County of Alameda, General Services Agency Purchasing s1

County of Alameda, General Services Agency – Purchasing

RFP No. 900977, Addendum No. 2

COUNTY OF ALAMEDA

ADDENDUM No. 5

to

RFP No. 901004

for

Behavioral Health Management Information System

This County of Alameda, General Services Agency (GSA), RFP Addendum has been electronically issued to potential bidders via e-mail. E-mail addresses used are those in the County’s Small Local Emerging Business (SLEB) Vendor Database or from other sources. If you have registered or are certified as a SLEB, please ensure that the complete and accurate e-mail address is noted and kept updated in the SLEB Vendor Database. This RFP/Q Addendum will also be posted on the GSA Contracting Opportunities website located at http://www.acgov.org/gsa/purchasing/bid_content/ContractOpportunities.jsp.

THIS ADDENDUM IS BEING ISSUED TO SOLICIT NEW PROPOSALS FOR RFP NO. 901004 BEHAVIORAL HEALTH MANAGEMENT INFORMATION SYSTEM.

The County received no complete bids on the original due date for this RFP. This addendum contains a revised bid due date, bid form, and simplified instructions for bidders. All bidders are to submit a complete new proposal. The RFP and addenda have been posted to the County website. A revised calendar of events has been provided below:

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.

EVENT / DATE/LOCATION
Request Issued / February 27, 2013
Written Questions Due / Complete
Networking/Bidders Conference #1 / Complete / at: N/A
Networking/Bidders Conference #2 / Complete / at: N/A
Addendum 5 Issued / July 24, 2013
Response Due / August 8, 2013
Evaluation Period / August 8, 2013 – September 13, 2013
Vendor Interviews / September 9 - 15, 2013
Board Letter Issued / October 8, 2013
Board Award Date / October 15, 2013
Contract Start Date / October 16, 2013

RFP No. 901004, Addendum No. 5

Page 2

EXHIBIT A (REVISED 7/24/2013)

Bid Response Packet

RFP No. 901004 – Behavioral Health Management Information System

To: The County of Alameda

From:

(Official Name of Bidder)

§  AS DESCRIBED IN THE SUBMITTAL OF BIDS SECTION OF THIS RFP, BIDDERS ARE TO SUBMIT ONE (1) ORIGINAL HARDCOPY BID (EXHIBIT A – BID RESPONSE PACKET), INCLUDING ADDITIONAL REQUIRED DOCUMENTATION), WITH ORIGINAL INK SIGNATURES, PLUS SIX (6) COPIES AND ONE (1) ELECTRONIC COPY OF THE BID IN PDF (with OCR preferred)

§  BIDDERS SHALL NOT MODIFY THIS BID RESPONSE PACKET IN ANY WAY OR QUALIFY THEIR BIDS

§  BIDDERS SHALL NOT SUBMIT TO THE COUNTY A SCANNED, RE-TYPED, WORD-PROCESSED, OR OTHERWISE RECREATED VERSION OF EXHIBIT A – BID RESPONSE PACKET OR ANY OTHER COUNTY-PROVIDED DOCUMENT

§  ALL PRICES AND NOTATIONS MUST BE PRINTED IN INK OR TYPEWRITTEN; NO ERASURES ARE PERMITTED; ERRORS MAY BE CROSSED OUT AND CORRECTIONS PRINTED IN INK OR TYPEWRITTEN ADJACENT, AND MUST BE INITIALED IN INK BY PERSON SIGNING BID

§  BIDDER MUST QUOTE PRICE(S) AS SPECIFIED IN RFP

§  BID RESPONSE PACKET (EXHIBIT A) MUST BE SUBMITTED IN TOTAL WITH ALL REQUIRED DOCUMENTS ATTACHED THERETO; ALL INFORMATION REQUESTED MUST BE SUPPLIED

§  BIDDERS THAT DO NOT COMPLY WITH THE REQUIREMENTS, AND/OR SUBMIT INCOMPLETE BID PACKAGES, SHALL BE SUBJECT TO DISQUALIFICATION AND THEIR BIDS REJECTED IN TOTAL

§  IF BIDDERS ARE MAKING ANY CLARIFICATIONS AND/OR AMENDMENTS, OR TAKING EXCEPTION TO POLICIES OR SPECIFICATIONS OF THIS RFP, INCLUDING THOSE TO THE COUNTY SLEB POLICY, THESE MUST BE SUBMITTED IN THE EXCEPTIONS, CLARIFICATIONS, AMENDMENTS SECTION OF THIS EXHIBIT A – BID RESPONSE PACKET IN ORDER FOR THE BID RESPONSE TO BE CONSIDERED COMPLETE

BIDDER INFORMATION AND ACCEPTANCE

1.  The undersigned declares that the Bid Documents, including, without limitation, the RFP, Addenda, and Exhibits have been read.

2.  The undersigned is authorized, offers, and agrees to furnish the articles and/or services specified in accordance with the Specifications, Terms & Conditions of the Bid Documents of RFP No. 901004 – Behavioral Health Management Information.

3.  The undersigned has reviewed the Bid Documents and fully understands the requirements in this Bid including, but not limited to, the requirements under the County Provisions, and that each Bidder who is awarded a contract shall be, in fact, a prime contractor, not a subcontractor, to County, and agrees that its Bid, if accepted by County, will be the basis for the Bidder to enter into a contract with County in accordance with the intent of the Bid Documents.

4.  The undersigned acknowledges receipt and acceptance of all addenda.

5.  The undersigned agrees to the following terms, conditions, certifications, and requirements found on the County’s website:

§  Bid Protests / Appeals Process [http://www.acgov.org/gsa/departments/purchasing/policy/bidappeal.htm]

§  Debarment / Suspension Policy

[http://www.acgov.org/gsa/departments/purchasing/policy/debar.htm]

§  Iran Contracting Act (ICA) of 2010

[http://www.acgov.org/gsa/departments/purchasing/policy/ica.htm]

§  General Environmental Requirements

[http://www.acgov.org/gsa/departments/purchasing/policy/environ.htm]

§  Small Local Emerging Business Program

[http://acgov.org/auditor/sleb/overview.htm]

§  First Source

[http://acgov.org/auditor/sleb/sourceprogram.htm]

§  Online Contract Compliance System

[http://acgov.org/auditor/sleb/elation.htm]

§  General Requirements

[http://www.acgov.org/gsa/departments/purchasing/policy/genreqs.htm]

§  Proprietary and Confidential Information

[http://www.acgov.org/gsa/departments/purchasing/policy/proprietary.htm]

6.  The undersigned acknowledges that Bidder will be in good standing in the State of California, with all the necessary licenses, permits, certifications, approvals, and authorizations necessary to perform all obligations in connection with this RFP and associated Bid Documents.

7.  It is the responsibility of each bidder to be familiar with all of the specifications, terms and conditions and, if applicable, the site condition. By the submission of a Bid, the Bidder certifies that if awarded a contract they will make no claim against the County based upon ignorance of conditions or misunderstanding of the specifications.

8.  Patent indemnity: Vendors who do business with the County shall hold the County of Alameda, its officers, agents and employees, harmless from liability of an nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or unpatented invention, article or appliance furnished or used in connection with the contract or purchase order.

9.  Insurance certificates are not required at the time of submission. However, by signing Exhibit A – Bid Response Packet, the contractor agrees to meet the minimum insurance requirements stated in the RFP. This documentation must be provided to the County, prior to award, and shall include an insurance certificate and additional insured certificate, naming the County of Alameda, which meets the minimum insurance requirements, as stated in the RFP.

10.  The undersigned acknowledges ONE of the following (please check only one box):

Bidder is not local to Alameda County and is ineligible for any bid preference; or

Bidder is a certified SLEB and is requesting 10% bid preference (Bidder must check the first box in SLEB PARTNERING INFORMATION SHEET and provide its SLEB Certification Number); or

Bidder is LOCAL to Alameda County and is requesting 5% bid preference, and has attached the following documentation to this Exhibit:

§  Copy of a verifiable business license, issued by the County of Alameda or a City within the County; and

§  Proof of six (6) months business residency, identifying the name of the vendor and the local address. Utility bills, deed of trusts or lease agreements, etc., are acceptable verification documents to prove residency.

Official Name of Bidder:

Street Address Line 1:

Street Address Line 2:

City: State: Zip Code:

Webpage:

Type of Entity / Organizational Structure (check one):

Corporation Joint Venture

Limited Liability Partnership Partnership

Limited Liability Corporation Non-Profit / Church

Other:

Jurisdiction of Organization Structure:

Date of Organization Structure:

Federal Tax Identification Number:

Primary Contact Information:

Name / Title:

Telephone Number: Fax Number:

E-mail Address:

SIGNATURE:

Name and Title of Signer:

Dated this day of 20

Exhibit A – RFP No. 901004, Addendum No. 5

Page 6

BID FORM(S)

Cost shall be submitted on Exhibit B as is. No alterations or changes of any kind are permitted. Bid responses that do not comply will be subject to rejection in total. The cost quoted below shall include all taxes and all other charges, including travel expenses, and is the cost the County will pay for the three-year term of any contract that is a result of this bid.

Quantities listed herein are annual estimates based on past usage and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.

Bidder hereby certifies to County that all representations, certifications, and statements made by Bidder, as set forth in this Bid Form and attachments are true and correct and are made under penalty of perjury pursuant to the laws of California.

/ Year 1 / Year 2 / Year 3 /
DESCRIPTION / (A) Unit of Measure / (B) Quantity / (C) Unit Cost / (D) Extended Cost / (E)
Unit Cost / (F) Extended Cost / (G)
Unit Cost / (H) Extended Cost / Total Cost D+F+H /
SOFTWARE
Software shall include support for the following:
Practice Management / Each / 1 / $ / $ / $
Electronic Clinical Records / Each / 1 / $ / $ / $
Call Management, / Each / 1 / $ / $ / $
Managed care / Each / 1 / $ / $ / $
Eligibility Verification / Each / 1 / $ / $ / $
Claims Processing / Each / 1 / $ / $ / $
Coordination of Benefits (COB)/Third Party Liability (TPL) / Each / 1 / $ / $ / $
Financial Reporting, / Each / 1 / $ / $ / $
Electronic Prescriptions / Each / 1 / $ / $ / $
Data Warehouse / Each / 1 / $ / $ / $
Security / Each / 1 / $ / $ / $
Report Writing / Each / 1 / $ / $ / $
Subtotal / $
HARDWARE - As Required to Implement Software: Additional Hardware can be listed on a separate page.
Each / 1 / $ / $ / $
Each / 1 / $ / $ / $
Each / 1 / $ / $ / $
Each / 1 / $ / $ / $
Each / 1 / $ / $ / $
Each / 1 / $ / $ / $
Each / 1 / $ / $ / $
Each / 1 / $ / $ / $
Each / 1 / $ / $ / $
Subtotal
IMPLEMENTATION SETUP
Implementation Consulting / Per Hour / 1040 / $ / $ / $
Software Setup / Installation / Per Hour / 2080 / $ / $ / $
Project Management / Per Hour / 2080 / $ / $ / $
Integration with Current System / Per Hour / 2080 / $ / $ / $
Testing / Per Hour / 160 / $ / $ / $
Training / Per Hour / 1040 / $ / $ / $
Subtotal
Other Services
Licensing / Yearly / 1 / $ / $ / $ / $ / $
Technical Support / Per Hour / 1040 / $ / $ / $ / $ / $ / $
Extended Warranty / Yearly / 1 / $ / $ / $ / $ / $ / $
Total Cost of Additional Hardware from Bid Form, Page 7
Tax / $
TOTAL 3 YEAR COST: / $

Exhibit A – RFP No. 901004, Addendum No. 5

Page 6

BID FORM(S)

COUNTY OF ALAMEDA

RFP No.901004

Additional Hardware

Hardware / Unit of Measure / Quantity / Unit Cost / Extended Cost
Each / 1 / $ / $
Each / 1 / $ / $
Each / 1 / $ / $
Each / 1 / $ / $
Each / 1 / $ / $
Each / 1 / $ / $
Each / 1 / $ / $
Each / 1 / $ / $
Each / 1 / $ / $
Each / 1 / $ / $
Each / 1 / $ / $
Total Cost for Additional Hardware: / $

Bidder agrees that the price(s) quoted are firm during the term of any contract awarded

BID FORM(S) (Revised 7/24/2013)

COST SHALL BE SUBMITTED ON EXHIBIT A AS IS. NO ALTERATIONS OR CHANGES OF ANY KIND ARE PERMITTED. Bid responses that do not comply will be subject to rejection in total. The cost quoted below shall include all taxes and all other charges, including travel expenses, and is the cost the County will pay for the three-year term of any contract that is a result of this bid.

Quantities listed herein are annual estimates based on past usage and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.

Bidder hereby certifies to County that all representations, certifications, and statements made by Bidder, as set forth in this Bid Form and attachments are true and correct and are made under penalty of perjury pursuant to the laws of California.

Bidders are to state the total cost on the bid form below. Pages 9 through 10 of Exhibit A have been provided for bidders to provide an itemized breakdown of the total price for each component. Total cost on pages 9 through 10 should be transferred to the total cost column for each category on page 8. Bid cost will be evaluated on the basis of the table below:

Description / (A)
Unit of Measure / (B)
Quantity / (C)
Total Cost
A. Total Software Cost Including Support for the Following Components:
Practice Management, Electronic Clinical Records, Call Management, Managed Care, Eligibility Verification, Claims Processing, Coordination of Benefits (COB)/Third Party Liability (TPL), Financial Reporting, Electronic Prescriptions, Data Warehouse, Security, Report Writing / Lot / 1
B. Total Cost of Implementation, Including the Following:
Implementation Consulting, Software Setup / Installation, Project Management, Integration with Current System, Testing, Training, / Lot / 1
C. Other Services including:
Licensing, Technical Support, Extended Warranty / Lot / 1
D. Total Hardware Cost:
(As required to implement Software) / Lot / 1
SUB TOTAL
TAX
TOTAL 3 Year Cost

Exhibit A – RFP No. 901004, Addendum No. 5