ADDENDUM NO. One (1)Page 1
REQUEST FOR PROPOSAL NUMBER 918-4808
May 6, 2010
COUNTY OF FRESNOOne (1)ADDENDUM NUMBER: One (1)
918-4808 / RFP NUMBER: 918-4808
Continuity of Operations Plan (COOP)
May 6, 2010
Continuity of Operations Plan (COOP) / PURCHASING USE
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IMPORTANT: SUBMIT PROPOSAL IN SEALED PACKAGE WITH PROPOSAL NUMBER, CLOSING DATE AND BUYER’S NAME MARKED CLEARLY ON THE OUTSIDE TO:
COUNTY OF FRESNO, Purchasing
4525 EAST HAMILTON AVENUE, 2nd Floor
FRESNO, CA 93702-4599
Closing date of proposal will be at 2:00 p.m., on May 13, 2010May 13, 2010.
PROPOSALS WILL BE CONSIDERED LATE WHEN THE OFFICIAL PURCHASING TIME CLOCK READS 2:00 P.M.
Proposals will be opened and publicly read at that time. All proposal information will be available for review after contract award.
Clarification of specifications are to be directed to: Craig NickelCraig Nickel, e-mail phone (559) 456-7110, FAX (559) 456-7831.
NOTE THE following and attachedADDITIONS, DELETIONS AND/OR CHANGES TO THE REQUIREMENTS OF REQUEST FOR PROPOSAL NUMBER: 918-4808 AND INCLUDE THEM IN YOUR RESPONSE. PLEASE SIGN AND RETURN THIS ADDENDUM WITH YOUR PROPOSAL.
The following pages address questions submitted by potential bidders and an organizational chart for the Department of Social Services.
G:\PUBLIC\BIDSFORWEB\918-4808 ADD 1.DOC / (12/02)
ADDENDUM NO. One (1)Page 1
REQUEST FOR PROPOSAL NUMBER: 918-4808
May 6, 2010
ACKNOWLEDGMENT OF ADDENDUM NUMBER One (1) TO RFP 918-4808COMPANY NAME:
(PRINT)
SIGNATURE:
NAME & TITLE:
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The information is provided in a question and response format. Questions are identified by the letter “Q”; responses are identified by the letter “R”.
1. Q:Since the recent consolidation creating the Department of Social Services, what has been consolidated, and what remains to be consolidated?
R:Fresno County Department of Children and Family Services (DCFS) and Fresno County Employment and Temporary Assistance (E&TA) were consolidated to form the new Fresno County Department of Social Services (DSS). All Administrative, Information Technology (IT), and Finance Departments have been consolidated.
2. Q:How many divisions are there; can you provide an org. chart?
R: An organizational chart is provided for reference. Please refer to DSS website at for program descriptions. A Program Profile can be found under the Department of Employment and Temporary Assistance section of the DSS website. Once there, click on “Reports and Publications".
3. Q:Is the Continuity of Operations Plan to cover all divisions?
R:Yes, the purpose of the RFP is to have a plan prepared that covers all divisions / programs. An org. chart is provided for your reference. Please refer to DSS website at for program descriptions. A Program Profile can be found under the Department of Employment and Temporary Assistance section of the DSS website. Once there, click on “Reports and Publications”.
4. Q:How many facilities are there and is it primarily office space?
R:There are approximately 40 buildings encompassing an estimated 565,000 square feet. The buildings consist primarily of office space. Please refer to DSS website at for location maps of each building. A Program Profile containing the maps can be found under the Department of Employment and Temporary Assistance section of the DSS website. Once there, click on “Reports and Publications”.
5. Q:Has a risk assessment been done for all facilities? Have all mitigation measures been identified?
R:A thorough risk assessment has not been performed on all facilities. Some risks have been identified and are included in the individual Emergency Action Plans (EAP). These include facilities located near airports (aircraft crash), and railways (train derailment). Mitigation measures have not been identified.
6. Q:Are there currently alternate sites designated?
R:No, alternate sites have not been designated.
7. Q:How far along is the mass, care, and shelter plan with the Red Cross?
R:The mass, care and shelter plan is approximately 75% complete.
8. Q:Do you have technology recovery plans?
R:All Technology Recovery Plans are maintained either by Fresno County Information Technology Services Department (ITSD) or our private vendors. DSS Technology Recovery is a subset of those two entities. A list of applications / systems and the primary owner for recovery is attached for reference.
9. Q:Does the County have any policies, such as a disaster compensation plan, currently in place?
R:There are no known Department or Countywide policies on disaster compensation.
10. Q:How would the County like the resulting Continuity of Operations Plan communicated to staff? Should the curriculum be designed with a tabletop exercise?
R:Once complete, staff would like the Continuity of Operations Plan presented to our Executive staff (Director, Deputy Directors, and Principal Analysts). Staff would also like the plan to be presented to the individual Program Mangers (PM), Senior Analysts, and Analysts. A tabletop exercise should be incorporated into the Tests, Training, and Exercises (TTE) deliverable.
11. Q:Regarding the sample plan is the vendor limited to a single plan and what options are there if all previous plans are considered confidential?
R:The vendor is not limited to submitting a single sample plan. Vendor is encouraged to designate which plan(s) is most reflective of the proposal. If a sample plan is unavailable due to confidentiality, staff encourages vendor to submit a detailed outline along with a narrative explaining the reason(s) a sample plan was not provided.
12. Q:What is the relationship between the IT department and DSS?
R:Fresno County Information Technology Services Department (ITSD) and DSS IT Division work closely together to ensure the County and department needs are being met.
13. Q:Who does DSS Director, Catherine A. Huerta, report to?
R:DSS Director reports to the Fresno County Administrative Officer (CAO), then to the Fresno County Board of Supervisors (BOS).
14. Q:What other departments are essential to work with?
R:The main focus of communication will be with internal divisions / programs of DSS. The DSS appointed liaison will assist in coordinating internal and external communications. External departments may include; County Counsel, County Office of Emergency Services, General Services, Risk Management, Personnel Services.
15. Q:How much involvement will the CountyCoordinator have?
R:DSS will appoint a liaison to assist in coordinating internal and external activities. Staff encourages the vendor to identify the anticipated staffing impact to be incurred by DSS (% of full time equivalent (FTE)) through the coordination of activities, gathering of data, progress reporting, and invoicing.
16. Q:What is the anticipated start date?
R:DSS prefers an immediate start date once the contract is awarded. Vendors are encouraged to submit start up plans, timelines, etc. as part of the proposal.
17. Q:What is the anticipated completion date?
R:Funding has been allocated through June 30, 2011. Funding beyond that date is unknown at this time. Vendors are encouraged to submit timelines as part of their proposal.
18. Q:Will the resulting Continuity of Operations Plan be presented to one or many individuals?
R:The resulting Continuity Plan will be presented to many individuals including; Executive staff (Director Deputy Directors, Principal Analysts), Senior Analysts, Analysts, and Program Managers.
19. Q:Will the amount budgeted be revealed?
R:Funding has been allocated to this project through June 30, 2010. The dollar amount has not been identified at this time.
20. Q:Is the Cost Proposal presented in the RFP to be strictly adhered to or is it acceptable to use a different method?
R:Vendors are encouraged to submit a cost proposal that best reflects their proposed scope of work. The Detailed Cost Proposal (Sample) found on pages 27 – 28 of the RFP, are examples of what DSS would like to see. DSS would like to see as much detail and breakdown as possible. If a vendor chooses to utilize a different format, staff encourages the cost proposals to be justified in a narrative.
21. Q:What provided the impetus for the timing of this project?
R:The timing of the project is based upon three (3) primary factors; 1) the merger and formation of DSS, 2) the availability of funding, 3) the availability and commitment of staff to oversee the RFP process.
22. Q:What is DSS’ target date for completing the development of the COOP?
R:Refer to response to question seventeen (17) above.
23. Q:Does DSS currently have a COOP and or DRP in place? If so, when last did DSS perform a risk assessment? When last did DSS perform a BIA?
R:A risk assessment has not been conducted (see response to question five (5)). DSS has not performed a BIA.
24. Q:Is there an incumbent contractor providing related services to FresnoCounty or DSS?
R:No there is not.
25. Q:Is there a not-to-exceed budget for completing this project?
R:Refer to response to question nineteen (19).
26. Q:Does FresnoCounty or DSS maintain active licenses to any Continuity Planning or notification tools?
R:Staff is not aware of any licenses to Continuity Planning or notification tools.
27. Q:Does FresnoCounty want the cost proposal to be prepared to directly follow the template provided in the Sample on page 27 of the RFP? If not would the following approach be acceptable?
Other Direct Cost:
Travel and Accommodation / $
Per Diem / $
Production Cost / $
Software Licenses / $
General and Administrative (%) / $
Overhead (%) / $
Profit (%) / $
Total Cost: / $
R:Refer to response to question twenty (20).
28. Q:The RFP indicates we MAY have to provide a performance bond. Is it the case that we do indeed need to provide a performance bond? If so, how much?
R:As of the release of this RFP, a performance bond has not been deemed as a requirement by DSS or the County of Fresno. In the event a performance bond is later required, any reasonable cost, as determined by County, will be added to the bidder’s proposed cost.
29. Q:The RFP cost sheet samples suggest you would like cost plus pricing for this contract. Would you be willing to accept alternate pricing proposals, such as Time and Materials or a Firm Fixed Price for each of the Scope of Work tasks?
R:Vendors are encouraged to submit a cost proposal that best reflects their proposed scope of work. The Detailed Cost Proposal (Sample) found on pages 27 – 28 of the RFP, are examples of what DSS would like to see. DSS would like to see as much detail and breakdown as possible. If a vendor chooses to utilize a different format, staff encourages the cost proposals to be justified in a narrative.
30. Q:What is the budget amount?
R:Refer to response to question nineteen (19).
31. Q:Please confirm that the County will entertain fixed price bids. A fixed price bid would guarantee for a set amount that County of Fresno Department of Social Services will receive the complete requirements requested in the bid for a fixed set price, therefore reducing any potential cost increase or risk to the County.
R:Vendors are encouraged to submit a cost proposal that best reflects their proposed scope of work. The Detailed Cost Proposal (Sample) found on pages 27 – 28 of the RFP, are examples of what DSS would like to see. DSS would like to see as much detail and breakdown as possible. If a vendor chooses to utilize a different format, staff encourages the cost proposals to be justified in a narrative.
32. Q:If we are submitting a fixed price bid for which all items are included in the final price, does the vendor still need to provide the breakdown of salaries, benefits, insurance, communication, etc., described it the detailed price proposal? This information is business sensitive. Instead would it be acceptable to provide a breakdown of cost by task, including cost associated for labor and supplies associated with the project (i.e., transportation, reproduction, travel, etc.)?
R:Vendors are encouraged to submit a cost proposal that best reflects their proposed scope of work. The Detailed Cost Proposal (Sample) found on pages 27 – 28 of the RFP, are examples of what DSS would like to see. DSS would like to see as much detail and breakdown as possible. If a vendor chooses to utilize a different format, staff encourages the cost proposals to be justified in a narrative.
33. Q:Please confirm the number of division / program areas that COOP plans will be created for.
R:Please refer to DSS website at for program descriptions. A Program Profile can be found under the Department of Employment and Temporary Assistance section of the DSS website. Once there, click on “Reports and Publications”.
34. Q:Please confirm the number of facilities from which the Department, and its program areas / divisions, operate out of.
R:There are approximately 40 buildings encompassing an estimated 565,000 square feet. The buildings consist primarily of office space. Please refer to DSS website at for location maps of each building. A Program Profile containing the maps can be found under the Department of Employment and Temporary Assistance section of the DSS website. Once there, click on “Reports and Publications”.
35. Q:Does the Department have a budget or ceiling for this effort? If so, it would be helpful to provide us an estimate or range.
R:Funding has been allocated to this project through June 30, 2010. The dollar amount has not been identified at this time.
36. Q:Is this project being funded through DHS grants or through general fund?
R:The project is being funded through combination of State / Federal dollars. Funds are not from a grant or provided through the County’s General Fund.
37. Q:What is the period of performance?
R:Funding has been allocated through June 30, 2011. Funding beyond that date is unknown at this time. Vendors are encouraged to submit timelines as part of their proposal.
38. Q:Would you be willing to accept a cost proposal that is time and material and bid with rates from our GSA or CMAS schedule?
R:Vendors are encouraged to submit a cost proposal that best reflects their proposed scope of work. The Detailed Cost Proposal (Sample) found on pages 27 – 28 of the RFP, are examples of what DSS would like to see. DSS would like to see as much detail and breakdown as possible. If a vendor chooses to utilize a different format, staff encourages the cost proposals to be justified in a narrative.
DSS Technology Recovery Plans
APPLICATIONS/SYSTEMS / DR RESPONSIBILITIES / VENDORChange Center/Symposium / Vendor / (ITSD?)
LODESTAR / Vendor / (state?)
EPPIC / Vendor / ACS
80/20 - employee-clients/employer DB / Vendor / Digital Attic
CalWIN (MN, FS, CW, ES, GA/GR, FC, Adoptions etc.) / Vendor / HP
CWS/CMS / Vendor / IBM
AACTS (CareAccess) / Vendor / MMTG (McWilliams Mailliard Technology Group
AccuCare / Vendor / MMTG (McWilliams Mailliard Technology Group
HomeCARE / Vendor / RTZ
CMIPS / Vendor / State
MEDS / Vendor / State
SARS / Vendor / State
SFIS / Vendor / State
WDTIP/TOA / Vendor / State
Access Databases / DSS/ITSD
Bus Pass DB / DSS/ITSD
Case Labels/Folders / DSS/ITSD
Case Move / DSS/ITSD
Child Care Tracking / DSS/ITSD
CIS - CalWIN / DSS/ITSD
CIS - Case Move / DSS/ITSD
CIS - IHSS / DSS/ITSD
Dept Website / County - internet / DSS/ITSD
DocIS Monitor / DSS/ITSD
DocIS Validator / DSS/ITSD
DocIS Viewer / DSS/ITSD
DSS Personnel / DSS/ITSD
DSSNET Portal / DSS/ITSD
eProfile / DSS/ITSD
eQuiz / DSS/ITSD
eSD6 / DSS/ITSD
eTime Study / DSS/ITSD
Rushmore / CalWIN / DSS/ITSD
Rushmore / IHSS / DSS/ITSD
Scratch Budget (NEW) / DSS/ITSD
SSI Data base Tracking / DSS/ITSD
TAGS/MESSAGES / DSS/ITSD
Training Database / DSS/ITSD
COFACS (Read Only) / ITSD
eReports / ITSD
FileNet / ITSD
HEAT / ITSD
Questys / ITSD
V2 (Read Only) / ITSD
VACS / ITSD
Department of Social Services
Organizational Chart
918-4808 OrganizationalChart.pdf
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