|Type of Government:||State & Local|
|Posted Date:||Sep 12, 2019|
|Due Date:||Oct 16, 2019|
|Bid Source:||Please Login to View Page|
|Contact information:||Please Login to View Page|
|Bid Documents:||Please Login to View Page|
RFP 7314 IMATTER PROGRAM PROVIDER
|Category:||Administrative Services - Purchasing|
Mark A. Cowart
Chief Information Officer
2222 M Street
Merced, CA 95340
(209) 725-3535 Fax
Equal Opportunity Employer
Issue Date: 09.12.19
COUNTY OF MERCED
REQUEST FOR PROPOSAL
IMATTER PROGRAM PROVIDER
Notice is hereby given that proposals will be received at the Merced County Department of Administrative Services-Purchasing Division for performing all work necessary in accordance with the “REQUIREMENTS” and other related documents provided herein. Please carefully read and follow the instructions.
Responses shall be presented under sealed cover with the Proposal Number and the Proposal Submittal Close Date clearly marked on the outside and forwarded to:
County of Merced
Department of Administrative Services-Purchasing
2222 M Street, Room 1
Merced, California 95340
Attn: Kim Nausin, Purchasing Manager
Any Bidder who wishes their response to be considered is responsible for making certain that their response is received in the Merced County Department of Administrative Services-Purchasing Office by the closing date.
RESPONSES RECEIVED AFTER THE DEADLINE WILL BE REJECTED WILL BE RETURNED TO THE BIDDER UNOPENED.
CLOSING DEADLINE DATE: 4:00 P.M., October 16, 2019
RESPONSES WILL BE CONSIDERED LATE WHEN THE OFFICIAL DEPARTMENT OF ADMINISTRATIVE SERVICES-PURCHASING DIVISION TIME CLOCK READS 4:01 P.M.
TABLE OF CONTENTS
Cover Page 1
Table of Contents 2
1 – Introduction 3
2 – Timetable and Checklist 6
3 – Requirements 8
4 – Response Format and Content 12
5 – Basis of Award, Selection Process and Evaluation Criteria 18
6 – Terms and Conditions 22
A – Signature Page 36
B – Local Vendor Preference Certification 37
EXHIBITS: (If Applies)
1 - Sample Agreement 38
1.1 INTENT OF THE REQUEST FOR PROPOSAL
Merced County Behavioral Health and Recovery Services (BHRS) is soliciting proposals for a provider to educate and work with the K-12 schooling population, which includes students and school staff on social skill development, bullying prevention and mental health stigma reduction through a program called “iMatter.” The iMatter program is a classroom-based social-skills program for children ages four (4) to seventeen (17) that teaches socio-emotional skills aimed at reducing impulsive and aggressive behavior while increasing social competence, and school staff to gain skills on addressing such issues without using conventional methods such as detention. The program consists of screening, in-school curricula, parent training, and skill development. iMatter teaches children to identify and understand their own and others' emotions, reduce impulsiveness and choose positive goals, and manage their emotional reactions and decision-making process when emotionally aroused.
The successful Bidder shall provide services through the iMatter program as outlined in the Mental Health Services Act (MHSA) Prevention and Early Intervention (PEI) Plan in accordance with the established guidelines, rules and regulations issued by the pertinent governing bodies. The final document shall be in accordance with the PEI Guidelines. It will be supported by the PEI Resource Materials, shall follow policy direction as stated in the MHSA PEI component.
1.2 BACKGROUND INFORMATION
MHSA (also referred to as Proposition 63) passed in November 2004, provided the first opportunity in many years for the State to provide increased funding, personnel, and other resources to support county mental health programs and monitor progress toward statewide goals for children, transition age youth, adults, older adults and families. MHSA addresses a broad continuum of prevention, early intervention and service needs and the necessary infrastructure, technology, and training elements that will effectively support this system. MHSA is composed of the following five (5) components:
• Community Services and Supports
• Workforce Education and Training
• Capital and Technology
• Prevention and Early Intervention
MHSA programs under each of the components follow their own set of regulations.
The iMatter Program is covered under the PEI component. The original guidelines for the PEI component were finalized in August 2007. The Mental Health Services Oversight and Accountability Committee (MHSOAC) is updated the PEI guidelines through out the years. Bidders to this RFP will be required to adhere to the guidelines for the PEI component as well as any updates to the PEI component once they are approved. Statutory authority for PEI is from Welfare and Institutions Code, Division 5, Part 3.6, Section 5840.
Prevention: Prevention in mental health involves reducing risk factors or stressors, building protective factors and skills, and increasing support. Prevention promotes positive cognitive, social and emotional development and encourages a state of well-being that allows the individual to function well in the face of changing and sometimes challenging circumstances. Universal voluntary screening may also be a prevention intervention to facilitate early identification of potential mental health problems or concerns. MHSA calls for an approach to prevention that is integrated, accessible, culturally competent, strength-based, effective, and that targets investments with the aim of avoiding costs (in human suffering and resources) for treatment services.
Early Intervention: Early Intervention is directed toward individuals and families for whom a short-duration (currently less than one year), relatively low-intensity intervention is appropriate to measurably improve mental health problems or concerns thereby avoiding the need for more extensive mental health treatment or services; or to prevent a mental health problem from getting worse. Examples include parent-child interaction training for children with behavioral problems, anger management guidance, and socialization programs with a behavioral health emphasis for home-bound older adults with signs of depression.
The State Department of Mental Health approved Merced County’s MHSA PEI Plan on November 20, 2008. One of the projects included in the MHSA PEI Plan is Skills Building in Children 0-17. Pursuant to the 2008 approved PEI Plan, an important component of this project was the expansion of an existing Second Step (also known as iMatter) Program. In February 2014, the addition of an Anti-Bullying component to the iMatter Program was approved as part of the 2013-2014 MHSA Program Update. On January 30, 2018, the Anti-Bullying component was expanded to encompass stigma reduction as it related to disabilites, mental health, physical appearance and more in High Schools.
1.3 AGREEMENT TERM
The Agreement term shall be for a period of five (5) years. The start date will tentatively commence July 1, 2020, with a scheduled completion date of June 30, 2025, contingent on appropriate and sufficient funding.
A Sample Agreement is included as an attachment to this proposal. This Agreement will become part of the final Agreement with the successful Bidder. Any exceptions to the terms and conditions as stated herein and in the Sample Agreement must be identified separately within the submitted response. An Agreement with the successful Bidder is executed only upon final approval by the County's Board of Supervisors.
TIMETABLE AND CHECKLIST
2.1 SUBMITTAL CHECKLIST
All items are required. This checklist is provided to assist you in ensuring you submit a complete response.
a. _____Signature Page (Attachment A)
b. _____Acknowledgement of Amendment(s) (If any)
c. _____Bond(s) (If any)
d. _____Cover Letter
e. _____Table of Contents
f. _____Executive Summary
i. _____Bidder's Qualifications
j. _____Cost Proposal
k. _____Financial Statement or Sufficient Financial Information
(Non-submittal is considered non-responsive and cause for rejection of response.)
l. _____Local Vendor Preference Certification (Attachment B)
To the extent achievable, the following schedule shall govern the review, evaluation and award of the proposal. The County reserves the right to modify the dates below in accordance with its review process.
Activity Estimated Schedule Date________
Availability of the Request for Proposal
Deadline for submission of interpretation and/or written questions in relationship to the Request for Proposal.
Questions submitted after this date will not be answered. The closing date will not be extended for questions submitted after this date.
Closing date for the Request for Proposal
A list of respondents will be posted to the web at close of RFP
Agreement performance to commence
2.3 NUMBER OF COPIES TO BE SUBMITTED
2.3.1 Please submit one (1) original signature hard copy to be signed in blue ink (original copies marked as such) and three (3) exact copies of the original and one soft copy via thumb drive.
2.3.2 Bidder also to submit ONE (1) paper copy of Financial Statement as set forth herein. See Section 4.2.11 for guidance on what is required.
2.3.3 Disclosure of any Self Insured Retention (SIR) associated with the insurance requirement in the Sample Agreement.
A. As a general requirement, Bidder shall have at least five (5) years of experience providing services to Kingergarten through twelfth (K-12th) grade students, and school staff utilizing the Second Step curriculum on Social Skills development and Anti-Bullying.
B. Bidder shall articiulate how they plan on delivering services through iMatter, a school-based social-skills program for children K-12th grade that teaches socio-emotional skills aimed at reducing impulsive and aggressive behavior while increasing social competence that also include the following, but not limited to, activities:
1. Utilize an engaging method of discussing social skills development, anti-bullying, mental health stigma reduction;
a. Describe in detail the method of engagement and why it is the most effective method for that population.
b. Demonstrate group decision making, modeling, coaching, and practice lessons using interpersonal situations presented in photos or video format.
2. Educate children to identify and understand their own and others' emotions, reduce impulsiveness and choose positive goals, and manage their emotional reactions and decision making process when emotionally aroused;
3. Implement evidence-based curriculum that builds sequentially and covers empathy, impulse control, anger management, and issues of bullying and anti-violence in developmentally and age-appropriate ways, including, but not limited to, the following topics:
a. “Let’s be friends” (Pre-K– 2).
b. “Virgil The Bully from Cyber Space” (Grades 1-3)
c. “There’s no excuse for Peer Abuse” (Grades 3-5)
d. “Stand Up- Speak Out” (Grades middle school and up)
e. “Bullying. Ignorance is No Defense” (high school)
f. Teenage Health Teaching Modules (6th -12th grade)
4. Provide anti-bullying and anti-violence services to children in all districts of the Merced County school system who are identified by school administration as needing to increase appropriate social/peer interactions as it relates to bullying;
a. Provide services to eligible children whether they are the victim or the perpetrator of the bullying.
5. Provide for one iMatter liaison to work with and maintain relationships with participating schools; and
6. Provide for teaching assistants at schools to ensure model integration;
7. Identify students that may need early intervention services;
a. Describe the method of identifying early intervention needs.
b. A process of referring for high care if needed.
c. Once identified, how will services be delivered at the child’s school site/campus?
d. Ensure that there are no barriers to accessing services, including transportation, or insurance or Medi-Cal requirements.
8. Screen students, utilization of in-school curricula, conduct parent training and work on skill development;
a. Provide details on how each services will be completed and how the Bidder plans on working with the school staff to incorporate these services.
b. Provide a sample schedule of how the Bidder plans on including parents who cannot make sessions that are held during work hours.
9. Promote bully and mental health stigma prevention initiatives at High Schools in Merced County; and
a. Bidder shall describe how they plan on collaborating with the Assistant Principals, School Guidance Counselors, School Psychologists and Clinicians at each school to identify students who have been bullied due to a stigma (mental health, physical disability, sexual orientation, etc.), and schedule social skills, bully prevention and anti-stigma educational sessions.
10. Collaborate with community agencies to provide resources to participants with their families and school staff.
C. Bidder shall ensure the inclusion of the following goals:
1. Provide social skills and antibullying services to a minimum of one hundred (100) additional students per fiscal year, in at least ten (10) different school campuses, with two (2) of the campuses to be located in rural communities;
a. Collect data for the anti-bullying component via surveys, pre-tests and post-tests that examine students’ attitudes and behaviors;
2. In regards to bully and mental health stigma prevention initiatives, serve a minimum of one hundred (100) students per school, with a minimum of seven hundred (700) per fiscal year for the program.
3. Collect and analyze data collected through the program, especially as it relates to collecting PEI required data listed in Exhibit M “Mental Health Services Act Additional Terms and Conditions”;
4. Collect data and report on the following Specific, Measurable, Attainable, Relevant, and Timely (SMART) Goals:
a. Conduct fifty (50) Social Skills Building and/or Bullying Prevention presentations each year.
b. 70% of participating youth will show behavior/emotional improvement each year.
c. 60% of participating youth (of those being sent to the office) will reduce the number of incidents of being sent to office each year.
d. 70% of participating youth will self-report not bullying anyone since attending the bullying prevention group each year.
e. 70% of participating youth will self-report not being bullied since attending the bullying prevention group each year.
f. 70% of participating school staff will report an improvement in the classroom environment since being involved in the Social Skills Building Program each year.
g. 60% of participating school staff will report fewer incidents of bullying since their students have been participating in the bullying prevention groups each year.
h. 70% of participating parents will report improved relations with their child each year.
i. 70% of participating parents will report feeling their parenting skills have improved since attending classes each year.
j. Seven hundred (700) students will have participated in the bully/stigma campaign each year.
k. 70% of students will report fewer incidents of bullying incidents associated with mental health stigma each year.
l. 70% of school administration will report fewer incidents of bullying incidents associated with mental health stigma each year.
m. Maintain an annual school staff satisfaction level of 70%.
n. Maintain an annual parent satisfaction level of 70%.
o. Maintain an annual youth satisfaction level of 70%.
3.2 SPECIFIC COMPLIANCE
The Bidder awarded the Agreement derived from this proposal will be required to abide by all applicable Federal, State, and Local laws and regulations, including the following, but not limited to:
• Mental Health Services Act, with a concentration on Prevention and Early Intervention Regulations; and
• General school rules and regulations as it will relate to providing the services describe in Section 3.1.
RESPONSE FORMAT AND CONTENT
4.1 GENERAL INFORMATION
This section describes the required response format and content. The response should contain the requested information organized by the prescribed section and subsection numbers and titles. Any information provided beyond that required in the response should be contained in a section entitled "Optional Exhibits and Attachments”.
Each Bidder shall submit a complete response, along with requested copies, providing all information requested and a complete description of the functional operation of the program/project proposed. Failure to follow the prescribed format may result in rejection of your response.
Responses must be complete in all aspects. A response may be rejected if it is conditional or incomplete, or if it contains any alteration of form or other irregularities of any kind. A response may be rejected if any such defect or irregularity constitutes a material deviation from the proposal requirements. The response must contain all costs required by the proposal.
Responses must be clearly marked as stated herein and must be received by the date and time specified.
The response must be typed. Every part of the response must be legible and of sufficient print clarity to allow copying of the document. Mistakes/Errors may be crossed out and corrections typed or printed adjacent to the mistake/error and initialed in ink by the person signing the response.
Special bindings, colored displays, etc., are not necessary. A single three-ring binder divided into sections by labeled tab index sheets is sufficient. Attachments that are not included in the binder should be clearly labeled according to the sections and titles provided therein. The response should be clear, complete and consistent with the proposal content requirements.
4.2 RESPONSE FORMAT
The response must be developed on the forms provided in this package, or must follow the proposal content requirements in the order in which they appear in the proposal. Responses that do not conform to this format may not be considered for evaluation. Responses must be typewritten and submitted on standard 8 1/2" by 11" paper. Each page must be clearly and consecutively numbered. All responses must be submitted in the name of the legal entity or authorized agency. Responses must be signed in ink by the officer or officers legally authorized to bind the company, partnership or corporation.
The content and sequence of the response will be as follows:
4.2.1 Signature Page (Attachment A)
4.2.2 Signed Amendment(s) (If any)
4.2.3 Bond(s) (If any)
4.2.4 Cover Letter
4.2.5 Table of Contents
4.2.6 Executive Summary
4.2.9 Bidder's Qualifications
4.2.10 Cost Proposal
4.2.11 Financial Statement (separate sealed envelope)
4.2.12 Local Vendor Preference Certification (Attachment B)
4.2.1 Signature Page
Bidder must complete and return the enclosed Signature Page (Attachment A, “Signature Page”). The Signature Page must be signed in blue ink by the officer or officers legally authorized to bind the company, partnership, or corporation.
4.2.2 Signed Amendment(s)
Bidder must sign, in blue ink, and include a copy of any amendments to the RFP.
Bidder must enclose any bonds as required in the RFP.
4.2.4 Cover Letter
The Cover Letter must be a maximum of a one (1) page introducing the Bidder. The Cover Letter must include the Bidder’s name and address.
4.2.5 Table of Contents
The Table of Contents must be a comprehensive listing of the contents included in your response. This section must include a clear definition of the material, exhibits and supplemental information identified by sequential page numbers and by section reference numbers.
4.2.6 Executive Summary
The Executive Summary shall condense and highlight the contents of the Bidder’s Business Response to provide the Evaluation Committee with a broad understanding of the Bidder’s approach, qualification, experience and staffing.
This portion of the response will note any exceptions to the requirements and conditions taken by the Bidder. Exceptions should clearly explain why the Bidder is taking exception to the requirements. If exceptions are not noted, the County will assume that the Bidder's response meets those requirements as specified herein and that the Bidder accepts and intends to abide by all stated terms, conditions, and requirements. Exceptions will be considered by the County, and will form a part of any resulting Agreement, only if the County explicitly so states in writing.
Exceptions shall be noted as follows:
• Exceptions to the Scope of Work
• Exceptions to General Provisions
• Exceptions to Special Provisions
• Exceptions to Instructions for Submitting Response and Proposal Content Requirements
• Exceptions to any other part of this RFP
• Exceptions to terms in the Sample Agreement
The Bidder’s response shall clearly describe in detail how the Bidder will meet the requirements of this proposal and perform the Requirements. Additionally, the response should provide any special or unique qualifications which the Bidder believes it possesses to meet the requirements of this proposal. Only those levels of performance the Bidder actually believes can be accomplished should be stated as measurable objectives. Each of the major tasks, or activities to be undertaken, as a means of reaching such objectives, must be specifically identified. Display the essential points of activity in a time sequence showing the amount of time allotted to each activity.
The merit of each response received in response to this proposal will be judged largely on the basis of each Bidder’s narrative description as described in the Approach of their response. It is important that your response contain all information required for an effective review process. The response should be written in such a manner to provide sufficient detail to enable the Evaluation Committee members to know what is planned at every stage, and to make a judgment as to the probable success of the proposed effort.
(A benchmark chart may be completed to display the time frame for achieving and accomplishing each major program/project task or activity. Flowcharts and other related graphics may accompany this section.)
4.2.9 Bidder's Qualifications
Bidder shall provide a concise statement demonstrating that the Bidder’s company has the qualifications, experience, and capability to perform the requirements of this proposal. The following sections must be included:
Provide a brief history of your company, including the number of years in business. State whether your organization is an individual proprietorship, partnership, corporation, or private nonprofit organization, and the date your company was formed or incorporated. Provide a statement as to any judgment, litigations, licensing violations, or other violations, outstanding or resolved, against your company in the past five (5) years.
b) Background and Experience
A summary of relevant background information describing your company’s experience of major accomplishments and/or activities similar to the requirements set forth under this proposal, which demonstrates your company's ability to provide the service described in your response.
Provide a list of at least five (5) customer references. Include the firm’s name; the name, title, and telephone number of a contact person; the dollar amount of the Agreement; and the dates that these services were completed. Bidder may provide sample material of your company's work to substantiate your previous experience.
d) Staff Assignment
A brief description of the experience and qualifications of the proposed key staff members assigned to this program/project and what percentage of their time will be devoted to the program/project. Show their function, level of education, degree and license, if appropriate, and a detailed resume for each person. Additionally, the Bidder must specify where the staff will be located and identify the program/project manager.
4.2.10 Cost Proposal
It is essential that all responding Bidders include and clearly detail all costs, payment schedules, categorization of line items, and/or other related costs associated with your response. All responses must have a narrative providing a thorough and clear explanation of your costs.
4.2.11 Financial Statement
FINANCIAL STATEMENT SUBMITTED WILL BE FORWARDED TO COUNTY AUDITOR-CONTROLLER FOR REVIEW AND DESTROYED OR RETURNED WITHIN SEVEN (7) WORKING DAYS FOLLOWING CLOSE OF RFP. IF YOU WISH TO HAVE YOUR FINANCIAL STATEMENTS RETURNED, A SELF-ADDRESSED, STAMPED ENVELOPE MUST BE ENCLOSED.
Provide copies of the Bidders most current and prior two (2) fiscal years financial statements. Financial statements should include a balance sheet and income statement at minimum. Financials consisting of, but not limited to the Balance Sheet (Statement of Financial Positions), and Income Statement (Statement of Operations), and the Retained Earnings Statement (Changes in Fund Balance) are necessary for construction and service provider Agreements over $10,000. For Agreements under $100,000 (federal funding over $100,000 single audit requirements will apply), if audited statements are available, these should be submitted to meet this requirement. Financial statements will be kept confidential if so stamped on each page.
If financial statements are not available, sufficient financial information should be submitted to demonstrate the ability to finance the Agreement and provide the services in accordance with the requirements of this RFP, understanding that cash advances are not available. Financial information will be kept confidential if so stamped on each page.
THIS INFORMATION IS TO BE PLACED IN A SEPARATE SEALED ENVELOPE AND MARKED "BIDDER'S FINANCIAL STATEMENT” ON THE OUTSIDE OF THE ENVELOPE. FAILURE TO SUBMIT FINANCIAL INFORMATION WILL BE CONSIDERED AS “NONRESPONSIVE”, RESULTING IN REJECTION OF RESPONSE.
4.2.12 Local Vendor Preference Certification
If the Bidder meets the criteria and would like to be considered for Local Preference consideration, Bidder must complete and return the enclosed Local Vender Preference Certification Form (Attachment B). The Local Vendor Preference Certification Form must be signed in blue ink by the officer or officers legally authorized to bind the company, partnership, or corporation.
BASIS OF AWARD, SELECTION PROCESS AND EVALUATION CRITERIA
5.1 BASIS OF AWARD
Award will be made to the Bidder whose response demonstrates to be the most qualified, responsive and advantageous to the County. The County shall not be obligated to accept the lowest cost response, but will make an award in the best interests of the County after all factors have been evaluated (“most responsive response”).
THE COUNTY RESERVES THE RIGHT, AT ITS SOLE DISCRETION, TO REJECT ANY OR ALL RESPONSES OR ANY PART THEREOF, OR TO WAIVE ANY INFORMALITIES IN THE RESPONSE AND MINOR IRREGULARITIES, TECHNICAL DEFECTS OR CLERICAL ERRORS, TO MAKE AN AWARD ON THE BASIS OF SUITABILITY, QUALITY OF SERVICE(S) TO BE SUPPLIED, THEIR CONFORMITY WITH THE SPECIFICATIONS AND FOR THE PURPOSES FOR WHICH THEY ARE REQUIRED, AND NOT CONFINED TO COST ALONE. THE COUNTY SHALL NOT BE LIABLE FOR ANY COSTS INCURRED BY THE BIDDER IN CONNECTION WITH THE PREPARATION AND SUBMISSION OF THIS OR ANY OTHER RESPONSE.
False, incomplete, or nonresponsive statements in connection with the response may be deemed sufficient cause for rejection. The County shall be the sole judge in making such determination. The County reserves the right to cancel or discontinue with the response process and reject any or all responses in the event it determines that there is no longer a requirement for the furnishing of such items, materials, equipment and/or services, funding is no longer available for this proposal, or it is otherwise in the County's best interest to cancel the proposal process.
5.2 SELECTION OF EVALUATION COMMITTEE
An Evaluation Committee consisting of selected personnel will be established to evaluate the responses. It is the intent of the Evaluation Committee to select an apparent successful Bidder with a recommendation to initiate Agreement negotiations. Selection will not be made on cost alone, but will be based upon the most responsive response.
5.3 EVALUATION CRITERIA
The Evaluation Committee will consider only those responses which have been considered responsive to the proposal. Any response which fails to meet the requirements of the proposal will be considered non-responsive and may be rejected. Responsiveness includes attention to detail in following the proposal format. The Evaluation Committee may also contact and evaluate the Bidder’s and the Sub-Contractors references; contact any Bidder to clarify any response; contact any current users of a Bidder’s services; solicit information from any available source concerning any aspect of a response; and seek and review any other information deemed pertinent to the evaluation process. The Evaluation Committee shall not be obligated to accept the lowest priced response, but shall recommend such response that is the most qualified, responsive and cost-effective response and in the best interest of the County (“most responsive response”).
Responses shall be ranked on a score of 1 to 10, with a score of 6 to 10 as exceeds requirements; a score of 5 as meets requirements; and a score between 1 and 4 does not meet requirements.
Compliance and Responsiveness to RFP
Experience with Program
5.4 NOTICE OF INTENT
A "Notice of Intent to Negotiate" with the successful Bidder will be sent to all participating Bidders upon Evaluation Committee recommendation to initiate Agreement negotiation. This “Notice of Intent to Negotiate” will be sent to all participating Bidders by U.S. postal mail and/or email.
A “Notice of Intent to Award” with the successful Bidder will be sent to all participating Bidders upon completion of the Agreement negotiation and the Agreement is on the Board of Supervisors agenda. This “Notice of Intent to Award” will be sent to all participating Bidders by U.S. postal mail and/or email.
5.5 NEWS RELEASES
News releases by the Bidder pertaining to the award resulting from this proposal shall not be made without prior written approval of the County.
A debriefing shall be held before the award of the Agreement upon the timely request of an unsuccessful Bidder for the purpose of receiving information concerning the evaluation of the Bidder’s response. The request must be in writing, dated, signed either by the Bidder or a legally authorized individual on behalf of the Bidder and be received by the County’s Department of Administrative Services-Purchasing at 2222 “M” Street, Merced, California 95340 within three (3) working days following the County’s transmission, by U.S. postal mail or facsimile, of the “Notice of Intent to Negotiate”. Each requesting Bidder will be allotted a maximum of one hour for any debriefing conference. The information provided by the County will be based on the Evaluation Committee determinations of your company’s submitted response as it relates to the evaluation criteria as stated herein above. The debriefing may be held, in the discretion of the County, by telephone conference call. The debriefing is not the forum to challenge the proposal’s specification, requirements, or the selection criteria. The debriefing procedure provided herein to all requesting and unsuccessful Bidders to the County’s Request for Proposal is the exclusive and sole remedy and means of receiving information regarding the respective Bidder’s evaluation and preliminarily challenging the award of the Agreement.
Should an unsuccessful Bidder request a debriefing, and believes its response to be the most responsive to the County’s proposal and that the County has incorrectly selected another Bidder for award, the appealing Bidder may submit a protest of the selection as described below:
All protests must be made in writing, dated, signed by the Bidder or an individual authorized to sign Agreements on behalf of the protesting Bidder, and contain a statement of the reason(s) for protest; citing the law(s), rule(s) and regulation(s) or procedure(s) on which the protest is based. The protesting Bidder must have gone through the debriefing process described above, and must provide facts and evidence to support the protest.
Protest(s) to County’s Intent to Award must be sent either by U.S. mail, postage prepaid, or by personal delivery to:
County Executive Officer
County of Merced
2222 M Street
Merced, California 95340
All protests in relationship to the County’s intended award decision must be received by the County Executive Officer no later than seven (7) working days following the County’s transmission, by U.S. postal mail or facsimile, of the “Notice of Intent to Award” to the Bidder.
5.8 PROTEST PROCEDURES
A Bidder protesting the results of any of the processes described herein must follow the procedures set forth herein. By submitting a “Letter of Intent to Protest”, the Bidder has agreed that the protest procedures herein shall precede any action in a judicial or quasi-judicial tribunal regarding this proposal. Protests that do not follow these procedures shall not be considered. The protest procedures constitute the sole administrative remedy available to the Bidder under this procurement. Upon exhaustion of this remedy no additional recourse is available with the County of Merced.
Upon receipt of the formal protest, the County Executive Officer, or his/her designee, will attempt to resolve the protest. If the protest has not been resolved, the Bidder will have an opportunity to address the Board of Supervisors stating their concerns. The decision of the Merced County Board of Supervisors constitutes the final step of the Bidder’s administrative remedy.
A protest shall be disallowed when, in the judgment of the County Executive Officer, or his/her designee, or the County Board of Supervisors, it has been submitted: (1) as a delay tactic; (2) for the purpose of posturing the protester advantageously for future procurement; (3) in a form that deviates from the one prescribed; (4) without adequate factual basis or merit; or (5) in an untimely manner.
In the event that a protesting Bidder does not appear at the protest hearing as scheduled by Merced County, the protest will be disallowed.
TERMS AND CONDITIONS
6.1 REQUEST FOR PROPOSAL CLOSING DATE
Responses must be received in the Merced County Department of Administrative Services-Purchasing on or before 4:00 p.m. on date specified on each separate proposal. The time specified will be as defined by the official time clock in the office of the Department of Administrative Services-Purchasing, 2222 “M” Street, Room 1, Merced, California 95340. It is the sole responsibility of the submitting Bidder to ensure that its response is received before the submission deadline.
Response must be labeled as:
Merced County Request For Proposal No. 7314
Responses shall be presented under sealed cover and clearly identified on the outside to read:
• Name of the bidder
• Address of the bidder
• Subject of the Response
• Request for Proposal Number
• Proposal Submittal Deadline Date
Without law or policy to the contrary, if the Bidder took reasonable steps to submit the response in due time, and failure of the response to be on hand at the time of closing was not the result of negligence or other fault of the Bidder, but was the result of negligence by the County, the County reserves the right to accept such response.
All responses shall remain firm for at least one hundred twenty (120) days following the proposal closing date. The County reserves the right to withhold an award of the proposal for one hundred twenty (120) days from date of closing.
All responses and accompanying documentation submitted by the Bidders, with the exception of Financials, will become the property of the County and will not be returned. Responses shall be based on the material contained in the proposal. Bidders are instructed to disregard any prospective oral representations it may have received prior to the solicitation of the proposal.
Cost for developing and preparing the response is solely the responsibility of the Bidder whether or not any award results from this solicitation. Further, the cost of developing and preparing responses to the proposal will not be allowed as direct or indirect charges under any resulting Agreement.
No alteration in any of the terms, conditions, delivery, price, quality, quantities, or specifications will be effective without prior written consent of the County.
THE COUNTY RESERVES THE RIGHT, AT ITS SOLE DISCRETION, TO REJECT ANY OR ALL RESPONSES OR ANY PART THEREOF, OR TO WAIVE ANY INFORMALITIES IN THE PROPOSAL AND MINOR IRREGULARITIES, TECHNICAL DEFECTS OR CLERICAL ERRORS, TO MAKE AN AWARD ON THE BASIS OF SUITABILITY, QUALITY OF SERVICE(S) TO BE SUPPLIED, THEIR CONFORMITY WITH THE SPECIFICATIONS AND FOR THE PURPOSES FOR WHICH THEY ARE REQUIRED, AND NOT CONFINED TO PRICE ALONE. THE COUNTY SHALL NOT BE LIABLE FOR ANY COSTS INCURRED BY THE BIDDER IN CONNECTION WITH THE PREPARATION AND SUBMISSION OF THIS OR ANY OTHER PROPOSAL.
6.2 ANNOUNCEMENT OF RESPONSES
All responses received by the published date and time for submission will be publicly announced at the Department of Administrative Services-Purchasing at 2222 “M” Street, Merced, California 95340. The name of each Bidder will be publicly read and recorded. All other information contained in the responses shall be confidential to avoid disclosure of contents prejudicial to competing Bidders during the evaluation process. Representatives from organizations submitting responses may be present, but attendance at the announcement of the responses is not mandatory. No award decision, pricing, or exchange of views will be discussed at the response announcement.
6.3 INTERPRETATION, CORRECTIONS AND AMENDMENTS
The Bidder must carefully examine the specifications, terms and conditions provided in the Request for Proposal and become fully informed as to the requirements set forth therein. If anyone planning to submit a response discovers any ambiguity, conflict, discrepancy, omission or error in the proposal, has any questions in relationship to the “REQUIREMENTS”, or any other related matters, Bidder shall immediately notify the contact person as shown on the cover page of this RFP of such concern in writing and request clarification or modification of the document(s) no later than the Question and Answer deadline as set forth under Section 2.2, “SCHEDULED ACTIVITIES". No further requests for clarification or objections to the proposal will be accepted or considered after this date. Any change in the proposal will be made only by written amendment, issued by the Department of Administrative Services-Purchasing to each vendor on the Bidders list as well as posted on the County website, and shall be incorporated in the proposal. The Bidder shall sign and date the amendment and submit same with the response. Any oral communication by the County’s designated contact person or any other County staff member concerning this proposal is not binding on the County and shall in no way modify this proposal or the obligations of the County or any Bidders.
The Bidder may e-mail questions to the Buyer whose name is specified on the RFP, or mail to:
Merced County Department of
2222 M Street, Room 1
Merced, California 95340
Attention: Request For Proposal Information 7314
All inquiries shall be directed to the designated County staff person shown on the RFP. Contact with any other County personnel or any undue “badgering” of such County personnel by the Bidder is prohibited. Failure to comply with this request may be considered cause for disqualification of your response.
6.4 DISCUSSION WITH RESPONSIBLE BIDDERS AND CLARIFICATIONS TO PROPOSAL
The County may, in its sole discretion, conduct discussions with Bidders who submit responses determined to be responsive and have the potential of being selected for an award, for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Such clarifications may be permitted after submission of responses and prior to award. In conducting discussions, there shall be no disclosure of any information derived from responses submitted by competing Bidders to anyone outside the Evaluation Committee. The purpose of such discussions shall be to examine Bidders:
• Proposed method of performance
• Proposed personnel and facilities
All Bidders submitting a response for consideration agree that their company will be willing to enter into a final Agreement if awarded this proposal. The County may, in its sole discretion, negotiate certain terms and conditions of such final Agreement after identification of the apparent successful Bidder. However, Bidders should not assume that any terms of this RFP or other applicable terms and conditions are subject to later negotiation, and should instead assume that all such terms and conditions are mandatory conditions of participation in this RFP process. Negotiated changes, if any, will not change the “Requirements”....
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