RPVCCA_CC_SR_2014_07_15_M_Fraud_Abuse_HotlineC ITY OF RANCHO PALOS VERDES
MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
REVIEWED:
HONORABLE MAYOR & CITY COUNCIL MEi:S
DENNIS McLEAN, DIRECTOR OF FINANCE
JULY 15, 2014
REQUESTFORPROPOSALSUPDATE-
ANONYMOUS FRAUD, WASTE AND ABUSE HOTLINE
CAROLYNN PETRU~ ACTING CITY MANAGE ~
RECOMMENDATION
Extend the deadline from July 21, 2014 to August 18, 2014 for the competitive process
for the selection of an independent 3rd party hotline service provider for the forthcoming
Anonymous Fraud, Waste, and Abuse Hotline.
EXECUTIVE SUMMARY
On Friday, June 27, 2014, Staff released a Request for Proposals for the City's proposed
Anonymous Fraud, Waste, and Abuse Hotline (Attachment A). The RFP was released to
nine (9) hotline industry leaders. Of those nine (9) companies contacted, one (1)
company responded that it was primarily focused to internal hotlines only and would not
submit a proposal. Another company responded it was unable to provide a confidential
database to be used for tracking hotline reports and would not submit a proposal. Another
company asked to be removed from the list of proposers as it is not their practice to
respond to RFP requests.
Two (2) companies asked for additional time to prepare and submit their proposal. No
proposals have been submitted at the time this staff report was released. Staff
encourages continuance of the competitive process with an extension of the RFP
deadline to August 18, 2014 to allow the six (6) remaining independent 3rd party hotline
service provider an opportunity to submit proposals. With the proposed extension to
August 18, 2014, Staff feels confident that the City will receive several sound proposals
from industry leaders providing independent 3rd party hotline services.
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RFP UPDATE -ANONYMOUS FRAUD, WASTE AND ABUSE HOTLINE
July 15, 2014
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BACKGROUND AND DISCUSSION
In 2012, Mayor Duhovic requested that a staff report be prepared for the City Council to
consider the establishment of an Anonymous Fraud, Waste and Abuse Hotline.
Separately, Staff presented the City's reply to the Los Angeles Civil Grand Jury report at
the September 9, 2013 City Council meeting, as well as a several recommendations,
including the implementation of an Anonymous Fraud, Waste, and Abuse Hotline,
administered by an independent third-party consultant. The City Council approved the
recommendations presented to the City Council, including the establishment of a hotline.
On June 3, 2014, the City Council took several actions related to the establishment of the
anonymous Fraud, Waste, and Abuse Hotline, including:
• Receiving and filing the "Rancho Palos Verdes -Whistleblower Hotline
Analysis" Memorandum written by Mark Meyerhoff of Liebert, Cassidy,
Whitmore;
• Providing Staff with City Council's policy decisions regarding the
establishment of the hotline;
• Directing the City Council Audit Subcommittee to provide oversight for the
establishment of a Hotline;
• Directing Staff to prepare a Request for Proposals (RFP) from interested
independent 3rd party hotline service providers; and
• Directing Staff, the Audit Subcommittee and the City's independent auditors
to review proposals received and make a recommendation to the City
Council for approval of a professional services agreement for hotline
administration services.
Attachments :
Request for Proposals -Fraud, Waste, & Abuse Hotline Services
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City of Rancho Palos Verdes
Request for Proposals
Fraud, Waste, & Abuse Hotline Services
Due: 5:00 p.m. on July 21, 2014
City of Rancho Palos Verdes
Attention: Dennis Mclean, Director of Finance
30940 Hawthorne Blvd, Rancho Palos Verdes, CA 90275
Phone: (310) 544-5212 I Email: DennisM@rpv.com
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CITY OF RANCHO PALOS VERDES REQUEST FOR PROPOSALS
FRAUD, WASTE, & ABUSE HOTLINE SERVICES
1. INTRODUCTION AND PROJECT
The City of Rancho Palos Verdes is requesting proposals from qualified professionals to implement and
coordinate a city-wide, anonymous Fraud, Waste, & Abuse Hotline. The City uses the statutory
definition of fraud, waste, and abuse: "any activity by a local agency or employee that is undertaken in
the performance of the employee's official duties, including activities deemed to be outside the scope
of his or her employment, that is in violation of any local, state, or federal law or regulation relating to
corruption, malfeasance, bribery, theft of government property, fraudulent claims, fraud, coercion,
conversion, malicious prosecution, misuse of government property, or willful omission to perform duty,
is economically wasteful, or involves gross misconduct." Gov. Code§ 53087.6, subd. (f)(2).
The City will select one firm, based on demonstrated competence and a cost effective approach to
design, conduct, and assist in the implementation of a city-wide anonymous Fraud, Waste, & Abuse
Hotline.
2. BACKGROUND
The City of Rancho Palos Verdes is a scenic, upscale, residential coastal community, with a population
of 42,000, located on the Palos Verdes Peninsula of southwestern Los Angeles County.
The City of Rancho Palos Verdes is a contract city, meaning that some services are provided by contract
with agencies (both public and private) and some services are delivered by the City's own employees.
Police and fire protection is provided by the County of Los Angeles. The County of Los Angeles also
provides sanitary, sewer and other specialized public works services, while library services are provided
through a special district. Services provided by the City are solid waste collection, construction and
maintenance of streets and other infrastructure, planning and zoning activities, recreational activities,
and an extensive system of public parks, open space and trails.
City Government: Rancho Palos Verdes is a General Law City and has operated under the Council-
Manager form of government since incorporation in 1973. Policy-making and legislative authority are
vested in the governing City Council, which consists of five Council Members, including the Mayor and
Mayor Pro-Tern. The City Council is elected on a non-partisan, at-large basis. Council Members are
elected to four-year staggered terms with two or three Council Members elected every two years. The
Council designates the Mayor and Mayor Pro-Tern for a one-year term. The City Manager is
responsible for carrying out the policies and ordinances of the governing council, for overseeing the
day-to-day operations of the government, and for appointing the heads of the government's
departments. The City is fiscally sound and functions on an annual budget cycle.
Labor Force: The City of Rancho Palos Verdes has 62 authorized full time positions for FY 14-15, and
its departments include an Administration Department, Finance Department, Community Development
Department, Public Works Department and a Park and Recreation Department. Presently there is one
bargaining unit that incorporates all employees minus the management staff.
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3. SITUATION
The City began its research regarding the implementation of a confidential and anonymous city-wide
Fraud, Waste, and Abuse Hotline in the fall of 2013, including the best practices associated with the
development, implementation, and coordination of an internal and external Hotline . Staff received
explicit direction as to the intent of the Hotline's focus and methods for implementation at the June 3,
2014 City Council meeting.
The City's elected leaders desire to provide residents, employees, and concerned persons with
telephonic and web-based means for reporting potential abuses, be those related to financial or
personnel concerns.
The intent of this Request for Proposals (RFP) is to solicit service proposals from qualified firms to
establish, operate, and maintain a dedicated toll-free telephone and online hotline for employees and
residents of Rancho Palos Verdes ("CITY"), as well as non-resident concerned persons, to anonymously
report complaints of fraud, waste, abuse, and other wrongdoing in connection with City government.
The contract to be awarded will be for an initial period of one (1) year, with up to three (3) additional,
one (1) year options to renew at the sole discretion of the City. Therefore, proposals should reflect
the maximum four (4) year term of the contract.
4. SCOPE OF SERVICES REQUIRED
All proposals must be made on the basis of, and either meet or exceed, the requirements
contained herein. The City of Rancho Palos Verdes is seeking the services of a highly qualified
software and customer support firm to assist in:
4.1 Toll Free Hotline
4.1.1 The Hotline Administrator shall provide a toll-free hotline number that will be
unique to the City and the number will be retained by or transferred to the City
after completion or termination of the contracted service.
4.1.2 Calls to the hotline must be answered by a live intake representative 24 hours a
day, 7 days a week, and 365 days a year. The Hotline Administrator shall have
sufficient staffing and technical capacity to answer multiple calls simultaneously.
4.1.3 The Hotline Administrator shall provide representatives who are fluent in a
variety of languages. The proposal shall notate which specific languages the firm
is capable of supporting. The City's primary languages, as defined by the Los
Angeles County Registrar/Recorder, include Chinese, English, Hindi, Japanese,
Korean, and Spanish.
4.1.4 The Hotline Administrator shall describe the contingency process in place should
call volume exceed customer service representative capacity.
4.1.5 Complainants shall be given the option to remain anonymous. Where this option
is selected, the anonymity of hotline complainants shall be protected. Calls will
not be recorded and caller identification information will not be maintained.
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4.1.6 The complainant shall be provided with an option to provide and receive follow-up
communication regarding his or her complaint.
4.1. 7 All telephone-based complaints shall be entered into the Hotline Administrator's
electronic case management system within three (3) hours of its receipt of the
complaint.
4.1.8 Allegations submitted telephonically must be appropriately routed to the
designated City contact(s) by the Hotline Administrator within three (3) hours of
the submission.
4.1.9 The proposal shall illustrate call volume costs via a tier system of 50, 100, and
150 calls annually.
4.2 Internet-based Complaint Reporting System
4.2.1 Hotline Administrators must include quotations and pricings for an internet-based
complaint reporting system integrated with the toll-free telephone hotline.
4.2.2 The Hotline Administrator shall provide an internet-based reporting system through
a secure website, customized for the City.
4.2.3 The website shall include a standardized web form allowing the complainant to
submit allegations through the website.
4.2.4 All web-based complaints shall be entered into the Hotline Administrator's
electronic case management system within three (3) hours of its receipt of the
complaint.
4.2.5 Allegations submitted via the website must be read and appropriately routed to the
designated City contact(s) by the Hotline Administrator within three (3) hours of
the submission.
4.2.6 Complainants shall be provided with the option to receive follow-up
communication regarding complaints.
4.2.7 Complainants shall be given the option to remain anonymous. Where this option
is selected, the anonymity of online complainants shall be protected. IP addresses
will not be tracked for complaints submitted via the website.
4.2.8 The proposal shall illustrate web-based submittal costs via a tier system of 50,
100, and 150 web-based submittals annually.
4.2.9 The website shall be accessible to persons with disabilities, including, but not
limited to, accessible elements such as alt tags, long descriptions, and/or
captions for photos, graphics, scanned images, and video. Documents posted on
the website should be in HTML or a text-based format [even if posted in another
format, such as Portable Document Format (PDF)], in order to be read by reader
software. Online forms and tables should also be accessible.
4.3 Staff
4.3.1 Intake representatives shall be trained to capture sufficient information from
complainants upon which to initiate an investigation into the complaints and to ask
questions as appropriate to solicit this information.
4.3.2 Intake representatives shall be trained in delivering excellent customer service
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and shall maintain a courteous and professional demeanor with complainants at
all times.
4.3.3 Intake representatives shall be trained in recognizing when a hotline or online
complaint is a life-threatening emergency and shall inform the complainant to
contact 911.
4.3.4 The Hotline Administrator shall provide a dedicated account representative as the
single point of contact for any Contract and technical issues. The representative shall
be a Hotline Administrator senior staff member.
4.4 Integrated Case Management System
4.4.1 All complaints shall be tracked in an integrated case management system. The
Hotline Administrator shall provide an integrated Case Management System
("System") with the following specifications:
4.4.2 The system shall generate and deliver an electronic notification to the City of all
new complaints, including a complaint summary, within three (3) hours of a new
case being created in the system.
4.4.3 At a minimum, the complaint summary will include the date and time the complaint
was submitted, the method the complaint was reported (via hotline or online), a
detailed description of the nature of the complaint, and whether the complainant
has selected the option for follow-up communication.
4.4.4 If so requested by the complainant, the complaint summary will be anonymous
as to the identity of the complainant.
4.4.5 The system shall generate and deliver an electronic notification to the City of all
subsequent and follow up communication between the Hotline Administrator and
the complainant within three (3) hours of said communication being entered into
the system.
4.4.6
4.4.7
4.4.8
4.4.9
4.4.10
4.4.11
4.4.12
4.4.13
The system shall track initial complaints and any subsequent follow-up contact
with complainants on the same allegations.
The system shall allow a designation of a broad case type including but not
limited to fraud, waste, and abuse, EEO related, or management issues.
The system shall allow the City to input and track complaints received directly
by the City into the system.
The system shall automatically assign a unique case number to each new
complaint. Case numbers shall be assigned in a systematic and serialized manner.
The system shall allow a system administrator from the City to assign specific
cases to other users within the system for investigation.
The system shall allow the assigned City investigator to input status information
into the system.
The system shall provide the ability to set a reminder for needed actions for
specific cases .
The system shall allow the City to have a minimum of two (2) system
administrators with full system access and rights to the City's data and the ability
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to add new users and assign access rights and ten (10) end users with varying
levels of system access and rights.
4.4.14 The system shall provide for the indefinite storage of the City's complaint and
investigative data in accordance with California record retention requirements for
local governments.
4.4.15 The system shall provide a method for the City to communicate with intake
representatives regarding specific cases, including providing follow-up
information and questions to be shared with the complainants by the intake
representative.
4.4.16 The system shall include the ability to reflect the status of a particular case, at a
minimum allowing the case to be reflected as open, in progress, or closed.
4.4.17 The system shall allow for the creation and downloading of reports at minimum
levels of monthly, quarterly, annually, and year-to-date program activity. These
reports shall be easily sortable by a variety of fields including date, nature of the
complaint, and length of time from the initial complaint intake to when the case
was reflected as closed in the system. These reports may be provided by the
Hotline Administrator to the City electronically or run and downloaded by the City's
system administrators.
4.4.18 The system shall be searchable based upon login security rights.
4.5 Marketing and Educational Materials
4.5.1 The Hotline Administrator shall provide the City with communication tools and
other materials to promote and advertise the hotline including posters, business
cards and brochures customized to the City for residents, non-resident concerned
parties, and employees of the City .
4.6 Technical Support and Requirements
4.6.1 The Hotline Administrator shall provide dedicated support from the client services
team for program set up, system training, and on-going system maintenance.
4.6 .2 The toll-free hotline must be accessible to persons with disabilities, including but
not limited to individuals who use Text Telephone (TTY) and the
Telecommunications Relay Service (TRS).
4.6.3 The Hotline Administrator shall ensure the network security of all City data
maintained in the system.
4.6.4 The Hotline Administrator shall maintain adequate capacity on its network during
the Contract term to meet the City's usage needs.
4. 7 Annual Meeting
4. 7 .1 The Hotline Administrator shall meet with the City, either on site or via a remote
digital link, a minimum of one time annually to provide a program overview,
including trends, benchmarking against the Hotline Administrator's book of
business, new program or system features, and any recommendations the Hotline
Administrator believes the City should consider moving forward.
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5. QUALIFICATIONS AND CRITERIA
Qualifications: The City of Rancho Palos Verdes will select one firm for all the outlined Scope of
Services on the basis of qualifications, experience and cost. The following are the minimum
qualifications to be used to evaluate the responses to this Request for Proposals:
1. Hotline Administrators must demonstrate that they have the resources and capability to provide
the materials and services as described herein. All Hotline Administrators must submit the
documentation indicated below with their proposal. Failure to provide anv of the required
documentation shall be cause for proposal to be deemed non-responsive and rejected.
2. Hotline Administrators must have a minimum of five (5) years of verifiable experience providing
fraud, waste, and abuse complaint hotline and online reporting services.
3. The Hotline Administrator has a demonstrated track record of success in handling all aspects of
fraud, waste, and abuse complaint hotline services to public entities in the State of California.
4. Each Hotline Administrator shall provide five (5) references, preferably from governmental
agencies, for relevant work performed in the past five (5) years. When possible, include
references from cities with size and characteristics comparable to the City of Rancho Palos
Verdes.
Selection Criteria: The City of Rancho Palos Verdes will conduct a comprehensive, fair, and impartial
evaluation of the proposals received in response to the Request for Proposals. All proposals received
from vendors will be reviewed and evaluated by a committee established by the City. The names,
information, or experience of the individual members will not be made available to any vendor. The
Evaluation Committee will first screen all proposals submitted, according to the minimum qualifications
set forth above. The following criteria will be used in reviewing and comparing the proposals and in
determining the most responsive bid:
1. Qualifications, background and prior experience of the firm, experience of key staff assigned to
oversee services provided to the City of Rancho Palos Verdes, evaluation of size and scope of
similar work performed and success on those projects.
2. Cost and Fees to the City of Rancho Palos Verdes for handling matters. Cost is not the sole
determining factor but will be taken into consideration. Hotline Administrator must offer services
at a rate comparable to the rate Hotline Administrator provides to other governmental agencies
for similar work. Offering a higher rate to the City of Rancho Palos Verdes than the comparable
rate offered to other organizations with comparable specifications is grounds for disqualification
of the Hotline Administrator. If rates differ for different types or levels of service, the Hotline
Administrator's proposal should illustrate those differences.
3. References including past performance of proposer.
4. Responsiveness to the Request for Proposals and quality of the proposal.
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6. FORMAT AND DELIVERY OF RESPONSES
Respondents are asked to submit six (6) copies of proposals in sufficient detail to allow for a thorough
evaluation and comparative analysis. The proposals should include at minimum, the following
information in a sectionalized format addressing all phases of work in the Request for Proposals .
Format: Limit quotations to 30 typed 8.5" X 11" pages, or fewer, on white bond paper, single sided
(excluding cover letter and attachments). You may attach a firm brochure if you wish, but it must be as
a separate attachment and independent from the required elements noted above.
1. Use a conventional typeface with a minimum font size of 12 points. Use a 1" margin on all
borders.
2. Organize your proposal in the order described above.
3. Provide one (1) unbound original, in addition to the six, of your firm's response and one (1)
electronic version.
4. Prominently label the envelope I package: "RFP for Fraud, Waste, and Abuse Hotline Services"
and include the name of the prime respondent (Dennis Mclean).
Cover Letter: All proposals shall include a cover letter which states that the proposal shall remain valid
for a period not less that ninety (90) days from the date of submittal. If the proposal contemplates the
use of sub-contractors, the sub-contractors shall be identified in the cover letter. If the proposal is
submitted by a business entity, the cover letter shall be signed by an officer authorized to contractually
bind the business entity. With respect to the business entity, the cover letter shall also include: the
identification of the business entity, including the name, address and telephone number of the business
entity; and the name, title, address and telephone number of a contact person during the proposal
evaluation period.
Introduction: Present an introduction of the proposal and your understanding of the assignment and
significant steps, methods and procedures to be employed by the proposer to ensure quality
deliverables that can be delivered within the required time frames and your identified budget.
General Scope of Work: Briefly summarize the scope of work as the proposer perceives or envisions
it for each area proposed.
Work Plan: Present concepts for conducting the work plan and interrelationship of all products. Define
the scope of each task including the depth and scope of analysis or research proposed.
Schedule: As time is of the essence for this assignment, recommend a schedule of work indicating
specific milestones.
Fee and Costs: Although an important aspect of consideration, the financial cost estimate will not be
the sole justification for consideration. Negotiations may or may not be conducted with the proposer;
therefore, the proposal submitted should contain the proposer's most favorable terms and conditions,
since selection and award may be made without discussion with any firm. All prices should reflect "not
to exceed" amounts per item.
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Ability of the Proposer to Perform: Provide a detailed description of the proposer and his/her
qualifications, including name(s), title(s), detailed professional resume(s), and past experience in similar
work efforts/products of key personnel who will be working on the assignment. Provide a list of specific
related work projects that have been completed by the proposer which are directly related to the
assignment described in the Request for Proposals. Note the specific individuals who completed such
project(s). Identify the role and responsibility of each member of the project team. Include the amount
of time key personnel will be involved in the respective portions of the assignment. Respondents are
encouraged to supply relevant examples of their professional product. Provide a list of references.
Delivery: Responses are due on or before 5:00 p.m. on Monday, July 21, 2014. Late responses will
not be accepted. Deliver the responses to:
City of Rancho Palos Verdes
Attention: Dennis Mclean, Director of Finance
30940 Hawthorne Blvd
Rancho Palos Verdes, CA 90275
If you have any questions regarding this Request for Proposals, please contact Dennis Mclean by
telephone at (310) 544-5212 or via email at De nni sM@rpv.com .
Withdrawal and Resubmittal: Prior to the submittal deadline, a hotline services proposer may request
withdrawal of a previously submitted proposal in order to amend and resubmit a proposal. Resubmitted
proposals must be received prior to the stated RFP deadline.
7. ADDENDA. CHANGES, AND AMENDMENTS TO THIS SOLICITATION
At any time prior to the due date for responses, the City of Rancho Palos Verdes may make changes,
amendments, and addenda to this solicitation, including changing the date due to allow respondents
time to address such changes. Addenda, changes and amendments, if made will be posted on the
City's website (http://www.palosverdes.com/rpv/citymanager/index.cfm ), which is deemed adequate
notice . A proposer may make a request to the City's project manager to be placed on a list of persons
to receive notice of any such addenda, changes, or amendments. The preferred manner of
communication is via e-mail due to its timeliness. The Director of Finance, Mr. Dennis Mclean, may
be reached by email at DennisM@rpv.com .
8. CONDITION FOR RESPONSES TO REQUEST FOR PROPOSAL
The following conditions apply to the Request for Proposals process:
A. Nothing contained in this Request for Proposals shall create any contractual relationship
between the respondent and the City of Rancho Palos Verdes.
B. This Request for Proposals does not obligate the City of Rancho Palos Verdes to establish a list
of service providers qualified as prime contractors, or award a contract to any respondent. The
City of Rancho Palos Verdes reserves the right to amend or cancel the Request for Proposals
without prior notice, at any time, at its sole discretion.
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C. The City of Rancho Palos Verdes shall not be liable for any expenses incurred by any individual
or organization in connection with the Request for Proposals.
D. No conversations or agreements with any officer, agent or employee of the City of Rancho Palos
Verdes shall affect or modify any terms of this Request for Proposals. Oral communications or
any written/e-mail materials provided by any person other than the designated contact staff of
the City of Rancho Palos Verdes shall not be considered binding.
E. The City of Rancho Palos Verdes reserves the right, in its sole discretion, to accept or reject any
or all proposals without prior notice and to waive any minor irregularities of defects in a proposal.
The City of Rancho Palos Verdes reserves the right to seek clarification on a proposal with any
source.
F. The dates, times and sequence of events related to this Request for Proposals shall ultimately
be determined by the City of Rancho Palos Verdes. The schedule is subject to change, at the
sole discretion of the City of Rancho Palos Verdes, although the City will attempt to follow it and,
if it must be altered, will attempt to provide reasonable notice of the changes.
G. Respondents shall not issue any news release pertaining to this Request for Proposals or the
City of Rancho Palos Verdes without prior written approval of the City.
H. All submitted proposals and information included herein or attached thereto, shall become public
record upon delivery to the City of Rancho Palos Verdes.
9. RIGHT BY THE CITY TO WITHDRAW THIS REQUEST
The City of Rancho Palos Verdes, at its sole discretion and for any reason whatsoever, may withdraw
this solicitation at any time.
10.STANDARD TERMS AND CONDITIONS
Prior to the award of any work hereunder, the City and the proposer shall enter into a written contract
(an example of which is attached hereto) for services. Proposers responding to this Request for
Proposals are strongly encouraged to review all the terms and conditions of the Contract.
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ATTACHMENT 1
MINIMUM QUALIFICATIONS CERTIFICATION
Proposer Firm Name
The Proposer must substantiate that the firm satisfies all of the Minimum Qualifications stated
within this RFP, to the CITY's satisfaction, to be given further consideration. The statement
must contain sufficient information as prescribed to assure the CITY of its accuracy. Failure
to satisfy each of the Minimum Qualifications, based on the CITY's sole judgment, will result in
the immediate rejection of the Proposal.
The Proposer must complete all of the Minimum Qualification statements listed below before
signing. The signature of the authorized representative of the Proposer warrants that the
Proposer has met all of the Minimum Qualifications.
1) The Proposer has been in the Fraud, Waste, and Abuse Hotline Services industry in the
same name or organization serving California government agencies for at least five (5)
years.
D Yes/ D No
2) The Proposer's primary consultant (ex. project manager) assigned to the CITY has a
minimum of three (3) years of hotline experience with local California governmental
agencies and has been employed by Proposer for at least one (1) year.
D Yes/ D No
3) The Proposer has direct responsibility for the management of the account, and all
personnel responsible for the account are employees of the firm.
D Yes/ D No
4) The Proposer does not have, nor potentially has, a conflict of interest with the CITY,
including, but not limited to, any member of the City Council, City Staff, its advisors and
contractors, its auditors, other consultants currently serving the CITY.
D Yes/ D No
5) The Proposer can provide verifiable references of local California government agencies.
D Yes/ D No
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Authorized Signature
Print or Type Name
Title
Date
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Proposer's Legal Name
ATTACHMENT 2
COMPANY QUESTIONNAIRE
Proposer Firm Name
Type of Business (Corporation, Partnerships, Individual, etc.)
Headquarters Address
Address of Office of Proposer That Would Manage the Account (if different)
Proposer Contact Name
Telephone Number Fax Number Email Address
Proposer Back-up Contact Name
Telephone Number Fax Number Email Address
Signer (authorized to bind the Proposer) Date
Name and Title of Authorized Signer (Please type or print)
Signer (authorized to bind the Proposer) Date
Name and Title of Authorized Signer (Please print)
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ATTACHMENT 3
WARRANTIES
Proposer Firm Name
Proposer agrees to the incorporation of the following warranties in the proposed engagement:
Proposer warrants that it maintains or will obtain, at its expense prior to
engagement, required insurance policy as stated herein for negligent acts or
omissions and that such coverage is applicable.
Proposer warrants all information and statements in this RFP are complete
and true. Any statement or claim found to be incomplete, misleading, or false
will be grounds for immediate disqualification or dismissal and may be subject
to legal action .
Proposer warrants this proposal is genuine, and not sham or collusive, nor made
in the interest or on behalf of any person not named therein; the proposer has
not directly or indirectly induced or solicited any other proposer to put in a sham
bid, or any other person, firm or corporation to refrain from submitting a proposal,
and the Proposer has not in any manner sought by collusion to secure for
themselves an advantage over any other proposer.
Authorized Signature
PrintorType Name
Title Date
M-16
City of Rancho Palos Verdes
Request for Proposals
Fraud, Waste, & Abuse Hotline Services
Page 15of19
ATTACHMENT 4
FEE PROPOSAL
Proposer Firm Name
Subject to advance approval by the CITY, the CITY shall reimburse the
selected Consultant for reasonable travel costs incurred, including airfare,
transportation, lodging and meals in conjunction with attending local
meetings in the performance of the engagement. Consultant shall furnish
the CITY with evidence of such costs incurred along with written request
for reimbursement. The selected Consultant shall be solely responsible for
incidental costs, including but not limited to, printing, clerical support in
delivery of services and the production of written reports.
Each Proposer shall provide its Fee Proposal based upon the details of the
costs for telephone reports, web-based submittals, and general inquiries at the
service levels of 50/100/150 reports annually, as well as reporting capabilities
and analytics.
M-17
City of Rancho Palos Verdes
Request for Proposals
Fraud, Waste, & Abuse Hotline Services
Page 16of19
Organization
ATTACHMENT 5
QUESTIONNAIRE
Provide the address of the office that will service this account.
Give a brief history of your firm's involvement in the hotline services industry
serving California municipalities, including the year of organization. As of July
1, 2014, for how many years has your firm provided hotline services serving
California municipalities?
What are your firm's consulting specialties and strengths?
What differentiates your firm from your competitors?
What are your firm's limitations?
Clients
Please provide a listing of clients that may be used as reference checks :
Name of Client Contact Name Contact Number Contact Email
M-18
City of Rancho Palos Verdes
Request for Proposals
Fraud, Waste, & Abuse Hotline Services
Page 17of19
Standards of Conduct
Disclose any relationship you have or have had with any City Council members,
consultants, or CITY employees. Briefly describe your philosophy relating to the
selected Consultant's relationship with Council members and Staff.
Disclose any gifts (meals, tickets, anything of value over $50, etc.) that you have
given to or received from any City Council member, consultants, or CITY
employee in the last 12 months. If 'Yes', please disclose them using "Gift
Disclosure Form."
For the past 10 years, has the firm, its officers or principals or any affiliate ever:
a. Been the focus of a non-routine inquiry or investigation or a similar inquiry
or investigation from any federal, state or self-regulatory body or organization;
b. Settled any litigation concerning breach of fiduciary responsibility or
other investment related matters; or
c. Submitted a claim to your error & omission, fiduciary liability and/or fidelity
bond insurance carrier( s )?
If 'yes', please provide details and the current status of proceedings .
M-19
City of Rancho Palos Verdes
Request for Proposals
Fraud , Waste, & Abuse Hotline Services
Page 18of19
No. Date
(mm/dd/yy)
ATTACHMENT 6
Gift Disclosure Form
Proposer Firm Name
Given to I Description of Gifts 1
Received from
Value (US$)
1 Gifts could be in the form of meals, tickets, paid travel, items of value over $50, etc.
M-20
City of Rancho Palos Verdes
Request for Proposals
Fraud, Waste, & Abuse Hotline Services
Page 19of19
ATTACHMENT 7
Disclosure Form -
Communication with City Staff, and/or City Council
Proposer Firm Name
Names, Dates and Description Of Information Provided/Received
No.
M-21