Business Outreach and Contract Compliance Services

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. 900899

SPECIFICATIONS, TERMS & CONDITIONS

for

Business Outreach and Contract Compliance Services

NETWORKING/BIDDERS CONFERENCES

at

10:00 a.m.
on
August 24, 2011
At
General Services Agency
Room 201, 2nd Floor
1401 Lakeside Drive
Oakland, Ca 94612 / 2:00 p.m.
on
August 25, 2011
at
Public Works Agency
Room 230
951 Turner Court
Hayward, CA 94545

For complete information regarding this project see RFP posted at or contact the person listed below. Thank you for your interest!

Contact Person:Jeannise Gonzalez, Contract Specialist

Phone Number: (510) 208-9612

E-mail Address:

RESPONSE DUE

by

2:00 p.m.

on

September 29,2011

at

AlamedaCounty, GSA-Purchasing

1401 Lakeside Drive, Suite 907

Oakland, CA 94612

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. 900899

SPECIFICATIONS, TERMS & CONDITIONS

for

Business Outreach and Contract Compliance Services

TABLE OF CONTENTS

Page 1 of 2

Page

I.ACRONYM AND TERM GLOSSARY...... 4

II.STATEMENT OF WORK

1. Intent 5
2. Scope 5
3. Background...... 5
4. Vendor Qualifications/Specific Requirements ...... 6
5. Debarment / Suspension Policy...... 9

III.INSTRUCTIONS TO BIDDERS

1. County Contacts...... 9
2. Calendar of Events...... 10
3. Networking/Bidders Conferences...... 10
4. Submittal of Bids...... 11
5. Response Format...... 13
6. Evaluation Criteria/Selection Committee...... 13
7. Contract Evaluation and Assessment...... 19
8. Notice of Intent toAward...... 20
9. Bid Protest / Appeals Process...... 20

IV.TERMS AND CONDITIONS

1. Term / Termination / Renewal...... 22
2. Pricing...... 22
3. Award 23
4. Invoicing...... 24
5. County Provisions...... 25
6. Online Contract Compliance System...... 28
7. Compliance Information and Records...... 29
8. Account Manager/Support Staff...... 29
9. General Requirements...... 29

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. 900899

SPECIFICATIONS, TERMS & CONDITIONS

for

Business Outreach and Contract Compliance Services

TABLE OF CONTENTS

Page 2 of 2

ATTACHMENTS

Exhibit A – Acknowledgement

Exhibit B – Bid Form

Exhibit C – Insurance Requirements

Exhibit D1 – Current References

Exhibit D2 – Former References

Exhibit E – SLEB Certification Application Package

Exhibit F – Small Local Emerging Business (SLEB) Partnering Information Sheet

Exhibit G – Request for Bid Preference

Exhibit H – First Source Agreement

Exhibit I – Exceptions, Clarifications, Amendments

Exhibit J – Standard Services Agreement Template

Exhibit K – Environmental Certification (intentionally omitted )

Exhibit L – RFP Vendor Bid List

Exhibit M – Response Content and Submittals Completeness Checklist

Exhibit N – Debarment and Suspension Certification

Specifications, Terms & Conditions

for Business Outreach and Contract Compliance Services

1. ACRONYM AND TERM GLOSSARY

Unless otherwise noted, the terms below may be upper or lower case. Acronyms will always be uppercase.

Bid / Shall mean the bidders’/contractors’ response to this Request
Bidder / Shall mean the specific person or entity responding to this RFP
Board / Shall refer to the County of Alameda Board of Supervisors
CSC / Shall refer to County Selection Committee
Contractor / When capitalized, shall refer to selected bidder that is awarded a contract
County / When capitalized, shall refer to the County of Alameda
DBE / Disadvantaged Business Enterprises
Environmentally Preferable Products / Products manufactured in a manner such that the impact on the environment is minimized throughout the entire lifecycle of the product by implementing sustainable practices during material sourcing, manufacturing, transportation, and by providing products that can be used and disposed of in an environmentally sound manner
EPA / United States Environmental Protection Agency
Federal / Refers to United States Federal Government, its departments and/or agencies
F.O.B. / Shall mean without charge for delivery to destination and placing on board a carrier at a specified point (Free On Board)
Labor Code / Refers to California Labor Code
LBE / Local Business Enterprises
MBE / Minority Business Enterprise
MSDS / As used herein shall refers to Material Safety Data Sheets
OSHA / Refers to California Occupational Safety and Health Administrations
PBTs / Persistent, Bioaccumulative Toxins including compounds such as dioxins, polychlorinated biphenyls, and mercury as defined by the United States Environmental Protection Agency and listed on the EPA’s website at
Proposal / Shall mean bidder/contractor response to this RFP
PO / Shall refer to Purchase Order(s)
Request for Proposal / Shall mean this document, which is the County of Alameda’s request for contractors’/bidders’ proposal to provide the goods and/or services being solicited herein; also referred herein as RFP
Response / Shall refer to bidder’s proposal or quotation submitted in reply to RFP
RFP / Request for Proposal
SLEB / Small Local Emerging Business
Source Reduction / Refers to products that result in a net reduction in the generation of waste compared to their previous or alternate version and includes durable, reusable and remanufactured products; products with no, or reduced, toxic constituents; and products marketed with no, or reduced, packaging
State / Refers to State of California, its departments and/or agencies
WBE / Women Business Enterprise

II.STATEMENT OF WORK

1. INTENT

It is the intent of these specifications, terms and conditions to describe business outreach and contract compliance services required by Alameda County.

The County intends to award a two-year contract with option to renew to the bidder(s) selected as the most responsible bidder(s) whose response conforms to the RFP and meets the County’s requirements.

1. SCOPE

The County of Alameda is soliciting qualified firms to assist the Public Works Agency (PWA)in implementing the Business Outreach and Contract and Labor Compliance Programs. The PWA seeks consultant support in order to enhance the participation of Alameda County businesses, particularly Disadvantaged Businesses Enterprises (DBE), Minority and Women-owned Businesses (MWB), and Small, Local, Emerging Business (SLEB) firms in its contracting and procurement opportunities. In addition, the consultant will also be required to assist and monitor compliance with SLEB and DBE program requirements. Consultants may propose modifications and additions to these tasks, but should keep in mind that the tasks described in this RFP are an integral part of PWA’s Contract and Labor Compliance Programs. Any proposed modification should be accompanied by an explanation detailing how the modification would benefit the programs and comply with legal and contractual requirements.

1. BACKGROUND

The Public Works Agency is firmly committed to providing equal employment and business opportunities for all persons regardless of race, color, religion, sex, national origin, age, and non-job related disability. Bidders are required not to discriminate when soliciting for and committing to subcontractors, sub-consultants, and suppliers. Minority and women-owned business enterprises are not precluded from bidding on or proposing for public works construction contracts and consulting agreements as prime contractors.

1. VENDOR QUALIFICATIONS/SPECIFIC REQUIREMENTS

1. Vendor Minimum Qualifications

1. Bidder shall be regularly and continuously engaged in the business of providing business outreach and contract compliances consulting services for at least five (5) years.

1. Bidder or sub-contractor identified by bidder, shall specialize in, or possess the proven ability to, provide labor compliance consulting services.

1. Bidder shall possess all permits, licenses and professional credentials necessary to supply product and perform services as specified under this RFP.

1. Specific Requirements

Consultant shall:

1. Maintain and augment the PWA’s electronic database listing of certified DBE/MBE/WBE/LBE/SLEBfirms.

1. Assist prime contractors, bidders on Public Works Agency projects, and other interested parties to identify and solicit DBE/MBE/WBE/LBE/SLEB firms.

1. Administrator, organize and coordinate the PWA’s Building Opportunities forBusinesses (BOB) events.

1. Attend and represent the Agency at other meetings and Outreach events as requested.

1. Administer, organize and coordinate the PWA’s Smart Partnership Program.

1. Provide technical assistance to DBE/MBE/WBE/LBE/SLEB firms:

(1)Directing them to business, governmental and industry resources.

(2)Identifying subcontracting items in PWA project scopes of work.

(3)Providing or directing them to other technical assistance as required.

1. Assist PWA to further develop business outreach efforts to inform the County’s contracting and business communities of PWA opportunities and projects AND encourage bidding.

1. Recommend Construction Outreach Program enhancements to PWA and assistin implementing and monitoring results of the recommended enhancements.

1. Maintain effective working relationships and open communication with general contractors, sub-contractors, suppliers, truckers, communitygroups/organizations,labor unions, local contractor associations, PWA staff and other County agenciesand PWA organizational partners.

1. Periodically, complete analyses and prepare reports on outreach efforts and results.

1. Complete other outreach related tasks as directed

1. Read plans and specifications to identify subcontracting items in the scope of work for properly licensed DBE/SLEB firms.

1. Assist prime contractors with identification and solicitation of SLEBs/DBEs.

1. Provide other technical assistance as needed.

1. Attend pre-bid (job-walks) and pre-construction conferences as directed and respond to questions.

1. Organize and coordinate partnering workshops conducted by the County Public Works Agency as directed by the Administrator.

1. Attend other meetings as directed by the Contract Compliance Administrator.

1. Maintain effective working relationships and open communication with general contractors, sub-contractors, suppliers, truckers, community groups/organizations, unions, and minority and women contractors associations

1. Recommend program and format enhancements to the Business Outreach and Contract Compliance Programs for the as needed to develop methodologies to meet Agency goals.

1. As directed by the Agency Administrator, the Consultant will assist with any other tasks related to Business Outreach and Contract and Labor Compliance as set forth in the contract documents.

1. In order for bidder to demonstrate competency and your proposal to be deemed responsive, the County shall review your bid to determine whether it meets/addresses, the following specific criteria:

1. Proposes adequate and appropriate disciplines of project team.

1. Some or all of team members (firms) have previously worked together on similar project(s).

1. Overall organization of the team is relevant to County needs.

1. Team is managed by an individual with appropriate experience in similar projects. This person’s time is appropriately committed to the project.

1. Team successfully addresses Planning and Programming efforts.

1. Project team and management approach responds to certification, and County SLEB/Outreach program.

1. Team structure provides adequate capability to perform both volume and quality of needed work.

1. Proposed team members, as demonstrated by enclosed resumes, have relevant experience for their role in the project.

1. Key positions required to execute the project team’s responsibilities are appropriately staffed.

1. Team and its leaders have experience working in the public sector and knowledge of public sector business outreach and contract and compliance process and regulations.

1. Team leadership understands the nature of public sector work and its decision-making process.

1. Proposal responds to the need to assist County/PWA during the project.

Please refer to RFP Section K (Evaluation Criteria and Selection Committee), for a complete description of the scoring related to the above items.

1. DEBARMENT/ SUSPENSION POLICY

In order to prohibit the procurement of any goods or services ultimately funded by Federal awards from debarred, suspended or otherwise excluded parties, each bidder will be screened at the time of RFP response to ensure bidder, its principal and their named subcontractors are not debarred, suspended or otherwise excluded by the United States Government in compliance with the requirements of 7 Code of Federal Regulations (CFR) 3016.35, 28 CFR 66.35, 29 CFR 97.35, 34 CFR 80.35, 45 CFR 92.35 and Executive Order 12549.

• The County will verify bidder, its principal and their named subcontractors are not on the Federal debarred, suspended or otherwise excluded list of vendors located at and
• Bidders are to complete a Debarment and Suspension Certification form, Exhibit N attached, certifying bidder, its principal and their named subcontractors are not debarred, suspended or otherwise excluded by the United States Government.

III.INSTRUCTIONS TO BIDDERS

1. COUNTY CONTACTS

GSA-Purchasing is managing the competitive process for this project on behalf of the County. All contact during the competitive process is to be through the GSA-Purchasing Department only.

The evaluation phase of the competitive process shall begin upon receipt of sealed bids until a contract has been awarded. Bidders shall not contact or lobby evaluators during the evaluation process. Attempts by Bidder to contact evaluators may result in disqualification of bidder.

All questions regarding these specifications, terms and conditions are to be submitted in writing, preferably via e-mail by5:00 PM on August 25, 2011to:

Jeannise Gonzalez, Contracts Specialist

Alameda County, GSA-Purchasing

1401 Lakeside Drive, Suite 907

Oakland, CA 94612

E-Mail:

FAX: 510-208-9626

The GSA Contracting Opportunities website will be the official notification posting place of all Requests for Interest, Proposals, Quotes and Addenda. Go to to view current contracting opportunities.

1. CALENDAR OF EVENTS

Event / Date/Location
Request Issued / August 10, 2011
Written Questions Due / by5:00 p.m. onAugust 25, 2011
Networking/Bidders Conference/Site Visit #1 / August 24, 2011 @ 10:00a.m. / at:General Services Agency
Room 201, 2nd Floor
1401 Lakeside Drive
Oakland, CA 94612
Networking/Bidders Conference/Site Visit #2 / August 25, 2011@ 2:00 p.m. / at: Public Works Agency
Room 230
951 Turner Court
Hayward, CA 94545
Written Questions Due / by5:00 p.m. on August 25, 2011
Addendum Issued / September 15, 2011
Response Due / September 29, 2011 by 2:00 p.m.
Evaluation Period / October 3-5, 2011
Vendor Interviews / November 2, 2011
Board Letter Issued / November 29, 2011
Board Award Date / December 13, 2011
Contract Start Date / January 1, 2012

Note:Award and start dates are approximate.

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

1. NETWORKING/BIDDERS CONFERENCES

Networking/bidders conference(s) will be held to:

• Provide an opportunity for small and local and emerging businesses (SLEBs) and large firms to network and develop subcontracting relationships in order to participate in the contract(s) that may result from this RFP.
• Provide an opportunity for bidders to ask specific questions about the project and request RFP clarification.
• Provide the County with an opportunity to receive feedback regarding the project and RFP.

Written questions submitted prior to the networking/bidders conference(s), in accordance with the Calendar of Events, and verbal questions received at the networking/bidders conference(s), will be addressed whenever possible at the networking/bidders conference(s). All questions will be addressed and the list of attendees will be included in an RFP Addendum following the networking/bidders conference(s) in accordance with the Calendar of Events.

Potential bidders are strongly encouraged, but not required, to attend a networking/bidders conference in order to further facilitate subcontracting relationships. Vendors who attend a networking/bidders conference will be added to the Vendor Bid List (see Exhibit L).

Failure to participate in a networking/bidders conference will in no way relieve the Contractor from furnishing goods and/or services required in accordance with these specifications, terms and conditions. Attendance at a networking/bidders conference is strongly encouraged and recommended but is not mandatory.

Networking/bidders conference(s), walk-through, site-visit will be held on:

August 24, 2011 @ 10:00 a.m.
at
General Services Agency
Room 201, 2nd Floor
1401 Lakeside Drive
Oakland, CA 94612 / August 25, 2011 @ 2:00 p.m.
at
Public Works Agency
Room 230
951 Turner Court
Hayward, CA 94545
Additional Information: Please allow enough time for parking at metered street parking or public parking lot and entry into secure building. / Additional Information: Free parking available at on-site parking lot, etc.

1. SUBMITTAL OF BIDS

1. All bids must be SEALED and must be received at the Office of the Purchasing Agent of Alameda County BY 2:00 p.m. on the due date specified in the Calendar of Events.

NOTE: LATE AND/OR UNSEALED BIDS CANNOT BE ACCEPTED. IF HAND DELIVERING BIDS PLEASE ALLOW TIME FOR METERED STREET PARKING OR PARKING IN AREA PUBLIC PARKING LOTS AND ENTRY INTO SECURE BUILDING.

Bids will be received only at the address shown below, and by the time indicated in the Calendar of Events. Any bid received after said time and/or date or at a place other than the stated address cannot be considered and will be returned to the bidder unopened.

All bids, whether delivered by an employee of Bidder, U.S. Postal Service, courier or package delivery service, must be received and time stamped at the stated address prior to the time designated. The Purchasing Department's timestamp shall be considered the official timepiece for the purpose of establishing the actual receipt of bids.

1. Bids are to be addressed and deliveredas follows:

Business Outreach and Contract Compliance Services

RFP No. 900899

AlamedaCounty, GSA-Purchasing

1401 Lakeside Drive, Suite 907 *

Oakland, CA 94612

*PLEASE NOTE that on the bid due date, a bid reception desk will be open between 1:00 p.m. – 2:00 p.m. and will be located in the 1st floor lobby at 1401 Lakeside Drive.

1. Bidders are to submit one (1) original hard copy bid, with original ink signatures, plus six (6) copies of their proposal. Original proposal is to be clearly marked, printed on plain white paper, and must be either loose leaf or in a 3-ring binder (NOT bound). It is preferred that all proposals submitted shall be printed double-sided and on minimum 30% post-consumer recycled content paper. Inability to comply with this recommendation will have no impact on the evaluation and scoring of the proposal. Bidders must also submit an electronic copy of their proposal. The electronic copy must be a single file, scanned image of the original hard copy with all appropriate signatures, and must be on disk or USB flash drive and enclosed with the sealed hardcopy of the bid.

1. Bidder's name and return address must also appear on the mailing package.

1. No telegraphic, email (electronic) or facsimile bids will be considered.

1. Bidder agrees and acknowledges all RFP specifications, terms and conditions and indicates ability to perform by submission of its bid.

1. Submitted bids shall be valid for a minimum period of 180days.

1. All costs required for the preparation and submission of a bid shall be borne by Bidder.

1. Only one bid response will be accepted from any one person, partnership, corporation, or other entity; however, several alternatives may be included in one response. For purposes of this requirement, “partnership” shall mean, and is limited to, a legal partnership formed under one or more of the provisions of the California or other state’s Corporations Code or an equivalent statute.

1. Proprietary or Confidential Information: No part of any bid response is to be marked as confidential or proprietary. County may refuse to consider any bid response or part thereof so marked. Bid responses submitted in response to this RFP may be subject to public disclosure. County shall not be liable in any way for disclosure of any such records. Additionally, all bid responses shall become the property of County. County reserves the right to make use of any information or ideas contained in submitted bid responses. This provision is not intended to require the disclosure of records that are exempt from disclosure under the California Public Records Act (Government Code Section 6250, et seq.) or of “trade secrets” protected by the Uniform Trade Secrets Act (Civil Code Section 3426, et seq.).

1. All other information regarding the bid responses will be held as confidential until such time as the County Selection Committee has completed their evaluation, an intended award has been made by the County Selection Committee, and the contract has been fully negotiated with the intended awardee named in the intent to award/non-award notification(s).The submitted proposals shall be made available upon request no later than five (5) business days before approval of the awardand contractis scheduled to be heard by the Board of Supervisors. All parties submitting proposals, either qualified or unqualified, will receive mailed intent toaward/non-award notification(s), which will include the name of the bidder to be recommended for award of this project. In addition, award information will be posted on the County’s “Contracting Opportunities” website, mentioned above.

1. Each bid received, with the name of the bidder, shall be entered on a record, and each record with the successful bid indicated thereon shall, after the award of the order or contract, be open to public inspection.

1. RESPONSE FORMAT

1. Bid responses are to be straightforward, clear, concise and specific to the information requested.

1. In order for bids to be considered complete, Bidder must provide all information requested. See Exhibit M, Response Content and SubmittalsCompleteness Checklist.

1. EVALUATION CRITERIA/SELECTION COMMITTEE

All proposals will be evaluated by a County Selection Committee (CSC). The County Selection Committee may be composed of County staff and other parties that may have expertise or experience in Business Outreach and Compliance Services. The CSC will select a contractor in accordance with the evaluation criteria set forth in this RFP. The evaluation of the proposals shall be within the sole judgment and discretion of the CSC.