Solicitation RFP-PRK-FY Computerized Maintenance Operations & Asset Mng. System. Bid designation: Public

Transcription

1 5 Solicitation RFP-PRK-FY Computerized Maintenance Operations & Asset Mng. System Bid designation: Public County of Santa Clara 9/8/2014 9:47 AM p. 1 6

2 Computerized Maintenance Operations & Asset Mng. System 5 Bid Number Bid Title RFP-PRK-FY Computerized Maintenance Operations & Asset Mng. System Bid Start Date Sep 8, :45:25 AM PDT Bid End Date Oct 2, :00:00 PM PDT Question & Answer End Date Sep 15, :00:00 PM PDT Bid Contact Metka Valh Management Analyst Metka.Valh@prk.sccgov.org Description The County of Santa Clara Parks & Recreation Department is requesting proposals from qualified consultants experienced in the strategic and operational management of large governmental parks and recreational facilities focusing on the Park s maintenance and asset management groups. 9/8/2014 9:47 AM p. 2 6

3 County of Santa Clara Parks and Recreation Department 298 Garden Hill Drive Los Gatos, California (408) FAX Reservations (408) Santa Clara County Parks and Recreation Department Request for Proposal (RFP) for Computerized Maintenance Operations and Asset Management System for Santa Clara County Parks and Recreation Department Number: RFP-PRK-FY Issue Date: September 8, 2014 Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 1 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 3

4 I. INTRODUCTION... 3 A. Invitation... 3 B. Background... 4 II. SCOPE OF WORK... 6 III. SCHEDULE OF EVENTS A. Point of Contact B. Explanation of Events IV. EVALUATION V. PROPOSAL PREPARATION AND SUBMISSION Proposal Tab 1 Letter of Transmittal Proposal Tab 2 Offeror s Corporate Information Executive Summary Corporate Information Past Performance (References) Indemnity and Insurance Requirements Proposal Tab 2 Qualifying Mandatory Requirements Proposal Tab 3 Professional Response Form Proposal Tab 4 Project Approach/Work Plan Proposal Tab 5 Proposal Cost Response Form Proposal Tab 6 Other Forms Qualifying Mandatory Requirements Professional Response Form Project Approach / Work Plan Non-Collusion Declaration Declaration of Local Business Offeror s Terms and Conditions Attachment 1. Conditions Governing the Procurement Attachment 2. Exhibit for Insurance Requirements Attachment Attachment 3. County Travel Policy Attachment 4. Sample Agreement Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 2 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 4

5 I. INTRODUCTION A. Invitation The County of Santa Clara Parks & Recreation Department (hereafter Parks ) is requesting proposals from qualified consultants (individuals or firms) experienced in the strategic and operational management of large governmental parks and recreational facilities focusing on the Park s maintenance and asset management groups. Parks seeks to be a world class organization by better alignment of their personnel, processes and tools. This Request for Proposal (RFP) is mainly focused on the planning, maintenance and asset management operations of Parks. The consultant must have significant knowledge, expertise and experience in not only the day-today maintenance operations such as work order management, preventive maintenance, property maintenance, etc., but must also have expertise in assessing and recommending the appropriate maintenance and management strategies for Parks. The objective of this RFP is to identify firms and/or Independent Consultants with the required experience, knowledge and expertise in Park and Recreation operations, maintenance and related asset management to provide the following services. See Scope of Work for details. Phase 1: Assessment and Recommendations a. Assess the as-is operations and assist in the establishment of Parks could-be vision defining the goals and objectives pertinent to Park s Maintenance Operations group. b. Based on the above, document and present to Park s management the available strategies and options, assist in defining metric requirements, assist in finalizing recommendations, and document the selected strategy(s). c. Obtain agreement, document and present the high-level road map of the transformation from the as-is to the could-be plus recommendations for quick wins. Phase 2: Solution Solicitation and Selection a. Based on the results of Phase 1, provide recommendations on selecting new software to ensure the departments are leaders in automation of Parks maintenance service delivery and asset management. b. Prepare the documents needed for an RFP that includes but is not limited to: intent, scope of work, qualifying mandatory requirements, and functional and technical requirements for selection of an on-site or cloud-based Computerized Maintenance Operations and Asset Management System (CMMS). c. Assist in the selection of the solution. This includes proposal evaluations, attending demos and/or presentations, and participating in finalizing the Statement of Work (SOW) and negotiations with the selected finalist. Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 3 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 5

6 Phase 3: Oversight, Independent Verification and Validation a. Oversee the vendor selected in Phase 2 during implementation and rollout of the new CMMS software b. Assist Parks in the Quality Control that includes but not limited to UAT and acceptance of the deliverables c. Assist in Change Control over implementation scope creep. d. Assist in Change Management to ensure end-user adoption of changes upon rollout. e. Perform other activities Parks may request, such as training and developing training materials. Phase 4: On-Going Support a. Provide post-implementation consulting, training, documentation, and other on-going support as needed by Parks. This RFP will result in a single award. It is anticipated that the resulting contract will be for three years, with the option for extension to complete said work, unless terminated earlier or otherwise amended. Respondents (Offerors) must submit only one proposal. Proposals not meeting the Qualifying Mandatory Requirements included in Appendix A will not be considered for further evaluation. Award of the RFP is subject to the approval of the budget. B. Background 1. County of Santa Clara (County) Santa Clara County is the fifth most populous County in California, with a population of nearly 1.8 million people. The County contains fifteen cities, encompassing approximately 1,300 square miles, which have large concentrations of electronics, research and manufacturing firms. Santa Clara County is the fifth-largest County government in the State and has an estimated workforce of 15,000. The County organizational structure includes a decentralized mix of approximately 50 semiautonomous County Agencies and Departments. The County provides services such as public safety and justice, road construction and maintenance, parks and recreation, libraries, and environmental resource management. It also operates "enterprise" programs, which charge fees to users for services. Two examples are the Santa Clara Valley Medical Center and the County airports. The County acts as an agent of the State in administering health, social services, and criminal justice programs that are of statewide concern. Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 4 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 6

7 The County is governed by a five member Board of Supervisors who are elected by district to serve four-year terms. The County Executive administers the day-to-day affairs of the County and is appointed by the Board of Supervisors. 2. Santa Clara County Parks & Recreation Department (Parks) Parks operates regional recreational facilities and manages historical and natural resources for the County of Santa Clara in California. Over 50,000 acres (57 square miles) of parkland and open space which includes 21 regional parks, 2 recreational facilities parks, 3 historic parks and sites, over 290 miles of paved and unpaved recreational trails and currently employs 292 fulltime staff. 3. Parks Current Maintenance Operations and Asset Management Systems The current Parks maintenance operations and asset management methodology is a combination of manual and automated systems that present an operational challenge. Parks needs to manage: Its infrastructure assets including restrooms, shops, park offices, bridges, trails picnic areas, campgrounds, and turf. A combination of functions such as budgeting, workload projection, accounting requirements, work tracking location. Service request and work orders linked to performance budget and to specific infrastructure assets. Other management functions. ESRI GIS products are used for graphical display and analysis. Graphic information is maintained in ArcInfo coverage format. CAMAVA is used for Parks reservations. INVAPP2012 is used for warehouse inventory. MAINTAPP2K to track equipment purchases and repairs. MS Word, MS Excel, and MS Access database tools are used for some of Parks operations management functions. County uses SAP ECC for financial budgeting, cost accounting and reports, Kronos for time reporting, and PeopleSoft for HR functions. Parks currently uses Windows 7 for client software and Office 2013 for all operating systems. The PC network uses TCP/IP protocol exclusively for communication between its components. Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 5 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 7

8 II. SCOPE OF WORK The overall objectives of this solicitation is for a qualified Parks and Recreation management consultant to assist with operational assessment, establish a vision, strategies, and roadmap that will enable Parks to strategically plan and organize operational, maintenance, and asset management work. Subsequent assistance in the selection and oversight of solution implementation will be needed. This effort will consist of the following phases: Assessment and Recommendations, Solution Solicitation and Selection, Independent Verification and Validation, and On-Going Support to be done in sequential order. These phases are related but shall be completed on distinct milestones. There are some concurrent tasks, but in general phases must be completed in order and approved prior to commencement of the next phase. Commencement of work in subsequent phases must be mutually agreed upon. The consultant selected through this RFP process to develop the specifications for the subsequent product vendor solicitation will be required to make recommendations to Parks based on Parks needs and specifications and not recommend or attempt to influence Parks to select a specific brand or vendor. The consultant cannot have any relationship, financial or otherwise, with any product vendor that may respond to this RFP. The consultant is also prohibited from assisting any product vendor, in any manner, in responding to the RFP or any solicitation for the product vendor in Phase 2. Phase 1. Assessment and Recommendations This phase includes a management review and preliminary evaluation of the existing operations, maintenance, and asset management systems and procedures of Parks Department. The result will be the identification of areas and opportunities for improvement and the approach/time line to achieve both short-term goals and the long-range could-be vision. Offeror will document the assessment results and recommendations. Other interim documentation may be needed. Tasks include: a. Assess the as-is operations o Review the agency s field and branch operations, focusing primarily on the maintenance operations for effectiveness and efficiency opportunities. Understand and document the strengths and weaknesses of the Department s existing maintenance operations. Identify opportunities to create a methodology or synergies to achieve organizational short term objectives and long range goals to benefit each department. Review all aspects of the Department s maintenance operation to determine the gap between best in industry practice and potential opportunities to enhance effectiveness and efficiencies as compared to industry standards and the consultant s knowledge base. Outline and document operational baselines and opportunities in a report with specific recommendations for each department. Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 6 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 8

9 o Review and evaluate existing computerized systems in the department. Evaluate departmental databases, processes, documents, and the installation of computer software that assists in: (1) planning and scheduling of maintenance work, (2) monitoring actual accomplishment, performance and cost of force account, standing maintenance contracts services and managed projects in relation to each department s organizational strategies and objectives, and (3) management of assets, including inventory tracking and equipment purchase/repair/replacement practices. Determine how automation and high technology is being used within the operation. Perform a gap analysis and prepare documentation to highlight current uses and requirements to achieve greater management effectiveness and operational improvements. o Perform a detailed and thorough review of Park s Maintenance Operations group and equipment capabilities and capacities. The assessment must include, but is not limited to: Processes/Activities Inventory of infrastructure features Inventory management and controls included fixed assets Customer Service practices Resource and Organization Budget and Financial Resource Data Technology Review Policies and Goals Comparable benchmarks b. Based on the above, document and present to Park s management the strategies and/or options available, assist in defining requirements (e.g., metrics), assist in establishing Parks could-be vision that defines key goals and objectives pertinent to Park s Maintenance Operations group. This includes, but is not limited to, key performance indicators (KPIs), and other metrics. o Provide an evaluation of required staffing levels, as well as level of service required for the department, by considering the public and staff use of the facilities the department maintains. Service Levels will be based on NRPA (National Recreation and Park Association) Park Maintenance Standards or other nationally recognized park level standards. o Make recommendations for state-of-the-art process and procedure improvements. o Document specific requirements to optimize resources from a Parks perspective. o Provide costs and timeframes to implement recommended changes, potential efficiency savings identified in customer satisfaction, staff man-hours, financial savings and payback time periods associated with the expense of each change. o Assist in finalizing the requirements and recommendations, and document the selected strategy(s). o Provide an implementation plan for changes to operational and reporting procedures, and for the enhancements or replacement of existing computerized systems. Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 7 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 9

10 c. Obtain agreement, document and present the high-level road map of the transformation from the as-is to the could-be vision plus recommendations for quick wins. Phase 2. Solution Solicitation and Selection The Solution Solicitation and Selection Phase will result in selection of a vendor to implement new software purchased for managing Parks maintenance operations and assets. The goal is to bring Park s operations, maintenance, and asset management systems up to date and provide for growth. Tasks include: a. Based on the results of Phase 1, provide recommendations on selecting new software to ensure the departments are leaders in automation of Parks maintenance service delivery and asset management. b. Prepare the documents needed for an RFP that includes but is not limited to: intent, scope of work, qualifying mandatory requirements, and functional and technical requirements for selection of an on-site or cloud-based Computerized Maintenance Operations and Asset Management System (CMMS). c. Assist in the selection of the solution that matches Parks needs to the identified opportunities for effectiveness and efficiency. This includes proposal evaluations, attending demos and/or presentations, and participating in finalizing the Statement of Work (SOW) and negotiations with the selected finalist. Phase 3. Oversight, Independent Verification and Validation The Oversight, Independent Verification and Validation Phase broadly includes project management, quality control and assurance, support, oversight and risk mitigation to ensure that operational enhancements and solution(s) implemented meet requirements and specifications, and that the intended purpose is fulfilled. Tasks include: a. Ensure recommended opportunities and enhanced maintenance operations identified in Phase 1 are implemented. This includes, but is not limited to: o Improve annual maintenance operations planning and budgeting to support the Department s financial budgeting and human resources allocation process. o Increase organization capability to monitor and evaluate service levels, work performance, quality and cost by location, project, activity, sponsor, etc. o Provide guidance on the appropriate service levels for future planning through improved management information systems and better resource utilization. o Provide guidance and methods to increase capabilities and capacities in maintenance activity and to accurately report project results to sponsors. b. Monitor and evaluate the work products of the vendor implementing the solution identified in Phase 2. This work will be done in conjunction with Parks IT staff to ensure data and programs Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 8 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 10

11 are consistent with IT infrastructure and security requirements. Interim documentation may be needed. Activities include, but are not limited to: o Provide project management support o Status reporting o Project risk assessments o Ensure the design of configuration, enhancements, and possible customizations meet the identified opportunities for efficiency and effectiveness improvements recommended during the Phase 1. o Assist Parks in Quality Control that includes but is not limited to UAT and acceptance of the deliverables. o Assist in Change Control over implementation scope creep. o Assist in Change Management to ensure end-user adoption of changes upon rollout. Note: This task begins during implementations and continues into on-going support. o Deliverable reviews o Testing oversight and review o Training and implementation readiness assessment o Rollout activities Phase 4. On-Going Consulting and Support This phase provides post-implementation consulting, training, documentation, and other on-going support as needed by Parks. Note: Change Management activities started in the Oversight, Independent Verification and Validation Phase continue here for a period of time. Tasks include: a. Training and Coaching 1. Training and coaching efforts will be conducted to ensure system and management processes are understood and applied with enthusiastic acceptance by all the stakeholders. The content and sequence of the instructional activity will be mutually determined by the Offeror and Parks Training will include management, system, and technology components Operations training and reports interpretation training will be part of the offering Large group instruction may be used to introduce general topics, concepts and applications Small group hands-on activities will be used to enable end-users to master specific skills necessary to operate the program and import existing data sets. b. Documentation 2. A final report will be made documenting the effort made and changes implemented as part of this effort. The report will outline steps taken, key data and information uncovered, baseline information, improvements that were made, and other qualitative and quantitative information which would highlight the success of the project. Other interim documentation will be provided in all phases above. Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 9 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 11

12 c. On-Going Support 3. On-Going Support needs may be identified during the Solution Selection or Oversight, Independent Verification and Validation Phases of this effort. Offeror should be prepared to provide such support in the event that Parks cannot resolve a problem detected during postimplementation. Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 10 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 12

13 III. SCHEDULE OF EVENTS County will make every effort to adhere to the following anticipated schedule: Event Date 1. Issue of RFP September 8, Deadline To Submit Written Questions September 15, PST 3. Response to Written Questions/RFP Addendum September 19, Submission of Proposals October 2, 3pm, PST 5. Proposal Evaluation October 6-14, Selection of Short List (if applicable) October 20, Conduct Interviews (if applicable) October 21-24, Selection of Finalist(s) October 31, Final Negotiations Anticipate 6-8 weeks for contract negotiation and processing. 10. Commencement of Contract Upon Execution of the Agreement by both parties A. Point of Contact The County has designated a Procurement Lead who is responsible for the conduct of this Procurement whose name, address and telephone number are listed below: Metka Valh, Management Analyst County of Santa Clara, Parks and Recreation Department 298 Garden Hill Drive Los Gatos, CA metka.valh@prk.sccgov.org Any inquiries or request regarding this procurement should be submitted to the Procurement Lead in writing. Offerors may contact ONLY the Procurement Lead regarding this procurement. Other County employees do not have the authority to respond on behalf of the County. B. Explanation of Events 1. ISSUANCE OF RFP This RFP is being issued by the County of Santa Clara, Parks and Recreation Department. Copies of this RFP including supporting documents may be obtained from 2. DEADLINE TO SUBMIT WRITTEN QUESTIONS Potential Offerors may submit written questions to this RFP until the deadline as indicated in Section III. Written questions may be submitted through or via to the Procurement Lead for this RFP. Answers to all questions received by this deadline will be listed on an addendum to the RFP and posted on The County, however, reserves the right to post additional addenda until the RFP closing date and time. Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 11 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 13

14 The Point of Contact will not respond to questions submitted in any other manner or format. 3. RESPONSE TO WRITTEN QUESTIONS/RFP ADDENDUM Written responses to written questions regarding the substance of the RFP will be listed on an addendum to the RFP and posted on the bid management site: Any material changes to the RFP will also be issued as an addendum, and posted on The County reserves the right to post additional addenda until the RFP closing date and time. 4. SUBMISSION OF PROPOSALS Proposals must be addressed to and received at the place listed below. All received proposals will be time stamped. Offerors shall submit (6) six complete copies of the proposal, in a sealed envelope bearing the caption Parks Computerized Maintenance Operations and Asset Management System. The envelope shall be addressed to: County of Santa Clara, Parks and Recreation Department 298 Garden Hill Drive Los Gatos, California Attention: Metka Valh Proposals may be submitted in person or by U.S. mail (postage pre-paid), but must be received by the office identified above by the deadline as indicated in Section III, s and facsimiles are not acceptable. Late proposals will not be considered. All proposals will be deemed confidential (until such time as County determines otherwise) and will be retained by the County of Santa Clara. Additionally, the County reserves the right to reject all proposals, or to request additional information concerning any proposal for purposes of clarification. This RFP has been issued by the County of Santa Clara Parks and Recreation Department. Copies of this RFP have been posted on Bidsync at The County will NOT release any maps, planning documents, or previous studies for the preparation of this proposal. Offerors may check the Parks Department s website for documents related to previously approved projects. Please do NOT contact County staff for copies of these documents. The rules of the County s RFP process do not allow anyone other than the Procurement Lead to correspond with potential Consultants. Please do NOT contact any other County staff with any inquiry regarding the RFP proposal preparation. 5. PROPOSAL EVALUATION An Evaluation Committee will review and evaluate the proposals. Offerors that demonstrate their capacity, ability and capability to meet the County s requirements and cost will be determined to be within the competitive range and selected on the shortlist of Offerors to progress to the next round of evaluation. At the County s option, those Offerors in the shortlist will be invited to participate in Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 12 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 14

15 additional interviews, demonstrations and/or presentations as required. One of more Offerors may be selected as finalist(s) to enter into negotiations with the County with an intent to award a contract. 6. SUBMISSION OF CONTRACT FOR EXECUTION Based on the total value of the agreement, either the Board of Supervisors or the Director of Procurement will execute the agreement. 7. COMMENCEMENT OF AGREEMENT Commencement of agreement is upon execution by both parties. Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 13 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 15

16 IV. EVALUATION A. CRITERIA The evaluation criteria listed below will be used in the evaluation of written proposals. The expectation is that those proposals in the competitive range may be considered for contract award. The proposal should provide clear, concise information in sufficient detail to allow an evaluation based on the criteria below. See Section V, Proposal Response Format for proposal preparation. Parks expects the proposals to adhere to and be compiled as defined in this section. An Offeror must be acceptable in all criteria for a contract to be awarded to the Offeror that offers the best value to the County. 1. Executive summary; corporate strength, qualifications, references and Offeror reputation; 2. Qualifying mandatory requirements; 3. Professional response Form; 4. Project approach/work plan; 5. Cost; 6. Non-collusion declaration; local business preference declaration (if applicable); Offeror terms and conditions form. The overall cost to the County will be considered and the degree of importance of cost will increase with the degree of equality of the proposals in relation to the other factors on which is to be based. Note: The County does not pay for services before it receives them. Therefore, do not propose contract terms that call for up-front payments or deposits. B. LOCAL BUSINESS PREFERENCE (if applicable) In accordance with applicable sections of Board Policy, Section , in the formal solicitation of goods or services, the County of Santa Clara shall give responsive and responsible Local Businesses the preference described below. Local Business means a lawful business with a physical address and meaningful production capability located within the boundary of the County of Santa Clara. The term production capability means sales, marketing, manufacturing, servicing, provision of services, or research and development capability that substantially and directly enhances the firm's or bidder's ability to perform the proposed contract. Post Office box numbers, residential addresses, a local sales office without any support and/or a local subcontractor hired by the contractor may not be used as the sole basis for establishing status as a Local Business. In the procurement of goods or services using an Invitation to Bid or another solicitation method in which price is the determining factor for award of the contract, five percent (5%) shall be subtracted from a bid submitted by a responsive and responsible Local Business in determining the lowest responsive responsible bidder. If application of the 5% results in a Local Business bid being lower than the non-local business bid, the contract award shall be made to the Local Business at the Local Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 14 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 16

17 Business' original bid price. If after applying the 5% discount, two or more competing vendors have bid the same price, local businesses shall be given preference. In the procurement of goods or services in which best value is the determining basis for award of the contract - for example, a Request for Proposals - five percent (5%) of the total points awardable will be added to the Local Business score. When a contract for goods or services, as defined in this policy, is presented to the Board for approval, the accompanying transmittal document shall include a statement as to whether the proposed vendor is a Local Business, and whether the application of the local preference policy was a decisive factor in the award of the proposed contract. The local preference policy may only be applied based on the entity submitting a bid or proposal and not a subcontractor or business partner. This Local Business preference shall not apply to the following: a. Public works contracts; b. Where such a preference is precluded by local, state or federal law or regulation; c. Contracts funded in whole or in part by a donation or gift to the County where the special conditions attached to the donation or gift prohibits or conflicts with this preference policy. The donation or gift must be approved or accepted by the Board in accordance with County policy; or d. Contracts exempt from solicitation requirements under an emergency condition in accordance with Board policy, state law and/or the County of Santa Clara Ordinance Code. In order to be considered for Local Preference, Offeror must complete and submit Declaration of Local Business with its RFP response. Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 15 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 17

18 V. PROPOSAL PREPARATION AND SUBMISSION NUMBER OF RESPONSES AND FORMAT A total of (6) six hardcopies of the proposal are to be submitted on a double-sided letter size format (8½ by 11 ) in size 12-font (larger paper is permissible for charts, spreadsheets, etc.). Any smaller font size or single sided proposals will not be considered, nor will any oversized submissions be accepted. Parks personnel will not merge, collate, or assemble proposal materials. An Offeror may submit an amended proposal before the deadline for receipt of proposals. Such amended proposals must be complete replacements for a previously submitted proposal and must be clearly identified as such in the transmittal letter. Offerors wishing to respond to the RFP must supply to the County, and the County must receive, the following information in the order listed below, by the RFP Deadline Submission Date. Proposal Tab 1 Letter of Transmittal The letter of transmittal should include: 1. Identify the submitting organization, the company name, business address, including headquarters, all local offices, co-location locations (city/state), and telephone numbers; 2. Identify any offices or facilities located within the County of Santa Clara that substantially and directly enhances the Offeror s ability to perform the proposed contract; 3. Provide the name of the jurisdiction in which the Offeror is organized and the date of such organization; 4. Identify the name, title, telephone and fax numbers, and address of the person authorized by the organization to contractually obligate the organization; 5. Identify the name, title, telephone and fax numbers, and address of the person authorized to negotiate the contract on behalf of the organization; 6. Identify the names, titles, telephone and fax numbers, and addresses of persons to be contacted for clarification; 7. Be signed by the person authorized to contractually obligate the organization; 8. Acknowledge receipt of any and all addenda to this RFP; and Proposal Tab 2 Offeror s Corporate Information Within each section of the proposal, Offeror should address the requirements in order in which they appear in this RFP. 1. Executive Summary Include a one or two page executive summary which provides the Evaluation Committee with an overview of the significant business features of the proposal. Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 16 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 18

19 2. Corporate Information a. Offerors shall describe the length of time and their experience in providing consulting services for Devices and RFPs as related to the requirements listed herein. b. Provide the name and title of all key person(s) who would be responsible for the work to be performed under the agreement. Include their location and availability, the depth of their experience and background, and any professional (applicable) certificates and /or credentials, if any. Include resumes, if available. c. Offerors shall provide a description of the Offeror s organization, including names of principals, number of employees, client base, areas of specialization and expertise, and any other information that will assist the Evaluation Committee in formulating an opinion about the stability and strength of the organization. d. Provide a complete disclosure if Offeror, its subsidiaries, parent, other corporate affiliates, or subcontractors have defaulted in its performance on a contract during the past five years which has led the other party to terminate the contract. If so, identify the parties involved and the circumstances of the default or termination. e. Provide a list of any lawsuits filed against the Offeror, its subsidiaries, parent, other corporate affiliates, or subcontractors in the past five years and the outcome of those lawsuits. Identify the parties involved and circumstances. Also, describe any civil or criminal litigation or investigation pending. f. Identify all subcontractors that will be used in the performance of the contract. Include company name, business address, headquarter location, and all office relevant to the proposed solution and services. Explain what services the subcontractor will provide in relation to the proposed solution. If no subcontractor will be used, state No subcontractor will be utilized in the performance of the agreement. g. Please describe any past and/or current relationship, financial or otherwise, with equipment/device vendors and the status of such relationships. 3. Past Performance (References) Provide three (3) different external references from clients, for which the Offeror has provided similar consulting services within the last three years and who are willing to validate the Offeror s past performance on projects of similar size and scope. Include public organization references, if any. The minimum information that shall be provided for each client reference follows: a. Name and title of the contact person; b. Name of the facility or entity; c. Address of the contact person; d. Telephone number and address of contact person; and e. Brief description of the consulting projects for which services were provided. Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 17 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 19

20 4. Indemnity and Insurance Requirements Offerors shall provide a certificate(s) of insurance or a copy of insurance declaration page(s) with their proposals as written evidence of their ability to meet the insurance certificate and other applicable County insurance requirements in accordance with the provisions listed in Attachment 1 of the RFP. In addition, Offerors should provide a letter from an insurance agent or other appropriate insuring authority documenting their willingness and ability to endorse their insurance policies making the County an additional insured. Proposal Tab 2 Qualifying Mandatory Requirements Offerors shall attest in writing to meeting all items in Appendix A to be considered eligible for evaluation. Proposal Tab 3 Professional Response Form This section is for Offeror to discuss its experience needed for the Phases discussed in Section II Scope of Work as presented in Appendix B. Offeror must provide a narrative response to each item in Appendix B in the order listed. Please use the letters and numbers specified to identify your response as it correlates to the items listed. To be considered eligible for evaluation, do not modify the order, format, font, etc. in the order presented. Proposals that do not adhere to the structure provided will not be considered. Proposal Tab 4 Project Approach/Work Plan This section is for Offeror to discuss its experience with project organization and management, as presented in Appendix C. Offeror must provide a response to each item in the order listed below. Please use letters and numbers to identify your response as it correlates to the items in Appendix C. Do not modify the order, format, font, etc. Proposals that do not adhere to the structure provided will not be considered. The optional Value Added Services are also to be addressed in Proposal Tab 4 after the project approach/work plan questions are addressed. Proposal Tab 5 Proposal Cost Response Form All pricing must be disclosed using this form. The proposed cost shall include all fees, including onetime and recurring, sales tax, and value added options. Offeror Name: Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 18 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 20

21 Include a price proposal for each of the phases listed in Section II Scope of Work. The price proposal must identify the number of staff, maximum hours, hourly rates, and total not to exceed amount. In addition, include payment milestones based upon deliverables. Hours rates shall not include travel expenses. Travel expenses shall be priced separately and must comply with the County s travel policy (see Attachment 2). Identify any discounts extended to Parks, if any. Proposal Tab 6 Other Forms Include in this tab the Non-collusion Declaration, Local Preference Declaration, if applicable, and any Offeror Terms and Conditions. Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 19 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 21

22 Qualifying Mandatory Requirements OFERROR QUESTION RESPONSE FORM The following are the minimum qualifications for an Offeror to be considered as an eligible candidate to submit a proposal for the requested services described in this RFP. Proposals that do not meet the mandatory requirements will not be considered. Offeror must provide a response specifying dates of engagement, name of organization(s), and brief description of experience for each item in the order listed below. Please use letters and numbers to identify your response as it correlates to the items below. Do not modify the order, format, font, etc. Offeror must have: 1. A minimum of three (3) years providing consulting services related to Parks and Recreation, or related organizations, in a. Strategic assessments b. Requirements definition, solution selection and deployment of CCMS 2. A minimum of 5 (five) years experience conducting maintenance operations projects for organizations comparable to Parks. 3. Completed a minimum of 3 (three) computerized maintenance management system implementation projects for organizations comparable to Parks. 4. Performed maintenance operations and computerized maintenance management system implementation projects for government and/or public sector organizations consisting of 2 (two) or more agencies/departments and 100 or more employees. 5. An established, proven, and demonstrated methodology for conducting maintenance operations and computerized maintenance operations and asset management system implementation projects. Offerror attests to meeting ALL of the above Qualifying and Mandatory Requirements by signing below. (Signature required) Date: Title: Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 20 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 22

23 Professional Response Form OFERROR QUESTION RESPONSE FORM This section is for Offeror to discuss its experience needed for the Phases discussed in Section II Scope of Work. Offeror must provide a narrative response to each item in the order listed below. Please use letters and numbers to identify your response as it correlates to the items below. Do not modify the order, format, font, etc. Phase 1. Assessment and Recommendations 1. Explain in detail your experience in previous engagements and projects using a strategic approach similar to that which Parks is seeking. 2. Describe the major direction(s), concerns, factors and/or issues concerning the visions and strategies that clearly demonstrate your understanding and knowledge of this domain. 3. What do you believe are Parks key business imperatives? 4. How will you reflect these key business imperatives in the project and contractual arrangements? 5. How can you help the project's leaders to establish executive buy-in to this project? 6. Describe your experience performing each of the tasks listed below Conducting stakeholder interviews, including departments and staff who are affected by or have a direct or indirect impact on the operation Performing field observations of staff and work Estimating department work history by key activities Reviewing work processes and flows Reviewing data flows, external and internal, to the department Reviewing budgets and cost of services Evaluating capabilities and capacities of current workforce and equipment Preparing an executive gap analysis report detailing the current state of operation, opportunities to improve and recommendations to achieve them Executing a complete involvement program for each department - all stakeholders and related management staff involved in the review and comment on collected information, findings, and recommendations prior to finalization of recommendations. 7. Describe at least three (3) projects (highlight any Public Agency experience) that demonstrate your qualifications to accomplish the assessment services described. Include the following information for each project: 7.1. Project description and location 7.2. Description of services provided 7.3. Total cost of services provided 7.4. Budget performance 7.5. Schedule performance 7.6. Consultant(s) involved Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 21 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 23

24 7.7. Key customer personnel involved 8. Provide a sample set of deliverables (redacted if necessary) that clearly demonstrates the depth and scope of your work. 9. Provide an implementation plan for changes to operational and reporting procedures, and for the enhancements or replacement of existing computerized systems. 10. Should Parks desire, prior to Phase 2 implement some of the recommended opportunities and enhance maintenance operations per the implementation plan. Phase 2. Solution Solicitation and Selection 11. Explain in detail your knowledge and qualifications regarding RFP development and vendor selection. 12. Describe how you have conducted vendor presentations to ensure the solution meets the needs/requirements of the buying organization. 13. Parks is planning to have a Fixed Fee Statement of Work for implementation. How would you organize, and what should be included in, a Fixed Fee SOW to ensure a successful ontime/on-budget implementation? 14. Describe at least three (3) projects (highlight any Public Agency experience) that demonstrate your qualifications to produce RFPs, highlighting scope of work, mandatory qualifying requirements, functional and technical requirements. If possible, provide samples. Include the following information for each project: Project description and location Description of services provided Total cost of services provided Budget performance Schedule performance Consultant(s) involved Key customer personnel involved 15. Based on your experience and expertise, describe the software application(s) you have worked with and/or recommend be used for Maintenance Operations and Asset Management similar to that which Parks is seeking. This should be software in which you have no interest, financial or otherwise, as stated above in Section II Scope of Work. Include: Name of the software application and the product vendor Was the work an enhancement, upgrade, or new installation? What was the approach to determination of fit of the software application? What was the approach to data migration and import needs? What training was provided to which user groups? What were the on-going support needs? What is the status of the software application brand new; fully supported and being enhanced; or near end-of-life? Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 22 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 24

25 Phase 3. Oversight, Independent Verification and Validation 16. Describe the implementation and project management approach you recommend based on your experience with solutions similar to what Parks seeks. You may list multiple approaches, however, please specify the pros and cons of each approach. 17. Based on your primary/recommended approach from the above question, provide a detailed implementation plan you would expect a vendor to employ for the project that leads to the successfully implementation of the CMMS. For each major milestone, please provide: Scope of work based on the proposed solution Deliverables Assumptions Time line Vendor Responsibilities and proposed resources Parks Responsibilities and resource requirements 18. Include the steps that will be undertaken to identify and resolve any issues or problems before, during and after the implementation. 19. Explain in detail your knowledge and qualifications regarding the oversight role you would perform for the implementation of CMMS selected in Phase 2: (Solution Solicitation and Selection) for Parks. 20. Describe your approach to ramping-up, working with a vendor, and overseeing the implementation as Parks agent. 21. Provide sample documents of the deliverables for a CMMS project for which you had oversight responsibility (redacting any confidential/private information) that clearly demonstrates the depth and scope of the deliverables. 22. Change Management How do you address organizational buy-in, Organizational Change Management (OCM) requirements and the related communications strategy? What percentage of your clients use your OCM-specific services? Do you have specific personnel with expertise in OCM? Phase 4. On-Going Consulting and Support 23. What are the typical training and coaching efforts you conduct to ensure system and management processes are understood and applied with enthusiastic acceptance by all the stakeholders? What is your approach to different levels of audience and system/technology components? When do you recommend large-group training vs. small group hands-on training? When would you use on-site training vs web-based or other remote training? 24. What are the typical On-Going Support needs that may be identified during the Solution Selection or Oversight, Independent Verification and Validation Phases of this effort? What is your general approach to providing On-Going Support? Do you have typical support hours? What are they? How do you recommend issue logging, tracking, and escalation be handled? Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 23 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 25

26 Project Approach / Work Plan OFERROR QUESTION RESPONSE FORM Offeror must provide a response to each item in the order listed below. Please use letters and numbers to identify your response as it correlates to the items below. Do not modify the order, format, font, etc. Proposed Staffing and Project Organization This section of the proposal should establish the qualifications of the proposed project staff. 1. Identify key staff members proposed to perform Services described in the Scope of Work and include major areas of subcontract work. Key staff members shall be identified, at a minimum, for the Project Manager; and 2. Identify subcontractors (if any) that will be assigned to perform services listed in the Scope of Work, by company name, address, contact person, telephone number and project function. List the specific services that Contractor will be sub-contracting including the selected subcontractors. 3. Furnish resumes for all proposed key staff members, including subcontractor staff. The resumes shall describe the specific experience of each staff member as it relates to some or all of the knowledge and experience requirements needed for the Services as described within the Scope of Work. 4. Include a project organization chart which clearly delineates communication and reporting relationships among the key staff members and among subcontractor staff. 5. Consultant agrees to have the proposed key staff members attend and materially participate in the presentations 6. Respondent shall provide a brief narrative that addresses the services noted in the Scope of Work and demonstrates the Respondent s understanding of Parks needs and requirements. For each phase described in Section II Scope of Work provide: a. Describe the approach to completing each phase b. Outline sequentially the activities/tasks that would be undertaken in completing the phase c. For each milestone (there may be one or more milestone per phase), provide the following: a. Deliverables b. Assumptions c. Time line d. Vendor Responsibilities e. Vendor Proposed resources with estimate amount of time per resource f. Parks Responsibilities and resource requirements g. Risk Assessment and Mitigation Plan Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 24 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 26

27 7. Respondent may also propose enhancement or procedural or technical innovations to the Scope of Work that may significantly enhance this proposal. 8. Describe services you expect to be provided to during the implementation and rollout phase and on an on-going basis to ensure an acceptable Service Level Agreement (SLA). 9. Describe what you expect of Parks to ensure the successful implementation, rollout, on-going support and SLA management. Value Added Services (Optional) Offerors are encouraged but not required to propose any optional value added services they believe would help Parks effectively implement the master agreement for this effort as well as to ensure a successful business partnership between Parks and Offeror. Information provided in this section must be directly relevant to the Scope of Work in Section II and not exceed two (2) pages in length. Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 25 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 27

28 Non-Collusion Declaration I,, am the (Print Name) (Position/Title) of, (Name of Company) the party making the foregoing proposal that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the Proposer has not directly or indirectly induced or solicited any other Proposer to put in a false or sham bid; and has not directly or indirectly colluded, conspired, connived, or agreed with any Proposer or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the Proposer has not in any manner directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the Proposer or any other Proposer, or to fix any overhead, profit, or cost element of the bid price, or of that of any other Proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the Proposer has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid. I declare under penalty of perjury under the Laws of the State of California that the foregoing is true and correct: COMPANY NAME: AUTHORIZED SIGNATURE: PRINT NAME: DATE: Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 26 of 28 RFP-PRK-FY /8/2014 9:47 AM p. 28

29 Declaration of Local Business Santa Clara County gives local businesses a preference in formal solicitations of goods and services as set forth in the Board Policy, Section A bidder or offeror has the option of qualifying for the preference by self-declaring its qualification as a local business. By signing below, the bidder or offeror is certifying its qualification as a local business for purposes of application of Santa Clara County s policy and is deemed to be applying for the local preference. All information submitted is subject to investigation, as well as to disclosure to third parties under the California Public Records Act. Incomplete, unclear, or incomprehensible responses to the following will result in the bid or proposal not being considered for application of Santa Clara County s local preference policy. False or dishonest responses will result in rejection of the bid or proposal and curtail the firm or individual s ability to conduct business with the County in the future. It may also result in legal action. Provide the complete physical address of your business with meaningful production capability located within the boundary of the County of Santa Clara. The term production capability means sales, marketing, manufacturing, servicing, or research and development capability that substantially and directly enhances the firm s/bidder s/offeror s ability to perform the proposed contract. Post Office box numbers, residential addresses, a local sales office without any support and/or a local subcontractor hired by the contractor may not be used as the sole basis for establishing status as a Local Business. If you have more than one physical address in Santa Clara Business Name: Street: City/State: Zip: County, please provide an attachment with all of the addresses in the form specified below. Please Indicate Business Organization (Check One) Individual Proprietorship Partnership Corporation Other By filling this form, bidder/offeror declares its qualification as a local business as defined in County of Santa Clara Board Policy, Section The undersigned declares that he or she is an official/agent of responding firm or individual and is empowered to represent, bind, and execute contracts on behalf of the firm or individual. Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 27 of 28 9/8/2014 9:47 AM p. 29

30 Offeror s Terms and Conditions Below, please initial next to the appropriate statement. Failure to initial shall default to the first response, acceptance of the County s terms and conditions as is. Proposer accepts the County s terms and conditions listed in Attachment 4 (Sample Agreement) as is. Proposer accepts the County s terms and conditions listed in Attachment 4 (Sample Agreement) and proposes additional terms and conditions here in Appendix F below. Proposer shall provide specific proposed wording and a brief discussion of the purpose and impact, if any, and include any applicable agreement, such as license, service level, maintenance, etc. Proposer objects to the County s terms and conditions listed in Attachment 4 and has indicated the reason for objection and/or proposed specific alternative language here in Appendix F below. The County may or may not accept the alternative language. General references to the Proposer s terms and conditions or attempts at complete substitutions are not acceptable to the County and the County may disqualify the response in its entirety. Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Page 28 of 28 9/8/2014 9:47 AM p. 30

31 ATTACHMENT 1 CONDITIONS GOVERNING THE PROCUREMENT This Attachment contains the conditions governing the Request for Proposal process. Proposers are required to adhere to these conditions. 1. INCURRING COST This RFP does not commit the County to award, nor does it commit the County to pay any cost incurred in the submission of the proposal, or in making necessary studies or designs for the preparation thereof, nor procure or contract for services or supplies. Further, no reimbursable cost may be incurred in anticipation of a contract award. 2. CLAIMS AGAINST THE COUNTY OF SANTA CLARA Neither your organization nor any of your representatives shall have any claims whatsoever against the County or any of its respective officials, agents, or employees arising out of or relating to this RFP or these RFP procedures, except as set forth in the terms of a definitive agreement between the County and your organization. 3. BASIS FOR PROPOSAL Only information supplied by the County in writing by the Procurement Lead in connection with this RFP should be used as the basis for the preparation of Proposer s proposal. 4. LATE RESPONSES In order for a proposal to be considered, the proposal must be received via , in person or via courier or mail to the place specified above no later than the RFP due date and time. 5. NO PUBLIC PROPOSAL OPENING There will be no public opening for this RFP. 6. CALIFORNIA PUBLIC RECORDS ACT (CPRA) All proposals become the property of the County, which is a public agency subject to the disclosure requirements of the California Public Records Act ( CPRA ). If Contractor proprietary information is contained in documents submitted to County, and Contractor claims that such information falls within one or more CPRA exemptions, Contractor must clearly mark such information CONFIDENTIAL AND PROPRIETARY, and identify the specific lines containing the information. In the event of a request for such information, the County will make best efforts to provide notice to Contractor prior to such disclosure. If Contractor contends that any documents are exempt from the CPRA and wishes to prevent disclosure, it is required to obtain a protective order, injunctive relief or other appropriate remedy from a court of law in Santa Clara County before the County s deadline for responding to the CPRA request. If Contractor fails to obtain such remedy within County s deadline for responding to the CPRA request, County may disclose the requested information. CONDITIONS GOVERNING THE PROCUREMENT Page 1 of 5 9/8/2014 9:47 AM p. 31

32 Contractor further agrees that it shall defend, indemnify and hold County harmless against any claim, action or litigation (including but not limited to all judgments, costs, fees, and attorney s fees) that may result from denial by County of a CPRA request for information arising from any representation, or any action (or inaction), by the Contractor. 7. CONFIDENTIALITY All data and information obtained from the County of Santa Clara by the Proposers and its agents in this RFP process, including reports, recommendations, specifications and data, shall be treated by the Proposer and its agents as confidential. The Proposers and its agents shall not disclose or communicate this information to a third party or use it in advertising, publicity, propaganda, or in another job or jobs, unless written consent is obtained from the County. Generally, each proposal and all documentation, including financial information, submitted by a Proposer to the County is confidential until a contract is awarded, when such documents become public record under state and local law, unless exempted under CPRA. 8. ELECTRONIC MAIL ADDRESS Most of the communication regarding this procurement will be conducted by electronic mail ( ). Potential Proposers agree to provide the Procurement Lead with a valid e- mail address to receive this correspondence. 9. USE OF ELECTRONIC VERSIONS OF THE RFP This RFP is being made available by electronic means. If accepted by such means, the Proposer acknowledges and accepts full responsibility to insure that no changes are made to the RFP. In the event of conflict between a version of the RFP in the Proposer s possession and the version maintained by the Issuing Department the version maintained by the Issuing Department must govern. 10. ASSIGNMENT OF CLAYTON ACT, CARTWRIGHT ACT CLAIMS In submitting a response to a solicitation issued by the County, the responding person and/or entity offers and agrees that if the response is accepted, it will assign to the County all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2 (commencing with Section 16700) of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the responding person and/or entity for sale to the County pursuant to the solicitation document. Such assignment shall be made and become effective at the time the County tenders final payment to the responding person and/or entity. CONDITIONS GOVERNING THE PROCUREMENT Page 2 of 5 9/8/2014 9:47 AM p. 32

33 11. COUNTY RIGHTS The County reserves the right to do any of the following at any time: a. Reject any or all proposal(s), without indicating any reason for such rejection; b. Waive or correct any minor or inadvertent defect, irregularity or technical error in a proposal or the RFP process, or as part of any subsequent contract negotiation; c. Request that Proposers supplement or modify all or certain aspects of their proposals or other documents or materials submitted; d. Terminate the RFP, and at its option, issue a new RFP; e. Procure any equipment or services specified in this RFP by other means; f. Modify the selection process, the specifications or requirements for materials or services, or the contents or format of the proposals; g. Extend a deadline specified in this RFP, including deadlines for accepting proposals; h. Negotiate with any or none of the Proposers; i. Modify in the final agreement any terms and/or conditions described in this RFP; j. Terminate failed negotiations with an Proposer without liability, and negotiate with other Proposers; k. Disqualify any Proposer on the basis of a real or apparent conflict of interest, or evidence of collusion that is disclosed by the proposal or other data available to the County; l. Eliminate, reject or disqualify a proposal of any Proposer who is not a responsible Proposer or fails to submit a responsive offer as determined solely by the County; and/or m. Accept all or a portion of a Proposer s proposal. 12. PROTEST PROCEDURES PROTEST PROCESS The Procurement Lead will send an to all proposers informing them of the proposal that was selected. Proposers whose proposals were not selected may file a written protest ( Protesters ) no later than five (5) business days of the notifying proposers of the County s selection. A. Filing a Protest The protest of an award must be in writing. The following must be written on the cover of the protest: Protest Relating to RFP-PRK-FY The written protest must be ed, faxed and/or mailed to the designated Procurement Lead. All protests must be received by the designated Procurement Lead within 5 business days after the Notice of Intent to Award has been sent to the all proposers. Any protests received after this time will not be considered. CONDITIONS GOVERNING THE PROCUREMENT Page 3 of 5 9/8/2014 9:47 AM p. 33

34 B. Contents of Protest The written protest must contain the following information: (1) the name, street address, electronic mail address, and telephone and facsimile number of the Protester; (2) signature of the Protester or its representative; (3) clearly state the grounds for the protest as set forth below; (4) copies of any relevant documents; and (5) the form of relief requested. Unless otherwise requested, responses or decisions related to the protest will be provided to the Protester via . The written protest must clearly state the grounds for the protest. Protests should be concise and logically arranged. C. Grounds for Protest Protests may only be based on one or more of the following grounds: a. The Protester believes there was abuse of process by County officials or evaluation team members. b. The Protestor believes there was misconduct or impropriety by County officials or evaluation team members. c. The Protester believes there was abuse of discretion by County officials or evaluation team members. D. Protest Resolution Process a. Informal Review by Department A designee of the requiring department will review a timely protest and attempt to informally resolve it expeditiously. The Director or designee may use all available resources and information, and solicit information from, and reveal information to, other entities in its attempt to informally resolve the protest. The Department shall send a written response to the Protester. If the Protester does not believe the Department s response resolves the protest, the Protester has 2 business days to request a formal review. The Department is then required to forward the protest to an Independent Reviewing Officer for the solicitation. b. Formal Review by Independent Reviewing Officer The Director or his or her designee must forward the protest to the Reviewing Officer within 2 business days of the Protester requesting a formal review. The Department is required to provide written notification to the Protester that the protest is being forwarded to an Independent Reviewing Officer and the contact information for the Reviewing Officer. Both the Department and Protester have 5 business days from the date of the written notification issued by the Department to forward any additional documents to the Reviewing Officer that they believe are relevant to the review of the protest. The notification being sent to the Protester by the Department should also state that the Protester has 5 business days from the date of the notification to forward additional documents to the Reviewing Officer. Protester may not present any additional grounds for protest, argument or narrative that was not included in the initial protest. CONDITIONS GOVERNING THE PROCUREMENT Page 4 of 5 9/8/2014 9:47 AM p. 34

35 The Reviewing Officer shall conduct an independent review of the protest to determine whether the grounds for the protest have merit. Only the information contained in a timely protest may be considered by the Reviewing Officer. The Reviewing Officer shall only consider the documents each party has submitted, grounds for protest, and grounds to reject the protest. The Reviewing Officer may also use all available resources and information, and solicit information from, and reveal information to, other entities in its attempt to resolve the protest. The Reviewing Officer may also contact the Protester or Agency/Department. The Reviewing Officer will issue a written decision on a timely written protest within 20 days of receiving a protest; however, the time for decision may be extended by the Reviewing Officer for a reasonable amount of time. The Reviewing Officer will issue the written decision to the Protester and the Department. If the Protester failed to specify in its written protest the method by which the Protester would like to receive the Reviewing Officer s written protest decision, the Reviewing Officer will send his written decision to the Protester by mail. The decision of the Reviewing Officer shall be the County s final decision. E. Remedies If the Reviewing Officer sustains a protest in whole or in part, the Reviewing Officer shall refer the matter back to the Department for redress in conformance with the Reviewing Officer s decision. If the Reviewing Officer rejects the protest, then the Department may proceed with its solicitation process. CONDITIONS GOVERNING THE PROCUREMENT Page 5 of 5 9/8/2014 9:47 AM p. 35

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40 Other Costs Miscellaneous expenses must be itemized, and receipts must be provided for each single item of expense in excess of $ Non-reimbursable Expenses include: *Travel and related expenses performed outside The scope of contract agreement will be denied. This includes, but not limited to, travel performed: 1. Prior to the execution of the agreement 2. After the expiration of the agreement 3. At a location not included in the agreement 4. During the term of the agreement, but without proper approval of contract monitor 5. Travel costs in excess of those allowed within the County Travel Policy or those prescribed by the contract If official business travel is interrupted for personal convenience, any resulting additional expenses shall be borne by the Contractor. Airfare exceeding the lowest available price for standard coach class Parking and traffic violations Mileage for County vehicle Mileage for commute to work Emergency repairs for non-county vehicles Insurance not provided for under the Travel Policy Car rental Service Option and vehicle insurance Tips exceeding guidelines Airline club membership or credit card fees Refreshments, snacks, alcoholic beverages Personal travel expenses Medicinal remedies, health supplies, cosmetics Personal entertainment, e.g. in-room movies Childcare fees; kennel/boarding fees Short term airport parking exceeding long term rate Incidental expenses that are to be of personal nature, extravagant, or might be considered to be unreasonable or unnecessary Final Accounting For the Trip A final accounting for the trip must be provided to the department within 21 days after the end of the trip. Travel reimbursement that submitted after six-month from the travel ending date will not be reimbursed. Travel Receipts If the contract agreement has a provision for travel reimbursement, Contractor's travel expenses submitted for reimbursement must be substantiated by valid receipts or other appropriate written evidence that show the following: Name of the establishment Location of the establishment Date(s) the expense(s) incurred The type of expenses, and The amount of the expenses The following documentation, when applicable, must be included with each travel expense report: County of Santa Clara Airline ticket - the invoice, e-ticket, or the original passenger copy of the airline ticket, regardless of amount Lodging - the itemized lodging receipt, regardless of amount Automobile rental - the original rental receipt, regardless of amount Other expenses: for all other expenses, the original receipt must be provided for any single item costing $10 or more Other required documentation as specified in the contract County of Santa Clara Travel Policy 2014 Quick Reference Guide For Contractors Your Travel Coordinator: Name: Phone#: Revised 1/14/14 9/8/2014 9:47 AM p. 40