COUNTY OF ALAMEDA
REQUEST FOR PROPOSAL No. 900601
SPECIFICATIONS, TERMS & CONDITIONS
for
Labor Relations Consulting Services
NETWORKING/BIDDERS CONFERENCES
at
2:00 p.m.on
March 24, 2010
at
General Services Agency
Room 1107, 11th Floor
1401 Lakeside Drive
Oakland, CA 94612 / 10:00 a.m.
on
March 25, 2010
at
Public Works Agency
Room 410 B
4825 Gleason Drive
Dublin, CA 94568
For complete information regarding this project see RFP posted at http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp or contact the person listed below. Thank you for your interest in doing business with the County of Alameda.
Contact Person: Tudor S. Mosu, Contracts Specialist II
Phone/Fax Numbers: (510) 208-9614/(510) 208-9626
E-mail:
RESPONSE DUE
by
2:00 p.m.
on
April 29, 2010
at
Alameda County, GSA-Purchasing
1401 Lakeside Drive, Suite 907
Oakland, CA 94612
COUNTY OF ALAMEDA
REQUEST FOR PROPOSAL No. 900601
SPECIFICATIONS, TERMS & CONDITIONS
for
Labor Relations Consulting Services
TABLE OF CONTENTS
Page 1 of 2
Page
I. ACRONYM AND TERM GLOSSARY 4
II. STATEMENT OF WORK
A. Intent 4
B. Scope 4
C. Background 4
D. Specific Requirements 7
E. Vendor Qualifications 8
F. Debarment and Suspension Policy 9
G. Deliverables/Reports 10
III. INSTRUCTIONS TO BIDDERS
H. County Contacts 10
I. Calendar of Events 11
J. Networking/Bidders’ Conference 11
K. Submittal of Bids 12
L. Response Format 14
M. Evaluation Criteria/Selection Committee 14
N. Contract Evaluation and Assessment 18
O. Notice of Award 18
P. Bid Protest/Appeals Process 19
IV. TERMS AND CONDITIONS
Q. Term/Termination/Renewal 20
R. Quantities 20
S. Pricing 21
T. Award 21
U. Method of Ordering 22
V. Invoicing 22
W. County Provisions 23
X. Online Contract Compliance Management System 26
Y. Compliance Information and Records 27
Z. Account Manager/Support Staff 27
AA. General Requirements 27
COUNTY OF ALAMEDA
REQUEST FOR PROPOSAL No. 900601
SPECIFICATIONS, TERMS & CONDITIONS
for
Labor Relations Consulting Services
TABLE OF CONTENTS
Page 2 of 2
ATTACHMENTS
Exhibit A – Acknowledgement
Exhibit B – Bid Form
Exhibit C – Insurance Requirements
Exhibit D1 – Current References
Exhibit D2 – Former References
Exhibit E – SLEB Certification Application Package
Exhibit F – Small and Local Business Subcontracting Information
Exhibit G – Request for Small and Local or Emerging Preference
Exhibit H – First Source Agreement
Exhibit I – Exceptions, Clarifications, Amendments
Exhibit J – [Intentionally Omitted]
Exhibit K – [Intentionally Omitted]
Exhibit L – RFP Vendor Bid List
Exhibit M – Response/Content Submittal; Completeness Check List
Exhibit N – Debarment and Suspension Certification
Specifications, Terms & Conditions for
Labor Relations Consulting Services
I. ACRONYM AND TERM GLOSSARY
Unless otherwise noted, the terms below may be upper or lower case. Acronyms will always be uppercase.
Bid / Indicates the bidders’/contractors’ response to this RequestBidder / Stands for the specific person or entity responding to this RFP
Board / Refers to the County of Alameda Board of Supervisors
CSC / Refers to the County Selection Committee
Contractor / When capitalized, will refer to the selected bidder that is awarded a contract
County / When capitalized, will refer to the County of Alameda
Federal / Refers to United States Federal Government, its departments and/or agencies
FOB / Means without charge for delivery to destination by placing on board to a carrier at a specified point (Free on Board)
HRSD / Human Resource Services Department
Labor Code / Refers to California Labor Code
MOU / Memorandum of Understanding
Proposal / Refers to the bidder’s response to this RFP
PERB / Public Employment Relations Board
PO(s) / Stands for Purchase Order(s)
Request for Proposal / Indicates this document, which is the County of Alameda’s request for bidders’ proposals to provide the services being solicited herein. Also referred herein as RFP
Response / Indicates the bidder’s proposal submitted in reply to this RFP
RFP / Stands for Request for Proposal
SLEB / Stands for Small, Local and Emerging Business
State / Refers to State of California, its departments and/or agencies
II. STATEMENT OF WORK
A. INTENT
It is the intent of these specifications, terms and conditions to describe labor relations consulting services being requested by the County of Alameda, Human Resource Services Department.
B. SCOPE
The County intends to issue a three (3) year contract with option to renew for additional terms to the vendor or vendors selected as the most responsible bidders, whose proposals meet the County’s requirements in accordance with this RFP.
C. BACKGROUND
The County has approximately nine thousand (9,000) employees in addition to approximately eighteen thousand (18,000) Home Care Workers employed by the In Home Supportive Services (IHSS) Public Authority, which is the equivalent of eleven thousand (11,000) full time employees in terms of hours.
There are thirty-eight (38) bargaining units represented by fourteen (14) labor organizations, which are major stakeholders in the County. The following listing of labor organizations reflect the number of representation units and the employees represented by each as well as the number and term of their Memoranda of Understanding.
LABOR ORGANIZATIONS
LABOR ORGANIZATIONS / # REP. UNITS / # EMPLOYEES REPRESENTED / # MOU’S / TERM OF MEMORANDUM OF UNDERSTANDINGINTERNATIONAL FEDERATION OF PROFESSIONAL AND TECHNICAL ENGINEERS, LOCAL 21, ALAMEDA COUNTY COUNSELS ASSOCIATION / 1 / 25 / 1 MOU / 2004 – 2009
In negotiation
ALAMEDA COUNTY MANAGEMENT EMPLOYEES ASSOCIATION / 11 / 1,080 / 4 MOU’S:
· Confidential Unit
· General Government Unit
· Sheriff’s Unit
· Probation Managers / 1 & 2. Dec. 2008 – Dec. 2011
3. Jan. 2003 – Jan. 2009
In negotiation
4. Dec. 2001 – Dec. 2009
In negotiation
ALAMEDA COUNTY BUILDING AND CONSTRUCTION TRADES COUNCIL / 1 / 326 / 1 MOU / Dec. 2007 – Dec. 2011
DEPUTY SHERIFFS’ ASSOCIATION / 2 / 918 / 1 MOU / March 2009 – March 2015
INTERNATIONAL ASSOCIATION OF FIREFIGHTERS / 2 / 230 / 2 MOU’S:
· Firefighters Unit
· Fire Management Unit / Jan. 2008 – June 2011
INTERNATIONAL FEDERATION OF PROFESSIONAL AND TECHNICAL ENGINEERS / 2 / 56
28 / 2 MOU’S
· Engineers Unit
· Civil Engineers Management Unit / Sept. 2004 – March 2009
In negotiation
July 2007 – June 2009
In negotiation
INTERNATIONAL FEDERATION OF PROFESSIONAL AND TECHNICAL ENGINEERS LOCAL 21-PACE / 2 / 170 / 2 MOU’S:
· Supervising ET’s
· Supervising Child Welfare Workers / Feb. 2007 – Sept. 2011
PROBATION PEACE OFFICERS’ ASSOCIATION / 2 / 278 / 1 MOU Group Counselors non-safety / Aug. 2002 – Aug. 2009
In negotiation
SEIU LOCALS 535 AND 616 / 9 / 4,594 / 1 MOU
· Bi-local agreement / Dec. 2006 – Dec. 2012
SEIU LOCAL 6434 / 1 / 18,000 / 1 MOU
· IHSS-Public Authority / Oct. 2009 – Oct 2010
TEAMSTERS, LOCAL 856 / 1 / 252 / 1 MOU / Aug. 2002 – Aug. 2009
In negotiation
UNION OF AMERICAN PHYSICIANS AND DENTISTS / 2 / 32 / 1 MOU / Dec. 2007 – Dec. 2011
WELFARE FRAUD INVESTIGATORS ASSOCIATION / 1 / 9 / 1 MOU / July 2006 – July 2011
INTERNATIONAL FEDERATION OF PROFESSIONAL AND TECHNICAL ENGINEERS LOCAL 21 – Public Defender Unit / 1 / 135 / 1 MOU / Oct. 2006 – June 2009
In negotiation
TOTALS* / 38 / Approximately
8,000 / 20 MOU’s
* Totals do not include eighteen thousand (18,000) IHSS workers. The total of represented employees including IHSS workers is approximately twenty-six thousand (26,000).
The County’s Labor Relations personnel are responsible for the following:
1. Providing labor relations support and services to County agencies/departments.
2. Preparing call-letters for upcoming negotiations.
3. Initial preparation for negotiations.
4. Salary and benefits survey analysis and cost, plus other research and support.
5. Obtaining direction/input from County Management.
6. Preparation of written documents and reports for presentation to or on behalf of the Director, Human Resource Services, County Administrator, and/or Board of Supervisors.
7. Written language for Memoranda of Understanding (MOU’s), the Administrative Code (AC) and applicable County Ordinances (COs).
8. Scheduling meetings and ‘employee release time.’
9. Participating in bargaining, caucus, drafting contract language and taking notes.
10. Preparing final agreements and/or MOU’s and documents necessary to adoption of agreements.
11. Printing and distribution of all final documents.
12. Training County agencies/departments concerning negotiated changes to various MOU’s.
13. Pre-arbitration grievance handling.
14. Contract administration.
15. Contract implementation.
16. Implementation of newly negotiated provisions of contracts, side-letters of agreement, ordinances and County policies/procedures.
17. Acting as County representative in contacts with Union representatives and/or departments on meeting and conferring processes and negotiations.
18. Providing research, cost and analysis of employee organizations proposals, demands and requests.
19. Providing adequate personnel dedicated to bargaining, meeting and conferring with employee organizations.
D. SPECIFIC REQUIREMENTS
The primary responsibilities of the Labor Relations Consultant shall include, but are not limited to, the following:
1. Serve as the County’s Chief Spokesperson and Negotiation Team Leader during contract negotiations, and consultant/advisor regarding labor relations strategies to the following entities:
a. The Board of Supervisors;
b. The County Administrator and staff;
c. The Director and staff of the Human Resource Services Department; and,
d. Other County agencies and departments as deemed appropriate.
2. Serve as a lead negotiator for all major County labor negotiations. Attend planning meetings, closed sessions, public meetings/hearings and/or staff meetings related to County labor relations issues assigned to contractor.
3. Recommend strategies for successful outcomes in negotiations; assist in the development of management proposals and positions, and meetings with designated County staff as requested.
4. Serve as the County’s Chief Spokesperson for situational meetings and conferences as they arise, including but not limited to, the impact of layoffs, statutory changes, pension modifications, work schedule changes, revisions of departmental rules and staffing guidelines.
5. Consult and provide written consultation notes with County representatives and, as requested, with County’s Actuarial, Pension and/or Health and Welfare consultants to assist in the design of pension, health and other employee benefit plans and strategies.
6. Provide labor relations consulting and supervisory training as requested.
7. Consult with County on grievance handling and other conflict resolution procedures.
8. Provide research on current trends and practices and community standards of other public employers on a variety of labor related issues.
9. Advise the Director or the HRSD as to trends, practices and innovations in public sector labor relations.
10. Respond in a professional and timely manner to the Board’s requirements for labor relations services and directions. Maintain availability and accessibility to the Board twenty-four (24) hours, seven (7) days per week on an as-needed basis.
11. Provide County assistance, advice, and as-needed representation on administrative matters including but not limited to PERB issues and hearings.
12. Draft reports, correspondence, MOU language and/or other written communication related to assigned issues as may be requested by the County.
13. Provide qualified staffing resources averaging thirty-five (35) hours per week, fifty-two (52) weeks per year. The successful contractor must be able to conduct simultaneous negotiations with eight (8) to ten (10) labor groups at any given time.
14. Staffing assigned to County must have public sector labor negotiation experience within the last three (3) years, preferably as a chief negotiator/spokesperson.
E. VENDOR QUALIFICATIONS
1. Vendor minimum qualification criteria include, but are not limited to, the following:
a. Regular and continuous engagement in the business of providing labor relations consulting services for at least five (5) years prior to the date of this RFP issue.
b. Possession of all permits, licenses and professional credentials necessary to perform services as specified under this RFP.
2. Qualified vendors shall meet the following requirements:
a. Knowledge of and experience in:
§ Current employer-employee relation practices, trends and major problems.
§ Principles and practices of public and personnel administration.
§ Applicable State and Federal labor laws.
§ Principles of labor negotiations.
§ Principles and practices of survey analysis.
§ Public and private sector labor practices.
§ Structure and operation of County government.
§ Employee benefits programs.
b. High level skills in:
§ Standard principles of the collective bargaining process in the public and/or private sector
§ Serving as a lead negotiator for a variety of labor negotiations and settlements encompassing a diverse range of employee organizations.
§ Establishing cooperative labor-management relationships.
§ Working cooperatively and discretely with elected officials and staff.
§ Standard negotiation practices including strategy, tactics and impasse procedures.
§ Dispute resolution.
§ Written and oral communication.
c. Ability to successfully:
§ Establish good rapport and working relations with diverse socioeconomic groups’ employees at all organizational levels, elected officials and union staff.
§ Obtain input and information from appropriate sources (i.e. County Administrative Offices, agency/department heads, personnel/administrative officers and unions).
§ Advise the Board regarding possible labor relation impact/outcome of certain acts, fulfill Board directives, and retain accountability for actions.
§ Maintain confidentiality and integrity.
d. Possession of:
§ Extensive experience working in the public sector with elected officials and a broad range of agencies and labor organizations.
F. DEBARMENT/SUSPENSION POLICY
In order to prohibit the procurement of any goods or services ultimately funded by Federal awards from debarred, suspended or otherwise excluded parties, each bidder will be screened at the time of RFP response to ensure bidder, its principal and their named subcontractors are not debarred, suspended or otherwise excluded by the United States Government in compliance with the requirements of 7 Code of Federal Regulations (CFR) 3016.35, 28 CFR 66.35, 29 CFR 97.35, 34 CFR 80.35, 45 CFR 92.35 and Executive Order 12549.
1. The County will verify bidder, its principal and their named subcontractors are not on the Federal debarred, suspended or otherwise excluded list of vendors located at www.epls.gov; and