• Share
  • Email
  • Embed
  • Like
  • Save
  • Private Content
DATA MINING SOLUTION (DMS) FOR CHILD CARE FRAUD DETECTION
 

DATA MINING SOLUTION (DMS) FOR CHILD CARE FRAUD DETECTION

on

  • 1,472 views

 

Statistics

Views

Total Views
1,472
Views on SlideShare
1,472
Embed Views
0

Actions

Likes
0
Downloads
24
Comments
0

0 Embeds 0

No embeds

Accessibility

Categories

Upload Details

Uploaded via as Adobe PDF

Usage Rights

© All Rights Reserved

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Processing…
Post Comment
Edit your comment

    DATA MINING SOLUTION (DMS) FOR CHILD CARE FRAUD DETECTION DATA MINING SOLUTION (DMS) FOR CHILD CARE FRAUD DETECTION Document Transcript

    • DATA MINING SOLUTION (DMS) FOR CHILD CARE FRAUD DETECTION Request for Proposals July 8, 2009
    • TABLE OF CONTENTS 1. INTRODUCTION: ................................................................................................................... 7 1.1 CONSTRUCTION OF TERMS:.............................................................................................. 7 1.2 DMS PROCUREMENT PROCESS: ....................................................................................... 8 1.3 SCHEDULE OF EVENTS: ...................................................................................................... 8 1.4 ORGANIZATION OF THE RFP: ........................................................................................... 9 1.5 PROJECT OBJECTIVE: ........................................................................................................10 1.6 EXISTING DOCUMENTATION AND DILIGENCE MATERIALS: ...............................10 2. BACKGROUND OF THE PROJECT:..................................................................................11 2.1 COUNTY PROGRAMS BACKGROUND: ...........................................................................12 2.1.1 California Work Opportunities and Responsibility to Kids (CalWORKs). .........12 2.1.1.1 Greater Avenues for Independence (GAIN). ......................................................................... 12 2.1.1.2 Supportive Services.................................................................................................................. 12 2.1.1.3 Cal-Learn.................................................................................................................................. 13 2.1.2 Food Stamp. ...............................................................................................................13 2.1.3 General Relief (GR)...................................................................................................14 2.1.3.1 General Relief Opportunity for Work (GROW)................................................................... 14 2.1.4 Cash Assistance Program for Immigrants (CAPI). ................................................14 2.1.5 Medi-Cal.....................................................................................................................14 2.1.6 In-Home Supportive Services (IHSS).......................................................................14 2.2 COUNTY SYSTEMS BACKGROUND: ................................................................................14 2.2.1 DPSS Systems.............................................................................................................14 2.2.1.1 LEADER System...................................................................................................................... 14 2.2.1.2 GEARS...................................................................................................................................... 15 2.2.1.3 GROW System. ........................................................................................................................ 15 2.2.2 Case Management, Information and Payrolling System (CMIPS)........................15 2.2.3 Welfare Fraud Linkage Analysis Database System (WFLADS). ..........................16 3. GENERAL CONDITIONS:....................................................................................................17 3.1 FORMAL SOLICITATION: ..................................................................................................17 3.2 COUNTY POINT OF CONTACT AND RFP COMMUNICATIONS:...............................17 3.3 PROPOSAL SUBMISSION DEADLINE: .............................................................................17 3.4 PROPOSERS’ MANDATORY CONFERENCE: .................................................................18 3.5 WRITTEN QUESTIONS AND ANSWERS: .........................................................................19 3.6 CERTAIN RIGHTS OF COUNTY: .......................................................................................19 3.7 FORMAL BOARD APPROVAL OF CONTRACT:.............................................................20 3.8 REIMBURSEMENT PROVISIONS: .....................................................................................20 3.9 TERM:.......................................................................................................................................20 3.10 DISCLOSURE OF CONTENTS OF PROPOSALS: ............................................................21 3.11 FIRM OFFER:..........................................................................................................................21 3.12 COUNTY LOBBYIST ORDINANCE:...................................................................................21 3.13 PROPOSERS’ PRECAUTIONS:............................................................................................22 3.13.1 Acceptance of Terms and Conditions. .....................................................................22 3.13.2 Sample Agreement.....................................................................................................22 3.13.3 Proposer Changes. .....................................................................................................22 3.13.4 Cost of Proposals. ......................................................................................................23 3.14 PROHIBITION AGAINST PROPOSING:............................................................................23 3.15 CONTACT WITH COUNTY EMPLOYEES: ......................................................................23 3.16 GRATUITIES:..........................................................................................................................23 3.17 DETERMINATION OF PROPOSER RESPONSIBILITY: ................................................23 3.18 CHILD SUPPORT COMPLIANCE PROGRAM:................................................................24 DATA MINING SOLUTION (DMS) RFP Page i JULY 8, 2009
    • 3.19 COMPLIANCE WITH APPLICABLE LAW:......................................................................25 3.20 CONFIDENTIALITY:.............................................................................................................25 3.21 CONFLICT OF INTEREST: ..................................................................................................25 3.22 COUNTY POLICY ON DOING BUSINESS WITH SMALL BUSINESS: ........................25 3.23 MANDATORY REQUIREMENT TO REGISTER ON LOS ANGELES COUNTY’S VENDOR REGISTRATION: .................................................................................................26 3.24 JURY SERVICE PROGRAM: ...............................................................................................26 3.25 LOCAL SMALL BUSINESS ENTERPRISE PREFERENCE PROGRAM: .....................27 3.26 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION — LOWER TIER COVERED TRANSACTIONS (45 C.F.R PART 76):......................................................................................................................28 3.27 INJURY AND ILLNESS PREVENTION PROGRAM: .......................................................28 3.28 RECYCLED BOND PAPER:..................................................................................................29 3.29 SAFELY SURRENDERED BABY LAW: .............................................................................29 3.30 PROPOSER’S CHARITABLE CONTRIBUTION COMPLIANCE:.................................29 3.31 CONTRACTOR’S WILLINGNESS TO CONSIDER COUNTY’S EMPLOYEES FOR EMPLOYMENT:.....................................................................................................................30 3.32 CONSIDERATION OF GAIN/GROW PROGRAM PARTICIPANTS FOR EMPLOYMENT:.....................................................................................................................30 3.33 COUNTY’S QUALITY ASSURANCE PLAN: .....................................................................30 3.34 NOTICE TO EMPLOYEES REGARDING THE FEDERAL EARNED INCOME CREDIT: ..................................................................................................................................30 3.35 PROPOSER DEBARMENT: ..................................................................................................31 3.36 PROTEST PROCESS:.............................................................................................................31 3.36.1 Grounds for Review...................................................................................................32 3.36.2 Review of Solicitation Requirements. ......................................................................32 3.36.3 Review of a Disqualified Proposal. ...........................................................................33 3.36.4 Review of County’s Proposed Contractor Selection. ..............................................33 3.36.4.1 County Debriefing Process. ..................................................................................................... 33 3.36.4.2 Proposed Contractor Selection Review. ................................................................................. 34 3.36.4.3 County Review Panel Process. ................................................................................................ 35 3.36.5 Contact/Address for Protest Requests. ....................................................................36 3.37 NOTIFICATION TO COUNTY OF PENDING ACQUISITIONS/MERGERS BY PROPOSING COMPANY:.....................................................................................................36 3.38 TRANSITIONAL JOB OPPORTUNITIES PREFERENCE PROGRAM:........................36 4. MINIMUM CONTRACTOR QUALIFICATIONS: ............................................................38 4.1 REQUISITE EXPERIENCE: .................................................................................................38 4.2 PROPOSER QUALIFICATIONS: .........................................................................................38 4.3 CONTRACTOR STAFF QUALIFICATIONS: ....................................................................39 4.3.1 Contractor’s Project Director: .................................................................................39 4.3.2 Contractor’s Project Manager: ................................................................................39 4.4 COUNTY’S MINIMUM REQUIREMENTS.........................................................................40 5. PROPOSAL REQUIREMENTS:...........................................................................................41 5.1 TRUTH AND ACCURACY OF REPRESENTATIONS:.....................................................41 5.2 PROPOSAL PREPARATION INSTRUCTIONS:................................................................41 5.2.1 Preparing to Respond................................................................................................41 5.2.2 Realistic Proposals.....................................................................................................41 5.3 PRIME CONTRACTOR:........................................................................................................41 5.4 CONFIDENTIALITY AND ASSIGNMENT AGREEMENT: ............................................42 5.5 PROPOSAL SUBMISSION: ...................................................................................................42 5.6 ERROR CORRECTIONS REQUIREMENT: ......................................................................44 5.7 BUSINESS/TECHNICAL PROPOSAL:................................................................................44 5.7.1 Cover Page .................................................................................................................45 DATA MINING SOLUTION (DMS) RFP Page ii JULY 8, 2009
    • 5.7.2 Transmittal Letter .....................................................................................................45 5.7.3 Table of Contents.......................................................................................................46 5.7.4 Executive Summary (Business/Technical Proposal, Section 1)..............................46 5.7.5 Proposer’s Minimum Contractor Qualifications (Business/Technical Proposal, Section 2) ....................................................................................................................46 5.7.6 Proposer’s Technical Response (Business/Technical Proposal, Section 3) ...........51 5.7.7 Proposer’s Staffing Plan (Business/Technical Proposal, Section 4)......................53 5.7.8 Proposer’s Quality Control Plan (Business/Technical Proposal, Section 5) ........55 5.7.9 Exceptions (Business/Technical Proposal, Section 6)..............................................56 5.7.10 Anticipated Risks/Assumptions (Business/Technical Proposal, Section 7) ...........56 5.7.11 Subcontractors or Partners (Business/Technical Proposal, Section 8)..................57 5.7.12 County Required Forms (Business/Technical Proposal, Section 9).......................57 5.7.13 Last Page of Proposal (Business/Technical Proposal, Section 10) .........................59 5.8 PRICE PROPOSAL:................................................................................................................60 5.8.1 Cover Page .................................................................................................................60 5.8.2 Schedule of Payments (Price Proposal, Section 1) ..................................................60 6. PROPOSAL EVALUATION AND CONTRACTOR SELECTION: .................................62 6.1 EVALUATION OVERVIEW: ................................................................................................62 6.2 EVALUATION COMMITTEE: .............................................................................................63 6.3 EVALUATION CRITERIA AND WEIGHTING FACTORS: ............................................63 6.4 EVALUATION PHASES: .......................................................................................................63 6.4.1 Evaluation Phase 1 – Proposal Screening (Pass/Fail). ............................................63 6.4.2 Evaluation Phase 2 – Evaluation of Business/Technical Proposals. ......................64 6.4.2.1 Business/Technical Proposal (7,000 Points or 70%).............................................................. 65 6.4.3 Evaluation Phase 3 – Evaluation of Price Proposals (3,000 Points or 30%). ........65 6.5 CONTRACTOR SELECTION:..............................................................................................67 6.6 CONTRACT NEGOTIATIONS:............................................................................................67 6.7 FINAL CONTRACT AWARD BY BOARD OF SUPERVISORS: .....................................67 DATA MINING SOLUTION (DMS) RFP Page iii JULY 8, 2009
    • LIST OF APPENDICES APPENDIX A – STATEMENT OF WORK STATEMENT OF WORK .................................................................................................................. APPENDIX B – STATEMENT OF REQUIREMENTS STATEMENT OF REQUIREMENTS................................................................................................ APPENDIX C – SAMPLE AGREEMENT BASE AGREEMENT ......................................................................................................................... EXHIBIT A - STATEMENT OF WORK ........................................................................................... ATTACHMENT A.1 – SYSTEM REQUIREMENTS ................................................................ ATTACHMENT A.2 – SYSTEM CONFIGURATION .............................................................. ATTACHMENT A.3 - ACCEPTANCE CERTIFICATE ............................................................ ATTACHMENT A.4 - GLOSSARY EXHIBIT B - SCHEDULE OF PAYMENTS ..................................................................................... SCHEDULE B.1 – OPTIONAL WORK ..................................................................................... EXHIBIT C – PROJECT SCHEDULE ............................................................................................... EXHIBIT D – SYSTEM MAINTENANCE ....................................................................................... SCHEDULE D.1 – COUNTY’S REMOTE ACCESS SECURITY POLICY ............................. EXHIBIT E -CONTRACTOR EMPLOYEE ACKNOWLEDGEMENT, CONFIDENTIALITY, AND COPYRIGHT ASSIGNMENT AGREEMENT .................................................................................. EXHIBIT F - CONTRACTOR’S EEO CERTIFICATION ................................................................ EXHIBIT G – ADMINISTRATION OF AGREEMENT ................................................................... SECTION I – COUNTY KEY PERSONNEL ............................................................................. SECTION II – CONTRACTOR KEY PERSONNEL.................................................................. EXHIBIT H - SAFELY SURRENDERED BABY LAW ................................................................... EXHIBIT I – CHARITABLE CONTRIBUTIONS CERTIFICATION.............................................. EXHIBIT J - CONTRACTOR EMPLOYEE JURY SERVICE.......................................................... EXHIBIT K - DETERMINATIONS OF CONTRACTOR NON-RESPONSIBILITY AND CONTRACTOR DEBARMENT ORDINANCE ................................................................................ EXHIBIT L - LISTING OF CONTRACTORS DEBARRED IN LOS ANGELES COUNTY .......... EXHIBIT M - IRS NOTICE 1015....................................................................................................... EXHIBIT N – SOURCE CODE ESCROW AGREEMENT – INCORPORATED BY REFERENCE EXHIBIT O – REQUEST FOR PROPOSAL (RFP) – INCORPORATED BY REFERENCE EXHIBIT P – CONTRACTOR’S RESPONSE TO RFP (PROPOSAL) – INCORPORATED BY REFERENCE ...................................................................................................................................... APPENDIX D – COUNTY REQUIRED FORMS EXHIBIT D-1 — PROPOSER’S ORGANIZATION QUESTIONNAIRE/AFFIDAVIT .................. EXHIBIT D-2 — PROSPECTIVE CONTRACTOR REFERENCES ................................................ EXHIBIT D-3 — PROSPECTIVE CONTRACTOR LIST OF CONTRACTS .................................. EXHIBIT D- 4 — PROSPECTIVE CONTRACTOR LIST OF TERMINATED CONTRACTS ...... EXHIBIT D- 5 — CERTIFICATION OF NO CONFLICT OF INTEREST ...................................... EXHIBIT D- 6 — FAMILIARITY WITH THE COUNTY LOBBYIST ORDINANCE CERTIFICATION............................................................................................................................... EXHIBIT D- 7 —LA COUNTY COMMUNITY BUSINESS ENTERPRISE PROGRAM – REQUEST FOR LOCAL SBE PREFERENCE PROGRAM CONSIDERATION EXHIBIT D-8 PROPOSER’S EQUAL EMPLOYMENT OPPORTUNITY (EEO) CERTIFICATION EXHIBIT D-9— ATTESTATION OF WILLINGNESS TO CONSIDER GAIN/GROW PARTICIPANTS................................................................................................................................. EXHIBIT D 10 — COUNTY OF LOS ANGELES CONTRACTOR EMPLOYEE JURY SERVICE PROGRAM CERTIFICATION FORM AND APPLICATION FOR EXCEPTION .......................... EXHIBIT D 11 — PROPOSER RELEASE FORM............................................................................ EXHIBIT D-12 — CLIENT LIST AND RELEASE FORM .............................................................. DATA MINING SOLUTION (DMS) RFP Page 1 JULY 8, 2009
    • EXHIBIT D-13 — CERTIFICATION OF INDEPENDENT PRICE DETERMINATION & ACKNOWLEDGMENT OF RFP RESTRICTIONS .......................................................................... EXHIBIT D 14 — CHARITABLE CONTRIBUTIONS CERTIFICATION ..................................... EXHIBIT D 15 — CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION LOWER TIERED COVERED TRANSACTIONS (45 C.F.R. PART 76) ........................................................................................... EXHIBIT D 16 —REQUEST FOR PROPOSALS/GROUNDS FOR REJECTION .......................... EXHIBIT D-17 — BIDDER'S/OFFEROR'S NONDISCRIMINATION IN SERVICES CERTIFICATION............................................................................................................................... EXHIBIT D-18 – TRANSITIONAL JOB OPPORTUNITIES PREFERENCE APPLICATION....... APPENDIX E – COUNTY ORDINANCES AND POLICIES EXHIBIT E-1 —TRANSMITTAL FORM TO REQUEST A RFP SOLICITATION REQUIREMENTS REVIEW.............................................................................................................. EXHIBIT E-2 — TRANSMITTAL FORM TO REQUEST A DISQUALIFICATION REVIEW..... EXHIBIT E-3 — TRANSMITTAL FORM TO REQUEST A PROPOSED CONTRACTOR SELECTION REVIEW....................................................................................................................... EXHIBIT E-4 — TRANSMITTAL FORM TO REQUEST A COUNTY REVIEW PANE .............. EXHIBIT E-5 — COUNTY OF LOS ANGELES POLICY ON DOING BUSINESS WITH SMALL BUSINESS .......................................................................................................................................... EXHIBIT E-6 - TITLE 2 ADMINISTRATION CHAPTER 2.203.010 THROUGH 2.203.090 CONTRACTOR EMPLOYEE JURY SERVICE ............................................................................... EXHIBIT E-7 — LISTING OF CONTRACTORS DEBARRED IN LOS ANGELES COUNTY .... EXHIBIT E-8 — IRS NOTICE 1015.................................................................................................. EXHIBIT E-9 — SAFELY SURRENDER BABY LAW................................................................... EXHIBIT E-10 — TITLE 2 ADMINISTRATION DETERMINATIONS OF CONTRACTOR NON- RESPONSIBILITY AND CONTRACTOR DEBARMENT ORDINANCE...................................... EXHIBIT E-11 — BACKGROUND AND RESOURCES: CALIFORNIA CHARITIES REGULATION ................................................................................................................................... APPENDIX F –SCHEDULE OF PAYMENTS SCHEDULE: INSTRUCTIONS ......................................................................................................... SCHEDULE: PRICE SUMMARY ..................................................................................................... SCHEDULE: PRICING YEARS 1-2 AND OPTIONAL YEARS 3-4 ............................................... SCHEDULE: SYSTEM IMPLEMENTATION FIRM FIXEDPRICE BY DELIVERABLE............. SCHEDULE: SYSTEM MAINTENANCE FIRM FIXED PRICE BY DELIVERABLE .................. SCHEDULE: OPTIONAL WORK FIXED HOURLY RATE............................................................ SCHEDULE: LABOR RESOURCE................................................................................................... SCHEDULE: SUBCONTRACTOR ................................................................................................... APPENDIX G – PROPOSERS RESPONSE FORMS APPENDIX H – GLOSSARY GLOSSARY........................................................................................................................................ DATA MINING SOLUTION (DMS) RFP Page 2 JULY 8, 2009
    • PREAMBLE For over a decade, the County of Los Angeles ("County") has collaborated with its community partners to enhance the capacity of the health and human services system to improve the lives of children and families. These efforts require, as a fundamental expectation, that the County’s contracting partners share the County and community's commitment to provide health and human services that support achievement of the County’s vision, goals, values, and adopted outcomes. Key to these efforts is the integration of service delivery systems and the adoption of the Customer Service and Satisfaction Standards. The County of Los Angeles Vision is to improve the quality of life in the County by providing responsive, efficient and high quality public services that promote the self- sufficiency, well-being and prosperity of individuals, families, business and communities. This philosophy of teamwork and collaboration is anchored in the shared values of: Responsiveness Integrity Professionalism Commitment Accountability A Can-Do Attitude Compassion Respect for Diversity These shared values are encompassed in the County Mission to enrich lives through effective and caring service and the County Strategic Plan’s eight goals: 1) Service Excellence; 2) Workforce Excellence; 3) Organizational Effectiveness; 4) Fiscal Responsibility; 5) Children and Families' Well-Being; 6) Community Services; 7) Health and Mental Health; and 8) Public Safety. Improving the well-being of children and families requires coordination, collaboration, and integration of services across functional and jurisdictional boundaries, by and between County departments/agencies, and community and contracting partners. The basic conditions that represent the well-being we seek for all children and families in Los Angeles County aredelineated in the following five outcomes, adopted by the Board of Supervisors in January 1993. • Good Health; • Economic Well-Being; • Safety and Survival; • Emotional and Social Well-Being; and • Education and Workforce Readiness. Recognizing no single strategy - in isolation - can achieve the County’s outcomes of well- being for children and families, consensus has emerged among County and community leaders that making substantial improvements in integrating the County’s health and human services system is necessary to significantly move toward achieving these outcomes. The DATA MINING SOLUTION (DMS) RFP Page 3 JULY 8, 2009
    • County has also established the following values and goals for guiding this effort to integrate the health and human services delivery system: Families are treated with respect in every encounter they have with the health, educational, and social services systems. Families can easily access a broad range of services to address their needs, build on their strengths, and achieve their goals. There is no "wrong door”: wherever a family enters the system is the right place. Families receive services tailored to their unique situations and needs. Service providers and advocates involve families in the process of determining service plans, and proactively provide families with coordinated and comprehensive information, services, and resources. The County service system is flexible, able to respond to service demands for both the County-wide population and specific population groups. The County service system acts to strengthen communities, recognizing that just as individuals live in families, families live in communities. In supporting families and communities, County agencies work seamlessly with public and private service providers, community-based organizations, and other community partners. County agencies and their partners work together seamlessly to demonstrate substantial progress towards making the system more strength-based, family focused, culturally-competent, accessible, user-friendly, responsive, cohesive, efficient, professional, and accountable. County agencies and their partners focus on administrative and operational enhancements to optimize the sharing of information, resources, and best practices while also protecting the privacy rights of families. County agencies and their partners pursue multi-disciplinary service delivery, a single service plan, staff development opportunities, infrastructure enhancements, customer service and satisfaction evaluation, and revenue maximization. County agencies and their partners create incentives to reinforce the direction toward service integration and a seamless service delivery system. The County human service system embraces a commitment to the disciplined pursuit of results accountability across systems. Specifically, any strategy designed to improve the County human services system for children and families DATA MINING SOLUTION (DMS) RFP Page 4 JULY 8, 2009
    • should ultimately be judged by whether it helps achieve the County’s five outcomes for children and families: good health, economic well-being, safety and survival, emotional and social well-being, and education and workforce readiness. The County, its clients, contracting partners and the community will continue to work together to develop ways to make County services more accessible, customer friendly, better integrated, and outcome-focused. Several departments have identified shared themes in their strategic plans for achieving these goals including: making an effort to become more consumer/client-focused; valuing community partnerships and collaborations; emphasizing values and integrity; and using a strength-based and multi-disciplinary team approach. County departments are also working to provide the County's Board of Supervisors and the community with a better understanding of how resources are being utilized, how well services are being provided and what are the results of the services: is anyone better off? The County of Los Angeles health and human service departments and their partners are working together to achieve the following Customer Service and Satisfaction Standards in support of improving outcomes for children and families. Personal Service Delivery The service delivery team members, staff and volunteers, will treat customers and each other with courtesy, dignity, and respect. They will: • Introduce themselves by name; • Listen carefully and patiently to customers; • Be responsive to cultural and linguistic needs; • Explain procedures clearly; and • Build on the strengths of families and communities. Service Access Service providers will work proactively to facilitate customer access to services. • Provide services as promptly as possible; • Provide clear directions and service information; • Outreach to the community and promote available services; • Involve families in service plan development; and • Follow-up to ensure appropriate delivery of services. Service Environment DATA MINING SOLUTION (DMS) RFP Page 5 JULY 8, 2009
    • Service providers will deliver services in a clean, safe, and welcoming environment, which supports the effective delivery of services. • Ensure a safe environment; • Ensure a professional atmosphere; • Display vision, mission, and value statements; • Provide a clean and comfortable waiting area; • Ensure privacy; and • Post complaint and appeals procedures. The basis for all County health and human services contracts is the provision of the highest level of quality services that support improved outcomes for children and families. The County and its contracting partners must work together and share a commitment to achieve a common vision, goals, outcomes, and standards for providing services. DATA MINING SOLUTION (DMS) RFP Page 6 JULY 8, 2009
    • 1. INTRODUCTION: 1 The County of Los Angeles), on behalf of its Department of Public Social Services 2 (DPSS) in collaboration with the Chief Executive Office (CEO)-Service Integration 3 Branch (SIB), is seeking proposals from qualified Proposers to: 4 • Design and develop a Data Mining Solution ("DMS") for child care fraud 5 detection application to be used by County in the investigation of 6 CalWORKs Stage 1 Child Care fraud. 7 • Provide a cost-effective solution for the DMS design, development and 8 implementation, including System Hardware, System Software, Project 9 Administration and Training; 10 • Provide all functionality and satisfy all technical performance and other 11 requirements, as described in the body of this Request for Proposals together 12 with all Appendices and Exhibits thereto (collectively the "RFP"); 13 • Provide a centralized DMS database and access to DMS information via a 14 Web enabled browser-based environment; 15 • Utilize the County Enterprise Network (LAnet/EN) and the County’s local 16 network resources to access County Data; and 17 • Provide ongoing System Maintenance, including maintenance and 18 operational support, and Optional Work. 19 1.1 CONSTRUCTION OF TERMS: 20 In construing the terms of this RFP, the following rules shall apply: 21 (A) Singular nouns and phrases incorporating them (e.g., referring to objects, 22 persons, events, or otherwise) shall be construed to also include the plural, 23 except where reference to a single item is implied or necessary pursuant to 24 the context of the word or phrase in question and except as otherwise 25 expressly stated in the particular defined terms, specified in Paragraph 1.3 26 (Definitions) of the Base Agreement of Appendix C (Sample Agreement). 27 Plural nouns, and phrases incorporating them, shall be construed to also 28 include the singular except where reference to multiple items is implied or 29 necessary pursuant to the context of the word or phrase in question and 30 except as otherwise expressly stated for particular defined terms set forth in 31 Paragraph 1.3 (Definitions) of the Base Agreement of Appendix C (Sample 32 Agreement). 33 (B) Any use of the masculine gender shall be construed to include the feminine 34 and vice versa. 35 (C) Examples provided by using words and phrases, such as “including”, 36 “include”, “includes” or “e.g.” shall not be construed as limiting the term 37 clarified thereby. For example, “including” shall be construed as “including, 38 but not limited to.” 39 (D) References in this RFP to federal, State, County and/or other governmental 40 laws, rules, regulations, ordinances, guidelines, directives, policies, and/or DATA MINING SOLUTION (DMS) RFP Page 7 JULY 8, 2009
    • 41 procedures shall mean such laws, rules, regulations, ordinances, guidelines, 42 directives, policies, and/or procedures as amended from time-to-time. 43 (E) Unless expressly stated otherwise, all approvals, consents, or determinations 44 by or on behalf of County under this RFP may be given or withheld in the 45 sole discretion or judgment of the person or entity authorized to provide or 46 make such approval, consent, or determination. 47 (F) For convenience, the definitions of certain terms used in this RFP, and not 48 defined in Paragraph 1.3 (Definitions) of the Base Agreement of Appendix C 49 (Sample Agreement), can be found in Appendix H (Glossary). 50 1.2 DMS PROCUREMENT PROCESS: 51 This RFP establishes guidelines, criteria and procedures for submitting proposals in 52 response to the RFP. It is the duty of each Proposer to thoroughly review the entire 53 RFP, including all Appendices and Exhibits thereto, for terms, conditions and 54 requirements that are included throughout this RFP. 55 56 The evaluation of proposals is a multi-phased process as described in Section 6 57 (Proposal Evaluation and Contractor Selection). County may, at its sole discretion, 58 reject any or all responses submitted in response to this RFP at any time. County 59 shall not be liable for any costs incurred by any Proposer in connection with the 60 preparation, submission, or presentation of any proposal. 61 62 County’s recommendation for Contractor selection is subject to approval at the State 63 level with final approval by the County’s Board of Supervisors (the "Board"), which 64 may enter into an Agreement with one (1) prime Contractor for the DMS, including 65 its implementation, maintenance and support, as described in this RFP. 66 67 The selected Contractor shall provide the DMS design, development and 68 implementation according to County requirements, shall benchmark and verify DMS 69 performance and shall perform continued ongoing maintenance, operations, support, 70 modifications and enhancements. County shall own, without limitation, the DMS 71 data, as well as the design and configuration of the DMS technical infrastructure, as 72 further provided in the Sample Agreement. Contractor shall provide all software and 73 hardware necessary to develop, test, host, manage and operate the DMS, as further 74 provided in the Statement of Work and the Sample Agreement. 75 76 Any resultant Agreement will be a Deliverables based contract with a Maximum 77 Fixed Price for all work under any resultant Agreement. 78 1.3 SCHEDULE OF EVENTS: 79 The following schedule sets forth key events and dates in the procurement and 80 contracting process: DATA MINING SOLUTION (DMS) RFP Page 8 JULY 8, 2009
    • 81 Table 1 — Schedule of Events Event Date Release of RFP July 8, 2009 Proposers’ Mandatory Conference July 15, 2009 Deadline for Written Questions Submission July 17, 2009 Deadline for Request for Solicitation Requirements Review July 22, 2009 Responses to Written Questions Completed July 30, 2009 Proposal Due Date August 13, 2009 82 These dates may be changed at any time as determined by County. 83 1.4 ORGANIZATION OF THE RFP: 84 The RFP, including all Appendices and Exhibits, sets forth County requirements for 85 the DMS Project. Should this RFP require any significant changes, as determined by 86 County, an Addendum to the RFP will be released. Clarifications or explanations of 87 requirements may be provided in the form of written responses to written questions 88 submitted by Proposers when responses to written questions are scheduled to be 89 completed (see Section 1.3 (Schedule of Events)). It is each Proposer’s 90 responsibility to identify any perceived points of conflict or ambiguity and to request 91 interpretations or clarifications about any language in the RFP. 92 93 The RFP is organized in six (6) major Sections plus Appendices. The RFP major 94 Sections and a list of RFP Appendices are shown below: 95 96 Section 1 Introduction 97 Section 2 Background of the Project 98 Section 3 General Conditions 99 Section 4 Minimum Contractor Qualifications 100 Section 5 Proposal Requirements 101 Section 6 Proposal Evaluation and Contractor Selection 102 Appendix A Statement of Work 103 Appendix B Statement of Requirements 104 Appendix C Sample Agreement 105 Appendix D County Required Forms 106 Appendix E County Ordinances and Policies 107 Appendix F Schedule of Payments 108 Appendix G Proposers Response Forms 109 Appendix H Glossary DATA MINING SOLUTION (DMS) RFP Page 9 JULY 8, 2009
    • 110 1.5 PROJECT OBJECTIVE: 111 The general objective of the Project covered by the RFP is to implement a 112 technology solution, known as Data Mining Solution, which will assist in the 113 detection and prevention of fraudulent activities among individuals or groups 114 participating in County’s Stage 1 Child Care Program for CalWORKs participants 115 (also "Participant(s)"). 116 This Statement of Work consists of instructions, tasks, subtasks, deliverables, goods, 117 services and other work (“Work”) and, unless specified otherwise, includes a Project 118 Schedule. Capitalized terms used in this Statement of Work without definitions have 119 the meanings given to such terms in the Base Agreement to Appendix C (Sample 120 Agreement). All Work under the resultant Agreement shall be performed at the rates 121 and fees set forth in the Schedule of Payments. 122 Contractor shall perform, complete and deliver all Work, however denoted, as set 123 forth in the Statement of Work. Also defined herein are those Tasks and Subtasks 124 that involve participation of both Contractor and County. Unless otherwise specified 125 as an obligation of County, Contractor shall perform all Tasks and Subtasks and 126 provide all Deliverables as defined in the Statement of Work. For the purpose of this 127 Agreement, a Deliverable shall be deemed complete upon County’s approval and 128 acceptance thereof subject to the provisions of the Sample Agreement, irrespective of 129 the number of tries it takes Contractor to provide a successful Deliverable. 130 Contractor shall provide a comprehensive child care fraud platform and solutions, 131 including the installation and configuration of the necessary data mining software, 132 the provision of data quality and data integration solutions, the development of 133 analytic models and the provision of other services to implement the County Data 134 Mining Solution as necessary to meet the technical, functional, operational and 135 business requirements set forth in the RFP, including the Statement of Requirements 136 ("System Requirements"). The general objective of this Project is to implement a 137 technology solution, which will assist in the detection and prevention of fraudulent 138 activity among individuals or groups participating in County’s Stage 1 Child Care 139 Program for CalWORKs participants. 140 1.6 EXISTING DOCUMENTATION AND DILIGENCE MATERIALS: 141 It is the Proposer’s responsibility to perform the necessary diligence to fully 142 understand County’s requirements when responding to this RFP. Proposer may be 143 provided access to the Diligence Library that houses the diligence materials, in 144 addition to those attached to this RFP, to further Proposer’s knowledge of the DPSS 145 systems. Registration for access to the Diligence Library is located in the DPSS 146 Portal at the link provided below. 147 148 http://dpss.lacounty.gov/dpss/contracts/default.cfm 149 DATA MINING SOLUTION (DMS) RFP Page 10 JULY 8, 2009
    • 150 The diligence materials provided in the Diligence Library may change from time to 151 time, as determined by County, without notice. 152 Although County has endeavored to include or reference in this RFP information 153 known to County that it believes to be relevant to this procurement, by submitting a 154 proposal, the Proposer understands and agrees that neither County nor any of its 155 employees, agents, advisors or representatives: (i) has made or makes any 156 representation or warranty, express or implied, as to the accuracy or completeness of 157 the diligence materials provided; or (ii) shall have any liability or responsibility 158 whatsoever to Proposer or Proposer’s representatives relating to or resulting from the 159 use of any diligence materials, or any errors therein or omissions therefrom. Without 160 limiting the generality of the foregoing, the diligence materials may include certain 161 assumptions, statements, estimates and projections provided by, or respecting to, 162 County. Such assumptions, statements, estimates and projections reflect various 163 assumptions made by County, which assumptions may or may not prove to be 164 correct. No representations are made by County as to the accuracy of such 165 assumptions, statements, estimates or projections 166 2. BACKGROUND OF THE PROJECT: 167 County’s Chief Executive Office ("CEO") and Department of Public Social Services 168 ("DPSS") conducted a pilot ("Pilot") between May and November of 2008 to 169 determine the business value of implementing data mining software for the purposes 170 of detection and prevention of public assistance fraud. The application of data 171 mining software was limited to three primary Predictive Models and the analysis 172 applied only to DPSS’ Stage 1 Child Care Program for CalWORKs participants. In 173 order to demonstrate the predictive capacities of the data mining software, the Pilot 174 used DPSS’ administrative records on child care providers between January 2001 175 and December 2007. The software’s fraud analysis capability was demonstrated in 176 three categories: (1) cases with characteristics placing them at a high risk for fraud; 177 (2) cases showing significant anomalies; (3) potential fraud rings and collusion 178 activities. 179 The data mining Pilot achieved an 85 percent (85%) accuracy rate in detecting 180 collusive fraud rings. The results of the Pilot show that the use of data mining 181 software as a fraud detection tool would have enabled cost avoidance in three areas: 182 (1) new fraud referrals, resulting in an annual gross cost avoidance of at least $2.2 183 million; (2) early detection of fraud, resulting in an annual gross cost avoidance of 184 $1.6 million; (3) increased efficiency, resulting in an annual gross cost avoidance of 185 $3 million. The total annual gross cost avoidance in these areas would, therefore, 186 have been at least $6.8 million. Furthermore, the results indicated that the cost 187 avoidance could possibly increase with additional data sources and further utilization 188 of additional predictive fraud detection models not included in the Pilot. 189 On January 6, 2009, County's Board of Supervisors passed a motion that directed the 190 CEO to develop a strategy for the implementation of data mining technology to 191 target fraud in the CalWORKs Stage 1 Child Care program. The CEO reported back DATA MINING SOLUTION (DMS) RFP Page 11 JULY 8, 2009
    • 192 to the Board with a recommendation to procure the necessary technology through a 193 competitive procurement process. The present RFP embodies County’s effort to 194 solicit competitive bids from potential vendors. 195 2.1 COUNTY PROGRAMS BACKGROUND: 196 The following County programs provide data sources and selected data extracts that 197 are used in County’s data mining current research, which together with other data 198 sources will be used in the development of and for the purpose of the DMS Project. 199 2.1.1 CALIFORNIA WORK OPPORTUNITIES AND RESPONSIBILITY TO KIDS 200 (CALWORKS). 201 CalWORKs is the State’s version of the federal Temporary Aid for Needy 202 Families (TANF) program that provides temporary financial assistance and 203 employment-focused services to families with minor children who have 204 income and property below State maximum limits for their family size. Most 205 able-bodied parents are also required to participate in the CalWORKs Greater 206 Avenues for Independence (GAIN) employment services program as a 207 condition of eligibility. 208 2.1.1.1 Greater Avenues for Independence (GAIN). 209 The GAIN program is the State’s version of the federal 210 Welfare-to-Work (WtW) program that provides effective 211 training, employment services, and supportive services to help 212 individuals transition from dependency on public assistance 213 programs to economic self-sufficiency. 214 2.1.1.2 Supportive Services 215 Services which GAIN will help to arrange or pay for, in order 216 that a Participant may participate in GAIN activities, if other 217 funding sources are not available. 218 1. Child Care 219 The objective of the CalWORKs child care program is 220 to ensure that CalWORKs children are provided child 221 care while their parents/caretakers, who are not exempt 222 from WtW requirements, continue to participate in their 223 WtW activities. CalWORKs parents can choose licensed 224 or license-exempt child care providers. In the County, 225 child care referral services are provided through multiple 226 Alternative Payment Program (APP) and Resource and 227 Referral (R&R) agencies, and child care payments are 228 made directly to child care providers. Under certain 229 circumstances, County may be required to provide child 230 care services to a specific WtW Participant who is 231 working and is no longer aided. A Participant who is 232 working and is no longer aided may be able to receive DATA MINING SOLUTION (DMS) RFP Page 12 JULY 8, 2009
    • 233 child care assistance for up to twenty-four (24) months 234 from the date his cash aid is terminated. 235 There are three (3) stages of CalWORKs child care, 236 which are defined as follows: 237 • Stage One begins with a family’s entry into 238 the CalWORKs program. Clients leave Stage 239 one after six (6) months or when their 240 situation is stable, and when there is a slot in 241 Stage Two or three. 242 • Stage Two begins after six (6) months or after 243 a recipient’s work or work activity has 244 stabilized, or when the family is transitioning 245 off of aid. Clients may continue to receive 246 child care in Stage two up to two (2) years 247 after they are no longer eligible for aid. 248 • Stage Three begins when a funded space is 249 available and when the client has acquired the 250 twenty-four (24) months of child care, after 251 transitioning off aid. 252 2. Transportation 253 Payments issued to a Participant for travel to and from 254 WtW activities and/or employment. 255 3. Ancillary Expense(s) 256 Payments issued to a Participant to cover the cost of 257 items necessary for a Participant to participate in WtW 258 activities and/or employment. Expenses covered 259 include books, tools, special clothing, and/or other 260 costs. 261 2.1.1.3 Cal-Learn. 262 Cal-Learn is a mandatory program for CalWORKs participants 263 who receive cash assistance and are under nineteen (19) years of 264 age, are pregnant or parenting, and have not yet completed their 265 high school education. The focus of Cal-Learn is to provide 266 teens with the support they need to complete their high school 267 education. Cal-Learn participants are also eligible for 268 supportive services. 269 2.1.2 FOOD STAMP. 270 The Food Stamp program was established to improve the nutrition of people 271 in low-income households. Food Stamp benefits are issued by Electronic 272 Benefit Transfer (EBT) onto a plastic swipe card that can be used at Point of 273 Sale (POS) machines. DATA MINING SOLUTION (DMS) RFP Page 13 JULY 8, 2009
    • 274 2.1.3 GENERAL RELIEF (GR). 275 The GR program is a County-funded program that provides cash aid to 276 indigent adults and certain sponsored legal immigrant families who are 277 ineligible for federal or State programs. 278 2.1.3.1 General Relief Opportunity for Work (GROW). 279 The GROW program is a County-funded program that offers 280 employment and training services to employable and is designed 281 to help GR participants obtain jobs and achieve self–sufficiency. 282 2.1.4 CASH ASSISTANCE PROGRAM FOR IMMIGRANTS (CAPI). 283 The CAPI program provides cash to certain aged, blind, and disabled legal 284 non-citizens ineligible to Supplemental Security Income/State Supplemental 285 Payment (SSI/SSP) due to their immigration status. CAPI participants may 286 be eligible for Medi-Cal, In-Home Supportive Services (IHSS), and/or Food 287 Stamp benefits. 288 2.1.5 MEDI-CAL. 289 The Medi-Cal program provides free and low-cost health care and services to 290 qualifying low-income residents of Los Angeles County. There are health 291 care services to cover the needs of everyone regardless of age, race, or 292 immigration status. Programs are available for children and youth, pregnant 293 women, and families and persons who are aged, blind, or disabled. 294 2.1.6 IN-HOME SUPPORTIVE SERVICES (IHSS). 295 The IHSS program provides financial assistance for in-home services to the 296 elderly, disabled, or blind. IHSS provides an alternative to out-of-home care, 297 such as nursing homes or board and care facilities. 298 2.2 COUNTY SYSTEMS BACKGROUND: 299 The following is a description of the information systems containing the County Data 300 that will be used in the development of the DMS project. 301 2.2.1 DPSS SYSTEMS. 302 The DPSS Systems consist of: (i) Los Angeles Eligibility Automated 303 Determination, Evaluation and Reporting (LEADER) System, (ii) GAIN 304 (Greater Avenues for Independence) Employment Activity and Reporting 305 System (GEARS), (iii) General Relief Opportunity for Work (GROW) 306 System, (iv) Case Management, Information and Payrolling System 307 (CMIPS), and (v) Welfare Fraud Linkage Analysis Database System 308 (WFLADS). 309 2.2.1.1 LEADER System. 310 The LEADER System automates administration of benefit 311 programs in Los Angeles County, including eligibility DATA MINING SOLUTION (DMS) RFP Page 14 JULY 8, 2009
    • 312 determination; benefit calculation and issuance, case 313 maintenance, and management/fiscal reports and controls. 314 DPSS serves as the host for the LEADER System for the 315 following County departments: Auditor-Controller, Child 316 Support Services, Children and Family Services, Community 317 and Senior Services, District Attorney, Health Services’ medical 318 and health center sites, Mental Health, Probation, and the 319 Treasurer-Tax Collector. Selected non- County agencies and 320 users (e.g., City of Los Angeles Housing Authority, Pomona 321 Valley Hospital) also utilize the LEADER System. 322 The LEADER System, one of the largest multi-host, multi-tiered 323 client server systems in the world, includes: 324 Over 16,000 users accessing the LEADER System via a private- 325 line telephone network in more than 134 local sites representing 326 ten (10) County departments, plus an additional 200 outreach 327 Medi-Cal sites served by 400 mobile staff using laptops which 328 access the LEADER System via dial-up modem. 329 2.2.1.2 GEARS. 330 GEARS is designed to track employment, education, vocational 331 and training activities of GAIN participants. GEARS also issues 332 supportive services, including Child Care, transportation, and 333 ancillary payments to GAIN participants. GEARS supports the 334 State’s mandate to provide a GAIN Welfare-to-Work (WtW) 335 program to GAIN participants. 336 GEARS stores approximately fifty-five thousand (55,000) active 337 cases, which are accessed by approximately twenty-six hundred 338 (2,600) users distributed over approximately one hundred twenty 339 (120) locations. 340 2.2.1.3 GROW System. 341 General Relief (GR) is a County-funded program that provides 342 financial assistance to indigent adults who are ineligible for 343 financial assistance under federal or State programs. Currently, 344 the GROW System processes approximately thirty thousand 345 (30,000) active GR employable cases monthly for the GROW 346 program. Approximately seven hundred (700) users process 347 these cases and reside at approximately sixty-one (61) different 348 locations. 349 2.2.2 CASE MANAGEMENT, INFORMATION AND PAYROLLING SYSTEM (CMIPS). 350 CMIPS tracks case information and processes payments for the California 351 Department of Social Services In-Home Supportive Services Program, DATA MINING SOLUTION (DMS) RFP Page 15 JULY 8, 2009
    • 352 enabling nearly 400,000 qualified aged, blind, and disabled individuals in 353 California to remain in their own homes and avoid institutionalization. 354 2.2.3 WELFARE FRAUD LINKAGE ANALYSIS DATABASE SYSTEM (WFLADS). 355 WFLADS is an anti-fraud tool that receives, stores, reads, and analyzes data 356 from existing DPSS computer systems for CalWORKs and Food Stamp case 357 records on a daily basis. It identifies inconsistencies in welfare cases and 358 alerts fraud staff by identifying and monitoring patterns that may indicate 359 fraud. Some patterns, like validating Social Security numbers, identifying 360 mail drops, etc., are already programmed on WFLADS. DATA MINING SOLUTION (DMS) RFP Page 16 JULY 8, 2009
    • 361 3. GENERAL CONDITIONS: 362 The following are the general terms and conditions applicable to this procurement. 363 3.1 FORMAL SOLICITATION: 364 Notwithstanding any other provision of this RFP, this RFP is a solicitation for 365 proposals only and is not an offer to enter into a contract. 366 3.2 COUNTY POINT OF CONTACT AND RFP COMMUNICATIONS: 367 All contacts regarding this RFP or any matter relating thereto must be in writing and 368 emailed, to County’s point of contact. County’s point of contact information for any 369 and all inquiries or other communications regarding this RFP is as follows: 370 371 Name: Amy Farsakyan 372 Address: Los Angeles County 373 Department of Public Social Services 374 14714 Carmenita Road, 3rd Floor 375 Norwalk, CA 90650 376 Phone: (562) 623-2058 or (626) 312-6016 377 Email address: DMSRFP@dpss.lacounty.gov 378 Proposers are specifically directed not to contact any other County person or agent, 379 the State or DMS procurement team members for any matters related to this RFP. 380 Failure to adhere to this policy shall result in elimination of the Proposer from 381 further consideration, as determined by County. 382 All written communications with County regarding this RFP, including its 383 Appendices and Exhibits, must reference the RFP, Proposer’s name, Proposer’s 384 address, contact person, contact’s telephone number, contact’s email address, and the 385 reason for communication (e.g., questions, request for Diligence Library access) as 386 follows: 387 “[Reason for Communication]: Request for Proposals for the Data Mining 388 Solution (DMS) RFP #ESD 09-02.” 389 Any material received that does not explicitly indicate its RFP related contents will 390 be handled as general mail or communications, which may result in a delay or non- 391 response to the Proposer. County is responsible only for that which is expressly 392 stated in this RFP and any authorized written Addenda thereto. County is not 393 responsible for and shall not be bound by any representations otherwise made by any 394 individual acting or purporting to act on County’s behalf. 395 3.3 PROPOSAL SUBMISSION DEADLINE: 396 Each Proposer is solely responsible to ensure that its proposal is received by County 397 before the submission deadline of 12:00 p.m. (noon), Pacific Time, Thursday, 398 August 13, 2009. Each Proposer shall bear all risks associated with delays in the DATA MINING SOLUTION (DMS) RFP Page 17 JULY 8, 2009
    • 399 United States Postal Service or other delivery services. Proposals submitted by 400 facsimile or e-mail shall not be accepted. 401 Proposals received after the scheduled closing time for receipt of proposals shall be 402 returned, unopened to the sender and shall not be considered. Refer to Section 5 403 (Proposal Requirements) of this RFP for complete instructions on the content, 404 format, sequence, and submission of proposals. 405 3.4 PROPOSERS’ MANDATORY CONFERENCE: 406 A Proposers’ Mandatory Conference will be conducted for prospective Proposers. 407 The purpose of the conference is to provide clarification regarding the RFP process, 408 the project scope of work, and required Proposer responses. The Proposers’ 409 Mandatory Conference is scheduled as follows: 410 411 Date: July 15, 2009 412 Time: 1:45 p.m. 413 Location: Los Angeles County 414 Department of Public Social Services 415 Conference Room 140 416 9320 Telstar Ave. 417 El Monte, CA 91731 418 419 Parking Location: Street parking at DPSS Eligibility Systems Division is 420 limited. Please plan additional time to include a 421 10-minute walk in order to be on time for the 422 Proposers’ conference. 423 Proposers that do not attend the Proposers’ Mandatory Conference and complete the 424 official sign-in sheet will have their proposals returned unopened and shall not be 425 considered. To register for the Proposers’ Mandatory Conference, a Proposer must 426 notify County by e-mail at DMSRFP@dpss.lacounty.gov , at least one (1) day prior 427 to the date of the Proposers’ Mandatory Conference, as specified in Section 3.2 428 (County Point of Contact and RFP Communications). 429 County reserves the right to reschedule the Proposers’ Mandatory Conference to a 430 different day and/or continue the Proposers’ Mandatory Conference beyond the date 431 of the scheduled date July 15, 2009. 432 County will accept only written questions referencing the RFP during the Proposers’ 433 Mandatory Conference and will make a reasonable attempt to orally answer such 434 written questions during the Proposers’ Mandatory Conference; however, County 435 reserves the right not to orally answer questions. Any oral answers provided at the 436 Proposer’s Mandatory Conference shall not be binding. Written responses to all 437 Proposers’ Mandatory Conference written questions will be provided to all Proposers 438 that County records indicate received the RFP, without identifying the originator of 439 questions, and will be made available on the DPSS Portal when responses to written 440 questions are scheduled to be completed (see Section 1.3 (Schedule of Events)), and DATA MINING SOLUTION (DMS) RFP Page 18 JULY 8, 2009
    • 441 may also, as determined by County, be included in an Addendum to this RFP, as 442 described in Section 3.5 (Written Questions and Answers). 443 3.5 WRITTEN QUESTIONS AND ANSWERS: 444 County will accept written questions from Proposers effective with the release of this 445 RFP until the deadline for questions submission as specified in Section 1.3 (Schedule 446 of Events). All questions shall be submitted by e-mail to County’s point of contact at 447 the address shown in Section 3.2 (County Point of Contact and RFP 448 Communications). 449 Proposer shall include Proposer’s name, Proposer’s address, contact person, 450 contact’s telephone number, and contact’s email address when submitting questions. 451 Include with your question, the following statement: 452 “Questions: Request for Proposals for the Data Mining Solution (DMS) RFP 453 #ESD 09-02.” 454 Proposers may submit questions requesting clarification of specific information 455 contained in the RFP. Questions referencing the RFP must include paragraph(s), 456 page number(s) and line number(s), if applicable. Proposers may also submit 457 questions requesting additional information not addressed in the RFP, which will be 458 responded to at the sole discretion of County. County reserves the right to group 459 similar questions when providing answers. 460 All questions, without identifying the submitting Proposer, will be compiled with the 461 appropriate answers and made available in the DPSS Portal when responses to 462 written questions are scheduled to be completed (see Section 1.3 (Schedule of 463 Events)), and may also, as determined by County, be included in an Addendum to 464 this RFP. 465 Among others, questions may address concerns that the application of minimum 466 requirements, evaluation criteria and/or business requirements would unfairly 467 disadvantage Proposers or, due to unclear instructions, may result in the County not 468 receiving the best possible responses from Proposer. 469 3.6 CERTAIN RIGHTS OF COUNTY: 470 County, in its sole discretion, may reject at any time any or all proposals submitted in 471 response to this RFP. County, in its sole discretion, may cancel this RFP at any time. 472 County shall not be liable or responsible for any costs incurred in connection with 473 the preparation, submittal or presentation of any proposal. 474 Proposals signed by other than the owner of a sole proprietorship, an authorized 475 officer of a corporation, an authorized general partner of a general or limited 476 partnership or a manager or managing member of a limited liability company must 477 include a power of attorney authorizing the signature. In addition, all persons 478 signing on behalf of the Proposer are required to warrant that they are authorized to 479 sign for and on behalf of the Proposer. Otherwise, the proposal shall be rejected. DATA MINING SOLUTION (DMS) RFP Page 19 JULY 8, 2009
    • 480 Only one proposal per individual, partnership, corporation, limited liability company 481 or association under the same or different names shall be considered. If there is 482 reason to believe that collusion exists among Proposers, none of the participants in 483 such collusion shall be considered in this or any future RFP, as determined by 484 County. 485 County, in its sole discretion, may interpret or change any provision of this RFP at 486 any time. Any such interpretation or change shall be in the form of a written 487 Addendum to this RFP. Each Addendum shall become part of this RFP and may 488 become part of any resultant Agreement. Each Addendum shall be made available to 489 each person or organization that County records indicate has received this RFP. 490 Should any Addendum require additional information not previously requested, a 491 proposal’s failure to address the requirements of such Addendum shall result in the 492 elimination of the proposal for consideration, as determined by County. 493 County, in its sole discretion, may determine that a time extension is required for 494 submission of proposals, in which case an Addendum to this RFP shall indicate the 495 new proposal submission deadline. 496 County reserves the right to waive any minor irregularities or immaterial defects in 497 any submitted proposal, as determined by County. 498 County reserves the right to enter into simultaneous negotiations with more than one 499 Proposer, as determined by County. County also reserves the right to terminate 500 simultaneous negotiations with any Proposer with which it is negotiating, at any 501 time, as determined by County. 502 3.7 FORMAL BOARD APPROVAL OF CONTRACT: 503 Notwithstanding a recommendation of a department, agency, individual or other 504 person or entity, County's Board of Supervisor retains the right to exercise its 505 judgment concerning the selection of any proposal and the terms of any resultant 506 Agreement and to determine which proposal best serves the interests of County. The 507 Board is the ultimate decision-making body and makes the final determinations 508 necessary to arrive at a decision to award, or not to award, a contract. 509 3.8 REIMBURSEMENT PROVISIONS: 510 Proposer shall state all prices to County associated with its proposed provision of 511 work described in this RFP and in any Addenda to this RFP. All proposals shall be 512 evaluated, in part, on a lowest overall total price basis and compared against other 513 Proposers’ prices. Prices for all proposed work, including all applicable taxes, must 514 be stated. 515 3.9 TERM: 516 The term of the resultant Agreement shall commence upon the Effective Date and 517 shall expire two (2) years thereafter, unless sooner terminated or extended, in whole 518 or in part, as provided in the Sample Agreement (“Initial Term”). At the end of the 519 Initial Term, County may, at its sole option, extend this Agreement for up to two (2) 520 additional consecutive one (1) year terms (“Extended Term”), as further specified in 521 Paragraph 7 (Contract Term) of the Base Agreement to the Sample Agreement. DATA MINING SOLUTION (DMS) RFP Page 20 JULY 8, 2009
    • 522 3.10 DISCLOSURE OF CONTENTS OF PROPOSALS: 523 Responses to this solicitation shall become the exclusive property of the County. 524 Absent extraordinary circumstances, at such time as (a) with respect to the 525 recommended Proposer's proposal, County completes contract negotiations and 526 obtains a letter from an authorized officer of the recommended Proposer that the 527 negotiated contract is a firm offer of the recommended Proposer, which shall not be 528 revoked by the recommended Proposer pending the Department's completion of the 529 process under County Policy No. 5.055 and approval by County's Board of 530 Supervisors, and (b) with respect to each Proposer requesting a County Review 531 Panel, the County Review Panel convenes as a result of such Proposers' request, and 532 (c) with respect to all other Proposers, County recommends the recommended 533 Proposer(s) to the Board and such recommendation appears on the Board agenda, 534 proposals submitted in response to this solicitation become a matter of public record, 535 with the exception of those parts of each proposal which are justifiably defined by 536 the Proposer as business or trade secrets and plainly marked as "Trade Secret," 537 "Confidential," or "Proprietary." 538 The County shall not, in any way, be liable or responsible for the disclosure of any 539 such record or any parts thereof, if disclosure is required or permitted under the 540 California Public Records Act or otherwise by law. A blanket statement of 541 confidentiality or the marking of each page of the proposal as confidential shall 542 not be deemed sufficient notice of exception. The Proposers must specifically label 543 only those provisions of their respective bid/proposal which are "Trade Secrets," 544 "Confidential," or "Proprietary" in nature. 545 3.11 FIRM OFFER: 546 All proposals shall be firm offers and shall not be withdrawn until and including 547 twelve (12) months from proposal submission. 548 3.12 COUNTY LOBBYIST ORDINANCE: 549 County has enacted an ordinance regulating the activities of persons who lobby 550 County officials. This ordinance defines a County lobbyist and imposes certain 551 registration requirements on individuals meeting the definition. The complete text of 552 the ordinance can be found in County Code Chapter 2.160. 553 In effect, each person, corporation, or other entity who seeks a County permit, 554 license, franchise, or contract shall certify compliance with the ordinance. 555 As part of this solicitation process, it is the responsibility of each Proposer to review 556 the ordinance independently as the text of said ordinance is not contained within this 557 RFP. Thereafter, each person, corporation, or other entity submitting a response to 558 this proposal must certify that each County lobbyist, as defined by County Code 559 Section 2.160.010, that is retained by the Proposer is in compliance with Chapter 560 2.160 of County Code. The Proposer shall sign the form entitled, “Familiarity with 561 the County Lobbyist Ordinance Certification,” provided in Exhibit D-6 (Familiarity DATA MINING SOLUTION (DMS) RFP Page 21 JULY 8, 2009
    • 562 with the County Lobbyist Ordinance Certification) in Appendix D (County Required 563 Forms). 564 3.13 PROPOSERS’ PRECAUTIONS: 565 To be evaluated, proposals submitted in response to this RFP must comply with 566 content, sequence and format for proposals as outlined in Section 5 (Proposal 567 Requirements) of this RFP. 568 The failure of a Proposer to comply fully with the content, sequence and format 569 requirements as described in such Section 5 (Proposal Requirements) of this RFP 570 may eliminate the proposal from further consideration as determined by County. 571 3.13.1 ACCEPTANCE OF TERMS AND CONDITIONS. 572 Proposer understands and agrees that submission of a proposal constitutes 573 acknowledgment and acceptance of, and a willingness to comply with, all the 574 terms and conditions of this RFP and any RFP Addenda. 575 3.13.2 SAMPLE AGREEMENT. 576 Proposers should review carefully Appendix C (Sample Agreement). County 577 anticipates that the resultant Agreement will be substantially similar to the 578 Sample Agreement. 579 Unless expressly identified by the Proposal in its proposal, each Proposer is 580 deemed to have accepted, as stated, County's terms and conditions set forth in 581 Appendix C (Sample Agreement). However, the County reserves the right to 582 make changes to the Sample Agreement, including any Exhibits, 583 Attachments or Schedules thereto, at its sole discretion, including as may be 584 required under applicable federal, State or local law. 585 Proposers may take exception to any Sample Agreement provision, with the 586 exceptions of the provisions of Paragraph 1.3 (Definitions) of the Base 587 Agreement of Appendix C (Sample Agreement) and any Exhibits, 588 Attachments or Schedules to such Appendix C (Sample Agreement); but to 589 do so a Proposer must submit each such exception to County as stated in 590 (Proposal Section 6). 591 Proposers shall not sign the Sample Agreement at this time. The Proposer 592 selected to provide work as a result of this RFP process shall be required to 593 sign the final version of the Agreement upon completion of the contract 594 negotiation process. 595 3.13.3 PROPOSER CHANGES. 596 A proposal containing conditions or limitations established by the Proposer 597 may be deemed irregular and be rejected by County, in its sole discretion. DATA MINING SOLUTION (DMS) RFP Page 22 JULY 8, 2009
    • 598 3.13.4 COST OF PROPOSALS. 599 County shall not be liable in any way or have any responsibility for any costs 600 incurred in connection with the preparation, submittal, or presentation of any 601 proposal submitted in response to this RFP. 602 3.14 PROHIBITION AGAINST PROPOSING: 603 Any individual, firm or subsidiary thereof, which, under agreement, assists a County 604 department in developing or preparing an RFP for this Project, is prohibited from 605 submitting a proposal in response to this RFP. Any other potential conflicts of 606 interest that are known to the Proposer must be disclosed for consideration and 607 determination of any significant conflict by County. Failure to disclose may be 608 grounds for disqualification during procurement or for termination of contract under 609 any resultant Agreement, in County’s sole discretion. 610 3.15 CONTACT WITH COUNTY EMPLOYEES: 611 As of the issue date of this RFP and continuing until the final date for submission of 612 proposals, all County personnel or County agents, except designated County 613 personnel, are specifically directed not to hold meetings, conferences, or technical 614 discussions with prospective Proposers pertaining to this RFP. Any Proposer found 615 to be acting in any way contrary to this directive shall be disqualified from entering 616 into any Agreement that may result from this RFP, in County’s sole discretion. 617 3.16 GRATUITIES: 618 It is improper for any County officer, employee or agent to solicit consideration, in 619 any form, from a Proposer with the implication, suggestion or statement that the 620 Proposer’s provision of the consideration may secure more favorable treatment for 621 the Proposer in the award of any resultant Agreement or that the Proposer’s failure to 622 provide such consideration may negatively affect County’s consideration of the 623 Proposer’s submission. A Proposer shall not offer or give, either, directly or through 624 an intermediary, consideration in any form to a County officer, employee, or agent 625 for the purpose of securing favorable treatment with respect to the award of any 626 resultant Agreement. 627 A Proposer shall immediately report any attempt by a County officer, employee or 628 agent to solicit such improper consideration. The report shall be made either to 629 County manager charged with the supervision of the employee or to County Auditor- 630 Controller's Employee Fraud Hotline at (213) 974-0914 or (800) 544-6861. Failure 631 to report such a solicitation may result in the Proposer’s submission being eliminated 632 from consideration. 633 Among other items, such improper consideration may take the form of cash, 634 discounts, services, the provision of travel or entertainment, or tangible gifts. 635 3.17 DETERMINATION OF PROPOSER RESPONSIBILITY: 636 A responsible Proposer is a Proposer who has demonstrated the attribute of 637 trustworthiness, as well as quality, fitness, capacity and experience to satisfactorily DATA MINING SOLUTION (DMS) RFP Page 23 JULY 8, 2009
    • 638 perform any resultant Agreement. It is County’s policy to conduct business only 639 with responsible Proposers. 640 Proposers are hereby notified that, in accordance with Chapter 2.202 of the County 641 Code, County may determine whether the Proposer is responsible based on a review 642 of the Proposer’s performance on any contracts, including County contracts. 643 Particular attention will be given to violations of labor laws related to employee 644 compensation and benefits, and evidence of false claims made by the Proposer 645 against public entities. Labor law violations which are the fault of the subcontractors 646 and of which the Proposer had no knowledge shall not be the basis of a determination 647 that the Proposer is not responsible. 648 County may declare a Proposer to be non-responsible for purposes of any resultant 649 Agreement if the Board, in its sole discretion, finds that the Proposer has done any of 650 the following: (i) violated a term of a contract with County or a nonprofit corporation 651 created by County; (ii) committed an act or omission which negatively reflects on the 652 Proposer’s quality, fitness or capacity to perform a contract with County, any other 653 public entity, or a nonprofit corporation created by County, or engaged in a pattern or 654 practice which negatively reflects on same; (iii) committed an act or omission which 655 indicates a lack of business integrity or business honesty; or (iv) made or submitted a 656 false claim against County or any other public entity. 657 If there is evidence that the apparent highest ranked Proposer may not be responsible, 658 County shall notify the Proposer in writing of the evidence relating to the Proposer’s 659 responsibility, and its intention to recommend to the Board that the Proposer be 660 found not responsible. County shall provide the Proposer and/or the Proposer’s 661 representative with an opportunity to present evidence as to why the Proposer should 662 be found to be responsible and to rebut evidence that is the basis for County’s 663 recommendation. 664 If the Proposer presents evidence in rebuttal to County, County shall evaluate the 665 merits of such evidence, and based on that evaluation, make a recommendation to the 666 Board. The final decision concerning the responsibility of the Proposer shall reside 667 with the Board. 668 These terms shall also apply to proposed subcontractors of Proposers on County 669 contracts. 670 3.18 CHILD SUPPORT COMPLIANCE PROGRAM: 671 Proposer shall: 672 1. Comply with all applicable federal and State reporting requirements relating 673 to employment reporting for its employees; and 674 2. Comply with all lawfully served wage and earnings assignment orders and 675 notice of assignment and continue to maintain compliance during the term of 676 any resultant Agreement. DATA MINING SOLUTION (DMS) RFP Page 24 JULY 8, 2009
    • 677 Failure to comply may be cause for termination of any resultant Agreement or 678 initiation of debarment proceedings against the non-compliant Contractor (County 679 Code Chapter 2.202). 680 3.19 COMPLIANCE WITH APPLICABLE LAW: 681 Any Agreement that may be entered into by County as a result of this RFP shall be 682 performed by Contractor in compliance with all applicable federal, State, and local 683 laws, ordinances, regulations, rules, guidelines, directives, policies and procedures, 684 as further specified in the Sample Agreement. 685 3.20 CONFIDENTIALITY: 686 Proposer shall maintain the confidentiality of all records obtained from County under 687 this RFP in accordance with all applicable federal, State, and local laws, regulations, 688 ordinances, rules, guidelines, directives, policies and procedures relating to 689 confidentiality. 690 Under any resultant Agreement, Contractor shall inform all of its officers, 691 employees, agents and subcontractors providing Work under the resultant Agreement 692 of the confidentiality provisions of the Agreement. Contractor shall ensure that each 693 person performing Work covered by the resultant Agreement signs and adheres to 694 the applicable confidentiality, security and assignment provisions set forth in the 695 Sample Agreement, including Exhibit E (Confidentiality and Assignment 696 Agreement) to Appendix C (Sample Agreement). 697 Under State law (including California Welfare and Institutions Code, Section 10850 698 et seq. and 17006), all of the case records and information pertaining to individuals 699 receiving assistance are confidential and no information related to any individual 700 case or cases shall be in any way relayed to anyone except those employees of 701 County so designated, without written authorization from County. 702 3.21 CONFLICT OF INTEREST: 703 Any contractor and its subcontractors and/or affiliates associated with this RFP are 704 precluded from submitting a proposal in response to this RFP. No County employee 705 whose position in County enables him to influence the selection of a Contractor for 706 this RFP, or any competing RFP, nor any spouse or economic dependent of such 707 employees, shall be employed in any capacity by a Proposer or have any other direct 708 or indirect financial interest in the selection of a Contractor. Proposer shall certify 709 that it is aware of and has read Section 2.180.010 of County Code, as set forth in 710 Exhibit D-5 (Certification of No Conflict of Interest) of Appendix D (County 711 Required Forms). 712 3.22 COUNTY POLICY ON DOING BUSINESS WITH SMALL BUSINESS: 713 County has multiple programs that address small businesses. The Board encourages 714 small business participation in County’s contracting process by constantly 715 streamlining and simplifying our selection process and expanding opportunities for 716 small businesses to compete for our business. DATA MINING SOLUTION (DMS) RFP Page 25 JULY 8, 2009
    • 717 One program, the local small business enterprise preference program, requires 718 companies to complete a certification process. This program and how to obtain 719 certification are further explained in Section 3.25 (Local Small Business Enterprise 720 Preference Program) of this RFP. County also has a policy on Doing Business with 721 Small Business, as stated in Paragraph 77 (Local Small Business Enterprise 722 Preference Program) of the Base Agreement of Appendix C (Sample Agreement). 723 The Jury Service Program provides exceptions to the programs if a company 724 qualifies as a small business. It is important to note that each program has a different 725 definition for small business. Proposer may qualify as a small business in one 726 program but not the other. Further explanation is provided in Section 3.24 (Jury 727 Service Program) of this RFP. 728 3.23 MANDATORY REQUIREMENT TO REGISTER ON LOS ANGELES 729 COUNTY’S VENDOR REGISTRATION: 730 Prior to the Agreement award, all potential Contractors shall register on Los Angeles 731 County’s Vendor Registration. The Vendor Registration contains the vendor’s 732 business profile and identifies the goods/services the business provides. Registration 733 can be accomplished online via the Internet by accessing County’s home page at: 734 http://lacounty.info/doing_business/main_db.htm 735 There are underscores in the address between the words ‘doing_business’ and 736 ‘main_db’. 737 3.24 JURY SERVICE PROGRAM: 738 Prospective Contractor is subject to the requirements of County’s Contractor 739 Employee Jury Service Ordinance (“Jury Service Program”) (County Code, Chapter 740 2.203). Prospective Contractors should carefully read the Jury Service Program, and 741 the pertinent jury service provisions outlined below, both of which are incorporated 742 by reference into and made a part of this RFP. The Jury Service Program applies to 743 both Contractors and their subcontractors. Proposals that fail to comply with the 744 requirements of the Jury Service Program will be considered non-responsive and 745 excluded from further consideration. 746 1. The Jury Service Program requires Contractors and their subcontractors to 747 have and adhere to a written policy that provides that its employees shall 748 receive from Contractor, on an annual basis, no less than five (5) days of 749 regular pay for actual jury service. The policy may provide that employees 750 deposit any fees received for such jury service with Contractor or that 751 Contractor deduct from the employee’s regular pay the fees received for jury 752 service. For purposes of the Jury Service Program, “employee” means any 753 California resident who is a full time employee of a Contractor and “full 754 time” means forty (40) hours or more worked per week, or a lesser number of 755 hours if: (i) The lesser number is a recognized industry standard as 756 determined by County, or (ii) Contractor has a long standing practice that 757 defines the lesser number of hours as full time. Therefore, the Jury Service 758 Program applies to all of a Contractor’s full time California employees, even DATA MINING SOLUTION (DMS) RFP Page 26 JULY 8, 2009
    • 759 those not working specifically on County’s project. Full time employees 760 providing short term, temporary services of ninety (90) days or less within a 761 twelve (12) month period are not considered full time for purposes of the 762 Jury Service Program. 763 2. There are two (2) ways in which a Contractor might not be subject to the Jury 764 Service Program: 765 A. The first is if the Contractor does not fall within the Jury Service 766 Program’s definition of “Contractor.” The Program defines 767 “Contractor” to mean a person, partnership, corporation or other 768 entity which has a contract with County or a Subcontract with a 769 County contractor, and has received or will receive an aggregate sum 770 of $50,000 or more in any twelve (12) month period under one or 771 more County contracts or subcontracts. 772 B. The second is if the Contractor meets one (1) of the two (2) 773 exceptions to the Jury Service Program. The first exception concerns 774 small businesses and applies to Contractors that have: (i) ten (10) or 775 fewer employees; (ii) annual gross revenue in the preceding twelve 776 (12) months which, if added to the annual amount of the Agreement 777 is less than $500,000; and (iii) is not an “Affiliate or subsidiary of a 778 business dominant in its field of operation.” The second exception 779 applies to Contractors that possess a collective bargaining agreement 780 that expressly supersedes the provisions of the Jury Service Program. 781 Contractor is subject to any provision of the Jury Service Program 782 not expressly superseded by the collective bargaining agreement. 783 If a Contractor does not fall within the Jury Service Program’s definition of 784 “Contractor” or if it meets any of the exceptions to the Jury Service Program, then 785 Contractor shall so indicate in the “County of Los Angeles Contractor Employee 786 Jury Service Program Certification Form and Application for Exception” form 787 provided in Exhibit D-10 (County of Los Angeles Contractor Employee Jury Service 788 Program Certification Form and Application for Exception) of Appendix D (County 789 Required Forms), and include with its submission all necessary documentation to 790 support the claim such as tax returns or a collective bargaining agreement, if 791 applicable. On reviewing the Contractor’s application, County will determine, in its 792 sole discretion, whether Contractor falls within the definition of Contractor or meets 793 any of the exceptions to the Jury Service Program. County’s decision will be final. 794 3.25 LOCAL SMALL BUSINESS ENTERPRISE PREFERENCE PROGRAM: 795 County will give Local Small Business Enterprise (Local SBE) preference during the 796 solicitation process to Proposers that meet the definition of a Local SBE, consistent 797 with Chapter 2.204.030C.2 of the Los Angeles County Code. 798 A Proposer which is certified as small by the Small Business Administration (SBA) 799 or which is registered as small on the federal Central Contractor Registration 800 database may qualify to request the Local SBE Preference in a solicitation. DATA MINING SOLUTION (DMS) RFP Page 27 JULY 8, 2009
    • 801 Proposers must complete Exhibit D-7 (Los Angeles County Community Business 802 Enterprise Program - Request for Local SBE Preference Program Consideration) of 803 Appendix D (County Required Forms) with their solicitation response. Sanctions and 804 financial penalties may apply to a business that knowingly, and with intent to 805 defraud, seeks to obtain or maintain the Local SBE Preference. 806 3.26 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, 807 INELIGIBILITY AND VOLUNTARY EXCLUSION — LOWER TIER 808 COVERED TRANSACTIONS (45 C.F.R PART 76): 809 Pursuant to federal law, County is prohibited from contracting with parties that are 810 suspended, debarred, ineligible, or excluded or whose principals are suspended, 811 debarred or excluded from securing federally funded contracts. At the time of its 812 proposal submission, Proposer shall submit a certification, as set forth in Exhibit D- 813 15 (Certification Regarding Debarment, Suspension, Ineligibility and Voluntary 814 Exclusion - Lower Tier Covered Transactions (45 C.F.R Part 76)) of Appendix D 815 (County Required Forms), attesting that neither it, as an organization, nor any of its 816 owners, officers, partners, directors, or other principals is currently suspended, 817 debarred, ineligible, or excluded from securing federally funded contracts. Should 818 the proposal identify prospective subcontractors, or should Proposer intend to use 819 subcontractors in the provision of services under any resultant Agreement, Proposer 820 shall submit a certification, completed by each subcontractor, attesting that neither 821 subcontractor, as an organization, nor any of its owners, officers, partners, directors, 822 or other principals is currently suspended, debarred, ineligible, or excluded from 823 securing federally funded contracts. Failure to provide the required certification may 824 eliminate the proposal from consideration. 825 In the event that Proposer and/or its subcontractor(s) is, or are, unable to provide the 826 required certification, Proposer instead shall provide a written explanation 827 concerning it and/or its subcontractor’s inability to provide the certification. 828 Proposer’s written explanation shall describe the specific circumstances concerning 829 the inability to certify. 830 It further shall identify any owner, officer, partner, director, or other principal of 831 Proposer and/or subcontractor who is currently suspended, debarred, ineligible, or 832 excluded from securing federally funded contracts. Finally, the written explanation 833 shall provide that person’s or those persons’ job description(s) and function(s) as 834 they relate to the Agreement being solicited by this RFP. 835 The written explanation shall be examined by County to determine, in its sole 836 discretion, whether further consideration of the proposal is appropriate under the 837 federal law. 838 3.27 INJURY AND ILLNESS PREVENTION PROGRAM: 839 Contractor shall be required to comply with the State of California’s Cal OSHA 840 regulations. Section 3203 of Title 8 in the California Code requires all California 841 employers to have a written, effective Injury and Illness Prevention Program (IIPP) DATA MINING SOLUTION (DMS) RFP Page 28 JULY 8, 2009
    • 842 that addresses the hazards pertaining to the particular workplace covered by the 843 program. 844 3.28 RECYCLED BOND PAPER: 845 Proposer shall be required to comply with County’s policy on recycled paper as 846 specified in Paragraph 72 (County Policy Regarding Recycled Paper) of the Base 847 Agreement of Appendix C (Sample Agreement). 848 3.29 SAFELY SURRENDERED BABY LAW: 849 Contractor shall notify and provide to its employees, and shall require each 850 subcontractor to notify and provide to its employees, a fact sheet regarding the Safely 851 Surrendered Baby Law, its implementation in County, and where and how to safely 852 surrender a baby. The fact sheet is set forth in Exhibit E-9 (Safely Surrendered Baby 853 Law) of Appendix E (County Ordinances and Policies), and is also available on the 854 Internet at www.babysafela.org for printing. 855 3.30 PROPOSER’S CHARITABLE CONTRIBUTION COMPLIANCE: 856 California’s “Supervision of Trustees and Fundraisers for Charitable Purposes Act” 857 regulates receiving and raising charitable contributions. Among other requirements, 858 those subject to the Charitable Purposes Act shall register. The 2004 Nonprofit 859 Integrity Act (SB 1262, Chapter 919) increased Charitable Purposes Act 860 requirements. New rules cover California public benefit corporations, 861 unincorporated associations, and trustee entities and may include similar foreign 862 corporations doing business or holding property in California. Key Nonprofit 863 Integrity Act requirements affect executive compensation, fund-raising practices and 864 documentation. Charities with over $2 million of revenue (excluding funds that shall 865 be accounted for to a governmental entity) have new audit requirements. 866 All Proposers shall determine if they receive or raise charitable contributions which 867 subject them to the Charitable Purposes Act and complete the certification form 868 attached as Exhibit D-14 (Charitable Contributions Certification) of Appendix D 869 (County Required Forms). 870 In Exhibit D-14 (Charitable Contributions Certification) of Appendix D (County 871 Required Forms), Proposers certify either that: 872 1. They have determined that they do not now receive or raise charitable 873 contributions regulated under the California Charitable Purposes Act 874 (including the Nonprofit Integrity Act), but will comply if they become 875 subject to coverage of those laws during the term of a County agreement, or 876 2. They are currently complying with their obligations under the Charitable 877 Purposes Act, attaching a copy of their most recent filing with the Registry of 878 Charitable Trusts. 879 Proposers that do not complete Exhibit D-14 (Charitable Contributions Certification) 880 of Appendix D (County Required Forms) as part of the solicitation process may, at 881 County’s sole discretion, be disqualified from contract award. A County contractor 882 that fails to comply with its obligations under the Charitable Purposes Act is subject DATA MINING SOLUTION (DMS) RFP Page 29 JULY 8, 2009
    • 883 to either contract termination or debarment proceedings or both (County Code 884 Chapter 2.202). 885 3.31 CONTRACTOR’S WILLINGNESS TO CONSIDER COUNTY’S 886 EMPLOYEES FOR EMPLOYMENT: 887 Proposers shall agree to receive referrals of permanent or temporary employees from 888 County Human Resources staff for consideration of employment as Contractor 889 vacancies occur after contract implementation and throughout the term of any 890 resultant Agreement. 891 3.32 CONSIDERATION OF GAIN/GROW PROGRAM PARTICIPANTS FOR 892 EMPLOYMENT: 893 As a threshold requirement for consideration for contract award, Proposers shall 894 demonstrate a proven record of hiring participants from the DPSS GAIN/GROW 895 Program or shall attest to a willingness to consider GAIN/GROW participants for 896 any future employment opening if they meet the minimum qualifications for that 897 opening. Additionally, Proposers shall attest to a willingness to provide employed 898 GAIN/GROW participants access to the Proposers’ employee mentoring program, if 899 available, to assist these individuals in obtaining permanent employment and/or 900 promotional opportunities. Proposers who are unable to meet this requirement shall 901 not be considered for contract award. 902 Proposers shall complete and return the form “Attestation of Willingness to Consider 903 GAIN/GROW Participants”, see Appendix D (County Required Forms), Exhibit D-9 904 (Attestation of Willingness To Consider GAIN/GROW Participants), with their 905 proposals. 906 3.33 COUNTY’S QUALITY ASSURANCE PLAN: 907 After the Agreement award, County or its agent will evaluate the Contractor’s 908 performance under the Agreement on a periodic basis. Such evaluation will include 909 assessing the Contractor’s compliance with all Agreement terms and conditions and 910 performance standards. Contractor deficiencies which County determines are severe 911 or continuing and that may jeopardize performance of the Agreement will be 912 reported to the Board. The report will include a description of the 913 improvement/corrective action measures taken by County and Contractor. If 914 improvement does not occur consistent with the corrective action measures, County 915 may terminate the Agreement in whole or in part, or impose other penalties as 916 specified in the Agreement. 917 3.34 NOTICE TO EMPLOYEES REGARDING THE FEDERAL EARNED 918 INCOME CREDIT: 919 Contractor shall notify its employees, and shall require each subcontractor to notify 920 its employees, that they may be eligible for the Federal Earned Income Credit under 921 the federal income tax laws. Such notice shall be provided in accordance with the 922 requirements set forth in Internal Revenue Service Notice 1015 (see Exhibit E-8 (IRS 923 Notice 1015) in Appendix E (County Ordinances and Policies)). DATA MINING SOLUTION (DMS) RFP Page 30 JULY 8, 2009
    • 924 3.35 PROPOSER DEBARMENT: 925 Proposer is hereby notified that, in accordance with Chapter 2.202 of County Code, 926 County may debar Proposer from bidding or proposing on, or being awarded, and/or 927 performing work on other County contracts for a specified period of time, not to 928 exceed five (5) years, but may exceed five (5) years or be permanent if warranted by 929 the circumstances. County may terminate any or all of the Proposer’s existing 930 agreements with County, if the Board finds, in its discretion, that Proposer has done 931 any of the following: (i) violated the term of an agreement with County or a 932 nonprofit corporation created by County; (ii) committed an act or omission which 933 negatively reflects on the Proposer’s quality, fitness or capacity to perform a contract 934 with County, any other public entity, or a nonprofit corporation created by County, 935 or engaged in a pattern or practice which negatively reflects on same; (iii) committed 936 an act or offense which indicates a lack of business integrity or business honesty; or 937 (iv) made or submitted a false claim against County or any other public entity. 938 If there is evidence that the apparent highest ranked Proposer may be subject to 939 debarment, County will notify Proposer of the evidence that is the basis for the 940 proposed debarment, and shall advise Proposer of the scheduled date for a debarment 941 hearing before the Contractor Hearing Board. 942 The Contractor Hearing Board will conduct a hearing where evidence on the 943 proposed debarment is presented. Proposer and/or its representative shall be given 944 an opportunity to submit evidence at that hearing. After the hearing, the Contractor 945 Hearing Board shall prepare a tentative proposed decision, which shall contain a 946 recommendation regarding whether Proposer should be debarred, and, if so, the 947 appropriate length of time of the debarment. Proposer and County will be provided 948 an opportunity to object to the tentative proposed decision prior to its presentation to 949 the Board. 950 After consideration of any objections, or if no objections are received, a record of the 951 hearing, the proposed decision and any other recommendation of the Contractor 952 Hearing Board shall be presented to the Board. The Board shall have the right to 953 modify, deny, or adopt the proposed decision and the recommendation of the 954 Contractor Hearing Board. 955 These terms shall also apply to proposed subcontractors of Proposers on County 956 contracts. 957 A current listing of County’s debarred contractors can be found at: 958 http://doingbusiness.lacounty.gov/DebarmentList.htm 959 3.36 PROTEST PROCESS: 960 Under Board Policy No. 5.055 (Services Contract Solicitation Protest), any 961 prospective Proposer may request a review of the requirements under a solicitation 962 for a Board-approved services contract, as described in Section 3.36.1 below. 963 Additionally, any actual Proposer may request a review of a disqualification or of a 964 proposed contract award under such a solicitation, as described respectively in the DATA MINING SOLUTION (DMS) RFP Page 31 JULY 8, 2009
    • 965 Sections below. Under any such review, it is the responsibility of the Proposer 966 challenging the decision of a County Department to demonstrate that the Department 967 committed a sufficiently material error in the solicitation process to justify 968 invalidation of a solicitation or a proposed contract award, as the case may be. 969 Throughout the review process, the County has no obligation to delay or otherwise 970 postpone an award of contract based on a Proposer protest. In all cases, the County 971 reserves the right to make an award when it is determined to be in the best interest of 972 the County of Los Angeles to do so. 973 3.36.1 GROUNDS FOR REVIEW. 974 Unless State or federal statutes or regulations otherwise provide, the grounds 975 for review of a solicitation for a Board-approved services contract provided 976 for under Board Policy No. 5.055 (Services Contract Solicitation Protest) are 977 limited to the following: 978 • Review of Solicitation Requirements (see Section 3.36.2) 979 • Review of a Disqualified Proposal (see Section 3.36.3) 980 • Review of County’s Proposed Contractor Selection (see Section 981 3.36.4) 982 3.36.2 REVIEW OF SOLICITATION REQUIREMENTS. 983 A person or entity may seek a solicitation requirements review by submitting 984 Exhibit E-1 (Transmittal Form to Request a RFP Solicitation Requirements 985 Review) of Appendix E (County Ordinances and Policies) to the Department 986 conducting the solicitation as described in this Section. A request for a 987 Solicitation Requirements Review may be denied, in the Department's sole 988 discretion, if the request does not satisfy all of the following criteria: 989 1. The request for a Solicitation Requirements Review is made within 990 ten (10) business days of the issuance of the solicitation document; 991 2. The request for a Solicitation Requirements Review includes 992 documentation, which demonstrates the underlying ability of the 993 person or entity to submit a proposal; 994 3. The request for a Solicitation Requirements Review itemizes in 995 appropriate detail, each matter contested and factual reasons for the 996 requested review; and 997 4. The request for a Solicitation Requirements Review asserts either 998 that: 999 a. Application of the minimum requirements, evaluation criteria 1000 and/or business requirements unfairly disadvantages the person or 1001 entity; or DATA MINING SOLUTION (DMS) RFP Page 32 JULY 8, 2009
    • 1002 b. Due to unclear instructions, the process may result in the County 1003 not receiving the best possible responses from prospective 1004 Proposers. 1005 The Solicitation Requirements Review shall be completed and the 1006 Department’s determination shall be provided to the requesting person or 1007 entity, in writing, within a reasonable time prior to the proposal due date. 1008 3.36.3 REVIEW OF A DISQUALIFIED PROPOSAL. 1009 Any proposal may be disqualified from consideration because County 1010 determined it was non-responsive at any time during the review/evaluation 1011 process. If County determines that a proposal is disqualified due to non- 1012 responsiveness, County shall notify the Proposer in writing. 1013 Upon receipt of the written determination of non-responsiveness, the 1014 Proposer may submit a written request for a Disqualification Review within 1015 the timeframe specified in the written determination (see Exhibit E-2 1016 (Transmittal Form to Request a Disqualification Review) in Appendix E 1017 (County Ordinances and Policies). 1018 A request for a Disqualification Review may, in County's sole discretion, be 1019 denied if the request does not satisfy all of the following criteria: 1020 1. The person or entity requesting a Disqualification Review is a 1021 Proposer; 1022 2. The request for a Disqualification Review is submitted timely (i.e., by the 1023 date and time specified in the written determination); and 1024 3. The request for a Disqualification Review asserts that County's 1025 determination of disqualification due to non-responsiveness was 1026 erroneous (e.g. factual errors, etc.) and provides factual support on each 1027 ground asserted as well as copies of all documents and other material that 1028 support the assertions. 1029 The Disqualification Review shall be completed and the determination shall 1030 be provided to the requesting Proposer, in writing, prior to the conclusion of 1031 the evaluation process. 1032 3.36.4 REVIEW OF COUNTY’S PROPOSED CONTRACTOR SELECTION. 1033 3.36.4.1 County Debriefing Process. 1034 Upon completion of the evaluation, County shall notify the 1035 remaining Proposers in writing that County is entering 1036 negotiations with another Proposer. Upon receipt of the letter, 1037 any non-selected Proposer may submit a written request for a 1038 Debriefing within the timeframe specified in the letter. A 1039 request for a Debriefing may, in County's sole discretion, be 1040 denied if the request is not received within the specified DATA MINING SOLUTION (DMS) RFP Page 33 JULY 8, 2009
    • 1041 timeframe. 1042 The purpose of the Debriefing is to compare the requesting 1043 Proposer’s response to the solicitation document with the 1044 evaluation document. The requesting Proposer shall be 1045 debriefed only on its response. Because contract negotiations 1046 are not yet complete, responses from other Proposers shall not be 1047 discussed, although County may inform the requesting Proposer 1048 of its relative ranking. 1049 During or following the Debriefing, County will instruct the 1050 requesting Proposer of the manner and timeframe in which the 1051 requesting Proposer must notify County of its intent to request a 1052 Proposed Contractor Selection Review (see Section 3.36.4.2 1053 below), if the requesting Proposer is not satisfied with the results 1054 of the Debriefing. 1055 3.36.4.2 Proposed Contractor Selection Review. 1056 Any Proposer that has timely submitted a notice of its intent to 1057 request a Proposed Contractor Selection Review as described in 1058 this Section may submit a written request for a Proposed 1059 Contractor Selection Review, in the manner and timeframe as 1060 shall be specified by County. 1061 A request for a Proposed Contractor Selection Review may, in 1062 County's sole discretion, be denied if the request does not satisfy 1063 all of the following criteria: 1064 1. The person or entity requesting a Proposed Contractor 1065 Selection Review is a Proposer; 1066 2. The request for a Proposed Contractor Selection Review is 1067 submitted timely (i.e., by the date and time specified by 1068 County); 1069 3. The person or entity requesting a Proposed Contractor 1070 Selection Review asserts in appropriate detail with factual 1071 reasons one or more of the following grounds for review: 1072 a. County materially failed to follow procedures 1073 specified in its solicitation document. This includes: 1074 i. Failure to correctly apply the standards for 1075 reviewing the proposal format requirements. 1076 ii. Failure to correctly apply the standards, 1077 and/or follow the prescribed methods, for DATA MINING SOLUTION (DMS) RFP Page 34 JULY 8, 2009
    • 1078 evaluating the proposals as specified in the 1079 solicitation document. 1080 iii. Use of evaluation criteria that were different 1081 from the evaluation criteria disclosed in the 1082 solicitation document. 1083 b. County made identifiable mathematical or other errors 1084 in evaluating proposals, resulting in the Proposer 1085 receiving an incorrect score and not being selected as 1086 the recommended contractor. 1087 c. A member of the Evaluation Committee demonstrated 1088 bias in the conduct of the evaluation. 1089 d. Another basis for review as provided by state or 1090 federal law; and 1091 4. The request for a Proposed Contractor Selection Review sets 1092 forth sufficient detail to demonstrate that, but for County's 1093 alleged failure, the Proposer would have been the lowest cost, 1094 responsive and responsible bid or the highest-scored proposal, 1095 as the case may be. 1096 Upon completing the Proposed Contractor Selection Review, 1097 County representative shall issue a written decision to the 1098 Proposer within a reasonable time following receipt of the 1099 request for a Proposed Contractor Selection Review, and 1100 always before the date the contract award recommendation is 1101 to be heard by the Board. The written decision shall 1102 additionally instruct the Proposer of the manner and 1103 timeframe for requesting a review by a County Review Panel, 1104 see Exhibit E-3 (Transmittal Form to Request a Proposed 1105 Contractor Selection Review) of Appendix E (County 1106 Ordinances and Policies). 1107 3.36.4.3 County Review Panel Process. 1108 Any Proposer that is not satisfied with the results of the 1109 Proposed Contractor Selection Review may submit a written 1110 request for review by a County Review Panel in the manner and 1111 timeframe specified by County in County's written decision 1112 regarding the Proposed Contractor Selection Review. 1113 A request for review by a County Review Panel may, in the 1114 County's sole discretion, be denied if the request does not 1115 satisfy all of the following criteria: DATA MINING SOLUTION (DMS) RFP Page 35 JULY 8, 2009
    • 1116 1. The person or entity requesting review by a County Review 1117 Panel is a Proposer; 1118 2. The request for a review by a County Review Panel is 1119 submitted timely (i.e., by the date and time specified by 1120 County); and 1121 3. The person or entity requesting review by a County Review 1122 Panel has limited the request to items raised in the Proposed 1123 Contractor Selection Review and new items that (a) arise 1124 from County's written decision and (b) are on of the 1125 appropriate grounds for requesting a Proposed Contractor 1126 Selection Review as listed in Section 3.36.4.2 above. 1127 Upon completion of the County Review Panel's review, the 1128 Panel will forward its report to the Department, which will 1129 provide a copy to the Proposer 1130 3.36.5 CONTACT/ADDRESS FOR PROTEST REQUESTS. 1131 All requests for review shall be submitted to the contact listed below. Note 1132 on the envelope “Solicitation Requirements Review Request”. Protests shall 1133 be submitted in writing to: 1134 Date: July 15, 2009 1135 Name: Amy Farsakyan 1136 Address: Los Angeles County 1137 Department of Public Social Services 1138 14714 Carmenita Road, 3rd Floor 1139 Norwalk, CA 90650 1140 Phone: (562) 623-2058 or (626) 312-6016 1141 3.37 NOTIFICATION TO COUNTY OF PENDING ACQUISITIONS/MERGERS 1142 BY PROPOSING COMPANY: 1143 Proposer shall notify County of any pending acquisitions/mergers of its company. 1144 This information shall be provided by Proposer on Exhibit D-1 (Proposer’s 1145 Organization Questionnaire/Affidavit) of Appendix D (County Required Forms). 1146 Failure of Proposer to provide this information may eliminate its proposal/bid from 1147 any further consideration. 1148 3.38 TRANSITIONAL JOB OPPORTUNITIES PREFERENCE PROGRAM: 1149 3.38.1 In evaluating proposals, the County will give preference to businesses 1150 that are certified by the County as Transitional Job Opportunity vendors, 1151 consistent with Chapter 2.205 of the Los Angeles County Code. A 1152 Certified Transitional Job Opportunity vendor is, and has been such for 1153 three (3) years, an entity: 1) that is a non-profit organization recognized 1154 as tax exempt pursuant to section 501 (c) (3) of the Internal Revenue DATA MINING SOLUTION (DMS) RFP Page 36 JULY 8, 2009
    • 1155 Services Code; set forth, under penalty of perjury, such information as 1156 requested by the County on either electronic or hard copy forms, along 1157 with their application form and three most recent annual tax returns to the 1158 Department with their proposal response to the contracting solicitation 1159 for which they are competing; 2) has been in operation for at least one 1160 year providing transitional job and the related supportive services to 1161 program participants; and 3) provide a profile of their program with a 1162 description of their program components designed to assist program 1163 participants, number of past program participants, and any other 1164 information requested by a contracting Department. 1165 3.38.2 Transitional Job Opportunities vendors must request the preference in 1166 their solicitation response and may not receive the preference until their 1167 certification has been affirmed by the applicable Department. County 1168 must verify the Transitional Job Opportunity vendor certification prior to 1169 applying the preference. Sanctions and financial penalties may apply to a 1170 Proposer that knowingly and with intent to defraud seeks to obtain or 1171 maintain certification as a Transitional Job Opportunities vendor. 1172 3.38.3 To request the Transitional Job Opportunities Preference, Proposer must 1173 complete the Transitional Job Opportunities Preference Application – 1174 Exhibit - 18 in Appendix D (County Required Forms) and submit it along 1175 with all supporting documentation with their proposal. 1176 DATA MINING SOLUTION (DMS) RFP Page 37 JULY 8, 2009
    • 1177 4. MINIMUM CONTRACTOR QUALIFICATIONS: 1178 4.1 REQUISITE EXPERIENCE: 1179 Proposers, who have demonstrated the ability to successfully provide the Work 1180 requested in this RFP, are invited to submit proposals. To have a proposal 1181 considered, Proposers shall provide satisfactory evidence that meets the 1182 minimum mandatory requirements. 1183 4.2 PROPOSER QUALIFICATIONS: 1184 Proposer shall meet the following minimum qualifications in order to be considered 1185 for the Project: 1186 1. Have had a minimum of five (5) years experience within the last seven (7) 1187 years developing fraud solutions utilizing data mining technologies 1188 including: 1189 a) Design, development and implementation; 1190 b) Forecasting, predictive and statistical analysis and data visualization 1191 techniques; 1192 c) Deployment of Web Services for fraud solution platform; 1193 d) Providing System Maintenance, including Maintenance and Support 1194 Services; and 1195 e) Modifying and providing other software modifications and 1196 enhancements, including building Case Management and end-user 1197 Interfaces. 1198 2. Three (3) years experience within the last five (5) years designing, 1199 developing, implementing and maintaining a Data Warehouse database. 1200 3. Three (3) years experience within the last five (5) years experiences must 1201 have included building Data Quality and Data Integration solutions, 1202 managing Data Warehouse architect and developing Analytic Predictive 1203 Models. This experience must have included developing an end-user 1204 Interface application working with a modeling team and managing Data 1205 Quality and Data Integration solution and end-user Interface application 1206 simultaneously. 1207 4. Three (3) years experience within the last five (5) years developing and 1208 deploying web enabled browser based applications that produce reports and 1209 allow for data queries from more than 200 users. 1210 5. Two (2) years experience within the last five (5) years developing and 1211 deploying fraud solutions to detect fraud for the public sector programs. DATA MINING SOLUTION (DMS) RFP Page 38 JULY 8, 2009
    • 1212 4.3 CONTRACTOR STAFF QUALIFICATIONS: 1213 4.3.1 CONTRACTOR’S PROJECT DIRECTOR: 1214 Proposer shall propose a Contractor’s Project Director who shall meet the 1215 following minimum qualifications: 1216 1. Be a full-time employee of the Contractor. 1217 2. Have an advanced degree, such as Master’s degree or higher, from an 1218 accredited university in computer science, engineering, statistics or 1219 other related science field. 1220 3. At least three (3) years of project management experience within the 1221 last five (5) years for web enabled browser based welfare fraud 1222 solution utilizing data mining technologies for public sector 1223 applications. 1224 4. At least three (3) years total experience, within the last five (5) years, 1225 having demonstrated ability with program leadership, information 1226 technology business leadership and other related stakeholders to 1227 communicate program strategy, direction, and changes for welfare 1228 fraud applications. 1229 4.3.2 CONTRACTOR’S PROJECT MANAGER: 1230 Proposer shall propose a Contractor's Project Manager who shall be 1231 responsible for the day-to-day operations and shall have the following 1232 minimum qualifications: 1233 1. Be a full-time employee of the Contractor and be assigned full-time 1234 to the DMS project. 1235 2. Have Ph.D. from an accredited university in computer science, 1236 engineering, statistics or other related field. 1237 3. At least three (3) years of project management and administrative 1238 responsibilities, within the last five (5) years, for web enabled 1239 browser based welfare fraud solutions utilizing data mining 1240 technologies for public sector applications and database management. 1241 4. At least three (3) years total experience, within the last five (5) years, 1242 in the following: 1243 • OLTP data modeling, logical and physical entity relationship 1244 diagramming (ERD), data warehouse dimensional modeling, 1245 data mapping and SQL, PL/SQL and Data Quality and Data 1246 Integration solutions programming; 1247 • Working with business users to identify Data Quality and Data 1248 Integration and data mining project requirements, including the 1249 translation of business specifications into technical DATA MINING SOLUTION (DMS) RFP Page 39 JULY 8, 2009
    • 1250 requirements, data definitions, system capabilities, statistical 1251 programs, and data integrity; 1252 • Predictive Analytics using advanced Data Mining techniques 1253 and statistical analysis programs to extract data; 1254 • Web enabled browser based applications that produce reports 1255 and allow for data queries from more than 200 users; and 1256 • Managing a Data Mining project team. 1257 4.4 COUNTY’S MINIMUM REQUIREMENTS 1258 1. Proposer shall respond positively to a willingness to hire GAIN/GROW 1259 participants. (See RFP, Section 3.32 (Consideration of Greater Avenues for 1260 Independence (GAIN) or General Relief Opportunities for Work (GROW) 1261 Participants for Employment)). 1262 2. Proposer shall certify intent to comply with County’s Child Support Compliance 1263 Program. (See RFP, Section 3.18 (Child Support Compliance Program)). 1264 3. Proposer shall certify intent to comply with County’s Jury Service Program. 1265 (See RFP, Section 3.24 (Jury Services Program)). 1266 The minimum mandatory requirements listed above shall be addressed and submitted 1267 with the proposal. Failure to meet the minimum mandatory requirements will result 1268 in a rejection of a proposal. 1269 DATA MINING SOLUTION (DMS) RFP Page 40 JULY 8, 2009
    • 1270 5. PROPOSAL REQUIREMENTS: 1271 Preparing responses to solicitations for performing work for County requires 1272 thoroughness an ability to perceive all the details necessary to perform the required 1273 work and an evaluation of the personnel requirements and overhead costs for 1274 performing any resultant Agreement. When responding, Proposers should make sure 1275 that they have responded to all elements of the RFP as specified in this Section 5. 1276 Inadequate, incomplete or otherwise non-responsive proposals may result in 1277 disqualification or elimination, as determined by County. All proposals and 1278 documents submitted therewith shall be written in the English language. Where 1279 appropriate, graphics and diagrams should be presented to demonstrate complex 1280 concepts or otherwise improve the comprehension of reviewers. 1281 5.1 TRUTH AND ACCURACY OF REPRESENTATIONS: 1282 False, misleading, incomplete or deceptively unresponsive statements in connection 1283 with a proposal shall be sufficient cause for rejection of the proposal at any time. 1284 The evaluation and determination in this area shall be in County’s sole judgment. 1285 5.2 PROPOSAL PREPARATION INSTRUCTIONS: 1286 Each proposal must respond clearly and comprehensively to all requirements of the 1287 RFP. County reserves the sole right to judge the content and presentation of the 1288 proposals. Failure to meet the proposal requirements specified in this Section 5 shall 1289 disqualify a proposal and eliminate it from further evaluation, as determined by 1290 County. 1291 5.2.1 PREPARING TO RESPOND. 1292 The RFP should be read carefully, giving consideration to all of the work 1293 requirements, including all equipment and supplies. All required documents, 1294 such as references, information on specified forms and resumes, must be 1295 provided. Responses to this RFP must be made according to the instructions 1296 contained in this Section 5, both for content and sequence. Failure to adhere 1297 to these instructions may be cause for rejection of the proposal, as determined 1298 by County. No correction or resubmission shall be accepted after the 1299 proposal submission deadline. 1300 5.2.2 REALISTIC PROPOSALS. 1301 While past experience makes it appear that some Proposers deliberately “bid 1302 low to get the County’s business”, County advises against such practice. 1303 Every proposal amount must be sufficient to assure that the Proposer is 1304 capable of performing its contractual obligations within the standards 1305 specified and of maintaining financial stability. 1306 5.3 PRIME CONTRACTOR: 1307 County’s interest is in acquiring the technology, which best meets its needs, whether 1308 by a single vendor or a multi-vendor solution. County will only accept multi-vendor 1309 solutions with the strict understanding that a prime Contractor is identified and will 1310 act as the sole party legally, financially and operationally responsible for all vendor- DATA MINING SOLUTION (DMS) RFP Page 41 JULY 8, 2009
    • 1311 provided hardware, software, services and other work. One consolidated response 1312 with all price items included in the Price Proposal must be submitted. 1313 5.4 CONFIDENTIALITY AND ASSIGNMENT AGREEMENT: 1314 The selected Contractor and any subcontractors utilized thereby will be required to 1315 sign a Confidentiality Assignment Agreement set forth in Exhibit E (Confidentiality 1316 and Assignment Agreement) of Appendix C (Sample Agreement) certifying that 1317 Contractor and all persons performing Work under the resultant Agreement shall 1318 adhere to the terms of such Exhibit E (Confidentiality and Assignment Agreement) 1319 of Appendix C (Sample Agreement). 1320 5.5 PROPOSAL SUBMISSION: 1321 Proposals shall be submitted in two (2) parts: 1322 1. Business/Technical Proposal 1323 2. Price Proposal 1324 Proposer must submit one (1) original Business/Technical Proposal, ten (10) hard 1325 copies and five (5) electronic copies in Microsoft (MS) Office 2003, Word 2003, 1326 Excel 2003 or later version, or Portable Document Format (PDF), on Compact Disk- 1327 Read Only Memory (CD-ROM), in a separately sealed envelope or box, plainly 1328 marked in the upper left-hand corner with the name and address of Proposer and bear 1329 the words “Business/Technical Proposal, Request for Proposals for Data Mining 1330 Solution (DMS) for Child Care Fraud Detection RFP # ESD-09-02, Proposal due by 1331 Thursday, August 13, 2009, 12:00 noon (Pacific Time).” 1332 Proposer must submit one (1) original Price Proposal, ten (10) hard copies and five 1333 (5) electronic copies in Microsoft (MS) Office 2003, Word 2003, Excel 2003 or later 1334 version, or Portable Document Format (PDF) on Compact Disk-Read Only Memory 1335 (CD-ROM), in a separately sealed envelope or box, plainly marked in the upper 1336 left-hand corner with the name and address of Proposer and bear the words “Price 1337 Proposal, Request for Proposal for Data Mining Solution (DMS) for Child Care 1338 Fraud Detection RFP # ESD-09-02, Proposal due by Thursday, August 13, 2009, 1339 12:00 noon (Pacific Time).” 1340 Proposer is admonished not to alter any form, exhibit, appendix or any information 1341 provided either in hardcopy or electronic format. If County determines that Proposer 1342 has altered or modified any County provided form or data, County in its sole 1343 discretion, may determine the Proposer’s submittal as non-responsive and will not 1344 evaluate such proposal further. 1345 The complete proposal, including Business/Technical Proposal and Price Proposal 1346 sealed together in one outer package or box, shall be delivered or mailed to County’s 1347 point of contact as follows: DATA MINING SOLUTION (DMS) RFP Page 42 JULY 8, 2009
    • Los Angeles County Department of Public Social Services DMS Procurement Unit 14714 Carmenita Road, 3rd Floor Norwalk, CA 90650 Phone Numbers: (562) 623-2046 & (562) 623-2058 Office Hours: Monday-Friday 8:00 a.m. to 5:00 p.m. 1348 It is the sole responsibility of each Proposer to ensure that its proposal is received on 1349 or before the submission deadline. Proposer shall bear all risks associated with 1350 delays in delivery by any person or entity, including the U.S. Postal Services or other 1351 mail or package delivery services. Any proposals received after the scheduled 1352 closing time as listed in the RFP, Section 5.0 (Proposal Submission Requirements), 1353 will be returned to the sender unopened. Timely hand-delivered proposals are 1354 acceptable. No facsimile (Fax) or electronic mail (e-mail) copies will be accepted. 1355 Following is the required content and sequence for each proposal: 1356 Business/Technical Proposal 1357 • Cover Page (see Section 5.5 (Proposal Submission)) 1358 • Table of Contents 1359 • Letter of Transmittal 1360 • Executive Summary (Proposal Section 1) 1361 • Proposer’s Minimum Contractor Qualifications (Proposal Section 2) 1362 Minimum Mandatory Requirements (Proposal Section 2.1) 1363 Proposer Experience and Background (Proposal Section 2.2) 1364 Performance History (Proposal Section 2.3) 1365 Financial Stability (Proposal Section 2.4) 1366 Insurance Requirements (Proposal Section 2.5) 1367 Willingness to Provide Other Information (Proposal Section 2.6) 1368 • Technical Response (Proposal Section 3) 1369 Approach to the Statement of Work (Proposal Section 3.1) 1370 System Design, Development and Implementation (Proposal Section 3.2) 1371 System Maintenance (Proposal Section 3.3) 1372 Optional Work (Proposal Section 3.4) 1373 Approach to Statement of Requirements (Proposal Section 3.5) 1374 • Proposer’s Staffing Plan (Proposal Section 4) 1375 Qualifications of Staff (Proposal Section 4.1) 1376 Training of New Staff and On-going Training for Existing Staff (Proposal 1377 Section 4.2) 1378 Work Stoppage (Proposal Section 4.3) 1379 • Quality Control Plan (Proposal Section 5) 1380 • Proposer’s Green Initiatives (Proposal Section 5.1) 1381 • Exceptions (Proposal Section 6) DATA MINING SOLUTION (DMS) RFP Page 43 JULY 8, 2009
    • 1382 Agreement (Proposal Section 6.1) 1383 • Anticipated Risk/Assumptions (Proposal Section 7) 1384 • Subcontractors or Partners (Proposal Section 8) 1385 • County Required Forms (Proposal Section 9) 1386 • Last Page of Proposal (Proposal Section 10) 1387 Price Proposal 1388 • Cover (see this Section 5.5) 1389 • Title Page (see this Section 5.5) 1390 • Table of Contents 1391 • Schedule of Payments (Proposal Section 1) 1392 5.6 ERROR CORRECTIONS REQUIREMENT: 1393 If Proposer realizes, before the proposal submission deadline, that the submitted 1394 proposal contains one or more errors, Proposer may request in writing that the 1395 proposal be withdrawn. If there are one or more errors, Proposer may resubmit 1396 another proposal with each error corrected up to the proposal submission deadline. 1397 Once the proposal submission deadline has passed, all proposals shall stand as 1398 written. 1399 In addition, if County determines at any time that there are one or more obvious 1400 errors (e.g., clerical or arithmetic errors) in any submitted proposal, County, in its 1401 sole discretion, may request in writing that the particular Proposer submit a written 1402 correction of the applicable portions of its proposal within a County-specified time 1403 period and in compliance with all County instructions as set forth in the request, 1404 including regarding content and format. Proposer understands and agrees that any 1405 such correction shall be limited to correcting the errors identified by County, shall 1406 comply with all County instructions as set forth in the request, and shall be 1407 considered part of the proposal for all purposes, including proposal evaluation. If 1408 Proposer fails to submit such correction within the County-specified time period, the 1409 proposal shall stand as written. 1410 5.7 BUSINESS/TECHNICAL PROPOSAL: 1411 IMPORTANT: Proposals must be submitted in the format described below, both 1412 as to sequence and content. Failure to comply with these provisions may, at the 1413 sole discretion of County, result in disqualification of the proposal. 1414 The Business/Technical Proposal shall contain the following: 1415 1416 • Cover Page (see Section 5.5 (Proposal Submission)) 1417 • Table of Contents 1418 • Letter of Transmittal 1419 • Executive Summary (Proposal Section 1) 1420 • Proposer’s Minimum Contractor Qualifications (Proposal Section 2) 1421 Minimum Mandatory Requirements (Proposal Section 2.1) 1422 Proposer Experience and Background (Proposal Section 2.2) 1423 Performance History (Proposal Section 2.3) DATA MINING SOLUTION (DMS) RFP Page 44 JULY 8, 2009
    • 1424 Financial Stability (Proposal Section 2.4) 1425 Insurance Requirements (Proposal Section 2.5) 1426 Willingness to Provide Other Information (Proposal Section 2.6) 1427 • Technical Response (Proposal Section 3) 1428 Approach to the Statement of Work (Proposal Section 3.1) 1429 System Design, Development and Implementation (Proposal Section 3.2) 1430 System Maintenance (Proposal Section 3.3) 1431 Optional Work (Proposal Section 3.4) 1432 Approach to Statement of Requirements (Proposal Section 3.5) 1433 • Proposer’s Staffing Plan (Proposal Section 4) 1434 Qualifications of Staff (Proposal Section 4.1) 1435 Training of New Staff and On-going Training for Existing Staff (Proposal 1436 Section 4.2) 1437 Work Stoppage (Proposal Section 4.3) 1438 • Quality Control Plan (Proposal Section 5) 1439 • Proposer’s Green Initiatives (Proposal Section 5.1) 1440 • Exceptions (Proposal Section 6) 1441 Agreement (Proposal Section 6.1) 1442 • Anticipated Risk/Assumptions (Proposal Section 7) 1443 • Subcontractors or Partners (Proposal Section 8) 1444 • County Required Forms (Proposal Section 9) 1445 • Last Page of Proposal (Proposal Section 10) 1446 5.7.1 COVER PAGE 1447 The Business/Technical Proposal cover page shall, at a minimum, identify 1448 the name and address of Proposer and bear the words, “Business/Technical 1449 Proposal, Request for Proposal for Data Mining Solution (DMS) RFP #ESD- 1450 09-02, Thursday, August 13, 2009, 12:00 noon (Pacific Time).” It shall also 1451 identify the proposal as “Original” or copies as “Copy 1 of 10,” “Copy 2 of 1452 10,” etc., as appropriate. 1453 5.7.2 TRANSMITTAL LETTER 1454 The transmittal letter shall be a one (1) page letter on the Proposer’s 1455 letterhead or stationery. The transmittal letter shall include the Proposer’s 1456 name, address, telephone and facsimile numbers of the contact person(s) and 1457 the name of the person(s) authorized to make representations for Proposer. 1458 The transmittal letter shall bear the signature of the person authorized to sign 1459 on behalf of Proposer and to bind Proposer to an agreement. The letter shall 1460 indicate whether or not Proposer intends to perform the resultant Agreement 1461 as a single Contractor or use subcontractor(s). The letter shall contain a 1462 statement that Proposer will bear sole and complete responsibility for all 1463 work as defined in the RFP. Proposer shall include a statement 1464 acknowledging and agreeing acceptance of all terms and conditions of this 1465 RFP, the Agreement and all appendices and exhibits attached thereto, and 1466 state exceptions, if any. In addition, Proposer shall include a statement DATA MINING SOLUTION (DMS) RFP Page 45 JULY 8, 2009
    • 1467 acknowledging and agreeing that the resultant Agreement shall be a fixed 1468 price Agreement. The transmittal letter should also state that the proposal 1469 will remain in effect for twelve (12) months from the due date of proposal 1470 submission and that the Proposer can complete the entire Project at the price 1471 proposed. 1472 5.7.3 TABLE OF CONTENTS 1473 The Table of Contents shall be a comprehensive listing of material included 1474 in the proposal, identified by sequential page numbers and paragraph 1475 reference numbers. 1476 5.7.4 EXECUTIVE SUMMARY (BUSINESS/TECHNICAL PROPOSAL, SECTION 1) 1477 The executive summary shall condense and highlight the contents of the 1478 Proposer’s Business/Technical Proposal and provide County with a broad 1479 understanding of the Proposer’s approach, qualifications, experience and 1480 staffing. Proposer should place special emphasis on how its proposed scope 1481 of work and approach will meet or exceed all of the objectives of this RFP. 1482 Information contained in the executive summary shall be explained in detail 1483 in the body of the proposal. 1484 The executive summary shall: 1485 • Provide a summary of the Proposer’s understanding of all requested 1486 work; 1487 • Discuss the Proposer’s specific role and relevant qualifications for 1488 performing that role. Identify the names, addresses, affiliations, 1489 e-mails and telephone numbers and fax number of the key contact 1490 person(s) for both Proposer and any subcontractor(s); 1491 • Provide a brief description of the Proposer’s history, number of years 1492 the organization has been in business and type of products and services 1493 it provides; 1494 • Summarize the key qualifications of Proposer, distinguishing 1495 characteristics of the proposal, the proposed solution and Project 1496 approach as well as the principal advantages to County; and 1497 • Address any issue(s) that Proposer envisions to be associated with 1498 fulfilling the requirements of the RFP and cite specific suggestions for 1499 avoiding or mitigating these issues. 1500 5.7.5 PROPOSER’S MINIMUM CONTRACTOR QUALIFICATIONS 1501 (BUSINESS/TECHNICAL PROPOSAL, SECTION 2) 1502 This section shall demonstrate Proposer’s overall background, experience 1503 and qualifications to perform all the required Work requested in this RFP. 1504 The following Sections shall be included. DATA MINING SOLUTION (DMS) RFP Page 46 JULY 8, 2009
    • 1505 A. Minimum Mandatory Requirements (Business/Technical 1506 Proposal, Section 2.1) 1507 Proposer shall describe in detail all experience which demonstrates it 1508 meets the minimum requirements as set forth in this RFP, Section 4.0 1509 (Minimum Contractor Qualifications), and include all dates 1510 (month/year) for all experiences required. 1511 For each firm requirement, where specific quantities are asked, such 1512 as, “Three (3) years experience within the last five (5) years 1513 designing, developing, implementing and maintaining a data 1514 warehouse databases…” Proposer shall clearly indicate in the 1515 Proposer’s reply how Proposer has met such experience. Proposer 1516 shall list specific experience, including firm names and dates 1517 (month/year) where experience was achieved. 1518 For each personnel request, Proposer shall include specific dates 1519 (month/year) and specific work experience that clearly shows the 1520 individual(s) meet the minimum requirements. Proposer shall use the 1521 format described in this RFP, Section 5.0 (Proposal Submission 1522 Requirements), Section 5.7.7 (Proposer’s Staffing Plan). 1523 For each minimum requirement, Proposer shall provide a reference 1524 contact name(s), firm name(s), address(es), contact number(s), 1525 e-mail(s) and fax number(s) to verify the Proposer’s response. 1526 B. Proposer’s Experience and Background (Business/Technical 1527 Proposal, Section 2.2) 1528 Proposer shall demonstrate it has the experience to perform all the 1529 required Work requested in this RFP. Proposer shall: 1530 1. Describe in detail and state the firm’s years of experience in 1531 providing the required or substantially similar Work 1532 requested in this RFP (Business/Technical Proposal, Section 1533 2.2.1). 1534 2. Identify principal individuals (executive management) and 1535 describe his years of experience in providing the required or 1536 substantially similar Work requested in this RFP. This 1537 experience shall apply solely to the principal individuals and 1538 not for the firm submitting the proposal (Business/Technical 1539 Proposal, Section 2.2.2). 1540 3. Provide proof of or application for authority to conduct 1541 business in the State of California (Business/Technical 1542 Proposal, Section 2.2.3). DATA MINING SOLUTION (DMS) RFP Page 47 JULY 8, 2009
    • 1543 4. Nature of licenses held by Proposer (i.e., accreditation, 1544 licensor, joint venture, etc.) (Business/Technical Proposal, 1545 Section 2.2.4). 1546 5. Names of persons and/or business entities with whom 1547 Proposer has been associated in business as partners or 1548 business associates in each of the last five (5) years 1549 (Business/Technical Proposal, Section 2.2.5). 1550 C. Proposer’s Performance History (Business/Technical Proposal, 1551 Section 2.3) 1552 In this section, Proposer shall provide information regarding its 1553 performance history related to the Proposer’s background and 1554 experience described in Section 5.7.5 Item B (Proposer’s Experience 1555 and Background) (Business/Technical Proposal, Section 2.2). 1556 1. Prospective Contractor References 1557 Proposer shall complete and submit the form listed in 1558 Appendix D (County Required Forms), Exhibit D-2 1559 (Prospective Contractor References) and for each reference 1560 complete the Proposer release form in Appendix D (County 1561 Required Forms), Exhibit D-11 (Proposer Release Form). It 1562 is the Proposer’s sole responsibility to ensure that the 1563 reference firm’s name and point of contact’s name, title, and 1564 phone number for each reference is accurate. County is not 1565 responsible if unable to reach point of contact with reasonable 1566 effort. (Business/Technical Proposal, Section 2.3.1). 1567 County may use this list to identify possible candidates for 1568 customer site visits. 1569 2. Proposer’s List of Contracts 1570 Proposer shall complete and submit the form listed in 1571 Appendix D (County Required Forms), Exhibit D-3 1572 (Prospective Contractor List of Contracts), and for each 1573 reference complete the Proposer’s release form listed in 1574 Appendix D (County Required Forms), Exhibit D-12 (Client 1575 List and Release Form). Proposer shall provide a list of all 1576 contracts for which Proposer has provided the required or 1577 substantially similar work or services within the last five (5) 1578 years, specifically noting which are with public agencies, 1579 (Business/Technical Proposal, Section 2.3.2). DATA MINING SOLUTION (DMS) RFP Page 48 JULY 8, 2009
    • 1580 3. Contracts Terminated 1581 Proposer shall complete and submit the form listed in 1582 Appendix D (County Required Forms), Exhibit D-4 1583 (Prospective Contractor List of Terminated Contracts) and, 1584 for each reference, complete the Proposer’s release form 1585 listed in Appendix D (County Required Forms), Exhibit D-11 1586 (Proposer Release Form). Proposer shall provide a list of all 1587 contracts terminated within the last five (5) years with a 1588 reason for termination, (Business/Technical Proposal, Section 1589 2.3.3). 1590 4. Legal Disclosures 1591 Proposer shall disclose the following: (Business/Technical 1592 Proposal, Section 2.3.4). 1593 a. Debarment 1594 Disclose if it has been debarred from any public or private 1595 entity anywhere within the United States of America. 1596 Provide a listing of debarments, if any. 1597 b. Litigation 1598 Identify by name, case and court jurisdiction any pending 1599 litigation in which Proposer or any of its affiliated 1600 entities, or principals, is a party named and any judgments 1601 against Proposer in the past five (5) years. Provide a 1602 statement describing the size, scope and subject of any 1603 pending or threatened litigation against Proposer, or any 1604 of its affiliated entities or principals. 1605 c. Third Party Ownership Interests 1606 Identify all third party software and hardware (including 1607 the owner, licensor and/or seller thereof) that is bundled 1608 into or is a component of the proposed System. Proposer 1609 shall certify it has obtained all necessary licenses, 1610 ownership rights or other rights to such software and 1611 hardware including the right to license to County and for 1612 County to use for the duration of the term of the resultant 1613 Agreement. DATA MINING SOLUTION (DMS) RFP Page 49 JULY 8, 2009
    • 1614 d. Failure or Refusal to Complete a Contract 1615 Provide details of any failure or refusal to complete a 1616 contract. 1617 D. Proposer’s Financial Capability (Business/Technical Proposal, 1618 Section 2.4) 1619 Proposer shall demonstrate it has the financial capabilities to perform 1620 the required Work as requested in this RFP. Proposer shall at a 1621 minimum provide the following: 1622 1. Copies of the Proposer’s current 2009, 2008 and 2007 fiscal 1623 years financial statements, which shall be in accordance with 1624 the American Institute of Certified Public Accountants listing 1625 of Generally Accepted Accounting Principles. Statements 1626 should include the Proposer’s assets, liabilities and net worth. 1627 At a minimum and to the extent possible, include the balance 1628 sheet (Statement of Financial Positions), income statement 1629 (Statement of Operations), and the retained earnings 1630 statement. If audited statements are available, these shall be 1631 submitted to meet this requirement. Do not submit income 1632 tax returns to meet these requirements. Financial statements 1633 will be kept confidential if so stamped on each page 1634 (Business/Technical Proposal, Section 2.4.1). 1635 2. List of potential commitments that may impact assets, lines of 1636 credit, guarantor letters, etc., and that may affect the 1637 Proposer’s ability to perform the Agreement 1638 (Business/Technical Proposal, Section 2.4.2). 1639 E. Proposer’s Insurance Requirements (Business/Technical 1640 Proposal, Section 2.5) 1641 Proposer shall include a copy of its current certificates of insurance. 1642 Proposer shall also include a statement that it will comply with and 1643 meet all insurance requirements listed in Appendix C (Sample 1644 Agreement), Paragraph 15 (Insurance and Performance Security). 1645 F. Proposer’s Willingness to Provide Other Information 1646 (Business/Technical Proposal, Section 2.6) 1647 Proposer shall provide a statement as to its willingness to provide 1648 County with any other information County determines is necessary 1649 for an accurate determination of the prospective Proposer’s 1650 qualifications to perform Work. DATA MINING SOLUTION (DMS) RFP Page 50 JULY 8, 2009
    • 1651 5.7.6 PROPOSER’S TECHNICAL RESPONSE (BUSINESS/TECHNICAL PROPOSAL, 1652 SECTION 3) 1653 In this section, Proposer shall describe in detail the proposed technical 1654 methodology to meet all Tasks, Subtasks, and Deliverables set forth in 1655 Appendix A (Statement of Work) and requirements as set forth in Appendix 1656 B (Statement of Requirements). 1657 A. Approach to the Statement of Work (Business/Technical 1658 Proposal, Section 3.1) 1659 The following shall be provided: 1660 1. Project Control Document, which includes all Tasks, Subtasks, 1661 Deliverables and other Work set forth in Appendix A (Statement 1662 of Work), Project Administration, Subtask 1.1 (Develop Project 1663 Control Document); 1664 2. Supporting documentation that will further explain the Proposer’s 1665 approach and its associated benefits for a particular section in 1666 response to the SOW. Include only such materials as necessary 1667 to ensure an accurate understanding of the proposed approach. Do 1668 not include marketing brochures or unrelated material in this 1669 section. 1670 3. In this section, Proposer shall describe in detail all activities 1671 associated with providing Project Administration as set forth in 1672 Appendix A (Statement of Work). Project Administration 1673 activities include: Establishing a Project office and planning, 1674 reporting and controlling the work for the specified Work. 1675 Additionally, the Proposer shall describe in detail activities to 1676 control, identify, track and resolve problems and issues; and 1677 implement quality assurance procedures to ensure that proper 1678 Project Administration will be in effect. DATA MINING SOLUTION (DMS) RFP Page 51 JULY 8, 2009
    • 1679 • System Design, Development and Implementation 1680 (Business/Technical Proposal, Section 3.2) 1681 In this section, Proposer shall describe in detail its proposed 1682 solution for providing System Design, Development and 1683 Implementation activities which include: Meeting with County 1684 staff to finalize business requirements, installation and 1685 configuration of all System Components, identifying required 1686 data and creating Interfaces, developing the Data Quality and 1687 Data Integration solutions for Data Warehouse and processes, 1688 creating the Web browser application, developing Predictive Data 1689 Mining Models, conducting System testing, deployment of fraud 1690 solution platform, training of County staff, providing Knowledge 1691 Transfer and Documentation and conducting Performance 1692 Verification for Final Acceptance. 1693 • System Maintenance (Business/Technical Proposal, Section 1694 3.3) 1695 In this section, Proposer shall describe in detail its proposed 1696 solution for providing System Maintenance consisting of 1697 Maintenance Services and Support Services, which includes daily 1698 activities associated with monitoring System operational 1699 performance, correcting all Deficiencies, providing Updates, 1700 supporting all System Interfaces and providing preventive 1701 maintenance for the System. System Maintenance services are 1702 set forth in Appendix A (Statement of Work). System 1703 Maintenance shall be provided commencing upon Go-Live, 1704 continuing through Final Acceptance, the Warranty Period and 1705 the term of the resultant Agreement, if required by County. 1706 • Optional Work (Business/Technical Proposal, Section 3.4) 1707 In this Section, Proposer shall verify in writing, that Contractor is 1708 willing and able to provide any Optional Work County may 1709 request during the term of the resultant Agreement following Go- 1710 Live, including Software Enhancements, Interfaces and 1711 Professional Services, in accordance with the terms of the 1712 negotiated Change Order, including a not-to-exceed Maximum 1713 Fixed calculated based on the Fixed Hourly Rate DATA MINING SOLUTION (DMS) RFP Page 52 JULY 8, 2009
    • 1714 B. Approach to Statement of Requirements (Business/Technical 1715 Proposal, Section 3.5) 1716 In this section, Proposer shall summarize its proposed solution to 1717 meet requirements specified in Appendix B (Statement of 1718 Requirements). Additionally, Proposer shall complete and submit 1719 Appendix G (Proposal Response Forms) and Attachment A.2 1720 (System Configuration). Appendix B (Statement of Requirements) 1721 outlines County’s business, operational, functional and technical 1722 requirements. Responses to the SOR shall become the Proposer’s 1723 technical response, and a component of the Business/Technical 1724 Proposal. 1725 Proposers that fail to address the requirements as stated in Appendix 1726 B (Statement of Requirements) may be considered non-responsive 1727 and will be evaluated accordingly. Failure to use the forms provided 1728 in Appendix G (Proposal Response Forms) and Attachment A.2 1729 (System Configuration), may result in disqualification. Altering 1730 Appendix B (Statement of Requirements) or Appendix G (Proposal 1731 Response Forms) in any way may result in disqualification, if 1732 determined by County in its sole discretion. 1733 5.7.7 PROPOSER’S STAFFING PLAN (BUSINESS/TECHNICAL PROPOSAL, 1734 SECTION 4) 1735 In this section, Proposer shall provide a detailed staffing plan including a 1736 proposed Project organizational chart that will ensure full compliance with 1737 the resultant Agreement’s requirements and the Proposer’s stated 1738 methodology for providing Work as stated in Appendix A (Statement of 1739 Work and Technical Exhibits). The plan shall be supported by and consistent 1740 with the Proposer’s budgeted costs as listing in Appendix F (Schedule of 1741 Payments). 1742 A. Qualifications of Staff (Business/Technical Proposal, Section 4.1) 1743 Resumes of all proposed staff noted below shall include, at a 1744 minimum, the following: 1745 1. The current position and years with the firm; 1746 2. The academic background, covering all post high school 1747 education, including the name of the institution(s) and dates 1748 of attendance; 1749 3. The experience background, including the number of years 1750 experience, position titles, and functions, while gaining 1751 experience in the provision of Work to be provided under the 1752 Agreement; DATA MINING SOLUTION (DMS) RFP Page 53 JULY 8, 2009
    • 1753 4. The copies of diplomas, awarded degrees current 1754 certifications or relevant practice licenses of personnel who 1755 will manage the Project; and 1756 5. Five (5) relevant client references, including the contact 1757 persons’ names and current telephone and facsimile numbers 1758 that can verify the proposed staff’s experience. Client 1759 references are required for the Contractor's Project Director, 1760 the Contractor's Project Manager, and the Contractor Key 1761 Personnel, and must cover the timeframes listed in this RFP, 1762 including Section 4.0 (Minimum Contractor Qualifications). 1763 Resumes are required for the following: 1764 1. Contractor's Project Director — Proposer shall identify 1765 and provide a resume for the Contractor's Project Director 1766 who will be responsible for managing the overall DMS 1767 Project. The Contractor's Project Director shall work with 1768 County in developing the program strategy and various 1769 system wide high level project plans. The Contractor's 1770 Project Director shall ensure integration of projects and adjust 1771 Project scope, timing and budgets, as appropriate, and 1772 communicate with County’s program leadership, information 1773 technology business leadership and other related County 1774 stakeholders to communicate program strategy, direction and 1775 changes. The Contractor's Project Director shall meet the 1776 minimum mandatory requirements outlined in this RFP, 1777 Section 4.0 (Minimum Contractor Qualifications) and 1778 Business/Technical Proposal, Section 4.1.1. 1779 2. Contractor's Project Manager — Proposer shall identify 1780 and provide a resume for the full-time Contractor's Project 1781 Manager. The Contractor's Project Manager shall act as 1782 primary liaison with County and be primarily responsible for 1783 the Deliverables and providing day-to-day direction to the 1784 Project team. The Contractor's Project Manager shall also be 1785 responsible for the overall management and coordination of 1786 the Agreement. The Contractor's Project Manager shall report 1787 to the Contractor's Project Director. The Contractor's Project 1788 Manager shall meet the minimum mandatory requirements 1789 outlined in this RFP including Section 4.0 (Minimum 1790 Contractor Qualifications). The proposal shall include a 1791 resume describing the proposed Contractor's Project 1792 Manager's experience. In the resume, Proposer shall 1793 document two of the proposed Contractor’s Project Manager's 1794 prior related experiences (Business/Technical Proposal, 1795 Section 4.1.2). DATA MINING SOLUTION (DMS) RFP Page 54 JULY 8, 2009
    • 1796 3. Key Personnel — Proposer shall provide approximately one- 1797 half (1/2) page resumes of the proposed Key Personnel who 1798 are part of the core Project team. Proposer shall indicate the 1799 Key Personnel Project role(s) and responsibilities 1800 (Business/Technical Proposal, Section 4.1.3). 1801 Submission of resumes shall constitute the Proposer’s permission for 1802 County to verify all information provided. 1803 B. Training of New Staff and On-going Training for Existing Staff 1804 (Business/Technical Proposal, Section 4.2) 1805 Proposer shall describe in detail how it will ensure training of the 1806 Contractor’s new staff and provide on-going training for existing staff 1807 for the provision of all Work under the Agreement. 1808 C. Work Stoppage (Business/Technical Proposal, Section 4.3) 1809 Proposer shall describe in detail its plan for providing qualified 1810 trained personnel in the event Contractor incurs a work stoppage. 1811 5.7.8 PROPOSER’S QUALITY CONTROL PLAN (BUSINESS/TECHNICAL PROPOSAL, 1812 SECTION 5) 1813 In this section, Proposer shall present a comprehensive Quality Control Plan 1814 to be utilized to ensure the required Work is provided as specified. The plan 1815 shall include an identified monitoring system covering all the Work listed in 1816 Appendix A (Statement of Work), and methods for identifying and 1817 preventing Deficiencies in the quality of Work. Specifically, the following 1818 factors shall be included in the plan: 1819 1. Activities to be monitored to ensure compliance with all 1820 Agreement requirements; 1821 2. Monitoring methods to be used; 1822 3. Frequency of monitoring; 1823 4. Samples of forms to be used in monitoring; 1824 5. Title/level and qualifications of personnel performing monitoring 1825 functions; and 1826 6. Plan to file of all monitoring results, including any corrective 1827 action taken. DATA MINING SOLUTION (DMS) RFP Page 55 JULY 8, 2009
    • 1828 A. Proposer’s Green Initiatives (Business/Technical Proposal, 1829 Section 5.1) 1830 Present a description of proposed plan for complying with the green 1831 requirements as described in Task 2 (Analyze System Requirements) 1832 of Appendix A (Statement of Work). Describe your company’s 1833 current environmental polices and practices and those proposed to be 1834 implemented. 1835 5.7.9 EXCEPTIONS (BUSINESS/TECHNICAL PROPOSAL, SECTION 6) 1836 A. Agreement (Business/Technical Proposal, Section 6.1) 1837 In this section, Proposer shall state any and all exceptions to 1838 Appendix C (Sample Agreement). Any and all exceptions must be 1839 fully and clearly explained. If an exception is taken, Proposer must 1840 identify the specific paragraph by name and number and title, if 1841 applicable, provide the reason for the exception, provide proposed 1842 replacement language and state the impact, if any, to the Proposer’s 1843 price schedule. If there are no exceptions, a statement to that 1844 effect must be made. 1845 Notwithstanding the foregoing, Proposer may not take any exceptions 1846 to the provisions of Paragraph 1.3 (Definitions) of the Base 1847 Agreement of Appendix C (Sample Agreement) and any Exhibits, 1848 Attachments or Schedules to such Appendix C (Sample Agreement). 1849 Any Proposer who fails to make timely exceptions, shall be barred 1850 from later making such exceptions. County reserves the right to 1851 determine if the Proposer’s exceptions are material enough to deem 1852 the proposal non-responsive and not subject to evaluation. County 1853 additionally reserves the right to make changes to the Agreement 1854 and/or any aspect of Appendix A (Statement of Work) and Appendix 1855 B (Statement of Requirements), and/or any other Agreement Exhibit 1856 at its sole discretion. Proposers are further advised that County may, 1857 at its sole determination, disqualify any Proposer with whom County 1858 cannot satisfactorily negotiate an Agreement (Business/Technical 1859 Proposal, Section 6.1). 1860 5.7.10 ANTICIPATED RISKS/ASSUMPTIONS (BUSINESS/TECHNICAL PROPOSAL, 1861 SECTION 7) 1862 In this section, Proposer shall identify those areas of the Project, which 1863 constitute the highest risks (e.g., System failures, System delays) and discuss 1864 the Proposer’s approach to management and mitigation of those risks. 1865 Proposer should include assumptions it is making in its proposal including 1866 assumptions regarding County resources, roles, and responsibilities 1867 (Business/Technical Proposal, Section 7). DATA MINING SOLUTION (DMS) RFP Page 56 JULY 8, 2009
    • 1868 5.7.11 SUBCONTRACTORS OR PARTNERS (BUSINESS/TECHNICAL PROPOSAL, 1869 SECTION 8) 1870 If this is not a single Proposer proposal, the transmittal letter shall clearly 1871 indicate the other organization(s)/firm(s) involved and the nature of its/their 1872 role(s). All applicable information for each proposed subcontractor, as 1873 outlined in Sections 5.7.5, Item B (Proposer’s Experience and Background), 1874 Item C (Proposer’s Performance History), Item D (Proposer’s Financial 1875 Capabilities), Item E (Proposer’s Insurance Requirements), and Item F 1876 (Proposer’s Willingness to Provide Other Information) must be provided 1877 (Business/Technical Proposal, Section 8). 1878 A statement from all partners/subcontractors indicating their willingness to 1879 work with Proposer and the intent to sign a formal agreement between/among 1880 the parties shall be submitted with the signature of the person authorized to 1881 bind the partnering/subcontracting organization. All County provided 1882 partnering/subcontracting agreements will be required to be fully executed 1883 before any Agreement award is made. Subcontractors shall agree and adhere 1884 to all of the requirements listed in the RFP documents including Appendix C 1885 (Sample Agreement). 1886 5.7.12 COUNTY REQUIRED FORMS (BUSINESS/TECHNICAL PROPOSAL, SECTION 9) 1887 Section 9 shall be entitled "County Required Forms" and contain the 1888 following completed forms, signed/dated where applicable. All required 1889 forms are located in Appendix D (County Required Forms). 1890 • Exhibit D-1 — Proposer’s Organization Questionnaire/Affidavit 1891 • Exhibit D-2 — Prospective Contractor References 1892 • Exhibit D-3 — Prospective Contractor List of Contracts 1893 • Exhibit D-4 — Prospective Contractor List of Terminated Contracts 1894 • Exhibit D-5 — Certification of No Conflict of Interest 1895 • Exhibit D-6 — Familiarity of the County Lobbyist Ordinance 1896 Certification 1897 • Exhibit D-7 — LA County Community Business Enterprise 1898 Program-Request for Local SBE Preference Program 1899 Consideration 1900 Note: Proposer shall already be certified as a Local SBE prior to 1901 proposal submission to be eligible to request the proposal be 1902 considered for the Local SBE Preference. DATA MINING SOLUTION (DMS) RFP Page 57 JULY 8, 2009
    • 1903 • Exhibit D-8 — Proposer’s Equal Employment Opportunity (EEO) 1904 Certification 1905 • Exhibit D-9 — Attestation of Willingness to Consider 1906 GAIN/GROW Participants 1907 • Exhibit D-10 — County of Los Angeles Contractor Employee Jury 1908 Service Program Certification Form and Application for Exception 1909 • Exhibit D-11 — Proposer Release Form 1910 • Exhibit D-12 — Client List and Release Form 1911 • Exhibit D-13 — Certification of Independent Price Determination & 1912 Acknowledgment of RFP Restrictions 1913 • Exhibit D-14 — Charitable Contributions Certification 1914 • Exhibit D-15 — Certification Regarding Debarment, Suspension, 1915 Ineligibility and Voluntary Exclusion – Lower Tiered Covered 1916 Transactions (45 C.F.R. Part 76) 1917 • Exhibit D-16 — Request for Proposals/Grounds for Rejection 1918 • Exhibit D-17 — Proposer’s Nondiscrimination in Services 1919 Certification 1920 • Exhibit D-18 – Transitional Job Opportunities Preference 1921 Application DATA MINING SOLUTION (DMS) RFP Page 58 JULY 8, 2009
    • 1922 5.7.13 LAST PAGE OF PROPOSAL (BUSINESS/TECHNICAL PROPOSAL, SECTION 10) 1923 The last page of the proposal shall list names of all joint ventures, partners, 1924 subcontractors, or others having any right or interest in the Agreement or the 1925 proceeds thereof. The page shall include the signature of the person 1926 authorized to bind Proposer in an agreement, as shown below: 1927 1928 Respectfully submitted, 1929 Company Name: Print Name: Signature: Date: Address: City: State/Zip Code: Telephone: E-mail: Fax: DATA MINING SOLUTION (DMS) RFP Page 59 JULY 8, 2009
    • 1930 5.8 PRICE PROPOSAL: 1931 In this section, Proposer shall complete and submit Appendix F (Schedule of 1932 Payments). NO OTHER FORMS WILL BE ACCEPTED. 1933 The Price Proposal shall contain cost detail and demonstrate that the proposed 1934 price is realistically based on reasonable costs specific to the Agreement. 1935 The Price Proposal shall contain the following: 1936 • Cover (see Section 5.5 (Proposal Submission)) 1937 • Title 1938 • Table of Contents 1939 • Schedule of Payments (Proposal Section 1) 1940 5.8.1 COVER PAGE 1941 The Price Proposal cover page shall, at a minimum, identify the name and 1942 address of Proposer and bear the words, “Price Proposal, Request for 1943 Proposal for Data Mining Solution (DMS) for Child Care Fraud Detection 1944 RFP # ESD-09-02, Proposal due by Thursday, August 13, 2009, 12:00 noon 1945 (Pacific Time).” It shall also identify the proposal as “Original,” or copies as 1946 “Copy 1 of 10,” “Copy 2 of 10,” etc., as appropriate. 1947 5.8.2 SCHEDULE OF PAYMENTS (PRICE PROPOSAL, SECTION 1) 1948 Appendix F (Schedule of Payments) shall be completed in its entirety and 1949 submitted in this Section. The pricing schedule represents the total Firm 1950 Fixed Price. Outlined below are instructions and information pertinent to the 1951 completion of the pricing schedule: 1952 A. Pricing Methodology and Terms 1953 Proposer shall submit a Price Proposal that adheres to the 1954 requirements in this RFP. County requires a Firm Fixed Price for all 1955 Work described in this RFP. 1956 County has endeavored to include in this RFP all known information 1957 that County believes to be relevant for pricing purposes. Each 1958 Proposer understands and agrees that neither County nor any of its 1959 agents, advisors or representatives has made or makes any 1960 representation or warranty, express or implied, as to the accuracy or 1961 completeness of the information provided in Appendix A (Statement 1962 of Work). In addition, each Proposer understands and agrees that 1963 neither County nor any of its agents, advisors or representatives shall 1964 have any liability whatsoever to Proposers or the Proposers’ 1965 representatives relating to or resulting from the use of the information DATA MINING SOLUTION (DMS) RFP Page 60 JULY 8, 2009
    • 1966 provided in Appendix A (Statement of Work), or any errors therein or 1967 omissions therefrom. 1968 B. Schedule of Payments 1969 A detailed set of pricing templates (in the form of MS-Excel 1970 spreadsheets) is included in Appendix F (Schedule of Payments). 1971 The template includes fee summary sheets, as well as individual 1972 detailed fee worksheets for all Deliverables listed in the SOW. 1973 Proposers shall provide a Firm Fixed Price that addresses each of the 1974 major Work areas of the SOW. Proposers shall utilize the pricing 1975 structure specified in Appendix F (Schedule of Payments). 1976 If Proposers are using subcontractor(s), all detailed pricing must be 1977 provided. Indicate on the subcontractor’s worksheet the Work that 1978 the subcontractor is providing in the resource description and the 1979 respective labor rates. 1980 All pricing shall be quoted in U.S. dollars. Any applicable taxes, 1981 duties, licensing and leasing fees and other pass-through charges shall 1982 be included in the proposal price for the Work. No additional hidden 1983 cost(s) will be accepted. 1984 C. Price Quotations 1985 All price quotations shall be firm and irrevocable for twelve (12) 1986 months following proposal due date. 1987 The pricing shall be deemed to be all-inclusive of all labor, overhead, 1988 travel, equipment, materials, taxes and any other expenses required to 1989 provide the Work as specified in this RFP, including Appendix C 1990 (Sample Agreement), and Appendix A (Statement of Work). 1991 Proposers assume all liability for any omissions. 1992 D. Non-Chargeable Activities 1993 Upon entering into an Agreement, County will not be liable in any 1994 manner for any payment or reimbursement for any Work provided, 1995 nor for any incidental or administrative expenses whatsoever incurred 1996 in or incidental to performance under the resultant Agreement, except 1997 as specified in the Agreement itself. 1998 DATA MINING SOLUTION (DMS) RFP Page 61 JULY 8, 2009
    • 1999 6. PROPOSAL EVALUATION AND CONTRACTOR SELECTION: 2000 6.1 EVALUATION OVERVIEW: 2001 County will conduct a comprehensive, fair, and impartial evaluation of proposals 2002 received in response to this RFP. County will select the successful Proposer through 2003 a formal evaluation process, established prior to the opening and evaluation of 2004 proposals, and remaining fixed throughout the procurement cycle. Consideration 2005 will be given to capabilities or advantages that are clearly described in the proposals, 2006 confirmed by any oral presentations and any site visits, and verified by information 2007 from reference sources contacted by County and from any site visits. County 2008 reserves the right to contact individuals, entities, or organizations who have had 2009 recent contracts or relationships with the Proposer and staff intended for this effort, 2010 whether or not they are identified as references, to verify that the Proposer has 2011 successfully performed its contractual obligations in other similar efforts. 2012 Proposals shall provide clear and sufficient detail to enable the County Evaluation 2013 Committee to evaluate the quality and responsiveness of the proposal to each of the 2014 RFP requirements. Proposals will be evaluated first on a Pass/Fail basis. For all 2015 proposals which pass the evaluation, a maximum of 10,000 points (7,000 for the 2016 Business/Technical Proposal and 3,000 for the Price Proposal) will then be allocated 2017 for each such proposal for the evaluation scoring. Price Proposals will be scored 2018 separately from the Business/Technical Proposals. 2019 County reserves the sole right to judge the contents and presentation of the proposals 2020 submitted and select the successful proposal, if any. Evaluations will be based upon 2021 the information provided in the proposals and such other information, as County 2022 deems appropriate. 2023 Failure of a Proposer to address or meet the requirements stated in the RFP, as 2024 determined by County, may result in disqualification of the proposal or lower points 2025 scored, as determined by County. 2026 County will evaluate all properly submitted proposals. County reserves the right to 2027 reject any or all of the proposals received or cancel this RFP at any time. County also 2028 reserves the right to waive any minor irregularities or immaterial defects in 2029 proposals, as determined by County. In the event County waives any minor 2030 irregularities or immaterial defects, such waiver shall in no way modify any of the 2031 RFP requirements or excuse the Proposer from compliance with the RFP 2032 specifications, including the Sample Agreement terms, or other contract requirements 2033 if the Proposer is awarded the resultant Agreement. 2034 All proposals submitted shall become the exclusive property of County and a matter 2035 of public record, as further described in Section 3.10 (Disclosure of Contents of 2036 Proposals). DATA MINING SOLUTION (DMS) RFP Page 62 JULY 8, 2009
    • 2037 6.2 EVALUATION COMMITTEE: 2038 The sole objective of the County Evaluation Committee shall be to recommend to the 2039 Board of Supervisors the Proposer whose proposal is most advantageous and 2040 provides the best value to County. The Evaluation Committee will be responsible for 2041 evaluating the Business/Technical Proposals and Price Proposals, including the final 2042 scoring of all proposals, resolving compliance issues and preparing the final report 2043 which recommends a Proposer for selection. 2044 In order to bring the appropriate level of proficiency to the selection process, County 2045 may utilize the services of appropriate experts to assist in the evaluation process, 2046 including assisting in the evaluation of whether a proposal is realistic and practical. 2047 County, in its sole discretion, may alter the composition of the Evaluation Committee 2048 at any time. 2049 6.3 EVALUATION CRITERIA AND WEIGHTING FACTORS: 2050 Evaluation of proposals will be based on a combination of proposal price and 2051 management and technical factors, including soundness of the proposed technical 2052 approach and solution, management approach and Proposer qualifications. The 2053 evaluation criteria and corresponding weighting factors that will be used to evaluate 2054 the proposals in Evaluation Phases 2 and 3 shall include the following items: 2055 Maximum Evaluation Criteria Category Weight Points Business/Technical Proposal (70%) Firm Experience 2,000 20% SOW/SOR 4,000 40% Oral Presentation 1,000 10% Price Proposal (30%) 3,000 30% TOTAL 10,000 100% 2056 6.4 EVALUATION PHASES: 2057 The evaluation will be conducted in three (3) phases ("Evaluation Phase(s)"): 2058 Evaluation Phase 1 – Proposal Screening (Pass/Fail) 2059 Evaluation Phase 2 – Evaluation of Business/Technical Proposals 2060 Evaluation Phase 3 – Evaluation of Price Proposals 2061 6.4.1 EVALUATION PHASE 1 – PROPOSAL SCREENING (PASS/FAIL). 2062 Proposals will first be screened to determine compliance with all proposal 2063 submission and other requirements, including timeliness, signatures, required 2064 format and content, completion of all required forms and other RFP DATA MINING SOLUTION (DMS) RFP Page 63 JULY 8, 2009
    • 2065 requirements, as specified in Section 5.0 (Proposal Submission). As part of 2066 this Evaluation Phase 1, proposals shall be evaluated to determine 2067 compliance with the Minimum Contractor Qualifications as set forth in 2068 Section 4.0 (Minimum Contractor Qualifications). The determination to 2069 disqualify a proposal in Evaluation Phase 1 shall be on a Pass/Fail basis, as 2070 determined by County. Disqualified proposals will not be further evaluated. 2071 6.4.2 EVALUATION PHASE 2 – EVALUATION OF BUSINESS/TECHNICAL 2072 PROPOSALS. 2073 Proposals remaining after Evaluation Phase 1 (Proposal Screening 2074 (Pass/Fail)) will be evaluated based on the evaluation criteria and 2075 corresponding weighting factors listed in Section 6.3 (Evaluation Criteria and 2076 Weighting Factors). 2077 The Business/Technical Proposal will be evaluated for its quality and 2078 evidence to which the Proposer’s solution will meet County’s requirements, 2079 as specified in Section 5.7 (Business/Technical Proposal). 2080 Each Proposer will be required to make one (1) or more oral presentation(s) 2081 to County, as requested by County. County will notify each Proposer in 2082 writing as to the date, time, location and standardized guidelines for content 2083 and format of the oral presentation(s), including any proposed Contractor 2084 Key Staff that will be required to attend. As part of an oral presentation, 2085 County may request clarifications from the Proposer regarding any portion of 2086 its proposal. County will determine if site visits are necessary. If County 2087 elects to conduct site visits, each Proposer shall be required to provide the 2088 names and addresses of one or more customers. Site visit arrangements will 2089 be made by County directly with the agency hosting the site visit, 2090 independent of the Proposer. County may elect to conduct a site visit at any 2091 agency provided as a reference by the Proposer, at any agency listed as a 2092 current or past customer in its proposal or at any agency otherwise known to 2093 County. 2094 County may request one (1) or more written clarification(s) of the 2095 Business/Technical Proposal at any time during this Evaluation Phase 2. 2096 Each Proposer shall submit such a written clarification of the County 2097 specified portions of its Business/Technical Proposal within a County 2098 specified time period and in compliance with all County instructions as set 2099 forth in the request, including regarding content and format. Proposer 2100 understands and agrees that any such clarification shall be limited to 2101 clarifying the County specified portions of its Business/Technical Proposal, 2102 shall comply with all County instructions as set forth in the request, and shall 2103 be considered part of the proposal for all purposes, including proposal 2104 evaluation. If Proposer fails to submit such a clarification within the County 2105 specified time period, the Business/Technical Proposal shall stand as written 2106 for all purposes, including proposal evaluation. DATA MINING SOLUTION (DMS) RFP Page 64 JULY 8, 2009
    • 2107 The maximum points available for each evaluation criteria category of 2108 Business/Technical Proposal are shown in Section 6.3 (Evaluation Criteria 2109 and Weighting Factors). The Proposer with the highest raw score will receive 2110 the maximum points. 2111 The following paragraphs summarize some of the proposal response 2112 requirements as stated in Section 5.7 (Business/Technical Proposal), 2113 describing generally the factors within the Business/Technical Proposal and 2114 the maximum points available for each evaluation criteria category. 2115 6.4.2.1 Business/Technical Proposal (7,000 Points or 70%). 2116 Point awards will be based on review and assessment of 2117 information provided by the Proposer in accordance with 2118 Section 5.7.6 (Business/Technical Proposal (Proposal Section 2119 3)). 2120 The Proposer with the highest raw score for the 2121 Business/Technical Proposal evaluation criteria category will 2122 receive the maximum points available for such evaluation 2123 criteria category. The raw score of the Business/Technical 2124 Proposal evaluation criteria category of each of the other 2125 Proposers will be normalized by awarding a percentage of the 2126 seven thousand (7,000) maximum points available for such 2127 evaluation criteria category, as follows: 2128 Y = (N/X) x 7,000 2129 Where: 2130 N = Business/Technical Proposal evaluation criteria 2131 category raw score for Proposer "n" 2132 X = Highest Business/Technical Proposal evaluation criteria 2133 category raw score of all qualified Proposers 2134 Y = Business/Technical Proposal evaluation criteria 2135 category normalized score for Proposer "n" 2136 6.4.3 EVALUATION PHASE 3 – EVALUATION OF PRICE PROPOSALS (3,000 POINTS 2137 OR 30%). 2138 In this Evaluation Phase 3, all Price Proposals will be opened and evaluated 2139 based upon the Proposer’s prices to satisfy and comply with all of the 2140 requirements of the RFP. All price details and the total price must be 2141 included in the proposal. The Proposer is required to complete the Pricing 2142 Schedule Forms in Appendix F (Schedule of Payments), as described in 2143 Section 5.8 (Price Proposal). If a Price Proposal does not meet all the 2144 mandatory form and content requirements, the entire proposal may be 2145 eliminated from further consideration, as determined by County. DATA MINING SOLUTION (DMS) RFP Page 65 JULY 8, 2009
    • 2146 No deviations, qualifications or counter offers will be accepted in the Price 2147 Proposal. County reserves the right to review the price details for 2148 reasonableness and reject any proposal where the price detail shows 2149 significant and unsupported deviation from normal expectations, as 2150 determined by County. 2151 County may request one (1) or more written clarification(s) of the Price 2152 Proposal at any time during this Evaluation Phase 3. Each Proposer shall 2153 submit such a written clarification of the applicable portions of its Price 2154 Proposal within a County-specified time period and in compliance with all 2155 County instructions as set forth in the request, including regarding content 2156 and format. Proposer understands and agrees that any such clarification shall 2157 be limited to clarifying the County-specified portions of its Price Proposal, 2158 shall comply with all County instructions as set forth in the request and shall 2159 be considered part of the proposal for all purposes, including proposal 2160 evaluation. If Proposer fails to submit such a clarification within the County- 2161 specified time period, the Price Proposal shall stand as written for all 2162 purposes, including proposal evaluation. 2163 Should one or more of the Proposers request and be granted Local Small 2164 Business Enterprise (Local SBE) Preference, the total price for such 2165 Proposer(s) will be determined as follows: 2166 Five percent (5%) of the lowest total price proposed will be calculated, which 2167 shall not exceed Fifty Thousand Dollars ($50,000), and that amount will be 2168 deducted from the total price submitted by each of the Local SBE Proposers 2169 who requested and were granted the Local SBE Preference. 2170 The Price Proposals will be scored based on the lowest total price (i.e., Grand 2171 Total DMS Agreement Price (Total Maximum Contract Sum for Initial Term 2172 and Total Maximum Contract Sum for Any Extended Term) as stated in 2173 Schedule A (Price Summary) of Appendix F (Schedule of Payments)). A 2174 maximum of three hundred (300) points is available for the Price Proposal. 2175 The Proposer with the lowest total price will receive three thousand (3,000) 2176 score points. The Price Proposal of each of the other Proposers will receive a 2177 normalized score by awarding a percentage of the three thousand (3,000) 2178 score points as follows: 2179 Y = (C/N) x 3,000 2180 Where: 2181 C = Lowest total price of all Proposers in Evaluation Phase 3 2182 N = Total price for Proposer n 2183 Y = Price Proposal normalized score for Proposer n 2184 The normalized points for each Proposer’s Business/Technical Proposal, and 2185 Price Proposal will then be combined for a composite score and then all DATA MINING SOLUTION (DMS) RFP Page 66 JULY 8, 2009
    • 2186 proposals will be ranked in numerical order from high to low composite 2187 score. 2188 6.5 CONTRACTOR SELECTION: 2189 The Proposer receiving the highest composite score at the end of Evaluation Phase 3 2190 (Evaluation of Price Proposals) may be selected as the successful Proposer. 2191 However, County may select the next highest ranking Proposer if, as determined by 2192 County, County discovers problems with the highest ranking Proposer (e.g., 2193 insolvency, contract default, state or county debarment, any business practice or 2194 false, misleading or unrealistic information or pricing submitted in response to this 2195 RFP). Those Proposers not selected will be so notified. 2196 Upon selection of a successful Proposer, in accordance with the provisions of this 2197 RFP, a recommendation to commence contract negotiations with the selected 2198 Proposer may be made by the Evaluation Committee. County will enter into and 2199 complete contract negotiations with the selected Proposer. Appendix C (Sample 2200 Agreement) will serve as the foundation for contract negotiations. 2201 6.6 CONTRACT NEGOTIATIONS: 2202 After a prospective Contractor is recommended by the Evaluation Committee and 2203 accepted by the County, the County and prospective Contractor shall commence 2204 negotiating a contract for submission to the Board for its consideration and possible 2205 approval. If a satisfactory contract cannot be negotiated, as determined by County, 2206 County may begin contract negotiations with the next highest ranked Proposer, as 2207 determined by County. 2208 Also, if, as determined by County, County discovers problems with the Proposer 2209 with which County is negotiating (e.g., insolvency, contract default, state or county 2210 debarment, any business practice, or false, misleading, or unrealistic information or 2211 pricing submitted in response to this solicitation), then County may begin 2212 negotiations with the next highest ranked Proposer. 2213 County reserves the right to enter into simultaneous negotiations with more than one 2214 Proposer, as determined by County. County also reserves the right to terminate 2215 simultaneous negotiations with any Proposer with whom it is negotiating, at any 2216 time, as determined by County. 2217 Negotiations will be held at a site to be determined by County. 2218 A Proposer must be able to commence negotiations within three (3) working days of 2219 notification by County. 2220 6.7 FINAL CONTRACT AWARD BY BOARD OF SUPERVISORS: 2221 After a prospective Contractor has been selected and an Agreement has been 2222 successfully negotiated, County will submit the Agreement to County's Board of 2223 Supervisors for its consideration for approval. The Board is the ultimate decision 2224 making body and makes the final determinations necessary to arrive at a decision to 2225 award, or not award, a contract. DATA MINING SOLUTION (DMS) RFP Page 67 JULY 8, 2009