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Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
Public Social Services Department / RFP Body
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Public Social Services Department / RFP Body

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  • 1. 1 2 DATA MINING SOLUTION (DMS) 3 FOR 4 CHILD CARE FRAUD DETECTION 5 Request for Proposals 6 7 8 9 10 July 8, 2009 11 12 13 14
  • 2. 1 15 TABLE OF CONTENTS 16 TABLE OF CONTENTS..........................................................................................................................I 17 LIST OF APPENDICES..........................................................................................................................1 18 PREAMBLE..............................................................................................................................................3 191. INTRODUCTION:.................................................................................................................................7 20 1.1 CONSTRUCTION OF TERMS:...................................................................................................7 21 1.2 DMS PROCUREMENT PROCESS: ...........................................................................................8 22 1.3 SCHEDULE OF EVENTS:............................................................................................................8 23 1.4 ORGANIZATION OF THE RFP:................................................................................................9 24 1.5 PROJECT OBJECTIVE: .............................................................................................................9 25 1.6 EXISTING DOCUMENTATION AND DILIGENCE MATERIALS: ..................................10 262. BACKGROUND OF THE PROJECT:.............................................................................................11 27 2.1 COUNTY PROGRAMS BACKGROUND:...............................................................................12 28 2.1.1 California Work Opportunities and Responsibility to Kids (CalWORKs)...................12 29 2.1.1.1 Greater Avenues for Independence (GAIN).............................................................................12 30 2.1.1.2 Supportive Services.....................................................................................................................12 31 2.1.1.3 Cal-Learn......................................................................................................................................13 32 2.1.2 Food Stamp...........................................................................................................................13 33 2.1.3 General Relief (GR).............................................................................................................13 34 2.1.3.1 General Relief Opportunity for Work (GROW)......................................................................14 35 2.1.4 Cash Assistance Program for Immigrants (CAPI)...........................................................14 36 2.1.5 Medi-Cal................................................................................................................................14 37 2.1.6 In-Home Supportive Services (IHSS)................................................................................14 38 2.2 COUNTY SYSTEMS BACKGROUND:....................................................................................14 39 2.2.1 DPSS Systems.......................................................................................................................14 40 2.2.1.1 LEADER System..........................................................................................................................14 41 2.2.1.2 GEARS..........................................................................................................................................15 42 2.2.1.3 GROW System.............................................................................................................................15 43 2.2.2 Case Management, Information and Payrolling System (CMIPS)................................15 44 2.2.3 Welfare Fraud Linkage Analysis Database System (WFLADS)....................................15 453. GENERAL CONDITIONS:................................................................................................................17 46 3.1 FORMAL SOLICITATION:.......................................................................................................17 47 3.2 COUNTY POINT OF CONTACT AND RFP COMMUNICATIONS: .................................17 48 3.3 PROPOSAL SUBMISSION DEADLINE:.................................................................................17 49 3.4 PROPOSERS’ MANDATORY CONFERENCE: ....................................................................18 50 3.5 WRITTEN QUESTIONS AND ANSWERS:.............................................................................19 51 3.6 CERTAIN RIGHTS OF COUNTY:...........................................................................................19 52 3.7 FORMAL BOARD APPROVAL OF CONTRACT:................................................................20 53 3.8 REIMBURSEMENT PROVISIONS: ........................................................................................20 54 3.9 TERM:...........................................................................................................................................20 55 3.10 DISCLOSURE OF CONTENTS OF PROPOSALS:..............................................................21 56 3.11 FIRM OFFER:............................................................................................................................21 57 3.12 COUNTY LOBBYIST ORDINANCE:.....................................................................................21 58 3.13 PROPOSERS’ PRECAUTIONS:..............................................................................................22 59 3.13.1 Acceptance of Terms and Conditions. ............................................................................22 60 3.13.2 Sample Agreement.............................................................................................................22 61 3.13.3 Proposer Changes..............................................................................................................22 62 3.13.4 Cost of Proposals. ..............................................................................................................22 63 3.14 PROHIBITION AGAINST PROPOSING:.............................................................................23 64 3.15 CONTACT WITH COUNTY EMPLOYEES: .......................................................................23 2DATA MINING SOLUTION (DMS) RFP Page i JULY 8, 2009
  • 3. 4 65 3.16 GRATUITIES: ...........................................................................................................................23 66 3.17 DETERMINATION OF PROPOSER RESPONSIBILITY: ................................................23 67 3.18 CHILD SUPPORT COMPLIANCE PROGRAM:.................................................................24 68 3.19 COMPLIANCE WITH APPLICABLE LAW:.......................................................................24 69 3.20 CONFIDENTIALITY:...............................................................................................................25 70 3.21 CONFLICT OF INTEREST:....................................................................................................25 71 3.22 COUNTY POLICY ON DOING BUSINESS WITH SMALL BUSINESS:.........................25 72 3.23 MANDATORY REQUIREMENT TO REGISTER ON LOS ANGELES COUNTY’S 73 VENDOR REGISTRATION:.................................................................................................26 74 3.24 JURY SERVICE PROGRAM:..................................................................................................26 75 3.25 LOCAL SMALL BUSINESS ENTERPRISE PREFERENCE PROGRAM:......................27 76 3.26 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND 77 VOLUNTARY EXCLUSION — LOWER TIER COVERED TRANSACTIONS (45 78 C.F.R PART 76):......................................................................................................................28 79 3.27 INJURY AND ILLNESS PREVENTION PROGRAM:.........................................................28 80 3.28 RECYCLED BOND PAPER:....................................................................................................28 81 3.29 SAFELY SURRENDERED BABY LAW:...............................................................................29 82 3.30 PROPOSER’S CHARITABLE CONTRIBUTION COMPLIANCE:..................................29 83 3.31 CONTRACTOR’S WILLINGNESS TO CONSIDER COUNTY’S EMPLOYEES FOR 84 EMPLOYMENT:.....................................................................................................................29 85 3.32 CONSIDERATION OF GAIN/GROW PROGRAM PARTICIPANTS FOR 86 EMPLOYMENT: ....................................................................................................................30 87 3.33 COUNTY’S QUALITY ASSURANCE PLAN:.......................................................................30 88 3.34 NOTICE TO EMPLOYEES REGARDING THE FEDERAL EARNED INCOME 89 CREDIT:...................................................................................................................................30 90 3.35 PROPOSER DEBARMENT:....................................................................................................30 91 3.36 PROTEST PROCESS: ..............................................................................................................31 92 3.36.1 Grounds for Review. .........................................................................................................32 93 3.36.2 Review of Solicitation Requirements...............................................................................32 94 3.36.3 Review of a Disqualified Proposal....................................................................................33 95 3.36.4 Review of County’s Proposed Contractor Selection......................................................33 96 3.36.4.1 County Debriefing Process........................................................................................................33 97 3.36.4.2 Proposed Contractor Selection Review....................................................................................34 98 3.36.4.3 County Review Panel Process...................................................................................................35 99 3.36.5 Contact/Address for Protest Requests.............................................................................36 100 3.37 NOTIFICATION TO COUNTY OF PENDING ACQUISITIONS/MERGERS BY 101 PROPOSING COMPANY:.....................................................................................................36 102 3.38 TRANSITIONAL JOB OPPORTUNITIES PREFERENCE PROGRAM:.........................36 1034. MINIMUM CONTRACTOR QUALIFICATIONS:........................................................................38 104 4.1 REQUISITE EXPERIENCE: .....................................................................................................38 105 4.2 PROPOSER QUALIFICATIONS:.............................................................................................38 106 4.3 CONTRACTOR STAFF QUALIFICATIONS:........................................................................39 107 4.3.1 Contractor’s Project Director:...........................................................................................39 108 4.3.2 Contractor’s Project Manager:..........................................................................................39 109 4.4 COUNTY’S MINIMUM REQUIREMENTS............................................................................40 1105. PROPOSAL REQUIREMENTS:.......................................................................................................41 111 5.1 TRUTH AND ACCURACY OF REPRESENTATIONS:........................................................41 112 5.2 PROPOSAL PREPARATION INSTRUCTIONS:....................................................................41 113 5.2.1 Preparing to Respond..........................................................................................................41 114 5.2.2 Realistic Proposals...............................................................................................................41 115 5.3 PRIME CONTRACTOR:............................................................................................................41 116 5.4 CONFIDENTIALITY AND ASSIGNMENT AGREEMENT: ...............................................42 117 5.5 PROPOSAL SUBMISSION:.......................................................................................................42 118 5.6 ERROR CORRECTIONS REQUIREMENT:..........................................................................44 119 5.7 BUSINESS/TECHNICAL PROPOSAL:....................................................................................44 120 5.7.1 Cover Page............................................................................................................................45 5DATA MINING SOLUTION (DMS) RFP Page ii JULY 8, 2009
  • 4. 7 121 5.7.2 Transmittal Letter...............................................................................................................45 122 5.7.3 Table of Contents.................................................................................................................46 123 5.7.4 Executive Summary (Business/Technical Proposal, Section 1)......................................46 124 5.7.5 Proposer’s Minimum Contractor Qualifications (Business/Technical Proposal, 125 Section 2).....................................................................................................................46 126 5.7.6 Proposer’s Technical Response (Business/Technical Proposal, Section 3)....................52 127 5.7.7 Proposer’s Staffing Plan (Business/Technical Proposal, 128 Section 4).....................................................................................................................54 129 5.7.8 Proposer’s Quality Control Plan (Business/Technical Proposal, 130 Section 5).....................................................................................................................56 131 5.7.9 Exceptions (Business/Technical Proposal, Section 6).......................................................57 132 5.7.10 Anticipated Risks/Assumptions (Business/Technical Proposal, Section 7)..................57 133 5.7.11 Subcontractors or Partners (Business/Technical Proposal, Section 8)........................58 134 5.7.12 County Required Forms (Business/Technical Proposal, Section 9).............................58 135 5.7.13 Last Page of Proposal (Business/Technical Proposal, Section 10)................................60 136 5.8 PRICE PROPOSAL:....................................................................................................................61 137 5.8.1 Cover Page............................................................................................................................61 138 5.8.2 Schedule of Payments (Price Proposal, Section 1)...........................................................61 1396. PROPOSAL EVALUATION AND CONTRACTOR SELECTION:............................................63 140 6.1 EVALUATION OVERVIEW:.....................................................................................................63 141 6.2 EVALUATION COMMITTEE:.................................................................................................64 142 6.3 EVALUATION CRITERIA AND WEIGHTING FACTORS:...............................................64 143 6.4 EVALUATION PHASES:............................................................................................................64 144 6.4.1 Evaluation Phase 1 – Proposal Screening (Pass/Fail)......................................................64 145 6.4.2 Evaluation Phase 2 – Evaluation of Business/Technical Proposals................................65 146 6.4.2.1 Business/Technical Proposal (7,000 Points or 70%).................................................................66 147 6.4.3 Evaluation Phase 3 – Evaluation of Price Proposals (3,000 Points or 30%).................66 148 6.5 CONTRACTOR SELECTION:..................................................................................................67 149 6.6 CONTRACT NEGOTIATIONS:................................................................................................68 150 6.7 FINAL CONTRACT AWARD BY BOARD OF SUPERVISORS:........................................68 151 8DATA MINING SOLUTION (DMS) RFP Page iii JULY 8, 2009
  • 5. 10 152 LIST OF APPENDICES 153APPENDIX A – STATEMENT OF WORK 154 STATEMENT OF WORK................................................................................................................... 155APPENDIX B – STATEMENT OF REQUIREMENTS 156 STATEMENT OF REQUIREMENTS................................................................................................ 157APPENDIX C – SAMPLE AGREEMENT 158 BASE AGREEMENT.......................................................................................................................... 159 EXHIBIT A - STATEMENT OF WORK........................................................................................... 160 ATTACHMENT A.1 – SYSTEM REQUIREMENTS................................................................ 161 ATTACHMENT A.2 – SYSTEM CONFIGURATION.............................................................. 162 ATTACHMENT A.3 - ACCEPTANCE CERTIFICATE............................................................ 163 ATTACHMENT A.4 - GLOSSARY 164 EXHIBIT B - SCHEDULE OF PAYMENTS..................................................................................... 165 SCHEDULE B.1 – OPTIONAL WORK...................................................................................... 166 EXHIBIT C – PROJECT SCHEDULE............................................................................................... 167 EXHIBIT D – SYSTEM MAINTENANCE........................................................................................ 168 SCHEDULE D.1 – COUNTY’S REMOTE ACCESS SECURITY POLICY............................ 169 EXHIBIT E -CONTRACTOR EMPLOYEE ACKNOWLEDGEMENT, CONFIDENTIALITY, AND 170 COPYRIGHT ASSIGNMENT AGREEMENT................................................................................... 171 EXHIBIT F - CONTRACTOR’S EEO CERTIFICATION ............................................................... 172 EXHIBIT G – ADMINISTRATION OF AGREEMENT................................................................... 173 SECTION I – COUNTY KEY PERSONNEL............................................................................. 174 SECTION II – CONTRACTOR KEY PERSONNEL................................................................. 175 EXHIBIT H - SAFELY SURRENDERED BABY LAW................................................................... 176 EXHIBIT I – CHARITABLE CONTRIBUTIONS CERTIFICATION............................................. 177 EXHIBIT J - CONTRACTOR EMPLOYEE JURY SERVICE......................................................... 178 EXHIBIT K - DETERMINATIONS OF CONTRACTOR NON-RESPONSIBILITY AND 179 CONTRACTOR DEBARMENT ORDINANCE................................................................................ 180 EXHIBIT L - LISTING OF CONTRACTORS DEBARRED IN LOS ANGELES COUNTY......... 181 EXHIBIT M - IRS NOTICE 1015....................................................................................................... 182 EXHIBIT N – SOURCE CODE ESCROW AGREEMENT – INCORPORATED BY REFERENCE 183 EXHIBIT O – REQUEST FOR PROPOSAL (RFP) – INCORPORATED BY REFERENCE 184 EXHIBIT P – CONTRACTOR’S RESPONSE TO RFP (PROPOSAL) – INCORPORATED BY 185 REFERENCE....................................................................................................................................... 186APPENDIX D – COUNTY REQUIRED FORMS 187 EXHIBIT D-1 — PROPOSER’S ORGANIZATION QUESTIONNAIRE/AFFIDAVIT.................. 188 EXHIBIT D-2 — PROSPECTIVE CONTRACTOR REFERENCES............................................... 189 EXHIBIT D-3 — PROSPECTIVE CONTRACTOR LIST OF CONTRACTS................................. 190 EXHIBIT D- 4 — PROSPECTIVE CONTRACTOR LIST OF TERMINATED CONTRACTS..... 191 EXHIBIT D- 5 — CERTIFICATION OF NO CONFLICT OF INTEREST..................................... 192 EXHIBIT D- 6 — FAMILIARITY WITH THE COUNTY LOBBYIST ORDINANCE 193 CERTIFICATION................................................................................................................................ 194 EXHIBIT D- 7 —LA COUNTY COMMUNITY BUSINESS ENTERPRISE PROGRAM – 195 REQUEST FOR LOCAL SBE PREFERENCE PROGRAM CONSIDERATION 196 EXHIBIT D-8 PROPOSER’S EQUAL EMPLOYMENT OPPORTUNITY (EEO) CERTIFICATION 197 EXHIBIT D-9— ATTESTATION OF WILLINGNESS TO CONSIDER GAIN/GROW 198 PARTICIPANTS.................................................................................................................................. 199 EXHIBIT D 10 — COUNTY OF LOS ANGELES CONTRACTOR EMPLOYEE JURY SERVICE 200 PROGRAM CERTIFICATION FORM AND APPLICATION FOR EXCEPTION......................... 201 EXHIBIT D 11 — PROPOSER RELEASE FORM............................................................................ 202 EXHIBIT D-12 — CLIENT LIST AND RELEASE FORM.............................................................. 203 EXHIBIT D-13 — CERTIFICATION OF INDEPENDENT PRICE DETERMINATION & 204 ACKNOWLEDGMENT OF RFP RESTRICTIONS.......................................................................... 205 EXHIBIT D 14 — CHARITABLE CONTRIBUTIONS CERTIFICATION..................................... 11DATA MINING SOLUTION (DMS) RFP Page 1 JULY 8, 2009
  • 6. 13 206 EXHIBIT D 15 — CERTIFICATION REGARDING DEBARMENT, SUSPENSION, 207 INELIGIBILITY AND VOLUNTARY EXCLUSION LOWER TIERED COVERED 208 TRANSACTIONS (45 C.F.R. PART 76)............................................................................................ 209 EXHIBIT D 16 —REQUEST FOR PROPOSALS/GROUNDS FOR REJECTION.......................... 210 EXHIBIT D-17 — BIDDER'S/OFFEROR'S NONDISCRIMINATION IN SERVICES 211 CERTIFICATION................................................................................................................................ 212 EXHIBIT D-18 – TRANSITIONAL JOB OPPORTUNITIES PREFERENCE APPLICATION..... 213APPENDIX E – COUNTY ORDINANCES AND POLICIES 214 EXHIBIT E-1 —TRANSMITTAL FORM TO REQUEST A RFP SOLICITATION 215 REQUIREMENTS REVIEW.............................................................................................................. 216 EXHIBIT E-2 — TRANSMITTAL FORM TO REQUEST A DISQUALIFICATION REVIEW... 217 EXHIBIT E-3 — TRANSMITTAL FORM TO REQUEST A PROPOSED CONTRACTOR 218 SELECTION REVIEW....................................................................................................................... 219 EXHIBIT E-4 — TRANSMITTAL FORM TO REQUEST A COUNTY REVIEW PANE............. 220 EXHIBIT E-5 — COUNTY OF LOS ANGELES POLICY ON DOING BUSINESS WITH SMALL 221 BUSINESS........................................................................................................................................... 222 EXHIBIT E-6 - TITLE 2 ADMINISTRATION CHAPTER 2.203.010 THROUGH 2.203.090 223 CONTRACTOR EMPLOYEE JURY SERVICE................................................................................ 224 EXHIBIT E-7 — LISTING OF CONTRACTORS DEBARRED IN LOS ANGELES COUNTY... 225 EXHIBIT E-8 — IRS NOTICE 1015.................................................................................................. 226 EXHIBIT E-9 — SAFELY SURRENDER BABY LAW.................................................................. 227 EXHIBIT E-10 — TITLE 2 ADMINISTRATION DETERMINATIONS OF CONTRACTOR NON- 228 RESPONSIBILITY AND CONTRACTOR DEBARMENT ORDINANCE..................................... 229 EXHIBIT E-11 — BACKGROUND AND RESOURCES: CALIFORNIA CHARITIES 230 REGULATION.................................................................................................................................... 231APPENDIX F –SCHEDULE OF PAYMENTS 232 SCHEDULE: INSTRUCTIONS.......................................................................................................... 233 SCHEDULE: PRICE SUMMARY...................................................................................................... 234 SCHEDULE: PRICING YEARS 1-2 AND OPTIONAL YEARS 3-4............................................... 235 SCHEDULE: SYSTEM IMPLEMENTATION FIRM FIXEDPRICE BY DELIVERABLE........... 236 SCHEDULE: SYSTEM MAINTENANCE FIRM FIXED PRICE BY DELIVERABLE................. 237 SCHEDULE: OPTIONAL WORK FIXED HOURLY RATE........................................................... 238 SCHEDULE: LABOR RESOURCE................................................................................................... 239 SCHEDULE: SUBCONTRACTOR.................................................................................................... 240APPENDIX G – PROPOSERS RESPONSE FORMS 241APPENDIX H – GLOSSARY 242 GLOSSARY......................................................................................................................................... 14DATA MINING SOLUTION (DMS) RFP Page 2 JULY 8, 2009
  • 7. 16 243 PREAMBLE 244For over a decade, the County of Los Angeles ("County") has collaborated with its 245community partners to enhance the capacity of the health and human services system to 246improve the lives of children and families. These efforts require, as a fundamental 247expectation, that the County’s contracting partners share the County and community's 248commitment to provide health and human services that support achievement of the 249County’s vision, goals, values, and adopted outcomes. Key to these efforts is the 250integration of service delivery systems and the adoption of the Customer Service and 251Satisfaction Standards. 252The County of Los Angeles Vision is to improve the quality of life in the County by 253providing responsive, efficient and high quality public services that promote the self- 254sufficiency, well-being and prosperity of individuals, families, business and 255communities. This philosophy of teamwork and collaboration is anchored in the shared 256values of: 257  Responsiveness 262 Integrity 258  Professionalism 263 Commitment 259  Accountability 264 A Can-Do Attitude 260  Compassion 265 Respect for Diversity 261 266These shared values are encompassed in the County Mission to enrich lives through 267effective and caring service and the County Strategic Plan’s eight goals: 1) Service 268Excellence; 2) Workforce Excellence; 3) Organizational Effectiveness; 4) Fiscal 269Responsibility; 5) Children and Families' Well-Being; 6) Community Services; 7) Health 270and Mental Health; and 8) Public Safety. Improving the well-being of children and 271families requires coordination, collaboration, and integration of services across 272functional and jurisdictional boundaries, by and between County departments/agencies, 273and community and contracting partners. 274The basic conditions that represent the well-being we seek for all children and families in 275Los Angeles County aredelineated in the following five outcomes, adopted by the Board 276of Supervisors in January 1993. 277 • Good Health; 278 • Economic Well-Being; 279 • Safety and Survival; 280 • Emotional and Social Well-Being; and 281 • Education and Workforce Readiness. 282Recognizing no single strategy - in isolation - can achieve the County’s outcomes of 283well-being for children and families, consensus has emerged among County and 17DATA MINING SOLUTION (DMS) RFP Page 3 JULY 8, 2009
  • 8. 19 284community leaders that making substantial improvements in integrating the County’s 285health and human services system is necessary to significantly move toward achieving 286these outcomes. The County has also established the following values and goals for 287guiding this effort to integrate the health and human services delivery system: 288  Families are treated with respect in every encounter they have with the health, 289 educational, and social services systems. 290  Families can easily access a broad range of services to address their needs, 291 build on their strengths, and achieve their goals. 292  There is no "wrong door”: wherever a family enters the system is the right 293 place. 294  Families receive services tailored to their unique situations and needs. 295  Service providers and advocates involve families in the process of 296 determining service plans, and proactively provide families with coordinated 297 and comprehensive information, services, and resources. 298  The County service system is flexible, able to respond to service demands for 299 both the County-wide population and specific population groups. 300  The County service system acts to strengthen communities, recognizing that 301 just as individuals live in families, families live in communities. 302  In supporting families and communities, County agencies work seamlessly 303 with public and private service providers, community-based organizations, 304 and other community partners. 305  County agencies and their partners work together seamlessly to demonstrate 306 substantial progress towards making the system more strength-based, family 307 focused, culturally-competent, accessible, user-friendly, responsive, cohesive, 308 efficient, professional, and accountable. 309  County agencies and their partners focus on administrative and operational 310 enhancements to optimize the sharing of information, resources, and best 311 practices while also protecting the privacy rights of families. 312  County agencies and their partners pursue multi-disciplinary service delivery, 313 a single service plan, staff development opportunities, infrastructure 314 enhancements, customer service and satisfaction evaluation, and revenue 315 maximization. 316  County agencies and their partners create incentives to reinforce the direction 317 toward service integration and a seamless service delivery system. 318  The County human service system embraces a commitment to the disciplined 319 pursuit of results accountability across systems. Specifically, any strategy 20DATA MINING SOLUTION (DMS) RFP Page 4 JULY 8, 2009
  • 9. 22 320 designed to improve the County human services system for children and 321 families should ultimately be judged by whether it helps achieve the County’s 322 five outcomes for children and families: good health, economic well-being, 323 safety and survival, emotional and social well-being, and education and 324 workforce readiness. 325The County, its clients, contracting partners and the community will continue to work 326together to develop ways to make County services more accessible, customer friendly, 327better integrated, and outcome-focused. Several departments have identified shared 328themes in their strategic plans for achieving these goals including: making an effort to 329become more consumer/client-focused; valuing community partnerships and 330collaborations; emphasizing values and integrity; and using a strength-based and multi- 331disciplinary team approach. County departments are also working to provide the County's 332Board of Supervisors and the community with a better understanding of how resources 333are being utilized, how well services are being provided and what are the results of the 334services: is anyone better off? 335The County of Los Angeles health and human service departments and their partners are 336working together to achieve the following Customer Service and Satisfaction Standards 337in support of improving outcomes for children and families. 338Personal Service Delivery 339The service delivery team members, staff and volunteers, will treat customers and each 340other with courtesy, dignity, and respect. They will: 341 • Introduce themselves by name; 342 • Listen carefully and patiently to customers; 343 • Be responsive to cultural and linguistic needs; 344 • Explain procedures clearly; and 345 • Build on the strengths of families and communities. 346Service Access 347Service providers will work proactively to facilitate customer access to services. 348 • Provide services as promptly as possible; 349 • Provide clear directions and service information; 350 • Outreach to the community and promote available services; 351 • Involve families in service plan development; and 352 • Follow-up to ensure appropriate delivery of services. 353Service Environment 23DATA MINING SOLUTION (DMS) RFP Page 5 JULY 8, 2009
  • 10. 25 354Service providers will deliver services in a clean, safe, and welcoming environment, 355which supports the effective delivery of services. 356 • Ensure a safe environment; 357 • Ensure a professional atmosphere; 358 • Display vision, mission, and value statements; 359 • Provide a clean and comfortable waiting area; 360 • Ensure privacy; and 361 • Post complaint and appeals procedures. 362 363The basis for all County health and human services contracts is the provision of the 364highest level of quality services that support improved outcomes for children and 365families. The County and its contracting partners must work together and share a 366commitment to achieve a common vision, goals, outcomes, and standards for 367providing services. 26DATA MINING SOLUTION (DMS) RFP Page 6 JULY 8, 2009
  • 11. 28 3681. INTRODUCTION: 369 The County of Los Angeles), on behalf of its Department of Public Social 370 Services (DPSS) in collaboration with the Chief Executive Office (CEO)-Service 371 Integration Branch (SIB), is seeking proposals from qualified Proposers to: 372 • Design and develop a Data Mining Solution ("DMS") for child care fraud 373 detection application to be used by County in the investigation of CalWORKs 374 Stage 1 Child Care fraud. 375 • Provide a cost-effective solution for the DMS design, development and 376 implementation, including System Hardware, System Software, Project 377 Administration and Training; 378 • Provide all functionality and satisfy all technical performance and other 379 requirements, as described in the body of this Request for Proposals together 380 with all Appendices and Exhibits thereto (collectively the "RFP"); 381 • Provide a centralized DMS database and access to DMS information via a 382 Web enabled browser-based environment; 383 • Utilize the County Enterprise Network (LAnet/EN) and the County’s local 384 network resources to access County Data; and 385 • Provide ongoing System Maintenance, including maintenance and operational 386 support, and Optional Work. 3871.1 CONSTRUCTION OF TERMS: 388 In construing the terms of this RFP, the following rules shall apply: 389 (A) Singular nouns and phrases incorporating them (e.g., referring to objects, 390 persons, events, or otherwise) shall be construed to also include the plural, 391 except where reference to a single item is implied or necessary pursuant to the 392 context of the word or phrase in question and except as otherwise expressly 393 stated in the particular defined terms, specified in Paragraph 1.3 (Definitions) 394 of the Base Agreement of Appendix C (Sample Agreement). Plural nouns, 395 and phrases incorporating them, shall be construed to also include the singular 396 except where reference to multiple items is implied or necessary pursuant to 397 the context of the word or phrase in question and except as otherwise 398 expressly stated for particular defined terms set forth in Paragraph 1.3 399 (Definitions) of the Base Agreement of Appendix C (Sample Agreement). 400 (B) Any use of the masculine gender shall be construed to include the feminine 401 and vice versa. 402 (C) Examples provided by using words and phrases, such as “including”, 403 “include”, “includes” or “e.g.” shall not be construed as limiting the term 404 clarified thereby. For example, “including” shall be construed as “including, 405 but not limited to.” 406 (D) References in this RFP to federal, State, County and/or other governmental 407 laws, rules, regulations, ordinances, guidelines, directives, policies, and/or 408 procedures shall mean such laws, rules, regulations, ordinances, guidelines, 409 directives, policies, and/or procedures as amended from time-to-time. 410 (E) Unless expressly stated otherwise, all approvals, consents, or determinations 411 by or on behalf of County under this RFP may be given or withheld in the 29DATA MINING SOLUTION (DMS) RFP Page 7 JULY 8, 2009
  • 12. 31 412 sole discretion or judgment of the person or entity authorized to provide or 413 make such approval, consent, or determination. 414 (F) For convenience, the definitions of certain terms used in this RFP, and not 415 defined in Paragraph 1.3 (Definitions) of the Base Agreement of Appendix C 416 (Sample Agreement), can be found in Appendix H (Glossary). 4171.2 DMS PROCUREMENT PROCESS: 418 This RFP establishes guidelines, criteria and procedures for submitting proposals 419 in response to the RFP. It is the duty of each Proposer to thoroughly review the 420 entire RFP, including all Appendices and Exhibits thereto, for terms, conditions 421 and requirements that are included throughout this RFP. 422 423 The evaluation of proposals is a multi-phased process as described in Section 6 424 (Proposal Evaluation and Contractor Selection). County may, at its sole 425 discretion, reject any or all responses submitted in response to this RFP at any 426 time. County shall not be liable for any costs incurred by any Proposer in 427 connection with the preparation, submission, or presentation of any proposal. 428 429 County’s recommendation for Contractor selection is subject to approval at the 430 State level with final approval by the County’s Board of Supervisors (the 431 "Board"), which may enter into an Agreement with one (1) prime Contractor for 432 the DMS, including its implementation, maintenance and support, as described in 433 this RFP. 434 435 The selected Contractor shall provide the DMS design, development and 436 implementation according to County requirements, shall benchmark and verify 437 DMS performance and shall perform continued ongoing maintenance, operations, 438 support, modifications and enhancements. County shall own, without limitation, 439 the DMS data, as well as the design and configuration of the DMS technical 440 infrastructure, as further provided in the Sample Agreement. Contractor shall 441 provide all software and hardware necessary to develop, test, host, manage and 442 operate the DMS, as further provided in the Statement of Work and the Sample 443 Agreement. 444 445 Any resultant Agreement will be a Deliverables based contract with a Maximum 446 Fixed Price for all work under any resultant Agreement. 4471.3 SCHEDULE OF EVENTS: 448 The following schedule sets forth key events and dates in the procurement and 449 contracting process: 32DATA MINING SOLUTION (DMS) RFP Page 8 JULY 8, 2009
  • 13. 34 450 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 July 22, 2009 Review Responses to Written Questions Completed July 30, 2009 Proposal Due Date August 13, 2009 451 These dates may be changed at any time as determined by County. 4521.4 ORGANIZATION OF THE RFP: 453 The RFP, including all Appendices and Exhibits, sets forth County requirements 454 for the DMS Project. Should this RFP require any significant changes, as 455 determined by County, an Addendum to the RFP will be released. Clarifications 456 or explanations of requirements may be provided in the form of written responses 457 to written questions submitted by Proposers when responses to written questions 458 are scheduled to be completed (see Section 1.3 (Schedule of Events)). It is each 459 Proposer’s responsibility to identify any perceived points of conflict or ambiguity 460 and to request interpretations or clarifications about any language in the RFP. 461 462 The RFP is organized in six (6) major Sections plus Appendices. The RFP major 463 Sections and a list of RFP Appendices are shown below: 464 465 Section 1 Introduction 466 Section 2 Background of the Project 467 Section 3 General Conditions 468 Section 4 Minimum Contractor Qualifications 469 Section 5 Proposal Requirements 470 Section 6 Proposal Evaluation and Contractor Selection 471 Appendix A Statement of Work 472 Appendix B Statement of Requirements 473 Appendix C Sample Agreement 474 Appendix D County Required Forms 475 Appendix E County Ordinances and Policies 476 Appendix F Schedule of Payments 477 Appendix G Proposers Response Forms 478 Appendix H Glossary 4791.5 PROJECT OBJECTIVE: 480 The general objective of the Project covered by the RFP is to implement a 481 technology solution, known as Data Mining Solution, which will assist in the 35DATA MINING SOLUTION (DMS) RFP Page 9 JULY 8, 2009
  • 14. 37 482 detection and prevention of fraudulent activities among individuals or groups 483 participating in County’s Stage 1 Child Care Program for CalWORKs 484 participants (also "Participant(s)"). 485 This Statement of Work consists of instructions, tasks, subtasks, deliverables, 486 goods, services and other work (“Work”) and, unless specified otherwise, 487 includes a Project Schedule. Capitalized terms used in this Statement of Work 488 without definitions have the meanings given to such terms in the Base Agreement 489 to Appendix C (Sample Agreement). All Work under the resultant Agreement 490 shall be performed at the rates and fees set forth in the Schedule of Payments. 491 Contractor shall perform, complete and deliver all Work, however denoted, as set 492 forth in the Statement of Work. Also defined herein are those Tasks and Subtasks 493 that involve participation of both Contractor and County. Unless otherwise 494 specified as an obligation of County, Contractor shall perform all Tasks and 495 Subtasks and provide all Deliverables as defined in the Statement of Work. For 496 the purpose of this Agreement, a Deliverable shall be deemed complete upon 497 County’s approval and acceptance thereof subject to the provisions of the Sample 498 Agreement, irrespective of the number of tries it takes Contractor to provide a 499 successful Deliverable. 500 Contractor shall provide a comprehensive child care fraud platform and solutions, 501 including the installation and configuration of the necessary data mining 502 software, the provision of data quality and data integration solutions, the 503 development of analytic models and the provision of other services to implement 504 the County Data Mining Solution as necessary to meet the technical, functional, 505 operational and business requirements set forth in the RFP, including the 506 Statement of Requirements ("System Requirements"). The general objective of 507 this Project is to implement a technology solution, which will assist in the 508 detection and prevention of fraudulent activity among individuals or groups 509 participating in County’s Stage 1 Child Care Program for CalWORKs 510 participants. 5111.6 EXISTING DOCUMENTATION AND DILIGENCE MATERIALS: 512 It is the Proposer’s responsibility to perform the necessary diligence to fully 513 understand County’s requirements when responding to this RFP. Proposer may 514 be provided access to the Diligence Library that houses the diligence materials, in 515 addition to those attached to this RFP, to further Proposer’s knowledge of the 516 DPSS systems. Registration for access to the Diligence Library is located in the 517 DPSS Portal at the link provided below. 518 519 http://dpss.lacounty.gov/dpss/contracts/default.cfm 520 521 The diligence materials provided in the Diligence Library may change from time 522 to time, as determined by County, without notice. 523 Although County has endeavored to include or reference in this RFP information 524 known to County that it believes to be relevant to this procurement, by submitting 38DATA MINING SOLUTION (DMS) RFP Page 10 JULY 8, 2009
  • 15. 40 525 a proposal, the Proposer understands and agrees that neither County nor any of its 526 employees, agents, advisors or representatives: (i) has made or makes any 527 representation or warranty, express or implied, as to the accuracy or completeness 528 of the diligence materials provided; or (ii) shall have any liability or 529 responsibility whatsoever to Proposer or Proposer’s representatives relating to or 530 resulting from the use of any diligence materials, or any errors therein or 531 omissions therefrom. Without limiting the generality of the foregoing, the 532 diligence materials may include certain assumptions, statements, estimates and 533 projections provided by, or respecting to, County. Such assumptions, statements, 534 estimates and projections reflect various assumptions made by County, which 535 assumptions may or may not prove to be correct. No representations are made by 536 County as to the accuracy of such assumptions, statements, estimates or 537 projections 5382. BACKGROUND OF THE PROJECT: 539 County’s Chief Executive Office ("CEO") and Department of Public Social 540 Services ("DPSS") conducted a pilot ("Pilot") between May and November of 541 2008 to determine the business value of implementing data mining software for 542 the purposes of detection and prevention of public assistance fraud. The 543 application of data mining software was limited to three primary Predictive 544 Models and the analysis applied only to DPSS’ Stage 1 Child Care Program for 545 CalWORKs participants. In order to demonstrate the predictive capacities of the 546 data mining software, the Pilot used DPSS’ administrative records on child care 547 providers between January 2001 and December 2007. The software’s fraud 548 analysis capability was demonstrated in three categories: (1) cases with 549 characteristics placing them at a high risk for fraud; (2) cases showing significant 550 anomalies; (3) potential fraud rings and collusion activities. 551 The data mining Pilot achieved an 85 percent (85%) accuracy rate in detecting 552 collusive fraud rings. The results of the Pilot show that the use of data mining 553 software as a fraud detection tool would have enabled cost avoidance in three 554 areas: (1) new fraud referrals, resulting in an annual gross cost avoidance of at 555 least $2.2 million; (2) early detection of fraud, resulting in an annual gross cost 556 avoidance of $1.6 million; (3) increased efficiency, resulting in an annual gross 557 cost avoidance of $3 million. The total annual gross cost avoidance in these areas 558 would, therefore, have been at least $6.8 million. Furthermore, the results 559 indicated that the cost avoidance could possibly increase with additional data 560 sources and further utilization of additional predictive fraud detection models not 561 included in the Pilot. 562 On January 6, 2009, County's Board of Supervisors passed a motion that directed 563 the CEO to develop a strategy for the implementation of data mining technology 564 to target fraud in the CalWORKs Stage 1 Child Care program. The CEO 565 reported back to the Board with a recommendation to procure the necessary 566 technology through a competitive procurement process. The present RFP 567 embodies County’s effort to solicit competitive bids from potential vendors. 41DATA MINING SOLUTION (DMS) RFP Page 11 JULY 8, 2009
  • 16. 43 5682.1 COUNTY PROGRAMS BACKGROUND: 569 The following County programs provide data sources and selected data extracts 570 that are used in County’s data mining current research, which together with other 571 data sources will be used in the development of and for the purpose of the DMS 572 Project. 573 2.1.1California Work Opportunities and Responsibility to Kids 574 (CalWORKs). 575 CalWORKs is the State’s version of the federal Temporary Aid for Needy 576 Families (TANF) program that provides temporary financial assistance 577 and employment-focused services to families with minor children who 578 have income and property below State maximum limits for their family 579 size. Most able-bodied parents are also required to participate in the 580 CalWORKs Greater Avenues for Independence (GAIN) employment 581 services program as a condition of eligibility. 582 2.1.1.1 Greater Avenues for Independence (GAIN). 583 The GAIN program is the State’s version of the federal 584 Welfare-to-Work (WtW) program that provides effective 585 training, employment services, and supportive services to help 586 individuals transition from dependency on public assistance 587 programs to economic self-sufficiency. 588 2.1.1.2 Supportive Services 589 Services which GAIN will help to arrange 590 or pay for, in order that a Participant may 591 participate in GAIN activities, if other 592 funding sources are not available. 593 1. Child Care 594 The objective of the CalWORKs child care program is 595 to ensure that CalWORKs children are provided child 596 care while their parents/caretakers, who are not 597 exempt from WtW requirements, continue to 598 participate in their WtW activities. CalWORKs 599 parents can choose licensed or license-exempt child 600 care providers. In the County, child care referral 601 services are provided through multiple Alternative 602 Payment Program (APP) and Resource and Referral 603 (R&R) agencies, and child care payments are made 604 directly to child care providers. Under certain 605 circumstances, County may be required to provide 606 child care services to a specific WtW Participant who 607 is working and is no longer aided. A Participant who 608 is working and is no longer aided may be able to 609 receive child care assistance for up to twenty-four (24) 610 months from the date his cash aid is terminated. 44DATA MINING SOLUTION (DMS) RFP Page 12 JULY 8, 2009
  • 17. 46 611 There are three (3) stages of CalWORKs child care, 612 which are defined as follows: 613 • Stage One begins with a family’s entry into the 614 CalWORKs program. Clients leave Stage one 615 after six (6) months or when their situation is 616 stable, and when there is a slot in Stage Two 617 or three. 618 • Stage Two begins after six (6) months or after 619 a recipient’s work or work activity has 620 stabilized, or when the family is transitioning 621 off of aid. Clients may continue to receive 622 child care in Stage two up to two (2) years 623 after they are no longer eligible for aid. 624 • Stage Three begins when a funded space is 625 available and when the client has acquired the 626 twenty-four (24) months of child care, after 627 transitioning off aid. 628 2. Transportation 629 Payments issued to a Participant for travel to and 630 from WtW activities and/or employment. 631 3. Ancillary Expense(s) 632 Payments issued to a Participant to cover the cost of 633 items necessary for a Participant to participate in 634 WtW activities and/or employment. Expenses 635 covered include books, tools, special clothing, and/or 636 other costs. 637 2.1.1.3 Cal-Learn. 638 Cal-Learn is a mandatory program for CalWORKs 639 participants who receive cash assistance and are under 640 nineteen (19) years of age, are pregnant or parenting, and 641 have not yet completed their high school education. The 642 focus of Cal-Learn is to provide teens with the support they 643 need to complete their high school education. Cal-Learn 644 participants are also eligible for supportive services. 645 2.1.2Food Stamp. 646 The Food Stamp program was established to improve the nutrition of 647 people in low-income households. Food Stamp benefits are issued by 648 Electronic Benefit Transfer (EBT) onto a plastic swipe card that can be 649 used at Point of Sale (POS) machines. 650 2.1.3General Relief (GR). 651 The GR program is a County-funded program that provides cash aid to 652 indigent adults and certain sponsored legal immigrant families who are 653 ineligible for federal or State programs. 47DATA MINING SOLUTION (DMS) RFP Page 13 JULY 8, 2009
  • 18. 49 654 2.1.3.1 General Relief Opportunity for Work (GROW). 655 The GROW program is a County-funded program that offers 656 employment and training services to employable and is 657 designed to help GR participants obtain jobs and achieve self– 658 sufficiency. 659 2.1.4Cash Assistance Program for Immigrants (CAPI). 660 The CAPI program provides cash to certain aged, blind, and disabled legal 661 non-citizens ineligible to Supplemental Security Income/State 662 Supplemental Payment (SSI/SSP) due to their immigration status. CAPI 663 participants may be eligible for Medi-Cal, In-Home Supportive Services 664 (IHSS), and/or Food Stamp benefits. 665 2.1.5Medi-Cal. 666 The Medi-Cal program provides free and low-cost health care and 667 services to qualifying low-income residents of Los Angeles County. There 668 are health care services to cover the needs of everyone regardless of age, 669 race, or immigration status. Programs are available for children and 670 youth, pregnant women, and families and persons who are aged, blind, or 671 disabled. 672 2.1.6In-Home Supportive Services (IHSS). 673 The IHSS program provides financial assistance for in-home services to 674 the elderly, disabled, or blind. IHSS provides an alternative to out-of- 675 home care, such as nursing homes or board and care facilities. 6762.2 COUNTY SYSTEMS BACKGROUND: 677 The following is a description of the information systems containing the County 678 Data that will be used in the development of the DMS project. 679 2.2.1DPSS Systems. 680 The DPSS Systems consist of: (i) Los Angeles Eligibility Automated 681 Determination, Evaluation and Reporting (LEADER) System, (ii) GAIN 682 (Greater Avenues for Independence) Employment Activity and Reporting 683 System (GEARS), (iii) General Relief Opportunity for Work (GROW) 684 System, (iv) Case Management, Information and Payrolling System 685 (CMIPS), and (v) Welfare Fraud Linkage Analysis Database System 686 (WFLADS). 687 2.2.1.1 LEADER System. 688 The LEADER System automates administration of benefit 689 programs in Los Angeles County, including eligibility 690 determination; benefit calculation and issuance, case 691 maintenance, and management/fiscal reports and controls. 692 DPSS serves as the host for the LEADER System for the 693 following County departments: Auditor-Controller, Child 694 Support Services, Children and Family Services, Community 50DATA MINING SOLUTION (DMS) RFP Page 14 JULY 8, 2009
  • 19. 52 695 and Senior Services, District Attorney, Health Services’ 696 medical and health center sites, Mental Health, Probation, and 697 the Treasurer-Tax Collector. Selected non- County agencies 698 and users (e.g., City of Los Angeles Housing Authority, 699 Pomona Valley Hospital) also utilize the LEADER System. 700 The LEADER System, one of the largest multi-host, multi- 701 tiered client server systems in the world, includes: 702 Over 16,000 users accessing the LEADER System 703 via a private-line telephone network in more than 704 134 local sites representing ten (10) County 705 departments, plus an additional 200 outreach 706 Medi-Cal sites served by 400 mobile staff using 707 laptops which access the LEADER System via 708 dial-up modem. 709 2.2.1.2 GEARS. 710 GEARS is designed to track employment, education, 711 vocational and training activities of GAIN participants. 712 GEARS also issues supportive services, including Child Care, 713 transportation, and ancillary payments to GAIN participants. 714 GEARS supports the State’s mandate to provide a GAIN 715 Welfare-to-Work (WtW) program to GAIN participants. 716 GEARS stores approximately fifty-five thousand (55,000) 717 active cases, which are accessed by approximately twenty-six 718 hundred (2,600) users distributed over approximately one 719 hundred twenty (120) locations. 720 2.2.1.3 GROW System. 721 General Relief (GR) is a County-funded program that 722 provides financial assistance to indigent adults who are 723 ineligible for financial assistance under federal or State 724 programs. Currently, the GROW System processes 725 approximately thirty thousand (30,000) active GR employable 726 cases monthly for the GROW program. Approximately seven 727 hundred (700) users process these cases and reside at 728 approximately sixty-one (61) different locations. 729 2.2.2Case Management, Information and Payrolling System (CMIPS). 730 CMIPS tracks case information and processes payments for the California 731 Department of Social Services In-Home Supportive Services Program, 732 enabling nearly 400,000 qualified aged, blind, and disabled individuals in 733 California to remain in their own homes and avoid institutionalization. 734 2.2.3Welfare Fraud Linkage Analysis Database System (WFLADS). 735 WFLADS is an anti-fraud tool that receives, stores, reads, and analyzes 736 data from existing DPSS computer systems for CalWORKs and Food 53DATA MINING SOLUTION (DMS) RFP Page 15 JULY 8, 2009
  • 20. 55 737 Stamp case records on a daily basis. It identifies inconsistencies in 738 welfare cases and alerts fraud staff by identifying and monitoring patterns 739 that may indicate fraud. Some patterns, like validating Social Security 740 numbers, identifying mail drops, etc., are already programmed on 741 WFLADS. 56DATA MINING SOLUTION (DMS) RFP Page 16 JULY 8, 2009
  • 21. 58 7423. GENERAL CONDITIONS: 743 The following are the general terms and conditions applicable to this 744 procurement. 7453.1 FORMAL SOLICITATION: 746 Notwithstanding any other provision of this RFP, this RFP is a solicitation for 747 proposals only and is not an offer to enter into a contract. 7483.2 COUNTY POINT OF CONTACT AND RFP COMMUNICATIONS: 749 All contacts regarding this RFP or any matter relating thereto must be in writing 750 and emailed, to County’s point of contact. County’s point of contact information 751 for any and all inquiries or other communications regarding this RFP is as 752 follows: 753 754 Name: Amy Farsakyan 755 Address: Los Angeles County 756 Department of Public Social Services 757 14714 Carmenita Road, 3rd Floor 758 Norwalk, CA 90650 759 Phone: (562) 623-2058 or (626) 312-6016 760 Email address: DMSRFP@dpss.lacounty.gov 761 Proposers are specifically directed not to contact any other County person or 762 agent, the State or DMS procurement team members for any matters related to 763 this RFP. Failure to adhere to this policy shall result in elimination of the 764 Proposer from further consideration, as determined by County. 765 All written communications with County regarding this RFP, including its 766 Appendices and Exhibits, must reference the RFP, Proposer’s name, Proposer’s 767 address, contact person, contact’s telephone number, contact’s email address, and 768 the reason for communication (e.g., questions, request for Diligence Library 769 access) as follows: 770 “[Reason for Communication]: Request for Proposals for the Data 771 Mining Solution (DMS) RFP #ESD 09-02.” 772 Any material received that does not explicitly indicate its RFP related contents 773 will be handled as general mail or communications, which may result in a delay 774 or non-response to the Proposer. County is responsible only for that which is 775 expressly stated in this RFP and any authorized written Addenda thereto. County 776 is not responsible for and shall not be bound by any representations otherwise 777 made by any individual acting or purporting to act on County’s behalf. 7783.3 PROPOSAL SUBMISSION DEADLINE: 779 Each Proposer is solely responsible to ensure that its proposal is received by 780 County before the submission deadline of 12:00 p.m. (noon), Pacific Time, 781 Thursday, August 13, 2009. Each Proposer shall bear all risks associated with 59DATA MINING SOLUTION (DMS) RFP Page 17 JULY 8, 2009
  • 22. 61 782 delays in the United States Postal Service or other delivery services. Proposals 783 submitted by facsimile or e-mail shall not be accepted. 784 Proposals received after the scheduled closing time for receipt of proposals shall 785 be returned, unopened to the sender and shall not be considered. Refer to Section 786 5 (Proposal Requirements) of this RFP for complete instructions on the content, 787 format, sequence, and submission of proposals. 7883.4 PROPOSERS’ MANDATORY CONFERENCE: 789 A Proposers’ Mandatory Conference will be conducted for prospective Proposers. 790 The purpose of the conference is to provide clarification regarding the RFP 791 process, the project scope of work, and required Proposer responses. The 792 Proposers’ Mandatory Conference is scheduled as follows: 793 794 Date: July 15, 2009 795 Time: 1:45 p.m. 796 Location: Los Angeles County 797 Department of Public Social Services 798 Conference Room 140 799 9320 Telstar Ave. 800 El Monte, CA 91731 801 802 Parking Location: Street parking at DPSS Eligibility Systems Division 803 is limited. Please plan additional time to include a 804 10-minute walk in order to be on time for the 805 Proposers’ conference. 806 Proposers that do not attend the Proposers’ Mandatory Conference and complete 807 the official sign-in sheet will have their proposals returned unopened and shall not 808 be considered. To register for the Proposers’ Mandatory Conference, a Proposer 809 must notify County by e-mail at DMSRFP@dpss.lacounty.gov , at least one (1) 810 day prior to the date of the Proposers’ Mandatory Conference, as specified in 811 Section 3.2 (County Point of Contact and RFP Communications). 812 County reserves the right to reschedule the Proposers’ Mandatory Conference to a 813 different day and/or continue the Proposers’ Mandatory Conference beyond the 814 date of the scheduled date July 15, 2009. 815 County will accept only written questions referencing the RFP during the 816 Proposers’ Mandatory Conference and will make a reasonable attempt to orally 817 answer such written questions during the Proposers’ Mandatory Conference; 818 however, County reserves the right not to orally answer questions. Any oral 819 answers provided at the Proposer’s Mandatory Conference shall not be binding. 820 Written responses to all Proposers’ Mandatory Conference written questions will 821 be provided to all Proposers that County records indicate received the RFP, 822 without identifying the originator of questions, and will be made available on the 823 DPSS Portal when responses to written questions are scheduled to be completed 824 (see Section 1.3 (Schedule of Events)), and may also, as determined by County, 62DATA MINING SOLUTION (DMS) RFP Page 18 JULY 8, 2009
  • 23. 64 825 be included in an Addendum to this RFP, as described in Section 3.5 (Written 826 Questions and Answers). 8273.5 WRITTEN QUESTIONS AND ANSWERS: 828 County will accept written questions from Proposers effective with the release of 829 this RFP until the deadline for questions submission as specified in Section 1.3 830 (Schedule of Events). All questions shall be submitted by e-mail to County’s 831 point of contact at the address shown in Section 3.2 (County Point of Contact and 832 RFP Communications). 833 Proposer shall include Proposer’s name, Proposer’s address, contact person, 834 contact’s telephone number, and contact’s email address when submitting 835 questions. Include with your question, the following statement: 836 “Questions: Request for Proposals for the Data Mining Solution (DMS) 837 RFP #ESD 09-02.” 838 Proposers may submit questions requesting clarification of specific information 839 contained in the RFP. Questions referencing the RFP must include paragraph(s), 840 page number(s) and line number(s), if applicable. Proposers may also submit 841 questions requesting additional information not addressed in the RFP, which will 842 be responded to at the sole discretion of County. County reserves the right to 843 group similar questions when providing answers. 844 All questions, without identifying the submitting Proposer, will be compiled with 845 the appropriate answers and made available in the DPSS Portal when responses to 846 written questions are scheduled to be completed (see Section 1.3 (Schedule of 847 Events)), and may also, as determined by County, be included in an Addendum to 848 this RFP. 849 Among others, questions may address concerns that the application of minimum 850 requirements, evaluation criteria and/or business requirements would unfairly 851 disadvantage Proposers or, due to unclear instructions, may result in the County 852 not receiving the best possible responses from Proposer. 8533.6 CERTAIN RIGHTS OF COUNTY: 854 County, in its sole discretion, may reject at any time any or all proposals 855 submitted in response to this RFP. County, in its sole discretion, may cancel this 856 RFP at any time. County shall not be liable or responsible for any costs incurred 857 in connection with the preparation, submittal or presentation of any proposal. 858 Proposals signed by other than the owner of a sole proprietorship, an authorized 859 officer of a corporation, an authorized general partner of a general or limited 860 partnership or a manager or managing member of a limited liability company 861 must include a power of attorney authorizing the signature. In addition, all 862 persons signing on behalf of the Proposer are required to warrant that they are 863 authorized to sign for and on behalf of the Proposer. Otherwise, the proposal 864 shall be rejected. 865 Only one proposal per individual, partnership, corporation, limited liability 866 company or association under the same or different names shall be considered. If 65DATA MINING SOLUTION (DMS) RFP Page 19 JULY 8, 2009
  • 24. 67 867 there is reason to believe that collusion exists among Proposers, none of the 868 participants in such collusion shall be considered in this or any future RFP, as 869 determined by County. 870 County, in its sole discretion, may interpret or change any provision of this RFP 871 at any time. Any such interpretation or change shall be in the form of a written 872 Addendum to this RFP. Each Addendum shall become part of this RFP and may 873 become part of any resultant Agreement. Each Addendum shall be made 874 available to each person or organization that County records indicate has received 875 this RFP. Should any Addendum require additional information not previously 876 requested, a proposal’s failure to address the requirements of such Addendum 877 shall result in the elimination of the proposal for consideration, as determined by 878 County. 879 County, in its sole discretion, may determine that a time extension is required for 880 submission of proposals, in which case an Addendum to this RFP shall indicate 881 the new proposal submission deadline. 882 County reserves the right to waive any minor irregularities or immaterial defects 883 in any submitted proposal, as determined by County. 884 County reserves the right to enter into simultaneous negotiations with more than 885 one Proposer, as determined by County. County also reserves the right to 886 terminate simultaneous negotiations with any Proposer with which it is 887 negotiating, at any time, as determined by County. 8883.7 FORMAL BOARD APPROVAL OF CONTRACT: 889 Notwithstanding a recommendation of a department, agency, individual or other 890 person or entity, County's Board of Supervisor retains the right to exercise its 891 judgment concerning the selection of any proposal and the terms of any resultant 892 Agreement and to determine which proposal best serves the interests of County. 893 The Board is the ultimate decision-making body and makes the final 894 determinations necessary to arrive at a decision to award, or not to award, a 895 contract. 8963.8 REIMBURSEMENT PROVISIONS: 897 Proposer shall state all prices to County associated with its proposed provision of 898 work described in this RFP and in any Addenda to this RFP. All proposals shall 899 be evaluated, in part, on a lowest overall total price basis and compared against 900 other Proposers’ prices. Prices for all proposed work, including all applicable 901 taxes, must be stated. 9023.9 TERM: 903 The term of the resultant Agreement shall commence upon the Effective Date and 904 shall expire two (2) years thereafter, unless sooner terminated or extended, in 905 whole or in part, as provided in the Sample Agreement (“Initial Term”). At the 906 end of the Initial Term, County may, at its sole option, extend this Agreement for 907 up to two (2) additional consecutive one (1) year terms (“Extended Term”), as 908 further specified in Paragraph 7 (Contract Term) of the Base Agreement to the 909 Sample Agreement. 68DATA MINING SOLUTION (DMS) RFP Page 20 JULY 8, 2009
  • 25. 70 9103.10 DISCLOSURE OF CONTENTS OF PROPOSALS: 911 Responses to this solicitation shall become the exclusive property of the County. 912 Absent extraordinary circumstances, at such time as (a) with respect to the 913 recommended Proposer's proposal, County completes contract negotiations and 914 obtains a letter from an authorized officer of the recommended Proposer that the 915 negotiated contract is a firm offer of the recommended Proposer, which shall not 916 be revoked by the recommended Proposer pending the Department's completion 917 of the process under County Policy No. 5.055 and approval by County's Board of 918 Supervisors, and (b) with respect to each Proposer requesting a County Review 919 Panel, the County Review Panel convenes as a result of such Proposers' request, 920 and (c) with respect to all other Proposers, County recommends the 921 recommended Proposer(s) to the Board and such recommendation appears on the 922 Board agenda, proposals submitted in response to this solicitation become a 923 matter of public record, with the exception of those parts of each proposal which 924 are justifiably defined by the Proposer as business or trade secrets and plainly 925 marked as "Trade Secret," "Confidential," or "Proprietary." 926 The County shall not, in any way, be liable or responsible for the disclosure of any 927 such record or any parts thereof, if disclosure is required or permitted under the 928 California Public Records Act or otherwise by law. A blanket statement of 929 confidentiality or the marking of each page of the proposal as confidential 930 shall not be deemed sufficient notice of exception. The Proposers must 931 specifically label only those provisions of their respective bid/proposal which 932 are "Trade Secrets," "Confidential," or "Proprietary" in nature. 9333.11 FIRM OFFER: 934 All proposals shall be firm offers and shall not be withdrawn until and including 935 twelve (12) months from proposal submission. 9363.12 COUNTY LOBBYIST ORDINANCE: 937 County has enacted an ordinance regulating the activities of persons who lobby 938 County officials. This ordinance defines a County lobbyist and imposes certain 939 registration requirements on individuals meeting the definition. The complete text 940 of the ordinance can be found in County Code Chapter 2.160. 941 In effect, each person, corporation, or other entity who seeks a County permit, 942 license, franchise, or contract shall certify compliance with the ordinance. 943 As part of this solicitation process, it is the responsibility of each Proposer to 944 review the ordinance independently as the text of said ordinance is not contained 945 within this RFP. Thereafter, each person, corporation, or other entity submitting a 946 response to this proposal must certify that each County lobbyist, as defined by 947 County Code Section 2.160.010, that is retained by the Proposer is in compliance 948 with Chapter 2.160 of County Code. The Proposer shall sign the form entitled, 949 “Familiarity with the County Lobbyist Ordinance Certification,” provided in 950 Exhibit D-6 (Familiarity with the County Lobbyist Ordinance Certification) in 951 Appendix D (County Required Forms). 71DATA MINING SOLUTION (DMS) RFP Page 21 JULY 8, 2009
  • 26. 73 9523.13 PROPOSERS’ PRECAUTIONS: 953 To be evaluated, proposals submitted in response to this RFP must comply with 954 content, sequence and format for proposals as outlined in Section 5 (Proposal 955 Requirements) of this RFP. 956 The failure of a Proposer to comply fully with the content, sequence and format 957 requirements as described in such Section 5 (Proposal Requirements) of this RFP 958 may eliminate the proposal from further consideration as determined by County. 959 3.13.1Acceptance of Terms and Conditions. 960 Proposer understands and agrees that submission of a proposal constitutes 961 acknowledgment and acceptance of, and a willingness to comply with, all 962 the terms and conditions of this RFP and any RFP Addenda. 963 3.13.2Sample Agreement. 964 Proposers should review carefully Appendix C (Sample Agreement). 965 County anticipates that the resultant Agreement will be substantially 966 similar to the Sample Agreement. 967 Unless expressly identified by the Proposal in its proposal, each Proposer 968 is deemed to have accepted, as stated, County's terms and conditions set 969 forth in Appendix C (Sample Agreement). However, the County reserves 970 the right to make changes to the Sample Agreement, including any 971 Exhibits, Attachments or Schedules thereto, at its sole discretion, 972 including as may be required under applicable federal, State or local law. 973 Proposers may take exception to any Sample Agreement provision, with 974 the exceptions of the provisions of Paragraph 1.3 (Definitions) of the Base 975 Agreement of Appendix C (Sample Agreement) and any Exhibits, 976 Attachments or Schedules to such Appendix C (Sample Agreement); but 977 to do so a Proposer must submit each such exception to County as stated 978 in (Proposal Section 6). 979 Proposers shall not sign the Sample Agreement at this time. The Proposer 980 selected to provide work as a result of this RFP process shall be required 981 to sign the final version of the Agreement upon completion of the contract 982 negotiation process. 983 3.13.3Proposer Changes. 984 A proposal containing conditions or limitations established by the 985 Proposer may be deemed irregular and be rejected by County, in its sole 986 discretion. 987 3.13.4Cost of Proposals. 988 County shall not be liable in any way or have any responsibility for any 989 costs incurred in connection with the preparation, submittal, or 990 presentation of any proposal submitted in response to this RFP. 74DATA MINING SOLUTION (DMS) RFP Page 22 JULY 8, 2009
  • 27. 76 9913.14 PROHIBITION AGAINST PROPOSING: 992 Any individual, firm or subsidiary thereof, which, under agreement, assists a 993 County department in developing or preparing an RFP for this Project, is 994 prohibited from submitting a proposal in response to this RFP. Any other 995 potential conflicts of interest that are known to the Proposer must be disclosed for 996 consideration and determination of any significant conflict by County. Failure to 997 disclose may be grounds for disqualification during procurement or for 998 termination of contract under any resultant Agreement, in County’s sole 999 discretion. 10003.15 CONTACT WITH COUNTY EMPLOYEES: 1001 As of the issue date of this RFP and continuing until the final date for submission 1002 of proposals, all County personnel or County agents, except designated County 1003 personnel, are specifically directed not to hold meetings, conferences, or technical 1004 discussions with prospective Proposers pertaining to this RFP. Any Proposer 1005 found to be acting in any way contrary to this directive shall be disqualified from 1006 entering into any Agreement that may result from this RFP, in County’s sole 1007 discretion. 10083.16 GRATUITIES: 1009 It is improper for any County officer, employee or agent to solicit consideration, 1010 in any form, from a Proposer with the implication, suggestion or statement that 1011 the Proposer’s provision of the consideration may secure more favorable 1012 treatment for the Proposer in the award of any resultant Agreement or that the 1013 Proposer’s failure to provide such consideration may negatively affect County’s 1014 consideration of the Proposer’s submission. A Proposer shall not offer or give, 1015 either, directly or through an intermediary, consideration in any form to a County 1016 officer, employee, or agent for the purpose of securing favorable treatment with 1017 respect to the award of any resultant Agreement. 1018 A Proposer shall immediately report any attempt by a County officer, employee 1019 or agent to solicit such improper consideration. The report shall be made either 1020 to County manager charged with the supervision of the employee or to County 1021 Auditor-Controller's Employee Fraud Hotline at (213) 974-0914 or (800) 1022 544-6861. Failure to report such a solicitation may result in the Proposer’s 1023 submission being eliminated from consideration. 1024 Among other items, such improper consideration may take the form of cash, 1025 discounts, services, the provision of travel or entertainment, or tangible gifts. 10263.17 DETERMINATION OF PROPOSER RESPONSIBILITY: 1027 A responsible Proposer is a Proposer who has demonstrated the attribute of 1028 trustworthiness, as well as quality, fitness, capacity and experience to 1029 satisfactorily perform any resultant Agreement. It is County’s policy to conduct 1030 business only with responsible Proposers. 1031 Proposers are hereby notified that, in accordance with Chapter 2.202 of the 1032 County Code, County may determine whether the Proposer is responsible based 1033 on a review of the Proposer’s performance on any contracts, including County 1034 contracts. Particular attention will be given to violations of labor laws related to 77DATA MINING SOLUTION (DMS) RFP Page 23 JULY 8, 2009
  • 28. 79 1035 employee compensation and benefits, and evidence of false claims made by the 1036 Proposer against public entities. Labor law violations which are the fault of the 1037 subcontractors and of which the Proposer had no knowledge shall not be the basis 1038 of a determination that the Proposer is not responsible. 1039 County may declare a Proposer to be non-responsible for purposes of any 1040 resultant Agreement if the Board, in its sole discretion, finds that the Proposer has 1041 done any of the following: (i) violated a term of a contract with County or a 1042 nonprofit corporation created by County; (ii) committed an act or omission which 1043 negatively reflects on the Proposer’s quality, fitness or capacity to perform a 1044 contract with County, any other public entity, or a nonprofit corporation created 1045 by County, or engaged in a pattern or practice which negatively reflects on same; 1046 (iii) committed an act or omission which indicates a lack of business integrity or 1047 business honesty; or (iv) made or submitted a false claim against County or any 1048 other public entity. 1049 If there is evidence that the apparent highest ranked Proposer may not be 1050 responsible, County shall notify the Proposer in writing of the evidence relating 1051 to the Proposer’s responsibility, and its intention to recommend to the Board that 1052 the Proposer be found not responsible. County shall provide the Proposer and/or 1053 the Proposer’s representative with an opportunity to present evidence as to why 1054 the Proposer should be found to be responsible and to rebut evidence that is the 1055 basis for County’s recommendation. 1056 If the Proposer presents evidence in rebuttal to County, County shall evaluate the 1057 merits of such evidence, and based on that evaluation, make a recommendation to 1058 the Board. The final decision concerning the responsibility of the Proposer shall 1059 reside with the Board. 1060 These terms shall also apply to proposed subcontractors of Proposers on County 1061 contracts. 10623.18 CHILD SUPPORT COMPLIANCE PROGRAM: 1063 Proposer shall: 1064 1. Comply with all applicable federal and State reporting requirements relating 1065 to employment reporting for its employees; and 1066 2. Comply with all lawfully served wage and earnings assignment orders and 1067 notice of assignment and continue to maintain compliance during the term of 1068 any resultant Agreement. 1069 Failure to comply may be cause for termination of any resultant Agreement or 1070 initiation of debarment proceedings against the non-compliant Contractor 1071 (County Code Chapter 2.202). 10723.19 COMPLIANCE WITH APPLICABLE LAW: 1073 Any Agreement that may be entered into by County as a result of this RFP shall 1074 be performed by Contractor in compliance with all applicable federal, State, and 1075 local laws, ordinances, regulations, rules, guidelines, directives, policies and 1076 procedures, as further specified in the Sample Agreement. 80DATA MINING SOLUTION (DMS) RFP Page 24 JULY 8, 2009
  • 29. 82 10773.20 CONFIDENTIALITY: 1078 Proposer shall maintain the confidentiality of all records obtained from County 1079 under this RFP in accordance with all applicable federal, State, and local laws, 1080 regulations, ordinances, rules, guidelines, directives, policies and procedures 1081 relating to confidentiality. 1082 Under any resultant Agreement, Contractor shall inform all of its officers, 1083 employees, agents and subcontractors providing Work under the resultant 1084 Agreement of the confidentiality provisions of the Agreement. Contractor shall 1085 ensure that each person performing Work covered by the resultant Agreement 1086 signs and adheres to the applicable confidentiality, security and assignment 1087 provisions set forth in the Sample Agreement, including Exhibit E 1088 (Confidentiality and Assignment Agreement) to Appendix C (Sample 1089 Agreement). 1090 Under State law (including California Welfare and Institutions Code, Section 1091 10850 et seq. and 17006), all of the case records and information pertaining to 1092 individuals receiving assistance are confidential and no information related to any 1093 individual case or cases shall be in any way relayed to anyone except those 1094 employees of County so designated, without written authorization from County. 10953.21 CONFLICT OF INTEREST: 1096 Any contractor and its subcontractors and/or affiliates associated with this RFP 1097 are precluded from submitting a proposal in response to this RFP. No County 1098 employee whose position in County enables him to influence the selection of a 1099 Contractor for this RFP, or any competing RFP, nor any spouse or economic 1100 dependent of such employees, shall be employed in any capacity by a Proposer or 1101 have any other direct or indirect financial interest in the selection of a Contractor. 1102 Proposer shall certify that it is aware of and has read Section 2.180.010 of County 1103 Code, as set forth in Exhibit D-5 (Certification of No Conflict of Interest) of 1104 Appendix D (County Required Forms). 11053.22 COUNTY POLICY ON DOING BUSINESS WITH SMALL BUSINESS: 1106 County has multiple programs that address small businesses. The Board 1107 encourages small business participation in County’s contracting process by 1108 constantly streamlining and simplifying our selection process and expanding 1109 opportunities for small businesses to compete for our business. 1110 One program, the local small business enterprise preference program, requires 1111 companies to complete a certification process. This program and how to obtain 1112 certification are further explained in Section 3.25 (Local Small Business 1113 Enterprise Preference Program) of this RFP. County also has a policy on Doing 1114 Business with Small Business, as stated in Paragraph 77 (Local Small Business 1115 Enterprise Preference Program) of the Base Agreement of Appendix C (Sample 1116 Agreement). 1117 The Jury Service Program provides exceptions to the programs if a company 1118 qualifies as a small business. It is important to note that each program has a 1119 different definition for small business. Proposer may qualify as a small business 83DATA MINING SOLUTION (DMS) RFP Page 25 JULY 8, 2009
  • 30. 85 1120 in one program but not the other. Further explanation is provided in Section 3.24 1121 (Jury Service Program) of this RFP. 11223.23 MANDATORY REQUIREMENT TO REGISTER ON LOS ANGELES 1123 COUNTY’S VENDOR REGISTRATION: 1124 Prior to the Agreement award, all potential Contractors shall register on Los 1125 Angeles County’s Vendor Registration. The Vendor Registration contains the 1126 vendor’s business profile and identifies the goods/services the business provides. 1127 Registration can be accomplished online via the Internet by accessing County’s 1128 home page at: 1129 http://lacounty.info/doing_business/main_db.htm 1130 There are underscores in the address between the words ‘doing_business’ and 1131 ‘main_db’. 11323.24 JURY SERVICE PROGRAM: 1133 Prospective Contractor is subject to the requirements of County’s Contractor 1134 Employee Jury Service Ordinance (“Jury Service Program”) (County Code, 1135 Chapter 2.203). Prospective Contractors should carefully read the Jury Service 1136 Program, and the pertinent jury service provisions outlined below, both of which 1137 are incorporated by reference into and made a part of this RFP. The Jury Service 1138 Program applies to both Contractors and their subcontractors. Proposals that fail 1139 to comply with the requirements of the Jury Service Program will be considered 1140 non-responsive and excluded from further consideration. 1141 1. The Jury Service Program requires Contractors and their subcontractors to 1142 have and adhere to a written policy that provides that its employees shall 1143 receive from Contractor, on an annual basis, no less than five (5) days of 1144 regular pay for actual jury service. The policy may provide that 1145 employees deposit any fees received for such jury service with Contractor 1146 or that Contractor deduct from the employee’s regular pay the fees 1147 received for jury service. For purposes of the Jury Service Program, 1148 “employee” means any California resident who is a full time employee of 1149 a Contractor and “full time” means forty (40) hours or more worked per 1150 week, or a lesser number of hours if: (i) The lesser number is a recognized 1151 industry standard as determined by County, or (ii) Contractor has a long 1152 standing practice that defines the lesser number of hours as full time. 1153 Therefore, the Jury Service Program applies to all of a Contractor’s full 1154 time California employees, even those not working specifically on 1155 County’s project. Full time employees providing short term, temporary 1156 services of ninety (90) days or less within a twelve (12) month period are 1157 not considered full time for purposes of the Jury Service Program. 1158 2. There are two (2) ways in which a Contractor might not be subject to the 1159 Jury Service Program: 1160 A. The first is if the Contractor does not fall within the Jury Service 1161 Program’s definition of “Contractor.” The Program defines 1162 “Contractor” to mean a person, partnership, corporation or other 1163 entity which has a contract with County or a Subcontract with a 86DATA MINING SOLUTION (DMS) RFP Page 26 JULY 8, 2009
  • 31. 88 1164 County contractor, and has received or will receive an aggregate 1165 sum of $50,000 or more in any twelve (12) month period under 1166 one or more County contracts or subcontracts. 1167 B. The second is if the Contractor meets one (1) of the two (2) 1168 exceptions to the Jury Service Program. The first exception 1169 concerns small businesses and applies to Contractors that have: (i) 1170 ten (10) or fewer employees; (ii) annual gross revenue in the 1171 preceding twelve (12) months which, if added to the annual 1172 amount of the Agreement is less than $500,000; and (iii) is not an 1173 “Affiliate or subsidiary of a business dominant in its field of 1174 operation.” The second exception applies to Contractors that 1175 possess a collective bargaining agreement that expressly 1176 supersedes the provisions of the Jury Service Program. Contractor 1177 is subject to any provision of the Jury Service Program not 1178 expressly superseded by the collective bargaining agreement. 1179 If a Contractor does not fall within the Jury Service Program’s definition of 1180 “Contractor” or if it meets any of the exceptions to the Jury Service Program, 1181 then Contractor shall so indicate in the “County of Los Angeles Contractor 1182 Employee Jury Service Program Certification Form and Application for 1183 Exception” form provided in Exhibit D-10 (County of Los Angeles Contractor 1184 Employee Jury Service Program Certification Form and Application for 1185 Exception) of Appendix D (County Required Forms), and include with its 1186 submission all necessary documentation to support the claim such as tax returns 1187 or a collective bargaining agreement, if applicable. On reviewing the 1188 Contractor’s application, County will determine, in its sole discretion, whether 1189 Contractor falls within the definition of Contractor or meets any of the exceptions 1190 to the Jury Service Program. County’s decision will be final. 11913.25 LOCAL SMALL BUSINESS ENTERPRISE PREFERENCE PROGRAM: 1192 County will give Local Small Business Enterprise (Local SBE) preference during 1193 the solicitation process to Proposers that meet the definition of a Local SBE, 1194 consistent with Chapter 2.204.030C.2 of the Los Angeles County Code. 1195 A Proposer which is certified as small by the Small Business Administration 1196 (SBA) or which is registered as small on the federal Central Contractor 1197 Registration database may qualify to request the Local SBE Preference in a 1198 solicitation. 1199 Proposers must complete Exhibit D-7 (Los Angeles County Community Business 1200 Enterprise Program - Request for Local SBE Preference Program Consideration) 1201 of Appendix D (County Required Forms) with their solicitation response. 1202 Sanctions and financial penalties may apply to a business that knowingly, and 1203 with intent to defraud, seeks to obtain or maintain the Local SBE Preference. 89DATA MINING SOLUTION (DMS) RFP Page 27 JULY 8, 2009
  • 32. 91 12043.26 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, 1205 INELIGIBILITY AND VOLUNTARY EXCLUSION — LOWER TIER 1206 COVERED TRANSACTIONS (45 C.F.R PART 76): 1207 Pursuant to federal law, County is prohibited from contracting with parties that 1208 are suspended, debarred, ineligible, or excluded or whose principals are 1209 suspended, debarred or excluded from securing federally funded contracts. At the 1210 time of its proposal submission, Proposer shall submit a certification, as set forth 1211 in Exhibit D-15 (Certification Regarding Debarment, Suspension, Ineligibility 1212 and Voluntary Exclusion - Lower Tier Covered Transactions (45 C.F.R Part 76)) 1213 of Appendix D (County Required Forms), attesting that neither it, as an 1214 organization, nor any of its owners, officers, partners, directors, or other 1215 principals is currently suspended, debarred, ineligible, or excluded from securing 1216 federally funded contracts. Should the proposal identify prospective 1217 subcontractors, or should Proposer intend to use subcontractors in the provision 1218 of services under any resultant Agreement, Proposer shall submit a certification, 1219 completed by each subcontractor, attesting that neither subcontractor, as an 1220 organization, nor any of its owners, officers, partners, directors, or other 1221 principals is currently suspended, debarred, ineligible, or excluded from securing 1222 federally funded contracts. Failure to provide the required certification may 1223 eliminate the proposal from consideration. 1224 In the event that Proposer and/or its subcontractor(s) is, or are, unable to provide 1225 the required certification, Proposer instead shall provide a written explanation 1226 concerning it and/or its subcontractor’s inability to provide the certification. 1227 Proposer’s written explanation shall describe the specific circumstances 1228 concerning the inability to certify. 1229 It further shall identify any owner, officer, partner, director, or other principal of 1230 Proposer and/or subcontractor who is currently suspended, debarred, ineligible, or 1231 excluded from securing federally funded contracts. Finally, the written 1232 explanation shall provide that person’s or those persons’ job description(s) and 1233 function(s) as they relate to the Agreement being solicited by this RFP. 1234 The written explanation shall be examined by County to determine, in its sole 1235 discretion, whether further consideration of the proposal is appropriate under the 1236 federal law. 12373.27 INJURY AND ILLNESS PREVENTION PROGRAM: 1238 Contractor shall be required to comply with the State of California’s Cal OSHA 1239 regulations. Section 3203 of Title 8 in the California Code requires all California 1240 employers to have a written, effective Injury and Illness Prevention Program 1241 (IIPP) that addresses the hazards pertaining to the particular workplace covered 1242 by the program. 12433.28 RECYCLED BOND PAPER: 1244 Proposer shall be required to comply with County’s policy on recycled paper as 1245 specified in Paragraph 72 (County Policy Regarding Recycled Paper) of the Base 1246 Agreement of Appendix C (Sample Agreement). 92DATA MINING SOLUTION (DMS) RFP Page 28 JULY 8, 2009
  • 33. 94 12473.29 SAFELY SURRENDERED BABY LAW: 1248 Contractor shall notify and provide to its employees, and shall require each 1249 subcontractor to notify and provide to its employees, a fact sheet regarding the 1250 Safely Surrendered Baby Law, its implementation in County, and where and how 1251 to safely surrender a baby. The fact sheet is set forth in Exhibit E-9 (Safely 1252 Surrendered Baby Law) of Appendix E (County Ordinances and Policies), and is 1253 also available on the Internet at www.babysafela.org for printing. 12543.30 PROPOSER’S CHARITABLE CONTRIBUTION COMPLIANCE: 1255 California’s “Supervision of Trustees and Fundraisers for Charitable Purposes 1256 Act” regulates receiving and raising charitable contributions. Among other 1257 requirements, those subject to the Charitable Purposes Act shall register. The 1258 2004 Nonprofit Integrity Act (SB 1262, Chapter 919) increased Charitable 1259 Purposes Act requirements. New rules cover California public benefit 1260 corporations, unincorporated associations, and trustee entities and may include 1261 similar foreign corporations doing business or holding property in California. 1262 Key Nonprofit Integrity Act requirements affect executive compensation, fund- 1263 raising practices and documentation. Charities with over $2 million of revenue 1264 (excluding funds that shall be accounted for to a governmental entity) have new 1265 audit requirements. 1266 All Proposers shall determine if they receive or raise charitable contributions 1267 which subject them to the Charitable Purposes Act and complete the certification 1268 form attached as Exhibit D-14 (Charitable Contributions Certification) of 1269 Appendix D (County Required Forms). 1270 In Exhibit D-14 (Charitable Contributions Certification) of Appendix D (County 1271 Required Forms), Proposers certify either that: 1272 1. They have determined that they do not now receive or raise charitable 1273 contributions regulated under the California Charitable Purposes Act 1274 (including the Nonprofit Integrity Act), but will comply if they become 1275 subject to coverage of those laws during the term of a County agreement, or 1276 2. They are currently complying with their obligations under the Charitable 1277 Purposes Act, attaching a copy of their most recent filing with the Registry of 1278 Charitable Trusts. 1279 Proposers that do not complete Exhibit D-14 (Charitable Contributions 1280 Certification) of Appendix D (County Required Forms) as part of the solicitation 1281 process may, at County’s sole discretion, be disqualified from contract award. A 1282 County contractor that fails to comply with its obligations under the Charitable 1283 Purposes Act is subject to either contract termination or debarment proceedings 1284 or both (County Code Chapter 2.202). 12853.31 CONTRACTOR’S WILLINGNESS TO CONSIDER COUNTY’S 1286 EMPLOYEES FOR EMPLOYMENT: 1287 Proposers shall agree to receive referrals of permanent or temporary employees 1288 from County Human Resources staff for consideration of employment as 95DATA MINING SOLUTION (DMS) RFP Page 29 JULY 8, 2009
  • 34. 97 1289 Contractor vacancies occur after contract implementation and throughout the term 1290 of any resultant Agreement. 12913.32 CONSIDERATION OF GAIN/GROW PROGRAM PARTICIPANTS FOR 1292 EMPLOYMENT: 1293 As a threshold requirement for consideration for contract award, Proposers shall 1294 demonstrate a proven record of hiring participants from the DPSS GAIN/GROW 1295 Program or shall attest to a willingness to consider GAIN/GROW participants for 1296 any future employment opening if they meet the minimum qualifications for that 1297 opening. Additionally, Proposers shall attest to a willingness to provide employed 1298 GAIN/GROW participants access to the Proposers’ employee mentoring 1299 program, if available, to assist these individuals in obtaining permanent 1300 employment and/or promotional opportunities. Proposers who are unable to meet 1301 this requirement shall not be considered for contract award. 1302 Proposers shall complete and return the form “Attestation of Willingness to 1303 Consider GAIN/GROW Participants”, see Appendix D (County Required Forms), 1304 Exhibit D-9 (Attestation of Willingness To Consider GAIN/GROW Participants), 1305 with their proposals. 13063.33 COUNTY’S QUALITY ASSURANCE PLAN: 1307 After the Agreement award, County or its agent will evaluate the Contractor’s 1308 performance under the Agreement on a periodic basis. Such evaluation will 1309 include assessing the Contractor’s compliance with all Agreement terms and 1310 conditions and performance standards. Contractor deficiencies which County 1311 determines are severe or continuing and that may jeopardize performance of the 1312 Agreement will be reported to the Board. The report will include a description of 1313 the improvement/corrective action measures taken by County and Contractor. If 1314 improvement does not occur consistent with the corrective action measures, 1315 County may terminate the Agreement in whole or in part, or impose other 1316 penalties as specified in the Agreement. 13173.34 NOTICE TO EMPLOYEES REGARDING THE FEDERAL EARNED 1318 INCOME CREDIT: 1319 Contractor shall notify its employees, and shall require each subcontractor to 1320 notify its employees, that they may be eligible for the Federal Earned Income 1321 Credit under the federal income tax laws. Such notice shall be provided in 1322 accordance with the requirements set forth in Internal Revenue Service Notice 1323 1015 (see Exhibit E-8 (IRS Notice 1015) in Appendix E (County Ordinances and 1324 Policies)). 13253.35 PROPOSER DEBARMENT: 1326 Proposer is hereby notified that, in accordance with Chapter 2.202 of County 1327 Code, County may debar Proposer from bidding or proposing on, or being 1328 awarded, and/or performing work on other County contracts for a specified 1329 period of time, not to exceed five (5) years, but may exceed five (5) years or be 1330 permanent if warranted by the circumstances. County may terminate any or all of 1331 the Proposer’s existing agreements with County, if the Board finds, in its 98DATA MINING SOLUTION (DMS) RFP Page 30 JULY 8, 2009
  • 35. 100 1332 discretion, that Proposer has done any of the following: (i) violated the term of an 1333 agreement with County or a nonprofit corporation created by County; (ii) 1334 committed an act or omission which negatively reflects on the Proposer’s quality, 1335 fitness or capacity to perform a contract with County, any other public entity, or a 1336 nonprofit corporation created by County, or engaged in a pattern or practice 1337 which negatively reflects on same; (iii) committed an act or offense which 1338 indicates a lack of business integrity or business honesty; or (iv) made or 1339 submitted a false claim against County or any other public entity. 1340 If there is evidence that the apparent highest ranked Proposer may be subject to 1341 debarment, County will notify Proposer of the evidence that is the basis for the 1342 proposed debarment, and shall advise Proposer of the scheduled date for a 1343 debarment hearing before the Contractor Hearing Board. 1344 The Contractor Hearing Board will conduct a hearing where evidence on the 1345 proposed debarment is presented. Proposer and/or its representative shall be 1346 given an opportunity to submit evidence at that hearing. After the hearing, the 1347 Contractor Hearing Board shall prepare a tentative proposed decision, which shall 1348 contain a recommendation regarding whether Proposer should be debarred, and, 1349 if so, the appropriate length of time of the debarment. Proposer and County will 1350 be provided an opportunity to object to the tentative proposed decision prior to its 1351 presentation to the Board. 1352 After consideration of any objections, or if no objections are received, a record of 1353 the hearing, the proposed decision and any other recommendation of the 1354 Contractor Hearing Board shall be presented to the Board. The Board shall have 1355 the right to modify, deny, or adopt the proposed decision and the 1356 recommendation of the Contractor Hearing Board. 1357 These terms shall also apply to proposed subcontractors of Proposers on County 1358 contracts. 1359 A current listing of County’s debarred contractors can be found at: 1360 http://doingbusiness.lacounty.gov/DebarmentList.htm 13613.36 PROTEST PROCESS: 1362 Under Board Policy No. 5.055 (Services Contract Solicitation Protest), any 1363 prospective Proposer may request a review of the requirements under a 1364 solicitation for a Board-approved services contract, as described in Section 3.36.1 1365 below. Additionally, any actual Proposer may request a review of a 1366 disqualification or of a proposed contract award under such a solicitation, as 1367 described respectively in the Sections below. Under any such review, it is the 1368 responsibility of the Proposer challenging the decision of a County Department to 1369 demonstrate that the Department committed a sufficiently material error in the 1370 solicitation process to justify invalidation of a solicitation or a proposed contract 1371 award, as the case may be. 1372 Throughout the review process, the County has no obligation to delay or 1373 otherwise postpone an award of contract based on a Proposer protest. In all cases, 101DATA MINING SOLUTION (DMS) RFP Page 31 JULY 8, 2009
  • 36. 103 1374 the County reserves the right to make an award when it is determined to be in the 1375 best interest of the County of Los Angeles to do so. 1376 3.36.1Grounds for Review. 1377 Unless State or federal statutes or regulations otherwise provide, the 1378 grounds for review of a solicitation for a Board-approved services contract 1379 provided for under Board Policy No. 5.055 (Services Contract Solicitation 1380 Protest) are limited to the following: 1381 • Review of Solicitation Requirements (see Section 3.36.2) 1382 • Review of a Disqualified Proposal (see Section 3.36.3) 1383 • Review of County’s Proposed Contractor Selection (see Section 1384 3.36.4) 1385 3.36.2Review of Solicitation Requirements. 1386 A person or entity may seek a solicitation requirements review by 1387 submitting Exhibit E-1 (Transmittal Form to Request a RFP Solicitation 1388 Requirements Review) of Appendix E (County Ordinances and Policies) 1389 to the Department conducting the solicitation as described in this Section. 1390 A request for a Solicitation Requirements Review may be denied, in the 1391 Department's sole discretion, if the request does not satisfy all of the 1392 following criteria: 1393 1. The request for a Solicitation Requirements Review is made within 1394 ten (10) business days of the issuance of the solicitation document; 1395 2. The request for a Solicitation Requirements Review includes 1396 documentation, which demonstrates the underlying ability of the 1397 person or entity to submit a proposal; 1398 3. The request for a Solicitation Requirements Review itemizes in 1399 appropriate detail, each matter contested and factual reasons for 1400 the requested review; and 1401 4. The request for a Solicitation Requirements Review asserts either 1402 that: 1403 a. Application of the minimum requirements, evaluation criteria 1404 and/or business requirements unfairly disadvantages the person 1405 or entity; or 1406 b. Due to unclear instructions, the process may result in the 1407 County not receiving the best possible responses from 1408 prospective Proposers. 1409 The Solicitation Requirements Review shall be completed and the 1410 Department’s determination shall be provided to the requesting person or 1411 entity, in writing, within a reasonable time prior to the proposal due date. 104DATA MINING SOLUTION (DMS) RFP Page 32 JULY 8, 2009
  • 37. 106 1412 3.36.3Review of a Disqualified Proposal. 1413 Any proposal may be disqualified from consideration because County 1414 determined it was non-responsive at any time during the review/evaluation 1415 process. If County determines that a proposal is disqualified due to non- 1416 responsiveness, County shall notify the Proposer in writing. 1417 Upon receipt of the written determination of non-responsiveness, the 1418 Proposer may submit a written request for a Disqualification Review 1419 within the timeframe specified in the written determination (see Exhibit 1420 E-2 (Transmittal Form to Request a Disqualification Review) in Appendix 1421 E (County Ordinances and Policies). 1422 A request for a Disqualification Review may, in County's sole discretion, 1423 be denied if the request does not satisfy all of the following criteria: 1424 1. The person or entity requesting a Disqualification Review is a 1425 Proposer; 1426 2. The request for a Disqualification Review is submitted timely (i.e., by 1427 the date and time specified in the written determination); and 1428 3. The request for a Disqualification Review asserts that County's 1429 determination of disqualification due to non-responsiveness was 1430 erroneous (e.g. factual errors, etc.) and provides factual support on 1431 each ground asserted as well as copies of all documents and other 1432 material that support the assertions. 1433 The Disqualification Review shall be completed and the determination 1434 shall be provided to the requesting Proposer, in writing, prior to the 1435 conclusion of the evaluation process. 1436 3.36.4Review of County’s Proposed Contractor Selection. 1437 3.36.4.1 County Debriefing Process. 1438 Upon completion of the evaluation, County shall 1439 notify the remaining Proposers in writing that County 1440 is entering negotiations with another Proposer. Upon 1441 receipt of the letter, any non-selected Proposer may 1442 submit a written request for a Debriefing within the 1443 timeframe specified in the letter. A request for a 1444 Debriefing may, in County's sole discretion, be denied 1445 if the request is not received within the specified 1446 timeframe. 1447 The purpose of the Debriefing is to compare the 1448 requesting Proposer’s response to the solicitation 1449 document with the evaluation document. The 1450 requesting Proposer shall be debriefed only on its 1451 response. Because contract negotiations are not yet 107DATA MINING SOLUTION (DMS) RFP Page 33 JULY 8, 2009
  • 38. 109 1452 complete, responses from other Proposers shall not be 1453 discussed, although County may inform the requesting 1454 Proposer of its relative ranking. 1455 During or following the Debriefing, County will instruct the 1456 requesting Proposer of the manner and timeframe in which the 1457 requesting Proposer must notify County of its intent to request 1458 a Proposed Contractor Selection Review (see Section 3.36.4.2 1459 below), if the requesting Proposer is not satisfied with the 1460 results of the Debriefing. 1461 3.36.4.2 Proposed Contractor Selection Review. 1462 Any Proposer that has timely submitted a notice of its 1463 intent to request a Proposed Contractor Selection 1464 Review as described in this Section may submit a 1465 written request for a Proposed Contractor Selection 1466 Review, in the manner and timeframe as shall be 1467 specified by County. 1468 A request for a Proposed Contractor Selection Review 1469 may, in County's sole discretion, be denied if the 1470 request does not satisfy all of the following criteria: 14711. The person or entity requesting a Proposed Contractor Selection Review is a 1472 Proposer; 14732. The request for a Proposed Contractor Selection Review is submitted timely (i.e., by 1474 the date and time specified by County); 14753. The person or entity requesting a Proposed Contractor Selection Review asserts in 1476 appropriate detail with factual reasons one or more of the following grounds 1477 for review: 1478a. County materially failed to follow procedures specified in its solicitation document. 1479 This includes: 1480 i. Failure to correctly apply the standards for 1481 reviewing the proposal format requirements. 1482 ii. Failure to correctly apply the standards, and/ 1483 or follow the prescribed methods, for 1484 evaluating the proposals as specified in the 1485 solicitation document. 1486 iii. Use of evaluation criteria that were different 1487 from the evaluation criteria disclosed in the 1488 solicitation document. 110DATA MINING SOLUTION (DMS) RFP Page 34 JULY 8, 2009
  • 39. 112 1489b. County made identifiable mathematical or other errors in evaluating proposals, 1490 resulting in the Proposer receiving an incorrect score and not being selected as 1491 the recommended contractor. 1492c. A member of the Evaluation Committee demonstrated bias in the conduct of the 1493 evaluation. 1494d. Another basis for review as provided by state or federal law; and 14954. The request for a Proposed Contractor Selection Review sets forth sufficient detail to 1496 demonstrate that, but for County's alleged failure, the Proposer would have 1497 been the lowest cost, responsive and responsible bid or the highest-scored 1498 proposal, as the case may be. 1499 Upon completing the Proposed Contractor Selection 1500 Review, County representative shall issue a written 1501 decision to the Proposer within a reasonable time following 1502 receipt of the request for a Proposed Contractor Selection 1503 Review, and always before the date the contract award 1504 recommendation is to be heard by the Board. The written 1505 decision shall additionally instruct the Proposer of the 1506 manner and timeframe for requesting a review by a County 1507 Review Panel, see Exhibit E-3 (Transmittal Form to 1508 Request a Proposed Contractor Selection Review) of 1509 Appendix E (County Ordinances and Policies). 1510 3.36.4.3 County Review Panel Process. 1511 Any Proposer that is not satisfied with the results of the 1512 Proposed Contractor Selection Review may submit a written 1513 request for review by a County Review Panel in the manner 1514 and timeframe specified by County in County's written 1515 decision regarding the Proposed Contractor Selection Review. 1516 A request for review by a County Review Panel may, in the 1517 County's sole discretion, be denied if the request does not 1518 satisfy all of the following criteria: 1519 1. The person or entity requesting review by a 1520 County Review Panel is a Proposer; 1521 2. The request for a review by a County 1522 Review Panel is submitted timely (i.e., by the date 1523 and time specified by County); and 1524 3. The person or entity requesting review by a 1525 County Review Panel has limited the request to 1526 items raised in the Proposed Contractor Selection 1527 Review and new items that (a) arise from County's 1528 written decision and (b) are on of the appropriate 113DATA MINING SOLUTION (DMS) RFP Page 35 JULY 8, 2009
  • 40. 115 1529 grounds for requesting a Proposed Contractor 1530 Selection Review as listed in Section 3.36.4.2 1531 above. 1532 Upon completion of the County Review Panel's review, the 1533 Panel will forward its report to the Department, which will 1534 provide a copy to the Proposer 1535 3.36.5Contact/Address for Protest Requests. 1536 All requests for review shall be submitted to the contact listed below. 1537 Note on the envelope “Solicitation Requirements Review Request”. 1538 Protests shall be submitted in writing to: 1539 Date: July 15, 2009 1540 Name: Amy Farsakyan 1541 Address: Los Angeles County 1542 Department of Public Social Services 1543 14714 Carmenita Road, 3rd Floor 1544 Norwalk, CA 90650 1545 Phone: (562) 623-2058 or (626) 312-6016 15463.37 NOTIFICATION TO COUNTY OF PENDING 1547 ACQUISITIONS/MERGERS BY PROPOSING COMPANY: 1548 Proposer shall notify County of any pending acquisitions/mergers of its company. 1549 This information shall be provided by Proposer on Exhibit D-1 (Proposer’s 1550 Organization Questionnaire/Affidavit) of Appendix D (County Required Forms). 1551 Failure of Proposer to provide this information may eliminate its proposal/bid 1552 from any further consideration. 15533.38 TRANSITIONAL JOB OPPORTUNITIES PREFERENCE PROGRAM: 1554 3.38.1 In evaluating proposals, the County will give preference to businesses 1555 that are certified by the County as Transitional Job Opportunity 1556 vendors, consistent with Chapter 2.205 of the Los Angeles County 1557 Code. A Certified Transitional Job Opportunity vendor is, and has 1558 been such for three (3) years, an entity: 1) that is a non-profit 1559 organization recognized as tax exempt pursuant to section 501 (c) (3) 1560 of the Internal Revenue Services Code; set forth, under penalty of 1561 perjury, such information as requested by the County on either 1562 electronic or hard copy forms, along with their application form and 1563 three most recent annual tax returns to the Department with their 1564 proposal response to the contracting solicitation for which they are 1565 competing; 2) has been in operation for at least one year providing 1566 transitional job and the related supportive services to program 1567 participants; and 3) provide a profile of their program with a 1568 description of their program components designed to assist program 1569 participants, number of past program participants, and any other 1570 information requested by a contracting Department. 116DATA MINING SOLUTION (DMS) RFP Page 36 JULY 8, 2009
  • 41. 118 1571 3.38.2 Transitional Job Opportunities vendors must request the preference in 1572 their solicitation response and may not receive the preference until 1573 their certification has been affirmed by the applicable Department. 1574 County must verify the Transitional Job Opportunity vendor 1575 certification prior to applying the preference. Sanctions and financial 1576 penalties may apply to a Proposer that knowingly and with intent to 1577 defraud seeks to obtain or maintain certification as a Transitional Job 1578 Opportunities vendor. 1579 3.38.3 To request the Transitional Job Opportunities Preference, Proposer 1580 must complete the Transitional Job Opportunities Preference 1581 Application – Exhibit - 18 in Appendix D (County Required Forms) 1582 and submit it along with all supporting documentation with their 1583 proposal. 1584 119DATA MINING SOLUTION (DMS) RFP Page 37 JULY 8, 2009
  • 42. 121 15854. MINIMUM CONTRACTOR QUALIFICATIONS: 15864.1 REQUISITE EXPERIENCE: 1587 Proposers, who have demonstrated the ability to successfully provide the Work 1588 requested in this RFP, are invited to submit proposals. To have a proposal 1589 considered, Proposers shall provide satisfactory evidence that meets the 1590 minimum mandatory requirements. 15914.2 PROPOSER QUALIFICATIONS: 1592 Proposer shall meet the following minimum qualifications in order to be 1593 considered for the Project: 1594 1. Have had a minimum of five (5) years experience within the last seven (7) 1595 years developing fraud solutions utilizing data mining technologies including: 1596 a) Design, development and implementation; 1597 b) Forecasting, predictive and statistical analysis and data visualization 1598 techniques; 1599 c) Deployment of Web Services for fraud solution platform; 1600 d) Providing System Maintenance, including Maintenance and Support 1601 Services; and 1602 e) Modifying and providing other software modifications and 1603 enhancements, including building Case Management and end-user 1604 Interfaces. 1605 2. Three (3) years experience within the last five (5) years designing, 1606 developing, implementing and maintaining a Data Warehouse database. 1607 3. Three (3) years experience within the last five (5) years experiences must 1608 have included building Data Quality and Data Integration solutions, managing 1609 Data Warehouse architect and developing Analytic Predictive Models. This 1610 experience must have included developing an end-user Interface application 1611 working with a modeling team and managing Data Quality and Data 1612 Integration solution and end-user Interface application simultaneously. 1613 4. Three (3) years experience within the last five (5) years developing and 1614 deploying web enabled browser based applications that produce reports and 1615 allow for data queries from more than 200 users. 1616 5. Two (2) years experience within the last five (5) years developing and 1617 deploying fraud solutions to detect fraud for the public sector programs. 122DATA MINING SOLUTION (DMS) RFP Page 38 JULY 8, 2009
  • 43. 124 16184.3 CONTRACTOR STAFF QUALIFICATIONS: 1619 4.3.1Contractor’s Project Director: 1620 Proposer shall propose a Contractor’s Project Director who shall meet the 1621 following minimum qualifications: 1622 1. Be a full-time employee of the Contractor. 1623 2. Have an advanced degree, such as Master’s degree or higher, from an 1624 accredited university in computer science, engineering, statistics or 1625 other related science field. 1626 3. At least three (3) years of project management experience within the 1627 last five (5) years for web enabled browser based welfare fraud 1628 solution utilizing data mining technologies for public sector 1629 applications. 1630 4. At least three (3) years total experience, within the last five (5) years, 1631 having demonstrated ability with program leadership, information 1632 technology business leadership and other related stakeholders to 1633 communicate program strategy, direction, and changes for welfare 1634 fraud applications. 1635 4.3.2Contractor’s Project Manager: 1636 Proposer shall propose a Contractor's Project Manager who shall be 1637 responsible for the day-to-day operations and shall have the following 1638 minimum qualifications: 1639 1. Be a full-time employee of the Contractor and be assigned full-time 1640 to the DMS project. 1641 2. Have Ph.D. from an accredited university in computer science, 1642 engineering, statistics or other related field. 1643 3. At least three (3) years of project management and administrative 1644 responsibilities, within the last five (5) years, for web enabled 1645 browser based welfare fraud solutions utilizing data mining 1646 technologies for public sector applications and database management. 1647 4. At least three (3) years total experience, within the last five (5) years, 1648 in the following: 1649 • OLTP data modeling, logical and physical entity relationship 1650 diagramming (ERD), data warehouse dimensional modeling, 1651 data mapping and SQL, PL/SQL and Data Quality and Data 1652 Integration solutions programming; 1653 • Working with business users to identify Data Quality and 1654 Data Integration and data mining project requirements, 1655 including the translation of business specifications into 1656 technical requirements, data definitions, system capabilities, 1657 statistical programs, and data integrity; 125DATA MINING SOLUTION (DMS) RFP Page 39 JULY 8, 2009
  • 44. 127 1658 • Predictive Analytics using advanced Data Mining techniques 1659 and statistical analysis programs to extract data; 1660 • Web enabled browser based applications that produce reports 1661 and allow for data queries from more than 200 users; and 1662 • Managing a Data Mining project team. 16634.4 COUNTY’S MINIMUM REQUIREMENTS 1664 1. Proposer shall respond positively to a willingness to hire GAIN/GROW 1665 participants. (See RFP, Section 3.32 (Consideration of Greater Avenues for 1666 Independence (GAIN) or General Relief Opportunities for Work (GROW) 1667 Participants for Employment)). 1668 2. Proposer shall certify intent to comply with County’s Child Support 1669 Compliance Program. (See RFP, Section 3.18 (Child Support Compliance 1670 Program)). 1671 3. Proposer shall certify intent to comply with County’s Jury Service Program. 1672 (See RFP, Section 3.24 (Jury Services Program)). 1673 The minimum mandatory requirements listed above shall be addressed and 1674 submitted with the proposal. Failure to meet the minimum mandatory 1675 requirements will result in a rejection of a proposal. 1676 128DATA MINING SOLUTION (DMS) RFP Page 40 JULY 8, 2009
  • 45. 130 16775. PROPOSAL REQUIREMENTS: 1678 Preparing responses to solicitations for performing work for County requires 1679 thoroughness an ability to perceive all the details necessary to perform the 1680 required work and an evaluation of the personnel requirements and overhead 1681 costs for performing any resultant Agreement. When responding, Proposers 1682 should make sure that they have responded to all elements of the RFP as specified 1683 in this Section 5. Inadequate, incomplete or otherwise non-responsive proposals 1684 may result in disqualification or elimination, as determined by County. All 1685 proposals and documents submitted therewith shall be written in the English 1686 language. Where appropriate, graphics and diagrams should be presented to 1687 demonstrate complex concepts or otherwise improve the comprehension of 1688 reviewers. 16895.1 TRUTH AND ACCURACY OF REPRESENTATIONS: 1690 False, misleading, incomplete or deceptively unresponsive statements in 1691 connection with a proposal shall be sufficient cause for rejection of the proposal 1692 at any time. The evaluation and determination in this area shall be in County’s 1693 sole judgment. 16945.2 PROPOSAL PREPARATION INSTRUCTIONS: 1695 Each proposal must respond clearly and comprehensively to all requirements of 1696 the RFP. County reserves the sole right to judge the content and presentation of 1697 the proposals. Failure to meet the proposal requirements specified in this Section 1698 5 shall disqualify a proposal and eliminate it from further evaluation, as 1699 determined by County. 1700 5.2.1Preparing to Respond. 1701 The RFP should be read carefully, giving consideration to all of the work 1702 requirements, including all equipment and supplies. All required 1703 documents, such as references, information on specified forms and 1704 resumes, must be provided. Responses to this RFP must be made 1705 according to the instructions contained in this Section 5, both for content 1706 and sequence. Failure to adhere to these instructions may be cause for 1707 rejection of the proposal, as determined by County. No correction or 1708 resubmission shall be accepted after the proposal submission deadline. 1709 5.2.2Realistic Proposals. 1710 While past experience makes it appear that some Proposers deliberately 1711 “bid low to get the County’s business”, County advises against such 1712 practice. Every proposal amount must be sufficient to assure that the 1713 Proposer is capable of performing its contractual obligations within the 1714 standards specified and of maintaining financial stability. 17155.3 PRIME CONTRACTOR: 1716 County’s interest is in acquiring the technology, which best meets its needs, 1717 whether by a single vendor or a multi-vendor solution. County will only accept 1718 multi-vendor solutions with the strict understanding that a prime Contractor is 1719 identified and will act as the sole party legally, financially and operationally 131DATA MINING SOLUTION (DMS) RFP Page 41 JULY 8, 2009
  • 46. 133 1720 responsible for all vendor-provided hardware, software, services and other work. 1721 One consolidated response with all price items included in the Price Proposal 1722 must be submitted. 17235.4 CONFIDENTIALITY AND ASSIGNMENT AGREEMENT: 1724 The selected Contractor and any subcontractors utilized thereby will be required 1725 to sign a Confidentiality Assignment Agreement set forth in Exhibit E 1726 (Confidentiality and Assignment Agreement) of Appendix C (Sample 1727 Agreement) certifying that Contractor and all persons performing Work under the 1728 resultant Agreement shall adhere to the terms of such Exhibit E (Confidentiality 1729 and Assignment Agreement) of Appendix C (Sample Agreement). 17305.5 PROPOSAL SUBMISSION: 1731 Proposals shall be submitted in two (2) parts: 1732 1. Business/Technical Proposal 1733 2. Price Proposal 1734 Proposer must submit one (1) original Business/Technical Proposal, ten (10) hard 1735 copies and five (5) electronic copies in Microsoft (MS) Office 2003, Word 2003, 1736 Excel 2003 or later version, or Portable Document Format (PDF), on Compact 1737 Disk-Read Only Memory (CD-ROM), in a separately sealed envelope or box, 1738 plainly marked in the upper left-hand corner with the name and address of 1739 Proposer and bear the words “Business/Technical Proposal, Request for Proposals 1740 for Data Mining Solution (DMS) for Child Care Fraud Detection RFP # 1741 ESD-09-02, Proposal due by Thursday, August 13, 2009, 12:00 noon (Pacific 1742 Time).” 1743 Proposer must submit one (1) original Price Proposal, ten (10) hard copies and 1744 five (5) electronic copies in Microsoft (MS) Office 2003, Word 2003, Excel 2003 1745 or later version, or Portable Document Format (PDF) on Compact Disk-Read 1746 Only Memory (CD-ROM), in a separately sealed envelope or box, plainly marked 1747 in the upper left-hand corner with the name and address of Proposer and bear the 1748 words “Price Proposal, Request for Proposal for Data Mining Solution (DMS) for 1749 Child Care Fraud Detection RFP # ESD-09-02, Proposal due by Thursday, 1750 August 13, 2009, 12:00 noon (Pacific Time).” 1751 Proposer is admonished not to alter any form, exhibit, appendix or any 1752 information provided either in hardcopy or electronic format. If County 1753 determines that Proposer has altered or modified any County provided form or 1754 data, County in its sole discretion, may determine the Proposer’s submittal as 1755 non-responsive and will not evaluate such proposal further. 1756 The complete proposal, including Business/Technical Proposal and Price 1757 Proposal sealed together in one outer package or box, shall be delivered or mailed 1758 to County’s point of contact as follows: 134DATA MINING SOLUTION (DMS) RFP Page 42 JULY 8, 2009
  • 47. 136 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. 1759 It is the sole responsibility of each Proposer to ensure that its proposal is received 1760 on or before the submission deadline. Proposer shall bear all risks associated 1761 with delays in delivery by any person or entity, including the U.S. Postal Services 1762 or other mail or package delivery services. Any proposals received after the 1763 scheduled closing time as listed in the RFP, Section 5.0 (Proposal Submission 1764 Requirements), will be returned to the sender unopened. Timely hand-delivered 1765 proposals are acceptable. No facsimile (Fax) or electronic mail (e-mail) copies 1766 will be accepted. 1767 Following is the required content and sequence for each proposal: 1768 Business/Technical Proposal 1769 • Cover Page (see Section 5.5 (Proposal Submission)) 1770 • Table of Contents 1771 • Letter of Transmittal 1772 • Executive Summary (Proposal Section 1) 1773 • Proposer’s Minimum Contractor Qualifications (Proposal Section 2) 1774  Minimum Mandatory Requirements (Proposal Section 2.1) 1775  Proposer Experience and Background (Proposal Section 2.2) 1776  Performance History (Proposal Section 2.3) 1777  Financial Stability (Proposal Section 2.4) 1778  Insurance Requirements (Proposal Section 2.5) 1779  Willingness to Provide Other Information (Proposal Section 2.6) 1780 • Technical Response (Proposal Section 3) 1781  Approach to the Statement of Work (Proposal Section 3.1) 1782  System Design, Development and Implementation (Proposal Section 3.2) 1783  System Maintenance (Proposal Section 3.3) 1784  Optional Work (Proposal Section 3.4) 1785  Approach to Statement of Requirements (Proposal Section 3.5) 1786 • Proposer’s Staffing Plan (Proposal Section 4) 1787  Qualifications of Staff (Proposal Section 4.1) 1788  Training of New Staff and On-going Training for Existing Staff (Proposal 1789 Section 4.2) 1790  Work Stoppage (Proposal Section 4.3) 1791 • Quality Control Plan (Proposal Section 5) 1792 • Proposer’s Green Initiatives (Proposal Section 5.1) 1793 • Exceptions (Proposal Section 6) 1794  Agreement (Proposal Section 6.1) 137DATA MINING SOLUTION (DMS) RFP Page 43 JULY 8, 2009
  • 48. 139 1795 • Anticipated Risk/Assumptions (Proposal Section 7) 1796 • Subcontractors or Partners (Proposal Section 8) 1797 • County Required Forms (Proposal Section 9) 1798 • Last Page of Proposal (Proposal Section 10) 1799 Price Proposal 1800 • Cover (see this Section 5.5) 1801 • Title Page (see this Section 5.5) 1802 • Table of Contents 1803 • Schedule of Payments (Proposal Section 1) 18045.6 ERROR CORRECTIONS REQUIREMENT: 1805 If Proposer realizes, before the proposal submission deadline, that the submitted 1806 proposal contains one or more errors, Proposer may request in writing that the 1807 proposal be withdrawn. If there are one or more errors, Proposer may resubmit 1808 another proposal with each error corrected up to the proposal submission 1809 deadline. Once the proposal submission deadline has passed, all proposals shall 1810 stand as written. 1811 In addition, if County determines at any time that there are one or more obvious 1812 errors (e.g., clerical or arithmetic errors) in any submitted proposal, County, in its 1813 sole discretion, may request in writing that the particular Proposer submit a 1814 written correction of the applicable portions of its proposal within a County- 1815 specified time period and in compliance with all County instructions as set forth 1816 in the request, including regarding content and format. Proposer understands and 1817 agrees that any such correction shall be limited to correcting the errors identified 1818 by County, shall comply with all County instructions as set forth in the request, 1819 and shall be considered part of the proposal for all purposes, including proposal 1820 evaluation. If Proposer fails to submit such correction within the County- 1821 specified time period, the proposal shall stand as written. 18225.7 BUSINESS/TECHNICAL PROPOSAL: 1823 IMPORTANT: Proposals must be submitted in the format described below, both 1824 as to sequence and content. Failure to comply with these provisions may, at the 1825 sole discretion of County, result in disqualification of the proposal. 1826 The Business/Technical Proposal shall contain the following: 1827 1828 • Cover Page (see Section 5.5 (Proposal Submission)) 1829 • Table of Contents 1830 • Letter of Transmittal 1831 • Executive Summary (Proposal Section 1) 1832 • Proposer’s Minimum Contractor Qualifications (Proposal Section 2) 1833  Minimum Mandatory Requirements (Proposal Section 2.1) 1834  Proposer Experience and Background (Proposal Section 2.2) 1835  Performance History (Proposal Section 2.3) 1836  Financial Stability (Proposal Section 2.4) 1837  Insurance Requirements (Proposal Section 2.5) 140DATA MINING SOLUTION (DMS) RFP Page 44 JULY 8, 2009
  • 49. 142 1838  Willingness to Provide Other Information (Proposal Section 2.6) 1839 • Technical Response (Proposal Section 3) 1840  Approach to the Statement of Work (Proposal Section 3.1) 1841  System Design, Development and Implementation (Proposal Section 3.2) 1842  System Maintenance (Proposal Section 3.3) 1843  Optional Work (Proposal Section 3.4) 1844  Approach to Statement of Requirements (Proposal Section 3.5) 1845 • Proposer’s Staffing Plan (Proposal Section 4) 1846  Qualifications of Staff (Proposal Section 4.1) 1847  Training of New Staff and On-going Training for Existing Staff (Proposal 1848 Section 4.2) 1849  Work Stoppage (Proposal Section 4.3) 1850 • Quality Control Plan (Proposal Section 5) 1851 • Proposer’s Green Initiatives (Proposal Section 5.1) 1852 • Exceptions (Proposal Section 6) 1853  Agreement (Proposal Section 6.1) 1854 • Anticipated Risk/Assumptions (Proposal Section 7) 1855 • Subcontractors or Partners (Proposal Section 8) 1856 • County Required Forms (Proposal Section 9) 1857 • Last Page of Proposal (Proposal Section 10) 1858 5.7.1Cover Page 1859 The Business/Technical Proposal cover page shall, at a minimum, identify 1860 the name and address of Proposer and bear the words, 1861 “Business/Technical Proposal, Request for Proposal for Data Mining 1862 Solution (DMS) RFP #ESD-09-02, Thursday, August 13, 2009, 12:00 1863 noon (Pacific Time).” It shall also identify the proposal as “Original” or 1864 copies as “Copy 1 of 10,” “Copy 2 of 10,” etc., as appropriate. 1865 5.7.2Transmittal Letter 1866 The transmittal letter shall be a one (1) page letter on the Proposer’s 1867 letterhead or stationery. The transmittal letter shall include the Proposer’s 1868 name, address, telephone and facsimile numbers of the contact person(s) 1869 and the name of the person(s) authorized to make representations for 1870 Proposer. The transmittal letter shall bear the signature of the person 1871 authorized to sign on behalf of Proposer and to bind Proposer to an 1872 agreement. The letter shall indicate whether or not Proposer intends to 1873 perform the resultant Agreement as a single Contractor or use 1874 subcontractor(s). The letter shall contain a statement that Proposer will 1875 bear sole and complete responsibility for all work as defined in the RFP. 1876 Proposer shall include a statement acknowledging and agreeing 1877 acceptance of all terms and conditions of this RFP, the Agreement and all 1878 appendices and exhibits attached thereto, and state exceptions, if any. In 1879 addition, Proposer shall include a statement acknowledging and agreeing 1880 that the resultant Agreement shall be a fixed price Agreement. The 1881 transmittal letter should also state that the proposal will remain in effect 143DATA MINING SOLUTION (DMS) RFP Page 45 JULY 8, 2009
  • 50. 145 1882 for twelve (12) months from the due date of proposal submission and that 1883 the Proposer can complete the entire Project at the price proposed. 1884 5.7.3Table of Contents 1885 The Table of Contents shall be a comprehensive listing of material 1886 included in the proposal, identified by sequential page numbers and 1887 paragraph reference numbers. 1888 5.7.4Executive Summary (Business/Technical Proposal, Section 1) 1889 The executive summary shall condense and highlight the contents of the 1890 Proposer’s Business/Technical Proposal and provide County with a broad 1891 understanding of the Proposer’s approach, qualifications, experience and 1892 staffing. Proposer should place special emphasis on how its proposed 1893 scope of work and approach will meet or exceed all of the objectives of 1894 this RFP. Information contained in the executive summary shall be 1895 explained in detail in the body of the proposal. 1896 The executive summary shall: 1897 • Provide a summary of the Proposer’s understanding of all requested 1898 work; 1899 • Discuss the Proposer’s specific role and relevant qualifications for 1900 performing that role. Identify the names, addresses, affiliations, 1901 e-mails and telephone numbers and fax number of the key contact 1902 person(s) for both Proposer and any subcontractor(s); 1903 • Provide a brief description of the Proposer’s history, number of 1904 years the organization has been in business and type of products 1905 and services it provides; 1906 • Summarize the key qualifications of Proposer, distinguishing 1907 characteristics of the proposal, the proposed solution and Project 1908 approach as well as the principal advantages to County; and 1909 • Address any issue(s) that Proposer envisions to be associated with 1910 fulfilling the requirements of the RFP and cite specific suggestions 1911 for avoiding or mitigating these issues. 1912 5.7.5Proposer’s Minimum Contractor Qualifications (Business/Technical 1913 Proposal, Section 2) 1914 This section shall demonstrate Proposer’s overall background, experience 1915 and qualifications to perform all the required Work requested in this RFP. 1916 The following Sections shall be included. 1917 A. Minimum Mandatory Requirements (Business/Technical 1918 Proposal, Section 2.1) 146DATA MINING SOLUTION (DMS) RFP Page 46 JULY 8, 2009
  • 51. 148 1919 Proposer shall describe in detail all experience which demonstrates 1920 it meets the minimum requirements as set forth in this RFP, 1921 Section 4.0 (Minimum Contractor Qualifications), and include all 1922 dates (month/year) for all experiences required. 1923 For each firm requirement, where specific quantities are asked, 1924 such as, “Three (3) years experience within the last five (5) years 1925 designing, developing, implementing and maintaining a data 1926 warehouse databases…” Proposer shall clearly indicate in the 1927 Proposer’s reply how Proposer has met such experience. Proposer 1928 shall list specific experience, including firm names and dates 1929 (month/year) where experience was achieved. 1930 For each personnel request, Proposer shall include specific dates 1931 (month/year) and specific work experience that clearly shows the 1932 individual(s) meet the minimum requirements. Proposer shall use 1933 the format described in this RFP, Section 5.0 (Proposal 1934 Submission Requirements), Section 5.7.7 (Proposer’s Staffing 1935 Plan). 1936 For each minimum requirement, Proposer shall provide a reference 1937 contact name(s), firm name(s), address(es), contact number(s), 1938 e-mail(s) and fax number(s) to verify the Proposer’s response. 1939 B. Proposer’s Experience and Background (Business/Technical 1940 Proposal, Section 2.2) 1941 Proposer shall demonstrate it has the experience to perform all the 1942 required Work requested in this RFP. Proposer shall: 1943 1. Describe in detail and state the firm’s years of experience 1944 in providing the required or substantially similar Work 1945 requested in this RFP (Business/Technical Proposal, 1946 Section 2.2.1). 1947 2. Identify principal individuals (executive management) and 1948 describe his years of experience in providing the required 1949 or substantially similar Work requested in this RFP. This 1950 experience shall apply solely to the principal individuals 1951 and not for the firm submitting the proposal 1952 (Business/Technical Proposal, Section 2.2.2). 1953 3. Provide proof of or application for authority to conduct 1954 business in the State of California (Business/Technical 1955 Proposal, Section 2.2.3). 149DATA MINING SOLUTION (DMS) RFP Page 47 JULY 8, 2009
  • 52. 151 1956 4. Nature of licenses held by Proposer (i.e., accreditation, 1957 licensor, joint venture, etc.) (Business/Technical Proposal, 1958 Section 2.2.4). 1959 5. Names of persons and/or business entities with whom 1960 Proposer has been associated in business as partners or 1961 business associates in each of the last five (5) years 1962 (Business/Technical Proposal, Section 2.2.5). 1963 C. Proposer’s Performance History (Business/Technical Proposal, 1964 Section 2.3) 1965 In this section, Proposer shall provide information regarding its 1966 performance history related to the Proposer’s background and 1967 experience described in Section 5.7.5 Item B (Proposer’s 1968 Experience and Background) (Business/Technical Proposal, 1969 Section 2.2). 1970 1. Prospective Contractor References 1971 Proposer shall complete and submit the form listed in 1972 Appendix D (County Required Forms), Exhibit D-2 1973 (Prospective Contractor References) and for each reference 1974 complete the Proposer release form in Appendix D (County 1975 Required Forms), Exhibit D-11 (Proposer Release Form). 1976 It is the Proposer’s sole responsibility to ensure that the 1977 reference firm’s name and point of contact’s name, title, 1978 and phone number for each reference is accurate. County 1979 is not responsible if unable to reach point of contact with 1980 reasonable effort. (Business/Technical Proposal, Section 1981 2.3.1). 1982 County may use this list to identify possible candidates for 1983 customer site visits. 1984 2. Proposer’s List of Contracts 1985 Proposer shall complete and submit the form listed in 1986 Appendix D (County Required Forms), Exhibit D-3 1987 (Prospective Contractor List of Contracts), and for each 1988 reference complete the Proposer’s release form listed in 1989 Appendix D (County Required Forms), Exhibit D-12 1990 (Client List and Release Form). Proposer shall provide a 1991 list of all contracts for which Proposer has provided the 1992 required or substantially similar work or services within the 1993 last five (5) years, specifically noting which are with public 1994 agencies, (Business/Technical Proposal, Section 2.3.2). 152DATA MINING SOLUTION (DMS) RFP Page 48 JULY 8, 2009
  • 53. 154 1995 3. Contracts Terminated 1996 Proposer shall complete and submit the form listed in 1997 Appendix D (County Required Forms), Exhibit D-4 1998 (Prospective Contractor List of Terminated Contracts) and, 1999 for each reference, complete the Proposer’s release form 2000 listed in Appendix D (County Required Forms), Exhibit 2001 D-11 (Proposer Release Form). Proposer shall provide a 2002 list of all contracts terminated within the last five (5) years 2003 with a reason for termination, (Business/Technical 2004 Proposal, Section 2.3.3). 2005 4. Legal Disclosures 2006 Proposer shall disclose the 2007 following: 2008 (Business/Technical 2009 Proposal, Section 2.3.4). 2010 a. Debarment 2011 Disclose if it has been 2012 debarred from any public 2013 or private entity 2014 anywhere within the 2015 United States of America. 2016 Provide a listing of 2017 debarments, if any. 2018 b. Litigation 2019 Identify by name, case 2020 and court jurisdiction any 2021 pending litigation in 2022 which Proposer or any of 2023 its affiliated entities, or 2024 principals, is a party 2025 named and any judgments 2026 against Proposer in the 2027 past five (5) years. 2028 Provide a statement 2029 describing the size, scope 2030 and subject of any 2031 pending or threatened 2032 litigation against 2033 Proposer, or any of its 2034 affiliated entities or 2035 principals. 155DATA MINING SOLUTION (DMS) RFP Page 49 JULY 8, 2009
  • 54. 157 2036 c. Third Party Ownership Interests 2037 Identify all third party 2038 software and hardware 2039 (including the owner, 2040 licensor and/or seller 2041 thereof) that is bundled 2042 into or is a component of 2043 the proposed System. 2044 Proposer shall certify it 2045 has obtained all necessary 2046 licenses, ownership rights 2047 or other rights to such 2048 software and hardware 2049 including the right to 2050 license to County and for 2051 County to use for the 2052 duration of the term of 2053 the resultant Agreement. 158DATA MINING SOLUTION (DMS) RFP Page 50 JULY 8, 2009
  • 55. 160 2054 d. Failure or Refusal to Complete a Contract 2055 Provide details of any failure or refusal to complete a 2056 contract. 2057 D. Proposer’s Financial Capability (Business/Technical Proposal, 2058 Section 2.4) 2059 Proposer shall demonstrate it has the financial capabilities to 2060 perform the required Work as requested in this RFP. Proposer 2061 shall at a minimum provide the following: 2062 1. Copies of the Proposer’s current 2009, 2008 and 2007 2063 fiscal years financial statements, which shall be in 2064 accordance with the American Institute of Certified Public 2065 Accountants listing of Generally Accepted Accounting 2066 Principles. Statements should include the Proposer’s 2067 assets, liabilities and net worth. At a minimum and to the 2068 extent possible, include the balance sheet (Statement of 2069 Financial Positions), income statement (Statement of 2070 Operations), and the retained earnings statement. If 2071 audited statements are available, these shall be submitted to 2072 meet this requirement. Do not submit income tax returns 2073 to meet these requirements. Financial statements will be 2074 kept confidential if so stamped on each page 2075 (Business/Technical Proposal, Section 2.4.1). 2076 2. List of potential commitments that may impact assets, lines 2077 of credit, guarantor letters, etc., and that may affect the 2078 Proposer’s ability to perform the Agreement 2079 (Business/Technical Proposal, Section 2.4.2). 2080 E. Proposer’s Insurance Requirements (Business/Technical Proposal, 2081 Section 2.5) 2082 Proposer shall include a copy of its current certificates of 2083 insurance. Proposer shall also include a statement that it will 2084 comply with and meet all insurance requirements listed in 2085 Appendix C (Sample Agreement), Paragraph 15 (Insurance and 2086 Performance Security). 2087 F. Proposer’s Willingness to Provide Other Information 2088 (Business/Technical Proposal, Section 2.6) 2089 Proposer shall provide a statement as to its willingness to provide 2090 County with any other information County determines is necessary 2091 for an accurate determination of the prospective Proposer’s 2092 qualifications to perform Work. 161DATA MINING SOLUTION (DMS) RFP Page 51 JULY 8, 2009
  • 56. 163 2093 5.7.6Proposer’s Technical Response (Business/Technical Proposal, 2094 Section 3) 2095 In this section, Proposer shall describe in detail the proposed technical 2096 methodology to meet all Tasks, Subtasks, and Deliverables set forth in 2097 Appendix A (Statement of Work) and requirements as set forth in 2098 Appendix B (Statement of Requirements). 2099 A. Approach to the Statement of Work (Business/Technical Proposal, 2100 Section 3.1) 2101 The following shall be provided: 2102 1. Project Control Document, which includes all Tasks, Subtasks, 2103 Deliverables and other Work set forth in Appendix A 2104 (Statement of Work), Project Administration, Subtask 1.1 2105 (Develop Project Control Document); 2106 2. Supporting documentation that will further explain the 2107 Proposer’s approach and its associated benefits for a particular 2108 section in response to the SOW. Include only such materials 2109 as necessary to ensure an accurate understanding of the 2110 proposed approach. Do not include marketing brochures or 2111 unrelated material in this section. 2112 3. In this section, Proposer shall describe in detail all activities 2113 associated with providing Project Administration as set forth in 2114 Appendix A (Statement of Work). Project Administration 2115 activities include: Establishing a Project office and planning, 2116 reporting and controlling the work for the specified Work. 2117 Additionally, the Proposer shall describe in detail activities to 2118 control, identify, track and resolve problems and issues; and 2119 implement quality assurance procedures to ensure that proper 2120 Project Administration will be in effect. 164DATA MINING SOLUTION (DMS) RFP Page 52 JULY 8, 2009
  • 57. 166 2121 • System Design, Development and Implementation 2122 (Business/Technical Proposal, Section 3.2) 2123 In this section, Proposer shall describe in detail its proposed 2124 solution for providing System Design, Development and 2125 Implementation activities which include: Meeting with County 2126 staff to finalize business requirements, installation and 2127 configuration of all System Components, identifying required 2128 data and creating Interfaces, developing the Data Quality and 2129 Data Integration solutions for Data Warehouse and processes, 2130 creating the Web browser application, developing Predictive 2131 Data Mining Models, conducting System testing, deployment 2132 of fraud solution platform, training of County staff, providing 2133 Knowledge Transfer and Documentation and conducting 2134 Performance Verification for Final Acceptance. 2135 • System Maintenance (Business/Technical Proposal, Section 2136 3.3) 2137 In this section, Proposer shall describe in detail its proposed 2138 solution for providing System Maintenance consisting of 2139 Maintenance Services and Support Services, which includes 2140 daily activities associated with monitoring System operational 2141 performance, correcting all Deficiencies, providing Updates, 2142 supporting all System Interfaces and providing preventive 2143 maintenance for the System. System Maintenance services are 2144 set forth in Appendix A (Statement of Work). System 2145 Maintenance shall be provided commencing upon Go-Live, 2146 continuing through Final Acceptance, the Warranty Period and 2147 the term of the resultant Agreement, if required by County. 2148 • Optional Work (Business/Technical Proposal, Section 3.4) 2149 In this Section, Proposer shall verify in writing, that Contractor 2150 is willing and able to provide any Optional Work County may 2151 request during the term of the resultant Agreement following 2152 Go-Live, including Software Enhancements, Interfaces and 2153 Professional Services, in accordance with the terms of the 2154 negotiated Change Order, including a not-to-exceed Maximum 2155 Fixed calculated based on the Fixed Hourly Rate 167DATA MINING SOLUTION (DMS) RFP Page 53 JULY 8, 2009
  • 58. 169 2156 B. Approach to Statement of Requirements (Business/Technical 2157 Proposal, Section 3.5) 2158 In this section, Proposer shall summarize its proposed solution to 2159 meet requirements specified in Appendix B (Statement of 2160 Requirements). Additionally, Proposer shall complete and submit 2161 Appendix G (Proposal Response Forms) and Attachment A.2 2162 (System Configuration). Appendix B (Statement of Requirements) 2163 outlines County’s business, operational, functional and technical 2164 requirements. Responses to the SOR shall become the Proposer’s 2165 technical response, and a component of the Business/Technical 2166 Proposal. 2167 Proposers that fail to address the requirements as stated in 2168 Appendix B (Statement of Requirements) may be considered 2169 non-responsive and will be evaluated accordingly. Failure to use 2170 the forms provided in Appendix G (Proposal Response Forms) 2171 and Attachment A.2 (System Configuration), may result in 2172 disqualification. Altering Appendix B (Statement of 2173 Requirements) or Appendix G (Proposal Response Forms) in any 2174 way may result in disqualification, if determined by County in its 2175 sole discretion. 2176 5.7.7Proposer’s Staffing Plan (Business/Technical Proposal, 2177 Section 4) 2178 In this section, Proposer shall provide a detailed staffing plan including a 2179 proposed Project organizational chart that will ensure full compliance 2180 with the resultant Agreement’s requirements and the Proposer’s stated 2181 methodology for providing Work as stated in Appendix A (Statement of 2182 Work and Technical Exhibits). The plan shall be supported by and 2183 consistent with the Proposer’s budgeted costs as listing in Appendix F 2184 (Schedule of Payments). 2185 A. Qualifications of Staff (Business/Technical Proposal, Section 4.1) 2186 Resumes of all proposed staff noted below shall include, at a 2187 minimum, the following: 2188 1. The current position and years with the firm; 2189 2. The academic background, covering all post high school 2190 education, including the name of the institution(s) and 2191 dates of attendance; 2192 3. The experience background, including the number of years 2193 experience, position titles, and functions, while gaining 2194 experience in the provision of Work to be provided under 2195 the Agreement; 170DATA MINING SOLUTION (DMS) RFP Page 54 JULY 8, 2009
  • 59. 172 2196 4. The copies of diplomas, awarded degrees current 2197 certifications or relevant practice licenses of personnel who 2198 will manage the Project; and 2199 5. Five (5) relevant client references, including the contact 2200 persons’ names and current telephone and facsimile 2201 numbers that can verify the proposed staff’s experience. 2202 Client references are required for the Contractor's Project 2203 Director, the Contractor's Project Manager, and the 2204 Contractor Key Personnel, and must cover the timeframes 2205 listed in this RFP, including Section 4.0 (Minimum 2206 Contractor Qualifications). 2207 Resumes are required for the following: 2208 1. Contractor's Project Director — Proposer shall identify 2209 and provide a resume for the Contractor's Project Director 2210 who will be responsible for managing the overall DMS 2211 Project. The Contractor's Project Director shall work with 2212 County in developing the program strategy and various 2213 system wide high level project plans. The Contractor's 2214 Project Director shall ensure integration of projects and 2215 adjust Project scope, timing and budgets, as appropriate, 2216 and communicate with County’s program leadership, 2217 information technology business leadership and other 2218 related County stakeholders to communicate program 2219 strategy, direction and changes. The Contractor's Project 2220 Director shall meet the minimum mandatory requirements 2221 outlined in this RFP, Section 4.0 (Minimum Contractor 2222 Qualifications) and Business/Technical Proposal, Section 2223 4.1.1. 2224 2. Contractor's Project Manager — Proposer shall identify 2225 and provide a resume for the full-time Contractor's Project 2226 Manager. The Contractor's Project Manager shall act as 2227 primary liaison with County and be primarily responsible 2228 for the Deliverables and providing day-to-day direction to 2229 the Project team. The Contractor's Project Manager shall 2230 also be responsible for the overall management and 2231 coordination of the Agreement. The Contractor's Project 2232 Manager shall report to the Contractor's Project Director. 2233 The Contractor's Project Manager shall meet the minimum 2234 mandatory requirements outlined in this RFP including 2235 Section 4.0 (Minimum Contractor Qualifications). The 2236 proposal shall include a resume describing the proposed 2237 Contractor's Project Manager's experience. In the resume, 2238 Proposer shall document two of the proposed Contractor’s 173DATA MINING SOLUTION (DMS) RFP Page 55 JULY 8, 2009
  • 60. 175 2239 Project Manager's prior related experiences 2240 (Business/Technical Proposal, Section 4.1.2). 2241 3. Key Personnel — Proposer shall provide approximately 2242 one-half (1/2) page resumes of the proposed Key Personnel 2243 who are part of the core Project team. Proposer shall 2244 indicate the Key Personnel Project role(s) and 2245 responsibilities (Business/Technical Proposal, Section 2246 4.1.3). 2247 Submission of resumes shall constitute the Proposer’s permission 2248 for County to verify all information provided. 2249 B. Training of New Staff and On-going Training for Existing Staff 2250 (Business/Technical Proposal, Section 4.2) 2251 Proposer shall describe in detail how it will ensure training of the 2252 Contractor’s new staff and provide on-going training for existing 2253 staff for the provision of all Work under the Agreement. 2254 C. Work Stoppage (Business/Technical Proposal, Section 4.3) 2255 Proposer shall describe in detail its plan for providing qualified 2256 trained personnel in the event Contractor incurs a work stoppage. 2257 5.7.8Proposer’s Quality Control Plan (Business/Technical Proposal, 2258 Section 5) 2259 In this section, Proposer shall present a comprehensive Quality Control 2260 Plan to be utilized to ensure the required Work is provided as specified. 2261 The plan shall include an identified monitoring system covering all the 2262 Work listed in Appendix A (Statement of Work), and methods for 2263 identifying and preventing Deficiencies in the quality of Work. 2264 Specifically, the following factors shall be included in the plan: 2265 1. Activities to be monitored to ensure compliance with all 2266 Agreement requirements; 2267 2. Monitoring methods to be used; 2268 3. Frequency of monitoring; 2269 4. Samples of forms to be used in monitoring; 2270 5. Title/level and qualifications of personnel performing 2271 monitoring functions; and 2272 6. Plan to file of all monitoring results, including any corrective 2273 action taken. 176DATA MINING SOLUTION (DMS) RFP Page 56 JULY 8, 2009
  • 61. 178 2274 A. Proposer’s Green Initiatives (Business/Technical Proposal, Section 2275 5.1) 2276 Present a description of proposed plan for complying with the 2277 green requirements as described in Task 2 (Analyze System 2278 Requirements) of Appendix A (Statement of Work). Describe your 2279 company’s current environmental polices and practices and those 2280 proposed to be implemented. 2281 5.7.9Exceptions (Business/Technical Proposal, Section 6) 2282 A. Agreement (Business/Technical Proposal, Section 6.1) 2283 In this section, Proposer shall state any and all exceptions to 2284 Appendix C (Sample Agreement). Any and all exceptions must be 2285 fully and clearly explained. If an exception is taken, Proposer 2286 must identify the specific paragraph by name and number and title, 2287 if applicable, provide the reason for the exception, provide 2288 proposed replacement language and state the impact, if any, to the 2289 Proposer’s price schedule. If there are no exceptions, a 2290 statement to that effect must be made. 2291 Notwithstanding the foregoing, Proposer may not take any 2292 exceptions to the provisions of Paragraph 1.3 (Definitions) of the 2293 Base Agreement of Appendix C (Sample Agreement) and any 2294 Exhibits, Attachments or Schedules to such Appendix C (Sample 2295 Agreement). 2296 Any Proposer who fails to make timely exceptions, shall be barred 2297 from later making such exceptions. County reserves the right to 2298 determine if the Proposer’s exceptions are material enough to 2299 deem the proposal non-responsive and not subject to evaluation. 2300 County additionally reserves the right to make changes to the 2301 Agreement and/or any aspect of Appendix A (Statement of Work) 2302 and Appendix B (Statement of Requirements), and/or any other 2303 Agreement Exhibit at its sole discretion. Proposers are further 2304 advised that County may, at its sole determination, disqualify any 2305 Proposer with whom County cannot satisfactorily negotiate an 2306 Agreement (Business/Technical Proposal, Section 6.1). 2307 5.7.10Anticipated Risks/Assumptions (Business/Technical Proposal, 2308 Section 7) 2309 In this section, Proposer shall identify those areas of the Project, which 2310 constitute the highest risks (e.g., System failures, System delays) and 2311 discuss the Proposer’s approach to management and mitigation of those 2312 risks. Proposer should include assumptions it is making in its proposal 2313 including assumptions regarding County resources, roles, and 2314 responsibilities (Business/Technical Proposal, Section 7). 179DATA MINING SOLUTION (DMS) RFP Page 57 JULY 8, 2009
  • 62. 181 2315 5.7.11Subcontractors or Partners (Business/Technical Proposal, Section 2316 8) 2317 If this is not a single Proposer proposal, the transmittal letter shall clearly 2318 indicate the other organization(s)/firm(s) involved and the nature of 2319 its/their role(s). All applicable information for each proposed 2320 subcontractor, as outlined in Sections 5.7.5, Item B (Proposer’s 2321 Experience and Background), Item C (Proposer’s Performance History), 2322 Item D (Proposer’s Financial Capabilities), Item E (Proposer’s Insurance 2323 Requirements), and Item F (Proposer’s Willingness to Provide Other 2324 Information) must be provided (Business/Technical Proposal, Section 8). 2325 A statement from all partners/subcontractors indicating their willingness 2326 to work with Proposer and the intent to sign a formal agreement between/ 2327 among the parties shall be submitted with the signature of the person 2328 authorized to bind the partnering/subcontracting organization. All County 2329 provided partnering/subcontracting agreements will be required to be fully 2330 executed before any Agreement award is made. Subcontractors shall 2331 agree and adhere to all of the requirements listed in the RFP documents 2332 including Appendix C (Sample Agreement). 2333 5.7.12County Required Forms (Business/Technical Proposal, Section 9) 2334 Section 9 shall be entitled "County Required Forms" and contain the 2335 following completed forms, signed/dated where applicable. All required 2336 forms are located in Appendix D (County Required Forms). 2337 • Exhibit D-1 — Proposer’s Organization Questionnaire/Affidavit 2338 • Exhibit D-2 — Prospective Contractor References 2339 • Exhibit D-3 — Prospective Contractor List of Contracts 2340 • Exhibit D-4 — Prospective Contractor List of Terminated 2341 Contracts 2342 • Exhibit D-5 — Certification of No Conflict of Interest 2343 • Exhibit D-6 — Familiarity of the County Lobbyist Ordinance 2344 Certification 2345 • Exhibit D-7 — LA County Community Business Enterprise 2346 Program-Request for Local SBE Preference Program 2347 Consideration 2348 Note: Proposer shall already be certified as a Local SBE 2349 prior to proposal submission to be eligible to request the 2350 proposal be considered for the Local SBE Preference. 182DATA MINING SOLUTION (DMS) RFP Page 58 JULY 8, 2009
  • 63. 184 2351 • Exhibit D-8 — Proposer’s Equal Employment Opportunity (EEO) 2352 Certification 2353 • Exhibit D-9 — Attestation of Willingness to Consider 2354 GAIN/GROW Participants 2355 • Exhibit D-10 — County of Los Angeles Contractor Employee Jury 2356 Service Program Certification Form and Application for Exception 2357 • Exhibit D-11 — Proposer Release Form 2358 • Exhibit D-12 — Client List and Release Form 2359 • Exhibit D-13 — Certification of Independent Price Determination 2360 & Acknowledgment of RFP Restrictions 2361 • Exhibit D-14 — Charitable Contributions Certification 2362 • Exhibit D-15 — Certification Regarding Debarment, Suspension, 2363 Ineligibility and Voluntary Exclusion – Lower Tiered Covered 2364 Transactions (45 C.F.R. Part 76) 2365 • Exhibit D-16 — Request for Proposals/Grounds for Rejection 2366 • Exhibit D-17 — Proposer’s Nondiscrimination in Services 2367 Certification 2368 • Exhibit D-18 – Transitional Job Opportunities Preference 2369 Application 185DATA MINING SOLUTION (DMS) RFP Page 59 JULY 8, 2009
  • 64. 187 2370 5.7.13Last Page of Proposal (Business/Technical Proposal, Section 10) 2371 The last page of the proposal shall list names of all joint ventures, 2372 partners, subcontractors, or others having any right or interest in the 2373 Agreement or the proceeds thereof. The page shall include the signature 2374 of the person authorized to bind Proposer in an agreement, as shown 2375 below: 2376 2377 Respectfully submitted, 2378 Company Name: Print Name: Signature: Date: Address: City: State/Zip Code: Telephone: E-mail: Fax: 188DATA MINING SOLUTION (DMS) RFP Page 60 JULY 8, 2009
  • 65. 190 23795.8 PRICE PROPOSAL: 2380 In this section, Proposer shall complete and submit Appendix F (Schedule of 2381 Payments). NO OTHER FORMS WILL BE ACCEPTED. 2382 The Price Proposal shall contain cost detail and demonstrate that the proposed 2383 price is realistically based on reasonable costs specific to the Agreement. 2384 The Price Proposal shall contain the following: 2385 • Cover (see Section 5.5 (Proposal Submission)) 2386 • Title 2387 • Table of Contents 2388 • Schedule of Payments (Proposal Section 1) 2389 5.8.1Cover Page 2390 The Price Proposal cover page shall, at a minimum, identify the name and 2391 address of Proposer and bear the words, “Price Proposal, Request for 2392 Proposal for Data Mining Solution (DMS) for Child Care Fraud Detection 2393 RFP # ESD-09-02, Proposal due by Thursday, August 13, 2009, 12:00 2394 noon (Pacific Time).” It shall also identify the proposal as “Original,” or 2395 copies as “Copy 1 of 10,” “Copy 2 of 10,” etc., as appropriate. 2396 5.8.2Schedule of Payments (Price Proposal, Section 1) 2397 Appendix F (Schedule of Payments) shall be completed in its entirety and 2398 submitted in this Section. The pricing schedule represents the total Firm 2399 Fixed Price. Outlined below are instructions and information pertinent to 2400 the completion of the pricing schedule: 2401 A. Pricing Methodology and Terms 2402 Proposer shall submit a Price Proposal that adheres to the 2403 requirements in this RFP. County requires a Firm Fixed Price for 2404 all Work described in this RFP. 2405 County has endeavored to include in this RFP all known 2406 information that County believes to be relevant for pricing 2407 purposes. Each Proposer understands and agrees that neither 2408 County nor any of its agents, advisors or representatives has made 2409 or makes any representation or warranty, express or implied, as to 2410 the accuracy or completeness of the information provided in 2411 Appendix A (Statement of Work). In addition, each Proposer 2412 understands and agrees that neither County nor any of its agents, 2413 advisors or representatives shall have any liability whatsoever to 2414 Proposers or the Proposers’ representatives relating to or resulting 191DATA MINING SOLUTION (DMS) RFP Page 61 JULY 8, 2009
  • 66. 193 2415 from the use of the information provided in Appendix A 2416 (Statement of Work), or any errors therein or omissions therefrom. 2417 B. Schedule of Payments 2418 A detailed set of pricing templates (in the form of MS-Excel 2419 spreadsheets) is included in Appendix F (Schedule of Payments). 2420 The template includes fee summary sheets, as well as individual 2421 detailed fee worksheets for all Deliverables listed in the SOW. 2422 Proposers shall provide a Firm Fixed Price that addresses each of 2423 the major Work areas of the SOW. Proposers shall utilize the 2424 pricing structure specified in Appendix F (Schedule of Payments). 2425 If Proposers are using subcontractor(s), all detailed pricing must be 2426 provided. Indicate on the subcontractor’s worksheet the Work that 2427 the subcontractor is providing in the resource description and the 2428 respective labor rates. 2429 All pricing shall be quoted in U.S. dollars. Any applicable taxes, 2430 duties, licensing and leasing fees and other pass-through charges 2431 shall be included in the proposal price for the Work. No additional 2432 hidden cost(s) will be accepted. 2433 C. Price Quotations 2434 All price quotations shall be firm and irrevocable for twelve (12) 2435 months following proposal due date. 2436 The pricing shall be deemed to be all-inclusive of all labor, 2437 overhead, travel, equipment, materials, taxes and any other 2438 expenses required to provide the Work as specified in this RFP, 2439 including Appendix C (Sample Agreement), and Appendix A 2440 (Statement of Work). Proposers assume all liability for any 2441 omissions. 2442 D. Non-Chargeable Activities 2443 Upon entering into an Agreement, County will not be liable in any 2444 manner for any payment or reimbursement for any Work provided, 2445 nor for any incidental or administrative expenses whatsoever 2446 incurred in or incidental to performance under the resultant 2447 Agreement, except as specified in the Agreement itself. 2448 194DATA MINING SOLUTION (DMS) RFP Page 62 JULY 8, 2009
  • 67. 196 24496. PROPOSAL EVALUATION AND CONTRACTOR 2450 SELECTION: 24516.1 EVALUATION OVERVIEW: 2452 County will conduct a comprehensive, fair, and impartial evaluation of proposals 2453 received in response to this RFP. County will select the successful Proposer 2454 through a formal evaluation process, established prior to the opening and 2455 evaluation of proposals, and remaining fixed throughout the procurement cycle. 2456 Consideration will be given to capabilities or advantages that are clearly 2457 described in the proposals, confirmed by any oral presentations and any site 2458 visits, and verified by information from reference sources contacted by County 2459 and from any site visits. County reserves the right to contact individuals, entities, 2460 or organizations who have had recent contracts or relationships with the Proposer 2461 and staff intended for this effort, whether or not they are identified as references, 2462 to verify that the Proposer has successfully performed its contractual obligations 2463 in other similar efforts. 2464 Proposals shall provide clear and sufficient detail to enable the County Evaluation 2465 Committee to evaluate the quality and responsiveness of the proposal to each of 2466 the RFP requirements. Proposals will be evaluated first on a Pass/Fail basis. For 2467 all proposals which pass the evaluation, a maximum of 10,000 points (7,000 for 2468 the Business/Technical Proposal and 3,000 for the Price Proposal) will then be 2469 allocated for each such proposal for the evaluation scoring. Price Proposals will 2470 be scored separately from the Business/Technical Proposals. 2471 County reserves the sole right to judge the contents and presentation of the 2472 proposals submitted and select the successful proposal, if any. Evaluations will be 2473 based upon the information provided in the proposals and such other information, 2474 as County deems appropriate. 2475 Failure of a Proposer to address or meet the requirements stated in the RFP, as 2476 determined by County, may result in disqualification of the proposal or lower 2477 points scored, as determined by County. 2478 County will evaluate all properly submitted proposals. County reserves the right 2479 to reject any or all of the proposals received or cancel this RFP at any time. 2480 County also reserves the right to waive any minor irregularities or immaterial 2481 defects in proposals, as determined by County. In the event County waives any 2482 minor irregularities or immaterial defects, such waiver shall in no way modify 2483 any of the RFP requirements or excuse the Proposer from compliance with the 2484 RFP specifications, including the Sample Agreement terms, or other contract 2485 requirements if the Proposer is awarded the resultant Agreement. 2486 All proposals submitted shall become the exclusive property of County and a 2487 matter of public record, as further described in Section 3.10 (Disclosure of 2488 Contents of Proposals). 197DATA MINING SOLUTION (DMS) RFP Page 63 JULY 8, 2009
  • 68. 199 24896.2 EVALUATION COMMITTEE: 2490 The sole objective of the County Evaluation Committee shall be to recommend to 2491 the Board of Supervisors the Proposer whose proposal is most advantageous and 2492 provides the best value to County. The Evaluation Committee will be responsible 2493 for evaluating the Business/Technical Proposals and Price Proposals, including 2494 the final scoring of all proposals, resolving compliance issues and preparing the 2495 final report which recommends a Proposer for selection. 2496 In order to bring the appropriate level of proficiency to the selection process, 2497 County may utilize the services of appropriate experts to assist in the evaluation 2498 process, including assisting in the evaluation of whether a proposal is realistic and 2499 practical. County, in its sole discretion, may alter the composition of the 2500 Evaluation Committee at any time. 25016.3 EVALUATION CRITERIA AND WEIGHTING FACTORS: 2502 Evaluation of proposals will be based on a combination of proposal price and 2503 management and technical factors, including soundness of the proposed technical 2504 approach and solution, management approach and Proposer qualifications. The 2505 evaluation criteria and corresponding weighting factors that will be used to 2506 evaluate the proposals in Evaluation Phases 2 and 3 shall include the following 2507 items: 2508 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% 25096.4 EVALUATION PHASES: 2510 The evaluation will be conducted in three (3) phases ("Evaluation Phase(s)"): 2511 Evaluation Phase 1 – Proposal Screening (Pass/Fail) 2512 Evaluation Phase 2 – Evaluation of Business/Technical Proposals 2513 Evaluation Phase 3 – Evaluation of Price Proposals 2514 6.4.1Evaluation Phase 1 – Proposal Screening (Pass/Fail). 2515 Proposals will first be screened to determine compliance with all proposal 2516 submission and other requirements, including timeliness, signatures, 2517 required format and content, completion of all required forms and other 2518 RFP requirements, as specified in Section 5.0 (Proposal Submission). As 200DATA MINING SOLUTION (DMS) RFP Page 64 JULY 8, 2009
  • 69. 202 2519 part of this Evaluation Phase 1, proposals shall be evaluated to determine 2520 compliance with the Minimum Contractor Qualifications as set forth in 2521 Section 4.0 (Minimum Contractor Qualifications). The determination to 2522 disqualify a proposal in Evaluation Phase 1 shall be on a Pass/Fail basis, 2523 as determined by County. Disqualified proposals will not be further 2524 evaluated. 2525 6.4.2Evaluation Phase 2 – Evaluation of Business/Technical Proposals. 2526 Proposals remaining after Evaluation Phase 1 (Proposal Screening 2527 (Pass/Fail)) will be evaluated based on the evaluation criteria and 2528 corresponding weighting factors listed in Section 6.3 (Evaluation Criteria 2529 and Weighting Factors). 2530 The Business/Technical Proposal will be evaluated for its quality and 2531 evidence to which the Proposer’s solution will meet County’s 2532 requirements, as specified in Section 5.7 (Business/Technical Proposal). 2533 Each Proposer will be required to make one (1) or more oral 2534 presentation(s) to County, as requested by County. County will notify 2535 each Proposer in writing as to the date, time, location and standardized 2536 guidelines for content and format of the oral presentation(s), including any 2537 proposed Contractor Key Staff that will be required to attend. As part of 2538 an oral presentation, County may request clarifications from the Proposer 2539 regarding any portion of its proposal. County will determine if site visits 2540 are necessary. If County elects to conduct site visits, each Proposer shall 2541 be required to provide the names and addresses of one or more customers. 2542 Site visit arrangements will be made by County directly with the agency 2543 hosting the site visit, independent of the Proposer. County may elect to 2544 conduct a site visit at any agency provided as a reference by the Proposer, 2545 at any agency listed as a current or past customer in its proposal or at any 2546 agency otherwise known to County. 2547 County may request one (1) or more written clarification(s) of the 2548 Business/Technical Proposal at any time during this Evaluation Phase 2. 2549 Each Proposer shall submit such a written clarification of the County 2550 specified portions of its Business/Technical Proposal within a County 2551 specified time period and in compliance with all County instructions as set 2552 forth in the request, including regarding content and format. Proposer 2553 understands and agrees that any such clarification shall be limited to 2554 clarifying the County specified portions of its Business/Technical 2555 Proposal, shall comply with all County instructions as set forth in the 2556 request, and shall be considered part of the proposal for all purposes, 2557 including proposal evaluation. If Proposer fails to submit such a 2558 clarification within the County specified time period, the 2559 Business/Technical Proposal shall stand as written for all purposes, 2560 including proposal evaluation. 2561 The maximum points available for each evaluation criteria category of 2562 Business/Technical Proposal are shown in Section 6.3 (Evaluation Criteria 203DATA MINING SOLUTION (DMS) RFP Page 65 JULY 8, 2009
  • 70. 205 2563 and Weighting Factors). The Proposer with the highest raw score will 2564 receive the maximum points. 2565 The following paragraphs summarize some of the proposal response 2566 requirements as stated in Section 5.7 (Business/Technical Proposal), 2567 describing generally the factors within the Business/Technical Proposal 2568 and the maximum points available for each evaluation criteria category. 2569 6.4.2.1 Business/Technical Proposal (7,000 Points or 70%). 2570 Point awards will be based on review and assessment of 2571 information provided by the Proposer in accordance with 2572 Section 5.7.6 (Business/Technical Proposal (Proposal Section 2573 3)). 2574 The Proposer with the highest raw score for the 2575 Business/Technical Proposal evaluation criteria category will 2576 receive the maximum points available for such evaluation 2577 criteria category. The raw score of the Business/Technical 2578 Proposal evaluation criteria category of each of the other 2579 Proposers will be normalized by awarding a percentage of the 2580 seven thousand (7,000) maximum points available for such 2581 evaluation criteria category, as follows: 2582 Y = (N/X) x 7,000 2583 Where: 2584 N = Business/Technical Proposal evaluation criteria 2585 category raw score for Proposer "n" 2586 X = Highest Business/Technical Proposal evaluation 2587 criteria category raw score of all qualified Proposers 2588 Y = Business/Technical Proposal evaluation criteria 2589 category normalized score for Proposer "n" 2590 6.4.3Evaluation Phase 3 – Evaluation of Price Proposals (3,000 Points or 2591 30%). 2592 In this Evaluation Phase 3, all Price Proposals will be opened and 2593 evaluated based upon the Proposer’s prices to satisfy and comply with all 2594 of the requirements of the RFP. All price details and the total price must 2595 be included in the proposal. The Proposer is required to complete the 2596 Pricing Schedule Forms in Appendix F (Schedule of Payments), as 2597 described in Section 5.8 (Price Proposal). If a Price Proposal does not 2598 meet all the mandatory form and content requirements, the entire proposal 2599 may be eliminated from further consideration, as determined by County. 2600 No deviations, qualifications or counter offers will be accepted in the 2601 Price Proposal. County reserves the right to review the price details for 2602 reasonableness and reject any proposal where the price detail shows 2603 significant and unsupported deviation from normal expectations, as 2604 determined by County. 206DATA MINING SOLUTION (DMS) RFP Page 66 JULY 8, 2009
  • 71. 208 2605 County may request one (1) or more written clarification(s) of the Price 2606 Proposal at any time during this Evaluation Phase 3. Each Proposer shall 2607 submit such a written clarification of the applicable portions of its Price 2608 Proposal within a County-specified time period and in compliance with all 2609 County instructions as set forth in the request, including regarding content 2610 and format. Proposer understands and agrees that any such clarification 2611 shall be limited to clarifying the County-specified portions of its Price 2612 Proposal, shall comply with all County instructions as set forth in the 2613 request and shall be considered part of the proposal for all purposes, 2614 including proposal evaluation. If Proposer fails to submit such a 2615 clarification within the County-specified time period, the Price Proposal 2616 shall stand as written for all purposes, including proposal evaluation. 2617 Should one or more of the Proposers request and be granted Local Small 2618 Business Enterprise (Local SBE) Preference, the total price for such 2619 Proposer(s) will be determined as follows: 2620 Five percent (5%) of the lowest total price proposed will be calculated, 2621 which shall not exceed Fifty Thousand Dollars ($50,000), and that amount 2622 will be deducted from the total price submitted by each of the Local SBE 2623 Proposers who requested and were granted the Local SBE Preference. 2624 The Price Proposals will be scored based on the lowest total price (i.e., 2625 Grand Total DMS Agreement Price (Total Maximum Contract Sum for 2626 Initial Term and Total Maximum Contract Sum for Any Extended Term) 2627 as stated in Schedule A (Price Summary) of Appendix F (Schedule of 2628 Payments)). A maximum of three hundred (300) points is available for 2629 the Price Proposal. The Proposer with the lowest total price will receive 2630 three thousand (3,000) score points. The Price Proposal of each of the 2631 other Proposers will receive a normalized score by awarding a percentage 2632 of the three thousand (3,000) score points as follows: 2633 Y = (C/N) x 3,000 2634 Where: 2635 C = Lowest total price of all Proposers in Evaluation Phase 2636 3 2637 N = Total price for Proposer n 2638 Y = Price Proposal normalized score for Proposer n 2639 The normalized points for each Proposer’s Business/Technical Proposal, 2640 and Price Proposal will then be combined for a composite score and then 2641 all proposals will be ranked in numerical order from high to low 2642 composite score. 26436.5 CONTRACTOR SELECTION: 2644 The Proposer receiving the highest composite score at the end of Evaluation 2645 Phase 3 (Evaluation of Price Proposals) may be selected as the successful 2646 Proposer. However, County may select the next highest ranking Proposer if, as 209DATA MINING SOLUTION (DMS) RFP Page 67 JULY 8, 2009
  • 72. 211 2647 determined by County, County discovers problems with the highest ranking 2648 Proposer (e.g., insolvency, contract default, state or county debarment, any 2649 business practice or false, misleading or unrealistic information or pricing 2650 submitted in response to this RFP). Those Proposers not selected will be so 2651 notified. 2652 Upon selection of a successful Proposer, in accordance with the provisions of this 2653 RFP, a recommendation to commence contract negotiations with the selected 2654 Proposer may be made by the Evaluation Committee. County will enter into and 2655 complete contract negotiations with the selected Proposer. Appendix C (Sample 2656 Agreement) will serve as the foundation for contract negotiations. 26576.6 CONTRACT NEGOTIATIONS: 2658 After a prospective Contractor is recommended by the Evaluation Committee and 2659 accepted by the County, the County and prospective Contractor shall commence 2660 negotiating a contract for submission to the Board for its consideration and 2661 possible approval. If a satisfactory contract cannot be negotiated, as determined 2662 by County, County may begin contract negotiations with the next highest ranked 2663 Proposer, as determined by County. 2664 Also, if, as determined by County, County discovers problems with the Proposer 2665 with which County is negotiating (e.g., insolvency, contract default, state or 2666 county debarment, any business practice, or false, misleading, or unrealistic 2667 information or pricing submitted in response to this solicitation), then County 2668 may begin negotiations with the next highest ranked Proposer. 2669 County reserves the right to enter into simultaneous negotiations with more than 2670 one Proposer, as determined by County. County also reserves the right to 2671 terminate simultaneous negotiations with any Proposer with whom it is 2672 negotiating, at any time, as determined by County. 2673 Negotiations will be held at a site to be determined by County. 2674 A Proposer must be able to commence negotiations within three (3) working days 2675 of notification by County. 26766.7 FINAL CONTRACT AWARD BY BOARD OF SUPERVISORS: 2677 After a prospective Contractor has been selected and an Agreement has been 2678 successfully negotiated, County will submit the Agreement to County's Board of 2679 Supervisors for its consideration for approval. The Board is the ultimate decision 2680 making body and makes the final determinations necessary to arrive at a decision 2681 to award, or not award, a contract. 212DATA MINING SOLUTION (DMS) RFP Page 68 JULY 8, 2009

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