RFP 8-2014 Fiscal Intermediary for SFHOT

RFP 8 - 2014

Fiscal Intermediary for the San Francisco Homeless Outreach Team DEPARTMENT OF PUBLIC HEALTH Transitions Division

Request for Proposals (RFP) 8 - 2014 DEPARTMENT OF PUBLIC HEALTH OFFICE OF CONTRACT MANAGEMENT AND COMPLIANCE 1380 HOWARD STREET, SUITE 419 SAN FRANCISCO, CA 94103

CONTACT JUNKO CRAFT CONTRACT ANALYST (415) 255-3543 / [email protected]

Date Issued: E-Question Begins: E-Question Ends: Non-Binding Letters of Intent: Proposals Due:

March 31, 2014 March 31, 2014 April 10, 2014 – Noon April 14, 2014 – Noon April 30, 12:00 pm - Noon

RFP 8-2014 Fiscal Intermediary for SFHOT

Table of Contents Page I.

Introduction and Schedule ............................................................................. [1]

II.

Scope of Work ............................................................................................... [2]

III. Minimum Qualification Requirements .......................................................... [8] IV. Submission Requirements.............................................................................. [8] V.

Evaluation and Selection Criteria .................................................................. [12]

VI. Email Questions and Contract Award............................................................ [13] VII. Terms and Conditions for Receipt of Proposals ............................................ [14] VIII. Contract Requirements................................................................................... [18] IX. Protest Procedures.......................................................................................... [20]

Attachments: RFP 8-2014 Zipped file: Provided separately in a “zipped” file attachment for this RFP: Appendix A: These forms must be completed in order for a proposer to be considered: a) DPH Forms: RFP Form #1 Solicitation and Offer; b) RFP Form #2 Contractual Record Form; c) Contract Monitoring Division (CMD – formally Human Rights Commission) CMD Attachment 2 Appendix B: Standard Forms: For Information Only Listing and Internet addresses of Forms related to Taxpayer Identification Number and Certification, to Business Tax Declaration, and to Chapters 12B and 12C, and 14B of the S.F. Administrative Code. Appendix C: Acknowledgement of Requirements of 12B Appendix D: Agreement for Professional Services (form P-500)

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I. INTRODUCTION AND SCHEDULE A.

General

The San Francisco Department of Public Health (DPH) is issuing this Request for Proposals in search for a candidate/vendor that has appropriate knowledge and experience in providing Fiscal Intermediary (FI) services to include Fiscal Management (FM) and Human Resource Management (HRM). This contract will encompass services for one cost center: the San Francisco Homeless Outreach Team (SFHOT) which includes mobile Engagement Specialist Team (EST). Please see the Scope of Work for details. B.

Contract Term and Funding

The contract shall have an original term from August 1, 2014 to June 30, 2015. In addition, the City shall have nine (9) options to extend the term for a period of one (1) year each, for a total of ten (10) year contract, which the City may exercise in its sole absolute discretion. The expected annual amount available for the contract is $3.8 Million inclusive of direct and indirect costs. All amounts are subject to available funding and may increase or decrease depending on funding available. Initial funding will be allocated as follows: C.

Schedule The anticipated schedule for selecting a contractor is: Time

Date

Date of Issuance: Email Questions begins Email Questions ends Non Binding Letters of Intent Due Proposals due:

12:00 pm 12:00 pm 12:00 pm

March 31, 2014 March 31, 2014 April 10, 2014 April 14, 2014 April 30, 2014

Estimated Dates Technical Review Panel Notifications & Negotiations Contract Development & Processing Service Start Date

May, 2014 June, 2014 June/July, 2014 August 1, 2014

Proposal Phase

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II. SCOPE OF WORK The San Francisco Department of Public Health (DPH) is issuing this Request for Proposals (RFP) in search for a candidate/vendor that has appropriate knowledge and experience in providing Fiscal Intermediary (FI) Services to include Fiscal Management (FM) and Human Resources Management (HRM). This contract will encompass services for one cost center: the San Francisco Homeless Outreach Team (SFHOT). The contract exhibit will be awarded to one vendor. The SFHOT scope of services and budget is expected to increase, and may double, in size over the next few years. DPH seeks experienced, efficient, and effective office operations to meet fiscal and human resource needs, therefore allowing direct services to the homeless and the San Francisco community to be the main focus of daily activities. The San Francisco Homeless Outreach Team (SFHOT) The San Francisco Homeless Outreach Team (SFHOT) is a highly visible program providing services throughout San Francisco to homeless individuals. The team works closely with the Mayor’s Office, Board of Supervisors, Police and Fire Departments, Human Services Agency, BART and MUNI transit agencies and Business Improvement Districts. SFHOT is staffed by both DPH civil servant staff and contract staff and operates from multiple locations. Under the clinical direction of DPH staff, SFHOT contract employees conduct homeless outreach, engagement, housing placement, and provide linkages to medical, mental health and substance abuse services and wellness and recovery through community re-integration as follows. Currently 51 contract employees are divided into sub-teams as follows: • SFHOT Engagement Specialist Team (EST): Engagement Specialists are contract employees deployed by van to provide mobile outreach and personalized engagement services to vulnerable and homeless persons found on San Francisco streets. EST also provides transportation of patients to and from urgent/emergent care facilities. Their activities are coordinated by contract Senior Engagement Specialists working from a central phone bank located in the Sobering Center site at 1171 Mission Street. EST currently operates twenty-four hours/day, all days of the year with 19 contract employees. • SFHOT Care Management provides services focused on chronically homeless individuals who need stabilization housing, linkage to benefits, medical and health homes, care coordination, and behavioral health care. Most clients remain in care until permanent housing placements are achieved. This 24-member team of contract employees generally works Monday to Friday, 8 am to 4 pm. • SFHOT San Francisco Public Library Health and Safety Associates are a 4-member team engaged in a vocational training program for SFHOT peer graduates. These peers receive, via this contract, hourly stipends without benefits for limited durations. They conduct outreach and engagement inside the downtown and branch SF Public Libraries under DPH social work guidance, support and supervision. • Specialized time-limited teams of contract employees or stipended volunteers occur periodically and are paid through grants or agreements with other agencies to provide outreach and /or care management services to specific populations in the above categories. • Currently, SFHOT administrative support staff work closely with DPH clinical/program managers to provide administrative support and supervision of contract staff, back-office P-590 (11-07)

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support, and other management and infrastructure services that help SFHOT achieve its operational objectives. These four contract employees provide program support services and appear on the “direct services budget page.” They are not included in the indirect costs. Other DPH-budgeted allocations not party to this RFP In general, if real property such as real estate and vehicles are city-owned, their expenses and operation oversight are managed by DPH. Examples include facility and vehicle rental payments, liability, repair, information technology, and janitorial services. These will not become the responsibility of the contractor. However, for property that is not city-owned, DPH may assume and manage certain maintenance responsibilities while the contractor assumes others. This division will be explained during contract negotiations. Contracted Services Sought DPH will contract with one organization to provide Fiscal Intermediary services for SFHOT. A.

Fiscal Management (FM) Services sought include, but are not limited to:

DPH will contract with an organization to provide Fiscal Management (FM) services. In providing these services, contractor must perform activities under the direction and in close communication and collaboration with DPH program managers and supervisors. Applicants must describe their organization and its capacity to support the required Fiscal Management functions and activities as follows: 1. FM Organizational consistency: Defined as a logical relationship of FM staff within the larger organization and evident by applicant’s organizational chart showing relationships of proposed FM and HR staff within the organization and highlighting the persons available for consultation with DPH. 2. FM Staffing Model / Capacity: Defined as sufficient, qualified and stable staffing for FM services and demonstrated by a sufficient FTE allocation and listing of proposed financial management and accounting staff positions, whether vacant or filled, including names, job titles, duties, length of service, and brief bio-sketches. 3. FM Efficiency: Defined as timeliness and accuracy. The criteria are met by absence of late payroll, late submission of required budgets, contracts, or invoices and minimum error corrections as evidenced by attestation that this requirement is being met applicable to most recent two years through December 31, 2013. 4. FM High Standards: Defined and demonstrated by unqualified audit opinions, audited financial statements that are relatively free of internal control comments accompanied by management letters for past two years, and a commitment to engage CPA firms to conduct independent audits. •

Non-profit proposers responding to the RFP must provide one copy of financial statements and accompanying management letters for two most recent fiscal years, i.e., 2011-12 and 2012-13 if operating on a 6/30 fiscal year end, or 2012 and 2013 if operating on a calendar year.

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•

For-profit proposers responding to the RFP must provide one copy of Tax returns for the 2012 and 2013 tax years.

5. FM Readiness: Defined as having a Policy and Procedures Manual covering FM matters and established internal reports for monitoring status. Criteria are met by providing descriptions of experience and procedures for the following FM activities, FM Policy and Procedure excerpts, and sample fiscal reports. Specify the collaborative relationship with DPH throughout descriptions. A. Fiscal Policies and Procedures: Contractor must maintain fiscal management policies and procedures and employee training materials that assure ability to meet Fiscal Management responsibilities. At a minimum, policies should include internal controls (safeguarding assets, transaction authorizations, timely reconciliation of accounting records; financial reporting; accounts payable; accounts receivable; petty cash; and, payroll). B. Contract Documents: Provide contract documents based on the DPH standard forms to the Office of Contracts per funding notification letters; C. Payroll Processing: Contractor must demonstrate ability to: a. Collect timesheets, process payroll, maintain and manage leave balances/accruals, and deliver paychecks to program sites (or designated locations) based on a mutually agreed-upon schedule with DPH. b. Update, track, and monitor salary and fringe benefit expenses against a budget and provide updated expenses to DPH upon request. c. Maintain and protect payroll records according to confidentiality standards. d. Conduct training for new DPH Supervisors to inform them of Contractor’s policies and procedures including the process for tracking time worked and authorizing timesheets. D. Accounts Payable: Contractor must demonstrate ability to: a. Process approved program and operating expenses according to DPH-approved budgets in a timely manner, including reimbursements for program expenses made by employees and approved by DPH program managers and routine vendor payments such as facility lease payments, utility bills, and subcontractor invoices. b. Collect and maintain adequate supporting documentation for program expenses and employee reimbursements for at least 7 years. E. Monthly Invoices and Expense Reports: Contractor must demonstrate ability to comply with all contracting and reporting requirements required by DPH, including, but not limited to, as follows: a. Provide invoices based on actual costs to the Community Programs Business Office on a monthly basis. b. Maintain separate cost centers for each contract appendix and/or funding sources for a program. c. Provide expense reports (including a detailed list of transactions) for each cost center on a monthly basis or as requested. d. Maintain sufficient cash flow and reserves to meet financial obligations. F. Annual Accounting, Audits, and Cost Reporting: Contractor must demonstrate ability to: a. Engage an independent auditor to conduct an annual agency financial audit conducted under the standards set forth under Generally Accepted Accounting

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Principles, and if applicable, Office of Management and Budget Circular, OMB Circular A-133. b. Provide annual cost reports to the DPH Fiscal Cost Reporting Unit with requisite supporting documentation. c. Comply with other program or financial audit requirements as requested. G. Independent Consultant and Subcontractor Contracts: Contractor must demonstrate ability to establish legally-binding independent consultant contracts and subcontracts as requested by DPH to provide consultation, treatment, ancillary, and other services for programs including, but not limited to, as follows: a. Ensure independent consultants and subcontractors meet Internal Revenue requirements for independent consultant/ subcontractor status as opposed to employee status. b. Provide Internal Revenue Service 1099 forms and/or other applicable tax reporting forms to independent consultants and subcontractors as required by tax laws. c. Maintain general and professional liability insurance as required by DPH and applicable law to provide insurance coverage for independent consultant and subcontractor activities. H. Lease Agreements and Operations Oversight: Contractor must demonstrate ability to a. Negotiate, enter into, maintain, and terminate facility leases where required. b. Assume some facility management. d. Manage vehicle insurance, lease agreements (as needed), and parking contracts and ensure parking tickets incurred while driving city-owned or contractor leased autos are paid by responsible employee in line with the DPH policy. e. Manage cell phone contracts. B.

Human Resource Management (HRM) services sought include, but are not limited to:

DPH will contract with organizations to provide Human Resource Management (HRM) services as part of its Fiscal Intermediary services. In providing HRM services, contractor must closely collaborate and communicate with DPH program managers and supervisors. DPH will determine the program scope of care, program hours of operation, direct service staff duties, minimum employee qualifications, and core competencies. DPH seeks to assure that direct service employees who are recruited and hired by the vendor/contractor can meet the needs of the population served and will work toward achieving the performance outcome objectives. Applicants must describe their organization and its capacity to support the required Human Resource Management functions and activities as follows: 1. HRM Organizational consistency: Defined as a logical relationship of FM staff within the larger organization and evident by applicant’s organizational chart showing relationships of proposed FM and HR staff within the organization and highlighting the persons available for consultation with DPH. 2. HRM Staffing Model / Capacity: Defined as sufficient, qualified and stable staffing for HR services and demonstrated by a sufficient level of FTEs and a listing of proposed HRM staff positions, whether vacant or filled, including names, job titles, duties, length of service, and brief bio-sketches.

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3. HRM Efficiency: Defined as keeping programs operating at or near full staff capacity and demonstrated by showing the number of program staff vacancies at the end of each quarter relative to the number of staff positions under HRM over the past two years. 4. HRM High Standards: Defined as sustaining and improving staff skills as reflected on performance evaluations. Criteria are met by having knowledge and execution of staff skills on performance evaluations and showing the number of on-time probationary and ongoing performance evaluations relative to the number of staff under HRM. 5. HRM Readiness: Defined as having a Policy and Procedures Manual and general training materials covering HR matters and established internal reports for monitoring status. Criteria are met by providing HRM Policy and Procedures excerpts, sample HR reports, Employee Handbook, new employee orientation, sample job descriptions, and sample job postings. Specify the collaborative relationship with DPH throughout descriptions. A. Human Resource Policies and Procedures and Supporting Documents: Contractor must maintain relevant policies and procedures that assure ability to meet Human Resource Management responsibilities and other documents; e.g., employee training materials and tracking, and Employee Handbook. B. Hiring Process: Contractor must demonstrate ability to: a. Formalize contract employee job descriptions, develop minimum qualifications, and set competitive salaries for employees who will provide services. Contractor positions and specifications must be approved by the DPH Director or designee prior to recruitment. b. Post job openings and manage recruitment publicity. c. Collect resumes and applications for contract position and review for minimum qualifications. Schedule and conduct interviews in consultation with DPH. d. Conduct background checks (Criminal Offender Record Information check, fingerprint, and Health Care Fraud Screening), and check references. Obtain approval from DPH when selecting potential employees who will provide contract services. Negotiate job offers and hire (including temporary staff through recruitment agencies). e. Produce monthly performance reports and position controls regarding vacancy rates, open positions, and recruitment objectives. C. Newly Hired Staff: Contractor must demonstrate ability to: a. Accept employees as members of their own organization and specify employees will provide community direct services under DPH supervision. b. Complete benefits and payroll enrollment. c. Orient new contracted employees and document their knowledge of personnel policies and procedures, the employee handbook, Code of Conduct, probationary period, the initial work schedules for full and part-time employees, expected hours of productive time during work week, allocation of paid time off, overtime or premium payment as required by law, and required trainings including safety, privacy, and compliance. d. Introduce new employees to their work site and DPH supervisor when orientation is completed.

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D.

E.

F.

G. H.

e. Notify DPH work site supervisors at least 45 days prior to probation expiration, ensure that probationary feed-back and evaluations are completed on-time and new employees either transition to permanent positions or are terminated. f. Conduct training for new DPH Supervisors to inform them of Contractor’s personnel policies and procedures including the process for conducting performance evaluations and progressive discipline. Ongoing Staff: Contractor must demonstrate ability to: a. Be responsive to questions and requests from the contracted employees. b. Document workforce development for the contracted employees by keeping files of trainings attended and training updates needed. Collaborate with DPH on scheduling training updates in client privacy, compliance, harassment regulations and other training required by law. Service-related training will be developed in conjunction with DPH staff and may include wellness and recovery principles, harm reduction, and motivational interviewing. c. Document performance annually for the contracted employees by notifying DPH clinical supervisors 45 days prior to annual Skill and Performance Evaluation due dates, soliciting input into skill and performance plans, and making copies of evaluations available to the DPH program administrator upon request. d. Document unsatisfactory performance and progressive disciplinary action as it occurs including employee warnings, corrective action plans (CAP), success or failure of CAP, and termination letters if needed. Benefit Management: Contractor must demonstrate ability to: a. Manage full-time and part time contract employee benefits including health plans (medical, dental, vision), the Employee Assistance Program, long-term disability, life insurance, pension benefits, Worker’s Compensation, commuter checks, and vacation, sick, and holiday leave. b. Coordinate leave requests, leave entitlement letters, and coordination of payment of leave with Disability Insurance and Paid Family Leave Insurance for the contract employees. c. Accommodate reasonable work environment requests for the contract employees as required by law. Complaints and Grievance Process: Contractor must demonstrate ability to: a. Investigate and manage work environment complaints made by contracted employees and take disciplinary action if appropriate. b. Investigate and manage complaints made by clients against contracted employees and take disciplinary action if appropriate. DPH reserves the right to prohibit any of Contractor's employees from providing services under this Agreement. In no event will DPH pay for Contractor employees who are found not to be qualified to provide services under this agreement. Employment Termination: Contractor must manage contract employee layoff notices, exit interviews, termination appeal process, and unemployment claims. Personnel Records: Contractor must demonstrate ability to: a. Assure confidential maintenance of personnel files for contract employees and any sub-contractors. b. Maintain documentation within the personnel files that meets DPH requirements and audit standards.

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c. Manage contract employees’ personnel items related to subpoenas, employment verification, Employment Development Department and Equal Employment Opportunity Commission notices, and other requests for information. III. MINIMUM QUALIFICATION REQUIREMENTS Presence of minimum qualifications is required before the proposal will be considered. Failure to provide any of the following information or forms or providing information that does not meet standards will result in the proposal being disqualified. Section IV. Submission Requirements within the RFP describes whether these qualifications are to be presented within text pages or as appendices. Items passing minimum qualifications for this RFP may be further rated under Section V. Evaluation and Selection Criteria. 1) Minimum experience: Defined as a minimum of four (4) years providing the functions shown in this RFP under Section II. Scope of Work preferably for a public agency and evident in narrative description of previous experience and clients. 2) Optimal Performance: Defined to include currently operating without a Corrective Action Plan (CAP) (as issued by the SFDPH Business Office Contract Compliance Unit with respect to financial management/sustainability and/or HRM issues) and without a designation of “Elevated Concern or Red Flag Status” by the Department of Public Health or the Office of the Controller, and verified by an internal check of departmental and city records for these conditions. Note: An agency WITH a CAP or other corrective action but WITHOUT a designation of Elevated Concern or Red Flag Status may submit a proposal in response to the subject RFP. Agencies with any cited financial management/sustainability and/or HRM issues may be scored lower than those agencies without these same issues per the scoring criteria identified for this RFP. 3) Operations Integrity: Defined as compliance with all related Federal, State and Local laws as stated in the City's Professional Services Agreement P500 (See Appendix D) and demonstrated by a statement of present and future compliance. 4) Cash Flow Capacity: Defined as a reasonable level of cash reserves to ensure uninterrupted service delivery and demonstrated by providing a current cash flow statement for period ending December 31, 2013 and a cash flow projection for period ending June 30, 2014, including available unencumbered operating revenue held in reserve as of same date. 5) Employee Benefits Disclosure and Guarantee of Reasonable Transferability: Defined and evident by vacation and sick leave accrual rates; retirement and insurance coverage; disability, EAP, and leave policies; length of full-time work week (i.e., number of work hours per week per full-time employee); meals, meal-time, and uniform allowances; fringe benefit calculated percentage; and a statement that seniority benefits can transfer if selected. Any proposal that does not demonstrate the proposer met minimum requirements by the deadline for submittal of proposals will be considered non-responsive and will not be eligible for project proposal review or for award of a contract. IV. SUBMISSION REQUIREMENTS P-590 (11-07)

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A.

Non Binding Letter of Intent

Prospective applicants are requested to submit a Letter of Intent (LOI) on their agency’s letterhead to the DPH Office of Contracts Management and Compliance by 12:00 Noon, on April 14, 2014 to indicate their interest in submitting a proposal under this RFP. Such a letter of intent is non-binding and will not prevent acceptance of an agency’s proposal and neither commits an agency to submitting an application. Junko Craft, Contract Analyst San Francisco Department of Public Health Office of Contracts Management and Compliance 1380 Howard St., 4th Floor, # 419c San Francisco, CA 94103 B.

Time and Place for Submission of Proposals

Proposals must be received by 12:00 p.m., on April 30, 2014. Postmarks will not be considered in judging the timeliness of submissions. Proposals may be delivered in person DPH Office of Contracts Management and Compliance (“Contracts Office”), or mailed to: Junko Craft, Contract Analyst San Francisco Department of Public Health Office of Contracts Management and Compliance 1380 Howard St., 4th Floor, # 419C San Francisco, CA 94103 Applicants shall submit one (1) original and seven (7) copies of the proposal, and separately bound one (1) copy of required Contract Monitoring Division (CMD) Forms 1 in a sealed envelope clearly marked “RFP 8-2014 – Fiscal Intermediary for SFHOT” to the above location. The original copy of the proposal must be clearly marked as “ORIGINAL”. Proposals that are submitted by facsimile, telephone or electronic mail will not be accepted. Late submissions will not be considered. C.

Format

All submission must be typewritten and on recycled paper and printed on double-sided pages to the maximum extent possible. Please page number each page and use a 12-point font that is easy to read such as Arial, Calibri, or Times New Roman. Please bind the entire proposal with a binder clip, rubber band or single staple. Do not bind your proposal with a spiral binding, glued binding or anything similar. Three-ring binders with tabs or other separators within the proposal are preferred; please do not paper-clip separate sections of the proposal. Please also include a Table of Contents that follows the order specified in the section, “D. Submission Content.” D.

Submission Content (no more than 33 pages plus Table of Contents)

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Firms interested in responding to this RFP must complete the attached DPH RFP Form # 1 – Solicitation and Offer (see attachment in the Zip Holder) and return it with the following information in the order specified below: 1. Introduction and Executive Summary (1 page) Submit a letter of introduction and executive summary of the proposal. The letter must be signed by a person authorized by your firm to obligate your firm to perform the commitments contained in the proposal. Submission of the letter will constitute a representation by your firm that your firm is willing and able to perform the commitments contained in the proposal. 2. Firm Minimum Qualifications (5 pages plus applicable appendix) Within the text section provide the following qualifications as described in Section III. Minimum Qualification Requirements. Within an appendix, provide cash flow statements and letters of recommendation. a. Minimum experience: narrative description of previous experience with clients/customers. Include information on your firm’s background and qualifications which addresses the following: i. Name, address, and telephone number of a contact person within the agency; ii. Firm’s description: a brief description of your firm including the structure of any joint venture or association; iii. Past experience in the past four (4) years (preferably with public agencies) with Fiscal Management and Human Resource Management services: a description of not more than three projects similar in size and scope to this solicitation that contributed to applicant’s years of experience. Include project summary, budget, schedule and staff members who worked on each project. Descriptions should be limited to one page for each project. iv. Provide letters of recommendation for the agencies described above. DPH may contact these references. b. Optimal Performance: attestation c. Operations Integrity: statement of present and future compliance d. Cash Flow Capacity: Applicable to current cash flow statement and cash flow projections through June 30, 2014, including available unencumbered operating revenue held in reserve as of same date. e. Employee Benefits Disclosure and Guarantee of Reasonable Transferability: vacation and sick leave accrual rates; retirement and insurance coverage; disability, EAP, and leave policies; length of full-time work week (i.e., number of work hours per week per full-time employee); meals, meal-time, and uniform allowances; fringe benefit calculated percentage; and a statement that seniority benefits can transfer if selected. 3. Project Approach (20 pages text plus applicable appendix) Within the text section describe the indirect (FM and HRM) services and activities that your firm proposes to provide to the City. Refer to Section II. Scope of Work. Include the following information: a. Item-by-item description of your project approach for Fiscal Management and Human Resource Management tasks.

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b. Assignment of work within your firm’s work team. Describe roles of all individuals including those who will be partially allocated and partially funded to provide indirect services in the proposal. c. Ability to start on time and complete the project within the City’s required time frame. Within an appendix, attach requested financial statements, sample reports, and relevant excerpts of Policy & Procedure manuals. 4. Collaborative Experience (2 pages) The City intends to award this contract to the firm that it considers will provide the best overall fiscal management and human resources management services. Applicants must demonstrate efficiency and effectiveness of office operations with respect to financial management, human services administration, and other related items. Within the text section, describe the firm’s concept of efficient and effective back office management. Include experience and descriptions of task management that: a. May be completed with minimal DPH oversight. b. Might be sub-contracted and to whom. c. Need collaboration and how it will be accomplished. d. Might have unforeseen barriers that could prevent timely completion and/or require additional resources, experts, or staff time. The letters of recommendation will be considered during evaluation of this section. 5. Fee Proposal (4 pages) The City intends to award this contract to the firm that it considers will provide the best overall fiscal management and human resources management services. The City reserves the right to accept other than the lowest priced offer and to reject any proposals that are not responsive to this request. Applicants must demonstrate cost efficiency with respect to financial management, human services administration, and other related items. Within the text, provide a fee proposal covering FM and HRM indirect services that do not exceed $407,143, the maximum 12% indirect cost relative to direct costs. Provide: a. A list of proposed FM and HRM team positions and salary rates (rate per hour times annual hours) covered within the indirect budget. These positions must match those described in the Project Approach. The hourly rates and itemized costs are requested in the event they are needed to negotiate changes the Scope of Work. b. Expenses for Indirect staff (other staff supported within the indirect costs) and justification. Include overhead expenses and justification for individuals where portions of their FTEs will be supported through these funds. c. Total FM and HRM fee (to be labeled Indirect within DPH contracts). If the Indirect fee exceeds 12% of Direct Costs ($407,143), it will be disallowed. 6. References (1 page) Within the text, provide a list of references for the lead firm containing at least three (3) recent clients that contributed to the FI and HRM experience (preferably other public agencies). Include names, addresses and telephone numbers of clients to which you provided FI and HRM

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services. Include the agencies who provided letters of recommendation and others you want to have considered. DPH may contact these references. V. EVALUATION AND SELECTION CRITERIA Selection Criteria is based on descriptions, definitions, and evidence delineated in Section II. Scope of Work and Section III. Minimum Qualification Requirements. 1. Agency Minimum Qualifications, Past Performance and Experience Met_____ a. Minimum 4 Years Experience ........................................................................ met, not met b. Optimal Performance, Free of corrective actions ........................................... met, not met c. Operations Integrity, Compliance ................................................................... met, not met d. Cash Flow Capacity………………………………………………………….met, not met e. Employee Benefits Disclosure / Guarantee of Reasonable Transferability….met, not met 2. Fiscal Management (FM) Services .........................................................................35 Points All requested FM services are described in detail, supported as required in applicant’s text description and appendix examples provided, and are consistent with DPH and other Federal, State, and local laws and ordinances governing fiscal and tax procedures. a. FM Organizational Structure and Consistency ....................................................5 points b. FM Staffing Model / Duties / Biographies ..........................................................10 points c. FM Efficiency and Timeliness ............................................................................. 5 points d. FM High Standards and Audit Performance........................................................ 5 points e. FM Readiness and Procedures .............................................................................10 points 3. Human Resources Management (HRM) Services ................................................70 Points All requested HRM services are described in detail, supported as required in applicant’s text description and appendix examples provided, and are consistent with DPH and other Federal, State, and local laws and ordinances governing labor law and practices. a. HRM Organizational Structure and Consistency .................................................10 points b. HRM Staffing Model / Duties / Biographies .......................................................20 points c. HRM Efficiency and Timeliness ......................................................................... 10 points d. HRM High Standards for Evaluation and Training ............................................. 10 points e. HRM Readiness and Procedures.......................................................................... 20 points 4. Collaboration and Office Management Effectiveness ..........................................15 Points A process for collaboration and communication with DPH program managers and supervisors regarding budget, fiscal, and human resources issues is clearly articulated, it demonstrates ability for efficient and effective office operations in support of direct service activities, and it is supported by references. 5. Fee and Cost Efficiency ...........................................................................................15 Points The overall indirect service fee percentage is reasonable, includes all required salaries, benefits, operating costs and justifications, and does not exceed $407,143 (twelve percent (12%) of the direct services administered under this Fiscal Intermediary arrangement). TOTAL POINTS FROM PROPOSAL:

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TOTAL POINTS POSSIBLE UNDER LBE ORDINANCE: Please note that the Contract Analyst will calculate any LBE points. ƒ ƒ ƒ ƒ

13.5 Points

This may include: 10% to a certified Micro or Small LBE; or a joint venture between or among certified Micro or Small LBEs; 5% to a joint venture with certified Micro and/or Small LBE participation, whose participation is equal to or exceeds 35%, but is under 40% or 7.5% to a joint venture with certified Micro and/or Small LBE participation, whose participation equals or exceeds 40%; or 10% to a certified non-profit entity.

TOTAL POINTS POSSIBLE FROM PROPOSAL AND LBE ORDINANCE: 148.5 Points VI. E-MAIL QUESTIONS AND CONTRACT AWARD A.

Email Questions (E-Questions)

All questions and requests for information must be received by electronic mail, fax and/ or US Mail and will be answered at the end of the E-Question period, by electronic mail, fax and or US Mail to all parties who have requested and received a copy of the RFP. The questions will be answered by the program staff. This is the only opportunity firms can ask direct programmatic questions of the Department staff. All questions are to be directed to the following e-mail address: Junko Craft, OR by electronic mail, fax and or US Mail to: Junko Craft, Contract Analyst San Francisco Department of Public Health Office of Contracts Management & Compliance 1380 Howard St., 4th Floor, #419C San Francisco, CA 94103 Phone (415) 255-3543 / Fax (415) 252-3088A E-questions may only be submitted from March 31, 2014 through April 10, 2014 at 12:00 noon. No questions or requests for interpretation will be accepted after 12:00 noon on April 10, 2014. If you have further questions regarding the RFP, please contact contract analyst, Junko Craft at (415) 255-3543 or at [email protected] B.

Contract Award

The Department of Public Health will issue Notices of Intent to Award to the selected Proposer(s) with whom DPH staff shall commence contract negotiations. The selection of any proposal shall not imply acceptance by the City of all terms of the Proposal, which may be subject to further negotiation and approvals before the City may be legally bound thereby. If a satisfactory contract cannot be negotiated in a reasonable time the DPH in its sole discretion may terminate negotiations with the recommended Applicant and begin contract negotiations with the next highest ranked proposal.

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VII. TERMS AND CONDITIONS FOR RECEIPT OF PROPOSALS A.

Errors and Omissions in RFP

Proposers are responsible for reviewing all portions of this RFP. Proposers are to promptly notify the Department, in writing, if the proposer discovers any ambiguity, discrepancy, omission, or other error in the RFP. Any such notification should be directed to the Department promptly after discovery, but in no event later than five (5) working days prior to the date for receipt of proposals. Modifications and clarifications will be made by addenda as provided below. B.

Inquiries Regarding RFP

Inquiries regarding the RFP and all oral notifications of intent to request written modification or clarification of the RFP, must be directed to: Junko Craft, Contract Analyst San Francisco Department of Public Health Office of Contracts Management & Compliance 1380 Howard St., 4th floor, #419c San Francisco, CA 94103 Phone (415) 255-3543 / Fax (415) 252-3088 E-mail: [email protected] C.

Objection to RFP Terms

Should a proposer object on any ground to any provision or legal requirement set forth in this RFP, the proposer must, not more than ten calendar days after the RFP is issued, provide written notice to the Department setting forth with specificity the grounds for the objection. The failure of a proposer to object in the manner set forth in this paragraph shall constitute a complete and irrevocable waiver of any such objection. D.

Change Notices (Addenda)

The Department may modify the RFP, prior to the proposal due date, by issuing Change Notices, which will be posted on the website. The proposer shall be responsible for ensuring that its proposal reflects any and all Change Notices issued by the Department prior to the proposal due date regardless of when the proposal is submitted. Therefore, the City recommends that the proposer consult the website frequently, including shortly before the proposal due date, to determine if the proposer has downloaded all Change Notices. E.

Term of Proposal

Submission of a proposal signifies that the proposed services and prices are valid for 120 calendar days from the proposal due date and that the quoted prices are genuine and not the result of collusion or any other anti-competitive activity.

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F.

Revision of Proposal

A proposer may revise a proposal on the proposer’s own initiative at any time before the deadline for submission of proposals. The proposer must submit the revised proposal in the same manner as the original. A revised proposal must be received on or before the proposal due date. In no case will a statement of intent to submit a revised proposal, or commencement of a revision process, extend the proposal due date for any proposer. At any time during the proposal evaluation process, the Department may require a proposer to provide oral or written clarification of its proposal. The Department reserves the right to make an award without further clarifications of proposals received. G.

Errors and Omissions in Proposal

Failure by the Department to object to an error, omission, or deviation in the proposal will in no way modify the RFP or excuse the vendor from full compliance with the specifications of the RFP or any contract awarded pursuant to the RFP. H.

Financial Responsibility

The City accepts no financial responsibility for any costs incurred by a firm in responding to this RFP. Submissions of the RFP will become the property of the City and may be used by the City in any way deemed appropriate. I.

Proposer’s Obligations Under the Campaign Reform Ordinance

Proposers must comply with Section 1.126 of the S.F. Campaign and Governmental Code, which states: No person who contracts with the City and County of San Francisco, for the rendition of personal services, for the furnishing of any material, supplies or equipment to the City, or for selling any land or building to the City, whenever such transaction would require approval by a City elective officer, or the board on which that City elective officer serves, shall make any contribution to such an officer, or candidates for such an office, or committee controlled by such officer or candidate at any time between commencement of negotiations and the later of either (1) the termination of negotiations for such contract, or (2) three months have elapsed from the date the contract is approved by the City elective officer or the board on which that City elective officer serves. If a proposer is negotiating for a contract that must be approved by an elected local officer or the board on which that officer serves, during the negotiation period the proposer is prohibited from making contributions to: • The officer’s re-election campaign • A candidate for that officer’s office • A committee controlled by the officer or candidate.

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The negotiation period begins with the first point of contact, either by telephone, in person, or in writing, when a contractor approaches any city officer or employee about a particular contract, or a city officer or employee initiates communication with a potential contractor about a contract. The negotiation period ends when a contract is awarded or not awarded to the contractor. Examples of initial contacts include: (i) a vendor contacts a city officer or employee to promote himself or herself as a candidate for a contract; and (ii) a city officer or employee contacts a contractor to propose that the contractor apply for a contract. Inquiries for information about a particular contract, requests for documents relating to a Request for Proposal, and requests to be placed on a mailing list do not constitute negotiations. Violation of Section 1.126 may result in the following criminal, civil, or administrative penalties: a) Criminal. Any person who knowingly or willfully violates section 1.126 is subject to a fine of up to $5,000 and a jail term of not more than six months, or both. b) Civil. Any person who intentionally or negligently violates section 1.126 may be held liable in a civil action brought by the civil prosecutor for an amount up to $5,000. c) Administrative. Any person who intentionally or negligently violates section 1.126 may be held liable in an administrative proceeding before the Ethics Commission held pursuant to the Charter for an amount up to $5,000 for each violation. For further information, proposers should contact the San Francisco Ethics Commission at (415) 581-2300. J.

Sunshine Ordinance

In accordance with S.F. Administrative Code Section 67.24(e), contractors’ bids, responses to RFP’s and all other records of communications between the City and persons or firms seeking contracts shall be open to inspection immediately after a contract has been awarded. Nothing in this provision requires the disclosure of a private person’s or organization’s net worth or other proprietary financial data submitted for qualification for a contract or other benefits until and unless that person or organization is awarded the contract or benefit. Information provided which is covered by this paragraph will be made available to the public upon request. K.

Public Access to Meetings and Records

If a Proposer is a non-profit entity that receives a cumulative total per year of at least $250,000 in City-funds or City-administered funds and is a non-profit organization as defined in Chapter 12L of the San Francisco Administrative Code, the Proposer must comply with the reporting requirements of that Chapter. The Proposer must include in its Proposal (1) a statement describing its efforts to comply with the Chapter 12L provisions regarding public access to Proposer’s meetings and records, and (2) a summary of all complaints concerning the Proposer’s compliance with Chapter 12L that were filed with the City in the last two years and deemed by the City to be substantiated. The summary shall also describe the disposition of each complaint. If no such complaints were filed, the Proposer shall include a statement to that effect. Failure to comply with the reporting requirements of Chapter 12L or material misrepresentation in Proposer’s Chapter 12L submissions shall be grounds for rejection of the Proposal and/or termination of any subsequent Agreement reached on the basis of the Proposal. L.

Reservations of Rights by the City

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The issuance of this RFP does not constitute an agreement by the City that any contract will actually be entered into by the City. The City expressly reserves the right at any time to: 1. 2. 3. 4.

Waive or correct any defect or informality in any response, proposal, or proposal procedure; Reject any or all proposals; Reissue a Request for Proposals; Prior to submission deadline for proposals, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this RFP, or the requirements for contents or format of the proposals; 5. Procure any materials, equipment or services specified in this RFP by any other means; or 6. Determine that no project will be pursued. M.

No Waiver

No waiver by the City of any provision of this RFP shall be implied from any failure by the City to recognize or take action on account of any failure by a Proposer to observe any provision of this RFP. N.

Local Business Enterprise Goals and Outreach

The requirements of the Local Business Enterprise and Non-Discrimination in Contracting Ordinance set forth in Chapter 14B of the San Francisco Administrative Code as it now exists or as it may be amended in the future (collectively the “LBE Ordinance”) shall apply to this RFP. 1. LBE Subconsultant Participation Goals The LBE subcontracting goal has been waived for this RFP. Skip to # 2. 2. Certified LBE Bid Discount /Rating Bonus a) Micro LBE and Small LBE Rating Bonus The City strongly encourages proposals from qualified, certified Micro and Small LBEs. Pursuant to Chapter 14B, a rating bonus will be in effect for the award of this project for any proposers who are certified by CMD as a Micro or Small LBE, or joint ventures where the joint venture partners are in the same discipline and have the specific levels of participation as identified below. For joints ventures, the certified Micro and /or Small LBE must be an active partner in the joint venture and perform work, manage the job and take financial risks in proportion to the required level of participation stated in the proposal, and must be responsible for a clearly defined portion of the work to be performed and share in the ownership, control, management responsibilities, risks, and profits of the joint venture. The portion of the certified Micro and/or Small LBE joint venture’s work shall be set forth in detail separately from the work to be performed by the non-LBE joint venture partner. The certified Micro and/or Small LBE joint venture’s portion of the contract must be assigned a commercially useful function. Certification applications may be obtained by calling CMD at (415) 581-2310. The rating bonus applies at each phase of the selection process. The application of the rating bonus is as follows: i) 10% to a certified Micro or Small LBE; or a joint venture between or among certified Micro or Small LBEs;

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ii) 5% to a joint venture with certified Micro and/or Small LBE participation, whose participation is equal to or exceeds 35%, but is under 40% or iii) 7.5% to a joint venture with certified Micro and/or Small LBE participation, whose participation equals or exceeds 40%; or iv) 10% to a certified non-profit entity. The rating bonus will be applied by adding 5%, 7.5%, or 10% (as applicable) to the score of each firm eligible for a bonus for the purposes of determining the highest ranked firm. b) Small Business Administration (SBA) LBE Rating Bonus Pursuant to Chapter 14B.7(E), a 2% rating bonus will be in effect for proposers who are certified by CMD as a SBA LBE; however, the 2% rating bonus shall not be applied at any stage if it would adversely affect a Micro or Small LBE proposer or a J/V with LBE participation. 3. CMD Forms to be submitted with Proposal a) All proposals submitted must include the following CMD Forms contained in the CMD Attachment 2: i) Form 2A, CMD Contract Participation Form, ii) Form 3, CMD NonDiscrimination Affidavit, iii) Form 4, CMD Joint Venture Form (if applicable), and iv) Form 5, CMD Employment Form. If these forms are not returned with the proposal, the proposal may be determined to be non-responsive and may be rejected. b) Please submit only one (1) copy of the above forms with your proposal. The forms should be placed in a separate, sealed envelope labeled CMD Forms. If you have any questions concerning the CMD Forms, you may call Contract Monitoring Division (415) 581-2310 or visit http://sfgsa.org/index.aspx?page=6058 VIII. CONTRACT REQUIREMENTS A.

Standard Contract Provisions

The successful proposer will be required to enter into a contract in the form of the Agreement for Professional Services, attached hereto as Appendix D. Failure to timely execute the contract, or to furnish any and all insurance certificates and policy endorsement, surety bonds or other materials required in the contract, shall be deemed an abandonment of a contract offer. The City, in its sole discretion, may select another firm and may proceed against the original selectee for damages. Proposers are urged to pay special attention to the requirements of Administrative Code Chapters 12B and 12C, Nondiscrimination in Contracts and Benefits, (Chapter 12B.2 “Nondiscrimination; Penalties in the Agreement); the Minimum Compensation Ordinance (Chapter 12P.5 “Requiring Minimum Compensation for Covered Employee” in the Agreement); the Health Care Accountability Ordinance (Chapter 12Q.2.9 “Requiring Health Benefits for Covered Employees” in the Agreement); the First Source Hiring Program (Chapter 83 “First Source Hiring Program” in the Agreement); and applicable conflict of interest laws, as set forth in paragraphs B, C, D, E and F below.

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B.

Nondiscrimination in Contracts and Benefits

The successful proposer will be required to agree to comply fully with and be bound by the provisions of Chapters 12B and 12C of the San Francisco Administrative Code. Generally, Chapter 12B prohibits the City and County of San Francisco from entering into contracts or leases with any entity that discriminates in the provision of benefits between employees with domestic partners and employees with spouses, and/or between the domestic partners and spouses of employees. The Chapter 12C requires nondiscrimination in contracts in public accommodation. Additional information on Chapters 12B and 12C is available on the CMD’s website at http://sfgsa.org/index.aspx?page=6058 C.

Minimum Compensation Ordinance (MCO)

The successful proposer will be required to agree to comply fully with and be bound by the provisions of the Minimum Compensation Ordinance (MCO), as set forth in S.F. Administrative Code Chapter 12P. Generally, this Ordinance requires contractors to provide employees covered by the Ordinance who do work funded under the contract with hourly gross compensation and paid and unpaid time off that meet certain minimum requirements. For the contractual requirements of the MCO, see Sec.12P.5 of “Requiring Minimum Compensation for Covered Employee” in the Agreement. For the amount of hourly gross compensation currently required under the MCO, see www.sfgov.org/olse/mco. Note that this hourly rate may increase on January 1 of each year and that contractors will be required to pay any such increases to covered employees during the term of the contract. Additional information regarding the MCO is available on the web at www.sfgov.org/olse/mco. D.

Health Care Accountability Ordinance (HCAO)

The successful proposer will be required to agree to comply fully with and be bound by the provisions of the Health Care Accountability Ordinance (HCAO), as set forth in S.F. Administrative Code Chapter 12Q. Contractors should consult the San Francisco Administrative Code to determine their compliance obligations under this chapter. Additional information regarding the HCAO is available on the web at www.sfgov.org/olse/hcao. E.

First Source Hiring Program (FSHP)

If the contract is for more than $50,000, then the First Source Hiring Program (Admin.Code Chapter 83) may apply. Generally, this ordinance requires contractors to notify the First Source Hiring Program of available entry-level jobs and provide the Workforce Development System with the first opportunity to refer qualified individuals for employment. Contractors should consult the San Francisco Administrative Code to determine their compliance obligations under this chapter. Additional information regarding the FSHP is available on the web at www.sfgov.org/moed/fshp.htm and from the First Source Hiring Administrator, (415) 401-4960. F.

Conflicts of Interest

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The successful proposer will be required to agree to comply fully with and be bound by the applicable provisions of state and local laws related to conflicts of interest, including Section 15.103 of the City's Charter, Article III, Chapter 2 of City’s Campaign and Governmental Conduct Code, and Section 87100 et seq. and Section 1090 et seq. of the Government Code of the State of California. The successful proposer will be required to acknowledge that it is familiar with these laws; certify that it does not know of any facts that constitute a violation of said provisions; and agree to immediately notify the City if it becomes aware of any such fact during the term of the Agreement. Individuals who will perform work for the City on behalf of the successful proposer might be deemed consultants under state and local conflict of interest laws. If so, such individuals will be required to submit a Statement of Economic Interests, California Fair Political Practices Commission Form 700, to the City within ten calendar days of the City notifying the successful proposer that the City has selected the proposer. IX. PROTEST PROCEDURES A.

Protest of Non – Responsiveness Determination

Within five (5) working days of the City's issuance of a notice of non-responsiveness, any firm that has submitted a proposal and believes that the City has incorrectly determined that its proposal is non-responsive may submit a written notice of protest. Such notice of protest must be received by the City on or before the fifth (5th) working day following the City's issuance of the notice of non-responsiveness. The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the City to determine the validity of the protest. B.

Protest of Contract Award

Within five (5) working days of the City's issuance of a notice of intent to award the contract, any firm that has submitted a responsive proposal and believes that the City has incorrectly selected another proposer for award may submit a written notice of protest. Such notice of protest must be received by the City on or before the fifth (5th) working day after the City's issuance of the notice of intent to award. The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the applicant, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the City to determine the validity of the protest. C.

Delivery of Protests

All protests must be received by the due date. If a protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein. Protests should be transmitted by a means

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that will objectively establish the date the City received the protest. Protests or notice of protests made orally (e.g., by telephone) will not be considered. Protests must be delivered to: Jacquie Hale, Director Office of Contracts Management and Compliance San Francisco Department of Public Health 101 Grove, Room 307 San Francisco, CA 94102 Phone (415) 554-2609/ Fax (415) 554-2555

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APPENDIX A DPH Forms Provided on paper/hard copy or electronically (in a “zipped” file) for this RFP: † DPH Forms:

- RFP Form # 1: Solicitation and Offer - RFP Form # 2: Contractual Record Form † CMD Attachment 2

See in the attached Zipped File.

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APPENDIX B Standard Forms Before the City can award any contract to a contractor, that contractor must file four standard City forms (items 1-3 on the chart). Because many contractors have already completed these forms, and because some informational forms are rarely revised, the City has not included them in the RFP package. Instead, this Appendix describes the forms, where to find them on the Internet (see bottom of page 2), and where to file them. If a contractor cannot get the documents off the Internet, the contractor should call (415) 554-6248 or e-mail Purchasing ([email protected]) and Purchasing will fax, mail or e-mail them to the contractor. If a contractor has already filled out items 1-3 (See note under item 3) on the chart, the contractor should not do so again unless the contractor’s answers have changed. To find out whether these forms have been submitted, the contractor should call Purchasing at (415) 5546702. If a contractor would like to apply to be certified as a local business enterprise, it must submit item 4. To find out about item 4 and certification, the contractor should call Contract Monitoring Division at (415) 581-2310. Form Name and Internet Item Location

1.

Request for Taxpayer Identification Number and Certification http://sfgsa.org/index.aspx?page =4762

Form Numbe r W-9

www.irs.gov/pub/irs-pdf/fw9.pdf (Form W-9)

Return the Form to; For more information The City needs the contractor’s Office of Contract taxpayer ID number on this form. Admin. If a contractor has already done Purchasing business with the City, this form Division is not necessary because the City City Hall, Room already has the number. 430 San Francisco, CA 94102-4685 (415) 554-6718

Description

www.irs.gov/pub/irs-pdf/iw9.pdf (instructions for W-9) Business Tax Declaration 2.

http://www.sfgov.org/oca/purcha sing/forms.htm http://sfgsa.org/index.aspx?page =4762

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All contractors must sign this form to determine if they must register with the Tax Collector, even if not located in San Francisco. All businesses that qualify as “conducting business in San Francisco” must register with the Tax Collector.

B-1

Office of Contract Admin. Purchasing Division City Hall, Room 430 San Francisco, CA 94102-4685 (415) 554-6718

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Form Name and Internet Item Location

3.

S.F. Administrative Code Chapters 12B & 12C Declaration: Nondiscrimination in Contracts and Benefits http://www.sfgov.org/oca/purcha sing/forms.htm - In Vendor Profile Application http://sfgsa.org/index.aspx?page =6058

LBE Certification Application 4. http://sfgsa.org/index.aspx?page =5364

Form Numbe r HRC12B101

Description Contractors tell the City if their personnel policies meet the City’s requirements for nondiscrimination against protected classes of people, and in the provision of benefits between employees with spouses and employees with domestic partners. Form submission is not complete if it does not include the additional documentation asked for on the form. Other forms may be required, depending on the contractor’s answers on this form. (Note: Contract Contract-to-Contract Compliance status vendor must fill out this form each time contracting with the City.) Local businesses complete this form to be certified by CMD as LBEs. Certified LBEs receive a bid bonus pursuant to Chapter 14B when bidding on City contracts. To receive the bid bonus, you must be certified by CMD by the proposal due date.

Return the Form to; For more information Contract Monitoring Division (CMD) 30 Van Ness, Suite 200 San Francisco, CA 94102 (415) 581-2310

Contract Monitoring Division (CMD) 30 Van Ness, Suite 200 San Francisco, CA 94102 (415) 581-2310

Where the forms are on the Internet: Office of Contract Administration: Homepage: http://www.sfgov.org/oca/ Purchasing forms: http://www.sfgov.org/oca/purchasing/forms.htm Contract Monitoring Division (formerly Human Rights Commission) CMD Homepage: http://sfgsa.org/index.aspx?page=5356

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APPENDIX C Acknowledgement of Requirements 12B (also See Zip folder)

ACKNOWLEDGEMENT OF REQUIREMENTS OF CHAPTER 12B DECLARATION

I, ______________________________________________, by affixing my signature hereto, acknowledge that I have read the “Quick Reference Guide To Equal Benefits Compliance” and understand that in order to contract with the City and County of San Francisco the bidding firm must comply with the requirements of Chapter 12B of the San Francisco Administrative Code to provide or offer access to the same benefits to employees with (same or opposite sex) domestic partners or to (same or opposite sex) domestic partners of employees that are provided or made accessible to employees with spouses or to spouses of employees.

Name of Bidding Firm

Name and Title of Signer Responsible for Employee Benefits

Bidder's Street Address

Bidder's City, State, ZIP

Bidder's Telephone No.

Signature of Authorized Employee Benefits Representative

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APPENDIX D Agreement for Professional Services (P500) – provided in the attached zipped folder

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