Silo - Tips Request For Proposals RFP Data Warehouse Business Intelligence System Professional Services

County of Santa Clara Request for Proposals
Social Services Agency Data Warehouse & Business Intelligence System
Request for Proposals (RFP)

Data Warehouse & Business Intelligence System
Professional Services
Contract Period: December 15, 2008 – June 30, 2009

(With one additional one-year option for renewal of the contract
based on performance and availability of funding)
Social Services Agency

333 West Julian Street
San Jose, CA 95110-2335
Release Date: Friday, October 10, 2008

Serial Number: RFPITDW2009
Proposals Due: Thursday, October 30, 2008, 3:00 P.M.
Serial Number: RFPITDW2009 Page 1 of 46

Santa Clara County Social Services Agency
Request for Proposals (RFP)

Data Warehouse & Business Intelligence System
Professional Services
Release Date: Friday, October 10, 2008
RFP Due Date: Thursday, October 30, 2008, 3:00 P.M.
Submit to: Social Services Agency

Administration Lobby
Attn: Debra Smith
San Jose, CA 95110-2335
Copies of this RFP and all related materials are available at the above
address and on-line in a downloadable format from Santa Clara County’s
Web site at www.sccgov.org see Contracting Opportunities/RFPs
/Solicitations or go directly to BidSync’s website www.BidSync.com
Vendors must Register at www.BidSync.com website to Download this RFP.

There is no cost to the Vendor. If help is need to Register and/or download
call the BidSync’s vendor helpdesk at 1-800-990-9339.
All questions pertaining to this RFP must be submitted on-line through

www.BidSync.com Only relevant questions submitted by Friday, October 17,
2008 3:00 P.M. will be answered and posted on BidSync.
Questions and answers will automatically be sent via email through
www.BidSync.com to vendors who have downloaded this RFP.

TABLE OF CONTENTS
I. INVITATION ............................................................................................................... 4
II. CALENDAR ............................................................................................................... 4
III. BACKGROUND INFORMATION ............................................................................... 5
A. COUNTY AND AGENCY............................................................................... 5

B. MISSION ........................................................................................................ 5
C. PROJECT VISION ......................................................................................... 6
D. DEFINITION OF ACRONYMS....................................................................... 7
IV. SCOPE OF WORK..................................................................................................... 8
A. GENERAL PROJECT SCOPE ...................................................................... 8

B. PROJECT SCHEDULE ............................................................................... 11
C. PROJECT OBJECTIVES ............................................................................ 12
D. REQUIREMENTS ........................................................................................ 13
E. SSA APPLICATION ENVIRONMENT........................................................ 16
F. TECHNOLOGY............................................................................................ 29
V. INSTRUCTIONS TO VENDOR ................................................................................ 33
A. SUBMISSION OF PROPOSAL ................................................................... 33

B. SUBMISSION OF QUESTIONS .................................................................. 34
C. RFP RESPONSE FORMAT......................................................................... 35
D. GENERAL PROCUREMENT REQUIREMENTS ........................................ 36
VI. SELECTION PROCESS .......................................................................................... 43
A. EVALUATION CRITERIA............................................................................ 43
B. APPEAL PROCESS………………………………………….……………........43
VII. GENERAL CONTRACT REQUIREMENTS FOR SELECTED VENDOR................ 44
APPENDIXES
APPENDIX A - CONTRACTING PRINCIPLES

APPENDIX B - INDEMNITY AND INSURANCE REQUIIREMENTS

I. INVITATION
The Santa Clara County, Social Services Agency (SSA), is seeking proposals from
qualified firms to provide professional services to assist the SSA in developing and
implementing an enterprise data warehouse and business intelligence system.
The solicitation shall result in a single award.
II. CALENDAR
Dates Subject to Change at the discretion of SSA

For RFP Updates, Posted Questions, & Answers at BidSync.com
Date Event
Friday, October 10, 2008 Release of Request for Proposals (RFP)
Friday, October 17, 2008 3:00 Deadline To Submit Written Questions via
pm BidSync.com
Wednesday, October 22, 2008 Response to Questions/RFP Amendments
(Addendum) Posted on BidSync
Thursday, October 30, 2008 3:00 Deadline to Submit Proposals
pm
Monday, November 3, 2008 Initial Screening Completed
Rejection Notices Sent
Monday, November 10, 2008 RFP Response Evaluation
Wednesday, November 12, 2008 Notification of possible interviews will be sent

to the top vendors
November 13 and 14, 2008 Dates for possible interviews – all vendors
must keep these dates available for possible
interviews. Interviews can be done by
conference call as well as in person.
Friday, November 21, 2008 Applicants Notified of Intent to Award
Notification of Appeal Process
Monday, December 1, 2008 Negotiate with #1 Ranked Vendor
Tuesday, December 2, 2008 Vendor Appeal Due
3:00 pm
Tuesday, December 9, 2008 Appeal Response Notification
Monday, December 15, 2008 Contract to Commence

III. BACKGROUND INFORMATION
A. County and Agency Background
The County of Santa Clara (County) is located at the southern tip of the San
Francisco Bay. With a population of 1,682,585, it is the fifth largest county in the
State of California.
The Social Services Agency (SSA) employs over 2,480 staff with an annual budget
of $600 million. SSA has approximately 40 District Offices and Program Locations
that provide services for residents of Santa Clara County.
The SSA’s Information Systems (IS) Department currently has approximately 100
staff. The IS Department has three purposes: (1) to provide leadership, coordination
and support in the use of information technology in process design, service delivery,
and program administration; (2) to design, develop, and maintain both the
technological infrastructure of the Agency and the Agency’s applications; and (3) to
carry out the purpose of providing information for reporting, decision-making,
evaluation, learning, program integrity, and accountability.
B. Social Services Mission Statement
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.
The mission of the Social Services Agency is to:
Prevent abuse and to ensure the medical, physical, financial, and emotional well-
being of children and adults at risk of abuse, neglect, or exploitation.
- Maintain or restore family and kinship ties whenever possible and help families
understand and learn the skills and behaviors needed to safely care for and
nurture their children and elders.
-
- Maintain safe, healthy, and independent lifestyles for residents through
specialized and in-home services aimed at preventing or delaying
institutionalization in a manner that respects their personal liberty.
-
- Assist residents in acquiring the resources needed to gain and retain competitive
employment and to secure a more challenging, satisfying, and economically
rewarding life for themselves and their children.

C. PROJECT VISION
The current SSA information environment is characterized by many disparate

databases across the organization with different technologies. There has been very
minimum data standardization, and the absence of data integration services limit
the ability of end-users to perform interactive data analysis. Furthermore, it
increases the development and maintenance costs of information access/reporting
systems and causes manual intervention of resources in different departments to
validate the data produced in different reports.
The vision of the Enterprise Data Warehouse and Business Intelligence project is to
develop an enterprise approach to provide the data integration among many
disparate sets of data, and a consolidated view of data across the Social Services
Agency (SSA) without impacting the operational performance of existing data
sources. SSA can begin to reduce the complications of having users obtain different
answers for the same question by having one version of the “truth”. Furthermore,
this infrastructure will not only enable SSA to share information, fully understand the
data inter-relationship, and reduce duplication of costs and efforts, but also
empower SSA stakeholders with self-service access information, data analysis
using drill-down capabilities, and management of key business performance
indicators in real-time to make strategic decisions.

D. DEFINITION OF ACRONYMS
APS – Adult Protective Services (DAAS)

APS/Cares – Adult Protective Services Case Management system (DAAS)
CAAS – Contracts Administration and Accounting System (Contracts Unit) (DDOP)
CalWIN/CIS – California Welfare Information System Case Management System
(DEBS)
CalWORKs – California Cash Grant & Welfare to Work (DEBS)
CATR – Corrective Actions Tracking and Reporting application
CDS – Case Data Systems (DEBS)
CMIPS – California Management Information and Payroll System (DAAS)
CPS – Child Protective Services (under DFCS)
CWS/CMS – Child Welfare Services/Case Management System (DFCS)
DAAS – Department of Aging and Adult Services
DDOP - Department of Development & Operational Planning
DEBS – Department of Employment and Benefits Services
DFAS - Department of Fiscal and Administrative Services
DFCS – Department of Family and Children Services
DPSS – Los Angeles County’s “Data Warehouse System”
DRA – Deficit Reduction Act of 2005
EDD – Employment Development Department
EDS – Electronic Data Systems
ETL – Extract-Transform-Load – Oracle Warehouse Builder or Business Object
Data Integrator
GA – General Assistance (DEBS)
IHSS – In-Home Supportive Services (DAAS)
IS – Information Systems Department
IT – Information Technology
KIDS – Children’s Shelter Management system (DFCS)
LA – Los Angeles County
MEDS – Medi-Cal Benefits (DEBS)
PeopleSoft – Santa Clara County enterprise human resources system (DFAS)
PM – Project Manager
R&L – Recovery and Legal (revenue collections unit of DEBS)
RFP – Request For Proposal
SAP – Systems, Applications, and Products Santa Clara County enterprise
financial, procurement and material management system (DFAS)
SSA - Social Services Agency
VACS – Ventura Automated Collections System (DEBS)
WPR – Work-Participation-Rate
WTW – Welfare-To-Work

IV. SCOPE OF WORK
A. General Project Scope
The scope of work shall consist of developing and implementing an enterprise data
warehouse and business intelligence system for the SSA. The system is expected
to enhance SSA’s ability to integrate various data sources with the goal of more fully
understanding the inter-relationships between its programs and the dynamics that
drive its caseloads and program outcomes, and to improve access from the web for
data analysis and management of business performance metrics. The warehouse
and business intelligence layers are used not only to improve analytical capability,
but also to support agency-wide management information reporting.
In today’s environment, SSA must respond quickly to new challenges, and it

requires a very high degree of confidence in its data. A consolidation all of SSA’s
data into actionable information to effectively manage its programs will reduce
human effort and time needed to extract, report, and analyze information derived
from different data sources.
The data warehouse and business intelligence technologies in a social services

setting is an important step in managing welfare client outcomes and improving
overall business performance.
The amount of data accumulated and stored with SSA is large and originates from
many disparate sources such as the Child Welfare Systems (CWS/CMS), California
Welfare Information system (CalWIN), and the Adult & Aging Program’s system
California Management Information Payroll System – (CMIPS). Data is also
received from Enterprise systems (e.g. SAP) of Santa Clara County such as
Financial and Human resources, from other state agencies such as the Employment
Development Department, and ad hoc systems and databases developed within the
agency. The “Section IV.E” of the RFP provides a detailed description of the major
SSA applications with data size, number of users, tables and reports.
Consistent with this scope, the selected vendor shall assist in developing and
implementing an enterprise data warehouse and business intelligence system for
the following five departments of the Social Service Agency:
Department of Aging and Adult Services (DAAS):
The department’s overall public purpose is to promote a safe and independent

lifestyle for elder and dependent adults in Santa Clara County through
services such as In-Home Supportive and Adult Protective services. DAAS
has about 300 employees.

Department of Employment and Benefits Services (DEBS):
The Department of Employment and Benefits Services (DEBS) provides

health insurance, employment services, training, and support of basic living
costs to low or modest income clients. It manages the programs such as
CalWORKs Cash Grant & Welfare to Work, Food Stamps Program, and Medi-
Cal Benefits. DEBS has about 2,000 employees.
Department of Family and Children’s Services (DFCS)
The Department of Family and Children’s Services (DFCS) primary goal is to

ensure that every child has a home environment free of abuse, neglect, and
exploitation. Corollary goals include child and family well-being, maintenance
and nurturance of every child’s connections with family and other important
people, and stability and permanency, which together provide the foundation
for a successful childhood and adulthood. It manages the programs such as
Child Abuse, Children Shelter & Assessment, and Adoptions. DFCS has
about 800 employees.
Department of Fiscal and Administrative Services (DFAS):
The department manages and administers the budget, reimbursements and

payments for all departments of the Social Service Agency.
Department Development & Operational Planning Services (DOPS):
The Department of Development and Operational Planning Services includes

the departments of Contracts Management, Evaluation and Planning,
Government and Community Relations, Staff Development and Training, and
Agency's Professional Development Office. The division is responsible for
providing agency-wide leadership, direction, and management for evaluation
and planning, staff development and training, contracts administration, public
information and communication.
The system developed by a vendor must include all data warehouse functionalities
to create a clean, reliable and integrated central repository of information for the
above departments. Also, the business intelligence functionality is an integral part
of the data warehouse solution to improve agency-wide management information
reporting and analytical capability. Furthermore, this system must be very user
friendly, web- enabled, flexible, and fully scalable.
The vendor must have experience and expertise with all aspects of building best-of-
breed data warehouse and business intelligence solution. In particular, it’s expected
that the vendor has the experience and business knowledge in implementing the

information systems related to social service business domains (e.g. welfare-to-

work, child-welfare)
A single vendor is expected to build the entire data warehouse and business
intelligence solution based on the SSA’s technology platform which consists of
Oracle database, ETL tool (Oracle Warehouse Builder or Business Object Data
Integrator), and Business Objects Reporting/Business Intelligence tool (e.g. BO XI
R2, BO Xcelsius).
The vendor is also expected to transfer the knowledge of this system to SSA
personnel by working closely with SSA information technology resources during the
project life cycle. The vendor will be responsible for the system documentation.
SSA will own the finished system, and the system will be fully maintained by SSA
without the needed support of the vendor.
Within the scope of the project, SSA’s first priority is to respond to In-Home
Supportive Services (IHSS). IHSS services for the aged, blind and disabled
population are routine household tasks such as house cleaning, meal preparation,
personal hygiene and transportation services. These services are provided to
persons who are unable to perform these tasks for themselves because of personal
functional limitations, and who otherwise could not remain in their own homes
without this assistance. With the capability to access to integrated data from
multiple sources (e.g. Provider, Case assignment), and to monitor IHSS key
performance indicators in real-time, SSA can make strategic decisions concerning
administrative and financial needs to serve more effectively our elderly and disabled
recipients.
The project’s second priority need is the client Welfare-To-Work (WTW) and Work-
Participation-Rate (WPR) requirements as set forth in the Deficit Reduction Act
(DRA) of 2005. Under the Welfare Act of 1996, adults receiving assistance are
expected to engage in work activities and develop the capability to support
themselves before their time-limited assistance runs out. All states including
California and subsequently Santa Clara County SSA are required to assist
recipients in making the transition to employment. The DRA requires the state
through the counties to meet the work participation rates and other critical program
requirements in order to maintain their full Federal funding and avoid penalties.
In addition, with immediate access to accurate Caseload information, and the ability
to obtain trend analysis on Intake data, the Department of Employment and Benefits
Services (DEBS) can make the needed adjustments to the program in a more
timely and effective manner.
The third priority need is Department of Family and Children Services (DFCS)
relating to the Title IV-E Waiver. Title IV-E of the Social Security Act establishes:
• The Foster Care and Adoption Assistance programs for certain children who
receive foster care services or subsidized adoption.
• Requirements for the states to follow in both administration and operation to

receive federal support under the programs.
Under the Title IV-E program, each individual program is funded at different levels
(or amounts of dollars). The aim of the waiver program is to utilize spending
flexibility for a series of proactive reinvestment strategies to better direct financial
resources away from expensive care and ineffective services to prevention, early
intervention, and long-term support strategies that serve youth and their caretakers
with engaging, cost effective, localized, familial, and neighborhood and mentor-
based supports. It is incumbent upon SSA to fully understand the changes in cost,
performance, and effectiveness of this strategic program on a real-time basis. The
ability to understand performance and respond quickly to positive or adverse affects
of the waiver program is essential to its overall success.
The fourth priority need is the Department of Fiscal and Administrative Services
(DFAS) in managing and monitoring the financial data such as client payments and
collections to proactively identify potential overpayments or new funding for the
SSA.
B. Project Schedule
SSA has developed the following preliminary project roadmap. SSA and the
awarded vendor will jointly fine-tune the implementation phases and the schedule
for the project.
In general, the Enterprise Data warehouse and Business Intelligence project will be
implemented in three major phases. Each phase will deliver incremental
functionality to complete the data and business intelligence infrastructure required
while reducing the project risks, and producing quicker deliverables.
The Phase 1 addresses the immediate needs of the DEBS and DAAS
departments. More specifically, this phase will leverage the Los Angeles
County (LA) Data warehouse system (i.e. DPSS) as an “accelerator” for
developing our initial solution.
In order to reduce the project costs and risks for the Phase 1, SSA will
maximize the reuse of DPSS components where possible.
Phase 2 will enhance the data infrastructure with the DFCS data sources
(e.g. Child Welfare System - CWS), and create additional dashboards /
Key performance indicators (KPI), and reports for the DFCS subject area.

Phase 3 will add the financial data sources. It will provide critical financial
information to SSA Finance stakeholders to perform ad-hoc financial data
analysis. Furthermore, the end-user will be able to obtain a consolidated
overpayment view for different social service programs.
This scope of work is expected to be completed in maximum three (3) years with
multiple incremental phases. The schedule will include acceptance testing for
deliverables.
For the response of this RFP, respondents are permitted to propose a project
plan/schedule that include additional milestones and deliverables to develop an
optimum solution and to fit their specific solution life cycle.
C. Project Objectives
Consistent with this project scope, the solution developed by the vendor needs to
meet the following project objectives:
Develop an efficient and standardized method for data collection from various
data sources
Develop a data architecture / enterprise data model
Reduce overall project costs and risks by leveraging the Los Angeles County
(LA) Data warehouse system (i.e. DPSS) components as an “accelerator” for
developing our initial solution.
Develop an efficient method to stage, cleanse, transform and load information
into SSA data warehouse
Develop a standardized method for improving data quality with a common
repository of consistent business data definition and data relationship
Make aggregated and detailed data available to the SSA end-user community
Provide SSA end-users with a data exploration/ analysis capabilities via drill-
through to detail and “what if” scenarios.
Provide ad hoc queries/reporting for more sophisticated users to access the data
Provide scorecard/dashboard capabilities to manage key performance
indicators of SSA programs from the web
Provide Alerts capabilities to monitor pre-defined business events or/and notify
an individual or a group when action may be required
Provide a flexible and scalable solution to support future SSA’s business
information needs.
Develop a solution that allows a marked improvement in analytical capability,
and compliance with state and federal regulations.

D. Requirements and Vendor Submittals
1. Executive Summary
Include an executive summary which should be one or two page summary
intended to provide the Evaluation Committee with an overview of the
significant business features of the proposal.
2. The following are minimum requirements for qualification:

Provide approaches or techniques to develop a data warehouse and
business intelligence system that meets the project objectives
identified (Section IV. C).
Provide at least one (1) reference that demonstrate the vendor has
successfully developed a comparable solution (Data Warehouse and
Business Intelligence) related to social service business domain for
state or local government.
Provide a minimum of three (3) references that demonstrate the

vendor has proven experience in developing a Data Warehouse and
Business Intelligence application with an iterative and incremental
methodology of system development.
Provide a strategy road map and project plan to accomplish this scope
of work. Also, identify at minimum the list of deliverables identified in
the (Section IV. D.3) to be produced for each system development life
cycle phase (e.g. design).
Provide a list of vendor resources with demonstrated experience to

develop the system. This includes the description of skill sets, roles
and responsibilities.
Technical staff must have at least 5 years experience in developing
data warehouse and/or business intelligence systems. The technical
resources must have expertise with the following technologies: Oracle
database, ETL tool (i.e. Oracle Warehouse Builder or Business Object
Data Integrator), and Business Objects tool such as Business objects
XI R2 and Business objects Xcelsius.
The Technical project manager must have at least 7 years experience
in architecture and managing DW / BI project, and preferable for state
or local government.
The Business Analyst must have at least 5 years experience in
requirement gathering.

In addition, it’s preferable that the vendor resources have experience

related to social service business domain or case management
system for state or local government.
Provide the resource cost with hourly rate for each resource identified
and project estimation. Estimate the total effort (hours) and cost for
each implementation phase (reference section IV. B). Also, within
each implementation phase, breakdown the estimated efforts and
costs by system development life cycle phases (i.e. design, coding).
3. The following are the list of major deliverables to be produced that

include, but are not limited to:
Business requirement document: Gather, revise and validate

business requirements with SSA business users of the four identified
departments through individual interviews, JAD sessions or a
combination thereof. Furthermore, requirements must be traceable
throughout the System Development Life Cycle.
Gap Analysis document: Based on the documents of Los Angeles

County DPSS system obtained by SSA, perform the gap analysis of
the Los Angeles Data warehouse solution (i.e. DPSS) for business
requirements and technical solutions (i.e. data model, ETL codes). The
goal is to maximize the reuse of DPSS components in the
development of solution for SSA in order to reduce the project cost,
time, and risks.
Architecture document: Develop a system architecture and data

architecture that can effectively support both the functional and non-
functional requirements (e.g. response time). The proposed technical
solution should emphasize re-use of modular code to reduce the
development costs overtime. Also, it should identify the best solution
alternatives and make recommendations which one would work best
for the SSA data warehouse and business intelligence system.
Metadata strategy: Identify and develop a metadata strategy allowing

the definition of data semantics that makes the data more
interpretable. Also, it should include the solution recommendation in
remedying the data quality issues so that cleansed data will be loaded
into the data warehouse

Design specifications and Code: Design and develop the solution for
the five identified departments / units based on the proposed solution
and techniques. All design specifications including functional design,
data base design, screen, report, and program specifications, etc. shall
be included as part of the deliverable.
The developed solution should meet:
a) The following high-level data warehouse requirements but are not
limited to:
o Supporting of the Extract-Transform-Load (ETL) process from
multiple data sources to create a clean and centralized data
repository for the four identified SSA’s departments.
o Integration of information from internal and external sources to
provide a consolidated view and complete picture of agency
activity and performance (e.g. caseload, client).
o Scalable solution to accommodate the number of users agreed
upon and maintain the defined response time levels.
b) The following high-level business intelligence requirements but are

not limited to:
o Real-time Scorecard and/or dash boarding with alerting to

improve performance measurements and facilitate decision
making for stakeholders of the five identified SSA’s departments.
o Multi-dimensional view of the operational data for SSA users to
slice-and-dice, rollup-and-drilldown across multiple dimensions
and at varying levels of detail within each dimension.
Dimensions may include time, geography, office, programs, etc.
o Drive analysis of data from multiple data sources. Capabilities
must include, but are not limited to:
* Ranking
* Filtering
* Percentiles
* Statistical functions.
o “What If” Scenario Analysis for business leaders to strategic
alternatives against sets of assumptions with regard to the long
term mission of the agency

o Ad hoc queries/reporting to information on data warehouse for

authorized users
o Pre-defined reports to be executed by authorized users
o Analysis of historical information and trend analysis from multiple
sources
Testing document: Develop test plan and expected results to

demonstrate the system is fully functional prior to implementation.
Capacity planning document: Recommend infrastructure solution

(e.g. server, disk space) to provide satisfactory service levels to users
in a cost-effective manner.
Implementation plan: Deploy system releases into production based

on an iterative and incremental development approach.
System documentation: Shall document all technical solutions and

walkthrough them with SSA technical resources.
Project plan and status: The vendor’s project manager should

deliver weekly status report to SSA Data warehouse & Business
Intelligence project manager
E. SSA APPLICATION ENVIRONMENT
SSA users are using multiple applications to conduct their day-to-day

business operations. The main applications are:
CalWIN/CIS - the primary Case Management System for the users of

DEBS department
CWS/CMS - the primary Case Management System for the users of
DFCS department
CMIPS – the Case Management / Payroll System for the users of DASS
department
APS/Cares – the Case Management System for the APS unit (Adult
Protective Services) of DAAS department
VACS – the collection system used by R&L (recovery & legal)
CDS/Archive – A static database containing information about old cases
that were never converted to CalWIN
SAP financial – An enterprise financial system maintained by the Santa
Clara county;
PeopleSoft Human Resource – An enterprise human resource system of
Santa Clara County.

There are also small applications such as KIDS - Children’s Shelter Management, and
CATR - Corrective Actions Tracking and Reporting applications.
At this stage, we have many potential data sources for the data warehouse, but the two
major one are CIS and CWS/CMS. In addition, the SSA systems received SAP
financial data and Peoplesoft human resources information from County systems in flat
files format.
The following table provides an estimation of the size of the data bases:
Name Current Size Annual Growth Size in 3 Years

CIS 220 GB 70-80 GB 450 GB
CWS/CMS 21 GB 2-3 GB 30 GB
VACS 5 GB < 1GB 6 GB
APS 2 GB < 1GB 3 GB
CMIPS < 1 GB 1 GB
CDS-Archive < 1 GB None 1 GB
Total: 250 GB 85 GB 490 GB
The following sub-sections provide the detail description of main SSA applications with
data size, number of users, tables and reports.

CalWIN / CIS
CalWIN is by far the largest and most complex application whose data we will migrate
into the Data Warehouse. The application is run by EDS in their Data Center in
Rancho Cordova, and is provided for the 18 county CalWIN Consortium. CIS is the
local copy of the CalWIN Database, and it resides here at SSA.
Name CalWIN / CIS

CalWIN is an information system that maintains case
data, automates eligibility determination for public
assistance programs, and the delivery of these benefits.
It supports programs such as Medi-Cal, CalWORKs,
Description
Food Stamps, General Assistance, and Foster Care
CIS is a day-behind local copy of the CalWIN database,

and is used primarily for reporting and local interfaces.
Server: Exeter (Sun V490, 4x1.5GHz CPU, 16GB
Memory)
Technology Database: Oracle 10g
Reporting Software: Business Objects XI/R2
540 Tables
Data Layer
220GB
Reports 500, of which 200 are regularly scheduled
Users 400
Security User based
CalWIN - Vendor based (EDS)
Type
Reporting – In House
Update Frequency Nightly

CWS/CMS - CAD
The CWS/CMS system is managed by IBM, for the entire State of California. Once a
week we get an extract from IBM, which is loaded locally into the CWS/CMS – CAD
database. It is the second largest potential data source into the Data Warehouse.
Name CWS/CMS - CAD
The CWS/CMS is an automated, online client

management database that tracks each case from initial
contact through termination of services. The CWS/CMS
is designed so caseworkers can move through the
application, performing work in the sequence that is
most appropriate. The application allows caseworkers to
open and track cases through the components of the
CWS/CMS program. The system assists caseworkers in
recording client demographics, contacts, services
Description delivered, and placement information. The system also
enables case workers to record and update
assessments, create and maintain case plans, and
manage the placement of children in the appropriate
foster homes or facilities. The system will generate and
manage many forms associated with a client or case.
CAD is the weekly copy of the CWS/CMS data base and

is used primarily for reporting and local interfaces.
Server: Elmo, Sun Solaris 10

Technology Database: Oracle 10g
200Tables
Data Layer
21 GB
Reports 400, of which 190 are regularly scheduled
Users 900 total via email
Security User based
CWS/CMS - Vendor based (IBM)
Type
Reporting – DFCS Applications and Decision Support
Update Frequency Weekly

CMIPS – Case Management / Payrolling System
The CMIPS System runs by EDS for the entire State of California. It is a Mainframe-
based system, tracking client services and managing the payroll services for the
providers. We are getting a monthly CD from EDS which we load locally for ad-hoc
reporting purposes.
Name CMIPS
Case Management and Payroll System for In House

Description
Support Services clients and provides.
Server: picard
Technology Database: Oracle 9i
Reporting Software: EDS Proprietary Ad-Hoc
Reporting Tool
12 Tables
Data Layer
100 MB
Reports 25
Users 25 maximum
Security User based
Type – Vendor based (EDS)
Type
Update Frequency Monthly

VACS – Ventura Automated Collection System
The VACS Application is used by Recovery and Legal (a unit within FMS, our
Financial organization) to track, manage, and collect debts owed by our clients due to
benefit overpayments. The application runs locally at SSA, but is interfacing nightly
with CalWIN. Synchronizing claim status and balances between the two systems is
no easy task.
Name VACS
The Ventura Automated Collections System (VACS) is

Description used by FMS/R&L (Fiscal / Recovery and Legal) group
to track and report benefit recovery efforts
Server: SSASVSQLVACS (SQL Failover Cluster)

Technology Database: SQL/Server 2000
75 Tables
Data Layer
5 GB
Reports 50
Users 20
Security User based
Type – Vendor based (Ventura County)
Type
Reporting: In House
Update Frequency Daily

APS/Cares – Adult Protective Services System
The APS/Cares application allows the Adult Protective Services unit to manage their
caseload of clients, track reports about elderly abuse, and how they were handled. It
is a Web Based application that was developed in-house. While some of its reports
are still run within the application, we have converted recently the majority of reports
to Business Objects.
Name APS/Cares
The APS/Cares system provides the APS workers and

supervisors with an electronic environment in which to
document all of their case related work. It also enables
Description
supervisors, managers and analysts to perform
reporting based on the case data in the system
Server: Picard (Sun V880, 2-CPU, 4GB Memory)

Software: WebLogic 8.1
70 Tables
Data Layer
2 GB
Reports 25
Users 40
Security User based
In-House Development
Type

CDS / Archive
The CDS/Archive application contains static data about very old CDS/GIS cases that
were not converted to CalWIN. The application allows user to search the data for
specific case and client, and display the information it was able to find.
Name CDS - Archive
Contains information about old CDS cases that were not

Description
converted to CalWIN
Server: picard
Software: ASP (Classic)
35 Tables
Data Layer
500 MB
Reports None
Users 2000 maximum
Security User based
Built by San Mateo County
Type
Update Frequency Never (Static data)

EASY
Name EASY
Description Education Advocacy System for Youth.
Server: picard
Reporting Software: Business Objects 6.5 and internal
Java reports
50Tables
Data Layer
500 MB
Reports 10 - 12
Users 25 maximum
Security User based
DFCS – SCC IS
Type
KIDS
Name KIDS
Description Children's Shelter Management Application
Server: SSASVSQLKIDS (SQL Failover Cluster)

Reporting Software: Crystal Reports
105 Tables
Data Layer
2 GB
Reports 40 – 45 - Custom & System Reports
Users 50 maximum
Security User based
DFCS – Vendor (Steven Fort Associates)
Type
Reporting – Vendor

CARE
Name CARE (DR – Differential Response)

The CARE application resides on the intranet, and
consists of a web front-end and an Oracle database
back-end. The application will download client
information from CWS/CMS daily.
• Pull demographic and referral information from

CWS/CMS;
• The application will be accessed by end users
outside of SSA via Citrix;
• Allow county coordinator to
search/view/assign/decline/edit referrals;
• Allow county coordinator to re-open closed
Description
referrals;
• Allow CBO Family Engagement Specialist (FES) to
search/view/assign/edit referrals;
• Allow CBO Family Partner (FP) to accept/request
transfer/edit referrals;
• Allow CBO Supervisor to grant referral transfer
requests and re-open closed referrals;
• Admin tool to create/edit user information and
assign user roles;
• Allow authorized user to add/delete/update siblings
and related adults;
Server: Windows 2003, IIS 6.0

Technology Database: Oracle 9.1
Reporting Software: BO XI R2
35Tables
Data Layer
1 GB
Reports 20 – 25 - Custom & System Reports
Users 40 maximum
Security User based
In House
Type

CATR
Name CATR
The Corrective Actions Tracking and Reporting application

(CATR) is used by the DEBS Eligibility Work Supervisors to
Description review the accuracy of payment level authorized by the
Eligibility Worker staff. The tool helps the supervisory staff in
conducting their monthly case reviews
Server: SSASVSQLVACS (SQL Failover Cluster)

20 Tables
Data Layer
2GB
Reports 25
Users 120
Security User based
Type In House
SSI
Name SSI
The SSI Advocacy application provide management and staff

visibility to GA and CalWORKS clients who are potential
Description
SSI/CAPI recipients, and allows the SSI Advocacy Unit to
track status of SSI and CAPI referrals/applications for GA and
CalWORKS clients electronically.
Web Server: Shaggy
Technology Database: Ingres on sunrise2 and Oracle (UAM_ on Picard
Software: WebLogic 8.1
43 tables + UAM (User access manager) tables
Data Layer
2 GB
Reports 20+ reports
Users 20
Security User based
Type In House

VSS
Name VSS
Vocational Services Unit is a unit of the General

Assistance Bureau that assesses GA clients’
employability and monitors clients’ work status, making
sure that clients are fulfilling work requirements in order
to qualify for aid. The Vocational Services System (VSS)
is an application that provides on-line information to staff
Description on clients’ employability and work requirement status.
Main functions of the application include:
Case Tracking/Management
Appointment Scheduling
Public Work Monitoring
Server: Sunrise
Technology Database: Ingres
Software: Ingres OpenRoad
77 tables
Data Layer
29,739,195 rows
Reports 35
Users 12
Security User based
Type In House

Employment Connection
Name Employment Connection
Employment Connection is a unit of the DEBS

Employment Services Division which serves CalWorks
clients. Main functions of the application include:
Client Referral Tracking
Tracking of participation in Job
Description
Search/Networking activities
Generation of attendance rosters for activities
Ability to search for referrals and job placements
Admin Reports
Server: Sunrise3
Technology Database: Ingres
Software: Ingres OpenRoad
14 tables
Data Layer
513,543 rows in user tables (7/8/08)
Reports 4 reports
Users 15-20
Security User based
Type In House

F. TECHNOLOGY
1. Summary Project Development Platform:
The following main databases and software’s are used by the project:
• Databases: Oracle 10g: The warehouse uses Oracle 10g to store the
central data repository, and support the varying levels of business
intelligence reporting requirements
• Web based reporting and analysis: Business Objects XI and

Universe, and Business Objects Xcelsius. These tools enable business
users to support their decisions by utilizing multidimensional analysis,
reporting and monitoring capabilities. The following sections (IV.F.2, and
IV.F.3) will present more detailed information about the reporting
environment.
• Data Quality: Business Objects Data profile Software: The software is

used to analyze data quality issues on data sources.
• Extract Transform Load (ETL) Process: Oracle Warehouse Builder

and Business objects Data Integrator. SSA has two ETL tools: Oracle
Warehouse Builder software that is included in the Oracle 10g database,
and BO Data Integrator.
• Server platform: The development platform is UNIX server with SAN

technology
• Communication:
Protocol TCP/IP
Topology Ethernet
Routers/ switches Cisco
Bandwidth – network Gigabit (sx/lx)
Bandwidth – to the desktop 10/100 MB/ second

2. Users / Tools
Of the 1800 or so CalWIN / DEBS users, about 400 are using Business Objects
to view ad-hoc reports. The vast majority of them are using InfoView – the web
based portal of Business Objects. Once they’re in, they will usually search for
reports that ran overnight (we have about 200 scheduled reports running every
night), and look at (or print) the PDF output.
On the CWS/CMS side, we will initially have about 150 users, all using
InfoView to look at their reports. On the CMIPS side (IHSS), there are likely to
be 25 users who will be using the system in a similar manner (viewing reports
that were previously executed using InfoView). Finally, there are about 10
VACS users and 5 APS users.
All in all, we are looking at 600 users using InfoView to view PDF reports
throughout the day (at 10% to 15% concurrent rate, which would be 60 to 90
concurrent users). In addition, there are the 15 super users who are using Full
Client (Desktop Intelligence) to actually create reports.
The figures above are consistent with the current Agency business model,
where most social / eligibility workers do not access Business Objects directly.
Instead, it’s the supervisors and managers who get the reports on a regular
basis. Should that policy ever change, to the point where every worker is
allowed to log into Business Objects and view his/her own reports, the number
of users will increase dramatically, to about 3000 (with 300 to 500 concurrent
users). At the moment, however, there are no defined plans to do so.
Finally, a note about timing and usage: the model under which we operate
today has the following key components to it:
At the early morning hours, the source databases get updated with the
previous day information
At around 7:00 or 8:00 am, the scheduled jobs execute automatically,
creating reports based on the fresh data and publish them into Business
Objects. This process will normally finish within a couple of hours
Throughout the day, users log into Business Objects to view their reports.
Not a lot of “ad-hoc” activity therefore happens during the day (in other
words, the busiest time is between 4:00am to 10:00am).

3. Server Layer:
Here are the key components of our existing environment:
1. Business Objects Application Server (Bizobj)

- Role: Runs all Business Objects Enterprise components
- Class: Sun Fire V240
- 2 x 1.0 GHz CPUs
- 4GB Memory
- Years in service: 1
2. Web Application Server (Shaggy)

- Role: Runs WebLogic 9.2 and 8.1
- 4 x 750 MHz CPUs
- 11GB Memory
3. Main Database Server (Exeter, a.k.a CIS Server)

- Role: Hosts the CIS Database
- 4 x 1.5 GHz CPUs
- 16GB Memory
4. Generic Database Server (Picard)

- Role: Hosts BO Repository, as well as other Oracle databases
- 2 x 750 MHz CPUs
- 4GB Memory

5. CWS/CMS Database Server (Elmo)

- 2 x 1.5 GHz CPUs
- 8GB Memory
6. Development Server (Drake)

- 2 x 750 MHz CPUs
- 8GB Memory
In addition, we have just purchased a new Sun server, Avenger, who is very
similar to Exeter (4 x 1.8GHz CPUs, 24GB RAM) specifically to host the Data
Warehouse Database.
4. Storage / Data Layer
In the last couple of years, we accelerated the movement of databases

and other high-capacity file systems from local drives to SAN (Storage
Area Network). There are several obvious benefits to this architecture,
namely better capacity utilization, greater flexibility when allocating
resources, and simplified backup operations. On the down side, SAN
drives end to be more expensive than local drives.
The CIS database, which is the biggest one we use (and a key building
block of the Data Warehouse), resides on the SAN. As we consider our
options for the Data Warehouse project, we will need to decide whether
the Warehouse data itself should reside locally, on the SAN, or
somewhere else. Cost, access speed, and growth rate will influence this
decision.

V. INSTRUCTIONS TO VENDORS
A. SUBMISSION OF PROPOSAL
A completed proposal with required attachments and exhibits must be delivered

either in person or mail by Thursday, October 30, 2008, 3:00 pm.
Postmarks will not be accepted as the time-of-delivery and proposals must actually
be delivered by 3:00 pm to the address below on the due date.
Proposals must be delivered to:
Santa Clara County, Social Services Agency

Attn: Debra Smith
333 West Julian Street, Administration Lobby
San Jose, CA 95110-2335
1. Submit a total of eight (8) copies of the proposal. Seven (7) paper copies,
one (1) original and six (6) copies; plus submit one (1) electronic copy
(CD) of the original proposal.
2. The original paper copy must be single-sided; rubber band or clip the
original copy. Do not bind or staple the original and do not use binders.
3. The six (6) copies must be double-sided; each copy must be bound or
stapled separately in the required order. Do not use binders.
4. Each original and copies must be three (3) hole-punched.
5. Proposals must be typed using a minimum font size of Arial12 on letter

size (8½X11) white paper with 1 inch margins.
6. Proposals will have a Table of Contents that corresponds to page

numbers in the proposal.
7. All pages will have page numbers in consecutive order.

8. In a sealed envelope, provide one (1) original copy of the most recent
year’s financial statements, as well as for the preceding two (2) years if
they exist. The financial statements must be prepared by an
independent, certified public accountant. The submission shall include
the audit opinion, balance sheet, income statement, retained earnings,
cash flows, and notes to the financial statements. If independently
audited financial statements do no exist for the Vendor, the Vendor shall
state the reason and, instead, submit sufficient information such as the
latest Dun and Bradstreet report to enable a County Auditor and/or
Evaluation Committee to determine the financial stability of the Vendor.
The County may request and the Vendor shall supply any additional
financial information requested in a timely manner.
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.
B. SUBMISSION OF QUESTIONS
1. Vendors must submit questions about this RFP in writing on-line through
www.BidSync.com
2. Only relevant questions submitted by Friday, October 17, 2008, 3:00 pm

will be answered.
3. Questions and answers will be posted on BidSync on Wednesday,

October 22, 2008 and automatically sent via email through
www.BidSync.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.

C. RFP RESPONSE FORMAT
The RFP Response must be organized and indexed using tabs in the following
format and must contain, at a minimum, all listed items in the sequence indicated.
Tab 1 - Letter of Transmittal

Tab 2 - Table of Contents
Tab 3 - Executive Summary
Tab 4 - Vendor Experience/Information (Experience, Organizational
Information, Contact)
Tab 5 - References: Past Performance related to comparable Data
warehouse and Business Intelligence systems, and customer
contact.
Tab 6 - Overview of proposed solution/approach
Tab 7 - List of deliverables (e.g. data model) to be produced for each
software development life cycle phase (e.g. design)
Tab 8 - Proposed project roadmap/plan
Tab 9 - Staffing
Vendor staffing (list of vendor resources with role and
responsibilities, hourly rate, and include a resume for each
proposed resource)
Proposed SSA staffing.
Tab 10 - Pricing (including effort (hours) and cost estimation)
Tab 11 - Project Assumptions
Tab 12 -Other supporting materials to improve proposal quality
Tab 13 - Financial information in a separate sealed envelope
Tab 14 – Appendices
Appendix A: Indemnity and Insurance Requirements Exhibit
B-3 (attach copy from the RFP)
Appendix B: Contracting Principles: Completed Declaration of
Contractor Form
Tab 15 –Magnetic Media (CDs)

D. GENERAL PROCUREMENT REQUIREMENTS
This procurement will be conducted in accordance with the County’s procurement

policy and procedures.
1. Acceptance of Conditions Governing the Procurement
Vendor must indicate their acceptance of this section, Conditions Governing

the Procurement section in the Letter of Transmittal.
2. Incurring Cost
Any cost incurred by the Vendor in preparation, transmittal, presentation of

any proposal or material submitted in response to this RFP will be borne
solely by the Vendor.
Any cost incurred by the Vendor for set up and demonstration of the
proposed equipment and/or system will be borne solely by the Vendor.
3. Vendor Responsibility
Any contract that may result from the RFP must specify that the vendor is
solely responsible for fulfillment of the contract with the County. The County
will make contract payments only to the vendor.
4. Subcontractors
Use of subcontractors must be clearly explained in the proposal, and major

subcontractors must be identified by name. The vendor must be wholly
responsible for the entire performance whether or not subcontractors are
used. Vendor must execute a Designation of Subcontractors on the form
furnished by the County.
5. Amended Proposals
A vendor may submit an amended proposal before the deadline for receipt of
proposals. Such amended proposals must be complete replacements for a
previously submitted proposal and must be clearly identified as such in the
transmittal letter. The County personnel will not merge, collate, or assemble
proposal materials.

6. Vendor’s Rights to Withdraw Proposal
Vendor will be allowed to withdraw their proposals at any time prior to the
deadline for receipt of proposals. The vendor must submit a written
withdrawal request signed by the vendor’s duly authorized representative
addressed to:

Office of Contracts Management, 2nd Floor
Attn: Debra Smith
San Jose, CA 95110-2335
7. Guarantee of Proposal
Responses to this RFP, including proposal prices, will be considered firm and
irrevocable for one-hundred and twenty (120) days after the due date for
receipt of proposals or one-hundred twenty (120) days after receipt of a best
and final offer, if one is submitted.
8. Ownership of Proposals
All documents and materials submitted in response to the RFP will become
the property of the County.
9. Basis for Proposal
Only information supplied by the County in writing or in this RFP should be

used as the basis for the preparation of vendor proposals.
10. Form of Proposals
No oral, telephone, electronic or facsimile proposals will be accepted.
11. Late Responses
All proposals submitted in response to this RFP must be delivered in person or

received via courier or mail no later than the RFP due date and time. Late
proposals will be rejected. The SSA time and date stamp will be the basis of
determining receipt of proposal.
12. No Public Bid Opening
There will be no public opening for this RFP.

13. No Obligation
This RFP does not obligate the County or any of its agencies and
departments to the eventual rental, lease, purchase, etc., of any professional
services offered until a valid written contract is fully executed.
14. Sufficient Appropriation
Any contract awarded as a result of the RFP process may be terminated if

sufficient appropriations or authorizations do not exist. Such termination will
be effected by sending written notice to the vendor. The County’s decision as
to whether sufficient appropriations and authorizations are available will be
accepted by the vendor as final.
15. Governing Law
This procurement and any agreement with Vendors that may result must be
governed by the laws of the State of California. Venue for legal action will be
the County of Santa Clara.
16. Contract Terms and Conditions
The contract between the County and a vendor will follow the format
specified by the County and contain the terms and conditions set forth in
Appendix B, “Contract Terms and Conditions.” The County reserves the right
to negotiate provisions in addition to those contained in this RFP. The
contents of this RFP, as revised and/or supplemented, and the successful
vendor’s proposal may be incorporated into and become part of the contract.
Should a vendor object to any of the County’s terms and conditions, vendor
must propose specific alternative language and indicate the reason for the
objection. Vendor must provide a brief discussion of the purpose and impact,
if any, of each proposed change followed by the specific proposed alternate
wording. The County may or may not accept the alternative language but will
consider all changes to the Terms and Conditions during its evaluation.
General references to the vendor’s terms and conditions or attempts at
complete substitutions are not acceptable to the County and may result in
disqualification of the vendor’s proposal. If a vendor’s proposal does not
indicate an objection for a specific term or condition, that term or condition
will be deemed accepted by vendor and ineligible for negotiation.
The County reserves the right to require a change in vendor representatives

if the assigned representatives are not, in the opinion of the County, meeting
its needs adequately.

17. Vendor’s Terms and Conditions
Vendors must submit with the proposal any additional terms and conditions
that they expect to have included in a contract negotiated with the County.
18. Vendor Qualifications
The successful vendor must be responsive and responsible.
Responsive means one whose proposal substantially complies with all

requirements of the RFP.
Responsible means one who:

a. Possessed adequate financial resources, or the ability to obtain
such resources as required during the performance of the contract
and
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 of integrity, or
poor business ethics; and
d. Is otherwise qualified and eligible to receive an award under
applicable laws and statutes and regulations.
The Evaluation committee may make such investigations as necessary to

determine the ability of the vendor to adhere to the requirements specified
within this RFP. The Evaluation committee will reject the proposal of any
vendor who fails to submit a responsive offer as determined solely by the
Evaluation Committee.
19. Right to Publish
Throughout the duration of this procurement process and contract term,

potential vendors or vendors selected must secure from the County written
approval prior to the release of any information that pertains to the potential
work or activities covered by this procurement or the subsequent contract.
Failure to adhere to this requirement may result in disqualification of the
vendor’s proposal or termination of the price agreement.
20. Insurance Certificate
The vendor must provide the evidence of the ability to produce an insurance
certificate as required by the County.

21. Grounds for Disqualification
Any false, incomplete or otherwise unresponsive statements, documents or

information provided to the County in connection with a proposal may be
cause for disqualification of the vendor. The County’s decision to disqualify a
vendor is final.
22. California Public Records Act
All proposals become the property of the County, and subject to the
disclosure requirements of the California Public Records Act (CPRA,
California Government Code section 6250 and following). If proprietary
information is contained in or attached to the written proposal, and vendor
claims that it is not subject to the CPRA, the proposal must clearly mark that
information “proprietary” or “confidential. In the event of a CPRA request for
such information, the County will ask vendor to provide the legal basis for
exempting it under the CPRA. If in the County’s sole discretion, the vendor
provides an adequate legal basis to keep the information confidential, the
County will request the vendor to agree in writing to defend and indemnify
the County in any litigation that may result from denial of a CPRA request.
The County will disclose the information under the CPRA unless vendor
responds timely and agrees to do indemnify the County.
23. Confidentiality
All data and information gathered by the vendor and its agents in this RFP
process, including reports, recommendations, specifications and data, must
be treated by the vendor and its agents as confidential. The vendor and its
agents must not disclose or communicate this information to a third party or
use it in advertising, publicity, propaganda, or in another job or jobs, unless
written consent is obtained from the County. Generally, each proposal and all
documentation, including financial information, submitted by a vendor to the
County is confidential until negotiations are complete when such documents
become public record under state and local law.
24. Electronic Mail Address
Most of the communication regarding this procurement will be conducted by

electronic mail (e-mail). Potential vendors agree to provide the SSA with a
valid e-mail address to receive this correspondence.
25. Use of Electronic Versions of the RFP
This RFP is being made available by electronic means. If accepted by such

means, the vendor acknowledges and accepts full responsibility to insure
that no changes are made to the RFP. In the event of conflict between a
version of the RFP in the vendor’s possession and the version maintained by
the County, the version maintained by the County will govern.
26. 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.
7. Real or apparent conflict of interest, or evidence of collusion that is
disclosed by the proposal or other data available to the County.
B. All vendors will be notified in writing when the County rejects all proposals.
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 or correct any minor or inadvertent
defects, irregularities, informalities, or technical errors in any proposal or RFP
process, or as part of any subsequent contract negotiation, 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
www.sccgov.org. Vendor’s must register on-line at www.BidSync.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.
M. The County reserves the right to procure equipment, hardware, software,

and/or services from other approved price agreements or other authorized
contracting methods.
27. Letter of Transmittal
Each proposal received must include a letter of transmittal. The letter of

transmittal MUST:
A. Identify the submitting organization;
B. Identify the name, title, telephone and fax numbers, and e-mail address of
the person authorized by the organization to contractually obligate the
organization;
C. Identify the name, title, telephone and fax numbers, and e-mail address of
the person authorized to negotiate the contract on behalf of the organization;
D. Identify the names, titles, telephone and fax numbers, and e-mail addresses
of persons to be contacted for clarification;
E. Explicitly indicate acceptance of the Conditions Governing the Procurement;
F. Be signed by the person authorized to contractually obligate the organization;
G. Acknowledge receipt of any and all addenda to this RFP; and

H. Identify any sections or portion of a section of the proposal that the vendor
claims contain “proprietary” or “confidential” information.
VI. SELECTION PROCESS
A. EVALUATION CRITERIA
The evaluation criteria listed below will be utilized in the evaluation of the vendor’s
written proposals. The proposal should give clear, concise information in sufficient
detail to allow evaluation based on the following criteria. A vendor must be
acceptable in all criteria for a contract to be awarded, to that vendor whose proposal
provides the best value to the County.
Item Evaluation Factor Maximum Points
1. Responsive and Responsible to the

Requirements of the RFP Pass/Fail
2. References 100
3. Organizational assessment 100
4. Technical approach and methodology 125
5. Project Plan and Strategy 100
6. Staffing 225
7. Cost 350
Total Points 1000
B. Appeal Process
1. Applicants may appeal the award of the contract to the Social Services
Agency Director. Written appeals are due by Tuesday, December 2,
2008, 3:00 pm
a. Appeals must be in writing and must be addressed to:

Attn: Gina Sessions, DDOPS Director
San Jose, CA 95110-2335

b. 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.
c. Responses to Vendors’ appeals will be faxed, emailed or sent by

certified mail Tuesday, December 9, 2008.
2. After the contract has been executed, any unsuccessful vendor may
request an explanation of why their proposal may have been declared
irregular and/or of the basis for the award to the successful vendor.
VII. GENERAL CONTRACT REQUIREMENTS FOR SELECTED VENDOR
The contract resulting from this RFP will include, but will not be limited to, the following terms and
conditions:
A. Vendor will comply with the County’s insurance requirements for

Independent Contractors as listed on the County’s Web site:
http://www.sccgov.org.
B. Vendor will comply with the Nondiscrimination of Services, Employment, and

Contracting: VENDOR is required to comply with the County’s
Nondiscrimination of Service, Employment, and Contracting policy.
C. Vendor 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. Vendor will comply with the County’s travel policies and guidelines, where
applicable, for all travel, lodging, and meal reimbursements arising from the
performance of the awarded Contract. Travel must be pre-authorized by the
County.
E. Vendor 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://www.epls.arnet.gov/ ) VENDOR 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 Agreement.
F. Vendor 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. Vendor will comply with the County’s contract transition process by providing
all information deemed necessary by the County for use in subsequent
procurement cycles.
H. Vendor will provide copies of the most recent years financial statements, as
well as those for the preceding two (2) years, if they exist. The financial
statements must be prepared by an independent, certified public accountant.
The submission shall include the audit opinion, balance sheet, income
statement, retained earnings, cash flows, and notes to the financial
statements. If independently audited financial statements do no exist for the
Vendor, the Vendor shall state the reason and, instead, submit sufficient
information such as the latest Dun and Bradstreet report to enable a County
Auditor and/or Evaluation Committee to determine the financial stability of the
Vendor. The County may request and the Vendor shall supply any additional
financial information requested in a timely manner.
I. INTELLECTUAL PROPERTY RIGHTS

The County will own all right, title and interest in and to the Deliverables. For
purposes of this Agreement, the term “Deliverables” shall mean any
deliverables created by Contractor during performance of services that are
specifically identified in this Agreement. Deliverables excludes any
Contractor Intellectual Property. Contractor will own right, title, and interest
in all Contractor Intellectual Property. To the extent the Deliverables contain
or include any Contractor Intellectual Property, Contractor hereby grants to
the County a perpetual, revocable, worldwide, royalty-free, nonexclusive,
limited, right and license to use, execute or copy, the Contractor Intellectual
Property solely for its internal business purposes and solely in connection
with the County’s use of the Services or Deliverables. For purposes of this
Agreement, the term “Contractor Intellectual Property” means,
collectively, (i) all Pre-existing Works, which shall mean all work product
created conceived, developed or first reduced to practice by Contractor,
either solely or in collaboration with others, prior to Contractor’s delivery of
the Services Including, without limitation, designs, inventions, improvements,
processes, computer programs, software, source code, object code,
graphics, pictorial representations, user interfaces, functional specifications,
reports, spreadsheets, presentations and analyses, (ii) all Derivative
Works, which shall mean a work which is based upon or related to one or
more Pre-Existing Works such as a revision, modification, translation,
abridgement, condensation, expansion or any other form in which such Pre-

Existing works may be recast, transformed, or adapted, whether that work
stands alone or is combined with other works and which may include
processes, methods and procedures, (iii) methodologies, concepts, know-
how and techniques utilized to produce the Deliverables (and any
improvements or modifications thereto developed in the course of providing
the Services) and any ideas, concepts, text, formats and industry best
practices which are of a generally applicable nature and do not include or
reference the Confidential Information of the County, and (iv) all
Documentation, which shall mean user manuals and other written materials
that relate to the Intellectual Property or to the Services provided hereunder.
J. ASSIGNMENT
Contractor hereby assigns to the County all rights, title and interest in and to
any and all intellectual property whether or not patentable or reqistrable
under patent, copyright, trademark, or similar statutes, made or
conceived or reduced to practice or learned by Contractor, either alone or
jointly with others, during the period of Contractor’s agreement with the
County which are related to or useful in the business of the County or result
from tasks assigned to Contractor by the County or result from the use of
premises leased, owned or contracted for by the County.
K. WORKS FOR HIRE

Contractor acknowledges that all original works of authorship which are
made Contractor (solely or jointly with others) within the scope of
Contractor’s agreement and which are protectable by copyright are “works
made for hire,” as that term is defined in the United States Copyright Act
(17U.S.C., Section 101), and shall belong solely to County. Contractor
agrees that the County will be the copyright owner in all copyrightable works
of every kind and description created or developed by Contractor, solely or
jointly with others, in connection with any agreement with the County. If
requested to, and at no further expense to the County, Contractor will
execute in writing any acknowledgments or assignments of copyright
ownership of such copyrightable works as may be appropriate for
preservation of the worldwide ownership in the County and its nominees of
such copyrights.

APPENDIX A
CONTRACTING PRINCIPLES
Approved by the Board of Supervisors
October, 1997
WHEREAS the County of Santa Clara purchases contract services;
WHEREAS the County of Santa Clara purchases these services in the interest of
meeting the needs of its residents and such services are integral to the County’s
mission to serve the public;
WHEREAS the County of Santa Clara is concerned over the increased costs of
providing health care to the uninsured through the services of the Santa Clara
Valley Health and Hospital System;
WHEREAS the County of Santa Clara is committed to insuring that services are
provided by responsible contract agencies;
WHEREAS the County of Santa Clara seeks to maximize direct resident/client

services while minimizing indirect service costs and seeks to promote fiscal
responsibility;
WHEREAS the County of Santa Clara has an interest in encouraging, to the extent
possible, an environment in which labor and employment disputes do not disrupt
the continuous delivery of purchased services;
WHEREAS the County has a strong and ongoing interest in providing continuous
services to the consumers of those services;
WHEREAS the County of Santa Clara needs to know the level of pay and benefits
provided by County contractors in order to intelligently consider their impact;
WHEREAS this consideration should take place in the County’s open and public
discussion of contract awards;
NOW, THEREFORE, be it resolved that effective June 1, 1998, as a condition of

the renewal of any contract or the letting of any new contract any agency or
company contracting to deliver services for the County shall comply with the
following contracting principles;
Attachment 1
I. Contracting Principles
A. All Type I and Type II contracts, as hereinafter defined shall include a
contract provision specifying that the contractor shall comply with all
applicable federal, state and local rules, regulations and laws.
B. In order to assure fiscal responsibility, strength and compliance with

these principles all Type II and Type II contracts shall include a contract
provision specifying that the contractor shall maintain financial records,
that would be adequate to show that the County funds were used for
purposes consistent with the terms of the service contract.
C. All Type II contracts shall provide specific information in addition to that

which is required of a responsible bidder. The information will be
delineated in the contractor selection process document but shall, at a
minimum, include the following information pertaining to the actual
provision of services and/or expenditures charged to the contract:
1. Information regarding the wage level, pay range and benefits for
positions and job classification.
a. The wage and benefit information for executive, managerial and

supervisory positions may be presented as one aggregate figure.
For example: “Executive, Managerial and Supervisory wage and
benefits costs for this contract are (or in the case of a new program
the projected level) $X for each year of the contract.” However, in
no instance would an individual be identified by employee name.
b. The wage level, pay range and benefit costs for all other positions
and job classifications that will be providing actual services and/or
expenditures charged to the contract should specify actual
distribution (or in the case of a new program the projected level) of
wage rates within each pay range by the specific salary level.
However, in no instance would an individual salary be identified
by employee name. In the case of single position job classes the
information may be aggregated with similar job classes.
For example: “In job Classification A there are five positions with
a pay range of $X to $Y. With two employees paid at $X, two
employees paid at $Y and one paid at $Z midpoint between $X and
SY.
c. If medical insurance is provided a summary of coverage for each

plan
must be submitted (or in the case of a new program the projected
level). In addition, the County may also request the entire plan
document.
The summary must include the total premium cost, the amount of
the premium paid the employer and employee, and any co-
payments or other employee costs.
If medical insurance is not provided, the County Agency/

Department presenting the contract for approval shall calculate and
disclose the costs of providing medical insurance to the employees
of the contractor. Costs shall be determined by the County
Executive bases on a standard cost provided by the Santa Clara
Valley Health and Hospital System.
2. Length of Service:
a. The length of continuous employment with the contractor by job

classification (information shall not include employee names).
b. In addition, the contractor may submit information detailing the

relevant prior experience of employees within each job classification
(information shall not include employee name).
3. The annual rate of staff turnover.
4. The number of hours of training for each position in subject matters

directly related to provided services to County residents/clients.
5. The number of legal complaints issued by an enforcement agency for

alleged violations of applicable federal, state or local rules, regulations or
laws and the number of citations, court findings or administrative
findings for violations of applicable federal, state or local rules,
regulations or laws. The information must include the date, enforcement
agency, the rule law or regulation involved and any additional
information the contractor may wish to submit.
6. Copies of any collective bargaining agreements or summary of personnel
policies covering the employees providing services tot he County.
D. All Type II contracts shall include a contract provision specifying that in

order to determine compliance to these principles as well as the contract, the
contractor shall be required to provide the County or its agents, except where
prohibited by federal or state laws, regulations or rules, reasonable access,
through representatives of the contractor, to facilities, records and employees
that are used in conjunction with the provision of contract services.
E. During the term of any contract all Type II contractors shall provide to the
County copies of any financial audits that have been completed. The
contractor shall use
County funds for County services and shall not use County funds for general
employer costs that do not support or otherwise directly relate to the scope
of contracted services. Consistent with the financial provisions of the
contracts, this shall not preclude the realization of profits or savings.
F. During the term of any contract, all Type II contractors shall advise the
County Department/Agency responsible for monitoring the contract of the
issuance of any legal complaint by an enforcement agency, or of any
enforcement proceedings by any Federal, State or Local agency for alleged
violations of federal, state or local rules, regulations or laws. In addition, the
specific contract may include additional provisions regarding notice to the
County of specific client/patient service issue complaints.
G. During the term of any contract all Type II contractors shall advise the
County of the issuance of citations, court findings or administrative findings
for violations of applicable federal, state or local rules, regulations or laws.
H. Violations of this policy may be considered material breaches of any Type I

or Type II contract, and may, at the option of the County, constitute grounds
for the termination or non-renewal of any such contract, according to its
terms. The contractor shall be provided reasonable notice of any intended
termination or non-renewal and the opportunity to respond and discuss the
County’s intended action.
II. Definitions
A. For purposes of this Resolution renewal of any contract shall not include
modifications or amendments that do not extend the original length of the
contract.
B. For purposes of this Resolution services shall not include the rental,
purchase, sale, lease or lease back or lease purchase of goods. Nor shall the
rental, purchase, sale, lease, lease back or lease purchase of any facility or
property be included.
C. For purposes of this resolution Type I Service Contracts shall include any of
the following in which the County purchases services from:
1. Sole Source.
2. Construction or other work required by law to be contracted out.
3. Individuals and contractors that employ less than twenty-five (25)

employees.
4. Contract which provides for immediate needs necessary to preserve

public health, safety or peace and any other emergency work which
cannot be handled because staff and equipment have been allocated and
the work must be done post haste.
5. Contract necessary to provide immediate emergency repair of facilities or

equipment in order to preserve or provide continuous public, inmate,
patient or client services or for the safety and health of the public or
employees.
6. Contract with other public agencies.
7. Contract of One Hundred Thousand Dollars ($100,000) or less (excluding

contractors where the aggregate or multiple contracts for the same or
similar services with the same contractor exceeds the $100,000), except
where a labor contract contains a specific provision that requires notice
tot he County labor organizations, then the labor contract provision and
threshold dollar amount shall be applied.
8. Contract with Professionals (such as legal, financial, engineering,

architectural, management consulting services, and , physician and
medical consulting services) where the primary services contracted for
will be provided by those professionals.
9. Contract requires work to be performed with specialized equipment (such

as trucks, cranes and other similar large equipment) including those
contracts when the contractor provides an operator for the equipment.
10. Contract for facility or equipment maintenance except such facility or
equipment maintenance provided by County employees at the time of
adoption of this resolution (i.e, FY 1998).
11. Contract is for maintenance services incidental to the purchase (or lease
etc.) of goods or equipment.
12. Contracts to provide employee benefits pursuant to provisions of County

labor contracts.
D. For purposes of this Resolution Type II Service Contracts includes all

service contracts in which the County purchases services not covered
under Definition I.B and I. C of this Resolution.
III. Implementation
A. The County Executive shall direct the preparation and dissemination of

any administrative guidelines and directives to County
Departments/Agencies as are necessary to implement this Resolution as
of June 1, 1998. These directives shall include a requirement that each
County Department or Agency advise current service contractors of the
implementation of this Resolutions prior to June 1, 1998.
B. The County Counsel shall develop and disseminate standardized contract

provisions that implement this Resolution.
C. This Resolution and its requirements shall be a part of, and shall be added
to, the previously adopted Board policy on Bidding and Contracting.
D. The implementation and actual experience under terms of this resolution

shall be reviewed by the Board Finance Committee and then the full
Board beginning one year after adoption of this resolution. The Board
shall affirmatively seek cut and consider the input of contractors
operating under these contracting principles. In addition, the County
Executive shall provide quarterly reports to the Finance Committee.
Attachment 2
Information Sheet- Santa Clara County Contracting Principles
Background
In October, 1997 the Santa Clara County Board of Supervisors
unanimously approved a set of principles concerning the County’s
purchasing of services. The adoption of these principles was the result
of a 3 year period of discussion and review of public contracting and a
desire to insure contractor responsibility, accountability and a more
complete picture of contractors providing services to the community.
Basic Principles
There are two underlying Basic Principles contained in the County
adopted policy. First that the County funds be used for services to the
residents of the County. Second, that services be provided in a lawful
manner consistent with provisions of law.
Explanation of the Principles Docuement

The Contracting Principles are contained in the attached six (6) page
document. Page 1 contains the Board adopted reasons that created the
need for these principles. These are also known as “Whereas” clauses.
Page 2, 3 and part of 4 lay out items of compliance for all contractors.
The definitions found on Pages 4 and 5 of the document help to provided
guidance and information as to what level of information and
compliance are required.
Page 6 details the implementation of the Principles and the steps that
will be followed to monitor the implementation process.
Information Sheet-Santa Clara County Contracting Principles
Frequently Asked Questions (FAQ’s):

1. As a County contractor, are we required to adopt new Accounting
Systems to track County Funds?
No. The Contracting Principles (Section I, Item B) require only

that “... the contractor shall maintain financial records, that would
be adequate to show that County funds were used for purposes
consistent with the terms of the service contract.”
2. Does this mean that we cannot make a profit or be efficient and create
savings within our own business operation?
No. Contractors are free to make a profit or in the case of non profits to
be efficient and save. The key compliance point is that County funds
must be used for County’s services. If and when County services are
provided consistent with the terms of the contract and the contractor has
savings or profit that is perfectly acceptable under the policy.
3. As a contractor are we required to pay a separate audits to

provide to the County?
No. The Contracting Principles (Section I, Item E) require only

that a Type II contractor provide the County with a copy of any
audits that are completed during the term of the contract.
4. When does the new policy take effect?
The new policy goes into effect on June 1, 1998.
5. Could violation of this policy cause our contract with the County to be
terminated?
Yes. The Contracting Principles (Section I, Item H) state that

violation of the policy may result in contract termination.
However, the policy is very specific in that the contractor is to be
provided reasonable notice and an opportunity to respond and
discuss any intended termination action.
6. If I am selling goods to the county does this policy apply to me?
No. The Contracting Principles (Section II, Item B) clearly spell

out that the policy only applies to contracts for the delivery of
services not to rental, purchase, sale, lease, lease back or lease
purchase of goods. Nor shall the rental, purchase, sale, lease,
lease back or lese purchase of any facility or property be
included.”
7. Can the County just walk into my business operation and talk to my
employees without letting me know?
No. The Contracting Principles (Section I, Item D) provide that

certain types of contracts must provide for the County to have
“…reasonable access, through representatives of the contractor,
to facilities, records and employees that are used in conjunction
with the provision of contract services.”
8. What information must we provide to the County during the term of a

contract?
During the term of a contract the Contracting Principles require

that a Type II contractor (all those not covered under the Type I
definition which is contained in Section II-C. of the Contracting
Principles) must, in addition to any other information required in
the specific contract.
Provide copies of any financial audits that are

completed (Section I, Item E.).
Advise the County of the issuance of any legal

complaints or any enforcement proceedings by any
Federal, State or Local Agency for alleged
violations of rules, regulations or laws (Section I,
Item F.)
Advise the County of the issuance of any citations,

court findings or administrative findings for
violations or applicable federal, state or local rules,
regulations or laws (Section I, Item G).
9. What information must we provide to the County when we are

submitting our contractor information during a contractor selection
process?
During the contractor selection process the Contracting Principles

(Section I-C, Items 1 through 6) require that a Type II contractor
(all those not covered under the Type I definition which is
contained in Section II-C. of the Contracting Principles) must, in
addition to any other information required in the contractor
selection process provide
Information concerning the wage and benefit

levels of the positions and job classes involved in
providing services to the County or for
expenditures charged to the County. Information
may be aggregated for executive, managerial and
supervisory employees.
Information for other levels must include the pay range and wage
rated within the pay range and wage rates within the pay ranges.
Information is not to be identified by employee name.
Medical insurance information with a plan summary along with the

total premium paid by the employer and employee and any co-
payments or employee costs.
Please note that if medical insurance is not provided the cost to

provide medical care will be disclosed during the contractor
selection process by the County bases on standard costs provided by
the Santa Clara Valley Health and Hospital System.
Information on length of service of employees

providing service under the contract.
Information on the annual rate of staff turnover.
The number of hours of training for each position in

subject matters directly related to providing services
to County residents or clients.
The number of legal complaints issues by an

enforcement agency, citations issued, court or
administrative findings for violations of federal, state,
or local rules, regulations or laws. Information must
include date, agency involved, the rules, law or
regulation involved and any additional information
the contractor may wish to submit.
Copies of any collective bargaining agreements or
summary of any personnel policies covering
employee providing services to the County.
10. If I have a new program that is dependent on County funds to start how
do I supply the requested information?
Indicate in your response that this is a new unit and provide

information on what wage and benefits you will be providing, and
the qualifications of the employees you will be seeking to hire.
11. My company employs many people who provide services to other clients.
Are we required to disclose information for our entire company?
No. The disclosure is limited to only those elements of your

company that are providing services to the County or covered by
the expenditures under terms of the contract.
12. We do other work for the County or are submitting a proposal with
another contractor-how do we determine under the $100,000 dollar rule if
we are a Type I or II contractor?
Generally speaking, the $100,000 is an aggregate of any and all

contracts you may have with the county.
13. What about services that we propose to provide to the County

which are under $100,000 but over $25,000?
The County has in its labor agreement, an obligation to notify

SEIU Local 715, prior to issuing certain notice of proposed
contract or call for bids. This applies if the proposed services are
currently provided by, otherwise specifically included in job
classifications of Local 715 bargaining unit members and the
amount is over $25,000 . These types of contract between
$25,000 and $100,000 are Type II contracts. County
Departments may contact the Office of Labor Relations if
clarification or interpretation is needed.
CONTRACT PROVISIONS TO IMPLEMENT THE TERMS OF THE
RESOLUTION RE CONTRACTING PRINCIPLES
[TYPE I CONTRACTS]
Section _____. This contract is a Type I service contract, subject to the

Resolution of Contracting principles adopted by the Board of Supervisors on
October 28, 1997. Accordingly, Contractor shall comply with all of the following:
a. Contractor shall, during the term of this contract, comply with all applicable
federal, state, and local rules, regulations, and laws.
b. Contractor shall maintain financial records adequate to show that County

funds paid under the contract were used for purposes consistent with the
terms of the contract. These records shall be maintained during the term of
this contract and for a period of three (3) years from termination of this
contract or until all claims, if any, have been resolved, whichever period is
longer, or longer if otherwise required under other provisions of this
contract.
The failure of Contractor to comply with this Section or any portion thereof maybe
considered a material breach of this contract and may, at the option of the County,
constitute grounds for the termination and/or non-renewal of the contract.
Contractor shall be provided reasonable notice of any intended or non-renewal on
the grounds of noncompliance with this Section, and the opportunity to respond
and discus the County’s intended action.
Attachment 3
CONTRACT PROVISIONS TO IMPLEMENT THE TERMS OF THE

RESOLUTION RE CONTRACTING PRINCIPLES
[TYPE II CONTRACTS]
Section ______. This contract is a Type II service contract subject to the

Resolutions of Contracting Principles (Resolution) adopted by the Board of
Supervisors on October 29, 1997. Accordingly, Contractor shall comply with all
of the following during the term of this contract.
a. Contractor shall comply with all applicable federal, state, and local
rules, regulations, and laws.
b. Contractor shall maintain financial records adequate to show that

County funds paid under the contract were used for purposes consistent
with the terms of the contract. These records shall be maintained during
the term of this contract and for a period of three (3) years from
termination of this contract or until all claims, if any, have been
resolved, whichever period is longer or longer if otherwise required
under other provisions of this contract.
c. To enable County to determine compliance with the requirements of the

Resolution and this contract, Contractor shall, through its designated
representatives, provide to County or its designated agents reasonable
access to facilities, records, and employees used and employed in
conjunction with the provision of services under the contract, except
where such access is prohibited by federal or state laws, regulations, or
rules.
d. Contractor shall provide to the County Department/Agency responsible

for monitoring the contract, within fifteen (15) days of receipt by
Contractor, with copies of any all financial audits completed during the
term of the contract. For the purposes of this section, “financial audit’
includes any final audit report transmitted to Contractor by the auditor,
but does not include draft reports, or performance or program audits.
e. Contractor shall use County funds paid under this contract for County
services and shall not use County funds for general employer costs that
do not support or otherwise directly relate to the scope of contracted
services. Consistent with the financial provisions of the contract, this
requirement shall not preclude the realization of profit or savings.
f. Contractor shall promptly advise the County Department/Agency

responsible for monitoring the contract of: (1) the issuance of any legal
complaint by an enforcement agency, or of any enforcement
proceedings by any Federal, State, or Local agency for alleged
violations of federal, state or local rules, regulations or laws and/or (2)
the issuance of citations, court findings or administrative findings for
violations of applicable federal, state, or local rules, regulations, or laws.
g. As required under the Resolution and the County’s implementing

procedures, Contractor provided to County as part of the selection
[substitute “renewal”, “extension” or “amendment” as appropriate]
process certain information pertaining to the provision of services under
this contract and/or expenditures to be charged under the contract,
including information concerning wages and benefits for Contractor’
employees, length of service, staff turnover and training, complaints (if
any) regarding legal violations, and collective bargaining agreements
and/or personnel policies. Contractor warrants and represents that the
information so provided was complete and accurate.
The failure of Contractor to comply with this Section or any portion thereof, and or
the breach of Contractor’s warranty thereunder, may be considered a material
breach of this contract and may, at the option of the County, constitute grounds for
the termination and/or non-renewal of the contract. Contractor shall be provided
reasonable notice of any intended termination or non-renewal on the grounds of
noncompliance with this Section, and the opportunity to respond and discuss the
County’s intended action.
Attachment 4
DECLARATION OF CONRACTOR
(To be completed by all Type I or Type II contractors)
This is a Type I service contract under the Board of Supervisors’ Resolution

on
Contracting Principles.
If this box is checked, please complete the following:
Type I Category:
Explanation:
This is a Type II contract under the Board of Supervisor’s Resolution on

Contracting Principles.
The contractor currently has other County contracts for the same or similar
services:
Yes No
If Yes is checked, please list and describe contracts, types and dollar amounts.
I am authorized to complete this form on behalf of

[name of contracting entity]. I
have used due diligence in obtaining this information, and this information
contained herein is complete and accurate.
Contractor Signature:
Name:
Title:
Date:
TYPE II CONTRACTOR INFORMATION PACKET
This set of forms is applicable generally for contractors providing
service to the County of Santa Clara. It is not intended for contractors
that provide rental, purchase, sale, lease, lease back or lease purchase
of goods to the County.
It should be assumed that contractors are Type II

providers unless they meet the exceptions as described
in II. C. 1-12 of the Resolution of Contracting
Principles.
SECTION 1
Information regarding the wages and benefits for executive, managerial and
supervisory positions pertaining to services provided under the proposed contract.
(Please do not provide employee names)
Aggregate total wages for the above positions pertaining to services provided
under the proposed contract. (Please do not provide employee names)
Aggregate total medical benefit employer costs for the above positions pertaining
to services provided under the proposed contract:
If no medical benefits are provided, County Agency/Departments will consider and

include such costs for these employees, as determined by the Santa Clara Valley health
and Hospital system and set by the County Executive.
Equivalent total medical benefit employer costs attributed to the above positions:
SECTION 2
Information regarding the wages and benefits for all other positions except:
executive, managerial and supervisory positions, pertaining to services provided
under the proposed contract.
(Please do not provide employee names)
Total Number
Job Class of Positions
Number of
Pay employees Pay
Ranges at this level Subtotals
A
B
C
D
E
Total medical benefit employer costs attributed to the above positions:
If no medical benefits are provided, County Agency / Department will consider and include such
costs for these employees, as set by the County Executive and determined by the Santa Clara
Valley Health and Hospital System.
Equivalent total medical benefit costs attributed to the above positions:
(Use additional sheets of Section 2 page for more job classes or more positions)
SECTION 3
Medical cost (medical, dental, vision and life insurance premium) breakdown for
employees in Sections 1 and 2; if a different benefit package is offered to
management employees, please identify an describe:
Employer Employee Self

Medical Cost Total Cost
Contribution Contribution
Employee only
Employee plus one

dependent
Employee plus multiple
dependents
Please check one:
Administrative / Management Employees Only

Line Employees Only
All employees
Please attach a summary of all medical (medical, dental, vision and life insurance
premium) plans her for employees reported in Sections 2 and 3.
The County reserves the right to have contractor provide entire plan documents.
(use additional sheets of Section 3 page for additional plans)
SECTION 4
Please provide information for length of service of contractor staff in the area of
service currently provided to the County or proposed to be provided to the County:
Job Class: Length of continuous agency Prior Experience
service (optional)
employee A
employee B
employee C
employee D
employee E
employee F
employee G
employee H

service (optional)
Employee A
employee B
employee C
employee D
employee E
employee F
employee G
employee H

service (optional)
employee A
employee B
employee C
employee D
employee E
employee F
employee G
employee H
(use additional sheets of Section 4 page for more job classes)
SECTION 5
Please provide the annual rate of turnover of staff for prior 1 year.
Immediate past 12 months / prior fiscal year / prior calendar year

[please circle one]
Note:
This section pertains to contractor staff in the area of service currently provided to the
County or proposed to be provided to the County. (Example: if 10 positions are covered
and 5 employees left their positions in the last year, the annual turnover rate is 50%)
SECTION 6
Training records for prior 1 year - immediate past 12 months / prior fiscal year /
prior calendar year [please circle one] for contractor staff in the area of service
currently provided to the County or proposed to be provided to the County:
Training subject matter

related to contracted Employee classes Date Total hours
services
SECTION 7
Please list legal complaints, citations, court findings, or administrative findings for
violations issued by enforcement agencies for the previous five (5) years for
alleged violations of applicable federal, state or local rules, regulations or laws:
Rules, laws, regulations
Type Enforcement Agency Date of Issue
involved
SECTION 8
Please list and provide copies of collective bargaining agreements covering

contractor staff in the area of service currently provided to the County or proposed
to be provided to the County.
Bargaining Units Union Term of Agreement
If there are no collective bargaining agreements, please provide summaries or

actual personnel policies covering contractor staff in the area of service currently
provided to the County or proposed to be provided to the County.
SECTION 9
DECLARATION
I am authorized to complete this packet of forms on behalf of
[name of contracting entity]
I have used due diligence in obtaining this information, and this information
contained herein is complete and accurate.
Signature:
Name:
Title:
Date:
26
APPENDIX B EXHIBIT B-3 (revised)
INSURANCE REQUIREMENTS FOR

PROFESSIONAL SERVICES CONTRACTS
(e.g. Medical, Legal, Financial services, etc.)
Indemnity
The Contractor shall indemnify, defend, and hold harmless the County of Santa Clara (hereinafter
"County"), its officers, agents and employees from any claim, liability, loss, injury or damage
arising out of, or in connection with, performance of this Agreement by Contractor and/or its agents,
employees or sub-contractors, excepting only loss, injury or damage caused by the sole negligence
or willful misconduct of personnel employed by the County. It is the intent of the parties to this
Agreement to provide the broadest possible coverage for the County. The Contractor shall
reimburse the County for all costs, attorneys' fees, expenses and liabilities incurred with respect to
any litigation in which the Contractor is obligated to indemnify, defend and hold harmless the
County under this Agreement.
Insurance
Without limiting the Contractor's indemnification of the County, the Contractor shall provide and
maintain at its own expense, during the term of this Agreement, or as may be further required
herein, the following insurance coverages and provisions:
A. Evidence of Coverage
Prior to commencement of this Agreement, the Contractor shall provide a Certificate of

Insurance certifying that coverage as required herein has been obtained. Individual
endorsements executed by the insurance carrier shall accompany the certificate. In addition,
a certified copy of the policy or policies shall be provided by the Contractor upon request.
This verification of coverage shall be sent to the requesting County department, unless
otherwise directed. The Contractor shall not receive a Notice to Proceed with the work
under the Agreement until it has obtained all insurance required and such insurance has been
approved by the County. This approval of insurance shall neither relieve nor decrease the
liability of the Contractor.
B. Qualifying Insurers
All coverages, except surety, shall be issued by companies which hold a current policy
holder's alphabetic and financial size category rating of not less than A- V, according to the
current Best's Key Rating Guide or a company of equal financial stability that is approved
by the County's Insurance Manager.
Rev. 4/2002 1
C. Notice of Cancellation
All coverage as required herein shall not be canceled or changed so as to no longer meet
the specified County insurance requirements without 30 days' prior written notice of such
cancellation or change being delivered to the County of Santa Clara or their designated
agent.
D. Insurance Required
1. Commercial General Liability Insurance - for bodily injury (including death) and
property damage which provides limits as follows:
a. Each occurrence - $1,000,000
b. General aggregate - $2,000,000
c. Personal Injury - $1,000,000
2. General liability coverage shall include:
a. Premises and Operations
b. Personal Injury liability
c. Severability of interest
3. General liability coverage shall include the following endorsement, a copy of which
shall be provided to the County:
Additional Insured Endorsement, which shall read:
“County of Santa Clara, and members of the Board of Supervisors of

the County of Santa Clara, and the officers, agents, and employees of
the County of Santa Clara, individually and collectively, as additional
insureds.”
Insurance afforded by the additional insured endorsement shall apply as primary

insurance, and other insurance maintained by the County of Santa Clara, its
officers, agents, and employees shall be excess only and not contributing with
insurance provided under this policy. Public Entities may also be added to the
additional insured endorsement as applicable and the contractor shall be notified by
the contracting department of these requirements.
Rev. 4/2002 2
4. Automobile Liability Insurance
For bodily injury (including death) and property damage which provides total limits
of not less than one million dollars ($1,000,000) combined single limit per
occurrence applicable to owned, non-owned and hired vehicles.
4a. Aircraft/Watercraft Liability Insurance (Required if Contractor or any of its agents

or subcontractors will operate aircraft or watercraft in the scope of the Agreement)
For bodily injury (including death) and property damage which provides total limits
of not less than one million dollars ($1,000,000) combined single limit per
occurrence applicable to all owned non-owned and hired aircraft/watercraft.
5. Workers' Compensation and Employer's Liability Insurance
a. Statutory California Workers' Compensation coverage including broad form

all-states coverage.
b. Employer's Liability coverage for not less than one million dollars
($1,000,000) per occurrence.
6. Professional Errors and Omissions Liability Insurance
a. Coverage shall be in an amount of not less than one million dollars

($1,000,000) per occurrence/aggregate.
b. If coverage contains a deductible or self-retention, it shall not be greater than

fifty thousand dollars ($50,000) per occurrence/event.
c. Coverage as required herein shall be maintained for a minimum of two years

following termination or completion of this Agreement.
7. Claims Made Coverage
If coverage is written on a claims made basis, the Certificate of Insurance shall

clearly state so. In addition to coverage requirements above, such policy shall
provide that:
a. Policy retroactive date coincides with or precedes the Consultant's start of

work (including subsequent policies purchased as renewals or replacements).
b. Policy allows for reporting of circumstances or incidents that might give rise
to future claims.
Rev. 4/2002 3
E. Special Provisions
The following provisions shall apply to this Agreement:
1. The foregoing requirements as to the types and limits of insurance coverage to be

maintained by the Contractor and any approval of said insurance by the County or
its insurance consultant(s) are not intended to and shall not in any manner limit or
qualify the liabilities and obligations otherwise assumed by the Contractor pursuant
to this Agreement, including but not limited to the provisions concerning
indemnification.
2. The County acknowledges that some insurance requirements contained in this

Agreement may be fulfilled by self-insurance on the part of the Contractor.
However, this shall not in any way limit liabilities assumed by the Contractor under
this Agreement. Any self-insurance shall be approved in writing by the County
upon satisfactory evidence of financial capacity. Contractors obligation hereunder
may be satisfied in whole or in part by adequately funded self-insurance programs
or self-insurance retentions.
3. Should any of the work under this Agreement be sublet, the Contractor shall require
each of its subcontractors of any tier to carry the aforementioned coverages, or
Contractor may insure subcontractors under its own policies.
4. The County reserves the right to withhold payments to the Contractor in the event
of material noncompliance with the insurance requirements outlined above.
F. Fidelity Bonds (Required only if contractor will be receiving advanced funds or payments)
Before receiving compensation under this Agreement, Contractor will furnish

County with evidence that all officials, employees, and agents handling or having
access to funds received or disbursed under this Agreement, or authorized to sign or
countersign checks, are covered by a BLANKET FIDELITY BOND in an amount
of AT LEAST fifteen percent (15%) of the maximum financial obligation of the
County cited herein. If such bond is canceled or reduced, Contractor will notify
County immediately, and County may withhold further payment to Contractor until
proper coverage has been obtained. Failure to give such notice may be cause for
termination of this Agreement, at the option of County.
Rev. 4/2002 4

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County of Santa Clara Request for Proposals

Social Services Agency Data Warehouse & Business Intelligence System

Request for Proposals (RFP)

Contract Period: December 15, 2008 – June 30, 2009

Social Services Agency

Release Date: Friday, October 10, 2008

Proposals Due: Thursday, October 30, 2008, 3:00 P.M.

Serial Number: RFPITDW2009 Page 1 of 46

Santa Clara County Social Services Agency

Request for Proposals (RFP)

Release Date: Friday, October 10, 2008

RFP Due Date: Thursday, October 30, 2008, 3:00 P.M.

Submit to: Social Services Agency

Vendors must Register at www.BidSync.com website to Download this RFP.

All questions pertaining to this RFP must be submitted on-line through

Serial Number: RFPITDW2009 Page 2 of 46

II. CALENDAR ............................................................................................................... 4

III. BACKGROUND INFORMATION ............................................................................... 5

A. COUNTY AND AGENCY............................................................................... 5

IV. SCOPE OF WORK..................................................................................................... 8

A. GENERAL PROJECT SCOPE ...................................................................... 8

V. INSTRUCTIONS TO VENDOR ................................................................................ 33

A. SUBMISSION OF PROPOSAL ................................................................... 33

VI. SELECTION PROCESS .......................................................................................... 43

VII. GENERAL CONTRACT REQUIREMENTS FOR SELECTED VENDOR................ 44

APPENDIX A - CONTRACTING PRINCIPLES

Serial Number: RFPITDW2009 Page 3 of 46

The solicitation shall result in a single award.

Dates Subject to Change at the discretion of SSA

Wednesday, November 12, 2008 Notification of possible interviews will be sent

Serial Number: RFPITDW2009 Page 4 of 46

III. BACKGROUND INFORMATION

A. County and Agency Background

B. Social Services Mission Statement

The mission of the Social Services Agency is to:

Serial Number: RFPITDW2009 Page 5 of 46

The current SSA information environment is characterized by many disparate

Serial Number: RFPITDW2009 Page 6 of 46

APS – Adult Protective Services (DAAS)

Serial Number: RFPITDW2009 Page 7 of 46

IV. SCOPE OF WORK

A. General Project Scope

In today’s environment, SSA must respond quickly to new challenges, and it

The data warehouse and business intelligence technologies in a social services

 Department of Aging and Adult Services (DAAS):

The department’s overall public purpose is to promote a safe and independent

Serial Number: RFPITDW2009 Page 8 of 46

 Department of Employment and Benefits Services (DEBS):

The Department of Employment and Benefits Services (DEBS) provides

 Department of Family and Children’s Services (DFCS)

The Department of Family and Children’s Services (DFCS) primary goal is to

 Department of Fiscal and Administrative Services (DFAS):

The department manages and administers the budget, reimbursements and

 Department Development & Operational Planning Services (DOPS):

The Department of Development and Operational Planning Services includes

Serial Number: RFPITDW2009 Page 9 of 46

information systems related to social service business domains (e.g. welfare-to-

• Requirements for the states to follow in both administration and operation to

Department of Aging and Adult Services (DAAS):

Department of Employment and Benefits Services (DEBS):

Department of Family and Children’s Services (DFCS)

Department of Fiscal and Administrative Services (DFAS):

Department Development & Operational Planning Services (DOPS):

Provide a minimum of three (3) references that demonstrate the

Provide a list of vendor resources with demonstrated experience to

Business requirement document: Gather, revise and validate

Gap Analysis document: Based on the documents of Los Angeles

Architecture document: Develop a system architecture and data

Metadata strategy: Identify and develop a metadata strategy allowing

Testing document: Develop test plan and expected results to

Capacity planning document: Recommend infrastructure solution

Implementation plan: Deploy system releases into production based

System documentation: Shall document all technical solutions and

Project plan and status: The vendor’s project manager should

CalWIN/CIS - the primary Case Management System for the users of