California Code of Regulations › Title 22 - Social Security › Division 1.8 - California Department of Aging › Chapter 3 - Title III Programs-PSAs and AAAs › Article 4 - AAA Procurement Procedures › Section 7354 - IFB/RFP Contents

Current through Register 2024 Notice Reg. No. 28, July 12, 2024
(a) An
				  AAA shall set forth clearly in an IFB/RFP all of the requirements to which the
				  bidder must adhere in order to successfully perform under the terms and
				  conditions of the award. The contractor shall not be expected to perform tasks
				  or provide services other than those specifically required in the
				  IFB/RFP.
(b) At a minimum an AAA
				  shall include all of the required specifications in
				  45 CFR
				  92.36, as well as all of the following, in an
				  IFB/RFP:
(1) The name and address of the
				  AAA.
(2) The timetable for the
				  acceptance of bids and awarding of the contract, including all of the
				  following, as appropriate:
(A) Letter of
				  intent deadline.
(B) Bidders'
				  conference dates.
(C) Deadline for
				  the submission of bids.
(D)
				  Tentative date for the evaluation of bids.
(E) Tentative date for the announcement of
				  awards.
(F) Tentative protest or
				  appeal deadline.
(G) Tentative
				  contract date.
(H) The date
				  services are to begin.
(3) An estimate of the funding available,
				  including the source amount and duration of the funding. Local matching share
				  requirements and any equipment the AAA determines is available shall also be
				  included.
(4) A statement that the
				  funding for the contract shall be contingent upon the availability of State and
				  federal funds.
(5) A clear and
				  accurate description of the technical requirements of the product or service to
				  be provided in sufficient detail to permit full and free competition.
(6) A complete description of any specific
				  methods to be used in providing the services, including any special
				  qualifications for staffing, supervision, salaries and benefits, training,
				  agency certification/licensure and prior experience.
(7) Any insurance or bonding requirements
				  that the AAA intends to impose.
(8)
				  A statement of the minimum numbers of units of service to be provided and the
				  definition of those unit measurements.
(9) The period of time that the contract will
				  cover. Yearly contract renewals up to three years following the initial
				  contract year are allowable at the discretion of the AAA subject to annual
				  renegotiation and availability of federal, State and local funding.
(10) A requirement that each bidder submit a
				  detailed budget and budget narrative in which line items are identified as
				  yearly or contract period costs and unit of service costs, as
				  appropriate.
(11) Citation of all
				  applicable laws and regulations with which the bidder must conform.
(12) Instructions as to where and how bidders
				  may review all of the following:
(A)
				  Authorizing statutes and federal and State regulations.
(B) The federal Office of Management and
				  Budget Administrative and Cost Policy circulars.
(C) The AAA's:
1. Policy manuals and memoranda.
2. Reporting requirements and
				  procedures.
3.
				  Assessment/evaluation criteria and instruments.
4. Appeal procedures.
5. Any other public information that the AAA
				  determines may be helpful to prospective bidders.
(13) All contract specifications and
				  standards along with both of the following statements:
(A) The selected bid/proposal shall be made a
				  part of the contract.
(B) The AAA
				  may negotiate modifications after the bid/proposal has been selected to assure
				  that all necessary program requirements are covered before the contract is
				  signed.
(14) A
				  description of the evaluation and selection process, including the composition
				  of the Bid/Proposal Evaluation Panel and specific criterion indicators that
				  will be used to evaluate bids/proposals. If all indicators are not of equal
				  importance, their relative weights shall be included. At a minimum the
				  evaluation shall consider all of the following factors:
(A) Qualifications of the bidder's
				  personnel.
(B) The bidder's
				  experience.
(C) Adequacy of the
				  service/program plan or methodology.
(D) Adequacy of the bidder's facilities and
				  resources.
(E) Cost-effectiveness
				  of the bidder's service/program.
(F) Comparability of the objectives in the
				  bid/proposal to the objectives specified in the IFB/RFP.
(G) If bids/proposals will be evaluated on
				  the improved quality of services and cost-effectiveness compared to the current
				  service provider, all of the following shall be included:
1. A description of the current
				  service's/program's operation.
2.
				  Data concerning the service's/program's cost-effectiveness.
3. A description of the current quality of
				  services.
4. The characteristics of
				  the persons being served.