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**IMPORTANT NOTICE**

The format of this RFP has been simplified. Only the following page requires a signature:

1. Exhibit A – Bid Response Packet, Bidder Information and Acceptance pagea. Must be signed by Bidder

Please read EXHIBIT A – Bid Response Packet carefully, INCOMPLETE BIDS WILL BE REJECTED. Alameda County will not accept submissions or documentation after the bid response due date.

COUNTY OF ALAMEDAREQUEST FOR PROPOSAL NO. WENCS1516

FOR

CALWORKS WORK EXPERIENCE AND COMMUNITY SERVICE PROGRAM

For complete information regarding this project, see RFP posted at http://www.alamedasocialservices.org/public/index.cfm or

www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp or contact the County representative listed below. Thank you for your interest!

Contact Person: Tim Roberts, Contract AdministratorPhone Number: (510) 271-9185

E-mail Address: [email protected]

RESPONSE DUEby

1:00 p.m.on

August 14, 2015at

Alameda County Social Services AgencyContracts Office

2000 San Pablo Ave., 4th Floor, Room 451AOakland, CA 94612

Alameda County is committed to reducing environmental impacts across our entire supply chain. If printing this document, please print only what you need, print double-sided, and use recycled-content paper.

2000 San Pablo Ave., 4th Floor, Room 451A Oakland, CA 94612Phone: 510-271-9185 Website: http://www. alamedasocialservices .org/ pubic/index.cfm

Revised 2015-01-22

http://www.alamedasocialservices.org/pubic/index.cfm

http://www.alamedasocialservices.org/public/index.cfm%20or%20www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp

http://www.alamedasocialservices.org/public/index.cfm%20or%20www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp

COUNTY OF ALAMEDAREQUEST FOR PROPOSAL NO. WENCS1516SPECIFICATIONS, TERMS AND CONDITIONS

FORCALWORKS WORK EXPERIENCE AND COMMUNITY SERVICE PROGRAM

TABLE OF CONTENTS

I. ACRONYM AND TERM GLOSSARY...................................................................................................II. STATEMENT OF WORK………………………………………………………………………………………………………….

A INTENT……………………………………………………………………………………………………………………………B. PROGRAM OVERVIEW..........................................................................................................C. SCOPE AND BACKGROUND.............................................................................................….D. BIDDER QUALIFICATIONS………………………………………………………………………………………………E. DELIVERABLES / REPORTS....................................................................................................F. OTHER REQUIREMENTS……………………………………………………………………………………………… G. DISCRIMINATION AND CONFIDENTIALITY…………………………………………………………………..

III. CALENDAR OF EVENTS.............................................................................................................H. NETWORKING / BIDDERS CONFERENCES.............................................................................

IV. COUNTY PROCEDURES, TERMS, AND CONDITIONS...................................................................I. EVALUATION CRITERIA / SELECTION COMMITTEE...............................................................J. CONTRACT EVALUATION AND ASSESSMENT....................................................................K. NOTICE OF RECOMMENDATION TO AWARD………………………………………………………………..L. TERM/TERMINATION/RENEWAL......................................................................................M. BID PROTESTS/APPEALS PROCESS....................................................................................N. AWARD……………………………………………………………………………………………………………………… O. METHOD OF ORDERING.......................................................................................................P. INVOICING............................................................................................................................Q. ACCOUNT MANAGER / SUPPORT STAFF...........................................................................R. FATHER-FRIENDLY PRINCIPLES……………………………………………………………………………………..

V. INSTRUCTIONS TO BIDDERS.....................................................................................................S. COUNTY CONTACTS..............................................................................................................T. SUBMITTAL OF BIDS.............................................................................................................U. RESPONSE FORMAT..............................................................................................................

ATTACHMENTS

EXHIBIT A—ATTACHMENT 1: BID RESPONSE PACKETEXHIBIT B—INSURANCE REQUIREMENTSEXHIBIT C—AUDIT REQUIREMENTSEXHIBIT D –FATHER-FRIENDLY PRINCIPLES

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I. ACRONYM AND TERM GLOSSARY

Unless otherwise noted, the terms below may be upper or lower case. Acronyms will always be uppercase.

BID Refers to the bidders’/contractors’ response to this RFPBIDDER Refers to the specific person or entity responding to this RFPBOARD Refers to the County of Alameda’s Board of SupervisorsCALWORKS California Work Opportunities and Responsibility to Kids programCDSS California Department of Social ServicesCFR Code of Federal RegulationCS Community ServiceCSC County Selection Committee

CONTRACTOR When capitalized, shall refer to the selected bidder that is awarded a contract

COUNTY When capitalized, shall refer to the County of AlamedaCALWIN Refers to the program AC uses to administer public assistance programs.CWIN CalWIN identifying numberEC Employment Counselor

FEDERAL Refers to United States Federal Government, its departments and/or agencies

FY Fiscal YearHHS Health and Human ServicesHIPAA Health Insurance Portability and Accountability ActHMIS Homeless Management Information SystemIPV Intentional Program ViolationLABOR CODE Refers to California Labor CodeLEP Refers to Limited English ProficientOMB Office of Management and BudgetPERU Planning , Evaluation and Research UnitPII Personal Identifiable InformationPO Refers to Purchase OrderRESPONSE Shall refer to bidder’s proposal submitted in reply to this RFPRFP Request for ProposalsRBA Results-Based AccountabilityPWEN Paid Work ExperienceSSA Alameda County Social Services AgencySW Social WorkerSTATE Refers to State of California, its departments and/or agenciesTANF Refers to Temporary Assistance to Needy Families programTIN Tax Identification NumberUWEN Unpaid Work ExperienceVTR Vocational Training and Education

RFP No. WENCS1516 of 52

WBA Workforce and Benefits AdministrationWEN Work ExperienceWTW Refers to the Welfare-to-Work Program§ Section


II. STATEMENT OF WORK

A. INTENT

It is the intent of these specifications, terms, and conditions to describe qualified vendors who have the expertise and capacity to set up and manage a Work Experience and Community Service (WEN/CS) Program specifically tailored for participants in the California Work Opportunity and Responsibility to Kids (CalWORKs) Welfare-to-Work (WTW) Program within the Alameda County Social Services Agency (SSA). The WEN/CS program will focus on engaging CalWORKs recipients in a variety of work experience activities for the maximum allowable number of hours each month. The goal is to prepare CalWORKs recipients for transition to unsubsidized permanent, full-time employment. Potential Contractor(s) must demonstrate experience and success, and strong linkages with community resources, the local EASTBAY Works One Stop system, educational institutions, credentialed workforce development employment and training programs, and employers.

The SSA is seeking bidders who have the capacity, knowledge and experience in working and collaborating with learning institutions, community-based organizations and the local and regional business community to coordinate, manage and execute the service components as specified in “Section C, Scope and Background,” of this request for proposal (RFP).

To meet the specific training, educational and employment needs of the populations to be served, the SSA encourages partnerships and collaborations that can provide all the required service components as described in this Request for Proposal (RFP). Partnership categories may include any governmental, community-based or private industry partner. It is highly desirable that bidders of this RFP demonstrate prior experience in working on projects similar in size, scope and function as well as have staff that possesses the necessary experience and background with managing and/or working with nonprofit organizations and local education institutions, to perform the services called for by this RFP.

The selected bidder shall develop a Memorandum of Understanding (MOU) with each partner that will provide services. The bidder shall establish the relationships necessary among those partners to ensure customer access to all services provided by these partners. Bidders are required to submit letters of commitment that describe the roles, responsibilities and resources committed by each partner. In the case of a consortium of entities applying, one agency must be designated as the fiscal agent of the operator and bear all financial and legal responsibility of the service contract.

Potential contractors must have the capacity to effectively manage a variety of program components. The components will include managing and maintaining a variety of work experience locations suitable to accommodate all CalWORKs participants required to be in the WEN/CS Program for the maximum required number of hours, monthly; providing work and employment soft skills training and job skill instruction directly related to employment; providing wraparound services to include case management, monitoring and mentoring; providing job readiness and employment services, job retention and reemployment services directly related to employment; and, assisting participants with determining suitable vocational and educational training programs, and monitoring the progress and attendance of participants while attending these programs.


To better facilitate service delivery, the SSA has divided the County into three regions:

a. Region 1 is comprised of the northern portion of Alameda County and is served by the SSA’s North County Self-Sufficiency Center, 2000 San Pablo Ave., Oakland.

b. Region 2 is comprised of the central portion of Alameda County and is serviced by the SSA’s Eastmont Self-Sufficiency Center, Eastmont Towne Center, 6955 Foothill Blvd., Suite 100, Oakland.

b. Region 3 is comprised of the southern and eastern portions of Alameda County and is served by the SSA’s Hayward-based Eden Area Multi-Service Center, 24100 Amador St., Hayward and its two satellite offices in Fremont and Livermore. Bidders for this Service Region are required to provide two service sites. One service site should be centrally located to serve participants within the District 2 area of Alameda County, which would include the Hayward and nearby unincorporated areas, as well as Union City, Newark and Fremont geographical areas. The other service site would provide services in the District 1 area of Alameda County covering the Dublin, Pleasanton, Livermore and Sunol geographical areas. This may be accomplished by either sub-contracting with a local provider in these areas that already has appropriate and existing facility/service space, or the bidder may provide that space if space is already in use by the bidder.

The SSA will fund a maximum of three (3) qualified proposals under this RFP solicitation; one for each region. Bidders must submit separate proposals for provision of services in Region 1, Region 2 or Region 3. Bidders who submit one proposal for provision of services in more than one service region will be rejected as not meeting the specifications of this RFP.

The County intends to let a nine (9)-month initial contract for the period of October 1, 2015 through June 30, 2016. However, SSA reserves the option to extend any contract entered into as a result of this RFP solicitation for up to two (2) additional years if the County receives adequate additional Federal and State funding to continue program operation, and if the project has achieved demonstrable success by meeting the Project’s performance benchmarks as described in the contract.

The selected Contractor(s) will be provided with a three (3)-month start-up implementation period. It is imperative that starting on January 4, 2016, the selected Contractor(s) must be fully able to offer all the service components in full as outlined in this RFP. Therefore, all Bidders are required to submit a start-up implementation plan for the first three (3)-month period of the contract in their proposals as well as a complete description of their fully implemented program service model that will commence January 4, 2016.

Bidders must also provide a budget outline in their proposal that clearly identifies cost allocation methods used to delineate those administrative and program costs associated with the three month start-up implementation period, as well as the costs associated with providing full services that will start on January 4, 2016.


B. PROGRAM OVERVIEW

Overall, the successful Contractor(s) for Region 1, Region 2 and Region 3 will be responsible for providing a comprehensive range of employment-focused services that assist CalWORKs participants with attaining employment that supports self-sufficiency and allows them to leave cash assistance and remain self-sufficient. Service components include Work Experience, Community Service, Basic Education, Vocational Training, Subsidized and Unsubsidized Employment, Job Retention and Re-employment Services. Potential Contractors must demonstrate experience and success, and strong linkages with community resources, training and educational institutions, and employers. They must also demonstrate they have the capacity to effectively locate, manage and maintain a variety of worksite locations suitable to accommodate the training and the employment needs of CalWORKs referrals as well as their Welfare-to-Work (WTW) Program mandated hourly participation requirements. The selected Contractor(s) will be expected to provide a year-round—Monday through Friday—open-entry service delivery program schedule that can accommodate morning and/or afternoon services based on the scheduling needs of individual participants. Contractor(s) will also be required to have the capability to assist and manage limited and non-English proficient participants who will primarily be referred for work experience activities and in some cases possibly vocational and/or basic education training.

Contractor(s) in Region 1, Region 2 and Region 3 will be responsible for maintaining an average of up to 200 individual “daily worksite slots”—each on an ongoing basis. Community Service program worksite assignments must be in the public and the private non-profit sectors only. Unpaid and Paid Work Experience worksite assignments may be in the public, private, for-profit or government sectors. The term “daily worksite slots” is used to identify the number of program seats available to participants who are enrolled and receiving services on a daily basis, based on the participant’s start and projected program end date.

In addition to providing WEN/CS services, approximately 800 to 1,000 participants annually, within each region, will be referred by SSA to Contractor(s) for vocational training, job skills training, GED, basic or remedial education and other employment-related training that provide certification programs. Contractor(s) will be required to assist these participants with determining an educational plan that shall include an educational needs assessment with appropriate education activities including, but not limited to, a course of study for high school/GED diploma, English-as-a-Second Language (ESL), adult basic education courses, appropriate technical college courses and other educational courses that provide an occupational skill. Contractors shall work with technical colleges that offer certified diploma or degree training programs tied directly to occupations for which there are job openings in the local labor market.

The duration of time a particular participant will spend in his/her overall WEN/CS training and/or educational or vocational training program will vary from participant to participant depending on their WTW plan and the particular participant’s learning and training needs. It is estimated that on average, CalWORKs participants must be engaged each day while in their WEN program for a total of four (4) to seven (7) hours. Their engagement in the WEN program will range from three (3) to twelve (12) months. Participation in Community Service (CS) is allowable up to two years. The selected Contractor(s) will be responsible for assisting each participant with developing an individualized Participation Plan. This plan will include a


comprehensive and individualized program schedule based on the participant’s need to attain work experience and/or vocational skills training in order to acquire the skills as demanded in the current labor market.

The decision on which WEN/CS Training component and/or educational program to provide and the timing of their delivery sequence and duration will be made on a case-by-case basis depending on the needs of the participant. It is conceivable that some participants will be required to take one service component at a time while others can be assigned to more than one service component concurrently with one or more other service components. It is expected that the selected Contractor(s) will have the credentialed and qualified staff who are experts at Career Planning and Employment Services in order to assist the participants with determining a customized sequence of program activities and services that focus on the participant achieving full-time permanent employment. Part-time or temporary employment may be a strategic first step for certain individuals and occupational types; however, bidders proposing such strategies must make a compelling argument in their favor.

The Contractor(s) will be responsible for monitoring and reporting monthly attendance information with the expectation that referred participants will be assigned program activities to help them meet their mandatory weekly/hourly Welfare-to-Work participation requirements.

The Contractor(s) will also be required to collaborate with the Alameda County EASTBAY Works network to identify programmatic service linkages and resource sharing opportunities whereby participants will have opportunities as needed to access services at the One Stop Career Center. Such services can include, but are not limited to, Core Self-Directed Services, Core Staff-Assisted Services and Intensive Services.

They will also ensure that all participants are provided with a structured training program on the usage of the EASTBAY Works online system. Refer to http://www.eastbayworks.com. This includes registering and using the system to find employment opportunities, exploring the local labor market to learn about the different types of career and occupational options available to job seekers, and becoming knowledgeable about the local educational and training programs within Alameda County.

Funding

All awards are subject to funding availability. Final contract amounts are subject to contract negotiations with the SSA’s Department of Workforce and Benefits Administration (WBA). State and federal funding levels are uncertain and subject to change. The actual funding allocation may be increased or reduced and the contractor(s) selected through this RFP process may be required to increase or reduce planned program expenditures accordingly. The SSA may exercise its authority to terminate any contract(s) let through this process at any time, if contractor(s) does(do) not meet performance targets or if contractor(s) act in a manner that places the SSA at fiduciary risk. Funding for the contract(s) offered through this RFP is budgeted beginning January 4, 2016 and ending December 31, 2016, and may be renewed for up to two more years depending on funding availability and performance. No obligation or commitment of funds will be allowed beyond this grant period.


C. SCOPE AND BACKGROUND

Work Experience and Community Service (WEN/CS) assignments are an integral part of the CalWORKs Welfare-to-Work (WTW) Program. WEN/CS assignments are designed to help participants who have limited work experience, a sporadic employment history or limited marketable skills, to learn basic job skills and/or to upgrade their exiting job skills. Participants partake in an assessment process prior to referral to the WEN/CS Vocational Training and Education (VTR) Program. These assessments are primarily conducted by SSA Workforce and Benefits Administration (WBA) Contracted staff.

The Assessment will help participants provide information about their educational background, work history, skill levels and aptitudes which will result in a Welfare-To-Work (WTW) 2 plan. The WTW2 plan will outline all the necessary services a participant will be eligible to receive that will ultimately lead them towards obtaining unsubsidized employment and self-sufficiency.

The types of WEN/CS work and training assignments are determined by the participant’s WTW occupational goal. Participants should be placed at worksites that can provide them with the opportunity for work acculturation and basic and occupational skills acquisition that match their career goals. Assignments can be paid or non-paid work assignments that can range from 3 to 12 months.

The successful Contractor(s) will be encouraged to select a variety of worksites that can accommodate as few as 1 participant at a time to as many as 10 to 20 at a time. Participants are placed at worksites that must provide daily supervision, with on-going monitoring by the Contractor. SSA anticipates that the Contractor(s) will maintain enough worksites with the capacity to serve on average approximately 200 daily slots in Region 1, 200 daily slots in Region 2 and 200 daily slots in Region 3. The term “Daily Slots” is used to identify the number of program seats available to participants who are enrolled and are stationed at WEN/CS sites on a daily basis based on the participant’s start and projected program end date.

SSA is looking to fund a Contractor(s) that will ensure that each CalWORKs participant is engaged in the full number of hours per week and month, based on their participation in one or more of the following WEN/CS training activities:

Employability Workshops Office Technology and Internet Training Bridging Activities Drop-In Services Community Services Unpaid Work Experience General Education Vocational and Educational Training Paid Work Experience Subsidized Employment Employment Services Retention and Reemployment Services


It will be the responsibility of the selected Contractor(s) to manage accurate program attendance information and documentation that will be reported to SSA each month. Below are descriptions of the WEN/CS training activities:

1. Employability Workshops

These workshops are to be designed to increase the employability of individuals while also allowing them to meet their individual work participation requirements. Employability Workshops can be taken while a newly-referred participant in the WEN/CS program is waiting to be assigned to a worksite and/or educational program activity, or while they are in between activities, such as a school spring break period for example, and need an interim activity for a few days or weeks in order to meet their weekly participation requirements.

These workshops can also be done concurrently while the participant is participating in any of the following WEN/CS VTR program components: Bridging, Drop-In, Community Service, Unpaid Work Experience, or Paid Work Experience individuals.

These workshops should focus on the skills and knowledge that a participant will need to succeed in the world of work. The workshops will incorporate numerous opportunities for participants to partake in individual and group class discussions, presentations and experiential exercises. Workshops should be designed so that they can effectively accommodate participants with a wide range of reading and math levels.

These workshops should also include training in job search techniques and preparation, as well as assistance in understanding what it takes to deal with (personal or professional) barriers on the job and in their lives, so that participants may be well prepared to retain employment and work their way up into better positions. A sample list of Employability Workshops follows:

Employer expectations Customer Service Becoming a Valuable Employee Dress for Success Stress Management Preparing to Begin Work Planning My Career Work life balance Parenting While Working Field Trips Basic Life Skills Work Place Communications Money Management Job Search Techniques Job Readiness/Preparation Training Job Interviewing Techniques Mock Interviewing Session Job Search


2. Workshop Guidelines

Individual workshops should be designed as stand-alone modules that can becompleted in 2-to-4 hours each.

Workshops should be offered in both the AM and PM, five days per week, during normal business hours.

The workshops should be designed so that they are open entry, allowing participants to be enrolled and start in a full or partial series of workshops any day of the week.

There should be a minimum of thirty (30) or more distinct and different workshop modules that cover a wide spectrum of topics and subjects related to the world of work.

Each workshop module must have a written curriculum. The entire workshop series should be designed so that it repeats every two to three

weeks in its entirety. The workshop facility should be staffed with qualified, credentialed instructor(s). All Employability Workshops should be conducted at a centrally located facility within

designated Region 1, Region 2 and Region 3 areas.

3. Office Technology and Internet Training Lab

The Office Technology and Internet Training Lab will focus on computer literacy and Internet usage. The purpose of this Lab is to increase the employability of individuals while also allowing them to meet their individual work participation requirements. The Lab program can be taken while a newly referred participant to the WEN/CS program is waiting to be assigned to a worksite and/or educational program activities or while they are in between such activities and need an interim activity for a few days or weeks in order to meet their weekly participation requirements.

Participants can also participate in the LAB program concurrently while they are also participating in any of the following WEN/CS VTR program components: Bridging, Drop In, Community Service, Unpaid Work Experience, or Paid Work Experience individuals.

Participants in this lab program will focus on learning the computer skills and knowledge they will need to be successful in the current labor market. The lab program will also include Internet usage training as well as beginning to intermediate typing classes. The lab program will accommodate participants with a wide range of reading and math levels. At minimum participants will receive the following services:

A beginner to intermediate Computer Literacy learning series that focuses on learning the Microsoft Office Suite and Internet Usage. Workshops that offer both the AM and PM, five days per week schedule during normal business hours.

An open entry schedule that allows participants to enroll and to start in a full or partial series of Office Technology workshops any day of the week.

A self-paced and individualized curriculum based on the learning and employment needs of each individual.

Program content related to subjects pertaining to the world of work and how to use Microsoft Office in a work environment.

Training on Internet usage as well as a beginner to intermediate typing program. At minimum, 20 computer work stations and a qualified credentialed instructor(s).


A centrally located facility within the designated Region 1 and Region 2 areas that is easily accessible by transportation.

4. Bridging Assignments

Bridging Assignments are designed to be short-term assignments for CalWORKs Welfare-to-Work (WTW) participants who are on breaks between CalWORKs WTW-approved activities. An example would be a CalWORKs participant who is successfully attending a vocational or educational training program and is on a school break for a few weeks. This participant may be referred to the Contractor(s) that will be responsible for providing the participant with hours of participation at a Community Service worksite and/or at the main facility attending workshops or the Computer Lab. Bridging assignments must be in public and private non-profit sectors only. Work participation hourly requirement activities do not necessarily have to correspond with their participant’s employment goals as described in their individual WTW Employment Plans. Bridging assignments—as performed by the CalWORKs participant—involves work that otherwise would not have been done by employees in the public (including government) or private, non-profit sectors. SSA provides Liability and Workers’ Compensation insurance coverage, and medical coverage, to all WEN/CS Program participants.

5. Drop-In Assignments

Drop-In Assignments are designed for CalWORKs Welfare to Work (WTW) participants who need additional program hours to fulfill their ongoing weekly WTW requirements. An example would be a participant who works on-call in an industry (i.e., construction or day labor) where he/she is intermittently not working. In this scenario, the County would refer, to the Contractor(s), this participant for a “Drop-In” assignment. The Contractor(s) will be responsible for providing the participant with hours of participation at a worksite and/or at the main facility attending workshops. Drop-In assignments must be in the public and the private non-profit sectors only. Work participation requirement activities do not necessarily have to correspond with the participant’s employment goals as described in their individual WTW Employment Plan(s). Drop-In assignments, as performed by the CalWORKs participant, involves work that otherwise would not have been done by employees in the public (including government) or private, non-profit sectors. SSA provides Liability and Workers’ Compensation insurance coverage, and medical coverage, to all WEN/CS Program participants.

6. Community Service

Community Service (CS) is an unpaid work-related activity for CalWORKs Welfare to Work (WTW) participants who have exhausted their vocational and/or work experience time requirements and who are unable to find unsubsidized employment sufficient to meet their required WTW participation hours. CS programs must be limited to projects that serve a useful community purpose in fields such as health, social services, environmental protection, education or recreation.


CS program assignments must only be in the public and the private non-profit sectors. The work participation hourly requirement activities do not necessarily have to correspond with their employment goals as described in the participant’s individual WTW Employment Plans. Community Service, as performed by the CalWORKs WTW participant, involves work that otherwise would not have been done by employees in the public (including government) or private, non-profit sectors.

Structured programs in which participants perform CS work should improve the employability of the participant. The worksite must provide daily supervision. Although it is not necessarily required, to the extent possible, the prior training, experiences, and skills of a participant shall be taken into account when making appropriate community service assignments. All Worksite Hosts are required to sign a written agreement with the Contractor(s) that outlines the roles and responsibility of the Worksite Host, the Contractor(s) and the Participant. SSA provides Liability and Workers’ Compensation insurance coverage, and medical coverage, to all WEN/CS Program participants.

7. Unpaid Work Experience (UWEN)

Unpaid Work Experience (UWEN) activities are designed to help CalWORKs participants who have limited Educational experience, are determined to possess limited-English communication abilities, have a sporadic employment history or limited marketable skills. UWEN activities allow participants to practice and upgrade their job skills in a non-paid work position. UWEN activities also allow participants to meet their required Welfare-to-Work (WTW) hourly participation requirements. UWEN assignments can be with a public or private nonprofit agency or with a for-profit employer.

Under the daily supervision of the worksite supervisor/manager, the participant receives “on-the-job” training in a professional work environment. Contractor(s) will be required to place participants in work assignments relevant to their occupational goals, as listed in their WTW 2 Plans. UWEN—as performed by CalWORKs participants—involves work that otherwise would not have been done by employees in the public (including government) or private, non and for-profit sectors.

Participation must be supervised daily by an employer while at the worksite. All Worksite Hosts are required to sign a written agreement with the Contractor(s) that outlines the roles and responsibility of the Worksite Host, Contractor(s) and Participant.

UWEN Program participants are guaranteed the same federal and state safety standards and the same federal, state and local rights pertaining to discrimination based on race, sex, national origin, religion, age or handicapping conditions as all employees at the placement site. However, the participant is not considered to be an employee of the placement site, and is not entitled to any salary or employment-related benefits provided to the employees of the placement site. SSA provides Liability and Workers’ Compensation insurance coverage, and medical coverage, to all WEN/CS Program participants.

At the completion of the third month of UWEN, Contractor(s) will conduct an intensive on-site review with the participant and worksite supervisor that will include a recommendation


for a next activity. Among the recommendations that could be made are: an additional three months in UWEN, a transition to paid work experience, a referral to either unsubsidized or subsidized employment, or a recommendation to enroll in a vocational training program.

8. Paid Work Experience (PWEN)

Paid Work Experience (PWEN) activities are designed to help CalWORKs Welfare to Work (WTW) participants who have limited-Educational experience, are determined to possess limited-English communication abilities, have a sporadic employment history and/or limited marketable skills. PWEN activities allow participants to practice and upgrade their job skills in a paid work position. The work assignment is determined by the participant’s occupational goal and provides participants with an opportunity for work acculturation and basic occupational skills acquisition. The Worksite Host provides daily supervision. Assignments can be with only a public or private nonprofit agency employer. Participants are assigned to work that otherwise would not have been done by existing employees and there are strict non-displacement requirements.

The primary distinction between Unpaid and Paid Work Experience is that participants in PWEN receive a minimum hourly wage for the assigned hours they work at their assigned worksite while participants in UWEN only receive their CalWORKs cash aid. The California minimum wage will be utilized to compensate PWEN participants in all Regions except the City of Oakland. PWEN participants will not be the employees of the assigned worksite host but rather, the Contractor(s) will act as the Employer of Record for CalWORKs recipients enrolled in the PWEN component. Contractor(s) will be responsible for ensuring that these participants receive scheduled payroll bi-weekly pay checks. Hourly wages will be based on the California minimum wage standards and in some instances, on city minimum wage. CalWORKs WTW participants will on average work 20 to 35 hours each week at non-profit or government agencies. The selected Contractor(s) will carry out all of the common payroll functions as the Employer of Record for the PWEN program. The Contractor(s) will be responsible for ensuring the timely submission of all required employment-related documentation that includes, but is not limited to, the following:

New Hire Documentation – Processes, completes and maintains all new hire IRS W-4, W-5 and other new hire-related documentation, prior to participants starting their work assignment at the host/worksite.

Timesheets – Coordinates the collection of the timesheet information that is to be submitted in time for payroll processing prior to the payroll due date, per the payroll schedule for each pay period.

Payroll Schedule – Issues biweekly payroll and ensure the distribution of the payroll checks to participants on time each pay period.

Direct Deposit – Provide an option for Electronic Funds Transfer (EFT) services that will automatically transfer payroll funds to an individual participant’s checking or savings account at a participating bank or credit union.

Payroll Deductions – Responsible for making sure that FICA, Unemployment Insurance, Workers’ Compensation Insurance, Social Security, as well as all other standard payroll deductions are properly deducted in accordance with Federal, State and local laws.


Emergency Manual Checks - On an as-needed basis, manual checks will be produced—upon request—by the worksite staff or SSA staff. Manual checks should be exceptions.

W-2s – Responsible for providing W-2s of the preceding calendar year by January 20 each year.

Earned Income Tax Credit (EITC) – Issues Advanced EITC for eligible CalWORKs participants upon request. The EITC is a refundable federal income tax credit for low-income working individuals and families. The advance EITC allows those who expect to qualify for the EITC, and have at least one qualifying child, to receive part of the credit in each paycheck during the year the person qualifies for the credit.

Wage Garnishments – The Employer of Record will administer wage garnishments as required.

Submit monthly detailed expenditure reports to the SSA Finance Department.

The selected Contractor(s) will also be responsible for distributing paychecks to all PWEN assigned participants on a bi-weekly payroll schedule. Contractor(s) will also assist with providing information to PWEN participants about the advantages of the eligibility requirements for the EITC.

Participation must be supervised daily by an employer while at the worksite. All Worksite Hosts are required to sign a written agreement with the Contractor(s) that outlines the roles and responsibility of the Worksite Host, Contractor(s) and the Participant.

PWEN participants are guaranteed the same federal and state safety standards and the same federal, state and local rights pertaining to discrimination based on race, sex, national origin, religion, age or handicapping conditions as all employees at the placement site. However, the participant is not considered to be a true employee, and is not entitled to any salary or employment related benefits provided to the employees of the placement site. SSA provides Liability and Workers’ Compensation insurance coverage, and medical coverage, to all WEN Program participants.

At the completion of the third month of PWEN, the Contractor will conduct an intensive on-site review with the participant and worksite supervisor that will include a recommendation for a next activity. Among the recommendations that could be made are: an additional three months PWEN, a transition back to UWEN—if needed—due to poor performance while in the PWEN, a referral to either unsubsidized or subsidized employment, or a recommendation to enroll in a vocational training program.

9. Basic Skills Remediation

Depending on the needs of the Target Population, this component may be geared toward English as a Second Language (ESL), Adult Basic Education (ABE), GED preparation, business English/ math/ presentation skills, general remediation, or any combination of these needs. This learning may be accomplished in a classroom with a teacher, through self-paced individualized study, through contextual learning geared toward the targeted occupation, or through computer-based instruction (indicate what specialized software will be used.) It may also be accomplished through the establishment of cooperative arrangements


between the training program and a local, Regional Adult Education program where the participants’ schedules and services can be coordinated.

10. Vocational Training and Education (VTR)

The successful Contractor(s) will also manage the Vocational Training and Education (VTR) Welfare to Work (WTW) assignments of participants attending State approved credentialed vocational or educational programs. VTR assignments can last for 3 to 12-months and must be directly related to the preparation of individuals for employment within a specific trade, occupation, or vocation in current or emerging occupations. Examples of VTR programs include: Academic and Vocational Associate Degree Programs Instructional Certificate Programs Industry Skill Certification Non-Credit Courses

The selected Contractor(s) will coordinate with Alameda County Social Services Agency (SSA) and the referred participant in determining (in accordance with the WTW plan) participant’s educational and/or training activities throughout his/her WEN/CS Training program. This would include assisting participants with selecting an appropriate educational or training program that will further their career goals. The Contractor(s) would also be required to monitor and report attendance information each month, to SSA.

VTR must be provided by education and training organizations certified or approved by the State of California, or a comparable certifying authority including, but not limited to, vocational-technical schools, community colleges, post-secondary institutions, proprietary schools and secondary schools that offer vocational education or an accredited Internet-based distance learning educational institution. VTR must specifically improve an individual’s employment skills and be directly related to employment. The VTR training must be pre-approved by the SSA and must lead to a recognized credential.

Participation in VTR will be supervised jointly by the Educational provider and the Contractor on an ongoing basis in which the participant is scheduled to participate. Documentation of actual hours of VTR activities is obtained no less frequently than monthly. It will be the Contractor(s) responsibility to monitor and report a participant’s individual training and educational hours each month to SSA.

VTR cannot exceed the 12-month lifetime limit for CalWORKs participants and the VTR programs must directly be related to the preparation of individuals for employment for a specific trade, occupation, or vocation in current or emerging occupations requiring training other than a baccalaureate or advanced degree. Actual time in class plus supervised study hours can count toward the Work Participation Rate (WPR). Homework and study times cannot be counted unless the Contractor develops a process for monitoring study sessions and documenting those hours.

11. Subsidized Wage Employment Program (SWEP)RFP No. WENCS1516

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Subsidized Wage Employment Program (SWEP) provides CalWORKs Welfare to Work (WTW) participants with opportunities to attain employment with an actual employer who is willing to hire the participant as a regular employee at their company. Participants who are deemed job ready by the Contractor(s), at any point in their program, will be assigned to a Job Developer to look for employment opportunities—either at their current unpaid or paid worksite, or with other employers. SWEP offers a wage subsidy to an employer who hires an Alameda County Social Services Agency (SSA) eligible CalWORKs WTW participant, as a regular employee at their business.

Contractor(s)’s staff will negotiate a subsidized employment contract agreement with each participating employer. Each individual contract will last up to twelve (12) months and will subsidize 50% of the wages for up to a maximum $20 hourly rate. Throughout the subsidy period, employers are expected to consider the participant as a regular hire and treat him/her consistently with other employees. Participants will generally work full-time (32 to 40 hours per week) and they will receive a paycheck and benefits directly from their employer. Under the terms of the Employer Agreement, SSA expects employers to continue to retain successful participants as employees after the completion of their subsidy periods and take on the full payroll responsibilities for the employee. Contractor(s) will not be responsible for the monthly reimbursement process of the subsidy to employers. Once the Contractor(s) submits a completed and approved agreement to SSA, then SSA will work directly with the employer to process their monthly reimbursement.

12. Program Services

Contractor(s) will be required to provide the following services and activities as outlined below.

A. Participant Program Engagement

I. Receive referrals from Alameda County Social Services Agency (SSA) Workforce and Benefits Administration (WBA) staff.

II. Engage participants through a variety of methods that shall include, but not be limited to, phone calls, in office visits, letters and home visits.

III. Establish contact and meet with the participant within five (5) business days of the referral from SSA to the Contractor(s).

IV. Provide the participant with an orientation and detailed overview of the various program components and requirements.

V. Based on the referral information provided by the participant’s Welfare to Work (WTW) 2 plan and an interview with the participant, develop an Individual Participation Plan (IPP) which must include, but is not limited to:

Selecting one or more of the program components based on the participant’s goals.

The participant’s career goal.

Barriers to employment.RFP No. WENCS1516

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Number of hours per week to be spent in program activities.

Referrals for additional services.

Required support services (child care, transportation, etc.).

A detailed program schedule based on the required number of hours per week to be spent in their individual program components.

VI.Orient participants (if applicable) to the paid work experience program elements; including wages, income disregards, Earned Income Tax Credit (EITC), program expectations and policies.

VII. Orient the participant to the General Education and/or Vocational Training and Educational training options (if applicable) and the criteria for participation.

VIII. Inform SSA of any support services (child care, transportation, etc.) needed to accommodate the participant’s schedule.

B. Worksite Development and Placement Requirements

I. It is the responsibility of the Contractor(s) to develop a customized Work Experience/Community Service (WEN/CS) Participation Plan that will take into account information from the participant’s WTW2 Plan to determine the types, sequence and duration of the various WEN/CS training components and/or vocational education program a participant will be required to undertake.

II. Most participants will be required to start their WEN/CS training program in an unpaid worksite. Participants in good standing while in their Unpaid Work Experience program may become eligible for a paid work experience or subsidized employment assignment based on a satisfactory rating from their worksite supervisor.

III. Many participants will be able to attend Employability Workshops and/or the Office Technology Lab while also putting in hours at a work experience or community service worksite.

IV. Participants assigned to short-term Bridging or Drop-In activities can opt to perform their hourly requirements performing a work experience or community service activity or by attending Employability Workshops or the Office Technology lab.

V. Depending on the participant’s plan, he/she may meet all their required hours by only attending the Employability Workshops and/or the Office Technology Lab for a specified period of time, prior to being assigned to a worksite.

VI. Depending on the participant’s WTW Employment Plan and Participation Plan, many participants will be able to switch between attending a Vocational Training and Education (VTR) program for a period of time to an unpaid or paid worksite assignment, as needed.

VII. Participants must be matched with worksites that will provide them with the skills, training and knowledge based on their short and long-term goals, and objectives of their WTW2 Plan.

VIII. Contractor(s) will be required to develop a diverse number of worksites to accommodate a large variety of work experience and community service assignments.


IX. Contractor(s) and participating worksite hosts must ensure that placement in any type of a work experience assignment does not result in the termination or displacement of employees, the reduction of current employees’ working hours, or the infringement of promotional opportunities for current employees.

X. Contractor(s) will receive limited or non-English proficient (LEP) CalWORKs referrals from WBA staff and/or other SSA contractors. Contractor(s) must have the capabilities and expertise to provide the same level of services to its LEP participants as those who are English proficient.

XI. Contractor(s) will provide support and guidance as needed to worksite supervisors and participants to ensure that participants significantly enhance their employability and that site expectations are met.

XII. Prior to referral to an assignment at a faith-based site/organization, participants will be informed of their right to choose an alternative provider, in the event the participant objects to the religious character of the site/organization.

XIII. The site supervisor/manager/administrator and the contractor must sign a worksite agreement. A copy of the signed worksite agreement must be on file with the contractor. The SSA will assist with the development of these agreements.

XIV. Contractor(s) will develop job descriptions with the various worksite supervisors describing in detail the work responsibilities participants will perform at the various sites. Copies of the job descriptions, signed by the Contractor, worksite supervisor, and participant should be provided to all three parties and maintained in the participant’s file.

XV. Worksite supervisors must maintain daily attendance records for all work hours. Attendance records must be submitted to the contractor at least once per month.

XVI. Worksite supervisors must report all participant absences to the contractor within that business day.

XVII. Contractor(s) will assist participants at worksites to transition from an Unpaid to Paid Work Experience training component and/or to a subsidized employment component when appropriate. These activities can take place at the current worksite or in some cases the participant will need to move to a new worksite.

XVIII. Worksite supervisors must complete monthly work evaluations for each participant for the duration of the program. A copy of the evaluation must be given to the participant and a copy maintained in the case file.

XIX. Monthly in-person contact with the participant and worksite supervisor is required. Contact must be documented in the participant’s records with information regarding the type of contact and the details of the contact.

XX. Contractor(s) and the worksite supervisor must ensure that the participant only works a designated work schedule based on their hourly CalWORKs requirements and does not volunteer additional time at the worksite.

XXI. If the participant is released from the worksite and wishes to continue to participate in work experience or community service, the contractor will ensure placement at a new worksite within 10 business days. During the time between worksites, the


contractor will ensure that the parent is involved in related activities for an amount of time equivalent to their required weekly community service hours.

XXII. Participants are not allowed to use their own vehicle during worksite program hours for personal or business purposes.

XXIII. Contractor(s) will be responsible for monitoring worksites to ensure participants are actually performing assignments/activities in accordance with the worksite agreements.

XXIV. Contractor(s) will ensure that all participants are properly supervised at all time by worksite supervisors while at their assigned worksite.

XXV. Ensure there are no potential and/or imminent safety issues at the assigned worksite.

XXVI. Contractor(s) will act as an intermediary between participants and worksite supervisors in the event of disagreements or disputes involving the participants.

XXVII. The County is encouraging Contractor(s) to think creatively regarding establishing and using worksites for the WEN/CS Program. Contractor(s) will identify, develop and monitor suitable worksites within the County of Alameda, based on the Region awarded to the successful Contractor(s). Worksites can range from a small for-profit/non-profit business that can accommodate as few as one individual at a time, to a large, centralized business worksite setting that can accommodate 10-to-20 or more referrals at a time.

C. Case Management

I. The contractor must maintain a case file for each program participant.

II. All participants in program activities must be supervised on a daily basis with daily monitoring of attendance. All attendance must be documented and provided to SSA no later than the 5th of the month for the previous month’s activity. A copy of all attendance verification records must be maintained in the participant’s file.

III. The contractor must provide on-site support and assistance to the participant on an as-needed basis.

IV. Culturally-appropriate services for monolingual and limited English-Proficient (LEP) and/or other population groups.

V. The contractor will provide work and life skills counseling as needed to maintain satisfactory attendance and enhance the employability of CalWORKs participants.

VI. The contractor is responsible for closely monitoring the worksites to ensure that participants are gaining experience and developing skills that enhance their employability. Monitoring includes:

Ensuring that participants are performing assignments/activities in accordance with site agreements that will enhance their skills and match their employment plan goals.

Ensuring that participants are properly supervised at all times by worksite supervisors.

Ensuring that there are no safety issues.


Acting as an intermediary between participants and site supervisors in the event of disagreements or disputes involving the participants.

Identifying and addressing barriers that can potentially prevent a participant from attending their program activities and meeting their hourly requirements.

VII. The contractor will provide monthly summary progress and attendance reports to SSA staff by the 5th of the month for the prior month’s activity.

VIII. At the completion of the 3rd month of Unpaid Work Experience, the case manager will conduct an intensive on-site review with the participant and worksite supervisor. The details of this review must be documented and include the following:

A summary of the participant’s participation in agreed upon activities.

A willingness to take direction from supervisor.

An ability to work steadily throughout the workday.

A wiliness to work cooperatively with coworkers, i.e., teamwork.

Ability to communication appropriately with the supervisor, co-workers and customers.

Readiness for unsubsidized employment.

Recommendation for next activity: i.e., additional three months in Unpaid Work Experience, transition to paid work experience for 3-to-6 months, referral to a vocational and/or educational program, referral to subsidized or unsubsidized employment.

D. Job Search Services

Job Placement services will be provided to all job ready CalWORKs recipients. They will receive the skills and knowledge they will need to conduct and self-manage a successful job search process. Such services will provide, but will not be limited to, the following resources, activities and services:

Group and one-on-one job search and placement assistance. Continued support and guidance for a full year after starting a new job. Career workshops, training courses and seminars. Customized support services for individuals facing special challenges such as

domestic violence, substance abuse, the loss of a spouse and other issues. Comprehensive job search and job placement services specifically designed for the

needs of ex-offenders. Computer lab and Internet access staffed with an Instructor and Employment

Counselor On-site recruitment events. Earned Income Tax Credit (EITC) information and assistance Labor market informational workshops Speakers’ series related to Job Search and Job Market activities Literature displays providing Job Search and Labor Market information On-site Résumé Writer and Job Readiness Specialist Clothes Closet for job seekers and newly-hired placements


Mock Interview Sessions and Workshops Networking Services Job Fairs Phone Hotlines Help Wanted Postings Alumni Club

E. Job Retention/Re-employment Services

After job placement, the selected Contractor(s) will be responsible for assisting the participants and their respective employers with job retention and/or re-employment services. The length of this job retention assistance will be for at least 180 days after the initial employment start date. It is the intent of these follow-up services to help participants (placed into jobs) with overcoming any problems or issues that may arise during this critical period and to ensure further progress toward long-term employment that leads to self-sufficiency.

This should be accomplished by providing frequent follow-up with both the placed participant and possibly (when appropriate) with the employer. The WBA Department will expect applicants to demonstrate (in their proposals) strategies and methods they will use to provide follow-up job retention and/or reemployment services during the initial 180-day employment period. This is to ensure that participants receive these services.

F. Employer Engagement

Proposals should demonstrate how the Employment Services Center will identify and cultivate employment opportunities and relationships with employers. This is an essential component for an employment services program. It focuses on identifying and cultivating employment opportunities and relationships with the end goal being to help participants find and keep work while meeting the hiring needs of employers in the competitive labor market.

Proposals must also demonstrate that they have a solid understanding of the current economic outlook of the East Bay Region with a special focus on the Industry Clusters and Occupations within Alameda County, that include sectors such as Manufacturing, Transportation and Logistics, Wholesale and Retail Trade, Financial Services, Health Care, Leisure, Solar and Environmental, Government, Education, Construction, and others that would provide CalWORKs and General Assistance participants with the following employment opportunities:

I. Permanent, full-time employment of no less than 35 hours per week, within sectors that have the potential to provide livable wages and benefits.

II. Employment that offers career advancement opportunities.III. Employment that provides training to foster career advancement for entry-level

employees with limited work skills and employment histories.

13. Program Staff Guidelines


The bidder must show that staff is trained to effectively carry out all activities contractually required. The bidder must also show how it will provide ongoing training and support that focuses on ensuring staff continue to acquire and enhance the basic competencies of their positions including mandated Local, State, and Federal CalWORKs Welfare-to-Work (WTW) rules and regulations.

The selected Contractor(s) will be adequately staffed to provide services based on a Monday through Friday program schedule. The experience, abilities, and motivation of the staff will play a critical role in the ultimate success of the service delivery. Applicants must demonstrate that they shall provide qualified programmatic and technically competent staff that possesses credentials and experience based on national standards of best practices for Workforce Development Professionals. Staff qualifications should be based on, but not limited to, the following areas: Career Development and Employment Planning Case Management Labor Market Information Customer Service Job Preparation Job Search Job Placement Job Retention and Reemployment Development of Business Relationships Job/ Career Development Skills Barrier Remediation Validated Assessment Tools Vocational and Educational Programs

D. BIDDER QUALIFICATION S

1. Bidder Minimum Qualifications

a. Bidders shall have existing expertise, capability and capacity to manage a Work Experience and Community Service (WEN/CS) Program and all the related program components as stated in this Request for Proposals (RFP); for at least 5 years. The program must be capable of delivering workforce development employment and training services specially tailored to CalWORKs participants who are referred by the Alameda County Social Services Agency (SSA). No funding is available for inexperienced contractors.

b. Bidders shall have at least 5 years of demonstrated experience with program design, management and successful delivery of specialized workforce employment and training services for the re-entry population, veterans, substance abusers, domestic violence victims, non-high school/GED graduates, and other individuals with multiple barriers to employment. This includes older individuals, people with limited English-proficiency, and people with physical and/or mental disabilities.

c. Bidders shall be non-profit or for-profit providers of training and education services that can demonstrate the capacity to provide and manage a year-round Work Experience and


Community Service (WEN/CS) Program and related activities. In addition, accessibility for participants will be a key evaluation criterion.

d. Bidders shall possess all permits, licenses and professional credentials necessary to supply product(s) and perform services as specified in this RFP.

e. Bidders must have a minimum of 5 years of experience working with employment and training programs that provide credentialed certification which includes an established referral relationship with employment and training programs for eligible CalWORKs participants to access a variety of education and training opportunities.

f. Bidders will have at least 5 years of experience working with local workforce development entities that provide customized skills training opportunities using industry-approved training requirements that are in alignment with known career pathways in the local labor market.

2. Required Competencies

Proposals must demonstrate bidder’s capacity to provide state of the art work experience employment and training programs and related services to successfully prepare CalWORKs individuals for permanent employment opportunities. The SSA is interested in proposals from applicants with the following competencies:

a. Understands the career planning process by which individuals define their career goals; prepare for, search for, and retain employment; and build skills, advance and change employment.

b. Comprehends the special training and employment needs of diverse groups and is able to adapt materials and services to address these needs.

c. Is knowledgeable of the various employment growth sectors that have the potential to provide CalWORKs participants with employment and career advancement opportunities.

d. Has the knowledge about and ability to facilitate access to community resources with an emphasis on credentialed vocational and educational training institutions within the Alameda County area.

e. Has the ability to professionally assist participants to develop and implement an employment and training plan related to his/her career and employment goals.

f. Is effective at communicating with customers by listening, asking relevant questions, and giving appropriate guidance and feedback.

g. Is capable of customizing employment and training services to meet the different core issues and needs of the variety of participants—instead of adopting a “one-size-fits-all” approach.


h. Is knowledgeable of the CalWORKs regulations with a special emphasis on work participation requirements, time limits, training, education, and employment.

i. Shows commitment to placing appropriate emphasis on “excellence” and “speed of response” in work performance.

j. Uses validated screening tools to identify participants’ barriers for employment and training and to obtain information pertaining to the participants’ skills, interests, and abilities as related to current labor market and identify appropriate career pathway.

k. Has the ability to adapt the program services to meet the needs of participants with a variety of learning styles and ability levels—instead of a “one-size-fits-all” approach.

l. Demonstrates the essential elements of building relationships, including rapport, trust, and mutual respect.

m. Shows expertise in providing proactive employment and training services to support CalWORKs participants in overcoming barriers to participating fully in their work experience programs, completing a Job Search program, obtaining employment, and permanently retaining employment after initial placement.

n. Has experience providing effective job retention and reemployment services to ensure participants stay employed permanently.

o. Is capable of internal monitoring to allow for program modification as needed.

p. Is experienced in engaging a variety of employers to participate as worksite hosts as well as in subsidized employment programs.

3. Participant Eligibility

The Workforce and Benefits Administration (WBA) Department will determine eligibility for all program participants based on their employment goals and State and Federal participation requirements. The selected Contractor(s) will be expected to accept any and all CalWORKs-eligible Welfare to Work (WTW) referrals from the following sources:

The WBA Employment Counselor staff will refer CalWORKs participants who have completed an assessment process that determines their next activities to be a work experience and/or a vocational training component.

A WBA County-approved Contractor(s) that is contracted and authorized by SSA to provide upfront services, such as Orientations, Appraisals and Assessments, as well as Job Club/Job Search employment services. This Contractor(s) will provide assessment services to CalWORKs participants that could result in the participants’ next activities being a work experience and/or a vocational training component.

A WBA County-approved Contractor(s) that is contracted and authorized by SSA to provide Vocational English as a Second Language class instruction and Employment Services to non-and limited-English CalWORKs participants. These participants could


be referred to a work experience activity and/or a vocational training component, if appropriate.

WBA Employment Counselor staff will also provide ongoing case management services to eligible participants throughout their WEN/CS and Vocational Training and Education (VTR) program. This includes the authorization and payment of the supportive services needed to participate in assigned activities. Examples of supportive services are child care and transportation. WBA staff will determine the number of hours participants will be required to participate based on their WEN/CS and VTR program. CalWORKs participants are subject to the following WTW hour requirements:

Single-parent with a child under the age of 6 years—20 hours per week Single-parent with no child under the age of 6 years—30 hours per week Two-parent families—35 hours per week

4. Barriers to Employment

It is important to note that the CalWORKs population is very diverse. Those with significant issues often need stabilization services before they can enter or fully participate in the workforce, as well as specialized employment services that support work placement and ongoing employment. Participant issues are both personal and family/situational in nature and may include:

Learning Disabilities Substance Abuse Mental Illness Mental and Physical Disabilities Low Educational Levels Attention Deficit and Hyperactivity Disorder Medical (Physical) Problems Social Issues Domestic Violence Family Issues Limited English Proficiency Lack of Transportation Homelessness

The services described in this RFP are designed for hard-to-employ CalWORKs participants. Therefore the Contractor(s) will be expected to have the capacity to address the program participants’ common barriers to employment.

E. DELIVERABLES / REPORTS

2. Performance Outcomes


The Alameda County Social Services Agency (SSA) is committed to bringing more performance-based monitoring and accountability to all of its contracted services over the next few years. The Agency will be using the Results-Based Accountability (RBA) approach in all of its contracting processes such as Requests for Proposals (RFP), Scope of Work and review of contract proposals. All new or renewed contracts will be required to provide information and data that address the three basic RBA questions: How much work was done? How well was it done? And, who benefitted as a result of the work? Providers can expect to be asked how they measure whether clients are better off and the quality of the delivered services. Providers will be required to show that their work incorporates best or promising practices, or evidence-informed or evidence-based practices. The Agency will work with providers to develop appropriate metrics, indicators and outcome measures. A link to further information on RBA implementation can be found at: http://www.raguide.org/

The Workforce and Benefits Administration (WBA) Department has established the following goals, which must be met or exceeded during and at the completion of each contract year:

a. How much was done ?

Objective Contractor(s) will ensure that 65% of all enrolled participants in any component of their program are meeting their full Welfare-to-Work (WTW) hourly requirements each month. Deliverable: Contractor(s) will enter all required program attendance hours into CalWIN.

b. How well was it done ?

Objective 2. Contractor will place at least 50% of enrolled CalWORKs recipients who complete their program in subsidized and/or unsubsidized employment.Deliverable: Contractor(s) will enter employment information into CalWIN.

Objective 3. At least 65% of employed CalWORKs participants will be placed in full-time jobs (at least 35 hours per week).Deliverable: Contractor(s) will enter hours worked in CalWIN.

Objective 4. The average starting wage of participants who are placed in subsidized and/or unsubsidized jobs will be at least $12.00 per hour.Deliverable: Contractor(s) will enter wage information into CalWIN.

Objective 5. For each survey period, at least 90% of participants report that they are “Satisfied” or “Very Satisfied” with the services they receive.Deliverable: Contractor(s) will have participants complete an online satisfaction survey designed by SSA’s Planning, Evaluation and Research Unit (PERU). c. Are participants better off ?

Objective 6. At least 65% of CalWORKs recipients will retain their jobs for 180 days after initial confirmation of employment.


http://www.raguide.org/

Deliverable: Contractor(s) will indicate completion of 180 days of employment for each employed participant in the quarterly report.

3. Reporting, Data Collection and Evaluation Requirements

Contractor(s) will be expected to submit regularly scheduled statistical reports in formats as provided by SSA’s PERU. These reports will be used to provide the County and the State with statistical information related to program enrollment participation and employment performance outcomes. Contractor(s) will collect sufficient participant and employer data and other program-related information using the CalWIN and Virtual One Stop (VOS) data collection and reporting programs, for the purpose of providing SSA with a variety of monthly, quarterly and year-to-date reports. The selected Contractor(s) will receive access to and training on how to use CalWIN and VOS to extract the required data.

A proposed reporting format will include the following information:

Participant Name – Must contain a first and last nameSocial Security Number CalWORKs and General Assistance Date of Employment Plan – The date an employment plan was completedFull-Time Employment – A job in which an employee works at least thirty-five (35) hours during a typical work weekPart-Time Employment – A job in which an employee works between 1 to 34 hours during a typical work weekTemporary Employment – A job that lasts for a limited time whereby an employee generally works less than a year on one assignment, regardless of the number of hours worked per weekDay Laborer – A job in which an employee is hired and paid one day at a time, with no promise that more work will be available in the futureStart of Work Date – The date on which an employee begins work with a new employer—for each employer that hires the participantTermination of Work Date – The date on which an employee stops working for an employer, regardless of reasonTermination Reason – The reason an employee terminated work: lay-off, firing, logistical problems (such as transportation, child care), new job, or personal choiceStarting Hourly Wage – An hourly rate of pay based on fiscal compensation received by workers from an employer in exchange for the employee’s time and labor received at the start of the jobFollow-up Hourly Wage – An hourly rate of pay based on fiscal compensation received by workers from an employer in exchange for the employee’s time and labor, received 180 days after beginning the job


Hours per week – The number of total hours an employee works at a job each week during a payroll period.Benefits – Health insurance and dentalVerification of Employment - Verify a participant’s job placement status by either 1) receiving written confirmation directly from an employer that the employee completed their scheduled first day of employment and/or 2) receiving from the employee a copy of their first paycheck stubsJob Retention Verification – Verify a participant’s job retention status after 30, 90, 180 days of placement by either 1) receiving written confirmation directly from an employer that the employee completed or did not complete a retention period of employment and/or 2) receiving from the employee a copy of their employee paycheck stubsParticipant Satisfaction Survey –A form, developed in collaboration with SSA’s Planning, Evaluation and Research Unit (PERU), that asks a participant about his/her satisfaction with the services received, with results reported electronically.

F. OTHER REQUIREMENTS

In order to contract with Alameda County, a bidder must meet the following requirements:

1. Provide access by SSA officials to financial, program, and other records pertaining to the project(s) encompassed by the contract.

2. Comply with fiscal or program monitoring/assessment recommendations by SSA.

3. Meet the requirements for audit of expenditures.

4. Maintain individual client case files and make these files available and open for inspection by designated SSA staff.

5. Comply with all federal, state and local rules, regulations and policies, including but not limited to:a. Applicable sections of the California Department of Social Services (CDSS) Manual

of Policies and Procedures;b. Contract Administration Manual for CBOs, Alameda County;c. Standard contract language of CDSS and Alameda County; and,d. 41 Code of Federal Regulations (CFR) Chapter 60 - Office of Federal Contract

Compliance Programs, Equal Employment Opportunity, Department of Labor.6. California Health and Human Services Agency (HHS) Regulations:

a. 45 CFR Part 16 – Department grant appeals process;b. 45 CFR Part 74 – Grants administration;c. 45 CFR Part 75 – Informal grant appeals procedures;


d. 45 CFR Part 80 – Nondiscrimination under Title VI of the Civil Rights Act of 1964;e. 45 CFR Part 81 – Practice and procedure for hearings;f. 45 CFR Part 84 – Nondiscrimination on the basis of handicap; and,g. 45 CFR Part 95 – General administration for grant programs.

7. Other pertinent laws, which applies to all contracts, is contained in:a. Title VII of the Civil Rights Act of 1964;b. Immigration Reform and Control Act of 1986; and,c. Americans with Disabilities Act.

8. Applicable Federal Cost Standards used to determine allowable costs:a. Non-Profit Organizations: Office of Management and Budget (OMB) Circular A-

122;b. Educational Institutions: OMB Circular A-21;c. State and Local Governments: OMB Circular A-87; and,d. Commercial Organizations: 45 CFR Part 74, Subpart E.

9. Provide access by SSA officials to financial and other records pertaining to the project(s) encompassed by the contract.

10. Comply with fiscal or program monitoring/assessment recommendations by the CalWORKs WEN/CS Program Liaison, Contract Liaison and other appropriate SSA staff, and execute all written corrective action plans generated thereby.

G. DISCRIMINATION AND CONFIDENTIALITY

Discrimination: A Contractor awarded funds under this RFP shall not discriminate against any employee or applicant for employment because of race, sex, age (over 40), religion, national origin, color, ethnicity, disability (mental or physical), political affiliation, sexual orientation, marital status, medical condition, or the conditions of Acquired Immune Deficiency Syndrome (AIDS) and AIDS Related Complex (ARC). This includes, but is not limited to the following: employment, upgrading or promotion, demotion, or transfer, recruitment advertising, layoff or termination, rates of pay or form of compensation, and selection for training, including apprenticeship. The Contractor shall not, in connection with the employment, advancement, or discharge of employees, discriminate against them because of their age, except upon the basis of a bona fide occupational requirement or retirement plan, or statutory regulation.

The contractor shall not employ discriminatory practices against any person in the performance of any services hereunder on the basis of race, sex, age (over 40), religion, national origin, color, ethnicity, disability (mental or physical), political affiliation, sexual orientation, marital status, medical condition, or the conditions of Acquired Immune Deficiency Syndrome (AIDS) and AIDS Related Complex (ARC).Confidentiality: Contractors shall use any CalWORKs client information provided by the County, or by the client, only for the purpose of administering the CalWORKs program. The improper use or disclosure of confidential case information for any other purpose is a misdemeanor under California Welfare and Institutions Code Section 10850. Contractors shall


inform all of their employees of the requirements concerning Confidentiality in the handling of client information. The County may take further steps to ensure Contractors' awareness of the provisions of California Welfare and Institutions Code Section 10850, and may require that Contractors have employees sign acknowledgment of their understanding of said statute and its provisions.

A Contractor(s) awarded funds under this RFP will maintain all information gathered pertaining to CalWORKs program participants in a secure environment in order to ensure participants’ right to confidentiality, and the Contractor will only release such information to persons directly responsible for management of the participants’ CalWORKs activities or the contract specialist assigned to the contract, unless they have the prior, written consent of the participant(s). SSA employees, analysts, contract managers and program specialists are bound by confidentiality statutes of the Agency, and do not need additional security measures from the Contractor(s).

III. CALENDAR OF EVENTS

EVENT DATE/LOCATION


Request Issued Wednesday, July 15, 2015 Written Questions Due Thursday, July 30, 2015 @ 4:00 p.m. Networking/Bidders’ Conference #1

Wednesday, July 29, 2015 @ 10:00 a.m. –12:00 p.m.

AT: Alameda County Public Works Dept. Auditorium(Across From Room 113)399 Elmhurst StreetHayward, CA 94544

Networking/Bidders Conference #2

Thursday, July 30, 2015 @ 10:00 a.m.—12:00 p.m.

AT: Alameda County Social Services Agency North Oakland Self-Sufficiency Center3rd FloorBerkeley Room A/B (#331)2000 San Pablo Ave.Oakland, CA 94612

Addendum Issued Week of August 10, 2015Response Due Friday, August 14, 2015 by 1:00 p.m. Evaluation Period August 17, 2015–September 4, 2015Vendor Interviews Tuesday & Wednesday, September 8 & 9, 2015Board Letter Recommending Award Issued

October 2015

Board Consideration Award Date

October 2015

Contract Start Date October 1, 2015

Note: Award and start dates are approximate.

A. NETWORKING / BIDDERS CONFERENCES

4. Networking/bidders conferences will be held to:


a. Provide an opportunity for bidders to ask specific questions about the project and request RFP clarification.

5. All questions will be addressed, and the list of attendees will be included, in an RFP Addendum following the networking/bidders’ conference(s).

6. Potential bidders are strongly encouraged to attend networking/bidders’ conference(s) in order to further facilitate subcontracting relationships. Vendors who attend a networking/bidders’ conference will be added to the Vendor Bid List. Failure to participate in a networking/bidders’ conference will in no way relieve the Contractor from furnishing goods and/or services required in accordance with these specifications, terms and conditions. Attendance at a networking/bidders’ conference is highly recommended but is not mandatory.

IV. COUNTY PROCEDURES, TERMS, AND CONDITIONS

A. EVALUATION CRITERIA / SELECTION COMMITTEE

All proposals that pass the initial Evaluation Criteria which are determined on a pass/fail basis (Completeness of Response, Financial Stability, and Debarment and Suspension) will be evaluated by a County Selection Committee (CSC). The County Selection Committee may be composed of County staff and other parties that may have expertise or a background in work experience and community service programs tailored specifically for CalWORKs Program participants. The CSC will score and recommend a Contractor in accordance with the evaluation criteria set forth in this RFP. Other than the initial pass/fail Evaluation Criteria, the evaluation of the proposals shall be within the sole judgment and discretion of the CSC.

All contact during the evaluation phase shall be through the SSA Contracts Office only. Bidders shall neither contact nor lobby evaluators during the evaluation process. Attempts by Bidder to contact and/or influence members of the CSC may result in disqualification of Bidder.

The CSC will evaluate each proposal meeting the qualification requirements set forth in this RFP. Bidders should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments, or unrealistically high or low in cost, will be deemed reflective of an inherent lack of technical competence or indicative of a failure

to comprehend the complexity and risk of the County’s requirements as set forth in this RFP.


Bidders are advised that in the evaluation of cost it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.

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

The basic information that each section should contain is specified below. These specifications should be considered as minimum requirements. Much of the material needed to present a comprehensive proposal can be placed into one of the sections listed. However, other criteria may be added to further support the evaluation process whenever such additional criteria are deemed appropriate in considering the nature of the goods and/or services being solicited.

Each of the Evaluation Criteria below will be used in ranking and determining the quality of bidders’ proposals. Proposals will be evaluated according to each Evaluation Criteria, and scored on the zero-to-five-point scale outlined below. The scores for all Evaluation Criteria will then be added, according to their assigned weight (below), to arrive at a weighted score for each proposal. A proposal with a high weighted total will be deemed of higher quality than a proposal with a lesser-weighted total. The final maximum score for any project is five-hundred (500) points.

The evaluation process will consist of a two-stage approach including an initial evaluation of the written proposal and preliminary scoring to develop a short list of bidders that will continue to the final stage of oral presentation and interview, and reference checks. The preliminary scoring will be based on the total points, excluding points allocated to references, oral presentation and interview.

The top five (5) bidders—in each region—receiving the highest preliminary scores and with at least 200 points will be invited to an oral presentation and interview. Only the bidders meeting the short list criteria will proceed to the next stage. All other bidders will be deemed eliminated from the process. All bidders will be notified of the short list participants; however, the preliminary scores at that time will not be communicated to bidders.

The zero-to-five-point scale range is defined as follows:


0 Not AcceptableNon-responsive, fails to meet RFP specification. The approach has no probability of success. If a mandatory requirement this score will result in disqualification of proposal.

1 PoorBelow average, falls short of expectations, is substandard to that which is the average or expected norm, has a low probability of success in achieving objectives per RFP.

2 Fair Has a reasonable probability of success, however, some objectives may not be met.

3 Average

Acceptable, achieves all objectives in a reasonable fashion per RFP specification. This will be the baseline score for each item with adjustments based on interpretation of proposal by Evaluation Committee members.

4 Above Average / Good

Very good probability of success, better than that which is average or expected as the norm. Achieves all objectives per RFP requirements and expectations.

5 Excellent / Exceptional

Exceeds expectations, very innovative, clearly superior to that which is average or expected as the norm. Excellent probability of success and in achieving all objectives and meeting RFP specification.

The Evaluation Criteria and their respective weights are as follows:

Evaluation Criteria WeightA. Completeness of Response:

Responses to this RFP must be complete. Responses that do not include the proposal content requirements identified within this RFP and subsequent Addenda and do not address each of the items listed below will be considered incomplete, be rated a Fail in the Evaluation Criteria and will receive no further consideration.

Responses that are rated a Fail and are not considered may be picked up at the delivery location within 14 calendar days of contract award and/or the completion of the competitive process.

Pass/FailB. Debarment and Suspension:

Bidder, its principal and named subcontractor(s) are not identified on the list of Federally debarred, suspended or other excluded parties located at www.sam.gov. Pass/Fail


http://www.sam.gov/

C. Relevant Experience:

Does the proposal demonstrate prior experience: 1. Providing work experience and community service

programs for CalWORKs recipients?2. Providing Employment Services and follow-up job

retention and reemployment services to the proposed target groups?

3. Identifying and cultivating employment opportunities and relationships with employers?

4. Matching the hiring needs of employers with the employment needs of the job seekers?

5. Developing partnerships with educational and training institutions? 15 Points

D.Over Organizational Capacity:

Does the proposal: 1. Demonstrate bidder’s ability to provide a

comprehensive WEN/CS Program services to Alameda County CalWORKs Program participants as outlined in this RFP?

2. Demonstrate that bidder has sufficient linkages and partnerships with employers within bidder’s region to provide the required number of WEN/CS “Daily Slots”?

3. Demonstrate that the bidder is knowledgeable about the educational and training institutions within their proposed region and that they have the ability to form linkages and partnerships with these institutions to meet the learning demands of our County’s CalWORKs recipients?

4. Demonstrate that project staff and managers have the qualifications and experience necessary to successfully and seamlessly manage the numbers of CalWORKs recipients the County will refer for WEN/CS and VTR services?

5. Describe a proposed center or facilities within the region sufficient to house the required staff and the array of program activities and services as outlined in this RFP? (Provided a facility description)


6. Describe in sufficient detail the organization’s ability to collect required data and submit accurate and timely reports? (review discussion of data collection methodology and reporting, and method/process for Quality Assurance. Is data collection automated and does the organization have a dedicated capacity for reporting?)

E. Implementation Plan and Schedule:

Does the proposal provide a detailed description of the Bidder’s implementation plan and schedule and how it will meet the County’s schedule?

5 PointsF. Knowledge of Target Population’s Needs:

1. Does the bidder describe a high level of understanding of the targeted populations' employment and training needs in relation to the employment growth sectors that have the potential to provide CalWORKs participants with full-time, sustainable employment that leads to career advancement opportunities?

2. Does the bidder demonstrate expertise in understanding the career planning process and how it can support participants with identifying their educational and work experience goals and objectives?

3. Does the bidder describe a high level of understanding of the mandated participation requirements of the CalWORKs recipients? 10 Points

G. Program Design:

Does the proposal program design:

1. Clearly describe the scope and details of the proposed program flow of services and demonstrate that the proposer can successfully design and provide all the service components as outlined in this RFP, to successfully serve CalWORKs recipients?

2. Identify the key components of the service delivery model and the specific linkages and partnerships with the


15 Points

business and educational/training institutions the bidder will associate with to provide WEN/CS and VTR for CalWORKs recipients?

3. Contain all of the employment and educational/training service elements required by the RFP and provide them in a well thought-out manner?

4. States in quantifiable terms how the performance outcome goals will be achieved?

5. Specifically describe how the program will monitor clients’ progress to enable CalWORKs recipients to meet their individual hourly work requirements?

H. Cost Efficiency/Fiscal Management:

1. Bidder has a project operational budget sufficient to support the proposed activities. Proposal successfully describes the fiscal management experience and the fiscal controls that will be used.2. The points for Cost will be computed by dividing the amount of the lowest responsive bid received by each bidder’s total proposed cost.While not reflected in the Cost evaluation points, an evaluation may also be made of: Reasonableness (i.e., does the proposed pricing

accurately reflect the bidder’s effort to meet requirements and objectives?);

Realism (i.e., is the proposed cost appropriate to the nature of the services to be provided?); and,

Affordability (i.e., the ability of the County to finance the services).

Consideration of price in terms of overall affordability may be controlling in circumstances where two or more proposals are otherwise adjudged to be equal, or when a superior proposal is at a price that the County cannot afford. 15 Points

I. Oral Presentation and Interview:

The oral presentation by each bidder shall not exceed sixty (60) minutes in length. The oral interview will consist of standard questions asked of each of the bidders and

10 PointsRFP No. WENCS1516

of 52

20 Points

specific questions regarding each bidder’s specific proposal. Proposals may then be re-evaluated and re-scored based on the oral presentation and interview.

J. Understanding of the Project:

Proposals will be evaluated against the RFP specifications and the questions below:1. Has proposer demonstrated a thorough understanding

of the purpose and scope of the project?2. How well has the proposer identified pertinent issues

and potential problems related to the project?3. Has the proposer demonstrated an understanding of the

deliverables the County expects to be provided?4. Has the proposer demonstrated an understanding of the

County’s time schedule and that it can meet it? 5 PointsK. References

5 Points

EXAMPLE - CSC RATING FORM

SECTION 1: Minimum Bidder Requirements

The RFP Proposal is complete. [ ] yes/pass [ ] no/fail

Debarment and Suspension Certification: [ ] yes/pass [ ] no/fail Bidder, its principal and named subcontractor(s), if any, are not identified on the list of federally debarred, suspended or other excluded parties located at www.sam.gov. (Has submitted Debarment and Suspension Form).

SECTION 2: Rating Elements

WEIGHT(point) X Point

Scale = Total Points

PRIOR EXPERIENCE: “Does the proposal…”1. Demonstrate bidder’s relevant experience/expertise in setting-up and successfully 15 x Max. 5 pt. = 75


http://www.sam.gov/

managing a Work Experience and Community Service (WEN/CS) Program specifically tailored for participants in the CalWORKs Welfare-to-Work (WTW) Program within Alameda County? 2. Describe bidder’s innovative and unique methods and strategies employed for successfully administering a WEN/CS Program for Alameda County CalWORKs Program participants?

10 x Max. 5 pt. = 50

3. Describe bidder’s past experience in meeting or exceeding performance standards on similar projects? This should include a description of oversight and evaluation of the project(s).

10 x Max. 5 pt. = 50

Subtotal: 35 x 5 = 175COST EFFICIENCY/FISCAL MANAGEMENT: “Does the proposal…”1. Reflect a project operational budget sufficient to support the proposed activities? Describe the fiscal management experience and the fiscal controls that will be used? 10 x Max. 5 pt. = 50

2. Describe bidder’s ability to leverage other resources? 5 x Max. 5 pt. = 25

Subtotal: 15 x 5 = 75ADMINISTRATIVE / ORGANIZATIONAL CAPACITY: “Does the proposal…”1. Demonstrate bidder’s ability to provide comprehensive WEN/CS Program services to Alameda County CalWORKs Program participants as outlined in this RFP, and that bidder planned for/has the capacity to provide adequate and qualified project staff?

8 x Max. 5 pt. = 40

2. Adequately describe bidder’s WEN/CS Program design and strategies, and address each of the services required by this RFP? 8 x Max. 5 pt. = 40

3. Adequately describe bidder’s culturally appropriate services; including accommodations for language and/or cultural differences? 5 x Max. 5 pt. = 25

4. Adequately describe bidder’s methods used to track client outcomes and generate reports? 5 x Max. 5 pt. = 25

5. Reflect adequate and qualified project staff? 4 Max. 5 pt. 20 Subtotal: 30 x 5 = 150

REFERENCES: 1. Verifiable references. 5 x Max. 5 pt. = 25

Subtotal: 5 x 5 = 25ORAL PRESENTATION AND INTERVIEW: 1. Oral presentation. 15 x Max. 5 pt. = 75

Subtotal: 15 x 5 = 75Total: 100 x 5 = 500

GRAND TOTAL 500

J. CONTRACT EVALUATION AND ASSESSMENT

During the initial sixty (60) day period of any contract, which may be awarded to Contractor, the CSC and/or other persons designated by the County will meet with the Contractor to evaluate service performance and to identify any issues or potential problems.

The County reserves the right to determine, at its sole discretion, whether:


1. Contractor has complied with all terms of this RFP; and,

2. Any problems or potential problems with the proposed services were evidenced which make it unlikely (even with possible modifications) that such services have met the County’s requirements.

If, as a result of such determination, the County concludes that it is not satisfied with Contractor, Contractor’s performance under any awarded contract and/or Contractor’s services as contracted for therein, the Contractor will be notified of contract termination effective forty-five (45) days following notice. The County will have the right to invite the next highest ranked bidder to enter into a contract. The County also reserves the right to re-bid this project if it is determined to be in its best interest to do so.

K. NOTICE OF RECOMMENDATION TO AWARD

1. At the conclusion of the RFP response evaluation process (“Evaluation Process”), all bidders will be notified in writing by e-mail or fax, and certified mail, of the contract award recommendation, if any, by SSA Contracts Office staff. The document providing this notification is the Notice of Recommendation to Award.

The Notice of Recommendation to Award will provide the following information:

a. The name of the bidder(s) being recommended for contract award; and

b. The names of all other parties that submitted proposals.

2. At the conclusion of the RFP response evaluation process, debriefings for unsuccessful bidders will be scheduled and provided upon written request and will be restricted to discussion of the unsuccessful offeror’s bid.

a. Under no circumstances will any discussion be conducted with regard to contract negotiations with the successful bidder.

b. Debriefing may include review of successful bidder(s)’ proposal(s) with redactions as appropriate.

3. The submitted proposals shall be made available upon request no later than five (5) calendar days before approval of the award and contract is scheduled to be heard by the Board of Supervisors.

L. TERM / TERMINATION / RENEWAL

1. The term of the contract, which may be awarded pursuant to this RFP, will be one (1) year.


2. By mutual agreement, any contract which may be awarded pursuant to this RFP, may be extended for an additional two-year term at agreed prices with all other terms and conditions remaining the same.

M. BID PROTEST / APPEALS PROCESS

The County prides itself on the establishment of fair and competitive contracting procedures and the commitment made to follow those procedures. The following is provided in the event that bidders wish to protest the bid process or appeal the recommendation to award a contract for this project once the Notices of Intent to Award/Non-Award (NIANA) have been issued. Bid protests submitted prior to issuance of the NIANA will not be accepted by the County.

1. Any Bid protest by any Bidder regarding any other Bid must be submitted in writing to the County’s SSA Finance Director, located at 2000 San Pablo Avenue, 4th Floor, Oakland, CA 94612, Fax: (510) 267-9428, before 5 p.m. of the FIFTH (5th) business day following the date of issuance of the NIANA, not the date received by the Bidder. A Bid protest received after 5 p.m. is considered received as of the next business day.

a. The Bid protest must contain a complete statement of the reasons and facts for the protest.

b. The protest must refer to the specific portions of all documents that form the basis for the protest.

c. The protest must include the name, address, e-mail address, fax number and telephone number of the person representing the protesting party.

d. The County Agency/Department will transmit a copy of the bid protest to all bidders as soon as possible after receipt of the protest.

2. Upon receipt of written protest, SSA Finance Director, or designee will review and evaluate the protest and issue a written decision. The SSA Finance Director, may, at his or her discretion, investigate the protest, obtain additional information, provide an opportunity to settle the protest by mutual agreement, and/or schedule a meeting(s) with the protesting Bidder and others (as appropriate) to discuss the protest. The decision on the bid protest will be issued at least ten (10) business days prior to the Board hearing date.

The decision will be communicated by e-mail or fax, and certified mail, and will inform the bidder whether or not the recommendation to the Board in the Notice of Intent to Award is going to change. A copy of the decision will be furnished to all Bidders affected by the decision. As used in this paragraph, a Bidder is affected by


the decision on a Bid protest if a decision on the protest could have resulted in the Bidder not being the apparent successful Bidder on the RFP.

3. The decision of the SSA Finance Director on the bid protest may be appealed to the Auditor-Controller’s Office of Contract Compliance (OCC) located at 1221 Oak St., Room 249, Oakland, CA 94612, fax number (510) 272-6502. The Bidder whose Bid is the subject of the protest, all Bidders affected by the SSA Finance Director’s decision on the protest, and the protestor have the right to appeal if not satisfied with the SSA Finance Director’s decision. All appeals to the Auditor-Controller’s OCC shall be in writing and submitted within five (5) business days following the issuance of the decision by the SSA Finance Director, not the date received by the Bidder. An appeal received after 5 p.m. is considered received as of the next business day.

a. The appeal shall specify the decision being appealed and all the facts and circumstances relied upon in support of the appeal.

b. In reviewing protest appeals, the OCC will not re-judge the proposal(s). The appeal to the OCC shall be limited to review of the procurement process to determine if the contracting department materially erred in following the RFP or, where appropriate, County contracting policies or other laws and regulations.

c. The appeal to the OCC also shall be limited to the grounds raised in the original protest and the decision by the SSA Finance Director. As such, a Bidder is prohibited from stating new grounds for a Bid protest in its appeal.

d. The decision of the Auditor-Controller’s OCC is the final step of the appeal process. A copy of the decision of the Auditor-Controller’s OCC will be furnished to the protestor, the Bidder whose Bid is the subject of the Bid protest, and all Bidders affected by the decision.

4. The County will complete the Bid protest/appeal procedures set forth in this paragraph before a recommendation to award the Contract is considered by the Board of Supervisors.

5. The procedures and time limits set forth in this paragraph are mandatory and are each Bidder's sole and exclusive remedy in the event of Bid Protest. A Bidder’s failure to timely complete both the Bid protest and appeal procedures shall be deemed a failure to exhaust administrative remedies. Failure to exhaust administrative remedies, or failure to comply otherwise with these procedures, shall constitute a waiver of any right to further pursue the Bid protest, including filing a Government Code Claim or legal proceedings.


N. AWARD

1. The award will be made to the lowest responsible bidder who meets the requirements of these specifications, terms and conditions.

2. Awards may also be made to the subsequent lowest responsible bidders who will be considered the Back-up Contractors and who will be called in ascending order of amount of their quotation.

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

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

5. The County reserves the right to reject any or all responses that materially differ from any terms contained in this RFP or from any Exhibits attached hereto, to waive informalities and minor irregularities in responses received, and to provide an opportunity for bidders to correct minor and immaterial errors contained in their submissions. The decision as to what constitutes a minor irregularity shall be made solely at the discretion of the County.

6. The County reserves the right to award to a single or multiple Contractors.

7. The County has the right to decline to award this contract or any part thereof for any reason.

8. Board approval to award a contract is required.

9. A contract must be negotiated, finalized, and signed by the recommended awardee prior to Board approval.

10. The RFP specifications, terms, conditions and Exhibits, RFP Addenda and Bidder’s proposal, may be incorporated into and made a part of any contract that may be awarded as a result of this RFP.

O. METHOD OF ORDERING

1. A written Purchase Order (PO) and signed contract will be issued upon Board approval.

2. POs and payments for products and/or services will be issued only in the name of the Contractor.


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

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

P. INVOICING

1. Contractor shall invoice the requesting department, unless otherwise advised, upon satisfactory receipt of product and/or performance of services.

2. County will use best efforts to make payment within fifteen (15) business days following receipt of invoices and upon complete satisfactory receipt of product and/or performance of services. Failure to submit required reports, narrative and data may result in delayed payment of invoices.

3. County shall notify Contractor of any adjustments required to invoice.

4. Invoices shall contain County PO number, invoice number, remit to address and itemized products and/or services description and price as quoted and shall be accompanied by acceptable proof of delivery.

5. Contractor shall utilize standardized invoice upon request.

6. Invoices shall only be issued by the Contractor who is awarded a contract.

7. Payments will be issued to and invoices must be received from the same Contractor whose name is specified on the POs.

8. The County will pay Contractor monthly or as agreed upon, not to exceed the total quoted in the RFP bid response.

9. Contractor must submit all required reports with invoices unless otherwise instructed in this RFP.

Q. ACCOUNT MANAGER / SUPPORT STAFF

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

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


3. Contractor account manager shall be familiar with County requirements and standards and work with SSA to ensure that established standards are adhered to.

4. Contractor account manager shall keep the SSA Contract Liaison or designee informed of requests from departments as required.

R. FATHER-FRIENDLY PRINCIPLES

The Alameda County Board of Supervisors has adopted a resolution in support of a set of seven “Father-Friendly Principles (FFP)” for agencies and organizations in Alameda County. The FFP are designed to help guide service providers in building on the five protective factors of the Strengthening Families Framework to reduce risks and create optimal outcomes for children and families. The goal is that every father or father-figure is fully-engaged and supportive of their child or children, and that agencies and organizations in Alameda County be fully prepared to help them succeed. See Attachment D for the complete list of FFP.

V. INSTRUCTIONS TO BIDDERS

S. COUNTY CONTACTS

SSA’s Contracts Office is managing the competitive process for this project on behalf of the County. All contact during the competitive process is to be through the SSA’s Contracts Office only.

The evaluation phase of the competitive process shall begin upon receipt of sealed bids until a contract has been awarded. Bidders shall not contact or lobby evaluators during the evaluation process. Any attempt by a Bidder to contact evaluators may result in disqualification of the bidder.

All questions regarding these specifications, terms and conditions are to be submitted via e-mail, by 4 p.m., on July 27, 2015 to:

Tim Roberts, Contract Administrator Alameda County SSA—Contracts Office

2000 San Pablo Ave., Room 451A Oakland, CA 94612

E-Mail: [email protected] PHONE: (510) 271-9185

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


http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp

T. S UBMITTAL OF BIDS

i. All bids must be SEALED and must be received at the Contracts Office of Alameda County Social Services Agency, BY 1:00 p.m., on the due date specified in the Calendar of Events.

NOTE: LATE AND/OR UNSEALED BIDS CANNOT BE ACCEPTED. IF HAND-DELIVERING BIDS PLEASE ALLOW TIME FOR METERED STREET PARKING OR PARKING IN AREA PUBLIC PARKING LOTS AND ENTRY INTO SECURE BUILDING.

Bids will be received only at the address shown below, and by the time indicated in the Calendar of Events. Any bid received after said time and/or date, or at a place other than the stated address, cannot be considered and will be returned to the bidder unopened.

All bids, whether delivered by an employee of Bidder, U.S. Postal Service, courier or package delivery service, must be received and time stamped at the stated address prior to the time designated. The Alameda County Social Services Agency’s timestamp shall be considered the official timepiece for the purpose of establishing the actual receipt of bids.

ii. Bids are to be addressed and delivered as follows:

CalWORKs Work Experience and Community Service ProgramRFP No. WENCS1516Alameda County SSA, Contracts Office2000 San Pablo Ave., 4th Floor, Room 451AOakland, CA 94612

Bidder's name, return address and the RFP number and title must also appear on the mailing package.

iii. Bidders are to submit one (1) original hardcopy bid (Exhibit A – Bid Response Packet, including additional required documentation), with original blue ink signatures, plus five (5) copies of their proposal. Original proposal is to be clearly marked “ORIGINAL” with copies to be marked “COPY”. All submittals should be printed on plain white paper, and must be either loose leaf or in a 3-ring binder (NOT bound). It is preferred that all proposals submitted shall be printed double-sided and on minimum 30% post-consumer recycled content paper. Inability to comply with the 30% post-consumer recycled content recommendation will have no impact on the evaluation and scoring of the proposal.

Bidders must also submit an electronic copy of their proposal. The electronic copy must be in a single file (PDF with OCR preferred), and shall be an exact scanned image of the original hard copy Exhibit A – Bid Response Packet,


including additional required documentation. The file must be on disk or USB flash drive and enclosed with the sealed original hardcopy of the bid.

iv. BIDDERS SHALL NOT MODIFY BID FORM(S) OR QUALIFY THEIR BIDS. BIDDERS SHALL NOT SUBMIT TO THE COUNTY A SCANNED, RE-TYPED, WORD-PROCESSED, OR OTHERWISE RECREATED VERSION OF THE BID FORM(S) OR ANY OTHER COUNTY-PROVIDED DOCUMENT.

v. No email (electronic) or facsimile bids will be considered.

vi. All costs required for the preparation and submission of a bid shall be borne by Bidder.

vii. Only one bid response will be accepted from any one person, partnership, corporation, or other entity; however, several alternatives may be included in one response. For purposes of this requirement, “partnership” shall mean, and is limited to, a legal partnership formed under one or more of the provisions of the California or other state’s Corporations Code or an equivalent statute.

viii. All other information regarding the bid responses will be held as confidential until such time as the County Selection Committee has completed its evaluation, an recommended award has been made by the County Selection Committee, and the contract has been fully negotiated with the recommended awardee named in the recommendation to award/non-award notification(s). The submitted proposals shall be made available upon request no later than five (5) calendar days before the recommendation to award and enter into contract is scheduled to be heard by the Board of Supervisors. All parties submitting proposals, either qualified or unqualified, will receive mailed recommendation to award/non-award notification(s), which will include the name of the bidder to be recommended for award of this project. In addition, award information will be posted on the County’s “Contracting Opportunities” website, mentioned above.

ix. Each bid received, with the name of the bidder, shall be entered on a record, and each record with the successful bid indicated thereon shall, after the award of the order or contract, be open to public inspection.

x. California Government Code Section 4552: In submitting a bid to a public purchasing body, the bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2, commencing with Section 16700, of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the bidder.


xi. Bidder expressly acknowledges that it is aware that if a false claim is knowingly submitted (as the terms “claim” and “knowingly” are defined in the California False Claims Act, Cal. Gov. Code, §12650 et seq.), County will be entitled to civil remedies set forth in the California False Claim Act. It may also be considered fraud and the Contractor may be subject to criminal prosecution.

xii. The undersigned Bidder certifies that it is, at the time of bidding, and shall be throughout the period of the contract, licensed by the State of California to do the type of work required under the terms of the Contract Documents. Bidder further certifies that it is regularly engaged in the general class and type of work called for in the Bid Documents.

xiii. The undersigned Bidder certifies that it is not, at the time of bidding, on the California Department of General Services (DGS) list of persons determined to be engaged in investment activities in Iran or otherwise in violation of the Iran Contracting Act of 2010 (Public Contract Code Section 2200-2208).

xiv. It is understood that County reserves the right to reject this bid and that the bid shall remain open to acceptance and is irrevocable for a period of one hundred eighty (180) days, unless otherwise specified in the Bid Documents.

U. RESPONSE FORMAT

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

xvi. In order for bids to be considered complete, Bidder must provide responses to all information requested. See Exhibit A – Bid Response Packet.

xvii. Bid responses, in whole or in part, are NOT to be marked confidential or proprietary. County may refuse to consider any bid response or part thereof so marked. Bid responses submitted in response to this RFP may be subject to public disclosure. County shall not be liable in any way for disclosure of any such records. Please refer to the County’s website at:

http://www.acgov.org/gsa/departments/purchasing/policy/proprietary.htm for more information regarding Proprietary and Confidential Information policies.


http://www.acgov.org/gsa/departments/purchasing/policy/proprietary.htm

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