REQUEST FOR PROPOSALS DART RW edits 5-29 … · REQUEST FOR PROPOSALS FOR DOMESTIC ABUSE RESPONSE TEAMS FOR THE CITY OF LOS ANGELES IN PACIFIC, WEST LA, AND HARBOR LAPD DIVISIONS

REQUEST FOR PROPOSALS FOR

DOMESTIC ABUSE RESPONSE TEAMS FOR THE CITY OF LOS ANGELES

IN PACIFIC, WEST LA, AND HARBOR LAPD DIVISIONS

ISSUED BY

THE CITY OF LOS ANGELES MAYOR’S OFFICE OF

HOMELAND SECURITY & PUBLIC SAFETY

Domestic Abuse Response Team (DART) Page 2 of 35 FY2015-16 RFP

TITLE: DOMESTIC ABUSE RESPONSE TEAM (REISSUED) DATE: May 29, 2015 DESCRIPTION: The City of Los Angeles Mayor’s Office of Homeland Security and

Public Safety is seeking proposals from victim advocacy agencies to provide on-scene intervention and advocacy services to victims of domestic violence and to provide comprehensive follow-up services. The Domestic Abuse Response Team (“DART”) Program is a law enforcement-based crisis response team which pairs trained domestic violence advocates with police officers. DART teams respond to domestic violence incidents, provide immediate on-scene crisis intervention and follow-up services to victims of domestic violence and their families.

This Request for Proposals (“RFP”), originally posted March 17, 2015, is being reissued for proposals from domestic abuse response agencies to implement the DART Program in the following LAPD Divisions: Pacific, West Los Angeles, and Harbor ONLY. Proposals may be submitted by service providers qualified to implement domestic abuse response services in one or more of these areas. Applicants must identify each division for which they are applying, highlighting their qualifications relevant to each corresponding community. Proposals for other LAPD divisions will not be accepted at this time.


REQUEST FOR PROPOSAL RELEASED: May 29, 2015 at MANDATORY PROPOSERS CONFERENCE: TBD

BUSINESS INCLUSION PROGRAM (BIP) OUTREACH DUE: June 5, 2015 at 11:59 P.M.

DEADLINE FOR SUBMITTING PROPOSAL: June 19, 2015 3:00 p.m. (Pacific Standard Time) PROPOSAL DELIVERY ADDRESS: Henry Bouchot Deliver by Courier or Hand Delivery Only Office of the Mayor Homeland Security & Public

Safety 200 N. Spring Street, Room 303 Los Angeles, CA 90012

TECHNICAL ASSISTANCE: Requests shall be sent via email no

later than 3:00 p.m. PST, Wednesday, June 17, 2015.

[email protected]


TABLE OF CONTENTS

I. INTRODUCTION .............................................................................................................. 8

A. Administrative Entity ............................................................................................... 8

B. Overview ................................................................................................................ 8

C. Program Objectives ................................................................................................ 8

D. Definitions ........................................................................................................ …..9

II. SCOPE OF WORK ........................................................................................................ 11

A. Crisis Intervention ................................................................................................. 11

B. Follow-Up Services ............................................................................................... 12

C. Training ................................................................................................................. 13

D. Outreach ............................................................................................................... 14

E. Reporting .............................................................................................................. 14

F. Personnel .............................................................................................................. 14

G. Program Considerations ...................................................................................... 14

III. ELIGIBLE PROPOSERS ................................................................................................ 16

IV. GENERAL PROPOSAL CONDITIONS……………………………………………………....17

A. Costs Incurred by Proposers ............................................................................... 17

B. Accuracy and Completeness ............................................................................... 17

C. Advisory Notices and Addenda ........................................................................... 17

D. Best Offer ............................................................................................................ 17

E. Withdrawal of Proposals...................................................................................... 18

F. Statutes and Regulations .................................................................................... 18

Domestic Abuse Response Team (DART) Page 5 of 35 FY 2015-16 RFP

G. American with Disabilities Act ............................................................................. 18

H. Assurances ......................................................................................................... 18

I. Proprietary Interests of the City ........................................................................... 19

J. Contractor Responsibility Ordinance ................................................................... 19

K. Equal Benefits Ordinance.................................................................................... 19

L. Slavery Disclosure Ordinance ............................................................................. 20

M. Notice Regarding Campaign and Fundraising Restrictions ................................. 20

N. Child Support Assignment Orders ....................................................................... 20

O. Nondiscrimination, Equal Employment & Affirmative Action................................ 21

P. City of Los Angeles Business Inclusion Program ................................................ 22

Q. General City Reservations .................................................................................. 23

R. Standing of Proposer .......................................................................................... 23

S. Background Check and Screening ...................................................................... 24

T. Questions/Technical Assistance ......................................................................... 24

V. PROPOSAL SUBMISSION REQUIREMENTS .............................................................. 25

A. General Preparation Guidelines .......................................................................... 25

B. Submission Contents .......................................................................................... 25

C. Submission Deadline .......................................................................................... 30

VI. PROPOSAL EVALUATION AND SECTION .................................................................. 31

A. Evaluation Process ............................................................................................. 31

VII. MANDATORY PRE-PROPOSAL CONFERENCE……………………………………….. 32

VIII. CONTRACT AWARD, APPEAL, AND EXECUTION ................................................... 33

A. Contract Award ................................................................................................... 33


B. Proposal Appeal Process .................................................................................... 33

C. Contract Term ..................................................................................................... 34

D. Contract Execution Requirements ....................................................................... 34


EXHIBITS

A. Insurance Requirements

B. Proposer Workforce Information

C. Statement of Non-Collusion

D. City of Los Angeles Responsibility Questionnaire

E. Pledge of Compliance with Contractor Responsibility Questionnaire

F. Certification Regarding Lobbying

G. Certification Regarding Debarment

H. Certification Regarding Drug-Free Workplace

I. Bidder Certification CEC Form 50

J. Bidder Contributions CEC Form 55

K. Standard Provisions for City Contracts

L. Work Plan

M. Sample Progress Report

N. EBO/Non-Discrimination/Affirmative Action and SDO -Business Assistance Virtual Network (BAVN) Guidelines

O. Business Inclusion Program (BIP) Policy and Outreach Guide

P. Map of LAPD Divisions


I. INTRODUCTION

A. Administrative Entity

The Mayor's Office of Homeland Security and Public Safety (“the “Mayor’s Office”) administers Public Safety and Law Enforcement grants for the City of Los Angeles and serves as the administrative entity for this Request for Proposals (RFP). This project is subject to the availability of funds.

B. Overview

The DART program is critical to supporting domestic violence victims and increasing their safety. Intervention at the scene of a reported domestic violence incident (or shortly thereafter) by a police officer and by a civilian advocate with specialized knowledge, training, and experience responding to incidents of domestic violence, is an effective means of countering domestic violence. The DART Program is a law enforcement-based crisis response team which pairs trained domestic violence advocates with police officers. DART teams respond to domestic violence incidents, provide immediate crisis intervention and follow-up services for victims of domestic violence and their families. DART agencies, through a network of local service providers, provide critical follow-up support for victims and their family members, including providing emotional support, education, referral services, transportation and emergency shelter services. They also assist in developing safety plans, coordinating individual and group counseling and providing supportive services to domestic violence victims. DART teams also provide extensive case management services (such as employment training, family counseling, legal advocacy and court accompaniment).

DART teams also work to end the cycle of violence by facilitating the prosecution of domestic violence as a crime. DART agencies assist local law enforcement agencies in numerous ways, including by increasing their knowledge of domestic violence, by supplementing domestic violence response training and by attending to victim needs, permitting officers to focus on investigation and report writing.

C. Program Objectives

The City of Los Angeles is seeking proposals from victim advocacy organizations to partner with one or more of the three available LAPD Divisions (Pacific, West Los Angeles, and Harbor), to provide crisis response and follow-up support to victims of domestic violence at the earliest possible opportunity following a domestic violence incident. (Proposers will also provide training internally and to partnered LAPD Divisions).


Generally, crisis response and early intervention are intended to meet several objectives, including providing emotional support, educating domestic violence victims on the criminal justice system and available resources, connecting victims with supportive services, promoting victim safety, facilitating the prosecution of domestic violence as a crime and reducing the likelihood of future domestic violence incidents.

The role of law enforcement in responding to domestic violence incidents is to conduct the investigation, crime reporting, and evidence collection and also to obtain timely DART team support. Domestic violence advocates develop written advocate reports and, when appropriate, encourage victims to cooperate with law enforcement.

D. Definitions

Case Management – For the purposes of this RFP, case management is defined as monitoring individual client cases to ensure clients obtain the most appropriate services.

Case Management Records – Records contained in the file of a case managed client. For the purposes of this RFP, these records shall include, but are not limited to:

o Intake document or initial assessment;

o Safety plan and timeline;

o Progress notes;

o Monthly reports; and

o Termination summary.

Client Hours – Hours of direct service provided (e.g., court accompaniment, counseling and transportation).

Court Accompaniment – Accompanying a client to court appearances (i.e., arraignment hearing, family court, restraining order hearing, mediation hearings).

Crisis Intervention – Immediate response to a crime scene, hospital or other location to provide domestic violence victims with emotional support, safety planning, resource information, shelter placement, transportation, etc.

Culturally Appropriate – The acceptance and understanding of diversity in cultural norms and the potential influence of culture on client behavior. Culturally appropriate support requires, to the greatest extent possible, domestic violence advocates who can communicate with victims in their native language.

Livescan – A fingerprinting system used to obtain background checks, where an electronic picture of an individual’s fingerprints and other identifying information are electronically transmitted to the Department of Justice.

Operational Hours – Hours during which a domestic violence advocate is available in person at an LAPD station or at a Contractor facility, as opposed to being on-call or on stand-by offsite.


Shelter – A safe and clean facility providing beds, food and bathroom facilities to victims of domestic violence and their children.

Work Plan – A detailed listing of services to be provided to victims and their children and activities to be performed that will result in a measureable outcome.

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II. SCOPE OF WORK

Selected Contractor shall provide the following services to victims of domestic violence and their children with the assistance of law enforcement personnel. A. Crisis Intervention

1. In each Division, peak hours for crisis intervention shall be defined by

the Division’s Detective Commanding Officer and Area Captain (or the designated Area point of contact). During peak hours for domestic violence, typically between 3:00 p.m. and 4:00 a.m. Thursday through Sunday, selected Contractor shall make available a trained advocate to conduct crisis intervention services (“DART Advocate”). The DART Advocate shall accompany a dedicated DART Officer in the field for the duration of peak hours.

2. During on-scene response to domestic violence incidents, whether through a ride-along or subsequent arrival on scene, selected Contractor shall provide or facilitate immediate, culturally appropriate crisis intervention services and needs assessments to domestic violence victims, providing victims with emotional support, an explanation of rights, and with information regarding additional resources as applicable.

3. At times, after-scene response may be necessary, such as when a police station receives a walk-in victim, when a domestic violence incident occurs outside DART operational hours, or when on-scene intervention is not otherwise feasible. In such cases, selected Contractor shall ensure a DART Advocate responds to the victim by phone (or schedules to meet with the victim at a local police station) at the earliest possible opportunity, but no later than 48 hours following the initial domestic violence call.

4. Selected Contractor shall provide domestic violence victims, to the greatest extent feasible, with an in-depth briefing on available resources and with corresponding informational materials, including emergency numbers and information about domestic violence victim assistance programs.

5. Selected Contractor shall follow LAPD safety protocol for DART response to domestic violence incidents by adhering to requirements for accompanying police officers in police vehicles and for entering a crime scene; and

6. Selected Contractor shall adhere to restrictions for operating within a crime scene. Selected Contractor shall follow LAPD protocol for maintaining victim confidentiality by adhering to:

a. Requirements for receiving victim contact information, which may include obtaining written or verbal consent from the victim;


b. Requirements for tracking victim confidentiality advisements; and

c. Administrative requirements for DART teams to obtain a copy of the Preliminary Investigation Report.

7. Selected Contractor shall coordinate with LAPD to fulfill any reasonable request by a victim for transportation to a safe location, and also provide hotel and food vouchers as required by the situation (as resources permit).

8. Selected Contractor shall provide shelter placement assistance, as well as safety planning, according to the needs of the victim as determined by conducting a needs assessment.

9. Selected Contractor shall provide services for domestic violence victims with disabilities and others with access and functional needs, ensuring an equality of services to victims of domestic violence with special needs.

10. Selected Contractor shall ensure that DART Advocates wear clearly observable uniforms or badges denoting their participation in the DART Program at all times during on-scene crisis interventions. Such uniforms or badges will be furnished to the selected Contractor by LAPD.

B. Follow-Up Services

1. During business hours, typically from 9:00 a.m. to 5:00 p.m., Monday through Wednesday (or as defined by the Division’s Detective Commanding Officer and Area Captain), selected Contractor shall make available a DART Advocate to provide follow-up services to domestic violence victims. This DART Advocate will be co-located with and work alongside Major Assault Crime Detectives.

2. Selected Contractor shall provide case management services to domestic violence victims, including, but not limited to, overseeing a client’s case, providing or referring the client to services identified in the needs assessment (including individual and/or group therapy), and developing a safety plan.

3. Selected Contractor shall compile a case file for each victim which includes, at a minimum, an intake document and initial needs assessment, documentation of services provided, a safety plan, progress notes and a termination of services summary.

4. Selected Contractor shall provide continuing legal support to victims by assisting with filing a temporary restraining order (TRO), emergency protective order (EPO) or other order (as needed); court accompaniment (e.g. to arraignment hearings or dependency court to


assist with child custody and visitation); and by advocating with justice actors on behalf of the victim (with his or her consent).

5. Selected Contractor shall document each domestic violence case with a written advocate report, consulting with the DART Officer or the responding officer to ensure the accuracy of the report. The advocate report may be used in court with the consent of the client.

6. Selected Contractor shall provide victims with information regarding marriage, family, and job counseling, training programs, housing referrals, and other social services available to domestic violence victims.

C. Training

1. For the purpose of ensuring basic recognition of and familiarity with the DART Program, Selected Contractor shall provide at least one LAPD Roll Call DART training sessions during each of the 13 annual Deployment Periods. To the greatest extent possible, selected Contractor shall ensure that DART Advocates partner with dedicated DART Officers or with MAC Detectives during roll call training sessions. Topics for roll call training sessions shall include: outlining services available to victims of domestic violence, hours of availability and contact methods, best practices and techniques for responding to domestic violence incidents, domestic violence trends, and changes to domestic violence laws. Other training topics may be added subject to the approval of the Mayor’s Office.

2. Selected Contractor (or a qualified subcontractor) shall provide dedicated DART Officers with in-depth training on domestic violence response once annually. This training shall also be made available on a volunteer basis to all sworn personnel. Such training shall include lessons learned from any cross-site training with other local DART agencies. The exact subject matter of the training, however, shall be decided in consultation with LAPD Division leadership and with the Mayor’s Office.

3. Selected Contractor shall work closely with the LAPD Division leadership to evaluate the effectiveness of domestic violence training, including by administering surveys to training participants once per year.

4. Selected Contractor shall provide quarterly training to all of its DART Advocates, both volunteer and permanent personnel.

5. Selected Contractor will provide semi-annual training to community members on injury identification, the cycle of violence, identifying human trafficking victims and other pertinent domestic violence matters.


6. Selected Contractor shall provide written training materials, including written protocols and procedures, to volunteers to promote continuity in the quality of service as well as to ensure their safety.

D. Outreach

1. Selected Contractor shall advocate for victims of domestic violence by building on existing relationships among government and law enforcement agencies, prosecution agencies, community based organizations and domestic violence shelters.

2. Selected Contractor shall work to increase knowledge and change attitudes and beliefs concerning domestic violence through, for example, community training and awareness events and informational brochures.

E. Reporting 1. Selected Contractor shall provide quarterly Progress Reports to the

Mayor’s Office, per the sample in Exhibit M.

2. Selected Contractor shall provide monthly status updates to the Mayor’s Office detailing the number of clients served (and partially served) during immediate crisis interventions at the end of each monthly reporting period. Monthly status updates are due to the Mayor’s Office no later than the 10th day of the subsequent month.

F. Personnel

1. In communities with significant foreign language needs, selected Contractor personnel shall be proficient in the foreign languages most commonly spoken within the community.

2. Selected Contractor shall maintain an appropriate ratio of permanent personnel to volunteers given the needs of the particular LAPD Division, as defined by the Division’s Detective Commanding Officer and Area Captain. Permanent personnel are full or part-time paid employees of the selected Contractor.

3. All selected Contractor personnel, both permanent personnel and volunteers who have direct contact with victims must have completed the 40-hour State mandated domestic violence training and have been thoroughly vetted through the Department of Justice Lifescan background check.

4. Selected Contractor may be required to attend law enforcement familiarization training at the discretion of the Mayor’s Office.

G. Program Considerations

1. Selected Contractor must enter into a Memorandum of Agreement (MOA) with its respective LAPD Division to establish the roles and


responsibilities of each party. The MOU will lay out program objectives specifically tailored to the respective Division.

2. Selected Contractor shall charge no fees to domestic violence victims for services rendered.

3. Selected Contractor shall provide services to all domestic violence victims regardless of race, ethnicity, religion, socio-economic status, gender, sexual orientation, national origin or immigration status.

4. Selected Contractor shall develop protocols to safeguard client information, disclosing exceptions to client confidentiality therein.

5. To foster community involvement and to ensure consistency in the citywide implementation of the DART Program, selected Contractor shall send at least one representative, (preferably the Program Director or Program Coordinator) to each meeting of the City of Los Angeles Domestic Violence Task Force. The Los Angeles Mayor’s Office will track attendance of selected Contractors at meetings of the Task Force.

6. Selected Contractor shall conduct ongoing communication with LAPD Division leadership to develop best practices, to ensure appropriate staffing and to engage in conflict resolution.

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III. Eligible Proposers

A. Eligibility Requirements Proposals will be accepted only from individuals or organizations that meet all of the following requirements. Proposers must:

1. Be qualified to conduct business in the State of California;

2. Possess a minimum of (5) years of documented experience in providing domestic violence services as described in this RFP.

3. Be familiar with the justice system and have established relationships with law enforcement agencies within the target area and with organizations within the target area able to provide referral services (or possess the ability to provide such services in-house);

4. Attend the mandatory Pre-Proposal Conference;

5. Be qualified to conduct business in the City of Los Angeles, including but not limited to possessing a valid business license to conduct business in the City of Los Angeles;

6. Be in good standing with the Secretary of State, if a corporation or a limited liability company;

7. Have not been determined to be non-responsible nor have been debarred by the City pursuant to the Contractor Responsibility Ordinance;

8. Have not been debarred by the federal government, State of California, or any local government;

9. If the Proposer has previously contracted with the State of California or with the City of Los Angeles, it must not have an outstanding debt nor possess a debt for which a repayment agreement plan has not been developed. If the Proposer has contracted with the City of Los Angeles in the past, it must not have an outstanding disallowed cost or other liability to the City;

10. The Proposer must have financial stability and the ongoing ability to provide the services proposed;

11. The Proposer must have adequate staffing, including support and backup staff, with sufficient experience and technical expertise.



IV. GENERAL PROPOSAL CONDITIONS

A. Costs Incurred by Proposers

All costs of proposal preparation must be borne by the Proposer. The City shall not, in any event, be liable for any pre-contractual expenses incurred by Proposers in the preparation and/or submission of the proposals including costs incurred to attend the Pre-Proposal Conference or post submission interview. Any costs to participate and/or prepare the proposal are at the Proposer’s sole expense. Proposals must not include any such expenses as part of the proposed budget.

B. Accuracy and Completeness

The proposal must set forth accurate and complete information as required in this RFP. Unclear, incomplete and/or inaccurate documentation may not be considered. Falsification of any information may result in disqualification.

If the Proposer knowingly and willfully submits false performance or other data, the City reserves the right to reject the proposal. If it is determined that a contract was awarded as a result of false performance or other data submitted in the response to the RFP, the City reserves the right to terminate the contract.

Unnecessarily elaborate or lengthy proposal or other presentations beyond those needed to give a sufficient, clear response to all the RFP requirements are not desired.

C. Advisory Notices and Addenda

The City may modify the RFP, prior to the deadline to submit the proposal, by issuing an addendum and/or advisory notice on www.labavn.com . The City recommends that the Proposer check the website frequently, including shortly before the deadline to submit the proposal, to ensure the Proposer has complied with any addendum and/or advisory notices that have been issued. Proposer is responsible for ensuring that its proposal reflects any and all changes regardless of when the proposal was submitted.

D. Best Offer

The proposal must include the Proposer’s best terms and conditions. Submission of the proposal shall constitute a firm and fixed offer to the City that must remain open and valid for a minimum from the submission deadline. The contract will be awarded to the Proposer that submits the best acceptable offer for the best value.


E. Withdrawal of Proposals

Proposals may be withdrawn by written request of the authorized signatory on the Proposer’s letterhead or by telegram at any time.

F. Statutes and Regulations

Selected Proposer shall be required to abide by Federal, State and local statutes, regulations and ordinances that will be incorporated into the Contract between the City and the selected Proposer regarding this project.

G. Americans with Disabilities Act

Any contract awarded pursuant to this RFP shall be subject to the following:

The Contractor/Consultant hereby certifies that it will comply with the Disabilities Act 42, U.S.C. Section 12101 et seq., and it’s implementing regulations. The Contractor/Consultant will provide reasonable accommodations to allow qualified individuals with disabilities to have access to and to participate in its programs, services and activities in accordance with the provisions of the Disabilities Act. The Contractor/Consultant will not discriminate against persons with disabilities or against persons due to their relationship to or association with a person with a disability. Any subcontract entered into by the Contractor/Consultant, relating to this Contract, to the extent allowed hereunder, shall be subject to the provisions of this paragraph.

H. Assurances

As a condition to the award of a contract under this RFP, the selected Proposer shall assure that it will comply fully with the nondiscrimination and equal opportunity provisions of the following laws:

1. Title VI of the Civil Rights Act of 1964, as amended, which prohibits

discrimination on the basis of race, color and national origin;

2. Section 504 of the Rehabilitation Act of 1973, as amended, which prohibits discrimination against qualified individuals with disabilities;

3. The Age Discrimination Act of 1975, as amended, which prohibits discrimination on the basis of age.

The selected Proposer shall also assure that it will comply with all regulations implementing the laws listed above. This assurance applies to the selected Proposer’s operation of the program or activity. The selected Proposer understands that the United States and the City of Los Angeles have the right to seek judicial enforcement of this assurance.


I. Proprietary Interests of the City

All proposals submitted in response to this RFP shall become the property of the City of Los Angeles and subject to the State of California Public Records Act. J. Contractor Responsibility Ordinance

Every Request for Proposal, Request for Bid, Request for Qualifications or other procurement process is subject to the provisions of the Contractor Responsibility Ordinance, Section 10.40 et seq. of Article 14, Chapter 1 of Division 10 of the Los Angeles Administrative Code, unless exempt pursuant to the provisions of the Ordinance.

This Ordinance requires that all Proposers/bidders complete and return, with their response, the responsibility questionnaire included in this procurement. Failure to return the completed questionnaire may result in the Proposer being deemed non-responsive.

The Ordinance also requires that if a contract is awarded pursuant to this procurement, that the contractor must update responses to the questionnaire, within thirty calendar days, after any changes to the responses previously provided if such change would affect contractor’s fitness and ability to continue performing the contract.

Pursuant to the Ordinance, by executing a contract with the City, the contractor pledges, under penalty of perjury, to comply with all applicable federal, state and local laws in performance of the contract, including but not limited to laws regarding health and safety, labor and employment, wage and hours, and licensing laws which affect employees. Further, the Ordinance, requires each contractor to: (1) notify the awarding authority within thirty calendar days after receiving notification that any governmental agency has initiated an investigation which may result in a finding that the contractor is not in compliance with Section 10.40.3 (a) of the Ordinance; and (2) notify the awarding authority within thirty calendar days of all findings by a government agency or court of competent jurisdiction that the contractor has violated Section 10.40.3 (a) of the Ordinance. K. Equal Benefits Ordinance

Proposers are advised that any contract awarded pursuant to this procurement process shall be subject to the applicable provisions of Los Angeles Administrative Code Section 10.8.2.1, Equal Benefits Ordinance (EBO).

All Proposers must complete and upload, the Equal Benefits Ordinance Affidavit (two (2) pages), available on the City of Los Angeles’ Business Assistance Virtual Network (BAVN) residing at www.labavn.org, prior to award of a City contract valued at $5,000. The Equal Benefits Ordinance Affidavit shall be effective for a period of twelve months from the date it is first uploaded onto the City’s BAVN.


Proposers do not need to submit supporting documentation with their bids or proposals. However, the City may request supporting documentation to verify that the benefits are provided equally as specified on the Equal Benefits Ordinance Affidavit. Proposers seeking additional information regarding the requirements of the Equal Benefits Ordinance may visit the Bureau of Contract Administration’s web site at http://bca.lacity.org. L. Slavery Disclosure Ordinance

This section is not applicable to this contract, and is intentionally left blank.

M. Notice Regarding Los Angeles Campaign Contribution and

Fundraising Restrictions Proposers who submit a response to this solicitation are subject to Los Angeles City Charter section 470(c)(12) and related ordinances. As a result, Proposers may not make campaign contributions to and/or engage in fundraising for certain elected City officials or candidates for elected City office from the time they submit the response until either the Contract is approved or, for successful Proposers, 12 months after the contract is signed. The Proposers’ principals and subcontractors performing $100,000 or more in work on the Contract, as well as the principals of those subcontractors, are subject to the same limitations on campaign contributions and fundraising. Proposers must submit CEC Form 55 (provided in Exhibit J) to the awarding authority at the same time the response is submitted. The form requires Proposers to identify their principals, their subcontractors performing $100,000 or more in work on the contract, and the principals of those subcontractors. Proposers must also notify their principals and subcontractors in writing of the restrictions and include the notice in contracts with subcontractors. Proposals submitted without a completed CEC Form 55 shall be deemed nonresponsive. Proposers who fail to comply with City law may be subject to penalties, termination of contract, and debarment. Additional information regarding these restrictions and requirements may be obtained from the City Ethics Commission at (213) 978-1960 or ethics.lacity.org. N. Child Support Assignment Orders

Any contract awarded pursuant to this RFP/RFQ shall be subject to the following:

This Contract is subject to Section 10.10 of the Los Angeles Administrative Code, Child Support Assignment Orders Ordinance. Pursuant to this Ordinance, Contractor/Consultant certifies that it will (1) fully comply with all State and Federal employment reporting requirements applicable to Child Support


Assignment Orders; (2) that the principal owner(s) of Contractor/Consultant are in compliance with any Wage and Earnings Assignment Orders and Notices of Assignment applicable to them personally; (3) fully comply with all lawfully served Wage and Earnings Assignment Orders and Notices of Assignment in accordance with California Family Code Section 5230 et seq.; and (4) maintain such compliance throughout the term of this Contract. Pursuant to Section 10.10.b of the Los Angeles Administrative Code, failure of Contractor/Consultant to comply with all applicable reporting requirements or to implement lawfully served Wage and Earnings Assignment Orders and Notices of Assignment or the failure of any principal owner(s) of Contractor/Consultant to comply with any Wage and Earnings Assignment Orders and Notices of Assignment applicable to them personally shall constitute a default by the Contractor/Consultant under the terms of this Contract, subjecting this Contract to termination where such failure shall continue for more than ninety (90) days after notice of such failure to Contractor/Consultant by City. Any subcontract entered into by the Contractor/Consultant relating to this Contract, to the extent allowed hereunder, shall be subject to the provisions of this paragraph and shall incorporate the provisions of the Child Support Assignment Orders Ordinance. Failure of the Contractor/Consultant to obtain compliance of its subcontractors shall constitute a default by the Contractor/Consultant under the terms of this contract, subjecting this Contract to termination where such failure shall continue for more than ninety (90) days after notice of such failure to Contractor/Consultant by the City.

Contractor/Consultant shall comply with the Child Support Compliance Act of 1998 of the State of California Employment Development Department. Contractor/Consultant assures that to the best of its knowledge it is fully complying with the earnings assignment orders of all employees, and is providing the names of all new employees to the New Hire Registry maintained by the Employment Development Department as set forth in subdivision (1) of the Public Contract Code 7110. O. Nondiscrimination, Equal Employment Practices and Affirmative

Action Program

Proposers are advised that any contract awarded pursuant to this procurement process shall be subject to the applicable provisions of Los Angeles Administrative Code Section 10.8.2., Non-discrimination Clause. The selected Proposer shall be required to comply with the provisions of Los Angeles Administrative Code Sections 10.8.3., Equal Employment Practices Provisions. All Proposers must complete and upload, the Non-Discrimination/Equal Employment Practices Affidavit (two (2) pages) available on the City of Los Angeles’ Business Assistance Virtual Network (BAVN) residing at www.labavn.org prior to award of a City contract valued at $1,000.


The selected Proposer shall be required to comply with the provisions of Los Angeles Administrative Code Sections 10.8.4., Affirmative Action Program Provisions. All Proposers must complete and upload, the City of Los Angeles Affirmative Action Plan (four (4) pages) available on the City of Los Angeles’ Business Assistance Virtual Network (BAVN) residing at www.labavn.org prior to award of a City contract valued at $100,000. Proposers opting to submit their own Affirmative Action Plan may do so by uploading their Affirmative Action Plan onto the City’s BAVN. Both the Non-Discrimination/Equal Employment Practices Certification and the City of Los Angeles Affirmative Action Plan Affidavit shall be effective for a period of twelve (12) months from the date it is first uploaded onto the City’s BAVN. Guidelines are attached as Exhibit N. Proposers seeking additional information regarding the requirements of the City’s Non-Discrimination Clause, Equal Employment Practices and Affirmative Action Program may visit the Bureau of Contract Administration’s web site at http://bca.lacity.org. P. City of Los Angeles Business Inclusion Program (BIP)

Performance of Business Inclusion Program (BIP_ outreach to Minority Business Enterprises (MBE), Women Business Enterprises (WBE), Small Business Enterprises (SBE), Emerging Business Enterprises (EBE), Disabled Veteran Business Enterprises (DVBE), and Other Business Enterprises (OBE) subconsultants must be completed on the Business Assistance Virtual Network (BAVN), www.labavn.org. All BIP outreach documentation must be submitted on the BAVN by 4:30 p.m. on June 20, 2015 (the first calendar day following the day of the RFP response submittal deadline). The Mayor’s Office anticipated levels of participation:

MBE Participation: 18%

WBE Participation: 4%

SBE Participation: 25%

EBE Participation: 8%

DVBE Participation: 3%

Business Inclusion Program (BIP) Policy and BAVN BIP Walk-Thru are attached as Exhibit O. The graphic guide, entitled, “Business Inclusion Program Walk Through,” can also be found at www.labavn.org.


BIP outreach information and/or assistance may be obtained through the City of Los Angeles Information Technology Agency at [email protected]. Q. General City Reservations

The City reserves the right to extend the submission deadline should this be in the interest of the City. Proposers have the right to revise their proposals in the event that the deadline is extended.

The City reserves the right to withdraw this RFP at any time without prior notice. The City makes no representation that any contract will be awarded to any proposer responding to the RFP. The City reserves the right to reject any or all submissions. If an inadequate number of proposals is received or the proposals received are deemed non-responsive, not qualified or not cost effective, the City may at its sole discretion reissue the RFP or execute a sole-source contract with a vendor. The City shall review and rate submitted proposals. The proposer may not make any changes or additions after the deadline for receipt of proposals. The City reserves the right to request additional information or documentation, as it deems necessary. The City reserves the right to verify all information in the proposal. If the information cannot be verified, and if the errors are not willful, the City reserves the right to reduce the rating points awarded. The City reserves the right to require a pre-award interview and/or site inspection. The City reserves the right to waive minor defects in the proposal in accordance with the City Charter. If the selection of the proposer is based in part on the qualifications of specific key individuals named in the proposal, the City must approve in advance any changes in the key individuals or the percentage of time they spend on the project. The City reserves the right to have the contractor replace any project personnel. R. Standing of Proposer

Regardless of the merits of the proposal submitted, a Proposer may not be recommended for funding if it has a history of contract non-compliance with the City or any other funding source, poor past or current contract performance with the City or any other funding source, or current disputed or disallowed costs with the City or any other funding source.


Contractors/Organizations that have been sanctioned because of non-compliance with Single Audit Act requirements for managing grant funds will be eligible to apply; however, they will not be eligible to receive any funding, if awarded under this RFP process, until this sanction is removed.

The City will enter into an agreement only with entities that are in good standing with the California Secretary of State. S. Background Check and Screening

The selected Proposer, its employees and/or volunteers must complete and pass a Livescan background check through the Department of Justice before being approved to work with this program. Any individual that does not pass the background check will not be approved to participate. T. Questions/Technical Assistance

All technical assistance questions must be submitted by e-mail. Please identify the RFP title in the subject line of your message. To ensure the fair and consistent distribution of information, all questions will be answered via a Question-and-Answer (Q&A) document available on the City of Los Angeles Business Assistance Virtual Network at www.labavn.com. No individual answers will be given. The Q&A document will be updated on a regular basis to ensure the prompt delivery of information.



V. PROPOSAL SUBMISSION REQUIREMENTS

A. General Preparation Guidelines

Proposer must complete and return all documents, forms, and exhibits. City may deem a Proposer ineligible and excluded from review if the Proposer fails to follow these instructions or fails to provide all required documentation and copies.

1. Formatting

All proposals must be typewritten. The original written proposal together with one electronic copy on a Compact Disc or USB Flash Drive, must be submitted by the deadline. No other copies are required. The Original must be marked “Original” on the cover and must bear a “wet” (blue ink) signature of an authorized legal representative of Proposer possessing legal authority to bind Proposer in contract with the City. Proposals must be submitted in 3-ring binders. Specialized coverings, paper clips, staples, or spiral binding are prohibited.

2. Proposal Deviation from RFP

The proposal must clearly specify any deviation from the terms, conditions, and/or specifications of this RFP. Each such deviation must be fully identified and must include both the nature and the reason for the deviation, along with a statement explaining the benefit of the deviation to the City.

B. Submission Contents The content and sequence of the proposal must be organized and labeled as follows and address the following:

1. Cover Letter

The Proposer may apply for funding in one or more of the three available LAPD Divisions (Pacific, West Los Angeles, and Harbor) by listing each targeted LAPD Division in the Cover Letter of the Proposal. Proposer is not guaranteed to receive funding for all proposed Divisions.

Each proposal must be accompanied by a cover letter which identifies the legal business status (e.g., individual, partnership, nonprofit organization, corporation, etc.), address, telephone number, fax number, and e-mail address of the Proposer.

The cover letter must contain a general statement of the purpose for the submission and must indicate the name, title, address, and telephone number of the person (or persons) authorized to represent the Proposer in negotiations with the City with respect to this RFP and any subsequent awarded contract.


The cover letter must be signed by a representative or officer of the Proposer, who is authorized to bind the Proposer to all provisions of the RFP, to any subsequent changes and ultimately to the awarded contract.

a. If the Proposer is a partnership, then a general manager must sign the proposal in the name of the partnership thereof.

b. If the Proposer is a corporation, the proposal must be signed on behalf of the corporation by two (2) authorized officers (a Chairperson of the Board, President or Vice President, and a Secretary, Treasurer, or Chief Financial Officer) or by an officer authorized by a resolution of the Board of Directors to execute such documents on behalf of the corporation. The corporate seal must be affixed.

c. If the Proposer is a joint venture, duly authorized representatives from each corporation must sign the proposal or partnership as above. All signatures must be original and written in blue ink.

Proposals submitted by consortiums, join ventures, or teams will not be considered responsive unless it is established in the proposal that all contractual responsibility rests solely with one member of the group or one legal entity. The proposal must identify the responsible entity.

2. Table of Contents

Proposers will include the following table of contents:

a. Work Plan

b. Program Staff and Experience

c. Budget

d. Exhibits

3. Work Plan (No Page Limit) 50 points

Proposer shall use the Work Plan to detail how it will accomplish activities and services described. A separate Work Plan shall be submitted for each desired LAPD Division which is tailored to each proposed Division. The Work Plan does not count toward proposal page limitations. The following is a non-exhaustive list of sample considerations for the Work Plan. See Exhibit L for an example Work Plan.

a. Crisis Intervention/Response

• Proposer must outline operational hours by day and week during which Proposer will provide on-scene crisis response and also the times during which advocates will be on stand-by, available to respond to domestic violence calls outside operational hours.


• Proposer may describe its method for conducting needs assessments and how it ensures crisis intervention services are conducted in a culturally appropriate manner.

• Proposes may indicate what resources, including referral services, transportation and shelter placement assistance, the Proposer can make available to victims during, and immediately after, crisis interventions.

• Proposer may provide other relevant information pertaining to its crisis intervention and response capabilities.

b. Follow-Up Services

• Proposer may explain how it manages domestic violence cases, including how frequently cases are reviewed, which personnel are responsible for managing cases, and services most commonly provided.

• Proposer may describe its experience in providing continuing legal support, specifically identifying the extent of support domestic violence victims receive in preparing TROs, the extent to which Proposer will ensure court accompaniment is provided, and the extent of advocacy the Proposer can provide on behalf of domestic violence victims.

• Proposer may describe in detail its ability to provide follow-up services in house. It shall outline its referral network, including which follow-up activities are taken to ensure domestic violence victims receive satisfactory supportive services from referral organizations.

• Proposer may provide other relevant information pertaining to its follow-up services and referral capability.

c. Training

• Proposer may elaborate on its plan for utilizing training to ensure police officers are knowledgeable about the DART Program and able to effectively leverage the program resources.

• Proposer may detail its training program for its permanent personnel and its training program for volunteer personnel.

• Proposer may indicate which training materials it will use to train personnel.

• Proposer may provide other relevant information pertaining to its training capabilities.


d. Outreach

• Proposer must document its plan for pursuing outreach and advocacy efforts to reduce domestic violence and to improve the provision of services to domestic violence victims.

• Proposer may provide other relevant information pertaining to its outreach capabilities.

4. Program Staff and Experience (Page Limits Below) 25 points

a. Proposer’s Qualifications and Experience (5 Page Limit)

In this section, the proposal shall include the following:

• A description of the Proposer’s organizational history and structure, primary place of business and years Proposer has provided similar services.

• Proposer’s organizational qualifications in providing domestic violence services within the scope of work described herein.

b. Team Qualifications (No Page Limit)

Proposer shall describe the experience and qualifications of any permanent personnel, including those hired by a subcontractor, listing and explaining permanent personnel positions and the roles of each position in meeting the needs of victims.

For each position, include the following information:

• Description of the position;

• Name of the staff member assigned (or to be assigned, if known) to the particular role;

• The staff member’s professional qualifications and education;

• The staff member’s experience as it relates to the staff member’s assigned role;

• Copies of relevant certifications; and

• One reference for each staff member.

• Current resumes of any subcontractors.

Proposer shall list subcontractor personnel, if any, and their qualifications, including a statement from each subcontractor, signed by a duly authorized officer, employee, or agent of the subcontractor, which includes the name and address of the subcontractor, the type of work to be performed by the subcontractor, and percentage of the total work to be performed by the subcontractor. This statement must also indicate that the


subcontractor will perform all work as indicated, including a written assurance that the key individuals listed will be performing the work and will not be substituted with other personnel or reassigned to another project without prior approval from the Mayor’s Office, and will comply with all items described herein.

5. Budget (Page Limits Below) 25 points

The budget must be itemized, accurate, concise and complete, allowable under federal and state regulations, reasonable and necessary and apply directly to the project.

a. Financial Status (No Page Limit)

The Proposer must include documentation of its financial status of the Proposer with sufficient details so as to permit the City to evaluate its proposal, and to substantiate that the Proposer has the ability to continue in business throughout the performance period. Such evidence may include a certified annual report or annual operating statement, and any interim statement completed within the prior six (6) months.

b. Cost Proposal (No Page Limit)

Proposer must provide a cost proposal and detailed cost breakdown for services/activities listed in the Work Plan.

The Cost Proposal shall also explain how salaries and benefits are calculated, how travel costs, if any, are estimated, justification for any equipment or supplies, and justification for overhead or indirect costs, if applicable. A separate Cost Proposal shall be submitted for each desired LAPD Division which is tailored to the respective Division.

c. Budget Narrative (3 Page Limit)

Proposers shall include a Budget Narrative describing budget items and how they relate to corresponding project activities. The budget narrative must justify the proposed expenditures by explaining the need for them. The Budget Narrative should provide justification for all proposed costs. A separate Budget Narrative shall be submitted for each desired LAPD Division which is tailored to the respective Division.


6. Required City Documents

Exhibit A: Proof of Insurance

Exhibit B: Proposer Workforce Information

Exhibit C: Statement of Non-Collusion

Exhibit D: City of Los Angeles Responsibility Questionnaire

Exhibit E: Pledge of Compliance with Contractor Responsibility Questionnaire

Exhibit F: Certification Regarding Lobbying

Exhibit G: Certification Regarding Debarment

Exhibit H: Certification Regarding Drug-Free Workplace

Exhibit I: Bidder Certification CEC Form 50

Exhibit J: Bidder Contributions CEC Form 55 NOTE: Do not copy the city documents on company letterhead or alter the format of the documents to make it uniform with the rest of the proposal. City documents must remain in their original format.

C. Submission Deadline

Deadline: Proposals must be received by 3:00 p.m. PST on June 19, 2015

The original proposal, together with one electronic copy on a Compact Disc or USB Flash Drive, must be hand or courier delivered by the deadline date. The original must be marked “Original” on the cover and must bear the “wet” (blue ink) signature of the person authorized to sign the proposal. PROPOSAL DELIVERY ADDRESS: Henry Bouchot, Contract Specialist Deliver by courier or hand delivery only Office of the Mayor

Homeland Security & Public Safety

200 N. Spring Street, Rm. 303 Los Angeles, CA 90012



VI. PROPOSAL AND EVALUATION SECTION

A. Evaluation Process

1. Initial Review

All proposals will be initially reviewed to determine compliance with the minimum requirements for eligible Proposers as described in section III. Failure to meet these requirements will result in a rejected proposal. Rejected Proposers will be notified in writing.

2. Secondary Evaluation

Proposals meeting the minimum requirements will be evaluated on the basis of the following criteria:

SELECTION CRITERIA POINTS

Work Plan 50 Program Staff and Experience 25 Budget 25

Total Possible 100

3. Oral Presentation (30 Points)

Following Secondary Evaluation, Proposers may be invited, at the discretion of the Mayor’s Office, to give an oral presentation to a selection committee. Presentations shall last not more than twenty (20) minutes each and shall address the selection criteria as outlined above.

After the presentation, Selection Committee members may request clarification from presenters on any relevant matter.

The selection committee shall award up to ten (10) points for each element of the oral presentation up to a total of 30 points.

Points from the presentation shall be combined with the points assigned for the written proposal for a total maximum score of 130.

The City reserves the right to require a pre-award interview, site inspection and/or telephone conference call with Proposers.

ORAL PRESENTATION CRITERIA POINTS

Knowledge and Understanding of Program 10 Methodology 10 Demonstrated Ability 10

Total Possible 30


VII. MANDATORY PRE-PROPOSAL CONFERENCE

Proposers who do not attend the mandatory Pre-Proposal Conference will not be eligible to submit proposals. However, Proposers who attended either the April 1, 2015 or the April 22, 2015 Pre-Proposal Conference for the DART Program RFP released March 17, 2015, have satisfied the Pre-Proposal Conference attendance requirement. No minutes will be taken at the Pre-Proposal Conference. Attendees at the conference will be responsible for taking their own notes. All questions will be addressed at this conference and any available new information will be provided at that time.

The Pre-Proposal Conference will be held at a time, date, and location to be announced via a separate advisory posted to labavn.com.

Questions raised at the Pre-Proposal Conference will be answered orally. However, if any new substantive information will be provided in response to questions raised at the Pre-Proposal Conference, it will be memorialized in a written addendum to this RFP and posted at www.labavn.com.

BRING YOUR OWN COPY OF THE RFP. NO COPIES WILL BE PROVIDED AT THE CONFERENCE.

The City of Los Angeles does not discriminate on the basis of disability and, upon request, will provide reasonable accommodation to ensure equal access to its programs, services and activities. Please contact the City at least 48 hours in advance at 213-473-9980 to request an accommodation.



VIII. CONTRACT AWARD, APPEAL PROCESS, AND EXECUTION

A. Contract Award

Contracts will be awarded based on a competitive selection of proposals received.

However, the selection of any proposal shall not imply acceptance by the City of all terms of the proposal, which may be subject to further negotiations and approvals before the City may be legally bound thereby.

The contract offer of the City may contain additional terms or terms different from those set forth herein.

The City reserves the right to:

1. Fund all or portions of a Proposer’s proposal and/or require that

one Proposer collaborate with another Proposer for the provision of specific services, either prior to execution of an agreement or at any point during the life of the agreement;

2. Use various funding sources to fund all or portions of a Proposer’s proposal; and

3. Require all subcontractors identified in a proposal to become co-signatories to any agreement with the City.

If a satisfactory contract cannot be negotiated in a reasonable time, the City, in its sole discretion, may terminate negotiations with the selected Proposer and begin contract negotiations with another Proposer.

B. Proposal Appeal Process

All applicants shall have the opportunity to appeal funding recommendations.

1. Errors and Omissions in RFP

Proposers are responsible for reviewing all portions of this RFP. Proposers are to promptly notify the Mayor’s Office via email, if the Proposer discovers any ambiguity, discrepancy, omission, or other error in the RFP. Any such notification should be directed to that individual promptly after discovery, but in no event later than five working days before the deadline for submitting proposals. Modifications and clarifications will be made by addenda as described below.

2. Objections to RFP Terms

Should a Proposer object on any ground to any provision or legal requirement set forth in this RFP, the Proposer must, not later than seven (7) calendar days after the RFP is issued, provide written notice to the City setting forth with specificity the grounds for the objection. The failure of a Proposer to object in the manner set forth in this paragraph shall constitute a complete and irrevocable waiver of any such objection.


3. Change Notices

The City may modify this RFP at any time, prior to the proposal due date, by issuing Change Notices, which will be posted on the labavn.com website. The Proposer shall be responsible for ensuring that its proposal reflects any and all Change Notices issued by the City prior to the proposal due date, regardless of when the proposal is submitted. Therefore, the City recommends that the Proposer consult the website frequently, including shortly before the proposal due date, to determine if the Proposer has downloaded all Change Notices.

4. Term of Proposal

Submission of a proposal signifies that the proposed services and prices are valid for at least 120 calendar days from the proposal due date and that the quoted prices are genuine and not the result of collusion or any other anti-competitive activity.

5. Revision of Proposal

A Proposer may revise a proposal on the Proposer’s own initiative at any time before the deadline for submission of proposals. The proposer must submit the revised proposal in the same manner as the original. A revised proposal must be received at least three business days before the proposal due date.

C. Contract Term

The term of the contract will be for a period of 12 months. Upon completion of the initial contract term, City retains the option to extend the contract up to an additional two 12-month terms.

D. Contract Execution Requirements

If selected to receive funding, the Proposer shall be required to enter into an agreement with the City and comply with the requirements listed below.

Failure to comply with these requirements will result in non-execution of the contract. The contracts will incorporate the standard provisions for City agreements in Exhibit K. A copy of the City’s Standard Agreement is available upon request. The agreement with the selected Proposer will be on monthly a reimbursement

1. Insurance Certificates

Selected Contractors will be required to maintain insurance at a level to be determined by the City’s Risk Manager, with the City as an additional insured PARTY. Proposers should include the cost of insurance in their Cost Proposal. Selected Contractors will be required to provide insurance at the time of contract execution. Proposers shall refer to Exhibit A for City of Los Angeles Insurance Requirements for further details.


2. Secretary of State Documentation

All selected Contractors are required to submit one copy of their Articles of Incorporation, partnership, or other business organizational documents (as appropriate) filed with the Secretary of State. Organizations must be in good standing and authorized to conduct business in California.

3. Corporate Documents

All selected Contractors who are organized as a corporation or limited liability company are required to submit a Secretary of State Corporate Number, a copy of its By-Laws, a current list of its Board of Directors, and a Resolution of Executorial Authority with a Signature Specimen.

4. City Business License Number

All selected Contractors are required to submit one copy of their City of Los Angeles Business License, Tax Registration Certificate or Vendor Registration Number. To obtain a Business Tax Registration Certificate (BTRC) call the City Clerk’s Office at (213) 473-5901 and pay the respective business taxes. The address is as follows: City of Los Angeles, City Hall, Room 101, Office of Finance, Tax and Permit Division, 201 North Main Street, Los Angeles, CA 90012.

5. Proof of IRS Number (W-9)

All selected Contractors are required to complete and submit Proof of IRS Number (W-9) Form. All non-profit agencies/organizations are also required to submit their 501(c)3 proof.

6. Copy of Memorandum of Understanding with LAPD

All selected Contractors are required to submit one copy of their Memorandum of Understanding with their LAPD Division valid through the end term of the contract with the City.

7. Collaboration

The City may, at is discretion, require two or more Proposers to collaborate as a condition to contract execution.
