public social services department / rfp body

DATA MINING SOLUTION (DMS)

FOR

CHILD CARE FRAUD DETECTION

Request for Proposals

July 8, 2009

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TABLE OF CONTENTS1. INTRODUCTION:..............................................................................7

1.1 CONSTRUCTION OF TERMS:.........................................................71.2 DMS PROCUREMENT PROCESS:....................................................81.3 SCHEDULE OF EVENTS:...............................................................81.4 ORGANIZATION OF THE RFP:.......................................................91.5 PROJECT OBJECTIVE:.................................................................101.6 EXISTING DOCUMENTATION AND DILIGENCE MATERIALS:............10

2. BACKGROUND OF THE PROJECT:................................................11

2.1 COUNTY PROGRAMS BACKGROUND:...........................................122.1.1 California Work Opportunities and Responsibility to Kids

(CalWORKs)....................................................................122.1.1.1 Greater Avenues for Independence (GAIN)......................................................................122.1.1.2 Supportive Services............................................................................................................122.1.1.3 Cal-Learn............................................................................................................................13

2.1.2 Food Stamp....................................................................132.1.3 General Relief (GR)..........................................................14

2.1.3.1 General Relief Opportunity for Work (GROW)...............................................................142.1.4 Cash Assistance Program for Immigrants (CAPI)...............142.1.5 Medi-Cal.........................................................................142.1.6 In-Home Supportive Services (IHSS).................................14

2.2 COUNTY SYSTEMS BACKGROUND:..............................................142.2.1 DPSS Systems.................................................................14

2.2.1.1 LEADER System................................................................................................................142.2.1.2 GEARS................................................................................................................................152.2.1.3 GROW System...................................................................................................................15

2.2.2 Case Management, Information and Payrolling System (CMIPS)..........................................................................15

2.2.3 Welfare Fraud Linkage Analysis Database System (WFLADS).......................................................................................16

3. GENERAL CONDITIONS:.............................................................17

3.1 FORMAL SOLICITATION:............................................................173.2 COUNTY POINT OF CONTACT AND RFP COMMUNICATIONS:..........173.3 PROPOSAL SUBMISSION DEADLINE:...........................................173.4 PROPOSERS’ MANDATORY CONFERENCE:...................................183.5 WRITTEN QUESTIONS AND ANSWERS:........................................193.6 CERTAIN RIGHTS OF COUNTY:....................................................193.7 FORMAL BOARD APPROVAL OF CONTRACT:................................203.8 REIMBURSEMENT PROVISIONS:..................................................203.9 TERM:......................................................................................203.10 DISCLOSURE OF CONTENTS OF PROPOSALS:..............................213.11 FIRM OFFER:............................................................................213.12 COUNTY LOBBYIST ORDINANCE:................................................213.13 PROPOSERS’ PRECAUTIONS:......................................................22

3.13.1 Acceptance of Terms and Conditions................................223.13.2 Sample Agreement..........................................................223.13.3 Proposer Changes...........................................................223.13.4 Cost of Proposals............................................................23

3.14 PROHIBITION AGAINST PROPOSING:..........................................233.15 CONTACT WITH COUNTY EMPLOYEES:........................................23

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3.16 GRATUITIES:.............................................................................233.17 DETERMINATION OF PROPOSER RESPONSIBILITY:.......................233.18 CHILD SUPPORT COMPLIANCE PROGRAM:..................................243.19 COMPLIANCE WITH APPLICABLE LAW:........................................253.20 CONFIDENTIALITY:....................................................................253.21 CONFLICT OF INTEREST:............................................................253.22 COUNTY POLICY ON DOING BUSINESS WITH SMALL BUSINESS:....253.23 MANDATORY REQUIREMENT TO REGISTER ON LOS ANGELES

COUNTY’S VENDOR REGISTRATION:...........................................263.24 JURY SERVICE PROGRAM:..........................................................263.25 LOCAL SMALL BUSINESS ENTERPRISE PREFERENCE PROGRAM:. . .273.26 CERTIFICATION REGARDING DEBARMENT, SUSPENSION,

INELIGIBILITY AND VOLUNTARY EXCLUSION — LOWER TIER COVERED TRANSACTIONS (45 C.F.R PART 76):...........................28

3.27 INJURY AND ILLNESS PREVENTION PROGRAM:............................283.28 RECYCLED BOND PAPER:...........................................................293.29 SAFELY SURRENDERED BABY LAW:............................................293.30 PROPOSER’S CHARITABLE CONTRIBUTION COMPLIANCE:............293.31 CONTRACTOR’S WILLINGNESS TO CONSIDER COUNTY’S

EMPLOYEES FOR EMPLOYMENT:................................................303.32 CONSIDERATION OF GAIN/GROW PROGRAM PARTICIPANTS FOR

EMPLOYMENT:.........................................................................303.33 COUNTY’S QUALITY ASSURANCE PLAN:......................................303.34 NOTICE TO EMPLOYEES REGARDING THE FEDERAL EARNED INCOME

CREDIT:...................................................................................303.35 PROPOSER DEBARMENT:...........................................................313.36 PROTEST PROCESS:..................................................................31

3.36.1 Grounds for Review.........................................................323.36.2 Review of Solicitation Requirements................................323.36.3 Review of a Disqualified Proposal.....................................333.36.4 Review of County’s Proposed Contractor Selection...........33

3.36.4.1 County Debriefing Process.................................................................................................333.36.4.2 Proposed Contractor Selection Review..............................................................................343.36.4.3 County Review Panel Process............................................................................................35

3.36.5 Contact/Address for Protest Requests..............................363.37 NOTIFICATION TO COUNTY OF PENDING ACQUISITIONS/MERGERS

BY PROPOSING COMPANY:........................................................363.38 TRANSITIONAL JOB OPPORTUNITIES PREFERENCE PROGRAM:......36

4. MINIMUM CONTRACTOR QUALIFICATIONS:.................................38

4.1 REQUISITE EXPERIENCE:............................................................384.2 PROPOSER QUALIFICATIONS:....................................................384.3 CONTRACTOR STAFF QUALIFICATIONS:......................................39

4.3.1 Contractor’s Project Director:..........................................394.3.2 Contractor’s Project Manager:.........................................39

4.4 COUNTY’S MINIMUM REQUIREMENTS.........................................40

5. PROPOSAL REQUIREMENTS:......................................................41

5.1 TRUTH AND ACCURACY OF REPRESENTATIONS:..........................415.2 PROPOSAL PREPARATION INSTRUCTIONS:..................................41

5.2.1 Preparing to Respond......................................................415.2.2 Realistic Proposals..........................................................41

5.3 PRIME CONTRACTOR:................................................................415.4 CONFIDENTIALITY AND ASSIGNMENT AGREEMENT:.....................42

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5.5 PROPOSAL SUBMISSION:...........................................................425.6 ERROR CORRECTIONS REQUIREMENT:........................................445.7 BUSINESS/TECHNICAL PROPOSAL:.............................................44

5.7.1 Cover Page.....................................................................455.7.2 Transmittal Letter...........................................................455.7.3 Table of Contents............................................................465.7.4 Executive Summary (Business/Technical Proposal, Section 1)

......................................................................................465.7.5 Proposer’s Minimum Contractor Qualifications

(Business/Technical Proposal, Section 2)..........................465.7.6 Proposer’s Technical Response (Business/Technical

Proposal, Section 3)........................................................515.7.7 Proposer’s Staffing Plan (Business/Technical Proposal,

Section 4).......................................................................535.7.8 Proposer’s Quality Control Plan (Business/Technical

Proposal, Section 5).......................................................555.7.9 Exceptions (Business/Technical Proposal, Section 6).........565.7.10 Anticipated Risks/Assumptions (Business/Technical

Proposal, Section 7)........................................................565.7.11 Subcontractors or Partners (Business/Technical Proposal,

Section 8).......................................................................575.7.12 County Required Forms (Business/Technical Proposal,

Section 9).......................................................................575.7.13 Last Page of Proposal (Business/Technical Proposal, Section

10).................................................................................595.8 PRICE PROPOSAL:.....................................................................60

5.8.1 Cover Page.....................................................................605.8.2 Schedule of Payments (Price Proposal, Section 1).............60

6. PROPOSAL EVALUATION AND CONTRACTOR SELECTION:............62

6.1 EVALUATION OVERVIEW:...........................................................626.2 EVALUATION COMMITTEE:.........................................................636.3 EVALUATION CRITERIA AND WEIGHTING FACTORS:.....................636.4 EVALUATION PHASES:...............................................................63

6.4.1 Evaluation Phase 1 – Proposal Screening (Pass/Fail)..........636.4.2 Evaluation Phase 2 – Evaluation of Business/Technical

Proposals.......................................................................646.4.2.1 Business/Technical Proposal (7,000 Points or 70%)..........................................................65

6.4.3 Evaluation Phase 3 – Evaluation of Price Proposals (3,000 Points or 30%)................................................................65

6.5 CONTRACTOR SELECTION:.........................................................676.6 CONTRACT NEGOTIATIONS:.......................................................676.7 FINAL CONTRACT AWARD BY BOARD OF SUPERVISORS:..............67

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LIST OF APPENDICES

APPENDIX A – STATEMENT OF WORK STATEMENT OF WORK............................................................................................................

APPENDIX B – STATEMENT OF REQUIREMENTSSTATEMENT OF REQUIREMENTS..........................................................................................

APPENDIX C – SAMPLE AGREEMENTBASE AGREEMENT...................................................................................................................EXHIBIT A - STATEMENT OF WORK......................................................................................

ATTACHMENT A.1 – SYSTEM REQUIREMENTS.............................................................ATTACHMENT A.2 – SYSTEM CONFIGURATION...........................................................ATTACHMENT A.3 - ACCEPTANCE CERTIFICATE........................................................ATTACHMENT A.4 - GLOSSARY

EXHIBIT B - SCHEDULE OF PAYMENTS................................................................................SCHEDULE B.1 – OPTIONAL WORK.................................................................................

EXHIBIT C – PROJECT SCHEDULE..........................................................................................EXHIBIT D – SYSTEM MAINTENANCE...................................................................................

SCHEDULE D.1 – COUNTY’S REMOTE ACCESS SECURITY POLICY...........................EXHIBIT E -CONTRACTOR EMPLOYEE ACKNOWLEDGEMENT, CONFIDENTIALITY, AND COPYRIGHT ASSIGNMENT AGREEMENT..............................................................................EXHIBIT F - CONTRACTOR’S EEO CERTIFICATION ............................................................EXHIBIT G – ADMINISTRATION OF AGREEMENT...............................................................

SECTION I – COUNTY KEY PERSONNEL.........................................................................SECTION II – CONTRACTOR KEY PERSONNEL..............................................................

EXHIBIT H - SAFELY SURRENDERED BABY LAW...............................................................EXHIBIT I – CHARITABLE CONTRIBUTIONS CERTIFICATION...........................................EXHIBIT J - CONTRACTOR EMPLOYEE JURY SERVICE......................................................EXHIBIT K - DETERMINATIONS OF CONTRACTOR NON-RESPONSIBILITY AND CONTRACTOR DEBARMENT ORDINANCE............................................................................EXHIBIT L - LISTING OF CONTRACTORS DEBARRED IN LOS ANGELES COUNTY........EXHIBIT M - IRS NOTICE 1015.................................................................................................EXHIBIT N – SOURCE CODE ESCROW AGREEMENT – INCORPORATED BY REFERENCE.....................................................................................................................................................EXHIBIT O – REQUEST FOR PROPOSAL (RFP) – INCORPORATED BY REFERENCEEXHIBIT P – CONTRACTOR’S RESPONSE TO RFP (PROPOSAL) – INCORPORATED BY REFERENCE...............................................................................................................................

APPENDIX D – COUNTY REQUIRED FORMSEXHIBIT D-1 — PROPOSER’S ORGANIZATION QUESTIONNAIRE/AFFIDAVIT.................EXHIBIT D-2 — PROSPECTIVE CONTRACTOR REFERENCES.............................................EXHIBIT D-3 — PROSPECTIVE CONTRACTOR LIST OF CONTRACTS...............................EXHIBIT D- 4 — PROSPECTIVE CONTRACTOR LIST OF TERMINATED CONTRACTS.. . .EXHIBIT D- 5 — CERTIFICATION OF NO CONFLICT OF INTEREST...................................EXHIBIT D- 6 — FAMILIARITY WITH THE COUNTY LOBBYIST ORDINANCE CERTIFICATION.........................................................................................................................EXHIBIT D- 7 —LA COUNTY COMMUNITY BUSINESS ENTERPRISE PROGRAM – REQUEST FOR LOCAL SBE PREFERENCE PROGRAM CONSIDERATION EXHIBIT D-8 PROPOSER’S EQUAL EMPLOYMENT OPPORTUNITY (EEO) CERTIFICATION.....................................................................................................................................................EXHIBIT D-9— ATTESTATION OF WILLINGNESS TO CONSIDER GAIN/GROW PARTICIPANTS...........................................................................................................................EXHIBIT D 10 — COUNTY OF LOS ANGELES CONTRACTOR EMPLOYEE JURY SERVICE PROGRAM CERTIFICATION FORM AND APPLICATION FOR EXCEPTION........................EXHIBIT D 11 — PROPOSER RELEASE FORM.......................................................................

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EXHIBIT D-12 — CLIENT LIST AND RELEASE FORM..........................................................EXHIBIT D-13 — CERTIFICATION OF INDEPENDENT PRICE DETERMINATION & ACKNOWLEDGMENT OF RFP RESTRICTIONS......................................................................EXHIBIT D 14 — CHARITABLE CONTRIBUTIONS CERTIFICATION..................................EXHIBIT D 15 — CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION LOWER TIERED COVERED TRANSACTIONS (45 C.F.R. PART 76).......................................................................................EXHIBIT D 16 —REQUEST FOR PROPOSALS/GROUNDS FOR REJECTION........................EXHIBIT D-17 — BIDDER'S/OFFEROR'S NONDISCRIMINATION IN SERVICES CERTIFICATION.........................................................................................................................EXHIBIT D-18 – TRANSITIONAL JOB OPPORTUNITIES PREFERENCE APPLICATION.....

APPENDIX E – COUNTY ORDINANCES AND POLICIESEXHIBIT E-1 —TRANSMITTAL FORM TO REQUEST A RFP SOLICITATION REQUIREMENTS REVIEW........................................................................................................EXHIBIT E-2 — TRANSMITTAL FORM TO REQUEST A DISQUALIFICATION REVIEW...EXHIBIT E-3 — TRANSMITTAL FORM TO REQUEST A PROPOSED CONTRACTOR SELECTION REVIEW.................................................................................................................EXHIBIT E-4 — TRANSMITTAL FORM TO REQUEST A COUNTY REVIEW PANE............EXHIBIT E-5 — COUNTY OF LOS ANGELES POLICY ON DOING BUSINESS WITH SMALL BUSINESS...................................................................................................................................EXHIBIT E-6 - TITLE 2 ADMINISTRATION CHAPTER 2.203.010 THROUGH 2.203.090 CONTRACTOR EMPLOYEE JURY SERVICE...........................................................................EXHIBIT E-7 — LISTING OF CONTRACTORS DEBARRED IN LOS ANGELES COUNTY...EXHIBIT E-8 — IRS NOTICE 1015............................................................................................EXHIBIT E-9 — SAFELY SURRENDER BABY LAW...............................................................EXHIBIT E-10 — TITLE 2 ADMINISTRATION DETERMINATIONS OF CONTRACTOR NON-RESPONSIBILITY AND CONTRACTOR DEBARMENT ORDINANCE...................................EXHIBIT E-11 — BACKGROUND AND RESOURCES: CALIFORNIA CHARITIES REGULATION.............................................................................................................................

APPENDIX F –SCHEDULE OF PAYMENTSSCHEDULE: INSTRUCTIONS....................................................................................................SCHEDULE: PRICE SUMMARY................................................................................................SCHEDULE: PRICING YEARS 1-2 AND OPTIONAL YEARS 3-4............................................SCHEDULE: SYSTEM IMPLEMENTATION FIRM FIXEDPRICE BY DELIVERABLE...........SCHEDULE: SYSTEM MAINTENANCE FIRM FIXED PRICE BY DELIVERABLE................SCHEDULE: OPTIONAL WORK FIXED HOURLY RATE........................................................SCHEDULE: LABOR RESOURCE..............................................................................................SCHEDULE: SUBCONTRACTOR..............................................................................................

APPENDIX G – PROPOSERS RESPONSE FORMSAPPENDIX H – GLOSSARY

GLOSSARY.................................................................................................................................


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PREAMBLE

For over a decade, the County of Los Angeles ("County") has collaborated with its community partners to enhance the capacity of the health and human services system to improve the lives of children and families. These efforts require, as a fundamental expectation, that the County’s contracting partners share the County and community's commitment to provide health and human services that support achievement of the County’s vision, goals, values, and adopted outcomes. Key to these efforts is the integration of service delivery systems and the adoption of the Customer Service and Satisfaction Standards.

The County of Los Angeles Vision is to improve the quality of life in the County by providing responsive, efficient and high quality public services that promote the self-sufficiency, well-being and prosperity of individuals, families, business and communities. This philosophy of teamwork and collaboration is anchored in the shared values of:

Responsiveness

Professionalism

Accountability

Compassion

Integrity

Commitment

A Can-Do Attitude

Respect for Diversity

These shared values are encompassed in the County Mission to enrich lives through effective and caring service and the County Strategic Plan’s eight goals: 1) Service Excellence; 2) Workforce Excellence; 3) Organizational Effectiveness; 4) Fiscal Responsibility; 5) Children and Families' Well-Being; 6) Community Services; 7) Health and Mental Health; and 8) Public Safety. Improving the well-being of children and families requires coordination, collaboration, and integration of services across functional and jurisdictional boundaries, by and between County departments/agencies, and community and contracting partners.

The basic conditions that represent the well-being we seek for all children and families in Los Angeles County aredelineated in the following five outcomes, adopted by the Board of Supervisors in January 1993.

Good Health;

Economic Well-Being;

Safety and Survival;

Emotional and Social Well-Being; and

Education and Workforce Readiness.

Recognizing no single strategy - in isolation - can achieve the County’s outcomes of well-being for children and families, consensus has emerged among County and


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community leaders that making substantial improvements in integrating the County’s health and human services system is necessary to significantly move toward achieving these outcomes. The County has also established the following values and goals for guiding this effort to integrate the health and human services delivery system:

Families are treated with respect in every encounter they have with the health, educational, and social services systems.

Families can easily access a broad range of services to address their needs, build on their strengths, and achieve their goals.

There is no "wrong door”: wherever a family enters the system is the right place.

Families receive services tailored to their unique situations and needs.

Service providers and advocates involve families in the process of determining service plans, and proactively provide families with coordinated and comprehensive information, services, and resources.

The County service system is flexible, able to respond to service demands for both the County-wide population and specific population groups.

The County service system acts to strengthen communities, recognizing that just as individuals live in families, families live in communities.

In supporting families and communities, County agencies work seamlessly with public and private service providers, community-based organizations, and other community partners.

County agencies and their partners work together seamlessly to demonstrate substantial progress towards making the system more strength-based, family focused, culturally-competent, accessible, user-friendly, responsive, cohesive, efficient, professional, and accountable.

County agencies and their partners focus on administrative and operational enhancements to optimize the sharing of information, resources, and best practices while also protecting the privacy rights of families.

County agencies and their partners pursue multi-disciplinary service delivery, a single service plan, staff development opportunities, infrastructure enhancements, customer service and satisfaction evaluation, and revenue maximization.

County agencies and their partners create incentives to reinforce the direction toward service integration and a seamless service delivery system.


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The County human service system embraces a commitment to the disciplined pursuit of results accountability across systems. Specifically, any strategy designed to improve the County human services system for children and families should ultimately be judged by whether it helps achieve the County’s five outcomes for children and families: good health, economic well-being, safety and survival, emotional and social well-being, and education and workforce readiness.

The County, its clients, contracting partners and the community will continue to work together to develop ways to make County services more accessible, customer friendly, better integrated, and outcome-focused. Several departments have identified shared themes in their strategic plans for achieving these goals including: making an effort to become more consumer/client-focused; valuing community partnerships and collaborations; emphasizing values and integrity; and using a strength-based and multi-disciplinary team approach. County departments are also working to provide the County's Board of Supervisors and the community with a better understanding of how resources are being utilized, how well services are being provided and what are the results of the services: is anyone better off?

The County of Los Angeles health and human service departments and their partners are working together to achieve the following Customer Service and Satisfaction Standards in support of improving outcomes for children and families.

Personal Service Delivery

The service delivery team members, staff and volunteers, will treat customers and each other with courtesy, dignity, and respect. They will:

Introduce themselves by name;

Listen carefully and patiently to customers;

Be responsive to cultural and linguistic needs;

Explain procedures clearly; and

Build on the strengths of families and communities.

Service Access

Service providers will work proactively to facilitate customer access to services.

Provide services as promptly as possible;

Provide clear directions and service information;

Outreach to the community and promote available services;

Involve families in service plan development; and

Follow-up to ensure appropriate delivery of services.


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Service Environment

Service providers will deliver services in a clean, safe, and welcoming environment, which supports the effective delivery of services.

Ensure a safe environment;Ensure a professional atmosphere;Display vision, mission, and value statements;Provide a clean and comfortable waiting area;Ensure privacy; and Post complaint and appeals procedures.

The basis for all County health and human services contracts is the provision of the highest level of quality services that support improved outcomes for children and families. The County and its contracting partners must work together and share a commitment to achieve a common vision, goals, outcomes, and standards for providing services.


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1. INTRODUCTION:

The County of Los Angeles), on behalf of its Department of Public Social Services (DPSS) in collaboration with the Chief Executive Office (CEO)-Service Integration Branch (SIB), is seeking proposals from qualified Proposers to:

Design and develop a Data Mining Solution ("DMS") for child care fraud detection application to be used by County in the investigation of CalWORKs Stage 1 Child Care fraud.

Provide a cost-effective solution for the DMS design, development and implementation, including System Hardware, System Software, Project Administration and Training;

Provide all functionality and satisfy all technical performance and other requirements, as described in the body of this Request for Proposals together with all Appendices and Exhibits thereto (collectively the "RFP");

Provide a centralized DMS database and access to DMS information via a Web enabled browser-based environment;

Utilize the County Enterprise Network (LAnet/EN) and the County’s local network resources to access County Data; and

Provide ongoing System Maintenance, including maintenance and operational support, and Optional Work.

1.1 CONSTRUCTION OF TERMS:In construing the terms of this RFP, the following rules shall apply:

(A) Singular nouns and phrases incorporating them (e.g., referring to objects, persons, events, or otherwise) shall be construed to also include the plural, except where reference to a single item is implied or necessary pursuant to the context of the word or phrase in question and except as otherwise expressly stated in the particular defined terms, specified in Paragraph 1.3 (Definitions) of the Base Agreement of Appendix C (Sample Agreement). Plural nouns, and phrases incorporating them, shall be construed to also include the singular except where reference to multiple items is implied or necessary pursuant to the context of the word or phrase in question and except as otherwise expressly stated for particular defined terms set forth in Paragraph 1.3 (Definitions) of the Base Agreement of Appendix C (Sample Agreement).

(B) Any use of the masculine gender shall be construed to include the feminine and vice versa.

(C) Examples provided by using words and phrases, such as “including”, “include”, “includes” or “e.g.” shall not be construed as limiting the term clarified thereby. For example, “including” shall be construed as “including, but not limited to.”

(D) References in this RFP to federal, State, County and/or other governmental laws, rules, regulations, ordinances, guidelines, directives, policies, and/or procedures shall mean such laws, rules, regulations,


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ordinances, guidelines, directives, policies, and/or procedures as amended from time-to-time.

(E) Unless expressly stated otherwise, all approvals, consents, or determinations by or on behalf of County under this RFP may be given or withheld in the sole discretion or judgment of the person or entity authorized to provide or make such approval, consent, or determination.

(F) For convenience, the definitions of certain terms used in this RFP, and not defined in Paragraph 1.3 (Definitions) of the Base Agreement of Appendix C (Sample Agreement), can be found in Appendix H (Glossary).

1.2 DMS PROCUREMENT PROCESS: This RFP establishes guidelines, criteria and procedures for submitting proposals in response to the RFP. It is the duty of each Proposer to thoroughly review the entire RFP, including all Appendices and Exhibits thereto, for terms, conditions and requirements that are included throughout this RFP.

The evaluation of proposals is a multi-phased process as described in Section 6 (Proposal Evaluation and Contractor Selection). County may, at its sole discretion, reject any or all responses submitted in response to this RFP at any time. County shall not be liable for any costs incurred by any Proposer in connection with the preparation, submission, or presentation of any proposal.

County’s recommendation for Contractor selection is subject to approval at the State level with final approval by the County’s Board of Supervisors (the "Board"), which may enter into an Agreement with one (1) prime Contractor for the DMS, including its implementation, maintenance and support, as described in this RFP.

The selected Contractor shall provide the DMS design, development and implementation according to County requirements, shall benchmark and verify DMS performance and shall perform continued ongoing maintenance, operations, support, modifications and enhancements. County shall own, without limitation, the DMS data, as well as the design and configuration of the DMS technical infrastructure, as further provided in the Sample Agreement. Contractor shall provide all software and hardware necessary to develop, test, host, manage and operate the DMS, as further provided in the Statement of Work and the Sample Agreement.

Any resultant Agreement will be a Deliverables based contract with a Maximum Fixed Price for all work under any resultant Agreement.

1.3 SCHEDULE OF EVENTS:The following schedule sets forth key events and dates in the procurement and contracting process:


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Table 1 — Schedule of Events

Event Date

Release of RFP July 8, 2009

Proposers’ Mandatory Conference July 15, 2009

Deadline for Written Questions Submission July 17, 2009

Deadline for Request for Solicitation Requirements Review

July 22, 2009

Responses to Written Questions Completed July 30, 2009

Proposal Due Date August 13, 2009

These dates may be changed at any time as determined by County.

1.4 ORGANIZATION OF THE RFP:

The RFP, including all Appendices and Exhibits, sets forth County requirements for the DMS Project. Should this RFP require any significant changes, as determined by County, an Addendum to the RFP will be released. Clarifications or explanations of requirements may be provided in the form of written responses to written questions submitted by Proposers when responses to written questions are scheduled to be completed (see Section 1.3 (Schedule of Events)). It is each Proposer’s responsibility to identify any perceived points of conflict or ambiguity and to request interpretations or clarifications about any language in the RFP.

The RFP is organized in six (6) major Sections plus Appendices. The RFP major Sections and a list of RFP Appendices are shown below:

Section 1 IntroductionSection 2 Background of the ProjectSection 3 General ConditionsSection 4 Minimum Contractor QualificationsSection 5 Proposal RequirementsSection 6 Proposal Evaluation and Contractor SelectionAppendix A Statement of Work Appendix B Statement of RequirementsAppendix C Sample AgreementAppendix D County Required FormsAppendix E County Ordinances and PoliciesAppendix F Schedule of PaymentsAppendix G Proposers Response FormsAppendix H Glossary


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1.5 PROJECT OBJECTIVE:

The general objective of the Project covered by the RFP is to implement a technology solution, known as Data Mining Solution, which will assist in the detection and prevention of fraudulent activities among individuals or groups participating in County’s Stage 1 Child Care Program for CalWORKs participants (also "Participant(s)").

This Statement of Work consists of instructions, tasks, subtasks, deliverables, goods, services and other work (“Work”) and, unless specified otherwise, includes a Project Schedule. Capitalized terms used in this Statement of Work without definitions have the meanings given to such terms in the Base Agreement to Appendix C (Sample Agreement). All Work under the resultant Agreement shall be performed at the rates and fees set forth in the Schedule of Payments.

Contractor shall perform, complete and deliver all Work, however denoted, as set forth in the Statement of Work. Also defined herein are those Tasks and Subtasks that involve participation of both Contractor and County. Unless otherwise specified as an obligation of County, Contractor shall perform all Tasks and Subtasks and provide all Deliverables as defined in the Statement of Work. For the purpose of this Agreement, a Deliverable shall be deemed complete upon County’s approval and acceptance thereof subject to the provisions of the Sample Agreement, irrespective of the number of tries it takes Contractor to provide a successful Deliverable.

Contractor shall provide a comprehensive child care fraud platform and solutions, including the installation and configuration of the necessary data mining software, the provision of data quality and data integration solutions, the development of analytic models and the provision of other services to implement the County Data Mining Solution as necessary to meet the technical, functional, operational and business requirements set forth in the RFP, including the Statement of Requirements ("System Requirements"). The general objective of this Project is to implement a technology solution, which will assist in the detection and prevention of fraudulent activity among individuals or groups participating in County’s Stage 1 Child Care Program for CalWORKs participants.

1.6 EXISTING DOCUMENTATION AND DILIGENCE MATERIALS: It is the Proposer’s responsibility to perform the necessary diligence to fully understand County’s requirements when responding to this RFP. Proposer may be provided access to the Diligence Library that houses the diligence materials, in addition to those attached to this RFP, to further Proposer’s knowledge of the DPSS systems. Registration for access to the Diligence Library is located in the DPSS Portal at the link provided below.

http://dpss.lacounty.gov/dpss/contracts/default.cfm


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The diligence materials provided in the Diligence Library may change from time to time, as determined by County, without notice.

Although County has endeavored to include or reference in this RFP information known to County that it believes to be relevant to this procurement, by submitting a proposal, the Proposer understands and agrees that neither County nor any of its employees, agents, advisors or representatives: (i) has made or makes any representation or warranty, express or implied, as to the accuracy or completeness of the diligence materials provided; or (ii) shall have any liability or responsibility whatsoever to Proposer or Proposer’s representatives relating to or resulting from the use of any diligence materials, or any errors therein or omissions therefrom. Without limiting the generality of the foregoing, the diligence materials may include certain assumptions, statements, estimates and projections provided by, or respecting to, County. Such assumptions, statements, estimates and projections reflect various assumptions made by County, which assumptions may or may not prove to be correct. No representations are made by County as to the accuracy of such assumptions, statements, estimates or projections

2. BACKGROUND OF THE PROJECT:

County’s Chief Executive Office ("CEO") and Department of Public Social Services ("DPSS") conducted a pilot ("Pilot") between May and November of 2008 to determine the business value of implementing data mining software for the purposes of detection and prevention of public assistance fraud. The application of data mining software was limited to three primary Predictive Models and the analysis applied only to DPSS’ Stage 1 Child Care Program for CalWORKs participants. In order to demonstrate the predictive capacities of the data mining software, the Pilot used DPSS’ administrative records on child care providers between January 2001 and December 2007. The software’s fraud analysis capability was demonstrated in three categories: (1) cases with characteristics placing them at a high risk for fraud; (2) cases showing significant anomalies; (3) potential fraud rings and collusion activities.

The data mining Pilot achieved an 85 percent (85%) accuracy rate in detecting collusive fraud rings. The results of the Pilot show that the use of data mining software as a fraud detection tool would have enabled cost avoidance in three areas: (1) new fraud referrals, resulting in an annual gross cost avoidance of at least $2.2 million; (2) early detection of fraud, resulting in an annual gross cost avoidance of $1.6 million; (3) increased efficiency, resulting in an annual gross cost avoidance of $3 million. The total annual gross cost avoidance in these areas would, therefore, have been at least $6.8 million. Furthermore, the results indicated that the cost avoidance could possibly increase with additional data sources and further utilization of additional predictive fraud detection models not included in the Pilot.


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On January 6, 2009, County's Board of Supervisors passed a motion that directed the CEO to develop a strategy for the implementation of data mining technology to target fraud in the CalWORKs Stage 1 Child Care program. The CEO reported back to the Board with a recommendation to procure the necessary technology through a competitive procurement process. The present RFP embodies County’s effort to solicit competitive bids from potential vendors.

2.1 COUNTY PROGRAMS BACKGROUND:

The following County programs provide data sources and selected data extracts that are used in County’s data mining current research, which together with other data sources will be used in the development of and for the purpose of the DMS Project.

2.1.1 California Work Opportunities and Responsibility to Kids (CalWORKs).

CalWORKs is the State’s version of the federal Temporary Aid for Needy Families (TANF) program that provides temporary financial assistance and employment-focused services to families with minor children who have income and property below State maximum limits for their family size. Most able-bodied parents are also required to participate in the CalWORKs Greater Avenues for Independence (GAIN) employment services program as a condition of eligibility.

2.1.1.1 Greater Avenues for Independence (GAIN).The GAIN program is the State’s version of the federal Welfare-to-Work (WtW) program that provides effective training, employment services, and supportive services to help individuals transition from dependency on public assistance programs to economic self-sufficiency.

2.1.1.2 Supportive ServicesServices which GAIN will help to arrange or pay for, in order that a Participant may participate in GAIN activities, if other funding sources are not available.

1. Child Care

The objective of the CalWORKs child care program is to ensure that CalWORKs children are provided child care while their parents/caretakers, who are not exempt from WtW requirements, continue to participate in their WtW activities. CalWORKs parents can choose licensed or license-exempt child care providers. In the County, child care referral services are provided through multiple Alternative Payment Program (APP) and Resource and Referral (R&R) agencies, and child care payments are made


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directly to child care providers. Under certain circumstances, County may be required to provide child care services to a specific WtW Participant who is working and is no longer aided. A Participant who is working and is no longer aided may be able to receive child care assistance for up to twenty-four (24) months from the date his cash aid is terminated.

There are three (3) stages of CalWORKs child care, which are defined as follows:

Stage One begins with a family’s entry into the CalWORKs program. Clients leave Stage one after six (6) months or when their situation is stable, and when there is a slot in Stage Two or three.

Stage Two begins after six (6) months or after a recipient’s work or work activity has stabilized, or when the family is transitioning off of aid. Clients may continue to receive child care in Stage two up to two (2) years after they are no longer eligible for aid.

Stage Three begins when a funded space is available and when the client has acquired the twenty-four (24) months of child care, after transitioning off aid.

2. TransportationPayments issued to a Participant for travel to and from WtW activities and/or employment.

3. Ancillary Expense(s)Payments issued to a Participant to cover the cost of items necessary for a Participant to participate in WtW activities and/or employment. Expenses covered include books, tools, special clothing, and/or other costs.

2.1.1.3 Cal-Learn.Cal-Learn is a mandatory program for CalWORKs participants who receive cash assistance and are under nineteen (19) years of age, are pregnant or parenting, and have not yet completed their high school education. The focus of Cal-Learn is to provide teens with the support they need to complete their high school education. Cal-Learn participants are also eligible for supportive services.


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2.1.2 Food Stamp.The Food Stamp program was established to improve the nutrition of people in low-income households. Food Stamp benefits are issued by Electronic Benefit Transfer (EBT) onto a plastic swipe card that can be used at Point of Sale (POS) machines.

2.1.3 General Relief (GR).

The GR program is a County-funded program that provides cash aid to indigent adults and certain sponsored legal immigrant families who are ineligible for federal or State programs.

2.1.3.1 General Relief Opportunity for Work (GROW).The GROW program is a County-funded program that offers employment and training services to employable and is designed to help GR participants obtain jobs and achieve self–sufficiency.

2.1.4 Cash Assistance Program for Immigrants (CAPI).

The CAPI program provides cash to certain aged, blind, and disabled legal non-citizens ineligible to Supplemental Security Income/State Supplemental Payment (SSI/SSP) due to their immigration status. CAPI participants may be eligible for Medi-Cal, In-Home Supportive Services (IHSS), and/or Food Stamp benefits.

2.1.5 Medi-Cal.

The Medi-Cal program provides free and low-cost health care and services to qualifying low-income residents of Los Angeles County. There are health care services to cover the needs of everyone regardless of age, race, or immigration status. Programs are available for children and youth, pregnant women, and families and persons who are aged, blind, or disabled.

2.1.6 In-Home Supportive Services (IHSS).

The IHSS program provides financial assistance for in-home services to the elderly, disabled, or blind. IHSS provides an alternative to out-of-home care, such as nursing homes or board and care facilities.

2.2 COUNTY SYSTEMS BACKGROUND:

The following is a description of the information systems containing the County Data that will be used in the development of the DMS project.

2.2.1 DPSS Systems.

The DPSS Systems consist of: (i) Los Angeles Eligibility Automated Determination, Evaluation and Reporting (LEADER) System, (ii) GAIN (Greater Avenues for Independence) Employment Activity and Reporting


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System (GEARS), (iii) General Relief Opportunity for Work (GROW) System, (iv) Case Management, Information and Payrolling System (CMIPS), and (v) Welfare Fraud Linkage Analysis Database System (WFLADS).

2.2.1.1 LEADER System.

The LEADER System automates administration of benefit programs in Los Angeles County, including eligibility determination; benefit calculation and issuance, case maintenance, and management/fiscal reports and controls.

DPSS serves as the host for the LEADER System for the following County departments: Auditor-Controller, Child Support Services, Children and Family Services, Community and Senior Services, District Attorney, Health Services’ medical and health center sites, Mental Health, Probation, and the Treasurer-Tax Collector. Selected non- County agencies and users (e.g., City of Los Angeles Housing Authority, Pomona Valley Hospital) also utilize the LEADER System.

The LEADER System, one of the largest multi-host, multi-tiered client server systems in the world, includes:

Over 16,000 users accessing the LEADER System via a private-line telephone network in more than 134 local sites representing ten (10) County departments, plus an additional 200 outreach Medi-Cal sites served by 400 mobile staff using laptops which access the LEADER System via dial-up modem.

2.2.1.2 GEARS.

GEARS is designed to track employment, education, vocational and training activities of GAIN participants. GEARS also issues supportive services, including Child Care, transportation, and ancillary payments to GAIN participants. GEARS supports the State’s mandate to provide a GAIN Welfare-to-Work (WtW) program to GAIN participants.

GEARS stores approximately fifty-five thousand (55,000) active cases, which are accessed by approximately twenty-six hundred (2,600) users distributed over approximately one hundred twenty (120) locations.

2.2.1.3 GROW System.

General Relief (GR) is a County-funded program that provides financial assistance to indigent adults who are ineligible for financial assistance under federal or State programs. Currently, the GROW System processes


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approximately thirty thousand (30,000) active GR employable cases monthly for the GROW program. Approximately seven hundred (700) users process these cases and reside at approximately sixty-one (61) different locations.

2.2.2 Case Management, Information and Payrolling System (CMIPS).

CMIPS tracks case information and processes payments for the California Department of Social Services In-Home Supportive Services Program, enabling nearly 400,000 qualified aged, blind, and disabled individuals in California to remain in their own homes and avoid institutionalization.

2.2.3 Welfare Fraud Linkage Analysis Database System (WFLADS).

WFLADS is an anti-fraud tool that receives, stores, reads, and analyzes data from existing DPSS computer systems for CalWORKs and Food Stamp case records on a daily basis. It identifies inconsistencies in welfare cases and alerts fraud staff by identifying and monitoring patterns that may indicate fraud. Some patterns, like validating Social Security numbers, identifying mail drops, etc., are already programmed on WFLADS.


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3. GENERAL CONDITIONS:

The following are the general terms and conditions applicable to this procurement.

3.1 FORMAL SOLICITATION:Notwithstanding any other provision of this RFP, this RFP is a solicitation for proposals only and is not an offer to enter into a contract.

3.2 COUNTY POINT OF CONTACT AND RFP COMMUNICATIONS: All contacts regarding this RFP or any matter relating thereto must be in writing and emailed, to County’s point of contact. County’s point of contact information for any and all inquiries or other communications regarding this RFP is as follows:

Name: Amy Farsakyan

Address: Los Angeles CountyDepartment of Public Social Services14714 Carmenita Road, 3rd FloorNorwalk, CA 90650

Phone: (562) 623-2058 or (626) 312-6016

Email address: [email protected]

Proposers are specifically directed not to contact any other County person or agent, the State or DMS procurement team members for any matters related to this RFP. Failure to adhere to this policy shall result in elimination of the Proposer from further consideration, as determined by County.

All written communications with County regarding this RFP, including its Appendices and Exhibits, must reference the RFP, Proposer’s name, Proposer’s address, contact person, contact’s telephone number, contact’s email address, and the reason for communication (e.g., questions, request for Diligence Library access) as follows:

“[Reason for Communication]: Request for Proposals for the Data Mining Solution (DMS) RFP #ESD 09-02.”

Any material received that does not explicitly indicate its RFP related contents will be handled as general mail or communications, which may result in a delay or non-response to the Proposer. County is responsible only for that which is expressly stated in this RFP and any authorized written Addenda thereto. County is not responsible for and shall not be bound by any representations otherwise made by any individual acting or purporting to act on County’s behalf.

3.3 PROPOSAL SUBMISSION DEADLINE:Each Proposer is solely responsible to ensure that its proposal is received by County before the submission deadline of 12:00 p.m. (noon), Pacific Time,


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mailto:[email protected]

Thursday, August 13, 2009. Each Proposer shall bear all risks associated with delays in the United States Postal Service or other delivery services. Proposals submitted by facsimile or e-mail shall not be accepted.Proposals received after the scheduled closing time for receipt of proposals shall be returned, unopened to the sender and shall not be considered. Refer to Section 5 (Proposal Requirements) of this RFP for complete instructions on the content, format, sequence, and submission of proposals.

3.4 PROPOSERS’ MANDATORY CONFERENCE: A Proposers’ Mandatory Conference will be conducted for prospective Proposers. The purpose of the conference is to provide clarification regarding the RFP process, the project scope of work, and required Proposer responses. The Proposers’ Mandatory Conference is scheduled as follows:

Date: July 15, 2009

Time: 1:45 p.m.

Location: Los Angeles County Department of Public Social ServicesConference Room 1409320 Telstar Ave.

El Monte, CA 91731

Parking Location: Street parking at DPSS Eligibility Systems Division is limited. Please plan additional time to include a 10-minute walk in order to be on time for the Proposers’ conference.

Proposers that do not attend the Proposers’ Mandatory Conference and complete the official sign-in sheet will have their proposals returned unopened and shall not be considered. To register for the Proposers’ Mandatory Conference, a Proposer must notify County by e-mail at [email protected] , at least one (1) day prior to the date of the Proposers’ Mandatory Conference, as specified in Section 3.2 (County Point of Contact and RFP Communications).

County reserves the right to reschedule the Proposers’ Mandatory Conference to a different day and/or continue the Proposers’ Mandatory Conference beyond the date of the scheduled date July 15, 2009.

County will accept only written questions referencing the RFP during the Proposers’ Mandatory Conference and will make a reasonable attempt to orally answer such written questions during the Proposers’ Mandatory Conference; however, County reserves the right not to orally answer questions. Any oral answers provided at the Proposer’s Mandatory Conference shall not be binding. Written responses to all Proposers’ Mandatory Conference written questions will be provided to all Proposers that County records indicate received the RFP, without identifying the originator of questions, and will be made available on the


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DPSS Portal when responses to written questions are scheduled to be completed (see Section 1.3 (Schedule of Events)), and may also, as determined by County, be included in an Addendum to this RFP, as described in Section 3.5 (Written Questions and Answers).

3.5 WRITTEN QUESTIONS AND ANSWERS:County will accept written questions from Proposers effective with the release of this RFP until the deadline for questions submission as specified in Section 1.3 (Schedule of Events). All questions shall be submitted by e-mail to County’s point of contact at the address shown in Section 3.2 (County Point of Contact and RFP Communications).

Proposer shall include Proposer’s name, Proposer’s address, contact person, contact’s telephone number, and contact’s email address when submitting questions. Include with your question, the following statement:

“Questions: Request for Proposals for the Data Mining Solution (DMS) RFP #ESD 09-02.”

Proposers may submit questions requesting clarification of specific information contained in the RFP. Questions referencing the RFP must include paragraph(s), page number(s) and line number(s), if applicable. Proposers may also submit questions requesting additional information not addressed in the RFP, which will be responded to at the sole discretion of County. County reserves the right to group similar questions when providing answers.

All questions, without identifying the submitting Proposer, will be compiled with the appropriate answers and made available in the DPSS Portal when responses to written questions are scheduled to be completed (see Section 1.3 (Schedule of Events)), and may also, as determined by County, be included in an Addendum to this RFP.

Among others, questions may address concerns that the application of minimum requirements, evaluation criteria and/or business requirements would unfairly disadvantage Proposers or, due to unclear instructions, may result in the County not receiving the best possible responses from Proposer.

3.6 CERTAIN RIGHTS OF COUNTY:

County, in its sole discretion, may reject at any time any or all proposals submitted in response to this RFP. County, in its sole discretion, may cancel this RFP at any time. County shall not be liable or responsible for any costs incurred in connection with the preparation, submittal or presentation of any proposal.

Proposals signed by other than the owner of a sole proprietorship, an authorized officer of a corporation, an authorized general partner of a general or limited partnership or a manager or managing member of a limited liability company must include a power of attorney authorizing the signature. In addition, all persons signing on behalf of the Proposer are required to warrant that they are


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authorized to sign for and on behalf of the Proposer. Otherwise, the proposal shall be rejected.

Only one proposal per individual, partnership, corporation, limited liability company or association under the same or different names shall be considered. If there is reason to believe that collusion exists among Proposers, none of the participants in such collusion shall be considered in this or any future RFP, as determined by County.

County, in its sole discretion, may interpret or change any provision of this RFP at any time. Any such interpretation or change shall be in the form of a written Addendum to this RFP. Each Addendum shall become part of this RFP and may become part of any resultant Agreement. Each Addendum shall be made available to each person or organization that County records indicate has received this RFP. Should any Addendum require additional information not previously requested, a proposal’s failure to address the requirements of such Addendum shall result in the elimination of the proposal for consideration, as determined by County.

County, in its sole discretion, may determine that a time extension is required for submission of proposals, in which case an Addendum to this RFP shall indicate the new proposal submission deadline.

County reserves the right to waive any minor irregularities or immaterial defects in any submitted proposal, as determined by County.

County reserves the right to enter into simultaneous negotiations with more than one Proposer, as determined by County. County also reserves the right to terminate simultaneous negotiations with any Proposer with which it is negotiating, at any time, as determined by County.

3.7 FORMAL BOARD APPROVAL OF CONTRACT:Notwithstanding a recommendation of a department, agency, individual or other person or entity, County's Board of Supervisor retains the right to exercise its judgment concerning the selection of any proposal and the terms of any resultant Agreement and to determine which proposal best serves the interests of County. The Board is the ultimate decision-making body and makes the final determinations necessary to arrive at a decision to award, or not to award, a contract.

3.8 REIMBURSEMENT PROVISIONS: Proposer shall state all prices to County associated with its proposed provision of work described in this RFP and in any Addenda to this RFP. All proposals shall be evaluated, in part, on a lowest overall total price basis and compared against other Proposers’ prices. Prices for all proposed work, including all applicable taxes, must be stated.

3.9 TERM:The term of the resultant Agreement shall commence upon the Effective Date and shall expire two (2) years thereafter, unless sooner terminated or extended, in


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whole or in part, as provided in the Sample Agreement (“Initial Term”). At the end of the Initial Term, County may, at its sole option, extend this Agreement for up to two (2) additional consecutive one (1) year terms (“Extended Term”), as further specified in Paragraph 7 (Contract Term) of the Base Agreement to the Sample Agreement.

3.10 DISCLOSURE OF CONTENTS OF PROPOSALS:

Responses to this solicitation shall become the exclusive property of the County. Absent extraordinary circumstances, at such time as (a) with respect to the recommended Proposer's proposal, County completes contract negotiations and obtains a letter from an authorized officer of the recommended Proposer that the negotiated contract is a firm offer of the recommended Proposer, which shall not be revoked by the recommended Proposer pending the Department's completion of the process under County Policy No. 5.055 and approval by County's Board of Supervisors, and (b) with respect to each Proposer requesting a County Review Panel, the County Review Panel convenes as a result of such Proposers' request, and (c) with respect to all other Proposers, County recommends the recommended Proposer(s) to the Board and such recommendation appears on the Board agenda, proposals submitted in response to this solicitation become a matter of public record, with the exception of those parts of each proposal which are justifiably defined by the Proposer as business or trade secrets and plainly marked as "Trade Secret," "Confidential," or "Proprietary."

The County shall not, in any way, be liable or responsible for the disclosure of any such record or any parts thereof, if disclosure is required or permitted under the California Public Records Act or otherwise by law. A blanket statement of confidentiality or the marking of each page of the proposal as confidential shall not be deemed sufficient notice of exception. The Proposers must specifically label only those provisions of their respective bid/proposal which are "Trade Secrets," "Confidential," or "Proprietary" in nature.

3.11 FIRM OFFER:

All proposals shall be firm offers and shall not be withdrawn until and including twelve (12) months from proposal submission.

3.12 COUNTY LOBBYIST ORDINANCE:

County has enacted an ordinance regulating the activities of persons who lobby County officials. This ordinance defines a County lobbyist and imposes certain registration requirements on individuals meeting the definition. The complete text of the ordinance can be found in County Code Chapter 2.160.

In effect, each person, corporation, or other entity who seeks a County permit, license, franchise, or contract shall certify compliance with the ordinance.

As part of this solicitation process, it is the responsibility of each Proposer to review the ordinance independently as the text of said ordinance is not contained within this RFP. Thereafter, each person, corporation, or other entity submitting a


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response to this proposal must certify that each County lobbyist, as defined by County Code Section 2.160.010, that is retained by the Proposer is in compliance with Chapter 2.160 of County Code. The Proposer shall sign the form entitled, “Familiarity with the County Lobbyist Ordinance Certification,” provided in Exhibit D-6 (Familiarity with the County Lobbyist Ordinance Certification) in Appendix D (County Required Forms).

3.13 PROPOSERS’ PRECAUTIONS:

To be evaluated, proposals submitted in response to this RFP must comply with content, sequence and format for proposals as outlined in Section 5 (Proposal Requirements) of this RFP.

The failure of a Proposer to comply fully with the content, sequence and format requirements as described in such Section 5 (Proposal Requirements) of this RFP may eliminate the proposal from further consideration as determined by County.

3.13.1 Acceptance of Terms and Conditions.

Proposer understands and agrees that submission of a proposal constitutes acknowledgment and acceptance of, and a willingness to comply with, all the terms and conditions of this RFP and any RFP Addenda.

3.13.2 Sample Agreement.

Proposers should review carefully Appendix C (Sample Agreement). County anticipates that the resultant Agreement will be substantially similar to the Sample Agreement.

Unless expressly identified by the Proposal in its proposal, each Proposer is deemed to have accepted, as stated, County's terms and conditions set forth in Appendix C (Sample Agreement). However, the County reserves the right to make changes to the Sample Agreement, including any Exhibits, Attachments or Schedules thereto, at its sole discretion, including as may be required under applicable federal, State or local law.

Proposers may take exception to any Sample Agreement provision, with the exceptions of the provisions of Paragraph 1.3 (Definitions) of the Base Agreement of Appendix C (Sample Agreement) and any Exhibits, Attachments or Schedules to such Appendix C (Sample Agreement); but to do so a Proposer must submit each such exception to County as stated in (Proposal Section 6).

Proposers shall not sign the Sample Agreement at this time. The Proposer selected to provide work as a result of this RFP process shall be required to sign the final version of the Agreement upon completion of the contract negotiation process.


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3.13.3 Proposer Changes.

A proposal containing conditions or limitations established by the Proposer may be deemed irregular and be rejected by County, in its sole discretion.

3.13.4 Cost of Proposals.

County shall not be liable in any way or have any responsibility for any costs incurred in connection with the preparation, submittal, or presentation of any proposal submitted in response to this RFP.

3.14 PROHIBITION AGAINST PROPOSING:Any individual, firm or subsidiary thereof, which, under agreement, assists a County department in developing or preparing an RFP for this Project, is prohibited from submitting a proposal in response to this RFP. Any other potential conflicts of interest that are known to the Proposer must be disclosed for consideration and determination of any significant conflict by County. Failure to disclose may be grounds for disqualification during procurement or for termination of contract under any resultant Agreement, in County’s sole discretion.

3.15 CONTACT WITH COUNTY EMPLOYEES: As of the issue date of this RFP and continuing until the final date for submission of proposals, all County personnel or County agents, except designated County personnel, are specifically directed not to hold meetings, conferences, or technical discussions with prospective Proposers pertaining to this RFP. Any Proposer found to be acting in any way contrary to this directive shall be disqualified from entering into any Agreement that may result from this RFP, in County’s sole discretion.

3.16 GRATUITIES:

It is improper for any County officer, employee or agent to solicit consideration, in any form, from a Proposer with the implication, suggestion or statement that the Proposer’s provision of the consideration may secure more favorable treatment for the Proposer in the award of any resultant Agreement or that the Proposer’s failure to provide such consideration may negatively affect County’s consideration of the Proposer’s submission. A Proposer shall not offer or give, either, directly or through an intermediary, consideration in any form to a County officer, employee, or agent for the purpose of securing favorable treatment with respect to the award of any resultant Agreement.

A Proposer shall immediately report any attempt by a County officer, employee or agent to solicit such improper consideration. The report shall be made either to County manager charged with the supervision of the employee or to County Auditor-Controller's Employee Fraud Hotline at (213) 974-0914 or (800) 544-6861. Failure to report such a solicitation may result in the Proposer’s submission being eliminated from consideration.


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Among other items, such improper consideration may take the form of cash, discounts, services, the provision of travel or entertainment, or tangible gifts.

3.17 DETERMINATION OF PROPOSER RESPONSIBILITY:

A responsible Proposer is a Proposer who has demonstrated the attribute of trustworthiness, as well as quality, fitness, capacity and experience to satisfactorily perform any resultant Agreement. It is County’s policy to conduct business only with responsible Proposers.

Proposers are hereby notified that, in accordance with Chapter 2.202 of the County Code, County may determine whether the Proposer is responsible based on a review of the Proposer’s performance on any contracts, including County contracts. Particular attention will be given to violations of labor laws related to employee compensation and benefits, and evidence of false claims made by the Proposer against public entities. Labor law violations which are the fault of the subcontractors and of which the Proposer had no knowledge shall not be the basis of a determination that the Proposer is not responsible.

County may declare a Proposer to be non-responsible for purposes of any resultant Agreement if the Board, in its sole discretion, finds that the Proposer has done any of the following: (i) violated a term of a contract with County or a nonprofit corporation created by County; (ii) committed an act or omission which negatively reflects on the Proposer’s quality, fitness or capacity to perform a contract with County, any other public entity, or a nonprofit corporation created by County, or engaged in a pattern or practice which negatively reflects on same; (iii) committed an act or omission which indicates a lack of business integrity or business honesty; or (iv) made or submitted a false claim against County or any other public entity.

If there is evidence that the apparent highest ranked Proposer may not be responsible, County shall notify the Proposer in writing of the evidence relating to the Proposer’s responsibility, and its intention to recommend to the Board that the Proposer be found not responsible. County shall provide the Proposer and/or the Proposer’s representative with an opportunity to present evidence as to why the Proposer should be found to be responsible and to rebut evidence that is the basis for County’s recommendation.

If the Proposer presents evidence in rebuttal to County, County shall evaluate the merits of such evidence, and based on that evaluation, make a recommendation to the Board. The final decision concerning the responsibility of the Proposer shall reside with the Board.

These terms shall also apply to proposed subcontractors of Proposers on County contracts.

3.18 CHILD SUPPORT COMPLIANCE PROGRAM:

Proposer shall:

1. Comply with all applicable federal and State reporting requirements relating


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to employment reporting for its employees; and

2. Comply with all lawfully served wage and earnings assignment orders and notice of assignment and continue to maintain compliance during the term of any resultant Agreement.

Failure to comply may be cause for termination of any resultant Agreement or initiation of debarment proceedings against the non-compliant Contractor (County Code Chapter 2.202).

3.19 COMPLIANCE WITH APPLICABLE LAW:Any Agreement that may be entered into by County as a result of this RFP shall be performed by Contractor in compliance with all applicable federal, State, and local laws, ordinances, regulations, rules, guidelines, directives, policies and procedures, as further specified in the Sample Agreement.

3.20 CONFIDENTIALITY:

Proposer shall maintain the confidentiality of all records obtained from County under this RFP in accordance with all applicable federal, State, and local laws, regulations, ordinances, rules, guidelines, directives, policies and procedures relating to confidentiality.

Under any resultant Agreement, Contractor shall inform all of its officers, employees, agents and subcontractors providing Work under the resultant Agreement of the confidentiality provisions of the Agreement. Contractor shall ensure that each person performing Work covered by the resultant Agreement signs and adheres to the applicable confidentiality, security and assignment provisions set forth in the Sample Agreement, including Exhibit E (Confidentiality and Assignment Agreement) to Appendix C (Sample Agreement).

Under State law (including California Welfare and Institutions Code, Section 10850 et seq. and 17006), all of the case records and information pertaining to individuals receiving assistance are confidential and no information related to any individual case or cases shall be in any way relayed to anyone except those employees of County so designated, without written authorization from County.

3.21 CONFLICT OF INTEREST:Any contractor and its subcontractors and/or affiliates associated with this RFP are precluded from submitting a proposal in response to this RFP. No County employee whose position in County enables him to influence the selection of a Contractor for this RFP, or any competing RFP, nor any spouse or economic dependent of such employees, shall be employed in any capacity by a Proposer or have any other direct or indirect financial interest in the selection of a Contractor. Proposer shall certify that it is aware of and has read Section 2.180.010 of County Code, as set forth in Exhibit D-5 (Certification of No Conflict of Interest) of Appendix D (County Required Forms).


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3.22 COUNTY POLICY ON DOING BUSINESS WITH SMALL BUSINESS:

County has multiple programs that address small businesses. The Board encourages small business participation in County’s contracting process by constantly streamlining and simplifying our selection process and expanding opportunities for small businesses to compete for our business.

One program, the local small business enterprise preference program, requires companies to complete a certification process. This program and how to obtain certification are further explained in Section 3.25 (Local Small Business Enterprise Preference Program) of this RFP. County also has a policy on Doing Business with Small Business, as stated in Paragraph 77 (Local Small Business Enterprise Preference Program) of the Base Agreement of Appendix C (Sample Agreement).

The Jury Service Program provides exceptions to the programs if a company qualifies as a small business. It is important to note that each program has a different definition for small business. Proposer may qualify as a small business in one program but not the other. Further explanation is provided in Section 3.24 (Jury Service Program) of this RFP.

3.23 MANDATORY REQUIREMENT TO REGISTER ON LOS ANGELES COUNTY’S VENDOR REGISTRATION:

Prior to the Agreement award, all potential Contractors shall register on Los Angeles County’s Vendor Registration. The Vendor Registration contains the vendor’s business profile and identifies the goods/services the business provides. Registration can be accomplished online via the Internet by accessing County’s home page at:http://lacounty.info/doing_business/main_db.htm

There are underscores in the address between the words ‘doing_business’ and ‘main_db’.

3.24 JURY SERVICE PROGRAM:

Prospective Contractor is subject to the requirements of County’s Contractor Employee Jury Service Ordinance (“Jury Service Program”) (County Code, Chapter 2.203). Prospective Contractors should carefully read the Jury Service Program, and the pertinent jury service provisions outlined below, both of which are incorporated by reference into and made a part of this RFP. The Jury Service Program applies to both Contractors and their subcontractors. Proposals that fail to comply with the requirements of the Jury Service Program will be considered non-responsive and excluded from further consideration.

1. The Jury Service Program requires Contractors and their subcontractors to have and adhere to a written policy that provides that its employees shall receive from Contractor, on an annual basis, no less than five (5) days of regular pay for actual jury service. The policy may provide that employees deposit any fees received for such jury service with Contractor


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or that Contractor deduct from the employee’s regular pay the fees received for jury service. For purposes of the Jury Service Program, “employee” means any California resident who is a full time employee of a Contractor and “full time” means forty (40) hours or more worked per week, or a lesser number of hours if: (i) The lesser number is a recognized industry standard as determined by County, or (ii) Contractor has a long standing practice that defines the lesser number of hours as full time. Therefore, the Jury Service Program applies to all of a Contractor’s full time California employees, even those not working specifically on County’s project. Full time employees providing short term, temporary services of ninety (90) days or less within a twelve (12) month period are not considered full time for purposes of the Jury Service Program.

2. There are two (2) ways in which a Contractor might not be subject to the Jury Service Program:

A. The first is if the Contractor does not fall within the Jury Service Program’s definition of “Contractor.” The Program defines “Contractor” to mean a person, partnership, corporation or other entity which has a contract with County or a Subcontract with a County contractor, and has received or will receive an aggregate sum of $50,000 or more in any twelve (12) month period under one or more County contracts or subcontracts.

B. The second is if the Contractor meets one (1) of the two (2) exceptions to the Jury Service Program. The first exception concerns small businesses and applies to Contractors that have: (i) ten (10) or fewer employees; (ii) annual gross revenue in the preceding twelve (12) months which, if added to the annual amount of the Agreement is less than $500,000; and (iii) is not an “Affiliate or subsidiary of a business dominant in its field of operation.” The second exception applies to Contractors that possess a collective bargaining agreement that expressly supersedes the provisions of the Jury Service Program. Contractor is subject to any provision of the Jury Service Program not expressly superseded by the collective bargaining agreement.

If a Contractor does not fall within the Jury Service Program’s definition of “Contractor” or if it meets any of the exceptions to the Jury Service Program, then Contractor shall so indicate in the “County of Los Angeles Contractor Employee Jury Service Program Certification Form and Application for Exception” form provided in Exhibit D-10 (County of Los Angeles Contractor Employee Jury Service Program Certification Form and Application for Exception) of Appendix D (County Required Forms), and include with its submission all necessary documentation to support the claim such as tax returns or a collective bargaining agreement, if applicable. On reviewing the Contractor’s application, County will determine, in its sole discretion, whether


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Contractor falls within the definition of Contractor or meets any of the exceptions to the Jury Service Program. County’s decision will be final.

3.25 LOCAL SMALL BUSINESS ENTERPRISE PREFERENCE PROGRAM:

County will give Local Small Business Enterprise (Local SBE) preference during the solicitation process to Proposers that meet the definition of a Local SBE, consistent with Chapter 2.204.030C.2 of the Los Angeles County Code.

A Proposer which is certified as small by the Small Business Administration (SBA) or which is registered as small on the federal Central Contractor Registration database may qualify to request the Local SBE Preference in a solicitation.

Proposers must complete Exhibit D-7 (Los Angeles County Community Business Enterprise Program - Request for Local SBE Preference Program Consideration) of Appendix D (County Required Forms) with their solicitation response. Sanctions and financial penalties may apply to a business that knowingly, and with intent to defraud, seeks to obtain or maintain the Local SBE Preference.

3.26 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION — LOWER TIER COVERED TRANSACTIONS (45 C.F.R PART 76):

Pursuant to federal law, County is prohibited from contracting with parties that are suspended, debarred, ineligible, or excluded or whose principals are suspended, debarred or excluded from securing federally funded contracts. At the time of its proposal submission, Proposer shall submit a certification, as set forth in Exhibit D-15 (Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion - Lower Tier Covered Transactions (45 C.F.R Part 76)) of Appendix D (County Required Forms), attesting that neither it, as an organization, nor any of its owners, officers, partners, directors, or other principals is currently suspended, debarred, ineligible, or excluded from securing federally funded contracts. Should the proposal identify prospective subcontractors, or should Proposer intend to use subcontractors in the provision of services under any resultant Agreement, Proposer shall submit a certification, completed by each subcontractor, attesting that neither subcontractor, as an organization, nor any of its owners, officers, partners, directors, or other principals is currently suspended, debarred, ineligible, or excluded from securing federally funded contracts. Failure to provide the required certification may eliminate the proposal from consideration.

In the event that Proposer and/or its subcontractor(s) is, or are, unable to provide the required certification, Proposer instead shall provide a written explanation concerning it and/or its subcontractor’s inability to provide the certification. Proposer’s written explanation shall describe the specific circumstances concerning the inability to certify.


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It further shall identify any owner, officer, partner, director, or other principal of Proposer and/or subcontractor who is currently suspended, debarred, ineligible, or excluded from securing federally funded contracts. Finally, the written explanation shall provide that person’s or those persons’ job description(s) and function(s) as they relate to the Agreement being solicited by this RFP.

The written explanation shall be examined by County to determine, in its sole discretion, whether further consideration of the proposal is appropriate under the federal law.

3.27 INJURY AND ILLNESS PREVENTION PROGRAM:

Contractor shall be required to comply with the State of California’s Cal OSHA regulations. Section 3203 of Title 8 in the California Code requires all California employers to have a written, effective Injury and Illness Prevention Program (IIPP) that addresses the hazards pertaining to the particular workplace covered by the program.

3.28 RECYCLED BOND PAPER:

Proposer shall be required to comply with County’s policy on recycled paper as specified in Paragraph 72 (County Policy Regarding Recycled Paper) of the Base Agreement of Appendix C (Sample Agreement).

3.29 SAFELY SURRENDERED BABY LAW:

Contractor shall notify and provide to its employees, and shall require each subcontractor to notify and provide to its employees, a fact sheet regarding the Safely Surrendered Baby Law, its implementation in County, and where and how to safely surrender a baby. The fact sheet is set forth in Exhibit E-9 (Safely Surrendered Baby Law) of Appendix E (County Ordinances and Policies), and is also available on the Internet at www.babysafela.org for printing.

3.30 PROPOSER’S CHARITABLE CONTRIBUTION COMPLIANCE:

California’s “Supervision of Trustees and Fundraisers for Charitable Purposes Act” regulates receiving and raising charitable contributions. Among other requirements, those subject to the Charitable Purposes Act shall register. The 2004 Nonprofit Integrity Act (SB 1262, Chapter 919) increased Charitable Purposes Act requirements. New rules cover California public benefit corporations, unincorporated associations, and trustee entities and may include similar foreign corporations doing business or holding property in California. Key Nonprofit Integrity Act requirements affect executive compensation, fund-raising practices and documentation. Charities with over $2 million of revenue (excluding funds that shall be accounted for to a governmental entity) have new audit requirements.

All Proposers shall determine if they receive or raise charitable contributions which subject them to the Charitable Purposes Act and complete the certification form attached as Exhibit D-14 (Charitable Contributions Certification) of Appendix D (County Required Forms).


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In Exhibit D-14 (Charitable Contributions Certification) of Appendix D (County Required Forms), Proposers certify either that:

1. They have determined that they do not now receive or raise charitable contributions regulated under the California Charitable Purposes Act (including the Nonprofit Integrity Act), but will comply if they become subject to coverage of those laws during the term of a County agreement, or

2. They are currently complying with their obligations under the Charitable Purposes Act, attaching a copy of their most recent filing with the Registry of Charitable Trusts.

Proposers that do not complete Exhibit D-14 (Charitable Contributions Certification) of Appendix D (County Required Forms) as part of the solicitation process may, at County’s sole discretion, be disqualified from contract award. A County contractor that fails to comply with its obligations under the Charitable Purposes Act is subject to either contract termination or debarment proceedings or both (County Code Chapter 2.202).

3.31 CONTRACTOR’S WILLINGNESS TO CONSIDER COUNTY’S EMPLOYEES FOR EMPLOYMENT:

Proposers shall agree to receive referrals of permanent or temporary employees from County Human Resources staff for consideration of employment as Contractor vacancies occur after contract implementation and throughout the term of any resultant Agreement.

3.32 CONSIDERATION OF GAIN/GROW PROGRAM PARTICIPANTS FOR EMPLOYMENT:

As a threshold requirement for consideration for contract award, Proposers shall demonstrate a proven record of hiring participants from the DPSS GAIN/GROW Program or shall attest to a willingness to consider GAIN/GROW participants for any future employment opening if they meet the minimum qualifications for that opening. Additionally, Proposers shall attest to a willingness to provide employed GAIN/GROW participants access to the Proposers’ employee mentoring program, if available, to assist these individuals in obtaining permanent employment and/or promotional opportunities. Proposers who are unable to meet this requirement shall not be considered for contract award.

Proposers shall complete and return the form “Attestation of Willingness to Consider GAIN/GROW Participants”, see Appendix D (County Required Forms), Exhibit D-9 (Attestation of Willingness To Consider GAIN/GROW Participants), with their proposals.

3.33 COUNTY’S QUALITY ASSURANCE PLAN:

After the Agreement award, County or its agent will evaluate the Contractor’s performance under the Agreement on a periodic basis. Such evaluation will include assessing the Contractor’s compliance with all Agreement terms and


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conditions and performance standards. Contractor deficiencies which County determines are severe or continuing and that may jeopardize performance of the Agreement will be reported to the Board. The report will include a description of the improvement/corrective action measures taken by County and Contractor. If improvement does not occur consistent with the corrective action measures, County may terminate the Agreement in whole or in part, or impose other penalties as specified in the Agreement.

3.34 NOTICE TO EMPLOYEES REGARDING THE FEDERAL EARNED INCOME CREDIT:

Contractor shall notify its employees, and shall require each subcontractor to notify its employees, that they may be eligible for the Federal Earned Income Credit under the federal income tax laws. Such notice shall be provided in accordance with the requirements set forth in Internal Revenue Service Notice 1015 (see Exhibit E-8 (IRS Notice 1015) in Appendix E (County Ordinances and Policies)).

3.35 PROPOSER DEBARMENT:

Proposer is hereby notified that, in accordance with Chapter 2.202 of County Code, County may debar Proposer from bidding or proposing on, or being awarded, and/or performing work on other County contracts for a specified period of time, not to exceed five (5) years, but may exceed five (5) years or be permanent if warranted by the circumstances. County may terminate any or all of the Proposer’s existing agreements with County, if the Board finds, in its discretion, that Proposer has done any of the following: (i) violated the term of an agreement with County or a nonprofit corporation created by County; (ii) committed an act or omission which negatively reflects on the Proposer’s quality, fitness or capacity to perform a contract with County, any other public entity, or a nonprofit corporation created by County, or engaged in a pattern or practice which negatively reflects on same; (iii) committed an act or offense which indicates a lack of business integrity or business honesty; or (iv) made or submitted a false claim against County or any other public entity.

If there is evidence that the apparent highest ranked Proposer may be subject to debarment, County will notify Proposer of the evidence that is the basis for the proposed debarment, and shall advise Proposer of the scheduled date for a debarment hearing before the Contractor Hearing Board.

The Contractor Hearing Board will conduct a hearing where evidence on the proposed debarment is presented. Proposer and/or its representative shall be given an opportunity to submit evidence at that hearing. After the hearing, the Contractor Hearing Board shall prepare a tentative proposed decision, which shall contain a recommendation regarding whether Proposer should be debarred, and, if so, the appropriate length of time of the debarment. Proposer and County will be provided an opportunity to object to the tentative proposed decision prior to its presentation to the Board.


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After consideration of any objections, or if no objections are received, a record of the hearing, the proposed decision and any other recommendation of the Contractor Hearing Board shall be presented to the Board. The Board shall have the right to modify, deny, or adopt the proposed decision and the recommendation of the Contractor Hearing Board.

These terms shall also apply to proposed subcontractors of Proposers on County contracts.

A current listing of County’s debarred contractors can be found at:

http://doingbusiness.lacounty.gov/DebarmentList.htm

3.36 PROTEST PROCESS:

Under Board Policy No. 5.055 (Services Contract Solicitation Protest), any prospective Proposer may request a review of the requirements under a solicitation for a Board-approved services contract, as described in Section 3.36.1 below. Additionally, any actual Proposer may request a review of a disqualification or of a proposed contract award under such a solicitation, as described respectively in the Sections below. Under any such review, it is the responsibility of the Proposer challenging the decision of a County Department to demonstrate that the Department committed a sufficiently material error in the solicitation process to justify invalidation of a solicitation or a proposed contract award, as the case may be.

Throughout the review process, the County has no obligation to delay or otherwise postpone an award of contract based on a Proposer protest. In all cases, the County reserves the right to make an award when it is determined to be in the best interest of the County of Los Angeles to do so.

3.36.1 Grounds for Review.

Unless State or federal statutes or regulations otherwise provide, the grounds for review of a solicitation for a Board-approved services contract provided for under Board Policy No. 5.055 (Services Contract Solicitation Protest) are limited to the following:

Review of Solicitation Requirements (see Section 3.36.2)

Review of a Disqualified Proposal (see Section 3.36.3)

Review of County’s Proposed Contractor Selection (see Section 3.36.4)

3.36.2 Review of Solicitation Requirements.

A person or entity may seek a solicitation requirements review by submitting Exhibit E-1 (Transmittal Form to Request a RFP Solicitation Requirements Review) of Appendix E (County Ordinances and Policies) to the Department conducting the solicitation as described in this Section. A request for a Solicitation Requirements Review may be denied, in the


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Department's sole discretion, if the request does not satisfy all of the following criteria:

1. The request for a Solicitation Requirements Review is made within ten (10) business days of the issuance of the solicitation document;

2. The request for a Solicitation Requirements Review includes documentation, which demonstrates the underlying ability of the person or entity to submit a proposal;

3. The request for a Solicitation Requirements Review itemizes in appropriate detail, each matter contested and factual reasons for the requested review; and

4. The request for a Solicitation Requirements Review asserts either that:

a. Application of the minimum requirements, evaluation criteria and/or business requirements unfairly disadvantages the person or entity; or

b. Due to unclear instructions, the process may result in the County not receiving the best possible responses from prospective Proposers.

The Solicitation Requirements Review shall be completed and the Department’s determination shall be provided to the requesting person or entity, in writing, within a reasonable time prior to the proposal due date.

3.36.3 Review of a Disqualified Proposal.

Any proposal may be disqualified from consideration because County determined it was non-responsive at any time during the review/evaluation process. If County determines that a proposal is disqualified due to non-responsiveness, County shall notify the Proposer in writing.

Upon receipt of the written determination of non-responsiveness, the Proposer may submit a written request for a Disqualification Review within the timeframe specified in the written determination (see Exhibit E-2 (Transmittal Form to Request a Disqualification Review) in Appendix E (County Ordinances and Policies).

A request for a Disqualification Review may, in County's sole discretion, be denied if the request does not satisfy all of the following criteria:

1. The person or entity requesting a Disqualification Review is a Proposer;

2. The request for a Disqualification Review is submitted timely (i.e., by the date and time specified in the written determination); and

3. The request for a Disqualification Review asserts that County's determination of disqualification due to non-responsiveness was


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erroneous (e.g. factual errors, etc.) and provides factual support on each ground asserted as well as copies of all documents and other material that support the assertions.

The Disqualification Review shall be completed and the determination shall be provided to the requesting Proposer, in writing, prior to the conclusion of the evaluation process.

3.36.4 Review of County’s Proposed Contractor Selection.

3.36.4.1 County Debriefing Process.

Upon completion of the evaluation, County shall notify the remaining Proposers in writing that County is entering negotiations with another Proposer. Upon receipt of the letter, any non-selected Proposer may submit a written request for a Debriefing within the timeframe specified in the letter. A request for a Debriefing may, in County's sole discretion, be denied if the request is not received within the specified timeframe.

The purpose of the Debriefing is to compare the requesting Proposer’s response to the solicitation document with the evaluation document. The requesting Proposer shall be debriefed only on its response. Because contract negotiations are not yet complete, responses from other Proposers shall not be discussed, although County may inform the requesting Proposer of its relative ranking.

During or following the Debriefing, County will instruct the requesting Proposer of the manner and timeframe in which the requesting Proposer must notify County of its intent to request a Proposed Contractor Selection Review (see Section 3.36.4.2 below), if the requesting Proposer is not satisfied with the results of the Debriefing.

3.36.4.2 Proposed Contractor Selection Review.

Any Proposer that has timely submitted a notice of its intent to request a Proposed Contractor Selection Review as described in this Section may submit a written request for a Proposed Contractor Selection Review, in the manner and timeframe as shall be specified by County.

A request for a Proposed Contractor Selection Review may, in County's sole discretion, be denied if the request does not satisfy all of the following criteria:

1. The person or entity requesting a Proposed Contractor Selection Review is a


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Proposer;

2. The request for a Proposed Contractor Selection Review is submitted timely (i.e., by the date and time specified by County);

3. The person or entity requesting a Proposed Contractor Selection Review asserts in appropriate detail with factual reasons one or more of the following grounds for review:

a. County materially failed to follow procedures specified in its solicitation document. This includes:

i. Failure to correctly apply the standards for reviewing the proposal format requirements.

ii. Failure to correctly apply the standards, and/or follow the prescribed methods, for evaluating the proposals as specified in the solicitation document.

iii. Use of evaluation criteria that were different from the evaluation criteria disclosed in the solicitation document.

b. County made identifiable mathematical or other errors in evaluating proposals, resulting in the Proposer receiving an incorrect score and not being selected as the recommended contractor.

c. A member of the Evaluation Committee demonstrated bias in the conduct of the evaluation.

d. Another basis for review as provided by state or federal law; and

4. The request for a Proposed Contractor Selection Review sets forth sufficient detail to demonstrate that, but for County's alleged failure, the Proposer would have been the lowest cost, responsive and responsible bid or the highest-scored proposal, as the case may be.

Upon completing the Proposed Contractor Selection Review, County representative shall issue a written decision to the Proposer within a reasonable time following receipt of the request for a Proposed Contractor Selection Review, and always before the date the contract award recommendation is to be heard by the Board. The written decision shall additionally instruct the Proposer of the


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manner and timeframe for requesting a review by a County Review Panel, see Exhibit E-3 (Transmittal Form to Request a Proposed Contractor Selection Review) of Appendix E (County Ordinances and Policies).

3.36.4.3 County Review Panel Process.

Any Proposer that is not satisfied with the results of the Proposed Contractor Selection Review may submit a written request for review by a County Review Panel in the manner and timeframe specified by County in County's written decision regarding the Proposed Contractor Selection Review.

A request for review by a County Review Panel may, in the County's sole discretion, be denied if the request does not satisfy all of the following criteria:

1. The person or entity requesting review by a County Review Panel is a Proposer;

2. The request for a review by a County Review Panel is submitted timely (i.e., by the date and time specified by County); and

3. The person or entity requesting review by a County Review Panel has limited the request to items raised in the Proposed Contractor Selection Review and new items that (a) arise from County's written decision and (b) are on of the appropriate grounds for requesting a Proposed Contractor Selection Review as listed in Section 3.36.4.2 above.

Upon completion of the County Review Panel's review, the Panel will forward its report to the Department, which will provide a copy to the Proposer

3.36.5 Contact/Address for Protest Requests.

All requests for review shall be submitted to the contact listed below. Note on the envelope “Solicitation Requirements Review Request”. Protests shall be submitted in writing to:

Date: July 15, 2009

Name: Amy Farsakyan

Address: Los Angeles CountyDepartment of Public Social Services14714 Carmenita Road, 3rd FloorNorwalk, CA 90650

Phone: (562) 623-2058 or (626) 312-6016


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3.37 NOTIFICATION TO COUNTY OF PENDING ACQUISITIONS/MERGERS BY PROPOSING COMPANY:

Proposer shall notify County of any pending acquisitions/mergers of its company. This information shall be provided by Proposer on Exhibit D-1 (Proposer’s Organization Questionnaire/Affidavit) of Appendix D (County Required Forms). Failure of Proposer to provide this information may eliminate its proposal/bid from any further consideration.

3.38 TRANSITIONAL JOB OPPORTUNITIES PREFERENCE PROGRAM:

3.38.1 In evaluating proposals, the County will give preference to businesses that are certified by the County as Transitional Job Opportunity vendors, consistent with Chapter 2.205 of the Los Angeles County Code. A Certified Transitional Job Opportunity vendor is, and has been such for three (3) years, an entity: 1) that is a non-profit organization recognized as tax exempt pursuant to section 501 (c) (3) of the Internal Revenue Services Code; set forth, under penalty of perjury, such information as requested by the County on either electronic or hard copy forms, along with their application form and three most recent annual tax returns to the Department with their proposal response to the contracting solicitation for which they are competing; 2) has been in operation for at least one year providing transitional job and the related supportive services to program participants; and 3) provide a profile of their program with a description of their program components designed to assist program participants, number of past program participants, and any other information requested by a contracting Department.

3.38.2 Transitional Job Opportunities vendors must request the preference in their solicitation response and may not receive the preference until their certification has been affirmed by the applicable Department. County must verify the Transitional Job Opportunity vendor certification prior to applying the preference. Sanctions and financial penalties may apply to a Proposer that knowingly and with intent to defraud seeks to obtain or maintain certification as a Transitional Job Opportunities vendor.

3.38.3 To request the Transitional Job Opportunities Preference, Proposer must complete the Transitional Job Opportunities Preference Application – Exhibit - 18 in Appendix D (County Required Forms) and submit it along with all supporting documentation with their proposal.


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4. MINIMUM CONTRACTOR QUALIFICATIONS:

4.1 REQUISITE EXPERIENCE:

Proposers, who have demonstrated the ability to successfully provide the Work requested in this RFP, are invited to submit proposals. To have a proposal considered, Proposers shall provide satisfactory evidence that meets the minimum mandatory requirements.

4.2 PROPOSER QUALIFICATIONS:Proposer shall meet the following minimum qualifications in order to be considered for the Project:

1. Have had a minimum of five (5) years experience within the last seven (7) years developing fraud solutions utilizing data mining technologies including:

a) Design, development and implementation;

b) Forecasting, predictive and statistical analysis and data visualization techniques;

c) Deployment of Web Services for fraud solution platform;

d) Providing System Maintenance, including Maintenance and Support Services; and

e) Modifying and providing other software modifications and enhancements, including building Case Management and end-user Interfaces.

2. Three (3) years experience within the last five (5) years designing, developing, implementing and maintaining a Data Warehouse database.

3. Three (3) years experience within the last five (5) years experiences must have included building Data Quality and Data Integration solutions, managing Data Warehouse architect and developing Analytic Predictive Models. This experience must have included developing an end-user Interface application working with a modeling team and managing Data Quality and Data Integration solution and end-user Interface application simultaneously.

4. Three (3) years experience within the last five (5) years developing and deploying web enabled browser based applications that produce reports and allow for data queries from more than 200 users.

5. Two (2) years experience within the last five (5) years developing and deploying fraud solutions to detect fraud for the public sector programs.


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4.3 CONTRACTOR STAFF QUALIFICATIONS:

4.3.1 Contractor’s Project Director:

Proposer shall propose a Contractor’s Project Director who shall meet the following minimum qualifications:

1. Be a full-time employee of the Contractor.

2. Have an advanced degree, such as Master’s degree or higher, from an accredited university in computer science, engineering, statistics or other related science field.

3. At least three (3) years of project management experience within the last five (5) years for web enabled browser based welfare fraud solution utilizing data mining technologies for public sector applications.

4. At least three (3) years total experience, within the last five (5) years, having demonstrated ability with program leadership, information technology business leadership and other related stakeholders to communicate program strategy, direction, and changes for welfare fraud applications.

4.3.2 Contractor’s Project Manager:

Proposer shall propose a Contractor's Project Manager who shall be responsible for the day-to-day operations and shall have the following minimum qualifications:

1. Be a full-time employee of the Contractor and be assigned full-time to the DMS project.

2. Have Ph.D. from an accredited university in computer science, engineering, statistics or other related field.

3. At least three (3) years of project management and administrative responsibilities, within the last five (5) years, for web enabled browser based welfare fraud solutions utilizing data mining technologies for public sector applications and database management.

4. At least three (3) years total experience, within the last five (5) years, in the following:

OLTP data modeling, logical and physical entity relationship diagramming (ERD), data warehouse dimensional modeling, data mapping and SQL, PL/SQL and Data Quality and Data Integration solutions programming;

Working with business users to identify Data Quality and Data Integration and data mining project requirements, including the translation of business specifications into


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technical requirements, data definitions, system capabilities, statistical programs, and data integrity;

Predictive Analytics using advanced Data Mining techniques and statistical analysis programs to extract data;

Web enabled browser based applications that produce reports and allow for data queries from more than 200 users; and

Managing a Data Mining project team.

4.4 COUNTY’S MINIMUM REQUIREMENTS

1. Proposer shall respond positively to a willingness to hire GAIN/GROW participants. (See RFP, Section 3.32 (Consideration of Greater Avenues for Independence (GAIN) or General Relief Opportunities for Work (GROW) Participants for Employment)).

2. Proposer shall certify intent to comply with County’s Child Support Compliance Program. (See RFP, Section 3.18 (Child Support Compliance Program)).

3. Proposer shall certify intent to comply with County’s Jury Service Program. (See RFP, Section 3.24 (Jury Services Program)).

The minimum mandatory requirements listed above shall be addressed and submitted with the proposal. Failure to meet the minimum mandatory requirements will result in a rejection of a proposal.


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5. PROPOSAL REQUIREMENTS:

Preparing responses to solicitations for performing work for County requires thoroughness an ability to perceive all the details necessary to perform the required work and an evaluation of the personnel requirements and overhead costs for performing any resultant Agreement. When responding, Proposers should make sure that they have responded to all elements of the RFP as specified in this Section 5. Inadequate, incomplete or otherwise non-responsive proposals may result in disqualification or elimination, as determined by County. All proposals and documents submitted therewith shall be written in the English language. Where appropriate, graphics and diagrams should be presented to demonstrate complex concepts or otherwise improve the comprehension of reviewers.

5.1 TRUTH AND ACCURACY OF REPRESENTATIONS:False, misleading, incomplete or deceptively unresponsive statements in connection with a proposal shall be sufficient cause for rejection of the proposal at any time. The evaluation and determination in this area shall be in County’s sole judgment.

5.2 PROPOSAL PREPARATION INSTRUCTIONS:

Each proposal must respond clearly and comprehensively to all requirements of the RFP. County reserves the sole right to judge the content and presentation of the proposals. Failure to meet the proposal requirements specified in this Section 5 shall disqualify a proposal and eliminate it from further evaluation, as determined by County.

5.2.1 Preparing to Respond.

The RFP should be read carefully, giving consideration to all of the work requirements, including all equipment and supplies. All required documents, such as references, information on specified forms and resumes, must be provided. Responses to this RFP must be made according to the instructions contained in this Section 5, both for content and sequence. Failure to adhere to these instructions may be cause for rejection of the proposal, as determined by County. No correction or resubmission shall be accepted after the proposal submission deadline.

5.2.2 Realistic Proposals.

While past experience makes it appear that some Proposers deliberately “bid low to get the County’s business”, County advises against such practice. Every proposal amount must be sufficient to assure that the Proposer is capable of performing its contractual obligations within the standards specified and of maintaining financial stability.

5.3 PRIME CONTRACTOR:County’s interest is in acquiring the technology, which best meets its needs, whether by a single vendor or a multi-vendor solution. County will only accept


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multi-vendor solutions with the strict understanding that a prime Contractor is identified and will act as the sole party legally, financially and operationally responsible for all vendor-provided hardware, software, services and other work. One consolidated response with all price items included in the Price Proposal must be submitted.

5.4 CONFIDENTIALITY AND ASSIGNMENT AGREEMENT: The selected Contractor and any subcontractors utilized thereby will be required to sign a Confidentiality Assignment Agreement set forth in Exhibit E (Confidentiality and Assignment Agreement) of Appendix C (Sample Agreement) certifying that Contractor and all persons performing Work under the resultant Agreement shall adhere to the terms of such Exhibit E (Confidentiality and Assignment Agreement) of Appendix C (Sample Agreement).

5.5 PROPOSAL SUBMISSION:

Proposals shall be submitted in two (2) parts:

1. Business/Technical Proposal

2. Price Proposal

Proposer must submit one (1) original Business/Technical Proposal, ten (10) hard copies and five (5) electronic copies in Microsoft (MS) Office 2003, Word 2003, Excel 2003 or later version, or Portable Document Format (PDF), on Compact Disk-Read Only Memory (CD-ROM), in a separately sealed envelope or box, plainly marked in the upper left-hand corner with the name and address of Proposer and bear the words “Business/Technical Proposal, Request for Proposals for Data Mining Solution (DMS) for Child Care Fraud Detection RFP # ESD-09-02, Proposal due by Thursday, August 13, 2009, 12:00 noon (Pacific Time).”

Proposer must submit one (1) original Price Proposal, ten (10) hard copies and five (5) electronic copies in Microsoft (MS) Office 2003, Word 2003, Excel 2003 or later version, or Portable Document Format (PDF) on Compact Disk-Read Only Memory (CD-ROM), in a separately sealed envelope or box, plainly marked in the upper left-hand corner with the name and address of Proposer and bear the words “Price Proposal, Request for Proposal for Data Mining Solution (DMS) for Child Care Fraud Detection RFP # ESD-09-02, Proposal due by Thursday, August 13, 2009, 12:00 noon (Pacific Time).”

Proposer is admonished not to alter any form, exhibit, appendix or any information provided either in hardcopy or electronic format. If County determines that Proposer has altered or modified any County provided form or data, County in its sole discretion, may determine the Proposer’s submittal as non-responsive and will not evaluate such proposal further.


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The complete proposal, including Business/Technical Proposal and Price Proposal sealed together in one outer package or box, shall be delivered or mailed to County’s point of contact as follows:


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Los Angeles CountyDepartment of Public Social Services

DMS Procurement Unit14714 Carmenita Road, 3rd Floor

Norwalk, CA 90650

Phone Numbers: (562) 623-2046 & (562) 623-2058

Office Hours: Monday-Friday 8:00 a.m. to 5:00 p.m.

It is the sole responsibility of each Proposer to ensure that its proposal is received on or before the submission deadline. Proposer shall bear all risks associated with delays in delivery by any person or entity, including the U.S. Postal Services or other mail or package delivery services. Any proposals received after the scheduled closing time as listed in the RFP, Section 5.0 (Proposal Submission Requirements), will be returned to the sender unopened. Timely hand-delivered proposals are acceptable. No facsimile (Fax) or electronic mail (e-mail) copies will be accepted.

Following is the required content and sequence for each proposal:

Business/Technical Proposal

Cover Page (see Section 5.5 (Proposal Submission)) Table of Contents Letter of Transmittal Executive Summary (Proposal Section 1) Proposer’s Minimum Contractor Qualifications (Proposal Section 2)

Minimum Mandatory Requirements (Proposal Section 2.1) Proposer Experience and Background (Proposal Section 2.2) Performance History (Proposal Section 2.3) Financial Stability (Proposal Section 2.4) Insurance Requirements (Proposal Section 2.5) Willingness to Provide Other Information (Proposal Section 2.6)

Technical Response (Proposal Section 3) Approach to the Statement of Work (Proposal Section 3.1) System Design, Development and Implementation (Proposal Section 3.2) System Maintenance (Proposal Section 3.3) Optional Work (Proposal Section 3.4) Approach to Statement of Requirements (Proposal Section 3.5)

Proposer’s Staffing Plan (Proposal Section 4) Qualifications of Staff (Proposal Section 4.1) Training of New Staff and On-going Training for Existing Staff (Proposal

Section 4.2) Work Stoppage (Proposal Section 4.3)

Quality Control Plan (Proposal Section 5) Proposer’s Green Initiatives (Proposal Section 5.1)

Exceptions (Proposal Section 6)


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Agreement (Proposal Section 6.1) Anticipated Risk/Assumptions (Proposal Section 7) Subcontractors or Partners (Proposal Section 8) County Required Forms (Proposal Section 9) Last Page of Proposal (Proposal Section 10)

Price Proposal Cover (see this Section 5.5) Title Page (see this Section 5.5) Table of Contents Schedule of Payments (Proposal Section 1)

5.6 ERROR CORRECTIONS REQUIREMENT:

If Proposer realizes, before the proposal submission deadline, that the submitted proposal contains one or more errors, Proposer may request in writing that the proposal be withdrawn. If there are one or more errors, Proposer may resubmit another proposal with each error corrected up to the proposal submission deadline. Once the proposal submission deadline has passed, all proposals shall stand as written.

In addition, if County determines at any time that there are one or more obvious errors (e.g., clerical or arithmetic errors) in any submitted proposal, County, in its sole discretion, may request in writing that the particular Proposer submit a written correction of the applicable portions of its proposal within a County-specified time period and in compliance with all County instructions as set forth in the request, including regarding content and format. Proposer understands and agrees that any such correction shall be limited to correcting the errors identified by County, shall comply with all County instructions as set forth in the request, and shall be considered part of the proposal for all purposes, including proposal evaluation. If Proposer fails to submit such correction within the County-specified time period, the proposal shall stand as written.

5.7 BUSINESS/TECHNICAL PROPOSAL:

IMPORTANT: Proposals must be submitted in the format described below, both as to sequence and content. Failure to comply with these provisions may, at the sole discretion of County, result in disqualification of the proposal.

The Business/Technical Proposal shall contain the following:

Cover Page (see Section 5.5 (Proposal Submission)) Table of Contents Letter of Transmittal Executive Summary (Proposal Section 1) Proposer’s Minimum Contractor Qualifications (Proposal Section 2)

Minimum Mandatory Requirements (Proposal Section 2.1) Proposer Experience and Background (Proposal Section 2.2) Performance History (Proposal Section 2.3)


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Financial Stability (Proposal Section 2.4) Insurance Requirements (Proposal Section 2.5) Willingness to Provide Other Information (Proposal Section 2.6)

Technical Response (Proposal Section 3) Approach to the Statement of Work (Proposal Section 3.1) System Design, Development and Implementation (Proposal Section 3.2) System Maintenance (Proposal Section 3.3) Optional Work (Proposal Section 3.4) Approach to Statement of Requirements (Proposal Section 3.5)

Proposer’s Staffing Plan (Proposal Section 4) Qualifications of Staff (Proposal Section 4.1) Training of New Staff and On-going Training for Existing Staff (Proposal

Section 4.2) Work Stoppage (Proposal Section 4.3)

Quality Control Plan (Proposal Section 5) Proposer’s Green Initiatives (Proposal Section 5.1)

Exceptions (Proposal Section 6) Agreement (Proposal Section 6.1)

Anticipated Risk/Assumptions (Proposal Section 7) Subcontractors or Partners (Proposal Section 8) County Required Forms (Proposal Section 9) Last Page of Proposal (Proposal Section 10)

5.7.1 Cover Page

The Business/Technical Proposal cover page shall, at a minimum, identify the name and address of Proposer and bear the words, “Business/Technical Proposal, Request for Proposal for Data Mining Solution (DMS) RFP #ESD-09-02, Thursday, August 13, 2009, 12:00 noon (Pacific Time).” It shall also identify the proposal as “Original” or copies as “Copy 1 of 10,” “Copy 2 of 10,” etc., as appropriate.

5.7.2 Transmittal Letter

The transmittal letter shall be a one (1) page letter on the Proposer’s letterhead or stationery. The transmittal letter shall include the Proposer’s name, address, telephone and facsimile numbers of the contact person(s) and the name of the person(s) authorized to make representations for Proposer. The transmittal letter shall bear the signature of the person authorized to sign on behalf of Proposer and to bind Proposer to an agreement. The letter shall indicate whether or not Proposer intends to perform the resultant Agreement as a single Contractor or use subcontractor(s). The letter shall contain a statement that Proposer will bear sole and complete responsibility for all work as defined in the RFP. Proposer shall include a statement acknowledging and agreeing acceptance of all terms and conditions of this RFP, the Agreement and all appendices and exhibits attached thereto, and state exceptions, if any. In addition, Proposer shall include a statement acknowledging and agreeing


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that the resultant Agreement shall be a fixed price Agreement. The transmittal letter should also state that the proposal will remain in effect for twelve (12) months from the due date of proposal submission and that the Proposer can complete the entire Project at the price proposed.

5.7.3 Table of Contents

The Table of Contents shall be a comprehensive listing of material included in the proposal, identified by sequential page numbers and paragraph reference numbers.

5.7.4 Executive Summary (Business/Technical Proposal, Section 1)

The executive summary shall condense and highlight the contents of the Proposer’s Business/Technical Proposal and provide County with a broad understanding of the Proposer’s approach, qualifications, experience and staffing. Proposer should place special emphasis on how its proposed scope of work and approach will meet or exceed all of the objectives of this RFP. Information contained in the executive summary shall be explained in detail in the body of the proposal.

The executive summary shall:

Provide a summary of the Proposer’s understanding of all requested work;

Discuss the Proposer’s specific role and relevant qualifications for performing that role. Identify the names, addresses, affiliations, e-mails and telephone numbers and fax number of the key contact person(s) for both Proposer and any subcontractor(s);

Provide a brief description of the Proposer’s history, number of years the organization has been in business and type of products and services it provides;

Summarize the key qualifications of Proposer, distinguishing characteristics of the proposal, the proposed solution and Project approach as well as the principal advantages to County; and

Address any issue(s) that Proposer envisions to be associated with fulfilling the requirements of the RFP and cite specific suggestions for avoiding or mitigating these issues.

5.7.5 Proposer’s Minimum Contractor Qualifications (Business/Technical Proposal, Section 2)

This section shall demonstrate Proposer’s overall background, experience and qualifications to perform all the required Work requested in this RFP. The following Sections shall be included.


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A. Minimum Mandatory Requirements (Business/Technical Proposal, Section 2.1)

Proposer shall describe in detail all experience which demonstrates it meets the minimum requirements as set forth in this RFP, Section 4.0 (Minimum Contractor Qualifications), and include all dates (month/year) for all experiences required.

For each firm requirement, where specific quantities are asked, such as, “Three (3) years experience within the last five (5) years designing, developing, implementing and maintaining a data warehouse databases…” Proposer shall clearly indicate in the Proposer’s reply how Proposer has met such experience. Proposer shall list specific experience, including firm names and dates (month/year) where experience was achieved.

For each personnel request, Proposer shall include specific dates (month/year) and specific work experience that clearly shows the individual(s) meet the minimum requirements. Proposer shall use the format described in this RFP, Section 5.0 (Proposal Submission Requirements), Section 5.7.7 (Proposer’s Staffing Plan).

For each minimum requirement, Proposer shall provide a reference contact name(s), firm name(s), address(es), contact number(s), e-mail(s) and fax number(s) to verify the Proposer’s response.

B. Proposer’s Experience and Background (Business/Technical Proposal, Section 2.2)

Proposer shall demonstrate it has the experience to perform all the required Work requested in this RFP. Proposer shall:

1. Describe in detail and state the firm’s years of experience in providing the required or substantially similar Work requested in this RFP (Business/Technical Proposal, Section 2.2.1).

2. Identify principal individuals (executive management) and describe his years of experience in providing the required or substantially similar Work requested in this RFP. This experience shall apply solely to the principal individuals and not for the firm submitting the proposal (Business/Technical Proposal, Section 2.2.2).

3. Provide proof of or application for authority to conduct business in the State of California (Business/Technical


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Proposal, Section 2.2.3).

4. Nature of licenses held by Proposer (i.e., accreditation, licensor, joint venture, etc.) (Business/Technical Proposal, Section 2.2.4).

5. Names of persons and/or business entities with whom Proposer has been associated in business as partners or business associates in each of the last five (5) years (Business/Technical Proposal, Section 2.2.5).

C. Proposer’s Performance History (Business/Technical Proposal, Section 2.3)

In this section, Proposer shall provide information regarding its performance history related to the Proposer’s background and experience described in Section 5.7.5 Item B (Proposer’s Experience and Background) (Business/Technical Proposal, Section 2.2).

1. Prospective Contractor References

Proposer shall complete and submit the form listed in Appendix D (County Required Forms), Exhibit D-2 (Prospective Contractor References) and for each reference complete the Proposer release form in Appendix D (County Required Forms), Exhibit D-11 (Proposer Release Form). It is the Proposer’s sole responsibility to ensure that the reference firm’s name and point of contact’s name, title, and phone number for each reference is accurate. County is not responsible if unable to reach point of contact with reasonable effort. (Business/Technical Proposal, Section 2.3.1).

County may use this list to identify possible candidates for customer site visits.

2. Proposer’s List of Contracts

Proposer shall complete and submit the form listed in Appendix D (County Required Forms), Exhibit D-3 (Prospective Contractor List of Contracts), and for each reference complete the Proposer’s release form listed in Appendix D (County Required Forms), Exhibit D-12 (Client List and Release Form). Proposer shall provide a list of all contracts for which Proposer has provided the required or substantially similar work or services within the


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last five (5) years, specifically noting which are with public agencies, (Business/Technical Proposal, Section 2.3.2).

3. Contracts Terminated

Proposer shall complete and submit the form listed in Appendix D (County Required Forms), Exhibit D-4 (Prospective Contractor List of Terminated Contracts) and, for each reference, complete the Proposer’s release form listed in Appendix D (County Required Forms), Exhibit D-11 (Proposer Release Form). Proposer shall provide a list of all contracts terminated within the last five (5) years with a reason for termination, (Business/Technical Proposal, Section 2.3.3).

4. Legal Disclosures

Proposer shall disclose the following: (Business/Technical Proposal, Section 2.3.4).

a. Debarment

Disclose if it has been debarred from any public or private entity anywhere within the United States of America. Provide a listing of debarments, if any.

b. Litigation

Identify by name, case and court jurisdiction any pending litigation in which Proposer or any of its affiliated entities, or principals, is a party named and any judgments against Proposer in the past five (5) years. Provide a statement describing the size, scope and subject of any pending or threatened litigation against Proposer, or any of its affiliated entities or principals.

c. Third Party Ownership Interests

Identify all third party software and hardware (including the owner, licensor and/or seller thereof) that is bundled into or is a component of the proposed System. Proposer shall certify it has obtained all necessary licenses, ownership rights or other rights to such software and hardware including the right to license to County and for County to use for the duration of the term of the resultant Agreement.


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d. Failure or Refusal to Complete a Contract

Provide details of any failure or refusal to complete a contract.

D. Proposer’s Financial Capability (Business/Technical Proposal, Section 2.4)

Proposer shall demonstrate it has the financial capabilities to perform the required Work as requested in this RFP. Proposer shall at a minimum provide the following:

1. Copies of the Proposer’s current 2009, 2008 and 2007 fiscal years financial statements, which shall be in accordance with the American Institute of Certified Public Accountants listing of Generally Accepted Accounting Principles. Statements should include the Proposer’s assets, liabilities and net worth. At a minimum and to the extent possible, include the balance sheet (Statement of Financial Positions), income statement (Statement of Operations), and the retained earnings statement. If audited statements are available, these shall be submitted to meet this requirement. Do not submit income tax returns to meet these requirements. Financial statements will be kept confidential if so stamped on each page (Business/Technical Proposal, Section 2.4.1).

2. List of potential commitments that may impact assets, lines of credit, guarantor letters, etc., and that may affect the Proposer’s ability to perform the Agreement (Business/Technical Proposal, Section 2.4.2).

E. Proposer’s Insurance Requirements (Business/Technical Proposal, Section 2.5)

Proposer shall include a copy of its current certificates of insurance. Proposer shall also include a statement that it will comply with and meet all insurance requirements listed in Appendix C (Sample Agreement), Paragraph 15 (Insurance and Performance Security).

F. Proposer’s Willingness to Provide Other Information (Business/Technical Proposal, Section 2.6)

Proposer shall provide a statement as to its willingness to provide County with any other information County determines is necessary


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for an accurate determination of the prospective Proposer’s qualifications to perform Work.

5.7.6 Proposer’s Technical Response (Business/Technical Proposal, Section 3)

In this section, Proposer shall describe in detail the proposed technical methodology to meet all Tasks, Subtasks, and Deliverables set forth in Appendix A (Statement of Work) and requirements as set forth in Appendix B (Statement of Requirements).

A. Approach to the Statement of Work (Business/Technical Proposal, Section 3.1)

The following shall be provided:

1. Project Control Document, which includes all Tasks, Subtasks, Deliverables and other Work set forth in Appendix A (Statement of Work), Project Administration, Subtask 1.1 (Develop Project Control Document);

2. Supporting documentation that will further explain the Proposer’s approach and its associated benefits for a particular section in response to the SOW. Include only such materials as necessary to ensure an accurate understanding of the proposed approach. Do not include marketing brochures or unrelated material in this section.

3. In this section, Proposer shall describe in detail all activities associated with providing Project Administration as set forth in Appendix A (Statement of Work). Project Administration activities include: Establishing a Project office and planning, reporting and controlling the work for the specified Work. Additionally, the Proposer shall describe in detail activities to control, identify, track and resolve problems and issues; and implement quality assurance procedures to ensure that proper Project Administration will be in effect.


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System Design, Development and Implementation (Business/Technical Proposal, Section 3.2)

In this section, Proposer shall describe in detail its proposed solution for providing System Design, Development and Implementation activities which include: Meeting with County staff to finalize business requirements, installation and configuration of all System Components, identifying required data and creating Interfaces, developing the Data Quality and Data Integration solutions for Data Warehouse and processes, creating the Web browser application, developing Predictive Data Mining Models, conducting System testing, deployment of fraud solution platform, training of County staff, providing Knowledge Transfer and Documentation and conducting Performance Verification for Final Acceptance.

System Maintenance (Business/Technical Proposal, Section 3.3)

In this section, Proposer shall describe in detail its proposed solution for providing System Maintenance consisting of Maintenance Services and Support Services, which includes daily activities associated with monitoring System operational performance, correcting all Deficiencies, providing Updates, supporting all System Interfaces and providing preventive maintenance for the System. System Maintenance services are set forth in Appendix A (Statement of Work). System Maintenance shall be provided commencing upon Go-Live, continuing through Final Acceptance, the Warranty Period and the term of the resultant Agreement, if required by County.

Optional Work (Business/Technical Proposal, Section 3.4)

In this Section, Proposer shall verify in writing, that Contractor is willing and able to provide any Optional Work County may request during the term of the resultant Agreement following Go-Live, including Software Enhancements, Interfaces and Professional Services, in accordance with the terms of the negotiated Change Order, including a not-to-exceed Maximum Fixed calculated based on the Fixed Hourly Rate


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B. Approach to Statement of Requirements (Business/Technical Proposal, Section 3.5)

In this section, Proposer shall summarize its proposed solution to meet requirements specified in Appendix B (Statement of Requirements). Additionally, Proposer shall complete and submit Appendix G (Proposal Response Forms) and Attachment A.2 (System Configuration). Appendix B (Statement of Requirements) outlines County’s business, operational, functional and technical requirements. Responses to the SOR shall become the Proposer’s technical response, and a component of the Business/Technical Proposal.

Proposers that fail to address the requirements as stated in Appendix B (Statement of Requirements) may be considered non-responsive and will be evaluated accordingly. Failure to use the forms provided in Appendix G (Proposal Response Forms) and Attachment A.2 (System Configuration), may result in disqualification. Altering Appendix B (Statement of Requirements) or Appendix G (Proposal Response Forms) in any way may result in disqualification, if determined by County in its sole discretion.

5.7.7 Proposer’s Staffing Plan (Business/Technical Proposal, Section 4)

In this section, Proposer shall provide a detailed staffing plan including a proposed Project organizational chart that will ensure full compliance with the resultant Agreement’s requirements and the Proposer’s stated methodology for providing Work as stated in Appendix A (Statement of Work and Technical Exhibits). The plan shall be supported by and consistent with the Proposer’s budgeted costs as listing in Appendix F (Schedule of Payments).

A. Qualifications of Staff (Business/Technical Proposal, Section 4.1)

Resumes of all proposed staff noted below shall include, at a minimum, the following:

1. The current position and years with the firm;

2. The academic background, covering all post high school education, including the name of the institution(s) and dates of attendance;

3. The experience background, including the number of years experience, position titles, and functions, while gaining


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experience in the provision of Work to be provided under the Agreement;

4. The copies of diplomas, awarded degrees current certifications or relevant practice licenses of personnel who will manage the Project; and

5. Five (5) relevant client references, including the contact persons’ names and current telephone and facsimile numbers that can verify the proposed staff’s experience. Client references are required for the Contractor's Project Director, the Contractor's Project Manager, and the Contractor Key Personnel, and must cover the timeframes listed in this RFP, including Section 4.0 (Minimum Contractor Qualifications).

Resumes are required for the following:

1. Contractor's Project Director — Proposer shall identify and provide a resume for the Contractor's Project Director who will be responsible for managing the overall DMS Project. The Contractor's Project Director shall work with County in developing the program strategy and various system wide high level project plans. The Contractor's Project Director shall ensure integration of projects and adjust Project scope, timing and budgets, as appropriate, and communicate with County’s program leadership, information technology business leadership and other related County stakeholders to communicate program strategy, direction and changes. The Contractor's Project Director shall meet the minimum mandatory requirements outlined in this RFP, Section 4.0 (Minimum Contractor Qualifications) and Business/Technical Proposal, Section 4.1.1.

2. Contractor's Project Manager — Proposer shall identify and provide a resume for the full-time Contractor's Project Manager. The Contractor's Project Manager shall act as primary liaison with County and be primarily responsible for the Deliverables and providing day-to-day direction to the Project team. The Contractor's Project Manager shall also be responsible for the overall management and coordination of the Agreement. The Contractor's Project Manager shall report to the Contractor's Project Director. The Contractor's Project Manager shall meet the minimum mandatory requirements outlined in this RFP including Section 4.0 (Minimum Contractor Qualifications). The


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proposal shall include a resume describing the proposed Contractor's Project Manager's experience. In the resume, Proposer shall document two of the proposed Contractor’s Project Manager's prior related experiences (Business/Technical Proposal, Section 4.1.2).

3. Key Personnel — Proposer shall provide approximately one-half (1/2) page resumes of the proposed Key Personnel who are part of the core Project team. Proposer shall indicate the Key Personnel Project role(s) and responsibilities (Business/Technical Proposal, Section 4.1.3).

Submission of resumes shall constitute the Proposer’s permission for County to verify all information provided.

B. Training of New Staff and On-going Training for Existing Staff (Business/Technical Proposal, Section 4.2)

Proposer shall describe in detail how it will ensure training of the Contractor’s new staff and provide on-going training for existing staff for the provision of all Work under the Agreement.

C. Work Stoppage (Business/Technical Proposal, Section 4.3)

Proposer shall describe in detail its plan for providing qualified trained personnel in the event Contractor incurs a work stoppage.

5.7.8 Proposer’s Quality Control Plan (Business/Technical Proposal,

Section 5)

In this section, Proposer shall present a comprehensive Quality Control Plan to be utilized to ensure the required Work is provided as specified. The plan shall include an identified monitoring system covering all the Work listed in Appendix A (Statement of Work), and methods for identifying and preventing Deficiencies in the quality of Work. Specifically, the following factors shall be included in the plan:

1. Activities to be monitored to ensure compliance with all Agreement requirements;

2. Monitoring methods to be used;

3. Frequency of monitoring;

4. Samples of forms to be used in monitoring;

5. Title/level and qualifications of personnel performing monitoring functions; and


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6. Plan to file of all monitoring results, including any corrective action taken.


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A. Proposer’s Green Initiatives (Business/Technical Proposal, Section 5.1)

Present a description of proposed plan for complying with the green requirements as described in Task 2 (Analyze System Requirements) of Appendix A (Statement of Work). Describe your company’s current environmental polices and practices and those proposed to be implemented.

5.7.9 Exceptions (Business/Technical Proposal, Section 6)

A. Agreement (Business/Technical Proposal, Section 6.1)

In this section, Proposer shall state any and all exceptions to Appendix C (Sample Agreement). Any and all exceptions must be fully and clearly explained. If an exception is taken, Proposer must identify the specific paragraph by name and number and title, if applicable, provide the reason for the exception, provide proposed replacement language and state the impact, if any, to the Proposer’s price schedule. If there are no exceptions, a statement to that effect must be made.

Notwithstanding the foregoing, Proposer may not take any exceptions to the provisions of Paragraph 1.3 (Definitions) of the Base Agreement of Appendix C (Sample Agreement) and any Exhibits, Attachments or Schedules to such Appendix C (Sample Agreement).

Any Proposer who fails to make timely exceptions, shall be barred from later making such exceptions. County reserves the right to determine if the Proposer’s exceptions are material enough to deem the proposal non-responsive and not subject to evaluation. County additionally reserves the right to make changes to the Agreement and/or any aspect of Appendix A (Statement of Work) and Appendix B (Statement of Requirements), and/or any other Agreement Exhibit at its sole discretion. Proposers are further advised that County may, at its sole determination, disqualify any Proposer with whom County cannot satisfactorily negotiate an Agreement (Business/Technical Proposal, Section 6.1).

5.7.10 Anticipated Risks/Assumptions (Business/Technical Proposal, Section 7)

In this section, Proposer shall identify those areas of the Project, which constitute the highest risks (e.g., System failures, System delays) and discuss the Proposer’s approach to management and mitigation of those risks. Proposer should include assumptions it is making in its proposal


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including assumptions regarding County resources, roles, and responsibilities (Business/Technical Proposal, Section 7).

5.7.11 Subcontractors or Partners (Business/Technical Proposal, Section 8)

If this is not a single Proposer proposal, the transmittal letter shall clearly indicate the other organization(s)/firm(s) involved and the nature of its/their role(s). All applicable information for each proposed subcontractor, as outlined in Sections 5.7.5, Item B (Proposer’s Experience and Background), Item C (Proposer’s Performance History), Item D (Proposer’s Financial Capabilities), Item E (Proposer’s Insurance Requirements), and Item F (Proposer’s Willingness to Provide Other Information) must be provided (Business/Technical Proposal, Section 8).

A statement from all partners/subcontractors indicating their willingness to work with Proposer and the intent to sign a formal agreement between/among the parties shall be submitted with the signature of the person authorized to bind the partnering/subcontracting organization. All County provided partnering/subcontracting agreements will be required to be fully executed before any Agreement award is made. Subcontractors shall agree and adhere to all of the requirements listed in the RFP documents including Appendix C (Sample Agreement).

5.7.12 County Required Forms (Business/Technical Proposal, Section 9)

Section 9 shall be entitled "County Required Forms" and contain the following completed forms, signed/dated where applicable. All required forms are located in Appendix D (County Required Forms).

Exhibit D-1 — Proposer’s Organization Questionnaire/Affidavit

Exhibit D-2 — Prospective Contractor References

Exhibit D-3 — Prospective Contractor List of Contracts

Exhibit D-4 — Prospective Contractor List of Terminated Contracts

Exhibit D-5 — Certification of No Conflict of Interest

Exhibit D-6 — Familiarity of the County Lobbyist Ordinance Certification

Exhibit D-7 — LA County Community Business Enterprise Program-Request for Local SBE Preference Program Consideration

Note: Proposer shall already be certified as a Local SBE prior to proposal submission to be eligible to request the proposal be considered for the Local SBE Preference.


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Exhibit D-8 — Proposer’s Equal Employment Opportunity (EEO) Certification

Exhibit D-9 — Attestation of Willingness to Consider GAIN/GROW Participants

Exhibit D-10 — County of Los Angeles Contractor Employee Jury Service Program Certification Form and Application for Exception

Exhibit D-11 — Proposer Release Form

Exhibit D-12 — Client List and Release Form

Exhibit D-13 — Certification of Independent Price Determination & Acknowledgment of RFP Restrictions

Exhibit D-14 — Charitable Contributions Certification

Exhibit D-15 — Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion – Lower Tiered Covered Transactions (45 C.F.R. Part 76)

Exhibit D-16 — Request for Proposals/Grounds for Rejection

Exhibit D-17 — Proposer’s Nondiscrimination in Services Certification

Exhibit D-18 – Transitional Job Opportunities Preference Application


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5.7.13 Last Page of Proposal (Business/Technical Proposal, Section 10)

The last page of the proposal shall list names of all joint ventures, partners, subcontractors, or others having any right or interest in the Agreement or the proceeds thereof. The page shall include the signature of the person authorized to bind Proposer in an agreement, as shown below:

Respectfully submitted,

Company Name:

Print Name:

Signature:

Date:

Address:

City:

State/Zip Code:

Telephone:

E-mail:

Fax:


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5.8 PRICE PROPOSAL:

In this section, Proposer shall complete and submit Appendix F (Schedule of Payments). NO OTHER FORMS WILL BE ACCEPTED.

The Price Proposal shall contain cost detail and demonstrate that the proposed price is realistically based on reasonable costs specific to the Agreement.

The Price Proposal shall contain the following:

Cover (see Section 5.5 (Proposal Submission))

Title

Table of Contents

Schedule of Payments (Proposal Section 1)

5.8.1 Cover Page

The Price Proposal cover page shall, at a minimum, identify the name and address of Proposer and bear the words, “Price Proposal, Request for Proposal for Data Mining Solution (DMS) for Child Care Fraud Detection RFP # ESD-09-02, Proposal due by Thursday, August 13, 2009, 12:00 noon (Pacific Time).” It shall also identify the proposal as “Original,” or copies as “Copy 1 of 10,” “Copy 2 of 10,” etc., as appropriate.

5.8.2 Schedule of Payments (Price Proposal, Section 1)

Appendix F (Schedule of Payments) shall be completed in its entirety and submitted in this Section. The pricing schedule represents the total Firm Fixed Price. Outlined below are instructions and information pertinent to the completion of the pricing schedule:

A. Pricing Methodology and Terms

Proposer shall submit a Price Proposal that adheres to the requirements in this RFP. County requires a Firm Fixed Price for all Work described in this RFP.

County has endeavored to include in this RFP all known information that County believes to be relevant for pricing purposes. Each Proposer understands and agrees that neither County nor any of its agents, advisors or representatives has made or makes any representation or warranty, express or implied, as to the accuracy or completeness of the information provided in Appendix A (Statement of Work). In addition, each Proposer understands and agrees that neither County nor any of its agents, advisors or representatives shall have any liability whatsoever to Proposers or the Proposers’ representatives relating to or resulting


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from the use of the information provided in Appendix A (Statement of Work), or any errors therein or omissions therefrom.

B. Schedule of Payments

A detailed set of pricing templates (in the form of MS-Excel spreadsheets) is included in Appendix F (Schedule of Payments). The template includes fee summary sheets, as well as individual detailed fee worksheets for all Deliverables listed in the SOW.

Proposers shall provide a Firm Fixed Price that addresses each of the major Work areas of the SOW. Proposers shall utilize the pricing structure specified in Appendix F (Schedule of Payments).

If Proposers are using subcontractor(s), all detailed pricing must be provided. Indicate on the subcontractor’s worksheet the Work that the subcontractor is providing in the resource description and the respective labor rates.

All pricing shall be quoted in U.S. dollars. Any applicable taxes, duties, licensing and leasing fees and other pass-through charges shall be included in the proposal price for the Work. No additional hidden cost(s) will be accepted.

C. Price Quotations

All price quotations shall be firm and irrevocable for twelve (12) months following proposal due date.

The pricing shall be deemed to be all-inclusive of all labor, overhead, travel, equipment, materials, taxes and any other expenses required to provide the Work as specified in this RFP, including Appendix C (Sample Agreement), and Appendix A (Statement of Work). Proposers assume all liability for any omissions.

D. Non-Chargeable Activities

Upon entering into an Agreement, County will not be liable in any manner for any payment or reimbursement for any Work provided, nor for any incidental or administrative expenses whatsoever incurred in or incidental to performance under the resultant Agreement, except as specified in the Agreement itself.


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6. PROPOSAL EVALUATION AND CONTRACTOR

SELECTION:

6.1 EVALUATION OVERVIEW:

County will conduct a comprehensive, fair, and impartial evaluation of proposals received in response to this RFP. County will select the successful Proposer through a formal evaluation process, established prior to the opening and evaluation of proposals, and remaining fixed throughout the procurement cycle. Consideration will be given to capabilities or advantages that are clearly described in the proposals, confirmed by any oral presentations and any site visits, and verified by information from reference sources contacted by County and from any site visits. County reserves the right to contact individuals, entities, or organizations who have had recent contracts or relationships with the Proposer and staff intended for this effort, whether or not they are identified as references, to verify that the Proposer has successfully performed its contractual obligations in other similar efforts.

Proposals shall provide clear and sufficient detail to enable the County Evaluation Committee to evaluate the quality and responsiveness of the proposal to each of the RFP requirements. Proposals will be evaluated first on a Pass/Fail basis. For all proposals which pass the evaluation, a maximum of 10,000 points (7,000 for the Business/Technical Proposal and 3,000 for the Price Proposal) will then be allocated for each such proposal for the evaluation scoring. Price Proposals will be scored separately from the Business/Technical Proposals.

County reserves the sole right to judge the contents and presentation of the proposals submitted and select the successful proposal, if any. Evaluations will be based upon the information provided in the proposals and such other information, as County deems appropriate.

Failure of a Proposer to address or meet the requirements stated in the RFP, as determined by County, may result in disqualification of the proposal or lower points scored, as determined by County.

County will evaluate all properly submitted proposals. County reserves the right to reject any or all of the proposals received or cancel this RFP at any time. County also reserves the right to waive any minor irregularities or immaterial defects in proposals, as determined by County. In the event County waives any minor irregularities or immaterial defects, such waiver shall in no way modify any of the RFP requirements or excuse the Proposer from compliance with the RFP specifications, including the Sample Agreement terms, or other contract requirements if the Proposer is awarded the resultant Agreement.

All proposals submitted shall become the exclusive property of County and a matter of public record, as further described in Section 3.10 (Disclosure of


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Contents of Proposals).

6.2 EVALUATION COMMITTEE:

The sole objective of the County Evaluation Committee shall be to recommend to the Board of Supervisors the Proposer whose proposal is most advantageous and provides the best value to County. The Evaluation Committee will be responsible for evaluating the Business/Technical Proposals and Price Proposals, including the final scoring of all proposals, resolving compliance issues and preparing the final report which recommends a Proposer for selection.

In order to bring the appropriate level of proficiency to the selection process, County may utilize the services of appropriate experts to assist in the evaluation process, including assisting in the evaluation of whether a proposal is realistic and practical. County, in its sole discretion, may alter the composition of the Evaluation Committee at any time.

6.3 EVALUATION CRITERIA AND WEIGHTING FACTORS:Evaluation of proposals will be based on a combination of proposal price and management and technical factors, including soundness of the proposed technical approach and solution, management approach and Proposer qualifications. The evaluation criteria and corresponding weighting factors that will be used to evaluate the proposals in Evaluation Phases 2 and 3 shall include the following items:

Evaluation Criteria CategoryMaximum

PointsWeight

Business/Technical Proposal (70%)

Firm Experience 2,000 20%

SOW/SOR 4,000 40%

Oral Presentation 1,000 10%

Price Proposal (30%) 3,000 30%

TOTAL 10,000 100%

6.4 EVALUATION PHASES:

The evaluation will be conducted in three (3) phases ("Evaluation Phase(s)"):

Evaluation Phase 1 – Proposal Screening (Pass/Fail)

Evaluation Phase 2 – Evaluation of Business/Technical Proposals

Evaluation Phase 3 – Evaluation of Price Proposals


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6.4.1 Evaluation Phase 1 – Proposal Screening (Pass/Fail).

Proposals will first be screened to determine compliance with all proposal submission and other requirements, including timeliness, signatures, required format and content, completion of all required forms and other RFP requirements, as specified in Section 5.0 (Proposal Submission). As part of this Evaluation Phase 1, proposals shall be evaluated to determine compliance with the Minimum Contractor Qualifications as set forth in Section 4.0 (Minimum Contractor Qualifications). The determination to disqualify a proposal in Evaluation Phase 1 shall be on a Pass/Fail basis, as determined by County. Disqualified proposals will not be further evaluated.

6.4.2 Evaluation Phase 2 – Evaluation of Business/Technical Proposals.

Proposals remaining after Evaluation Phase 1 (Proposal Screening (Pass/Fail)) will be evaluated based on the evaluation criteria and corresponding weighting factors listed in Section 6.3 (Evaluation Criteria and Weighting Factors).

The Business/Technical Proposal will be evaluated for its quality and evidence to which the Proposer’s solution will meet County’s requirements, as specified in Section 5.7 (Business/Technical Proposal).

Each Proposer will be required to make one (1) or more oral presentation(s) to County, as requested by County. County will notify each Proposer in writing as to the date, time, location and standardized guidelines for content and format of the oral presentation(s), including any proposed Contractor Key Staff that will be required to attend. As part of an oral presentation, County may request clarifications from the Proposer regarding any portion of its proposal. County will determine if site visits are necessary. If County elects to conduct site visits, each Proposer shall be required to provide the names and addresses of one or more customers. Site visit arrangements will be made by County directly with the agency hosting the site visit, independent of the Proposer. County may elect to conduct a site visit at any agency provided as a reference by the Proposer, at any agency listed as a current or past customer in its proposal or at any agency otherwise known to County.

County may request one (1) or more written clarification(s) of the Business/Technical Proposal at any time during this Evaluation Phase 2. Each Proposer shall submit such a written clarification of the County specified portions of its Business/Technical Proposal within a County specified time period and in compliance with all County instructions as set forth in the request, including regarding content and format. Proposer understands and agrees that any such clarification shall be limited to clarifying the County specified portions of its Business/Technical Proposal, shall comply with all County instructions as set forth in the


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request, and shall be considered part of the proposal for all purposes, including proposal evaluation. If Proposer fails to submit such a clarification within the County specified time period, the Business/Technical Proposal shall stand as written for all purposes, including proposal evaluation.

The maximum points available for each evaluation criteria category of Business/Technical Proposal are shown in Section 6.3 (Evaluation Criteria and Weighting Factors). The Proposer with the highest raw score will receive the maximum points.

The following paragraphs summarize some of the proposal response requirements as stated in Section 5.7 (Business/Technical Proposal), describing generally the factors within the Business/Technical Proposal and the maximum points available for each evaluation criteria category.

6.4.2.1 Business/Technical Proposal (7,000 Points or 70%).

Point awards will be based on review and assessment of information provided by the Proposer in accordance with Section 5.7.6 (Business/Technical Proposal (Proposal Section 3)).

The Proposer with the highest raw score for the Business/Technical Proposal evaluation criteria category will receive the maximum points available for such evaluation criteria category. The raw score of the Business/Technical Proposal evaluation criteria category of each of the other Proposers will be normalized by awarding a percentage of the seven thousand (7,000) maximum points available for such evaluation criteria category, as follows:

Y = (N/X) x 7,000

Where:

N = Business/Technical Proposal evaluation criteria category raw score for Proposer "n"

X = Highest Business/Technical Proposal evaluation criteria category raw score of all qualified Proposers

Y = Business/Technical Proposal evaluation criteria category normalized score for Proposer "n"

6.4.3 Evaluation Phase 3 – Evaluation of Price Proposals (3,000 Points or 30%).

In this Evaluation Phase 3, all Price Proposals will be opened and evaluated based upon the Proposer’s prices to satisfy and comply with all of the requirements of the RFP. All price details and the total price must


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be included in the proposal. The Proposer is required to complete the Pricing Schedule Forms in Appendix F (Schedule of Payments), as described in Section 5.8 (Price Proposal). If a Price Proposal does not meet all the mandatory form and content requirements, the entire proposal may be eliminated from further consideration, as determined by County.

No deviations, qualifications or counter offers will be accepted in the Price Proposal. County reserves the right to review the price details for reasonableness and reject any proposal where the price detail shows significant and unsupported deviation from normal expectations, as determined by County.

County may request one (1) or more written clarification(s) of the Price Proposal at any time during this Evaluation Phase 3. Each Proposer shall submit such a written clarification of the applicable portions of its Price Proposal within a County-specified time period and in compliance with all County instructions as set forth in the request, including regarding content and format. Proposer understands and agrees that any such clarification shall be limited to clarifying the County-specified portions of its Price Proposal, shall comply with all County instructions as set forth in the request and shall be considered part of the proposal for all purposes, including proposal evaluation. If Proposer fails to submit such a clarification within the County-specified time period, the Price Proposal shall stand as written for all purposes, including proposal evaluation.

Should one or more of the Proposers request and be granted Local Small Business Enterprise (Local SBE) Preference, the total price for such Proposer(s) will be determined as follows:

Five percent (5%) of the lowest total price proposed will be calculated, which shall not exceed Fifty Thousand Dollars ($50,000), and that amount will be deducted from the total price submitted by each of the Local SBE Proposers who requested and were granted the Local SBE Preference.

The Price Proposals will be scored based on the lowest total price (i.e., Grand Total DMS Agreement Price (Total Maximum Contract Sum for Initial Term and Total Maximum Contract Sum for Any Extended Term) as stated in Schedule A (Price Summary) of Appendix F (Schedule of Payments)). A maximum of three hundred (300) points is available for the Price Proposal. The Proposer with the lowest total price will receive three thousand (3,000) score points. The Price Proposal of each of the other Proposers will receive a normalized score by awarding a percentage of the three thousand (3,000) score points as follows:

Y = (C/N) x 3,000

Where:

C = Lowest total price of all Proposers in Evaluation Phase 3


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N = Total price for Proposer n

Y = Price Proposal normalized score for Proposer n

The normalized points for each Proposer’s Business/Technical Proposal, and Price Proposal will then be combined for a composite score and then all proposals will be ranked in numerical order from high to low composite score.

6.5 CONTRACTOR SELECTION:

The Proposer receiving the highest composite score at the end of Evaluation Phase 3 (Evaluation of Price Proposals) may be selected as the successful Proposer. However, County may select the next highest ranking Proposer if, as determined by County, County discovers problems with the highest ranking Proposer (e.g., insolvency, contract default, state or county debarment, any business practice or false, misleading or unrealistic information or pricing submitted in response to this RFP). Those Proposers not selected will be so notified.

Upon selection of a successful Proposer, in accordance with the provisions of this RFP, a recommendation to commence contract negotiations with the selected Proposer may be made by the Evaluation Committee. County will enter into and complete contract negotiations with the selected Proposer. Appendix C (Sample Agreement) will serve as the foundation for contract negotiations.

6.6 CONTRACT NEGOTIATIONS:

After a prospective Contractor is recommended by the Evaluation Committee and accepted by the County, the County and prospective Contractor shall commence negotiating a contract for submission to the Board for its consideration and possible approval. If a satisfactory contract cannot be negotiated, as determined by County, County may begin contract negotiations with the next highest ranked Proposer, as determined by County.

Also, if, as determined by County, County discovers problems with the Proposer with which County is negotiating (e.g., insolvency, contract default, state or county debarment, any business practice, or false, misleading, or unrealistic information or pricing submitted in response to this solicitation), then County may begin negotiations with the next highest ranked Proposer.

County reserves the right to enter into simultaneous negotiations with more than one Proposer, as determined by County. County also reserves the right to terminate simultaneous negotiations with any Proposer with whom it is negotiating, at any time, as determined by County.

Negotiations will be held at a site to be determined by County.

A Proposer must be able to commence negotiations within three (3) working days of notification by County.


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6.7 FINAL CONTRACT AWARD BY BOARD OF SUPERVISORS:After a prospective Contractor has been selected and an Agreement has been successfully negotiated, County will submit the Agreement to County's Board of Supervisors for its consideration for approval. The Board is the ultimate decision making body and makes the final determinations necessary to arrive at a decision to award, or not award, a contract.


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public social services department / rfp body

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