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  1. 1. COUNTY OF SPOTSYLVANIA, VIRGINIA REQUEST FOR PROPOSAL (RFP) FOR PROGRAM EVALUATION STUDY OF SPOTSYLVANIA COUNTY GOVERNMENT RFP NO. 05-02-03 August 24, 2004 I. NAME OF SOLICITING PUBLIC BODY County of Spotsylvania P.O. Box 215, 8800 Courthouse Road Spotsylvania, VA 22553 II. PURPOSE The Spotsylvania County Board of Supervisors is seeking proposals for the services of a consultant to undertake a program assessment and evaluation study of all County operations and departments. The program evaluation will include an analysis of the organizational structure, span of control, lines of authority, and fiscal accountability of County departments. Also, there will be an analysis of staffing, workloads, and departmental service levels. In addition, the study will provide an analysis of programs and services in terms of necessity and responsiveness to citizen needs. Comparisons will be made of other local government services and programs to those of the County. The consultant will provide recommendations for the most effective delivery
  2. 2. RFP # 05-02-03 of local government services, specifications of appropriate service standards, performance indicators, and projections of potential savings or costs based on implementing the recommendations. The final report will also contain an implementation plan. The Scope of Work detailing the performance requirements and deliverables required for the county government program evaluation study is contained in Section VI of this RFP. The purpose of this RFP is to solicit proposals from qualified consultants and to set forth the terms and conditions whereby Spotsylvania County may contract with the successful proposer (Consultant) to provide the program evaluation study described herein. A summary of qualifications which a consultant should possess in order to be considered for award of a contract is as follows: 1. The Consultant should have extensive working experience in conducting program evaluations studies of local governments and specifically in the Commonwealth of Virginia. 2. The Consultant should have extensive knowledge of local government operations, performance standards, and citizen concerns relating to local government services. 3. The Consultant should have extensive experience in reporting to and communicating with Board Members, top- level executives, and department directors. 4. The Consultant should have prior experience in a local government environment. 5. The Consultant should have extensive research resources to review current successful governance patterns of other local governments in Virginia. III. BACKGROUND INFORMATION Spotsylvania County is located approximately midway between Washington, DC and Richmond, VA. 2
  3. 3. RFP # 05-02-03 The FY05 budget for the Spotsylvania County government and schools is approximately 328 million dollars. The County government employs 645 full time employees. The County of Spotsylvania operates under the traditional form of government utilizing an elected Board of Supervisors and County Administrator. IV. INSTRUCTIONS TO PROPOSERS A. This procurement shall be conducted in accordance with the competitive negotiation procedures of the Spotsylvania County Procurement Policy. B. Eight copies of your proposal, including one on diskette in a Word compatible document, shall be submitted to: Ron Pennington, CPPO, Purchasing Manager Spotsylvania County Purchasing Department P.O. Box 215, 8800 Courthouse Road Spotsylvania, Virginia 22553 C. Questions related to this RFP and the contractor selection process should be directed to: Ron Pennington, CPPO, Purchasing Manager Phone: (540) 582-7055 ext. 230 Fax: (540) 582-6304 e-mail: Questions may be faxed or e-mailed to Spotsylvania County. All responses to inquiries will be in writing and will be provided to all prospective Proposers who have received an RFP from Spotsylvania County. Questions from Proposers must be received at Spotsylvania County by noon on Friday September 10, 2004 in order to ensure that the answers can be sent and received by the prospective Proposers for their consideration prior to the date proposals are due. D. All proposals must be in a sealed envelope or box and clearly 3
  4. 4. RFP # 05-02-03 marked in the lower left corner: "Sealed Proposal, RFP#05-02-03 Program Evaluation Study." Proposals not so marked or sealed shall be returned to the Proposer and will not be considered. Proposals shall clearly indicate the legal name, address and telephone number of the Proposer (company, firm, partnership, or individual). Proposals shall be signed above the typed or printed name and title of the individual signing on behalf of the Proposer. All expenses for making proposals for Spotsylvania County shall be borne by the Proposer. All proposals shall be received by 2:00 P.M. Friday , September 17, 2004. Any proposal received after this time and date will not be considered. The Proposer has the sole responsibility to have their proposal received by the Spotsylvania County Purchasing Department at the above address and by the above stated time and date. Please note that Federal Express and other overnight delivery services do not guarantee morning delivery to Spotsylvania, VA. Next day delivery usually arrives in mid-to-late afternoon. If you will be using one of these services for delivery of your proposal, please take this information into consideration. Clearly identified proprietary information will not be disclosed during the contractor/consultant selection process. E. The Proposer must submit a proposal that demonstrates and provides evidence that the Proposer is able to provide suitable services and has the capabilities, professional expertise, and experience to perform the described program evaluation study. The Proposer must also submit references which indicate other organizations to which the Proposer is providing and has provided similar services. F. Definitions: 1. Consultant: The successful Proposer or contractor who enters into a contract with Spotsylvania County to provide a county government program evaluation study. 2. County: Wherever the word "County" appears, it shall be understood to mean Spotsylvania County Government. 4
  5. 5. RFP # 05-02-03 3. Owner: Wherever the word "owner" appears, it shall be understood to mean the Spotsylvania County Government. G. Proposers are responsible for familiarizing themselves with the purpose and objectives of the County in securing a consultant to conduct the county government program evaluation study described herein. A pre-proposal conference will not be conducted. H. As a guideline, Spotsylvania County anticipates the following timetable for selection of a Consultant to perform and implement a government program assessment and evaluation study: Date Activity/Event August 24, 2004 Request For Proposal Issued September 10, 2004 Deadline for Questions is 12:00 noon September 17, 2004 Proposals Due Prior to 2:00 p.m. Deadline October 1, 2004 Evaluation of Proposals Completed by County Source Selection Committee (SSC) October 4, 2004 Notify Top Ranked Proposer(s) to be Interviewed October 12, 2004 Interviews with Top Ranked Proposers by SSC October 19, 2004 SSC Deliberations Completed, Notify County Administrator and successful Proposer November 9, 2004 Receive Approval from Spotsylvania County Board of Supervisors to Award Contract 5
  6. 6. RFP # 05-02-03 V. PROPOSAL REQUIREMENTS A. The proposal shall provide information necessary for Spotsylvania County to evaluate the expertise of the Proposer in conducting a county government programs assessment and evaluation study. The proposal shall document experience of the Proposer in performing other government program evaluation studies in the Commonwealth of Virginia or other states. The proposal shall also demonstrate the experience and capabilities of the Proposer in planning for interviews, working with elected officials, executives, and administrative groups, and demonstrating the Proposer’s knowledge of local government, and current issues. Each Proposer submitting a proposal shall include a statement that they are willing and able to provide all the services necessary to complete the project. The proposal evaluation criteria are set forth in greater detail in Section VII below. B. The proposal shall contain a CONCISE summary of the subject items described in the proposal evaluation criteria and should include the following sections: Methodology for conducting the program evaluation study; Information to be included in a program evaluation study; Past Experience and References; and Key Personnel. C. The proposal shall include a description of the key personnel (consultants, specialists) to be assigned to the project, their past experience, current certifications and availability. Proposers may submit with the proposal a resume of each of the Proposer's key personnel to be assigned the project. D. Proposal shall be limited to twenty typewritten pages excluding illustrative material typically found in a separate Exhibit or Appendix. E. Proposers shall provide the following information and documentation with their proposal documents: 1. Name of company (or other business entity) submitting 6
  7. 7. RFP # 05-02-03 proposal; 2. Type of business entity (e.g., corporation or partnership-- submit certificates of good standing; articles, by-laws, etc); 3. Place(s) of incorporation; 4. Name, location and telephone number of the Consultant’s representative to contact regarding all matters; 5. Name(s), address(es), and function(s) to be performed by any and all Subcontractors, vendors, partners, or consultants to be involved in performance of the contract work; 6. Federal Tax Identification Number; 7. Non-binding, good-faith estimates of time and costs of providing the county programs evaluation study and services where such estimates may be the subject of discussion between the County and the Proposer during the interview phase of the Contractor selection process. 8. The Proposer must provide a list of three references of other governmental organizations which have successfully utilized the proposer’s services in conducting a local government program evaluation study. The references must include telephone numbers and names of contact person. VI. PROGRAM EVALUATION STUDY SCOPE OF SERVICES The Consultant shall undertake a program assessment and evaluation study of all County operations and departments. The program evaluation will include an analysis of the organizational structure, span of control, lines of authority, and fiscal accountability of County departments. Also, there will be an analysis of staffing, workloads, and departmental service levels. In addition, the study will provide an analysis of programs and services in terms of necessity and responsiveness to citizen needs. Comparisons will be made of other local governments’ services and programs to those of the County. The consultant will provide recommendations for the most effective delivery of local government services, specifications of appropriate service standards and 7
  8. 8. RFP # 05-02-03 performance indicators, and projections of potential savings or costs based on implementing the recommendations. The final report will also contain an implementation plan. The following scope of services represents the envisioned study services to be provided. Scope of Services for Spotsylvania County Program Evaluation Study 1. The consultant shall furnish all necessary labor, materials and supplies to accomplish the study tasks described in the RFP. Spotsylvania County will provide adequate work space for the consultant as well as a liaison from the government to provide the necessary information and access to employees. The consultant must exhibit an understanding of the Government Auditing Standards set by the Comptroller General of the United States and the Government Accounting Standards Board in the methodology and approach used to perform the study scope of services. 2. Provide an analysis of the existing Spotsylvania County government organizational structure including spans of control, lines of authority, and fiscal accountability by department; 3. Analyze service levels, workload, and staffing by department; 4. Evaluate all programs and services offered in terms of necessity, efficiency, staffing, funding, and responsiveness to citizen needs; 5. Provide a cursory evaluation of the appropriateness of existing software and hardware relevant to each department’s mission; 6. Examine allocated personnel, equipment, and other resources to assess proper workload distribution; 7. Examine service standards, performance measurements, and management reporting for County departments; 8. Identify other local governments in Virginia as benchmarks or potential models to compare service delivery systems, policies, and programs to those in Spotsylvania County. 9. Develop projections of immediate and long term savings in capital or operating costs resulting from implementing program evaluation recommendations; and, 10. Develop plans to execute recommendations, including timeliness and 8
  9. 9. RFP # 05-02-03 identification of responsible parties for the next budgeting process beginning in FY06. 11. The consultant shall be responsible, at a minimum, for the following reports: 1. Monthly written progress reports to the County Administrator. 2. Issue twenty (20) copies of a Final Report which shall include, but shall not be limited to an executive summary, detailed findings and recommendations. 3. An oral presentation of the Final Report is to be presented to the Spotsylvania County Board of Supervisors by the consultant. 12. The program evaluation study shall be completed in all respects by the consultant in a time frame not to exceed 180 calendar days after contract award. VII. PROPOSAL EVALUATION CRITERIA The Spotsylvania County Source Selection Committee (SSC) will use the following criteria in its review and evaluation of the Proposals: a. Experience of the Proposer in providing local government program evaluation studies to other jurisdictions in the Commonwealth of Virginia, and with similar scope of work; b. Proposer’s understanding of the purposes and objectives of the program evaluation study to meet the needs of the Spotsylvania County Board of Supervisors and ultimately the citizens of Spotsylvania County; c. Qualifications and experience of the Proposer’s key personnel to be assigned to the program evaluation study including project manager and study project teams, and overall qualifications and experience of the Proposer and any subcontractors to be used. Also, the Proposer's commitment to provide identified personnel for the duration of the program evaluation study project; 9
  10. 10. RFP # 05-02-03 d. Proposer’s performance record and demonstrated ability to work with a governmental organization to provide the requested services, produce quality work, meet schedules, and manage a successful program evaluation study in a timely and efficient manner; e. Quality of the content of the proposal and the responsiveness to the Request for Proposal; f. Proposed technical approach and methodology in developing a local government program evaluation study. g. The sufficiency of financial resources and ability of the Proposer to perform the contract or provide the study services for the duration of any resulting contract; h. Cost of consultant to perform the program evaluation study and; i. References. The evaluation criteria will be utilized by the SSC to rate each proposal. Two or more of the highest rated qualifying proposers may be selected to be interviewed and make presentations, answer questions, and provide a demonstration of their proposed study methodology. The County of Spotsylvania reserves the right to negotiate and contract with any firm suited to provide the program evaluation study services and the County may engage one or more firms for this work. VIII. TERMS AND CONDITIONS A. RFP Proposal and Clarification Spotsylvania County reserves the right to request clarification of information submitted and to request additional information of one or more Proposers. Each Proposer shall examine the Request for Proposal documents and shall judge all matters relating to the adequacy and accuracy of such documents. Any inquiries, suggestions or requests concerning interpretation, clarification or 10
  11. 11. RFP # 05-02-03 additional information pertaining to the Request for Proposal shall be made in writing to Spotsylvania Countys Purchasing Manager. Spotsylvania County shall not be responsible for oral interpretations given by any employee, representative, or others. The issuance of a written addendum signed by Spotsylvania County's Purchasing Manager is the only official method whereby interpretation, clarification, or additional information can be given. Spotsylvania County will provide by mail to all Official RFP holders any addenda, which are issued to this Request for Proposal. Official RFP holders are those who obtain an RFP from the Spotsylvania County Purchasing Manager. B. Proposal Withdrawal Any Proposal may be withdrawn up until the time set above for the opening of the Proposal. Any Proposals not so withdrawn shall constitute an irrevocable offer for a period of 90 days to provide to Spotsylvania County the services set forth in Section VI. Program Evaluation Study Scope of Services. C. Contract Award Spotsylvania County reserves the right to accept or reject any or all Proposals, to waive irregularities and technicalities, and to request resubmission or additional information. Spotsylvania County reserves the right to award the contract to the most responsible and responsive Proposer, resulting in a negotiated agreement, which is most advantageous to and in the best interest of Spotsylvania County. Spotsylvania County shall be the sole judge and determiner of the Proposal and the resulting negotiated agreement which best serves the public interest, and Spotsylvania County’s decision shall be final. D. Contract Forms The contract entered into by Spotsylvania County and the Contractor shall consist of this Request For Proposal, any addendum issued, the proposal submitted by the Contractor, Spotsylvania Countys Standard Form Agreement, and any approved change orders issued, all of which shall be referred to collectively as the Contract Documents. 11
  12. 12. RFP # 05-02-03 E. Termination for Convenience Spotsylvania County shall have the right to terminate at Spotsylvania Countys convenience, with or without cause, any Contract resulting from this RFP by specifying the date of termination in a written notice. In this event, the Contractor shall be entitled to just and equitable compensation for any satisfactory work completed. All work produced shall become the property of Spotsylvania County. F. Assignment of Interest The Contractor shall not assign any interest in the resulting Contract and shall not transfer any interest in the same without prior written consent of Spotsylvania County, of which Spotsylvania County shall be under no obligation to grant. G. Release of Data No reports, information or data given to or prepared by the Contractor under the resulting Contract shall be made available to any individual or organization by the Contractor without the prior written approval of Spotsylvania County, which approval Spotsylvania County shall be under no obligation to grant. H. Gender Reference Words of any gender used in any Contract resulting from this RFP shall be held and construed to include any other gender, and words in the singular number shall be held to include the plural, and vise versa, unless the context otherwise requires. I. Binding Effect The terms, provisions, covenants and conditions contained in any resulting Contract shall apply to, insure to the benefit of, and be binding upon the parties hereto and upon their respective heirs, legal representatives, successors, and permitted assigns except as otherwise expressly provided. J. Governing Law 12
  13. 13. RFP # 05-02-03 The laws of the Commonwealth of Virginia shall govern any Contract resulting from this RFP. K. Non-Discrimination During the performance of any Contract resulting from this RFP, the Contractor agrees: Not to discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor. The Contractor shall post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. That in all solicitations or advertisements for employees placed by or on behalf of the Contractor to state that the Contractor is an equal opportunity employer. That notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this Section VIII, Subsection K. The Contractor shall include the provisions of the foregoing paragraphs 1,2, and 3 in every purchase order for vendor(s) associated with Spotsylvania County. L. Insurance During the performance of any Contract resulting from this RFP, the Contractor shall have and keep current insurance whichever is greater in scope or amount as follows: Worker's Compensation Insurance in compliance with all states in which Contractor does business, including coverage B Employer's liabilities in not less than the following amounts: 13
  14. 14. RFP # 05-02-03 1. Bodily Injury by accident $100,000 for each accident; 2. Bodily Injury by disease, $500,000 policy limit; 3. Bodily Injury by disease, $100,000 for each employee. Public Liability insurance in amount not less than $1,000,000 for any occurrence involving bodily injury, and not less than $1,000,000 for any occurrence involving property damage. This coverage shall include contractual liability, broad form property damage, independent contractors, and personal injury. Automobile liability insurance in an amount not less than $500,000 combined single limits bodily injury and property damage. This coverage shall include liability for the use of hired and non-owned vehicles. The insurance specified herein shall name Spotsylvania County as additional insured with regard to work performed under any subsequent Contract. The policy(ies) shall provide that Spotsylvania County is to receive written notice by certified mail, sixty (60) days in advance of cancellation or alteration of the policy(ies). Contractor shall provide Spotsylvania County with copies of certificates of insurance coverage and proof of payment of all premiums. M. Ethics in Public Contracting Contractor hereby certifies that it has familiarized itself with Article 4 of Title 11 of the Virginia Public Procurement Act, Section 11-72 through 80, Virginia Code Annotated, and that all amounts received by it, pursuant to this procurement, are proper and in accordance therewith. N. Partial Invalidity Neither any payment for, nor acceptance of, the whole or any part of the services by Spotsylvania County, nor any extension of time, shall operate as a waiver of any provision of any Contract resulting from this RFP, nor of any power herein reserved to Spotsylvania County, or any right to damages herein provided, nor shall any waiver of any breach of any Contract be held to be 14
  15. 15. RFP # 05-02-03 a waiver of any other or subsequent breach. Failure of Spotsylvania County to require compliance with any term or condition of any Contract shall not be deemed a waiver of such term or condition nor a waiver of the subsequent enforcement thereof. O. Release and Ownership of Information Spotsylvania County shall make a good faith effort to identify and make available to the Contractor all non-confidential technical and administrative data in Spotsylvania Countys possession which Spotsylvania County may lawfully release including, but not limited to contract specifications, drawings, correspondence, and other information specified and required by the Contractor and relating to its work under this Contract. Spotsylvania County reserves its rights of ownership to all material given to the Contractor by Spotsylvania County and to all background information, documents, and computer software and documentation developed by the Contractor in performing any Contract resulting from this RFP. P. Indemnity The Contractor shall indemnify and hold harmless Spotsylvania County against all claims, damages, losses and expenses, including but not limited to attorney's fees, arising out of or resulting from the performance of the work described herein, provided that any such claims, damages, losses or expenses (1) are attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, including the loss of use resulting therefrom, and (2) are caused in whole or in part by any negligent acts or omissions of the Contractor, any Subcontractor, or anyone directly or indirectly employed by any of them, regardless of whether or not it is caused in part by a party indemnified hereunder. This indemnification clause shall apply to the fullest extent permitted by law. Q. Subcontractors and Assignments The Contractor shall not sublet or assign this Contract or any portion thereof without the prior written consent of Spotsylvania County. In seeking consent for any subcontract or assignment, 15
  16. 16. RFP # 05-02-03 the Contractor shall furnish all information required by Spotsylvania County to permit Spotsylvania County to ascertain the qualifications of the proposed Subcontractor to perform the work, and the Contractor shall submit a copy of the subcontract to Spotsylvania County for approval. The subcontract shall incorporate by reference all provisions and conditions of the Contract resulting from this RFP. Spotsylvania County’s approval of a Subcontractor shall not relieve the Contractor of any of its responsibilities, duties or liabilities hereunder. The Contractor shall continue to be responsible to Spotsylvania County for performance of the Subcontractor and the Subcontractor, for all purposes, shall be deemed to be an agent or employee of the Contractor. Nothing in the Contract resulting from this RFP or any subcontract shall create any contractual relationship between any Subcontractor and Spotsylvania County. R. Examination of Records The Contractor agrees that Spotsylvania County or any duly authorized representative shall, until the expiration of three (3) years after final payment hereunder, have access to and the right to examine any and copy any directly pertinent books, documents, papers and records of the Contractor involving transactions related to any Contract resulting from this RFP. The period of access provided in this paragraph for records, books, documents, and papers and software which may be related to any arbitration, litigation, or the settlement of claims arising out of the performance of any subsequent contract or any subsequent Contracts with vendors shall continue until disposition of any appeals, arbitration, litigation, or claims. S. Hold Harmless The Contractor, in any Contract resulting from this RFP, shall pay all royalties and license fees necessary for performance of the Contract. The Contractor shall defend all suits or claims for infringement of any patent rights or any other proprietary rights arising from or related to performance of the resulting Contract and shall save Spotsylvania County harmless from any and all loss, including reasonable attorneys' fees, on account thereof. 16
  17. 17. RFP # 05-02-03 T. Attorney's Fees In the event of any action brought by either party against the other to enforce any of the obligations hereunder or arising out of any dispute concerning the terms and conditions hereby created, the losing party shall pay the prevailing party such reasonable amounts for fees, costs and expenses as may be set by the court. U. Utilization of Information As may be allowed by law, any information, ideas, or concepts that the County receives during the procurement process from any Proposer’s written proposal, any discussion or interview with the Proposer or as a result of any portion of the procurement process for the services described in this Request for Proposal shall become the property of Spotsylvania County. Spotsylvania County may use this information for any purpose without compensation to the Proposer from whom the information was received. __________________________ Ron Pennington, CPPO Date Spotsylvania County Purchasing Manager 17
  18. 18. Spotsylvania County County Citizens Commonwealth's Board of Commissioner of Registrar Sheriff Treasurer Clerk of Court Circuit Court Attorney Supervisors Revenue Juv. & General Communications Court County Assessment Domestic District County Attorney Services Unit Administrator Court Court Fire & Rescue Economic Information Code Compliance Parks & Recreation Human Resources Social Services Emerg. Services Development Services General Buildings/ Tourism General Services Animal Warden Finance Utilities Planning Grounds Refuse Recycling/ Customer Wishner Purchasing Utilities Admin. Collection Litter Control Service Sewage Refuse Garage Maintenance Ni River Water FMC Sewage Disposal Operations Massaponax W/S Thornburg Sewage Transmissions Sewage Biosolids Inflitration/ Line Location Applications Inflow
  19. 19. RFP # 05-02-03 19