Alameda County Social Services Agency (SSA) … Vocational Training RFP Alameda County Social Services Agency (SSA) Request for Proposals ... Attachment 12.8 Bid Acknowledgement page

CalWORKs Vocational Training RFP

Alameda County Social Services Agency (SSA)

Request for Proposals (RFP)

SPECIFICATIONS, TERMS & CONDITIONS

For

2008 /2009 CalWORKs VOCATIONAL TRAINING

RFP BIDDERS’ CONFERENCE DATES

Tuesday, April 22, 2008: 1:30 p.m. – 3:30 p.m.

Alameda County Social Services Agency 401 Broadway

1st Floor Conference Room Oakland, CA 94607

Wednesday, April 23, 2008: 1:30 p.m. – 3:30 p.m. Alameda County Social Services Agency

Eden Area Multi-Service Center 24100 Amador Street

California Poppy Room, 2nd floor Hayward, CA 94544

RFP PROPOSAL DEADLINE Tuesday, May 21, 2008 @ 3:00 p.m.

Alameda County Social Services Agency

Contracts Office, 4th Floor 2000 San Pablo Avenue, Oakland CA 94612

ATTN: John Tran or Marcia Mayberry

RFP CONTACT INFORMATION

http://www.alamedasocialservices.org/public/community/funding_opportunities/ RFP and BID Process: John Tran 510-267-8632 [email protected]

RFP Contents: Tim Roberts 510-271-9185 [email protected]


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FY 2008 / 2009 SSA CalWORKs Vocational Training RFP

Activities and Timelines

Release of Published RFP April 4

RFP Bidders’ Conferences April 22 (Oakland) April 23 (Hayward)

Deadline for RFP Responses to County May 21 (3:00 P.M.)

Announcement of Contract Funding Recommendations June 3

Deadline for Appeals June 9 (3:00 P.M.)

Appeals Hearing June 13

Awards by Board of Supervisors July 1

Contract Start Date July 1


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TABLE OF CONTENTS

VOCATIONAL TRAINING RFP OVERVIEW page 5 I. TARGETED VOCATIONAL TRAINING page 5

A. Vocational Training and Employment page 5 B. Participant Eligibility page 6 C. Description of Population to be Served page 6

II. RFP SCOPE OF SERVICES page 8

A. Proposal Requirements page 8 B. Funding Parameters page 9 C. Service Delivery Design page 9

III. BIDDERS’ PROPOSAL INFORMATION page 9

A. Costs of Developing the Proposal page 9 B. Terms and Conditions of the Proposal page 9 C. Successful Proposal as Part of Contract Services page 10 D. Pre-Contract Implementation Assessment page 10 E. Compliance with Applicable Regulations page 11 F. Other Requirements page 11 G. Discrimination and Confidentiality page 12 H. Applicable Federal Costs Standards page 12 I. References page 13 J. Awarding of Funds page 13 K. Appeals Process page 14 L. County Provisions page 14

IV. SPECIFIC RFP INFORMATION page 17 A. Bid Submission page 17 B. Term/Termination/Renewal page 18 C. RFP Bidders’ Conference Dates, Times, and Locations page 18 D. Funding Levels page 19 E. Eligibility for Contracted Services page 19 F. Eligible Bidders page 19 G. Basis of Funding page 20 H. Proposal Format page 20 I. Language Access Requirements page 20 J. Proposal Rating Criteria page 20 K. Payment Methodology page 22


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RFP ATTACHMENTS

Attachment 1: Glossary of Terms page 23 Attachment 2: SSA CalWORKs Vocational Training RFP / Bid Timeline page 24 Attachment 3: SA Self-Sufficiency Center Locations and Language Needs page 25 Attachment 4: SLEB Certification Instructions page 26 Attachment 5: SLEB Avidavit page 30 Attachment 6: SLEB Subcontracting page 32 Attachment 7: First Source Requirements page 34 Attachment 8: Master Contract page 36 Attachment 9: Insurance Requirements page 44 Attachment 10: Audit Requirements page 46 Attachment 11: Language Access Requirements page 48 RFP Response Package page 49 Attachment 12.1 Proposal Submission Form page 50 Attachment 12.2 Agency Summary/ Description Sheet page 52 Attachment 12.3 Project Activities / Services page 53 Attachment 12.4 Statement of Organizational Capability page 54 Attachment 12.5 Proposal Project Team page 57 Attachment 12.6 Project Budget and Narrative page 58 Attachment 12.7 Payment Methodology page 59 Attachment 12.8 Bid Acknowledgement page 60 Attachment 12.9 SLEB Request for Preference page 62 Attachment 12.10 Debarment and Suspension Certification page 64


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VOCATIONAL TRAINING RFP OVERVIEW

The Alameda County Social Services Agency (SSA), through this Request for Proposal (RFP), announces $900,000 in funding for community-based organizations, non-profit, and for-profit organizations to assist CalWORKs recipients to achieve economic self-sufficiency by providing vocational skills training (up to four to six months in length) leading to employment. SSA’s objective is that CalWORKs participants learn marketable skills through the provision of vocational training combined with case management, job placement, and job retention services. The desire outcome is that the participant gains and retains employment in a training related job.

Proposers are encouraged to submit proposals that address the range of CalWORKs recipients, including individuals with low reading and math levels as well as English-learners. Proposers may submit proposals that provide classroom training only or that combine classroom training with internships or training related work.

SSA provides services to CalWORKs recipients at three (3) Self-Sufficiency Centers (SSCs). The North Oakland (2000 San Pablo Avenue) SSC serves the northern part of Alameda County; the Eastmont SSC serves the central parts of Alameda County; and the Eden Area SSC serves the southern and eastern parts of Alameda County.

The solicitation of proposals will cover the 12 months period of July 1, 2008 through June 30, 2009. However, SSA reserves the option to extend any contracts entered into as a result of this solicitation for up to two (2) additional years, based on project outcomes and available funding. All CalWORKs Contract awards are contingent upon receipt, by the County, of adequate Federal and State funding. All Vocational Training contracts will be performance-based and earned amounts will be payable by the specific payment methodology described herein.

Proposals shall comply with SSA’s CalWORKs program requirements http://www.dss.cahwnet.gov/cdssweb/PG141.htm for more information, including SSA’s requirements and conditions for accepting, reviewing, assessing, and awarding a contract. I. TARGETED VOCATIONAL TRAINING

A. Proposed Industries

Vocational training should be designed to prepare participants for specific jobs in industry sectors with projected growth and/or a high volume of projected openings, according to reliable East Bay labor market information utilizing California Employment Development Department labor market information www.labormarketinfo.edd.ca.gov/. According to labor market information, the following are examples of sectors of the economy that are likely to have significant job openings during the coming three to five years. In addition, these sectors contain specific jobs that are attainable following the successful completion of a four to six month long vocational skills training program.


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Industry Sectors: Health and Allied Health Sector Hospitality Sector Warehousing, Transportation, and Logistics Construction Retail General Clerical Business Services Paraprofessional Human Services General Maintenance

B. Participant Eligibility

SSA will determine CalWORKs participant eligibility for services requested in this RFP. Participants will be individually assessed by SSA staff to determine if their level of education, work history, skills, and job readiness is sufficient to enroll in the services requested in this RFP.

-

C. Description of Population to Be Served

1. SSA CalWORKs Data

As of March 2008, the active number of SSA CalWORKs participants employed and/or enrolled in a CalWORKs employment-related activity stands at 9,451. CalWORKs recipients are served by either the North County Self-Sufficiency Center or the Eastmont Self-Sufficiency Center (Mid County). The Eden Area Self-Sufficiency Center (South County – Hayward) serves the remaining 44% of the client population.

SSA Self-Sufficiency Centers by Geographic Name and Business Address

North County 2000 San Pablo Avenue, Oakland, CA 94612

Mid County Eastmont: 6955 Foothill Blvd. Suite 100, Oakland, CA 94605

South County Eden Area Multi-Service Center: 24100 Amador, Hayward, CA 94544

SSA CalWORKs Employment Eligible Participants By Self-Sufficiency Center

# of “Employable” CalWORKs Cases”

% of those “Employable” from SSA’s Total CalWORKs Population”

North County 2,826 30%

Mid County 2,494 26% South County 4,131 44%

Source: SSA: Employment Services Department


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# %

“Employable” CalWORKs Caseloads 9,451 ------

…of those in “Employable Caseload” status…

Sanctioned 1,073* 11%

WtW** Exempt 1,145 12% Sources: SSA Employment Services Department” Engagement Status Reports”

* Figure represents the number of cases averaged over the time period from August 2007 to February 2008 the period. ** WtW means “Welfare to Work”.

Demographics of SSA’s “Employable” CalWORKs Population: n= 9,451

Gender # (%)

Ethnicity # (%) Male

Female

2,027

7,424

21%

79%

Black

White

Hispanic

Chinese

Vietnamese

Filipino

Other

4,593

1,231

1,465

183

502

193

1,284

49%

13%

16%

<1%

<1%

<1%

14%

Age Range Language

18-25 26-35 36-45 46-55 56-63 64+

2,663

2,913

1,994

803

121

28

28%

31%

21%

<1%

<1%

<1%

English Spanish Cantonese Vietnamese Tagalong Other

7,965

421

132

374

38

521

84%

<1%

<1%

<1%

<1%

<1%

Source: Alameda County Social Services Agency: Office of Data Management Note: “Black” refers to people of African or African-American descent. “White” refers to people of Western and Eastern European descent.


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II. SCOPE OF SERVICES

The Alameda County Social Services Agency (SSA) CalWORKs Vocational Training RFP covers a twelve (12) month period beginning on July 1, 2008 and ending on June 30, 2009.

SSA can decide to extend contracts up to two (2) additional years from the end of the first contract based on CONTRACTOR(S) meeting contract performance targets. Additionally, SSA may exercise its authority to terminate the contract at any time if the CONTRACTOR(S) does not meet performance targets specified in this RFP or acts in a manner that puts SSA at fiduciary risk.

A. Proposal Requirements

Community-based organizations, non-profits, and for-profit organizations with demonstrated expertise providing vocational training, particularly to low-income persons, are invited to respond to this RFP.

Submitted proposals must demonstrate a bidders capacity to translate completion of vocational training into obtaining an entry-level, training related job. Bidder’s submitting proposals must meet the following requirements:

• Identify the job title/s that SSA’s CalWORKs participants qualify for after the successful completion of vocational training.

• Document the minimum job qualifications for each job title. • Document the entry-level hourly/salary range for each job title. • Document the number of projected job openings expected during the next twenty-four

(24) months using EDD labor market data and/or signed statements by employers documenting anticipated job openings.

• Document the alignment between the vocational training curriculum and the minimum job qualifications, of the identified positions.

In addition, proposers should: • Document the organization’s annual budget as well as the budget for the proposed

vocational training. • Identify and detail all proposed collaborations or partnerships with an adult school,

community college, or any other community-based organization, or for-profit educational institution that currently provides vocational training.

• Identify and detail any proposed collaboration or partnerships with a community-based organization providing management and job development/job services.

CONTRACTOR(S) shall ensure that an applicant ineligible for vocational training enrollment requirements, or for other reasons, shall be referred back to SSA, for appropriate service referral.


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B. Funding Parameters

This RFP will apply for up to thirty-six (36) months and contracts are awarded on a fiscal- year (FY) basis. Vocational training contracts funded for FY 2008/2009 may be extended for up to two (2) additional twelve (12) month periods, assuming SSA encumbers Federal and State funding to continue the contract. Contract extensions, including additional funding for CONTRACTOR(S), are contingent on the following:

1. Meeting the vocational training performance targets listed in this RFP; and

2. SSA requiring the contract services; and

3. CONTRACTOR(S)’ willingness and ability to revise the contract Scope of Work, per SSA’s approval, consistent with the evolving needs of SSA’s CalWORKs clients and the East Bay labor market; and

4. Contract funding beyond June 30, 2009 is not guaranteed.

C. Service Delivery Design

At a minimum, the CONTRACTOR(S) shall collaborate with SSA staff from one of three Self-Sufficiency Centers to execute the tasks and scope of services listed in this RFP.

III. BIDDER’S PROPOSAL INFORMATION

A. Costs of Developing the Proposal

All costs incurred in the preparation of a proposal, including travel expenses to attend the RFP bidder’s conference, is solely the bidder’s responsibility and non-reimbursable by Alameda County Social Services Agency.

B. Terms and Conditions of the Proposal

1. Familiarity with the specifications, terms and conditions of the RFP is each bidder’s responsibility. By submitting a bid, the bidder can make no claims make no claim against SSA based upon ignorance of or misunderstanding of the specifications whether or not they are awarded the contract.

2. The COVER LETTER of each proposal stipulates bidders accept all terms and all conditions contained in the RFP package, therefore, the bidder’s offer/response are contractual terms. Each bidder shall submit its proposal with the understanding that the proposal becomes an official document subject to disclosure, if requested by a member of the public, following the final award decision.

3. The COVER LETTER of each proposal also stipulates that bidders certify statements in he

proposal are factual. The proposal cover letter constitutes a warranty, the falsity of which include SSA’ right and discretion to declare submitted proposals, as a result thereof, null and void.


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4. Proposals shall be completed, executed, and submitted in accordance with the instructions of this RFP. Proposals in noncompliance with the proposal format specified in this RFP may be rejected, unless SSA determines the severity of noncompliance is a minor irregularity, defect, or variation in the proposal is immaterial or inconsequential. SSA may offer the bidder the opportunity to remedy proposal deficiencies resulting from a minor irregularity or an immaterial or inconsequential defect. SSA may also waive such deficiency, depending on whichever situation is most advantageous to SSA.

C. Successful Proposal as Part of Contract Services

1. All CalWORKs FY 2008/2009 proposals received in response to this RFP may be appended and incorporated into the awarded contract(s), at SSA’s discretion, and may serve as the contract(s) basic terms and conditions. Therefore, bidders awarded a contract are held responsible to the performance targets assigned to each of the four vocational training phases. SSA reserves the right to negotiate modifications or revisions to an awarded CONTRACTOR(S) to ensure coverage of program/project requirements.

2. An award of contract funds by the Alameda County Board of Supervisors initiates a contract negotiation process. As such, if SSA cannot successfully negotiate a CalWORKs FY 2008/2009 contract with the awardees, SSA shall void the funding award and may award the funds to an alternate bidder.

D. Pre-Contract Implementation Assessment

Prior to implementing the CalWORKs Vocational Training FY 2008/2009 contract, SSA reserves its right to conduct on-site assessments of the CONTRACTOR(S) financial capacity to meet the terms and the conditions cited in the RFP and in the proposed contract.

The CONTRACTOR(S)/Fiscal Agent shall have at least one of the following for review.

Financial statements from the past three (3) calendar years and prepared by a Certified Public Accountant (CPA);

OR

A written statement and supporting evidence that the organization has been incorporated for less than one (1) year and a financial report has not been completed;

OR

Other written evidence of its financial stability/solvency, fiscal accountability, ability to manage funds and willingness to have financial records reviewed by an independent and competent third party;

OR

Federal Income Tax Returns from the past three calendar (3) years.


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E. Compliance with Applicable Regulations

This RFP has been developed consistent with applicable State and Federal statutes, regulations, and published guidelines and policies. In addition, the processing and contracting of this RFP is in compliance with Chapter 23-600 of the California Department of Social Services’ Manual for Management and Office Procedures.

F. Additional Reporting Requirements

SSA requires proposals to meet the following contract requirements:

1. Provide SSA staff access to financial, and other records, pertaining to the program(s) / project(s) listed in the contract and a means to verify the integrity and accuracy of the records.

2. Maintain statistical information and financial records for potential audit review(s) and periodic reporting should SSA request the information.

3. Provide the organization’s Federal Tax Identification Number (TIN). 4. Submit monthly statements regarding any variances or discrepancies between the

contracted unit of service(s) and the actual unit of services(s) provided to CalWORKs clients. 5. Submit final statistical and financial reports to SSA no later than thirty (30) days after the

contract period ends. 6. Comply with fiscal or program monitoring/assessment recommendations by the CalWORKs

liaison and implement all written corrective action plans. 7. Comply with all Federal, State and local contracting and accounting rules, regulations and

policies, including, but not limited to: a. Applicable section of CDSS Manual of Policies and Procedures, Divisions 10, 19,

23, and 42; b. Contracts Administration Manual, Alameda County; c. Accounting Handbook for Community-Based Organizations, Alameda County; d. 45CFR, Part 74, Sub-Part Q - Cost Principles; OMB Circ. A-122 (for non-profit

agencies); and, OMB Circ. A102 for local government agencies; e. The standard contract language of CDSS and Alameda County; and, f. Insurance coverage to include worker's compensation, general liability, auto

liability and professional liability, unless waived by SSA. 8. Meet the requirements for audit of its expenditures as provided in the above documents. 9. Maintain individual client case files for audit by SSA and/or the California Department of

Social Services. 10. Additional application screening process for Federally Funded programs:

Each application will be screened at the time of RFP or procurement process to ensure applicants—the entity and the principal of the entity—have not been debarred, suspended or otherwise excluded from or ineligible for participation in Federal assistance programs or activities, as per the Code of Federal Regulations (CFR), Title 45, Part 75.13. If applicant fails to meet this requirement, the application shall be denied.

Applicants may check their own Federal assistance programs or activities status by visiting:

http://www.epls.gov/


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G. Discrimination and Confidentiality

Discrimination: CONTRACTOR(S) awarded public funds under this RFP shall not discriminate against any employee or applicant for employment because of race, sex, age (over 40), religion, national origin, color, ethnicity, disability (mental or physical), political affiliation, sexual orientation, marital status, medical condition, or the conditions of Acquired Immune Deficiency Syndrome (AIDS) and AIDS Related Complex (ARC). This includes, but is not limited to the following: employment, upgrading or promotion, demotion, or transfer, recruitment advertising, layoff or termination, rates of pay or form of compensation, and selection for training, including apprenticeship. CONTRACTOR(S) shall not, in connection with the employment, advancement, or discharge of employees, discriminate against them because of their age, except upon the basis of a bona fide occupational requirement or retirement plan, or statutory regulation.

CONTRACTOR(S) shall not employ discriminatory practices against any person in the performance of any services hereunder on the basis of race, sex, age (over 40), religion, national origin, color, ethnicity, disability (mental or physical), political affiliation, sexual orientation, marital status, medical condition, or the conditions of Acquired Immune Deficiency Syndrome (AIDS) and AIDS Related Complex (ARC).

Confidentiality: CONTRACTOR(S) shall use any CalWORKs client information provided by SSA, or by the client, only for the purpose of administering the CalWORKs program. The improper use or disclosure of confidential case information for any other purpose is a misdemeanor under California Welfare & Institutions Code Section 10850. CONTRACTOR(S) shall inform all of their employees of the requirements concerning Confidentiality in the handling of client information. SSA may take further steps to ensure CONTRACTOR(S) awareness of the provisions of California Welfare and Institutions Code Section 10850, and may require that CONTRACTOR(S) have employees sign acknowledgment of their understanding of said statute and its provisions. CONTRACTOR(S) awarded funds, under this RFP, will maintain all information gathered pertaining to CalWORKs program participants in a secure environment in order to ensure the participant's right to confidentiality, and the CONTRACTOR(S) will not release participant information to any Third Party who is not directly responsible for management of the participant's CalWORKs activities, without the prior written consent of the participant.

H. Applicable Federal Costs Standards

The following “Federal Costs Standards” determine allowable FY 2008/2009 CalWORKs costs for:

1. Public Agencies: Federal Management Circular 74-4, as amended; Office of Management and Budget Circular A-102, as amended;

2. Colleges and Universities: Office of Management and Budget (OMB) Circular A-121, as amended;

3. Other Non-Profit Agencies: OMB Circular A-122; and,

4. For-Profit Agencies: 41 CFR Part 1.

Bidders must base their FY 2008/2009 CalWORKs project budgets on these costs principles.

I. References


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1. Respondents are to provide a list of current and former Contracts that demonstrate their ability to perform the services solicited for the target population described herein.

2. Reference information is to include:

Company/Agency name Type of Company/Agency Primary contract contact person (name and title) Complete street address Telephone number and email Type of business Dates of service

3. SSA may contact some or all references provided. SSA reserves the right to contact listed

references other than those provided in the bidder’s response and to incorporate information gained from these references in the proposal evaluation process.

J. Awarding of Funds

An RFP Rating Panel, comprised of persons from private industry, other municipal or county jurisdictions, and Alameda County departments, rates each bidder’s proposal received by the due date cited in this RFP.

1. Proposals are reviewed and rated according to criteria under the RFP section titled “Proposal Rating Criteria”.

2. The Review Panel recommends award of funding to the responding organization/agency that, in its opinion, submitted the proposal (or proposals) that best serves SSA’s contract goal of selecting the most qualified and the most cost-effective proposal, as reflected in being awarded the highest overall point score. Funding awards shall not be solely based on the cost of services.

3. Although SSA reserves the right to consider REFERENCES, OTHER COLLATERAL CONTACTS, and in the case of current or past CONTRACTOR(S)S, OVERALL PAST PERFORMANCE in the implementation of any or all previous Contracts with SSA, information submitted in response to the RFP shall be a primary source of information used in rating projects and awarding FY 2008/2009 CalWORKs contracts.

4. Proposals not in compliance with the terms, conditions, and specifications of this RFP will be rejected for rating or funding recommendations, per SSA’s discretion.

5. Respondents may not alter information contained in a proposal or provide additional information after the RFP submittal deadline, unless specifically requested by SSA.

6. At its sole discretion, SSA may waive any minor proposal irregularities considered non-substantive.

7. Each bidder is notified of the rating decisions and funding recommendations of the RFP Rating Panel by fax or U.S. mail.


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8. The RFP Appeal Process commences after the review process, The Director of the Social Services Agency may exercise further review of the Rating Panel’s findings and the Appeal Panel’s findings, and may conduct analysis of any gaps in planned services to include matters such as language access and capacity, geographical spread of services, or other factors deemed to have a direct bearing on planned services.

9. Final award of contract funding is approved by the Alameda County Board of Supervisors during one of their regularly scheduled meeting. Each bidder shall be notified of the Board’s meeting date, time, and location by U.S. Mail.

10. To support SSA’s goal of generating a high turnout for the contracted vocation training services, CONTRACTOR(S) will partner with SSA regarding the CONTRACTOR(S) marketing strategy materials, activities, and timelines.

K. Appeals Process

Respondents may appeal the awards decisions as described below. A CONTRACTOR(S) failure to include information in their proposal, as identified in this RFP, shall not be considered grounds for an appeal. Should a request for an appeal hearing arise, then the bidder must do the following:

1. Submit the rationale for the appeal, in writing, to the Alameda County Social Services Agency: Department of Employment Services, 2000 San Pablo Avenue, Oakland CA, 94612 Attention: Martin Torow, Contracts Manager, by 3:00 p.m. on Tuesday, May 29, 2008.

2. Explain, in detail, the rationale for appealing the RFP Process, as stipulated herein, which includes the contract evaluation and awarding process.

3. Upon receipt of a timely appeal, SSA schedules and conducts an appeal hearing to offer the

appellant an opportunity to deliver a fifteen (15)-minute oral presentation to the appeal panel in support of their appeal. After completion of the appeal hearing, SSA notifies the appellant of the appeal panel's decision(s) by email or U.S. Mail.

L. County Provisions

1. Preference for Local Products and Vendors: A five percent (5%) preference shall be granted to Alameda County products or Alameda County vendors on all sealed bids on contracts except with respect to those contracts which state law requires be granted to the lowest responsible bidder. An Alameda County vendor is a firm or dealer with fixed offices and having a street address within SSA for at least six (6) months prior to the issue date of this RFP; and which holds a valid business license issued by SSA or a city within SSA. Alameda County products are those that are grown, mined, fabricated, manufactured, processed or produced within SSA. Locality must be maintained for the term of the contract. Evidence of locality shall be provided immediately upon request and at any time during the term of any contract that may be awarded to CONTRACTOR(S) pursuant to this RFP.

2. Small, Local and Emerging Business (SLEB): A small business, for purposes of this

RFP, is defined by the United States Small Business Administration as having no more than $6.5 million in average annual gross receipts over the last three (3) years. An emerging business, as defined by SSA, is one having annual gross receipts of less than one-half (1/2)


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of the above amount over the same period of time. In order to participate herein, the small or emerging business must also satisfy the locality requirements and be certified by SSA as a Small, Local and Emerging Business. Evidence of locality and certification shall be provided immediately upon request and at any time during the term of any contract that may be awarded to CONTRACTOR(S) pursuant to this RFP.

A locally-owned business, for purposes of satisfying the locality requirements of this

provision, is a firm or dealer with fixed offices and having a street address within SSA for a minimum of six (6) months prior to the issue date of this RFP, and which possesses a valid business license issued by SSA or a city within SSA.

SSA is vitally interested in promoting the growth of small and emerging local businesses by

means of increasing the participation of these businesses in SSA’s purchase of goods and services. As a result of SSA’s commitment to advance the economic opportunities of these businesses the following provisions shall apply to this RFP:

a. If Bidder is certified by SSA as either a small and local or an emerging and local

business, SSA will provide a five percent (5%) bid preference, in addition to that set forth in paragraph A., above, for a total bid preference of ten percent (10%) percent. However, a bid preference cannot override a state law, which requires the granting of an award to the lowest responsible bidder.

b. Bidders not meeting the small or emerging local business requirements set forth above

do not qualify for a bid preference and must partner, joint venture or subcontract with one or more County certified small and/or emerging local businesses for at least twenty percent (20%) of Bidder’s total bid amount in order to be considered for the contract award. Bidder, in its bid response, must submit written documentation evidencing a firm contractual commitment to meeting this minimum local participation requirement. Participation of a small and/or emerging local business must be maintained for the term of any contract resulting from this RFP. Evidence of participation shall be provided immediately upon request at any time during the term of such contract. CONTRACTOR(S) shall provide quarterly participation reports during the term of said contract and a final account statement at the end of the contract to SSA Business Outreach Officer.

c. SSA reserves the right to waive these small/local emerging business participation

requirements in this RFP, if the additional estimated cost to SSA, which may result from inclusion of these requirements, exceeds five percent (5%) of the total estimated contract amount or $10,000 (Ten Thousand Dollars), whichever is less.

d. For purposes of this RFP, all Alameda County non-profit organizations/CBO vendors

may apply for SLEB status to be eligible for the five (5) points available to SLEB certified vendors.


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Visit www.acgov.org/gsa to learn more about the program and its certification process or contact: Linda Moore Business Outreach Officer Alameda County General Services Agency (510) 208-9717 [email protected]

3. First Source Program: The First Source Program has been developed to create a public/private partnership that links CalWORKs job seekers, unemployed and under employed County residents to sustainable employment through SSA’s relationships/connections with business, including contracts that have been awarded through the competitive process, and economic development activity in SSA. Welfare reform policies and the new Workforce Investment Act require that SSA do a better job of connecting historically disconnected potential workers to employers. The First Source program will allow SSA to create and sustain these connections.

a. CONTRACTOR(S) awarded contracts for goods and services in excess of

$100,000 (one-hundred thousand dollars) as a result of this RFP are required to provide SSA (10) working days, to refer to vendor, potential candidates to be considered by vendor to fill any new or vacant positions that are necessary to fulfill their contractual obligations to SSA, that vendor has available during the contract term before advertising to the general public. Potential candidates referred by County to CONTRACTOR(S) will be pre-screened, qualified applicants based on CONTRACTOR(S) specifications. CONTRACTOR(S) agrees to use its best efforts to fill its employment vacancies with candidates referred by County, but the final decision of whether or not to offer employment, and the terms and conditions thereof, rest solely within the discretion of the CONTRACTOR(S).

b. CONTRACTOR(S) participating in the First Source Program may be eligible for

incentives, including, but not limited to, tax credits for employees hired, Enterprise Zone credits, and an on-the-job training subsidy.

c. Bidders are required to complete, sign and submit in their bid response, the First

Source Agreement is included in the associated “County of Alameda: General Services Agency” – Attachment C, as part of this document, whereby they agree to notify the First Source Program of job openings prior to advertising elsewhere (ten-day window) in the event that they are awarded a contract as a result of this RFP. Attachment ___ will be completed and signed by SSA upon the contract award and made a part of the final contract document.

Visit www.acgov.org/gsa to learn more about the First Source requirements or contact: Linda Moore Business Outreach Officer Alameda County General Services Agency (510) 208-9717 [email protected]


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4. Eco-Friendly Proposal Packaging: Alameda County, an environmentally responsible employee, seeks all practical opportunities for waste reduction and recycling. As such, SSA strongly encourages all RFP bidders and CONTRACTOR(S) to reduce waste volume and toxicity by using environmentally friendly packaging material. Reduction in waste and toxicity include, but not limited to, backhauling product packaging to the supplier for reuse or recycling, bulk shipping or reduced packaging, soy bean-based inks for packaging printing, and recycled product packaging.

IV. SPECIFIC RFP INFORMATION

A. Bid Submission

1. Sealed proposals must be received at the Alameda County Social Services Agency, Department of Employment Services, BEFORE 3:00 p.m. on May 21, 2008.

2. Respondents are to submit a total of seven (7) proposal copies:

One (1) ORIGINAL copy; and Six (6) copies of their proposal

3. Mark the original proposal copy “Original Proposal” and place in a loose-leaf or three (3)

ring soft binder, NOT BOUND.

a. Responder’s name and return address must appear on the proposal envelope.

b. Proposals will be received only at the address shown above, and must be received prior to the time indicated. Any proposal received at or after said time and/or date or at a place other than the stated address, cannot be considered and WILL NOT BE ACCEPTED.

c. No emailed or faxed bids.

d. All bids, whether delivered by an employee of the 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 Social Services Agency time stamp shall be the official timepiece for the purpose of establishing the actual receipt of bids.

e. It is the responsibility of the bidders to clearly identify information in their bid responses that they consider to be confidential under the California Public Records Act. To the extent that SSA agrees with that designation, such information will be held in confidence whenever possible. All other information will be considered public.

f. All other information regarding the bid responses will be held as confidential until such time as SSA Selection Committee has completed its evaluation and, or if, an award has been made. Bidders will receive mailed award/non-award notification(s), which will include the name of the bidder(s) to be awarded this project. Award information will be posted on SSA’s website www.alamedasocialservices.org.

g. 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.


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4. Address proposals to the following address:

CalWORKs VOCATIONAL TRAINING RFP Alameda County Social Services Agency

Contracts Department 2000 San Pablo Avenue, 4th Floor

Oakland, CA 94612

ATTN: John Tran/Marcia Mayberry

B. Term/Termination/Renewal

1. This RFP will apply for up to three (3) years.

2. The term of the contracts awarded under this RFP will be twelve (12) months.

3. The contract will be subject to termination by either party upon thirty (30) days advance written “Notice of Intent to Terminate Contract”.

4. SSA may terminate the contract at any time, without written notice, upon a material breach of contract by the CONTRACTOR(S).

5. By mutual agreement, this contract may be extended for two additional twelve (12)-month periods (on a year-to-year or fiscal year basis), up to a total of thirty-six (36) months, under the following circumstances:

a. SSA receives adequate funding to extend program operations. (Be advised that if

additional funding does become available, the list of CONTRACTORS produced from this RFP may be relied upon for selection of additional CONTRACTORS.);

b. CONTRACTOR(S) demonstrates success by meeting the contract performance measures outlined in the RFP;

c. SSA continues to need the services purchased under this RFP; and, d. CONTRACTOR(S) is willing and able to modify the services provided to best meet the

needs of CalWORKs participants, as determined by SSA.

6. Contracts renewed for subsequent years will be funded at a maximum level equivalent to FY 2008/2009 award levels.

C. RFP Bidders’ Conferences

To ensure bidders receive equal opportunities to ask questions of SSA staff specific to the RFP, and to hear answers to these questions, it is strongly recommended that bidders attend one (1) of the conference dates as a condition of being awarded the contract.


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RFP BIDDERS’ CONFERENCES

Tuesday, April 22, 2008: 1:30 p.m. – 3:30 p.m. Alameda County Social Services Agency

401 Broadway 1st Floor Conference Room

Oakland, CA 94607

Wednesday, April 23, 2008: 1:30 p.m. – 3:30 p.m. Alameda County Social Services Agency

Eden Area Multi-Service Center 24100 Amador Street

California Poppy Room, 2nd floor Hayward, CA 94544

D. Funding Levels

Contracts awarded for FY 2008/2009 will cover a twelve (12) month period (July 1, 2008 through June 30, 2009). Responding agencies are advised to request levels of funding which will maximize the effectiveness of each proposed project. SSA reserves the right to recommend awards less than the requested contract amounts.

E. Eligibility for Contracted Services

All persons enrolled in FY 2008/2009 CalWORKs Vocational Training programs must be CalWORKs cash benefit recipients residing in Alameda County who have been determined by the SSA to be eligible for the services provided by the CONTRACTOR(S). Final eligibility determination for services resides with SSA. Also, SSA is responsible for referring eligible CalWORKs participants to awarded CONTRACTOR(S).

F. Eligible Bidders

SSA encourages RFP responses from community-based organizations or for-profit organizations with experience in providing a range of employment services to assist low-income people and/or those with barriers to employment for the targeted population of CalWORKs public assistance recipients. All non-profit agencies must be incorporated in the State of California and hold, or be in the process of securing, IRS tax status of 501 (c)3 AND/ OR HAVE A VERIFIED FISCAL AGENT.

Alameda County Social Services may contact some or all of the references provided by the RFP respondent to determine their past and current performance record within the scope of work outlined in this RFP. SSA reserves the right to contact references, other than those provided in respondent proposals, for use in the proposal evaluation.


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G. Basis of Funding

Non-responsive proposals that do not meet the terms, conditions, and specifications of this RFP process WILL NOT be accepted and WILL NOT be rated. Each responsive proposal received, will be evaluated by a review panel based on the Proposal Rating Criteria for the service proposed contained herein. Funding awards consist of the Review Panel’s proposal and the availability of funds. Funding awards are not final until approved by the Alameda County Board of Supervisors.

H. Proposal Format

1. Proposal(s) are to be straightforward, clear, concise and responsive to the information requested.

2. Proposal(s) are considered “complete” if it includes all information and deliverables requested in this RFP.

3. Proposals shall be prepared in the following format:

a. Printed on double-sided, 8 ½” by 11” white paper. b. Page margins of 1 inch. c. Minimum 12-point font size and font type in “Times New Roman”, “Tahoma”, or

“Garamond”. d. Single-spaced text.

The response package for this RFP shall be available on SSA’s website: www.alamedasocialservices.org.

4. The response to each section of the SSA CalWORKs Vocational Training RFP Response Package must be limited to the number of pages specified. The space limitations indicated in the RFP Response Package will be strictly enforced.

I. Language Access Requirements

Approximately fifteen percent (15%) of SSA’s CalWORKs participants speak a primary language other than English and will need vocational training in their specific language.

J. Proposal Rating Criteria

Each proposal meeting the terms, conditions, and proposal receives a rating between zero (0) and one hundred (100) points. The option for additional points include:

Five (5) points for qualifying as a Local Vendor; and Five (5) points for qualifying as a SLEB.


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PROPOSAL RATING CRITERIA

Is the proposal responsive to the terms, conditions, [ ] YES/PASS [ ] NO/FAIL and specifications of the RFP?

Is the required documentation, if applicable, attached? [ ] YES/PASS [ ] NO/FAIL Does the bidder have a Alameda County business address? [ ] YES [ ] NO

Is the bidder eligible for S.L.E.B.* status? [ ] YES [ ] NO

Rating Element Possible Points Points Earned

PROJECT DESIGN Project Activities:

Does the proposed curriculum prepare students for identified job titles? Training outline and list of competencies provided?

10

Did agency/collaborative identify specific job titles, document the number of anticipated job openings, and align entrance requirements with minimum hiring qualifications?

10

Can agency/collaborative provide case management and job retention services to address multiple barriers, promote satisfactory attendance and self-sufficiency?

10

Can the agency/collaborative successfully place participants in training related jobs? 10

Does agency/collaborative have adequate and qualified project staff? 10

Participation Standards: Is participation supervised and monitored? 5 Are participant outcomes tracked? 5 Are adequate participant records maintained? 5

Accessibility: Can the agency/collaborative serve people in multiple languages at language-appropriate sites? 5

Is site location accessible via public transportation? 5 Total for Project Design 75

BIDDER QUALIFICATIONS

Does agency/lead agency have previous experience in similar projects? 10

Does agency/lead agency have adequate fiscal controls? 5 Is the project budget reasonable for proposed activities? 10

Total for Bidder Qualifications 25

TOTAL BIDDER SCORE 100

*SLEB=Small Local and Emerging Business


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K. Payment Methodology:

1. CONTRACTOR(S) is eligible for monthly compensation at an agreed payment rate for a SSA referred CalWORKs participant in the RFP’s four vocational training elements.

Vocational Training Elements % of Contract Payment Allocation

Training Enrollment 25 % Training Completion 15 % Job Placement 40 % 30-Day Job Retention 20 %

2. SSA shall refer CalWORKs participants to CONTRACTOR(S) but does not guarantee a set number of monthly referrals or a total number of participant referrals.

3. Refer to the RFP under the Response Package, section titled “Vocational Training Contract

Budget Break-Out and Narrative” to explain your fixed unit cost. 4. Provide your unit cost per participant.


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ATTACHMENT 1

GLOSSARY OF TERMS

CalWORKs: A County administered program designed to provide temporary assistance to individuals who are determined needy, but who are ineligible for federal and state assistance.

Collaboration As used in this RFP, COLLABORATIVE refers to a joint venture between a community-based organization (CBO) and an educational institution (adult school, community college, or private institution).

Employment Services: Activities and services that are designed to result in unsubsidized job placement and job retention. Fiscal Agent: The entity responsible for monetary accountability and satisfactory performance of all contractual work. Job Placement: As used in this RFP, Job Placement is acceptance by a participant of unsubsidized employment with wages equivalent to or exceeding 35 hours per week

Job Search Assistance: Those activities and services designed to help CalWORKs participants find paid employment including but not limited to: job leads, referrals to career centers, resume preparation, interviewing skills, application assistance, skill set review, job search plan and any other assistance needed to obtain unsubsidized employment. Unsubsidized Employment: Employment in which (100%) of wages and fringe benefits earned by an employee are paid by the employer, absent any ongoing or recurring subsidies or contribution from public funding sources.


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ATTACHMENT 2

FY 2008 / 2009 SSA CalWORKs Vocational Training RFP

Activities and Timelines

Release of Published RFP April 4

RFP Bidders’ Conferences April 22 (Oakland) April 23 (Hayward)

Deadline for RFP Responses to County May 21 (3:00 P.M.)

Announcement of Contract Funding Recommendations June 3

Deadline for Appeals June 9 (3:00 P.M.)

Appeals Hearing June 13

Awards by Board of Supervisors July 1

Contract Start Date July 1


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ATTACHMENT 3

SSA Alameda County Self-Sufficiency Centers

Site Name Zip Code Coverage Languages Needed

North Oakland 2000 San Pablo Avenue Oakland, CA 94612

94501 94502 94602 94606 – 94612 94614 94615 94617 94618 94620 94623 94624 94701 – 94710 94712 94720

English Vietnamese Cantonese

Mid County: Eastmont 6955 Foothill Blvd., Suite 100 Oakland, CA 94605

94601 94603 – 94605 94613 94619 94621 94577 - 94580

English Spanish Farsi Vietnamese Cantonese Cambodian

South County: Eden Area Multi-Service Center 24100 Amador Street Hayward, CA 94544 3311 Pacific Avenue Livermore, CA 94550

39155 Liberty Street, Suite C330 Fremont, CA 94538

94541 – 94546 94552 94557 94587 94550 94551 94566 94568 94588 93436 – 94539 94555 94560 94586

English Spanish Vietnamese English

English Farsi Vietnamese


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ATTACHMENT 4 (Page 1 of 4)

COUNTY OF ALAMEDA General Services Agency

RFP For CalWORKs Vocational Training

SMALL, LOCAL AND EMERGING BUSINESS PROGRAM

CERTIFICATION INSTRUCTIONS 1. Complete the application.

Small Business: Federal Small Business Administration (SBA) gross receipts limit by North American Industry Classification System (NAICS) or Standard Industry Classification (SIC) Codes. Emerging Business: One half of the SBA gross receipt limit by NAICS OR SIC codes and in business less than 5 years.

The following items must be attached to your Application: • Copies of Signed Federal Tax Returns showing Gross Business Receipts for the last 3 years • Copies of Business Licenses • Copy of Current Identification (i.e. Driver’s License, Identification Card) • Copy of Deed, Rental or Lease Agreement showing Business Address • Copies of Last 3 completed Contracts and Proposals including name of Contact Person • Personal Net Worth Statement (if the business has never filed taxes) • Notarized Affidavit

If you own less than 51% interest in your business, please indicate other owner(s) name(s), title(s) and percentage of ownership. List all current business and professional licenses. If you have been in business for less than three years, please provide your actual gross receipts received for the period that you have been in business. If you have not been in business for a complete tax year, please provide actual gross receipts to date.

The Affidavit must be complete, notarized and attached to the Application. If any item is not applicable, please put “N/A” in the designated area. If additional space is needed, please attach additional sheet(s).



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2. Please mail Application and Supporting Documents to:

Alameda County General Services Agency Business Outreach Compliance Office/SLEB 1401 Lakeside Drive, 10th Floor Oakland, CA 94612 Attention: Linda Moore Business Outreach Officer If you have questions regarding your certification, please contact: Linda Moore (510) 208-9717 or [email protected]

Section A: Business Information

* Asterisk (*) indicates Required Information. *Business Type: Sole Proprietorship Partnership Corporation *Business Name: SLEB Vendor ID Number:

DBA (Circle One): Yes or No *Federal Tax Identification Number: *Business Address: *How long at this address: *Business Telephone Number: Business Fax Number: *Business Start Date: *# of Employees: Business Description: Gross Business Receipts for Last Three Years (If first year in business, please list gross receipts received to date): $_____________________ 20____ $ ___________________ 20____ $____________________ 19____

Section B: Contact Information

*Name: *Title: Address: *Email Address: Phone: Fax number: *Composition of Ownership – This is a Required Section Public Entity (government, church, school, non-profit, publicly traded) Yes No If “Yes,” skip Gender and Ethnicity below. The collection of ethnicity and gender data is for statistical and demographic purposes only.


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Please check the one most applicable category in each column: Ethnicity Gender

African American or Black (greater than 50%) Female (greater than 50%) American Indian or Alaskan Native (greater than 50%) Male (greater than 50%) Asian (greater than 50%) Caucasian or White (greater than 50%) Filipino (greater than 50%) Hispanic or Latino (greater than 50%) Native Hawaiian or other Pacific Islander (greater than 50%) Multi-ethnic minority ownership (greater than 50%) Multi-ethnic ownership (50% Minority-50% Non-Minority)

Section C: SIC and NAICS Codes Information

SIC Code(s) NAICS Code(s)

______________________________________ _________________________________________

______________________________________ _________________________________________ ______________________________________ _________________________________________

Section D: Business and License Information

Please List All Current Business and Professional Licenses: License Type: Date Issued/Expires: Jurisdiction/Issuing Authority: ______________________________ ______________________________ _______________________________

__________________________ ______________________________ _______________________________



SLEB Vendor ID Number: _______________ Date of Initial Certification: ____________ *Business Name: *Federal Tax Identification Number: ____- ______________ *Business Address: *How long at this address: _____________ *Business Telephone Number: Business Fax Number: *Main Contact Name: *Email Address: Phone: *Gross Business Receipts for Last Three Years:

$___________________ 20____ $ ___________________ 20____ $_____________ 19____

Please Attach Verification of Business Income (Copies of signed Federal Tax Return)

Section E: SIC and NAICS Codes Information

SIC Code(s) NAICS Code(s)

_____________________________ ________________________________________

RENEWAL AFFIDAVIT I declare, under penalty or perjury all of the foregoing statements are true and correct. ___________________________________ __________________________ (Signature) (Title)

Please mail Application and Supporting Documents to:

GSA Purchasing

Attention: Linda Moore 1401 Lakeside Drive, 10th Floor Oakland, CA 94612


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RFP For CalWORKs Vocational Training

SMALL, LOCAL AND EMERGING BUSINESS PROGRAM

CERTIFICATION INSTRUCTIONS

AFFIDAVIT

The undersigned swears, under penalty of perjury, that the foregoing statements are true and correct and include all material information necessary to identify and explain the operations of _______________________________________________________ (Name of Firm) as well as the ownership thereof.

The undersigned also states that he/she is properly authorized by _____________________________________________________ (Name of Firm) to execute the affidavit. Further, the undersigned agrees to provide the County Of Alameda, current,

complete and accurate information regarding: actual work performed on the project, any payment(s)

made or received, any proposed

changes to the activities of the above-referenced firm that affect the firm’s eligibility under this program,

and to permit the audit and examination of books, records, and files of the named firm. Any material

misrepresentation will be grounds for terminating any contract which may be awarded and for initiating

appropriate legal action. The undersigned agrees that information provided may be shared with other

governmental agencies. Printed Name Signature

Title Date

day of ________________________, by 20______

The foregoing affidavit was subscribed and sworn to before me on this ________


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ATTACHMENT 5 (Page 1of 2)

Commission Expires Mail completed Application and Affidavit to: County of Alameda 1401 Lakeside Drive, 10th Floor Oakland, CA 94612 Attn: Linda Moore

Notary Public Seal


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SMALL LOCAL and EMERGING BUSINESS (SLEB)

SUBCONTRACTING INFORMATION SHEET

RFP For CalWORKs Vocation Training

In order to meet the small local emerging business (SLEB) requirements of this RFP, all bidders must complete this form as required below.

Bidders not meeting the definition of a SLEB (per this RFP County Provisions) are required to subcontract with a SLEB for at least twenty percent (20%) of the total estimated bid amount in order to be considered for contract award. This form must be submitted for each business that bidders will work with, evidencing a firm contractual commitment to meeting the SLEB participation goal. (Copy this form as needed.) Bidders are encouraged to subcontract with a SLEB that can participate directly with this contract. One of the benefits of subcontracting will be economic, but this subcontracting will also assist the SLEB to grow and build the capacity to eventually bid as a prime on their own. Once a contract has been awarded, bidders will not be able to substitute the subcontractor without prior written approval from the General Services Agency, Business Outreach Officer. The General Services Agency, Business Outreach Officer will monitor the contract for compliance with the SLEB requirements. BIDDER:___________________________________________________________________________________

is a SLEB.

is not a SLEB and will subcontract __________% with the SLEB named below for the following service(s): _______________________________________________________________________________________

SLEB Business Name: ___________________________________________________________________

Street Address: ___________________________________________________________________

City, State, Zip: ___________________________________________________________________

Phone: ___________________________Fax:__________________E-mail:_____________

Tax ID Number: _____________________________________________________


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Principal Name: ______________________________________________________

SLEB Principal Signature: _________________________________________________ ________________

(Date) Bidder Signature: _______________________________________________ _________________ (Date)


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FIRST SOURCE AGREEMENT FOR SOLE SOURCE

PROCUREMENT REQUESTS

VENDOR INFORMATION

For CalWORKs Vocation Training

ALCOLINK Vendor Number (if known): 00000 SLEB Vendor Number:

Full Legal Name:

DBA

Type of Entity: Individual Sole Proprietor Partnership

Corporation Tax-Exempted Government or Trust

Check the boxes that apply: Goods Only Goods & Services Rents/Leases Legal Services Rents/Leases paid to you as the agent Medical Services Non-Medical Services

Describe Other

Federal Tax ID Number (required): P.O. Box/Street Address:

Vendor Contact’s Name:

Vendor Contact’s Telephone: Fax:

Vendor Contact’s E-mail address:

Please check all that apply: LOC Local Vendor (Holds business license within Alameda County) SML Small Business (as defined by Small Business Administration)

I American Indian or Alaskan Native (>50%) A Asian (>50%) B Black or African American (>50%) F Filipino (>50%) H Hispanic or Latino (>50%) N Native Hawaiian or other Pacific Islander (>50%) W White (>50%)


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Number of Entry Level Positions available through the life of the contract:___________

Number of other positions available through the life of the contact:_________________

This information to be completed by County: Contract #______________________

Contract Amount: _______________________________________________

Contract Term: _________________________

Vendor agrees to provide Alameda County (through East Bay Works and Social Services Agency), ten (10) working days to refer to Vendor, potential candidates to be considered by Vendor to fill any new or vacant positions that are necessary to fulfill their contractual obligations to the County, that Vendor has available during the life of the contract before advertising to the general public. Vendor will also provide the County with specific job requirements for new or vacant positions. Vendor agrees to use its best efforts to fill its employment vacancies with candidates referred by County, but final decision of whether or not to offer employment, and the terms and conditions thereof, to the candidate(s) rest solely within the discretion of the Vendor. Alameda County (through East Bay Works and Social Services Agency) agrees to only refer pre-screened qualified applicants, based on vendor specifications, to vendor for interviews for prospective employment by Vendor (see Incentives for Vendor Participation under Vendor/First Source Program located on the Small Local Emerging Business (SLEB) Website, http://www.co.alameda.ca.us/gsa/sleb/vendor.shtml

_____________________________________ _________________________ (Vendor Signature) (Date) (Company Name) _____________________________________ _________________________ (Alameda County Representatives Signature) (Date)


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COMMUNITY BASED ORGANIZATION MASTER CONTRACT

THIS CONTRACT, made and entered into on this _____ day of ___________, 2008 by and between the

COUNTY OF ALAMEDA, a body corporate and politic of the State of California, hereinafter referred to as

"County," and, _______________________ doing business at ________________________

hereinafter referred to as "Contractor".

WITNESSETH:

WHEREAS, County is desirous of contracting with Contractor for the provision of certain services, a description of which is presented in Exhibit A(s), attached hereto; and

WHEREAS, Contractor is receiving funds pursuant to the funding source indicated in Exhibit B(s); and

WHEREAS, Contractor is willing to provide proof of insurance as specified in Exhibit C; and WHEREAS, Contractor willingly agrees to participate in audits required by the County as defined in Exhibit D(s); and WHEREAS, Contractor is willing and able to perform duties and render services which are determined by the Board of Supervisors to be necessary or appropriate for the welfare of residents of County; and WHEREAS, County desires that such duties and services be provided by Contractor, and Contractor agrees to perform such duties and render such services, as more particularly set forth below:

NOW, THEREFORE, IT IS HEREBY MUTUALLY AGREED as follows: 1. Term of Agreement. The Term of this Agreement begins on the ___Day of _________, 2008 and shall continue year to year as specified more particularly in Exhibit B(s) provided funding is allocated by the County Board of Supervisors, until terminated in accordance with this Agreement.

Contractor understands and agrees that there is no representation, implication, or understanding that the services provided by Contractor under this Agreement will be purchased by County from Contractor under a new Agreement following expiration or termination of this Agreement. Contractor waives all rights or claims to notice or hearing respecting any failure by County to continue to purchase all or any such service from Contractor following the expiration or termination of this Agreement. 2. Program Description and Performance Requirements -- Exhibit A(s). This Agreement shall be accompanied by, marked Exhibit A(s), and by this reference made a part hereof, a description of the duties and services to be performed for County by Contractor, and Contractor agrees to comply with all provisions, to perform all work, and to provide all such duties and services set forth in Exhibit A(s) in a professional and diligent manner.


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3. Terms and Conditions of Payment - Exhibit B(s). County has allocated the sum as indicated in Exhibit B(s), to be expended as described in this Agreement. Unless an amendment to this Agreement otherwise provides, that amount shall in no event be exceeded by Contractor, and County shall under no circumstances be required to pay in excess of that amount. Payment shall be made pursuant to the terms and conditions set forth in Exhibit B(s), attached hereto and by this reference made a part hereof. Sums not so paid shall be retained by County. Unless it is otherwise provided in Exhibit B(s) to this Agreement, Contractor shall submit all claims for reimbursement under the Agreement within ninety (90) days after the ending date of the Agreement. All claims submitted after ninety (90) days following the ending date of the Agreement will not be subject to reimbursement by the County. Any "obligations incurred" included in claims for reimbursements and paid by the County which remain unpaid by the Contractor after ninety (90) days following the ending date of the Agreement will be disallowed under audit by the County.

Contractor agrees to comply with all requirements which are now, or may hereafter be, imposed by the funding government with respect to the receipt and disbursement of the funds referred to in Exhibit B(s), as well as such requirements as may be imposed by County. Without limiting the generality of the foregoing, Contractor agrees that it will not use funds received pursuant to this Agreement, either directly or indirectly, as a contribution in order to obtain any Federal funds under any Federal programs without prior written approval of County. 4. Insurance -- Exhibit C. Contractor shall maintain in force, at all times during the term of this Agreement, those insurance and bonding documentation described in Exhibit C attached hereto and made a part of this Agreement, and shall comply with all other requirements set forth in that Exhibit. Contractor shall provide Worker's Compensation insurance at Contractor's own cost and expense, and neither Contractor nor its carrier shall be entitled to recover from the County any costs, settlements, or expenses or Worker's Compensation claims arising out of this Agreement. 5. Additional Fiscal Provisions. Contractor shall not claim reimbursement from County for (or apply sums received from County with respect to) that portion of its obligations which has been paid by another source of revenue. Sums received as a result of applications for funds from public or private organizations shall be considered such revenue insofar as such sums are or can be applied to the work to be performed by Contractor pursuant to this Agreement.

Unrestricted or undesignated private charitable donations and contributions shall not be considered revenue applicable to this Agreement; Contractor has total freedom in planning for the usage of such resources in expanding and enriching programs, or in providing for such other operating contingencies as it may desire. Nothing herein shall be deemed to prohibit Contractor from contracting with more than one entity to perform additional work similar to or the same as that herein contracted for.

6. Records: Contractor shall maintain on a current basis complete financial records including, but not necessarily limited to, books of original entry, source documents in support of accounting transactions, a general ledger, personnel and payroll records, canceled checks, and related documents in accordance with generally accepted accounting principles and any specific requirements of the applicable funding source.


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Contractor shall maintain on a current basis complete records pertaining to the provision of services and eligibility, including, but not limited to, medical records, client files, participant records, patient logs or other service related documentation in accordance with instructions provided by County. Contractor shall maintain on a current basis complete records pertaining to Contractor's organizational structure and activities, including, but not limited to, bylaws, articles of incorporation, documentation of tax exempt status, Board of Directors roster, minutes of meetings of the Board of Directors and committees, administrative program policies and procedures and any other documents required by County or the State or federal government or the applicable funding source. Contractor will cooperate with County in the preparation of, and will furnish any and all information required for, reports to be prepared by County and/or Contractor as may be required by the rules, regulations, or requirements of County of any other governmental entity or applicable funding source. County shall specify in detail the cooperation required. Records shall be retained by Contractor, and shall be made available for auditing and inspection, for no less than five (5) years following the provision of any services pursuant to this Agreement, or for a longer period as required by the applicable funding source. If Contractor enters into any County-approved agreement with any related organization to provide services such agreement shall contain a clause to the effect that the related records of that organization shall be retained, and shall be made available for auditing and inspection, for no less than five (5) years following its provision of services pursuant to the subcontract, or for a longer period as required by the applicable funding source. County reserves the right to issue further instructions regarding the extent of records required to be kept, the format to be used, and record retention and access requirements as is necessary to perform audits and to otherwise comply with requirements set forth by applicable funding sources. 7. Audits: Contractor's records, as defined in this Agreement, shall be accessible to County for audit and inspection to assure proper accounting of funds, and to certify the nature of, and evaluate Contractor's performance of its obligations as set forth in this Agreement. County shall be entitled to access onto Contractor's premises to observe operations, inspect records or otherwise evaluate performance at all reasonable times and without advance notice. County shall conduct inspections and manage information in a manner consistent with applicable laws relating to confidentiality of records and in a manner that will minimize disruption of Contractor's work. Separate and apart from the audit and inspection provisions set forth immediately above, Contractor's records will be subject to audits as required by Federal and/or State agencies and/or other funding sources. These audits include those performed pursuant to applicable OMB Circulars, as described more fully in Exhibit D of this Agreement, or audits otherwise authorized by Federal or State law. 8. Indemnification: Contractor agrees to indemnify, to defend at its sole expense, to save and hold harmless County, its officers, agents, and employees from any and all liability in addition to any and all losses, claims, actions, lawsuits, damages, judgments of any kind whatsoever arising out of the negligent acts, omissions or intentional misconduct of Contractor or Contractor's employees, agents, subcontractors or volunteers in performance of services rendered pursuant to this Agreement.


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County agrees to indemnify, to defend at its sole expense, to save and hold harmless Contractor, its officers, agents, and employees from any and all liability in addition to any and all losses, claims, actions, lawsuits, damages, judgments of any kind whatsoever arising out of the negligent acts, omissions or intentional misconduct of County or County employees, agents, subcontractors or volunteers in performance of services rendered pursuant to this Agreement. 9. Subcontracting: None of the work to be performed by Contractor shall be subcontracted without the prior written consent of County. Contractor shall be as fully responsible to County for the acts and omissions of any subcontractors, and of persons either directly or indirectly employed by them, as Contractor is for the acts and omissions of persons directly employed by Contractor. Contractor shall not transfer any interest in this Agreement (whether by assignment or novation) without prior written approval of County. However, Contractor may assign its rights to receive compensation from the County for performance of the Agreement to financial institutions for the purpose of securing financial resources, provided that written consent from the supervising department shall have first been obtained. No party shall, on the basis of this agreement, in any way contract on behalf of, or in the name of, the other party to the Agreement, and any attempted violation of the provisions of this sentence shall confer no rights, and shall be void. 10. Independent Contractor Status: Neither the Contractor nor any of its employees shall by virtue of this Agreement be an employee of County for any purpose whatsoever, nor shall it or they be entitled to any of the rights, privileges, or benefits of County employees. Contractor shall be deemed at all times an independent contractor and shall be wholly responsible for the manner in which it performs the services required of it by the terms of this Agreement. Contractor assumes exclusively the responsibility for the acts of its employees as they relate to the services to be provided during the course and scope of their employment. 11. Confidentiality: Contractor agrees to maintain the confidentiality of any information which may be obtained with this work. Contractor shall comply with whatever special requirements in this regard as are described or referred to in Exhibit A(s) to this Agreement. Confidential information is defined as all information disclosed to Contractor which relates to County's past, present and future activities, as Well as activities under this Agreement. Contractor will hold all such information in trust and confidence. Upon cancellation or expiration of this Agreement, Contractor will return to County all written or descriptive matter which contain any such confidential information. County shall respect the confidentiality of information furnished by Contractor to County as specified in Exhibit A(s) or as otherwise provided by law. 12. Termination Provisions: Termination for Cause --If County determines that Contractor has

failed, or will fail, through any cause, to fulfill in a timely and proper manner its obligations under the Agreement, or if County determines that Contractor has violated or will violate any of the covenants, agreements, provisions, or stipulations of the Agreement, County shall thereupon have the right to terminate the Agreement by giving written notice to Contractor of such termination and specifying the effective date of such termination.

Without prejudice to the foregoing, Contractor agrees that if prior to or subsequent to the termination or expiration of the Agreement upon any final or interim audit by County, Contractor shall have failed in any way to comply with any requirements of this Agreement, then Contractor shall pay to County


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forthwith whatever sums are so disclosed to be due to County (or shall, at County's election, permit County to deduct such sums from whatever amounts remain undisbursed by County to Contractor pursuant to this Agreement or from whatever remains due Contractor by County from any other contract between Contractor and County). Termination Without Cause --County shall have the right to terminate this Agreement without cause at any time upon giving at least 30 days written notice prior to the effective date of such termination. Termination By Mutual Agreement --County and Contractor may otherwise agree in writing to terminate this Agreement in a manner consistent with mutually agreed upon specific terms and conditions. 13. Compliance with Laws: Contractor shall observe and comply with all applicable laws, ordinances, codes and regulations of governmental agencies, including federal, state, municipal and local governing bodies, having jurisdiction over the scope of services or any part hereof, including Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794), all provisions of the Occupational Safety and Health Act of 1979 and all amendments thereto, and all applicable federal, state, municipal and local safety regulations. All services performed by Contractor must be in accordance with these laws, ordinances, codes and regulations. Contractor shall indemnify and save County harmless from any and all liability, fines, penalties and consequences from any noncompliance or violations of such laws, ordinances, codes and regulations. A violation of such laws, ordinances, codes and regulations shall constitute a material breach of this Agreement and can lead to the termination of this Agreement and appropriate legal proceedings. 14. Accident Reporting: If a death, serious personal injury, or substantial property damage occurs in connection with the performance of this Agreement, Contractor shall immediately notify the Supervising Department by telephone. Contractor shall promptly submit a written report, in such form as may be required by Supervising Department, of all accidents which occur in connection with this Agreement. This report must include the following information: (1) name and address of the injured or deceased person(s); (2) name and address of

Contractor's subcontractor, if any; (3) name and address of Contractor's liability insurance carrier; and (4) a detailed description of the circumstances surrounding the accident, whether any of the County's equipment, tools, materials or staff were involved and the extent of damage to County and or other property; (5) determination of what effect, if any, accident will have upon Contractor's ability to perform services. 15. Personal Property: Unless otherwise provided in Exhibit B(s) to this Agreement, in the event that payment under this Agreement is other than by fee-for-service, title to all personal property having a unit purchase price of over $1,000 acquired by Contractor in connection with this Agreement or the services rendered pursuant thereto shall vest in County, and shall be returned to County at the expiration or termination of the Agreement. 16. Non-Discrimination: Contractor assures that he/she will comply with the Americans with Disabilities Act and Title VII of the Civil Rights Act of 1964. Contractor further agrees and that no person shall, on the grounds of race, creed, color, disability, sex, sexual orientation or national origin, age,


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religion, Vietnam Era Veteran's status, political affiliation, or any other non-merit factors, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under this Agreement. 17. Governing Board Limitations; Conflict of Interest: Contractor shall observe and comply with all applicable laws, ordinances, codes and regulations of governmental agencies, including federal, state, municipal and local governing bodies regarding conflicts of interest. If Contractor has entered into this Agreement as a not-for-profit organization as defined by state and federal law, and is in receipt of funds from County based on such status, Contractor shall at all times conduct its business in a manner consistent with that required of a not-for-profit organization by applicable laws. Contractor, whether or not a not-for-profit organization, shall not permit any member of its governing board to perform for compensation any administrative or operational functions for the Contractor with respect to the performance of this contract, be it in the capacity as director, officer or employee, (including, but not by way of limitation, fiscal, accounting, or bookkeeping functions) without first obtaining the written consent of the County Agency Director/Chief Administrator. No administrative employee, officer or director of Contractor may do any of the following without first having given advanced written notice to the County Agency Director/Chief Administrator: Receive funds from County other than those funds provided pursuant to the Agreement;

Simultaneously serve as an employee, officer or director of another community based organization; Simultaneously serve as a Director of another governing board or commission which could have

influence over the operations of Contractor.

Contractor shall not, without having given advanced written notice to County Agency Director/Chief Administrator of its intention, do any of the following:

Employ any person who is related by blood or marriage to another employee, a manager, or a member of the governing board of the Contractor;

Contract for the acquisition of goods or services for more consideration than would be paid for equivalent goods or services on the open market from any person who is related by blood or marriage to a manager or a member of the governing board of the Contractor; or Contract for the acquisition of goods or services for more consideration than would be paid for equivalent goods or services on the open market from any organization in which any person who is related by blood or marriage to a manager or member of the governing board of the Contractor has a substantial personal financial interest.. Contractor shall not, during the term of this Agreement, permit any member of the governing board of the Contractor to have or acquire, directly or indirectly, any personal financial interest in the performance of the Agreement, as by providing goods or services for compensation, or otherwise, without having


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first disclosed the same to the board and the County Agency Director/Chief Administrator, and said member shall not participate in board discussion or action on such matter. Should the County Agency Director/Chief Administrator object to such employment or contracting and a resolution cannot be achieved then the act of proceeding on such employment or contracting shall constitute grounds for Termination of this Agreement for cause under the provisions of paragraph 12.

18. Drug-free Workplace: Contractor and Contractor's employees shall comply with the County's policy of maintaining a drug-free workplace. Neither Contractor nor Contractor's employees shall unlawfully manufacture, distribute, dispense, possess or use controlled substances, as defined in 21 U.S. Code Section 812, including marijuana, heroin, cocaine, and amphetamines, at any County facility or work site. If Contractor or any employee of Contractor is convicted or pleads nolo contenders to a criminal drug statute violation occurring at a County facility or work site, the Contractor, within five days thereafter, shall notify the Supervising Department of the County department/agency for which the Agreement services are performed. Violation of this provision shall constitute a material breach of this Agreement. 19. Modifications to Agreement. County shall assign a liaison to Contractor with respect to the performance of this Agreement. Unless otherwise provided in Exhibit A(s) and/or B(s) to this Agreement, any adjustments requested by the Contractor to line items of a budget or to the program description included as an exhibit to this Agreement may only be made upon written approval of the supervising department. Such adjustments shall not alter (1) services or other performance to be provided under this Agreement, (2) the time of performance of any act hereunder, or (3) the total amount of money allocated hereunder.

This Agreement can be amended only by written agreement of the parties hereto.

20. Designation of Authorized Personnel. Contractor shall provide County with a list of Contractor's employees or members of Contractor's Board of Directors who have been authorized to act on behalf of Contractor in its dealings with County. An "act" on behalf of Contractor includes but is not necessarily limited to, execution of Agreement, Agreement amendments and exhibits, signing of claims, and authorization of payment on invoices. The list shall be updated as necessary to accurately reflect such authorizations.

Notice. All notices required hereunder will be in writing and served personally or by certified mail, return receipt requested, postage prepaid, at the addresses shown below: CONTRACTOR: COUNTY: Alameda County Social Services Agency Contracts Office 2000 San Pablo Ave., 4th Floor Oakland, Ca 94612


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IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date first mentioned above.

COUNTY OF ALAMEDA CONTRACTOR

By____________________________________________ (Name: _______) Board of Supervisors, President Contractor Name Street Address City, State, Zip Code By____________________________________________

Authorized Signature of Contractor Approved as to form: Title Federal ID No:

, County Counsel By__________________________________________ Deputy County Counsel


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EXHIBIT C

COUNTY OF ALAMEDA MINIMUM INSURANCE REQUIREMENTS

Without limiting any other obligation or liability under this Agreement, the Contractor, at its sole cost and expense, shall secure and keep in force during the entire term of the Agreement or longer, as may be specified below, the following insurance coverage, limits and endorsements:

TYPE OF INSURANCE COVERAGES MINIMUM LIMITS A Commercial General Liability

Premises Liability; Products and Completed Operations; Contractual Liability; Personal Injury and Advertising Liability

$1,000,000 per occurrence (CSL)

Bodily Injury and Property Damage

B Commercial or Business Automobile Liability

All owned vehicles, hired or leased vehicles, non-owned, borrowed and permissive uses. Personal Automobile Liability is acceptable for individual contractors with no transportation or hauling related activities

$1,000,000 per occurrence (CSL)

Any Auto

Bodily Injury and Property Damage

C Workers’ Compensation (WC) and Employers Liability (EL)

Required for all contractors with employees

WC: Statutory Limits

EL: $100,000 per accident for bodily injury or disease

D Professional Liability/Errors & Omissions

Includes endorsements of contractual liability

$1,000,000 per occurrence

$2,000,000 project aggregate


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E

Endorsements and Conditions:

1. ADDITIONAL INSURED: All insurance required above with the exception of Professional Liability, Personal Automobile Liability, Workers’ Compensation and Employers Liability, shall be endorsed to name as additional insured: County of Alameda, its Board of Supervisors, the individual members thereof, and all County officers, agents, employees and representatives.

2. DURATION OF COVERAGE: All required insurance shall be maintained during the entire term of the Agreement with the following exception: Insurance policies and coverage(s) written on a claims-made basis shall be maintained during the entire term of the Agreement and until 3 years following termination and acceptance of all work provided under the Agreement, with the retroactive date of said insurance (as may be applicable) concurrent with the commencement of activities pursuant to this Agreement.

3. REDUCTION OR LIMIT OF OBLIGATION: All insurance policies shall be primary insurance to any insurance available to the Indemnified Parties and Additional Insured(s). Pursuant to the provisions of this Agreement, insurance effected or procured by the Contractor shall not reduce or limit Contractor’s contractual obligation to indemnify and defend the Indemnified Parties.

4. INSURER FINANCIAL RATING: Insurance shall be maintained through an insurer with a minimum A.M. Best Rating of A- or better, with deductible amounts acceptable to the County. Acceptance of Contractor’s insurance by County shall not relieve or decrease the liability of Contractor hereunder. Any deductible or self-insured retainer amount or other similar obligation under the policies shall be the sole responsibility of the Contractor. Any deductible or self-insured retainer amount or other similar obligation under the policies shall be the sole responsibility of the Contractor.

5. SUBCONTRACTORS: Contractor shall include all subcontractors as an insured (covered party) under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.

6. JOINT VENTURES: If Contractor is an association, partnership or other joint business venture, required insurance shall be provided by any one of the following methods: – Separate insurance policies issued for each individual entity, with each entity included as a “Named

Insured (covered party), or at minimum named as an “Additional Insured” on the other’s policies. – Joint insurance program with the association, partnership or other joint business venture included as a

“Named Insured.

7. CANCELLATION OF INSURANCE: All required insurance shall be endorsed to provide thirty (30) days advance written notice to the County of cancellation.

8. CERTIFICATE OF INSURANCE: Before commencing operations under this Agreement, Contractor shall provide Certificate(s) of Insurance and applicable insurance endorsements, in form and satisfactory to County, evidencing that all required insurance coverage is in effect. The County reserves the rights to require the Contractor to provide complete, certified copies of all required insurance policies. The require certificate(s) and endorsements must be sent to:

- Department/Agency issuing the contract: SSA Contracts Office, 2000 San Pablo Avenue, 4th Fl, Oakland, CA 24612 - With a copy to Risk Management Unit (125 – 12th Street, 3rd Floor, Oakland, CA 94607)

Certificate C-2 Page 1 of 1 Form 2001-1 (Rev. 03/15/06)


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EXHIBIT D

COUNTY OF ALAMEDA MINIMUM INSURANCE REQUIREMENTS

AUDIT REQUIREMENTS The County contracts with various organizations to carry out programs mandated by the Federal and State governments or sponsored by the Board of Supervisors. Under the Single Audit Act Amendments of 1996 and Board policy, the County has the responsibility to determine whether those organizations receiving funds through the County have spent them in accordance with the provisions of the contract, applicable laws and regulations. The County discharges this responsibility by reviewing audit reports submitted by contractors and through other monitoring procedures. I. AUDIT REQUIREMENTS

A. Funds from Federal Sources: non-federal entities which are determined to be subrecipients by the supervising department according to§___. 210 of OMB Circular A-133 and which expend annual Federal awards of:

1. $500,000 ($300,000 if the fiscal year ended before January 1, 2004) or more must have

a single audit in accordance with §___.500 of OMB Circular A-133. When an auditee expends Federal awards under only one Federal program (excluding R&D) and the Federal program's laws, regulations, or grant agreements do not require a financial statement audit of the auditee, the auditee may elect to have a program-specific audit conducted in accordance with §___.235 of OMB Circular A-133.

2. Less than $500,000 ($300,000 if the fiscal year ended before January 1, 2004) are

exempt from the single audit requirement except that the County may require a limited-scope audit in accordance with §___.230 (b)(2)of OMB Circular A-133.

B. Funds from All Sources: non-federal entities which receive annual funds through

the County from all sources of:

1. $100,000 or more must have a financial audit in accordance with the U.S. Comptroller General’s Government Auditing Standards covering all County programs.

2. Less than $100,000 are exempt from these audit requirements except as otherwise

noted in the contract.


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3. If a non-federal entity is required to have or chooses to do a single audit, then it is not

required to have a financial audit in the same year. However, if a non-federal entity is required to have a financial audit, it may be required to also have a limited-scope audit in the same year.

C. General Requirements for All Audits:

1. All audits must be conducted in accordance with Government Auditing Standards prescribed by the U.S. Comptroller General.

2. All audits must be conducted annually, except where specifically allowed otherwise by

laws, regulations or County policies. 3. Audit reports must identify each County program covered in the audit by contract

number, contract amount and contract period. An exhibit number must be included when applicable.

4. If a funding source has more stringent and specific audit requirements, they must

prevail over those described here. II. AUDIT REPORTS

At least two copies of the audit reports package, including all attachments and any management letter with its corresponding response, should be sent to the County supervising department within six months after the end of the contract period or other time frame specified by the department. The County supervising department is responsible for forwarding a copy to the County Auditor within one week of receipt.

III. AUDIT RESOLUTION

Within 30 days of issuance of the audit report, the entity must submit to its County supervising department a plan of corrective action to address the findings contained therein. Questioned costs and disallowed costs must be resolved according to procedures established by the County in the Contract Administration Manual. The County supervising department will follow-up on the implementation of the corrective action plan as it pertains to County programs.

IV. ADDITIONAL AUDIT WORK

The County, the state or Federal agencies may conduct additional audits or reviews to carry out their regulatory responsibilities. To the extent possible, these audits and reviews will rely on the audit work already performed under these audit requirements.


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COUNTY OF ALAMEDA

(Revised: 12/27/07)

LANGUAGE ACCESS REQUIREMENTS FOR CONTRACTORS

I. The Alameda County Social Services Agency (SSA) has developed and adopted a Master Plan on

Language Access to ensure its limited-English proficient (LEP) clients are provided with language accessible services and communications. Under the plan’s provisions, community-based organizations (CBOs)/contractors whose services are contracted by the SSA:

A. Shall clearly disclose language access capabilities in relationship to the population served. B. Shall have a plan in place—available for review upon request by County staff—for referring

clients whose language needs the contractor can’t accommodate. C. Shall permit County staff to conduct ongoing monitoring of contracted

services for compliance with provisions of the County’s Language Access Plan.

D. Shall provide the County with a list and copies of all printed contract-related marketing/promotional/education-related materials (including languages materials are printed in).

II. The SSA shall aid contracted CBOs in expanding language interpretation services through:

A. Providing CBOs/contractors with training, materials and instruction on how to effectively refer LEP clients to appropriate language resources. B. Including service-marketing plan requirements in requests for proposals

(RFPs) and contracts with CBOs that propose to offer language services (including appropriate outreach and notification of programs and services) to the LEP community and customers.

C. Developing a monitoring process of contracted services to ensure high-quality language accessible services are always provided to LEP clients.

D. Providing CBOs/contractors with access to TeleInterpreters,—a 24-hour, seven-day-a-week, 365-days-a-year telephone language translation service—to supplement on-site language access services.


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RESPONSE PACKAGE

2008 /2009 CalWORKs VOCATIONAL TRAINING RFP

RFP RESPONSE DEADLINE 3:00 pm, Tuesday, May 6, 2008

Alameda County Social Services Agency

Contracts Office, 4th Floor 2000 San Pablo Avenue, Oakland CA 94612

ATTN: John Tran or Marcia Mayberry

RFP CONTACT INFORMATION

http://www.alamedasocialservices.org/public/community/funding_opportunities/

RFP and BID Process: John Tran 510-267-8633 [email protected] RFP Contents: Tim Roberts 510-271-9185 [email protected]


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ATTACHMENT 12.1

Subject: PROPOSAL TO PROVIDE CALWORKS 2008 / 2009 VOCATIONAL TRAINING This proposal is submitted for consideration of award under the RFP for the time period from July 1, 2008 through June 30, 2009. Contracts entered into will be on a year-to-year, fiscal-year basis only. Our organization/agency accepts the terms and conditions contained in this Request for Proposals (RFP) package and we certify that statements and claims made in the proposal are valid and factual. This Fiscal Agent will be named to receive payments. The Fiscal Agent will retain primary financial and legal responsibility for the contract.

Funds Requested:

FISCAL AGENT/CONTRACTOR: Signature of official authorized to sign for your agency Agency Name

Name of Official Title

Signature of Official

Date

Agency Address Phone Fax

Email Signatures of officials authorized to sign for collaborating agencies Agency Name Name of Official

Title


Date

Agency Address Phone

Fax

Email Signatures of officials authorized to sign for collaborating agencies Agency Name


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Name of Official Title


Date

Agency Address Phone

Fax

Email


Page 52 of 64

ATTACHMENT 12.2 AGENCY SUMMARY SHEET Agency Name: __________________________________________________________ Project Name: __________________________________________________________ Project Director: __________________________________________________________ Project Address: __________________________________________________________ Phone: _____________________________ Fax: ______________________ E-Mail Address: __________________________________________________________ Hours of Operation: From _____________________ To _________ Funding Request: $______________ AGENCY DESCRIPTION (up to 1 page)

Describe your agency’s/organization’s mission and experience with developing,

implementing, and monitoring the provision of services to targeted populations, such as CalWORKs or other low-income populations.

Describe your agency’s/organization’s qualifications providing the services and

activities described in your proposal.

List your agency’s/organization’s total budget and the range of your funding sources.


Page 53 of 64

ATTACHMENT 12.3 PROJECT ACTIVITIES/SERVICES - Three (3) pages plus attachments are allowed.

1. Briefly describe each of the vocational skills training programs you are proposing. Attach curriculum outline.

2. If you are proposing to partner with one or more organizations, please describe the structure of your

partnership as well as what specific services each of the partners will offer. 3. List job titles that students will be qualified for after completing each of your proposed training

programs. Please include minimum job requirements, starting wage range, and typical benefit package.

4. Document through either EDD labor market information and/or signed statements from employers

the expected number of job openings for each of the job titles over the next 24 months.

5. Describe the competencies that students will gain by completing the proposed training programs. Link the competencies to the minimum qualifications for the job titles listed in # 3 above.

6. Describe the relationship between the entrance requirements for the proposed training/s and the

minimum qualifications for the job titles listed in #3.

7. Describe the ways in which the proposed curriculum addresses the job readiness/”soft skills” required for the occupations you are preparing students to enter.

8. If you are proposing to include either internships or training related work as part of your curriculum,

describe their relationship to the development of vocational skills that will lead to training related employment.

9. Describe your case management strategies.

10. Describe any participant support strategies that you propose to employ.

11. Describe your job placement strategies.

12. Describe any retention services that will be provided.

13. How many participants will you be able to enroll each month?

14. Describe your capacity to serve English learners.

15. SSA is encouraging open entry enrollment for this project. Does your agency/collaborative offer that

flexibility? If not, how frequently can new students enroll over the next 12 months?

16. What is your maximum capacity to enroll students over the next 12 months?

17. Is the training in a location that is easily accessible by public transportation? Please explain.


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ATTACHMENT 12.4 STATEMENT OF ORGANIZATIONAL CAPABILITY Proposals shall include a Statement of Organizational Capability that demonstrates your organization’s/agency’s capacity to provide and manage vocational training services and associated activities.

Statement of Capability (up to 3 pages)

Experience developing, delivering, and managing vocational training programs understanding of the Bay Are labor market.

Appropriate placement and supervision of CalWORKs participants. Manage reporting requirements as set forth by SSA. Document performance measures and outcomes related to the job search/assistance activities

required to move a client successfully from training to entry-level employment. Case management services to support CalWORKs participants as they transition from training to

employment.

Participation Standards (up to 3 pages)

Describe your organization’s supervision of project activities and participant outcomes.

Describe how your organization will collect and verify data regarding the CalWORKs participants’ attendance, service usage and participant outcomes and how it will use the data to make changes to its training and related services.

Note: All 2008/2009 CalWORKs VOCATIONAL TRAINING PROJECTS’ CONTRACTORS are required

to submit evidence of a participant's daily attendance/service usage and participant outcomes to SSA using forms provided by SSA.

Experience with Target Population (up to 2 pages)

Describe your experience providing vocational training, and related services, for CalWORKs participants from the last two calendar years. Include the following data:

Percentage of total participants enrolled in vocational training. Percentage of total enrolled participants who completed the vocational training. Percentage of total participants who completed the vocation training and were placed in

entry-level jobs. Percentage of participants placed in entry-level jobs and who remain in the same job for 30

days or more from their job start date.


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ATTACHMENT 12.4 Organizational Chart

Develop a chart depicting your organization’s/agency’s proposed internal vocational training operational structure and site placements and/or partnerships with additional community-based, non-profits, and/or for-profit organizations. (1 page)

Develop a chart illustrating your organization’s/agency’s structure (i.e., title, positions, and names). (1 page)

Fiscal Management Controls (1 page)

Describe the fiscal management experience of the fiscal agent/CONTRACTOR. Describe the fiscal controls that will be used for this project.

Any fiscal agent must utilize generally accepted industry standard accounting practices. Previous Contract Experience

Fill-in the boxes with up to five (5) contracts awarded to your organization covering the last five years related to the scope of services described in this RFP.

Contracts cited will serve as references for this RFP.

Project Name

Contract Amount

Time Period

Type of Service

Funding Source

Reference Name

Reason Contract Ended

Project Name

Contract Amount Time Period

Type of Service

Funding Source

Reference Name



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ATTACHMENT 12.4

Project Name

Contract Amount

Time Period

Type of Service

Funding Source

Reference Name


Project Name


Type of Service

Funding Source

Reference Name


Project Name


Type of Service

Funding Source

Reference Name



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ATTACHMENT 12.5

PROPOSAL PROJECT TEAM Include a ONE-PAGE resume for each project team members (i.e., director, managers, staff) assigned to the development, implementation, and monitoring activities described in your proposal. Format each resume using the subject headings listed below.

Name

Job title

Role

Employment status (Full-time/Part-Time)

Job qualifications

Job licenses


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ATTACHMENT 12.6

VOCATIONAL TRAINING PROJECTS BUDGET AND NARRATIVE

Provide all information necessary to clarify each line item on the PROJECT BUDGET (see below). Identify the nature and source of all funds listed under Non-General Assistance Sources. Two (2) pages are allowed. Attach a breakdown—no more than two (2) pages—of your proposed budget by each quarter of the contract term (July 1, 2008 – June 30, 2009).

Budget Item Project Costs Non-CalWORKs Sources CalWORKs Funds Requested Salaries and Wages

Fringe Benefits

Sub-Total Personnel (a)

Travel/Mileage

Space/ Utilities

Equipment/Furniture

Supplies/Printing

Consultants

Other (specify)

Other (specify)

Sub-Total Services Supplies (b)

OJT/Subsidized Work Subsidies

Sub-Contractors

Other (Specify)

Sub-Total Other Costs ( c )

Total Direct Costs (a) +(b)+(c)=(d)

Indirect Costs ( ___%) (e)

Total Costs (d) + (e) = (f)


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ATTACHMENT 12.7

PAYMENT METHODOLOGY

Payment schedule is based on a unit of service that includes: enrollment – 25%; completion – 15%; placement – 40%; 30 day retention – 20%. The Line Item Budget on Page 52 serves to explain how you arrived at your fixed unit cost. Please provide your average unit cost per student served: $______________________ ADDITIONAL INFORMATION Bidders may submit one additional page to provide any additional information. Appropriately identify information that is continued from an earlier page.


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ATTACHMENT 12.8 (Page 1 of 2)


Bid Acknowledgement

(2008/2009 CalWORKs VOCATIONAL TRAINING

The County of Alameda is soliciting bids from qualified vendors to furnish its requirements per the specifications, terms and conditions contained in the above referenced RFP number. This Bid Acknowledgement must be completed, signed by a responsible officer or employee, dated and submitted with the bid response. Obligations assumed by such signature must be fulfilled. 1. Preparation of bids: (a) All prices and notations must be printed in ink or typewritten. No erasures permitted. Errors

may be crossed out and corrections printed in ink or typewritten adjacent and must be initialed in ink by person signing bid. (b) Quote price as specified in RFP. No alterations or changes of any kind shall be permitted to Exhibit B, Bid Form. Responses that do not comply shall be subject to rejection in total.

2. Failure to bid: If you are not submitting a bid but want to remain on the mailing list and receive future bids, complete, sign and return this Bid Acknowledgement and state the reason you are not bidding.

3. Taxes and freight charges: (a) Unless otherwise required and specified in the RFP, the prices quoted herein do not include Sales, Use or other taxes. (b) No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose, except taxes legally payable by County, will be paid by the County unless expressly included and itemized in the bid. (c) Amount paid for transportation of property to the County of Alameda is exempt from Federal Transportation Tax. An exemption certificate is not required where the shipping papers show the consignee as Alameda County, as such papers may be accepted by the carrier as proof of the exempt character of the shipment. (d) Articles sold to the County of Alameda are exempt from certain Federal excise taxes. The County will furnish an exemption certificate.

4. Award: (a) Unless otherwise specified by the bidder or the RFP gives notice of an all-or-none award, the County may accept any item or group of items of any bid. (b) Bids are subject to acceptance at any time within thirty (30) days of opening, unless otherwise specified in the RFP. (c) A valid, written purchase order mailed, or otherwise furnished, to the successful bidder within the time for acceptance specified results in a binding contract without further action by either party. The contract shall be interpreted, construed and given effect in all respects according to the laws of the State of California.

5. Patent indemnity: Vendors who do business with the County shall hold the County of Alameda, its officers, agents and employees, harmless from liability of any 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.

6. Samples: Samples of items, when required, shall be furnished free of expense to the County and if not destroyed by test may upon request (made when the sample is furnished), be returned at the bidder’s expense.

7. Rights and remedies of County for default: (a) In the event any item furnished by vendor in the performance

of the contract or purchase order should fail to conform to the specifications therefore or to the sample submitted by vendor with its bid, the County may reject the same, and it shall thereupon become the duty of vendor to reclaim and remove the same forthwith, without expense to the County, and immediately to replace all such rejected items with others conforming to such specifications or samples; provided that should vendor fail, neglect or refuse so to do the County shall thereupon have the right purchase in the open market, in lieu thereof, a corresponding quantity of any such items and to deduct from any moneys due or that may there after come due to vendor the difference between the prices named in the contract or purchase order and the actual cost thereof to the County. In the event that vendor fails to make prompt delivery as specified for any item, the same conditions as to the rights of the


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8. County to purchase in the open market and to reimbursement set forth above shall apply, except when delivery is

delayed by fire, strike, freight embargo, or Act of God or the government. (b) Cost of inspection or deliveries or offers for delivery, which do not meet specifications, will be borne by the vendor. (c) The rights and remedies of the County provided above shall not be exclusive and are in addition to any other rights and remedies provided by law or under the contract.

9. Discounts: (a) Terms of less than ten (10) days for cash discount will be considered as net. (b) In connection with any discount offered, time will be computed from date of complete, satisfactory delivery of the supplies, equipment or services specified in the RFP, or from date correct invoices are received by the County at the billing address specified, if the latter date is later than the date of delivery. Payment is deemed to be made, for the purpose of earning the discount, on the date of mailing the County warrant check.

10. California Government Code Section 4552: In submitting a bid to a public purchasing body, the bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2, commencing with Section 16700, of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the bidder.

11. No guarantee or warranty: The County of Alameda makes no guarantee or warranty as to the condition, completeness or safety of any material or equipment that may be traded in on this order.

THE undersigned acknowledges receipt of above referenced RFP and/or Addenda and offers and agrees to furnish

the articles and/or services specified on behalf of the vendor indicated below, in accordance with the specifications,

terms and conditions of this RFP and Bid Acknowledgement.

Firm: Address: State/Zip What advertising source(s) made you aware of this RFP?

By:_______________ ________________________________________________ Date____________ Phone_____________________ Printed Name Signed Above: ____________________________ ___________________________________________________________ Title:____________________________________________________________________________


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SMALL, LOCAL AND EMERGING BUSINESS

REQUEST FOR PREFERENCE

VENDOR INFORMATION

For CalWORKs Vocation Training

IF YOU WOULD LIKE TO REQUEST THE LOCAL BUSINESS and THE SMALL AND LOCAL OREMERGING BUSINESS PREFERENCE, COMPLETE THIS FORM AND RETURN IT WITH YOUR BID. IN ADDITION, IF APPLYING FOR LOCAL PREFERENCE, SUBMIT THE FOLLOWING:

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

• Proof of six (6) month business residency, identifying the name of the vendor and the local address: utility bills, deed of trust or lease agreement.

A five-percent (5%) preference will be granted to Alameda County products or vendors on all sealed bids on contracts except with respect to those contracts which State law requires be granted to the lowest responsible bidder. An Alameda County vendor is a firm or dealer with fixed offices and having a street address within the County for at least six (6) months prior to the date upon which a request for sealed bids or proposals is issued; and which holds a valid business license issued by the County or a city with the County. Alameda County products are those which are grown, mined, fabricated, manufactured, processed or produced within the County. In addition, a five percent (5%) preference, for a total bid preference of ten percent (10%), shall be granted (except as noted above) if the bidder is certified by the County as either a small and local or an emerging and local business. Check the appropriate (2 maximum) boxes and provide the requested information below. Request for 5% local preference Request for 5% small and local preference OR Request for 5% emerging and local preference Company Name:

Street Address:

Telephone Number:

Business License Number:


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The Undersigned declares that the foregoing information is true and correct: Print/Type Name:

Title:

Signature:

Date:

CalWORKs Vocational Training RFP SSA Employment Services Department

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DEBARMENT AND SUSPENSION CERTIFICATION

The bidder, under penalty of perjury, certifies that, except as noted below, bidder, its principle, and any named subcontractor:

• Is not currently under suspension, debarment, voluntary exclusion, or determination of

ineligibility by any federal agency;

• Has not been suspended, debarred, voluntarily excluded or determined ineligible by any federal

agency within the past three years;

• Does not have a proposed debarment pending; and

• Has not been indicted, convicted, or had a civil judgment rendered against it by a court of

competent jurisdiction in any matter involving fraud or official misconduct within the past three

years.

If there are any exceptions to this certification, insert the exceptions in the following space.

Exceptions will not necessary result in denial of award, but will be considered in determining bidder responsibility. For any exception noted above, indicate below to whom it applies, initiating agency, and dates of action. Note: Providing false information may result in criminal prosecution or administrative sanctions. The

above certification is part of the Proposal. Signing this Proposal on the signature portion thereof shall also constitute signature of this Certification.

BIDDER: _________________________________________________________________ PRINCIPAL: _______________________________ TITLE: ________________________ SIGNATURE: ______________________________ DATE: ________________________