Public Social Services Department / RFP Body

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Public Social Services Department / RFP Body

  1. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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

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