Proposal Format and Contents
For ease of review and to facilitate evaluation, the Proposals for this
project should be organized and presented in the order requested as
1. Cover Page:
Include a letter of introduction signed by an authorized representative
of the firm containing the following language:
The undersigned certifies that all statements in the Proposal are
true and correct; and that any material false statement contained in
this proposal shall entitle Kern County to pursue any and all
remedies authorized by law and/or declare any contract made as a
result thereof, to be void.
Indicate the name of the firm and the RFP project title clearly on
your cover sheet.
2. Corporate/Agency Profile:
Provide specific information concerning the firm in this section,
including all of the following:
The legal name, address and telephone number of your company
The type of entity (sole proprietorship, partnership, or corporation
and whether public or private).
Whether you are a local Kern County vendor as defined in section
I.D.2. of this RFP (provide the street address of the local office).
The name and telephone number of the person(s) in your company
authorized to execute the proposed contract.
If two or more firms are involved in a joint venture or association, the
Proposal(s) should clearly delineate the respective areas of authority
and responsibility of each party.
All parties signing the Agreement with the County shall be individually
liable for the completion of the entire project even when the areas of
responsibility under the terms of the joint venture or association are
3. Qualifications and Experience:
This section is designed to establish the proposer as an entity with
the ability and experience to operate the program, or provide the
services, as specified in the RFP.
Provide specific information in this section concerning the firm’s
experience and qualifications (skill sets, contractor licensing,
certifications etc.) in the services specified in this RFP, preferably
within the State of California. Include all of the following:
The number of employees involved in providing services
Number of years providing services
Financial statements (balance sheet and Dun & Bradstreet credit
Examples of completed projects
Contractor licensing, if applicable
Certifications, if applicable
Documentation of Satisfactory Past Performance/References
Provide a minimum of three (3) reference letters for similar
services rendered (must be within the last twelve (12) months on the
reference company’s letterhead. Each reference shall include a
current point of contact and a phone number. Each reference letter
must have all of the following information:
Date of the original contract;
End date of the contract;
Names, addresses, email and telephone numbers of contact
persons within client agencies for whom the services have been
Provide a list of all clients with current contact information including
email, to which you have provided similar services over the last two
years, but are not currently working for. Please indicate why you are
not currently providing services to said client(s).
Of critical importance is the composition of the team proposed to
provide services on this project. Credentials and resumes of the
person(s) responsible for administering or providing the services
must be provided.
Include a statement of qualifications and resumes/backgrounds of
key personnel assigned to the project, including training certifications
of professional and non-professional personnel.
Proposer shall specifically provide the following information on all
management, supervisory and other key employees who will be
a. Name, business address and phone number
b. Description of education
c. General experience
d. Experience or education related to the RFP project
e. Letters of reference, if available
List consultant firms, if any, that you plan to use for this project and
their relevant experience.
5. Project Approach, Work Schedule, Transition Plan and
a. Provide a detailed description of the methodology
proposed to perform all required services.
b. The project approach should include specific details with
regard to how and what services, training, installation,
etc. are included in your response to the County. Provide
specific information and details.
c. Describe approach and methodology that will be used to
address obstructions, constraints or roadblocks in the
d. List, and describe actions that will be done in order to
comply and meet required benchmarks, performance
standards and quality assurance.
e. Detail and describe security clearance and information
f. If applicable, detailed description of proposed utilization
of Business and/or Work Environment provided by
g. Include any additional information and options that you
feel may be advantageous to the County. Label options
clearly and specify all costs and fees associated with
h. Include specific details with regard to a work
schedule/transition plan which contains an aggressive
schedule that will complete, or start up, the project before
July 1, 2023. This schedule should contain specific
milestones and dates of completion which will be used to
i. Also identify the extent of County personnel involvement
deemed necessary, including key decision points at each
stage of the project.
j. Identify deliverables that will be produced in order to
receive payment. This may include deliverables with
milestone dates or time periods that are required to be
k. Specify all software and computer technology that is
anticipated to be used in rendering the services. If the
Proposal includes the purchase of any software by the
County, provide a copy of any software license
agreements that the County would be required to
l. Describe how each of the County’s desired outcomes will
m. Do not include brochures and advertisements in your
Proposal unless the content they provide is identified and
included specifically in your description of the
methodology and/or approach to the services you are
proposing to provide the County.
6. Cost of Service:
The Proposal shall clearly state all of the costs associated with the
project, broken down by category of products and services, and all
on-going costs for recommended/required products/services such as
As a general rule, the County prefers a set price or hourly rate for the
entire term of any contract. Price escalators such as the CPI may
also have a detrimental impact on the proposer’s score determined
by the Evaluation Committee and are disfavored by Kern County.
The project costs should include all expenses that will be charged to
the County including but not limited to costs for shipping, insurance,
communications, documentation reproduction, travel, taxes, etc.
Failure to not clearly identify all costs associated with the
Proposal may be cause for rejection of the Consultant’s
The selected proposer will be required to obtain, as a condition of the
award of a contract, and the Proposal shall state that the proposer
will obtain the insurance as required in the attached agreement.
All insurance shall be issued consistent with the final Agreement with
County. Insurance coverage at a minimum must be provided by a
company or companies listed in the current “Best’s Key Rating
Guide” publication with a minimum of A-, VII rating; or in special
circumstances, as pre-approved by the Risk Management Division of
the Office of County Counsel. The selected proposer shall file with
the Contact Person a Certificate(s) of Insurance stating the required
coverages are in effect.
8. Additional Information:
Include any other information you believe to be pertinent but not
9. Confidential Information:
Proposers are cautioned that because the County is a public entity,
materials designated as “confidential” may nevertheless be subject to
disclosure. Proposers are advised that the County does not wish to
receive confidential or proprietary information and that proposers are
not to supply such information except when it is absolutely
IF CONFIDENTIAL INFORMATION IS SUBMITTED:
a. ALL CONFIDENTIAL INFORMATION MUST BE STAMPED
WITH A “CONFIDENTIAL” WATERMARK AND PLACED IN A
SEPARATE TABBED SECTION #9 OF THE RFP MARKED
b. Any documents labeled “CONFIDENTIAL” shall include the
following statement signed and placed on the first page of the
“ (legal name of proposer) shall
indemnify, defend and hold harmless the County of Kern, its
officers, agents and employees from and against any request,
action or proceeding of any nature and any damages or liability
of any nature, specifically including attorneys’ fees awarded
under the California Public Records Act (Government Code
§6250 et seq.) arising out of, concerning or in any way involving
any materials or information in this Proposal that (legal name of
proposer) has labeled as confidential, proprietary or otherwise
not subject to disclosure as a public record.”