COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. 900773

SPECIFICATIONS, TERMS & CONDITIONS

for

Social Marketing for Nutrition

NETWORKING/BIDDERS CONFERENCES

at

10:00 a.m.
on
September 20, 2010
at
Castro Valley Library
Chabot Room
3600 Norbridge Avenue
Castro Valley, CA94546 / 2:00 p.m.
on
September 21, 2010
at
General Services Agency
Conference Room 228
1401 Lakeside Drive
Oakland, CA 94612

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

Contact Person:Kai Moore, Contracts Specialist II

Phone Number: (510) 208-4882

E-mail Address:

RESPONSE DUE

by

2:00 p.m.

on

October 12,2010

at

AlamedaCounty, GSA-Purchasing

1401 Lakeside Drive, Suite 907

Oakland, CA 94612

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. 900773

SPECIFICATIONS, TERMS & CONDITIONS

For

Social Marketing for Nutrition

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 Minimum Qualifications...... 6
  5. Specific Requirements...... 6
  6. Debarment / Suspension...... 8
  7. General Environmental Requirements...... 8
  8. Deliverables/Reports ...... 9

III.INSTRUCTIONS TO BIDDERS

  1. County Contacts...... 10
  2. Calendar of Events...... 11
  3. Networking/Bidders Conferences...... 11
  4. Submittal of Bids...... 12
  5. Response Format...... 14
  6. Evaluation Criteria/Selection Committee...... 14
  7. Notice of Award...... 18
  8. Bid Protest / Appeals Process...... 19

IV.TERMS AND CONDITIONS

  1. Term / Termination / Renewal...... 20
  2. Pricing...... 20
  3. Award 22
  4. Method of Ordering...... 22
  5. Invoicing...... 23
  6. County Provisions...... 23
  7. Online Contract Compliance Management System...... 26
  8. Compliance Information and Records...... 28
  9. Account Manager/Support Staff...... 28
  10. General Requirements...... 28

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. 900773

SPECIFICATIONS, TERMS & CONDITIONS

For

Social Marketing for Nutrition

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 and Local Business Subcontracting Information

Exhibit G – Request for Small and Local or Emerging Preference

Exhibit H – First Source Agreement

Exhibit I – Exceptions, Clarifications, Amendments

Exhibit J – [Intentionally Omitted]

Exhibit K – [Intentionally Omitted]

Exhibit L – RFP Vendor Bid List

Exhibit M – Response/Content Submittal; Completeness Check List

Exhibit N – Debarment and Suspension Certification

Specifications, Terms & Conditions

for Social Marketing for Nutrition

I.ACRONYM AND TERM GLOSSARY

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

Bid / Shall mean the bidders’/contractors’ response to this Request
Bidder / Shall mean the specific person or entity responding to this RFP
Board / Shall refer to the County of Alameda Board of Supervisors
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
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
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)
Quotation / Shall mean bidder’s response to this RFP
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

II.STATEMENT OF WORK

  1. INTENT

It is the intent of these specifications, terms and conditions to describe the County of Alameda, Community Health Services Division, Public Health Department requirements to implement social marketing components to the various campaigns and interventions of the Nutrition Services Program.

The County intends to award a three-year contract (with options 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.

It is the intent of these specifications, terms and conditions to procure the most environmentally preferable products with equivalent or higher performance and at equal or lower cost than traditional products. Specific requirements from the County’s Resource Conservation & Recycling Program related to this Bid are included in the appropriate Bid sections.

  1. SCOPE

The County of Alameda Health Care Services Agency, Public Health Department - Nutrition Services intends to engage a communications/social marketing firm capable of providing social marketing and communication services including: event planning and community organizing for summits and community forums; developing and implementing a communication plan which may include newsletters, web, social networking, media, cable or other media outlets; creating consistent messaging for all activities; conducting formative research; creating and producing messages and materials for community events and promotional campaigns, as well as school-based education.

  1. BACKGROUND

The Mission of the Alameda County Nutrition Services (ACNS) Program is to promote and support healthy eating and physical activity through committed partnerships with communities to reduce chronic disease and improve long-term health.

To support this mission and to meet the diverse needs of AlamedaCounty residents, the following key strategies have been identified:

1.Promote healthy choices through education and information dissemination.

2.Protect the health and wellbeing of residents with appropriate science and evidence based interventions and health policies.

3.Ensure residents have access to healthy active communities through collaboration with individuals, families, institutions and leveraging the use of available resources.

4.Provide culturally and ethnically appropriate services to the community.

5.Engage in on-going planning and evaluation in partnership with the community.

Alameda County Nutrition Services Program targets low income predominately minority populations with a high risk of developing chronic diseases. The services are administered through the Supplemental Nutrition Assistance Program Education (SNAP-Ed). The majority of services are provided to SNAP eligible residents, those under 185% of the federal poverty level.

Funding for this contract will not exceed Two Hundred Fifty Thousand Dollars ($250,000) per year. The combined total for the three (3) years of the contract shall not exceed Seven Hundred Fifty Thousand Dollars ($750,000).

  1. VENDOR MINIMUM QUALIFICATIONS

1.Bidder shall be regularly and continuously engaged in the business of providing communications/social marketing services for diverse populations for at least five (5)years.

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

  1. SPECIFIC REQUIREMENTS
  1. Communications Plan Development and Administration

Within first six (6) months of contract the Contractor will develop a communications plan that details effective communication channels and strategies and consistent messages targeted at SNAP eligible residents to promote nutrition education and physical activity. The Plan will have two (2) main areas: schools and community. Plan will utilize a variety of communications vehicles and tie local communication efforts to the Statewide CDPH Network for a Healthy California. This local grassroots component to the statewide campaign should include secondary messages targeting individual, group, and institutional and environmental change efforts to promote healthy eating.

The Plan will also include community engagement and outreach tools that provide a detailed description of ACNS programs to be used with community based organizations, health clinics, social services programs and others.

Upon approval of Plan, Contractor will work with ACNS staff to test and implement the communications strategies. Annually, contractor will evaluate effectiveness of Plan and strategies and make modifications accordingly inyears two and three. All modifications will be approved by ACNS staff.

  1. Workshops, Trainings, Event Planning

In each of the convening’s below, Contractor responsibilities will include: creation of invitations and needed materials, facility rental, registration, and all other activities related to the production of these events.

  1. Provide three (3) trainings each year for partner agencies/organizations to promote healthy eating/physical activity promotion for their constituencies. Contractor will be take lead in planning, developing, and fully managing the operation of workshops and events.
  1. Assist in providing one Oakland Unified School District (OUSD) wide professional development summit on the promotion of nutrition and physical activity for elementary and/or middle school teachers.
  1. Using a train-the-trainer model, in partnership with Nutrition Services staff, conduct three community workshops per year to reach partners who work with SNAP eligible population to provide training and support on nutrition education modules. Target audiences may include: Women Infants and Children (WIC), childcare and preschool providers, afterschool providers, social services staff, public health nurses, faith-based organizations and others.Contractor will be take lead in planning, developing, and fully managing the operation of workshops and events. Contractor will also assist in the development of the nutrition education modules.
  1. Provide one Healthy Living Champions for Change Council Summit during the three year contract period at a date to be determined during year two or three of contract period. Healthy Living Champions for Change Councils are community groups convened by ACNS staff to empower residents to become actively engaged in the nutrition and overall health of their families, schools, and communities. ACNS currently has over 20 councils County-wide.
  1. School Based Social Marketing Efforts

Contractor will conduct research with teachers, parents, students and administrators. Based on the findings the Contractor shall recommend five communication strategies to promote healthy eating and physical activity in no less than 35 OUSD elementary and middle schools. In partnership with ACNS staff, contractor will develop and produce collateral materials for school based interventions including, but not limited to educational games, posters, classroom learning and curriculum integration, contests, cooking demonstrations, etc. In years two and three, Contractor will evaluate effectiveness of strategies and make modifications accordingly inyears two and three. All modifications will be approved by ACNS staff.

The program elements listed above will conform to the following requirements:

  1. Target SNAP-Ed Population, meeting the diverse language needs of AlamedaCounty; including Spanish, Chinese and Vietnamese.
  1. Follow United States Department of Agriculture (USDA) SNAP-Ed program and fiscal guidelines:
  1. Follow USDA and California Department of Public Health (CDPH) branding and printing guidelines and adhere to department timeline requirements for state approval processes.
  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.
  1. GENERAL ENVIRONMENTAL REQUIREMENTS: The requirements outlined in this section apply to all product categories contained in this bid.

1.Measure D Requirements:

It is the objective of the County to purchase products with the lowest overall environmental impact from manufacturing through end of life and to procure services that achieve this same objective. To meet this objective, environmental factors and product attributes are evaluated in the procurement process. The County is mandated under Measure D to divert at least seventy five percent (75%) of material from landfill through recycling and source reduction and to encourage markets for environmentally preferable goods through its procurement process.

2.Regulatory Compliance:

Manufacturers and service providers will be in compliance with all local, state, and federal environmental and worker health and safety regulations that apply to their operation.

3.Source Reduction and Packaging:

The County has a strong commitment to source reduction, minimizing waste generation, and reducing the County’s expenditure on waste disposal and recycling. Bidders shall provide bulk packaging, reusable, or minimal packaging in providing products to the County. Packaging will be both made from recycled materials and be recyclable. Contractors should explore and provide opportunities for the reuse of packaging materials. In the bid response, Bidders shall include a written summary of their planned efforts to minimize the amount of packaging and shipping materials and should describe the post-consumer recycled content of those materials.

Packaging shall not contain inks, dyes, pigments, stabilizers, or any other additives to which any lead, cadmium, mercury, and hexavalent chromium has been intentionally introduced. The sum of the concentration levels of lead, cadmium, mercury, and hexavalent chromium shall not exceed one hundred (100) parts per million by weight. Packaging is discussed further in the “Technical and Performance Specification” section.

  1. DELIVERABLES/REPORTS

Upon award of the contract the Contractor shall set a schedule with the County to provide detailed and comprehensive plans and materials for each of the following goals:

1.Within the first six (6) months of contract, prepare and submit a written comprehensive communications strategy and implementation plan.

  1. Annually perform an evaluation and submit a report on the effectiveness of each of the communications strategies. Modify subsequent years’ communication and implementation plans based on the outcomes of the evaluation.
  1. Conduct an evaluation and submit a report on each event detailed in Workshops, Training and Event Planning, Specific Requirementssection E. 2 of this RFP.
  2. Prepare and submit a comprehensive report on the findings of the school based social marketing research and the five (5) recommended communication strategies as described in Section E.3 – School Based Social Marketing Efforts.
  1. Annually perform an evaluation and submit a report of the effectiveness of each school based communication strategy as described in Section E.3 – School Based Social Marketing Efforts. Modify subsequent years’ strategies based on outcomes of the evaluation.
  1. Prepare and submit to ACNS monthly summaries of all activities undertaken to accomplish the goals of this RFP
  1. All materials are to be provided on disc in original unlocked formatted version as well as PDF and shall be the property of the County of Alameda.
  1. Meet with Nutrition Services Program staff, as frequently as needed to meet project deadlines and program requirements. Meetings will occur no less than two (2) times per month.

III.INSTRUCTIONS TO BIDDERS

  1. COUNTYCONTACTS

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 bySeptember 14, 2010to:

Kai Moore, Contracts Specialist II

AlamedaCounty, 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 / September 1, 2010
Written Questions Due / by12:00 Noon on September 14, 2010
Networking/Bidders Conference/Site Visit #1 / September 20, 2010 @ 10:00a.m. / at:Castro Valley Library
Chabot Room
3600 Norbridge Avenue
Castro Valley, CA 94546
Networking/Bidders Conference/Site Visit #2 / September21, 2010 @
2:00p.m. / at:General Services Agency
Conference Room 228
1401 Lakeside Drive
Oakland, CA 94612
Addendum Issued / September 28, 2010
Response Due / October 12, 2010by 2:00 p.m.
Evaluation Period / October 12-October 26, 2010
Vendor Interviews / October 26-27, 2010
Board Award Date / December 21, 2010
Contract Start Date / January 3, 2011

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.