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					County of Santa Clara                                              Request for Proposals
Social Services Agency                                            General Fund Contracts



                           Request for Proposals (RFP)
                             General Fund Contracts


           Contract Period: July 1, 2008 – June 30, 2009
 (With two additional one-year options for renewal of the contract
        based on performance and availability of funding.)


                                 Social Services Agency
                                  333 West Julian Street
                                San Jose, CA 95110-2335
                            Will Lightbourne, Agency Director




                             Release Date: October 15, 2007
                              Serial Number: RFPGFC2009




           Vendors’ Conference: Friday, November 2, 2007
                         1:30 pm to 3:30 pm
                 Social Services Agency’s Auditorium
                         At the above Address




  Proposals Due:                      Thursday, December 13, 2007, 3:00 p.m.


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County of Santa Clara                                              Request for Proposals
Social Services Agency                                            General Fund Contracts

                        Santa Clara County Social Services Agency

                Request for Proposals (RFP) General Fund Contracts
                      In the following Funding Subject Areas

                   Aged, Disabled, or Dependent Adults Services
                           Children and Families Services
                    Homeless and Transitional Housing Services
              Victims of Domestic Violence and Their Families Services

                         For the Contract Period of
                        July 1, 2008 – June 30, 2009
 (With two additional one-year options for renewal of the contract based on
                  performance and availability of funding.)

                                Release Date: October 15, 2007
           Vendors’ Conference: Friday, November 2, 2007
                         1:30 pm to 3:30 pm
                             Social Services Agency’s Auditorium
                                    333 West Julian Street
                                  San Jose, CA 95110-2335

Vendors may ask questions at the Vendors’ Conference. All other questions
must be submitted on-line through www.rfpdepot.com. Only relevant questions
submitted by Friday, November 30th will be answered. Questions and answers
will automatically be sent via email through www.rfpdepot.com to vendors who
have downloaded this RFP.

        RFP Due Date: Thursday, December 13, 2007, 3:00 p.m. PST
        Submit to:    Social Services Agency
                      Administration Lobby at the above address

        Copies of this RFP and all related materials are available at the
 above address and on-line in a download form from Santa Clara County’s
                               Web site at:

                                                www.rfpdepot.com

          VENDORS MUST REGISTER VIA THE ABOVE WEB SITE TO DOWNLOAD THIS
                   RFP. THERE IS NO COST TO THE VENDOR.

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County of Santa Clara                                              Request for Proposals
Social Services Agency                                            General Fund Contracts

                                     TABLE OF CONTENTS

   I.    INVITATION                                                                            4
   II.   MISSION                                                                               4
   III.  GENERAL INFORMATION                                                                   4
            A. TERM OF CONTRACT                                                                4
            B. AMOUNT AND AVAILABILITY OF FUNDS                                                4
            C. MINIMUM/MAXIMUM REQUESTS                                                        4
            D. Multiple Proposals                                                              5
            E. CONSORTIUM/COLLABORATIVE (GROUP) PROPOSALS                                      5
            F. FUNDING AMOUNTS                                                                 5
            G. COMPENSATION – COST REIMBURSEMENT                                               5
   IV. ELIGIBILITY REQUIREMENTS                                                                6
            A. VENDOR                                                                          6
            B. PROPOSAL                                                                        7
   V. TENTATIVE PROPOSED CALENDAR FOR FY 2008-09                                               7
   VI. FUNDING PRIORITIES AND SERVICE OBJECTIVES AND TARGET
         POPULATIONS BY FUNDING SUBJECT AREAS                                                  8
            A. FUNDING PRIORITIES                                                              8
            B. SERVICE OBJECTIVES AND TARGET AREAS
               POPULATIONS BY FUNDING                                                       8
   VII. SELECTION PROCESS                                                                   9
            A. RATING CRITERIA                                                              9
            B. SPECIAL CONSIDERATIONS                                                       9
            C. PROPOSAL REVIEW                                                              9
   VIII. APPEAL PROCESS                                                                    11
   IX. GENERAL REQUIREMENTS FOR SELECTED CONTRACTOR                                        11
   X. COUNTY RIGHTS AND PRIVILEGES                                                         12
   XI. INSTRUCTIONS TO VENDORS                                                             14
            A. SUBMITTAL OF QUESTIONS                                                      14
            B. SUBMISSION OF PROPOSAL                                                      14
            C. RFP RESPONSE MATERIAL                                                       15
   XII. PROGRAM STANDARDS AND SPECIFICATIONS                                               16
            A. DEFINITION                                                                  16
            B. OUTCOME BASED PROPOSALS                                                     17
            C. EMERGENCY ASSISTANCE PROPOSALS                                              23




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County of Santa Clara                                              Request for Proposals
Social Services Agency                                            General Fund Contracts

I.      INVITATION

        The County of Santa Clara Social Services Agency (SSA) requests proposals
        from qualified community-based organizations (501 (c)(3)) or public educational
        institutions, and government jurisdictions for the delivery of important human
        services to residents of the County of Santa Clara within the following four (4)
        funding subject areas:

                 A.       Aged, Disabled, or Dependent Adults Services;
                 B.       Children and Families Services;
                 C.       Homeless and Transitional Housing Services; and
                 D.       Victims of Domestic Violence and Their Families Services.

II.     MISSION

        The Social Services Agency is a culturally sensitive and socially responsible
        public agency providing high quality, professional, financial and protective
        services for residents of Santa Clara County.

III.    GENERAL INFORMATION

        A.       Term of Contract

                 It is SSA’s intent to contract for these services with this RFP from July 1,
                 2008 through June 30, 2009. The term of the contracts will be for two (2)
                 additional years, based on performance and availability of funding.

        B.       Amount and Availability of Funds

                 SSA’s current level funding for FY 2007-08 is $2,950,595. This amount
                 comprises $2,265,000 of ongoing funding and $685,595 in one-time
                 funding. The funding recommendations to the Board of Supervisors’
                 Children, Seniors and Families Committee in April 2008 will include the
                 ongoing funding [plus a Cost of Living Adjustment (COLA)] and a separate
                 funding recommendation for contracts funded with the one-time funding
                 and the COLA.

                 The County is again projecting a significant deficit for next fiscal year. The
                 funding approval for these County General Fund contracts is entirely at
                 the Board of Supervisors discretion.

        C.       Minimum/Maximum Requests

                 The minimum grant request is $25,000 per proposal. The maximum grant
                 request per proposal is $150,000.


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County of Santa Clara                                              Request for Proposals
Social Services Agency                                            General Fund Contracts


        D.       Multiple Proposals

                 Vendors may submit more than one proposal in one Funding Subject Area
                 and/or other Funding Subject Areas. Separate proposals are required for
                 each program/project.

        E.       Consortium/Collaborative (Group) Proposals

                 Consortium – Only one proposal is submitted representing one vendor
                 who will be responsible for all services provided. The vendor will sub-
                 contract with other vendors to provide these services. The $150,000
                 maximum grant request would apply to this proposal.

                 Collaborative – This is where a group of vendors will be responsible for
                 their services within a program/project. Each individual vendor must
                 submit a separate proposal for the services they are going to provide. The
                 $150,000 maximum grant request would apply to each vendor’s proposal.
                 Collaborative proposals will not be accepted.


        F.       Funding Amounts

                 The funding for the first 12 months of the agreements with the County,
                 July 1, 2008 through June 30, 2009, will be determined by the County
                 through this procurement process. The funding determination will take
                 into account the rank of the proposal, “Special Considerations” as defined
                 in the RFP Section VII, and availability of funding. Funds may be moved
                 between Funding Subject Areas to fund proposals. The County may
                 award funding at levels less than the amount requested in the proposal.

                 The second and subsequent years of funding will be contingent upon all of
                 the following conditions being satisfied and will be determined by County
                 in its sole discretion:

                 1.       The funds are available and included in the Budget;
                 2.       The Contractor has achieved their goals; and
                 3.       The persons being served will continue to benefit.

        G.       Compensation – Cost Reimbursement

                 Awarded Contractors will be reimbursed for their actual, reasonable,
                 necessary, and allowable costs incurred up to the maximum
                 compensation for the performance of services as specified in their
                 contract.



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County of Santa Clara                                              Request for Proposals
Social Services Agency                                            General Fund Contracts

IV.     ELIGIBILITY REQUIREMENTS
        A.       Vendor must meet the following requirements to be eligible to submit a
                 proposal for this RFP.

                 1.       Must be one of the following.

              Private Nonprofit             Public Educational Institution  Public Agency
                                                                               (Non-County)

                 2.       Has been a private nonprofit entity with tax-exempt status under
                          Section 501(c)(3) of the IRS code and Section 23701 d. of the
                          California Revenue and Taxation Code, public educational
                          institution, or public agency for at least one (1) year from the
                          proposal due date and can provide documentation if requested.

                 3.       Must have administrative and fiscal capability to administer the
                          proposed program and have internal procedures to:

                              Establish and maintain a system of financial controls and
                               accounting in conformance with generally accepted accounting
                               principles (GAAP).
                              Maintain accurate and complete financial records of all costs
                               and operating expenses in connection with the proposed
                               program including, but not limited to subcontracts, invoices,
                               timecards, cash receipts, vouchers, canceled checks, bank
                               statements, and other official documentation indicating in proper
                               detail the nature and propriety of all costs incurred, and
                               reimbursed by COUNTY.
                              Maintain financial records that show funds received under the
                               proposed program are used for purposes consistent with the
                               terms of the proposed program.

                 4.       Must attach a current independently audited financial statement
                          and management letter within the past 18 months. The audited
                          financial statement must be within a fiscal period of not more than
                          18 months old at the proposal due date and prepared by an
                          independent, certified public accountant.

                 5.       Must be able to meet and comply with all current                and all
                          subsequent amended or added statutes, regulations,              polices,
                          procedures, program rules, or other requirements of the         Federal
                          Government, State of California, and/or Santa Clara             County,
                          including working with mandatory clients.


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County of Santa Clara                                                  Request for Proposals
Social Services Agency                                                General Fund Contracts
                 6.       Must be able to meet and comply with the contractual key terms
                          and conditions, some of which are listed in this RFP (See Section
                          IX.).

                 7.       Must have a current (within the last 18 months from the proposal
                          due date) copy of an independent outside program monitoring
                          report.

                 8.       Must not be suspended or debarred from receiving federal funds as
                          listed in the List of Parties Excluded from Federal Procurement or
                          Non-procurement Programs issued by the Federal General
                          Services Administration. (http://epls.arnet.gov/)

                 9.       Must be able to match the requested funds by at least 10%.

        B.       Proposal must meet the following requirements to be accepted and
                 considered.

                 1.       Meet all of the requirements in this RFP.

                 2.       Must specifically benefit the target population who are residents of
                          Santa Clara County.

                 3.       Must give priority to referrals from SSA and/or SSA’s referring
                          agents and partners.

                 4.       Must be complete, all questions answered, correct format, and
                          received by the deadline.

V.      TENTATIVE PROPOSED CALENDAR FOR FY 2008-09
           (Dates Subject to Change – For Updates, Questions, and Answers Register at
                                     RFPDepot.com)

                   Date                                                       Event
Monday, October 15, 2007                                   Release of Request for Proposals (RFP)
Friday, November 2, 2007, 1:30 – 3:30 pm                   Vendors’ Conference
The week of November 5 – 9, 2007                           Possible Workshops
Friday, November 30, 2007                                  End of Questions Period
Thursday, December 13, 2007, 3:00 pm                       Proposals Due
Monday, January 14, 2008                                   Initial Screening Complete
Monday, March 10, 2008                                     Funding Notices sent to Vendors
Friday, March 21, 2008, 3:00 pm                            Vendor Appeals Due
Friday, March 28, 2008                                     Response to Vendor Appeals
April 2008                                                 Children, Seniors, and Families Committee
May 2008                                                   Board of Supervisor Meeting


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County of Santa Clara                                              Request for Proposals
Social Services Agency                                            General Fund Contracts

VI.     FUNDING PRIORITIES AND SERVICE OBJECTIVES                              AND       TARGET
        POPULATIONS BY FUNDING SUBJECT AREAS

        A.       Funding Priorities

                 1.       Enable self-sufficiency and provide protection to seniors,
                          dependent or disabled adults, emancipating foster youth, and
                          CalWORKs families.

                 2.       Preserve the safely net for the most vulnerable of our residents.

                 3.       Provide prevention and early intervention strategies that have
                          demonstrated effectiveness and reduce long-term costs to the
                          County.

        B.       Service Objectives and Target Populations by Funding Subject Areas

                 1.       Aged, Disabled, or Dependent Adults Services
                          a. Service Objectives
                                  i. Increase self-sufficiency
                                 ii. Increase healthy functioning
                          b. Target Population
                                  i. Low-income aged, disabled, or dependent adults,
                                 ii. Adults at-risk of abuse and neglect,
                                iii. Special needs adults, or
                               iv. Gay/Lesbian/Bisexual/Transgendered/Questioning
                                     adults,
                                 v. And their families.

                 2.       Children and Families Services
                          a. Service Objectives
                                  i. Increase self-sufficiency
                                 ii. Increase healthy functioning
                          b. Target Population
                                  i. Low-income families,
                                 ii. Families at-risk of child abuse and neglect,
                                iii. Special needs youth, or
                                iv. Gay/Lesbian/Bisexual/Transgendered/Questioning youth,
                                 v. And their families.

                 3.       Homeless and Transitional Housing Services
                          a. Service Objectives
                                 i. Increase independent living
                                ii. Provide stabilization of housing
                          b. Target Population
                                 i. Low-income families with children,

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County of Santa Clara                                                Request for Proposals
Social Services Agency                                              General Fund Contracts
                                    ii. Low-income adults, or
                                   iii. Special needs populations

                 4.       Victims of Domestic Violence and Their Families Services
                          a. Service Objectives
                                  i. Increase the attainment of violence-free families,
                                 ii. Increase self-sufficiency,
                                iii. Increase healthy functioning,
                                iv. Provide emergency shelter
                          b. Target Population – Victims of domestic violence and their
                             families.

VII.    SELECTION PROCESS
        A.       Rating Criteria


                         Rating Criteria                             Outcome      Emergency
                                                                      Based       Assistance
1. Organization’s Financial Capability and Responsive                       Pass/Fail
and Responsible to Requirements of the RFP
2. Target Population                                                     20                20
3. Services                                                              20                25
4. Agency and Staffing Qualifications                                    10                10
5. Service Delivery Goals                                                10                25
6. Outcomes Measurement                                                  20
7. Budget and Budget Narrative                                           10                10
8. Resources and Resource Narrative                                      10                10
                                                Total                   100               100

        B.       Special Considerations

                 Besides the ranking of the proposals, based on the total points of the
                 above Rating Criteria, the County may also take into consideration
                 services that are currently under funded, service gaps, geographical
                 dispersion of services, and services to minority populations.

        C.       Proposal Review

                 1. Proposals received by the established deadline will be screened by
                    SSA staff to determine whether they pass Rating Criteria A1.

                      Responsible means one who:
                      a. Possesses adequate financial resources, or the ability to obtain
                         such resources as required during the performance of the contract;
                         and

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County of Santa Clara                                                 Request for Proposals
Social Services Agency                                               General Fund Contracts
                      b. Has the ability to comply with the proposed delivery or performance
                         schedule, taking into consideration available expertise and any
                         existing business commitments; and
                      c. Has no record of unsatisfactory performance, lack or integrity, or
                         poor business ethics; and
                      d. Is otherwise qualified and eligible to receive an award under
                         applicable statutes and regulations.

                      Responsive means one whose bid or proposal substantially complies
                      with all requirements of the RFP.

                 2. If a proposal is found to be non-responsive, non-responsible, or both, it
                    will be recommended to the Development & Operational Planning
                    Director that the proposal be rejected. Written notification of the
                    recommended rejection and reasons will be sent to the applicant on
                    Monday, January 14, 2008. The County will have sole discretion on
                    this determination.

                 3. For all passing proposals SSA staff will determine Local Preference.

                 4. Once the initial screening is completed, proposals will then be
                    reviewed by a Selection Committee consisting of members of the
                    community, experts, and County staff. This Committee will rate and
                    rank the proposals in accordance with the established evaluation
                    criteria in this RFP.

                 5. The County will have sole discretion in determining the amount of each
                    proposal recommended for funding. The funding determination will
                    take into account the rank of the proposal, “Special Considerations”, as
                    defined in the RFP Section VII, and availability of funding. Funds may
                    be moved between Funding Subject Areas to fund proposals. The
                    County may award funding at levels less than the amount requested in
                    the proposal.

                 6. Vendors will be notified Monday, March 10, 2008 of all proposals rate,
                    rank, and recommended funding amount by fax, email, or certified
                    mail. The recommended funding amount will include whether the
                    funds are from ongoing, one-time, or both sources.

                 7. Copies of all of the reviewed proposals will be posted on the County’s
                    Web site:

                                                     http://ssa.sccgov.org

                                        Then select SSA Contracting Information



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County of Santa Clara                                                Request for Proposals
Social Services Agency                                              General Fund Contracts

VIII. APPEAL PROCESS

        Vendors may appeal the award of the contract to the Director of Social Services
        Agency Director. Written appeals are due by Friday, March 21, 2008, 3:00 p.m.

                 1.       Appeals must be in writing and must be addressed to:

                                   Gina Sessions
                                   Development & Operational Planning Director
                                   Social Services Agency
                                   333 West Julian Street
                                   San Jose, CA 95110-2335

                 2.       An appeal must state the reason(s) for protest including the facts
                          and citation of law, rule, regulation, or practice upon which the
                          protest is based.

                 3.       Responses to Vendor’s appeals will be faxed, emailed or sent by
                          certified mail Friday, March 28, 2008.

IX.     GENERAL REQUIREMENTS FOR SELECTED CONTRACTORS
        The contracts resulting from this RFP will include, but will not be limited to, the
        following terms and conditions:

        A.       Contractor will comply with the County’s insurance requirements for
                 Independent Contractors as listed on the County’s Web site:

                                                    http://ssa.sccgov.org

                                                      Select SSA Contracting Information

        B.       Contractor will comply with the Nondiscrimination of Services,
                 Employment, and Contracting: contractor is required to comply with the
                 County’s Nondiscrimination of Service, Employment, and Contracting
                 policy.

        C.       Contractor will comply with the provisions of Sections 827 and 10850 et
                 seq. of the Welfare and Institutions Code (WIC) and California Department
                 of Social Services (CDSS) Manual of Policies and Procedures, Division 19
                 Regulations regarding confidential client information, in that all
                 applications and records concerning any individual receiving services
                 pursuant to this Contract are confidential.

        D.       Contractor will comply with the County’s travel policies and guidelines,


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County of Santa Clara                                              Request for Proposals
Social Services Agency                                            General Fund Contracts
                 where applicable, for all travel, lodging, and meal reimbursements arising
                 from the performance of the awarded Contract. Travel may be pre-
                 authorized by the County.

        E.       Contractor will ensure that it, its employees, contractors, subcontractors or
                 agents are not suspended or debarred from receiving federal funds as
                 listed in the List of Parties Excluded from Federal Procurement or Non-
                 procurement Programs issued by the Federal General Services
                 Administration. (http://epls.arnet.gov/) Contractor must within 30 Calendar
                 Days advise the County if it, its employees, contractors, subcontractors or
                 agents become suspended or debarred from receiving federal funds as
                 listed in the List of Parties Excluded from Federal Procurement or Non-
                 procurement Programs issued by the Federal General Services
                 Administration during the term of this contract.

        F.       Contractor will comply with all applicable subsequent amended or added
                 statutes, regulations, policies, procedures and instructions, plans, or other
                 requirements of the Federal Government, State of California, and County
                 of Santa Clara.

        G.       Contractor will comply with the County’s contract transition process by
                 providing all information deemed necessary by the County for use in
                 subsequent procurement cycles.

X.      COUNTY RIGHTS AND PRIVILEGES
        The County reserves the following right and privileges:

        A.       The County reserves the right to reject any and all proposals, as well as
                 the right to cancel this procurement prior to the execution of a contract if it
                 is determined in the best interest of the County for any reason, including
                 but not limited to:

                 1. Inadequate, ambiguous, or otherwise deficient specifications cited in
                    the RFP.
                 2. The services are no longer required.
                 3. All otherwise acceptable proposals received are at unreasonable
                    prices.
                 4. The proposals did not provide competition adequate to ensure
                    reasonable prices in accordance with County resources or generally
                    accepted prices.
                 5. No proposal meets the minimum requirements of the RFP.
                 6. The County determines that its needs can be satisfied in another
                    manner.

        B.       All vendors will be notified in writing when the County rejects all proposals.


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County of Santa Clara                                              Request for Proposals
Social Services Agency                                            General Fund Contracts


        C.       Vendors will not be reimbursed for any costs associated with the
                 preparation or submittal of responses to this RFP.

        D.       The County is under no obligation to award this project to the vendor
                 whose proposal represents the lowest cost. The selection of a vendor will
                 be based on the vendor’s overall qualifications as determined by an
                 evaluation of proposals according to the selection criteria.

        E.       The County reserves the right to waive any minor irregularities or
                 informalities in any proposal, and/or to request clarification from any
                 vendor.

        F.       All submitted proposals, inquiries, vendor literature and other written
                 materials (Materials) associated with this RFP become the property of the
                 County. These Materials are not open for public inspection until after the
                 contract has been executed.

        G.       The County reserves the right to use any or all ideas presented in any
                 proposal, whether accepted or not. Selection or rejection of a specific
                 proposal does not affect this right.

        H.       The County reserves the right to accept all or a portion of any proposal(s).

        I.       The County reserves the right to reduce, amend, and/or rescind this RFP
                 any time prior to final execution of the contract.

        J.       Proposals are confidential until the Contract has been negotiated.
                 Generally, each proposal and all documentation, including financial
                 information, submitted by any vendor to the County is confidential until the
                 contracts are negotiated, when the documents become public records
                 under state and local law.

        K.       Any changes to this RFP will be posted on the County’s Web site at
                 RFPDepot.com. Vendor’s must register on-line at www.rfpdepot.com web
                 site and download a copy of this RFP to receive updates.

        L.       The County in its sole discretion may award funds in any amount. The
                 County is under no obligation to award a contract at the amount the
                 vendors request in their proposal.




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County of Santa Clara                                              Request for Proposals
Social Services Agency                                            General Fund Contracts

XI.     INSTRUCTIONS TO VENDORS
        A.       Submittal of Questions

                 1.       Vendors must submit questions about this RFP on-line through
                          www.rfpdepot.com.

                 2.       Only relevant questions submitted by Friday, November 30th will be
                          answered.

                 3.       Questions and answers will be automatically sent via email through
                          www.rfpdepot.com to vendors who have downloaded this RFP.

                 4.       As of the issuance date of this RFP and continuing until the final
                          date for submission of proposals, all County personnel are
                          specifically directed not to hold meetings, conferences or technical
                          discussions with any vendor for purposes of responding to this
                          RFP. Any vendor found to be acting in any way contrary to this
                          directive may be disqualified from entering into any contract that
                          may result from this RFP.

        B.       Submission of Proposal

                 A completed proposal with required attachments and exhibits must be
                 delivered either in person or mail by Thursday, December 13, 2007, 3:00
                 p.m. Postmarks will not be accepted as the time-of-delivery, and
                 proposals must actually be delivered by 3:00 p.m. to the address below on
                 the due date. Faxed or emailed proposals will not be accepted.
                 Proposals must be delivered to:

                          Social Services Agency
                 Att:     Debra Smith
                          333 West Julian Street, Lobby
                          San Jose, CA 95110-2335

                 1. Submit eight (8) copies, one original proposal, and one complete copy
                    on a CD.
                 2. The original must be single-sided; all copies should be double-sided.
                 3. The original document may be held together by a rubber band or
                    clipped together but not bound or stapled. Do not use binders.
                 4. Each copy must be bound or stapled separately in the required order.
                 5. Each original and copy must be three (3) hole-punched.
                 6. Proposals must be typed using a minimum font size of 12 on letter size
                    paper with 1 inch margins.
                 7. Proposals will have a Table of Contents that corresponds to page
                    numbers in the proposal.

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County of Santa Clara                                                      Request for Proposals
Social Services Agency                                                    General Fund Contracts
                 8. All pages will have page numbers in consecutive order.
                 9. Do not attach any information that is not requested.

                 All Requirements listed in this RFP must be clearly identified in the
                 proposal. Proposals submitted by vendors in response to this RFP must
                 follow the format and instructions herein.

        C.       RFP Response Material

                 To respond to this RFP, all vendors must include the required information
                 in the order and format listed below:

            Requirement                                               Format                     Label
For Section 1
Proposal Response Cover Sheet (2                          Word Document Provided          Section 1 A
sheets)
Table of Contents                                                 Standard Format         Table of
                                                                                          Contents
Local Preference Claiming                                Documentation Specified in       Section 1 B
Documentation (If Claimed)                                        RFP
Audited Financial Statement and                              Standard Format              Section 1 C
Management Letters
Vendor Experience and Financial                           Word Document Provided          Section 1 D
Status
Contracting Principles                                            Form(s) Provided        Section 1 E
 Declaration of Contractor
 If Type II, additional forms required
For Narratives in Rating Criteria                      Narrative Format as Specified      Narrative
Sections 2 – 4a                                                   in RFP                  Sections 2 – 4a
(Maximum 7 Pages)
Staffing Work Plan                                        Word Document Provided          Section 4 B
Service Delivery Goals                                  Excel Spreadsheet Provided        Section 5
Outcomes Work Plan – Outcome                             Word Document Provided           Section 6
Based Proposals Only
Project Budget                                          Excel Spreadsheet Provided        Section 7 A
Budget Narrative                                         Format as Specified in RFP       Section 7 B
Resource Table                                          Excel Spreadsheet Provided        Section 8 A
Resource Narrative                                       Format as Specified in RFP       Section 8 B

Important Note:           Social Services Agency does not require that vendors use the
                          specific Word and Excel forms provided in this RFP. Vendors are
                          however required to provide the required information outlined on
                          those forms in a similar format.


Serial Number: RFPGFC2009                                                              Page 15 of 28
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County of Santa Clara                                              Request for Proposals
Social Services Agency                                            General Fund Contracts


                          SSA does not guarantee the accuracy of the formulas in these
                          forms nor is responsible for any errors or omissions. Vendors
                          assume all responsibility for the accuracy of the information
                          provided either on the forms included with this RFP or other
                          formats.

XII.    PROGRAM STANDARDS AND SPECIFICATIONS
        There are two (2) Program Standards and Specifications, one for Outcome
        Based proposals and one for Emergency Assistance proposals.

        A.       Definition
        Outcome Based or Non-emergency Assistance Proposals: Where the
        service relates to changes in the lives of individuals or families as a result of
        program or other interventions; such as: stays off drugs, increases the number
        of homeless people finding employment and/or long-term shelter, or improves
        relative caregivers’ ability to care for their children and cope with stress of being
        a relative caregiver.

        Emergency Assistance Proposals: Where the service being provided has a
        short term or immediate effect or impact in the lives of individuals or families;
        such as: emergency food, clothing, voice mail, or shelter.

        Vendors will indicate on the Proposal Response Cover Sheet whether their
        proposal is an Outcome Based or Emergency Assistance proposal.

        Vendors will identify and respond to all of the following sections in the order they
        are listed except when instructed to attach as an exhibit.

                 Important Note:     For each item listed below, provide the requested
                 information in the section and order in which it is requested. Only the
                 information provided in each section will be used to determine the points
                 for that section.




Serial Number: RFPGFC2009                                                      Page 16 of 28
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County of Santa Clara                                              Request for Proposals
Social Services Agency                                            General Fund Contracts

B.      Outcome Based Proposals
Rating Criteria 1: Organization’s Financial Capability and Responsive and
                     Responsible to Requirements of the RFP
                                                          Pass or Reject
Instructions
a. Complete, have an authorized representative of the vendor sign the Proposal
   Response Cover Sheet, and place it on the top of your response. This is the
   vendor’s certification that all the statements in the response are true, and constitutes
   a warranty, the falsity of which will entitle the County to pursue legal action which
   includes the right to void their contract.
b. If Local Preference status is being claimed, indicate on the Local Preference
   question on the Response Cover Sheet and provide a copy of your Business License
   within the County of Santa Clara and/or written evidence of a principal business
   office or branch or satellite office with at least one full time employee located in
   Santa Clara County. Attach as Section 1 B.
c. Attach an audited financial statement and management letter as Section 1 C. The
   audited financial statement must be within a fiscal period of not more than 18
   months old at time of submission and prepared by an independent, certified public
   accountant.
    Governmental agencies are exempt from this requirement.
d. Complete and attach the Vendor Experience and Financial Status Form. Attach as
   Section 1 D.
e. Complete and attach the Declaration of Contractor and if the contractor is a Type II,
   as described in the County’s Contracting Principles, complete and attach the
   required Type II forms. Label this Section 1 E.

Evaluation Criteria - All must be “Yes” to have Proposal Accepted
a. Is the Proposal Response Cover Sheet complete and signed by an authorized
   representative of the vendor?
b. Does the Independent Audit and Management Letter show no reportable conditions
   pending or unresolved at the time of application?
c. Does the vendor have at least one year of contracting experience performing and
   completing services similar to those requested in this proposal?
d. Does the vendor reflect financial viability and responsibility?
e. Is the Declaration of Contractor attached and complete? And if the contractor is a
   Type II, as described in the County’s Contracting Principles, are the required Type II
   forms attached and complete?
f. Is the proposal responsive and responsible to requirements of the RFP? (See
   definitions in Section VII C.)
g. Does the Resource Table include at least the required 10% match from the agency?

Additional Evaluation Criteria when Local Preference is Claimed
h. If Local Preference is claimed on the Proposal Response Cover Sheet, is all the
    required documentation included?                     5 points



Serial Number: RFPGFC2009                                                      Page 17 of 28
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County of Santa Clara                                                  Request for Proposals
Social Services Agency                                                General Fund Contracts
Narrative and Workplans

There is a maximum of seven (7) pages for the narratives in Rating Criteria
Sections 2 – 4.a. Workplans are not included in the seven (7) page limit.

Vendors requesting funding from the SB1246/Marriage License Fees in the Victims of
Domestic Violence and Their Families Services Funding Subject Area will need to
provide additional information. See the Marriage License Fees Instructions.

Rating Criteria 2         Target Population                         Maximum 20 points

Instructions
This RFP is only for services to at least one of the Funding Subject Area Specified
Target Populations listed in Section VI.
a. Identify the Specified Target Populations for this proposal. Describe the target
   population, who they are, and where they live. Provide their age groups, gender,
   ethnic composition, culture and language, socio-economic levels, health care issues,
   and special needs. Include the following:
    For “low-income” populations - describe the income determination that is used.
    For “at-risk” populations - describe the risk factors or concerns.
    For “special needs” populations - describe them and how they are determined.
    For “GLBTQ” populations - describe their special circumstances.
    For “domestic violence” populations - describe their special circumstances.
b. Indicate the estimated Number of Persons in Need of Service in Target Area and the
   estimated Number of Persons to Receive Proposed Project Service (Identify and
   include both duplicated and unduplicated number of individual clients or families).
c. Describe the barriers or critical needs of the target population to the Service
   Objectives listed in Section VI.
d. Describe the barriers or critical needs this project will address to achieve the Service
   Objectives.

Evaluation Criteria
a. Is the Target Population one of the Specified Target Populations? Does this
   narrative section provide all of the requested information and the necessary
   understanding of the target population in order to provide effective services?
b. Are the numbers realistic? Yes/No

  5 Excellent        4 Good        3 Adequate          2 Marginal   1 Poor    0 Unacceptable

c. Does this narrative section demonstrate a thorough understanding and
   documentation of the target population’s barriers or critical needs to the Service
   Objectives listed in Section VI?

10 Excellent          8 Good       6 Adequate          4 Marginal    2 Poor   0 Unacceptable




Serial Number: RFPGFC2009                                                           Page 18 of 28
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County of Santa Clara                                                 Request for Proposals
Social Services Agency                                               General Fund Contracts
d. Does this narrative section clearly identify the barriers or critical needs this project
   will address to achieve the Service Objectives?

  5 Excellent        4 Good        3 Adequate          2 Marginal   1 Poor   0 Unacceptable

Rating Criteria 3 Services                        Maximum 20 points
   Instructions
a. Describe the proposed program design and service delivery system.
b. This RFP is only for proposals relating to at least one of the Funding Priorities listed
   in Section VI. Describe how these services relate to the Funding Priorities.
c. Describe the services that will be provided and how they will affect the barriers or
   critical needs of the target population. Estimate the amount of time and occurrence
   of each of these services.
d. For each facility that will be used for these services provide the following information:

    1.   Name of Facility
    2.   Location
    3.   Hours
    4.   What services will be provided
    5.   How Target Population can access the location

   Evaluation Criteria
a. Does the proposal specify a comprehensive and realistic program design and
   service delivery system that will successfully meet the needs of the target
   population?

  5 Excellent        4 Good        3 Adequate          2 Marginal   1 Poor   0 Unacceptable

b. Does the proposal demonstrate a clear relationship to at least one of the Funding
   Priorities?

  5 Excellent        4 Good        3 Adequate          2 Marginal   1 Poor   0 Unacceptable

c. Do the services clearly demonstrate an ability to affect the barriers or critical needs
   of the Target Population? Is the estimated amount of time and occurrence adequate
   to affect the barriers or critical needs of the Target Population?

  5 Excellent        4 Good        3 Adequate          2 Marginal   1 Poor   0 Unacceptable

d. Are the facilities adequate for the services being provided and are they accessible to
   the Target Population?

  5 Excellent        4 Good        3 Adequate          2 Marginal   1 Poor   0 Unacceptable




Serial Number: RFPGFC2009                                                          Page 19 of 28
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County of Santa Clara                                                 Request for Proposals
Social Services Agency                                               General Fund Contracts
Rating Criteria 4         Agency and Staffing Qualifications
                                                         Maximum 10 points
   Instructions
a. Provide the agency’s qualifications in regard to the Funding Priorities and the
   Service Objectives and Target Population for this Funding Subject Area. Include a
   program monitoring report or a statement from a current funder regarding the
   agency’s performance providing these services.
b. Complete the Staffing Work Plan for all staff positions working directly or indirectly in
   performance of this proposal whether funds are being requested as part of this
   proposal or not. Include staff for all of the services described in Rating Criteria 3.
   (See the Staffing Work Plan and Instructions) The Staffing Work Plan is not
   included in the seven (7) page limit. Attach as Section 4 B.

   Evaluation Criteria
a. Does the agency have the experience, qualifications, and proven performance to
   deliver the program as proposed?

  5 Excellent        4 Good        3 Adequate          2 Marginal   1 Poor   0 Unacceptable

b. Does the Staffing Work Plan provide for adequate staffing and management? Is the
   staff adequately trained or skilled including language and cultural competence to
   provide the services for the Target Population?

  5 Excellent        4 Good        3 Adequate          2 Marginal   1 Poor   0 Unacceptable

Rating Criteria 5 Service Delivery Goals            Maximum 10 points
   Instructions
   Complete the Unit of Service Work Plan for the specific services/activities provided
   in this project. See the Unit of Service Work Plan and Instructions. The Unit of
   Service Work Plan is not included in the seven (7) page limit. Attach as Section
   5.

   Evaluation Criteria
a. Given the target population, the services provided, and the funding request are the
   number of units of service provided reasonable?

  5 Excellent        4 Good        3 Adequate          2 Marginal   1 Poor   0 Unacceptable

b. Does the work plan specify specific measurements that reflect the units of service
   and is the agency capable of measuring them?

  5 Excellent        4 Good        3 Adequate          2 Marginal   1 Poor   0 Unacceptable




Serial Number: RFPGFC2009                                                          Page 20 of 28
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County of Santa Clara                                                 Request for Proposals
Social Services Agency                                               General Fund Contracts
Rating Criteria 6 Outcomes Measurement        Maximum 20 points
   Instructions
   Complete the Outcomes Work Plan for the specific desired effect/impact of the
   services provided. See the Outcomes Work Plan and Instructions. The
   Outcomes Work Plan is not included in the seven (7) page limit. Attach as
   Section 6.

   Evaluation Criteria
a. Does the work plan clearly specify outcomes that are producible by the activities
   and is the number or percentage of participants that will change reasonable for this
   target population?

5 Excellent        4 Good        3 Adequate         2 Marginal    1 Poor   0 Unacceptable

b. Does the work plan specify specific measurements that reflect the desired effect or
   impact (change) of the participants and does the agency have the capability of
   measuring them?

5 Excellent        4 Good        3 Adequate         2 Marginal    1 Poor   0 Unacceptable

c. Does the proposal explain the significance of this outcome to the Target Population?

5 Excellent        4 Good        3 Adequate         2 Marginal    1 Poor   0 Unacceptable

d. Does this outcome relate to the Objective of Services for this Funding Subject Area?

5 Excellent        4 Good        3 Adequate         2 Marginal    1 Poor   0 Unacceptable

Rating Criteria 7 Budget and Budget Narrative Maximum 10 points
   Instructions
a. Complete the Project Budget and attach as Section 7 A.
b. For each budget line item listed in Project Budget include an explanation and
   justification for each of the costs in the Budget Narrative and attach as Section 7 B.
c. See the Budget Form and Budget Narrative Instructions.

   Evaluation Criteria
a. Does budget and budget narrative adequately support this project? Does the
   allocation of resources match the program components including staffing, operating
   costs, and management?

5 Excellent        4 Good        3 Adequate         2 Marginal    1 Poor   0 Unacceptable

b. Are the costs reasonable and justifiable?

5 Excellent        4 Good        3 Adequate         2 Marginal    1 Poor   0 Unacceptable



Serial Number: RFPGFC2009                                                         Page 21 of 28
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County of Santa Clara                                                 Request for Proposals
Social Services Agency                                               General Fund Contracts
Rating Criteria 8         Resource Table and Resource Narrative
                                                                Maximum 10 points
    Instructions
    There is a 10% Match Requirement from the vendor for these funds. It must be
    identified in the Resource Table. The minimum 10% Match should at least equal
    10% of the funds that are being requested for this proposal. The match may be
    actual dollars or it can be an in-kind match.

Important Note:           Proposals that do not have at least a 10% Match will not pass the
                          initial screening and will not be given to the Review Panel for any
                          other consideration.

a. Complete the Resource Table and attach as Section 8 A.
b. For each item listed in the Resource Table include the following in a Resource
   Narrative and attach as Section 8 B:

             1. How long have these funds been received.
             2. Identify any restrictions on the use of these funds.
             3. Explain any differences from the current fiscal year funding and the
                proposed fiscal year funding.

See Resource Table and Instructions.

   Evaluation Criteria
a. Does the Resource Table reflect sound and adequate leveraging resources for this
   project?

5 Excellent        4 Good        3 Adequate         2 Marginal    1 Poor   0 Unacceptable

b. Does the Resource Table reflect reasonable and obtainable resource commitment
   for this project?

5 Excellent        4 Good        3 Adequate         2 Marginal    1 Poor   0 Unacceptable




Serial Number: RFPGFC2009                                                         Page 22 of 28
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County of Santa Clara                                              Request for Proposals
Social Services Agency                                            General Fund Contracts

C.      Emergency Assistance Proposals
Rating Criteria 1: Organization’s Financial Capability and Responsive and
                     Responsible to Requirements of the RFP
                                                          Pass or Reject
Instructions
a. Complete, have an authorized representative of the vendor sign the Proposal
   Response Cover Sheet, and place it on the top of your response. This is the
   vendor’s certification that all the statements in the response are true, and constitutes
   a warranty, the falsity of which will entitle the County to pursue legal action which
   includes the right to void their contract.
b. If Local Preference status is being claimed, indicate on the Local Preference
   question on the Response Cover Sheet and provide a copy of your Business License
   within the County of Santa Clara and/or written evidence of a principal business
   office or branch or satellite office with at least one full time employee located in
   Santa Clara County. Attach as Section 1B.
c. Attach an audited financial statement and management letter as Section 1 C. The
   audited financial statement must be within a fiscal period of not more than 18
   months old at time of submission and prepared by an independent, certified public
   accountant.
    Governmental agencies are exempt from this requirement.
d. Complete and attach the Vendor Experience and Financial Status Form attach as
   Section 1 D.
e. Complete and attach the Declaration of Contractor and if the contractor is a Type II,
   as described in the County’s Contracting Principles, complete and attach the
   required Type II forms. Label this Section 1 E.

Evaluation Criteria - All must be “Yes” to have Proposal Accepted
a. Is the Proposal Response Cover Sheet complete and signed by an authorized
   representative of the vendor?
b. Does the Independent Audit and Management Letter show no reportable conditions
   pending or unresolved at the time of application?
c. Does the vendor have at least one year of contracting experience performing and
   completing services similar to those requested in this proposal?
d. Does the vendor reflect financial viability and responsibility?
e. Is the Declaration of Contractor attached and complete? And if the contractor is a
   Type II, as described in the County’s Contracting Principles, are the required Type II
   forms attached and complete?
f. Is the proposal responsive and responsible to requirements of the RFP? (See
   definitions in Section VII C.)
g. Does the Resource Table include at least the required 10% match from the agency?

Additional Evaluation Criteria when Local Preference is Claimed
h. If Local Preference is claimed on the Proposal Response Cover Sheet, is all the
    required documentation included?                     5 points



Serial Number: RFPGFC2009                                                      Page 23 of 28
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County of Santa Clara                                                  Request for Proposals
Social Services Agency                                                General Fund Contracts
Narrative and Workplans

There is a maximum of seven (7) pages for the narratives in Rating Criteria
Sections 2 – 4.a. Workplans are not included in the seven (7) page limit.

Rating Criteria 2         Target Population                         Maximum 20 points

Instructions
This RFP is only for services to at least one of the Funding Subject Area Specified
Target Populations listed in Section VI.
a. Identify the Specified Target Populations for this proposal. Describe the target
   population, who they are, and where they live. Provide their age groups, gender,
   ethnic composition, culture and language, socio-economic levels, health care issues,
   and special needs. Include the following:
            For “low-income” populations - describe the income determination that is
              used.
            For “at-risk” populations - describe the risk factors or concerns.
            For “special needs” populations - describe them and how they are
              determined.
            For “GLBTQ” populations - describe their special circumstances.
            For “domestic violence” populations - describe their special
              circumstances.
b. Indicate the estimated Number of Persons in Need of Service in Target Area and the
   estimated Number of Persons to Receive Proposed Project Service (Identify and
   include both duplicated and unduplicated number of individual clients or families).
c. Describe the barriers or critical needs of the target population to the Service
   Objectives listed in Section VI.
d. Describe the barriers or critical needs this project will address to achieve the Service
   Objectives.

Evaluation Criteria
a. Is the Target Population one of the Specified Target Populations? Does this
   narrative section provide all of the requested information and the necessary
   understanding of the target population in order to provide effective services?
b. Are the numbers realistic? Yes/No

  5 Excellent        4 Good        3 Adequate          2 Marginal   1 Poor    0 Unacceptable

c. Does this narrative section demonstrate a thorough understanding and
   documentation of the target population’s barriers or critical needs to the Service
   Objectives listed in Section VI?

10 Excellent          8 Good       6 Adequate          4 Marginal    2 Poor   0 Unacceptable

d. Does this narrative section clearly identify the barriers or critical needs this project
   will address to achieve the Service Objectives?


Serial Number: RFPGFC2009                                                           Page 24 of 28
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County of Santa Clara                                                  Request for Proposals
Social Services Agency                                                General Fund Contracts


  5 Excellent        4 Good        3 Adequate          2 Marginal   1 Poor   0 Unacceptable

Rating Criteria 3         Services                                       Maximum 25 points

Instructions

a. Briefly describe how the assistance is provided.
b. Explain the overall objectives of this program and how the services will affect the
   barriers or critical needs of the Target Population.
c. This RFP is only for proposals relating to at least one of the Funding Priorities listed
   in Section VI. Describe how these services relate to the Funding Priorities.
d. Specifically describe how the language and cultural needs of the target population
   will be addressed.
e. For each facility that will be used for these services provide the following information:
   1. Name of Facility
   2. Location
   3. Hours
   4. What services will be provided
   5. How Target Population can access the location

Evaluation Criteria
a. Does the assistance to be provided successfully affect the barriers or critical needs
   of the target population and the overall objectives of this program?

10 Excellent         8 Good        6 Adequate         4 Marginal    2 Poor   0 Unacceptable

b. Does the proposal demonstrate a clear relationship to at least one of the Funding
   Priorities?

  5 Excellent        4 Good        3 Adequate          2 Marginal   1 Poor   0 Unacceptable

c. Does the proposal adequately address the language and cultural need of the Target
   Population?

  5 Excellent        4 Good        3 Adequate          2 Marginal   1 Poor   0 Unacceptable

d. Are the facilities adequate for the services being provided and are they accessible to
   the Target Population?

  5 Excellent        4 Good        3 Adequate          2 Marginal   1 Poor   0 Unacceptable

Rating Criteria 4         Agency and Staffing Qualifications
                                                         Maximum 10 points
   Instructions
a. Provide the agency’s qualifications in regard to the Funding Priorities and the


Serial Number: RFPGFC2009                                                          Page 25 of 28
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County of Santa Clara                                                    Request for Proposals
Social Services Agency                                                  General Fund Contracts
   Service Objectives and Target Population for this Funding Subject Area. Include a
   program monitoring report or a statement from a current funder regarding the
   agency’s performance providing these services.
b. Complete the Staffing Work Plan for all staff positions working directly or indirectly in
   performance of this proposal whether funds are being requested as part of this
   proposal or not. Include staff for all of the services described in Rating Criteria 3.
   (See the Staffing Work Plan and Instructions) The Staffing Work Plan is not
   included in the seven (7) page limit. Attach as Section 4 B.

   Evaluation Criteria
a. Does the agency have the experience, qualifications, and proven performance to
   deliver the program as proposed?

  5 Excellent        4 Good        3 Adequate          2 Marginal      1 Poor     0 Unacceptable

b. Does the Staffing Work Plan provide for adequate staffing and management? Is the
   staff adequately trained or skilled including language and cultural competence to
   provide the services for the Target Population?

  5 Excellent        4 Good        3 Adequate          2 Marginal      1 Poor     0 Unacceptable

Rating Criteria 5 Service Delivery Goals            Maximum 25 points
   Instructions
   Complete the Unit of Service Work Plan for the specific services/activities provided
   in this project. See the Unit of Service Work Plan and Instructions. The Unit of
   Service Work Plan is not included in the seven (7) page limit. Attach as Section
   5.

   Evaluation Criteria
a. Given the target population, the services provided, and the funding request are the
   number of units of service provided reasonable?

  15 Excellent         12 Good         9 Adequate         6 Marginal     3 Poor     0 Unacceptable

b. Does the work plan specify specific measurements that reflect the units of service
   and is the agency capable of measuring them?

  10 Excellent         8 Good        6 Adequate         4 Marginal      2 Poor     0 Unacceptable

Rating Criteria 6 Outcomes Measurement           Maximum 0 points
   Instructions
Do not complete this section for Emergency Assistance proposals. Do not attach
anything for this section.




Serial Number: RFPGFC2009                                                               Page 26 of 28
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County of Santa Clara                                                 Request for Proposals
Social Services Agency                                               General Fund Contracts
Rating Criteria 7 Budget and Budget Narrative Maximum 10 points
   Instructions
a. Complete the Project Budget and attach as Section 7 A.
b. For each budget line item listed in Project Budget include an explanation and
   justification for each of the costs in the Budget Narrative and attach as Section 7B.
   See the Budget Form and Budget Narrative Instructions.

   Evaluation Criteria
a. Does budget and budget narrative adequately support this project? Does the
   allocation of resources match the program components including staffing, operating
   costs, and management?

5 Excellent        4 Good        3 Adequate         2 Marginal    1 Poor   0 Unacceptable

b. Are the costs reasonable and justifiable?

5 Excellent        4 Good        3 Adequate         2 Marginal    1 Poor   0 Unacceptable

Rating Criteria 8         Resource Table and Resource Narrative
                                                                Maximum 10 points
    Instructions
    There is a 10% Match Requirement from the vendor for these funds. It must be
    identified in the Resource Table. The minimum 10% Match should at least equal
    10% of the funds that are being requested for this proposal. The match may be
    actual dollars or it can be an in-kind match.

Important Note:           Proposals that do not have at least a 10% Match will not pass the
                          initial screening and will not be given to the Review Panel for any
                          other consideration.

a. Complete the Resource Table and attach as Section 8 A.
b. For each item listed in the Resource Table include the following in a Resource
   Narrative and attach as Section 8 B:

             1. How long have these funds been received.
             2. Identify any restrictions on the use of these funds.
             3. Explain any differences from the current fiscal year funding and the
                proposed fiscal year funding.

    See Resource Table and Instructions.

   Evaluation Criteria
a. Does the Resource Table reflect sound and adequate leveraging resources for this
   project?

5 Excellent        4 Good        3 Adequate         2 Marginal    1 Poor   0 Unacceptable


Serial Number: RFPGFC2009                                                         Page 27 of 28
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County of Santa Clara                                                 Request for Proposals
Social Services Agency                                               General Fund Contracts


b. Does the Resource Table reflect reasonable and obtainable resource commitment
   for this project?

5 Excellent        4 Good        3 Adequate         2 Marginal    1 Poor   0 Unacceptable




Serial Number: RFPGFC2009                                                         Page 28 of 28
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DOCUMENT INFO
Description: Proposals Accounting Services document sample