yolo_rfq_process_improvement_04-25-2013.pdf

7/27/2019 Yolo_RFQ_Process_Improvement_04-25-2013.pdf

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Request for Qualification

For

Process Improvement Consultant

RFQ Responses Due:

3:00 pm

April 26, 2013

County Administrators Office

625 Court Street, Room 202

Woodland, CA 95695

RFQ Coordinator: Mindi Nunes

(530) 666-8426

[email protected]

CCOOUUNNTTYY OOFF YYOOLLOOOffice of the County Administrator


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Section Section Title Pages

I. General Information 3

II. Anticipated Scope of Work 3

III. Request for Qualifications Selection Criteria 4

IV. Submittal Requirements 5

V. Selection Process and Schedule 5

VI. Attachments 6

TABLE OF CONTENTS


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1.1 The County of Yolo intends to procure a qualified firm to provide processimprovement and/or business process reengineering consulting services. Theestimated contract cost is $150/hour.

1.2 The Request for Qualifications (RFQ) must be received at 625 Court Street, Room

202, Woodland, CA 95695 no later than 3:00 p.m. on April 26, 2013.

1.3 Questions concerning this request should be submitted in writing online atwww.bidsync.com in the questions and answers section of the solicitation. Any oralcommunications shall be considered unofficial and nonbinding on the County.

1.4 Any irregularities or lack of clarity in the RFQ should immediately be brought to theattention of the RFQ Coordinator named on the cover page for correction orclarification.

1.5 The County of Yolo reserves the right to reject any or all RFQs to waive any

informality or irregularity in any RFQ received, and to be the sole judge of themerits of the respective RFQs received.

1.6 The Project description is as follows:

During the past several years, Yolo County has downsized staff in all departments.As we begin to emerge from difficult fiscal times, we need to think strategicallyabout how to improve processes rather than remaining with the status quo practice.

To effectively improve organizational processes and leverage technology, countymanagement would like to take a critical and in-depth look at a variety of processes

and design improved methods of services delivery in order to further our taxpayerexpected efficiencies and reduce cost of governmental operations.

1.7 The firm will be selected on the basis of demonstrated competence andqualification for the type of services required without regard to fee, and thereafterthe County will negotiate a contract for services at a fair and reasonable fee withthe best qualified firm.

Yolo County is in search of office and process consultants and/or business processreengineers that can interview employees, observe processes, quantify processes,capture processes elapse times (measureable matrix), and make recommendations thatwill make processes more efficient and effective with technology and manual processchanges.

Upon the end of the consultants engagement recommendations for the following shouldbe provided:

SECTION I. GENERAL INFORMATION

SECTION II. ANTICIPATED SCOPE OF WORK


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improved processes using workflow and technology staff assignments based on improved process revised roles change management/implementation plan.

3.1 The firm will be selected through a qualification-based selection process. Firmsinterested in providing the identified services must submit a Request forQualifications (RFQ) that addresses the following evaluation criteria. Applicants areencouraged to organize their submissions in such a way as to follow the generalevaluation criteria listed below. Information included within the RFQ may be used toevaluate your firm as part of any criteria regardless of where that information isfound within the RFQ. Information obtained from the RFQ and from any otherrelevant source may be used in the evaluation and selection process.

3.2 Cover letter (1-page) containing at a minimum:

Company name, contact name, address, fax number and email address

3.3 Qualifications Criteria

3.3.1 General Information

a. Description of firm/teamb. Legal company organization; organization chart with namesc. List of applicable County licenses

3.3.2 Relevant Firm Experience

a. Applicants overall reputation, service capabilities and quality as it relatesto this project.

b. List and briefly describe 3-5 comparable projects completed by your firmor currently in progress; include your firms role, and discuss contractamendment history, if applicable. For each project, include: contractvalue, project owner, project location, contact name and title, address,current/accurate telephone number, fax number, and email address (ifavailable).

c. A minimum of three referrals and references from other agencies andowners. If possible, references should be from the projects listed above.

d. List and describe any litigation, arbitration, claims filed by your firm againstany project owner as a result of a contract dispute, any claim filed againstyour firm, termination from a project.

e. Applicants capacity and intent to proceed without delay if selected for thiswork.

3.3.3 Team Experience & Qualifications

a. Describe each team members position within the firm.

III. STATEMENT OF QUALIFICATIONS SELECTION CRITERIA


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b. Briefly describe each team members role on this project.c. Provide team experience working together on similar projects.d. Identify proposed subconsultants.

3.3.4 Proposed Fee

a. The proposal shall include fully loaded hourly rates that include any and allprofessional fees.

b. Provide fees for all costs the Contractor may incur, including any costs fortransportation, lodging, communication, copying, printing, etc.

c. The proposal must also include an hourly rate for each project teammember who the contractor plans to utilize in completion of the project.

3.3.4 Other Factors

a. Current workload and ability to proceed promptly.b. Willingness to abide by the Countys standard form Agreements with few

or no objections or changes.c. Provide statement regarding your assurance that this engagement will not

result in a conflict of interest.d. Relevant factors impacting the quality and value of work.

4.1 The RFQ shall include a one-page cover letter plus a maximum of fifteen (15)pages to address the RFQ criteria specified in Section 3 (excluding Resumes).Table of Contents and section divider pages do not count towards the total pagecount. Resumes for each key team member shall be limited to no more than two

pages and shall be attached as Appendix A.

4.2 The preferred method of submitting your proposal is electronically through BidSync.

It is the sole responsibility of the proposer to ensure their proposal reachesBidSync, LLC before the closing date and time. If you have any questionsregarding the submittal of this proposal, please contact BidSync at 1-800-990-9339for vendor support.

However, if you choose to submit hard copies, send one (1) original and (2)identical copies of your proposal, must be signed in ink, sealed and received by the

due date and time at County of Yolo County Administrators Office, 625 CourtStreet, Room 202, Woodland CA 95695, Attn: Mindi Nunes, with the markings onthe outside of the sealed envelope CAORFQJL1301 and Process ImprovementConsultant and Due Date: April 26, 2013 at 3:00pm. Faxed submissions are notacceptable.

4.3 Failure to comply with the following criteria may be grounds for disqualifications: Receipt of submittal by the specified cut-off date and time. The number of originals and/or copies of the submittal specified.

IV. SUBMITTAL REQUIREMENTS


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Adherence to maximum page requirements.

4.4 Adherence to the maximum page criteria is critical; each page side (maximum8/12 x 11) with criteria information will be counted. Pages that have photos,charts and graphs will be counted towards the maximum number of pages.

5.1 A minimum 5-member Project Evaluation Board will evaluate each Request forQualifications (RFQ) according to the above criteria, as well as past performanceevaluations, and select a minimum of three finalists that will be Short Listed for theproject. The Short List firms will meet with the Project Evaluation Board forinterviews. The purpose of the interview will be to expand on the informationprovided in the RFQ, not to repeat information already provided. Those firmsselected for further consideration will be notified.

5.2 The following tentative schedule has been prepared for this project. Firms

interested in this project must be available on the interview meeting date.

RFQs due: Apri l 26, 2013Firms notified for interview: May 6, 2013Interviews: Week of May 13, 2013

5.3 Following the interviews, the Project Evaluation Board will determine a ranking foreach Short List firm based on published criteria in 3.3 of this RFQ. Considerationwill be given to both the written Request for Qualifications and any oralpresentations or interviews. No other factors or criteria will be used in thequalification ranking.

5.4 Requests for debriefings or to review Request for Qualifications submitted shall bemade in writing to the County. All information submitted by firms and relatedProject Evaluation Board evaluations and rankings shall be considered confidentialuntil after contract execution and award by the County.

5.6 The County will enter into negotiations with the selected firm and execute acontract upon completion of negotiations of design and construction administrationservices for County approval. If the County is unsuccessful in negotiation acontract with the highest ranked team, the County may then negotiate with thesecond or third highest ranked team until a contract is executed, or may decide to

terminate the selection process.

6.1 Professional Services Contract

V.SELECTION PROCESS AND SCHEDULE

VI. ATTACHMENTS

yolo_rfq_process_improvement_04-25-2013.pdf

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