REQUEST FOR PROPOSAL
for
PERSONAL COMPUTER/HELP DESK SUPPORT
SERVICES
CITY OF LOS ANGELES
DEPARTMENT OF PUBLIC WORKS
BUREAU OF SANITATION
TABLE OF CONTENTS
1. INTRODUCTION ...5
2. GENERAL INFORMATION ...5
2.1 In Writing ...5
2.2 Cover Letter ...5
2.3 Authorized Signatures...5
2.4 Number of Copies Required ...5
2.5 Information Requested And Not Furnished...5
2.6 Alternatives ...6
2.7 PROPOSAL Errors...6
2.8 Waiver Of Minor Administrative Irregularities...6
2.9 Interpretation And Clarifications ...6
2.10 Pre-PROPOSAL Conference ...6
2.10.1 Purpose Of Pre-PROPOSAL Conference ...6
2.10.2 How To Prepare Questions...6
2.11 PROPOSAL Submission...7
2.12 PROPOSAL Closing ...7
2.13 Late PROPOSAL ...7
2.14 Withdrawal Of PROPOSAL...7
2.15 Americans With Disabilities Act ...7
2.16 Award Of Contract...7
2.17 Rejection Of PROPOSAL...8
2.18 PROPOSAL Protest ...8
3. GENERAL TERMS AND CONDITIONS...8
3.1 Definition Of Terms ...8
3.2 Property Of City/Proprietary Material ...8
3.3 Addendum(a) ...9
3.4 Multiple PROPOSALS...9
3.6 Execution Of Contract ...9
3.7 Amendments/Modifications/Change Orders ...9
3.8 Prime Contractor ...9
3.9 Subcontractors/Joint Ventures ...10
3.10 Copies Of Subcontractor Agreements ...10
3.11 Contractor Performance Feedback Meetings ...10
3.12 Replacement Of Contractor’s Staff ...10
3.13 Contractor’s Address...10
4. FINANCIAL RESPONSIBILITY ...10
5. RIGHTS OF NEGOTIATION, REVISION, WITHDRAWAL AND REJECTION ...11
6. ACCEPTANCE OF TERMS AND CONDITIONS ...11
7. SCOPE OF REQUIRED SERVICES...11
8. SPECIFICATIONS FOR PROPOSALS...12
8.1 Proposer Background Information...12
8.2 Verification of Prior City Contracts...12
8.3 Years in Business ...12
8.4 Past Failure to Complete Work Awarded ...12
8.5 Business Organization...13
8.6 Proposed Subcontractor Information...13
8.7 Specific Experience...13
8.8 Costs ...13
8.9 Conflict Of Interest ...13
8.10 Standard Policies And Requirements ...13
8.11 Items Proposer Chooses Not To Address ...14
8.12 Discount Terms ...14
8.13 Term of Contract ...14
8.14 Invoicing Instructions...14
8.15 Billing Address ...14
9. SELECTION PROCEDURE ...15
10. CITY STANDARD POLICIES and REQUIREMENTS...15
10.1 Business Tax Registration Certificate (BTRC)...15
10.2 Nondiscrimination/Equal Employment Practices/Affirmative Action Plan...15
10.3 Insurance Requirements ...16
10.4 Living Wage Ordinance And Service Contractor Worker Retention ...16
10.5 Contractor Performance Evaluation Ordinance ...16
10.6 Contractor Responsibility Ordinance ...17
10.7 Certification Regarding Americans With Disabilities Act...17
10.8 Certification Regarding Compliance With Equal Benefits Ordinances ...17
10.9 Headquarters And Location Of Work Force...17
10.10 City of Los Angeles Contract History ...17
10.11 Standard Provisions for City Personal Services Contracts...17
10.12 MBE/WBE/OBE Subcontractor Outreach Program Requirements...17
10.13 Slavery Disclosure Ordinance...18
11. PROPOSER CHECKLIST ...19
1. INTRODUCTION
The Bureau of Sanitation of the City of Los Angeles, Department of Public Works, is requesting submittal of proposals for firms to provide Personal Computer/Help Desk support services.
2. GENERAL INFORMATION
It is the Bureau of Sanitation, Department of Public Works’ intent to award a contract, in a form approved by the City Attorney, to the selected proposer. This Request for Proposal (RFP) and the PROPOSAL submitted or any part thereof may be incorporated into and made a part of the contract. PROPOSALs accepted by the City in writing constitute a legally binding contract offer. It is requested that PROPOSALs be prepared simply and economically, avoiding the use of unnecessary promotional material.
PROPOSAL Format and Submission Requirements
PROPOSALs shall be based only on the material contained in the RFP, pre-PROPOSAL conference responses, amendments, addenda and other material published by the City relating to the RFP. The proposer shall disregard any previous draft material and oral representations that may have been obtained by the proposer. PROPOSALs shall be submitted in accordance with the requirements set in this RFP.
2.1. In Writing
All PROPOSALs must be submitted in writing and proposers shall complete and return all applicable documents including forms, appendices, specifications, drawings, schematic diagrams and any technical and/or illustrative literature. The City may deem a proposer non-responsive if the proposer fails to provide all required documentation and copies.
2.2. Cover Letter
Each PROPOSAL must include a cover letter limited to one page. The cover letter must include the title, address and telephone number of the person or persons who will be authorized to represent the proposer.
2.3. Authorized Signatures
PROPOSALs must be signed by a duly authorized officer eligible to sign contract documents and authorized to bind the company to all commitments made in the PROPOSAL. Consortiums, joint ventures, or teams submitting PROPOSALs will not be considered responsive unless it is established that all contractual responsibility rests solely with one proposer or one legal entity. The PROPOSAL must identify the responsible entity.
2.4. Number of Copies Required
Proposers are required to submit one original RFP signed in ink and seven (7) copies of the RFP. Original and copies should be identified as such. Written PROPOSALs must be presented in a sealed envelope. Proposer must enter the PROPOSAL number, title and proposer’s name on the outside of the envelope. Sealed PROPOSALs are to be delivered to the address listed in this RFP no later than the stated PROPOSAL closing date and time. 2.5. Information Requested and Not Furnished
The information requested and the manner of submission is essential to permit prompt evaluation of all PROPOSALs. Accordingly, the City reserves the right to declare as
non-responsive and reject any PROPOSALs in which the requested information is not furnished or when a direct or complete answer is not provided.
2.6. Alternatives
The proposer shall not change any wording in the RFP or associated documents. Any explanation or alternatives offered shall be submitted in a letter attached to the front of the PROPOSAL documents. Alternatives that do not substantially meet the City’s requirements cannot be considered. PROPOSALs offered subject to conditions and/or limitations may be rejected as non-responsive.
2.7. PROPOSAL Errors
Proposer is liable for all errors or omissions incurred by proposer in preparing the PROPOSAL. Proposer will not be allowed to alter PROPOSAL documents after the due date for submission.
The City reserves the right to make corrections or amendments due to errors identified in PROPOSAL by the City or the proposer. This type of correction or amendment will only be allowed for errors as typing, transposition or any other obvious error. Any changes will be date and time stamped and attached to PROPOSAL. All changes must be coordinated in writing with, authorized by and made by the Contract Administrator.
2.8. Waiver of Minor Administrative Irregularities
The City reserves the right, at its sole discretion, to waive minor administrative irregularities contained in any PROPOSAL.
2.9. Interpretations and Clarifications
The City will consider prospective recommendations or suggestions regarding any requirements before the pre-PROPOSAL conference. All recommendations or suggestions must be in writing and submitted to the Contract Administrator. The City reserves the right to modify requirements on any RFP if it is in the best interest of the City.
2.10. Pre-PROPOSAL Conference
A mandatory pre-PROPOSAL conference will be held for all interested Proposers on:
DATE: TIME:
LOCATION: Hyperion Treatment Plant – Pregerson Building 12000 Vista Del Mar
Playa Del Rey, CA 90293
2.10.1. Purpose of Pre-PROPOSAL Conference
The purpose of the conference is to clarify the contents of this RFP and to discuss Bureau of Sanitation, Department of Public Works’needs.
2.10.2. How to Prepare Questions
To maximize the effectiveness of the conference, the Bureau of Sanitation, Department of Public Works requests that, to the extent possible, proposers provide questions in writing at least two business days prior to the conference. This will
enable the Bureau of Sanitation, Department of Public Worksto prepare responses in advance. Specific questions concerning the RFP should be submitted in writing to the Contract Administrator:
City of Los Angeles Public Works Sanitation Information & Control Systems Division 12000 Vista Del Mar
Playa Del Rey, CA 90293
Attn: Ken Kinsey (310) 648-5225
Additional questions may be accepted at the conference. However, responses may be deferred and provided as addenda to the RFP at a later date.
2.11. PROPOSAL Submission
Sealed PROPOSALs are to be delivered by proposers to:
City of Los Angeles Public Works Sanitation Information & Control Systems Division 12000 Vista Del Mar
Playa Del Rey, CA 90293 Attn: Ken Kinsey (310) 648-5225
2.12. PROPOSAL Closing
No PROPOSAL will be accepted after __________________________
2.13. Late PROPOSAL
Late PROPOSALs will not be accepted and will be returned to the proposer unopened. 2.14. Withdrawal of PROPOSAL
Proposer may withdraw submitted PROPOSAL in writing at any time prior to the specified due date and time. Faxed withdrawals will be accepted. A written request, signed by an authorized representative of the company, must be submitted to the Contract Administrator. After withdrawing a previously submitted PROPOSAL, the proposer may submit another PROPOSAL at any time up to the specified due date and time.
2.15. Americans with Disabilities Act
As covered under Title II of the Americans with Disabilities Act, the City of Los Angeles does not discriminate on the basis of disability and, upon request, will provide reasonable accommodation to ensure equal access to its PROPOSALs, programs, services and activities. If an individual with a disability requires accommodations to attend a pre-PROPOSAL conference, site examination or pre-PROPOSAL opening, please contact the Contract Administrator at least five working days prior to the scheduled event.
2.16. Award of Contract
Award of contract is made to the contractor/consultant with the best combination of price, experience, and quality of service delivery. Awards are not restricted to the lowest offer or bid.
2.17. Rejection of PROPOSAL
The City reserves the right to reject any or all PROPOSALs; to waive any minor informality in PROPOSALs received; to reject any unapproved alternate PROPOSAL(s); and reserves the right to reject the PROPOSAL of any proposer who has previously failed to perform competently in any prior business relationship with the City. The rejection of any or all PROPOSALs shall not render the City liable for costs or damages.
2.18. PROPOSAL Protest
Any protest to a PROPOSAL award(s) must be in writing. Upon receipt of protest, the Contract Administrator will furnish protester with a written statement setting forth the reasons for the proposed award based on the lowest ultimate cost and best overall value to the City and will hold a hearing within five (5) working days after receiving the protest, unless waived by the proposer.
At or prior to the hearing, the protester may present evidence as to why the award should not be made according to the City’s plans. After the close of the hearing, the Bureau of Sanitation, Department of Public Works will make a final determination with respect to the protest, and will award the contract accordingly or reject all PROPOSALs. The decision will be final.
3. GENERAL TERMS AND CONDITIONS 3.1. Definition of Terms
The following terms used in the RFP documents shall be construed as follows: a. “City” shall mean the City of Los Angeles.
b. “Department” shall be considered synonymous with the City’s Department of Public Works, Bureau of Sanitation.
c. “Agreement” shall be considered synonymous with term “Contract.”
d. “Contractor” shall mean the individual, partnership, corporation or other entity to which this agreement is awarded, and shall be synonymous with the term “vendor”.
3.2. Property of City/Proprietary Material
All PROPOSALs submitted in response to this RFP shall become the property of the City of Los Angeles and subject to the State of California Public Records Act. Proposers must identify all copyrighted material, trade secrets or other proprietary information that the proposers claim are exempt from the California Public Records Act (California Government Code Section 6250 et seq.).
In the event a proposer claims such an exemption, the proposer is required to state in the PROPOSAL the following: “The proposer will indemnify the City and its officers, employees and agents, and hold them harmless from any claim or liability and defend any action brought against them for their refusal to disclose copyrighted material, trade secrets or other proprietary information to any person making a request therefore.”
Failure to include such a statement shall constitute a waiver of a proposer’s right to exemption from this disclosure.
3.3. Addendum(a)
The City’s Department of Public Works, Bureau of Sanitation reserves the right to submit addendum(a) to this RFP, which may add additional requirements to be considered responsive. All proposers must acknowledge any addendum(a) issued as a result of any change in this RFP on the proposer’s signature declaration page. Failure to indicate receipt of addendum(a) may result in a PROPOSAL being rejected as non-responsive.
3.4. Multiple PROPOSALS
Proposers interested in submitting more than one PROPOSAL may do so, providing each PROPOSAL stands alone and independently complies with the instructions, conditions and specifications of the RFP.
3.5. Pre-Award Negotiations
Prior to award of the contract, the successful Proposer may be required to attend negotiation meetings that will be scheduled at a later date. The intent of the meeting(s) will be to discuss and negotiate contract requirements, prices, service level agreements, detailed scope of work specifications, ordering, invoicing, delivery, receiving and payment procedures, etc. in order to insure successful administration of the contract.
3.6. Execution of Contract
Unless otherwise stated, PROPOSALs submitted shall be irrevocable for a period of 90 days following the PROPOSAL opening date. A response to this RFP is an offer to contract with the City based upon the terms, conditions, service level agreement and specifications contained in the PROPOSAL submitted. A contract will be formed when the City’s Department of Public Works, Bureau of Sanitation awards the contract to the selected proposer.
Any contract made pursuant to this RFP must be accepted in writing by the proposer. If for any reason proposer should fail to accept the contract in writing, any conduct by proposer, which recognizes the existence of a contract pertaining to the subject matter hereof, shall constitute acceptance by proposer of the contract and all of its terms and conditions.
3.7. Amendments/Modifications/Change Orders
Any amendments, adjustments, alterations, additions, deletions, or modifications in the terms and/or conditions of resultant agreement must be made by written change order approved by the City’s Department of Public Works, Bureau of Sanitation’s Contract Administrator and the contractor. If contractor performs any modification without a written change order, the City shall neither pay for nor be obligated to accept said modification. 3.8. Prime Contractor
The proposer awarded the contract must be the prime contractor performing the primary functions of the contract. If any portion of the contract is to be subcontracted, it must be clearly set forth in the PROPOSAL document as to what part(s) are to be subcontracted, the reasons for the subcontracting and a listing of subcontractors. The City reserves the right to reject any PROPOSAL wherein use of subcontractors significantly affects the ability of the proposer to function as the prime contractor on the awarded contract. The prime contractor shall at all times be responsible for the acts and errors or omissions of its subcontractors or joint participants and persons directly or indirectly employed by them.
3.9. Subcontractors/Joint Ventures
Acceptance or rejection of a proposer’s request to use subcontractors is at the sole discretion of the City. With approval of the City, the contractor may enter into subcontracts and joint participation agreements with others for the performance of portions of resultant agreement.
The provisions of resultant agreement shall apply to all subcontractors in the same manner as to the contractor. In particular, the City will not pay, even indirectly, the fees and expenses of subcontractors that do not conform to the limitations and documentation requirements of resultant agreement.
3.10. Copies of Subcontractor Agreements
Upon written request from the City, the contractor shall supply the City with all subcontractor agreements.
3.11. Contractor Performance Feedback Meetings
The proposer awarded the resulting agreement is required to attend periodic performance feedback meetings facilitated by the City’s Contract Administrator. The meetings will focus on the contractor’s and the City’s performance in fulfilling the service level agreements contained in the contract. The meetings will provide a forum to informally discuss opportunities for improving contract terms and conditions, services level agreements, and cost reductions for both parties.
3.12. Replacement of Contractor’s Staff
The City reserves the right to have the contractor replace any contract personnel with equally or better qualified staff upon submitting written notice to contractor. In addition, the City reserves the right to approve in advance any changes in project personnel or levels of commitment by the consultant to the project.
3.13. Contractor’s Address
The address given in PROPOSAL response shall be considered the legal address of the contractor and shall be changed only by written notice to the City. The contractor shall supply an address to which certified mail can be delivered. The delivery of any communication to the contractor personally, or to such address, or the depositing in the United States Mail, registered or certified with postage prepaid, addressed to the contractor at such address, shall constitute a legal service thereof. Also, telephone numbers, fax numbers and e-mail addresses (if applicable) must be provided.
4. FINANCIAL RESPONSIBILITY
The City shall not be responsible in any manner for the costs associated with submission of your PROPOSAL. The City shall not, in any event, be liable for any precontractual expense incurred by the contractor in preparation and/or submission of the required response. All proposers who respond to solicitations do so solely at their own expense. The PROPOSAL, including all work samples, drawings, plans, brochures, photos, and narrative materials shall become the property of the City upon receipt by the City. The City shall have the right to copy, reproduce, publicize or dispose of each PROPOSAL in any way the City elects.
5. RIGHTS OF NEGOTIATION, REVISION, WITHDRAWAL, AND REJECTION
The City reserves the right to further negotiate the terms and conditions of the contract. It also reserves the right to revise the RFP; withdraw the RFP; to reject any or all PROPOSAL for non-compliance with RFP provisions; to waive any minor informality in PROPOSALs received; to reject any unapproved alternate PROPOSAL(s); not award a contract at any time because of unforeseen circumstances or if it is determined to be in the best interest of the City; and reserves the right to reject the PROPOSAL of any proposer who has previously failed to perform competently in any prior business relationship with the City. If the RFP is revised, written revisions to the RFP will be mailed to all potential proposers who were mailed (directly or by request) the RFP.
6. ACCEPTANCE OF TERMS AND CONDITIONS
Submission of PROPOSALs pursuant to this RFP shall constitute acknowledgement of acceptance of all terms and conditions hereinafter set forth in the RFP unless otherwise expressly stated herein. A sample standard City contract is attached for informational purposes only. Actual terms and conditions in any contract(s) awarded under this RFP will reflect current City requirements at the time of contract execution.
7. SCOPE OF REQUIRED SERVICES
Currently, the PC Support Group of the Bureau of Sanitation’s Information & Control Systems Division (ICSD) provides day to day computer support for over 3,000 desktop, mobile computing devices, and computer peripherals deployed throughout the Bureau of Sanitation.
The Bureau of Sanitation is operating in a Microsoft Windows Active Directory with NT 4.0 Domain environment and clients running Microsoft Windows 95, Windows NT 4.0 Professional, Windows 2000 Professional, and Windows XP Professional Operating Systems. Microsoft Office is the standard Office Suite application and Novell GroupWise for e-mail application.
ICSD must use contract personnel to close the gap in support capability due to the insufficient City staff in meeting this large number of computers and peripherals support requirements.
Project personnel must have an operational mobile phone that Bureau of Sanitation can reach during business hours.
We are particularly interested in firms that can assign staff with PC support experience and know the issues related to help desk support.
Successful proposer will provide the following:
a) Provide to the Bureau of Sanitation, Department of Public Works candidates with the appropriate technical training and experience on an as needed basis for the ongoing support of Bureau equipment and peripherals throughout various Sanitation facilities. Candidates will be grouped into two work/pay levels based on expertise and level of supervision required. The two groups will be Journeyman level and Intern level.
b) Provide administrative support in the form of weekly timesheets, evaluation reports, sick leave reports and other documentation as necessary. Seek out potential candidates and forward resumes to ICSD for initial review.
c) Provide sick leave, overtime, vacation, and health benefits comparable to industry standards.
d) Provide a liaison to work with ICSD personnel to assist in identifying potential candidates. The liaison will negotiate with the contract personnel for wage and benefits requirements. e) Candidates will be referred to the Bureau of Sanitation by the contract company and will be
interviewed by ICSD personnel to determine their suitability. Only those candidates who successfully pass the interview process will be accepted for assignment to this project.
8. SPECIFICATIONS FOR PROPOSALS
Respondents are expected to submit one (1) original and seven (7) copies of their PROPOSAL. The PROPOSAL should be limited to ten pages, exclusive of any resumes, fee schedules, photographs, pamphlets, or brochures. Each consultant should include, at a minimum, the following information:
8.1. Proposer Background Information Proposer’s Company Name: Contact Name:
Contact Title: Mailing Address:
Location of Business (if different from mailing address):
Telephone Number: Pager Number: 24-Hour Tel. Number: Fax Number:
E-mail Address:
Remittance Address (if different from mailing address):
8.2. Verification of Prior City Contracts
The City Council adopted a resolution requiring vendors to provide a list of all City contracts held by the bidder or any affiliated entity within the past 10 years to be included in the response package on all bids and PROPOSALs. Performance on past contracts with the City of Los Angeles will be part of the evaluation criteria. Failure to disclose this information will deem the PROPOSAL non-responsive. Please refer to Appendix XIII and complete the form attached therein.
8.3. Years in Business
Number of Years in Business: __________
Applicable Contractor Registration/License #: ______________________ Expiration Date: ______________________
8.4. Past Failure to Complete Work Awarded
If the proposer has had a contract terminated for default during the past five years, all such incidents must be described. Termination for default is defined as notice to stop performance due to the proposer’s non-performance or poor performance and the issue was either not litigated; or litigated and such litigation determined the proposer to be in default. Submit full details of all termination for default experienced by the proposer during the past five years including the other party’s name, address and telephone number. Present the proposer’s position on the matter. The City will evaluate the facts and may, at its sole
discretion, reject the proposer’s PROPOSAL if the facts discovered indicate that completion of a contract resulting from this RFP may be jeopardized by selection of the proposer. If the proposer has experienced no termination for default in the past five years, so indicate. 8.5. Business Organization
Proposer shall provide an overview of the entity submitting this RFP including the following information:
a) Date entity was established and location of entity when established b) Location of headquarters
c) Total number of employees
d) Total number of employees in the City of Los Angeles and Southern California e) Annual revenues
f) Organization chart indicating the positions and names of the core management team which will undertake this service
g) Brief history and description of entity 8.6. Proposed Subcontractor Information
The following information must be provided for each proposed subcontractor. Attach and submit this information with the PROPOSAL:
a) Subcontractor’s name, mailing address, phone number b) Subcontractor’s contact name, title, phone number
c) Subcontractor’s registration # and/or license #, if applicable d) Description of work to be subcontracted
e) Reason(s) for subcontracting
f) Percentage of total contract to be subcontracted and dollar amount g) If subcontractor is a MBE, WBE or OBE
8.7. Specific Experience
Provide description, references, and experience Proposer has that are related to this RFP. 8.8. Costs
Provide proposed hourly rates inclusive of overhead and profit for personnel that will be used and the firm’s approach and procedures for controlling costs. The City reserves the right to negotiate final hourly rates.
8.9. Conflict of Interest
Provide names of persons or entities associated with the Proposer who may have a conflict of interest with any activity of this RFP. If an apparent conflict of interest exists, the Proposer will be asked to provide a signed document, under separate cover, providing details and explanations. Proposers may be subject to disqualification on the basis of specific conflict of interest issues, as determined by the CITY.
8.10. Standard Policies and Requirements
Proposers shall comply with the City Standard Policies and Requirements identified in Section 11.
8.11. Items Proposer Chooses Not to Address
Proposers shall provide a detailed statement explaining any provision the proposer chooses not to address in the PROPOSAL.
All written documentation to be done under contract shall be prepared and submitted in Microsoft Word and Office format. All drawings shall be in Microsoft Visio or PDF. All documentation will be provided to the City both in hard (paper or other appropriate media) copy and on diskette or CD. All work products shall become the property of the City. The consultant shall provide all labor, equipment, and incidentals required to perform the selected services.
8.12. Discount Terms
Vendor agrees to offer the City any discount terms that are offered to its best customers for the goods and services to be provided herein, and apply such discount to payments made under this agreement, which meets the discount terms.
8.13. Term of Contract
The term of this Contract shall be for a period of three (3) years from the effective date of the final signatures and approval by Bureau of Sanitation/Department of Public Works, City Attorney, City Administrative Officer (CAO), Board of Public Works, and authorized contractor.
8.14. Invoicing Instructions
The City’s payment terms are payment within 30 days. In no event will payment be made prior to the City’s verifying and approving: a) the services provided; b) the work was approved and; c) a proper invoice has been submitted.
A proper invoice shall include, but is not limited to:
a) Contractor’s name and remittance address as listed in the contract b) Contractor’s Business Tax Registration Number
c) Contract number assigned by the City
d) Contractor’s phone number and e-mail address
e) Receiving location City staff representative’s name and phone number f) Invoice number and date
g) Period of performance, for example, from period mm/dd/yr through mm/dd/yr
h) Exact item/service description, hourly rates, specialist name and classification, reimbursable expenses and other direct costs which include backup receipts, and total price listed on the contract or project task order.
8.15. Billing Address
The City is not liable for delays in payment caused by failure of the contractor to send invoices to the address specified below:
City of Los Angeles Public Works Sanitation Information & Control Systems Division 12000 Vista Del Mar
Playa Del Rey, CA 90293 Attn: Ken Kinsey (310) 648-5225
8.16. Termination
All contracts will include a termination clause. The clause will provide that the City may terminate the contract, with or without cause, effective upon ten (10) days written notification to the contractor. Cost payable at termination will be actual costs incurred to date of notice. The City reserves the right, at its convenience and without notification, to reject any or all responses to this RFP.
9. SELECTION PROCEDURE
All work under this contract will be located within the City of Los Angeles and will require on-site work and coordination with staff. The Bureau of Sanitation will form a review panel composed of City of Los Angeles staff to rate the submitted written proposals based on the criteria listed below:
• Technical Qualifications and Competence of proposed contractors 40% This includes background, experience, and familiarity with providing PC/Help Desk support to a large organization running an environment comparable to Sanitation’s.
• Record of Past Performance 20%
This includes references provided and demonstrated ability to provide the PC/Help Desk support services required.
• Current Capability to provide services 20%
This includes current availability of qualified contractors and ability to provide the PC/Help Desk support services required.
• Cost 20%
Hourly rate for contractors in two pay levels: Intern and Journeyman.
The Bureau of Sanitation will then hold interviews with the top five proposers and the most qualified will be selected based on evaluation ratings and interview scores.
10. CITY STANDARD POLICIES and REQUIREMENTS
10.1. Business Tax Registration Certificate (BTRC)
The City of Los Angeles requires that all firms, prime consultant and their subconsultants, doing business within the City of Los Angeles pay City business taxes. Each firm or individual paying the business tax receives a Business Tax Registration Certificate (BTRC) number.
The prime consultant and their subconsultants represents that it has, or will obtain upon award, the Business Tax Registration certificates per the Los Angeles City’s Business Tax Ordinance (Article 1, Chapter 2, Section 21.00 and following, of the Los Angeles Municipal Code). The consultant shall maintain, or obtain as necessary, all such certificates required of it under said ordinance and shall not allow any such certificate to be revoked or suspended. Please refer to Appendix I.
10.2. Nondiscrimination/Equal Employment Practices/Affirmative Action Plan The City of Los Angeles requires that all firms doing business with the City comply with a Non-Discrimination, Equal Employment, Affirmative Action Plan as defined in Section 10.8.1,
Division 10 of the Los Angeles Administrative Code. Plans are valid for twelve months from the date they are approved.
If the Bidder/Proposer has previously completed an Affirmative Action plan that has been filed and accepted by the Bureau of Contract Administration, Equal Employment Opportunities Enforcement Section, submit with their proposal a copy of the acceptance letter. If the bidder has not previously submitted an Affirmative Action Plan, or if the plan approval is within one month of expiring, it will be necessary to comply with the provisions contained in Appendix II. If the Bidder/Proposer plans to comply with its own Affirmative Action Plan, the plan must contain, at a minimum, all the elements of the City’s Plan. Submit a copy of the plan with a signed policy statement, complete Page A-1 of Appendix II, and indicate whether submitting the City Plan or Company Plan.
10.3. Insurance Requirements
The selected firm(s) will be required to maintain and provide certification of adequate insurance coverage as specified by the City’ Risk Manager and the Board of Public Works; certification will be required prior to commencement of any work under this RFP. Required coverage generally includes, but is not limited to, General and/or Professional liability, automobile insurance and Errors and Omissions. Workers Compensation insurance will be required for all contracts under this RFP. Please refer to Appendix III.
10.4. Living Wage Ordinance and Service Contractor Worker Retention
Unless approved for an exemption, contractors under contracts primarily for the furnishing of services to or for the City and that involve an expenditure or receipt in excess of $25,000 and a contract term of at least three (3) months, lessees and licensees of City property, and certain recipients of City financial assistance, shall comply with the provisions of Los Angeles Administrative Code Sections 10.37 et seq., Living Wage Ordinance (LWO) and 10.36 et seq., Service Contractor Worker Retention Ordinance (SCWRO).
Bidders/Proposers shall refer to Appendix IV, “Living Wage Ordinance and Service
Contractor Worker Retention Ordinance” for further information regarding the requirements of the Ordinances.
Bidders/Proposers who believe that they meet the qualifications for one of the exemptions described in the LWO List of Statutory Exemptions shall apply for exemption from the Ordinance by submitting with their proposal the Bidder/Contractor Application for Non-Coverage or Exemption (Form OCC/LW-10), or the Non-Profit/One-Person Contractor Certification of Exemption (OCC/LW-13). The List of Statutory Exemptions, the Application and the Certification are included in Appendix IV.
10.5. Contractor Evaluation Ordinance
At the end of this contract, the City will conduct an evaluation of the Contractor's performance. The City may also conduct evaluations of the Contractor's performance during the term of the contract. As required by Section 10.39.2 of the Los Angeles Administrative Code, evaluations will be based on a number of criteria, including the quality of the work product or service performed, the timeliness of performance, financial issues, and the expertise of personnel that the Contractor assigns to the contract. A Contractor who receives a “Marginal” or “Unsatisfactory” rating will be provided with a copy of the final City evaluation and allowed 14 calendar days to respond. The City will use the final City evaluation, and any response from the Contractor, to evaluate PROPOSALs and to conduct reference checks when awarding other personal services contracts. Please refer to Appendix V.
10.6. Contractor Responsibility Ordinance
Bidders/Proposers are advised that any contract awarded pursuant to this procurement process shall be subject to the provisions of Los Angeles Administrative Code Section 10.40 et seq., Contractor Responsibility Ordinance (CRO). Bidders/Proposers shall refer to Appendix VI, “Contractor Responsibility Ordinance,” for further information regarding the requirements of the Ordinance.
All Bidders/Proposers shall complete and return, with their PROPOSAL, the Responsibility Questionnaire included in the Appendix/Attachment. Failure to return the completed Questionnaire may result in a Bidder/Proposer being deemed non-responsive.
10.7. Certification Regarding Americans with Disabilities Act
All proposers must comply with the Americans with Disabilities Act. This requirement is identified in Appendix VII.
10.8. Certification Regarding Compliance with the Equal Benefits Ordinance Bidders/Proposers are advised that any contract awarded pursuant to this procurement process shall be subject to the applicable provisions of Los Angeles Administrative Code Section 10.8.2.1, Equal Benefits Ordinance (EBO). Bidders/Proposers shall refer to Appendix VIII for further information regarding the requirements of the Ordinance. All Bidders/Proposers shall complete and return, with their proposal, the Equal Benefits Ordinance Compliance Form (three (3) pages) contained in Appendix VIII. The Application for Reasonable Measures Determination (one (1) page) and the Application for Provisional Compliance (two (2) pages) have been included in the Appendix but should be submitted only if applicable. Unless otherwise specified in this procurement package,
Bidders/Proposers do not need to submit supporting documentation with their bids or proposals. However, supporting documentation verifying that the benefits are provided equally shall be required of the Bidder/Proposer that is selected for award of a contract. 10.9. Headquarters and Location of Work Force
Proposers shall identify the headquarters address of the business and identify the percentage of the company work force that resides within the City of Los Angeles. Please refer to Appendix IX.
10.10. City of Los Angeles Contract History
The Los Angeles City Council passed a resolution on July 21, 1998 requiring that all proposed vendors supply in their proposal or bid a list of all City of Los Angeles contracts held by the bidder or any affiliated entity during the preceding 10 years. Please refer to Appendix X.
10.11. Standard Provisions for City Personal Services Contracts
The contract to be executed pursuant to this RFP will comply with the provisions and requirements shown in Appendix XI.
10.12. Minority Business Enterprise (MBE) / Women Business Enterprise (WBE) / Other Business Enterprise (OBE) Subcontractor Outreach Program Requirements The MBE/WBE/OBE Subcontractor Outreach Program requirements were waived by the Mayor’s Office on August 16, 2006. However, prime contractors will be encouraged to utilize MBE/WBE/OBE firms whenever possible.
10.13. Slavery Disclosure Ordinance
Unless otherwise exempt, in accordance with the provisions of the Slavery Disclosure Ordinance, any contract awarded pursuant to this RFP/RFQ will be subject to the Slavery Disclosure Ordinance, Section 10.41 of the Los Angeles Administrative Code.
11. PROPOSER CHECK LIST
Forms Completed and included with RFP (Please Initial)
FORM/DOCUMENT DESCRIPTION
One Original and seven (7) Copies of the Original PROPOSAL and Related Documents
Signature Declaration Page [Identify RFP Page #] Proposer Background Information – Including References[Identify RFP Page #]
Business Tax Registration Certificate (BTRC) (Appendix I)
Nondiscrimination/Equal Employment Practices/Affirmative
Action Plan (Appendix II)
Insurance Requirements (Appendix III)
Living Wage Ordinance and Service Contractor Worker Retention Ordinance (Appendix IV)
Contractor Performance Evaluation Ordinance (Appendix V) Contractor Responsibility Ordinance (Appendix VI)
Certification Regarding Americans with Disabilities Act (Appendix VII)
Certification Regarding Compliance With Equal Benefits Ordinances (Appendix VIII)
Headquarters and Location of Workforce (Appendix IX)
12. PROPOSER SIGNATURE DECLARATION PAGE
The undersigned hereby offers and agrees to furnish the goods and/or routine services in compliance with all the service level requirements, instructions, specifications, and any amendments contained in this RFP document and any written exceptions in the offer accepted by the City.
This PROPOSAL is genuine, and not sham or collusive, nor made in the interest or in behalf of any person not herein named; the proposer has not directly or indirectly induced or solicited any other proposer to put in a sham PROPOSAL, or any other person, firm or corporation to refrain from submitting a PROPOSAL; and the proposer has not in any manner sought by collusion to secure for themselves an advantage over any other proposer.
An officer authorized to bind the proposer to the PROPOSAL must sign each PROPOSAL on behalf of the proposer.
I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and I agree to the terms and conditions in this PROPOSAL.
Company Name:
Signature of Authorized Person: Printed Name:
Title: Address:
City: State: Zip Code:
Date:
The proposer hereby acknowledges receipt of and agrees this submittal is based on the RFP and the following addenda. Failure to indicate receipt of addenda may result in the PROPOSAL being rejected as non-responsive. To constitute a responsive PROPOSAL you must return all pages of the PROPOSAL forms.
ADDENDUM # _____ DATED __________ ADDENDUM # _____ DATED__________ ADDENDUM # _____ DATED __________ ADDENDUM # _____ DATED__________ (If additional addenda are issued, attach a complete listing when submitting this PROPOSAL.)
NO PROPOSAL
If not submitting a PROPOSAL please state reason and return this sheet to City’s Department of Public Works, Bureau of Sanitation, 12000 Vista Del Mar, Playa Del Rey, CA 90293
