References: INTENTIONALLY OMITTED Exhibit E – SLEB Certification Application Package: INTENTIONALLY OMITTED Exhibit F – Small Local Emerging Business (SLEB) Partnering Information Sheet: INTENTIONALLY OMITTED Exhibit G – Request for Bid Preference: INTENTIONALLY OMITTED Exhibit H – First Source Agreement Exhibit I – Exceptions, Clarifications, Amendments: INTENTIONALLY OMITTED Exhibit J – Standard Services Agreement Template Exhibit K – Environmental Certification: INTENTIONALLY OMITTED Exhibit L – RFP Vendor Bid List: INTENTIONALLY OMITTED Exhibit M – Response Content and Submittals Completeness Checklist Exhibit N – Debarment and Suspension Certification Exhibit O - The Iran Contracting Act (ICA) of 2010 Exhibit P – Master Contract Exhibit R – Monthly Program and Fiscal Online Report
Specifications, Terms & Conditions RFP No. SASYEP 2013
I. ACRONYM AND TERM GLOSSARY Unless otherwise noted, the terms below may be upper or lower case. Acronyms will always be uppercase. Bid Shall mean the Bidders’/Contractors’ response to this Request Bidder Shall mean the specific person or entity responding to this RFP Board Shall refer to the County of Alameda Board of Supervisors CalWORKs A welfare program with specific eligibility requirements that gives cash aid and services to eligible families in need. Services include housing, food, utilities, clothing, or medical care. Cal-Learn A state program for pregnant or teen parents age 19 and under on (currently under CalWORKs and without a High School diploma or its equivalent Welfare to Work Teen who receive case management, supportive services and educational Parent Program) bonuses to support school attendance, grades and graduation. Contractor When capitalized, shall refer to selected bidder that is awarded a contract County When capitalized, shall refer to the County of Alameda CDSS California Department of Social Services CFR Code of Federal Regulations CSC County Selection Committee Child Welfare Worker Alameda County employees who provide services to help children; such as adoption placements, child welfare, foster arrangements, and protection of abused or neglected children DCFS Department of Children Family Services DPO Deputy Probation Officer Federal Refers to United States Federal Government, its departments and/or agencies FY Fiscal Year Foster Youth Refers to minors currently in the Foster Care system HHS Health and Human Services ILSP Independent Living Skills Program Inter-Disciplinary A group of diverse people organized to provide guidance and Team information for foster youth Labor Code Refers to California Labor Code OMB Office of Management and Budget Proposal Shall mean Bidder/Contractor response to this RFP PO Purchase Order Request for Proposal Shall mean this document, which is the County of Alameda’s request for Contractors’/Bidders’ proposal to provide the goods and/or services being solicited herein; also referred herein as RFP Response Shall refer to Bidder’s proposal or quotation submitted in reply to RFP RFP Request for Proposal SLEB Small Local Emerging Business
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SSA Social Services Agency State Refers to State of California, its departments and/or agencies SASYEP Summer and Afterschool Youth Employment and Education Program WBA Workforce and Benefits Administration
II. STATEMENT OF WORK
A. INTENT
It is the intent of these specifications, terms, and conditions to describe the Summer and Afterschool Youth Employment and Education Program for Alameda County child welfare involved youth, at-risk probation youth, Cal-Learn youth ages 14 to 19, and CalWORKs “head of household” youth ages 18 to19 for the time period of May 1, 2013 to June 30, 2014.
The County intends to award fourteen-month contracts (with the option to renew) to the bidder(s) selected as the most responsible bidder(s) whose response conforms to the RFP and meets the County’s requirements.
B. SCOPE and BACKGROUND
Since July 1, 2007, the Alameda County Social Services Agency/Department of Children and Family Services (SSA/DCFS) and the Juvenile Probation Department have operated under a Title IV-E flexible funding waiver. The Social Services Agency through its Department of Workforce and Benefits Administration (SSA/WBA) has operated the County’s CalWORKs benefits and services program since 1998. This subsidized youth employment and education project financed with Title IV-E Waiver funding supports one of the goals of the Waiver which is to improve self-sufficiency and well-being for transition-age youth.
This RFP calls for lead or sole provider agencies who shall provide programmatic, fiscal, and reporting administration for defined geographic service regions within this County through a single provider or lead provider with a maximum of two specific subcontractors per service region and three for the Central/North Oakland/North County service region. The service delivery arrangement will correlate to geographic residency in four defined service regions in Alameda County for the four categories of youth participant eligibility for the program. Bidders may submit funding applications (See Exhibit M, “Attachment 1 – Response Package”), for more than one service region, but must submit separate bid applications for each service region of interest. The County will maintain the right to negotiate fund award levels and related final units of service
Page 5 of 73 Specifications, Terms & Conditions RFP No. SASYEP 2013 based on final number of awards to be recommended and within the threshold of funding available for this project.
The County has budgeted a total $8,000,000 inclusive of $7,000,000 Title IV-E Waiver Reinvestment funds and $1,000,000 CalWORKs funding. This RFP calls for up to two contractors for each of the following geographic service areas of Alameda County:
Tri-Cities/South County/East County Central County East/Central Oakland North/Central Oakland/North County
Each geographic service region will have a total maximum fund for allocation for the two recommended awards per service region as follows:
Tri-Cities/South County/East County……….$1,600,000* Central County………………………………$2,000,000* East/Central Oakland ……………………….$2,000,000* North/Central Oakland/North County……….$2,400,000*
* Allocation per service region is pro-rated based on actual total youth per region
Each of the two contractors shall receive half of the number of authorized youth on the list for that service region for recruitment. Contractors shall be permitted to subcontract with up to two agencies, except for the North/Central Oakland/North County region where three sub-contractors are allowed.
The purpose of this youth employment and education program is to enhance the well- being and increase the self-sufficiency of transition-age youth, who, as a group, are overrepresented in the homeless population, face significant education and employment barriers, are more likely to be involved with the criminal justice system, are more likely to have children before they are 21, and whose children are often likely to spend time in the foster care system themselves. By assisting child welfare involved, probation, and pregnant or parenting Cal-Learn and CalWORKs youth in improving their education and employment skills, it is hoped that those youth will become more autonomous and less reliant on government programs and aid.
The agencies recommended for this service delivery - resulting from this procurement - shall act as the lead organization, or act as the sole organization. They shall carry out fiscal and reporting responsibilities, as well as work with proposed subcontractor organizations to ensure the efficacy and consistency of services throughout the contract period. The lead agency shall serve as the employer of record for payroll, coordinate all employment activities and ensure contractual services are delivered via executed
Page 6 of 73 Specifications, Terms & Conditions RFP No. SASYEP 2013 subcontract memorandums of understanding (MOUs). It is the County’s expectation that the lead agency will provide direct SASYEP services, not just function as a fiscal and project administrator.
PROGRAM COMPONENTS:
The program shall have five main components with the goal of improving the self- sufficiency and well-being of transition-age youth:
1. Recruitment and Employment Orientation
The recommended agencies shall individually have a target goal of recruiting and employing up to approximately 150 youth participants through various outreach, recruitment and engagement strategies. At a minimum, participants must complete an application for Summer and/or Afterschool Jobs Program and then complete a three-hour employment orientation workshop to prepare them for their job placement. In this process, eligibility workers complete interviews and collect documentation to certify participants as eligible to work and eligible for the program. SSA Staff will make a final determination of eligibility for youth not on the provided authorized lists of program eligible youth in Alameda County.
2. Educational Support
The recommended agencies shall provide educational training and support to participants in the form of improving academic skills, school credit recovery, academic tutoring, GED preparation and testing, workshops, college readiness, career coaching, obtaining financial aid, SAT and ACT test preparation, assistance completing applications (college, scholarships, FAFSA, etc.) A detail of bidders’ proposed educational development curriculum and schedule should be incorporated into their proposal. Include outreach and partnership with schools. Each participant is to have an initial and final educational assessment and an individualized educational development plan with identified goals and strategies.
Youth participant engagement in educationally supportive activities provided by the agency in the form of academic tutoring, credit recovery assistance and educational enrichment activities will be reimbursed to the participant comparably with work experience at the rate of $10 per hour. The combined maximum payment to participants for educational participation and work experience can not exceed the average of 30 hours per week in the summer (20 hours for work experience and 10 for educational activities) and 15 hours per week in the afterschool program (10 hours for work experience and 5 for educational activities) such as participation in Cyber High for credit recovery and specific tutoring.
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Allowable educational incentives and bonuses listed below will further promote academic success for SASYEP participants: a) A $150 bonus for students who maintain 95% or greater attendance for the first 6 weeks of school in the fall (1st marking period). b) $50 bonuses to afterschool participants for each additional two months of successfully completed employment experience as assessed by the Case Managers who will continuously monitor each participant’s worksite. c) A $100 bonus for participants who recover 5 school credits. A maximum of 2 bonuses allowed per participant. d) A $100 bonus for participants for each increase in their GPA by one-half point. e) A $100 bonus for participants who move from an unsatisfactory to satisfactory report by their teacher/evaluator (for youth in non-traditional educational settings). f) A $100 bonus for passing the CAHSEE, CA High School Exit Exam. g) A $150 bonus for obtaining a High School diploma or its equivalent. h) A $150 bonus for acceptance into college and enrollment in the institution.
3. Work Experience and Ongoing Job Competency Workshops
Summer program participants will complete a maximum of 150 hours of work experience, at an average of 20 hours per week. On average, each participant will be in the summer program for 6-8 weeks. Participants will be paid $10.00 per hour for work experience. However, for those eligible youth who have completed high school, have alternative educational program participation or other verified circumstances – they may be approved – on an individual basis – for an additional maximum of 10 hours of weekly work experience that may exceed the maximum of 150 hours.
In order to pick up their final summer paycheck, participants will be required to bring close-out documentation. This documentation may be school registration, enrollment into another program, and/or a hire letter or first paycheck.
Afterschool program participants will have an employment experience at an average of 10 hours per week receiving $10.00 per hour. However, for those eligible youth who have completed high school, have alternative educational program participation, have other verified circumstances and/or achieve and maintain successful academic performance in school – they may be approved – on an individual basis – for additional hours of weekly work experience not to exceed 15 hours per week.
The recommended agencies shall provide an on-going curriculum of employment and career skills development workshops through the length of the program and youth shall receive up to $25.00 with the completion of each workshop or cluster of similar subject workshops (average of three hours per workshop). Agencies shall provide and youth shall complete a minimum of five employment and career related workshops during the
Page 8 of 73 Specifications, Terms & Conditions RFP No. SASYEP 2013 summer and ten workshops during the school year. The mandatory five workshops shall include: Financial Management/Literacy, Job Search Strategies/Interviewing, Keeping a Job, Professionalism/Effective Communication and Resume Writing/Career Planning. A detail of bidders’ proposed employment and career related workshop curriculum and schedule should be incorporated into their proposal (minimum of 10 additional workshops).
During the summer session Contractors will maintain a minimum of 5 to 10 hours a week for Work Experience and during the Afterschool session Contractors will maintain a minimum of 5 hours a week for Work Experience.
4. Case Management and Supportive Services
The recommended agencies shall have case managers establish and maintain a regular schedule of communication with job site staff to ensure participants progress and improvement regarding employable skills and have the necessary support to ensure a successful work experience. Additionally, a minimum of one hour of bi-weekly case management will be provided to each participant to address any pressing education or workplace related issues and to ensure on-going successful participation. The case managers will assess the support services need of participants and ensure youth have access to the tools that will promote their success in the program. Supportive services available to youth participants shall include allowances for transportation, food, job related clothing/uniforms and educational/employment related supplies/tools. Youth participants shall have equal access to supportive services based upon their assessed and verified need, but these funds shall be limited per agencies’ proposed budget detail.
5. End of Program and Follow-up
The recommended agencies shall have an end of summer program and an end of the year (Afterschool program) “graduation ceremonies” for the youth participants to honor their participation and achievements over the course of the program. Participants are to receive an end of program certificate which highlights their engagement and achievements.
The recommended agencies shall provide follow-up services to summer program participants (even if the youth does not continue into the afterschool program) for the first marking period of the fall school semester to help ensure re-enrollment, high attendance, and a successful academic start to the school year. Following the end of the summer and school year programs, agencies shall ensure youth complete the program with an updated resume, letter of reference from their job placement and certificates of completion.
PROGRAM OBJECTIVES:
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The objectives of this summer and year round afterschool program are listed below. An enrolled youth is defined as a participant who has been verified as eligible, has submitted all necessary documentation and completed all agency enrollment requirements. An engaged youth is defined as a participant who has completed at least 10 hours of program activity (workshops, academics, employment, etc.). An employed youth is defined as a participant who has been placed at a worksite and has completed at least 4 hours of work experience.
1. To enroll and engage youth for all contracted slots. 2. At least 90% of enrolled youth work at least 4 hours. 3. 75% of the participants shall complete 80% of contract-maximum hours for work; 4. 75% of the participants shall complete at least five soft-skill employability competency workshops during the summer and at least ten workshops throughout the school year; 5. At least 70% of the participants shall receive a positive evaluation from their supervisor at the end of the summer program, at the end of the fall program, and at the end of the winter/spring program; and 70% of the participants shall obtain a letter of reference from their job placement; 6. 80% of the summer program participants shall re-enroll in school in the fall; 7. 80% of the school year participants shall have an attendance record of at least 90% per quarter; 8. 50% of the school credit-deficient participants shall recover at least 5 credits during the summer program and 5 credits during the school year program; 9. 50% of the participants who are enrolled in a traditional education setting shall increase their GPA by one-half point between the beginning and the end of the school year; 10. 80% of the participants who are enrolled in a non-traditional education setting shall receive a satisfactory report from his/her teacher each quarter;
TARGET POPULATION:
The target population for this program includes:
1. Youth ages 14 to 19 who are under the care and supervision of the SSA/Department of Children and Family Services (DCFS) in placements within Alameda County 2. Youth ages 14 to 19 on Juvenile Probation in placements within Alameda County
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3. Cal-Learn participating youth ages 14 to 19 who are pregnant or parenting teens receiving CalWORKs in Alameda County, who have not yet received a High School diploma or its equivalent 4. CalWORKs youth ages 18 to 19 who are “head of household” in Alameda County
As of 12/3/12, there were 2,525 eligible youth. The following chart displays the geographic distributions of the eligible youth:
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In an effort to serve youth locally within Alameda County the County has created four separate geographical service regions which is representative of the division of youth residing in communities within those regions. The youth distribution per service region is as follows:
Tri-Cities/South County/East County Service Region CalWORKs Cal-Learn Probation Child Welfare Total Youth Youth Youth Involved Youth 18 - 19 yrs 14 - 19 yrs 14 - 19 yrs 14 - 19 yrs Castro Valley 2 1 41 11 55 Dublin 0 1 21 5 27 Fremont 16 6 115 18 155 Livermore 4 2 65 4 75 Newark 4 4 53 6 67 Pleasanton 0 4 24 3 31 Union City 7 6 79 9 101 Total 33 24 398 56 511
Central County Service Region CalWORKs Cal-Learn Probation Child Welfare Total Youth Youth Youth Involved Youth 18 - 19 yrs 14 - 19 yrs 14 - 19 yrs 14 - 19 yrs Hayward 31 27 256 100 414 San Leandro 13 9 120 26 168 San Lorenzo 3 Page1 12 of 73 25 8 37 Total 47 37 401 134 619 Specifications, Terms & Conditions RFP No. SASYEP 2013
East/Central Oakland Service Region CalWORKs Cal-Learn Probation Child Welfare Total Youth Youth Youth Involved Youth 18 - 19 yrs 14 - 19 yrs 14 - 19 yrs 14 - 19 yrs Oakland 94602 2 6 25 5 38 Oakland 94603 15 19 99 33 166 Oakland 94605 30 28 130 39 227 Oakland 94619 2 0 27 16 45 Oakland 94621 16 22 110 22 170 Total 65 75 391 115 646
North/Central Oakland/North County Service Region CalWORKs Cal-Learn Probation Child Welfare Total Youth Youth Youth Involved Youth 18 - 19 yrs 14 - 19 yrs 14 - 19 yrs 14 - 19 yrs Alameda 4 2 58 6 70 Albany 1 0 7 0 8 Berkeley 10 2 59 11 82 Emeryville 1 0 13 1 15 Oakland 94601 17 16 126 19 178 Oakland 94606 6 7 53 8 74 Oakland 94607 10 13 87 12 122 Oakland 94608 4 6 55 17 82 Oakland 94609 3 7 27 14 51 Oakland 94610 2 2 6 2 12 Oakland 94611 0 0 10 3 13 Oakland 94612 13 9 14 4 40 Oakland 94613 0 1 0 0 1 Oakland 94618 0 0 1 0 1 Totals 71 65 516 97 749
SERVICE CONDITIONS:
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1. Program Conditions: a. While Contractors will receive lists to recruit from, allowances will be made for eligible siblings wishing to participate in the same program. b. Youth will have the choice to participate in any of the contracted providers programs. c. Youth can only participate in one SASYEP program at a time. d. Contractors may recruit from prior participants in any of their past or present education or employment programs. e. The recommendations of Child Welfare Workers, Probation Officers and WBA Eligibility workers will be taken into consideration regarding youth provider and employment placement. f. Employment and education related supportive services for youth participants can include costs for transportation, clothing and uniforms, food, school and work supplies, tools and equipment. g. All youth participants are to receive an equal opportunity to take advantage of program services and incentives/bonuses.
2. Payroll Conditions: a. Youth participants are to be paid every two weeks for hours worked, educational activities and bonuses received from the Contractor (Employer of Record). b. All youth are to receive a pay wage of $10.00 per hour. c. All required employee and employer tax and insurance deductions are to be made with each payroll. d. Youth are not allowed to work overtime hours, time over 8 hours per day at their placement site.
3. Agency Reimbursement: a. Contractor will be paid by the County by cost reimbursement for expenditures on participant supportive services, educational activities, employment workshops, bonuses/stipends and for payroll. b. Contractors will be reimbursed for their administrative costs by the County per number of youth served according to the progressive budget reimbursement sheet included in this RFP.
YOUTH PARTICIPANT REFERRAL:
Youth may be referred to this program in the following ways: 1. Master list of eligible youth by the DCFS, Juvenile Probation and Workforce and Benefits Administration (WBA) 2. By the youth’s Child Welfare Worker, Eligibility Worker, Employment Counselor or Probation Officer
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Authorized lists of eligible probation, child welfare involved, Cal-Learn and CalWORKs “head of household” youth will be provided to each Contractor for participant outreach and recruitment. Potential youth enrollees not on the lists need to have their eligibility verified in writing by the County. This verification can come from: 1. The Social Services Agency Contracts Office; 2. Letter of verification from assigned Probation Officers or other Probation management staff; 3. Letter of verification from assigned Child Welfare Workers or other designated DCFS management staff; 4. Letters of verification from Workforce and Benefits Administration (WBA) staff
The points of contact for youth participant eligibility will be: 1. For DCFS shall be Management Analyst Krystal Fortner, (510) 667-7606; [email protected]. 2. For Juvenile Probation, the point of contact shall be Probation Unit Supervisor Andre Jackson, (510) 670-5802; [email protected]. 3. For WBA, the point of contact shall be Cotrell Ward, (510) 259-3892; [email protected].
C. VENDOR QUALIFICATIONS / SPECIFIC REQUIREMENTS
1. Vendor shall have (at a minimum): a. At least two years of youth employment service delivery in Alameda County; b. At least two years providing youth employment services to child welfare involved and/or probation youth; c. If not proposing services as a sole service contractor, but as a lead agency for two or three sub-contractors – must have at least three years of successful experience as a lead agency – as well as a service provider – in a service collaborative of two or more providers; d. Proven fiscal capacity to manage a $1 million plus project; e. At least three years of successful community outreach and engagement of youth in employment related activities; f. At least two years of contractual or sub-contractual youth employment work with governmental agencies within Alameda County; g. Proven ability to administer and manage specific service delivery valued at $1 million; h. All permits, licenses and professional credentials necessary to supply product and perform services as specified under this RFP.
2. Specific Minimum Requirements:
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a. Demonstrate capacity (with identified specific-sub contractor partners) to provide required youth employment service activities at a community-based level within the geographical locations where significant number of youth reside; b. Demonstrate specific outreach and engagement strategies necessary to ensure the participation of all eligible youth; c. Demonstrate specific strategies for engagement and partnership with local school districts in support of providing a summer and afterschool youth employment and education program; d. Where a lead agency with subcontractors is proposed – must demonstrate fiscal policies and procedures as lead fiscal agent for a consortium of subcontractors; and, e. Demonstrate data collection strategies and tools to meet required reporting and other data related information.
3. Other Requirements: a. At least two years of youth employment service delivery in Alameda County; b. Provide access by SSA officials to financial, program and other records pertaining to the project(s) encompassed by the contract; c. Comply with fiscal or program monitoring/assessment recommendations by SSA Department of Finance; d. Comply with all federal, state and local rules, regulations and policies, including, but not limited to: 1. Applicable section of California Department of Social Services (CDSS) Manual of Policies and Procedures, Divisions 10, 19, 23, and 42; 2. Contracts Administration Manual, Alameda County; 3. Accounting Handbook for Community-Based Organizations, Alameda County; 4. 45 Code of Federal Regulations (CFR), Part 74, Sub-Part Q - Cost Principles; OMB Circ. A-122 (for non-profit agencies); and, Office of Management and Budget (OMB) Circ. A-102 for local government agencies; 5. The standard contract language of CDSS and Alameda County; and, 6. Insurance coverage to include worker's compensation, general liability, auto liability and professional liability, unless waived by the County. e. Meet the requirements for audit of its expenditures as provided in the above documents.
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4. Applicable Regulations for Contractors
All contractors must comply with Federal and State regulations and County policies.
In addition, Health and Human Services (HHS) regulations that apply to the resulting contracts are: a. 45CFR Part 16, Department grant appeals process; b. 45CFR Part 74, Administration of grants; c. 45CFR Part 75, Informal grant appeals procedures; d. 45CFR Part 80, Nondiscrimination under programs receiving Federal assistance through the Department of Health, Education, and Welfare effectuation of Title VI of the Civil Rights Act of 1964; e. 45CFR Part 81, Practice and procedure for hearings under Part 80 of this title; f. 45CFR Part 84, Nondiscrimination on the basis of handicap in programs and activities receiving or benefiting from Federal financial assistance; and, g. 45CFR Part 95, Subpart E, General Administration-Grant Programs (Public assistance and medical assistance) Cost Allocation Plans.
Other pertinent law, which applies to the resulting contracts is contained in: h. Title VII of the Civil Rights Act of 1964; i. Immigration Reform and Control Act of 1986; and j. Americans with Disabilities Act.
5. Applicable Federal Costs Standards
The following Federal Costs Standards will be used to determine allowable FY 2013-2014 costs for: a. Public Agencies: Federal Management Circular 74-4, as amended; Office of Management and Budget Circular A-102, as amended; b. Colleges and Universities: OMB Circular A-121, as amended; c. Other Non-Profit Agencies: OMB Circular A-122; and, d. For-Profit Agencies: 41 CFR Part 1.
D. DEBARMENT / SUSPENSION POLICY
In order to prohibit the procurement of any goods or services ultimately funded by Federal awards from debarred, suspended or otherwise excluded parties, each bidder will be screened at the time of RFP response to ensure bidder, its principal and their named subcontractors are not debarred, suspended or otherwise excluded by the United States Government in compliance with the requirements of 7 Code of Federal Regulations (CFR) 3016.35, 28 CFR 66.35, 29 CFR 97.35, 34 CFR 80.35, 45 CFR 92.35 and Executive Order 12549.
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. The County will verify bidder, its principal and their named subcontractors are not on the Federal debarred, suspended or otherwise excluded list of vendors located at www.sam.gov; and . Bidders are to complete a Debarment and Suspension Certification form, Exhibit N attached, certifying bidder, its principal and their named subcontractors are not debarred, suspended or otherwise excluded by the United States Government.
E. DELIVERABLES / REPORTS
Contractors will be required to submit online data monthly by the 10th day of each month for activities and expenses incurred in the preceding month. Sample screens from the online reporting tool are attached as Exhibit R. The data elements that must be reported on are listed below by program objective; and grouped by process measures (How much was done?) and outcome measures (Are youth better off?).
How much was done? Objective 1: To enroll and engage youth for all (100%) of contracted slots. Data deliverable: Contractors will certify when youth have satisfied requirements of being “enrolled” and/or “engaged”. An enrolled youth is defined as one who has been referred as eligible by SSA, submitted required work eligibility documentation, and completed the contractor requirements. An engaged youth is enrolled and additionally has completed at least 10 hours of program activity (workshops, academics, employment).
Objective 2: At least 90% of enrolled youth work at least 4 hours. Data deliverable: An employed youth is defined as a participant who has been placed at a worksite and has completed at least 4 hours of work experience. Number of hours worked per pay period for each youth.
Objective 3: 75% of the participants shall complete 80% of contract-maximum hours for work. Data deliverable: Same as #2; Number of hours worked per pay period for each youth.
Objective 4: 75% of the participants shall complete at least five soft-skill employability competency workshops during the summer and at least ten workshops throughout the school year. Data deliverable: Number of workshops provided in each 2-week pay period will be submitted. Number of workshops attended per pay period for each youth.
Are clients better off?
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Objective 5: At least 70% of the participants shall receive a positive evaluation from their supervisor at the end of the summer program, at the end of the fall program, and at the end of the winter/spring program; 70% of the participants shall receive a letter of reference from their job placement; Data deliverable: Evaluation forms will be provided to contractors. Evaluation forms will be provided to contractors. Evaluation form (included in Exhibit R) will be submitted for each youth when they complete the program. Reference letters shall be obtained from worksite supervisors.
Objective 6: 80% of the summer program participants shall re-enroll in school in the fall. Data deliverable: Certification that contractor has reviewed proof of school enrollment will be provided by contractors.
Objective 7: 80% of the school year participants shall have an attendance record of at least 90% per quarter; Data deliverable: Certification that contractor has reviewed proof of school attendance will be provided by contractors. This may include post-program school attendance if youth is to qualify for post program school attendance bonuses.
Objective 8: 50% of the school credit-deficient participants shall recover at least 5 credits during the summer program and 5 credits during the school year program; Data deliverable: Certification that contractor has reviewed proof and number of school credits youth have accumulated as of program entry; and any credits they recover during the course of the program will be provided by contractors.
Objective 9: 50% of the participants who are enrolled in a traditional education setting shall increase their GPA (grade point average) by one-half point between the beginning and the end of the school year; Data deliverable: Certification that contractor has reviewed proof of school performance and actual GPA scores, if students receive letter grades, will be provided by contractors.
Objective 10: 80% of the participants who are enrolled in a non-traditional education setting shall receive a satisfactory report from his/her teacher each quarter; Data deliverable: Certification that contractor has reviewed proof of satisfactory reports will be provided by contractors.
Given that this program is being financed with Title IV-E Waiver and CalWORKs funding, the SSA Research and Evaluation Team will be conducting a formal evaluation of the program and thus, the team may require additional information, including: 1. Initial and final worksite evaluation of intern scores (form provided by SSA) 2. Final intern evaluation of worksite scores (form provided by SSA) 3. School outcome data
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4. Other information as requested 5. Youth surveys and focus groups may also be utilized as evaluation tools
III. INSTRUCTIONS TO BIDDERS
F. COUNTY CONTACTS SSA Finance – Contracts Unit is managing the competitive process for this project on behalf of the County. All contact during the competitive process is to be through the Finance Department – Contracts Unit only.
The evaluation phase of the competitive process shall begin upon receipt of sealed bids until a contract has been awarded. Bidders shall not contact or lobby evaluators during the evaluation process. Attempts by Bidder to contact evaluators may result in disqualification of bidder.
All questions regarding these specifications, terms and conditions are to be submitted in writing, preferably via e-mail by 5:00 p.m. on January 9, 2013 to:
Naima Jameson, Program Financial Specialist Alameda County Social Services Agency Finance Department – Contracts Office 2000 San Pablo Avenue 4th floor Oakland, CA 94612 E-Mail: [email protected] Ph: 510-267-8632
The GSA and SSA Contracting Opportunities websites will be the official notification posting place of all Requests for Interest, Proposals, Quotes and Addenda. Go to http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp and http://www.alamedasocialservices.org/public/community/funding_opportunities/ to view current contracting opportunities.
G. CALENDAR OF EVENTS
Event Date/Location Request Issued December 19, 2012 Written Questions Due by 5:00 pm on January 9, 2013 Networking/Bidders January 8, 2013 @ at: Alameda County Social Services Conference 9:00am – 12:00pm Agency, 675 Hegenberger Oakland, CA 94621, Grizzly Peak Room Networking/Bidders January 9, 2013 @ at: Alameda County Social Services
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Conference 1:00pm – 4:00pm Agency, 24100 Amador Street, Hayward, CA 94544, 6th Floor Shooting Star Rooms (A&B) Addendum Issued January 14, 2013 Response Due January 30, 2013 by 2:00 p.m. Evaluation Period February TBD, 2013 Vendor Interviews February/March TBD, 2013 Board Letter Issued April 2013 Board Award Date TBD Contract Start Date May 1, 2013 Note: Award and start dates are approximate.
It is the responsibility of each bidder to be familiar with all of the specifications, terms and conditions and the site condition. By the submission of a Bid, 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.
H. NETWORKING / BIDDERS CONFERENCES
Networking/bidders conference(s) will be held to: 1. Provide an opportunity for small and local and emerging businesses (SLEBs) and large firms to network and develop subcontracting relationships in order to participate in the contract(s) that may result from this RFP. 2. Provide an opportunity for bidders to ask specific questions about the project and request RFP clarification. 3. Provide bidders an opportunity to view a site, receive documents, etc. necessary to respond to this RFP. 4. Provide the County with an opportunity to receive feedback regarding the project and RFP.
All questions will be addressed and the list of attendees will be included in an RFP Addendum following the networking/bidders conference(s) in accordance with the Calendar of Events.
Potential bidders are strongly encouraged, but not required, to attend a networking/bidders conference in order to further facilitate subcontracting relationships. Vendors who attend a networking/bidders conference will be added to the Vendor Bid List and made available by the addendum date on 1/24/12 as stated in section G: Calendar of Events.
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 strongly encouraged and recommended but is not mandatory.
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Networking/bidders conferences will be held on:
January 8, 2013 @ 9:00 am Social January 9, 2013 @ 1:00 pm Social Services Agency , Grizzly Peak Room, Services Agency, Shooting Star A&B, 6th 675 Hegenberger Rd, Oakland, CA Floor, 24100 Amador St., Hayward, CA 94621 94544 Additional Information: Please allow Additional Information: Please allow enough time for parking at metered enough time for parking at on-site street parking or public parking lot and parking garage for fee and entry into entry into secure building. secure building.
I. SUBMITTAL OF BIDS
1. All bids must be SEALED and must be received at the Alameda County Social Services Agency / Contracts Office by 2:00 p.m. on the due date specified in the Calendar of Events.
NOTE: LATE AND/OR UNSEALED BIDS CANNOT BE ACCEPTED. IF HAND DELIVERING BIDS PLEASE ALLOW TIME FOR METERED STREET PARKING OR PARKING IN AREA PUBLIC PARKING LOTS AND ENTRY INTO SECURE BUILDING.
Bids will be received only at the address shown below, and by the time indicated in the Calendar of 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.
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 designated. The Finance Department / Contracts Unit’s timestamp shall be considered the official timepiece for the purpose of establishing the actual receipt of bids.
1. Bids are to be addressed and delivered as follows:
RFP Summer and Afterschool Youth Employment and Education Program RFP No. SASYEP 2013 Alameda County Social Services Agency Finance Department - Contracts Office 2000 San Pablo Avenue, 4th Floor Oakland, CA 94612
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Attn: Naima Jameson or Marcia Mayberry
2. Bidders are to submit one (1) original hard copy bid, signed with BLUE ink, plus five (5) copies of their proposal. Original proposal is to be clearly marked, 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 double-sided and on minimum 30% post-consumer recycled content paper. Inability to comply with this recommendation will have no impact on the evaluation and scoring of the proposal. Bidders must also submit an electronic copy of their proposal. The electronic copy must be a single file, scanned image of the original hard copy with all appropriate signatures, and must be on disk or USB flash drive and enclosed with the sealed hardcopy of the bid.
3. Bidder's name and return address must also appear on the mailing package.
4. No telegraphic, email (electronic) or facsimile bids will be considered.
5. Bidder agrees and acknowledges all RFP specifications, terms and conditions and indicates ability to perform by submission of its bid.
6. Submitted bids shall be valid for a minimum period of 14 months.
7. All costs required for the preparation and submission of a bid shall be borne by Bidder.
8. Only one bid response 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” shall mean, and is limited to, a legal partnership formed under one or more of the provisions of the California or other state’s Corporations Code or an equivalent statute.
9. Proprietary or Confidential Information: No part of any bid response is to be marked as confidential or proprietary. County may refuse to consider any bid response or part thereof so marked. Bid responses submitted in response to this RFP may be subject to public disclosure. County shall not be liable in any way for disclosure of any such records. Additionally, all bid responses shall become the property of County. County reserves the right to make use of any information or ideas contained in submitted bid responses. This provision is not intended to require the disclosure of records that are exempt from disclosure under the California Public Records Act (Government Code Section 6250, et seq.) or of “trade secrets”
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protected by the Uniform Trade Secrets Act (Civil Code Section 3426, et seq.).
10. All other information regarding the bid responses will be held as confidential until such time as the County Selection Committee has completed their evaluation, an intended award has been made by the County Selection Committee, and the contract has been fully negotiated with the intended awardee named in the intent to award/non-award notification(s). The submitted proposals shall be made available upon request no later than five (5) business days before approval of the award and contract is scheduled to be heard by the Board of Supervisors. All parties submitting proposals, either qualified or unqualified, will receive mailed intent to award/non-award notification(s), which will include the name of the bidder to be recommended for award of this project. In addition, award information will be posted on the County’s “Contracting Opportunities” website, mentioned above.
11. Each bid received, with the name of the bidder, shall be entered on a record, and each record with the successful bid indicated thereon shall, after the award of the order or contract, be open to public inspection.
J. RESPONSE FORMAT
1. Bid responses are to be straightforward, clear, concise and specific to the information requested.
1. In order for bids to be considered complete, Bidder must provide all information requested. See Exhibit M, Response Content and Submittals Completeness Checklist.
K. EVALUATION CRITERIA/SELECTION COMMITTEE
All proposals will be evaluated by a County Selection Committee (CSC). The County Selection Committee may be composed of County staff and other parties that may have expertise or experience in summer and afterschool employment and education support programs. The CSC will select a contractor in accordance with the evaluation criteria set forth in this RFP. The evaluation of the proposals shall be within the sole judgment and discretion of the CSC.
All contact during the evaluation phase shall be through the SSA Finance Department only. Bidders shall neither contact nor lobby evaluators during the evaluation process. Attempts by Bidder to contact and/or influence members of the CSC may result in disqualification of Bidder.
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The CSC will evaluate each proposal meeting the qualification requirements set forth in this RFP. Bidders should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments, or unrealistically high or low in cost, will be deemed reflective of an inherent lack of technical competence or indicative of a failure to comprehend the complexity and risk of the County’s requirements as set forth in this RFP.
Bidders are advised that in the evaluation of cost it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.
As a result of this RFP, the County intends to award a contract to the responsible bidder(s) whose response conforms to the RFP and whose bid presents the greatest value to the County, all evaluation criteria considered. The combined weight of the evaluation criteria is greater in importance than cost in determining the greatest value to the County. The goal is to award a contract to the bidder(s) that proposes the County the best quality as determined by the combined weight of the evaluation criteria. The County may award a contract of higher qualitative competence over the lowest priced response.
The basic information that each section should contain is specified below, these specifications should be considered as minimum requirements. Much of the material needed to present a comprehensive proposal can be placed into one of the sections listed. However, other criteria may be added to further support the evaluation process whenever such additional criteria are deemed appropriate in considering the nature of the goods and/or services being solicited.
Each of the following Evaluation Criteria below will be used in ranking and determining the quality of bidders’ proposals. Proposals will be evaluated according to each Evaluation Criteria, and scored on a five-point scale. The scores for all the Evaluation Criteria will then be added according to their assigned weight (below) to arrive at a weighted score for each proposal. A proposal with a high weighted total will be deemed of higher quality than a proposal with a lesser-weighted total. The final maximum score for any project is five hundred (500) points.
The evaluation process may include a two-stage approach including an initial evaluation of the written proposal and preliminary scoring to develop a short list of bidders that will continue to the final stage of oral presentation and interview and reference checks. The preliminary scoring will be based on the total points, excluding points allocated to references, oral presentation and interview.
If the two stage approach is used, the three bidders receiving the highest preliminary scores and with at least 250 points will be invited to an oral presentation and interview. Only the bidders meeting the short list criteria will proceed to the next stage. All other
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bidders will be deemed eliminated from the process. All bidders will be notified of the short list participants; however, the preliminary scores at that time will not be communicated to bidders.
The zero to five-point scale range is defined as follows:
Non-responsive, fails to meet RFP specification. The approach has no Not 0 probability of success. If a mandatory requirement this score will result in Acceptable disqualification of proposal. Below average, falls short of expectations, is substandard to that which is 1 Poor the average or expected norm, has a low probability of success in achieving objectives per RFP. Has a reasonable probability of success, however, some objectives may not 2 Fair be met. Acceptable, achieves all objectives in a reasonable fashion per RFP 3 Average specification. This will be the baseline score for each item with adjustments based on interpretation of proposal by Evaluation Committee members. Above Very good probability of success, better than that which is average or 4 Average / expected as the norm. Achieves all objectives per RFP requirements and Good expectations. Exceeds expectations, very innovative, clearly superior to that which is Excellent / 5 average or expected as the norm. Excellent probability of success and in Exceptional achieving all objectives and meeting RFP specification.
The Evaluation Criteria and their respective weights are as follows:
Evaluation Criteria Weight
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A. Completeness of Response: Responses to this RFP must be complete. Responses that do not include the proposal content requirements identified within this RFP and subsequent Addenda and do not address each of the items listed below will be considered incomplete, be rated a Fail in the Evaluation Criteria and will receive no further consideration. Responses that are rated a Fail and are not considered may be picked up at the delivery location within 14 calendar days of contract award and/or the completion of the competitive process. Pass/Fail B. Debarment and Suspension: Bidders, its principal and named subcontractors are not identified on the list of Federally debarred, suspended or other excluded parties located at www.sam.gov. Pass/Fail C. Prior Experience: 1. Bidder has past experience/expertise in providing employment and associated education services to child welfare involved and/or probation youth within the geographic areas outlined in this RFP. Bidder has experience working with school systems and other community organizations. 15 Points 2. Bidder has prior experience demonstrating oversight and evaluation of the project. 10 Points 3. Bidder has met performance standards on similar projects. 10 Points D. Cost Efficiency/Fiscal Management: 1. Bidder has a project operational budget sufficient to support the proposed activities. Proposal successfully describes the fiscal management experience and the fiscal controls that will be used. 2. The points for Cost will be computed by dividing the amount of the lowest responsive bid received by each bidder’s total proposed cost. While not reflected in the cost evaluation points, an evaluation may also be made of: . Reasonableness (i.e., does the proposed pricing accurately reflect the bidder’s effort to meet requirements and objectives?); . Realism (i.e., is the proposed cost appropriate to the nature of the services to be provided?); and . Affordability (i.e., the ability of the County to finance the services). 15 Points
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E. Administrative/Organizational Capacity: 1. Bidder has the knowledge and ability to manage a summer and afterschool employment and associated education program. The proposal successfully addresses each of the services required by this RFP, including recruiting, employment orientation, job competency workshops, work experience, case management, educational support activities and follow-up services. Bidder has adequate and qualified project staff. 10 Points 2. Bidder has addressed job development strategies to provide a continuum of employment services to eligible youth, and attract potential employers within the workforce development community. 10 Points 3. Bidder has addressed culturally appropriate services; including accommodations for language and/or cultural differences. 5 Points 4. Bidder has the capacity to track client outcomes and generate the required reports. 5 Points F. References/Previous Contract Experience: References for the prime bidder as the lead on similar projects have been provided, and the County was able to speak with a minimum of three (3) references in order to verify. 5 Points G. Oral Presentation & Interview: The oral presentation by each bidder shall not exceed sixty (60) minutes in length. The oral interview will consist of standard questions asked of each of the bidders and specific questions regarding the specific proposal. The proposals may then be re-evaluated and re-scored based on the oral presentation and interview. 15 Points Total 100 Points
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EXAMPLE - CSC RATING FORM
SECTION 1: Minimum Bidder Requirements The RFP Proposal is complete. [ ] yes/pass [ ] no/fail Debarment & Suspension Certification: [ ] yes/pass [ ] no/fail Bidders, its principle and named subcontractors are not identified on the list of federally debarred, suspended or other excluded parties located at www.sam.gov. (Have submitted Debarment & Suspension Form).
SECTION 2: Rating Elements WEIGHT Point Total X = (point) Scale Points PRIOR EXPERIENCE: “Does the proposal… 1. Demonstrate the bidder’s past experience/expertise in providing summer and afterschool employment and associated educational support services to 15 x Max. 5 pt. = 75 all eligible youth? 2. Describe bidder’s prior experience addressing oversight and evaluation 10 x Max. 5 pt. = 50 of the project? 3. Describe bidder’s past experience in meeting or exceeding performance 10 x Max. 5 pt. = 50 standards? Subtotal: 35 x 5 = 175 COST EFFICIENCY/FISCAL MANAGEMENT: “Does the proposal…
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1. Reflect a project operational budget sufficient to support the proposed activities? Describe the fiscal management experience and the fiscal 15 x Max. 5pt = 75 controls that will be used? Subtotal: 15 x 5 = 75 ADMINISTRATIVE / ORGANIZATIONAL CAPACITY: “Does the proposal… 1. Demonstrate the bidder’s ability to provide comprehensive employment services and associated educational services to youth as outlined in this 10 x Max. 5pt = 50 RFP? Reflect adequate qualified project staff? 2. Describe bidder’s job development strategies? Address each of the 10 x Max. 5 pt. = 50 employment services required by this RFP? 3. Describe bidder’s culturally appropriate services; including 5 x Max. 5 pt. = 25 accommodations for language and/or cultural differences? 4. Describe the bidder’s methods used to tract client outcomes and generate 5 x Max. 5 pt. = 25 reports? Subtotal: 30 x 5 = 150 REFERENCE: 1. Verifiable references 5 x Max. 5 pt. = 25 Subtotal: 5 x 5 = 25 ORAL PRESENTATION & INTERVIEW: 1. Oral presentation 15 x Max. 5 pt. = 75 Subtotal: 15 x 5 = 75 Total: 100 x 5 = 500 GRAND TOTAL 500
L. CONTRACT EVALUATION AND ASSESSMENT
During the initial sixty (60) day period of any contract, which may be awarded to Contractor, the CSC and/or other persons designated by the County will meet with the Contractor to evaluate the performance and to identify any issues or potential problems.
The County reserves the right to determine, at its sole discretion, (a) whether Contractor has complied with all terms of this RFP and (b) whether any problems or potential problems with the proposed services were evidenced which make it unlikely (even with possible modifications) that such proposed services have met the County requirements. If, as a result of such determination the County concludes that it is not satisfied with Contractor, Contractor’s performance under any awarded contract and/or Contractor’s goods and/or services as contracted for therein, the Contractor will be notified of contract termination effective forty-five (45) days following notice. The County will have the right to invite the next highest ranked bidder to enter into a contract. The County also reserves the right to re-bid this project if it is determined to be in its best interest to do so.
M. NOTICE OF INTENT TO AWARD
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1. At the conclusion of the RFP response evaluation process (“Evaluation Process”), all bidders will be notified in writing by e-mail or fax, and certified mail, of the contract award recommendation, if any, by the SSA 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; and b. The names of all other parties that submitted proposals.
2. At the conclusion of the RFP process, debriefings for unsuccessful bidders will be scheduled and provided upon written request and will be restricted to discussion of the vendor’s unsuccessful 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) business days before approval of the award and recommendation is scheduled to be heard by the Board of Supervisors.
N. BID PROTEST / APPEALS PROCESS
The County prides itself on the establishment of fair and competitive contracting procedures and the commitment made for following those procedures. The following is provided in the event that bidders wish to protest the bid process or appeal the recommendation to award a contract for this project once the Notices of Intent to Award/Non-Award have been issued. Bid protests submitted prior to issuance of the Notices of Intent to Award/Non-Award will not be accepted by the County.
1. Any Bid protest by any Bidder regarding any other Bid must be submitted in writing to the County’s SSA Finance Director, Daniel Kaplan, located at 2000 San Pablo Avenue, 4th Floor, Oakland, CA 94612, Fax: (510) 267-9428, before 5:00 p.m. of the FIFTH (5 th ) business day following the date of issuance of the Notice of Intent to Award, not the date received by the Bidder. A Bid protest received after 5:00 p.m. is considered received as of the next business day.
a. The Bid protest must contain a complete statement of the reasons and facts for the protest.
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b. The protest must refer to the specific portions of all documents that form the basis for the protest. c. The protest must include the name, address, email address, fax number and telephone number of the person representing the protesting party. d. The County Agency/Department will transmit a copy of the bid protest to all bidders as soon as possible after receipt of the protest.
2. Upon receipt of written protest, the SSA Finance Director, or designee will review and evaluate the protest and issue a written decision. The SSA Finance Director, may, at his discretion, 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 will be issued at least ten (10) business days prior to the Board hearing date.
The decision will be communicated by e-mail or fax, and certified mail, and will inform the bidder whether or not the recommendation to the Board in the Notice of Intent to Award is going to change. A copy of the decision will be furnished to all Bidders affected by the decision. As used in this paragraph, a Bidder is affected by the decision on a Bid protest if a decision on the protest could have resulted in the Bidder not being the apparent successful Bidder on the RFP.
3. The decision of the SSA Finance Director on the bid protest may be appealed to the Auditor- Controller’s Office of Contract Compliance (OCC) located at 1221 Oak St., Rm. 249, Oakland, CA 94612, and Fax: (510) 272-6502. The Bidder whose Bid is the subject of the protest, all Bidders affected by the SSA Finance Director’s decision on the protest, and the protestor have the right to appeal if not satisfied with the SSA Finance Director’s decision. All appeals to the Auditor- Controller’s OCC shall be in writing and submitted within five (5) business days following the issuance of the decision by the SSA Finance Director, not the date received by the Bidder. An appeal received after 5:00 p.m. is considered received as of the next business day.
a. The appeal shall specify the decision being appealed and all the facts and circumstances relied upon in support of the appeal. b. In reviewing protest appeals, the OCC will not re-judge the proposal(s). The appeal to the OCC shall be limited to review of the procurement process to determine if the contracting department materially erred in following the RFP or, where appropriate, County contracting policies or other laws and regulations.
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c. The appeal to the OCC also shall be limited to the grounds raised in the original protest and the decision by the SSA Finance Director. As such, a Bidder is prohibited from stating new grounds for a Bid protest in its appeal. d. The decision of the Auditor-Controller’s OCC is the final step of the appeal process. A copy of the decision of the Auditor-Controller’s OCC will be furnished to the protestor, the Bidder whose Bid is the subject of the Bid protest, and all Bidders affected by the decision.
4. The County will complete the Bid protest/appeal procedures set forth in this paragraph before a recommendation to award the Contract is considered by the Board of Supervisors.
5. The procedures and time limits set forth in this paragraph are mandatory and are each Bidder's sole and exclusive remedy in the event of Bid Protest. A Bidder’s failure to timely complete both the Bid protest and appeal procedures shall be deemed a failure to exhaust administrative remedies. Failure to exhaust administrative remedies, or failure to comply otherwise with these procedures, shall constitute a waiver of any right to further pursue the Bid protest, including filing a Government Code Claim or legal proceedings.
IV. TERMS AND CONDITIONS
O. TERM / TERMINATION / RENEWAL
1. The term of the proposed contracts, which may be awarded pursuant to this RFP, will be fourteen (14) months. 2. By mutual agreement, any contract which may be awarded pursuant to this RFP may be extended for two additional one year terms at agreed prices with all other terms and conditions remaining the same.
P. AWARD
1. Proposals will be evaluated by a committee and will be ranked in accordance with the RFP section entitled “Evaluation Criteria/Selection Committee.” 2. The committee will recommend award to the bidder who, in its opinion, has submitted the proposal that best serves the overall interests of the County and attains the highest overall point score. Award may not necessarily be made to the bidder with the lowest price. 3. The County reserves the right to reject any or all responses that materially differ from any terms contained in this RFP or from any Exhibits attached
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hereto, 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 shall be made solely at the discretion of the County. 4. The County reserves the right to award to a single or multiple contractors. 5. The County has the right to decline to award this contract or any part thereof for any reason. 6. Board approval to award a contract is required. 7. A contract must be negotiated, finalized, and signed by the intended awardee prior to Board approval. 8. The RFP specifications, terms, conditions and 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.
Q. METHOD OF ORDERING
1. A written PO and signed contract will be issued upon Board approval. 2. POs and payments for services will be issued only in the name of Contractor. 1. Changes in service delivery shall be agreed upon by Contractor and County and issued as needed in writing by County.
R. INVOICING
1. Contractor shall invoice the requesting department, unless otherwise advised, upon satisfactory receipt of product and/or performance of services. 2. Payment will be made within ten (10) business days following receipt of invoice and upon complete satisfactory receipt of product and performance of services. 3. County shall notify Contractor of any adjustments required to invoice. Invoices shall contain County PO number, invoice number, remit to address and itemized products and/or services description and price as quoted and shall be accompanied by acceptable proof of delivery. 4. Contractor shall utilize standardized invoice upon request. 5. Invoices shall only be issued by the Contractor who is awarded a contract.
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6. Payments will be issued to and invoices must be received from the same Contractor whose name is specified on the POs. 7. The County will pay Contractor monthly or as agreed upon, not to exceed the total lump sum price quoted in the bid response.
S. COUNTY PROVISIONS
SMALL, LOCAL AND EMERGING BUSINESS (SLEB) PARTICIPATION: Contractor has been approved by County to participate in contract without SLEB participation (SLEB waiver # F458). As a result, there is no requirement to subcontract with another business in order to satisfy the County’s Small and Emerging Locally owned Business provision.
However, if circumstances or the terms of the contract should change, Contractor may be required to immediately comply with the County’s Small and Emerging Local Business provisions, including but not limited to:
1. Contractor must be a certified small or emerging local business(es) or subcontract a minimum 20% with a certified small or emerging local business(es). 2. SLEB subcontractor(s) is independently owned and operated (i.e., is not owned or operated in any way by Prime), nor do any employees of either entity work for the other.
3. Small and/or Emerging Local Business participation and current SLEB certification status must be maintained for the term of the contract. Contractor shall ensure that their own certification status and/or that of participating subcontractors (as is applicable) are maintained in compliance with the SLEB Program. 4. Contractor shall not substitute or add any small and/or emerging local business(s) listed in this agreement without prior written approval from the County. Said requests to substitute or add a small and/or emerging local business shall be submitted in writing to the County department contract representative identified under Item #13 above. Contractor will not be able to substitute the subcontractor without prior written approval from the Alameda County Auditor Controller Agency, Office of Contract Compliance (OCC). 5. All SLEB participation, except for SLEB prime contractor, must be tracked and monitored utilizing the Elation compliance System.
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County will be under no obligation to pay contractor for the percent committed to a SLEB (whether SLEB is a prime or subcontractor) if the work is not performed by the listed small and/or emerging local business.
For further information regarding the Small Local Emerging Business participation requirements and utilization of the Alameda County Contract Compliance System contact the County Auditor- Controller’s Office of Contract Compliance (OCC) located at 1221 Oak St., Rm. 249, Oakland, CA 94612 at Tel: (510) 891-5500, Fax: (510) 272-6502 or via E-mail at [email protected].
First Source Program: The First Source Program has been developed to create a public/private partnership that links CalWORKs job seekers, unemployed and under employed County residents to sustainable employment through the County’s relationships/connections with business, including contracts that have been awarded through the competitive process, and economic development activity in the County. Welfare reform policies and the new Workforce Investment Act require that the County do a better job of connecting historically disconnected potential workers to employers. The First Source program will allow the County to create and sustain these connections.
Vendors awarded contracts for goods and services in excess of One Hundred Thousand Dollars ($100,000) as a result of any subsequently issued RFP are to allow Alameda County ten (10) working days to refer potential candidates to vendor to be considered by Vendor to fill any new or vacant positions that are necessary to fulfill their contractual obligations to the County, that Vendor has available during the life of the contract before advertising to the general public. Potential candidates referred by County to Vendor will be pre-screened, qualified applicants based on vendor specifications. Vendor agrees to use its best efforts to fill its employment vacancies with candidates referred by County, but the final decision of whether or not to offer employment, and the terms and conditions thereof, rest solely within the discretion of the Vendor.
Bidders are required to complete, sign and submit in their bid response, the First Source Agreement that has been attached hereto as Exhibit H, whereby they agree to notify the First Source Program of job openings prior to advertising elsewhere (ten day window) in the event that they are awarded a contract as a result of this RFP. Exhibit H will be completed and signed by County upon contract award and made a part of the final contract document.
If compliance with the First Source Program will interfere with Contractor’s pre-existing labor agreements, recruiting practices, or will otherwise obstruct the Contractor’s ability to carry out the terms of the contract, the Contractor will provide to the County a written justification of non-compliance.
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If additional information is needed regarding this requirement, please contact the Auditor-Controller’s Office of Contract Compliance (OCC) located at 1221 Oak Street, Room 249, Oakland, CA 94612 at Tel: (510) 891-5500, Fax: (510) 272-6502 or via E- mail at [email protected].
T. ACCOUNT MANAGER/SUPPORT STAFF
1. Contractor shall provide a dedicated competent account manager who shall be responsible for the County account/contract. The account manager shall receive all orders from the County and shall be the primary contact for all issues regarding Bidder’s response to this RFP and any contract which may arise pursuant to this RFP. 2. Contractor shall also provide adequate, competent support staff that shall be able to service the County during normal working hours, Monday through Friday. Such representative(s) shall be knowledgeable about the contract, products offered and able to identify and resolve quickly any issues including but not limited to order and invoicing problems. 3. Contractor account manager shall be familiar with County requirements and standards and work with the Contract Liaison to ensure that established standards are adhered to. 4. Contractor account manager shall keep the County Specialist informed of requests from departments as required.
U. GENERAL REQUIREMENTS
1. Proper conduct is expected of Contractor’s personnel when on County premises. This includes adhering to no-smoking ordinances, the drug-free work place policy, not using alcoholic beverages and treating employees courteously. 2. County has the right to request removal of any Contractor employee or subcontractor who does not properly conduct himself/herself/itself or perform quality work. 3. Contractor personnel shall be easily identifiable as non-County employees (i.e., work uniforms, badges, etc.).
V. COMPLIANCE WITH APPLICABLE REGULATIONS
This RFP has been developed consistent with applicable State and Federal statutes, regulations, and published guidelines and policies. In addition, the processing and contracting of this RFP is in compliance with Chapter 23-600 of the California Department of Social Services’ Manual for Management and Office Procedures.
Page 37 of 73 Specifications, Terms & Conditions RFP No. SASYEP 2013
Page 38 of 73 COUNTY OF ALAMEDA EXHIBIT A – BID ACKNOWLEDGEMENT
RFP No. SASYEP 2013 (Exhibit A) for Summer and Afterschool Youth Employment and Education Program
The County of Alameda is soliciting bids from qualified vendors to furnish its requirements per the specifications, terms and conditions contained in the above referenced RFP number. This Bid Acknowledgement must be completed, signed by a responsible officer or employee, dated and submitted with the bid response. Obligations assumed by such signature must be fulfilled. 1. Preparation of bids: (a) All prices and notations must be printed in ink or typewritten. No erasures permitted. Errors may be crossed out and corrections printed in ink or typewritten adjacent and must be initialed in ink by person signing bid. (b) Quote price as specified in RFP. No alterations or changes of any kind shall be permitted to Exhibit B, Bid Form. Responses that do not comply shall be subject to rejection in total. 2. Failure to bid: If you are not submitting a bid but want to remain on the mailing list and receive future bids, complete, sign and return this Bid Acknowledgement and state the reason you are not bidding. 3. Taxes and freight charges: (a) Unless otherwise required and specified in the RFP, the prices quoted herein do not include Sales, Use or other taxes. (b) No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose, except taxes legally payable by County, will be paid by the County unless expressly included and itemized in the bid. (c) Amount paid for transportation of property to the County of Alameda is exempt from Federal Transportation Tax. An exemption certificate is not required where the shipping papers show the consignee as Alameda County, as such papers may be accepted by the carrier as proof of the exempt character of the shipment. (d) Articles sold to the County of Alameda are exempt from certain Federal excise taxes. The County will furnish an exemption certificate. 4. Award: (a) Unless otherwise specified by the bidder or the RFP gives notice of an all-or-none award, the County may accept any item or group of items of any bid. (b) Bids are subject to acceptance at any time within thirty (30) days of opening, unless otherwise specified in the RFP. (c) A valid, written purchase order mailed, or otherwise furnished, to the successful bidder within the time for acceptance specified results in a binding contract without further action by either party. The contract shall be interpreted, construed and given effect in all respects according to the laws of the State of California. 5. Patent indemnity: Vendors who do business with the County shall hold the County of Alameda, its officers, agents and employees, harmless from liability of an nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or unpatented invention, article or appliance furnished or used in connection with the contract or purchase order. 6. Samples: Samples of items, when required, shall be furnished free of expense to the County and if not destroyed by test may upon request (made when the sample is furnished), be returned at the bidder’s expense. 7. Rights and remedies of County for default: (a) In the event any item furnished by vendor in the performance of the contract or purchase order should fail to conform to the specifications therefore or to the sample submitted by vendor with its bid, the County may reject the same, and it shall thereupon become the duty of vendor to reclaim and remove the same forthwith, without expense to the County, and immediately to replace all such rejected items with others conforming to such specifications or samples; provided that should vendor fail, neglect or refuse so to do the County shall thereupon have the right purchase in the open market, in lieu thereof, a corresponding quantity of any such items and to deduct from any moneys due or that may there after come due to vendor the difference between the prices named in the contract or purchase order and the actual cost thereof to the County. In the event that vendor fails to make prompt delivery as specified for any item, the same conditions as to the rights of the County to purchase in the open market and to reimbursement set forth above shall apply, except when delivery is delayed by fire, strike, freight embargo, or Act of God or the government. (b)Cost of inspection or deliveries or offers for delivery, which do not meet specifications, will be borne by the vendor. (c) The rights and remedies of the County provided above shall not be exclusive and are in addition to any other rights and remedies provided by law or under the contract. 8. Discounts: (a) Terms of less than ten (10) days for cash discount will considered as net. (b) In connection with any discount offered, time will be computed from date of complete, satisfactory delivery of the supplies, equipment or services specified in the RFP, or from date correct invoices are received by the County at the billing address specified, if the latter date is later than the date of delivery. Payment is deemed to be made, for the purpose of earning the discount, on the date of mailing the County warrant check. 9. California Government Code Section 4552: 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. 15) 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. 10. No guarantee or warranty: The County of Alameda makes no guarantee or warranty as to the condition, completeness or safety of any material or equipment that may be traded in on this order.
THE undersigned acknowledges receipt of above referenced RFP and/or Addenda and offers and agrees to furnish the articles and/or services specified on behalf of the vendor indicated below, in accordance with the specifications, terms and conditions of this RFP and Bid Acknowledgement.
Firm: Address: State/Zip What advertising source(s) made you aware of this RFP?
By: ______Date______Phone______
Printed Name Signed Above:______
Title:______Page 1 of 1 EXHIBIT B - COUNTY OF ALAMEDA- BID FORM
RFP No. SASYEP 2013 SUMMER AND AFTERSCHOOL EMPLOYMENT AND EDUCATION PROGRAM
Cost shall be submitted on Exhibit B as is. No alterations or changes of any kind are permitted. Bid responses that do not comply will be subject to rejection in total. The cost quoted below shall include all taxes and all other charges and is the cost the County will pay. (Two pages are allowed). Additionally - Attach a line-item detail explanation for each budgeted line item listed in the budget. (Four (4) pages are allowed). Start-up Cost of Cost of Cost of Cost of Costs Administration, Administration, Administration, Administration, (5/1/13 - Financial, Financial, Financial, Financial, BUDGET DETAIL 6/30/14) Support Service Support Service Support Service Support Service Delivery to 50 Delivery to 100 Delivery to 150 Delivery to 200 youth youth youth youth (A) (B) (C) (D) (E) STAFF SALARIES: (list staff and # of FTE% per each position-classification)
Subtotal: Staff Benefits:
Subtotal: SUBCONTRACTORS: Staff Salaries: (list staff and # of FTE% per each position -classification)
Subtotal: Staff Benefits:
Subtotal: ADMINISTRATIVE COSTS: Travel Training Recruitment/Advertising Office Supplies Telephone/Communications Rent Utilities Insurance Equipment Audit Printing Subtotal: PARTICIPANT COSTS: 1.Youth Employment Training n/a Costs ($25 per workshop) 2. Participant Wages and Educational Support Activities ($10.00 per hour, per youth) 3. Participant Bonuses/Stipends (education and employment based) Taxes/Insurance (For Items 1, 2, 3) n/a (FICA, workers comp, etc.) Youth Support Services n/a (travel, food, clothing, supplies) Subtotal: n/a TOTAL: (A) Start-up Costs include costs of initial service coordination, outreach and engagement activities (5/1/13 – 6/30/14)
(B), (C), (D), (E) All projected costs for Administration, Financial, Support Service Delivery to 50, 100, 150 and/or 200 youth will serve as County’s agreement to pay on a performance basis for specific number of youth participating in a Contractor’s proposed employment and education program.
(E) Supportive Services items may include: transportation, food, clothing/uniforms, work/school related supplies/tools.
Please complete each column A, B, C, D & E with TOTALs for each separate column.
Please add the total costs of (A) and (D): $______**
**The submitted award level request will be based on total budget expenditures for (A) Start-up Costs (5/1/13 – 6/30/14) plus (D) Cost of Administration, Financial, Support Service Delivery to 150 youth and Participant Costs for 150 youth.
The County will maintain the right to negotiate fund award levels and related final units of service based on final number of awards to be recommended and within the threshold of funding available for this project.
Additionally, the County will maintain the right to negotiate a pro-rated final cost for Administration, Financial, Support Service Delivery when the number of actual youth participating in a Contractor’s proposed employment and education program may be less than the specified costs for serving 50, 100, 150 and/or 200 youth.
PRINCIPAL: ______TITLE: ______
SIGNATURE: ______DATE: ______
EXHIBIT C COUNTY OF ALAMEDA MINIMUM INSURANCE REQUIREMENTS
Without limiting any other obligation or liability under this Agreement, the Contractor, at its sole cost and expense, shall secure and keep in force during the entire term of the Agreement or longer, as may be specified below, the following insurance coverage, limits and endorsements:
TYPE OF INSURANCE COVERAGES MINIMUM LIMITS A Commercial General Liability $1,000,000 per occurrence (CSL) Premises Liability; Products and Completed Operations; Bodily Injury and Property Damage Contractual Liability; Personal Injury and Advertising Liability B Commercial or Business Automobile Liability $1,000,000 per occurrence (CSL) All owned vehicles, hired or leased vehicles, non-owned, Any Auto borrowed and permissive uses. Personal Automobile Bodily Injury and Property Damage Liability is acceptable for individual contractors with no transportation or hauling related activities C Workers’ Compensation (WC) and Employers WC: Statutory Limits Liability (EL) EL: $100,000 per accident for bodily injury or Required for all contractors with employees disease D Professional Liability/Errors & Omissions $1,000,000 per occurrence Includes endorsements of contractual liability $2,000,000 project aggregate E Endorsements and Conditions : 1. ADDITIONAL INSURED: All insurance required above with the exception of Professional Liability, Personal Automobile Liability, Workers’ Compensation and Employers Liability, shall be endorsed to name as additional insured: County of Alameda, its Board of Supervisors, the individual members thereof, and all County officers, agents, employees and representatives. 2. DURATION OF COVERAGE: All required insurance shall be maintained during the entire term of the Agreement with the following exception: Insurance policies and coverage(s) written on a claims-made basis shall be maintained during the entire term of the Agreement and until 3 years following termination and acceptance of all work provided under the Agreement, with the retroactive date of said insurance (as may be applicable) concurrent with the commencement of activities pursuant to this Agreement. 3. REDUCTION OR LIMIT OF OBLIGATION: All insurance policies shall be primary insurance to any insurance available to the Indemnified Parties and Additional Insured(s). Pursuant to the provisions of this Agreement, insurance effected or procured by the Contractor shall not reduce or limit Contractor’s contractual obligation to indemnify and defend the Indemnified Parties. 4. INSURER FINANCIAL RATING: Insurance shall be maintained through an insurer with a minimum A.M. Best Rating of A- or better, with deductible amounts acceptable to the County. Acceptance of Contractor’s insurance by County shall not relieve or decrease the liability of Contractor hereunder. Any deductible or self-insured retention amount or other similar obligation under the policies shall be the sole responsibility of the Contractor. Any deductible or self-insured retention amount or other similar obligation under the policies shall be the sole responsibility of the Contractor. 5. SUBCONTRACTORS: Contractor shall include all subcontractors as an insured (covered party) under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. 6. JOINT VENTURES: If Contractor is an association, partnership or other joint business venture, required insurance shall be provided by any one of the following methods: – Separate insurance policies issued for each individual entity, with each entity included as a “Named Insured (covered party), or at minimum named as an “Additional Insured” on the other’s policies. – Joint insurance program with the association, partnership or other joint business venture included as a “Named Insured. 7. CANCELLATION OF INSURANCE: All required insurance shall be endorsed to provide thirty (30) days advance written notice to the County of cancellation. 8. CERTIFICATE OF INSURANCE: Before commencing operations under this Agreement, Contractor shall provide Certificate(s) of Insurance and applicable insurance endorsements, in form and satisfactory to County, evidencing that all required insurance coverage is in effect. The County reserves the rights to require the Contractor to provide complete, certified copies of all required insurance policies. The require certificate(s) and endorsements must be sent to: - Contracts Office / 2000 San Pablo Ave. 4th floor, Oakland, CA 94612 Certificate C-2 Page 1 of 1 Form 2001-1 EXHIBIT D-1 COUNTY OF ALAMEDA
RFP No. SASYEP 2013 for Summer and Afterschool Youth Employment and Education Program
CURRENT REFERENCES
Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: E Mail: Service Provided: Dates/Type of Service:
Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: E Mail: Service Provided: Dates/Type of Service:
Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: E Mail: Service Provided: Dates/Type of Service:
Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: E Mail: Service Provided: Dates/Type of Service:
Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: E Mail: Service Provided: Dates/Type of Service:
Company Name:
Page 1 of 1 EXHIBIT D-2 COUNTY OF ALAMEDA
RFP No. SASYEP 2013 for Summer and Afterschool Youth Employment and Education Program Former References
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Page 1 of 1 Exhibit E Small Local Emerging Business (SLEB) Program New Certification Application RFP No. SASYEP 2013 for SUMMER AND AFTERSCHOOL YOUTH EMPLOYMENT AND EDUCATION PROGRAM
COUNTY OF ALAMEDA SMALL, LOCAL AND EMERGING BUSINESS PROGRAM SLEB CERTIFICATION INSTRUCTIONS
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Thank you for your interest in doing business with Alameda County. Exhibit E Small Local Emerging Business (SLEB) Program New Certification Application RFP No. SASYEP 2013 for SUMMER AND AFTERSCHOOL YOUTH EMPLOYMENT AND EDUCATION PROGRAM
COUNTY OF ALAMEDA SMALL, LOCAL AND EMERGING BUSINESS PROGRAM SLEB CERTIFICATION INSTRUCTIONS
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Thank you for your interest in doing business with Alameda County. Exhibit E Small Local Emerging Business (SLEB) Program New Certification Application RFP No. SASYEP 2013 for SUMMER AND AFTERSCHOOL YOUTH EMPLOYMENT AND EDUCATION PROGRAM
COUNTY OF ALAMEDA SMALL, LOCAL AND EMERGING BUSINESS PROGRAM SLEB CERTIFICATION INSTRUCTIONS
Page 1 of 1
Thank you for your interest in doing business with Alameda County. EXHIBIT F COUNTY OF ALAMEDA
RFP No. SASYEP 2013 for Summer and Afterschool Youth Employment and Education Program Small Local Emerging Business (SLEB) Partnering Information Sheet:
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Page 1 of 1 EXHIBIT G COUNTY OF ALAMEDA
RFP No. SASYEP 2013 for Summer and Afterschool Youth Employment and Education Program
Request for Bid Preference
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Page 1 of 1 EXHIBIT H COUNTY OF ALAMEDA
RFP No. SASYEP 2013 for Summer and Afterschool Youth Employment and Education Program ALAMEDA COUNTY VENDOR FIRST SOURCE AGREEMENT VENDOR INFORMATION ALCOLINK Vendor Number (if known): 00000 SLEB Vendor Number: Full Legal Name: DBA Type of Entity: Individual Sole Proprietor Partnership Corporation Tax-Exempted Government or Trust Check the boxes that apply: Goods Only Goods & Services Rents/Leases Legal Services Rents/Leases paid to you as the agent Medical Services Non-Medical Services – Describe Other
Federal Tax ID Number (required): P.O. Box/Street Address:
Vendor Contact’s Name: Vendor Contact’s Telephone: Fax: Vendor Contact’s E-mail address: Please check all that apply: LOC Local Vendor (Holds business license within Alameda County) SML Small Business (as defined by Small Business Administration) I American Indian or Alaskan Native (>50%) A Asian (>50%) B Black or African American (>50%) F Filipino (>50%) H Hispanic or Latino (>50%) N Native Hawaiian or other Pacific Islander (>50%) W White (>50%) Number of entry level positions available through the life of the contract:______Number of other positions available through the life of the contact:______
This information to be completed by County: Contract #______Contract Amount: ______Contract Term: ______Page 1 of 2 EXHIBIT H COUNTY OF ALAMEDA
RFP No. SASYEP 2013 for Summer and Afterschool Youth Employment and Education Program ALAMEDA COUNTY VENDOR FIRST SOURCE AGREEMENT VENDOR INFORMATION
Vendor agrees to provide Alameda County (through East Bay Works and Social Services Agency), ten (10) working days to refer to Vendor, potential candidates to be considered by Vendor to fill any new or vacant positions that are necessary to fulfill their contractual obligations to the County, that Vendor has available during the life of the contract before advertising to the general public. Vendor will also provide the County with specific job requirements for new or vacant positions. Vendor agrees to use its best efforts to fill its employment vacancies with candidates referred by County, but final decision of whether or not to offer employment, and the terms and conditions thereof, to the candidate(s) rest solely within the discretion of the Vendor.
Alameda County (through East Bay Works and Social Services Agency) agrees to only refer pre- screened qualified applicants, based on vendor specifications, to vendor for interviews for prospective employment by Vendor (see Incentives for Vendor Participation under Vendor/First Source Program located on the Small Local Emerging Business (SLEB) Website, http://www.acgov.org/auditor/sleb/.
If compliance with the First Source Program will interfere with Vendor’s pre-existing labor agreements, recruiting practices, or will otherwise obstruct Vendor’s ability to carry out the terms of the contract, Vendor will provide to the County a written justification of non-compliance in the space provided below.
(Company Name) ______(Vendor Signature) (Date)
______(East Bay Works / One-Stop Representative Signature) (Date)
Justification for Non-Compliance:
Page 2 of 2 EXHIBIT I COUNTY OF ALAMEDA
RFP No. SASYEP 2013 for Summer and Afterschool Youth Employment and Education Program Exceptions, Clarifications, Amendments
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Page 1 of 1 EXHIBIT J COUNTY OF ALAMEDA
RFP No. SASYEP 2013 for Summer and Afterschool Youth Employment and Education Program
STANDARD SERVICES AGREEMENT TEMPLATE
The Standard Services Agreement template may be found online at:
http://www.acgov.org/gsa/purchasing/standardServicesAgreement.pdf
Page 1 of 1 EXHIBIT K COUNTY OF ALAMEDA
RFP No. SASYEP 2013 for Summer and Afterschool Youth Employment and Education Program
ENVIRONMENTAL CERTIFICATION
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Page 1 of 1 EXHIBIT L COUNTY OF ALAMEDA
RFP No. SASYEP 2013 for Summer and Afterschool Youth Employment and Education Program
VENDOR BID LIST
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Page 1 of 1 EXHIBIT M COUNTY OF ALAMEDA
RFP No. SASYEP 2013 for Summer and Afterschool Youth Employment and Education Program
RESPONSE CONTENT AND SUBMITTALS COMPLETENESS CHECKLIST
INSTRUCTION: Complete ATTACHMENT 1 – “RESPONSE PACKAGE” document
RESPONSE DUE by 2:00 p.m. on January 30, 2013 at Alameda County Social Services Agency / Contracts Office 2000 San Pablo Ave., 4th floor Oakland, CA 94612
Attn: Naima Jameson or Marcia Mayberry
Page 1 of 1 EXHIBIT N COUNTY OF ALAMEDA
RFP No. SASYEP 2013 for Summer and Afterschool Youth Employment and Education Program
DEBARMENT AND SUSPENSION CERTIFICATION For Procurements Over $25,000
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.
Exceptions will not necessarily result in denial of award, but will be considered in determining bidder responsibility. For any exception noted above, indicate below to whom it applies, initiating agency, and dates of action.
Notes: Providing false information may result in criminal prosecution or administrative sanctions. The above certification is part of the Proposal. Signing this Proposal on the signature portion thereof shall also constitute signature of this Certification.
BIDDER: ______
PRINCIPAL: ______TITLE: ______
SIGNATURE: ______DATE: ______
Page 1 of 1 EXHIBIT O COUNTY OF ALAMEDA
RFP No. SASYEP 2013 For Summer and Afterschool Youth Employment and Education Program THE IRAN CONTRACTING ACT (ICA) OF 2010 For Procurements of $1,000,000 or more
The California Legislature adopted the Iran Contracting Act (ICA) to respond to policies of Iran in a uniform fashion (PCC § 2201(q)). The ICA prohibits persons engaged in investment activities in Iran from bidding on, submitting proposals for, or entering into or renewing contracts with public entities for goods and services of one million dollars ($1,000,000) or more (PCC § 2203(a)). A person who “engages in investment activities in Iran” is defined in either of two ways:
1. The person provides goods or services of twenty million dollars ($20,000,000) or more in the energy sector of Iran, including a person that provides oil or liquefied natural gas tankers, or products used to construct or maintain pipelines used to transport oil or liquefied natural gas, for the energy sector of Iran; or 2. The person is a financial institution (as that term is defined in 50 U.S.C. § 1701) that extends twenty million dollars ($20,000,000) or more in credit to another person, for 45 days or more, if that person will use the credit to provide goods or services in the energy sector in Iran and is identified on a list created by the California Department of General Services (DGS) pursuant to PCC § 2201(b) as a person engaging in the investment activities described in paragraph 1 above.
By signing below, I hereby certify that as of the time of bidding or proposing for a new contract or renewal of an existing contract, neither I nor the company I own or work for are identified on the DGS list of ineligible persons and neither I nor the company I own or work for are engaged in investment activities in Iran in violation of the Iran Contracting Act of 2010.
If either I or the company I own or work for are ineligible to bid or submit a proposal or to renew a contract, but I believe I or it qualifies for an exception listed in PCC § 2202(c), I have described in detail the nature of the exception:
NAME:
PRINCIPAL: TITLE:
SIGNATURE: DATE:
EXHIBIT P EXHIBIT P COUNTY OF ALAMEDA RFP No. SASYEP 2013 for Summer and Afterschool Youth Employment and Education Program
Contract Reference No.______
COMMUNITY BASED ORGANIZATION MASTER CONTRACT
THIS CONTRACT, made and entered into on this day of ,2010 by and between the COUNTY OF ALAMEDA, a body corporate and politic of the State of California, hereinafter referred to as "County," and, doing business at hereinafter referred to as "Contractor". WITNESSETH: WHEREAS, County is desirous of contracting with Contractor for the provision of certain services, a description of which is presented in Exhibit A(s), attached hereto; and
WHEREAS, Contractor is receiving funds pursuant to the funding source indicated in Exhibit B(s); and
WHEREAS, Contractor is willing to provide proof of insurance as specified in Exhibit C; and
WHEREAS, Contractor willingly agrees to participate in audits required by the County as defined in Exhibit D(s); and
WHEREAS, Contractor is willing and able to perform duties and render services which are determined by the Board of Supervisors to be necessary or appropriate for the welfare of residents of County; and
WHEREAS, County desires that such duties and services be provided by Contractor, and Contractor agrees to perform such duties and render such services, as more particularly set forth below:
NOW, THEREFORE, IT IS HEREBY MUTUALLY AGREED as follows:
1. Term of Agreement. The Term of this Agreement begins on the 1 st Day of ,20 and shall continue year to year as specified more particularly in Exhibit B(s) provided funding is allocated by the County Board of Supervisors, until terminated in accordance with this Agreement.
Contractor understands and agrees that there is no representation, implication, or understanding that the services provided by Contractor under this Agreement will be purchased by County from Contractor under a new Agreement following expiration or termination of this Agreement. Contractor waives all rights or claims to notice or hearing respecting any failure by County to continue to purchase all or any such service from Contractor following the expiration or termination of this Agreement.
2. Program Description and Performance Requirements -- Exhibit A(s). This Agreement shall be accompanied by, marked Exhibit A(s), and by this reference made a part hereof, a description of the duties and services to be performed for County by Contractor, and Contractor agrees to comply with all provisions, to perform all work, and to provide all such duties and services set forth in Exhibit A(s) in a professional and diligent manner.
3. Terms and Conditions of Payment -- Exhibit B(s). County has allocated the sum as indicated in Exhibit B(s), to be expended as described in this Agreement. Unless an amendment to this Agreement otherwise provides, that amount shall in no event be exceeded by Contractor, and County shall under no circumstances be required to pay in excess of that amount. Payment shall be made pursuant to the terms and conditions set forth in Exhibit B(s), attached hereto and by this reference made a part hereof. Sums not so paid shall be retained by County.
Unless it is otherwise provided in Exhibit B(s) to this Agreement, Contractor shall submit all claims for reimbursement under the Agreement within ninety (90) days after the ending date of the Agreement. All claims submitted after ninety (90) days following the ending date of the Agreement will not be subject to reimbursement by the County. Any "obligations incurred" included in claims for reimbursements and paid by the County which remain unpaid by the Contractor after ninety (90) days following the ending date of the Agreement will be disallowed under audit by the County.
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Contractor agrees to comply with all requirements which are now, or may hereafter be, imposed by the funding government with respect to the receipt and disbursement of the funds referred to in Exhibit B(s), as well as such requirements as may be imposed by County. Without limiting the generality of the foregoing, Contractor agrees that it will not use funds received pursuant to this Agreement, either directly or indirectly, as a contribution in order to obtain any Federal funds under any Federal programs without prior written approval of County.
4. Insurance -- Exhibit C. Contractor shall maintain in force, at all times during the term of this Agreement, those insurance and bonding documentation described in Exhibit C attached hereto and made a part of this Agreement, and shall comply with all other requirements set forth in that Exhibit. Contractor shall provide Worker's Compensation insurance at Contractor's own cost and expense, and neither Contractor nor its carrier shall be entitled to recover from the County any costs, settlements, or expenses or Worker's Compensation claims arising out of this Agreement.
5. Additional Fiscal Provisions. Contractor shall not claim reimbursement from County for (or apply sums received from County with respect to) that portion of its obligations which has been paid by another source of revenue. Sums received as a result of applications for funds from public or private organizations shall be considered such revenue insofar as such sums are or can be applied to the work to be performed by Contractor pursuant to this Agreement.
Unrestricted or undesignated private charitable donations and contributions shall not be considered revenue applicable to this Agreement; Contractor has total freedom in planning for the usage of such resources in expanding and enriching programs, or in providing for such other operating contingencies as it may desire. Nothing herein shall be deemed to prohibit Contractor from contracting with more than one entity to perform additional work similar to or the same as that herein contracted for.
6. Records: Contractor shall maintain on a current basis complete financial records including, but not necessarily limited to, books of original entry, source documents in support of accounting transactions, a general ledger, personnel and payroll records, canceled checks, and related documents in accordance with generally accepted accounting principles and any specific requirements of the applicable funding source.
Contractor shall maintain on a current basis complete records pertaining to the provision of services and eligibility, including, but not limited to, medical records, client files, participant records, patient logs or other service related documentation in accordance with instructions provided by County.
Contractor shall maintain on a current basis complete records pertaining to Contractor's organizational structure and activities, including, but not limited to, bylaws, articles of incorporation, documentation of tax exempt status, Board of Directors roster, minutes of meetings of the Board of Directors and committees, administrative program policies and procedures and any other documents required by County or the State or federal government or the applicable funding source.
Contractor will cooperate with County in the preparation of, and will furnish any and all information required for, reports to be prepared by County and/or Contractor as may be required by the rules, regulations, or requirements of County of any other governmental entity or applicable funding source. County shall specify in detail the cooperation required.
Records shall be retained by Contractor, and shall be made available for auditing and inspection, for no less than five (5) years following the provision of any services pursuant to this Agreement, or for a longer period as required by the applicable funding source. If Contractor enters into any County-approved agreement with any related organization to provide services such agreement shall contain a clause to the effect that the related records of that organization shall be retained, and shall be made available for auditing and inspection, for no less than five (5) years following its provision of services pursuant to the subcontract, or for a longer period as required by the applicable funding source. County reserves the right to issue further instructions regarding the extent of records required to be kept, the format to be used, and record retention and access requirements as is necessary to perform audits and to otherwise comply with requirements set forth by applicable funding sources.
7. Audits: Contractor's records, as defined in this Agreement, shall be accessible to County for audit and inspection to assure proper accounting of funds, and to certify the nature of, and evaluate Contractor's performance of its obligations as set forth in this Agreement. County shall be entitled to access onto Contractor's premises to observe operations, inspect records or otherwise evaluate performance at all reasonable times and without advance notice. County shall conduct inspections and manage information in a manner consistent with applicable laws relating to confidentiality of records and in a manner that will minimize disruption of Contractor's work.
Separate and apart from the audit and inspection provisions set forth immediately above, Contractor's records will be subject to audits as required by Federal and/or State agencies and/or other funding sources. These audits include those performed pursuant to applicable OMB Circulars, as described more fully in Exhibit D of this Agreement, or audits otherwise authorized by Federal or State law.
8. Indemnification: Contractor agrees to indemnify, to defend at its sole expense, to save and hold harmless County, its officers, agents, and employees from any and all liability in addition to any and all losses, claims, actions, lawsuits, damages, judgments of any kind whatsoever arising out of the negligent acts, omissions or intentional misconduct of Contractor or Contractor's employees, agents, subcontractors or volunteers in performance of services rendered pursuant to this Agreement.
County agrees to indemnify, to defend at its sole expense, to save and hold harmless Contractor, its officers, agents, and employees from any and all liability in addition to any and all losses, claims, actions, lawsuits, damages, judgements of any kind whatsoever arising out of the negligent acts, omissions or intentional misconduct of County or County employees, agents, subcontractors or volunteers in performance of services rendered pursuant to this Agreement.
9. Subcontracting: None of the work to be performed by Contractor shall be subcontracted without the prior written consent of County. Contractor shall be as fully responsible to County for the acts and omissions of any subcontractors, and of persons either directly or indirectly employed by them, as Contractor is for the acts and omissions of persons directly employed by Contractor. Contractor shall not transfer any interest in this Agreement (whether by assignment or novation) without prior written approval of County. However, Contractor may assign its rights to receive compensation from the County for performance of the Agreement to financial institutions for the purpose of securing financial resources, provided that written consent from the supervising department shall have first been obtained. No party shall, on the basis of this agreement, in any way contract on behalf of, or in the name of, the other party to the Agreement, and any attempted violation of the provisions of this sentence shall confer no rights, and shall be void.
10. Independent Contractor Status: Neither the Contractor nor any of its employees shall by virtue of this Agreement be an employee of County for any purpose whatsoever, nor shall it or they be entitled to any of the rights, privileges, or benefits of County employees. Contractor shall be deemed at all times an independent contractor and shall be wholly responsible for the manner in which it performs the services required of it by the terms of this Agreement. Contractor assumes exclusively the responsibility for the acts of its employees as they relate to the services to be provided during the course and scope of their employment.
11. Confidentiality: Contractor agrees to maintain the confidentiality of any information which may be obtained with this work. Contractor shall comply with whatever special requirements in this regard as are described or referred to in Exhibit A(s) to this Agreement. Confidential information is defined as all information disclosed to Contractor which relates to County's past, present and future activities, as well as activities under this Agreement. Contractor will hold all such information in trust and confidence. Upon cancellation or expiration of this Agreement, Contractor will return to County all written or descriptive matter which contain any such confidential information. County shall respect the confidentiality of information furnished by Contractor to County as specified in Exhibit A(s) or as otherwise provided by law.
12. Termination Provisions: Termination for Cause --If County determines that Contractor has failed, or will fail, through any cause, to fulfill in a timely and proper manner its obligations under the Agreement, or if County determines that Contractor has violated or will violate any of the covenants, agreements, provisions, or stipulations of the Agreement, County shall thereupon have the right to terminate the Agreement by giving written notice to Contractor of such termination and specifying the effective date of such termination.
Without prejudice to the foregoing, Contractor agrees that if prior to or subsequent to the termination or expiration of the Agreement upon any final or interim audit by County, Contractor shall have failed in any way to comply with any requirements of this Agreement, then Contractor shall pay to County forthwith whatever sums are so disclosed to be due to County (or shall, at County's election, permit County to deduct such sums from whatever amounts remain undisbursed by County to Contractor pursuant to this Agreement or from whatever remains due Contractor by County from any other contract between Contractor and County).
Termination Without Cause --County shall have the right to terminate this Agreement without cause at any time upon giving at least 30 days written notice prior to the effective date of such termination.
Termination By Mutual Agreement --County and Contractor may otherwise agree in writing to terminate this Agreement in a manner consistent with mutually agreed upon specific terms and conditions.
13. Compliance with Laws: Contractor shall observe and comply with all applicable laws, ordinances, codes and regulations of governmental agencies, including federal, state, municipal and local governing bodies, having jurisdiction over the scope of services or any part hereof, including Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794), all provisions of the Occupational Safety and Health Act of 1979 and all amendments thereto, and all applicable federal, state, municipal and local safety regulations. All services performed by Contractor must be in accordance with these laws, ordinances, codes and regulations. Contractor shall indemnify and save County harmless from any and all liability, fines, penalties and consequences from any noncompliance or violations of such laws, ordinances, codes and regulations. A violation of such laws, ordinances, codes and regulations shall constitute a material breach of this Agreement and can lead to the termination of this Agreement and appropriate legal proceedings.
14. Accident Reporting: If a death, serious personal injury, or substantial property damage occurs in connection with the performance of this Agreement, Contractor shall immediately notify the Supervising Department by telephone. Contractor shall promptly submit a written report, in such form as may be required by Supervising Department, of all accidents which occur in connection with this Agreement. This report must include the following information: (1) name and address of the injured or deceased person(s); (2) name and address of Contractor's subcontractor, if any; (3) name and address of Contractor's liability insurance carrier; and (4) a detailed description of the circumstances surrounding the accident, whether any of the County's equipment, tools, materials or staff were involved and the extent of damage to County and or other property; (5) determination of what effect, if any, accident will have upon Contractor's ability to perform services.
15. Personal Property: Unless otherwise provided in Exhibit B(s) to this Agreement, in the event that payment under this Agreement is other than by fee-for-service, title to all personal property having a unit purchase price of over $1,000 acquired by Contractor in connection with this Agreement or the services rendered pursuant thereto shall vest in County, and shall be returned to County at the expiration or termination of the Agreement.
16. Non-Discrimination: Contractor assures that he/she will comply with the Americans with Disabilities Act and Title VII of the Civil Rights Act of 1964. Contractor further agrees and that no person shall, on the grounds of race, creed, color, disability, sex, sexual orientation or national origin, age, religion, Vietnam Era Veteran's status, political affiliation, or any other non-merit factors, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under this Agreement.
17. Governing Board Limitations; Conflict of Interest: Contractor shall observe and comply with all applicable laws, ordinances, codes and regulations of governmental agencies, including federal, state, municipal and local governing bodies regarding conflicts of interest. If Contractor has entered into this Agreement as a not-for-profit organization as defined by state and federal law, and is in receipt of funds from County based on such status, Contractor shall at all times conduct its business in a manner consistent with that required of a not-for-profit organization by applicable laws.
Contractor, whether or not a not-for-profit organization, shall not permit any member of its governing board to perform for compensation any administrative or operational functions for the Contractor with respect to the performance of this contract, be it in the capacity as director, officer or employee, (including, but not by way of limitation, fiscal, accounting, or bookkeeping functions) without first obtaining the written consent of the County Agency Director/Chief Administrator. No administrative employee, officer or director of Contractor may do any of the following without first having given advanced written notice to the County Agency Director/Chief Administrator:
Receive funds from County other than those funds provided pursuant to the Agreement; Simultaneously serve as an employee, officer or director of another community based organization; Simultaneously serve as a Director of another governing board or commission which could have influence over the operations of Contractor.
Contractor shall not, without having given advanced written notice to County Agency Director/Chief Administrator of its intention, do any of the following:
Employ any person who is related by blood or marriage to another employee, a manager, or a member of the governing board of the Contractor;
Contract for the acquisition of goods or services for more consideration than would be paid for equivalent goods or services on the open market from any person who is related by blood or marriage to a manager or a member of the governing board of the Contractor; or
Contract for the acquisition of goods or services for more consideration than would be paid for equivalent goods or services on the open market from any organization in which any person who is related by blood or marriage to a manager or member of the governing board of the Contractor has a substantial personal financial interest..
Contractor shall not, during the term of this Agreement, permit any member of the governing board of the Contractor to have or acquire, directly or indirectly, any personal financial interest in the performance of the Agreement, as by providing goods or services for compensation, or otherwise, without having first disclosed the same to the board and the County Agency Director/Chief Administrator, and said member shall not participate in board discussion or action on such matter.
Should the County Agency Director/Chief Administrator object to such employment or contracting and a resolution cannot be achieved then the act of proceeding on such employment or contracting shall constitute grounds for Termination of this Agreement for cause under the provisions of paragraph 12.
18. Drug-free Workplace: Contractor and Contractor's employees shall comply with the County's policy of maintaining a drug-free workplace. Neither Contractor nor Contractor's employees shall unlawfully manufacture, distribute, dispense, possess or use controlled substances, as defined in 21 U.S. Code Section 812, including marijuana, heroin, cocaine, and amphetamines, at any County facility or work site. If Contractor or any employee of Contractor is convicted or pleads nolo contenders to a criminal drug statute violation occurring at a County facility or work site, the Contractor, within five days thereafter, shall notify the Supervising Department of the County department/agency for which the Agreement services are performed. Violation of this provision shall constitute a material breach of this Agreement.
19. Modifications to Agreement. County shall assign a liaison to Contractor with respect to the performance of this Agreement. Unless otherwise provided in Exhibit A(s) and/or B(s) to this Agreement, any adjustments requested by the Contractor to line items of a budget or to the program description included as an exhibit to this Agreement may only be made upon written approval of the supervising department. Such adjustments shall not alter (1) services or other performance to be provided under this Agreement, (2) the time of performance of any act hereunder, or (3) the total amount of money allocated hereunder.
This Agreement can be amended only by written agreement of the parties hereto.
20. Designation of Authorized Personnel. Contractor shall provide County with a list of Contractor's employees or members of Contractor's Board of Directors who have been authorized to act on behalf of Contractor in its dealings with County. An "act" on behalf of Contractor includes but is not necessarily limited to, execution of Agreement, Agreement amendments and exhibits, signing of claims, and authorization of payment on invoices. The list shall be updated as necessary to accurately reflect such authorizations.
Notice. All notices required hereunder will be in writing and served personally or by certified mail, return receipt requested, postage prepaid, at the addresses shown below:
CONTRACTOR: COUNTY: Contracts Office Alameda County Social Services Agency Thomas L. Berkely Square 2000 San Pablo Avenue, 4th Floor Oakland, Ca 94612
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date first mentioned above.
COUNTY OF ALAMEDA CONTRACTOR
By______Contractor Name President Alameda County Board of Supervisors Street Address
City, State, Zip Code
By______Authorized Signature of Contractor
Approved as to form: ______Title 17. Federal ID No
, County Counsel
By______Deputy County Counsel Exhibit R
SASYEP Monthly Program and Fiscal Online Report
(Section 1 will be pre-populated by SSA with referredProgram clients for each contractor) 09/07/96
Contractor Name: Life for Adults Young Preparing Youth D.O.B.
(510) 888-2145 (510)
Youth Name: Jones Jerry Youth Phone:
Probation Dept. Probation
Youth Address: 94603 CA. Oakland, Court, Oak 1121 Referring Agency/Dept.
(510) 890-0987 (510) Agency Contact: DPO Stone, Alicia Agency Contact Phone:
(Section 2 to be completed by contracting agencies as information obtained) 5/10/13
Date Application Completed: 5/7/13 Date Orientation Completed:
HS diploma HS
Date Educ. Assessment Completed: 5/13/13 Goal of Educational Plan:
2.0 Current School Program Traditional Grade Point Average
(Type) (at program entry)
10th Grade in School Grade Point Average 2.0
(last report card)
Satisfactory Satisfactory Evaluation for Independent 20
Studies Credits Needed to
6/1/13 Graduate H.S. Date Job Began: Landscaping
Type of Job: Job Site: Park Tilden
Job Supervisor Name: Smith Harry At program entry, is youth on track or behind with credits towards graduation? Behind (Section 3 to be completed by contracting agencies by last day of each month for prior month)
Jerry Jones reporting of hours, expenses and bonuses by Pay Period
Pay Period 1 Pay Period 2 Pay Period 3 Pay Period 4 Pay Period 5 Pay Period 6 Item 7/1/13- 7/15/13- 7/29/13-8/9/13 8/12/13- 8/26/13-9/6/13 9/9/13-9/20/13 7/12/13 7/26/13 8/23/13 Number of Hours 25 30 40 45 45 45 Worked Number of Hours in 10 10 10 10 15 15 Educ. Activities Number of Workshops 0 1 2 1 0 1 Completed Value of Ancillary 0 0 0 $70 0 $70 Expenses Number of Educ. 0 1 2 1 0 1 Bonuses Number of Credits 0 0 0 0 0 0 Recovered Value of Educ. 0 $50 $100 $50 0 $50 Bonuses WORKSITE EVALUATION OF YOUTH (to be completed by worksite supervisor within first 2 weeks of job start date and at end of job.)
Youth Name: _____Jerry Jones______Date: ___6/1/13______
Evaluation Period: X Beginning Midterm Final
Supervisor: ___Brian Woo______Worksite: ____Tilden Park______
INSTRUCTIONS: Using a scale of 1-5 (1=Lowest, 5=Highest, rate intern’s abilities in the following areas: RATING COMMENTS EVALUATION AREAS ATTENDANCE . Attendance is regular and consistent 5 . Calls in when absent and/or late PUNCTUALITY 5 . Arrives on time for work and after breaks COOPERATION WITH SUPERVISOR . Demonstrates respect for supervisory staff 5 . Accepts performance feedback EFFORT AT WORK . Follows instructions 4 . Completes tasks in a timely manner . Able to work independently PROBLEM SOLVING 4 . Asks questions and takes initiative MOTIVATION/POSITIVE ATTITUDE . Shows interest and enthusiasm in work and assignments 4 . Follows directions pleasantly and promptly . Is courteous, well-mannered (no profanity) and well-behaved DEMEANOR AT WORK . Is energetic and alert 4 . Focuses on tasks and assignments TEAMWORK . Cooperates with co-workers 4 . Does not socialize/fraternize during work hours DEVELOPS WORK SKILLS . Shows interest and works on learning new skills 4 . Gained new skills or improved on existing skills APPROPRIATE WORKPLACE ATTIRE . Follows dress code 3 . Neat and clean appearance
(mid-term & Final Eval only) Would you recommend this youth to another employer? Yes No (mid-term & Final Eval only) Would you keep this intern for the school year? Yes No Additional comments:
______Start-up Costs Cost of Cost of Cost of Cost of (5/1/13 – Administration, Administration, Administration, Administration, 6/30/14) Financial, Financial, Financial, Financial, Support Service Support Service Support Service Support Service BUDGET DETAIL Delivery to 50 Delivery to 100 Delivery to 150 Delivery to 200 Worksite (A) youth youth youth youth Supervisor’s Signature (B) © (D) (E) STAFF SALARIES: (list staff and # of FTE% per each position-classification) Intern’s Signature
Return completed evaluation to:
[Contact person, agency name]
[Address] Subtotal:
Staff Benefits: [Phone number, fax number, e- Subtotal: mail] SUBCONTRACTORS: Fiscal Staff Salaries: (list staff and # of Reporting FTE% per each position- Sheet classification) (To be completed by the 10th of each month for Subtotal: the prior Staff Benefits: month)
Subtotal: ADMINISTRATIVE COSTS: Travel Training Recruitment/Advertising Office Supplies Telephone/Communications Rent Utilities Insurance Equipment Audit (A) Start-up costs include costs of initial service coordination, outreach and engagement activities (5/1/13 - 6/30/14)
(B), (C), (D), (E) All projected costs for administration, financial and support service delivery to 50, 100, 150 and/or 200 youth will serve as County’s agreement to pay on a performance basis for specific number of youth participating in a Contractor’s proposed employment and education program.
(E) Support Services items may include: transportation, food, clothing and uniforms, work or school related supplies, tools and equipment.