1
REQUEST FOR PROPOSALS
FOR GRAPHIC DESIGN SERVICES
RFP #SC02-21R
Issued by
THE HAMILTON COUNTY DEPARTMENT OF JOB & FAMILY SERVICES
222 E. CENTRAL PARKWAY
CINCINNATI, OHIO 45202
February, 2021
Deadline for Proposal Registration: February 12, 2021 no later than noon
Deadline for Questions Received from Bidders: February 19, 2021 no later than noon
Due Date for Proposal Submission: On or before March 12, 2021 no later than 11:00 a.m.
2
TABLE OF CONTENTS
1.0 REQUIREMENTS & SPECIFICATIONS ................................................................ 4
1.1 Introduction & Purpose of the Request for Proposal ............................. 4
1.2 Scope of Service ........................................................................................ 4
1.2.1 Service Components and Businss Deliverables….. ............................... 5
1.3 Reserved….. ............................................................................................... 7
2.0 PROVIDER PROPOSAL ........................................................................................ 8
2.1 Cover Sheet ............................................................................................... 8
2.2 Reserved…….. ........................................................................................... 9
2.3 Cost Considerations.................................................................................. 9
2.4 Reserved…….. ......................................................................................... 10
2.5 Reserved……. .......................................................................................... 10
2.6 Reserved………………….……………………………………………………..11
2.7 Declaration of Property Tax Delinquency .............................................. 11
2.8 Proposal Documents ............................................................................... 11
3.0 PROPOSAL GUIDELINES .................................................................................. 14
3.1 Program Schedule ................................................................................... 14
3.2 RFP Contact Person ................................................................................ 14
3.3 Registration for the RFP Process .......................................................... 15
3.4 RFP Questions ......................................................................................... 15
3.5 Prohibited Contacts................................................................................. 15
3.6 Provider Disclosures ............................................................................... 16
3.7 Provider Examination of the RFP ........................................................... 16
3.8 Addenda to RFP ....................................................................................... 17
3.9 Availability of Funds................................................................................ 17
3
4.0 SUBMISSION OF PROPOSAL ............................................................................ 18
4.1 Preparation of Proposal .......................................................................... 18
4.2 Cost of Developing Proposal .................................................................. 18
4.3 False or Misleading Statements ............................................................. 18
4.4 Delivery of Proposals .............................................................................. 18
4.5 Acceptance & Rejection of Proposals ................................................... 19
4.6 Evaluation & Award of Contract ............................................................. 19
4.7 Proposal Selection .................................................................................. 22
4.8 Post-Proposal Meeting ............................................................................ 22
4.9 Public Records ........................................................................................ 23
4.10 Reserved .................................................................................................. 24
4.11 Public Record Requests Regarding This RFP ...................................... 24
ATTACHMENTS
Attachment A Cover Sheet
Attachment A-1 Program Component Checklist
Attachment B Contract Sample
Attachment C Cost Sheet
Attachment D Declaration of Property Tax Delinquency
Attachment E Release of Personnel Records & Criminal Records Checks
Attachment F RFP Registration Form
4
REQUEST FOR PROPOSAL (RFP)
FOR GRAPHIC DESIGN SERVICES
MISSION STATEMENT
We, the staff of the Hamilton County Department of Job & Family Services, provide services for
our community today to enhance the quality of living for a better tomorrow.
1.0 REQUIREMENTS AND SPECIFICATIONS
1.1 Introduction & Purpose of the Request for Proposal
The Board of County Commissioners, Hamilton County, Ohio (BOCC) reserves the right to award
Contracts for these services to multiple Providers and to award Contracts for all or any portion
of the services requested herein. The Contract(s) shall be for an initial term of one (1) year
(“Initial Term”) with four (4) one (1) year optional renewal years (“Optional Renewal Terms”) at
the sole discretion of HCJFS based upon the nominally satisfactory performance of the selected
bidder.
If at any time during the Initial Term or any Optional Renewal Term, HCJFS determines that
service capacity needs to be expanded HCJFS may re-release this RFP. Any contracts awarded
from a re-issued RFP(s) will expire at the same time as the contracts awarded under the initial
RFP. All proposals submitted as a part of a re-released RFP will be subject to and evaluated
based upon the same criteria set forth in the initial RFP (plus any addenda issued as a part of
the initial RFP).
1.2 Scope of Service
Hamilton County Job & Family Services seeks to contract with a graphic design firm or individual
to manage ongoing graphic design projects, for approximately 20 hours per month on average
(depending on agency needs and hourly costs).
The services will be accessed by all departments within HCJFS. Graphic Design services are
needed for projects such as agency annual reports, logos and brochures. Bidder shall be versatile
in using graphic tools. Bidder shall submit samples of designs with bid.
5
Submitted bids should include prices for one (1) initial year and four (4) one (1)-year optional
renewal terms. Vendor shall complete the cost sheet (Attachment C) and HCJFS will reimburse
the selected Vendor its cost for such services. Vendor shall provide HCJFS with copy of the invoice
for Delivery/Shipping costs. Costs for Copies/Proofs shall be no charge to HCJFS if produced at
selected Vendor’s location. If produced at another location, HCJFS will reimburse Vendor its
direct cost for such copies/proofs produced at another location.
1.2.1 Service Components and Business Deliverables
On all graphic design services, Vendor shall:
1. Collaborate with Communications staff to establish art direction and concept
design, design and production, project management, and editing. Timelines and
final designs will be approved by the Chief Communications Officer.
2. Have the ability to complete graphic art, design work, page design with original and
stock.
3. Conceptualize, design, and deliver time-sensitive graphic design material in print
and web-based formats to include:
Program Logos ― complementary to branding
Signage ― primarily indoor wayfinding
Promotional collateral ― e.g. coffee sleeves, banners, street stickers, etc.
Print ― Brochures, posters, fliers, invitations
Greeting cards ― birthday, thank you
Digital ― graphic content/visualizations
Advertising ― Billboards, Print
Electronic newsletter templates
Other projects as needed
4. If materials and graphics utilized are not 100% original, the Contractor must certify
images, illustrations or wording submitted are copyright free without violation of
any copyright law.
5. Have the capacity to provide services for 12 months upon contract approval for
approximately 20 hours per month.
6. Upon acceptance of each design or concept, JFS will retain all intellectual property
rights.
6
Proposals (digital submissions only) must include, at a minimum, the following information:
1. Examples of Quality of Work. Provide examples of relevant past projects and a
portfolio of prior work and materials pertinent to providing the Services.
2. Proposed Fees/Expenses. Proposals shall clearly state all fees and expenses to be
charged in the performance of all Services:
A. If based on an hourly rate, provide the hourly rates to be charged for the
Contractor and optionally for each individual who would be assigned to provide
Services. Alternatively, provide a blended rate for the delivery of all Services.
B. Provide an explanation if fees will be calculated on any other basis. Itemize the
type of expenses (other than fees) for which the Contractor would seek
reimbursement.
C. The maximum annual amount charged for Services may not exceed $18,000.
Vendors must possess the following qualifications:
1. Minimum of five (5) years’ experience providing the services described in this RFP.
2. Experience with nonprofit and government agency work, particularly in social
services.
3. Able to work effectively, often under tight deadlines, and deliver a quality product
in a professional manner.
4. Demonstration of a solid understanding of the scope and nature of the work, as
well as outstanding technical expertise and excellence in customer service.
5. Ability to work in a variety of file formats as needed that provide flexibility for easy
modifications by JFS in-house.
In addition to addressing the above, Vendor must also respond to the following:
1. Introduction – A short presentation of the individual or entity (company), including the
structure of the company or resume for individuals. State the length of time the bidder has
been in business and the type of graphic design services provided. This section should
address the candidate’s qualifications as outlined above and summarize their relevant
background and experience.
7
2. Portfolio – Provide at least five (5) examples of previous graphic design work (web links or
URLs are preferable).
3. Reference List – A list of at least three (3) references, including client name, organization,
email and telephone contact information for similar work performed by the applicant.
1.3 Reserved
8
2.0 PROVIDER PROPOSAL
Due to the current coronavirus crisis, HCJFS will accept proposals via e-mail for this RFP. Please
note the maximum file size for proposals being submitted is 24MB. Proposals should be sent to
the RFP Contact Person at: [email protected]
A. Electronic Requirements
• All proposal pages must be numbered sequentially from beginning to end, including
attachments.
• Each proposal should not exceed a total of 300 pages.
• Proposal in a pdf format and the pages must be numbered from 1 - ???.
• Each proposal must be written in twelve (12) point font.
• Budget in unlocked Excel format.
B. Proposal Organization
Proposals must contain all the specified elements of information listed below without
exception, including all subsections therein:
• Section 2.1 - Cover Sheet
• Section 1.2.1 - Service Components and Business Deliverables
• Section 2.3 –Cost Considerations
• Section 2.4 – Customer References
• Section 2.7 – Declaration of Property Tax Delinquency
• Section 2.8 – Proposal Documents
2.1 Cover Sheet
Each Provider must complete the Cover Sheet, Attachment A, and include such in its proposal.
The Cover Sheet must be signed by an authorized representative of the Provider and also
include the names of individuals authorized to negotiate with HCJFS. The signature line must
indicate the title or position the individual holds in the company. All unsigned proposals will be
rejected.
The Cover Sheet must also include the proposed Training Cost for each type of training the
Provider is proposing for Contract Years 1, 2, 3, 4 and 5. Provider is to make sure to include the
9
request for all rates for the original Contract period (year 1), and the 3 subsequent renewal
period options (years 2, 3, 4 and 5).
2.2 Reserved
2.3 Cost Considerations
A. HCJFS anticipates services will begin approximately April 1, 2021. Provider must
submit a Cost Sheet for the Contract term that Provider understands will be used to
compensate Provider for services provided. Cost Sheet must be submitted in the
form provided as Attachment C. Contracts will be written for a one (1) year with
four (4) optional renewal years.
B. Provider must include all minimum times for payment.
C. For the purposes of this RFP, “unallowable” program costs (detailed list is located in
2 CFR Part 200 Subpart E) include:
1. cost of equipment or facilities procured under a lease-purchase arrangement
unless it is applicable to the cost of ownership such as depreciation, utilities,
maintenance and repair;
2. bad debt or losses arising from uncorrectable accounts and other claims and
related costs;
3. contributions to a contingency(ies) reserve or any similar provision for
unforeseen events;
4. contributions, donations or any outlay of cash with no prospective benefit to the
facility or program;
5. entertainment costs for amusements, social activities and related costs for staff
only;
6. costs of alcoholic beverages;
7. goods or services for personal use;
8. fines, penalties or mischarging costs resulting from violations of, or failure to
comply with, laws and regulations;
9. gains and losses on disposition or impairment of depreciable or capital assets;
10. cost of depreciation on idle facilities, except when necessary to meet Contract
demands;
10
11. costs incurred for interest on borrowed capital or the use of a governmental
unit’s own funds, except as provided in OAC 5101:2-47-25(n);
12. losses on other Contracts’;
13. organizational costs such as incorporation, fees to attorneys, accountants and
brokers in connection with establishment or reorganization;
14. costs related to legal and other proceedings;
15. goodwill;
16. asset valuations resulting from business combinations;
17. legislative lobbying costs;
18. cost of organized fund raising;
19. cost of investment counsel and staff and similar expenses incurred solely to
enhance income from investments;
20. any costs specifically subsidized by federal monies with the exception of federal
funds authorized by federal law to be used to match other federal funds;
21. advertising costs with the exception of service-related recruitment needs,
procurement of scarce items and disposal of scrap and surplus;
22. cost of insurance on the life of any officer or employee for which the facility is
beneficiary;
23. major losses incurred through the lack of available insurance coverage; and
24. cost of prohibited activities from section 501(c)(3) of the Internal Revenue Code.
If there is a dispute regarding whether a certain item of cost is allowable, HCJFS’
decision is final.
2.4 Reserved
2.5 Reserved
11
2.6 Reserved
2.7 Declaration of Property Tax Delinquency
After award of a Contract, and prior to the time a Contract is entered into, the successful bidder
shall submit a statement in accordance with ORC Section 5719.042. Such statement shall affirm
under oath that the person with whom the Contract is to be made was not charged at the time
the bid was submitted with any delinquent personal property taxes on the general tax list of
personal property of any county in which the taxing district has territory or that such person
was charged with delinquent personal property taxes on any such tax list, in which case the
statement shall also set forth the amount of such due and unpaid delinquent taxes any due and
unpaid penalties and interest thereon. If the statement indicates that the taxpayer was charged
with any such taxes, a copy of the statement shall be transmitted by the fiscal officer to the
county treasurer within thirty days of the date it is submitted.
A copy of the statement shall also be incorporated into the Contract, and no payment shall be
made with respect to any Contract to which this section applies unless such statement has been
so incorporated as a part thereof.
2.8 Proposal Documents
The following items are to be attached to the proposal:
Ownership, Annual Report, and Licensure
1. Agency/Company Ownership - Describe how the agency/company is owned
(include the form of business entity -i.e., corporation, partnership or sole
proprietorship) and financed.
System and Fiscal Administration Components
1. Contact Information - Provide the address for the Provider’s headquarters
and service locations. Include a contact name, address, and phone number.
12
2. Agency/Company History - Provide a brief history of Agency/Company’s
organization. Include the Agency/Company mission statement and
philosophy of service.
3. Subcontracts - Submit a letter of intent from each subcontractor indicating
its commitment, the service(s) to be provided and three (3) references. All
subcontractors must be approved by HCJFS and will be held to the same
Contract standards and obligations as the Agency/Company.
4. Agency’s/Company Primary Business - State the agency’s/company’s primary
line of business, the date established, the number of years of relevant
experience, and the number of employees.
5. Table of Organization - Clearly distinguish programs, channels of
communication and the relationship of the proposed provision of services to
the total company. In addition, please provide a list of all subsidiaries,
affiliated companies, brother/sister companies and any other related
companies as well as each company’s major line of business.
6. Insurance and Worker’s Compensation - A current certificate of insurance,
current endorsements and Worker’s Compensation certificate.
Provider must note that as a Contract requirement the following conditions
must be met: During the Contract and for such additional time as may be
required, Provider shall provide, pay for, and maintain in full force and effect
the insurance specified in the attached sample Contract, for coverage at not
less than the prescribed minimum limits covering Provider’s activities, those
activities of any and all subcontractors or those activities anyone directly or
indirectly employed by Provider or subcontractor or by anyone for whose
acts any of them may be liable.
Certificates of Insurance
As a matter of proof of insurance, prior to the effective date of the Contract,
Provider shall give the County and HCJFS the certificate(s) of insurance
completed by Provider’s duly authorized insurance representative, with
effective dates of coverage at or prior to the effective date of the Contract,
13
certifying that at least the minimum coverage required is in effect; specifying
the form that the liability coverage’s are written on; and, confirming liability
coverage’s shall not be cancelled, non-renewed, or materially changed by
endorsement or through issuance of other policy(ies) of issuance without
thirty (30) days advance written notice. Waiver of subrogation shall be
maintained by Provider for all insurance policies applicable to this Contract,
as required by ORC 2744.05. Certificates are to be sent to the HCJFS Contract
Specialist, 222 E. Central Parkway Cincinnati, Ohio 45202 and the Hamilton
County Risk Manager, Room 707, 138 East Court Street Cincinnati, OH 45202
Fax: 513-946-4720.
7. Job Descriptions - For all key business personnel who will be working with
the program, to include: CFO, Director, Administrators, staff and Supervisors.
8. Program Quality Documents - Attach documents which describe and support
program quality. Such documents might be the forms used for monitoring
and evaluation or copies of awards received for excellent program quality.
QA manual need not be included.
9. Agency’s/Company’s Brochures - A copy of the Agency’s/Company’s
brochures which describe the services being proposed.
10. Federal Programs- Provide a description of the Agency’s/Company’s
experience with federal programs.
14
3.0 PROPOSAL GUIDELINES
The RFP, the evaluation of responses, and the award of any resultant Contract must be made in
conformance with current federal, state, and local laws and procedures.
3.1 Program Schedule
ACTION ITEM DELIVERY DATE
RFP Issued
February 12, 2021
Deadline for Receiving Final RFP Questions
February 19, 2021
Deadline for Issuing Final RFP Answers
February 26, 2021
Deadline for Registering for the RFP Process
February 19, 2021
Deadline for Proposals Received by RFP Contact Person
March 12, 2021
Anticipated Proposal Review Completed
Week of March 22, 2021
Anticipated Start Date
April 1, 2021
3.2 RFP Contact Person
RFP Contact Person and mailing address for questions about the proposal process, technical
issues, the Scope of Service or to send a request for a post-proposal meeting is:
Sandra Carson, Contract Services
Hamilton County Department of Job & Family Services
222 East Central Parkway, 3rd floor
Cincinnati, Ohio 45202
15
3.3 Registration for the RFP Process
EACH PROVIDER MUST REGISTER FOR AND RESPOND TO THIS RFP TO BE CONSIDERED. THE
DEADLINE TO REGISTER FOR THE RFP IS FEBRUARY 19, 2021 NO LATER THAN NOON.
All interested Providers must complete Registration Form (see Attachment F) and e-mail the
RFP Contact Person to register, leaving their name, company name, email address, fax number
and phone number. The RFP Contact Person’s e-mail address is
3.4 RFP Questions
All registered Providers may submit written questions regarding the RFP or the RFP Process.
All communications being e-mailed are to be e-mailed only to the RFP Contact Person listed in
Section 3.2.
1. No questions will be accepted after February 19, 2021, noon. The final responses will be
faxed or e-mailed no later than February 26, 2021 by the close of business.
2. Only Providers who register for the RFP Process will receive electronic attachments and
addenda.
3. The answers issued in response to such Provider questions become part of the RFP.
3.5 Prohibited Contacts
The integrity of the RFP process is very important to HCJFS in the administration of our business
affairs, in our responsibility to the residents of Hamilton County, and to the Providers who
participate in the process in good faith. Behavior by Providers which violates or attempts to
manipulate the RFP process in any way is taken very seriously. Neither Provider nor their
representatives should communicate with individuals associated with the RFP process. If an
interested Provider or anyone associated with an interested Provider attempts any
unauthorized communication, Provider’s proposal is subject to rejection.
Individuals associated with this RFP and related program include, but are not limited to the
following:
A. Public officials; including but not limited to the Hamilton County Commissioners; and
B. Any HCJFS employees, except for the RFP Contact Person listed in Section 3.2.
16
Examples of unauthorized communications prior to the award of the contract, except to the
RFP Contact Person listed in Section 3.2, including but are not limited to:
A. Telephone calls;
B. Letters, emails, social media contacts and faxes regarding the RFP process, anything
related to the RFP or the RFP process; and
C. Visits in person or through a third party attempting to obtain information regarding
the RFP, anything related to the RFP or the RFP process.
Notwithstanding the above, there shall be no contact with anyone, including the RFP Contact
Person after February 19, 2021 at 12:00 noon.
3.6 Provider Disclosures
Provider must disclose any pending or threatened court actions and claims brought by or
against the Provider, its parent company or its subsidiaries. This information will not
necessarily be cause for rejection of the proposal; however, withholding the information may
be cause for rejection of the proposal.
3.7 Provider Examination of the RFP
THIS RFP AND THE REQUIREMENTS HEREIN HAVE BEEN MODIFIED SINCE THE PREVIOUS RFP
PROCESS. PLEASE REVIEW ALL REQUIREMENTS AND THE PROPOSAL TO ENSURE ACCURACY.
Providers shall carefully examine the entire RFP and any addenda thereto, all related materials
and data referenced in the RFP or otherwise available and shall become fully aware of the
nature of the request and the conditions to be encountered in performing the requested
services.
If Providers discover any ambiguity, conflict, discrepancy, omission or other error in this RFP,
they shall immediately notify the RFP Contact Person no later than December 10, 2020 of such
error in writing and request clarification or modification of the document. Modifications shall
be made by addenda issued pursuant to Section 3.8, Addenda to RFP. Clarification shall be
given by fax or e-mail to all parties who registered for the RFP, Section 3.3, without divulging
the source of the request for same.
17
If a Provider fails to notify HCJFS prior to February 19, 2021, noon of an error in the RFP known
to the Provider, or of an error which reasonably should have been known to the Provider, the
Provider shall submit its proposal at the Provider’s own risk. If awarded the Contract, the
Provider shall not be entitled to additional compensation or time by reason of the error or its
later correction.
3.8 Addenda to RFP
HCJFS may modify this RFP by issuance of one or more addenda to all parties who registered for
the RFP, Section 3.3. In the event modifications, clarifications, or additions to the RFP become
necessary, all Providers who registered for the RFP will be notified and will receive the addenda
via fax or e-mail. In the unlikely event emergency addenda by telephone are necessary, the RFP
Contact Person, or designee, will be responsible for contacting only those Providers who
registered for the RFP. All addenda to the RFP will be posted to http://www.hcjfs.org
3.9 Availability of Funds
Contract awards are conditioned upon the availability of federal, state, or local funds
appropriated or allocated for payment for services provided. By sole determination of HCJFS, if
funds are not sufficiently allocated or available for the provision of the services performed by
Provider, HCJFS reserves the right to exercise one of the following alternatives:
A. Reduce the utilization of the services provided under the Contract, without change to the
terms and conditions of the Contract; or
B. Issue a notice of intent to terminate the Contract.
HCJFS will notify Provider at the earliest possible time of such decision. No penalty will accrue
to HCJFS in the event either provision is exercised. HCJFS will not be obligated or liable for any
future payments due or for any damages as a result of termination
18
4.0 SUBMISSION OF PROPOSAL
Provider must certify the proposal and pricing will remain in effect for 365 calendar days after
the proposal submission date.
4.1 Preparation of Proposal
Proposals must provide a straightforward, concise delineation of qualifications, capabilities, and
experience to satisfy the requirements of the RFP. Expensive binding, colored displays,
promotional materials, etc. are not necessary. Emphasis should be concentrated on
conformance to the RFP instructions, responsiveness to the RFP requirements, completeness,
and clarity of content. The proposal must include all costs relating to the services offered.
4.2 Cost of Developing Proposal
The cost of developing proposals is entirely the responsibility of the Provider and shall not be
chargeable to HCJFS under any circumstances. All materials submitted in response to the RFP
will become the property of HCJFS and may be returned only at HCJFS’ option and at Provider’s
expense.
4.3 False or Misleading Statements
If, in the opinion of HCJFS, information included within Provider’s proposal was intended to
mislead the County in its evaluation of the proposal, the proposal will be rejected.
4.4 Delivery of Proposals
Proposals must be e-mailed to the RFP Contact Person, Sandra Carson, at
[email protected] on or before March 12, 2021 no later than
11:00 a.m. Proposals received after this date and time will not be considered. A receipt will
be issued for all proposals received.
It is absolutely essential that Providers carefully review all elements in their final proposals.
Once received, proposals cannot be altered; however, HCJFS reserves the right to request
additional information for clarification purposes only.
19
4.5 Acceptance and Rejection of Proposals
HCJFS reserves the right to:
A. award a Contract for one or more of the proposed services;
B. award a Contract for the entire list of proposed services;
C. reject any proposal, or any part thereof; and
D. waive any informality in the proposals.
The recommendation of HCJFS staff and the approval by the HCJFS Director shall be final.
Waiver of an immaterial defect in the proposal shall in no way modify the RFP documents or
excuse the Provider from full compliance with its specifications if Provider is awarded the
Contract.
4.6 Evaluation and Award of Contract
The review process shall be conducted in four stages. Although it is hoped and expected that a
Provider will be selected as a result of this process, HCJFS reserves the right to discontinue the
procurement process at any time.
Stage 1. Preliminary Review
A preliminary review of all proposals submitted by the deadline listed in Section 3.1 Program
Schedule will be performed to ensure the proposal materials adhere to the Mandatory
Requirements specified in the RFP. Proposals which meet the Mandatory Requirements will be
deemed Qualified. Those which do not, shall be deemed Non-Qualified. Non-Qualified
proposals will be rejected. Qualified proposals in response to the RFP must contain the
following Mandatory Requirements:
A. Registry for RFP
B. Timely Submission – The proposal is e-mailed on or before March 12, 2021 no later
than 11:00 a.m. and according to instructions. Proposals not received by the
specified date shall be deemed Non-Qualified and shall be rejected.
C. Signed and Completed Cover Sheet, Section 2.1;
D. Responses to Program Components, Section 1.2.1;
E. Detailed Cost Sheet, Section 2.3;
F. Responses to System and Fiscal Administration Components, Section 2.8.
20
Stage 2. Evaluation Committee Review
All Qualified proposals shall be reviewed, evaluated, and rated by the Review Committee.
Review Committee shall be comprised of HCJFS staff and other individuals designated by HCJFS.
Review Committee shall evaluate each Provider’s proposal using criteria developed by HCJFS.
Ratings will be compiled using a Review Committee Rating Sheet. Responses to each question
will be evaluated and ranked using the following scale:
Does Not Meet Requirement
A particular RFP requirement was not addressed in the
Provider’s proposal.
Partially Meets Requirement
Provider’s proposal demonstrates some attempt at meeting a
particular RFP requirement, but that attempt falls below an
acceptable level.
Meets Requirement
Provider’s proposal fulfills a particular RFP requirement in all
material respects, potentially with only minor, non-substantial
deviation.
Exceeds Requirement
Provider’s proposal fulfills a particular RFP requirement in all
material respects and offers some additional level of quality in
excess of HCJFS expectations.
Stage 3 Other Materials
Review Committee members will determine what other information is required to
complete the review process. All information obtained during Stage 3 will be evaluated
using the scale set forth in Stage 2 Review and incorporated into the overall rating for
the proposal. Review Committee may request information from sources other than the
written proposal to evaluate Provider’s programs or clarify Provider’s proposal. Other
sources of information may include but are not limited to the following:
A. Written responses from Provider to clarify questions posed by Review Committee.
Such information requests by Review Committee and Provider’s responses must
always be in writing;
21
B. Oral presentations. If HCJFS determines oral presentations are necessary, the
presentations will be focused to ensure all of HCJFS’ interests or concerns are
adequately addressed. The primary presentation must include Provider’s key
program personnel. HCJFS reserves the right to video tape the presentations.
C. Site visits may be conducted with Providers as HCJFS deems necessary. Site visits will
be held at the location where the services are to be provided.
Stage 4 Evaluation Scoring
Final scoring for each proposal will be calculated. For this RFP, the evaluation percentages
assigned to each section are:
A. Program Evaluation including responses to Section 1.2.1 Questions are worth 65% of
the total evaluation score.
B. Fiscal Evaluation, Section 2.3 Questions, Cost Analysis and Project Budget are worth
20% of the total evaluation score.
C. System and Fiscal Administration Evaluation including responses to Section 2.8
Questions are worth 5% of the total evaluation score.
D. Section 4.6, Stage 3, Other Materials considered are worth 10% of the total
evaluation score.
If HCJFS determines that it is not necessary to conduct a Stage 3 review, the evaluation
percentages assigned to each section are:
A. Program Evaluation including responses to Section 1.2.1 Questions are worth 75% of
the total evaluation score.
B. Fiscal Evaluation, Section 2.3 Questions, Cost Analysis and Project Budget are worth
20% of the total evaluation score.
C. System and Fiscal Administration Evaluation including responses to Section 2.8
Questions are worth 5% of the total evaluation score.
22
4.7 Proposal Selection
Proposal selection does not guarantee a Contract for services will be awarded. The selection
process includes:
A. All proposals will be evaluated in accordance with Section 4.6 Evaluation & Award of
Contract. The Review Committee’s evaluations will be scored and sent through
administrative review for final approval.
B. Based upon the results of the evaluation, HCJFS will select Provider(s) for the
services who it determines to be the responsible agency/company(s) whose
proposal(s) is (are) most advantageous to the program, with price and other factors
considered.
C. HCJFS will work with selected Provider to finalize details of the Contract using
Attachment B, Contract Sample, to be executed between the BOCC on behalf of
HCJFS and Provider.
D. If HCJFS and selected Provider are able to successfully agree with the Contract
terms, the BOCC has final authority to approve and award Contracts. The Contract is
not final until the BOCC has approved the document through public review and
resolution through quorum vote.
E. If HCJFS and successful Provider are unable to come to terms regarding the Contract,
in a timely manner as determined by HCJFS, HCJFS will terminate the Contract
discussions with Provider. In such event, HCJFS reserves the right to select another
Provider from the RFP process, cancel the RFP or reissue the RFP as deemed
necessary.
F. If a proposal is selected with a Provider who has not yet received its licensure from
the appropriate Board, the proposal will be disqualified unless the Provider receives
its licensure within 60 days of acceptance of the proposal.
4.8 Post-Proposal Meeting
The post-proposal meeting process may be utilized only by Providers who submitted Qualified
Proposals, who wish to obtain clarifying information regarding their non-selection. If a Provider
wishes to discuss the selection process, the request for an informal meeting and the
explanation for it must be submitted in writing and received by HCJFS within fourteen (14)
business days after the date of notification of the decision.
23
All requests must be signed by an individual authorized to represent the Provider and be
addressed to the RFP Contact Person at the address listed in Section 3.2. Certified or registered
mail must be used unless the request is delivered in person, in which case the Provider should
obtain a delivery receipt. A meeting will be scheduled within 21 calendar days of receipt of the
request and will be for the purpose of discussing a Provider’s non-selection.
4.9 Public Records
All proposals submitted shall become the property of HCJFS to use or, at its option, return such
proposals. All proposals and associated documents will be considered to be public information
and will be open for inspection to interested parties after the award of a contract unless
identified as a trade secret or otherwise exempted from disclosure under the Ohio Public
Records Act.
Trade secrets or otherwise exempted information must be clearly identified and marked as
such in the proposal. Each page containing such material must:
1. Be placed in a sealed envelope;
2. Must have the basis for non-disclosure status stamped or written in the upper
right hand corner of the page and the envelope; and
.
3. Be placed in the required order of the response format.
For example if Pages 1-5 are not trade secrets or otherwise exempted from disclosure and Page
6 contains a trade secret then
• the word “Trade Secret” would be stamped in the corner of Page 6;
• Page 6 would be placed in an envelope; and
• The envelope is stamped as containing a “Trade Secret” is placed after page 5.
24
DO NOT MARK EVERY PAGE OF YOUR PROPOSAL AS TRADE SECRET OR OTHERWISE
EXEMPTED FROM DISCLOSURE OR YOUR PROPOSAL MAY BE REJECTED
If HCJFS is requested by a third party to disclose those documents which are identified and
marked as Trade Secret or Otherwise Exempted from disclosure, HCJFS will notify Provider of
that fact. Provider shall promptly notify HCJFS, in writing, that either a) HCJFS is permitted to
release these documents, or b) Provider intends to take immediate legal action to prevent its
release to a third party. A failure of Provider to respond within five (5) business days shall be
deemed permission for HCJFS to release such documents.
It is Provider’s sole responsibility to legally defend the actions of HCJFS for withholding
Provider’s documents as trade secrets or otherwise exempted information if the issue is
challenged.
4.10 Reserved
4.11 Public Record Requests Regarding this RFP
Per ORC 307.862 (C), in order to ensure fair and impartial evaluation, proposals and any
documents or other records related to a subsequent negotiation for a final Contract that would
otherwise be available for public inspection and copying under section 149.43 of the Revised
Code, shall not be available until after the award of the Contract(s). Award is defined as when
the Contract is fully executed by all parties.
ATTACHMENT A
Cover Sheet for
Graphic Design Services
(includes checklist)
06/09/2010
1
ATTACHMENT A Cover Sheet
Graphic Design Services - Bid No: SC02-21R
Name of Provider _________________________________________________
Provider Address:_________________________________________________________
Telephone Number: _________________ Fax Number: ______________________
Contact Person:____________________________________________________
(Please Print or type)
Phone Number: ____________(ext)_____E-Mail Address:__________________________
Additional Names: Provider must include the names of individuals authorized to negotiate with HCJFS.
Person(s) authorized to negotiate with HCJFS:
Name:_________________________ Title: __________________________________
(
Please Print)
Phone Number: ______________ Fax Number:______________E-Mail:______________
Name:_________________________ Title: ___________________________________
Phone Number: ______________ Fax Number:______________ E-Mail: ______________
For Pricing - Please Complete Attachment C - Cost Sheet.
Certification: I hereby certify the information and data contained in this proposal are true
and correct. The Provider’s governing body has authorized this application and document,
and the Provider will comply with the attached representation if the contract is awarded.
______________________________ ________________ _______________
Signature - Authorized Representative Title Date
By signing and submitting this proposal Cover Sheet, Provider certifies the proposal and pricing will
remain in effect for 180 days after the proposal submission date.
Please complete the next page of this form containing a checklist to verify that
everything required to be submitted as part of your proposal is included.
06/09/2010
2
RFP Submission Checklist
Pursuant to Section 4.6 of the RFP, the following items are to be included in your proposal in order for it
to be deemed qualified. Please indicate that the items are included by checking the corresponding column.
Action Required
RFP
Section
Included
Did you register for the RFP process by February 19, 2021?
3.3
Will your Proposal be submitted by 11:00 a.m. on or before March 12, 2021?
4.4
Did you include all the Contact Information on the Cover Sheet?
2.1
Did you include the completed Attachment C - Cost Sheet for the Initial Term?
2.1
Did you include the completed Attachment C - Cost Sheet for the 1
st
, 2
nd
, 3
rd
and 4
th
Renewal Terms?
2.1
Did you sign the Cover Sheet?
2.1
Is a response to each Program Component included?
2.2.1
Is a response to each System and Fiscal Administration Component included?
2.8
ATTACHMENT A-1
Program
Component
Checklist
QUESTION YES PAGE #(s) NO REASON FOR NOT RESPONDING
Service Components
Eamples of Quality Work
Proposed Fees/Expenses
Introduction
Portfolio
Reference List
Cost Proposal
Proper Answer: If YES - list page number where response can be found. If NO - list reason for not responding.
RFP# SC02-21R - Graphic Design Services RFP
Program Component Checklist
Please ensure all questions in Section 1.2.2 are answered and page numbers are listed by using checklist below.
ATTACHMENT B
Contract Sample
1
Contract #
HAMILTON COUNTY DEPARTMENT OF JOB & FAMILY SERVICES
PURCHASE CONTRACT
This Contract is entered into on ________________________ by and between the Board of
County Commissioners, Hamilton County, Ohio (Hereinafter “County”) on behalf of the Hamilton
County Department of Job and Family Services (Hereinafter “HCJFS”) and Vendor Name.
(Hereinafter “Vendor”), with an office at address, whose telephone number is (###) ###-####, for
the purchase of Graphic Design Services.
1. TERM
This Contract will be effective from April 1, 2021 through March 31, 2022 inclusive,
unless otherwise terminated or extended by formal amendment.
The total amount of the Contract shall not exceed $$$$$$ over the life of this Contract.
In addition to the terms set forth above, Contract may be renewed, at the County’s
option for four (4) additional one (1) year terms at the prices set forth below, unless
County gives the Vendor written notice of its intent not to renew the Contract at least
thirty (30) days prior to the expiration of the term then in effect.
Renewal Year 1: $$$$$$$$$
Renewal Year 2: $$$$$$$$$
Renewal Year 3: $$$$$$$$$
Renewal Year 4: $$$$$$$$$
2. SCOPE OF SERVICE
Subject to terms and conditions set forth in this Contract and the attached exhibits (such
exhibits are deemed to be a part of this Contract as fully as if set forth herein), the
Vendor agrees to perform the Graphic Design Services as described in exhibit(s)
Exhibit I - RFP SC02-21R and Exhibit II – Vendor’s Proposal for RFP SC02-21R.
3. ORDER OF PRECEDENCE
This Contract and all exhibits are intended to supplement and complement each other
and shall, where possible, be so interpreted. However, if any provision of this Contract
irreconcilably conflicts with an exhibit, this Contract takes precedence over the
exhibits. In the event there is an inconsistency between the exhibits, the inconsistency
2
will be resolved in the following order:
A. Exhibit I - RFP SC02-20R
B. Exhibit II – Vendor’s Proposal for RFP SC02-20R
4. BILLING AND PAYMENT
A. Rates of Payment – County agrees to compensate the Vendor for services
provided based on the prices listed in Exhibit II – Vendor’s Proposal for RFP
SC02-20R. Vendor will not be compensated for any travel expenses associated
with the delivery of services under this Contract.
NOTE: If an invoiced unit of service is not a full hour, portions of a unit
should be billed as follows: 0 – 7 minutes = 0
8 – 22 minutes = .25 hour
23 – 37 minutes = .50 hour
38 – 52 minutes = .75 hour
53 – 60 minutes = 1.0 hour
B. Billing and Payment - Original invoices, signed by the Vendor, will be sent
each month to Jim Tinker, Hamilton County Dept. of Job and Family
Services, 222 E. Central Pkwy, Cincinnati, Ohio 45202 within thirty (30)
days of the end of the service month. Vendor shall make all reasonable efforts
to include all service provided during the service month on the invoice. Under
no circumstances will HCJFS make payment for any services invoiced after two
(2) months after the end of the service month. County will use its best efforts
to make payment within thirty (30) days after receipt of the invoice, for all
invoices received in accordance with the terms of this Contract.
C. Vendor will indicate purchase order number and vendor number on all invoices
submitted for payment.
D. The Vendor warrants that claims made to HCJFS for payment for services
provided shall be for actual services rendered and do not duplicate claims made
by the Vendor to other sources of public funds for the same service.
5. AVAILABILITY AND RETENTION OF RECORDS
A. Vendor agrees all records, documents, writing or other information, including but
not limited to, financial records, census records, Consumer records and
documentation of legal compliance with OAC rules, produced by Vendor under
this Contract, and all records, documents, writings or other information, including
but not limited to financial, census and Consumer records used by Vendor in the
performance of this Contract shall be maintained for a minimum of three (3)
years. All records relating to costs, work performed and supporting
documentation for invoices submitted to HCJFS by Vendor, along with copies of
3
all deliverables submitted to HCJFS pursuant to this Contract, will be retained
and made available by Vendor for inspection and audit by HCJFS, or other
relevant governmental entities including, but not limited to the Hamilton County
Prosecuting Attorney, ODJFS, the Auditor of the State of Ohio, the Inspector
General of Ohio or any duly appointed law enforcement officials and the United
States Department of Health and Human Services for a minimum of three (3)
years after reimbursement for Services rendered under this Contract. If an audit,
litigation or other action is initiated during the time period of the Contract, Vendor
shall retain such records until the action is concluded and all issues resolved or
the three (3) years have expired, whichever is later.
B. Vendor agrees it will not use any information, systems or records made available
to it for any purpose other than to fulfill the contractual duties specified herein,
without permission of HCJFS.
C. Vendor agrees to keep all financial records in a manner consistent with generally
accepted accounting principles and OAC 5101:2-47-26.1.
D. Records must be maintained for all Services provided by this Contract and all the
expenses incurred in the operation of the programs described herein. Services
provided and expenses incurred without proper documentation will not be
reimbursed, and overpayments will be recovered through the audit process.
Proper documentation of Service provided is defined as a personal record of
Service maintained by Vendor staff that details the Service(s) provided to or on
behalf of a Consumer, with the beginning and ending time(s) of the Service(s).
6. NON-EXCLUSIVE
This is a non-exclusive Contract, and HCJFS may purchase the same or similar item(s)
from other Vendors at any time during the term of this Contract.
7. CONFLICT OF INTEREST
This Contract in no way precludes, prevents, or restricts the Vendor from obtaining
and working under an additional contractual arrangement(s) with other parties aside
from HCJFS, assuming that the contractual work in no way impedes the Vendor's
ability to perform the services required under this Contract. The Vendor warrants that
at the time of entering into this Contract, it has no interest in nor shall it acquire any
interest, direct or indirect, in any Contract that will impede its ability to perform the
services under this Contract.
The Vendor further agrees that there is no financial interest involved on the part of
any HCJFS officers, Board of County Commissioners or employees of the county
involved in the development of the specifications or the negotiation of this Contract.
The Vendor has no knowledge of any situation that would be a conflict of interest. It
4
is understood that a conflict of interest occurs when a HCJFS employee will gain
financially or receive personal favors as a result of the signing or implementation of
this Contract. The Vendor will report the discovery of any potential conflict of
interest to HCJFS. Should a conflict of interest be discovered during the term of this
Contract, HCJFS may exercise any right under the Contract including termination of
this Contract.
Vendor further agrees to comply with Ohio ethics laws as listed in the Ohio Revised
Code Chapters 102 and 2921 and the Ohio Administrative Code Chapter 5101. By
signing this Contract, Vendor certifies to be in compliance with these provisions.
8. ASSIGNMENT AND SUBCONTRACTING
The parties expressly agree that this Contract shall not be assigned by the Vendor
without the prior written approval of HCJFS. The Vendor may not subcontract any of
the services agreed to in this Contract without the express written consent of the
HCJFS. All subcontracts are subject to the same terms, conditions, and covenants
contained within this Contract. Vendor agrees it will remain primarily liable for the
provision of all deliverables under this Contract and it will monitor any approved
subcontractors to assure all requirements under this Contract are being met.
Notwithstanding any other provisions of this Contract that would afford Vendor an
opportunity to cure a breach, Vendor agrees the assignment of any portion of this
Contract or use of any subcontractor, without HCJFS’ prior written consent, is
grounds for HCJFS to terminate this Contract with one (1) day written notice. Vendor
must notify HCJFS within one (1) business day when Vendor knows or should have
known that the subcontractor is out of compliance or unable to meet Contract or
licensing requirements. Should this occur, Vendor will immediately implement a
process whereby subcontractor is immediately brought into compliance or the
subcontractor’s contract with Vendor is terminated. Vendor shall provide HCJFS with
written documentation regarding how compliance will be achieved. Under such
circumstances, Vendor shall notify HCJFS of subcontractor’s termination and shall
make recommendations to HCJFS of a replacement subcontractor. All replacement
subcontractors are subject to the prior written consent of HCJFS. Vendor is
responsible for making direct payment to all subcontractors for any and all services
provided by such contractor.
9. GOVERNING LAW
This Contract and any modifications, amendments, or alterations, shall be governed,
construed, and enforced under the laws of Ohio.
10. INTEGRATION AND MODIFICATION
This instrument, including Exhibits I & II, embodies the entire Contract of the parties.
5
There are no promises, terms, conditions or obligations other than those contained
herein. This Contract shall supersede all previous communications, representations or
contracts, either written or oral, between the parties to this Contract. This Contract
shall not be modified in any manner except by an instrument, in writing, executed by
the parties to this Contract.
The Vendor acknowledges and agrees that only staff from the Contract Services
Section of HCJFS may initiate contract changes with the approval of the County. In
no event will an oral contract with HCJFS be recognized as a legal and binding change
to the Contract.
11. SEVERABILITY
If any term or provision of this Contract or the application thereof to any person or
circumstance shall, to any extent be held invalid or unenforceable, the remainder of this
Contract or the application of such term or provision to persons or circumstances other
than those as to which it is held invalid or unenforceable, shall not be affected thereby
and each term and provision of this Contract shall be valid and enforced to the fullest
extent permitted by law.
12. TERMINATION
A. Termination for Convenience
1. By HCJFS:
This Contract may be terminated by HCJFS upon notice, in writing, delivered upon
Vendor Thirty (30) calendar days prior to the effective date of termination.
2. By Vendor:
This Contract may be terminated by Vendor upon notice, in writing, delivered upon
HCJFS One hundred twenty (120) calendar days prior to the effective date of
termination.
B. Termination for Cause by HCJFS
If Vendor fails to provide the Services as provided in this Contract for any reason other
than Force Majeure, or if Vendor otherwise materially breaches this Contract, HCJFS
may consider Vendor in default. HCJFS agrees to give Vendor thirty (30) days written
notice specifying the nature of the default. Vendor shall have seven (7) calendar days
from receipt of such notice to provide a written plan of action to HCJFS to cure such
default. HCJFS is required to approve or disapprove such plan within five (5) calendar
days of receipt. In the event Vendor fails to submit such plan or HCJFS disapproves
such plan, HCJFS has the option to immediately terminate this Contract upon written
notice to Vendor.
6
If Vendor fails to cure the default in accordance with an approved plan, then HCJFS
may terminate this Contract at the end of the thirty (30) day notice period. Any
extension of the time periods set forth above shall not be construed as a waiver of any
rights or remedies the County or HCJFS may have under this Contract.
For purposes of the Contract, material breach shall mean an act or omission that violates
or contravenes an obligation required under the Contract and which, by itself or
together with one or more other breaches, has a negative effect on, or thwarts the
purpose of the Contract as stated herein. A material breach shall not include an act or
omission, which has a trivial or negligible effect on the quality, quantity, or delivery of
the goods and services to be provided under the Contract.
Notwithstanding the above, in cases of substantiated allegations of: i) improper or
inappropriate activities, ii) loss of required licenses iii) actions, inactions or behaviors
that may result in harm, injury or neglect or a Consumer, iv) unethical business
practices or procedures; and v) any other event that HCJFS deems harmful to the well
being of a Consumer; HCJFS may immediately terminate this Contract upon delivery
of a written notice of termination to Vendor.
C. Effect of Termination
1. Upon any termination of this Contract, Vendor shall be compensated for (i) any
outstanding invoices that have been issued in accordance with this Contract; and
(ii) services satisfactorily performed in accordance with the terms and conditions
of this Contract up to the date of termination. In addition, HCJFS shall receive
credit for reimbursement made, as of the date of termination, when determining any
amount owed to Vendor.
2. Vendor, upon receipt of notice of termination, shall take all necessary or
appropriate steps to limit disbursements and minimize costs and furnish a report, as
of the date of receipt of notice of termination, describing the status of all work under
this Contract, including without limitation, results accomplished, conclusions
resulting therefrom and any other matters as HCJFS may require.
3. Vendor shall not be relieved of liability to HCJFS for damages sustained by HCJFS
by virtue of any breach of the Contract by Vendor. HCJFS may withhold any
compensation to Vendor for the purpose of off-set until such time as the amount of
damages due HCJFS from Vendor is agreed upon or otherwise determined.
13. COMPLIANCE
Vendor certifies that Vendor and all subcontractors who provide direct or indirect
services under this Contract will comply with all requirements of federal laws and
7
regulations, applicable Code of Federal Regulations cites including, but not limited to
2CFR Part 215 (OMB A-110), 2CFR Part 225 (OMB A-87), 2CFR Part 230 (OMB A-
122), and 2CFR Part 220 (OMB A-21), state statutes and Ohio Administrative Code
rules in the conduct of work hereunder. The Vendor accepts full responsibility for
payment of any and all unemployment compensation premiums, all income tax
deductions, pension deductions, and any and all other taxes or payroll deductions
required for the performance of the work by the Vendor's employees.
14. NON-DISCRIMINATION IN EMPLOYMENT
Vendor certifies it is an equal opportunity employer and shall remain in compliance
with state and federal civil rights and nondiscrimination laws and regulations including,
but not limited to Title VI and Title VII of the Civil Rights Act of 1964, as amended,
the Rehabilitation Act of 1973, the Americans with Disabilities Act, the Age
Discrimination Act of 1975, the Age Discrimination in Employment Act, as amended,
and the Ohio Civil Rights Law.
During the performance of this Contract, Vendor will not discriminate against any
employee, contract worker, or applicant for employment because of race, color,
religion, sex, national origin, ancestry, disability, Vietnam-era veteran status, age,
political belief or place of birth. Vendor will take affirmative action to ensure that
during employment all employees are treated without regard to race, color, religion,
sex, national origin, ancestry, disability, Vietnam-era veteran status, age, political
belief or place of birth. These provisions apply also to contract workers. Such action
shall include, but is not limited to the following: employment, upgrading, demotion or
transfer; recruitment or recruitment advertising, layoff, or termination; rates of pay or
other forms of compensation; and selection for training, including apprenticeship.
Vendor agrees to post in conspicuous places, available to employees and applicants for
employment, notices stating Provider complies with all applicable federal, state and
local non-discrimination laws and regulations.
Vendor, or any person claiming through the Vendor, agrees not to establish or
knowingly permit any such practice or practices of discrimination or segregation in
reference to anything relating to this Contract, or in reference to any contractors or
subcontractors of said Vendor.
15. NON-DISCRIMINATION IN THE PERFORMANCE OF SERVICES
A. Vendor agrees to comply with Title VI of the Civil Rights Act of 1964 (42 U.S.C.
§ 2000d et seq.), Title IX of the Education Amendments of 1972 (20 U.S.C.
§1681 et seq.), Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. § 794),
the Age Discrimination Act of 1975 (42 U.S.C. § 6101 et seq.); Title II of the
Americans with Disabilities Act of 1990 (42 U.S.C § 12131 et seq.); all provisions
8
required by the implementing regulations of the Department of Agriculture and
Department of Health and Human Services; Department of Justice Enforcement
Guidelines, 28 CFR 50.3 and 42; and Department of Agriculture, Food and
Nutrition Services (FNS) directives and guidelines to the effect that, no person
shall on the grounds of race, color, national origin, sex, age, disability or
political beliefs or association, be excluded from participation in, be denied
benefits of, or otherwise be subject to discrimination under any program or
activity for which the program applicant receives Federal financial assistance
from FNS.
Additionally, Title VI of the Civil Rights Act of 1964 requires recipients of
federal funds to take reasonable steps to ensure their programs, services, and
activities are meaningfully accessible by persons with limited English proficiency
(LEP). To the extent Vendor provides assistance to LEP individuals through the
use of an oral or written translator or interpretation services, in compliance with
this requirement, Consumers shall not be required to pay for such assistance.
B. Vendor shall post the most recent version of the AD- 475A and/or AD-475B
“And Justice for All” poster.
16. VENDOR SOLICITATION OF HCJFS EMPLOYEES
Vendor warrants that for one (1) calendar year from the beginning date of this Contract
with HCJFS, Vendor will not solicit HCJFS employees to work for Vendor.
17. RELATIONSHIP
Nothing in this Contract is intended to, or shall be deemed to constitute a partnership,
association or joint venture with Vendor in the conduct of the provisions of this
Contract. Vendor shall at all times have the status of an independent contractor without
the right or authority to impose tort, contractual or any other liability on HCJFS or the
County.
18. DISCLOSURE
The Vendor hereby covenants that it has disclosed any information that it possesses
about any business relationship or financial interest said Vendor has with a County
employee, employee's business, or any business relationship or financial interest that a
County employee has with the Vendor or in the Vendor's business.
19. WAIVER
Any waiver by either party of any provision or condition of this Contract shall not be
construed or deemed to be a waiver of any other provision or condition of this Contract,
nor a waiver of a subsequent breach of the same provision or condition.
9
20. NO ADDITIONAL WAIVER
If HCJFS or Vendor fails to perform any obligations under this Contract and thereafter
such failure is waived by the other party, such waiver shall be limited to the particular
matter waived and shall not be deemed to waive any other failure hereunder. Waivers
shall not be effective unless in writing.
21. CONFIDENTIALITY
Vendor agrees to comply with all federal and state laws applicable to HCJFS and the
confidentiality of HCJFS Consumers. Vendor understands access to the identities of
any HCJFS Consumers shall only be as necessary for the purpose of performing its
responsibilities under this Contract. Vendor agrees that the use or disclosure of
information concerning HCJFS Consumers for any purpose not directly related to the
administration of this Contract is prohibited. Vendor will ensure all Consumer
documentation is protected and maintained in a secure and safe manner.
22. AUDIT RESPONSIBILITY
A. Vendor agrees to accept responsibility for receiving, replying to and/or complying
with any audit exception by appropriate federal, state or local audit directly
related to the provision of this Contract.
Audits will be conducted using a “sampling” method. Depending on the type of
audit conducted, the areas to be reviewed using the sampling method may include
but are not limited to months, expenses, total units, and billable units.
Vendor agrees to repay HCJFS the full amount of payment received for duplicate
billings, erroneous billings, or false or deceptive claims. Vendor recognizes and
agrees that HCJFS may withhold any money due and recover through any
appropriate method any money erroneously paid under this Contract if evidence
exists of less than full compliance with this Contract. When an overpayment is
identified and the overpayment cannot be repaid in one (1) month, Vendor will be
asked to sign a REPAYMENT OF FUNDS AGREEMENT (the “Repayment
Agreement”). If payments are not made according to the agreed upon terms,
future checks may be held until the repayment of funds is current. Checks held
more than sixty (60) days will be cancelled and will not be re-issued. HCJFS also
reserves the right to not increase the rate(s) of payment or the overall Contract
amount for services purchased under this Contract if there is any outstanding or
unresolved issue related to an audit finding.
HCJFS may allow a change in the terms of the Repayment Agreement. Any
change will require a formal amendment to the Repayment Agreement that will be
signed by all parties.
10
B. Vendor shall cause to be conducted an annual independent audit report. Within
fifteen (15) days of receipt, Vendor agrees to give HCJFS a copy of Vendor’s
most recent annual report and most recent annual independent audit report.
C. HCJFS reserves the right to evaluate programs of the Vendor and all
subcontractors. Evaluation activities may include, but are not limited to reviewing
records, observing programs, and interviewing program employees and
Consumers. Such evaluations will be conducted at Vendor’s own time and
expense.
D. To the extent applicable, Vendor will cause a single or program-specific audit to
be conducted in accordance with OMB Circular A-133. Vendor should submit a
copy of the completed audit report to HCJFS within forty-five (45) days after
receipt from the accounting firm performing such audit.
23. WARRANTY
The Vendor warrants that its services and/or goods shall be performed and/or provided
in a professional and work like manner in accordance with applicable professional
standards.
24. AVAILABILITY OF FUNDS
This Contract is conditioned upon the availability of federal, state, or local funds
appropriated or allocated for payment for services provided under the terms and
conditions of this Contract. By sole determination of HCJFS, if funds are not
sufficiently allocated or available for the provision of the services performed by
Provider hereunder, HCJFS reserves the right to exercise one of the following
alternatives:
A. Reduce the utilization of the services provided under this Contract, without
change to the terms and conditions of the Contract; or
B. Issue a notice of intent to terminate the Contract.
HCJFS will notify Provider at the earliest possible time of such decision. No penalty
shall accrue to HCJFS in the event either of these provisions is exercised. HCJFS shall
not be obligated or liable for any future payments due or for any damages as a result of
termination under this section.
25. FORCE MAJEURE
If by reason of force majeure, the parties are unable in whole or in part to act in
accordance with this Contract, the parties shall not be deemed in default during the
continuance of such inability provided, however, that Vendor shall only be entitled to
the benefit of this paragraph for fourteen (14) days if the event of force majeure does
11
not affect HCJFS’ property or employees which are necessary to Vendor’s ability to
perform.
The term "Force Majeure" as used herein shall mean without limitation: acts of God;
strikes or lockout; acts of public enemies; insurrections; riots; epidemics; lightening;
earthquakes; fire; storms; flood; washouts; droughts; arrests; restraint of government
and people; civil disturbances; and explosions.
Vendor shall, however, remedy with all reasonable dispatch any such cause to the
extent within its reasonable control that prevents Vendor from carrying out its
obligations contained herein.
26. LEGAL ACTION
Any legal action brought pursuant to the Contract will be filed in the courts located in
Hamilton County, Ohio and Ohio law will apply.
27. PUBLIC RECORDS
This Contract is a matter of public record under the laws of the State of Ohio. Vendor
agrees to make copies of this Contract promptly available to any requesting party.
Upon request made pursuant to Ohio law, HCJFS shall make available the Contract and
all public records generated as a result of this Contract.
By entering into this Contract, Vendor acknowledges and understands that records
maintained by Vendor pursuant to this Contract may be deemed public record and
subject to disclosure under Ohio law. Vendor shall comply with the Ohio public
records law.
28. DRUG-FREE WORKPLACE
Vendor certifies and affirms that Vendor will comply with all applicable state and
federal laws regarding a drug-free workplace as outlined in 45 CFR Part 630, Subpart
F. Vendor will make a good faith effort to ensure that all employees performing duties
or responsibilities under this Contract, while working on state, county or private
property, will not purchase, transfer, use or possess illegal drugs or alcohol, or abuse
prescription drugs in any way.
29. PUBLIC ASSISTANCE WORK PROGRAM PARTICIPANTS
Pursuant to Chapter 5107 of the Ohio Revised Code and Prevention, Retention, and
Contingency Program established under Chapter 5108 of the Revised Code, Vendor
agrees to not discriminate in hiring and promoting against applicants for and
participants for the Ohio Works Program. Vendor also agrees to include such provision
in any such contract, subcontract, grant or procedure with any other party which will
be providing services, whether directly or indirectly, to HCJFS consumers.
12
30. MEDIA RELATIONS, PUBLIC INFORMATION, AND OUTREACH
Although information about and generated under this Contract may fall within the
public domain, Vendor will not release information about or related to this Contract to
the general public or media verbally, in writing, or by any electronic means without
prior approval from the HCJFS Communications Director, unless Vendor is required
to release requested information by law. HCJFS reserves the right to announce to the
general public and media: award of the Contract, Contract terms and conditions, scope
of work under the Contract, deliverables and results obtained under the Contract,
impact of Contract activities, and assessment of Vendor’s performance under the
Contract. Except where HCJFS approval has been granted in advance, the Vendor will
not seek to publicize and will not respond to unsolicited media queries requesting
announcement of Contract award, Contract terms and conditions, Contract scope of
work, government-furnished documents HCJFS may provide to Vendor to fulfill the
Contract scope of work, deliverables required under the Contract, results obtained
under the Contract, and impact of Contract activities. If contacted by the media about
this Contract, Vendor agrees to notify the HCJFS Communications Director in lieu of
responding immediately to media queries. Nothing in this section is meant to restrict
Vendor from using Contract information and results to market to specific consumers
or prospects.
31. AMENDMENTS
This writing constitutes the entire agreement between Vendor and HCJFS with respect
to all matters herein. This Contract may be amended only in writing and signed by
Vendor and HCJFS. Notwithstanding the above, the parties agree that amendments to
laws or regulations cited herein will result in the correlative modification of this
Contract, without the necessity for executing written amendments. The impact of any
applicable law, statute, or regulation enacted after the date of execution of this Contract
will be incorporated into this Contract by written amendment signed by Vendor and
HCJFS and effective as of the date of enactment of the law, statute, or regulation.
32. INSURANCE
The Vendor agrees to procure and maintain for the duration of this Contract the
following insurance: insurance against claims for injuries to persons or damages to
property which may arise from or in connection with the Vendor’s products or services
as described in this Contract and auto liability. Further, Vendor agrees to procure and
maintain for the duration of this Contract, Workers’ Compensation Insurance. The cost
of all insurance shall be borne by the Vendor. Insurance shall be purchased from a
company licensed to provide insurance in Ohio. Insurance is to be placed with an
insurer provided an A. M. Best rating of no less than A-:VII. Waiver of subrogation
shall be maintained by Provider for all insurance policies applicable to this contract, as
further defined in paragraph (D) (6) of this section and as required by ORC 2744.05.
Vendor shall purchase the following coverage and minimum limits:
13
A. Commercial General Liability insurance policy with coverage contained in
Insurance Services Office
Occurrence Form CG 00 01 10 01 or equivalent with limits of at least One
Million Dollars ($1,000,000.00) per occurrence and One Million Dollars
($1,000,000.00) in the aggregate and at least One Hundred Thousand Dollars
($100,000.00) coverage in legal liability fire damage. Coverage will include:
1. Additional insured endorsement;
2. Product liability;
3. Blanket contractual liability;
4. Broad form property damage;
5. Severability of interests;
6. Personal injury; and
7. Joint venture as named insured (if applicable).
B. Business auto liability insurance of at least One Million Dollars
($1,000,000.00) combined single limit, on all owned, non-owned, leased and
hired automobiles. (If the Contract contemplates the transportation of the users
of Hamilton County services (such as, but not limited to HCJFS Consumers)
and the Vendor provides this service through the use of its employees’
privately-owned vehicles “POV”, then the Vendor’s Business Auto Liability
insurance shall sit excess to the employee’s “POV” insurance and provide
coverage above its employee’s “POV” coverage. The Vendor agrees the
Business Auto Liability policy will be endorsed to provide this coverage.)
C. Workers’ Compensation insurance at the statutory limits required by Ohio
Revised Code
D. The Vendor further agrees with the following provisions:
1. The insurance endorsement form and the certificate of insurance form will
be sent to:
Risk Manager, Hamilton County, Room 707, 138 East Court Street,
Cincinnati, Ohio 45202; and to HCJFS, Contract Services, 3
rd
Floor, 222
East Central Parkway, Cincinnati, Ohio 45202.
a. The endorsement form and the certificate of insurance shall state the
following: “Board of County Commissioners of Hamilton County,
Ohio and Hamilton County Department of Job & Family Services,
14
and their respective officials, employees, agents, and volunteers are
endorsed as additional insured as required by Contract on the
commercial general and auto liability policies.”
2. Each policy required by this clause shall be endorsed to state that coverage
shall not be cancelled or materially changed except after thirty (30) days’
prior written notice given to: Risk Manager, Hamilton County, Room 707,
138 East Court Street, Cincinnati, Ohio 45202; and to HCJFS, Contract
Services, 3
rd
Floor, 222 East Central Parkway, Cincinnati, Ohio 45202.
3. Vendor shall furnish the Hamilton County Risk Manager and HCJFS with
original certificates and amendatory endorsements effecting coverage
required by this clause. All certificates and endorsements are to be received
by Hamilton County before the Contract commences. Hamilton County
reserves the right at any time to require complete, certified copies of all
required insurance policies, including endorsements affecting the coverage
required by these specifications.
Failure of HCJFS to demand such certificate or other evidence of full
compliance with these insurance requirements or failure of HCJFS to
identify a deficiency from evidence provided shall not be construed as a
waiver of Provider’s obligation to maintain such insurance.
4. Vendor shall declare any self-insured retention to Hamilton County
pertaining to liability insurance. The Vendor shall provide a financial
guarantee satisfactory to Hamilton County and HCJFS guaranteeing
payment of losses and related investigations, claims administration and
defense expenses for any self-insured retention.
5. If the Vendor provides insurance coverage under a “claims-made” basis, the
Vendor shall provide evidence of either of the following for each type of
insurance which is provided on a claims-made basis: unlimited extended
reporting period coverage which allows for an unlimited period of time to
report claims from incidents that occurred after the policy’s retroactive date
and before the end of the policy period (tail coverage), or; continuous
coverage from the original retroactive date of coverage. The original
retroactive date of coverage means original effective date of the first claims-
made policy issued for a similar coverage while the Vendor was under
Contract with the County and HCJFS.
6. The Vendor will require all insurance policies in any way related to the work
and secured and maintained by the Vendor to include endorsements stating
each underwriter will waive all rights of recovery, under subrogation or
otherwise, against the County and HCJFS. The Vendor will require of
subcontractors, by appropriate written agreements, similar waivers each in
favor of all parties enumerated in this section.
15
7. The Vendor, the County and HCJFS agree to fully cooperate, participate,
and comply with all reasonable requirements and recommendations of the
insurers and insurance brokers issuing or arranging for issuance of the
policies required here, in all areas of safety, insurance program
administration, claim reporting and investigating, and audit procedures.
8. The Vendor’s insurance coverage shall be primary insurance with respect
to the County, HCJFS, and their respective officials, employees, agents and
volunteers. Any insurance maintained by the County or HCJFS shall be in
excess of the Vendor’s insurance and shall not contribute to it.
9. If any or all of the work or services contemplated by this Contract is
subcontracted, the Vendor will ensure that any and all subcontractors
comply with all insurance requirements contained therein.
33. INDEMNIFICATION & HOLD HARMLESS
To the fullest extent permitted by and in compliance with applicable law, Vendor
agrees to protect, defend, indemnify and hold harmless the Board of County
Commissioners of Hamilton County Ohio, and its officials, employees, agents, and
volunteers and the Hamilton County Job & Family Services and its officials,
employees, agents, and volunteers (the Indemnified Parties) from and against all
damages, liability, losses, claims, suits, actions, administrative proceedings,
regulatory proceedings/hearings, judgments and expenses, subrogation (of any party
involved in the subject of this Contract), attorneys’ fees, court costs, defense costs or
other injury or damage (collectively “Damages”), whether actual, alleged or
threatened, resulting from injury or damages of any kind whatsoever to any business,
entity or person (including death), or damage to property (including destruction, loss
of, loss of use of resulting without injury damage or destruction) of whatsoever
nature, arising out of or incident to in any way, the performance of the terms of this
Contract including, without limitation, by Vendor, its subcontractor(s), Vendor’s or
its subcontractor’s (s’) employees and agents, assigns, and those designated by
Vendor to perform the work or services encompassed by the Contract. Vendor agrees
to pay all damages, costs and expenses of the Indemnified Parties in defending any
action arising out of the aforementioned acts or omissions.
In addition, Vendor agrees to pay all Damages, liabilities, costs and expenses of the
Indemnified Parties in defending any action arising regardless of any conflict of
interest that may exist between the Indemnified Parties and Vendor. In the event
Vendor fails to defend the Indemnified Parties as set forth in this Paragraph, which
may result in a breach of contract, such parties may defend themselves and Vendor
shall pay all actual costs and expenses for such defense including, but not limited to,
judgments, awards, amounts paid in settlement, applicable court costs, witness fees
and attorneys’ fees. The respective rights and obligations of the parties under this
paragraph shall survive the expiration or termination of the Contract for any reason.
16
34. LOBBYING
Vendor warrants that during the life of this Contract, Vendor has not and will not use
Federal appropriated funds to pay any person or organization for influencing or
attempting to influence an officer or employee of any Federal agency, a member of
Congress, officer or employee of Congress, or an employee of a member of Congress
in connection with obtaining any Federal contract, grant or any other award covered by
31 U.S.C. 1352. Vendor further warrants that Vendor will disclose any lobbying with
any non-Federal funds that takes place in connection in obtaining any Federal award.
Upon receipt of notice, HCJFS will issue a termination notice in accordance with the
terms of this Contract. If Vendor fails to notify HCJFS, HCJFS reserves the right to
immediately suspend payment and terminate the Contract.
35. PROPERTY OF HAMILTON COUNTY
Any Deliverable provided or produced by Vendor under this Contract or with funds
hereunder, including any documents, data, photographs and negatives, electronic
reports/records, or other media, are the property of HCJFS which has an unrestricted
right to reproduce, distribute, modify, maintain, and use the Deliverables. Vendor will
not obtain copyright, patent, or other proprietary protection for the Deliverables.
Vendor will not include in any Deliverable any copyrighted matter, unless the copyright
owner gives prior written approval for HCJFS and Vendor to use such copyrighted
matter in the manner provided herein. Vendor agrees that all Deliverables will be made
freely available to the general public unless HCJFS determines that, pursuant to state
or federal law; such materials are confidential or otherwise exempted from disclosure.
The Deliverable(s) and any item(s) provided or produced pursuant to this Contract
(collectively “Deliverables”) shall be considered “works made for hire” within the
meaning of copyright laws of the United States of America and the State of Ohio.
HCJFS is and shall be deemed the sole author of the Deliverable(s) and sole owner of
all rights therein. If any portion of the Deliverable(s) is/are deemed not to be a “work
made for hire,” or if there are any rights in the Deliverable(s) not so conveyed to
HCJFS, then Vendor agrees to and by executing this Contract hereby does assign to
HCJFS all worldwide rights, title, and interest in and to the Deliverables. HCJFS
acknowledges that its sole ownership of the Deliverable(s) under this Contract does not
affect Vendor’s right to use general concepts, algorithms, programming techniques,
methodologies, or technology that have been developed by Vendor prior to or as a result
of this Contract or that are generally known and available.
36. DEBARMENT AND SUSPENSION
HCJFS may not contract with Vendors on the non-procurement portion of the General
Services Administration’s “List of Parties Excluded from Federal Procurement or Non-
procurement Programs: (hereinafter known as List) in accordance with Executive
Order 12549 and 12689. By signing this Contract, Vendor warrants that Vendor is
17
excluded from the List and will immediately notify HCJFS if Vendor is added to the
List at any time during the life of this Contract. Upon receipt of notice, HCJFS will
issue a termination notice in accordance with the terms of this Contract. If Vendor fails
to notify HCJFS, HCJFS reserves the right to immediately suspend payment and
terminate the Contract.
37. FAITH BASED ORGANIZATIONS
If Vendor is a faith based organization, Vendor agrees that it will perform the duties
under this Contract in compliance with section 104 of the Personal Responsibility and
Work Opportunity Reconciliation Act of 1996 and in a manner that will ensure that the
religious freedom of program participants is not diminished and that it will not
discriminate against any participant based on religious belief, or refusal to participate
in a religious activity.
No funds provided under this Contract will be used to promote the religious character
and activities of the Vendor. If any participant objects to the religious character of the
organization, the Vendor will immediately refer the individual to HCJFS for an
alternate Vendor.
38. CHILD SUPPORT
Vendor agrees to cooperate with ODJFS and any Ohio Child Support Enforcement
Agency ("CSEA") in ensuring Vendor or the employees of Vendor meets child support
obligations established under state or federal law. Further, by executing this Contract
Vendor certifies present and future compliance with any court or valid administrative
order for the withholding of support which is issued pursuant to the applicable sections
in Chapters 3119, 3121, 3123, and 3125 of the Ohio Revised Code.
39. DEBT CHECK PROVISION
Ohio Revised Code Section 9.24 prohibits public agencies from awarding a contract
for goods, services, or construction, paid for in whole or in part from state funds, to a
person or entity against who a finding for recovery has been issued by the Ohio Auditor
of State, if the finding for recovery is unresolved. By entering into this Contract,
Vendor warrants that a finding for recovery has not been issued to Vendor by the Ohio
Auditor of State. Vendor further warrants that Vendor shall notify HCJFS within one
(1) business day should a finding for recovery occur during the Contract term.
40. CLEAN AIR AND FEDERAL WATER POLLUTION CONTROL ACT
Vendor agrees to comply with all applicable standards, orders or regulations issued
pursuant to section 306 of the Clean Air Act (42 U.S.C. 7401), section 508 of the Clean
18
Water Act (33 U.S.C. 1368), Executive Order 11738, and any applicable
Environmental Protection Agency Regulation. Vendor understands that violations of
all applicable standards, orders or regulations issued pursuant to section 306 of the
Clean Air Act (42 U.S.C.7401), section 508 of the Clean Water Act (33 U.S.C. 1368),
Executive Order 11738, and any applicable Environmental Protection Agency
Regulation must be reported to the Federal awarding agency and the Regional Office
of Environmental Protection Agency (EPA).
41. ENERGY POLICY AND CONSERVATION ACT
Vendor agrees to comply with all applicable standards, orders or regulations issued
relating to energy efficiency which are contained in the state energy conservation plan
issued in compliance with the Energy Policy and Conservation Act (Pub. L. 94-163, 89
Stat. 871).
42. CONTRACT CLOSEOUT
At the discretion and initiation of HCJFS, a contract closeout procedure may commence
within ninety (90) days after the termination or expiration of this Contract to ensure at
a minimum that all required forms, reports and deliverables were submitted to and
accepted by HCJFS in accordance with this Contract.
43. CONTRACT CONTACTS
A. HCJFS Contacts
Vendor should contact the following HCJFS staff with questions:
Name
Phone #
Department
Responsibility
B. Vendor Contacts
HCJFS should contact the following Vendor staff with any questions:
Name Phone # Department Responsibility
19
The terms of this Contract are hereby agreed to by both parties, as shown by the signatures of
representatives of each.
SIGNATURES
Board of County Commissioners, Vendor Name
Hamilton County, Ohio
By: _____________________________ By: ________________________
(Signature) (Signature)
Name: ___________________________ Name: _____________________
(Print) (Print)
Title: ____________________________ Title _______________________
(Print) (Print)
Date: Date: _
Recommended By:
__________________________ Date: _______________________
Moira Weir, Director
Hamilton County Department of Job & Family Services
Hamilton County, Ohio
Approved as to form:
By: ___________________________.
Assistant Prosecuting Attorney
Hamilton County, Ohio
Prepared By___________
Date_________________
Checked By___________
Approved By__________
ATTACHMENT C
Cost Sheet
ATTACHMENT C
Cost Sheet
Graphic Design Services RFP SC02-21R
Initial Year
Renewal Year
1
Renewal Year
2
Renewal Year
3
Renewal Year
4
Meetings:
< 2 hours
/hour
/hour
/hour
/hour
/hour
2-4 hours
/hour
/hour
/hour
/hour
/hour
> 4 hours
/hour
/hour
/hour
/hour
/hour
Producing Print Products
/hour
/hour
/hour
/hour
/hour
Producing Web Products
/hour
/hour
/hour
/hour
/hour
Print Management*
/hour
/hour
/hour
/hour
/hour
Delivery/Shipping
Copies/Proofs
External Proofreading
/hour
/hour
/hour
/hour
/hour
Additional Costs
(please specify)
* Requires the graphic designer to seek out three bids from printers for the production of print
materials and to monitor the project through the print process to completion.
Any errors by the contractor must be correctly printed the next possible date or as
requested by HCJFS at no charge.
A final inspection and approval of proof is required by HCJFS Communication
staff prior to printing.
ATTACHMENT D
Declaration of
Property Tax
Delinquency
G:\SHAREDSV\CONTRACT\MASTERS\ITB_RFP_Masters - Declaration of Property Tax Delinquency 6-8-11.doc
Declaration of Property Tax Delinquency
(ORC 5719.042)
I, ____________________________, hereby affirm that the Proposing Organization
herein, ________________________________________, is ____ / is not ____ (check
one) at the time of submitting this proposal charged with delinquent property taxes on the
general tax list of personal property within the County of Hamilton. If the Proposing
Organization is delinquent in the payment of property tax, the amount of such due and
unpaid delinquent tax and any due and unpaid interest is $__________________.
Print Name____________________________________________ Date_______________
Signature _________________________________________________________________
State of Ohio - County of Hamilton Notary
Before me, a notary public in and for said County, personally appeared
______________________________, authorized signatory for the Proposing Organization,
who acknowledges that he/she has read the foregoing and that the information provided
therein is true to the best of his/her knowledge and belief.
IN TESTIMONY WHEREOF, I have affixed my hand and seal of my office at
__________________________, Ohio this ______ day of _________ 20____.
______________________________
Notary Public
ATTACHMENT E
Release of
Personnel Records
& Criminal Records
Checks
222 East Central Parkway • Cincinnati, Ohio 45202-1225
General Information: (513) 946-1000
General Information TDD: (513) 946-1295
FAX: (513) 946-2250
www.hcjfs.org
www.hcadopt.org
www.hcfoster.org
Employer Name:
Employee Name:
Employee
Address:
RELEASE OF PERSONNEL RECORDS AND CRIMINAL RECORDS AND FINGERPRINT-BASED
CHECKS
Ohio Revised Code Sections 2151.86 and 5153.111 require criminal records and fingerprint-based checks
with respect to any person who is responsible for a child’s care in out-of-home care. Hamilton County
Department of Job and Family Services requires certain of those checks to be performed on an annual basis
thereafter.
HCJFS, and its funding organizations, may be required to audit the records of Providers to ensure
compliance with provisions relating to criminal record and fingerprint-based checks.
_____________________________________________________________________________________
I authorize HCJFS, and those entitled to audit its records, to review my personnel records, including, but
not limited to, criminal records and fingerprint-based checks. This authorization is valid from the
Authorization Date until one year after the termination of the contract between HCJFS and Provider that
requires such criminal records and/or fingerprint-based checks.
Signature: ________________________________________
Authorization Date: _____________________
ATTACHMENT F
RFP Registration
Form
REGISTRATION FORM
RFP: SC02-21R
GRAPHIC DESIGN SERVICES
February 2021
All inquiries regarding this RFP are to be in writing and are to be mailed, e-mailed or faxed to:
Sandra Carson
Hamilton County Job and Family Services
222 E. Central Parkway Contract Services, 3
rd
Floor
Cincinnati, OH 45202
Fax#: (513) 946-2384
Email: hamil_[email protected]
The Hamilton County Job and Family Services (HCJFS) will not entertain any oral questions regarding this
RFP. Other than to the above specified person, no bidder may contact any HCJFS employee, county
official, project team member or evaluation team member. Providers are not to schedule appointments or
have contact with any of the individuals connected to or having decision-making authority regarding the
award of this RFP. Inappropriate contact may result in rejection of the Providers Proposal, including
attempts to influence the RFP process, evaluation process or the award process by Providers who
have submitted bids or by others on their behalf.
By e-mailing this completed page to the HCJFS Contract Services Department, you will be registering your
company’s interest in this RFP, attendance at the RFP Conference and all ensuing addenda. Your signature is
an acknowledgement that you have read and understand the information contained on this page. Due date for
Registration Form is February 19, 2021 no later than noon.
DATE:
COMPANY NAME:
ADDRESS (including city, state, zip code):
REPRESENTATIVE’S NAME
TELEPHONE NUMBER
FACSIMILE NUMBER:
EMAIL ADDRESS:
NUMBER OF PEOPLE ATTENDING RFP
CONFERENCE:
SIGNATURE:
Registration helps ensure that Providers will receive any addenda to or correspondence regarding this RFP in a
timely manner. HCJFS will not be responsible for the timeliness of delivery via the U.S. Mail.
Please e-mail this completed page to RFP Contact Person at
