San Leandro City Council
September 21, 2026

COUNTY OF ALAMEDA
REQUEST FOR PROPOSAL No. 2026-ACSSA-AAA-FCSP
for

FAMILY CAREGIVER SUPPORT PROGRAMS
under
TITLE IIIE, OLDER AMERICANS ACT, as amended in 2020
MELLO-GRANLUND OLDER CALIFORNIANS ACT of 1996

RESPONSE DUE
by
2:00 p.m.
on
May 8, 2026
at
Alameda County Social Services Agency / Contracts Office RFP No. 2026-ACSSA-AAA-FCSP
Family Caregiver Support
Attn: Liza Alvarez
2000 San Pablo Ave, 4th Floor, Suite 451B
Oakland, CA 94612
or
Schedule an appointment to drop off your submission
Alameda County is committed to reducing environmental impacts across our entire supply chain.

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

For complete information regarding this project, see Request for Proposal (RFP) posted at Alameda County Contracting Opportunities [https://gsa.acgov.org/do-business-withus/contracting-opportunities/] or contact the County representative listed below.

Thank you for your interest!
Contact Person: Liza Alvarez, Program Financial Specialist Phone Number: (510) 267-8698
Email Address: [email protected]
Alameda County Social Services Agency (ACSSA) – Finance Department / Contracts Office

CALENDAR OF EVENTS
REQUEST FOR PROPOSAL No. 2026-ACSSA-AAA-FCSP

FAMILY CAREGIVER SUPPORT PROGRAMS

EVENT DATE/LOCATION
RFP Issued April 3, 2026
Networking/Bidders Conference No. 1
April 8, 2026, 1:30 p.m. – 3:30 p.m. (PST)
Microsoft Teams meeting
Join: Click here to Join Bidder's Conference No.
1 April 8, 2026
Meeting ID: 246 900 451 092 16
Passcode: Mx9ws7Kg
Dial in by phone
San Francisco Phone Link to Bidder's Conference
No. 1 United States, San Francisco
Toll-Free Phone link to bidder's conference no.
1United States (Toll-free)
Phone conference ID: 904 241 72#
Networking/Bidders Conference No. 2
April 9, 2026, 9:30 a.m. – 11:30 a.m. (PST)
Microsoft Teams meeting
Join: Click here to join Bidder's Conference No.
2, April 9, 2026
Meeting ID: 283 948 500 092 25
Passcode: sG2Fj3vH
Dial in by phone
San Francisco Phone link to Bidder's Conference
No.2 United States, San Francisco
Toll-Free Phone Link to Bidder's Conference No.
2 United States (Toll-free)
Phone conference ID: 509 071 266#
Written Questions Due via Email:
[email protected] April 10, 2026, by 5:00 p.m.

Bidders Conferences List of Attendees
Issued April 13, 2026
Addendum Issued [only if necessary to
amend RFP] April 20, 2026
Questions & Answers Issued April 20, 2026
Response Due
2000 San Pablo Avenue, 4th Fl., Suite
451B, Oakland, CA 94612
May 8, 2026, by 2:00 p.m.

Evaluation Period May 8, 2026 through June 8, 2026
Optional Vendor Interviews June 9, 2026 (Optional)
Notice of Intent to Award Issued June 15, 2026
Board of Supervisors Consideration
Award Date
(This date has not been finalized. The actual
date will be provided once available)
Contract Start Date July 1, 2026
NOTE: All dates are tentative and subject to change.

COUNTY OF ALAMEDA
REQUEST FOR PROPOSAL No. 2026-ACSSA-AAA-FCSP

SPECIFICATIONS, TERMS & CONDITIONS
for

FAMILY CAREGIVER SUPPORT PROGRAM

TABLE OF CONTENTS
Page
CALENDAR OF EVENTS ..................................................................................................................... 2 I. STATEMENT OF WORK........................................................................................................... 5 A. INTENT................................................................................................................................. 5 B. SCOPE .................................................................................................................................. 7 C. BACKGROUND................................................................................................................... 11 D. SPECIFIC REQUIREMENTS ................................................................................................. 12 E. RESULTS BASED ACCOUNTABILITY (RBA) ........................................................................ 15 F. NETWORKING / BIDDERS CONFERENCES ........................................................................ 16 II. COUNTY PROCEDURES, TERMS, AND CONDITIONS............................................................... 17 G. EVALUATION CRITERIA / SELECTION COMMITTEE.......................................................... 17 H. CONTRACT EVALUATION AND ASSESSMENT................................................................... 23 I. NOTICE OF INTENT TO AWARD ........................................................................................ 24 J. BID PROTEST/APPEALS PROCESS ..................................................................................... 24 K. TERM / TERMINATION / RENEWAL.................................................................................. 27 L. PRICING ............................................................................................................................. 27 M. AWARD.............................................................................................................................. 29 N. METHOD OF ORDERING.................................................................................................... 31 O. INVOICING......................................................................................................................... 31 P. LIQUIDATED DAMAGES .................................................................................................... 32 Q. ACCOUNT MANAGER / SUPPORT STAFF.......................................................................... 33 III. INSTRUCTIONS TO BIDDERS ................................................................................................. 33 R. COUNTY CONTACTS .......................................................................................................... 33 S. SUBMITTAL OF PROPOSALS ............................................................................................. 34

ATTACHMENTS

EXHIBIT A BID RESPONSE PACKET

EXHIBIT B BUDGET INSTRUCTIONS
EXHIBIT B-1 BUDGET TEMPLATE (separate excel file attachment)

EXHIBIT C INSURANCE REQUIREMENTS

EXHIBIT D DATA REPORTING REQUIREMENTS

EXHIBIT E EMERGENCY PREPAREDNESS

EXHIBIT F EXCEPTIONS, CLARIFICATIONS, AMENDMENTS

REFERENCES

DEBARMENT AND SUSPENSION CERTIFICATION
EXHIBIT G ADDITIONAL CONTRACT PROVISIONS – FEDERAL PROVISION EXHIBIT G-1 CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTSCERTIFICA6 TION REGARDING LOBBYING (APPENDIX A, 44 C.F.R.PART 18)

I. STATEMENT OF WORK
A. INTENT
The Alameda County Area Agency on Aging (AAA) seeks qualified contractors to provide up to eleven (11) Family Caregiver Support Program (FCSP) services contracts to caregivers of older adults (COA) and older relative caregivers (ORC) across Alameda County. FCSP services are designed to enable caregivers to remain in the workforce, to reduce caregiver burden, and prevent or delay the need for a higher level of care for the care receiver. These specifications, terms, and conditions describe the requirements of public, nonprofit, or for-profit organizations qualified to deliver these services.

Geographic Regions
Contracts will be awarded for an initial one (1) -year term (July 1, 2026 – June 30, 2027), with the option for up to three (3) additional one (1) -year renewals, contingent upon satisfactory contractor performance, continued availability of funding, and required County approvals. To ensure transparent and competitive procurement consistent with federal, state, and county requirements, the number of contracts that will be awarded by region or countywide are as follows:

County Regions Cities and/or Unincorporated Areas
Within the Region
Anticipated Family
Caregiver
Support Program
(FCSP) Awards
North Albany, Emeryville, Berkeley, Alameda,
Oakland, Piedmont 4
Central Ashland, Castro Valley, Cherryland, Fairview,
Hayward, San Leandro, San Lorenzo 3
South Fremont, Newark, Union City 2
East Dublin, Livermore, Pleasanton, Sunol 2
The AAA is committed to providing services throughout all regions of the county and establishes guidelines for funding that reflect each region’s population of seniors that are minority, low-income,

age 75+, and functionally impaired or disabled. Actual funding amounts may vary depending on the number and quality of bid responses received.

Funding Availability
AAA estimates that a total of $1,492,342 will be available for funding Fiscal Year 2026-2027, with $756,249 from Older Americans Act (OAA) and $736,093 from County General Funds. Actual awards will be dependent on funding available. The total funding is outlined below:

Funding Source Anticipated Funding Amounts
OAA Title IIIE $756,249
County General Funds $736,093
Total $ 1,492,342
The County’s intent is to fund programs that:
• Provide comprehensive support to caregivers and those assisting them. • Reflect the diversity of Alameda County, ensuring equitable access for ethnic minorities, individuals with limited English proficiency, and those with functional impairments or disabilities.
• Target services toward the priority groups identified under Older Americans Act (OAA) Title IIIE and the Area Plan:

1. Caregivers who are older individuals with greatest social need, and older individuals with greatest economic need (with particular attention to low-income older individuals). [45 CFR 1321.3]

2. Greatest Social Need: Noneconomic factors limiting independence or the ability to perform routine daily tasks, including physical or mental disabilities, language barriers, cultural or geographic isolation, and conditions such as housing instability, food insecurity, chronic health issues, or safety concerns. a. Individuals with functional impairments or disabilities, including persons with a physical or mental impairment that substantially limits one or more activities major life activities, with particular emphasis on those with limitations in activities daily living (ADLs) or instrumental activities of daily living (IADLs).

b. Racial or Ethnic minorities, including Asian, Hispanic/Latino, Black/African American, Native Hawaiian/Pacific Islander, American Indian/Alaska Native, and Multiracial populations.
c. Communities with limited English proficiency (LEP), particularly speakers of Chinese/Mandarin, Spanish, Korean, Cantonese, Vietnamese, Farsi/Dari, Cambodian, and Tagalog.
d. Veterans
e. Lesbian Gay Bisexual Transgender Queer/Questioning Intersex Asexual/Allied Plus (LGBTQIA+) community

3. Greatest Economic Need: Income at or below the federal poverty level, as further defined by state and area plans based on local factors such as geography and living expenses.
a. Low-Income, defined under the Alameda County Countywide Area Plan as living at or below 200% of the federal poverty level.

4. Older relative caregivers of children with severe disabilities, or individuals with disabilities who have severe disabilities. [OAA§373(c)(2) (A-B)]

5. Family caregivers who provide care for individuals with Alzheimer’s disease and related disorders with neurological and organic brain dysfunction. [OAA § 372(b)] B. SCOPE
The OAA seeks to enable older individuals to maintain their well-being through locally developed community-based system of services. The Title IIIE FCSP is designed to provide comprehensive support to caregivers and those assisting them by offering: (1) clear and accessible information about available services; (2) personalized assistance to help caregivers navigate and gain access to these services; (3) individual counseling, facilitated support groups, and structured training sessions both individual and group focused on health, nutrition, financial literacy, and strategies for decision-making and problemsolving in their caregiving roles; (4) respite care options to temporarily relieve caregivers from their responsibilities, promoting their well-being; and (5) specific service categories , offered on a limited basis, to enhance and complement the care provided by caregivers.

FCSP services shall be targeted to both caregivers and care receivers throughout Alameda County; especially those caregiving needs of hard to reach or underserved populations. Eligible caregivers and care receivers shall be those individuals newly identified as in need of service or known individuals for whom new or additional services are to be provided. Services provided under FCSP may not take the place of any existing services. Services are available solely to non-paid caregivers, and no direct payments to eligible caregivers may be made under the terms of this contract.

The FCSP comprises two distinct programs: FCSP Caregivers of Older Adults (COA), and FCSP Older Relative Caregivers (ORC) (formerly known as Grandparent and older Relative caregiver).

Requirements for the ORC are the caregiver must be 55 years or older, living with and providing primary caregiving for a child (≤18 years) or an individual with a disability. The child’s caregiver must be a grandparent, step-grandparent, or other relative (excluding parents) who has assumed primary caregiving due to the biological or adoptive parents being unable or unwilling to care for the child.

The descriptions for most services are the same for COA and ORC. Each of these programs is separated into five distinct service areas with various service categories which are intended to provide an array of supportive services, mental health resources and support, respite, links to community services, caregiver training opportunities and access to local resources.

FCSP bids will consist of 1 or more of the following service categories:

1. Information Services educate caregivers and their extended networks public about caregiving resources.
a. Caregiver Information Services: Non-individualized public or media outreach efforts or community education events that educate groups of current or potential caregivers and their supporters about available FCSP services and other caregiver resources, primarily through in-person presentations, booths/exhibits, or media events, including radio, TV, or website events. The service unit measure is one activity.

2. Access Assistance links caregivers to the opportunities and services that are available to them. a. Caregiver Case Management: Individualized support provided to a caregiver, at the direction of the caregiver, by a professional trained and experienced in case management skills. This service is provided to assess the needs of and to arrange, coordinate, and monitor an optimal package of services for the caregiver. The service unit measure is one hour.
b. Caregiver Information and Assistance: Service that provides caregivers with information on available community services, assesses their needs, links them to appropriate resources, and ensures they receive necessary support. It also includes one-on-one outreach by agencies to identify caregivers and encourage use of support services, as well as bilingual communication assistance to help caregivers access resources and fulfill their caregiving responsibilities. The service unit measure is one contact.

3. Support Services help caregivers manage the stress of caregiving responsibilities, facilitate caregiver peer-to-peer learning, and access formal instruction in caregiving tasks.

a. Caregiver Counseling: Service that provides caregivers with emotional and practical support from trained professionals (or experienced volunteers under proper training and supervision protocols) to address stress, depression, and loss resulting from caregiving responsibilities.

Support may include involving informal networks/support systems providing individual direct sessions or phone consultations and addressing caregiving-related financial and long-term placement responsibilities The service unit measure is one hour. b. Caregiver Support Groups: Group sessions for caregivers, led by a trained facilitator, held at least monthly in a supportive setting or through a controlled access, moderated online/teleconference platform. These sessions create a space for caregivers to share experiences, concerns, and ideas to reduce caregiving-related stress, and to improve decisionmaking and problem-solving skills related to their caregiving responsibilities. The service unit measure is one session.
c. Caregiver Training: Service that provides family caregivers with instruction to improve knowledge and performance of specific skills relating to their caregiving roles and responsibilities. Skills may include activities related to health, nutrition, and financial management; providing personal care; and communicating with health care providers and other family members. Training may include the use of evidence-based programs; be conducted in-person or on-line and be provided in individual or group settings. The service unit measure is one hour.

4. Respite Care provides short-term relief for caregivers on an intermittent, occasional, or emergency basis, tailored to their needs rather than a fixed schedule. To qualify for respite care, either the care receiver must have two or more ADL limitations or cognitive impairment, or the caregiver must be an ORC to a child with severe disabilities or to an individual with disabilities who has severe disabilities.
a. Caregiver Respite In-home: Respite care covering assistance with activities of daily living (eating, bathing, toileting, transferring, dressing), plus supervision and homemaker support by a skilled provider. In-home respite services also include day or overnight supervision and friendly visiting by a skilled provider or volunteer to prevent wandering and ensure safety. The service unit measure is one hour.
b. Caregiver Respite Other: Respite care with assistance from a skilled provider or volunteer with heavy housework, yard work, and routine home maintenance associated with caregiving responsibilities (excluding structural repairs). Other respite services also include assistance and meal preparation, medication management, phone use, or light housework at the instruction of the care receiver. The service unit measure is one hour.

c. Caregiver Respite Out-of-Home Day Care: Respite care provided outside the caregiver’s or care receiver’s home, such as adult day care, senior center, or other non-residential setting (including day camps for older relatives raising children), without overnight stays. The service unit measure is one hour.
d. Respite Out-of-Home Overnight Care: Respite care provided in residential settings such as nursing homes, assisted living facilities, adult foster homes, or summer camps (for older relatives raising children), where the care receiver resides in the facility on a temporary basis for one or more nights. The service unit measure for Respite Out-of-Home Overnight care is 1 hour.

5. Supplemental Services are caregiver-centered assistance offered on a limited basis to support and strengthen the caregiving efforts. To qualify for supplemental services, either the care receiver must have two or more ADL limitations or cognitive impairment, or the caregiver must be an ORC to a child with severe disabilities or to an individual with disabilities who have severe disabilities. a. Assistive Technology: Includes the purchase, rental and/or service fee of any equipment or product system (ranging from a lift chair or bathtub transfer bench to an electronic pill dispenser or emergency alert fall prevention device) to facilitate and fulfill caregiving responsibilities. The service unit measure is one occurrence. b. Caregiver Assessment: Service offered by trained and experienced individuals to create a plan for caregiving that identifies options, courses of action and back-up provisions for the caregiver. The plan considers a caregiver’s: (A) willingness to provide care; (B) duration and care frequency preferences; (C) caregiving abilities; (D) physical health, psychological, social support, training needs; (E) financial resources relative for caregiving; and (F) strengths and weaknesses within the immediate caregiving environment and caregiver’s extended informal support system. Assessments shall be administered in person or via home visits, the internet, telephone, or teleconference, and best practice is to update these plans periodically. The service unit measure is one hour.
c. Caregiver Registry: Service that recruits, screens, and maintains a listing of dependable, qualified self-employed homemakers or respite care workers who may be matched with caregivers willing to use personal resources to pay for assistance with their caregiving responsibilities. Both the caregiver and the self-employed worker will be (A) advised about appropriate compensation and workplace performance expectations; and (B) provided with follow-up to ensure the match is functioning effectively. The service unit measure is one occurrence.

d. Consumable Supplies: Service that arranges for and aids caregivers in the form of commodities, surplus food, transit passes, meals, and vouchers, or direct payment to vendors that will help meet identified need associated with an individual caregiver’s responsibilities. The service unit measure is one occurrence.
e. Home Modifications: Service to make any minor or major physical change to the home (ranging from installation of grab bars or replacement of door handles to construction of an entrance ramp or roll-in shower) to fulfill caregiving responsibilities. The service unit measure is one occurrence.
f. Legal Consultation: One-to-one guidance provided by an attorney (or person under the supervision of an attorney) in the use of legal resources and services when assisting a caregiver with caregiving-related legal issues. The service unit measure is one hour.

The projected Unit of Service (UOS) for each region are listed below:

C. BACKGROUND
FCSP is mandated by the OAA to provide services to informal, unpaid family caregivers that reduce caregiver burden, enable caregivers to remain in the workforce, and prevent or delay the need for a higher level of care for the care receiver. Information provided about the caregiving role and support resources for caregiving offered via FCSP empower those facing a long-term caregiving situation, while supplemental services, access assistance, and respite care are vital to preserving and promoting unpaid family support networks. Ultimately, program services help caregivers cope with stress, depression, multiple personal demands, competing priorities, and can reduce reliance on more costly formal supports.

There are two types of caregivers covered under this provision: family caregivers and older relative caregivers (ORC). FCSP defines a family caregiver is defined as an adult family member, or another Region Access
Assistance
Information
Services
Respite Supplemental
Services
Support
Services
North 1,213 235 4,536 637 3,150
Central 645 125 2413 338 1,676
East 232 45 869 122 603
South 490 95 1,833 257 1,274

individual, who is an informal provider of in-home and community care to an older individual sixty (60) years or older or to an individual of any age with Alzheimer’s disease or a related disorder with neurological and organic brain dysfunction. An older relative caregiver is defined as an individual age 55 or older who lives with, is the informal provider of in-home and community care and is the primary caregiver for a child or an individual with a disability. In the case of a caregiver for a child (ORC), the caregiver must be: (A) a relative (other than a parent) by blood marriage, or adoption of the child; (B) the primary caregiver because the biological or adoptive parents are unable or unwilling to serve as the primary caregivers; and (C) has a legal relationship to the child (e.g. legal custody, adoption, or guardianship, or is raising the child informally). In the case of a caregiver for an individual with a disability, the caregiver must be a parent, grandparent, or other relative by blood, marriage, or adoption of the individual with a disability.

To ensure FCSP services reach the target population within each region, the AAA has identified service delivery standards based on the percentage share of the population with each of these factors within each region. For the purposes of the AAA standards, adequately reaching the target population means serving these groups at higher rates than they appear within their region. Bidders are expected to include methods for exceeding these targets in their service design.

Category Countywide North Central South East
Age 75+ 29% 30% 28% 30% 30%
Low-Income 11% 14% 10% 9% 8%
Functionally
Impaired or
Disabilities
31% 31% 33% 30% 29%
Minorities 57% 55% 62% 68% 34%
D. SPECIFIC REQUIREMENTS

1. Service locations must be situated in or be accessible to concentrations of consumers in the greatest social and economic need.

2. Providers must demonstrate the ability and experience to reach out to targeted populations identified in this RFP.

3. OAA program participants must be provided with a voluntary and private opportunity to contribute to the cost of services, but no fees for service may be imposed on OAA consumers, and

participation must not be denied due to refusal or inability to donate or pay. Participant income information may not be used to limit or deny services.

4. Programs must utilize the views of participants when evaluating the effectiveness of services received.

5. Selected bid/proposal shall be made part of the contract.

6. The AAA may negotiate modifications after the bid/proposal has been selected to ensure that all necessary program requirements are covered before the contract is signed.

7. All proposals for OAA funds shall conform to all applicable provisions of laws and regulations, including, but not limited to, the OAA as amended, the Civil Rights Act, the Americans with Disabilities Act, and applicable Federal or State regulations.

8. Programs must have procedures to protect the confidentiality and privacy of information about, or obtained from, participants or consumers.

9. The required minimum program matching contributions for Title III E is twenty-five percent (25%).

10. Successful applicants must have in place a written complaint resolution process that meets requirements of Title 22 [CCR§7400], and that is in alignment with the Alameda AAA Grievance Resolution Policy. All contractors will post and advise clients of their complaint resolution process.

11. All contractors are required to attend monthly AAA Provider Meetings.

12. All contractors must have a written Emergency Operations Plan that can be activated in an emergency. The plan shall include (1) preparation of the facility, (2) training for all staff, volunteers and participants in the agency’s emergency operations plan, and (3) fire safety preparations.

13. Provide access by County of Alameda, AAA, State of California, California Department on Aging (CDA), Federal Administration on Aging (AoA) officials, to financial and other records pertaining to the program encompassed by the contract.

14. Provide Federal Tax Identification Number to the AAA.

15. Submit monthly program and expenditure reports in the prescribed format by the date due and maintain statistical and financial data in such a way as to document and assure the accuracy of the data presented in the required monthly program and financial reports.

16. Submit final financial and program reports no later than fifteen (15) days following the end of the contract period.

17. Comply with all federal, state, and local rules, regulations and policies, including, but not limited to, Uniform Administrative Requirements, Office of Management and Budget (OMB) Circulars A-87, A102, A-110, A-122, A-133, Federal Code of Regulations [45CFR§1321.63 -§1321.71], [45CFR§75] and California Title 22 [22CCR§7500-7716], Cost Principals, and Audit Requirements for Federal Awards [2 CFR Part 200]. Primary funding for these services is available to the AAA through contracts with the California Department of Aging (CDA) and federal funding from the OAA, as well as limited county General Funds. All awardees must conform to requirements of the OAA, [42 USC 3001-3058], [45CFR§1321.63-§1321.71], [45CFR§75] and the Older Californians Act, [22 CCR § 7500-7716] and CDA Program Memoranda.

18. Bidders may also review Authorizing Statues for Federal and State Regulations by clicking on the respective link (s).

19. All third-party contracts must be approved by the County and conform to CDA and AAA policies for an open competitive process. The applicant’s open competitive process and contract specifications must be described in the plan for service delivery at the time the proposal is submitted. It must also set forth clear procedures for financial accountability and service delivery.

20. Prior to awarding a contract to any for-profit entity, the CDA must also review and approve the contractor’s bid proposal.

21. Within the first 90 days of the contract, all contractors must have written personnel policies and procedures, written job descriptions for all staff involved in the project, and a written Emergency Preparedness Plan.

22. Agencies are required to maintain financial and program records necessary for fiscal monitoring and audit review and make periodic reports as requested by the AAA. As required by 2 CFR 200,

Subpart F, Audit Requirements, entities expending $750,000 or more in a fiscal year are required to have a Single Audit for that year. Audits must be submitted within thirty (30) days after receipt of the Auditor’s report or nine (9) months after the end of the audit period, whichever occurs first (2CFR 200 512).

E. RESULTS BASED ACCOUNTABILITY (RBA)

1. Contractors will submit monthly reports and where required enter participant and service unit data into GetCare, or other software or web-based applications, as specified in the Specific Requirements section of this RFP.

2. The Social Services Agency has adopted the Results-Based Accountability (RBA) framework to strengthen and increase data collection and improve contract performance. The RBA framework establishes performance measures which will allow SSA to track the positive impact and benefits of FCSP services for the target population by focusing on three critical questions: How much work was done? How well was it done? and Is anyone better off? The RBA framework establishes a partnership between the service provider and SSA.

A. How much was done? Quantifies volume of services delivered i. Contractor will meet ninety-five percent (95%) of it program specific Service Unit requirements. If multiple service categories contactor will identify the specific service categories in their contract.

B. How well was it done? Measures quality and reliability of services provided. i. Contractor will meet ninety-five percent (95%) of caregivers receiving services specified in contract.
ii. At least ninety percent (90%) of participants report they are “Satisfied” or “Very Satisfied” with the services received
iii. Contractor will maintain ongoing compliance with all program specific service and legal requirements, as described in the Scope of Work and Appendices of this RFP, for the duration of the contract.

C. Is anyone better off? Measures impact on caregivers. i. Percent of caregivers reporting reduced stress.
ii. Percentage of caregivers reporting improved ability to continue caregiving.

F. NETWORKING / BIDDERS CONFERENCES

1. Potential applicants are strongly encouraged, but not required, to attend one of the following Bidders Conferences:

April 8, 2026, 1:30 p.m. – 3:30 p.m. (PST)
Microsoft Teams meeting
Join Click here to Join Bidder's Conference No. 1 April 8, 2026 Meeting ID: 246 900 451 092 16
Passcode: Mx9ws7Kg
Dial in by phone
San Francisco Phone Link to Bidder's Conference No. 1 United States, San Francisco Toll Free Phone Link to Bidder's Conference No. 1 United States (Toll-free) Phone conference ID: 904 241 72#
April 9, 2026, 9:30 a.m. – 11:30 a.m. (PST)
Microsoft Teams meeting
Join Click here to join Bidder's Conference No. 2, April 9, 2026 Meeting ID: 283 948 500 092 25
Passcode: sG2Fj3vH
Dial in by phone
San Francisco Phone Link to Bidder's Conference No. 2 United States, San Francisco Toll-Free Phone Link to Bidder's Conference No. 2 United States (Toll-free) Phone conference ID: 509 071 266#
Please RSVP your attendance to [email protected].

2. The Bidders Conferences will be held via an online platform to allow for remote participation.

Bidders can participate via a computer with a stable internet connection. (the recommended Bandwidth is 512Kbps).

3. In order to get the best experience, the County recommends that Bidders participating remotely use equipment with audio output such as speakers, headsets, or a telephone.

4. Networking/Bidders Conferences will be held to:

5. Provide an opportunity for Bidders to ask specific questions about the project and request RFP clarification.

6. Provide bidders with an opportunity to view a site, receive documents, etc. necessary to respond to this RFP.

7. Provide the County with an opportunity to receive feedback regarding the project and RFP.

8. The list of Bidder Conference attendees will be released in a separate document.

9. Only written questions received by the stated deadline will be addressed in an RFP Question and Answer (Q&A) following the Networking/Bidders Conference(s). Should there be a need to amend or revise the RFP, an Addendum will be issued following the Networking/Bidders Conferences. The Q&A and Addendum are the final stance of the County.

10. All questions regarding these specifications, terms and conditions are to be submitted in writing via e-mail by 5:00 p.m. on April 20, 2026 to:

Family Caregiver Support Programs
RFP No. 2026-ACSSA-AAA-FCSP
Liza Alvarez, Program Financial Specialist
2000 San Pablo Ave, 4th Floor, Suite 451B
Oakland, CA 94612
E-Mail: [email protected]

11. Potential Bidders are strongly encouraged to attend Networking/Bidders Conference(s). Vendors who attend a Networking/Bidders Conference will be added to the Vendor Bid List. Failure to participate in a networking/bidders’ conference will in no way relieve the Contractor from furnishing goods and/or services required in accordance with these specifications, terms and conditions. Attendance at a Networking/Bidders Conference is highly recommended but is not mandatory.

II. COUNTY PROCEDURES, TERMS, AND CONDITIONS
G. EVALUATION CRITERIA / SELECTION COMMITTEE
All proposals that pass the initial Evaluation Criteria which are determined on a pass/fail basis will be evaluated by the County Selection Committee (CSC). The County Selection Committee may be composed of County staff and other parties that may have expertise or experience in services for older adults. The CSC will score and recommend a pool of Contractors in accordance with the evaluation criteria set forth in this RFP. Other than the initial pass/fail Evaluation Criteria, the evaluation of the proposals shall be within the sole judgment and discretion of the CSC.

All contact during the evaluation phase shall be through the Area Agency on Aging department only. Bidders shall neither contact nor lobby evaluators during the evaluation process.

Attempts by Bidders to contact and/or influence members of the CSC may result in disqualification of Bidder.

The CSC will evaluate each proposal meeting the qualification requirements set forth in this RFP. Bidders should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments, or unrealistically high or low in cost, will be deemed reflective of an inherent lack of technical competence or indicative of a failure to comprehend the complexity and risk of the County’s requirements as set forth in this RFP.

Bidders are advised that in the evaluation of cost it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.

As a result of this RFP, the County intends to award a contract to the bidders responsible whose response conforms to the RFP and whose bid presents the greatest value to the County, all evaluation criteria considered. The combined weight of the evaluation criteria is greater in importance than cost in determining the greatest value to the County. The goal is to award the contracts to the Bidders that propose the County the best quality as determined by the combined weight of the evaluation criteria. The County may award a contract of higher qualitative competence over the lowest priced response.

The basic information that each section should contain is specified below, these specifications should be considered as minimum requirements. Much of the material needed to present a comprehensive proposal can be placed into one of the sections listed. However, other criteria may be added to further support the evaluation process whenever such additional criteria are deemed appropriate in considering the nature of the goods and/or services being solicited.

Each of the Evaluation Criteria below will be used in ranking and determining the quality of Bidders’ proposals. Proposals will be evaluated according to each Evaluation Criteria and scored on the zero to five-point scale outlined below. The scores for all Evaluation Criteria will then be added, according to their assigned weight (below), to arrive at a weighted score for each proposal. A proposal with a high weighted total will be deemed of higher quality than a proposal with a lesser-weighted total. The final maximum score for any project is 500 points.

The zero to five-point scale range is defined as follows:

0 Not Acceptable
Non-responsive, fails to meet RFP specifications. The approach has no probability of success. If the unmet specification is a mandatory requirement, this score will result in the disqualification of the proposal.
1 Poor
Below average, falls short of expectations, is substandard to that which is the average or expected norm, has a low probability of success in achieving objectives per RFP.

2 Fair Has a reasonable probability of success; however, some objectives may not be met.
3 Average
Acceptable and likely to achieve all objectives in a reasonable fashion per RFP specification. This will be the baseline score for each item with adjustments based on the interpretation of the proposal by Evaluation Committee members.
4 Above Average /
Good
Better than that which is average or expected as the norm. Excellent probability of success in achieving all objectives of the RFP requirements and expectations.
5 Excellent /
Exceptional
Exceeds expectations is very innovative, clearly superior to that which is average or expected as the norm. Excellent probability of success in achieving all objectives and meeting RFP specifications.

All proposals will initially be evaluated against the following and receive a pass/fail rank.

Evaluations that receive a “Fail” rating will not receive further consideration.

The Evaluation Criteria and their respective weights are as follows:

Evaluation Criteria Weight
A. Completeness of Response:

Responses to this RFP must be complete. Responses that do not include the proposal content requirements identified within this RFP and subsequent Addenda and do not address each of the items listed below will be considered incomplete, be rated a Fail in the Evaluation Criteria and will receive no further consideration. Pass/Fail B. Debarment and Suspension:

Bidders, its principal and named subcontractors are not identified on the list of Federally debarred, suspended or other excluded parties located at www.sam.gov. Pass/Fail
C. Relevant Experience:

Bidder shall be regularly and continuously engaged in the business of providing supportive services to older adults for at least four years. Pass/Fail D. MISSION, EXPERIENCE AND COMMUNITY INVOLVEMENT:
(Maximum two (2) pages)

1. Describe your organization’s history, purpose and mission statement. How do FCSP services align with your organization’s experience and your long-term goals? (10 points)

2. Describe your organization’s experience providing communitybased FCSP to older adults in Alameda County. Include data on the number of individuals served, target populations (e.g., lowincome, LEP, ethnic minorities), and geographic areas covered. (10 points)

3. Discuss the needs of older adults and their caregivers in Alameda County, particularly those with the greatest social and economic need. Include relevant demographic, linguistic, and geographic data. (10 points)

4. Explain your organization’s efforts to coordinate with local and regional community-based services (e.g., health, nutrition, caregiver support). How will you leverage partnerships to enhance your FCSP’s reach and effectiveness? Provide examples of past collaborations. (10 points)
Section Subtotal 40 Points
E. Program Delivery:
(Maximum six (6) pages)

1. Using the format below, describe units you will provide, and the anticipated unduplicated older adults reached. Include a narrative explaining how these activities will promote social engagement, wellness, and independence, and how they align with AAA priorities for inclusivity and cultural responsiveness.

Please use a separate line for each Service Area and Service Category. If bidding on multiple categories, for each of the questions below, please differentiate the numbers (i.e. staff, seniors served, service units, etc.) for each service category refer to the FCSP Service Categories located in the Scope of Work. (10 points)
Service Area Service Category Seniors Served # of Units (e.g.

Information
Services)
(e.g. Caregiver
Information
Services)
(e.g. 200
Seniors)
(e.g. 200
contacts)
(e.g. Respite
Services)
(e.g. Caregiver
Respite In-home)
(e.g. 50
Seniors)
(e.g. 500
hours)

2. The Older Americans Act requires services to be targeted to individuals with the greatest social and economic need (lowincome, functionally impaired, minority populations). Describe how your program will ensure these groups are engaged at levels at least as high as the percentages shown in the RFP demographic table. Include specific outreach strategies and culturally and linguistically appropriate approaches. (8 points)

3. Describe the outreach and public information methods your organization will use to generate participation, particularly among the identified target populations. Include examples of means, community partnerships, and strategies for reaching isolated seniors. (6 points)

4. Describe the professional qualifications and responsibilities of all staff directly responsible for delivering program services.

Highlight any bilingual capability, cultural competency training and experience, and experience working with older adults. (5 points)

5. Federal regulations mandate that participants be given the opportunity to contribute voluntarily toward the cost of services without any test of ability to pay. Describe your plan for implementing this requirement, including how privacy is ensured, and procedures for accounting and safeguarding funds.
(3 points)

6. Explain how your agency will evaluate the effectiveness of services, track measurable outcomes, and assess client
satisfaction. Describe how participants, caregivers, and community members will be involved in planning and feedback. (8 points)

Section Subtotal 40 Points
F. Administrative and Fiscal Qualifications:
(Maximum four (4) pages)

1. Using the following format, please provide your agency’s staffing plan and percentage of time allocated to this program. Please note that staffing plans must match personnel costs on budget. (3 points)
Staff Summary Form
Job Title/Position Total Agency
% FTE
% FTE for this
program

2. Using the following format, please provide a three-year history of total Revenue vs. total Expense for your agency. In the narrative form, please explain any large fluctuations in income or expense.

Please provide an explanation for any deficit. (3 points) 2022-2023 2023-2024 2024-2025
Revenue
Expense
Over/Under

3. Using the instructions and template provided in Exhibit B and B-1, please submit a separate Line-Item Budget for each service category for which a bid is submitted. (3 points)

4. Please describe the organization’s current accounting system, including the following: areas and frequency of accounting for receivables and payables, payroll processing, financial statement preparation, and internal/external auditing. (3 points)

5. What are your short and long-term funding needs and goals for ongoing support of the proposed project? Please indicate if you have a current strategic plan that addresses these issues. (2 points)

6. Describe special attributes of your current or proposed Board of Directors that would:
• Enhance outreach and service to your targeted population • Contribute expertise relevant to the services provided • Support quality assurance efforts
• Assume responsibility for developing and implementing strategic plans, including financial stability (2 points)

7. Describe the organization’s physical facilities and equipment that will enable adequate provision of services. If bidding on different service categories, with separate facilities/equipment, please differentiate by program/service category. (1 points)

8. Please describe the organization’s capacity to provide reporting and client data and service unit delivery. (1 points)

9. Please describe the organization’s current plan for providing services to seniors in case of a catastrophic event (e.g. earthquake, fire, etc.) (2 points)
Section Subtotal 20 Points
Total 100
Points
H. CONTRACT EVALUATION AND ASSESSMENT

1. During the initial 120-day period of any contract awarded, the County may review the proposal, the contract, any goods or services provided, and/or meet with the Contractor to identify any issues or potential problems.

2. The County reserves the right to determine, at its sole discretion, whether:
a. Contractor has complied with all terms of this RFP and the contract; and b. Any problems or potential problems with the proposed goods and/or services were evidenced, which makes it unlikely (even with possible modifications) that such goods and/or services have met or will meet the County requirements.

3. If, as a result of such determination, the County concludes that it is not satisfied with the Contractor’s performance under any awarded contract and/or Contractor’s goods and services as contracted therein, the Contractor may be notified that the contract is being terminated. The Contractor must be responsible for returning County facilities to their original state at no charge to the County. The County will have the right to invite the next qualified Bidder(s) to enter into a contract. The County also reserves the right to re-bid this project if it is determined to be in its best interest to do so. The County’s right to go to the next qualified Bidder(s) and/or rebid is not limited by the award of a contract or the 120-day period.

I. NOTICE OF INTENT TO AWARD

1. At the conclusion of the RFP response evaluation process (“Evaluation Process”), all Bidders will be notified in writing via e-mail of the contract award recommendation, if any, by the Social Services Agency Contracts Office. The document providing this notification is the Notice of Intent to Award.

The Notice of Intent to Award will provide the following information:
a. The name of the Bidder being recommended for contract award. b. The names of all other parties that submitted proposals.

2. At the conclusion of the RFP response evaluation process, debriefings for unsuccessful Bidders may be scheduled and provided, upon written request and will be restricted to discussion of the unsuccessful offeror’s bid.
a. Under no circumstances will any discussion be conducted with regard to contract negotiations with the successful Bidder.
b. Debriefing may include review of successful Bidder’s proposal with redactions as appropriate.

3. The submitted proposals shall be made available upon request no later than five (5) calendar days before approval of the award and contract is scheduled to be heard by the Board of Supervisors.

J. BID PROTEST/APPEALS PROCESS
ACSSA prides itself on the establishment of fair and competitive contracting procedures and the commitment made to follow those procedures. The following is provided in the event that Bidder wishes to protest the bid process or appeal the intent to award a contract for this project once the Notices of Intent to Award/Non-Award have been issued. Bid protests submitted prior to issuance of the Notices of Intent to Award/Non-Award will not be accepted by the County.

1. Bid protests must be submitted in writing and addressed to the ACSSA Financial Services Director in the letter.

2. The mailing address for submitting a Bid protest is:

Robert Woolley

1111 Jackson Street, 1st Floor, Suite 103
Oakland, CA 94607
Fax: (510) 839-0748
Email: [email protected]

3. Any bid protest must be submitted in writing by 5:00 p.m. of the seventh (7 th) calendar
day following the date of issuance of the Notice of Intent to Award/Non-Award, not the date received by the Bidder.

4. A Bid protest received after 5:00 p.m. is considered received as of the next calendar day.

A protest received after 5:00 p.m. on the seventh (7th) calendar day following the date of issuance of the Notice of Intent to Award/Non-Award will not be considered under any circumstances by the Protest Evaluator or their designee.

5. Generally, the County will promptly send an email acknowledging receipt of the protest; it is the responsibility of the protestor to confirm that the protest was timely received. a. The Bid protest must contain a complete statement of the reasons and facts for the protest.
b. The protest must refer to the specific portions of all documents that form the basis for the protest.
c. The protest must include the name, address, email address, and telephone number of the person representing the protesting party. d. The County Agency/Department will notify all Bidders of the protest as soon as possible.

6. Upon receipt of written protest, the ACSSA Financial Services Director, or their designee, will review and evaluate the protest and issue a written decision. The ACSSA Financial Services Director, may, at their discretion, investigate the protest, obtain additional information, provide an opportunity to settle the protest by mutual agreement, and/or schedule a meeting(s) with the protesting Bidder and others (as appropriate) to discuss the protest. The decision on the bid protest must be final prior to the Board hearing or ACSSA award date.

A notification of the decision will be communicated by e-mail to the protestor. Notification will be provided to Bidders when a decision has been made on the protest and whether or not the recommendation to the Board of Supervisors or ACSSA in the Notice of Intent to Award/Non-Award will stand.

7. The decision of the ACSSA Financial Services Director on the bid protest may be appealed to the Auditor-Controller’s Office of Contract Compliance & Reporting (OCCR) located at 1221 Oak St., Room 249, Oakland, CA, 94612, Email: [email protected] , unless the OCCR determines that it has a conflict of interest in which case an alternate will be identified to hear the appeal and all steps to be taken by OCCR will be performed by the alternate.

The Bidder whose Bid is the subject of the protest, all Bidders affected by the ACSSA Financial Services Director’s decision on the protest, and the protestor has the right to appeal if they feel the ACSSA Financial Services Director’s decision is incorrect. All appeals to the Auditor-Controller’s OCCR must be in writing and submitted within seven (7) calendar days following the issuance of the decision by the ACSSA Financial Services Director, not the date received by the Bidder. An appeal received after 5:00 p.m. is considered received as of the next business day.

8. The appeal must specify the decision being appealed and all the facts and circumstances relied upon in support of the appeal.
a. In reviewing protest appeals, the OCCR will not re-judge the proposal(s). The appeal to the OCCR must be limited to a review of the procurement process to determine if the contracting department materially erred in following the Bid or, if applicable, County contracting policies or other laws and regulations. b. The appeal to the OCCR must be limited to the grounds raised in the original protest and the decision by the ACSSA Financial Services Director. As such, a Bidder is prohibited from stating new grounds for a Bid protest in its appeal. c. The Auditor’s Office may overturn the results of a bid process for ethical violations by Procurement staff, County Selection Committee members, subject matter experts, or any other County staff managing or participating in the competitive bid process, regardless of timing or the contents of a bid protest. d. The finding of the Auditor-Controller’s OCCR is the final step of the appeal process. A copy of the finding of the Auditor-Controller’s OCCR will be furnished to the protestor.
e. The finding on the appeal must be issued before a recommendation to award the contract is considered and contract awarded by the Board of Supervisors.

9. The procedures and time limits set forth in this section are mandatory and are each Bidder's sole and exclusive remedy in the event of a bid protest. A Bidder’s failure to timely complete both the bid protest and appeal procedures will be deemed a failure to exhaust administrative remedies. Failure to exhaust administrative remedies, or failure

to comply otherwise with these procedures, will constitute a waiver of any right to further pursue the bid protest, including filing a Government Code Claim or legal proceedings.

K. TERM / TERMINATION / RENEWAL

1. The term of the contract, which may be awarded pursuant to this RFP, will be one year (July 1, 2026 - June 30, 2027) with an option to renew for three additional one-year terms. Funding for the contract is contingent upon availability of state, federal, and local funds.

2. By mutual agreement, any contract which may be awarded pursuant to this RFP may be extended for an additional one (1) year term at agreed upon prices with all other terms and conditions remaining the same.

3. The County has and reserves the right to suspend, terminate, or abandon the execution of any work, services, and/or providing of goods by the Contractor without cause at any time upon giving to the Contractor prior written notice. In the event that the County should abandon, terminate, or suspend the Contractor’s work, services, and/or providing of goods, the Contractor will be entitled to payment for services provided hereunder prior to the effective date of said suspension, termination, or abandonment.

The County may terminate the contract at any time without written notice upon a material breach of contract and substandard or unsatisfactory performance by the Contractor. In the event of termination with cause, the County reserves the right to seek any and all damages from the Contractor. In the event of such termination with or without cause, the County reserves the right to invite the next highest-ranked Bidder to enter into a contract or re-bid the project if it is determined to be in its best interest to do so.

4. The County may, at its sole option, terminate any contract that may be awarded as a result of this RFP at the end of any County fiscal year, for reason of nonappropriation of funds. In such event, the County will give Contractor at least thirty (30) days’ written notice that such function will not be funded for the next fiscal period. In such event, the County will return any associated equipment to the Contractor in good working order, reasonable wear and tear excepted.

L. PRICING

1. Prices quoted shall be firm for the first twelve (12) months of any contract that may be awarded pursuant to this RFP.

2. All pricing as quoted will not increase, but except as noted below, remain fixed and firm for the term of any contract that may be awarded as a result of this RFP.

3. Unless otherwise stated, Bidder agrees that, in the event of a price decline, the benefit of such lower price shall be extended to the County.

4. Any price increases or decreases for subsequent contract terms may be negotiated between Contractor and County only after completion of the initial term.

5. Taxes and freight charges:
a. All prices are to be Free On Board (F.O.B.) destination. Any freight/delivery charges are to be included.
b. The price(s) quoted shall be the total cost the County will pay for this project including Sales, Use, or other taxes, and all other charges. c. No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose, except taxes legally payable by County, will be paid by the County unless expressly included and itemized in the bid.
d. Amount paid for transportation of property to the County of Alameda is exempt from Federal Transportation Tax. An exemption certificate is not required where the shipping papers show the consignee as Alameda County; as such papers may be accepted by the carrier as proof of the exempt character of the shipment. e. Articles sold to the County of Alameda are exempt from certain Federal excise taxes.

The County will furnish an exemption certificate.

6. All prices quoted shall be in United States dollars and rounded to the nearest dollar.

7. Price quotes shall include any and all payment incentives available to the County.

8. In the evaluation of cost, if applicable, it will be assumed that the price quoted is correct in the case of a discrepancy, and the Bidder must honor the price quoted.

9. Federal and State minimum wage laws apply. The County has no requirements for living wages. The County is not imposing any additional requirements regarding wages.

10. Prevailing Wages: Pursuant to Labor Code Sections 1770 et seq., Contractor shall pay to persons performing labor in and about Work provided for in Contract not less than the general prevailing rate of per diem wages for work of a similar character in the locality

in which the Work is performed, and not less than the general prevailing rate of per diem wages for legal holiday and overtime work in said locality, which per diem wages shall not be less than the stipulated rates contained in a schedule thereof which has been ascertained and determined by the Director of the State Department of Industrial Relations to be the general prevailing rate of per diem wages for each craft or type of workman or mechanic needed to execute this contract.

M. AWARD

1. Most Responsive and Responsible Bidder(s)
a. The award will be made to the highest-ranked Bidder(s) who meet the requirements of these specifications, terms, and conditions b. An award will be recommended for the Bidder(s) that submitted the proposal(s) that best serves the overall interests of the County by attaining the highest overall point score. The award may not necessarily be made to the Bidder(s) with the lowest price.
c. The committee will recommend award to the Bidder(s) who, in its opinion, has submitted the proposal that best serves the overall interests of the County and attains the highest overall point score. Award may not necessarily be made to the Bidder with the lowest price.

2. Federal Contract Provisions: Funds used for payment of contract(s) awarded from this procurement may be from, or subject to reimbursement, by state and/or federal funds.

Some of these funding sources require additional contractual obligations. Bidder must agree to federal contracting terms and conditions, that supplement the County’s Standard Services Contract General Terms and Conditions which are attached as hereto as Exhibit G, ADDITIONAL CONTRACT PROVISIONS – FEDERAL PROVISION. The successful Bidder(s) must meet federal requirements and agree to the terms including, but not limited to, meeting all contracting requirements as set forth in 2 C.F.R. § 200.326 and 2 C.F.R. Part 200, Appendix II.

3. County Rights
a. The County reserves the right to reject any or all responses that materially differ from any terms contained in this RFP, including Exhibits and any Addendums, to waive informalities and minor irregularities in responses received, and to provide an opportunity for Bidders to correct minor and immaterial errors contained in their submissions. The decision as to what constitutes a minor irregularity will be made solely at the discretion of the County.

4. Any bid proposals that contain false or misleading information may be disqualified by the County.
a. The County reserves the right to award to a single or multiple Contractors. b. The County reserves the right to conduct additional procurements for the same or similar goods and/or services or to award to additional contract(s), including to other Bidder(s), during the term of the contract if it determines that additional Contractors are needed to supplement goods and/or services being provided.
c. The County has the right to decline to award this contract or any part thereof for any reason.

5. Procedures
a. Board approval is required to award a contract.
b. Final contract terms and conditions will be negotiated with the selected Bidder.

A contract must be negotiated, finalized, and signed by the recommended awardee prior to Board approval.
c. The County uses its Standard Services Agreement terms and conditions for purchases and services. Bidder may access a copy of the Standard Services Agreement template at:

Alameda County Standard Services Agreement Template
[https://acgovt.sharepoint.com/:w:/s/GSADigitalLibrary/EeGBnUyJSMFBoXqtvbj 7ly0BqycT5J83NKyIV19tLO6-yA?e=YwGjFP]
The template contains minimal standard language and specific contract terms, including the scope of services that may be drafted and negotiated based on this RFP and the bid proposal(s). As noted above, Exhibit G, ADDITIONAL CONTRACT PROVISIONS – FEDERAL PROVISION, will be part of the contract.

A copy of the required contract Exhibits may be found in Attachment No. 1 – Bid Response Packet.
d. The RFP specifications, terms, and conditions, Exhibits, RFP Addenda, and Bidder’s proposal may be incorporated into and made a part of any contract that may be awarded as a result of this RFP.

N. METHOD OF ORDERING

1. A written Purchase Order (PO) will be issued after a signed Standard Services Agreement and Board approval. If there is any conflict in terms of any PO and the executed contract, the contract will control, even if a PO is issued later. Payment cannot be made to any Contractor until a PO is issued.

2. POs and payments for goods and/or services will be issued only in the name of Contractor, as identified on the contract.

3. The contractor must adapt to changes to the method of ordering procedures as required by the County during the term of the contract.

4. Any change orders must be agreed upon in writing by Contractor and County and issued as needed by County.

5. Written PO will be issued upon approval of written itemized quotations received from the Contractor.

O. INVOICING
The ACSSA Finance Department has established a centralized Payments Unit. Please send all invoices and payment questions to [email protected] and [email protected].

Please also copy your Program Specialist from the AAA on the email.

1. Invoices must contain the following elements:
a. Must be on company letterhead that includes name, address, and contact information.
b. For Community Based Organizations, must be signed by the head of the organization, i.e., Executive Director, CEO, etc.
c. Document must contain the title Invoice.
d. The date of the invoice.
e. A description of services.
f. The date range for services provided.
g. If needed, itemization of any sales tax and delivery/postage charges.

h. The PO number provided by the County.
i. The total amount owed.
j. Remittance instructions/address.
k. A cc indication at the bottom of the invoice with names of people who received courtesy copies.
l. The CEO or Executive Director must be included in the cc. m. All data as required by your contract.
n. Contractor shall invoice the County monthly, due by the 10th day of the following month for actual costs incurred.

2. Funding under this contract does not duplicate funding from other sources. Funds received under this contract may be used for leveraging any funds received by the agency from other sources. Should future funding duplicate the funding under this contract, the invoices to Alameda County shall be reduced accordingly by the amount of the duplicate funding.

3. Failure to submit required reports can delay the processing of invoices for reimbursement. The amount shown in the contract with Alameda County Social Services Agency is based on the estimated amount at the time the contract was executed. This does not affect the total contract amount that was awarded to your agency. The actual federal expenditure amount, if any, will be available to contractors by October of the following fiscal year and Contractor shall contact the ACSSA Contract Liaison to receive this information.

4. In order for the County to meet year end closing deadlines, Contractor must submit the May invoice and any prior late invoices by June 10. The June invoice must be submitted by July 10.

P. LIQUIDATED DAMAGES
In the event the Contractor’s performance and/or deliverable projects have been deemed unsatisfactory by a review committee, the County reserves the right to withhold future payments until the performance and/or deliverable projects are deemed satisfactory.

Q. ACCOUNT MANAGER / SUPPORT STAFF

1. The Contractor must provide dedicated support staff to be the primary contact for all issues regarding the response to this RFP and any contract which may arise pursuant to this RFP.

2. Contractor must also provide adequate, competent support staff that will be able to service the County during normal working hours, Monday through Friday, or as otherwise identified in this RFP. Such representative(s) must be knowledgeable about the contract, products, and/or services offered and able to identify and resolve quickly any issues, including but not limited to order and invoicing problems.

3. Contractor must provide a dedicated, competent account manager who will be responsible for the County account/contract and receive all orders. Contractor account manager must be familiar with County requirements and standards and work with ACSSA/AAA to ensure that established standards are adhered to. This includes keeping the County Contract Administrator informed of department requests as needed.

III. INSTRUCTIONS TO BIDDERS
R. COUNTY CONTACTS
ACSSA Contracts Office is managing the competitive process for this project on behalf of the County. All contact during the competitive process is to be through ACSSA Contracts Office only.

The evaluation phase of the competitive process shall begin upon receipt of sealed bids until a contract has been awarded. Bidders shall not contact or lobby evaluators during the evaluation process. Attempts by Bidder to contact evaluators may result in disqualification of Bidder.

All questions regarding these specifications, terms, and conditions are to be submitted in writing, preferably via e-mail, by 5:00 p.m. on April 10, 2026 to:

Alameda County Social Services Agency / Contracts Office RFP No. 2026-ACSSA-AAA-FCSP
Family Caregiver Support Programs
Attn: Liza Alvarez
2000 San Pablo Ave, 4th Floor, Suite 451B
Oakland, CA 94612
E-Mail: liza.alvarez@acgov.

The GSA Contracting Opportunities website will be the official notification posting place of all Requests for Interest, Proposals, Quotes and Addenda. Go to Alameda County Current Contracting Opportunities [https://gsa.acgov.org/do-business-with-us/contractingopportunities/] to view current contracting opportunities.

S. SUBMITTAL OF PROPOSALS

1. Document Submittal
a. All proposal documents must be SEALED and RECEIVED at the Contracts Office of ACSSA by 2:00 p.m. on the due date specified in the Calendar of Events. The County strongly recommends early submittal; UNSEALED OR LATE BIDS CANNOT BE ACCEPTED.
b. IF HAND DELIVERING BIDS, please email Liza Alvarez (liza.alvarez @acgov.org) in advance, to make an appointment to drop off your bid. c. PLEASE ALLOW TIME FOR METERED STREET PARKING OR PARKING IN AREA PUBLIC PARKING LOTS AND ENTRY INTO SECURE BUILDING.
d. No email or facsimile bids will be considered.
e. Bids will be received ONLY at the address shown below, and by 2:00 p.m. on the due date indicated in the Calendar of Events. Any bid received after said time and/or date or at a place other than the stated address cannot be considered. f. All bids, whether delivered by an employee of Bidder, U.S. Postal Service courier, or package delivery service, must be received at the stated address prior to the time designated. The ACSSA Contracts Office receipt shall be considered the official timepiece for the purpose of establishing the actual receipt of bids. g. Bids are to be addressed and delivered as follows:

Alameda County Social Services Agency / Contracts Office RFP No. 2026-ACSSA-AAA-FCSP
Family Caregiver Support Programs
Attn: Liza Alvarez
2000 San Pablo Ave, 4th Floor, Suite 451B
Oakland, CA 94612
Bidder's name, address, and the RFP number and title must also appear on the mailing package.

2. Bid Response Preparation and Format
a. Bidders are to submit one (1) original hardcopy bid (Attachment No. 1 – Bid Response Packet, including additional required documentation), with original signatures or DocuSign. All hard copy submittals should be printed on plain white paper, and must be either loose leaf or in a 3-ring binder (NOT bound). It is preferred that all proposals submitted shall be printed and on minimum 30% post-consumer recycled content paper. Inability to comply with the 30% postconsumer recycled content recommendation will have no impact on the evaluation and scoring of the proposal.
b. Bidders must also submit an electronic copy of their proposal. The electronic copy must be in a single PDF file (PDF with Optical Character Recognition preferred), and shall be an exact scanned image of the original hard copy Attachment No. 1 – Bid Response Packet, including additional required documentation. The file must be on disk or USB flash drive and enclosed with the sealed original hardcopy of the bid.
c. BIDDERS SHALL NOT MODIFY BID FORM(S) OR QUALIFY THEIR BIDS, WITH THE EXCEPTION OF THE BUDGET PAGE(S). BIDDERS SHALL NOT PRODUCE A

RECREATED VERSION OF THE BID FORM(S) OR ANY OTHER COUNTY-PROVIDED DOCUMENT.
d. The submitted proposal must conform to and include Attachment No. 1 – Bid Response Packet, as amended or revised by Addendum, including additional required documentation. A Bidder may be disqualified if the most current version of Attachment No. 1, as revised and published through Addenda, is not used.
e. For the Bids to be considered complete, the Bidder must provide responses to all information requested, and as revised by any Addenda. See Attachment No. 1 – Bid Response Packet (separate file).
f. Bid responses are to be straightforward, clear, concise and specific to the information requested in the RFP.
g. In whole or in part, Bid responses are NOT to be marked confidential or proprietary. The County may refuse to consider any proposal or part thereof so marked. Bid proposals submitted in response to this RFP may be subject to public disclosure, even if marked confidential or proprietary. The County will not

be liable in any way for disclosure of any such records. Please refer to the County’s website at Alameda County Proprietary and Confidential Information Policies [https://gsa.acgov.org/do-business-with-us/contractingopportunities/policies-procedures/proprietary-confidential-information/].

3. Submissions Process
a. All costs required for the preparation and submission of a bid shall be borne by Bidder.
b. Only one bid response will be accepted from any one person, partnership, corporation, or other entity; however, several alternatives may be included in one response. For purposes of this requirement, “partnership” will mean, and is limited to, a legal partnership formed under one or more of the provisions of the California or other state’s Corporations Code or an equivalent statute. c. The final award information will be posted on the County’s “Contracting Opportunities” website.
d. The County reserves the right to reject any proposal. e. All bid proposals must remain open to acceptance and irrevocable for a period of not less than 180 days unless otherwise specified in the bid documents f. All other information regarding the bid responses will be held as confidential until such time as the County Selection Committee has completed its evaluation, recommended award has been made by the County Selection Committee, and the contract has been fully negotiated with the recommended awardee named in the recommendation to award/non-award notification(s). The submitted proposals shall be made available upon request no later than five (5) calendar days before the recommendation to award and enter into contract is scheduled to be heard by the Board of Supervisors. All parties submitting proposals, either qualified or unqualified, will receive mailed recommendation to award/nonaward notification(s), which will include the name of the Bidder to be recommended for award of this project. In addition, award information will be posted on the County’s “Contracting Opportunities” website, mentioned above. g. Each bid received, with the name of the Bidder, shall be entered on a record, and each record with the successful bid indicated thereon shall, after the award of the order or contract, be open to public inspection.

4. Legal Requirements

a. California Government Code Section 4552: “In submitting a bid to a public purchasing body, the Bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2, commencing with Section 16700, of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the Bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the Bidder. b. By submitting a bid proposal, the Bidder expressly acknowledges that it is aware that if a false claim is knowingly submitted (as the terms “claim” and “knowingly” are defined in the California False Claims Act, Cal. Gov. Code, §12650 et seq.), County will be entitled to civil remedies set forth in the California False Claim Act. It may also be considered fraud and the Contractor may be subject to criminal prosecution.
c. By submitting a bid proposal, the Bidder certifies that it is, at the time of bidding, and shall be throughout the period of the contract, licensed by the State of California to do the type of work required under the terms of the RFP and contract documents. Bidder further certifies that it is regularly engaged in the general class and type of work called for in the RFP and contract documents. d. By submitting a bid proposal, the Bidder certifies that it is not, at the time of bidding, on the California Department of General Services (DGS) list of persons determined to be engaged in investment activities in Iran or otherwise in violation of the Iran Contracting Act of 2010 (Public Contract Code Section 2200- 2208).

COUNTY OF ALAMEDA

EXHIBIT A

BID RESPONSE PACKET
RFP No. 2026-ACSSA-AAA-FCSP

FAMILY CAREGIVER SUPPORT PROGRAM
Bid Response Packet Attachment for RFP No. 2026-ACSSA-AAA-FCSP

BIDDER INFORMATION
Official Name of Bidder:

Street Address Line 1:

Street Address Line 2:

City: State: Zip Code:

Webpage:

Type of Entity / Organizational Structure (check one):

Corporation Joint Venture Partnership
Limited Liability Partnership Limited Liability Corporation Non-Profit Sole Proprietor Other:

Jurisdiction of Organizational Structure:

Date of Organizational Structure:

Federal Tax Identification Number:

Alameda County Supplier Identification Number (if applicable):

DIR Contractor Registration Number (if applicable):

Primary Contact Information:

Name / Title:

Telephone Number: Alternate Number:

Email Address:

Bid Response Packet Attachment for RFP No. 2026-ACSSA-AAA-FCSP

BIDDER ACCEPTANCE

1. The undersigned declares and agrees that the Bid Documents, including, without limitation, the RFP, Q&A, Addenda, and Exhibits have been read and accepted.

2. The undersigned is authorized, offers, and agrees to furnish the articles and/or services specified in accordance with the Specifications, Terms & Conditions of the Bid Documents of RFP No. 2026- ACSSA-AAA-FCSP.

3. The undersigned has reviewed the Bid Documents and fully understands the requirements in this Bid including, but not limited to, general County requirements, and that each Bidder who is awarded a contract shall be, in fact, a prime Contractor, not a subcontractor, to County, and agrees that its Bid, if accepted by County, will be the basis for the Bidder to enter into a contract with County in accordance with the intent of the Bid Documents.

4. The undersigned agrees to the following terms, conditions, certifications, and requirements found on the County’s website:
▪ Debarment & Suspension Policy
[https://gsa.acgov.org/do-business-with-us/contracting-opportunities/debarment-suspension-policy/] ▪ Iran Contracting Act (ICA) of 2010
[https://gsa.acgov.org/do-business-with-us/contracting-opportunities/policies-procedures/irancontracting-act-of-2010-ica/] ▪ General Environmental Requirements
[https://gsa.acgov.org/do-business-with-us/contracting-opportunities/policies-procedures/generalenvironmental-requirements/] ▪ General Requirements
[https://gsa.acgov.org/do-business-with-us/contracting-opportunities/policies-procedures/generalrequirements/] ▪ Proprietary and Confidential Information
[http://www.acgov.org/gsa/departments/purchasing/policy/proprietary.htm]

5. The undersigned acknowledges that Bidder is and will remain in good standing in the State of California, with all the necessary licenses, permits, certifications, approvals, and authorizations necessary to perform all obligations in connection with this RFP and any contract that is awarded.

6. The undersigned acknowledges that any contract that may be awarded from this procurement is or may be funded in whole or part with federal funds and that it will abide by all federal funding requirements.

7. The undersigned acknowledges that it is the responsibility of each Bidder to be familiar with all of the specifications, terms, and conditions of the RFP and, if applicable, the site condition. By the submission of a bid proposal, the Bidder certifies that if awarded a contract, they will make no claim against the County based upon ignorance of conditions or misunderstanding of the specifications.

Bid Response Packet Attachment for RFP No. 2026-ACSSA-AAA-FCSP

8. Bidder agrees to hold the County of Alameda, its officers, agents, and employees harmless from liability of any nature or kind, including cost and expenses, for infringement or use of any patent, copyright, or other proprietary rights, secret process, patented or unpatented invention, article or appliance furnished or used in connection with bid proposal and/or any resulted contract or purchase order.

9. By signing below, the signatory warrants and represents that the signer has completed, acknowledged, and agreed to this Bidder Acceptance in their authorized capacity and that by their signature on this Bidder Acceptance, they and the entity upon behalf of which they acted, acknowledged and agreed to this Bidder Acceptance and that all are true and correct and are made under penalty of perjury pursuant to the laws of California.

BIDDER (COMPANY):

NAME/TITLE OF AUTHORIZED SIGNER:

SIGNATURE:  DATE:

Bid Response Packet Attachment for RFP No. 2026-ACSSA-AAA-FCSP

REQUIRED DOCUMENTATION AND SUBMITTALS CHECKLIST
Bidders shall provide all of the documentation and exhibits identified below. Any material deviation from these requirements may be cause for rejection of the proposal, as determined at the County’s sole discretion. Please verify each item below that it is correctly submitted as per the RFP specifications and check (✓) its corresponding Check Box and sign below.

Response Format: Check Boxes
Response Package: Check Boxes
Item ✓

1. Proposal Checklist – signed original in blue ink.

2. Cover Letter: – signed original in blue ink.

3. Bid Form (Exhibit A) with all questions completed as specified

4. Budget form as specified in Exhibit B-1

5. Organizational Chart

6. If a Non-Profit Agency; Non-profit determination letter (501[c][3])

7. If a Non-Profit Agency; Articles of Incorporation

8. If a Non-Profit Agency; Most recent Bylaws

9. If a Non-Profit Agency; Roster of Board of Directors

10. If a Non-Profit Agency; Copies of minutes of last two Board of Director meetings

11. If an Adult Day Care provider; copy of current License or status of application Our agency certifies that all of the above requested information has been completed for RFP No. 2026-ACSSA-AAA-FCSP
Signature: Print Name:

Agency Name: Date: ____________
Item ✓

1. One (1) original proposal marked “Original”.

2. The “original” bid response must be signed in blue ink with an authorized signature.

3. The “original” bid response is to be either loose-leaf or in a three (3)-ring binder, not bound.

4. Proposals must be printed on white 8 ½” by 11” paper. The font must be at least 12- point type in “Times New Roman” or equivalent font. Lines shall be single-spaced.

5. Table of Contents: Bid responses shall include a table of contents listing the individual sections of the quotation/proposal and their corresponding page numbers. Tabs should separate each of the individual sections.

6. Bidders must also submit an electronic copy of their proposal. The file must be on disk or USB flash drive and enclosed with the sealed original hardcopy of the bid.

BID RESPONSE FORM
COST SHALL BE SUBMITTED AS REQUESTED ON BID FORM AS IS. NO ALTERATIONS OR CHANGES OF ANY KIND ARE PERMITTED. Bid responses that do not comply will be subject to rejection in total. The cost quoted below shall include alltaxes and all other charges, including travel expenses, and isthemaximum cost the County will pay for the term of any contract that is a result of this bid.

Quantities listed herein are annual estimates based on past usage and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.

Bidder hereby certifies to County that all representations, certifications, and statements made by Bidder, as set forth in this Bid Form and attachments are true and correct and are made under penalty of perjury pursuant to the laws of California.

CHECK THE PROPOSED SERVICE CATEGORY BELOW (PLEASE CHECK ONLY ONE):

Information Services Access Assistance Support Services Respite Services Supplemental Services

PLEASE NOTE THE GEOGRAPHIC AREA OF SERVICE AND PERCENTAGE OF TOTAL CLIENTS SERVED IN EACH AREA (IF YOU ARE PROPOSING TO SERVE MULTIPLE AREAS):

NORTH ____ % SOUTH_____% COUNTYWIDE____%
CENTRAL____ % EAST_____%
PLEASE INCLUDE YOUR PROPOSAL SPECIFICS IN THE FOLLOWING CHART:

SERVICE CATEGORY /

GEOGRAPHIC AREA
(selected above)
#

CAREGIVERS
SERVED
# UNIT

MEASUREMENTS

PROPOSED
AMOUNT

REQUESTED
TOTAL

PROGRAM COST

BID RESPONSE NARRATIVE
All of the specific documentation listed below is required to be submitted with the Exhibit A – Bid Response Packet in order for a bid to be deemed complete. Bidders shall submit all documentation, in the order listed below and clearly label each section with the appropriate title (i.e. Mission, Experience and Community Involvement, Program Delivery, Administrative & Fiscal Qualifications, etc.).

BID RESPONSE NARRATIVE: Please respond to the following questions:

MISSION, EXPERIENCE AND COMMUNITY INVOLVEMENT:
(Maximum four (4) pages ; minimum 12 pt. Font)

1. Describe your organization’s history, purpose and mission statement. How do FCSP services align with your organization’s experience and your long-term goals? (10 points)

2. Describe your organization’s experience providing community-based FCSP to older adults in Alameda County. Include data on the number of individuals served, target populations (e.g., low-income, LEP, ethnic minorities), and geographic areas covered.
(10 points)

3. Discuss the needs of older adults and their caregivers in Alameda County, particularly those with the greatest social and economic need. Include relevant demographic, linguistic, and geographic data. (10 points)

4. Explain your organization’s efforts to coordinate with local and regional community-based services (e.g., health, nutrition, caregiver support). How will you leverage partnerships to enhance your FCSP’s reach and effectiveness? Provide examples of past collaborations. (10 points) Section Subtotal 40 Points
PROGRAM DELIVERY:
(Maximum six (6) pages ; minimum 12 pt. Font)

1. Using the format below, describe units you will provide, and the anticipated unduplicated older adults reached. Include a narrative explaining how these activities will promote social engagement, wellness, and independence, and how they align with AAA priorities for inclusivity and cultural responsiveness.

Please use a separate line for each Service Area and Service Category. If bidding on multiple categories, for each of the questions below, please differentiate the numbers (i.e. staff, seniors served, service units, etc.) for each service category refer to the FCSP Service Categories located in the Scope of Work. (10 points)
Service Area Service Category Seniors Served # of Units (e.g. Information
Services)
(e.g. Caregiver Information
Services)
(e.g. 200 Seniors) (e.g. 200 contacts)
(e.g. Respite
Services)
(e.g. Caregiver Respite Inhome)
(e.g. 50 Seniors) (e.g. 500 hours)

2. The Older Americans Act requires services to be targeted to individuals with the greatest social and economic need (low-income, functionally impaired, minority populations). Describe how your program will ensure these groups are engaged at levels at least as high as the percentages shown in the RFP demographic table. Include specific outreach strategies and culturally and linguistically appropriate approaches. (8 points)

3. Describe the outreach and public information methods your organization will use to generate participation, particularly among the identified target populations. Include examples of means, community partnerships, and strategies for reaching isolated seniors. (6 points)

4. Describe the professional qualifications and responsibilities of all staff directly responsible for delivering program services. Highlight any bilingual capability, cultural competency training and experience, and experience working with older adults.
(5 points)

5. Federal regulations mandate that participants be given the opportunity to contribute voluntarily toward the cost of services without any test of ability to pay. Describe your plan for implementing this requirement, including how privacy is ensured, and procedures for accounting and safeguarding funds.
(3 points)

6. Explain how your agency will evaluate the effectiveness of services, track measurable outcomes, and assess client satisfaction. Describe how participants, caregivers, and community members will be involved in planning and feedback. (8 points)

Section Subtotal 40 Points
ADMINISTRATIVE & FISCAL QUALIFICATIONS :
(Maximum four (4) pages ; minimum 12 pt. Font)

1. Provide a staffing plan using the format below. Include job titles, total agency FTE percentage, and the percentage of time allocated to this program. Ensure staffing allocations align with personnel costs in the submitted budget. (3 points)
Staff Summary
Form
Job Title/Position Total Agency % FTE % FTE for this program

2. Submit a three-year history of your agency’s total revenue and total expenses using the format below. Include a narrative explaining any significant fluctuations in income or expenses and provide an explanation for any deficits. (3 points)
2022-2023 2023-2024 2024-2025
Revenue
Expense
Over/Under

3. Using the instructions and template provided in Exhibit B and B-1, please submit a separate LineItem Budget for each service category for which a bid is submitted. (3 points)

4. Please describe the organization’s current accounting system, including the following: areas and frequency of accounting for receivables and payables, payroll processing, financial statement preparation, and internal/external auditing. (3 points)

5. What are your short and long-term funding needs and goals for ongoing support of the proposed project? Please indicate if you have a current strategic plan that addresses these issues. (2 points)

6. Describe special attributes of your current or proposed Board of Directors that would:
• Enhance outreach and service to your targeted population • Contribute expertise relevant to the services provided • Support quality assurance efforts
• Assume responsibility for developing and implementing strategic plans, including financial stability
(2 points)

7. Describe the organization’s physical facilities and equipment that will enable adequate provision of services. If bidding on different service categories, with separate facilities/equipment, please differentiate by program/service category. (1 points)

8. Please describe the organization’s capacity to provide reporting and client data and service unit delivery. (1 points)

9. Please describe the organization’s current plan for providing services to seniors in case of a catastrophic event (e.g. earthquake, fire, etc.) (2 points) Section Subtotal 20 Points

EXHIBIT B

BUDGET INSTRUCTIONS
Applicants must complete a detailed Line-Item Budget using the format provided in Exhibit B-1 that includes ALL projected revenues and operating costs for the proposed program or project.

OAA programs are required to provide a minimum 10% match, through cash and/or in-kind, of the total budget. Client Donations cannot be used to satisfy the minimum match requirement.

BUDGET COMPLETION INSTRUCTIONS
General:

1. Prepare the budget as a realistic spending plan. Use prior-year expenditure history when available to develop accurate estimates.

2. Typed submissions or exact computer‑generated versions of the budget template are acceptable.

3. Round all figures to the nearest dollar.

4. Audit costs are not AAA reimbursable for programs expending less than $1,000,000 in federal funds.

Budget:

1. Complete Section I – Salaries and Employee Benefit
• List each staff position funded under the contract (e.g., Program Manager, Case Manager). • Enter the total annual salary for each position.
• Enter the portion (percentage or amount) charged to this contract. • Complete the Employee Benefits line using your organization’s benefit rate. • Total all positions and benefits to calculate the Total Salary/Benefit Budget.

2. Complete Section 2 – Services and Supplies
• Enter estimated costs for each expense category listed (e.g., office supplies, travel, printing, insurance).
• Only include costs necessary and reasonable for the program. • Enter the portion charged to this contract.
• Add all expenses to calculate the Total Services and Supplies Budget.

3. Complete Section 3 – Revenue
• List all sources of revenue supporting this program (e.g., federal, state, county, participant contributions).
• Enter the amount expected from each source.
• Ensure the revenue totals match the total program costs.

4. Confirm the Budget Balances
• Total Budget (Section I + Section II) must equal the Grand Total Revenue in Section III. • Check all calculations for accuracy.

5. Provide Justification (if required)
• Be prepared to submit a budget narrative explaining how each cost was calculated. • Ensure amounts follow allowable cost rules under your funding source.

EXHIBIT C

INSURANCE REQUIREMENTS
Insurance certificates are not required at the time of submission; however, by signing the Bid Response Packet, the Bidder agrees to meet the minimum insurance requirements prior to award. Insurance documentation must be provided to the County, prior to award, and include an insurance certificate and additional insured certificate, naming the County of Alameda, which meets the minimum insurance requirements, as stated in the RFP.

The following page contains the minimum insurance limits, required by the County of Alameda, to be held by the Contractor performing on this RFP:

SEE NEXT PAGE FOR COUNTY OF ALAMEDA

MINIMUM INSURANCE REQUIREMENTS

EXHIBIT C

COUNTY OF ALAMEDA MINIMUM INSURANCE REQUIREMENTS

TYPE OF INSURANCE COVERAGES MINIMUM LIMITS
A Commercial General Liability
Premises Liability; Products and Completed Operations; Contractual Liability; Personal Injury and Advertising Liability
$1,000,000 per occurrence (CSL)
Bodily Injury and Property Damage
B Commercial or Business Automobile Liability
All owned vehicles, hired or leased vehicles, non-owned, borrowed and permissive uses. Personal Automobile Liability is acceptable for individual contractors with no transportation or hauling related activities $1,000,000 per occurrence (CSL)
Any Auto
Bodily Injury and Property Damage
C Workers’ Compensation (WC) and Employers Liability (EL) Required for all contractors with employees
WC: Statutory Limits
EL: $100,000 per accident for bodily injury or
disease
D Professional Liability/Errors & Omissions
Includes endorsements of contractual liability
$1,000,000 per occurrence
$2,000,000 aggregate
E Endorsements and Conditions:

1. ADDITIONAL INSURED: ALL INSURANCE REQUIRED ABOVE WITH THE EXCEPTION OF PROFESSIONAL LIABILITY, PERSONAL AUTOMOBILE LIABILITY, WORKERS’ COMPENSATION AND EMPLOYERS LIABILITY, SHALL BE ENDORSED TO NAME AS ADDITIONAL INSURED: COUNTY OF

ALAMEDA, ITS BOARD OF SUPERVISORS, THE INDIVIDUAL MEMBERS THEREOF, AND ALL COUNTY OFFICERS, AGENTS, EMPLOYEES AND REPRESENTATIVES.

2. DURATION OF COVERAGE: All required insurance shall be maintained during the entire term of the Agreement with the following exception: Insurance policies and coverage(s) written on a claims-made basis shall be maintained during the entire term of the Agreement and until 3 years following termination and acceptance of all work provided under the Agreement, with the retroactive date of said insurance (as may be applicable) concurrent with the commencement of activities pursuant to this Agreement.

3. REDUCTION OR LIMIT OF OBLIGATION: All insurance policies shall be primary insurance to any insurance available to the Indemnified Parties and Additional Insured(s). Pursuant to the provisions of this Agreement, insurance effected or procured by the Contractor shall not reduce or limit Contractor’s contractual obligation to indemnify and defend the Indemnified Parties.

4. INSURER FINANCIAL RATING: Insurance shall be maintained through an insurer with a minimum A.M. Best Rating of A- or better, with deductible amounts acceptable to the County. Acceptance of Contractor’s insurance by County shall not relieve or decrease the liability of Contractor hereunder. Any deductible or self-insured retention amount or other similar obligation under the policies shall be the sole responsibility of the Contractor. Any deductible or self-insured retention amount or other similar obligation under the policies shall be the sole responsibility of the Contractor.

5. SUBCONTRACTORS: Contractor shall include all subcontractors as an insured (covered party) under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.

6. JOINT VENTURES: If Contractor is an association, partnership or other joint business venture, required insurance shall be provided by any one of the following methods:
– Separate insurance policies issued for each individual entity, with each entity included as a “Named Insured (covered party), or at minimum named as an “Additional Insured” on the other’s policies. – Joint insurance program with the association, partnership or other joint business venture included as a “Named Insured.

7. CANCELLATION OF INSURANCE: All required insurance shall be endorsed to provide thirty (30) days advance written notice to the County of cancellation.

8. CERTIFICATE OF INSURANCE: Before commencing operations under this Agreement, Contractor shall provide Certificate(s) of Insurance and applicable insurance endorsements, in form and satisfactory to County, evidencing that all required insurance coverage is in effect. The County reserves the rights to require the Contractor to provide complete, certified copies of all required insurance policies. The require certificate(s) and endorsements must be sent to:
- Alameda County Social Services/Contracts Office, 1111 Jackson Street, 1st Floor, Oakland, CA 94607 Attn: Insurance Unit
- With a copy to Risk Management Unit (1106 Madison Street, Room 233, Oakland, CA 94607) Attachment for RFP No. 2026-ACSSA-AAA-FCSP

EXHIBIT D

DATA REPORTING REQUIREMENTS

MANAGEMENT INFORMATION SYSTEMS (MIS) AND OTHER REPORTING

REQUIREMENTS
The OAA calls for annual performance reporting by the Administration on Aging (AoA). In the 1992 reauthorization of the OAA, the AoA was directed by Congress to develop refined reporting procedures for use by Area Agencies on Aging. AoA undertook the development of the National Aging Program Information System (NAPIS).

NAPIS requires that data from Management Information Systems (MIS) is collected by the AAA and must be submitted by the contractor on a monthly basis. All contractors are required to submit a monthly report of client and service unit activity, in a format prescribed by the AAA, by the 10th working day following the month of service.

Registered Service Category: Registered Services require Client Level Reporting, in addition to service units. Programs delivering Registered Services are required to enter MIS and Client Demographic data into the GetCare database by the 10th working day following the month of service.

Each program is required to maintain documentation for all program and client information submitted to the AAA and to have this documentation available for review during the annual onsite monitoring visit. Programs are expected to make every effort to submit MIS and Client data in a manner that conforms to the format required by the AAA.

All contractors shall maintain accountability of all statistical and financial data in order to document and assure the accuracy of the data presented in the required program and financial reports.

All contractors shall comply with Section 15630 of the Welfare & Institutions Code as it relates to the mandatory and non-mandatory reports of abuse of elders and dependent adults.

EXHIBIT E

EMERGENCY PREPAREDNESS
The Emergency Preparedness Responsibility of AAA
It is the responsibility of all AAA contractors to prepare a written Emergency Operations Plan that can be activated in an emergency. The plan shall include assurances that the following preparations have been made.

A. FACILITY PREPARATION

1. Prepare all furniture, appliances and other free-standing objects so that they are adequately secured.

2. Move heavy items to lower shelves in closets and cabinets.

3. Check cabinet doors to be sure they can be closed securely.

4. Remove or isolate flammable materials.

5. Clearly mark gas and water shut-off valves and post legible instructions on how to shut off each one.
6 Maintain a conveniently located set of tools (including pipe and crescent wrenches) to facilitate prompt shut off.

7. Place evacuation plan for facility in a position readily accessible to the public.

8. Indicate the location at each site where the following items, in working condition, can be found. a. Portable radio and spare parts
b. First Aid supplies
c. Flashlights and spare batteries
d. Wrenches and other tools
e. Fire extinguishers
B. ASSIGNMENTS

1. Specific assignments should be given to staff for which they are responsible during an emergency. Recommended assignments would be provisions to check on program participants after a disaster, if feasible, and a contingency plan to continue program services.

2. Conduct an inventory of staff skills and of equipment to be used in a disaster response.

C. TRAINING PROVISIONS

1. Training for all staff, volunteers and participants in the agency’s Emergency Operations Plan.

2. Provisions to train staff and volunteers in First Aid and CPR.

3. Training for Earthquake Preparedness shall include:
a. Two documented earthquake drills per year
b. Procedures to assemble staff if no phones are working c. Probability that no transportation, utilities (including telephone) or emergency services will d. The importance of cooperating with public officials
e. How to inspect facilities for damage, water and gas leaks f. How to check for injuries
g. Warning of the danger of cooking inside buildings
h. The probability of aftershocks
i. Tuning into a portable radio
D. FIRE SAFETY PROVISIONS

1. Fire extinguishers on site are checked and tagged once a year

2. Two documented fire drills per year for clients and staff

3. Paths of travel free from obstruction

4. Exists clearly marked
E. OTHER RECOMMENDATIONS

1. It is recommended that agencies store sufficient water for participants and staff likely to be detained at the site for up to 72 hours or have plans to access water for 72 hours as needed.

2. It is recommended that agencies maintain a supply of nutritious snacks and/or other food in vermin-proof storage to support participants and staff are likely to be detained for up to 72 hours.

3. It is recommended that agencies make provisions to check on program participants after a disaster.

EXAMPLE

EXHIBIT F

EXCEPTIONS, CLARIFICATIONS, AMENDMENTS
Bidder Name:

List below requests for clarifications, exceptions and amendments, if any, to the RFP and associated Bid Documents, and submit with your bid response.

The County is under no obligation to accept any exceptions and such exceptions may be a basis for bid disqualification.

Reference to: Description
Page
No. Section Item No.
p. 23
D 1.c. Vendor takes exception to…

*Print additional pages as necessary

REFERENCES
Instructions: On the following page(s) are the templates that Bidders are to use for providing references. Bidders are to provide a list of five (5) references. References must be satisfactory as deemed solely by County.

Services or goods provided by Bidders to the references should have similar scope, volume, and requirements to those outlined in these specifications, terms, and conditions.

Bidders should verify that the contact information for all references provided is current and valid. If a reference cannot be contacted, it may affect the qualification and scoring of the Bidders’ bid proposals.

Bidders are strongly encouraged to notify all references that the County may be contacting them to obtain a reference.

The County may contact some or all the references provided in order to determine items such as Bidders’ years of experience and performance records on work similar to that described in this request.

The County reserves the right to contact individuals/entities for references other than those provided in the Response and to use any information obtained in the evaluation process.

NOTE: Bidders should not list the County department requesting services/goods as part of the references.

REFERENCES
Bidder Name:

Company Name: Contact Person:

Address: Telephone Number:

City, State, Zip: Email Address:

Services Provided / Date(s) of Service:

Company Name: Contact Person:

Address: Telephone Number:

City, State, Zip: Email Address:

Services Provided / Date(s) of Service:

Company Name: Contact Person:

Address: Telephone Number:

City, State, Zip: Email Address:

Services Provided / Date(s) of Service:

Company Name: Contact Person:

Address: Telephone Number:

City, State, Zip: Email Address:

Services Provided / Date(s) of Service:

Company Name: Contact Person:

Address: Telephone Number:

City, State, Zip: Email Address:

Services Provided / Date(s) of Service:
*Use additional pages as necessary
0BDEBARMENT AND SUSPENSION CERTIFICATION (PROCUREMENTS $25,000 AND OVER) The Bidder, under penalty of perjury, certifies that, except as noted below, Bidder, its principal, and any named and unnamed subcontractor:
• Is not currently under suspension, debarment, voluntary exclusion, or determination of ineligibility by any federal agency;
• Has not been suspended, debarred, voluntarily excluded or determined ineligible by any federal agency within the past three years;
• Does not have a proposed debarment pending; and
• Has not been indicted, convicted, or had a civil judgment rendered against it by a court of competent jurisdiction in any matter involving fraud or official misconduct within the past three years.

If there are any exceptions to this certification, insert the exceptions in the following space. For any exception noted, indicate to whom it applies, initiating agency, and dates of action. Exceptions will not necessarily result in denial of the award but will be considered in determining Contractor responsibility.

Notes: Providing false information may result in criminal prosecution or administrative sanctions. The above certification is part of the Proposal. Signing this Response on the signature portion thereof will also constitute the signature of this Certification.

BIDDER (COMPANY):

NAME/TITLE OF AUTHORIZED SIGNER:

SIGNATURE: DATE:

EXHIBIT G
ADDITIONAL CONTRACT PROVISIONS – FEDERAL PROVISION
Funds used for payment of this Contract may be from or subject to reimbursement by state and/or federal funds. Some of these funding sources require additional contractual obligations and County and Contractor hereby agree to the following additional terms and conditions. The parties agree to each of these terms for reasons including, but not limited to, meeting all contracting requirements as set forth in 2 C.F.R. § 200.326 and 2 C.F.R. Part 200, Appendix II. These terms supplement the General Terms and Conditions.

I. General Provisions
A. Remedies. In the event of a breach by Contractor of any term or provision of this Agreement, the County shall have the right to pursue all available remedies at law or equity, including recovery of damages and specific performance of this Agreement. The parties hereto agree that monetary damages would not provide adequate compensation for any losses incurred by reason of a breach by Contractor of any of the provisions of this Agreement and hereby further agrees that, in the event of any action for specific performance in respect of such breach, Contractor shall waive the defense that a remedy at law would be adequate. Except as expressly provided elsewhere in this Agreement, each party's rights and remedies under this Agreement are cumulative and in addition to, not exclusive of or in substitution for, any rights or remedies otherwise available to that party.

B. Termination. The County may suspend, terminate, or abandon the execution of any work by the Contractor under this Contract with or without cause at any time upon giving the Contractor prior written notice. In the event that the County should abandon, terminate, or suspend the Contractor’s work, the Contractor shall be entitled to payment for services provided hereunder prior to the effective date of said suspension, termination, or abandonment, but in no event shall Contractor be entitled to more than the not to exceed amount of the Contract, or if applicable, the portion of the Contract being terminated.

C. Equal Employment Opportunity. During the performance of this contract, Contractor agrees as follows:

1. The Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, or national origin. The Contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex, sexual orientation, gender identity, or national origin. Such action shall include, but not be limited to the following: Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause.

2. The Contractor will, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.

3. The Contractor will not discharge or in any other manner discriminate against any employee or applicant for employment because such employee or applicant has inquired about, discussed, or disclosed the compensation of the employee or applicant or another employee or applicant. This provision shall not apply to instances in which an employee who has access to the compensation information of other employees or applicants as a part of such employee’s essential job functions discloses the compensation of such other employees or applicants to individuals who do not otherwise have access to such information, unless such disclosure is in response to a formal complaint or charge, in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or is consistent with the contractor’s legal duty to furnish information.

4. The Contractor will send to each labor union or representative of workers with which it has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the labor union or workers’ representatives of the contractor’s commitments under section 202 of Executive Order 11246 of September 24, 1965 and shall post copies of the notice in conspicuous places available to employees and applicants for employment.

5. The Contractor will comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor.

6. The Contractor will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to their books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders.

7. In the event of the Contractor’s noncompliance with the nondiscrimination clauses of this Contract or with any of the said rules, regulations, or orders, this Contract may be canceled, terminated, or suspended in whole or in part and the Contractor may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law.

8. The Contractor will include the portion of the sentence immediately preceding paragraph 1 and the provisions of paragraphs 1 through 8 in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The Contractor will take such action with respect to any subcontract or purchase order as the County may direct as a means of enforcing such provisions, including sanctions for noncompliance: Provided, however, that in the event a contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the administering agency, the contractor may request the United States to enter into such litigation to protect the interests of the United States.

Contractor further agrees that it will be bound by the above equal opportunity clause with respect to its own employment practices when it participates in federally assisted construction work: Provided, that if the Contractor so participating is a State or local government, the above equal opportunity clause is not applicable to any agency, instrumentality or subdivision of such government which does not participate in work on or under the contract.

The Contractor agrees that it will assist and cooperate actively with the administering agency and the Secretary of Labor in obtaining the compliance of contractors and subcontractors with the equal opportunity clause and the rules, regulations, and relevant orders of the Secretary of Labor, that it will furnish the administering agency and the Secretary of Labor such information as they may require for the supervision of such compliance, and that it will otherwise assist the administering agency in the discharge of the agency’s primary responsibility for securing compliance.

The Contractor further agrees that it will refrain from entering into any contract or contract modification subject to Executive Order 11246 of September 24, 1965, with a contractor debarred from, or who has not demonstrated eligibility for, Government contracts and federally assisted construction contracts pursuant to the Executive Order and will carry out such sanctions and penalties for violation of the equal opportunity clause as may be imposed upon contractors and subcontractors by the administering agency or the Secretary of Labor pursuant to Part II, Subpart D of the Executive Order. In addition, the Contractor agrees that if it fails or refuses to comply with these undertakings, the administering agency may take any or all of the following actions:

Cancel, terminate, or suspend in whole or in part this grant (contract, loan, insurance, guarantee); refrain from extending any further assistance to the applicant under the program with respect to which the failure or refund occurred until satisfactory assurance of future compliance has been received from such Contractor and refer the case to the Department of Justice for appropriate legal proceedings.

These provisions are included in addition to the Equal Employment Opportunity Practices Provisions in the General Terms and Conditions and Contractor shall abide by both provisions.

D. Rights to Inventions Made Under a Contract or Agreement. If this Contract is funded in whole or part by a Federal award of funds and the Contract and/or funding meets the definition of ‘‘funding agreement’’ under 37 CFR § 401.2 (a) and the Contractor (the “recipient or subrecipient”) wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that ‘‘funding agreement,’’ the recipient or subrecipient shall comply with the requirements of 37 CFR Part 401, ‘‘Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,’’ and any implementing regulations issued by the awarding agency. This requirement applies to “funding agreements,” but it does not apply to the Public Assistance, Hazard Mitigation Grant Program, Fire Management Assistance Grant Program, Crisis Counseling Assistance and Training Grant Program, Disaster Case Management Grant Program, and Federal Assistance to Individuals and Households – Other Needs Assistance Grant Program, as FEMA awards under these programs do not meet the definition of “funding agreement.” E. Clean Air Act and the Federal Water Pollution Control Act. The following provisions apply for all contracts in excess of $150,000:

1. Clean Air Act (42 U.S.C. 7401–7671q).
a. The Contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act, as amended, 42 U.S.C. § 7401 et seq.
b. The Contractor agrees to report each violation of the Clean Air Act to the County and understands and agrees that the County will, in turn, report each violation as required to assure notification to the Federal Emergency Management Agency, and the appropriate Environmental Protection Agency Regional Office. c. The Contractor agrees to include these requirements in each subcontract exceeding $150,000 financed in whole or in part with Federal assistance.

2. Federal Water Pollution Control Act (33 U.S.C. 1251–1387). a. The Contractor agrees to comply with all applicable standards, orders, or regulations issued pursuant to the Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251 et seq.
b. The Contractor agrees to report each violation of the Federal Water Pollution Control Act to the County and understands and agrees that the County will, in turn, report each violation as required to assure notification to the Federal Emergency Management Agency, and the appropriate Environmental Protection Agency Regional Office.
c. The Contractor agrees to include these requirements in each subcontract exceeding $150,000 financed in whole or in part with Federal assistance.

F. Debarment and Suspension. In addition to the debarment and suspension requirements in the General Terms and Conditions and executed Debarment certificate, the following terms shall apply:

1. This Contract is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R. pt. 3000. As such, the Contractor is required to verify that none of the contractor’s principals (defined at 2 C.F.R. § 180.995) or its affiliates (defined at 2 C.F.R. § 180.905) are excluded (defined at 2 C.F.R. § 180.940) or disqualified (defined at 2 C.F.R. § 180.935).

2. The Contractor shall comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C, and shall include a requirement to comply with these regulations in any lower tier covered transaction it enters.

3. This certification is a material representation of fact relied upon by the County. If it is later determined that the contractor did not comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C, in addition to remedies available the County, the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment.

4. The Contractor agrees to comply with the requirements of 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C throughout the period of the Contract. The Contractor further agrees to include a provision requiring such compliance in its lower tier covered contracts.

G. Conflict of Interest. By executing this Contract, Contractor certifies that it does not know of any fact which constitutes a violation of Section 66 of County’s Charter; Title 9, Chapter 7 of the California Government Code (Section 87100 et seq.), or Title 1, Division 4, Chapter 1, Article 4 of the California Government Code (Section 1090 et seq.), and further agrees promptly to notify the County if it becomes aware of any such fact during the term of this Contract. In addition, Contractor shall be in full compliance with all other conflict of interest requirements, including those contained in 2 C.F.R. § 200.318.

H. Byrd Anti-Lobbying Amendment. For any contract of $100,000 or more, Contractor shall complete the required certification (included below) Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, officer or employee of Congress, or an employee of a Member of Congress in connection with obtaining any Federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Each tier shall also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the recipient who in turn will forward the certification(s) to the County.

I. Procurement of recovered materials.

1. In the performance of this contract, the Contractor shall make maximum use of products containing recovered materials that are EPA-designated items unless the product cannot be acquired—
a. Competitively within a timeframe providing for compliance with the Contract performance schedule;
b. Meeting Contract performance requirements; or
c. At a reasonable price.

2. Information about this requirement, along with the list of EPA-designated items, is available at EPA’s Comprehensive Procurement Guidelines web site, https://www.epa.gov/smm/comprehensive- procurement-guideline-cpg-program.

3. The Contractor also agrees to comply with all other applicable requirements of Section 6002 of the Solid Waste Disposal Act.

J. Access to Records.

1. The Contractor agrees to provide the County, the Federal Awarding Agency, the Comptroller General of the United States, or any of their authorized representatives access to any books, documents, papers, and records of the Contractor which are directly pertinent to this contract for the purposes of making audits, examinations, excerpts, and transcriptions.

2. The Contractor agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed.

3. The Contractor agrees to provide the Federal Awarding Agency or its authorized representatives access to construction or other work sites pertaining to the work being completed under the contract.

4. In compliance with the Disaster Recovery Act of 2018, the County and the Contractor acknowledge and agree that no language in this Contract is intended to prohibit audits or internal reviews by the Federal Awarding Agency or the Comptroller General of the United States.

K. Changes. The cost of any change, modification, change order, or constructive change shall be allowable, allocable, within the scope of a funding grant or cooperative agreement, and reasonable for the completion of project scope. Changes can be made by either party to alter the method, price, or schedule of the work without breaching the Contract by entering a written amendment executed by authorized representatives. The Contract may not be modified except by a written document signed by both parties. It is mutually understood and agreed that no alterations or variations of the terms of this Contract shall be valid unless made in writing and signed by the parties hereto, and that no oral understanding or agreement not incorporated herein, shall be binding on any of the parties hereto.

L. Seal, Logo, And Flags. The Contractor shall not use the Department of Homeland Security, or any other Federal, state or local seals, logos, crests, or reproductions of flags or likenesses of agency officials without specific Federal Awarding Agency pre-approval.

M. Compliance with Federal Law, Regulations, and Executive Orders. This is an acknowledgement that Federal financial assistance may be used to fund all or a portion of the contract. The Contractor will comply with all applicable Federal law, regulations, executive orders, Federal Awarding Agency policies, procedures, and directives.

N. No Obligation of Federal Government. The Federal Government is not a party to this contract and is not subject to any obligations or liabilities to the non-Federal entity, contractor, or any other party pertaining to any matter resulting from the Contract.

O. Program Fraud and False or Fraudulent Statements or Related Acts. The Contractor acknowledges that 31 U.S.C. Chap. 38 (Administrative Remedies for False Claims and Statements) applies to the Contractor’s actions pertaining to this Contract.

P. Local Preferences: To the extent that any local preferences are prohibited by funding, SLEB and other local preferences and policies have already been or are waived.

Q. Contract Work Hours and Safety Standards Act (40 U.S.C. 3701–3708). For all contracts in excess of $100,000 that involve the employment of mechanics or laborers, the following provisions, from 29 C.F.R §5.5(b) shall apply:

1. Overtime requirements. No contractor or subcontractor contracting for any part of the contract work which may require or involve the employment of laborers or mechanics shall require or permit any such laborer or mechanic in any workweek in which he or she is employed on such work to work in excess of forty hours in such workweek unless such laborer or mechanic receives compensation at a rate not less than one and onehalf times the basic rate of pay for all hours worked in excess of forty hours in such workweek.

2. Violation; liability for unpaid wages; liquidated damages. In the event of any violation of the clause set forth in paragraph (1) of this section the contractor and any subcontractor responsible therefor shall be liable for the unpaid wages. In addition, such contractor and subcontractor shall be liable to the United States (in the case of work done under contract for the District of Columbia or a territory, to such District or to such territory), for liquidated damages. Such liquidated damages shall be computed with respect to each individual laborer or mechanic, including watchmen and guards, employed in violation of the clause set forth in paragraph (1) of this section, in the sum of $33 for each calendar day on which such individual was required or permitted to work in excess of the standard workweek of forty hours without payment of the overtime wages required by the clause set forth in paragraph (1) of this section.

3. Withholding for unpaid wages and liquidated damages. The County shall upon its own action or upon written request of an authorized representative of the Department of Labor withhold or cause to be withheld, from any moneys payable on account of work performed by the contractor or subcontractor under any such contract or any other Federal contract with the same prime contractor, or any other federally-assisted contract subject to the Contract Work Hours and Safety Standards Act, which is held by the same prime contractor, such sums as may be determined to be necessary to satisfy any liabilities of such contractor or subcontractor for unpaid wages and liquidated damages as provided in the clause set forth in paragraph (2) of this section.

4. Subcontracts. The contractor or subcontractor shall insert in any subcontracts the clauses set forth in paragraph (1) through (4) of this section and a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime Contractor shall be responsible for compliance by any subcontractor or lower tier subcontractor with the clauses set forth in paragraphs (1) through (4) of this section.

R. Domestic Preferences for Procurements. As appropriate and to the extent consistent with law, the contractor and their subcontractor(s), to the greatest extent practicable, provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products). The requirements of this section shall be included in all subawards including all contracts and purchase orders for work or products under this award. For purposes of this section:

1. “Produced in the United States” means, for iron and steel products, that all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States.

2. “Manufactured products” means items and construction materials composed in whole or in part of non-ferrous metals such as aluminum; plastics and polymer-based products such as polyvinyl chloride pipe; aggregates such as concrete; glass, including optical fiber; and lumber.

S. Prohibition on Contracting for Covered Telecommunications Equipment and Services.

1. Definitions. As used in this clause, the terms backhaul; covered foreign country; covered telecommunications equipment or services; interconnection arrangements; roaming; substantial or essential component; and telecommunications equipment or services have the meaning as defined in FEMA Policy 405-143-1, Prohibitions on Expending FEMA Award Funds for Covered Telecommunications Equipment or Services (Interim), as used in this clause—

2. Prohibitions.
a. Section 889(b) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019, Pub. L. No. 115-232, and 2 C.F.R. § 200.216 prohibit the head of an executive agency on or after Aug.13, 2020, from obligating or expending grant, cooperative agreement, loan, or loan guarantee funds on certain telecommunications products or from certain entities for national security reasons.
b. Unless an exception in paragraph (3) of this clause applies, the contractor and its subcontractors may not use grant, cooperative agreement, loan, or loan guarantee funds from the Federal Emergency Management Agency to:
(1) Procure or obtain any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology of any system; (2) Enter into, extend, or renew a contract to procure or obtain any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology of any system;
(3) Enter into, extend, or renew contracts with entities that use covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system; or
(4) Provide, as part of its performance of this contract, subcontract, or other contractual instrument, any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system.

3. Exceptions.
a. This clause does not prohibit contractors from providing— (1) A service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements; or
b. By necessary implication and regulation, the prohibitions also do not apply to:
(1) Covered telecommunications equipment or services that:
(a) Are not used as a substantial or essential component of any system; and
(b) Are not used as critical technology of any system.
(2) Other telecommunications equipment or services that are not considered covered telecommunications equipment or services.

4. Reporting requirement.
a. In the event the contractor identifies covered telecommunications equipment or services used as a substantial or essential component of any system, or as critical technology as part of any system, during contract performance, or the contractor is notified of such by a subcontractor at any tier or by any other source, the contractor shall report the information in paragraph (4)(b) of this clause to the recipient or subrecipient, unless elsewhere in this contract are established procedures for reporting the information.
b. The Contractor shall report the following information pursuant to paragraph (4)(a) of this clause:
(1) Within one business day from the date of such identification or notification: The contract number; the order number(s), if applicable; supplier name; supplier unique entity identifier (if known); supplier Commercial and Government Entity (CAGE) code (if known); brand; model number (original equipment manufacturer number,
manufacturer part number, or wholesaler number); item description; and any readily available information about mitigation actions undertaken or recommended.
(2) Within 10 business days of submitting the information in paragraph (4)(b)(i) of this clause: Any further available information about mitigation actions undertaken or recommended. In addition, the contractor shall describe the efforts it undertook to prevent use or submission of covered telecommunications equipment or services, and any additional efforts that will be incorporated to prevent future use or submission of covered telecommunications equipment or services.

5. Subcontracts. The Contractor shall insert the substance of this clause, including this paragraph (5), in all subcontracts and other contractual instruments.

T. License and Delivery of Works Subject to Copyright and Data Rights. In order to comply with 2 C.F.R. § 200.315, Contractor grants to the County, a paid-up, royalty-free, nonexclusive, irrevocable, worldwide license in data first produced in the performance of this contract to reproduce, publish, or otherwise use, including prepare derivative works, distribute copies to the public, and perform publicly and display publicly such data. For data required by the contract but not first produced in the performance of this contract, the Contractor will identify such data and grant to the County or acquires on its behalf a license of the same scope as for data first produced in the performance of this contract. Data, as used herein, shall include any work subject to copyright under 17 U.S.C. § 102, for example, any written reports or literary works, software and/or source code, music, choreography, pictures or images, graphics, sculptures, videos, motion pictures or other audiovisual works, sound and/or video recordings, and architectural works. Upon or before the completion of this contract, the Contractor will deliver to the County data first produced in the performance of this contract and data required by the contract but not first produced in the performance of this contract in formats acceptable by the County.

U. Affirmative Socioeconomic Steps for Subcontracts. As a condition for the approval of any subcontract, the prime contractor is required to take all necessary steps identified in 2 C.F.R. § 200.321(b)(1)-(5) to ensure that small and minority businesses, women’s business enterprises, and labor surplus area firms are used when possible.

II. Construction and Repair Work. The following provisions apply to construction or repair work:

Compliance with the Davis-Bacon Act and Copeland ‘‘Anti-Kickback’’ Act. For all prime construction contracts in excess of $2,000 the following terms shall apply:

A. Davis-Bacon Act

1. All transactions regarding this Contract shall be done in compliance with the DavisBacon Act (40 U.S.C. 3141-3144, and 3146-3148) and the requirements of 29 C.F.R. pt. 5 as may be applicable. The Contractor shall comply with 40 U.S.C. 3141-3144, and 3146- 3148 and the requirements of 29 C.F.R. pt. 5 as applicable.

2. Contractors are required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor.

3. Additionally, contractors are required to pay wages not less than once a week.

B. Copeland ‘‘Anti-Kickback’’ Act

1. Contractor shall comply with 18 U.S.C. § 874, 40 U.S.C. § 3145, and the requirements of 29 C.F.R. pt. 3 as may be applicable, which are incorporated by reference into this contract.

2. The Contractor or subcontractor shall insert in any subcontracts the clause above and such other clauses as the Federal Awarding Agency may by appropriate instructions require, and a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime Contractor shall be responsible for the compliance by any subcontractor or lower tier subcontractor with all of these contract clauses.

3. A breach of the contract clauses above may be grounds for termination of the contract, and for debarment as a contractor and subcontractor as provided in 29 C.F.R. § 5.12.

EXHIBIT G-1
Certification for Contracts, Grants, Loans, and Cooperative Agreements CERTIFICATION REGARDING LOBBYING (APPENDIX A, 44 C.F.R. PART 18) The undersigned certifies, to the best of his or her knowledge and belief, that:

1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.

3. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

Contractor, , certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of 31 U.S.C. Chap. 38, Administrative Remedies for False Claims and Statements, apply to this certification and disclosure, if any.

Signature of Contractor’s Authorized Official Date
Name Title