INVITATION FOR BIDS FOR ENVIRONMENTAL HOUSEKEEPING...

DEPARTMENT OF HEALTH SERVICES

INVITATION FOR BIDS FOR

ENVIRONMENTAL HOUSEKEEPING SERVICES

MAY 2019

Prepared By Contracts and Grants Division

e

TABLE OF CONTENTS

IFB – ENVIRONMENTAL HOUSEKEEPING SERVICES Page i May 2019

1.0 INTRODUCTION ....................................................................................... 4

1.1 Purpose .............................................................................................................. 4

1.2 Overview of Solicitation Document .................................................................. 5

1.3 Terms and Definitions ....................................................................................... 6

1.4 Minimum Mandatory Requirements .................................................................. 6

1.5 County Rights & Responsibilities ..................................................................... 7

1.6 Required Agreement .......................................................................................... 7

1.7 Agreement Rates ............................................................................................... 8

1.8 Days of Operation .............................................................................................. 8

1.9 Contact with County Personnel ........................................................................ 9

1.10 Final Agreement Award by the Board of Supervisors ..................................... 9

1.11 Mandatory Requirement to Register on County’s WebVen ............................ 9

1.12 County Option to Reject Bids and/or Cancel Solicitation ............................... 9

1.13 Protest Policy Review Process ....................................................................... 10

1.14 Notice to Bidders Regarding the Public Records Act ................................... 10

1.15 Bidder Debarment ............................................................................................ 11

1.16 Gratuities .......................................................................................................... 13

1.17 County’s Quality Assurance Plan ................................................................... 13

1.18 Doing Business with the County .................................................................... 13

1.19 Local Small Business Enterprise (LSBE) Preference Program .................... 14

1.20 Social Enterprise (SE) Preference Program ................................................... 15

1.21 Disabled Business Enterprise (DCBE) Preference Program ......................... 15

1.22 Notification to County of Pending Acquisitions/Mergers by Proposing Company .......................................................................................................... 16

1.23 Living Wage Program ...................................................................................... 16

1.24 Displaced Janitor Opportunity Act ................................................................. 19

TABLE OF CONTENTS

IFB – ENVIRONMENTAL HOUSEKEEPING SERVICES Page ii May 2019

2.0 BID SUBMISSION REQUIREMENTS ..................................................... 19

2.1 County Responsibility ..................................................................................... 19

2.2 Truth and Accuracy Representations ............................................................. 19

2.3 IFB Timeline ..................................................................................................... 19

2.4 Solicitation Requirements Review .................................................................. 20

2.5 Bidders’ Questions .......................................................................................... 21

2.6 Submission of Application for Exemption to Living Wage Program ............ 21

2.7 Mandatory Bidders' Conference ..................................................................... 22

2.8 Mandatory Group Site Visits and Mandatory Facilities Presentation ........... 22

2.9 Bid Format ........................................................................................................ 23

2.10 Bid Submission/Bid Opening .......................................................................... 25

3.0 BID REVIEW AND SELECTION PROCESS ........................................... 26

3.1 Adherence to Minimum Mandatory Requirements (Pass/Fail) ..................... 26

3.2 Verification Process ........................................................................................ 27

3.3 Bid Review (1,000 Total Points Available) ...................................................... 27

3.4 Disqualification Review ................................................................................... 28

3.5 Labor Law/Payroll Violations .......................................................................... 29

3.6 Department's Proposed Contractor Selection Review .................................. 29

3.7 County Independent Review Process ............................................................ 30

TABLE OF CONTENTS

IFB – ENVIRONMENTAL HOUSEKEEPING SERVICES Page iii May 2019

APPENDICES

APPENDIX A: REQUIRED AGREEMENT

APPENDIX B: STATEMENT OF WORK – GENERAL TERMS

APPENDIX C: STATEMENT OF WORK: FACILITY SPECIFICATIONS

C-1 GROUP 1 SOW: FACILITY SPECIFICATIONS




APPENDIX D: REQUIRED FORMS

APPENDIX E: TRANSMITTAL FORM TO REQUEST A SOLICITATION

REQUIREMENTS REVIEW

APPENDIX F: COUNTY OF LOS ANGELES POLICY ON DOING BUSINESS

WITH SMALL BUSINESS

APPENDIX G: JURY SERVICE ORDINANCE

APPENDIX H: LISTING OF CONTRACTORS DEBARRED IN LOS ANGELES

COUNTY

APPENDIX I: IRS NOTICE 1015

APPENDIX J: SAFELY SURRENDERED BABY LAW

APPENDIX K: LIVING WAGE (LW) ORDINANCE

APPENDIX K-1: LIVING WAGE RATE ANNUAL ADJUSTMENTS

APPENDIX L: DETERMINATION OF CONTRACTOR NON-RESPONSIBILITY

AND CONTRACTOR DEBARMENT

APPENDIX M: GUIDELINES FOR ASSESSMENT OF BIDDER LABOR LAW/

PAYROLL VIOLATIONS

APPENDIX N: BACKGROUND AND RESOURCES: CALIFORNIA CHARITIES REGULATION

APPENDIX O: DEFAULTED PROPERTY TAX REDUCTION PROGRAM

APPENDIX P: FACILITY GROUPS

APPENDIX Q: MANDATORY GROUP SITE VISITS & MANDATORY

FACILITIES PRESENTATION SCHEDULES AND RULES

BID REVIEW AND SELECTION PROCESS

IFB – ENVIRONMENTAL HOUSEKEEPING SERVICES Page 4 May 2019

1.0 INTRODUCTION 1.1 Purpose

The Department of Health Services (DHS or Department) of the County of Los Angeles (County) is issuing this Invitation for Bids (IFB) to solicit bids for Agreement(s) with qualified Contractor(s) that can provide Environmental Housekeeping Services (also, Services) to County Facilities (e.g., hospitals, comprehensive health centers, outpatient centers, health centers, health clinics, and administrative offices, etc.) located throughout Los Angeles County, which are either owned or leased by DHS or the Department of Public Health. The 32 Facilities covered by this IFB are divided into four (4) Groups, as set forth in Appendix P – Facility Groups. For detailed information regarding each Group’s Facility specifications, cleaning tasks, frequencies, schedule, areas to be serviced, specialized cleaning needs, etc., please refer to the Statements of Work under Appendix C – Statement of Work: Facility Specifications. The services described in this IFB are currently provided by two (2) separate private firms under three (3) contracts, which will expire on August 31, 2019. Through this IFB process, DHS anticipates recommending one or more successor Agreement(s) to the County's Board of Supervisors for approval. The Contractor(s) selected as a result of this IFB, as part of Environmental Housekeeping Services, shall provide all labor, uniforms, badges, supplies, materials, equipment, transportation, supervision, management and any other goods and services needed for meeting the service requirements under the resultant Agreement(s). Facilities must be cleaned and maintained by Contractor in a manner that meets all applicable standards and compliance requirements, including, but not limited to, those by the Centers for Disease Control and Prevention, Joint Commission of Accreditation of Health Care Organizations, Occupational Safety and Health Administration (OSHA), California Department of Public Health Licensing and Certification Division, Centers for Medicare and Medicaid Services, and the Association of peri-Operative Registered Nurses, as applicable to the Facility type (e.g., hospital, health clinic, laboratory, etc.). The Facilities will be maintained with a clean appearance, and all work will be performed by Contractor in a professional manner using good quality equipment, supplies and materials. Bidders may submit a bid for one (1) or more Groups. Each bid shall be inclusive of proposed Services for an entire Group. Any bid that fails to include a response for an entire Group will be deemed an incomplete bid and may be excluded from further consideration for that Group. Bidders should be aware that the services under this IFB are subject to the requirements of the County’s Living Wage Program (Los Angeles County Code Chapter 2.201). Bids that fail to comply with the requirements of the Living Wage Program may be considered non-responsive and excluded from further consideration.



1.2 Overview of Solicitation Document This IFB is composed of the following parts:

INTRODUCTION: Provides background on the services that DHS requires. BID SUBMISSION REQUIREMENTS: Includes instructions to Bidders on

how to prepare and submit their bid(s). BID REVIEW AND SELECTION PROCESS: Includes information on how

the bids will be reviewed and Contractor(s) will be selected. APPENDICES: A – REQUIRED AGREEMENT: Identifies the terms and conditions in

the resultant Agreement. B – STATEMENT OF WORK – GENERAL: The Statement of Work

(SOW) explains in detail the required services to be performed under the Agreement.

C – STATEMENT OF WORK: FACILITY SPECIFICATIONS: Explains in detail the cleaning requirements of each Facility.

D – REQUIRED FORMS: Forms that must be completed and included in each bid.

E – TRANSMITTAL FORM TO REQUEST A SOLICITATION REQUIREMENTS REVIEW: Transmittal sent to Department requesting a Solicitation Requirements Review pursuant to Sub-paragraph 2.4 – Solicitation Requirements Review of this IFB.

F – COUNTY OF LOS ANGELES POLICY ON DOING BUSINESS WITH SMALL BUSINESS: County policy concerning how the County encourages business with small businesses, including preferences that these businesses may receive as part of the review process.

G – JURY SERVICE ORDINANCE: County Code Chapter 2.203, which mandates County Contractors to provide specified jury service benefits to their employees.

H – LISTING OF CONTRACTORS DEBARRED IN LOS ANGELES COUNTY: Listing of Contractors that are not allowed to contract with the County for a specific length of time pursuant to County Code Chapter 2.202.

I – IRS NOTICE 1015: Provides information on Federal Earned Income Credit which Contractors contractually will be required to provide their employees.

J – SAFELY SURRENDERED BABY LAW: County program which requires Contractors to notify their employees about State law on safe baby surrender.



K – LIVING WAGE ORDINANCE: County Code Chapter 2.201, which mandates the provision of a living wage by certain County Contractors.

K-1 – LIVING WAGE RATE ANNUAL ADJUSTMENTS: Provides the effective date and hourly rate changes to the Living Wage Rate.

L – DETERMINATION OF CONTRACTOR NON-RESPONSIBILITY AND CONTRACTOR DEBARMENT: County Code Chapter 2.202, which permits the County to debar or declare non-responsible certain Contractors and/or Bidders.

M – GUIDELINES FOR ASSESSMENT OF BIDDER LABOR LAW/PAYROLL VIOLATIONS: Guidelines that will be used by the County to determine whether the County will deduct points for labor/law payroll violations.

N – BACKGROUND AND RESOURCES: CALIFORNIA CHARITIES REGULATION: An information sheet intended to assist Nonprofit agencies with compliance with SB 1262 – the Nonprofit Integrity Act of 2004 and identify available resources.

O – DEFAULTED PROPERTY TAX REDUCTION PROGRAM ORDINANCE: County Code Chapter 2.206, which requires Contractors to keep County Property Taxes out of default status at all times during the term of an awarded Agreement.

P – FACILITY GROUPS: Provides a listing of the four (4) Groups of Facilities.

Q – GROUP SITE VISITS AND FACILITIES PRESENTATIONS: Provides the scheduling information, rules, and guidelines regarding the Group Site Visits and Facilities Presentation.

1.3 Terms and Definitions Throughout this IFB, references are made to certain persons, groups and/or Departments/Agencies. For convenience, specific terms and definitions may be found in Appendix A – Required Agreement, Paragraph 2.0 – Definitions.

1.4 Minimum Mandatory Requirements Interested and qualified Bidders that can demonstrate their ability to successfully provide the services described in this IFB are invited to submit bid(s). Only Bidders meeting the requirements specified in this Sub-paragraph 1.4 below (Minimum Mandatory Requirements) will be qualified to submit bids in response to the IFB.

1.4.1 Bidders must have a minimum of three (3) years’ experience within the last five (5) consecutive years in providing environmental housekeeping services, the cleaning criteria for which must have met the standards and compliances including, but not limited to, those by Centers for Disease Control and Prevention, Joint Commission of Accreditation of Health Care Organizations, Occupational Safety and Health Administration (OSHA), California Department of Public Health



Licensing and Certification Division, Centers for Medicare and Medicaid Services, the Association of peri-Operative Registered Nurses (AORN), as applicable to the type of healthcare facilities serviced (e.g., hospital, health clinic, laboratory, etc.).

1.4.2 At least one (1) representative from the Bidder’s firm must attend the Mandatory Bidders' Conference as set forth in Sub-paragraph 2.7 – Mandatory Bidders' Conference.

1.4.3 At least one (1) representative from the Bidder’s firm must attend the Mandatory Group Site Visits and Mandatory Facilities Presentation as set forth in Sub-paragraph 2.8 – Mandatory Group Site Visits and Mandatory Facilities Presentation.

1.4.4 If Bidder’s compliance with a County contract has been reviewed by the Department of the Auditor-Controller within the last ten (10) years, Bidder must not have unresolved questioned costs identified by the Auditor-Controller, in an amount over $100,000.00, that are confirmed to be "disallowed costs" by the contracting County department and remain unpaid for six (6) months or more from the date of disallowance, unless such disallowed costs are the subject of current good faith negotiations to resolve the disallowed costs, in the opinion of the County.

1.5 County Rights & Responsibilities The County has the right to amend the IFB by written addenda thereto. The County is responsible only for that which is expressly stated in the solicitation document and any authorized written addenda thereto. Such addenda shall be made available on the DHS Contracts and Grants Portal at http://cg.dhs.lacounty.gov/. Should any addendum require additional information not previously requested, failure to address the requirements of such addendum may result in the bid not being considered, as determined in the sole discretion of the County. The County is not responsible for and shall not be bound by any representations otherwise made by any individual acting or purporting to act on its behalf.

1.6 Required Agreement 1.6.1 Agreement Term The term of the resultant Agreement(s) shall commence following the

Board of Supervisors' award and shall continue for a period of five (5) years (initial term). The County shall have the option to extend the Agreement(s) for up to two (2) one-year periods beyond the initial term, for a total maximum term of seven (7) years.

1.6.2 Terms and Conditions

This IFB is subject to the County's standard and/or required terms and conditions specified in Appendix A – Required Agreement (hereinafter, Required Agreement), which are incorporated by reference into this IFB. Bidders understand and agree that submission of a bid constitutes acknowledgement and acceptance of, and a willingness to comply

http://cg.dhs.lacounty.gov/



with, all terms and conditions of the Required Agreement and that the Required Agreement shall serve as the basis for the resultant Agreement(s).

1.7 Agreement Rates Prospective Contractor(s) are hereby advised that any resultant Agreement(s), including pricing terms, are subject to the requirements of the County’s Living Wage Program (Los Angeles County Code Chapter 2.201), with which the selected Contractor(s) must comply. Agreement rates shall remain firm and fixed throughout the initial term, unless such rates are adjusted upon the Board of Supervisors’ adoption of an amended Living Wage Ordinance which adjusts the Living Wage rates that employers must pay their employees and delegates authority to department heads to negotiate, finalize and execute contract amendments to adjust contract sums, resulting in adjusted compensation required for Contractors to offset any adjustments to labor costs due to the amended Living Wage Ordinance. Should the County exercise any of the two (2) one-year term extension options, the Contractor may request an increase to the Agreement’s monthly amount during any of the optional extension periods. At the sole discretion of the County, the Agreement’s monthly amount payable during any of the two (2) optional one-year periods may be increased annually based on the most recently published percentage change in the U.S. Department of Labor, Bureau of Labor Statistics’ Consumer Price Index (CPI) for the Los Angeles-Riverside-Orange County Area for the 12-month period preceding the Agreement anniversary date, which shall be the effective date for any Cost of Living Adjustment (COLA). However, any increase shall not exceed the general salary movement granted to County employees as determined by the Chief Executive Officer as of each July 1 for the prior 12-month period. Furthermore, should fiscal circumstances ultimately prevent the Board from approving any increase in County employee salaries, no COLA will be granted. Where the County decides to grant a COLA pursuant to this paragraph for the Agreement(s), it may, in its sole discretion exclude the cost of labor (including the cost of wages and benefits paid to employees providing services under the Agreement(s)) from the base upon which a COLA is calculated, unless the Contractor can show that its labor cost will actually increase. Further, before any COLA increase shall take effect and become part of the Agreement(s), it shall first require written amendment(s) to the Agreement(s), formally approved and executed by the parties.

1.8 Days of Operation The Contractor shall be required to provide Environmental Housekeeping Services pursuant to the requirements specified in Appendix C – Statement of Work: Facility Specifications (Technical Exhibits) as applicable to the serviced Facility.



1.9 Contact with County Personnel All contact regarding this IFB or any matter relating thereto must be in writing and must be either mailed or e-mailed to the person identified below (Contract Administrator):

Department of Health Services Contracts & Grants Division

313 N. Figueroa St., 6th Floor East Los Angeles, CA 90012

ATTN: Elizabeth Seung, Contracts Analyst Email: [email protected]

Phone: (213) 288-7823 If it is discovered that a Bidder contacted and received information regarding this solicitation from any County personnel other than the Contract Administrator specified above, County, in its sole determination, may disqualify such Bidder's bid from further consideration.

1.10 Final Agreement Award by the Board of Supervisors Notwithstanding a recommendation of a Department, agency, individual or other, the Board of Supervisors (Board) retains the right to exercise its judgment concerning the selection of a bid and the terms of any resultant Agreement and to determine which bid best serves the interests of the County. The Board is the ultimate decision making body and makes the final determinations necessary to arrive at a decision to award, or not award, an Agreement. The recommendation to award a contract will not bind the Board of Supervisors to award Agreement(s) to the prospective Contractor(s).

1.11 Mandatory Requirement to Register on County’s WebVen Prior to an Agreement award, all potential Contractors must register on the County’s WebVen. The WebVen contains the potential Contractor’s business profile and identifies the goods/services the business provides. Registration can be accomplished online via the Internet by accessing the County’s home page at http://camisvr.co.la.ca.us/webven/.

1.12 County Option to Reject Bids and/or Cancel Solicitation Proposers are hereby advised that this IFB is a solicitation for bids only and is not intended, and is not to be construed as, an offer to enter into a contract or as a promise to engage in any formal competitive bidding or negotiations. The County may, at its sole discretion, reject any or all bids submitted in response to this IFB and/or cancel this solicitation at any time, with or without cause. The County shall not be liable for any costs incurred by the Bidder in connection with the preparation and submission of any bid.

mailto:[email protected]

http://camisvr.co.la.ca.us/webven/



1.13 Protest Policy Review Process 1.13.1 Under County Board Policy No. 5.055 (Services Contract Solicitation

Protest), any prospective Bidder may request a review of the requirements under a solicitation for a Board-approved services contract, as described in Sub-paragraph 1.13.3 below. Additionally, any Bidder that submitted a bid in response to this IFB by the due date specified in Sub-paragraph 2.3 – IFB Time may request a review of a disqualification or of a proposed Agreement award under such a solicitation, as described respectively in the sections below. Under any such review, it is the responsibility of the Bidder challenging the decision of a County Department to demonstrate that the Department committed a sufficiently material error in the solicitation process to justify invalidation of a solicitation or a proposed Agreement award, as the case may be.

1.13.2 Throughout the review process, the County has no obligation to delay or otherwise postpone an award of an Agreement based on a Bidder protest. In all cases, the County reserves the right to make an award when it is determined to be in the best interest of the County of Los Angeles to do so.

1.13.3 Grounds for Review Unless state or federal statutes or regulations otherwise provide, the

grounds for review of a solicitation for a Board-approved services contract provided for under Board Policy No. 5.055 (Services Contract Solicitation Protest) are limited to the following: Review of Solicitation Requirements (reference Sub-paragraph

2.4 – Solicitation Requirements Review under Paragraph 2.0 – Bid Submission Requirements)

Review of a Disqualified Bid (reference Sub-paragraph 3.4 – Disqualification Review under Paragraph 3.0 – Bid Review and Selection Process)

Review of Proposed Contractor Selection (reference Sub-paragraph 3.7 – County Independent Review Process under Paragraph 3.0 – Bid Review and Selection Process)

1.14 Notice to Bidders Regarding the Public Records Act 1.14.1 Responses to this solicitation shall become the exclusive property of

the County. Absent extraordinary circumstances, all bids will become a matter of public record when the Department's Bidder recommendation appears on the Board agenda.

1.14.2 Exceptions to disclosure are those parts or portions of all bids that are justifiably defined as business or trade secrets, and plainly marked by the Bidder as "Trade Secret", "Confidential", or "Proprietary".

1.14.3 The County shall not, in any way, be liable or responsible for the disclosure of any such record or any parts thereof, if disclosure is



required or permitted under the California Public Records Act or otherwise by law. A blanket statement of confidentiality or the marking of each page of the bid as "Confidential" shall not be deemed sufficient notice of exception. Bidders must specifically label only those provisions of their respective bid which are "Trade Secrets", "Confidential", or "Proprietary" in nature.

1.14.4 Bidder, by submitting a bid in response to this IFB, agrees to defend and indemnify County from any and all costs and expenses, including reasonable attorneys' fees, incurred in connection with any action, proceedings or liability arising out of or in connection with any Public Records Act request for any of the aforementioned documents, information, books, records and/or contents of a bid marked as "Confidential", "Trade Secrets" or "Proprietary".

1.15 Bidder Debarment 1.15.1 The Bidder is hereby notified that, in accordance with Chapter 2.202

of the County Code, the County may debar the Bidder from bidding or proposing on, or being awarded, and/or performing work on other County contracts for a specified period of time, which generally will not exceed five (5) years but may exceed five (5) years or be permanent if warranted by the circumstances, and the County may terminate any or all of the Bidder’s existing contracts with County, if the Board of Supervisors finds, in its discretion, that the Bidder has done any of the following: (i) violated a term of a contract with the County or a nonprofit corporation created by the County; (ii) committed an act or omission which negatively reflects on the Bidder’s quality, fitness or capacity to perform a contract with the County, any other public entity, or a nonprofit corporation created by the County, or engaged in a pattern or practice which negatively reflects on same; (iii) committed an act or offense which indicates a lack of business integrity or business honesty; or (iv) made or submitted a false claim against the County or any other public entity.

1.15.2 If there is evidence that the apparent highest ranked Bidder may be subject to debarment, the Department shall notify the Bidder in writing of the evidence which is the basis for the proposed debarment, and shall advise the Bidder of the scheduled date for a debarment hearing before the Contractor Hearing Board.

1.15.3 The Contractor Hearing Board shall conduct a hearing where evidence on the proposed debarment is presented. The Bidder and/or the Bidder’s representative shall be given an opportunity to submit evidence at that hearing. After the hearing, the Contractor Hearing Board shall prepare a tentative proposed decision, which shall contain a recommendation regarding whether the Bidder should be debarred, and, if so, the appropriate length of time of the debarment. The Bidder and the Department shall be provided an opportunity to object to the tentative proposed decision prior to its presentation to the Board of Supervisors.



1.15.4 After consideration of any objections, or if no objections are received, a record of the hearing, the proposed decision and any other recommendation of the Contractor Hearing Board shall be presented to the Board of Supervisors. The Board of Supervisors shall have the right to modify, deny or adopt the proposed decision and recommendation of the Contractor Hearing Board.

1.15.5 If a Bidder has been debarred for a period longer than five (5) years, that Bidder may, after the debarment has been in effect for at least five (5) years, submit a written request for review of the debarment determination to reduce the period of debarment or terminate the debarment. The County may, in its discretion, reduce the period of debarment or terminate the debarment if it finds that the Bidder has adequately demonstrated one or more of the following: (i) elimination of the grounds for which the debarment was imposed; (ii) a bona fide change in ownership or management; (3) material evidence discovered after debarment was imposed; or (4) any other reason that is in the best interests of the County.

1.15.6 The Contractor Hearing Board will consider requests for review of a debarment determination only where (i) the Bidder has been debarred for a period longer than five (5) years; (ii) the debarment has been in effect for at least five (5) years; and (iii) the request is in writing, states one or more of the grounds for reduction of the debarment period or termination of the debarment, and includes supporting documentation. Upon receiving an appropriate request, the Contractor Hearing Board will provide notice of the hearing on the request. At the hearing, the Contractor Hearing Board shall conduct a hearing where evidence on the proposed reduction of debarment period or termination of debarment is presented. This hearing shall be conducted and the request for review decided by the Contractor Hearing Board pursuant to the same procedures as for a debarment hearing.

1.15.7 The Contractor Hearing Board’s proposed decision shall contain a recommendation on the request to reduce the period of debarment or terminate the debarment. The Contractor Hearing Board shall present its proposed decision and recommendation to the Board of Supervisors. The Board of Supervisors shall have the right to modify, deny, or adopt the proposed decision and recommendation of the Contractor Hearing Board.

1.15.8 These terms shall also apply to proposed subcontractors of the Bidders on County contracts.

1.15.9 Appendix H – Listing of Contractors Debarred in Los Angeles County provides a link to the County’s website where there is a listing of the Contractors that are currently on the Debarment List for Los Angeles County.



1.16 Gratuities 1.16.1 Attempt to Secure Favorable Treatment It is improper for any County officer, employee or agent to solicit

consideration, in any form, from a Bidder with the implication, suggestion or statement that the Bidder’s provision of the consideration may secure more favorable treatment for the Bidder in the award of the Agreement or that the Bidder’s failure to provide such consideration may negatively affect the County’s consideration of the Bidder’s submission. A Bidder shall not offer or give either directly or through an intermediary, consideration, in any form, to a County officer, employee or agent for the purpose of securing favorable treatment with respect to the award of the Agreement.

1.16.2 Bidder Notification to County A Bidder shall immediately report any attempt by a County officer,

employee or agent to solicit such improper consideration. The report shall be made either to the County manager charged with the supervision of the employee or to the County Fraud Hotline at (800) 544-6861 or www.lacountyfraud.org. Failure to report such a solicitation may result in the Bidder’s submission being eliminated from consideration.

1.16.3 Form of Improper Consideration Among other items, such improper consideration may take the form of

cash, discounts, services, the provision of travel or entertainment, or tangible gifts.

1.17 County’s Quality Assurance Plan After Agreement award, the County or its agent will monitor the Contractor’s performance under the Agreement(s) no less frequently than on an annual basis. Such monitoring will include assessing the Contractor’s compliance with all Agreement terms and conditions and performance standards. The Contractor’s deficiencies which the County determines are significant or continuing and that may jeopardize performance of the Agreement will be reported to the County’s Board of Supervisors. The report will include improvement/corrective action measures taken by the County and the Contractor. Continuous and serious performance discrepancy may be grounds for termination of the Agreement or other penalties specified in the Agreement.

1.18 Doing Business with the County 1.18.1 Small Business

The County has multiple programs that address small businesses. The Board of Supervisors encourages small business participation in the County’s contracting process by constantly streamlining and simplifying our selection process and expanding opportunities for small businesses to compete for our business. The County’s Policy on Doing Business with Small Business is stated in Appendix F – County

http://www.lacountyfraud.org/



of Los Angeles Policy on Doing Business with Small Business. The County provides a Local Small Business Enterprise Preference to Small Businesses. This Preference is further explained in Sub-paragraph 1.18.2 – Preferences below.

1.18.2 Preferences The County offers three (3) Preferences that the Bidder may apply for. The Preferences are listed below. The certification process must be completed prior to requesting a preference in a solicitation. The Bidder may only receive one of these preferences during the solicitation process: The Local Small Business Enterprise (LSBE) Preference Program

requires the Bidder company/entity to complete a certification process. This program and how to obtain certification is explained in Paragraph 1.19 – Local Small Business Enterprise (LSBE) Preference Program below.

The Social Enterprise (SE) Preference Program requires the Bidder company/entity to complete a certification process. This program and how to obtain certification is explained in Paragraph 1.20 – Social Enterprise (SE) Preference Program below.

The Disabled Veteran Business Enterprise (DVBE) Preference Program requires the Bidder company/entity to complete a certification process. This program and how to obtain certification is explained in Paragraph 1.21 – Disabled Veteran Business Enterprise (DVBE) Preference Program below.

1.19 Local Small Business Enterprise (LSBE) Preference Program 1.19.1 The County will give LSBE Preference during the solicitation process

to businesses that meet the definition of a LSBE, consistent with Chapter 2.204.030C.1 of the Los Angeles County Code. An LSBE is defined as a business: (1) certified by the State of California as a small business and has had its principal place of business located in Los Angeles County for at least one year; or (2) certified as a small business enterprise with other certifying agencies pursuant to the Department of Consumer and Business Affair’s (DCBA) inclusion policy that: (a) has its principal place of business located in Los Angeles County, and (b) has revenues and employee sizes that meet the State’s Department of General Services requirements. The business must be certified by the DCBA as meeting the requirements set forth above prior to requesting the LSBE Preference in a solicitation.

1.19.2 To apply for certification as an LSBE, businesses should contact the Department of Consumer and Business Affairs at http://dcba.lacounty.gov.

1.19.3 Certified LSBEs may only request the Preference if the certification process has been completed and certification is affirmed. Businesses

http://dcba.lacounty.gov/



must complete and submit the form in Appendix D – Required Forms, Exhibit 3 – Request for Preference Program Consideration and submit a letter of certification from the DCBA with their bids.

1.19.4 Information about the State’s small business enterprise certification regulations is in the California Code of Regulations, Title 2, Subchapter 8, Section 1896 et seq., and is also available on the California Department of General Services Office of Small Business Certification and Resources Web site at http://www.pd.dgs.ca.gov/smbus/default.

1.20 Social Enterprise (SE) Preference Program 1.20.1 The County will give Preference during the solicitation process to

businesses that meet the definition of an SE, consistent with Chapter 2.205 of the Los Angeles County Code. An SE is defined as: 1) A business that qualifies as an SE and has been in operation for

at least one year (1) providing transitional or permanent employment to a Transitional Workforce or providing social, environmental and/or human justice services; and

2) A business certified by the Department of Consumer and Business Affairs (DCBA) as an SE.

1.20.2 The DCBA shall certify that an SE meets the criteria set forth in Sub-paragraph 1.20.1 above.

1.20.3 Certified SEs may only request the Preference if the certification has been completed and certification is affirmed. Businesses must complete and submit the form in Appendix D – Required Forms, Exhibit 3 – Request for Preference Program Consideration and submit a letter of certification from the DCBA with their bids.

1.20.4 Further information on SEs also available on the DCBA’s website at: http://dcba.lacounty.gov.

1.21 Disabled Business Enterprise (DCBE) Preference Program 1.21.1 The County will give Preference during the solicitation process to

businesses that meet the definition of a DVBE, consistent with Chapter 2.211 of the Los Angeles County Code. A DVBE is defined as: 1) A business which is certified by the State of California as a DVBE;

or

2) A business which is verified as a service-disabled veteran-owned small business (SDVOSB) by the Veterans Administration.

3) A business certified as DVBE with other certifying agencies pursuant to the Department of Consumer and Business Affairs’ (DCBA) inclusion policy that meets the criteria set forth by the agencies in 1 and 2 above.

1.21.2 The DCBA shall certify that a DVBE is currently certified by the State of California, by the U.S. Department of Veteran Affairs, or is determined

http://www.pd.dgs.ca.gov/smbus/default

http://dcba.lacounty.gov/



by the DCBA’ inclusion policy that meets the criteria set forth by the agencies in Sub-paragraph 1.21.1, items 1 or 2 above.

1.21.3 Certified DVBEs may only request the preference if the certification process has been completed and certification is affirmed. Businesses must complete and submit the form in Appendix D – Required Forms, Exhibit 3 – Request for Preference Program Certification and submit a letter of certification from the DCBA with their bids.

1.21.4 Information about the State's DVBE certification regulations is found in the California Code of Regulations, Title 2, Subchapter 8, Section 1896 et seq., and is also available on the California Department of General Services Office of Disabled Veteran Business Certification and Resources Website at http://www.dgs.ca.gov/pd/Home.aspx

1.21.5 Information on the Department of Veteran Affairs SDVOSB certification regulations is found in the Code of Federal Regulations, 38CFR 74 and is also available on the Department of Veterans Affairs Website at: http://www.vetbiz.gov/.

1.22 Notification to County of Pending Acquisitions/Mergers by Proposing Company

The Bidder shall notify the County of any pending acquisitions/mergers of its company unless otherwise legally prohibited from doing so. If the Bidder is restricted from legally notifying the County of pending acquisitions/mergers, then it should notify the County of the actual acquisition/mergers as soon as the law allows and provide to the County the legal framework that restricted it from notifying the County prior to the actual acquisitions/mergers. This information shall be provided by the Bidder by completing the form in Appendix D – Required Forms, Exhibit 1 – Bidder's Organization Questionnaire/Affidavit and CBE Information. Failure of the Bidder to provide this information may eliminate its bid from any further consideration. Bidder shall have a continuing obligation to notify County of changes to the information contained in such Exhibit 1 – Bidder’s Organization Questionnaire/Affidavit and CBE Information during the pendency of this IFB by providing to County a revised Exhibit 1 – Bidder's Organization Questionnaire/Affidavit and CBE Information upon the occurrence of any event giving rise to a change in its previously-reported information.

1.23 Living Wage Program The resultant Agreement is subject to the requirements of the County’s Living

Wage Program (Los Angeles County Code Chapter 2.201). The Bidders must carefully read the Appendix K – Living Wage Ordinance, Appendix K-1 – the Living Wage Rate Annual Adjustments and the pertinent Living Wage provisions of Appendix A – Required Agreement, Sub-paragraph 9.1 – Compliance with the County's Living Wage Program, all of which are incorporated by reference into and made a part of this IFB. The Living Wage Program applies to both Contractors and their Subcontractors. Bids that fail to comply with the requirements of the Living Wage Program may be considered non-responsive and excluded from further consideration.

http://www.vetbiz.gov/



1.23.1 In reviewing bids, the County will review a Bidder's history of labor law/payroll violations (including but not limited to violations or pending claims pertaining to wages, hours and working conditions such as minimum wage, prevailing wage, living wage, the Fair Labor Standards Act, employment of minors, or unlawful employment discrimination). To facilitate this process, the Contractors must submit with their bids a completed form in Appendix D – Required Forms, Exhibit 6 – Contractor Non-Responsibility Debarment Acknowledgment and Statement of Compliance and disclose on that form: (i) any determination by a public entity within three (3) years of the date of the bid that the Firm committed a labor law/payroll violation, and (ii) any pending claim which involves an incident of labor law/payroll violation occurring within three (3) years of the date of the bid. Applying established criteria, the County may deduct from 1 to 20 percent of the maximum number of available points for labor law/payroll violations, with substantially increased deductions for a Contractor’s failure to disclose reportable violations (see Appendix M – Guidelines for Assessment of Bidder Labor Law/Payroll Violations). "Pending claims" (i.e., claims that do not have a final disposition) will not result in point deductions; however, such claims may be reported to the Board of Supervisors before an Agreement is awarded.

1.23.2 If a Bidder believes that it does not fall within the Living Wage Program’s definition of Employer or that it meets the exception to the Living Wage Program, then the Bidder must complete and submit to the County, by the date indicated in Sub-paragraph 2.3 – IFB Time, the form in Appendix D – Required Forms, Exhibit 8 – Application for Exemption and include in its submission all necessary documentation to support the claim such as a collective bargaining agreement, if applicable. Upon reviewing the Bidder’s application, the County will determine, in its sole discretion, whether the Bidder falls within the definition of Employer or meets the exception to the Living Wage Program. The County’s decision will be final. Note that the collective bargaining agreement exception applies if it is demonstrated to the County that the agreement is bona fide and that the agreement expressly provides that it supersedes all of the provisions of the Living Wage Program, or (if not all) those specific provisions that are superseded. The Contractor is subject to any provision of the Living Wage Program not expressly superseded by the collective bargaining agreement.

1.23.3 The Living Wage Program requires the Contractors and their Subcontractors to pay their full-time and part-time employees providing services to the County no less than a living wage. The County has established the Living Wages as identified in Appendix K-1 – Living Wage Rate Annual Adjustments.

1.23.4 The Bidder will be required to assign and use full-time employees to provide services under the Agreement, unless the Bidder



demonstrates to the satisfaction of the County the need to use non-full-time employees based on staffing efficiency or the County requirements of an individual job. If a Bidder desires to assign and use non-full-time employees to provide services under the Agreement, the Bidder must submit to the County, along with its bid, a written request detailing the Bidder’s request and justification, and providing all necessary documentation to substantiate the request. Based on the County’s review of the Bidder’s request and supporting documentation, the County shall determine, in its sole discretion, whether the Bidder may use non-full-time employees to provide services under the Agreement. The County’s decision will be final.

1.23.5 If applicable, should the Agreement involve the provision of services which were previously provided under an agreement that was or will be terminated prior to its expiration, then the Contractor is required to provide employment for the predecessor Contractor’s employees. The Contractor must offer employment to all such retention employees who are qualified for such jobs and who were employed by the predecessor Contractor for at least six (6) months prior to the new Agreement resulting from this IFB. However, the Contractor is not required to hire a retention employee who has been convicted of a crime related to the job or the employee’s job performance or who fails to meet any other County requirement for employees of the Contractor. The Contractor may not terminate a retention employee for the first 90 days of employment under the Agreement, except for cause. Thereafter, the Contractor may retain a retention employee on the same terms and conditions as the Contractor’s other employees.

1.23.6 Throughout the term of the Agreement, the Contractor, on behalf of itself and its Subcontractor(s), will be required to submit periodic monitoring reports for each employee providing Services under the Agreement, certifying under penalty of perjury, the hours worked and wages paid. At any time during the term of the Agreement, the County may

conduct an audit of the Contractor’s records as well as field visits with the Contractor’s employees to ascertain compliance with the Living Wage Program.

The Contractor will be required to place specified Living Wage posters at the Contractor’s place of business and locations where the Contractor’s employees are working. The Contractor will also be required to distribute County-provided notices to each of its employees providing services to the County at least once per year.

1.23.7 The Contractor will have to demonstrate a history of business stability, integrity in employee relations and financial ability to pay the Living Wage.

1.23.8 Violations of the provisions of the Living Wage Program will subject the Contractor to withholding of monies owed the Contractor under the Agreement, liquidated damages, possible termination and/or



debarment from future County contracts/agreements in accordance with Los Angeles County Code, Chapter 2.202, as set forth in Appendix L – Determinations of Contractor Non-Responsibility and Contractor Debarment.

1.23.9 Contractors that submit false information may be barred from participating in the prospective contract and future County contracts in accordance with Los Angeles County Code, Chapter 2.202, as set forth in Appendix L – Determinations of Contractor Non-Responsibility and Contractor Debarment.

1.24 Displaced Janitor Opportunity Act Any Agreement awarded pursuant to this IFB will be subject to the provision of

the Displaced Janitor Opportunity Act (California Labor Law Code Section 1060-1065) because it is an agreement for janitorial or building maintenance services performed within the State of California entered on or after January 1, 2002. Under the Displaced Janitor Opportunity Act, janitorial staff employed by the current Contractor for at least four months at the applicable site shall be offered a 60-day transition of employment with the successor Contractor unless there is reasonable cause not hire employees based on performance or conduct while working under the previous Contractor. See www.leginfo.ca.govx/calaw.html for the applicable code sections.

2.0 BID SUBMISSION REQUIREMENTS This Paragraph contains key project dates and activities as well as instructions to the Bidders on how to prepare and submit their bids. Bidders understand and agree that submission of bids in response to this IFB constitutes acknowledgment and acceptance of, and willingness to comply with, all terms and conditions of this IFB, including any and all Addenda thereto.

2.1 County Responsibility The County is not responsible for representations made by any of its officers or employees prior to the execution of the Agreement unless such understanding or representation is included in the Agreement.

2.2 Truth and Accuracy Representations False, misleading, incomplete or deceptively unresponsive statements in connection with a bid shall be sufficient cause for rejection of the bid. The evaluation and determination in this area shall be at the Director’s sole judgment; and his/her judgment shall be final.

2.3 IFB Timeline *The timetable for this IFB is as follows: Release of IFB ...................................................................................... 5/28/19 RSVP to Mandatory Bidders' Conference due by 3:00 p.m. ............ 5/31/19 Submission of Bidders’ Organization Questionnaire/Affidavit/CBE

Information (Appendix D, Exhibit 1) due by 3:00 p.m. with RSVP to

http://www.leginfo.ca.govx/calaw.html



Mandatory Bidders' Conference. ....................................................... 5/31/19 Submission of Prospective Contractor References (Appendix D,

Exhibit 2) due by 3:00 p.m. with RSVP to Mandatory Bidders' Conference. ........................................................................................ 05/31/19

Request for a Solicitation Requirements Review due by 3:00 p.m. ....... 5/31/19 Mandatory Bidders' Conference......................................................... 6/03/19 Mandatory Group Site Visits and Mandatory Facilities Presentations:

Refer to Appendix Q – Mandatory Group Site Visits & Mandatory Facilities Presentations Schedule and Rules for locations and Facilities Rules and Guidelines. GROUP 3: MLK Walk Thru and Facilities Presentations ............. 1:00 p.m., 6/4/19

GROUP 4: LAC+USC Walk Thru and Facilities Presentations ..... 9:00 a.m.,6/5/19

GROUP 4: Rancho Walk Thru and Facilities Presentations ........ 2:00 p.m., 6/5/19

GROUP 1: High Desert Walk Thru and Facilities Presentations .. 9:00 a.m., 6/6/19

GROUP 2: OVMC Walk Thru and Facilities Presentations .......... 1:00 p.m., 6/6/19

GROUP 3: Harbor Walk Thru and Facilities Presentations ...... 11:00 a.m., 6/10/19

Submission of Written Questions due by 3:00 p.m.. .............................. 6/11/19

Submission of Application for Exemption to Living Wage Program (Appendix

D, Exhibit 8) due by 3:00 p.m. ............................................................... 6/12/19

Questions and Answers Released ......................................................... 6/13/19 Bids Due by 12:00 p.m. ....................................................................... 6/2019 Bid Opening at DHS Contracts & Grants, 313 N. Figueroa St., 1st Floor,

Auditorium, Los Angeles, CA 90012 ................................... 12:30 p.m., 6/20/19 *Note: All times noted above are in Pacific Time.

2.4 Solicitation Requirements Review Any person or entity may seek a Solicitation Requirements Review by submitting a completed form in Appendix E – Transmittal Form to Request a Solicitation Requirements Review to the Department conducting the solicitation as described in this Sub-paragraph 2.4. A request for a Solicitation Requirements Review may be denied, in DHS’s sole discretion, if the request does not satisfy all of the following criteria: 1. The request for a Solicitation Requirements Review is made within ten (10)

business days of the issuance of the solicitation document;



2. The request for a Solicitation Requirements Review includes documentation which demonstrates the underlying ability of the person or entity to submit a bid;

3. The request for a Solicitation Requirements Review itemizes in appropriate detail each matter contested and factual reasons for the requested review; and

4. The request for a Solicitation Requirements Review asserts either that: a. application of the minimum requirements, review criteria and/or

business requirements unfairly disadvantages the person or entity; or b. due to unclear instructions, the process may result in the County not

receiving the best bid responses from prospective Bidders. The Solicitation Requirements Review shall be completed and the Department’s determination shall be provided to the requesting person or entity, in writing, within a reasonable time prior to the bid due date. All requests for a Solicitation Requirements Review should be submitted to Contract Administrator identified in Sub-paragraph 1.9 – Contact with County Personnel above.

2.5 Bidders’ Questions The Bidders may submit written questions regarding this IFB by mail or e-mail to the Contract Administrator identified in Sub-paragraph 1.9 – Contact with County Personnel above. All questions submitted will be compiled without identifying the submitting company and, along with the appropriate answers, will be issued as an addendum to the IFB and made available on the DHS Contracts and Grants Portal at http://cg.dhs.lacounty.gov/. When submitting questions, please specify the IFB Paragraph/Section number, Sub-paragraph number and page number and quote the language that prompted the question. This will ensure that the subject of the question can be quickly found in the IFB. County reserves the right to group similar questions when providing answers. Questions may address concerns that the application of minimum requirements, review criteria and/or business requirements would unfairly disadvantage the Bidders or, due to unclear instructions, may result in the County not receiving the best possible responses from the Bidder. Questions should be addressed to the Contract Administrator identified in Sub-paragraph 1.9 – Contact with County Personnel above.

2.6 Submission of Application for Exemption to Living Wage Program If a Bidder believes that it does not fall within the Living Wage Program’s definition of Employer or that it meets the exception to the Living Wage Program, then the Bidder must complete and submit to the County, by the date indicated in Sub-paragraph 2.3 – IFB Timeline, the Application for Exemption, as set forth in Appendix D – Required Forms, Exhibit 8 – County of Los

http://cg.dhs.lacounty.gov/



Angeles Living Wage Program Application for Exemption, including all necessary documentation to support the claim. The Bidder will be notified of the County’s decision.

2.7 Mandatory Bidders' Conference A Mandatory Bidders' Conference will be held to discuss the IFB and Living Wage Requirements. All potential Bidders must physically attend this conference or their bids will be disqualified without review and eliminated from further consideration. The conference is scheduled as follows:

June 3, 2019 9:00 a.m. Pacific Time

Health Services Administrative Building 1st Floor, Auditorium

313 N. Figueroa Street Los Angeles, California 90012

At least one (1) representative from the Bidder’s firm must be present for the full duration of the conference. Late arrivals will not be granted entrance to the conference. Bidders are responsible for finding parking. There will be no reserved parking or validation. Bidders must RSVP, via email, to the Contract Administrator identified in Sub-paragraph 1.9 – Contact with County Personnel, no later than by the date and time identified in Sub-paragraph 2.3 – IFB Timetable. In addition, interested Bidders are required to complete and submit the following forms along with their RSVPs: Appendix D – Required Forms, Exhibit 1 – Bidder’s Organization

Questionnaire/Affidavit/CBE Information: The Bidder shall complete, sign and date this form to acknowledge it meets all minimum requirements specified in Sub-paragraph 1.4 – Minimum Mandatory Requirements of this IFB and has the capability to perform the required services as a corporation or other entity. The person signing the form must be authorized to sign on behalf of and bind the Bidder.

Appendix D – Required Forms, Exhibit 2 – Prospective Contractor References: The Bidder must complete and submit this form, which shall include four (4) references for services previously provided by the Bidder with the same or with similar scope as those required by this IFB.

2.8 Mandatory Group Site Visits and Mandatory Facilities Presentation Mandatory Facility Site Visits and Mandatory Facilities Presentations will be held to allow Bidders the opportunity to physically and visually view each Facility.



Appendix Q – Mandatory Group Site Visits and Mandatory Facilities Presentations Schedules and Rules provides the schedule, rules and general guidelines for such site visits and presentations. Immediately following each Mandatory Group Site Visit, a Mandatory Facilities Presentation will be conducted. The presentation will include a picture PowerPoint presentation of the remaining Facilities applicable to each Facility Group in which the selected Contractor(s) will be required to provide services. All potential Bidders must physically attend each Mandatory Group Site Visit and Mandatory Facilities Presentation for which a bid will be submitted. Otherwise their applicable bids will be disqualified without review and eliminated from further consideration.

2.9 Bid Format All Bids must be submitted in the required format and organized by Sections as described below, in a three-ring binder or bound in a folder. The original Bid shall contain single-sided pages only. The Bid copies may be printed double-sided, provided the print does not bleed through the paper or make it difficult to read. The content and sequence of the bid must be as follows: Business Response The content and sequence of the Business Response must be as follows: Administrative Forms (Section A)

Include the following forms as set forth in Appendix D – Required Forms. Complete, sign and date all forms. Exhibit 3 – Request For Preference Program Consideration Exhibit 10 – Charitable Contributions Certification

Proof of Insurability (Section B) The Bidder must provide proof of insurability that meets all insurance requirements set forth in the Appendix A – Required Agreement, Sub-paragraph 8.29 – General Provisions for All Insurance Coverage and Sub-paragraph 8.30 – Insurance Coverage. If a Bidder does not currently have the required coverage, a letter from a qualified insurance carrier indicating a willingness to provide the required coverage should the Bidder be awarded an Agreement may be submitted with the bid.

Living Wage Compliance Qualifications (Section C) The Living Wage Program requires that Contractors demonstrate both during procurement and for the term of the resultant Agreement(s) business stability, integrity in employee relations, and the financial ability to pay the living wage. In this Section of the bid, Bidders must provide the information and include completed forms under Appendix D – Required Forms to this IFB as specified below. Exhibit 6 – Contractor Non-Responsibility Debarment –

Acknowledgement and Statement of Compliance



Exhibit 7 – Labor/Payroll/Debarment History – Acknowledgement and Statement of Compliance

Exhibit 9 – Approach To Labor-Payroll Record Keeping & Regulatory Compliance

Financial Capability Provide copies of the company’s most current and prior three (3) years'

(for example, 2018, 2017, 2016) financial statements. Statements should include the company’s assets, liabilities and net worth. At a minimum, include the Balance Sheet (Statement of Financial Positions), Income Statement (Statement of Operations) and the Retained Earnings Statement. If audited statements are available, these should be submitted to meet this requirement. Do not submit Income Tax Returns to meet this requirement. Financial statements will be kept confidential if so stamped on each page.

Bidders Response For Each Group Bidder must complete and submit the following Exhibits for each Group it is responding to in the sequence as specified below. If Bidder is NOT submitting a bid for a specific Group number, Bidder must include in the respective section a statement indicating the Group number and a phrase “Intentionally Omitted”.

GROUP 1 (Section D): Appendix D – Required Forms, Exhibit 4-1 – Group 1 Bid Sheet and

Group 1 Facility Budgets. Bidder must complete and submit a Bid Sheet and Facility Budgets for each Facility under Group 1 if bidding for Group 1. Bidder must download the excel Bid Sheet form from http://cg.dhs.lacounty.gov/default.htm (DHS Open Bids). Bidder’s total costs must match the prices provided in Bidder’s electronic excel submittal.

Appendix D – Required Forms, Exhibit 5 – Group 1 Transition Implementation Plan (GTIP)

GROUP 2 (Section E): Appendix D – Required Forms, Exhibit 4-2 – Group 2 Bid Sheet and



GROUP 3 (Section F): Appendix D – Required Forms, Exhibit 4-3 – Group 3 Bid Sheet and

Group 3 Facility Budgets. Bidder must complete and submit a Bid

http://cg.dhs.lacounty.gov/default.htm




Sheets and Facility Budgets for each Facility under Group 3 if bidding for Group 3. Bidder must download the excel Bid Sheet form from http://cg.dhs.lacounty.gov/default.htm (DHS Open Bids). Bidder’s total costs must match the prices provided in Bidder’s electronic excel submittal.


GROUP 4 (Section G): Appendix D – Required Forms, Exhibit 4-4 – Group 4 Bid Sheet and



2.10 Bid Submission/Bid Opening The original Bid response and one (1) hard copy, including one (1) Universal Serial Bus (USB) Memory Drive containing a PDF of the complete Bid and the Excel files of all Group Bid Sheets and Facility Budgets, shall be enclosed in a sealed envelope or box, plainly marked in the upper left-hand corner with the name and address of the Bidder bearing the words

"BID RESPONSE FOR ENVIRONMENTAL HOUSEKEEPING SERVICES" and submitted in person, by U.S. Mail or via other physical carrier (eg.,UPS, FedEx, messenger, etc.) to the following address:

Department of Health Services Contracts & Grants Division 313 North Figueroa Street

6th Floor, EAST Los Angeles, CA 90012

Attn: Elizabeth Seung, Contracts Analyst No facsimile (fax) or electronic mail (e-mail) copies of bids will be accepted. It is the sole responsibility of the submitting Bidder to ensure that its bid is received before the submission deadline. Submitting Bidders shall bear all risks associated with delays in delivery caused by any person or entity, including the U.S. Mail. Any bids received after the scheduled closing date and time for receipt of bids, as listed in Sub-paragraph 2.3 – IFB Timetable, will not be accepted and returned to the sender unopened. Timely hand-delivered bids are acceptable.





All bids shall be firm offers and may not be withdrawn for a period of 180 days following the last day to submit bids. Until the bid submission deadline, errors in bids may be corrected by a request in writing to withdraw the bid and by submission of another set of bids with the mistakes corrected. Corrections will not be accepted once the deadline for submission of bids has passed. There will be a bid opening at the date, time and place as specified in Sub-paragraph 2.3 – IFB Timeline.

3.0 BID REVIEW AND SELECTION PROCESS The County reserves the sole right to judge the contents of the bids submitted pursuant to this IFB and to review and select the successful bid(s). Some of the tasks associated with the bid selection process may begin with receipt of the bids prior to the bid submission deadline specified in Sub-paragraph 2.3 – IFB Timetable, while the selection process will be completed after such bid submission deadline. The County may elect to waive any informality in a bid if the sum and substance of the bid is present. Bids will be publicly opened at the time and place identified in Sub-paragraph 2.3 – IFB Timetable.

3.1 Adherence to Minimum Mandatory Requirements (Pass/Fail) For each bid, County will review completed Appendix D – Required Forms, Exhibit 1 – Bidder’s Organization Questionnaire/Affidavit and CBE Information to determine if the Bidder meets the Minimum Mandatory Requirements as set forth in Sub-paragraph 1.4 – Minimum Mandatory Requirements of this IFB. Failure of the Bidder to meet the Minimum Mandatory Requirements may eliminate its bid from further consideration.

Bidder’s Qualifications A review will be made based on the information provided in the bid. The review factors will be "Acceptable", "Acceptable with Mitigation" or "Unacceptable": County’s review shall include the following:

1. Bidder’s Background and Experience (Appendix D, Exhibit 1) 2. Administrative Forms – A review of all the forms required for the

submission of the bid, including those under Appendix D – Required Form to this IFB (see Sub-paragraph 2.0 – Bid Format above)

3. Proof of Insurability – A review of the proof of insurability provided in Section B of the bid

4. Living Wage Compliance Qualifications Financial Capability

The Bidder must demonstrate a history of business stability, integrity in employee relations and financial ability to pay the Living Wage.



Demonstrated Controls over Labor/Payroll Record Keeping The County will review Bidder’s approach to labor-payroll record keeping and regulatory compliance. The Bidder is required to comply with State and Federal labor regulations and record keeping requirements. The objective of this sub-section is to determine the appropriateness, scope and suitability of the procedures the Bidder uses and the internal controls in place to ensure compliance with State and Federal labor regulations and record keeping requirements. This review will consist of the following: a. The Bidder’s labor/payroll record keeping system and regulatory

compliance information provided in completed Appendix D – Required Forms, Exhibit 9 – Approach to Labor-Payroll Keeping & Regulatory Compliance will be reviewed.

b. The County may conduct site visits to audit a Bidder’s labor/payroll record keeping system and processes.

5. Group Transition Implementation Plan The Bidder must submit a completed Group Transition Implementation

Plan (Appendix D, Exhibit 5) for each Group for which a bid is submitted. The plan must identify the Contractor’s project team; project team’s roles and responsibilities; plan phases, tasks and activities, resources, etc.; and implementation/completion dates.

3.2 Verification Process A review will be conducted of the Bidder’s business status by checking all applicable databases. A review may include, but not be limited to, available databases under the California Secretary of State – Business Programs; California State’s Suspended and Ineligible Provider List for Medi-Cal; Federal Debarment List; and the Federal’s System for Award Management (SAM) List.

3.3 Bid Review (1,000 Total Points Available) The total evaluated score will derived from (i) the Bidder’s Total Monthly Bid,

which is worth ninety percent (90%) and has a total of 900 points possible; and (ii) the Prospective Contractor References (Appendix D, Exhibit 2), which is worth the remaining ten percent (10%) and has as a total of 100 points possible, for a combined 1,000 total points possible. Bidders are advised that a review of the County’s Contract Database and the Contractor Alert Reporting Database, if applicable, reflecting past performance history under County or other contracts will impact the total evaluated score. 3.3.1 Total Monthly Bid (900 Total Points Available)

Bids for each Group will be examined to determine the lowest Total Monthly Bid for that Group, as set forth in Bidder’s completed Appendix D – Required Forms, Exhibit 4 – Bid Sheet and Facility Budgets. Should one or more of the Bidders request and be granted a Preference, the price component points will be determined as follows:



a. Fifteen percent (15%) of the lowest Total Monthly Bid will be calculated, not to exceed $150,000, and that amount will be deducted from the price submitted by all Bidders that requested and were granted a Preference.

b. In no case shall any Preference be combined to exceed fifteen percent (15%) of the lowest Total Monthly Bid.

c. Once Preference discounts have been applied to the Total Monthly Bids of those Bidders that were granted a Preference, the maximum number of possible points will be awarded to the lowest evaluated bid price. The evaluated Total Bid is defined as the Total Monthly Bid after applying any Preference discounts to the Bidders that were granted Preference.

3.3.2 Prospective Contractor References (100 Total Points Available) The Bidder must provide four (4) references for services previously provided by the Bidder with the same or similar scope as those required by this IFB, by completing the Prospective Contractor References, as set forth in Appendix D – Required Forms, Exhibit 2 – Prospective Contractor References. It is the Bidder’s sole responsibility to ensure that the firm’s name and point of contact’s name, title, phone and fax numbers for each reference are accurate.

County may disqualify a Bidder if: references fail to substantiate that Bidder as an entity provided the

services; or references fail to substantiate the Bidder’s description of the

services provided; or references fail to support that the Bidder has a continuing pattern of

providing capable, productive and skilled personnel; or DHS is unable to reach the point of contact with reasonable effort.

It is the Bidder’s responsibility to inform the point of contact listed in each reference of County’s normal working hours – Monday through Friday, 8 a.m. to 5 p.m. local time. A review of the Bidder’s references provided in Bidder’s Appendix D – Required Forms, Exhibit 2 – Prospective Contractor References will account for ten percent (10%) of the total evaluated score and has a total of 100 points possible.

3.4 Disqualification Review A bid may be disqualified from consideration at any time during the review

process if County determines that it is non-responsive. If County determines that a bid is disqualified due to non-responsiveness, County shall notify the Bidder in writing.



Upon receipt of the written determination of non-responsiveness, the Bidder may submit a written request for a Disqualification Review within the timeframe specified in the written determination. A request for a Disqualification Review may, in the Department's sole discretion, be denied if the request does not satisfy all of the following criteria: 1. The person or entity requesting a Disqualification Review is a Bidder; 2. The request for a Disqualification Review is submitted timely (i.e., by the

date and time specified in the written determination); and 3. The request for a Disqualification Review asserts that the Department's

determination of disqualification due to non-responsiveness was erroneous (e.g. factual errors, etc.) and provides factual support on each ground asserted as well as copies of all documents and other material that support the assertions.

The Disqualification Review shall be completed and the determination shall be provided to the requesting Bidder, in writing, prior to the conclusion of the review process.

3.5 Labor Law/Payroll Violations Applying criteria specified in Appendix M – Guidelines for Assessment of Bidder Labor Law/Payroll Violations of this IFB, the County may deduct between 1 and 20 percent of the maximum number of available points for labor law/payroll violations, with substantially increased deductions for a Contractor’s failure to disclose reportable violations. "Pending claims" (i.e., claims that do not have a final disposition) will not result in point deductions; however, such claims may be reported to the Board of Supervisors before an Agreement is awarded.)

3.6 Department's Proposed Contractor Selection Review 3.6.1 Departmental Notification Process

Upon completion of the review and conclusion of discussions with the Contractor that received the highest scored Bid Price, the Department shall notify the remaining Bidders in writing that the Department will be recommending another firm for an Agreement. The notification will include a comparison chart of all bids received. Upon receipt of the letter, any non-selected Bidder not satisfied with the information provided may submit a written request for a Proposed Contractor Selection Review (see Sub-paragraph 3.6.2 below).

3.6.2 Proposed Contractor Selection Review As described in this Sub-paragraph, any Bidder may submit a written request for a Proposed Contractor Selection Review, in the manner and timeframe specified by the Department. A request for a Proposed Contractor Selection Review may, in the Department's sole discretion, be denied if the request does not satisfy all of the following criteria:



1. The person or entity requesting a Proposed Contractor Selection Review is a Bidder;

2. The request for a Proposed Contractor Selection Review is submitted timely (i.e., by the date and time specified by the Department);

3. The person or entity requesting a Proposed Contractor Selection Review asserts in appropriate detail with factual reasons one or more of the following grounds for review: a. The Department materially failed to follow procedures

specified in its solicitation document. This includes: i. Failure to correctly apply the standards for reviewing the

bid format requirements. ii. Failure to correctly apply the standards, and/or follow the

prescribed methods, for reviewing the bids as specified in the solicitation document.

iii. Use of review criteria that were different from the review criteria disclosed in the solicitation document.

b. The Department made identifiable mathematical or other errors in reviewing bids, resulting in the Bidder receiving an incorrect score and not being selected as the recommended Contractor.

c. Another basis for review as provided by state or federal law. 4. The request for a Proposed Contractor Selection Review sets

forth sufficient detail to demonstrate that, but for the Department's alleged failure, the Bidder would have been the highest-scored bid.

Upon completing the Proposed Contractor Selection Review, the Department representative shall issue a written decision to the Bidder within a reasonable time following receipt of the request for a Proposed Contractor Selection Review, and always before the date the Agreement award recommendation is to be heard by the Board. The written decision shall additionally instruct the Bidder of the manner and timeframe for requesting a County Independent Review (see Sub-paragraph 3.7 – County Independent Review Process below).

3.7 County Independent Review Process Any Bidder that is not satisfied with the results of the Proposed Contractor Selection Review may submit a written request for a County Independent Review in the manner and timeframe specified by the Department in the Department's written decision regarding the Proposed Contractor Selection Review.



A request for a County Independent Review may, in the County's sole discretion, be denied if the request does not satisfy all of the following criteria: 1. The person or entity requesting a County Independent Review is a Bidder; 2. The request for a County Independent Review is submitted timely (i.e., by

the date and time specified by the Department); and 3. The person or entity requesting a County Independent Review has limited

the request to items raised in the Proposed Contractor Selection Review and new items that (a) arise from the Department's written decision and (b) are one of the appropriate grounds for requesting a Proposed Contractor Selection Review as listed in Sub-paragraph 3.6 – Department's Proposed Contractor Selection Review above.

Upon completion of the County Independent Review, the County's Internal Services Department will forward the report to the Department, which will provide a copy to the Bidder.

INVITATION FOR BIDS FOR ENVIRONMENTAL HOUSEKEEPING...

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