attention all bidders

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JEFFERSON COUNTY COMMISSION
PURCHASING DIVISION
ROOM 830 COURTHOUSE
BIRMINGHAM, ALABAMA 35203-0009
OFFICE: (205)325-5381/FAX: (205)325-5221
PRINCIPAL BUYER: DEBORAH SCALES
JULY 21, 2010
RFP NO: 171-10
Prospective Offerors
171-10
(Full document can be viewed and downloaded at http://paca.jccal.org)
MONITORING JEFFERSON COUNTY WORKFORCE DEVELOPMENT
SEALED PROPOSAL FOR:
PROGRAMS
Deborah Scales, Principal Buyer
REQUEST FOR PROPOSALS WILL
Room 830, 716 Richard Arrington Blvd North
BE RECEIVED BY:
Birmingham, AL 35203
***IMPORTANT SOLICITATION DATES***
PROPOSAL DUE DATE:
PROPOSAL OPENING DATE:
AUGUST 18, 2010 by 5:00 PM
AUGUST 19, 2010 at 2:00 PM
(Central Standard Time)
(Central Standard Time)
Return responses to this Request for Proposal in a sealed envelope marked:
“RFP #171-10 FOR MONITORING JEFFERSON COUNTY WORKFORCE DEVELOPMENT PROGRAMS”
REQUEST FOR PROPOSAL OPENING WILL BE HELD AT:
Jefferson County Courthouse
Purchasing Department, Room 830
716 Richard Arrington Jr. Blvd North
Birmingham, Alabama 35203-0009
TO:
REQUEST FOR PROPOSAL NO.:
NOTIFICATION OF INTENT:
All recipients of this solicitation notice must indicate intent to submit a proposal. Those vendors submitting a Notification
of Intent will be sent a complete copy of any related addendum, answers to inquiries, etc. pertaining to this RFP.
Notification of intent must be faxed to (205) 325-5221 or e-mailed to Deborah Scales at [email protected] no later than
JULY 28, 2010. Full document can be viewed and downloaded at http://paca.jccal.org
TELEPHONE INQUIRIES – NOT ACCEPTED:
Telephone inquiries with questions regarding clarification of any and all specifications of the RFP will not be accepted. All
questions must be written and faxed to (205)325-5221or e-mailed to Deborah Scales at [email protected] no later than the
end of business, JULY 29, 2010, 5:00 p.m. CST
Submissions may be withdrawn, modified, and resubmitted prior to the formal proposal opening due date. Any submission
modification(s) submitted after the “Proposal Opening Due Date” will not be considered.
The County reserves the right to accept or reject any or all proposals, or any part of any proposal, and to waive any
informalities or irregularities in the proposal.
All costs incurred by the company to respond to this solicitation may be wholly the responsibility of the Offeror. All copies
and contents of the proposal, attachments, and explanations thereto submitted in response to this RFP, except copyrighted
material, shall become the property of the Jefferson County Commission regardless of the Consultant selected.
Response to this solicitation does not constitute an agreement between the Offeror and the County.
The County is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of
the County, or any other means of delivery employed by the Offeror. Similarly, the County is not responsible for,
and will not open, any proposal responses which are received later than the date and time indicated above. Late
proposal responses will be retained in the RFP file, unopened.
Released by:
_____________________________________________________________
REQUEST FOR PROPOSAL
# 171-10
“MONITORING JEFFERSON COUNTY WORKFORCE
DEVELOPMENT PROGRAMS”
Deborah Scales, Principal Buyer
Room 830*716 Richard Arrington Jr. Blvd North
Birmingham, Alabama 35203
Phone: (205) 325-5381
Email: [email protected]
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DEBORAH SCALES
JULY 21, 2010
RFP NO: 171-10
REQUEST FOR PROPOSAL
Sealed Proposals, one (1) original and three (3) copies, marked “MONITORING JEFFERSON COUNTY
WORKFORCE DEVELOPMENT PROGRAMS” will be received by the Principal Buyer, Room 830 * 716 Richard
Arrington Jr. Blvd North, Birmingham, Alabama.
Proposals will be accepted until 5:00 P.M. Central Time (standard or daylight savings time, as applicable) on AUGUST 18,
2010. Proposals submitted after this date may not be considered.
Proposals will be opened at 2:00 P.M. on AUGUST 19, 2010.
Proposals may be withdrawn, modified, and resubmitted prior to the formal proposal due date. Modifications submitted in
any other manner will not be considered.
All costs incurred by the company in the preparation of this response, or costs incurred in any other manner in responding to
this proposal may be wholly the responsibility of the company. All responses, materials, supporting materials,
correspondence and documents submitted by the company in response to this Proposal become the property of Jefferson
County and will not be returned to the company.
The County is not responsible for delays occasioned by the U. S. Postal Service, the internal mail delivery system of
the County, or any other means of delivery employed by the Offeror. Similarly, the County is not responsible for, and
will not open, any proposal responses, which are received later than the date and time, indicated above. Late
proposals will be retained in the RFP file, unopened.
TERM OF CONTRACT
Any contract resulting from this RFP will become effective upon bid award or within 30 days of award notification, approval
of the County Commission and purchase order is issued. Contract will expire on OCTOBER 1, 2011. However, the
contract may be extended, at the County’s option, for a period of up to two (2) additional years, not to exceed a total of three
(3) years.
INQUIRIES
Questions about this RFP should be directed in writing, via e-mail to Deborah Scales at the address shown below, no later
than the end of business JULY 29, 2010. Correspondence with individuals other than those listed herein will not be allowed:
Deborah Scales, Principal Buyer
E-Mail: [email protected]
INTERPRETATIONS AND ADDENDA
No interpretation or modification made to any respondent as to the meaning of the RFP shall be binding on the Jefferson
County Commission unless submitted in writing and distributed as an addendum by the Jefferson County Purchasing
Department. Interpretations and/or clarifications shall be requested in writing and directed to Deborah Scales,
Jefferson County Purchasing Division, 830 Courthouse, 716 Richard Arrington Jr. Blvd. North, Birmingham, AL
35203, (Fax 205 325-5221) or (e-mail: [email protected]) Verbal information obtained otherwise will not be considered
in awarding of contract. All addenda shall become part of the RFP.
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JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DEBORAH SCALES
JULY 21, 2010
RFP NO: 171-10
REQUEST FOR PROPOSAL (CONTINUED)
NOTIFICATION OF INTENT
All recipients of this solicitation notice must indicate intent to submit a proposal. Those vendors submitting a Notification of
Intent will be sent a complete copy of any related addendum, answers to inquiries, etc. pertaining to this RFP. Notification of
intent must be faxed to (205) 325-5221 or e-mailed to Deborah Scales at [email protected] no later than JULY 28, 2010.
Full document can be viewed and downloaded at http://paca.jccal.org
BID ACCEPTANCE/REJECTION
The Jefferson County Commission expressively reserves the right to reject any and all proposals, or parts of proposals, and to
make the award or awards as the best interest of the county appears. If, in the opinion of the County, multiple awards are
warranted to ensure sufficient personnel is available when needed, there will be a primary and secondary award for
this proposal.
SCOPE OF WORK
The Jefferson County Work Investment Act monitor shall be responsible for conducting the monitoring of all contractors.
The monitor shall review a sample of participant files to determine eligibility. Files shall contain evidence of pertinent client
activity records; program activities and services to participants including review of classroom training. OJT, work
experience, supportive services information will be included as well. If necessary, the monitor will interview participants,
staff, instructors and employers. The monitor will review actual actual-versus-planned activities to assess progress toward
goals and objectives. The review will include the identification of problems (existing or emerging) and initiate corrective
actions as appropriate. Reviews of compliance with established accounting and internal control; fiscal and procurement
policies and procedures; and examine claims for reimbursements and verify against financial records; in compliance with 29
CFR 97.20(a) –(c).
PURPOSE AND OBJECTIVE
To provide fiscal and program monitoring for 22-25 sub recipients and providers of JEFFERSON COUNTY WORKFORCE
DEVELOPMENT for program year 2009-2010.
AWARDEE MUST PERFORM THE FOLLOWING TASKS:
PROGRAM MONITORING
Program monitoring ensures that contracted services are carried out. It also addresses ‘eligibility' of participants, counseling,
orientation, preparation for training and placement, and delivery of all services specified in the contract.
PERFORMANCE MONITORING
Performance monitoring ensures the contractor is providing said services and said services are provided in conformance with
standards specified in the contract and WIA regulations incorporated in the contract.
COMPLIANCE MONITORING
Compliance monitoring ensures the contractor is carrying out the stated terms and conditions of the contract that are
administrative.
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JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DEBORAH SCALES
JULY 21, 2010
RFP NO: 171-10
REQUEST FOR PROPOSAL (CONTINUED)
FISCAL MONITORING
Fiscal monitoring ensures the contractor has financial systems in place required by contract terms. It also ensures the
contractor’s financial performance is commensurate with program performance.
MONITORING REPORT
Each on-site monitoring visit will be documented by a written report. Monitoring reports are official records of JCWIA staff
reviews of contractor's program at a certain point identified in the period of performance. It constitutes the basis for future
assessment. Monitor's findings are available for federal, state and public inspection. Monitoring reports will be prepared on
all on-site visits and when combined with the desk review report, will provide the background of the program, follow-up on
previous findings, current findings, (positive or negative), and recommendations (if any) for corrective action with timeline
for implementation. Any regular or special review and any technical assistance provided to the contractor are also included in
the report. Contractor shall provide the county with one (1) original hard copy and one (1) disk in 2003 Microsoft word or
excel format.
The monitoring report is issued as promptly as possible to make the information available for timely consideration and action
by the management of both the JCWIA and program operators. If there are significant findings, a copy shall be distributed to
the contractor identifying definitive corrective actions that may be taken. Contractor will provide the county with copies of
all work papers.
RELEASE OF MONITORING REPORT
The original copy of the completed monitoring report and copies of wok papers shall be filed in the contract folder and shall
be available for review by federal and state officials.
RETENTION OF MONITORING REPORT
The original copy of the completed monitoring report and copies of work papers and other records related to the monitoring
activities must be retained for three years from the date of submission of the final expenditure reports regarding the funding
sources being monitored. Should any litigation, claim, audit or other action involving the records starts before the expiration
of the three year period, the records must be retained until completion and resolution of all such actions or until the end of the
three-year period, whichever is later.
CORRECTIVE ACTION
Through desk and on-site reviews, the JCWIA monitor makes recommendations in the monitoring report for corrective action
on identified problem areas.
5
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DEBORAH SCALES
JULY 21, 2010
RFP NO: 171-10
REQUEST FOR PROPOSAL (CONTINUED)
REVIEWER
The review will include the identification of problems (existing or emerging) and initiate corrective actions as appropriate.
Performance outcomes reviewed will include: Entered Employment Rate, Employment Retention Rate, Earnings Change in
six months, Credential Rate, Literacy/Numeracy Rate as indicated, and for Younger Youth, Skill Attainment Rate, and
Diploma or Equivalent Attainment Rate; and for all participants, Customer Satisfaction. Reviews of administrative and
management policies and procedures will be conducted to determine compliance with EEO and nondiscrimination reporting
requirements and if grievance procedures exist and complaints are resolved in accordance with established procedures.
Reviews of compliance with established accounting and internal control; fiscal and procurement policies and procedures; and
examine claims for reimbursements and verify against financial records; and other supporting documentation will be
conducted by the appropriate JCWIA fiscal staff or contracted agency.

FREQUENCY
Compliance monitoring will be conducted a minimum of once each program year. Performance monitoring will
be conducted a minimum of once each program year through desk review and on-site visits. The quality' of this
data analyses depends on the capabilities of the contractor's management information system to generate timely
and accurate reports.

TECHNICAL ASSISTANCE
Technical Assistance is formal or informal training provided to contractors independently as a result of an
identified need revealed through a monitoring review.

PROBLEM SOLVING/ CORRECTION
A major element of monitoring is problem correction and/or problem solving. Technical assistance may be
offered to strengthen Contractor's performance as well as prevent weaknesses from becoming problem areas
which require correction. This may be as simple as identifying a lack of procedure or an actual procedure
which, if continued, will produce deficiencies.
PROBLEM IDENTIFICATION/ ANALYSIS
Problem areas and other deficient conditions will be analyzed and discussed so that difficulties encountered by contractors
can be presented with a balanced perspective in the monitoring report. Difficulties/problems are essentially deviations from a
usual or desired condition. The JCWIA monitor will explain to the contractor what constitutes an acceptable condition.
CORRECTIVE ACTION PLAN
The type and extent of the problem encountered may require action at more than one level.

TECHNICAL ASSISTANCE OR ADDITIONAL INFORMATION:
Will be provided when deficient condition is caused by inadequate information or training.

CORRECTIVE ACTION PLAN:
The contractor must implement the recommended corrective action in accordance with the adopted plan and within the
timeframe indicated by the monitor in his /her monitoring report. The implementation will be closely followed-up by the
monitor (1) to determine the overall efficiency and effectiveness of the approach, and (2) to measure progress toward
6
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DEBORAH SCALES
JULY 21, 2010
RFP NO: 171-10
REQUEST FOR PROPOSAL (CONTINUED)
resolving the problem. The contractor is required to respond in writing to the monitor's recommendations to
acknowledge that the corrective action plan is being implemented.

DIRECTIVE:
If the problem has resulted from an incorrect practice, discontinuation of the practice and substituting a correct procedure
will alleviate or resolve the problem.

POLICY CHANGE:
Some procedures may not be workable in a particular circumstance. The monitor will submit appropriate
recommendation for procedure change to allow performance to be acceptable.
As the final step in the monitoring process, the monitor will follow-up on corrective action recommendations as well as on
the results of any technical assistance. The monitor may also extend the target date for completion of the corrective action if
the contractor's request for extension is reasonable and has provided justification for such action.
Follow-Up Methodology
If a corrective action is crucial to the operation of the program or is required immediately to resolve a problem
involving questioned costs, a follow-up visit for the purpose of ensuring that the correction action has been
implemented may be necessary. In other situations corrective actions may be followed-up during the course of the
next regular monitoring visit (this may be specified in the monitor’s report or follow-up letter).
Correction actions may be verified through a desk review. Data documentation may be submitted by the contractor
in response to a monitoring report.
Follow-up to verify eligibility and services, in addition to a review of participant records conducted by the monitor
in the course of the on-site monitoring visit, the JCWIA staff will review data entry information for affected
participants in the State’s data entry system (AlaWorks).
In the case of incomplete participant files reviewed during site visits, the monitor may allow
the submission of photocopies of missing data for purposes of data validation. The
Contractor's cooperation will be required to obtain the evidence.
In the event of any inconsistencies, Contractor’s will be contacted regarding such inconsistencies and will be
informed of the appropriate corrective action (including a specific period of time to address the situation or
implement the correction action).
SELECTION CRITERIA
All submissions will be independently reviewed by the Jefferson County Economic Development and the Jefferson County
Commission Purchasing Department. Award criteria will be based on an evaluation of the individual or firm’s 1)
Experience 2) Capacity 3) Program Approach, 4) Time Frame for Performance/Report turn-a round time and 5)
Price. The determination of services to be provided from this solicitation will become effective upon award (or within 30
days of award notification and approval of the County Commission).
7
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DEBORAH SCALES
JULY 21, 2010
RFP NO: 171-10
REQUEST FOR PROPOSAL (CONTINUED)
SELECTION CRITERIA (cont’d)
Failure of any Offeror to receive or examine any form, instrument, addendum or other document shall in no way relieve any
Offeror from any obligation with respect to their proposal or to any contract resulting from this proposal. The submission of
a proposal shall be taken as conclusive evidence of compliance with this condition. Failure to meet this condition may result
in rejection of any offering on this proposal.
SUBMISSION INSTRUCTIONS
All costs incurred by the company to respond to this solicitation will be wholly the responsibility of the Offeror. All copies
and contents of any proposal, attachment, and explanation thereto submitted in response to this RFP, except copyrighted
material, shall become the property of the Jefferson County Commission regardless of the Vendor selected. Any materials
submitted in response to this solicitation shall not be returned.
Submittals should include one (1) original hard copy (“marked original”) and (3) copies on compact disc, arranged in the
following format;
A. Introduction: provide a brief letter of introduction on the firm’s letterhead identifying the proposal contents
B. Experience: provide a profile of experiences including resume that the individual has performed work on
similar projects in accordance with the scope of services
C. Firm Capability: Resume(s) of staff that will be assigned to perform this service and the key function(s) they
will perform; (Failure to include this information may be deemed as nonresponsive)
D. Program Approach: Offeror must describe in detail in their proposal how they will fulfill the requirements as
described in the scope of services in this RFP
E. Timeframe for Perfomance: provide a turn-a-round time for completing your report
F. References: provide contact information for five (5) references for the most recent projects your company has
been awarded similar to the scope of services to be provided
G. Required Forms (price structure, non-collusion affidavit, and signature page). The forms may not be
altered or substituted. Offerors that do not use the forms within this RFP may be deemed as
nonresponsive. However, Offerors may include additional data to provide explanation as needed.
H. Price: (Fee Schedule including hourly rates for each individual to be assigned to the project.)
I. Contract: Offerors may provide a contract to provide proposed services for consideration by Jefferson
County Commission.
AWARD OF SERVICES
The award of services, will be made to the most qualified, responsive, and responsible Offeror as determined in accordance
with the evaluation criteria, policies and procedures solely identified by Jefferson County. The determination of services to
be provided by selected Offeror shall be at the sole discretion of Jefferson County.
OFFEROR QUALIFICATIONS
1. Offeror must be financially stable (vendor may be requested to submit evidence of financial position).
2. Offeror must have all necessary business licenses as required by State and County.
INVOICING
All invoices must agree with the purchase order in description and price and include the following information: 1) Purchase
Order Number; 2) Ship-to Department name and address. Title Commitment updates will be invoiced with the same original
number plus the addition of a letter for use by the Finance Department. “A” for first update, “B” for second update, etc.
In order to ensure prompt payment, ALL ORIGINAL INVOICES* MUST BE SENT TO:
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JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DEBORAH SCALES
JULY 21, 2010
RFP NO: 171-10
REQUEST FOR PROPOSAL (CONTINUED)
INVOICING(cont’d)
Keith A. Strother, Economic Development Manager
Jefferson County Workforce Development
Jefferson County Commission
3420 3rd Avenue South
Birmingham, Alabama 35222
*If invoice does not agree with purchase order, credits or a corrected invoice will be required in order for the County to
process payment. Invoices that do not reference an authorized Purchase Order will be returned to the vendor.
THIRD-PARTY “REMIT-TO”
If Offeror has a third-party “remit-to” company, that information must appear on the Offeror’s response. Jefferson County
will send payment to the company designated by Offeror on its response, but will not be responsible for resolving payment
issues, should the Offeror change payment processing companies after a payment has been mailed or without forty-five (45)
days written notification to the Purchasing and Accounting division of Jefferson County.
CANCELLATION
Failure to deliver as specified and in accordance with the RFP submitted, including promised delivery will constitute
sufficient grounds for cancellation of the order at the option of the County Commission.
SOLE CONTRACTOR/IMPLEMENTER
The Jefferson County Commission intends to award the contract to a sole contractor. The successful Offeror shall assume
total responsibility for all Deliverables whether a sub-contractor or third-party produces them in whole or in part. Further,
the County will consider the successful Offeror to be the sole point of contact with regard to contractual matters, including
payment of all charges resulting from the Contract. The successful Offeror will be fully responsible for any default by a subcontractor, just as if the successful Offeror will be solely responsible for the success of the entire Project.
GOVERNING LAW/DISPUTE RESOLUTION
The parties agree that the contract is made and entered into in Jefferson County, Alabama, and that all services, materials and
equipment to be rendered pursuant to said contract agreement are to be delivered in Jefferson County, Alabama. The
interpretation and enforcement of this Agreement will be governed by laws of the State of Alabama. The parties agree that
jurisdiction and venue over all disputes arising under this Agreement shall be the circuit Court of Jefferson County Alabama,
Birmingham Division.
TERMINATION OF CONTRACT
This contract may be terminated by the County with a thirty (30) day written notice to the other party regardless of reason.
Any violation of this agreement shall constitute a breach and default of this agreement. Upon such breach, the County shall
have the right to immediately terminate the contract and withhold further payments. Such termination shall not relieve the
contractor of any liability to the County for damages sustained by virtue of a breach by the contractor.
GUARANTEE
Offeror certifies by bidding, that he is fully aware of the conditions of service and purpose for which item(s) included in this
bid are to be purchased, and that his offering will meet these requirements of service and purpose to the satisfaction of the
Jefferson County Commission and its agent.
OTHER BENEFITS AND COMPENSATION
There are no other benefits or compensation except as listed in Method of Payment below.
9
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DEBORAH SCALES
JULY 21, 2010
RFP NO: 171-10
REQUEST FOR PROPOSAL (CONTINUED)
PRICES
Shall include all billable charges related to the successful performance of this contract.
METHOD OF PAYMENT
Offeror will be paid monthly after submission and approval of an itemized invoice showing date of service, name of resident,
staff member, etc. and legal or consultation service provided.
TAX
Jefferson County is exempt from all tax. Successful offeror is responsible for all Federal, State, and Local taxes that are due
as a result of this transaction. These taxes are not deducted from monthly payment.
INDEPENDENT CONTRACTOR
The Offeror acknowledges and understands that the performance of this contract is an independent contracting individual
and/or agency and, as such, the Offeror is obligated for all applicable taxes and neither the County nor the using department
will be obligated for same under this contract.
WORKMEN’S COMPENSATION
FICA taxes, Occupational Taxes, all applicable Federal, State and Local taxes:
The Offeror acknowledges and understands that the performance of this contract is an independent contracting
individual and/or agency and, as such, the Offeror is obligated for all applicable taxes and neither the County nor the
using department will be obligated for same under this contract.
NON-DISCRIMINATION POLICY
The Jefferson County Commission is strongly committed to equal opportunity in solicitation of RFP’s. The County
encourages Offerors and proposers to share this commitment. Each Offeror submitting a proposal agrees not to refuse to
hire, discharge, promote, demote, or to otherwise discriminate against any person otherwise qualified solely because of race,
creed, sex, national origin or disability.
NEGOTIATIONS
Jefferson County reserves the right to enter into contract negotiations with the selected Offeror. If the County and the
selected Offeror cannot negotiate a successful contract, the County may terminate negotiations and begin negotiation with the
next selected Offeror. This process will continue until a contract has been executed or all proposals have been rejected. No
Offeror shall have any rights against the County arising from such negotiations.
BREACH AND DEFAULT
Any violation of this Agreement shall constitute a breach and default of this agreement shall be cause for termination. Upon
such termination Offeror shall immediately refund to the County all amounts paid by the County pursuant to this Agreement.
10
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DEBORAH SCALES
JULY 21, 2010
RFP NO: 171-10
REQUEST FOR PROPOSAL (CONTINUED)
INSURANCE
The successful Offeror will maintain such insurance as will protect him and the County from claim under Workmen's
Compensation Acts, and from claims for damage and/or personal injury, including death, which may arise from operations
under this contract. Insurance will be written by companies authorized to do business in Jefferson County, Alabama and
shall include Jefferson County, Alabama as Added Additional Insured By Endorsement including a thirty (30) day(s)
written cancellation notice. Evidence of insurance will be furnished to the Purchasing agent not later than seven (7) day(s)
after Purchase Order/contract date. Successful Offeror is also required to include the RFP number on the evidence of
insurance.
Comprehensive Form including Premises/Operation, Products/Completed Operations, Contractual, Independent
contractors, Broad Form property damage and personal injury.
Automobile Liability:
$1,000,000 - Bodily injury and property damage combined coverage
Any automobile including hired and non-owned vehicles
Workers Compensation and Employers Liability:
$100,000 - Limit each occurrence
Umbrella Coverage:
$1,000,000 - Each occurrence
$1,000,000 - Aggregate
Added Additional Insured By Endorsement:
Jefferson County, Alabama
30 day(s) written cancellation notice
Under Description of Operations/Locations/Vehicles/Exclusions Added by Endorsement/Special
Provisions enter the BID/RFP Number, Project Number or Purchase Order Number Covered by
The Certificate of Insurance
ENTIRE CONTRACT
This RFP and any resulting contract sets forth the entire agreement between the Parties with respect to the subject matter
thereof and shall govern the respective duties and obligations of the Parties.
MODIFICATION OF CONTRACT
This contract may be modified only by a written amendment executed by all Parties hereto. All change orders, where
required, shall be executed in conformance with the policies and procedures of the Jefferson County Commission.
STATEMENT OF CONFIDENTIALITY
Offeror agrees that any information accessed or gained in performance of those duties will be maintained in absolute
confidence and will not be released, discussed, or made known to any party or parties for any reason whatsoever, except as
required in the conduct of duties required, or where disclosure is required by law or mandated by a court of law.
PROTECTION DAMAGE
Offeror will be responsible for any damage to property of the County or others caused by him/her, any employee or subcontractor, and will replace and make good such damage. The Offeror will maintain adequate protection to prevent damage
to his/her property and the property of others, and will take all necessary precautions for his/her safety and the safety of
others. The Offeror will comply with all safety laws and regulations in effect in the locality.
11
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DEBORAH SCALES
JULY 21, 2010
RFP NO: 171-10
REQUEST FOR PROPOSAL (CONTINUED)
CONFLICT OF INTEREST
The Offeror declares that, as of the date of this contract, neither the County nor any County Commissioner nor any Director
nor any other Jefferson County Government official is directly or indirectly interested in this contract or any contract with the
Offeror for which compensation will be sought during the period of time this contract is being performed, and, furthermore,
the Offeror pledges that he/it will notify the Purchasing Manager in writing should it come to his/its knowledge that any
County official becomes directly or indirectly interested in the contract or any contract the Offeror for which compensation
will be sought during the aforesaid period. In addition, the Offeror declares that, as of the date of this contract, neither he/it
nor any of his/its officers or employees have given or donated or promised to give or donate, either directly or indirectly, to
any official or employee of the Jefferson County Commission, or to anyone else for the County’s benefit, any sum of money
or other thing of value for aid or assistance in obtaining this contract with the County under which compensation will be
sought during the period of time this contract is being performed and furthermore, that neither the Offeror nor any of his/its
officers or employees will give or donate or promise to give or donate, directly or indirectly, to any official or employee of
the Jefferson County Commission, or to anyone else for the County’s benefit, any sum of money or other thing of value, for
aid or assistance in obtaining any amendment to this contract with the Offeror for which compensation will be claimed during
the period of time this contract is being performed
COUNTY FUNDS PAID
Successful offeror must certify by the execution of Purchase Order Agreement that no part of the funds paid by the County
pursuant to this agreement nor any part of the services, products or any item or thing of value whatsoever purchased or
acquired with said funds shall be paid to, used by or used in any way whatsoever for the personal benefit of any member or
employee of any government whatsoever or family member of any of them, including federal, state, county and municipal
and any agency or subsidiary of any such government; and further certify that neither the Offeror nor any of its officers,
partners, owners, agents, representatives, employees or parties in interest has in any way colluded, conspired, connived, with
any member of the governing body or employee of the governing body of the County or any other public official or public
employee, in any manner whatsoever, to secure or obtain this Agreement and further certify that, except as expressly set out
in the scope of work or services of this Agreement, no promise or commitment of any nature whatsoever of any thing of
value whatsoever has been made or communicated to any such governing body member or employee or official as
inducement or consideration for this Agreement.
Any violation of this certification shall constitute a breach and default of this Agreement which shall be cause for
termination. Upon such termination, Offeror shall immediately refund to the County all amounts paid by the County
pursuant to this Agreement.
12
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DEBORAH SCALES
JULY 21, 2010
RFP NO: 171-10
REQUEST FOR PROPOSAL (CONTINUED)
HOLD HARMLESS AND INDEMNIFICATION
Contracting party agrees to indemnify, hold harmless and defend Jefferson County, Alabama, its elected officers and
employees (hereinafter referred to in this paragraph collectively as “County”), from and against any and all loss expense or
damage, including court cost and attorney’s fees, for liability claimed against or imposed upon County because of bodily
injury, death or property damage, real or personal, including loss of use thereof arising out of or as a consequence of the
breach of any duty or obligations of the contracting party included in this agreement, negligent acts, errors or omissions,
including engineering and/or professional error, fault, mistake or negligence of Contractor, its employees, agents,
representatives, or subcontractors, their employees, agents or representatives in connections with or incident to the
performance of this agreement, or arising out of Worker’s Compensation claims, Unemployment Compensation claims, or
Unemployment Disability compensation claims of employees of company and/or its subcontractors or claims under similar
such laws or obligations. Company obligation under this Section shall not extend to any liability caused by the sole
negligence of the County, or its employees. Before beginning work, contract party shall file with the County a certificate
from his insurer showing the amounts of insurance carried and the risk covered thereby. Liability insurance coverage must
be no less than $1,000,000. During performance the company must effect and maintain insurance from a company licensed
to do business in the State of Alabama. Coverage required includes 1) Comprehensive General Liability; 2) Comprehensive
Automobile Liability; 3) Worker’s Compensation and Employer’s Liability.
GENERAL
The Jefferson County Commission expressively reserves the right to reject any and all RFP’s, or parts of RFP’s, and to make
the award or awards as the best interest of the county appears.
_____________________________
Deborah Scales
Principal Buyer
13
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DEBORAH SCALES
JULY 21, 2010
RFP NO: 171-10
REQUEST FOR PROPOSAL (CONTINUED)
JEFFERSON COUNTY, ALABAMA
EQUAL EMPLOYMENT OPPORTUNITY CERTIFICATION FORM
Contractor/Vendor Name: __________________________________________________
Address:
______________________________________________________________
_______________________________________________________________
The Contractor acknowledges receipt of Jefferson County’s Equal Employment Opportunity Contractor Compliance
Administrative Order and certifies that it is an equal opportunity employer and agrees to the requirements of the Policy and the
Equal Employment Opportunity Clause therein. It further certifies that it will require all subcontractors to execute an Equal
Employment Opportunity statement and certification of compliance in accordance with Jefferson County Administrative Order 08-4
as follows:
1.
The Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex,
national origin, age, disability or veteran status pursuant to the provisions of Title VII of the Civil Rights Act of 1964, 42 U.S.C. §§
1981, 1983, 1986 and all amendments thereto relative to discriminatory employment practices. The Contractor will ensure that
qualified applicants are employed, and that employees are treated during employment, without regard to their race, color, religion, sex,
national origin, age, disability or veteran status. Such action shall include, but not be limited to the following: employment,
promotion, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of
compensation; and selection for training, including apprenticeship.
2.
In the event of the Contractor’s non-compliance with the equal employment opportunity clause of this contract, this
contract may not be awarded or may be cancelled, terminated or suspended in whole or in part and the Contractor may be declared
ineligible for further County contracts.
3.
The Contractor will include the provisions of paragraph (1) in every subcontract or purchase order.
4.
The Contractor shall certify to the County its compliance with this policy prior to receipt of any contract or business with
the County.
The Contractor will furnish to the County, upon request, reports, notices, policies and/or information certifying compliance with this
policy.
In the event of the Contractor’s non-compliance with the equal employment opportunity clause of this contract, this contract may
not be awarded or may be cancelled, terminated or suspended in whole or in part and the Contractor may be declared ineligible for
further County contracts.
________________________
Date
___________________________________
Signature
___________________________________
Title
14
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DEBORAH SCALES
JULY 21, 2010
RFP NO: 171-10
REQUEST FOR PROPOSAL (CONTINUED)
Non-Collusion Affidavit
I, ___________________________________________________, an authorized agent/representative of
________________________________attest that the proposal is not made in the interest of, or on behalf of, any
undisclosed person, partnership, company, association, organization, or corporation; that the Proposal is genuine and
not collusive or sham; that the Offeror has not directly or indirectly induced or solicited any other Offeror to put in a
false or sham RFP, and has not directly or indirectly colluded, conspired, connived or agreed with any Offeror or
anyone else to put in a sham RFP, or than anyone shall refrain from proposing; that the Offeror has not in any manner,
directly or indirectly sought by agreement, communication or conference with anyone to fix the RFP of the Offeror or
any other Offeror, to fix any overhead profit, or cost element of the RFP price or of that of any Offeror, or to secure
any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all
statements contained in the RFP are true; and further, that the Offeror has not, directly or indirectly submitted his/her
RFP price or any breakdown thereof or the contents thereof, of divulged information or data relative thereto, or paid,
and will not pay any fee to any corporation, partnership, company, association, organization, RFP depository, or to any
member or agent thereof, to effectuate a collusive or sham RFP.
I, the undersigned, hereby certify that I have read and understand this Non- Collusion Affidavit and guarantee complete
compliance with all the terms, conditions and stipulations.
Subscribed and Sworn to
Before me this ________ day
of ___________ 20____.
BY: ___________________________________
Authorized Signature of Offeror
Date
_____________________________________
Print or Type Name of Offeror
___________________________________
Notary Public of
My Commission expires
15
JEFFERSON COUNTY COMMISSION
PURCHASING DEPARTMENT
ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
BIRMINGHAM, AL 35203
(205) 325-5381
PRINCIPAL BUYER: DEBORAH SCALES
JULY 21, 2010
RFP NO: 171-10
SIGNATURE PAGE
The Jefferson County Commission, or its Agent, shall have the right to waive any informality or irregularity.
Under certain limited conditions, the Purchasing Department may apply a local preference option in determining
the low proposal for purchases of personal property.
All provisions of this Proposal are accepted by offeror as part of any contract or purchase resulting therefrom.
Please specify terms of payment below; otherwise, the terms will be Net 30.
Date: _______Company Name: ______________________________ Web Address:_____________
Terms: _______Address:_______________________________________City:__________________
County: _______________State: _____ Zip: ____________ Phone: (_____)____________________
If Jefferson County Business Licenses were issued to your company for the past twelve (12) months, please list
numbers: _____________________________________________.
Vendor's Federal I.D. Number: ____________________________
I certify that ___________________________ has ___ has not ___ been in operation for one
(Company Name)
(Check one)
year at location(s) zoned for the type of business conducted by my company at the address stated above.
______________________________
(Authorized Signature)
______________________________
(Print Name)
______________________________
(E-Mail Address)
Toll Free Phone: _____________________________Fax Number:____________________________
Return original proposal in sealed envelope. Authorized signature of offeror must be in ink.
Proposals received in our office after the specified date and hour will not be considered.
INDICATE THE FOLLOWING ADDRESSES IF DIFFERENT FROM ABOVE:
1. BID AWARD NOTICE ADDRESS
2. PURCHASE ORDER ADDRESS
3. REMITTANCE ADDRESS (AND NAME IF DIFFERENT THAN ABOVE)
16
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