**IMPORTANT NOTICE**

ONLINE BIDDING PROCESS

  • Bid pricing must be submittedonline through Alameda CountyStrategic Sourcing Supplier Portal.
  • The following pages require signatures and must be scanned and uploaded to Alameda County Strategic Sourcing Supplier Portal:
  1. Exhibit A – Bid Response Packet, Bidder Information and Acceptancepage
  2. Must be signed by Bidder
  3. Exhibit A – Bid Response Packet
  4. Must be signed by Bidder

Please read EXHIBIT A – Bid Response Packet carefully,INCOMPLETE BIDS WILL BE REJECTED. Alameda County will not accept submissions or documentation after the bid response due date. Successful uploading of a document does not equal acceptance of the document by Alameda County.

COUNTY OF ALAMEDA

REQUEST FORPROPOSAL No. 901307

for

Refugee Social Adjustment Services

For complete information regarding this project, seeRFPposted ator contact the County representative listed below. Thank you for your interest!
Contact Person: Ariana Figueroa, Procurement & Contracts Specialist
Phone Number: (510) 208-9599
E-mail Address:

RESPONSE DUE

by

2:00 p.m.

on

November 9, 2015

through

Alameda County, GSA-Procurement & Support Services

Strategic Sourcing Supplier Portal

Alameda County is committed to reducing environmental impacts across our entire supply chain.

If printing this document, please print only what you need, print double-sided, and use recycled-content paper.

COUNTY OF ALAMEDA

REQUEST FORPROPOSAL No. 901307

SPECIFICATIONS, TERMS & CONDITIONS

for

Refugee Social Adjustment Services

TABLE OF CONTENTS

Page

I.STATEMENT OF WORK...... 4

A.INTENT...... 4

B.SCOPE...... 4

C.BACKGROUND...... 5

D.BIDDER QUALIFICATIONS...... 6

E.SPECIFIC REQUIREMENTS...... 6

F.DELIVERABLES / REPORTS...... 14

II.CALENDAR OF EVENTS...... 16

H.NETWORKING / BIDDERS CONFERENCES...... 17

III.COUNTY PROCEDURES, TERMS, AND CONDITIONS...... 18

I.EVALUATION CRITERIA / SELECTION COMMITTEE...... 18

J.CONTRACT EVALUATION AND ASSESSMENT...... 22

K.NOTICE OF RECOMMENDATION TO AWARD...... 23

L.TERM / TERMINATION / RENEWAL...... 23

M.QUANTITIES...... 23

N.PRICING...... 24

O.AWARD...... 25

P.METHOD OF ORDERING...... 26

Q.INVOICING...... 26

R.ACCOUNT MANAGER / SUPPORT STAFF...... 27

IV.INSTRUCTIONS TO BIDDERS...... 27

S.COUNTY CONTACTS...... 27

T.SUBMITTAL OF BIDS...... 28

U.RESPONSE FORMAT...... 29

ATTACHMENTS

EXHIBIT A -BID RESPONSE PACKET

EXHIBIT B - INSURANCE REQUIREMENTS

EXHIBIT C - VENDOR BID LIST

EXHIBIT D - CURRENT REFUGEE POPULACE

Specifications, Terms & Conditions

for Refugee Social Adjustment Services

I.STATEMENT OF WORK

A.INTENT

It is the intent of these specifications, terms, and conditions to describe the refugee social adjustment services required by the Alameda County Social Services Agency (SSA).

The County will accept proposals from community-based organizations, as well as public or private, and for-profit agencies. The County intends to award a one-year contract, with option to renew for four additional one-year terms,to the most responsible bidder whose response conforms to the Request for Proposal(RFP) and meets the County’s requirements.

B.SCOPE

SSA is interested in contracting with a vendor to provide social adjustment (SA) services to refugee populations which consist of, but are not limited to, refugees, asylum applicants, Cuban and Haitian entrants, and Iraqis and Afghans admitted/issued a Special Immigrant Visa. SA services are designed to assist newly-arrived refugees to resettle in the United States as soon as possible. In addition, services should help older refugees access citizenship and naturalization programs, citizenship activities, and other local mainstream services.

The County expects to award a contract during federal fiscal year (FFY) 2015/16. A first term contract of nine months for the period of January 1, 2016, through September 30, 2016,will have a funding level of $90,000. The annual contract renewal will be for the full twelve month award of $120,000 for term period of October 1, 2016 through September 30, 2017. The annual FFY amount of $120,000 is subject to change based on final Federal and State allocations. Any contract awarded as a result of this RFP is contingent upon receipt by the County of adequate Federal and State funding. As a result, funding beyond September 30, 2016 is not guaranteed.

Additional Trafficking and Crime Victims Assistance Program (TCVAP) funding may be available. Therefore pending this State funding in the upcoming years, Bidders may include additional service components specifically tailored for TCVAP individuals. These additional services may include, but are not limited to:

  1. Provide comprehensive; culturally and linguistically appropriate case management services to all survivors of human trafficking, sex trafficking and labor trafficking, foreign nationals and U.S. citizens, male and female, adults and minors;
  1. Help survivors gain timely access to shelter, economic assistance, job counseling and skills training, health and dental care, and mental health services, enabling them to establish lives free of violence and exploitation;
  1. Provide legal and immigration assistance to pre-certified survivors of trafficking and help survivors achieve permanent status within the US;
  1. Act as a focal point for regional anti-trafficking efforts – assist public awareness campaign activities and the intensification of local outreach to identify survivors of human trafficking; and
  1. Conduct trainings and awareness raising activities for law enforcement, service providers, state agencies, and the general public.

Fiscal year budgets for Refugee projects will be based on the following allowable fiscal year costs as determined by the Federal Costs Standards for the following:

  1. Public Agencies: Federal Management Circular 74-4, as amended; Office of Management and Budget Circular A-102, as amended;
  1. Colleges and Universities: Office of Management and Budget (OMB) Circular A-121, as amended;
  1. Other Non-Profit Agencies: OMB Circular A-122; and
  1. For-Profit Agencies: 41 Code of Federal Regulations (CFR) Part 1.

C.BACKGROUND

SA services are available to all refugees who have been in the U. S. for 60 months or less. These populations are assisted through various Federal, State, and County programs. The Federal Refugee Program was established by the Refugee Act of 1980 and amended in 1987. Under the Refugee Act, refugee funds provided to states and counties impacted by refugee resettlement are used to supply cash, medical benefits, employment, and social services in order to assist individuals with refugee and asylum status in achieving self-sufficiency. Refugee Programs are administrated by the Office of Refugee Resettlement of the Administration of Children and Families/Health and Human Services on the Federal level; the California Department of Social Services (CDSS) Refugee Program Bureau on the State level; and SSA on the County level.

Refugee Social Services (RSS) funds have been allocated to Alameda County through the State Refugee Programs Bureau from the Office of Refugee Resettlement (ORR). Exhibit D lists the most recent data on the current refugee populace. This chart may also be accessed at:

D.BIDDER QUALIFICATIONS

  1. Bidder must be anEthnic Community-Based Organization (ECBO), defined as an organization with a Board membership consisting of 51% or more actively participating refugees or former refugees, or a non-ECBO fiscal sponsor applying as the prime bidder with anECBO(s) as their subcontractor(s). Bidder must submit “Board Member Profile” that highlights any background information that supports the ECBO(s) is meeting the Federal and State requirements as an organization. This includes, but is not limited to, all the Board members’ name, the position they hold on the Board, the years served on the Board and any background information about the Board members that would support the Bidder’s Board has a 51% or more membership of actively participating refugees or former refuges. Refer to the California Department of Social Services website for information regarding ECBO(s) at:
  1. Bidder must be regularly and continuously engaged in the business of providing SA services to a diverse refugee population and to limited and non-English speaking refugees for at least threeyears. Experience must be demonstrated by references provided by Bidder at the time of the bid.

E.SPECIFIC REQUIREMENTS

Contractor requirements include, but are not limited to the following:

1.Maintain a well-defined SA service program with specific goals and objectives that includes activities to successfully serve a linguistically diverse refugee population; and documentation and verification of all participant activities.

2.Have continual access to a facility that is:

a.In compliance with all applicable building and fire codes;

b.Is large enough to comfortably house the required activities and estimated number of SA participants; and

c.Has a floor plan that supports the required activities stated in this RFP.

3.Have an annual budget that:

a.Thoroughly supports the proposed program design and staffing pattern;

b.Has line items that are reasonable and allocated appropriately; and

c.Includes leveraged funding and other resources.

4.The budget for this contract is state and federally funded. The contractor is expected to manage this budget, and allocate the funds throughout the term of the contract.

5.Maintain a staff that has:

a.A demonstrated track record of providing successful SA services to limited English speaking refugees;

b.Experience and expertise in working with diverse refugee populations;

c.The linguistic capacity necessary to serve a linguistically diverse population;

d.The qualifications and experience necessary to successfully achieve required objectives specified below; and

e.The ability to collect required data and submit accurate, timely reports to the County.

6.Meet or exceed the Federal and State objectives for RSS Programs by providing SA services that:

a.Are oriented toward achieving self-sufficiency for refugees and their families;

b.Are designed to assist refugees in becoming employed within a 12 month period;

c.Help newly arrived refugees resettle in the United States (U.S.) by providing linguistic and cultural competency services;

d.Assist refugees in understanding basic daily living systems that are common to the U.S.;

e.Teach refugees how to use and interact with basic daily systems and how to resolve any system issues;

f.Are presented in a manner that is linguistically and culturally appropriate for all refugees;

g.Aid refugees who have been in the U.S. 60 months or less, unless a waiver is granted by ORR;

h.Provide refugee women with the same participation opportunities as refugee men;

i.Assist employed refugees in need of services to achieve and maintain self-sufficiency;

j.Provide SA allowable services to and/or SA activities for refugees encompassing a variety of subjects including, but not limited to, the following:

(1)Orientation – information and activities to help refugees adjust to their new lives in the U.S.

(2)Citizenship Activities – service and/or training activities to help refugees acquire and become U. S. citizens such as:

(a)English language training and civics instruction to prepare refugees for citizenship;

(b)Application assistance for legal permanent resident and citizenship status;

(c)Assistance to disabled refugees in obtaining disability waivers from English and civics requirements for naturalization; and

(d)Providing an interpreter service for the citizenship interview.

(3)Welfare – information and orientation designed to improve understanding of cash, medical, social, employment, and employment-related training programs available to meet the refugee’s needs as well as information on their rights and responsibilities in using those programs.

(4)Management of Personal Finances – banking, taxes, interest, contract purchases, etc.

(5)Housing – landlord/tenant responsibilities, leases, rental agreements, utilities deposits, appliance usage, safety, maintenance and local housing standards.

(6)Health – mental health and health services needs and the programs available to address those needs, program requirements and methods of accessing such programs.

(7)Education – organizations and content of educational programs, their operation and availability and the rights and responsibilities of administrators, teachers, parents and students in those programs.

(8)Human Relations – differences in standards of courtesy and behavior in work, family, neighborhood and social situations between American and refugee cultures. Areas to address may include appropriate interaction with employer and co-workers, how to avoid and/or deal with neighborhood conflicts, family conflicts, and parent/child conflicts, generational conflicts, etc.

(9)Conflict Intervention and other Social Issues such as:

(a)Conflicts within the immediate and/or extended family due to differences in social/cultural value systems;

(b)Violence against refuges;

(c)Housing problems (landlord/tenant, need for rental deposits, etc.); and

(d)Youth challenges (gangs, school drop-outs, teenage pregnancy, substance abuse, etc.)

7.Provide case management services that include, but are not limited to, the following:

a.Outreach;

b.Connecting clients with available resources;

c.Advocacy;

d.Counseling/guidance;

e.Continuing to assess the family/individual client’s needs;

f.Providing services that address the client’s particular issues/problems;

g.Monitoring progress toward client’s established goals and objectives;

h.Focusing on the following:

(1)Removing barriers;

(2)Social adjustment;

(3)Strengthening, supporting, and promoting employment;

(a)Helping clients with their permanent status adjustment, ID card and employment authorization card;

(b)Providing transportation;

(c)Translation and interpretation services; and

(d)Connecting and/or helping clients to use other community services to achieve and maintain economic self-sufficiency, family stability/well-being, and community integration.

8.Allow the County access to financial and other records pertaining to any contract that may result from this RFP.

9.Maintain statistical, financial, and other records/reports necessary for audit review by the County and assure the accuracy of the data.

10.Account, on a monthly basis, for any discrepancy between the contracted level of service and the actual level of services performed.

11.Submit final statistical and financial reports no later than 30 days following the end of any contract period that may result from this RFP.

12.Comply with fiscal or program monitoring/assessment recommendations by the County liaison and execute all written corrective action plans generated thereby.

13.Maintain individual client case files and make these files available to and open for inspection by appropriate SSA and CDSS staff.

14.Store client case files for a minimum of fiveyears after the case closes. The files will remain available to appropriate SSA and CDSS staff during this time.

15.Bidder must maintain compliance with all federal, state and local rules, regulations, and policies including, but not limited to, the following:

a.Applicable section of CDSS Manual of Policies and Procedures, Divisions 10, 19, 23, and 42;

b.Accounting Handbook for Community-Based Organizations, Alameda County;

c.45 CFR, Part 74, Sub-Part Q – Cost Principles; OMB Circ. A-122 for non-profit agencies;

d.45 CFR, Part 74, Sub-Part Q – Cost Principles; OMB Circ. A-102 for local government agencies; and,

e.RSS and Temporary Assistance to Needy Families programs.

16.Bidder must maintain compliance with the following Health and Human Servicesregulations:

a.45 CFR Part 16, Department grant appeal process;

b.45 CFR Part 74, Administration of grants;

c.45 CFR Part 75, Informal grant appeals procedures;

d.45 CFR Part 80, Non-discrimination under programs receiving Federal assistance through the Department of Health, Education, and Welfare effectuation of Title VI of the Civil Rights Act of 1964;

e.45 CFR Part 81, Practice and procedure for hearings under Part 8 of this title;

f.45 CFR Part 84, Non-discrimination on the basis of handicap in programs and activities receiving or benefiting from Federal financial assistance; and

g.45 CFR Part 95, Subpart E, General Administration – Grant Programs (public assistance and medical assistance) – Cost Allocation Plans.

17.Performance requirements:

a.SSA is committed to bringing more performance-based monitoring and accountability to all of its contracted services over the next few years. The Agency will be using the Results Based Accountability (RBA) approach in all of its contracting processes such as Requests for Proposals, Scope of Work and review of contract proposals. All new or renewed contracts will be required to provide information and data that address the three basic RBA questions: How much work was done? How well was it done? And, who benefitted as a result of the work? Providers can expect to be asked how they measure whether clients are better off and the quality of the delivered services. Providers will be required to show that their work incorporates best or promising practices, or evidence-informed or evidence-based practices. The Agency will work with providers to develop appropriate metrics, indicators and outcome measures. A link to further information on RBA implementation can be found at:

b.SSA staff will provide Contractors with the technical assistance, tools, and support necessary to work within the RBA framework.

c.The required monthly reporting log will be submitted electronically. The reporting tool will be designed to answer the RBA questions in the contract. SSA’s Planning Evaluation and Research Unit (PERU) will work with the Contractors in creating the reporting tool. Note: Failure to submit required reports can delay the processing of invoices for reimbursement.

d.The required metrics and deliverables for this contract are, with examples:

(1)How Much Was Done?

(a)Objective 1. The number of individuals and families served.

(b)Deliverable: Contractor will provide a list of individuals served, including name, date of birth or age, gender, ethnicity, country of origin, and language, in electronic format.

(c)Objective 2. The number of referrals given to each individual.

(d)Deliverable: Contractor will include the types of referrals given in with the list provided under Objective 1.

(2)How Well Was It Done?

Contract Period / Amount / Persons Served
10/1/2015 - 9/30/2016 / $120,000 / 400 to 500
Social Adjustment allowable services/activities
Refugees, Asylees and TCVAP Participants*
  • Orientation to new social/cultural values systems
  • Citizenship Activities
  • Welfare and Cash Aid Assistance
  • Fiscal Management
  • Housing
  • Health
  • Education
  • Human Relations
  • Conflict Intervention
  • Domestic Violence
  • Mental Health
  • Counseling Services
  • Legal Services
  • Case Management
  • Advocacy
  • Transportation
  • Translation and Interpretation services

(a)Objective 1. 90% of clients will report that they are “satisfied” or “very satisfied” with the services provided by contractor.