2024-028 Post Incident Victim Assistance On Call Service Program

Agency:	Cherokee County
State:	Georgia
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services 541990 - All Other Professional, Scientific, and Technical Services
Posted Date:	Apr 3, 2024
Due Date:	May 1, 2024
Solicitation No:	2024-028
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Cherokee County Board of Commissioners

Purchasing Department

1130 Bluffs Parkway, Canton, GA 30114

Phone: (678) 493-6000

Fax: (678) 493-6035

REQUEST FOR PROPOSALS

RFP# 2024-028

Post Incident Victim Assistance / On Call Service Program

THE PROJECT: The Cherokee County Board of Commissioners Purchasing Department (County) is

sealed requesting requests for proposals in support of developing a Post Incident Victim Assistance

(PIVA) On Call Service Program, meeting the specifications and as described herein.

There will not be a mandatory meeting to review the requirements.

All times in the solicitation are local times to Cherokee County, Georgia in the Eastern Time Zone.

This Request for Opportunity Description is one of two documents making up this solicitation. The

second document is Cherokee County Standard Solicitation Terms and Conditions, which contains all

the standard forms potentially required to accompany a submission. Both of these documents

together constitute the entire solicitation at the time of issuance.

The County reserves the right to reject any or all bids/proposals, to waive technicalities and to make

a selection and final award as deemed to be in the best interest of the County, including using any

form of contract it deems most advantageous to the County.

SCHEDULE:

Issued

Questions Due

Answers Due

Bids/Proposals Due

Anticipated Award Date

April 1, 2024

April 15, 2024, by 4:00 PM

April 19, 2024

May 1, 2024, at 10:00 AM

June 4, 2024

THE EXPECTED PERIOD OF PERFORMANCE:

Solicitation Requirements & Instructions, Page 2 of 9

The base period of performance is broken down into two areas; Physical Delivery of Product(s) and

Service Delivery. This is a function of the Statement of Work (SOW) and/or specification and reflects

if there is physical item or items to be delivered and / or delivery of services. An X in the box

corresponding to item 1 below, Physical Delivery indicates a physical item or items are to be delivered

and an X in the 2. Delivery of Services indicates that Services are to be performed. Either or both may

apply to the work contemplated by this solicitation.

Additionally, should there be an X in the box corresponding item 3. Option Grant, then the County

requests the right to extend the period of performance beyond the Base Rate as specified.

1. NO PHYSICAL ITEMS/GOODS

PHYSICAL DELIVERY OF ITEMS/GOODS REQUIRED:

For Physical Delivery solicitations, the period of performance for an award shall begin with

either the placement of Purchase Order or the date indicated on the Agreement. All items to

be delivered are to be FOB Cherokee County at the address indicated in the solicitation.

Performance shall be complete upon final acceptance by the County. Time is of the essence

for the delivery of each item specified. Warranty requested as below:

Warranty Term Requested: ____

2. No SERVICES REQUIRED

PERFORMANCE OF SERVICES:

For Performance of Services solicitations, the period of performance shall begin with the

placement of either a Purchase Order or the date of the Agreement unless the Agreement, the

SOW or the Solicitation Terms indicate that performance shall begin upon the issuance of a

Notice to Proceed (NTP), in which case the NTP would represent the beginning of

performance. Term of services requested are as below:

Services Term:

One Year

Two Years

Three Years

Five Years

3. OPTION GRANT:

This solicitation contains requested options; please see Statement of Work for details.

Solicitation Requirements & Instructions, Page 3 of 9

SUBMITTAL INSTRUCTIONS:

Interested Bidders/Proposers should carefully review the requirements defined herein and provide

complete and accurate submissions that should include the following items (only items indicated with

an “X” in the corresponding boxes are required for this solicitation):

Information and Addenda Acknowledgement Form (Appendix A)

Non-Influence and Non-Collusion Affidavit (Appendix B)

E-Verify Affidavit (Appendix C)

References* (Appendix D)

Acceptance of County’ Standard Agreement**, as below: (Appendix E)

Professional Services Agreement (Sample provided)

Construction Services Agreement (Sample Provided)

Architectural & Engineering Services Agreement (Sample Provided)

Other:

Certification Regarding Debarment, Suspension, and Other Responsibility Matters

Primary Covered Transactions (Appendix F)

Contractor’s License Certification (Appendix G)

Bonds Requirements if the price bid > $100K

Ability to Provide Performance, Labor & Matl. Payment Bond (Appendix H)

Bid Bond (See Appendix I)

Evidence of/ability to provide Insurance at the limits identified herein,***

Certifications, Licenses or Registrations as required by law and/or as requested

Pricing on Proposer’s Company Letterhead

Pricing on included pricing sheet / bid form

Contractor’s Qualifications Statement (Appendix J)

Added Terms to Construction Service Agreement (Attachment)

ARPA Terms, Conditions, Certifications & Representations (Attachment)

Substitutions Proposed: See Instructions Standard Solicitation Terms****, Item 9

Any other requirements as requested under the scope of work

Notes:

*The County reserves the right to contact not only those references provided, but may also use

previous performance for the County, other contacts it identifies and other sources of information

believed to be viable to evaluate capability, viability and performance.

**If Acceptance of County’s Standard Agreement is checked, all work/items defined herein are to be

quoted according to these requirements. Copies of these agreements can be located at the County’s

Procurement web page.

***Insurance levels requested are those identified in the County’s Standard Agreement, section “I.”

****Standard Solicitation Terms Refer to Cherokee County Standard Solicitation Terms and

Conditions

Solicitation Requirements & Instructions, Page 4 of 9

EVALUATION CRITERIA:

Bids/Proposals that contain options or additive work above and beyond the base bid will be evaluated

financially according to the criteria described in the solicitation. However, should the use of options

or additive work proposed exceed the County budget, the County retains its rights to address such

situations as described in its Standard Terms For Bid and Proposal Solicitation as well as the right to

award based on the base bid only or the base bid plus quoted additive work that is within its budget.

Bids determined to be Responsive and Responsible will be ranked based Bid Form Criteria.

Proposals determined to be Responsive and Responsible will be evaluated on the following

criteria:

100%

Price

Technical (see below)

TOTAL

CRITERIA FOR EVALUATING SUBMITTALS

100% Technical

Please submit a proposal package demonstrating company’s qualifications, experience, key staff,

ability to respond 24/7/365, company’s approach to working with victims/structures, approach to

securing structure, assisting families, etc. Additionally, provide any other services that your company

provides that would be beneficial to the evaluation of this RFP.

1. Adequately satisfy the County’s requirements for contractor’s qualifications and expertise in executing

PIVA services outlined in this document.

2. Ability to meet desired timelines.

3. Provide insurance, indemnity and hold harmless.

4. Minimum of 5 years’ experience providing PIVA services or equivalent services.

5. Provide a minimum of five (5) references.

6. Ability to attend mandatory training – date TBD.

7. Any other services offered that would be beneficial to the PIVA program.

References may be contacted should the evaluation team deem them necessary.

Proposals will be scored on the above evaluation criteria. Failure to provide information necessary to

evaluate proposal, may result in a lower scoring proposal.

The County reserves the right to reject the bid of any vendor who has previously failed to perform

properly or complete on time contracts of a similar nature, or who upon investigation shows is not in

a position to perform the contract.

Solicitation Requirements & Instructions, Page 5 of 9

HOW AND WHERE TO SUBMIT BIDS AND PROPOSALS:

The County has two methods for receiving bids and proposals that are mutually exclusive; either

electronically or by physical receipt. The box with the “X” below indicates how and where bids or

proposals are to be submitted. The County will NOT accept proposals by fax, or e-mail unless

authorized, in writing, by the Procurement Director. The solicitation submission deadline will be

strictly enforced; no late bids/proposals will be accepted for any reason, please plan accordingly.

A. Electronic Submissions Only:

Bids and Proposals are to be submitted electronically ONLY to BidNet Direct. Physical copies are

not to be submitted unless approved in advance by the Purchasing Director.

Proposals and all requested documentation to be provided electronically should in the Adobe

Portable Document Format (PDF) as ONE file unless otherwise indicated in these solicitation

instructions. Documents provided in response to this solicitation are to be named according to the

following naming convention:

a. [Solicitation Number]_[Vendor Name]_[Document Type]

Example: “2017-111_ABC Company_Proposal”

QUESTIONS/ADDENDA:

Only written inquiries will be permitted during the solicitation period. Questions are to be submitted

via BidNet Direct for this solicitation no later than the date and time indicated in the Schedule, as

may be amended. Answers will be posted via formal Addendum and only released as part of the

solicitation documents on BidNet Direct. All interested parties are instructed to monitor BidNet Direct

on a regular basis throughout the solicitation period. The final date for posting of Addenda is per the

Schedule, as may be amended.

STATEMENT OF WORK AND / OR SPECIFICATION LOCATED ON THE NEXT PAGE

2024-028 Post Incident Victim Assistance On Call Service Program

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