General Services Agency Services Agency Aki K. Nakao, Director COUNTY OF ALAMEDA REQUEST FOR PROPOSAL NO. 10070/JB/02 SPECIFICATIONS, TERMS & CONDITIONS for DEVELOPMENT OF COMMUNICABLE

1401 Lakeside Drive, Oakland, Suite 907, California 94612

General Serv ices Agency

Aki K. Nakao, Director

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL NO. 10070/JB/02

SPECIFICATIONS, TERMS & CONDITIONS for

DEVELOPMENT OF COMMUNICABLE DISEASE SURVEILLANCE SYSTEM

NETWORKING/BIDDERS CONFERENCES At

1:00 p.m. on

Tuesday, February 11th, 2003 At

1401 Lakeside Drive Room 222, Oakland CA 94612

10:00a.m. on

Thursday, February 13th, 2003 At

Fremont Main Library, Fukaya Room 2400 Stevenson Boulevard

Fremont CA 94536

RESPONSE DUE by

2:00 p.m. on

Friday, February 28, 2003 at

Alameda County, GSA-Purchasing 1401 Lakeside Drive, Suite 907

Oakland, CA 94612

I:\purch\word\ \ .doc Telephone (510) 208-9600 FAX (510) 208-9626 9/23/02

I:\purch\word\ \ .doc 9/23/2002

COUNTY OF ALAMEDA REQUEST FOR PROPOSAL NO. 10070/JB/03 SPECIFICATIONS, TERMS & CONDITIONS

For DEVELOPMENT OF COMMUNICABLE DISEASE SURVEILLANCE SYSTEM

TABLE OF CONTENTS

Page 1 of 2 Page

I. ACRONYM AND TERM GLOSSARY ...........................................................1-2 II. STATEMENT OF WORK A. Intent.......................................................................................................... 2 B. Scope .....................................................................................................2-3 C. Background ..........................................................................................3-5 D. Specific Requirements........................................................................5-12 E. Deliverables/Reports.........................................................................12-13 III. INSTRUCTIONS TO BIDDERS F. County Contacts ..................................................................................... 14 G. Calendar of Events............................................................................14-15 H. Networking/Bidders Conference…. ..................................................... 15 I. Submittal of Bids...............................................................................16-17 J. Response Format..................................................................................... 17 K. Response Content/Submittals ...........................................................17-22 L. Evaluation Criteria/Selection Committee .......................................22-26 M. Contract Evaluation and Assessment................................................... 26 IV. TERMS AND CONDITIONS N. Term / Termination / Renewal .............................................................. 27 O. Pricing ................................................................................................27-28 P. Award....................................................................................................... 28 Q. Method of Ordering...........................................................................28-29 R. Invoicing.................................................................................................. 29 S. Other Agencies ........................................................................................ 29 T. County Provisions ..............................................................................30-32 U. Account Manager/Support Staff ............................................................ 32

V. General Requirements .......................................................................32-33 ATTACHMENTS Exhibit A - Acknowledgement Exhibit B - Bid Form ATTACHMENTS (cont’d)

Exhibit C – Insurance Requirements Exhibit D1 – Current References

Exhibit D2 – Former References Exhibit E – SLEB Certification Application Package Exhibit F – Small and Local Business Partnering Information

COUNTY OF ALAMEDA REQUEST FOR PROPOSAL NO. 10070/JB/02SPECIFICATIONS, TERMS & CONDITIONS

For Development of Communicable Disease Surveillance System

TABLE OF CONTENTS Page 2 of 2

9/23/2002

Exhibit G – Request for Small and Local or Emerging Preference Exhibit H – First Source Agreement Exhibit I – Exceptions, Clarifications, Amendments Exhibit J – Standard Agreement Contract Draft Exhibit K - Proposal Evaluation Form Exhibit L – NEDSS Systems Architecture Exhibit M – Confidential Morbidity Report (See separate ZIP file) Exhibit N – PHD Programming Standards and Conventions Exhibit O – ECChange – Core Major Functionalities Exhibit P – CHARTS – Data Model and Data Dictionary Exhibit Q – Weekly State Report (See separate ZIP file) Exhibit R – Weekly Regional Reported Morbidity (See separate ZIP file) Exhibit S – Monthly Regional Reported Morbidity (See separate ZIP file) Exhibit T – Year-to-Date Reported Morbidity (See separate ZIP file)

Exhibit U - State Mandated Case Surveillance Reports (See separate ZIP file) Exhibit V – State Bioterrorism Disease-Specific Investigation Algorithms (PDF File)

Specifications, Terms & Conditions for RFP No. 10070/JB/03

Development of Communicable Disease Surveillance System

I. ACRONYM AND TERM GLOSSARY Unless otherwise noted, the terms below may be upper or lower case. Acronyms will always be uppercase. ACD Public Health Department’s Acute Communicable Disease unit AIDS Acquired Immune Deficiency Syndrome ASP Active Server Pages Bid Shall mean the bidders’/contractors’ response to this Request Bidder Shall mean the specific person or entity responding to this RFP/Q Board and/or BOS Shall refer to the County of Alameda Board of Supervisors CDIS Communicable Disease Information System, a DOS R:BASE

database CDSS Community Disease Surveillance System CHARTS Community Health Activities and Referral Tracking System CMR Confidential Morbidity Report CSC Shall refer to County Selection Committee Contractor When capitalized, shall refer to selected bidder that is awarded a

contract County When capitalized, shall refer to the County of Alameda DCDCP Public Health Department's Division of Communicable Disease

Control and Prevention DOS Disk Operating System ECChange Every Child Counts Information System ERCS The Emergency Communication Response System (ERCS) uses

Computer Telephone Integration technologies to contact Public Health and Environmental Health staff and other community providers in case of public health or environmental health emergencies.

Federal Refers to Unites States Federal Government and its departments and/or agencies

F.O.B Shall mean without charge for delivery to and placing on board a carrier at a specified point (Free On Board)

FTP File Transfer Protocol GIS Geographical Information System HIPAA Health Insurance Portability and Accountability Act of 1996 HL7 Health Level Seven Hyperlinks Text links, usually underlined, that lead directly to internet

documents, which can only be viewed on a computer IDR Integrated Data Repository IRS Refers to Internal Revenue Service IS Public Health Department’s Information Systems Labor Code Refers to California Labor Code MS MicroSoft

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Acronym and Term Glossary (continued) MSDS Refers to Material Safety Data Sheets NEDSS National Electronic Disease Surveillance System OSHA Refers to Occupational Safety and Health Administrations PHD Public Health Department Proposal Shall mean bidder/contractor response to this RFP PO Shall refer to Purchase Order(s) Quotation Shall mean bidder’s response to this RFQ R:BASE Resource Database Request for Proposal / Request for Quotation

Shall mean this document, which is the County of Alameda’s request for contractors’/bidders’ proposal to provide the goods and/or services being solicited herein. Also referred herein as RFP or RFQ

Response Shall refer to bidder’s proposal or quotation submitted in reply to RFP/Q

RFP Request for Proposal RFQ Request for Quotation SLEB Small Local Emerging Business Soundex Name index to identify variations of surnames. SQL Structured Query Language, a common relational database

protocol SSL Secure Socket Layer State Refers to State of California STDs Sexually Transmitted Diseases

II. STATEMENT OF WORK A. INTENT

It is the intent of these specifications, terms and conditions to describe the Communicable Disease Surveillance System (CDSS) required by the County of Alameda, Public Health Department (PHD) for disease reporting and surveillance and monitoring of potential bio-terrorist events. It is the intent that this document utilizes Hyperlinks, which must be viewed on a computer connected to the Internet. It is the intent that certain specified attachments are in a separate ZIP file and require Adobe and/or Notepad software to be viewed.

B. SCOPE

The purpose of this RFP is to solicit proposals for a Communicable Disease Surveillance System for the Public Health Department. The system will be used to track the five thousand (5,000) disease reports received from health care providers annually and initially will be used by up to two hundred (200) users, including sixty (60) to eighty (80) PHD staff and one hundred and twenty (120) to one hundred and forty (140) health care providers. Eventually, it may be used by the larger community of health care providers in Alameda County. It will provide faster and more complete reporting of diseases, more secure electronic transmittal of


http://www.adobe.com/products/acrobat/readstep.html



B. SCOPE (cont’d) cases to the State, and facilitate the detection, monitoring, control and elimination of communicable diseases. The system will meet the following requirements: • Provide case investigation, workflow tracking and epidemiological analysis tools • Improve the ability of PHD to identify and analyze bio-terrorism events • Provide both web-based and client server data entry capability • Conform to National Electronic Disease Surveillance System (NEDSS) standards and

Health Insurance Portability and Accountability Act ( HIPAA) requirements • Provide tight security to protect the confidentiality of client data • Integrate with current PHD case management and referral systems

The development of the system will be divided into two (2) or more phases. Funding in the amount of three hundred thousand dollars ($300,000) is available for the first phase, which must be completed by June 30, 2003. The first phase shall consist of the development of a Core System. Bidders shall propose two Core System options, (1) County/web-hosted and (2) vendor hosted. Other phases shall include additional system modules as identified herein. In responding to this RFP, bidders must submit separate costs for development of the Core System which meets all of the requirements specified in a through p below, for the infrastructure specified in 2, and for each of the additional modules specified in 3 (three), a to m. Phase One of the development must satisfy all of the Core System requirements stated herein and may include some of the additional modules and/or hardware. The final scope of Phase One will be determined based on the costs. The scope may be expanded to include additional modules if more funding is available before the contract is finalized. Later phases of the project will be completed as funding becomes available.

C. BACKGROUND Health care providers are required by State law to report confirmed or suspected cases of communicable disease on Confidential Morbidity Report (CMR) forms to the local health department for over eighty (80) different diseases. In addition, laboratories are also required to report on laboratory tests to the local health department for eighteen (18) of these diseases. Disease reports for some of these diseases, including sexually transmitted diseases (STDs), Acquired Immune Deficiency Syndrome (AIDS) and Tuberculosis, are investigated and reported by separate programs within the PHD, utilizing separate State mandated information systems, but the bulk of the disease reports are the responsibility of the Acute Communicable Disease (ACD) unit of the PHD's Division of Communicable Disease Control and Prevention (DCDCP).




C. BACKGROUND (cont’d) Acute Communicable Disease is responsible for the following tasks: • Investigating disease reports to prevent further transmission of disease • Ensuring that close contacts of specified disease cases receive preventive treatment • Investigating disease outbreaks to identify and eliminate their sources • Reporting disease cases to the State • Educating the public and health care provider community regarding disease prevention and

treatment

ACD currently uses the Communicable Disease Information System (CDIS), a Disk Operating System (DOS) based Resource database (R:BASE) that has been used since 1988. This system is used for the following functions: • Collecting CMR data entered by DCDCP staff • Generating referral forms which are faxed to PHD Community Health Team staff for

follow-up of cases and contacts • Creating the weekly morbidity report and transmitting it to the State using an electronic

bulletin board • Performing data queries based on specified fields • Generating reports and data files for analysis The CDIS does not have a web-based interface for entry by providers, is not NEDSS and HIPAA compliant, is not integrated with other PHD databases and therefore no longer meets the needs of ACD staff. The department does not have the database or communications infrastructure necessary to respond rapidly to a bio-terrorist act or a natural disaster. The Community Health Team staff who receive referrals of disease cases from ACD use two (2) other systems to track referrals of communicable disease cases and investigation activities. 1. The Every Child Counts Information System (ECChange) was developed for the Alameda

County multi-agency program Every Child Counts and is used by both county and private agencies. The Community Health Teams use ECChange to record all encounter-related activities and time studies for all programs and clients.

2. The Community Health Activities and Referral Tracking System (CHARTS), which was developed by the PHD Information Systems (IS) staff, is used primarily for referrals and client registration by the PHD Clearinghouse and Child Health Disability Prevention programs and will soon be used by the Tuberculosis Control Program and Community Health Team staff for case management.

Both ECChange and CHARTS are SQL Server databases. CHARTS has an MS Access front end and ECChange has a web-based front end developed in MS Active Server pages (ASP) and XHTML. A core data set of client, case and activity data is replicated from one system to the other every three (3) minutes.




C. BACKGROUND (cont’d)

The new CDSS shall replace the CDIS and be integrated or interfaced with CHARTS and/or ECChange. It shall improve the accuracy and timeliness of data entry, analytical capabilities, and communication within the department and to the State while maintaining the privacy of client medical records.

D. SPECIFIC REQUIREMENTS 1. CORE SYSTEM

a. The cost estimate for Core System shall include alternative costs for web-hosting within the County or by an outside vendor.

1) Contractor shall provide all software and hardware required for the database and web-hosting capability

2) With IS supervision, the Contractor shall install and test all hardware and software

3) Contractor shall provide certification that all systems are functioning normally 4) Contractor shall provide training to IS staff on hardware maintenance

b. General System Specifications:

The following software shall be utilized in developing the system: 1) Database Platform – SQL Server 2000 or higher 2) Development Platform – MS Access 2000 or higher or similar, Visual Basic

6.0 or higher and .NET or similar 3) Operating System Environment – Windows 2000 Professional and Windows

XP Professional

The system shall be reliable, scalable and easy to maintain and modify.

c. HIPAA and NEDSS Compliance: The Center for Disease Control and Prevention (CDC) and the California Department of Health Services require compliance with the National Electronic Disease Surveillance System (NEDSS) Architecture. NEDSS is "an initiative that promotes the use of data and information system standards to advance the development of efficient, integrated, and interoperable surveillance systems at federal, state and local levels." The successful system must meet the following eight (8) requirements:

1) Provide web browser based data entry and data management. 2) Accept, route and process electronic Health Level Seven (HL7) messages containing laboratory and clinical content. 3) Provide an integrated data repository (IDR). 4) Provide active data translation and exchange (integration broker). 5) Provide contemporary application programming practices that are component based, object oriented, and cross platform where possible.


http://www.cdc.gov/od/hissb/docs/interstd.pdf

http://www.cdc.gov/od/hissb/docs/HL7Spec.pdf

http://www.cdc.gov/od/hissb/docs/interstd.pdf



D. SPECIFIC REQUIREMENTS (cont’d)

6) Allow data reporting and visualization. 7) Include a shareable directory of public health personnel. 8) Provide a security system with appropriate security policies.

NEDSS standards are described on the CDC website: http://www.cdc.gov/cic/functions-specs/

NEDSS architecture, data structure, field names and coding conventions shall be used unless there are operational issues or strong justification for doing otherwise. NEDSS field names and coding conventions are described in the NEDSS Base System Reference Tables: http://www.cdc.gov/NEDSS/BaseSystem/Sys_Ref_Tables_101001.pdf.

The system shall also adhere to the criteria for the Health Insurance Portability and Accountability Act (HIPAA). HIPAA criteria are described on the following websites: http://aspe.hhs.gov/admnsimp/ and http://www.hipaadvisory.com/regs/HIPAAprimer1.htm.

d. Adherence to PHD Programming Standards and Conventions:

The Contractor shall adhere to the PHD Programming Standards and Conventions which are included in this RFP as Exhibit N in the Attachments.

e. Integration or Interface with Existing CHARTS and/or ECChange Systems:

The Contractor shall develop an approach to integration or interfacing with the existing CHARTS and/or ECChange systems. The goal of integrating with these systems is to avoid duplication of data and operational functions and to reduce system maintenance and overhead expenses.

f. Transfer of Knowledge:

1) The Contractor shall transfer all skills and knowledge to the County necessary for the maintenance and further development of the system.

2) The Contractor shall provide a training component that includes the methodology and techniques employed by the Contractor so that PHD IS can maintain the system.

3) The Contractor shall provide the County all documentation and software, including all source code, necessary for the maintenance, expansion and modification of the system.

g. Data Validation: Data validation and correction at the point of data entry of specified

fields shall be available for both web-based and MS Access or similar data entry screens. The specifications for field validation shall be based on user-defined business rules stored in a table format for easy user maintenance.


http://www.cdc.gov/od/hissb/docs/sdn3.pdf

http://www.cdc.gov/cic/functions-specs/

http://www.cdc.gov/NEDSS/BaseSystem/Sys_Ref_Tables_101001.pdf

http://www.hep-c-alert.org/links/hippa.html

http://aspe.hhs.gov/admnsimp/

http://www.hipaadvisory.com/regs/HIPAAprimer1.htm



D. SPECIFIC REQUIREMENTS (cont’d) h. Functional Requirements:

The System shall provide: 1) A database for the management of communicable disease and bio-terrorism

surveillance data, including but not limited to the following types of data: Confidentiality Morbidity Report, case contact, case management, treatment and case outcome. The System shall also maintain a history of changes in case status.

2) The ability to create disease outbreak records and link specific cases to an outbreak.

3) Flexible coding mechanisms to allow for use of legacy codes when necessary. 4) Data entry screens developed in MS Access, or a similar application, for use

by ACD and other PHD staff in entering, editing, closing, and reopening cases (Data entry screens for CMR data and contact information currently exist in CHARTS and could be modified or new screens could be developed).

5) A secure, password-protected and encrypted web-based interface for health care providers to report communicable disease cases by entering CMR data. Providers need the ability to add additional information to a CMR record at a later date. The interface must accommodate all authorized users regardless of the platform of the computer used for access.

6) Future data importation capability to create new cases or add information to existing cases from files in HIPAA/NEDSS compliant format transmitted from external providers or laboratory systems.

7) A means of sending electronic referrals via the interface with CHARTS or ECChange to the Community Health Team managers for follow-up of cases.

8) A secure File Transfer Protocol (FTP) mechanism to schedule uploads of the Weekly State Report and a batch file of all CMRs included in the weekly report to the State server.

9) The ability for ACD staff to reject a CMR entered by a health care provider in the web interface and automatically fax it back to the provider with a request for specified additional information.

10) File clearance functionality so that incoming records from the web-based interface or the MS Access or similar data entry screens are matched with the existing client registry and linked as appropriate or rejected if they are duplicates. The records shall be matched at both the client level and the case level. There shall only be one record for each client but each client may have more than one case record (disease episode). The file clearance process shall result in eliminating duplicate client or case records. An Intake Screening process shall be designed that allows the PHD staff doing data entry to search the database for clients and cases by entering full or partial names or dates of birth and disease codes. The matching process shall have Soundex search capabilities, partial name and/or date of birth search capabilities, and utilize probabilistic matching algorithms to identify possible matches, with the final




D. SPECIFIC REQUIREMENTS(cont’d)

decision made by the user as to whether the new case is a duplicate. For records entered on the web-based interface, the matching process shall take place at the back end, with final decision about matches made by PHD staff. If any data is edited on a client or case record, the file clearance process shall be repeated to ensure that the edited record is not a duplicate of an existing record.

11) The ability to maintain an archive of all CMR records and lab report records received through the web-based interface so that if a record is erroneously deleted during the matching process, it shall be retrieved and restored from the archive.

12) The following reporting capabilities with tools that do not require programming expertise to use and can be easily learned by users familiar with reporting and analytical tools: • Ability to run standard reports at the push of a button. The standard reports

include the following four (4) existing reports, plus an additional five (5) reports to be specified on the contract:

a) Weekly State Reported Morbidity b) Weekly Regional Reported Morbidity c) Monthly Regional Reported Morbidity d) Monthly Year-to Date Reported Morbidity

• The ability to perform flexible system queries to create analysis files in either EXCEL, .dbf, or ASCII format by extracting specified data fields from records that meet a selected set of criteria. Users shall have the ability to save queries for future use.

• The ability to perform system queries to produce custom reports by specifying criteria for record selection and selecting data fields to display (similar to the reporting capability that is available in CHARTS ). At a minimum, users will be able to search by disease, status, outbreak, location and demographic variables to produce both listings and cross-tabulations. Users shall be able to save these queries for future use.

13) The capability of adding aggregate data on other diseases for inclusion in the monthly reports listed above. Disease reports on STDs and AIDS shall not be entered into the CDSS but will be included in the monthly reports.

14) An Administrative User tool for the System Administrator to be able to change user information and access, pick lists, data entry screens and reports without the help of a programmer.

15) Online help for all modules developed. i. Security: Internet security shall be implemented with authentication based on industry standard

X.509 digital certificates, secure tokens, secure sockets layer (SSL) or other




D. SPECIFIC REQUIREMENTS (cont’d) applicable means; access and control of data via selective integrated repository authorization; an encryption engine and appropriate use of encrypted data; and access control through a firewall by data routing to programs and other organizations. Firewalls shall securely provide HIPAA and NEDSS compliant access for secure Internet receipt of public health information as well as secure access to restricted access web sites.

j. Auditing: An auditing tool is required to allow tracking of application use and database

modifications. The system shall generate a transaction log of log-ons and log-offs and all edits and updates to any field (including the field changed, individual making the change, the date and time of the change). This log shall include changes made through either the web-based interface or through the MS ACCESS or similar data entry screens.

k. Data Conversion: Data conversion of up to 70,000 records from the CDIS will be completed by IS. The

Contractor shall modify data validation requirements for records that do not meet current requirements.

l. Infrastructure Specifications:

1) Bidders Proposal shall provide solutions for all hardware and software required for web hosting and the new database. Hardware specifications shall be compliant with existing PHD and County Information Technology Department (ITD) standards.

2) IS staff will maintain and support the database. 3) Bidder’s proposal shall make a recommendation regarding whether web

hosting should be provided by IS, ITD or an outside vendor in

m. Installation and Testing of Software: 1) With IS supervision, Contractor shall install software and test the entire system

and all modules. 2) Bidder’s proposal shall specify any environmental requirements including, but

not limited to, AC power, physical space, etc. 3) Bidder’s proposal shall provide an estimate of in-house resources needed for

start-up and ongoing maintenance. 4) Within ten (10) days of installation and testing, Contractor shall provide

certification that all systems are functioning properly.




D. SPECIFIC REQUIREMENTS (cont’d) n. Documentation: Contractor shall provide an electronic and quantity of hard copies as required of a

User Manual, a printed System Administrator Manual, technical documentation, and back up disks of all documentation.

o. Training:

1) Contractor shall provide user training as required by the County for all of the system modules, including the system query tools.

2) Contractor shall train the System Administrator in maintaining user access, pick lists and business rule tables.

3) Contractor shall train IS staff in system maintenance and development. 4) Contractor shall provide training curriculum for use in training system users. 5) The training plan shall be included in the RFP response.

p. Direction and Status Reports: Contractor shall work under the direction of IS and

shall provide IS information on project status, including any deviation from project timeline or budget, and unresolved issues, including any issues that are out of scope of the project, on a weekly basis, preferably via email.

2. INFRASTRUCTURE The cost estimate for Infrastructure shall include alternative costs for web-hosting

within the County or by an outside vendor. 5) Contractor shall provide all software and hardware required for the database

and web-hosting capability 6) With IS supervision, the Contractor shall install and test all hardware and

software 7) Contractor shall provide certification that all systems are functioning normally 8) Contractor shall provide training to IS staff on hardware maintenance

3. ADDITIONAL MODULES

a. Module One shall provide secure and encrypted web-based data entry for ten (10) of

the twenty-eight (28) State-mandated case/surveillance reports in Exhibit U for completion by either health care providers or PHD staff. ACD will specify which case reports will be included based on frequency of use and possible relevance to bio-terrorist events.

b. Module Two shall provide secure and encrypted web-based data entry for the remaining eighteen (18) case/surveillance reports in Exhibit U for completion by either health care providers or PHD staff.

c. Module Three shall provide a tickler system that sends messages to system users to remind them of pending tasks. The reminders shall be generated both automatically




from the system based on a table of business rules, and they must be capable of being entered into the system by any system user for them self or for other system users.

d. Module Four shall provide surveillance queries constantly running in the background to identify possible bio-terrorism events by using the five algorithms developed by the State and any additional user-defined algorithms for bio-terrorism disease-specific investigations and to provide alerts to appropriate PHD staff regarding these events. This query tool shall allow user to easily maintain, edit and add algorithms.

D. SPECIFIC REQUIREMENTS (cont’d) e. Module Five shall provide the ability to collect additional epidemiological

surveillance data in the database, creating a tool for the user to develop questionnaire forms with both pre-defined fields, additional user-defined fields, and a notes field; print the forms for data collection; enter the data collected into the system; and link the data to existing cases. The user shall be able to save these forms for future use or modification.

f. Module Six shall provide the ability to download the user-defined forms described above onto laptops or to access the forms in the field via the web on the laptop.

g. Module Seven shall provide a secure, encrypted web-based interface for medical providers to upload batch files of multiple CMRs from existing provider databases in HIPAA/NEDSS compliant format into the system. The system shall have a means for data validation of selected fields received in file format.

h. Module Eight shall provide a secure, encrypted web-based interface for laboratories or the State to upload batch files of lab test records in HIPAA/NEDSS compliant formats. The system shall have a means for data validation of selected fields received in file format. It shall create a mechanism to link lab records to existing client and case records or create new case records if no matching records exist. The system shall facilitate the identification of positive lab tests for which no CMR has been received and CMRs for which no lab test has been received. Based on business rules in a user-maintained table, the system shall send alerts to specified PHD staff.

i. Module Nine shall provide a secure, encrypted web-based interface for importation of other data files related to disease surveillance in HIPAA/NEDSS compliant format such as surrogate indicators or clinical syndromes of unspecified or unidentified diseases.

j. Module Ten shall build a table that specifies business rules to automatically alert designated PHD staff using the Emergency Response Communication System (ERCS) when specified types of cases or patterns of lab data are entered into the database.

k. Module Eleven shall provide the ability to post reports generated from the system on the website used by the providers for data entry that would be accessible to all system users.




l. Module Twelve shall provide geo-coding and mapping capabilities. The system shall have the ability to interface with Geographic Information Systems (GIS) applications to produce maps of disease cases and outbreaks.

m. Module Thirteen shall provide the capability to create charts and graphs using specified data and selected records from the database. The user shall be able to save these charts and graphs for future use or modification.

D. SPECIFIC REQUIREMENTS (cont’d)

4. SPECIFIC REQUIREMENTS - PROPOSED DATA FLOW

After the proposed system is implemented, the basic data flow shall be as follows: a. A health care provider enters a CMR into a web-based interface, or transmits an

electronic file of multiple CMRs, or mails or faxes a paper CMR to ACD b. ACD staff logs into CDSS and reviews potential duplicates of client/case data entered by

providers and determines if records are duplicates. They may also reject a CMR and automatically fax it back to the provider for additional information.

c. ACD staff enters the paper CMRs received from providers on an MS Access or similar data entry screen, identifying and deleting any duplicate records.

d. ACD staff runs Weekly Morbidity Report and transmits it to the State using the secure FTP mechanism.

e. Laboratories or the State transmit files of laboratory reports via the web-based or other interfaces to CDSS. They are automatically matched with existing client/case records and update records or create new records. PHD staff reviews the data and confirms matches to existing clients/cases or confirms that a new client/case record should be created.

f. When specified disease or laboratory reports are entered into the database, an alert is sent to designated PHD staff through the Emergency Response Communication System (ERCS). A table in the CDSS that specifies business rules for sending automatic alerts will link to the CHARTS interface with ERCS.

g. For specified disease reports, ACD staff completes or requests a health care provider to complete one of the State-mandated Case or Surveillance Reports on the web-based interface.

h. ACD staff uses CDSS to refer selected cases to Community Health Team managers through a CHARTS interface for investigation and follow-up.

i. Any PHD staff may enter a tickler message to be sent on a specified date to remind his or her self or another system user of pending tasks.

j. ACD or Community Health Team staff enters data on case contacts, management, treatment and outcome in CDSS.

k. PHD staff identifies disease outbreaks, enters outbreak data in CDSS, and links case records to the outbreak record.




E. DELIVERABLES/REPORTS Contractor shall provide:

1.

2.

3.

Preliminary Assessment and Detailed Work Plan including interim and final deliverables and delivery dates in the RFP response. Weekly reports on project status and unresolved issues during the performance of the contract. Infrastructure Proposal – recommend appropriate hardware and off-the-shelf software in the RFP response.

E. DELIVERABLES/REPORTS (cont’d)

4.

5.

•

•

6.

7.

8.

9. Training

During the performance of any contract awarded as a result of this RFP, Contractor shall install and test hardware and/or software. During the performance of any contract awarded as a result of this RFP, Contractor shall train PHD staff in using and maintaining the equipment and provide User Manuals.

Contractor performance during any contract awarded as a result of this RFP, shall include but not be limited to Entity Relationship Diagram

• Technical approach and requirements • Data elements and table structure • Data validation requirements • Business rules • Screen designs • Plan for integration or interface with CHARTS and/or ECCHANGE • Plan for security system • Plan for secure transmittal of data to the State • Specification of compliance with HIPAA and NEDSS requirements Programming • Database creation • Screen development • Incorporating business rules and data validation requirements • Report Generation function System Testing • Testing and certification of entire system and all modules • User Acceptance Testing by PHD Information Systems and DCDCP staff required Documentation • Source Code • Technical documentation • User and System Administrator documentation (manuals, etc.)

• User training and User Training manual




• System Administrator training and System Administrator Training manual • Training in AD HOC Querying and Reporting • Training of Information Systems (IS) staff in software and hardware maintenance and

complete knowledge transfer of all deliverables to IS staff • Training curriculum for use in training system users




III. INSTRUCTIONS TO BIDDERS F. COUNTY CONTACTS

The GSA Contracting Opportunities website will be the official notification posting place of all Requests for Interest, Proposals, Quotes and Addenda. Go to http://www.co/gsa/purchasing/bid_content/ContractOpportunities.jsp to view current contracting opportunities

GSA-Purchasing is managing the competitive process for this project on behalf of the County. All contact during the competitive process is to be through the GSA-Purchasing Department only. The evaluation phase of the competitive process shall begin upon receipt of sealed bids until a contract has been awarded. Bidders shall not contact or lobby evaluators during the evaluation process. Attempts by Bidder to contact evaluators may result in disqualification of Bidder. All questions regarding these specifications, terms and conditions are to be submitted in writing, preferably via e-mail by Tuesday, February 25th, 2003, at 2:00 p.m to:

John Butchart Buyer II Alameda County, GSA-Purchasing 1401 Lakeside Drive, Suite 907 Oakland, CA 94612 E-Mail: [email protected] FAX: 510-208-9626

G. CALENDAR OF EVENTS Event Date/Location Date/Location

Request Issued February 4, 2003 Written Questions Due BY 2:00 P.M. on February 11,

2003

Networking/Bidders Conference

Tuesday, February 11, 2003 at 1:00 P.M. at 1401 Lakeside Drive Room 222, Oakland CA 94612

Thursday, February 13, 2003 at 10:00 a.m. at Fremont Main Library, Fukaya Room A, 2400 Stevenson Boulevard, Fremont, CA 94536

Addendum Issued February 14, 2003 Response Due BY 2:00 P.M. on Friday,

February 28, 2003

Evaluation Period March 4 – March 11, 2003 Vendor Interviews March 12 - March 14, 2003 Board Letter Issued March 25, 2003


http://www.co/gsa/purchasing/bid_content/ContractOpportunities.jsp



Board Award Date April 15, 2003 Contract Start Date April 15, 2003

Note: Award and start dates are approximate.

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

H. NETWORKING/BIDDERS CONFERENCE A networking/bidders conference(s) will be held to • Provide an opportunity for small and local and emerging businesses (SLEBs) and large

firms to network and develop partnering relationships in order to participate in the contract(s) that may result from this RFP/Q

• Provide an opportunity for bidders to ask specific questions about the project and request RFP/Q clarification

• Provide bidders an opportunity to view a site, receive documents, etc. necessary to respond to the RFP/Q

• Provide the County with an opportunity to receive feedback regarding the project and RFP/Q

Written questions submitted prior to the networking/bidders conference(s), in accordance with the Calendar of Events, and verbal questions received at the networking/bidders conference(s), will be addressed whenever possible at the networking/bidders conference(s). All questions will be addressed and the list of attendees will be included in an RFP/Q Addendum following the networking/bidders conference(s) in accordance with the Calendar of Events. Failure to participate in the networking/bidders conference(s) will in no way relieve the Contractor from furnishing goods and/or services required in accordance with these specifications, terms and conditions. Attendance at the networking/bidders conference(s) is strongly encouraged and recommended but is not mandatory.

Networking/bidders conferences will be held on Tuesday, February 11 , 2003 at 2:00 p.m.

At Alameda County, General Services Agency

Conference Room No.222 1401 Lakeside Drive Oakland, CA 94612

Thursday, February 13, 2003 at 10:00 a.m. At

Fremont Main Library, Fukaya Room A, 2400 Stevenson Boulevard, Fremont, CA 94536




I. SUBMITTAL OF BIDS

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

PLEASE NOTE: LATE AND/OR UNSEALED BIDS CANNOT BE ACCEPTED.

2. Bidders are to submit an original plus eight (8) copies of their proposal. Original proposal is to be clearly marked and is to be either loose

leaf or in a 3-ring binder, not bound. 3. Bids are to be addressed as follows:

Community Disease Surveillance System RFP No. 10070/JB/03 Alameda County, GSA-Purchasing 1401 Lakeside Drive, Suite 907 Oakland, CA 94612

4. Bidder's name and return address must also appear on the mailing package. 5. Bids will be received only at the address shown above, and prior to the time indicated.

Any bid received at or after said time and/or date or at a place other than the stated address cannot be considered and will be returned to the bidder unopened.

6. No telegraphic or facsimile bids will be considered. 7. 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 Purchasing Department's timestamp shall be considered the official timepiece for the purpose of establishing the actual receipt of bids.

8. Bidder agrees and acknowledges all RFP/Q specifications, terms and conditions and

indicates ability to perform by submission of its bid. 9. Submitted bids shall be valid for a minimum period of eighteen (18) months. 10. All costs required for the preparation and submission of a bid shall be borne by the bidder. 11. Only one bid response will be accepted from any one person, partnership, corporation, or

other entity; however, several alternatives may be included in one response.




I. SUBMITTAL OF BIDS (cont’d) 12. 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 the County agrees with that designation, such information will be held in confidence whenever possible. All other information will be considered public.

13. All other information regarding the bid responses will be held as confidential until such

time as the County Selection Committee has completed their 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 to be awarded this project. In addition, award information will be posted on the County’s “Contracting Opportunities” website, mentioned above.

14. 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.

J. RESPONSE FORMAT

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

2. In order for bids to be considered complete bidder must provide all information

requested. K. RESPONSE CONTENT/SUBMITTALS

1. Bid responses must be signed in ink as set forth in this subsection. The signatures of all

persons required under the applicable organizational documents in order to bind the Bidder must be on the bid response. Include evidence that the person or persons signing the proposal is/are authorized to execute the proposal on behalf of the bidder. A corporation must submit a copy of the board resolution authorizing such execution. A partnership must submit a copy of its partnership agreement and a list of the names, addresses and telephone numbers of all general partners. A limited liability company must submit a copy of its membership agreement and a list of the names, addresses and telephone numbers of all members. A joint venture must submit a copy of its joint venture agreement and a list of the names, addresses and telephone numbers of all joint ventures. A joint venture must designate and authorize one person to act on behalf of the joint venture with respect to all matters connected with this RFP. Provide applicable signature documentation pursuant to Contractor’s organizational structure verifying the authority of the person signing the bid response to commit to its Proposal on behalf of the Contractor. The content and sequence of each proposal shall be as follows:




K. RESPONSE CONTENT/SUBMITTALS (cont’d)

a. Title Page: Show RFP/Q number and title, your company name and address, name

of the contact person (for all matters regarding the RFP/Q response), telephone number and quotation/proposal date.

b. Table of Contents: Bid responses shall include a table of contents listing the

individual sections of the quotation/proposal and their corresponding page numbers. Tabs should separate each of the individual sections.

c. Cover Letter: Bid responses shall include a cover letter describing the bidder and

include all of the following:

1)

2)

3)

4)

5)

6)

7)

8)

The official name of the Bidder;

The Bidder’s organizational structure (e.g. corporation, partnership, limited liability company, etc.);

The jurisdiction in which the Bidder is organized and the date of such organization;

The address of the Bidder’s headquarters and of any local office involved in the bid proposal/quotation;

The Bidder’s Federal Tax Identification Number;

The name, address, telephone, fax numbers and e-mail address of the person(s) who will serve as the contact(s) to the County, with regards to the RFP/Q response, with authorization to make representations on behalf of and to bind the Bidder;

A representation that the bidder is in good standing in the State of California and has all necessary licenses, permits, certifications, approvals and authorizations necessary in order to perform all of its obligations in connection with this RFP/Q.

An acceptance of all conditions and requirements contained in this RFP/Q.

2. Bidders shall follow the requirements set forth below. Any material deviation from these

requirements may be cause for rejection of the proposal, as determined in the County’s sole discretion. All items listed below are required to be submitted in each RFP response. The content and sequence of each proposal shall be as follows:





a. Title Page: Show RFP number and title, your company name and address, name of the contact person (for all matters regarding the RFP response), telephone number and quotation/proposal date.

b. Table of Contents: Bid responses shall include a table of contents listing the

individual sections of the quotation/proposal and their corresponding page numbers. Tabs should separate each of the individual sections.

c. Cover Letter: Bid responses shall include a cover letter describing the bidder and

include all of the following:

1)

2)

3)

4)

5)

6)

7)

8)

9)

The official name of the Bidder;

The Bidder’s organizational structure (e.g. corporation, partnership, limited liability company, etc.);

The jurisdiction in which the Bidder is organized and the date of such organization; The address of the Bidder’s headquarters and of any local office involved in the bid proposal/quotation; The Bidder’s Federal Tax Identification Number; The name, address, telephone, fax numbers and e-mail address of the person(s) who will serve as the contact(s) to the County, with regards to the RFP response, with authorization to make representations on behalf of and to bind the Bidder; A representation that the bidder is in good standing in the State of California and has all necessary licenses, permits, certifications, approvals and authorizations necessary in order to perform all of its obligations in connection with this RFP. An acceptance of all conditions and requirements contained in this RFP. Applicable organizational documents as required and identified in paragraph A above.





d. Letter of Transmittal: Bid responses shall include a description of Bidder’s approach in providing its goods and/or services to the County in one or two pages stating its understanding of the work to be done and a positive commitment to perform the work as specified.

e. Executive Summary: A brief synopsis of the highlights of the proposal and overall benefits of the proposal to the County. This synopsis should not exceed three (3)

pages in length and should be easily understood.

f. Bidder’s Qualifications and Experience: Provide a description of Bidder’s capabilities pertaining to this RFP/Q. This description should not exceed five (5) pages and should include a detailed summary of Bidder’s experience relative to RFP/Q requirements described herein, including references.

g. Financial Statements: Responses are to include Bidder’s most recent Dun & Bradstreet Supplier Evaluation Report. For information on how to obtain a Supplier Evaluation Report, contact Dun & Bradstreet at 1-866-719-7158 or www.dnb.com.

h. Key Personnel - Qualifications and Experience: Bid responses shall include a complete list of and resumes for all key personnel associated with the RFP. This list must include all key personnel who will provide services and/or training to County staff. For each person on the list, the following information shall be included: (1) the person’s relationship with Bidder, including job title and years of employment with Bidder; (2) the role that the person will play in connection with the RFP/Q (3) address, telephone, fax numbers, and e-mail address; (4) the person’s educational background; (5) the person’s relevant experience; and (6) relevant awards, certificates or other achievements. This section of the bid response should include no more than two pages of information for each listed person.

i. Description of the Proposed Equipment/System: Bid response shall include a description of the proposed System, as it will be finally configured during the term of the contract. The description shall specify how the proposed System will meet or exceed the requirements of the County and shall explain any advantages that this proposed equipment/system would have over other possible equipment/systems. The description shall include any disadvantages or limitations that the County should be aware of in evaluating the proposal/quotation. Finally, the description shall describe all product warranties provided by Bidder.

j. Description of the Proposed Services: Bid response shall include a description of the terms and conditions of services to be provided during the contract term


http://www.dnb.com/



including response times. The description shall contain a basis of estimate for services including its scheduled start and completion dates, the number of Bidder’s

K. RESPONSE CONTENT/SUBMITTALS (cont’d) and County personnel involved, and the number of hours scheduled for such personnel. Finally, the description must: (1) specify how the services in the bid response will meet or exceed the requirements of the County; (2) explain any special resources, procedures or approaches that make the services of Bidder particularly advantageous to the County; and (3) identify any limitations or restrictions of Bidder in providing the services that the County should be aware of in evaluating its response to this RFP/Q.

k. Implementation Plan and Schedule: The bid response shall include an implementation plan and schedule. The plan for implementing the proposed equipment/system and services shall include a County Acceptance Test Plan (ATP). In addition, the plan shall include a detailed schedule indicating how Bidder will ensure adherence to the timetables set forth herein for the final system.

l. Evidence of Qualification Testing: Not applicable, deleted

m. References, Exhibit D1 and D2 and other

1)

2)

3)

Bidders are to provide a public list of five (5) current and five (5) former clients on Exhibit D1 and D2, attached hereto, for whom the bidder has completed a successful project, on time, and within budget. References should have similar scope, volume and requirements to those outlined in these specifications, terms and conditions.

Reference information is to include:

a) Company/Agency name b) Contact person (name and title), contact person is to be someone directly

involved with the services. c) Complete street address d) Telephone number e) Type of business f) Dates of service

The County may contact some or all of the references provided in order to determine Bidder’s performance record on work similar to that described in this request. The County reserves the right to contact references other than those provided in the response and to use the information gained from them in the evaluation process.




Page 23 of 33

4) Bidder shall provide a complete client list with current contact names and phone numbers on a separate sheet(s).


5) Bidder shall provide on a separate sheet(s), complete reference information for

all public institutions or agencies for which it provides or has provided comparable product, systems and services. Each reference shall include the project name and location, the scope of services performed and the name, address, telephone and fax numbers of the person who may be contacted for reference information.

n. Bid Form, Exhibit B: Itemize pricing for each of the following - the Core System,

the infrastructure, and each of the additional modules. Itemize pricing on separate sheets for each of the following options: A. Outright purchase of the entire system by the County, and B. Hosting of the server by the vendor at a monthly rate.

o. Evidence of Insurance Certificates of insurance are required per the attached Exhibit C from a reputable insurer evidencing all coverages required for the term of the contract of any contract that may be awarded pursuant to this RFP/Q.

p. Other required Submittals/Exhibits not included above that are required in the bid response: • Exhibit A, Acknowledgement, signed • Exhibit E, SLEB Certification Application Package, completed, signed,

required documentation attached (if applicable) • Exhibit F, Local, Small and Emerging Business Partnering Information,

completed and signed • Exhibit G, Request for Preference for Local, Small and/or Emerging Vendors,

completed and signed (if applicable) • Exhibit H, First Source Agreement, completed and signed • Exhibit I, Exceptions, Clarifications and Amendments Form, completed and

signed. (The County is under no obligation to accept any exceptions and such exceptions may be a basis for bid disqualification.)

• Exhibit K, Sample Proposal Evaluation Form, fill in vendor name L. EVALUATION CRITERIA/SELECTION COMMITTEE

All proposals will be evaluated by a County Selection Committee (CSC). The County Selection Committee may be composed of County staff and other parties that may have expertise or experience in software development. The CSC will select a contractor in

I:\purch\word\ \ .doc 9/23/2002



accordance with the evaluation criteria set forth in this RFP. The evaluation of the proposals shall be within the sole judgment and discretion of the CSC.

L. EVALUATION CRITERIA/SELECTION COMMITTEE( cont’d) All contact during the evaluation phase shall be through the GSA-Purchasing Department only. Bidders shall not contact nor lobby evaluators during the evaluation process. Attempts by Bidder to contact members of the CSC may result in disqualification of Bidder. The CSC will evaluate each proposal meeting the qualification requirements set forth in this RFP. Bidders should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments, or unrealistically high or low in cost, will be deemed reflective of an inherent lack of technical competence or indicative of a failure to comprehend the complexity and risk of the County’s requirements as set forth in this RFP. Bidders are advised that in the evaluation of cost, it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.

As a result of this RFP, the County intends to award a contract to the responsible bidder(s) whose response conforms to the RFP and whose bid presents the greatest value to the County, all evaluation criteria considered. The combined weight of the evaluation criteria is greater in importance than cost in determining the greatest value to the County. The goal is to award a contract to the bidder(s) that proposes the County the best quality as determined by the combined weight of the evaluation criteria. The County may award a contract of higher qualitative competence over the lowest priced response.

The basic information that each section should contain is specified below, these specifications should be considered as minimum requirements. Much of the material needed to present a comprehensive proposal can be placed into one of the sections listed. However, other criteria may be added to further support the evaluation process whenever such additional criteria are deemed appropriate in considering the nature of the goods and/or services being solicited. Each of the following Evaluation Criteria below will be used in ranking and determining the quality of bidder’s proposals. Proposals will be evaluated according to each Evaluation Criteria, and scored on a five-point scale. The scores for all the Evaluation Criteria will then be added according to their assigned weight (below) to arrive at a weighted score for each proposal. A proposal with a high weighted total will be deemed of higher quality than a proposal with a lesser-weighted total. The final maximum score for any project is five hundred fifty (550) points including local and small and local or emerging and local preference points.




L. EVALUATION CRITERIA/SELECTION COMMITTEE (cont’d) The Evaluation Criteria and their respective weights are as follows:

Evaluation Criteria Weight

A. Completeness of Response Responses to this RFP must be complete. Responses that do not address each of the items listed below will be considered incomplete, be rated a Fail in the Evaluation Criteria and will receive no further consideration. All responses must include the complete and accurate documentation identified herein that Bidder is a certified small and local or emerging and local business or is partnering, joint venturing or subcontracting with small and local or emerging and local business(es) that is certified at the time of response submittal. Responses that are rated a Fail and are not considered may be picked up at the delivery location within 14 calendar days of contract award and/or the completion of the competitive process.

Pass/Fail B.

Financial Stability

Ten (10) Points

C.

Technical Criteria In each area described below, an evaluation will be made of the probability of success of and risks associated with, the proposal response: 1. System Design - A comparison will be made of the proposed Communicable Disease Surveillance systems. Additional credit will be given for features of the proposed design that offer enhanced utility, ease of use or ease of integration with existing equipment and systems. 2. Software Design and Development - The evaluation will compare the proposed software capabilities with the requirements of this RFP in terms of the software’s compatibility with existing Communicable Disease Surveillance systems 3. Life-Cycle Support - An assessment will be made of the scope and extent of resources required to operate and maintain the




proposed system. 4. Ancillary Services - A comparison will be made of the proposed services with the requirements of this RFP. Credit will be given for convenience, responsiveness and technical expertise.

Twenty (20) Points D.

Cost An evaluation will be made of (a) reasonableness (i.e., does the proposed pricing accurately reflect the bidder’s effort to meet requirements and objectives?); (b) realism (i.e., is the proposed cost appropriate to the nature of the products and services to be provided?); and (c) affordability (i.e., the ability of the County to finance the equipment/ system and services). Consideration of price in terms of overall affordability may be controlling in circumstances where two or more proposals are otherwise adjudged to be equal, or when a superior proposal is at a price that the County cannot afford.

Twenty five (25) Points

E.

Implementation Plan and Schedule An evaluation will be made of the likelihood that Bidder’s implementation plan and schedule will meet the County’s schedule. Additional credit will be given for the identification and planning for mitigation of schedule risks which Bidder believes may adversely affect any portion of the County’s schedule.

Ten (10) Points

F.

Relevant Experience Proposals will be evaluated on the basis of relevant experience determined by examples of prior work. Contractor’s with no relevant performance history shall include performance information regarding predecessor companies, professional personnel, etc. An evaluation will also be made of the key personnel proposed to support a County contract and the number and outcome of successful Procurement Card Program services provided that are similar to what the County requires.

Ten (10) Points

G.

References - At the discretion of the County, following the oral presentation and interview, references may be checked for all or some Bidders, as required to finalize the selection process.

Ten (10) Points




H. Oral Presentation and Interview Following evaluation of the written proposals, bidders receiving the highest scores may be invited to an oral presentation and interview. The scores at that time will not be communicated to bidders. The oral presentation by each bidder shall not exceed sixty (60) minutes in length. The oral interview will consist of standard questions asked of each of the bidders and specific questions regarding the individual proposals. The proposals may then be re-evaluated and re-scored based on the oral presentation and interview.

Fifteen (15) Points

Local Preference Five Percent (5%) Small and Local or Emerging and Local Preference Five Percent (5%)

M. CONTRACT EVALUATION AND ASSESSMENT

During the initial sixty (60) day period of any contract, which may be awarded to Contractor, the CSC and/or other persons designated by the County, will meet with the Contractor to evaluate the equipment/system performance and to identify any issues or potential problems. The County reserves the right to determine, in its sole discretion, (a) whether Contractor has complied with all terms of this RFP and (b) whether any problems or potential problems with the proposed equipment/system were evidenced which make it unlikely (even with possible modifications) that such proposed equipment/system have met the County requirements. If, as a result of such determination the County concludes that it is not satisfied with Contractor, Contractor’s performance under any awarded contract and/or Contractor’s goods and/or services as contracted for therein, the Contractor will be notified of contract termination effective forty-five (45) days following notice. Contractor shall be responsible for the removal of equipment/system and shall return County facilities to their pre-installation state at no charge to the County. The County will have the right to invite the next highest ranked bidder to enter into a contract. The County also reserves the right to re-bid this project if it is determined to be in its best interest to do so.




IV. TERMS AND CONDITIONS

N. TERM / TERMINATION / RENEWAL 1. The term of the contract, which may be awarded pursuant to this RFP, shall conclude June

30, 2003. 2. The County may, at its sole option, terminate any contract that may be awarded as a result

of this RFP/Q at the end of any County Fiscal Year, for reason of non-appropriation of funds. In such event, the County will give Contractor at least thirty (30) days written notice that such function will not be funded for the next fiscal period. In such event, the County will return any associated equipment to the Contractor in good working order, reasonable wear and tear excepted.

3. By mutual agreement, any contract which may be awarded pursuant to this RFP/Q, may be

extended for additional terms at agreed prices with all other terms and conditions remaining the same.

O. PRICING

1. All pricing as quoted will remain firm for the term of any contract that may be awarded as a result of this RFP.

2. Unless otherwise stated, Bidder agrees that, in the event of a price decline, the benefit of such lower price shall be extended to the County.

3. All prices are to be F.O.B. destination. Any freight/delivery charges are to be included.

4. The County is soliciting a lump sum price for this project. The price quoted shall be the total cost the County will pay for this project including taxes and all other charges.

5. The total lump sum shall be divided and costs advised for each of the following phases: a. Core System b. Infrastructure A and Infrastructure B (Only one will be chosen, but both shall be

quoted) c. Modules One through Thirteen

6. All prices quoted shall be in United States dollars and "whole cent," no cent fractions

shall be used. There are no exceptions.




O. PRICING (cont’d)

7. The County has the right to decline to award this contract if it is determined that proposed pricing is not competitively priced with similar sized counties or non-county agencies within the State of California.

8. Price quotes shall include any and all payment incentives available to the County. P. AWARD

1.

2.

3.

4.

5.

6.

7.

8.

Proposals will be evaluated by a committee and will be ranked in accordance with the RFP section entitled “Evaluation Criteria/Selection Committee.”

The committee will recommend award to the bidder who, in its opinion, has submitted the proposal that best serves the overall interests of the County and attains the highest overall point score. Award may not necessarily be made to the bidder with the lowest price.

The County reserves the right to reject any or all responses that materially differ from any terms contained herein or from any Exhibits attached hereto and to waive informalities and minor irregularities in responses received. The County reserves the right to award to a single or multiple contractors.

The County of Alameda Board of Supervisors approval to award a contract is required. Contractor shall sign an acceptance of award letter and Standard Agreement contract prior to Board approval. Final Standard Agreement terms and conditions will be negotiated with the selected bidder. Attached Exhibit J contains minimal Agreement boilerplate language only. The RFP specifications, terms, conditions and Exhibits, RFP Addenda and Bidder’s proposal, may be incorporated into and made a part of any contract that may be awarded as a result of this RFP.

Q. METHOD OF ORDERING

1. A written PO and signed Standard Agreement contract will be issued upon Board

approval.

2. POs and Standard Agreement will be faxed, transmitted electronically or mailed and shall be the only authorization for the Contractor to fulfill an order.




Q. METHOD OF ORDERING (cont’d)

3. POs and payments for services will be issued only in the name of Contractor.

4. Contractor shall adapt to changes to the method of ordering procedures as required by the County during the term of the contract.

5. Change orders shall be agreed upon by Contractor and County and issued as needed in writing by County.

R. INVOICING

1.

2.

3.

4.

5.

6.

7.

Contractor shall invoice the requesting department, unless otherwise advised, upon satisfactory performance of services. Payment will be made within thirty (30) days following receipt of invoice and upon complete satisfactory performance and acceptance of services, not to exceed the total lump sum price quoted in the bid response. County shall notify Contractor of any adjustments required to invoice. Invoices shall contain County PO number, invoice number, remit to address and services description and price as quoted and shall be accompanied by acceptable proof of delivery. Contractor shall utilize standardized invoice upon request. Invoices shall only be issued by the Contractor who is awarded a contract. Payments will be issued to and invoices must be received from the same Contractor whose name is specified on the POs.

S. OTHER AGENCIES

Other tax supported agencies within the State of California who have not contracted for their own requirements may desire to participate in this contract. The Contractor is requested to service these agencies and will be given the opportunity to accept or reject the additional requirements. If the Contractor elects to supply other agencies, orders will be placed directly by the agency and payments made directly by the agency.




T. COUNTY PROVISIONS

1. Preference for Local Products and Vendors: A five percent (5%) preference shall be granted to Alameda County businesses or products on all sealed bid on contracts except with respect to those contracts which state law requires be granted to the lowest responsible bidder. An Alameda County business is a firm or dealer with fixed offices or distribution points located in and having a street address within the County and which holds a valid business license issued by the County or a city within the County. Alameda County products are those that are grown, mined, fabricated, manufactured, processed or produced within the County. 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 pursuant to this RFP.

2. Small and Emerging Locally Owned Business: A small business for purposes of this RFP is defined by the United States Small Business Administration as having no more than twenty one million dollars ($21,000,000.00) in average annual gross receipts over the last three (3) years. An emerging business, as defined by the County is one having annual gross receipts of less than one-half (1/2) 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 the County as a Small or Emerging, local business. A certification application package (consisting of Instructions, Application and Affidavit) has been attached hereto as Exhibit E and must be completed and returned by a qualifying contractor. A locally owned business, for purposes of satisfying the locality requirements of this provision, is one, which, has a business license, issued by the County or a city within the County and where the owner maintains a fixed office located in and having a street address within the County. The County is vitally interested in promoting the growth of small and emerging local businesses by means of increasing the participation of these businesses in the County’s purchase of goods and services. As a result of the County’s commitment to advance the economic opportunities of these businesses the following provisions shall apply to this RFP:

a) If Bidder is certified by the County as either a small and local or an emerging and

local business, the County 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%). 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

T. COUNTY PROVISIONS (cont’d)

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 shall provide quarterly participation reports during the term of said contract and a final account statement at the end of the contract to the County Business Outreach Officer.

The County reserves the right to waive these small/emerging local business participation requirements in this RFP, if the additional estimated cost to the County, which may result from inclusion of these requirements, exceeds five percent (5%) of the total estimated contract amount or Ten Thousand Dollars ($10,000), whichever is less.

If additional information is needed regarding this requirement, please contact Linda Moore, Business Outreach Officer, Alameda County General Services Agency, at (510) 208-9717 or via E-mail at [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 the County’s relationships/connections with business, including contracts that have been awarded through the competitive process, and economic development activity in the County. Welfare reform policies and the new Workforce Investment Act requires that the County do a better job of connecting historically disconnected potential workers to employers. The First Source program will allow the County to create and sustain these connections.

Contractors awarded contracts for goods and services in excess of $100,000 as a result of this RFP are required to provide Alameda County with ten (10) working days to refer to Contractor, 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 Contractor has available during the life of the contract before advertising to the general public. Potential candidates referred by County to Contractor will be pre-screened, qualified applicants based on vendor specifications. Contractor 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.


mailto:[email protected]



Contractors 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 on the job training subsidy.

T. COUNTY PROVISIONS (cont’d) Bidders are required to complete, sign and submit in their bid response, the First Source Agreement that has been attached hereto as Exhibit H, 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. Exhibit H will be completed and signed by County upon contract award and made a part of the final contract document. For additional information regarding the First Source Program requirements, please contact Robert Benson, EDAB Workforce Development Director, Alameda County, at (510) 272-3876 or via e-mail at [email protected].

4. Environmentally Friendly Packaging: Alameda County is an environmentally responsible

employer and seeks all practical opportunities for waste reduction and recycling. The County, therefore, encourages its contractors to reduce waste volume and toxicity by using environmentally friendly packaging material whenever possible. Options may include backhauling product packaging to the supplier for reuse or recycling, shipping in bulk or reduced packaging, using soy bean-based inks for packaging printing, using recycled product packaging or using recyclable or reusable packaging material. The County encourages all bidders and contractors for goods and services to adhere to these principles where practicable.

U. ACCOUNT MANAGER/SUPPORT STAFF

1.

2.

Contractor shall provide a dedicated competent account manager who shall be responsible for the County account/contract. The account manager shall receive all orders from the County and shall be the primary contact for all issues regarding bidder’s response to this RFP/Q and any contract which may arise pursuant to this RFP/Q.

Contractor shall provide adequate, competent support staff that shall be able to service the County during normal working hours, Monday through Friday. Such representative(s) shall be knowledgeable about the contract, products offered and able to identify and resolve quickly any issues including but not limited to order and invoicing problems.

V. GENERAL REQUIREMENTS

1. Bidder shall be regularly and continuously engaged in the business of providing software

development for at least the past two (2) years.


mailto:[email protected]



2. Bidder shall possess all permits, licenses and professional credentials necessary to supply

product and perform services as specified under this RFP/Q. V. GENERAL REQUIREMENTS (cont’d)

3. Proper conduct is expected of Contractor’s personnel when on County premises. This includes adhering to no-smoking ordinances, the drug-free work place policy, not using alcoholic beverages and treating employees courteously.

4. County has the right to request removal of any Contractor employee or subcontractor who

does not properly conduct himself/herself/itself or perform quality work.

5. Contractor personnel shall be easily identifiable as non-County employees (i.e. work uniforms, badges, etc.).

6. Contractor shall be responsible for any and all damage to County facilities or equipment as

a result of an act or omission arising out of Contractor’s performance under any contract awarded to him/her/it pursuant to this RFP/Q.

7. All work shall be performed in a professional manner according to generally accepted

industry standards and manufacturers instructions.

8. Contractor shall not assign or transfer any interest or claim arising from any contract that Contractor may enter into arising from this RFP, without the prior written approval of the County.

9. Time is of the essence in each and all the provisions of this RFP.

10. No alteration or variation of the terms of this RFP shall be valid unless made in writing and signed by the parties hereto.


COUNTY OF ALAMEDA EXHIBIT A – BID ACKNOWLEDGEMENT

RFP No. 10070/JB/03 for

Development of Communicable Disease Suveillance System

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/Q 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/Q. No alterations or changes or 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/Q, 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/Q 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/Q. (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 an nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or unpatented invention, article or appliance furnished or used in connection with the contract or purchase order.

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 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.

8. Discounts: (a) Terms of less than ten (10) days for cash discount will 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/Q, 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.

9. 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.

10. 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/Q 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/Q and Bid Acknowledgement.

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

By:_______________ ________________________________________________ Date____________ Phone_____________________ Printed Name Signed Above:_______________________________________________________________________________________ Title:__________________________________________________________________________________________________________

9/23/2002

9/23/2002

EXHIBIT B

COUNTY OF ALAMEDA RFP No. 10070/JB/03

for Development of Communicable Disease Surveillance System

BID FORM – A COUNTY-HOSTED/WEB-BASED INTERFACE

Cost shall be submitted on Exhibit B as is. No alterations or changes of any kind are permitted. Bid responses that do not comply will be subject to rejection in total. The cost quoted below shall include all taxes and all other charges and is the cost the County will pay, not to exceed the grand total lump sum cost.

DESCRIPTION

COST Core System Infrastructure Module #1 Module #2 Module #3 Module #4 Module #5 Module #6 Module #7 Module #8 Module #9 Module #10 Module #11 Module #12 Module #13

Total Cost

Bidder:

9/23/2002

COUNTY OF ALAMEDA

RFP No. 10070/JB/03 for


BID FORM – B CONTRACTOR-HOSTED INTERFACE

Cost shall be submitted on Exhibit B as is. No alterations or changes of any kind are permitted. Bid responses that do not comply will be subject to rejection in total. The cost quoted below shall include all taxes and all other charges and is the cost the County will pay, not to exceed the grand total lump sum cost.

DESCRIPTION

COST Core System Infrastructure Module #1 Module #2 Module #3 Module #4 Module #5 Module #6 Module #7 Module #8 Module #9 Module #10 Module #11 Module #12 Module #13

Total Cost Monthly fe to host Web Based Interface:

Bidder:

9/23/2002

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) $5,000,000 products/completed operations aggregate 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

Endorsements and Conditions: 1. ADDITIONAL INSURED: All insurance required above 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, with the exception of Professional Liability, Workers’ Compensation and Employers Liability.

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.M. Best Rating of no less than A:VII or equivalent, shall be admitted to the State of California unless otherwise waived by Risk Management, and 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 retention 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 commencement of any 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 - With a copy to Risk Management Unit (1106 Madison Street, Room 233, Oakland, CA 94607)

9/23/2002

EXHIBIT D-1 COUNTY OF ALAMEDA

RFP/Q No. 10070/JB/03 for


CURRENT REFERENCES Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: Type of Business: Dates of Service:

Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: Type of Business: Dates of Service:




Company Name:

9/23/2002

XHIBIT D-2 COUNTY OF ALAMEDA

RFP/Q No. 10070/JB/03 for

Development o Communicable Disease Surveillance System

FORMER REFERENCES Company Name: Address: City, State, Zip Code: Contact Person: Telephone Number: Type of Business: Dates of Service:





Company Name:

EXHIBIT E COUNTY OF ALAMEDA

RFP NO. 10070/JB/03 For


SLEB CERTIFICATION/APPLICATION PACKAGE, Page 1 of 4

Complete Exhibit E, pag Section A: Check Applicable Box(es):• Small Business = • Local Business =

• Emerging Business =

Section B: Complete all areas. If one Section C: Please provide all informname(s), title(s) and pershould reflect the averagthan three years, please pnot completed been in bu Section D: This information will assistservices. If you do not knowwww.sba.gov/regulations/s

Section E: This section is mandatory. County continues to providor business will receive a p

Section F: You may seek recertificatiocompleted only if there areorder for your application t The following items mustresponse: • Copies of Signed Fede• Copies of Business Lic• Copy of Current Identi• Copies of Deed, Renta• Copies of Last Three C• Personal Net Worth St• Supporting Affidavit In order for applications tothe Application. An AffidaIf additional space is needCertification Application.

COUNTY OF ALAMEDA SMALL, LOCAL AND EMERGINGBUSINESS CERTIFICATION INSTRUCTIONS

9/23/2002

e 2 and 3 of 4 as follows:

Federal Small Business Administration gross receipts limit by Standard Industry Classification Codes.

Business license issued by a city within Alameda County and the owner maintains a fixed office located in and having a street address within the county

One half of the Federal Small Business Administration gross receipts limit by Standard Industry Classification Codes.

or more areas are not applicable, please indicate by “N/A.”

ation listed. If you own less than 51% interest in your business, please indicate other owner(s)’ centage of ownership. List all current business and professional licenses. The gross receipts listed e of gross receipts received for the last three tax years filed. If you have been in business for less rovide your actual gross receipts received for the period that you have been in business. If you have siness for a complete tax year, please provide actual gross receipts received to date.

us in entering your business in our SLEB database. You will be coded for all of your business activities and your SIC codes, you may obtain them from the internet at

iccodes/siccodes.html#divi.

This information will be used to monitor contracting opportunities provided by Alameda County. Alameda e equal opportunity to all individuals. The information collected will not be used to determine if an individual articular contract opportunity.

n if your initial certification is less than 3 years. Please complete sections A, B, & E. Section C should be changes to information on your initial Application. You must sign and date your Renewal Application in o be considered.

be attached to the following Certification and Renewal Application form and included in the RFP/Q

ral Tax Returns Showing Gross Business Receipts enses fication i.e. Driver’s License, Identification Card l or Lease Agreement Showing Business Address ompleted Contracts and Proposals Including Name of Contact Person

atement if the business has not ever filed taxes

be considered, it must be filled out completely. The Affidavit must be complete, notarized and attached to vit is not required for recertifications. If any item is not applicable please put “N/A” in the designated area. ed, please attach additional sheet(s) and label the sections “A”, “B”, “C”, “D” or “E” as indicated on the For additional information and/or assistance completing Exhibit E, contact Linda Moore, (510) 208-9717.

http://www.sba.gov/regulations/siccodes/siccodes.html



Development of Communicable Disease Surveillnace System


9/23/2002

CERTIFICATION AND RENEWAL APPLICATION

Section A: Certification Type Small Business Local Business Emerging Business Renewal (Complete Below)

Section B: Personal Information Name: * Business Name: DBA (Circle one): Yes or No Social Security Number: _______ - ____ - _______ *Employer Identification Number: ____- ___________ *Mailing Address: *Business Address: *Business Telephone: Business Fax Number: *E-mail address:

Section C: Business Information *Business Type: Sole Proprietorship Partnership Corporation Type of Service(s): *No. (#) of Employees: Percentage of Ownership (If less than 51%, please list other owner’s names and titles. Attach additional sheets if needed): How Long in Business: How Long in Business at the Above Address: Please List All Current Business and Professional Licenses: License Type: Date Issued/Expires: Jurisdiction/Issuing Authority: ______________________________ ______________________________ _______________________________ ______________________________ ______________________________ _______________________________ ______________________________ ______________________________ _______________________________ *Gross Business Receipts for Last Three Years (If first year in business, please list gross receipts received to date): $_____________________ 20____ $ ___________________ 20____ $____________________ 19____ Section D: SIC and NAIC Codes Information

SIC Code(s) NAICS Code(s) ______________________________________ _________________________________________ ______________________________________ _________________________________________ ______________________________________ _________________________________________





9/23/2002

CERTIFICATION AND RENEWAL APPLICATION, cont’d.

Section E: Statistical Information: Mandatory Section (This information is collected for demographic information only)

*Gender: Male Female *Ethnicity:

American Indian or Alaskan Native (>50%) Asian (>50%) Black or African American (>50%) Filipino (>50%) Hispanic or Latino (>50%) Native Hawaiian or other Pacific Islander >50%) White (>50%) Other (Please Specify)

Section F: Renewal Information (Complete each item below if Certification is 3 years old or more)

Certification Number: _______________ Date of Initial Certification: ____________ First Renewal Granted: _________ Expiration__________ Second Renewal Granted: __________ Expiration__________

Gross Receipts for the First year: $_________________________ Gross Receipts for the Second year: $_________________________ Gross Receipts for the Third year: $_________________________ Please Attach Verification of Business Income (Copies of Federal Tax Return)

RENEWAL AFFIDAVIT I declare, under penalty or perjury all of the foregoing statements are true and correct. ___________________________________________________________________ Affidavit for Renewal Date: _____________ Second Renewal Date: _____________





9/23/2002

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

NOTARY The foregoing affidavit was subscribed and sworn to before me on this _________ day of _________________________, 20___ By SEAL

Notary Public Commission Expires

9/23/2002

EXHIBIT F SMALL LOCAL EMERGING BUSINESS (SLEB) PARTNERING INFORMATION SHEET

COUNTY OF ALAMEDA


Development of Comunicable Disease Surveillance System

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

Bidders not meeting the definition of a SLEB (per this RFP/Q County Provisions) are required to either partner, joint venture or 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 form a partnership with a SLEB that can participate directly with this contract. One of the benefits of the partnership will be economic, but this partnership 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 partner 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 aSLEB.

is not a SLEB and will partner, joint venture or 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: _____________________________________________________ Principal Name: ______________________________________________________

SLEB Principal Signature: ___________________________________________(Date)____________

Bidder Signature_____________________________________________(Date)____________

9/23/2002

EXHIBIT G

ALAMEDA COUNTY RFP NO. 10070/JB/03

For Development of Comunicable Disease Surveillance System

REQUEST FOR PREFERENCE for

LOCAL BUSINESS and

SMALL AND LOCAL OR EMERGING AND LOCAL BUSINESS

IF YOU WOULD LIKE TO REQUEST THE LOCAL BUSINESS, SMALL AND LOCAL BUSINESS, OR

EMERGING AND LOCAL BUSINESS PREFERENCE COMPLETE THIS FORM AND RETURN IT WITH YOUR BID

A five-percent (5%) preference will be granted to Alameda County products or businesses 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 business is a firm or dealer with fixed offices or distribution points located in and having a street address within the County 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:

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

Title:

Signature:

Date:

EXHIBIT H COUNTY OF ALAMEDA



ALAMEDA COUNTY VENDOR FIRST SOURCE AGREEMENT VENDOR INFORMATION

9/23/2002

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%)

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: _____________________

EXHIBIT H COUNTY OF ALAMEDA



ALAMEDA COUNTY VENDOR FIRST SOURCE AGREEMENT VENDOR INFORMATION

9/23/2002

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)

http://www.co.alameda.ca.us/gsa/sleb/vendor.shtml

9/23/2002

EXHIBIT I

COUNTY OF ALAMEDA RFP NO. 10070/JB/03


Exceptions, Clarifications, Amendments

List below requests for RFP clarifications, exceptions and amendments, if any, and submit with your bid response. The County is under no obligation to accept any exceptions and such exceptions may be a basis for bid disqualification.

Reference To: Item No. Page No. Paragraph

No.

Description

Contractor:

STANDARD AGREEMENT/PURCHASE ORDER # _____________

COUNTY OF ALAMEDA COMMUNICABLE DISEASE SURVEILLANCE SYSTEM SERVICES

AGREEMENT This Agreement, dated as of ___________________, 2002, is by and between the County of Alameda, hereinafter referred to as the “County”, and___________________, hereinafter referred to as the “Contractor”.

WITNESSETH Whereas, County desires to obtain Software Development Services (“Software Development Services”) for the work described in Exhibit A hereto; and

Whereas, Contractor is professionally qualified to provide such services; and Whereas, County desires to retain and employ the services of Contractor in

connection with such work, and Contractor is agreeable with such employment; Now, therefore it is agreed that County does hereby retain and employ

Contractor to _________________________________________services in connection with such work, and Contractor accepts such employment, on the terms and conditions hereinafter specified in this Agreement, the Additional Provisions attached hereto, and the following described exhibits, all of which are incorporated into this Agreement by this reference:

Exhibit A Definition of Services Exhibit B Payment Terms Exhibit C Insurance Requirements and Proof of Insurance

The above referenced documents are intended to be complimentary and work

in a cooperative manner. In the event of a conflict between the terms of any of these documents, the terms of this Agreement followed by the document first listed above shall take priority over the terms of the document listed subsequently.

The term of this Agreement shall be from ___________through June 30, 2003.

The compensation payable to Contractor hereunder shall not exceed three hundred thousand dollars ($300,000.00) for the term of this Agreement.

I:\purchgen\word\Contract documents\Standard Agreement –Contracts Team 1-03.doc


IN WITNESS WHEREOF, the parties hereto have executed this agreement as of the day and year first above written.

COUNTY OF ALAMEDA Contractor/Company Name

By: ____________________________ By: ___________________________ PURCHASING AGENT DATE: ___________________________ ___________________________

(NAME)

Its: ___________________________

DATE: __________________________



GENERAL PROVISIONS

1. INDEPENDENT CONTRACTOR: No relationship of employer and employee is created by this Agreement; it being understood and agreed that Contractor is an independent contractor . Contractor is not the agent or employee of the County in any capacity whatsoever, and County shall not be liable for any acts or omissions by Contractor nor for any obligations or liabilities incurred by Contractor.

Contractor shall have no claim under this Agreement or otherwise, for seniority, vacation time, vacation pay, sick leave, personal time off, overtime, health insurance medical care, hospital care, retirement benefits, social security, disability, Workers’ Compensation, or unemployment insurance benefits, civil service protection, or employee benefits of any kind. Contractor shall be solely liable for and obligated to pay directly all applicable payroll taxes (including federal and state income taxes) or contributions for unemployment insurance or old age pensions or annuities which are imposed by any governmental entity in connection with the labor used or which are measured by wages, salaries or other remuneration paid to its officers, agents or employees and agrees to indemnify and hold County harmless from any and all liability which County may incur because of Contractor’s failure to pay such amounts. In carrying out the work contemplated herein, Contractor shall comply with all applicable federal and state workers’ compensation and liability laws and regulations with respect to the officers, agents and/or employees conducting and participating in the work; and agrees that such officers, agents, and/or employees will be considered as independent contractors and shall not be treated or considered in any way as officers, agents and/or employees of County.

Contractor does, by this Agreement, agree to perform his/her said work and functions at all times in strict accordance with currently approved methods and practices in his/her field and that the sole interest of County is to insure that said service shall be performed and rendered in a competent, efficient, timely and satisfactory manner and in accordance with the standards required by the County agency concerned. Notwithstanding the foregoing, if the County determines that pursuant to state and federal law Contractor is an employee for purposes of income tax withholding, County may upon two week’s notice to Contractor, withhold from



payments to Contractor hereunder federal and state income taxes and pay said sums over to the federal and state governments.

2. INDEMNIFICATION: To the fullest extent permitted by law, Contractor shall hold harmless, defend and indemnify the County of Alameda, its Board of Supervisors, officers, employees and agents (collectively “Indemnitees”) from and against any and all claims, losses, damages, liabilities or expenses of any type or nature to any person, firm or corporation, including reasonable attorney fees,commentsc incurred in the defense thereof, arising out of or in connection with Contractor, its subcontractors, agents or employees’ performance of its/their obligations under this Agreement except those proximately caused by the sole negligence or willful misconduct to County.

3. INSURANCE AND BOND: Contractor shall at all times during the term

of the Agreement with the County maintain in force those insurance policies and bonds as designated in the attached Exhibit C, and will comply with all those requirements as stated therein.

4. WORKERS’ COMPENSATION: Contractor shall provide Workers'

Compensation insurance at Contractor's own cost and expense and further, neither the Contractor nor its carrier shall be entitled to recover from County any costs, settlements, or expenses of Workers' Compensation claims arising out of this agreement.

5. CONFORMITY WITH LAW AND SAFETY:

A. 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 all provisions of the California Occupational Safety and Health Act 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 hold County harmless from any and all liability, fines, penalties and consequences from any of Contractor’s noncompliance or violations of such laws, ordinances, codes and regulations.

B. Accidents: If a death, serious personal injury or substantial property

damage occurs in connection with Contractor’s performance of this Agreement, Contractor shall immediately notify the Alameda County Risk Manager's Office by telephone. Contractor shall promptly submit to



County a written report, in such form as may be required by County 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 sub-Contractor, if any; (3) name and address of Contractor's liability insurance carrier; and (4) a detailed description of accident and whether any of County's equipment, tools, material, or staff were involved.

6. PAYMENT: For services performed in accordance with this Agreement,

payment shall be made to Contractor as provided in Exhibit B hereto. 7. TRAVEL EXPENSES: Contractor shall not be allowed or paid travel

expenses unless set forth in this Agreement. 8. TAXES: Payment of all applicable federal, state, and local shall be the sole

responsibility of the Contractor. 9. OWNERSHIP OF DOCUMENTS: Contractor hereby assigns to the County

and its assignees all copyright and other use rights in any and all proposals, plans, specification, designs, drawings, sketches, renderings, models, reports and related documents (including computerized or electronic copies) respecting in any way the subject matter of this Agreement, whether prepared by the County, the Contractor, the Contractor’s sub-Contractors or third parties at the request of the Contractor (collectively, “Documents and Materials”). This explicitly includes the electronic copies of all above stated documentation.

Contractor also hereby assigns to the County and its assignees all copyright and other use rights in any Documents and Materials including electronic copies stored in Contractor’s Information System, respecting in any way the subject matter fo this Agreement.

Contractor shall be permitted to retain copies, including reproducible copies and computerized copies, of said Documents and Materials. Contractor agrees to take such further steps as may be reasonably requested by County to implement the aforesaid assignment. If for any reason said assignment is not effective, Contractor hereby grants the County and any assignee of the County an express royalty – free license to retain and use said Documents and Materials. The County’s rights under this paragraph shall apply regardless of the degree of completion of the Documents and Materials and whether or not Contractor’s services as set forth in Exhibit “A” of this Agreement have been fully performed or paid for.



In Contractor’s contracts with other Contractors, Contractor shall expressly obligate its Sub-Contractors to grant the County the aforesaid assignment and license rights as to that Contractor’s Documents and Materials. Contractor agrees to defend, indemnify and hold the County harmless from any damage caused by a failure of the Contractor to obtain such rights from its Contractors and/or Sub-Contractors. Contractor shall pay all royalties and license fees which may be due for any patented or copyrighted materials, methods or systems selected by the Contractor and incorporated into the work as set forth in Exhibit “A”, and shall defend, indemnify and hold the County harmless from any claims for infringement of patent or copyright arising out of such selection. The County’s rights under this paragraph 9 shall not extend to any computer software used to create such Documents and Materials.

10. CONFLICT OF INTEREST; CONFIDENTIALITY: The Contractor covenants that it presently has no interest, and shall not have any interest, direct or indirect, which would conflict in any manner with the performance of services required under this Agreement. Without limitation, Contractor represents to and agrees with the County that Contractor has no present, and will have no future, conflict of interest between providing the County services hereunder and any other person or entity (including but not limited to any federal or state wildlife, environmental or regulatory agency) which has any interest adverse or potentially adverse to the County, as determined in the reasonable judgment of the Board of Supervisors of the County

The Contractor agrees that any information, whether proprietary or not, made known to or discovered by it during the performance of or in connection with this Agreement for the County, will be kept confidential and not be disclosed to any other person. The Contractor agrees to immediately notify the County by notices provided in accordance with paragraph 11 of this Agreement, if it is requested to disclose any information made known to or discovered by it during the performance of or in connection with this Agreement. These conflict of interest and future service provisions and limitations shall remain fully effective five (5) years after termination of services to the County hereunder

11. NOTICES: All notices, requests, demands, or other communications under this Agreement shall be in writing. Notices shall be given for all purposes as follows:



Personal delivery: When personally delivered to the recipient, notices are effective on delivery. First Class Mail: When mailed first class to the last address of the recipient known to the party giving notice, notice is effective three mail delivery days after deposit in a United States Postal Service office or mailbox Certified Mail: When mailed certified mail, return receipt requested, notice is effective on receipt, if delivery is confirmed by a return receipt. Overnight Delivery: When delivered by overnight delivery (Federal Express/Airborne/United Parcel Service/DHL WorldWide Express) with charges prepaid or charged to the sender’s account, notice is effective on delivery, if delivery is confirmed by the delivery service. Telex or facsimile transmission: When sent by telex or fax to the last telex or fax number of the recipient known to the party giving notice, notice is effective on receipt, provided that (a) a duplicate copy of the notice is promptly given by first-class or certified mail or by overnight delivery, or (b) the receiving party delivers a written confirmation of receipt. Any notice given by telex or fax shall be deemed received on the next business day if is received after 5:00 p.m. (recipient’s time) or on a non-business day. Addresses for purpose of giving notice are as follows: To County: COUNTY OF ALAMEDA _____________________________ _____________________________ Attn.: ________________________ To Contractor: _____________________________ _____________________________ _____________________________

Attn: ________________________ Any correctly addressed notice that is refused, unclaimed, or undeliverable because of an act or omission of the party to be notified shall be deemed effective as of the first date that said notice was refused, unclaimed, or deemed undeliverable by the postal authorities, messenger, or overnight delivery service.



Any party may change its address or telex or fax number by giving the other party notice of the change in any manner permitted by this Agreement.

12. USE OF COUNTY PROPERTY: Contractor shall not use County property (including equipment, instruments and supplies) or personnel for any purpose other than in the performance of his/her obligations under this Agreement.

13. EQUAL EMPLOYMENT OPPORTUNITY PRACTICES PROVISIONS:

Contractor assures that he/she/it will comply with Title VII of the Civil Rights Act of 1964 and that no person shall, on the grounds of race, creed, color, disability, sex, sexual orientation, national origin, age, religion, Vietnam era Veteran’s status, political affiliation, or any other non-merit factor, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under this contract.

A. Contractor shall, in all solicitations or advertisements for applicants for

employment placed as a result of this contract, state that it is an “Equal Opportunity Employer” or that all qualified applicants will receive consideration for employment without regard to their race, creed, color, disability, sex, sexual orientation, national origin, age, religion, Vietnam era Veteran’s status, political affiliation, or any other non-merit factor.

C. Contractor shall, if requested to so do by the County, certify that it has not,

in the performance of this contract, discriminated against applicants or employees because of their race, creed, color, disability, sex, sexual orientation, national origin, age, religion, Vietnam era Veteran’s status, political affiliation, or any other non-merit factor.

D. If requested to do so by the County, Contractor shall provide the County

with access to copies of all of its records pertaining or relating to its employment practices, except to the extent such records or portions of such records are confidential or privileged under state or federal law.

D. Contractor shall recruit vigorously and encourage minority - and women-

owned businesses to bid its subcontracts.

E. Nothing contained in this Agreement shall be construed in any manner so as to require or permit any act, which is prohibited by law.

F. The Contractor shall include the provisions set forth in paragraphs A

through E (above) in each of its subcontracts.


STANDARD AGREEMENT/PURCHASE ORDER # _____________ 14. ASSIGNMENT OF CONTRACT: Nothing contained in this Agreement shall

be construed to permit assignment or transfer by Contractor of any rights under this Agreement and such assignment or transfer is expressly prohibited and void unless otherwise approved in writing by the County.

15. 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, but not limited to, marijuana, heroin, cocaine, and amphetamines, at any County facility or work site. If Contractor or any employee of Contractor is convicted or pleads nolo contendere to a criminal drug statute violation occurring at a County facility or work site, the Contractor within five days thereafter shall notify the head of the County department/agency for which the contract services are performed. Violation of this provision shall constitute a material breach of this Agreement.

15. AUDITS; ACCESS TO RECORDS: The Contractor shall make available to

the County, its authorized agents, officers, or employees, for examination any and all ledgers, books of accounts, invoices, vouchers, cancelled checks, and other records or documents evidencing or relating to the expenditures and disbursements charged to the County, and shall furnish to the County, its authorized agents, officers or employees such other evidence or information as the County may require with regard to any such expenditure or disbursement charged by the Contractor.

The Contractor shall maintain full and adequate records in accordance with County requirements to show the actual costs incurred by the Contractor in the performance of this Agreement. If such books and records are not kept and maintained by Contractor within the County of Alameda, California, Contractor shall, upon request of the County, make such books and records available to the County for inspection at a location within County or Contractor shall pay to the County the reasonable, and necessary costs incurred by the County in inspecting Contractor’s books and records, including, but not limited to, travel, lodging and subsistence costs. Contractor shall provide such assistance as may by reasonably required in the course of such inspection. The County further reserves the right to examine and reexamine said books, records and data during the three (3) year period following termination of this Agreement or completion of all work hereunder, as evidenced in writing by the County, and the Contractor shall in no event dispose of, destroy, alter, or mutilate said books, records, accounts, and data in any manner whatsoever for three (3) years after the County makes the final or last payment or within three (3) years after any pending issues between



the County and Contractor with respect to this Agreement are closed, whichever is later.

16. DOCUMENTS AND MATERIALS: Contractor shall maintain and make

available to County for its inspection and use during the term of this Agreement, all Documents and Materials, as defined in paragraph 9 of this Agreement. Contractor’s obligations under the preceding sentence shall continue for three (3) years following termination or expiration of this Agreement or the completion of all work hereunder (as evidenced in writing by County), and Contractor shall in no event dispose of, destroy, alter or mutilate said Documents and Materials, for three (3) years following the County’s last payment to Contractor under this Agreement.

17. TIME OF ESSENCE: Time is of the essence in respect to all provisions of this

Agreement that specify a time for performance; provided, however, that the foregoing shall not be construed to limit or deprive a party of the benefits of any grace or use period allowed in this Agreement.

19. TERMINATION: The County has and reserves the right to suspend, terminate

or abandon the execution of any work by the Contractor without cause at any time upon giving to the Contractor prior written notice. In the event that the County should abandon, terminate or suspend the Contractor’s work, the Contractor shall be entitled only to payment of an amount for all services provided at the request of the County up to the effective date of said suspension, termination or abandonment. Said payment shall be computed in accordance with Exhibit B hereto, provided that the maximum amount payable to Contractor for its _____________________ Services shall not exceed $____________.

20. ALTERATIONS: No alteration or variation of the terms of this Agreement

shall be valid unless made in writing and signed by the parties hereto. 21. SMALL, LOCAL AND EMERGING BUSINESS PARTICIPATION:

Contractor shall partner, joint venture or subcontract with company name (street address, city, state,; Principal, name), a certIfied local emerging business for at least twenty percent (20%) of the contract award amount of written out dollar amount ($__________), as provided in this Agreement and in accordance with County’s Request For Proposal No. ________________, Specifications, Terms and Conditions

22. FIRST SOURCE PROGRAM: Contractor shall provide County ten (10)

working days to refer to Contractor, potential candidates to be considered by Contractor to fill any new or vacant positions that are necessary to fulfill their



contractual obligations to the County that Contractor has available during the contract term before advertising to the general public, as provided in this Agreement and in accordance with the County’s Request for Proposal No. _________, Specifications, Terms and Conditions and Exhibits.

23. CHOICE OF LAW: This Agreement, and any dispute arising from the

relationship between the parties to this Agreement, shall be governed by the laws of the State of California, excluding any laws that direct the application of another jurisdiction’s laws.

24. WAIVER: No waiver of a breach, failure of any condition, or any right or

remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure, right or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.

25. ENTIRE AGREEMENT: This Agreement, including all attachments, exhibits,

and any other documents specifically incorporated into this Agreement, shall constitute the entire agreement between County and Contractor relating to the subject matter of this Agreement. As used herein, Agreement refers to any documents incorporated herein by reference and any exhibits or attachments. This Agreement supersedes and merges all previous understandings, and all other agreements, written or oral, between the parties and sets forth the entire understanding of the parties regarding the subject matter thereof. The Agreement may not be modified except by a written document signed by both parties.

26. HEADINGS herein are for convenience of reference only and shall in no way

affect interpretation of the Agreement.

27. ADVERTISING OR PUBLICITY: Contractor shall not use the name of County, its officers, directors, employees or agents, in advertising or publicity releases or otherwise without securing the prior written consent of County in each instance.

28. MODIFICATION OF AGREEMENT: This Agreement may be supplemented,

amended or modified only by the mutual agreement of the parties. No supplemental amendment, or modification of this Agreement shall be binding unless it is in writing and signed by both parties.


STANDARD AGREEMENT/PURCHASE ORDER # _____________ 29. ASSURANCE OF PERFORMANCE: If at any time County believes

Contractor may not be adequately performing its obligations under this Agreement, that Contractor may fail to complete the Services as required by this Agreement, or has provided written notice of observed deficiencies in Contractor’s performance, County may request from Contractor prompt written assurances of performance and a written plan acceptable to County, to correct the observed deficiencies in Contractor’s performance. Contractor shall provide such written assurances and written plan within ten (10) calendar days of its receipt of County’s request and shall thereafter diligently commence and fully perform such written plan. Contractor acknowledges and agrees that any failure to provide such written assurances and written plan to correct observed deficiencies in the required time, to diligently commence and fully perform such written plan, is a material breach under this Agreement.

30. SUB-CONTRACTORS: In the event Contractor may require the use of other

Contractors for specialized portions of the work to be performed hereunder, the prior approval of County shall be required prior to any such sub-Contractor commencing work. Contractors approved by the County as of the date of this Agreement, if any, are identified on Exhibit “A” hereto. The Contractor shall remain responsible for compliance by sub-Contractors with all terms of this Agreement regardless of the terms of any agreement between the Contractor and its sub-Contractors.

Approval by County of any sub-Contractor shall not constitute a waiver of any right of County to reject defective work, material or equipment not in compliance with the requirements of this Agreement. Contractor shall not make any substitution for any sub-Contractor accepted by County unless County so agrees in writing.

31. SURVIVAL: The obligations of this Agreement, which by their nature would continue beyond the termination on expiration of the Agreement, including without limitation, the obligations regarding Indemnification (paragraph 2), Ownership of Documents (paragraph 9), and Conflict of Interest (paragraph 10), shall survive termination or expiration.

32. SEVERABILITY: If a court of competent jurisdiction holds any provision of this Agreement to be

illegal, unenforceable, or invalid in whole or in part for any reason, the validity and enforceability of the remaining provisions, or portions of them, will not be affected, unless an essential purpose of this Agreement would be defeated by the loss of the illegal, unenforceable, or invalid provision.

[END OF DOCUMENT]


STANDARD AGREEMENT/PURCHASE ORDER # _____________ EXHIBIT B

PAYMENT TERMS

Contractor shall provide _______________________________________________ Services in accordance with County’s Request for Proposal No. __________________ (“RFP”) and Contractor’s Proposal (dated _______________). Contractor project team will consist of the following Key Personnel during the contract term:

Contractor agrees that it shall not transfer or reassign the individuals identified above as “Key Personnel” without the express written agreement of County, which agreement shall not be unreasonably withheld. Should such individual or individuals in the employ of Contractor no longer be employed by Contractor during the term of this Agreement, Contractor shall make a good faith effort to present to County an individual with greater or equal qualifications as a replacement subject to County’s approval, which approval shall not be unreasonably withheld. The approval of County to a requested change shall not release Contractor from its obligations under this Agreement. I. Specific Requirements: County will pay Contractor upon successful completion and acceptance of the following services listed below, within thirty (30) days, upon receipt of invoice.


STANDARD AGREEMENT/PURCHASE ORDER # _____________ EXHIBIT B

PAYMENT TERMS

3. Invoices will be approved by the County, _________________________________. 4. Total payment under the terms of this Agreement will not exceed the total amount of

______________________________________ This cost includes all taxes and all other charges.

5. Upon award of this Agreement by County, County and Contractor shall forthwith

jointly create a schedule governing the timely performance of Contractor’s services hereunder. The agreed upon schedule shall be incorporated into this Agreement upon its adoption by the parties and thereafter Contractor shall perform all services under this Agreement in conformance with the schedule.

5. Upon notice to proceed from County, Contractor shall perform in accordance with

the following schedule:


Page 1 of 2

QUESTIONNAIRE FOR DETERMINING THE WITHHOLDING STATUS OF INDEPENDENT CONTRACTORS

INSTRUCTIONS: This questionnaire is to be completed for every personal services contract and must be included as part of the contract package submitted to either the Board of Supervisors or the Purchasing Agent. Be sure to answer all of the questions in Sections I and II and to complete the certifications on page 2. Sections III and IV contain supplemental questions to be answered for contractors in certain service categories. CONTRACTOR NAME: DEPT #:

TITLE/SERVICE:

DEPT. CONTACT: PHONE:

YES NO I. 1. Is the independent contractor a corporation or partnership? ( ) ( )

2. Does the contractor have the right per the contract to hire others to do the work agreed to in the contract? ( ) ( )

If the answer to BOTH questions is YES, provide the employer ID number here: . No other questions need to be answered. Withholding is not required.

If the answer to question I.1 is NO and I.2 is YES, provide the individual social security number here: .

No other questions need to be answered. Withholding is not required.

If the answer to question I.2 is NO, continue to Section II.

YES NO II. 1. Does the County have the right to control the way in which the work will be done, i.e. will the County be able to specify the sequence of steps or the processes to be followed if it chooses to do so? ( ) ( )

2. Will the County provide or pay for “how-to” training for the contractor? ( ) ( )

3. Will the contractor be responsible for making decisions to hire or fire County employees? ( ) ( )

4. Will the County supply assistants to the contractor? (includes clerical, technical or professional help) ( ) ( )

5. Is the contractor doing work that would otherwise be done by a County employee, i.e. are there County positions with the same or similar duties? ( ) ( )

6. Is the contractor restricted from performing similar services for other businesses while he is working for the County? ( ) ( )

QUESTIONNAIRE

Page 2 of 2

SECTION II - CONTINUED

YES NO 7. Will the contractor be working more than 50% of the time for the County (50% = 20 hrs/wk; 80 hrs/mo)? ( ) ( )

8. Is the relationship between the County and the contractor intended to be ongoing? ( ) ( )

III. For CONSULTANTS, PROJECT MANAGERS, PROJECT COORDINATORS

1. Is the contractor being hired for a period of time rather than for a specific project? ( ) ( )

2. Will payment be based on a wage or salary (as opposed to a commission or lump sum)? ( ) ( )

IV. For PHYSICIANS, PSYCHIATRISTS, DENTISTS, PSYCHOLOGISTS

1. Will the agreement be with an individual who does not have an outside practice? ( ) ( )

1.a Will the contractor work more than an average of ten hours per week? YES ( ) NO ( )

IF THE ANSWER TO 1.a IS YES, ANSWER QUESTION 1.b.

1.b Will the County provide more than 20% of the contractor’s income? YES ( ) NO ( ) (If NO, provide proof of income.)

2. If the answer to either question 1.a or, if required, question 1.b is NO, the entire answer is NO. ( ) ( ) A “yes” answer to any of the questions in Section II, or, if applicable, Sections III or IV constitutes justification for paying the contractor through the payroll system as an “employee for withholding purposes.”

CERTIFICATIONS:

I hereby certify that the answers to the above questions accurately reflect the anticipated working relationship for this contract. Contractor Agency/Department Head or Designee Date Date PERSONNEL DEPARTMENT APPROVAL (REQUIRED FOR CONTRACTORS SUBJECT TO WITHHOLD):

Signature: Date: Title:

I:\PurchContract\Word\ 9/23/2002 3

Insurance Requirement Approval Form

Contract # __________________ Contract Name ___________________________ The insurance requirements for this contract/agreement have been met. This contract is approved from ______to______.* A new letter of approval will be forwarded at that time. Contracting Department’s Authorized Signature: ____________________________

For Use by Contracting Department Only

* Dates: From = date contract is in effect (insurance effective date must fall within date of contract start date (waivers are accepted in certain cases.)

To = date the first expiring coverage shows if prior to contract end date. Insurance requirement checklist applicable to: Exhibit C – Professional Services – Category _____ Exhibit C – All Other Category _____ Checklist -- Certificate(s) of Insurance includes: Issue Date Name/Address of Insurance Agent (Producer) Name/Address of Insured Name of Insurance Company(ies) affording coverage Coverages as required Description operation(s)

/locations/vehicles/special items Additional insured Limits Policy number(s) Policy effective date(s) Policy expiration date(s) Deductibles Cancellation notice Original Authorized Signature or Original

Signature Facsimile Certificate Holder Letter(s) excluding requirement(s) Waiver of Insurance Granted with Authorized Signature

Reviewed by Risk Management (if required) 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) $5,000,000 products/completed operations aggregate 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

E

Endorsements and Conditions: 9. ADDITIONAL INSURED: All insurance required above 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, with the exception of Professional Liability, Workers’ Compensation and Employers Liability.

10. 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.

11. 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.

12. INSURER FINANCIAL RATING: Insurance shall be maintained through an insurer with A.M. Best Rating of no less than A:VII or equivalent, shall be admitted to the State of California unless otherwise waived by Risk Management, and 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 retention amount or other similar obligation under the policies shall be the sole responsibility of the Contractor.

13. 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.

14. 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.

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

16. CERTIFICATE OF INSURANCE: Before commencement of any 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 - With a copy to Risk Management Unit (1106 Madison Street, Room 233, Oakland, CA 94607)

Certificate C-15 Page 1 of 1 Form 2001-1


EXHIBIT K



PROPOSAL EVALUATION FORM

Vendor Name: Evaluated By:

A.

Completeness of Response

Pass/Fail

Weight

(Must total 100)X Rating* = Points

B.

Financial Stability

10

C.

Technical Criteria

20

D.

Cost

20

E.

Implementation Plan and Schedule

25

F.

Relevant Experience

10

G.

References

10

I.

Oral Presentation and Interview

5

Sub-Total (Maximum 500)

Local Preference

5 %

Local Emerging Preference ORLocal Small Preference

5 %

Evaluation Total (Maximum 550)

* 5 = Excellent 4 = Above Average 3 = Average 2 = Fair 1 = Poor 0 = Unacceptable

Attachment N 1 of 35

EXHIBIT L



EXHIBIT L – NEDSS SYSTEM ARCHITECTURE is a PDF/Adobe file (See PDF file at http://www.acgov.org/gsa/purchasing/rfp/ )

http://www.acgov.org/gsa/purchasing/rfp/


EXHIBIT M



EXHIBIT M – CONFIDENTIAL MORBIDITY REPORT is a PDF/Adobe file (See PDF file at http://www.acgov.org/gsa/purchasing/rfp/ )



EXHIBIT N



EXHIBIT N

Parts 1 and 2

Part 1: Web Application Development Standards and Conventions Page 2 Part 2: Systems Development Standards and Conventions – Microsoft Access, VB, etc. Page 12


Part 1: Web Application Development Standards and Conventions Attention is being focused on Microsoft tools, principally Access, SQL Server and Visual Studio (including VS.NET). In addition, these standards should apply to web development using ActiveX Server Pages (including ASP.NET), VBScript and JavaScript. The coding standards and conventions material below has been taken from various Microsoft websites as noted. General Remarks (http://msdn.microsoft.com/library/default.asp?url=/library/en-us/vsent7/html/vxconcodingtechniques.asp)

Coding techniques incorporate many facets of software development. Although they usually have no impact on the

functionality of the application, they contribute to an improved comprehension of source code. All forms of source code are

considered here, including programming, scripting, markup and query languages.

The coding techniques defined here are not proposed to form an inflexible set of coding standards. Rather, they are meant to

serve as a guide for developing a coding standard for a specific software project.

The coding techniques are divided into three sections:

• Names

• Comments

• Format

Names

The naming scheme is one of the most influential aids to understanding the logical flow of an application. A name should tell

"what" rather than "how." By avoiding names that expose the underlying implementation, which can change, you preserve a

layer of abstraction that simplifies the complexity. For example, you could use GetNextStudent() instead of

GetNextArrayElement().

A tenet of naming is that difficulty in selecting a proper name may indicate that you need to further analyze or define the

purpose of an item. Make names long enough to be meaningful but short enough to avoid verbosity. Programmatically, a

unique name serves only to differentiate one item from another. Expressive names function as an aid to a human reader;

therefore, it makes sense to provide a name that a human reader can comprehend. However, be certain that the chosen

names are in compliance with the applicable language's rules and standards.

The following points are recommended naming techniques.

http://msdn.microsoft.com/library/default.asp?url=/library/en-us/vsent7/html/vxconcodingtechniques.asp

http://msdn.microsoft.com/library/default.asp?url=/library/en-us/vsent7/html/vxconcodingtechniques.asp

http://msdn.microsoft.com/library/en-us/vsent7/html/




Routines

• Avoid elusive names that are open to subjective interpretation, such as AnalyzeThis() for a routine, or xxK8 for a

variable. Such names contribute to ambiguity more than abstraction.

• In object-oriented languages, it is redundant to include class names in the name of class properties, such as

Book.BookTitle. Instead, use Book.Title.

• Use the verb-noun method for naming routines that perform some operation on a given object, such as

CalculateInvoiceTotal().

• In languages that permit function overloading, all overloads should perform a similar function. For those languages that

do not permit function overloading, establish a naming standard that relates similar functions.

Variables

• Append computation qualifiers (Avg, Sum, Min, Max, Index) to the end of a variable name where appropriate.

• Use complementary pairs in variable names, such as min/max, begin/end, and open/close.

• Since most names are constructed by concatenating several words, use mixed-case formatting to simplify reading them.

In addition, to help distinguish between variables and routines, use Pascal casing (CalculateInvoiceTotal) for

routine names where the first letter of each word is capitalized. For variable names, use camel casing

(documentFormatType) where the first letter of each word except the first is capitalized.

• Boolean variable names should contain Is which implies Yes/No or True/False values, such as fileIsFound.

• Avoid using terms such as Flag when naming status variables, which differ from Boolean variables in that they may

have more than two possible values. Instead of documentFlag, use a more descriptive name such as

documentFormatType.

• Even for a short-lived variable that may appear in only a few lines of code, still use a meaningful name. Use single-letter

variable names, such as i, or j, for short-loop indexes only.

• Do not use literal numbers or literal strings, such as For i = 1 To 7. Instead, use named constants, such as For

i = 1 To NUM_DAYS_IN_WEEK for ease of maintenance and understanding.

Tables

• When naming tables, express the name in the singular form. For example, use Employee instead of Employees.

• When naming columns of tables do not repeat the table name; for example, avoid a field called EmployeeLastName

in a table called Employee.

• Do not incorporate the data type in the name of a column. This will reduce the amount of work should it become

necessary to change the data type later.

Microsoft SQL Server

• Do not prefix stored procedures with sp_, which is a prefix reserved for identifying system stored procedures.

• Do not prefix user-defined functions with fn_, which is a prefix reserved for identifying built-in functions.


• Do not prefix extended stored procedures with xp_, which is a prefix reserved for identifying system extended stored

procedures.

Miscellaneous

• Minimize the use of abbreviations, but use those that you have created consistently. An abbreviation should have only

one meaning and likewise, each abbreviated word should have only one abbreviation. For example, if you use min to

abbreviate minimum, do so everywhere and do not use min to also abbreviate minute.

• When naming functions, include a description of the value being returned, such as GetCurrentWindowName().

• File and folder names, like procedure names, should accurately describe their purpose.

• Avoid reusing names for different elements, such as a routine called ProcessSales() and a variable called

iProcessSales.

• Avoid homonyms, such as write and right, when naming elements to prevent confusion during code reviews.

• When naming elements, avoid commonly misspelled words. Also, be aware of differences that exist between regional

spellings, such as color/colour and check/cheque.

• Avoid typographical marks to identify data types, such as $ for strings or % for integers.

Comments

Software documentation exists in two forms, external and internal. External documentation, such as specifications, help files,

and design documents, is maintained outside of the source code. Internal documentation is comprised of comments that

developers write within the source code at development time.

Despite the availability of external documentation, source code listings should be able to stand on their own because hard-

copy documentation can be misplaced. External documentation should consist of specifications, design documents, change

requests, bug history, and the coding standard used.

One challenge of internal software documentation is ensuring that the comments are maintained and updated in parallel with

the source code. Although properly commenting source code serves no purpose at run time, it is invaluable to a developer

who must maintain a particularly intricate or cumbersome piece of software.

The following points are recommended commenting techniques.

• If developing in C#, use the XML Documentation feature. For more information, see: XML Documentation.

• When modifying code, always keep the commenting around it up to date.

• At the beginning of every routine, it is helpful to provide standard, boilerplate comments, indicating the routine's

purpose, assumptions, and limitations. A boilerplate comment should be a brief introduction that explains why it exists

and what it can do.

http://msdn.microsoft.com/library/en-us/csref/html/vcoriXMLDocumentation.asp


• Avoid adding comments at the end of a line of code; end-line comments make code more difficult to read. However, end-

line comments are appropriate when annotating variable declarations, in which case, align all end-line comments at a

common tab stop.

• Avoid clutter comments, such as an entire line of asterisks. Instead, use white space to separate comments from code.

• Avoid surrounding a block comment with a typographical frame. It may look attractive, but it is difficult to maintain.

• Prior to deployment, remove all temporary or extraneous comments to avoid confusion during future maintenance work.

• If you need comments to explain a complex section of code, examine the code to determine if you should rewrite it. If at

all possible, do not document bad code — rewrite it. Although performance should not typically be sacrificed to make the

code simpler for human consumption, a balance must be maintained between performance and maintainability.

• Use complete sentences when writing comments. Comments should clarify the code, not add ambiguity.

• Comment as you code because you will not likely have time to do it later. Also, should you get a chance to revisit code

you have written, that which is obvious today probably will not be obvious six weeks from now.

• Avoid superfluous or inappropriate comments, such as humorous sidebar remarks.

• Use comments to explain the intent of the code. They should not serve as inline translations of the code.

• Comment anything that is not readily obvious in the code.

• To prevent recurring problems, always use comments on bug fixes and work-around code, especially in a team

environment.

• Use comments on code that consists of loops and logic branches. These are key areas that will assist source code

readers.

• Throughout the application, construct comments using a uniform style with consistent punctuation and structure.

• Separate comments from comment delimiters with white space. Doing so will make comments obvious and easy to locate

when viewed without color clues.

Format

Formatting makes the logical organization of the code obvious. Taking the time to ensure that the source code is formatted in

a consistent, logical manner is helpful to you and to other developers who must decipher the source code.

The following points are recommended formatting techniques.

• Establish a standard size for an indent, such as four spaces, and use it consistently. Align sections of code using the

prescribed indentation.

• Use a monotype font when publishing hard-copy versions of the source code.


• Align open and close braces vertically where brace pairs align, such as:

• for (i = 0; i < 100; i++)

• {

• ...

}

You can also use a slanting style, where open braces appear at the end of the line and close braces appear at the

beginning of the line, such as:

for (i = 0; i < 100; i++){

...

}

Whichever style you choose, use that style throughout the source code.

• Indent code along the lines of logical construction. Without indenting, code becomes difficult to follow, such as:

• If ... Then

• If ... Then

• ...

• Else

• End If

• Else

• ...


End If

Indenting the code yields easier-to-read code, such as:

If ... Then

If ... Then

...

Else

...

End If

Else

...

End If

• Establish a maximum line length for comments and code to avoid having to scroll the source code editor and to allow for

clean hard-copy presentation.

• Use spaces before and after most operators when doing so does not alter the intent of the code. For example, an

exception is the pointer notation used in C++.

• Use white space to provide organizational clues to source code. Doing so creates "paragraphs" of code, which aid the

reader in comprehending the logical segmenting of the software.

• When a line is broken across several lines, make it obvious that it is incomplete without the following line by placing the

concatenation operator at the end of each line instead of at the beginning.

• Where appropriate, avoid placing more than one statement per line. An exception is a loop in C, C++, C#, or JScript,

such as for (i = 0; i < 100; i++).

• When writing HTML, establish a standard format for tags and attributes, such as all uppercase for tags and all lowercase

for attributes. As an alternative, adhere to the XHTML specification to ensure all HTML documents are valid. Although


there are file size trade-offs to consider when creating Web pages, use quoted attribute values and closing tags to ease

maintainability.

• When writing SQL statements, use all uppercase for keywords and mixed case for database elements, such as tables,

columns, and views.

• Divide source code logically between physical files.

• Put each major SQL clause on a separate line so statements are easier to read and edit, for example:

• SELECT FirstName, LastName

• FROM Customers

WHERE State = 'WA'

• Break large, complex sections of code into smaller, comprehensible modules.

Visual Basic Coding Conventions (http://msdn.microsoft.com/library/default.asp?url=/library/en-us/vbcn7/html/vaconVBNamingRules.asp)

When you name an element in your Visual Basic .NET application, the first character of that name must be an alphabetic

character, a digit, or an underscore. The following suggestions also apply to naming:

• Begin each separate word in a name with a capital letter, as in FindLastRecord and RedrawMyForm.

• Begin function and method names with a verb, as in InitNameArray or CloseDialog.

• Begin class and property names with a noun, as in EmployeeName or CarAccessory.

• Begin interface names with the prefix "I", followed by a noun or a noun phrase, like IComponent, or with an adjective

describing the interface's behavior, like IPersistable. Do not use the underscore, and use abbreviations sparingly,

because abbreviations can cause confusion.

• Begin event handler names with a noun describing the type of event followed by the "EventHandler" suffix, as in

"MouseEventHandler".

• In names of event argument classes, include the "EventArgs" suffix.

• If an event has a concept of "before" or "after," use a prefix in present or past tense, as in "ControlAdd" or

"ControlAdded".


• For long or frequently used terms, use abbreviations to keep name lengths reasonable, for example, "HTML", instead of

"Hypertext Markup Language". In general, variable names greater than 32 characters are difficult to read on a monitor

set to a low resolution. Also, make sure your abbreviations are consistent throughout the entire application. Randomly

switching in a project between "HTML" and "Hypertext Markup Language" will lead to confusion.

• Avoid using names in an inner scope that are the same as names in an outer scope. Errors will result if the wrong

variable is accessed. If a conflict occurs between a variable and the keyword of the same name, you must identify the

keyword by preceding it with the appropriate type library. For example, if you have a variable called Date, you can use

the intrinsic Date function only by calling System.Date.

VBScript Coding Conventions (http://msdn.microsoft.com/library/default.asp?url=/library/en-us/script56/html/vbsCodingConventions.asp)

Coding conventions are suggestions are designed to help you write code using Microsoft Visual Basic Scripting Edition. Coding

conventions can include the following:

• Naming conventions for objects, variables, and procedures

• Commenting conventions

• Text formatting and indenting guidelines

The main reason for using a consistent set of coding conventions is to standardize the structure and coding style of a script or

set of scripts so that you and others can easily read and understand the code. Using good coding conventions results in clear,

precise, and readable source code that is consistent with other language conventions and is intuitive.

Constant Naming Conventions

Earlier versions of VBScript had no mechanism for creating user-defined constants. Constants, if used, were implemented as

variables and distinguished from other variables using all uppercase characters. Multiple words were separated using the

underscore (_) character. For example:

USER_LIST_MAX

NEW_LINE

While this is still an acceptable way to identify your constants, you may want to use an alternative naming scheme, now that

you can create true constants using the Const statement. This convention uses a mixed-case format in which constant names

have a "con" prefix. For example:

conYourOwnConstant

http://msdn.microsoft.com/library/default.asp?url=/library/en-us/script56/html/vbsCodingConventions.asp

http://msdn.microsoft.com/library/default.asp?url=/library/en-us/script56/html/vbsCodingConventions.asp

http://msdn.microsoft.com/library/en-us/script56/html/vsstmconst.asp


Variable Naming Conventions

To enhance readability and consistency, use the following prefixes with descriptive names for variables in your VBScript code.

Subtype Prefix Example

Boolean bln blnFound

Byte byt bytRasterData

Date (Time) dtm dtmStart

Double dbl dblTolerance

Error err errOrderNum

Integer int intQuantity

Long lng lngDistance

Object obj objCurrent

Single sng sngAverage

String str strFirstName

Variable Scope

Variables should always be defined with the smallest scope possible. VBScript variables can have the following scope.

Scope Where Variable Is Declared Visibility

Procedure-level Event, Function, or Sub procedure. Visible in the procedure in which it is declared.

Script-level HEAD section of an HTML page, outside any procedure.

Visible in every procedure in the script.

Variable Scope Prefixes

As script size grows, so does the value of being able to quickly differentiate the scope of variables. A one-letter scope prefix

preceding the type prefix provides this, without unduly increasing the size of variable names.

Scope Prefix Example

Procedure-level None dblVelocity

Script-level s sblnCalcInProgress

Descriptive Variable and Procedure Names

The body of a variable or procedure name should use mixed case and should be as descriptive as necessary. In addition,

procedure names should begin with a verb, such as InitNameArray or CloseDialog.

For frequently used or long terms, standard abbreviations are recommended to help keep name length reasonable. In

general, variable names greater than 32 characters can be difficult to read. When using abbreviations, make sure they are

consistent throughout the entire script. For example, randomly switching between Cnt and Count within a script or set of

scripts may lead to confusion.

Object Naming Conventions

The following table lists recommended conventions for objects you may encounter while programming VBScript.

Object type Prefix Example

3D Panel pnl pnlGroup

Animated button ani aniMailBox

Check box chk chkReadOnly

Combo box, drop-down list box cbo cboEnglish

Command button cmd cmdExit

Common dialog dlg dlgFileOpen

Frame fra fraLanguage

Horizontal scroll bar hsb hsbVolume

Image img imgIcon


Label lbl lblHelpMessage

Line lin linVertical

List Box lst lstPolicyCodes

Spin spn spnPages

Text box txt txtLastName

Vertical scroll bar vsb vsbRate

Slider sld sldScale

Code Commenting Conventions

All procedures should begin with a brief comment describing what they do. This description should not describe the

implementation details (how it does it) because these often change over time, resulting in unnecessary comment

maintenance work, or worse, erroneous comments. The code itself and any necessary inline comments describe the

implementation.

Arguments passed to a procedure should be described when their purpose is not obvious and when the procedure expects the

arguments to be in a specific range. Return values for functions and variables that are changed by a procedure, especially

through reference arguments, should also be described at the beginning of each procedure.

Procedure header comments should include the following section headings. For examples, see the "Formatting Your Code"

section that follows.

Section Heading Comment Contents

Purpose What the procedure does (not how).

Assumptions List of any external variable, control, or other element whose state affects this procedure.

Effects List of the procedure's effect on each external variable, control, or other element.

Inputs Explanation of each argument that is not obvious. Each argument should be on a separate line with inline comments.

Return Values Explanation of the value returned.

Remember the following points:

• Every important variable declaration should include an inline comment describing the use of the variable being declared.

• Variables, controls, and procedures should be named clearly to ensure that inline comments are only needed for complex

implementation details.

• At the beginning of your script, you should include an overview that describes the script, enumerating objects,

procedures, algorithms, dialog boxes, and other system dependencies. Sometimes a piece of pseudocode describing the

algorithm can be helpful.

Formatting Your Code

Screen space should be conserved as much as possible, while still allowing code formatting to reflect logic structure and

nesting. Here are a few suggestions:

• Indent standard nested blocks four spaces.

• Indent the overview comments of a procedure one space.


• Indent the highest level statements that follow the overview comments four spaces, with each nested block indented an

additional four spaces.

The following code adheres to VBScript coding conventions.

'*********************************************************

' Purpose: Locates the first occurrence of a specified user

' in the UserList array.

' Inputs: strUserList(): the list of users to be searched.

' strTargetUser: the name of the user to search for.

' Returns: The index of the first occurrence of the strTargetUser

' in the strUserList array.

' If the target user is not found, return -1.

'*********************************************************

Function intFindUser (strUserList(), strTargetUser)

Dim i ' Loop counter.

Dim blnFound ' Target found flag

intFindUser = -1

i = 0 ' Initialize loop counter

Do While i <= Ubound(strUserList) and Not blnFound

If strUserList(i) = strTargetUser Then

blnFound = True ' Set flag to True

intFindUser = i ' Set return value to loop count

End If


i = i + 1 ' Increment loop counter

Loop

End Function


EXHIBIT N – Part 2

Alameda County Public Health Department

Systems Development Standards and Conventions – Microsoft Access, VB, etc.

Naming Conventions

Coding Standards

Graphic Elements

User Friendly Features

Form Properties

Report Properties

Error Handling

Data Validation

Locking

Administration

Appendices A Prefixes

B Tags

B1 Window Object Tags B2 Control Tags

B3 Variable Tags

C BaseName Abbreviations D Qualifiers

E Generic Variable Names F Standard Terminology

G Keyboard Shortcuts


Naming Conventions

The naming conventions in this document are based on level 2 Leszynski naming conventions. In certain areas, these Conventions are somewhat more restrictive and/or explicit than Lyesynski, and there are a few extensions. Conventions which differ materially from Leszynski are noted. Object Naming Structure

[prefix(es)] tag [BaseName] [Qualifier] Suffix]

Element Purpose ples * Capitalization/punctuatio prefix(es) Scope/characteristic p for public, s for static All lower case tag Object class str for string, qry for query All lower case BaseName Object name LastName Mixed case with first letter of

each ‘piece’capitalized, all other characters lower case

Qualifier Object specifier Min, Max, First, Last First letter capitalized, all others lower case

Suffix Tie breaker _YTD, _qtr, _mon Underscore separates suffix from rest of name

* See appendices for complete list

Guidelines No spaces in names. No special characters except underscore. Begin with a letter for portability. Underscores only for suffixes and special occasions where needed to increase readability. Maximum of 15 characters preferred, especially for tables and queries. Absolute maximum of 30. Mixed upper and lower case to add readability (see chart above). Standardized abbreviations for basenames, as listed in appendix and/or supplemental system-specific conventions. Singular names (tblCust, not tblCusts).

Names are to be unique within the entire database unless they refer to the exact same entity. Thus, if multiple tables have name fields, they will not be called simply "Name" with the table name serving as the qualifier, but be will assigned specific names. For example, "LabName" would be used for the name of the lab in the Lab table. If the name of the lab were used in another table it would be called LabName there as well since it refers to the same entity.


Names of objects driven by tables:

For relatively simple queries, forms, and reports based on one or two tables, include the table name(s) in the name of the object (Leszynski standard) For complex forms and reports , use the familiar name of the form or report, such as "rptRVCT" for the RVCT report (deviation from Leszynski standard). Queries providing source data for forms and reports should have corresponding names, for example, qrptRVCT for the data source of "rptRVCT" as described in the appendix. Procedure names constructed as ObjectVerb as in "FormCtlHide" rather than "HideFormCtl" Objects Subject to Naming Conventions Database Objects Database Window Objects Tables Table fields (tags not required) Queries Forms Reports Macros (should not be used except for 'AutoKeys') Modules (tags not required) Database Control Objects (see note below) Form controls Report controls VBA Objects Procedures (tags not required) Variables Constants User-defined types Note on form and report controls: When using drag-and-drop to add bound variables to forms and reports, Access names the control the same as the table/query field - a tag should be added to avoid confusion between the control and the data source element. However, as an exception to naming convention requirements, unbound controls that will never be

referenced can be left with the arbitrary names assigned by Access (for example, a rectangle used to group related controls or an underline for a subtotal on a report).

Coding Standards


Code documentation Module header: name description system creator/date list of procedures with arguments module-wide updates Procedure header: name arguments description returned values creator/date updates Comments - use liberally to describe purpose of code and applicable business rule, but do not re-state what is obvious from the code itself. Indent 2 spaces (specify using tools -> options -> module -> tab width) Coding requirements Every procedure should have just one exit (see PROC_EXIT under error handling). Any cleanup should be done in it. If closing objects that might not be open, use 'on error resume next' as described under error handling. Every procedure must use standard error handling. Do not use macros except for 'AutoKeys' to disable dangerous keystrokes (macros are expected to be phased out in upcoming versions of Access) All but trivial records should be stamped with created/updated by and date: Me.<create date column> = Now() Me.<created by column> = Left(CurrentUser(), 8) and Me.<update date column> = Now() Me.<updated by column> = Left(CurrentUser(), 8) Scope of variables should be as narrow as possible. Most should be private. A variable that is needed globally can be maintained as a private static variable in a public function that returns the value. Alternatively, variables needed globally may be kept in a table keyed to the user, as this enables the values to be maintained between sessions. Procedures should likewise be kept private when they need only be seen by their containing module. General purpose "call from anywhere" functions and subroutines must be public.

Graphic Elements


Form Features

Default font Ms sans serif, size 8

Important: do not use an obscure font or Microsoft will substitute another

when it is not available. Results will be unpredictable, especially size-wise,

garbling the most carefully planned layout.

Resolution Program for a resolution of 800 x 600, which allows a maximum form size of just over

7.75" x 4.25". Command buttons Each system should have a standard location for command buttons on similar types of forms and a standard sequence as well, where appropriate (for example: Save/Undo/Delete or OK/Cancel/New). Command buttons in such groups should all be the same size and shape, usually just large enough to contain the longest text. Colors Each system should have a consistent color scheme. The user's Windows settings can be utilized by setting fore colors and back colors to corresponding Windows screen elements rather than to specific colors (for example, 'color' -2147483640, means 'use the Windows setting for window text’; for a list of codes, see help: "Colors, Microsoft Windows system colors"). To control the colors regardless of Windows settings, the actual color settings can be used. Finally, the back color can be set to 'transparent', a common method of marking non-enterable fields. Whatever methods are used, they must be applied consistently throughout the system to aid the user and to avoid unpredictable results when Windows color settings are changed. Enabling/disabling controls in VBA To utilize the same form under differing circumstances, controls can be

enabled and disabled in code. Two library subroutines "EntryEnable" and “EntryDisable” are provided to control properties as follows:

Enabling BackStyle = 1 'normal TabStop = True Enabled = True Locked = False Disabling BackStyle = 0 ' transparent TabStop = False Enabled = False Locked = True Required/semi-required data elements

Some systems may implement a graphical scheme to highlight required and Semi-required data elements, where the "required" designation is reserved the record will not be saved (generally those required for referential integrity) and "semi-required"


is used for elements that are required for data completeness but may not be available at the time the record is created. One possible scheme will utilize special back colors to mark required and semi-required fields when they are blank or null. Once the data has been entered, the control will revert to normal back color. For consistency and maintainability, a system using type of scheme should provide library subroutines to test for presence or absence of data and set the back color accordingly. For systems not utilizing dynamic highlighting of required fields, a visual cue such a special border or an asterisk next to the label should be provided.

Report features Default font Times new roman, size 10 to 12 or as small as 8 if necessary Identifiers Every report should fully identify the data displayed, including an as-of date. A run date or date/time in the footer is also recommended for most reports.


User Friendly Features Forms Combo box lists: DBA maintained codes: limit to list; auto dropdown on "got focus" event Foreign keys: not limit to list; auto dropdown; offer to add new entity using pop up form Single entry 'convenience' lists: not limit to list; not auto dropdown; use "add to list" button Shortcut menu Should be standard undo/cut/copy/paste Command buttons Data entry forms may have Save, Undo, Delete, Print, Exit, and others, as applicable: Save and undo allow users to verify their changes have been made and also serve to unlock the Delete command replaces the standard Access delete icon and menu selection Print should be used when there is a report comparable to the screen Exit provides an alternative to the standard close button Command buttons should have shortcut keys (alt+letter). S, U, D, P, and E should be standard for the above listed buttons. Other shortcut keys should be consistent as possible throughout the application. All command buttons should have ControlTip Text provided Command buttons may or may have tab stops depending on specific forms, although they should be consistent for the same type of form throughout the system. Important: if command buttons are given tab stops, the first one should be logical and safe because when the enter key is used in stead of tab, the button's click event will be executed. Save and OK are good choices because they are what users expect; Delete and Cancel are not as they would be unexpected and potentially harmful. Keyboard shortcuts Access's built-in shortcut keys range from very useful through so-so to very dangerous. Every application needs to address the issue of which shortcut keys to leave enabled, which to disable, and which of those that cannot be disabled will require special code to mitigate the potential harm. See appendix for specific built-in shortcut keys. Some applications may require shortcut keys in addition to those built in to Access and those defined by command buttons. Help Depending on the complexity of the application, the following information should be available: Application version number and/or date


Keyboard shortcut keys Quick start user instructions Full-blown context-sensitive help may be needed for large complex systems Reports Me.maximize on activate Me.restore on close Use "no-data" event to block blank report and tell user there is no data Use menu with print, preview, view multiple pages, etc,

"Main" forms

Lists / subforms Dialogs

Data Record Source Open from main form as "dialog" Data Filter Set filterby on in code and requery Data Order By Data Allow Filters Y Y Y Format Caption Format Default View Single Continuous Single May want data sheet for lists in some cases Format Views Allowed Data Allow Edits Y Y Y Data Allow Deletions N N N Delete in code by temporarily enabling deletions Data Allow Additions N Y Y Main form usually needs controlled additions Data Data Entry N N N Data Recordset Type Data Record Locks Edited Rec Edited Rec Edited Rec For "pessimistic locking" Format Scroll Bars Both Both Both Format Record Selectors Y Y Y Format Navigation Buttons Y Y Y Format Dividing Lines Format Auto Resize Y Y Y Format Auto Center Y Y Y Format Pop Up N N Y or N Format Modal Y Y Y or N Format Border Style Thin Thin Thin/dialog Opening form as dialog = modal, popup, and dialogFormat Control Box Y Y Y Format Min Max Buttons N N N Format Close Button N Y Y Format Whats This Button Format Width Other

Menu Bar Other

Shortcut Menu Y Other Basic Undo/Cut/copy/paste

Grid X Format Format Layout for Print

Other Help File Other Format

Cycle Curr Rec All Recs Curr Rec Other

Toolbar Other Y Y

Shortcut Menu Bar Format

Grid Y

Other Fast Laser Printing

Help Context Id Palette Source


Other On Current

Set inserted by and date Before Update Cancel if not pass edits; else set updated by and d

Tag Event Set properties, calc controls if necessary Event Before Insert Event aEvent After Update

Event Event Event Event Event Event

On Close On Activate

Event

Event

Event Timer Interval Other Data Record Source Data Filter Data Filter On Data Data Order By On Format Caption Other Record Locks Format Page Header

Format Format

Picture Format

Picture Size Mode Format Format Picture Tiling Format

Other Custom Print Preview

Shortcut Menu Bar Grid X

Format Layout for Print Fast Laser Printing

Other Help Context Id Palette Source

Event On Delete

Before Del Confirm After Del Confirm On Open On Load On Resize On Unload

Event Event

On Deactivate Event On Got Focus

On Lost Focus Event On Error Event On Filter Event On Apply Filter Event On Timer See "Locking"

Has Module

Order By

Format Page Footer Other Date Grouping

Grp Keep Together Width

Format Picture Type

Format Picture Alignment

Picture Pages Other Menu Bar

Toolbar Other Format

Grid Y Format Other

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Event On Me.maximize Event On Me.restore

On Deactivate

Event On Page

Has Module

Standard error code: Sub XXX

All modules use "PROC_ERR" and "PROC_EXIT" literall

Open Close

Event On Activate Event

On No Data Event Event On Error Other

Const cstrProcName as String = "XXX" On Error GoTo PROC_ERR Code here PROC_EXIT: Exit Sub PROC_ERR: ErrMsg Err.Number, Err.Description, Me.Name, cstrProcName Resume PROC_EXIT End Sub Notes: y to facilitate cop ErrMsg is a library procedure that displays message and writes to error lo It is under revision, as the module and procedures names were previo The procedure has optional arguments not shown above - see procedu Functions work the same except that the return value must be set before

but the on error statement must be present to swallow the

Bypassing non-error errors

For example, close things that might not be open: On Error Resume Next rst.Close Note: Follow with another On Error unless exiting immediately

Use 'on error resume next' for trivial subs as well, such as one with a single non-essential command like 'me.maximize'

(in this case an error message would just cause confusion, error or Access will abend). On error resume can also be used if an error is really of no significance and will never cause later code to blow up Access provides a variety of ways to enforce data integrity and validate data. In deciding what to validate where and how, it is important to balance the need to obtain good data against the need of the user to get work done. In other words, validation should not be so stringent that the user cannot get past it, yet must ensure that good data will be available when it is time to use it. In general, validation by data definition (referential integrity and validation rules) is preferable to programmed validation because the


the rules are in effect regardless of the data entry method. Programmed validation should be reserved for circumstances where data definition is either too restrictive or too simplistic. The various data ' validation mechanisms available in Access are: Referential integrity Essential to data integrity; should be utilized in all cases of primary/foreign key relationships. When defining the relationship, cascade updates should always be enabled to maintain the proper relations and ensure no child records will be orphaned. Field validation rules Includes whether or not a field is required and allows a validation rule to be applied when data is ente Required fields should usually be limited to those required for referential integrity, least the user not b able to add a record due to a single missing field. It is usually better to issue a warning, and accept what has been entered. Independent validation procedures can be run subsequently to ensure that t missing data is not misinterpreted or otherwise cause problems. Field validation rules should be used where valid possibilities will not change (such as for gender). Where possibilities may change over ti lookup tables should be used. Table validation rules Useful for enforcing relationships between data elements ;such as starting date < ending date. Once again, these should not be overdone since user will not be able to insert the record if the rule is violaLookup tables Lookup tables are an excellent validation tool due to ease of maintenance without programming. The disadvantage is the possibility of bad data due to circumventing the lookup and/or programming erro Note that if a value is deleted from the lookup table, there is an issue with any existing references to One possibility is to deny the deletion until all references have been removed. A generic code table w accompanying entry/edit screen is under development. Programmed validation A kinder, gentler data validation, but must be programmed at every entry into the database. In gener every form's 'before update' event should utilize a "PassEdits" procedure even if no edits are initially defined: Private Sub Form_BeforeUpdate(Cancel As Integer)

PROC_EXIT:

(use a public procedure if same edits are needed on multiple forms)

On Error GoTo PROC_ERR If Not (PassEdits) Then Write message only if none in PassEdits: MsgBox "Record rejected due to incomplete and/or invalid data" Cancel = True GoTo PROC_EXIT End If Me.ExUpdDate = Now() Me.ExUpdBy = Left(CurrentUser(), 8) Exit Sub PROC_ERR: ErrMsg Err.Number, Err.Description, Me.Name Resume PROC_EXIT End Sub

Private Function PassEdits() As Boolean

On Error GoTo PROC_ERR ' Check data, if OK set PassEdits to true ' if not OK, display message and set PassEdits to false

' PROC_EXIT:

Exit Function PROC_ERR:

ErrMsg Err.Number, Err.Description, Me.Name PassEdits = False


End Function

While PassEdits as described above is pass/fail, there may be additional checks for 'semi-required'

Resume PROC_EXIT

d that is, data that is not required at any given time, but will be needed before other processes can be completed. In this case the user should be warned that some data is still incomplete when updating t record. This method of validation can also be used to check for required data relationships, for exam that there are no overlapping date ranges. These types of validations should reside in public procedu so they can be run prior to any process that depends on their accuracy and completeness.

Record Deletions The "On Delete" event should be programmed to trap deletes, and/or "allow deletions" forms propert should be false to ensure that the programmed "delete" command button will be the only delete poss Whichever method is used, all deletions should require user confirmation, with note on possible adve consequences where appropriate. In defining relationships, cascade deletes should not be enabled except under unusual circumstance they can result in loss of important data. The user should be required to re-assign or delete child reco before deleting the parent.)

"Pessimistic locking" is to be used except in cases where it unduly hampers the users ability to get their work done. With pessimistic locking, users cannot edit a record that someone else is already editing but

as system usage increases. When this is the case, the pessimistic locking may need to be tuned or a more elaborate "optimistic" locking scheme may need to be implemented. (Note: rumor has it that

To set up pessimistic locking:

To limit contention between users, use the following to set up a timing mechanism and remind the editing

Use the following code in the form module:

can access it read-only, as indicated by the 'not' sign on the record selector. The only drawback to pessimistic locking is that additional records may also be locked when they are near the edited record in the database disk file. Thus, depending on the application, pessimistic locking may become a problem

Access 2000, due out in 1999 will not lock neighboring records, eliminating the need for anything but pessimistic locking.)

Set form record locks to 'edited record'. Set record selectors to 'yes' to enable editing user to see the 'dirty' symbol and other

users to see the 'not' symbol, indicating that someone else is editing the record.

user to save or undo changes after five minutes:

Set the form's timer interval to 300000

blnDirty = False

On Timer event handler:

At the module level: Dim blnDirty As Boolean

In the 'On Current' event handler: After saving a record or undoing changes: blnDirty = False


Private Sub Form_Timer() Const cstrProcName as String = "Form_Timer"

' If record dirty and was last time, ask user to save or undo,

End If

Exit Sub PROC_ERR:

ErrMsg Err.Number, Err.Description, Me.Name & ":" & cstrProcName

End Sub

Database repair and compact

Repair and compact of the backend database must be avaliable in some form. For relatively simple applications with a limited number of users, it may be enough to set up a repair-and-compact icon on the system administrator's desktop. A backup icon should also be provided, with instructions to back up

before repairing/compacting. For larger systems with more users, an automated backend repair and scheduled backup/repair/compact procedures may be required. (Note: generic library routines will be

developed as needed to handle the necessary tasks.) The front end should be repaired and compacted before distribution. This is adequate as long as the application does not rely on local tables with high activity levels. Otherwise, a inter-release repair and compact mechanism must be provided for the front end as well as the back end.

' else just mark it dirty for next time

On Error GoTo PROC_ERR If Me.Dirty Then If blnDirty Then DoCmd.Beep

MsgBox "Please save or undo changes" Else blnDirty = True End If PROC_EXIT:

Resume PROC_EXIT

compact should be included as a data administration task, and for complex critical systems, unattended


Prefixes for Variables

s static module level

g

Characteristics

a array c e

i index into an array or counter in for…next loop

parameter passed by ref t user-defined type structure

parameter passed by val

avoid naming conflicts with individual application objects - consult your programming manager

Prefixes for Database Objects

System or infrastructure objects for use by developers only and to be hidden from users by default, for example,

a hidden text box on a form. Use in conjunction with

zt

Objects prefixed with zt should be deleted when left over

(An underscore followed by descriptive info can be added to the end of the name to provide more information.)

Scope

none local

m p public global

constant element of a collection (as in for each…)

o object variables referencing automation servers r

v

Note: public variables and procedures for multiple applications may need to be prefixed "ac_" to

_ (underscore) For database window objects under

development; not for form and report controls

zh

the object's hidden property. zs System objects which are not to be hidden

Temporary objects created (and deleted) programmatically.

by an abended procedure. zz Copies of objects for reference, reuse, and/or backup.


Tag Object cls Class module frm Form fcls Form (class module)

Form (dialog) flkp Form (lookup table) fmnu

fsub Form (subform) fwzm

Form (wizard subform) Macro

mmbr mmnu

Macro (submenu/drop down) Module

qry Query

Query (crosstab)

qddl qdel Query

Query (form filter) qlkp

qsel qspt

Query (union) qupd

Query (validation) ** Report

Report (sub) rsum

Table Table (attached Btrieve)

Table (attached Excel)

tfox Table (attached Lotus 1-2-3) Table (attached ODBC)

tpdx Table (attached SQL Server)

tlkp Table (lookup) trel Table (many-to-many relation, i.e. linking table) tsum Table (summary information)

fdlg

Form (menu/switchboard) fmsg Form (message/alert)

Form (wizard main)

fwzs mcr m[obj] Macro (for form/report) *

Macro (barmenu) Macro (general menu)

mmct Macro (shortcut menu) mmsb bas

q[obj] Query (for form/report) * qapp Query (append) qxtb

Query (data definition) (delete)

qflt Query (lookup)

qmak Query (make table) Query (select) Query (SQL pass-through)

quni Query (update)

qval rpt rdet Report (detail) rsub

Report (summary) tbl tbtv tdbf Table (attached dBASE) txls

Table (attached FoxPro) twks todb

Table (attached Paradox) tsql ttxt Table (attached text)


object for which the query or macro is the data source

Tag

* [obj] represents the exact full name including tag of the

** Query used to validate data or otherwise enforce business rules (not Leszynski)

Control Type of

Label Label

TabControl

tgl Toggle

frb Bound object frame BoundObjectFrame btn Button (command bar) CommandBarButton cht Chart (graph) ObjectFrame chk Check box CheckBox cbo Combo Box ComboBox cmd Command button CommandButton ocx Custom control CustomControl img Image Image lbl lin Line Line lst List box ListBox opt Option button OptionButton grp Option group OptionGroup pag Page (tab) Page pags Pages (tab) Pages brk Page break PageBreak shp Rectangle Rectangle sec Section Section sub Subform/Subreport Subform tab Tab txt Textbox Textbox

button ToggleButton fru Unbound object frame ObjectFrame


dbl

err

Documents

typ var Field

Groups idx

Access.Application Parameter

ast Collection

cbrs QueryDef (any type) Control q[typ]

ocx

xlscht Relation

Tags for Visual Basic Data Variables Tags for Data Access Object Variables

bln Boolean cnc Connection byt Byte cncs Connections ccc Conditional Compilation Constant con Container cur Currency cons Containers dtm Date dbe DBEngine Double db Database (any type) *

Error dbs Databases * int Integer d[typ] Database (see types below **) lng Long doc Document obj Object docs sng Single dyn Dynaset

str String err Error User-Defined Type errs Errors Variant fld flds Fields gru Group Tags for Visual Basic Object Variables grus

Index accapp idxs Indexes app Application prm Assistant prms Parameters col prp Property cbr CommandBar prps Properties CommandBars qdf

ctl QueryDef (see types below **) ctls Controls qdfs QueryDefs ocx CustomControl rst RecordSet (any type) CustomControlInReport t[typ] RecordSet (see types below **) daodbe DAO.DBEngine rsts RecordSets doo DoCmd rfc Reference xlsapp Excel.Application rfcs References ExcelChart rel xlssht Excel.Sheet rels Relations frm Form snp Snap;shot frms Forms tbl Table gphapp Graph.Application tdf TableDef (any type) lvl GroupLevel t[typ] TableDef (see types below **) mpimps MAPI.Session tdfs TableDefs mbr Menu bar usr User mnu Menu (generic) usrs Users mct Menu (popup/shortcut) wsp Workspace msb Menu (submenu/pulldown) wsps Workspaces bas Module bass Modules prjapp MSProject.Application prjprj MSProject.Project * Lesynski uses dbs for database bndbnd OfficeBinder.Binder and dbss for databases otlapp Outlook.Application pptapp PowerPoint.Application ** Typ File Type rfc Reference btv Btrieve rfcs References dbf dBase


tbr wrdapp

General Purpose

Op Auth Authorized Ops Operations Avg Average Order

Other Billing Period Building Personal, personnel

Phone Phys

Comment Primary

Corp Corporate, corporation

Ctry Country Prospect, prospective Qty

Curr Current Cur Currency

Remark Date Date Schedule, scheduled

Det Detail, details Src Source

Development Disc Discount Statistics Dlr Dealer Std Standard Emp Summ Summary, summaries, summation Engrg Engineering Super Supervise, supervisor

rpt Report xls Excel rpts Reports fox FoxPro scdapp SchedulePlus.Application qjet Jet scn Screen qwks Lotus 1-2-3 sec Section qodb ODBC sqlsvr SQLOLE.SQLServer qpdx Paradox mgrapp TeamManager.Application qsql SQL Server

Toolbar qtxt Text Word.Application wrdbas WordBasic

Health Care Acct Account Mgmt Management HC Health Care Actg Accounting Mgr Manager PH Public Health Addr Address Mkt Market Admin Administration Mktg Marketing Agmt Agreement Mon Month Amt Amount Mtg Meeting Anal Analysis Mtl Material Apvd Approved Mtls Materials Arch Archive Num Number Arvl Arrival Ofc Office Asst Assist(ant) Ofcr Officer Atty Attorney Operation

Ord

Beg Beginning Othr Bilg Per Bldg Pers Bus Business Ph Char Character Physical Comm Pmt Payment Cont Contact Prim

Prt Print Ctrl Control Proj Project

Pros Cnty County Quantity

Rec Record Rcvd Received

Cust Customer Rem Sch

Dept Department Secy Secretary Desc Description Seq Sequence

Devlpmt Stat Status

Stats

Employee


Exec Executive Service Titl

Extension Ttl Total

Variable

Interest Warehouse Whsl

Invc Invoice

Transmit

Dest Destination E nd First

Next element so a set

Previous element of a set

Database object variable for the current Access database (Currentdb) IntLoop

Svc Extd Extend, extended Title Extn Trans Transaction Fin Finance, financial Genl General Var Glbl Global Ver Version Int Whse Intl International Wholesale Inv Inventory Xfr Transfer

Xmn Transmission Loc Location Xmt Mfg Manufacturing

Note: in addition, each system should have system-specific standarized abbreviations

Beg Beginning of a range Curr Current element of a set

End of a range First elements of a set

Hold Hold a value for later reuse Last Last element of a set Max Maximum item in a set Min Minimum item in a set Next New New instance or value Old Prior instance or value Prev Src Source Temp Temporary value

CCCDEbug Creates a conditional compilation constant for turning conditional debugging on and off

db Provides a counter for For…Next loops


IntMsg

Used for any temporary work (also dblWork, lngWork, etc.)

Captures a return value from a MsgBox() function call IntResult Holds the result of math operations (also dblResult, lngResult, etc.) IntRet Captures a numeric return value from a function call (also dblRet, lngRet, varRet, etc.)intWork lngErr Preserves the value of Err.Number strMsg Used to build long message box strings strOrder Used to build long SQL ORDER BY strings strSQL Used to build long SQL strings strWhere Used to build long SQL WHERE clauses

Add

Desc

End The end of a process or range

InsertBy InsertDate

An index used to find a record Max The maximum

Min New To create a new record (alternative to add) Open Save

UpdateBy

User The person currently running an application

Alameda County

To create a new record (alternative is new) Beg The start of a process or range Close To close Comment Comments, remarks, notes A description, often a long text string Edit To change or to modify

Flag A programming item with fixed set of values, usually true/false

User creating record Date record created

Key

The minimum To open To commit a record

User updating record most recently UpdateDate Date of last update

Note: in addition, each system may have system-specific standarized terminology


Ctrl + N Open a new database

Open an existing database Ctrl + F4 Close the active window Ctrl + F6

Shift + F4 Display next Find or Replace match F12 Display the Save As dialog box

Shift + F12

The following dangerous keystrokes cannot be disabled. Use code as necessary to ensure they do no

themselves: Add a new record

PgDn

Move to the previous page/record Ctrl + PgDn Move to the next record

Ctrl + PgUp Shift + Spacebar Select record

Select all records Save changes to the crrent record

Alt + F4 Quit Access or close a dialog box

The following built-in keystroke shortcuts should be checked for potential usefulness and/or possible harmfulness within the context of the specific application's forms and functions:

Ctrl + C Ctrl + F2

Toggle column move mode

Ctrl + Shift + F10 Ctrl + V Paste

Cut

F1 Access help F2 Open a combo box Go to the record number box

F6 Spell check Cycle forward through extend modes

Use an autokeys macro to disable the following are dangerous keystrokes:

Ctrl + A Select all records Crtl + F Display the Find dialog box Ctrl + H Display the Replace dialog box Ctrl + O

Close the active window Ctrl + W

Cycle between open windows

Save the current objectg

harm by either disabling or trapping the events they envoke or by trapping and discarding the keystrokes

Ctrl + Plus(+)

Ctrl + Minus(-) Delete the current record Move to the next page/record

PgUp

Move to the previous record

Ctrl + Shift + Spacebar Shift + Enter

Copy Execute a builder Ctrl + F8 Ctrl + G Debug window Ctrl + P Print

Ctrl + S Save Display toolbar shortcut menu

Ctrl + X Ctrl + Z Undo

Toggle insertion cursor

F4 F5

Cycle forward through sections F7 F8


F10 Activate the menu bar F11

Display the Zoom box

Shift + F9 Display the current shortcut menu

Shift + F12

F9 Refresh/recalculate controls or fields

Display the Database Window Shift + F1 Display the What's This help pointer Shift + F2

Shift + F6 Cycle backward through sections Shift + F8 Cycle backward through extend modes Requery the underlying data Shift + F10 Save


Assign security profiles

Maintain online staff profiles of demographic information

EXHIBIT O


For

EXHIBIT O – ECCHANGE CORE MAJOR FUNCTIONALITIES

ECCHANGE CORE MAJOR FUNCTIONALITIES

Log-on to the application Establish a case Assign case type Assign or transfer cases Collect demographics, client aliases, address/phone,

household/family information, language and interpreter needed, ethnicity, insurance and other information for case members

Conduct file clearance Record contacts Link household, family and other case members Document provider information Record encounters Initiate provider feedback Document activities and assessments Document referrals to other programs or resources Automated referrals generation to other agencies Manage caseloads Approve case activities Conduct administrative oversight and management Prepare time sheets and other time reporting (in

testing) Access online help Close a case Initiate automated faxes Establish new users

Produce management reports Support structure for sharing data with other

agencies


EXHIBIT P


Exhibit P – Charts Data Dictionary is a PDF file located at: http://www.acgov.org/gsa/purchasing/rfp/


EXHIBITS Q, R, S, T, and U



Exhibits Q (Weekly State Report),

S ( Monthly Regional Reported Morbidity), and T (Year-To-Date Reported Morbidity) are Notebook files (.txt) located at: http://www.acgov.org/gsa/purchasing/rfp/

R (Weekly Regional Reported Morbidity),

Exhibit U (Sample Case Reports) is a PDF/Adobe file located at: http://www.acgov.org/gsa/purchasing/rfp/



EXHIBIT V



Exhibit V – (State Bioterrorism Disease-Specific Investigation Algorithms) is a PDF/Adobe file that can be viewed at:

