**IMPORTANT NOTICE**
ONLINE BIDDING PROCESS
§ Bid pricing must be submitted online through Alameda County Strategic Sourcing Supplier Portal.
§ The following pages require signatures and must be scanned and uploaded to Alameda County Strategic Sourcing Supplier Portal:
1. Exhibit A – Bid Response Packet, Bidder Information and Acceptance page
a. Must be signed by Bidder
2. Exhibit A – Bid Response Packet, SLEB Partnering Information Sheet
a. Must be signed by Bidder
b. Must be signed by SLEB Partner if subcontracting to a SLEB
Please read EXHIBIT A – Bid Response Packet carefully, INCOMPLETE BIDS WILL BE REJECTED. Alameda County will not accept submissions or documentation after the bid response due date. Successful uploading of a document does not equal acceptance of the document by Alameda County.
COUNTY OF ALAMEDA
REQUEST FOR PROPOSAL No. 901346
for
Alternative Dispute Resolution Program
For complete information regarding this project, see RFP posted at http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp or contact the County representative listed below. Thank you for your interest!Contact Person: Patrick Ng, Procurement & Contracts Specialist
Phone Number: (510) 208-9608
E-mail Address:
RESPONSE DUE
by
2:00 p.m.
on
March 31, 2015
through
Alameda County, GSA–Procurement & Support Services
Strategic Sourcing Supplier Portal
https://ezsourcing.acgov.org/psp/SS/SUPPLIER/ERP/h/?tab=DEFAULT
Alameda County is committed to reducing environmental impacts across our entire supply chain.
If printing this document, please print only what you need, print double-sided, and use recycled-content paper.
COUNTY OF ALAMEDA
REQUEST FOR PROPOSAL No. 901346
SPECIFICATIONS, TERMS & CONDITIONS
for
Alternative Dispute Resolution Program
TABLE OF CONTENTS
Page
I. STATEMENT OF WORK 4
A. INTENT 4
B. SCOPE 4
C. BACKGROUND 4
D. BIDDER QUALIFICATIONS 5
E. SPECIFIC REQUIREMENTS 6
F. DELIVERABLES / REPORTS 8
II. CALENDAR OF EVENTS 10
G. NETWORKING / BIDDERS CONFERENCES 10
III. COUNTY PROCEDURES, TERMS, AND CONDITIONS 11
H. EVALUATION CRITERIA / SELECTION COMMITTEE 11
I. CONTRACT EVALUATION AND ASSESSMENT 16
J. NOTICE OF RECOMMENDATION TO AWARD 16
K. TERM / TERMINATION / RENEWAL 17
L. AWARD 18
M. METHOD OF ORDERING 19
N. INVOICING 19
O. ACCOUNT MANAGER / SUPPORT STAFF 20
IV. INSTRUCTIONS TO BIDDERS 20
P. COUNTY CONTACTS 20
Q. SUBMITTAL OF BIDS 21
R. RESPONSE FORMAT 23
ATTACHMENTS
EXHIBIT A - BID RESPONSE PACKET
EXHIBIT B - INSURANCE REQUIREMENTS
EXHIBIT C - VENDOR BID LIST
Specifications, Terms & Conditions
for Alternative Dispute Resolution Program
I. STATEMENT OF WORK
A. INTENT
It is the intent of these specifications, terms and conditions to describe alternate dispute resolution programs to be provided by qualified private or public non-profit organizations to residents of Alameda County as defined by the Dispute Resolution Programs Act of 1986 (hereafter referred to as “Act”), California Business and Professions Code (B&PC) beginning with Section 465, and California Code of Regulations, Title 16, Chapter 36, beginning with Section 3600 (“Regulations”).
The County intends to award a three-year contract with option to renew for two one-year extensions to the bidders selected as the most responsible bidders who will be able to meet all the requirements of Alameda County in this Request for Proposal (RFP).
B. SCOPE
It is the intent of this RFP process to identify a sufficient number of experienced alternative dispute resolution program providers to equitably serve a diverse population throughout the County. The funds supporting this program will be distributed on a proportional basis across the County to ensure the greatest possible public access to these services.
Successful bidders shall provide alternative dispute resolution programs (primarily conciliation and mediation) to all Alameda County residents. Bidders shall assist people in resolving problems informally and shall function as an alternative to more formal court proceedings.
C. BACKGROUND
The Act and its Regulations provide for the establishment, operation and funding of local informal dispute resolution programs. The goal of the Act is the creation and maintenance of a statewide system of locally funded alternative dispute resolution programs. To achieve more effective and efficient dispute resolution in a complex society, greater use of alternatives to the courts such as mediation, conciliation, and arbitration should be encouraged. These alternatives, among other things, can assist in the resolution of disputes between neighbors, consumer-merchant disputes, and other kinds of disputes in which the parties have continuing relationships. A non-coercive dispute resolution forum in the community can also provide a valuable prevention and early intervention problem-solving resource to the community. Programs funded will be operated under the provisions of the Act and its Regulations.
In August 1987, the Alameda County Board of Supervisors approved the County's participation in the Alternative Dispute Resolution Program and authorized an increase in court filing fees as provided for in the Act. Subsequently, proposals have been accepted and funded for each fiscal year since July 1, 1988.
D. BIDDER QUALIFICATIONS
1. BIDDER Minimum Qualifications
a. Bidder must be an Alameda County based entity;
b. Bidder shall be a non-partisan and nonprofit corporation; or
c. Bidder shall be a distinct, definitive component or project of a nonpartisan, nonprofit organization with a separate, distinct and identifiable annual operating budget;
d. Bidder must provide a separate and identifiable annual budget primarily for the provisioning of alternative dispute resolution programs;
e. Bidder shall be regularly and continuously engaged in administering and operating dispute resolution programs for at least 2 years. Bidder shall provide references for the verification of the required experiences in the submittal of the bid;
f. Bidder shall be able to provide alternative dispute resolution programs for all Alameda County residents in the County; and
g. Bidder shall provide the required evidence in the submittal of bids for the verification of a nonpartisan, nonprofit corporation or component:
(1) Is exempt from federal taxation under Internal Revenue Code Section 501(c)(3); or
(2) Has an application for section 501(c)(3) status currently pending before the Internal Revenue Service.
E. SPECIFIC REQUIREMENTS
1. Contractors shall provide the description of Alternative Dispute Resolution Program activities to be provided and the intended accomplishments of the activities.
2. Contractors must demonstrate a history in providing dispute resolution programs for the appropriate organizational qualifications and overview. Contractors shall also provide a record of successful promotion of the program and a successful case in providing dispute resolution programs through mediation, conciliation and facilitation.
3. Contractors shall make sure their programs meet the following Alameda County priorities for funding:
a. Programs must demonstrate or encourage collaboration among organizations and agencies and creativity in developing new programs that will fill gaps in the County's dispute resolution programs in the underserved communities.
b. Programs must encourage more extensive use and better coordination of dispute resolution programs in the County and the integration of dispute resolution techniques into existing processes within the courts, cities, County agencies, schools, and other institutions throughout the County.
c. Programs must demonstrate the ability to effectively publicize, encourage and educate the public as to the availability, desirability and use of alternatives to formal court procedures.
d. Programs must demonstrate an ability to obtain the cooperation, support and active use of their program by County agencies, local courts, justice and judicial agencies within the community to be served. Development of a collaborative process for direct referrals from these agencies is encouraged.
4. Contractors must meet the following specific requirements in providing Alternative Dispute Resolution Programs:
a. Contractors shall provide flexible, personal and less formal forums than court proceedings to resolve disputes. The disputes include, but are not limited to, disputes between neighbors and other primarily non-business types, and disputes between individuals and businesses or regulating agencies. The disputes handled are from or between various types of entities and cover many subject areas, a number of which are/were headed to small claims court or higher.
b. Contractors shall target specific populations or types of dispute (e.g., neighborhood conflict, human relations, consumer issues, juvenile issues, landlord/tenant disputes, etc.). Contractors shall reach out to the target geographic area within Alameda County through strategies that include advertising and education.
c. Contractors shall provide program services in the languages spoken by disputants.
d. Contractors shall provide staff who are culturally competent in conducting the programs in culturally diverse communities. Contractors shall also have a plan that meets regulatory standards for recruiting and training of staff and volunteers.
e. Contractors shall promptly respond to requests for the program and any inquiries received. Contractors shall have a sufficient pool of trained staff to support the demands for the program.
f. Contractors shall provide client follow-up to disputants for their unresolved disputes for a specified period of time.
g. Contractors shall have clear definitions of intake, service delivery, feedback, and follow-up components.
h. Contractors shall have methods for self-monitoring and evaluation.
i. Contractors shall provide key funding sources to the program and shall also make sure to further organizational goals.
j. Contractors shall make sure their programs have a presence on the internet, including e-mail capability and electronic links with other organizations.
k. Contractors shall make sure their programs will have impact on and elicit participation and support of the community.
5. Contractors shall have their appropriate proposed budgets to satisfy the primary purpose requirement of section 407.2(g) of the Act, a minimum of 51% of the contractor’s estimated budget for the contract period shall be encumbered/ expended in providing alternative dispute resolution programs, as defined in Section 3602 of the California Code of Regulations.
The County's share of the funding pursuant to this chapter shall not exceed 50 percent of the approved estimated cost of the program. (B&PC 470.2).
F. DELIVERABLES / REPORTS
1. Bidders should provide required monthly statistical reports to the County. The reports will include, but are not limited to:
a. Referrals:
(1) Number of referrals
(2) From where referred
(3) Dispositions of such referrals
b. Number of calls/inquiries for services and their disposition
c. Mediations:
(1) Number of mediations
(a) # of free mediations provided
(b) # of fee-based mediations provided
(2) General topic area
(3) City of participants
(4) Duration range (less than 3 hours, 3 to 6 hours, more than 6 hours)
(5) Average duration
(6) Disposition
d. Conciliations:
(1) Number of conciliations
(2) General topic area
(3) City of participants
(4) Duration range (less than 3 hours, 3 to 6 hours, more than 6 hours)
(5) Average duration
(6) Disposition
e. Volunteers:
(1) Number of volunteers
(2) Cities of residence
(3) Hours of training (less than 25 hours, etc.)
f. Training Events:
(1) Number of training events offered by vendor
(2) Attendance
g. Number of consumer feedback forms returned
II. CALENDAR OF EVENTS
EVENT / DATE/LOCATIONRequest Issued / Friday, February 13, 2015
Written Questions Due / by 5:00 p.m. on Wednesday, March 4, 2015
Networking/Bidders Conference #1
(Online conference option enabled for remote participation) / Tuesday, March 3, 2015@ 10:00 a.m. / at: Lakeside Plaza, Building 1401 Lakeside Dr., Room Rm 1107, 11th Floor, Oakland, CA, 94612
OR remotely @ http://gsaalamedacounty.adobeconnect.com/admin/show-event-catalog
Networking/Bidders Conference #2 / Wednesday, March 4, 2015@ 1:00 p.m. / at: Castro Valley Library Conference Room
3600 Norbridge Ave,
Castro Valley, CA 94546
Addendum Issued / Monday, March 16, 2015
Response Due / Tuesday, March 31, 2015 by 2:00 p.m.
Evaluation Period / April 6 – 10, 2015
Vendor Interviews / April 20 – 30, 2015
Board Letter Recommending Award Issued / May 15, 2015
Board Consideration Award Date / May 18, 2015
Contract Start Date / June 30, 2015
Note: Award and start dates are approximate.
G. NETWORKING / BIDDERS CONFERENCES
1. The bidders conference held on Tuesday, March 3, 2015 will have an online conference option enabled for remote participation. Bidders can opt to participate via a computer with a stable internet connection (the recommended Bandwidth is 512Kbps) at http://gsaalamedacounty.adobeconnect.com/admin/show-event-catalog. In order to get the best experience, the County recommends that bidders who participate remotely use equipment with audio output such as speakers, headsets, or a telephone. Bidders may also attend this conference in person.
2. Networking/bidders conferences will be held to
a. Provide an opportunity for Small Local Emerging Businesses (SLEBs) and large firms to network and develop subcontracting relationships in order to participate in the contract(s) that may result from this RFP.
b. Provide an opportunity for bidders to ask specific questions about the project and request RFP clarification.
c. Provide the County with an opportunity to receive feedback regarding the project and RFP.
3. All questions will be addressed, and the list of attendees will be included, in an RFP Addendum following the networking/bidders conference(s).
4. Potential bidders are strongly encouraged to attend networking/bidders conference(s) in order to further facilitate subcontracting relationships. Vendors who attend a networking/bidders conference will be added to the Vendor Bid List. Failure to participate in a networking/bidders conference will in no way relieve the Contractor from furnishing goods and/or services required in accordance with these specifications, terms and conditions. Attendance at a networking/bidders conference is highly recommended but is not mandatory.
III. COUNTY PROCEDURES, TERMS, AND CONDITIONS
H. EVALUATION CRITERIA / SELECTION COMMITTEE
All proposals that pass the initial Evaluation Criteria which are determined on a pass/fail basis (Completeness of Response, Financial Stability, and Debarment and Suspension) will be evaluated by a County Selection Committee (CSC). The County Selection Committee may be composed of County staff and other parties that may have expertise or experience in Alternative Dispute Resolution Program. The CSC will score and recommend a Contractor in accordance with the evaluation criteria set forth in this RFP. Other than the initial pass/fail Evaluation Criteria, the evaluation of the proposals shall be within the sole judgment and discretion of the CSC.
All contact during the evaluation phase shall be through the GSA–Procurement & Support Services department only. Bidders shall neither contact nor lobby evaluators during the evaluation process. Attempts by Bidder to contact and/or influence members of the CSC may result in disqualification of Bidder.