Request for Proposal

Performance Management System

RFP Number HR111601

Release Date: Wednesday, May 24, 2017

Due Date: Friday, July 21, 2017

For information: Faye Newton Shannon

Senior Human Resources Analyst
County Executive Office
Human Resources Division
(707) 299-1728
faye.newtonshannon@countyofnapa.org

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SECTION 1 INTRODUCTION

A. Statement of Purpose

The County of Napa (County) is requesting proposals to establish a contract for a

Performance Management System with work to commence on October 27, 2017 and a
contract end date of October 19, 2018 with the option for two automatic annual
renewals of such contract.

Responses must be submitted as detailed below, no later than the date and time stated
in the RFP. No late proposals will be accepted.

B. Description of Napa County

A general law county, Napa County is governed by a five-member Board of Supervisors

elected by district for four-year terms. The Board of Supervisors appoints a County
Executive Officer who is responsible for providing overall management for County
operations, including day-to-day supervision of the Countys appointed department
heads.

The County has a budget of over $454 million and 1,300 employees who provide
services through 20 departments, 5 of which are managed by elected officials and the
remainder managed by department heads appointed by the Board of Supervisors based
on the recommendation of the County Executive Officer. County services include
mental health, public health, social services, land use/permitting, road maintenance, jail,
prosecution, sheriffs patrol, elections, environmental management, airport operations,
library services, and emergency operations.

C. Background

The purpose of a performance management system is to provide employees with

effective and timely feedback on performance and goals, clarify job responsibilities and
expectations, guide employees behavior to align with the organizations core values,
goals and strategies, improve communication between employees and managers, and
provide a basis for giving a pay increase when due. Napa County utilizes a
performance management system that is not performing as well as it should. The Word
document is cumbersome and most managers feel that it is bureaucratic and too time
consuming to add any value.

The County is interested in contracting directly with a company that can provide a
performance management system that is effective for managers and employees to

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communicate with each other so that it is beneficial for them, as well as the County and
the system must be intuitive and simple to maneuver.

D. Proposed Schedule for the RFP Process

Wednesday, May 17, 2017 Request for Proposal released.

Wednesday, June 7, 2017 Interest and questions due by 5:00 p.m.

Wednesday, June 21 2017 County will release answers to questions

submitted.

Friday, July 21, 2017 Deadline to submit RFP by 5:00 p.m.

Monday, July 24, 2017 - County review period

Friday, August 18, 2017

Monday, August 21, 2017 - Interviews and/or Demonstrations

Friday, September 8, 2017

Monday, September 11, 2017 Contract negotiations and

Friday, October 6, 2017 preparation with finalist.

Monday, October 9, 2017 Intent to Award published

Tuesday, October 24, 2017 Contract presented to Board of

Supervisors for approval.

Tuesday, October 24, 2017 Contract start date, if approved by BOS

E. Desired Qualifications

The County is looking for a company with the following qualifications:

Successful track record providing a Performance Management software

system that is user friendly and produces a performance evaluation that is
useful for management and employees.
Experience working with public agencies.
Provides excellent customer service and assists the County with
implementation, trouble shooting and continuous support of the system
after implementation.

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F. Deliverables

The Successful Offeror shall provide all supervision, labor, material and equipment
necessary to provide a Performance Management System. Listed below are the
requirements of the County. Those that include the word shall are mandatory. The
remaining requirements are desired. Offerors should address each one and state
whether or not the proposed solution already includes the functionality or if it is a
customization.

1. General Functional Requirements

a. The Offeror should be capable of providing customization services on an hourly
and/or fixed price basis. Please describe any customization services you offer
and provide pricing for each one in your pricing response.

b. The system should provide mechanisms that ensure data quality and rapid data
entry accomplished by use of menus, data lookup tables, etc.

c. The Offerors solution should provide a browser interface.

d. The system should allow the System Administrator(s) to assign views and data
access to relevant employee data and job information for specific roles and
users.

e. It should allow for multiple authorized users to access the same data at the same
time.

f. The Offerors solution should allow administrators to monitor timelines, access

forms and guidelines, and monitor progress of the evaluations that have been
delegated to all levels of evaluators.

g. The system should provide an audit trail of evaluation process activity.

h. The system should allow for the creation of employee evaluation timetables with
notes fields.

i. The system should have the ability to export evaluation reports and additional
data to document imaging system for storage in employee personnel files.
Exported data out of the hosted solution should provide for a secure encrypted
transport when downloading through the internet.

j. The Offerors proposed Performance Management System should:

1. Have the ability to capture ratings.

2. Have a multi-rater feature.

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 3. Be able to store all the supporting documents and information for all
employees and provide a means of storage to an imaging system.

4. Have the automatic capability to alert evaluators to the evaluation timelines

via email.

5. Have the ability to support several different evaluation templates depending

on job position and/or department.

6. Have the ability to support several evaluation review cycles.

7. Have the ability to create and track goals, development plans, performance
plans and journal entries.

8. Have the ability to allow users to securely attach electronic files and images
of scanned documents in a variety of formats; photo, audio and video.

9. Have no degradation in service or system enhancements during peak usage

times.

10. Have the capability of automatic save and logoff after a specified period of
idle time (for example, 30 minutes).

11. Have the capability of being 100% Paperless.

12. Support Smart Phones, Tablets, PC and Macs securely in keeping with
standard security standards. Explain method.

13. Allow for real-time E-Signatures and Approval work flows.

14. Support complete customization and flexibility.

15. The solution shall provide security such that employees can comment on their
performance evaluation.

2. General Requirements Security

a. If a SaaS solution, the County requires all data transmitted through the system be
secure.

b. The Offerors solution should be able to set varying levels of user rights for
different individual and groups of users. These rights should at a minimum control
which administrators are permitted to view, complete, and delegate evaluations.

c. If a SaaS solution, Performance Management System web site is to be secured

with SSL 3.0 or TLS.

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 d. The Offeror should provide an overview of system security and describe whether
security is implemented by means of system software, application programs, or
both.

e. The Offeror shall provide available options for authentication and whether or not it
supports authentications against Active Directory.

f. The solution shall provide security such that employees and their supervisors can
view only their data.

g. If a SaaS solution, the Offeror shall respond to each question in the County SaaS
and Managed Services Security & Readiness Checklist in Exhibit C.

3. General Requirements - User Interface and Navigation

a. The Offerors software application should be table-driven making extensive use of
entries selected from drop down lists that validate entries, and are easily
maintained by a designee within the Countys organization.

b. The Offerors solution should only present functions and options that are
appropriate to a persons individual role(s) when they log onto the system. The
user interface of the solution should be able to be customized and configured to
conform to the look and feel of County branding while allowing for software
upgrades under the normal upgrade process.

c. The Offerors user interface should provide for accessibility options for persons
with disabilities.

d. The Offerors solution should provide a method to interface with third party
programs. The system should export/import information to/from the Countys
Human Resource Information System (HRIS), which is PeopleSoft.

e. The Offerors solution should include documented Application Programming

Interfaces (APIs) and toolkits for creating custom connectors.

f. The system should support the ability to define workflows with approval and routing
processes.

g. The Offerors solution should allow evaluators/administrators to select from

evaluation templates (County defined) for employees.

h. The Offerors solution shall have the ability to send automatically, customizable
timeline notifications to evaluators through emails.

i. The solution should have the capability to print out a hard copy of evaluation
documents.

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4. Reporting and Analytics Requirements
a. The Offerors solution system should include a reporting system that will provide
standard delivered reports (evaluation schedules and timelines, progress reports,
assigned evaluations by administrators, etc.) as well as allow HR to develop
custom reports. Users should be able to select reports from a list of pre-defined
reports. Please indicate whether customized reports will be included as part of the
package for your solution, and if so, indicate the types of reports that will be
included. Please provide samples of pre-defined reports.

b. The Offerors solution shall support web-based report generation both on demand
and on a pre-defined schedule.

c. The Offerors solution should provide the ability to print reports, save reports as
PDF, or export to other programs such as Microsoft Excel or Word.

d. The Offerors solution should be able to integrate with SharePoint.

5. System Expectations
a. Software should operate in a real time environment. On-line transactions should
be visible immediately to all users per security parameters, without need to run
batch (or daily/periodic upload) programs.

b. System should operate on a world-class, globally supported, enterprise level,

system.

c. For basic system operation, the system should be easily administered, without
need for lengthy, specialized technical staff training beyond that which will be
provided on-site by the Successful Offeror.

d. The system should support a full range of additional industry-standard data and
application interfaces to support data exchange and interoperability with other
software applications, including: SharePoint and web services.

If a SaaS solution, provide an overview of the hosting service offered, specifically

addressing the following:

1. Details of your service levels including guarantees for system availability 24x7;
penalties for failing to reach service levels, etc.

2. Details regarding your data center: location(s), backup, system performance

monitoring, network and physical access controls, and whether it is internally or
externally managed.

3. Disaster preparedness/backup plan that allows County to continue business in

case of interruption of hosting services at your primary data center.

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 4. Please describe what administration and remote management functions would
be able to be performed by County administrators in the hosted environment.

5. The solution should provide for 99.99% availability. Describe how downtime for
regularly scheduled maintenance and upgrades is scheduled and performed.

6. Transition plan that includes the return of data process for County to switch to
another service provider at the end of the contract term.

6. Data Conversion Requirements

Implementation services should include electronic data conversion for data that is
reasonably transferable to new system data files. Data to be converted include
employee demographic data, work location/department, and reporting hierarchy.

The Successful Offeror will convert all current and prior selected fiscal and calendar
years data as requested. Data conversion shall be done in a timeframe that allows
County staff ample time to validate the accuracy of the conversion prior to live use of
the new software. All historical data from the current performance management system
will need to be brought into the solution.

The Offeror shall factor in time and effort required to help with data validation including
generating reports and ad hoc queries from the software. The Successful Offeror will be
expected to have converted a first pass on data for inspection prior to the training
segment so that training can be accomplished using scrambled or fictitious data to the
users and for the training process to provide another means for County users to validate
the accuracy of the data conversion process.

Historical performance management data will be represented in the data conversion

that includes any demographic and/or profile information, evaluation data, journal
entries, goals, and development and performance plan information. In addition, the data
conversion should include demographic and/or profile information updates for new and
existing employees from our HRIS, PeopleSoft.

The Offeror needs to provide detailed information on the integration strategy they have
for receiving and sending data from/to external systems regardless of platform. One of
the main systems the Successful Offeror will be receiving and sending from/to is
Countys HRIS, PeopleSoft.

7. Testing
a. The Successful Offeror shall demonstrate through a mutually agreed upon
acceptance process, and stress test that the solution performs as specified.

b. The final acceptance test shall use County approved data.

If a SaaS solution, the Successful Offeror shall successfully test backup/recover

capabilities.8. Project Control

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 a. Project Plan The Successful Offeror shall prepare a mutually acceptable
detailed project plan, in keeping with Countys timetable, that will identify the
major tasks and responsible parties associated with the successful installation
and implementation of all products required for this project.

b. Project Manager The Successful Offeror shall provide a designated project

manager who will be responsible for the overall coordination of the Successful
Offerors resources necessary to fulfill its responsibilities for this project. The
Successful Offerors project manager will work closely with the Countys
designated project manager to set specific action dates and responsible persons
for both parties and communicate detailed information as needed so that the
Countys project manager can direct the activities of the County staff members
and users involved with the project. In cooperation with the Countys project
manager, the Successful Offerors project manager will also be responsible for
tracking the progress of the project and reporting of actual task completion dates,
as well as any ongoing revisions to the project plan that may be mutually
determined.

The Successful Offeror shall provide the level of staff necessary to successfully
implement the Performance Management System.

9. Training
a. The Successful Offeror shall provide all necessary training, including technical
and application system administration and an initial series of training courses,
manuals and documents equal to the number of individuals being trained deemed
sufficient to leave County staff prepared to make best use of the new system. The
initial personnel trained would then train other County personnel as required.

b. The Successful Offeror shall be capable of offering training services on an hourly

or fixed price basis. Please describe the training services you are offering as a part
of your proposal, and provide pricing for any additional training County may need.

10. Additional Requirements

Overall compliance with Countys Security Standards must be met. If a Saas solution
please complete the following documents which are included:

a. County Security Conformance Acknowledge, found in Section G, Paragraph 2, with

a signature required on page 11.
b. County Security Control Response Requirements, found in Exhibit C.

G. SECURITY REQUIREMENTS

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1. Security Review
All technical elements of the solution, including all hardware and software, will be
subject to a security review. The County reviews all aspects of infrastructure hardware
and software to ensure industry best practices are being observed.

If contractor provides a web site to transmit and/or receive County data, it shall be a
secure web site with a SSL encrypted logon page. No County sensitive data will be
accepted unless it comes through a secure channel.

The County may perform a security review of any perspective company with which we
will be trading sensitive information. This review includes, but is not limited to, any or all
of the following:

Internal processing procedures and security measures

Review of public web sites
Use of secure websites
Any security policies
DNS
Additional internal policies provided by the vendor

Where applicable, County will have the right to do periodic on-site audits to ensure all
proper security measures are in place and are being followed.

2. Security Conformance Acknowledgement

The County uses strict security controls to maintain a safe and secure computing
environment. To that end we also expect our external service providers (Contractor) to
enforce that philosophy and follow the following controls.

The contractor shall:

a. Share County data with subcontractors and/or third parties only to extent
necessary to satisfy the provisions of the contract, and only when approved by
the County. The Contractor must ensure that all subcontractors and/or third
parties that have access to County sensitive data adhere to the relevant
provisions of the security policy, such as encryption, data breach, and the
prohibitions against disclosure of sensitive data.
b. Use security industry accepted best practices, such as SSL with high encryption,
to ensure a secure transfer of all Internet traffic transmitting sensitive information
(if the Internet is used for data communications or reporting).
c. Obtain County approval for remote access to County systems when necessary to
complete the requirements of the contract. If remote access is approved, the
contractor certifies that all Vendor representatives will adhere to the County
security policies and procedures. Vendor must provide list of individuals requiring
remote access, along with their contact information. All access is assigned on an
individual basis, shared account are not permitted.

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 d. Identify in writing a single point of contact for all security related issues.
e. Breaches in security will be reported immediately to the Countys Chief
Information Security Officer, followed by a timely written notification of the
breach. Such notifications shall include a description of the nature and timing of
the breach and identification of each participant whose information was
potentially compromised. County will be allowed to participate in the investigation
of incidents and exercise control over decisions regarding external reporting. A
follow-up notification will advise the County on the measures taken to isolate the
breach and prevent future occurrence.
f. Upon termination of the contract the contractor shall return to the County, or at
Countys request, destroy all reports, documents, electronic data and other
matter that comes into the contractor's possession or control, which contains or
relates to sensitive County information.

___________________________
(Signature)
_____________________________
(Printed Name)
___________________________
(Title)
_____________________________
(Date)

3. Definition of Sensitive Data

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 Sensitive Data is any County Data where any release of such information in whole or
in part through loss, unauthorized access, unauthorized modification, misuse, or
improper release could adversely affect the agency, its programs and its
stakeholders.

County Data is, but not limited to, any information or compilation of information in
any form (paper, electronic, digital, etc.), including Personal Information that is in
use at the agency.

Stakeholders include staff, employers, members, annuitants, the County, its citizens
and other affiliated individuals or organizations.

Personal Information is defined as any record that contains a personal identifier that
would identify an individual.

Example of personal identifiers:

Name
SSN
Drivers License Number
Home address and telephone number
Medical Information
Retirement account balances or other retirement information
Mothers maiden name
Complete Birth Date
Financial information (i.e. bank routing code)
Unique Biometric data (such as finger print, voice print, retina image, etc.)

H. Submission Process and General Conditions

1. All interested respondents shall express interest by 5:00 p.m. PST on

Wednesday, June 7, 2017. Please e-mail Faye Newton Shannon at
faye.newtonshannon@countyofnapa.org to declare interest. In order for a
proposal to be accepted, a firm must express interest by this date and time.

2. All questions regarding the RFP are due by 5:00 p.m. PST on Wednesday,
June 7, 2017. Questions are to be e-mailed to
faye.newtonshannon@countyofnapa.org. Answers to all questions will be e-
mailed on Wednesday, June 21, 2017, to all interested proposers who
declared interest by June 7, 2017.

3. Respondents should submit one ( 1) signed original and six (6) copies of
proposal to:

Faye Newton Shannon, Senior Human Resources Analyst

Napa County Human Resources Division

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 1195 Third St., Suite 110
Napa, CA 94559

4. Deadline for submitting proposals: Friday, July 21, 2017 5:00 p.m. PST. No
late proposals will be accepted.

5. It is recommended that proposal be printed on both sides of the page (duplex)

and on paper that is made of at least 30% recycled content.

6. By submitting a proposal the respondent represents and warrants that:

a. The information provided is genuine and not a sham, collusive, or

made in the interest or in behalf of any party not therein named, and
that the respondent has not directly or indirectly induced or solicited
any other respondent to put in a sham proposal, or any other
respondent to refrain from presenting information and that the
prospective provider has not in any manner sought by collusion to
secure an advantage.

b. The respondent has not paid or agreed to pay any fee or commission,
or any other thing of value contingent upon the award of an exclusive
operating area, to any employee official, or existing contracting
consultant of the County of Napa.

7. All costs of preparation of proposals including travel for any interviews

scheduled shall be borne by the respondents.

8. All proposals become the property of the County of Napa. The County
reserves the right to reject any and all submittals; to request clarification of
information submitted; to request additional information from competitors; and
to waive any irregularity in the submission and review process. None of the
materials submitted will be returned to the bidder unless they are not
submitted in a timely manner.

9. Proposals will become a public record and available for release to the public
upon selection of a successful respondent and Intent to Award is published.

10. The County reserves the right to award an agreement without further
competition based on the responses received to this RFP.

11. The County reserves the right to request additional information not included in
this RFP from any or all respondents after July 21, 2017.

12. The County reserves the right to contact references not provided in the
submittals.

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 13. The County reserves the right to incorporate its standard language into any
contract resulting from this Request for Proposal. The Countys standard
agreement language is attached as information only.

14. This solicitation and related information can be found at

www.countyofnapa.org/procurement. Napa County does not guarantee the
accuracy of information posted on or obtained from third party organizations.

15. Any and all costs associated with submitting a proposal, including
preparation, travel, and any other costs associated with an interview or
demonstration shall be responsibility of the submitting firm.

I. Modification or Withdrawal of Qualifications

At any time prior to the specified time and date set for the RFP due date, a designated
representative of the responding agency may withdraw the submission provided that
such person provides acceptable proof of his or her identity and such person signs a
receipt. No submissions may be withdrawn or returned after the date and time set for
final submission.

Any modification, amendment, addition or alteration to any submission must be

presented, in writing, executed by an authorized person or persons, and submitted prior
to the final time and date for submissions.

NO AMENDMENTS, ADDITIONS OR ALTERATIONS WILL BE ACCEPTED UNLESS

REQUESTED BY THE COUNTY AFTER THE TIME AND DATE SPECIFIED AS THE
SUBMISSION DEADLINE.

J. Protests or Objections

Any directly affected party who is aggrieved in connection with the solicitation or award
of a purchase order or contract issued through a formal sealed bid procedure may
protest the procurement action taken. Such protests must be filed in writing with:

County of Napa
Purchasing Agent
1195 Third Street, Room 310
Napa, CA 94559

Protests must be filed in writing within five (5) working days from the time of the
occurrence generating the protest. Protests received after this time will not be
considered. Any protest shall include the following information:

1) The date and action taken resulting in a protest, and

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 2) Identification the material issue, including a detailed explanation of the basis for
the protest, and the remedy sought. Specification related protests must be fully
supported by technical data test results, or other pertinent information, that the
substitute offered is equal to or better than the specification requirement.

Protests on the qualifications review process will not be accepted.

RESOLUTION PROCESS

(a) Informal Resolution. Upon receipt of protest, the Purchasing Agent will convene, at
the earliest possible convenience, discussions between the protesting party and
appropriate County staff to seek informal resolution and/or to clarify the issues.

(b) Response to Protest/Appeal. If the protest is not resolved by mutual agreement, the
Purchasing Agent shall provide a written response to the protesting party within fifteen
(15) working days following the informal meeting. County Counsel shall be consulted
before the written response is issued.

(c) The response shall state the Purchasing Agents decision, the facts supporting the
decision, and shall inform the protesting party of its right to appeal the decision to the
Board of Supervisors.

APPEAL TO THE BOARD OF SUPERVISORS

(a) In the event the informal resolution procedure is unsuccessful, the protesting party
may request an appeal hearing before the Board of Supervisors by filing a written
request with the Clerk of the Board no later than five (5) working days after notification
of the Purchasing Agents decision. Any appeal hearing shall be scheduled within thirty
(30) working days from the date request is received by the Clerk of the Board. The Clerk
of the Board shall notify the appellant by personal service of the scheduled hearing date
not less than ten (10) working days from the date of hearing.

(b) The appellant shall have the right to testify at the hearing, to be represented by
counsel, to present witnesses on his behalf, and to present oral and written documents
and evidence on the issue.

(c) After the conclusion of the hearing, the Board of Supervisors shall make findings of
fact and a decision concerning the issue(s).

K. RFP Addenda

Any changes to the RFP requirement and Answers to Questions (submitted by June 7,
2017) will be made by addendum. All addenda shall include an acknowledgement of
receipt that must be returned. The addenda must be signed and attached to the final
response. Failure to attach any addendum shall result in the rejection of the response.

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All addenda will be e-mailed to each identifiable respondent who has declared interest
by the date and time specified within this RFP.

L. Information Resources

Questions about this Request for Proposal shall be referred to:

Faye Newton Shannon, Senior Human Resources Analyst

Napa County Human Resources Division
1195 Third St., Suite 110
Napa, CA 94559
(707) 299-1728
faye.newtonshannon@countyofnapa.org

Questions will not be answered that would tend to constitute an evaluation of a

response being prepared or that might give an unfair advantage to a potential
respondent. For additional information regarding the services to be provided, please
review the Scope of Work. Except for the above named, potential respondents should
not contact Napa County officials or staff regarding any aspect of this RFP. If such
contact is made, the County reserves the right to reject the proposal.

M. Verbal Agreement or Conversation

No prior, current or post award verbal conversations or agreements with any officer,
agent or employee of the County or any other person or entity shall affect or modify any
terms or obligations of this RFP or any agreement resulting from this process.

N. Organization of Proposal

The proposal will be evaluated by the review committee and shall include, at a
minimum, the following information and submitted proposal must be organized in the
following order:

1. Personnel. This section shall define the qualifications and the experience of
the consultant firm, key personnel and staff or sub-consultants that would be
assigned to the County if selected. A designated primary contact for the
duration of the contractual period should be identified. If the respondent is
selected for an interview or demonstration, it is mandatory that the primary
contact be present during the interview and/or demonstration.

2. References/Examples. Provide references for similar engagements that your

firm has had within the last three (3) years. Include in your descriptions the
name of the agency, size, array of services provided, examples of best
practice recommendations and results achieved, key contact person, and

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 dates of service. Specifically, provide a description of services provided to
other Public Sector agencies.

3. A complete disclosure of any alleged significant prior or ongoing contract

failures, any civil or criminal litigation or investigation pending which involves
the Proposer or a verification of no responsive incidents. Failure to comply
with the terms of this provision will disqualify any proposal. The County of
Napa reserves the right to reject any proposal based upon the Proposers
prior history with the County of Napa or with any other party, which
documents, without limitation, unsatisfactory performance, significant failures
to meet contract milestones or other contractual failures. If there are no
disclosures to report, this section must still be included in submittal
with an indication that there are no reportable disclosures.

4. A current list of clients as well as clients over the past three years, including
any clients that have terminated services.

5. Approach to Scope of Services and Deliverables. This section shall briefly

define the approach and scope consultants will undertake to best serve the
Countys performance management software needs. A scope of services is
included in Attachment A. Also provide in this section your responses to
Section F Deliverables. Specific experience in working with other public
agencies on performance management systems should be included in this
section. Also included in this section should be a complete description of the
performance management program/software and implementation process.

6. Cost Summary. This section shall define the fee schedule/pricing information
and proposals on how to determine future cost increases. Our intent is to
enter into a 12 month agreement with the option to renew annually each fiscal
year for an additional two years.

O. Professional Services Agreement

The successful respondent will be expected to enter into a Professional Services

Agreement (PSA) with the County to provide services. The Countys standard PSA is
attached in draft for review by prospective respondents. Respondents are not required
to submit a signed copy of the Countys PSA with their proposal, but are merely directed
to review the PSA to ensure that all respondents understand the Countys PSA
requirements.

Respondents should clearly note in their proposals whether they take exception to any
of the PSA requirements and should include a detailed explanation of the reason for the
exception and a counter-proposal or alternative suggestion(s) for the Countys review.

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However, after review of any respondents exceptions, the County reserves the right to
reject any and all exceptions taken to the Countys PSA.

P. Insurance Requirements

Respondents are directed to review the Countys insurance requirements as detailed in

the attached draft Professional Services Agreement and are required to submit a written
statement with their proposal indicating their willingness and ability to meet all of the
Countys insurance requirements.

Respondents who are unable to meet all of the Countys insurance requirements may
submit with their proposal an alternative plan for obtaining insurance that will adequately
mitigate the risks associated with providing the services detailed above. Any alternative
insurance coverage request is subject to review and approval by County Counsel and
the Countys Risk Management Officer.

Failure to meet the Countys insurance requirements (as determined by County Counsel
and County Risk Management) may be sufficient reason for disqualification from the
selection process.

Q. Review of Proposals

Proposals will be reviewed by a committee including the Director of Human Resources,

Assistant Director of Human Resources, Senior Human Resources Analyst,
representatives from the County Executive Office and the Union. The committee will
also have representatives from County Departments such as Information Technology
and the Health and Human Services Agency. Qualifications including specific
experiences and successes, references, fees and familiarity with services requested will
be evaluated. The committee will determine which proposals best meets the needs and
requirements of the County. A Scope of Services is included to provide further
information in assisting with the completion of the RFP.

The evaluation will be made based on the following grading structure:

Approach to Scope of Services and Deliverables 25pts
Personnel 25pts
Cost 25pts
References 25pts

Up to 15 qualified candidates may be invited to an interview and/or product

demonstration.

After the conclusion of interviews and/or demonstrations, those firms participating in the
interview and/or demonstration may be reranked at the Countys sole discretion.

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The review committee may select and recommend a respondent for a Performance
Management software system and support agreement to the Board of Supervisors.
While proposed compensation will be a factor, qualifications and experience of the firm
and proposed staff in relation to the Scope of Work and the Countys needs will be the
primary selection criteria. Additionally, the review committee will determine whether
respondents existing client list present a conflict to the Countys needs and Scope of
Work.

R. Local Vendor Preference

Napa County has a local vendor preference which covers the acquisition of requested
services. Local vendors will be awarded contracts for services where qualifications are
determined by the reviewing panel to be otherwise equal; unless such preference is not
allowable by law. For this matter, a local vendor is a vendor who has a billing address
located within Napa County. Where appropriate, out of county vendors are encouraged
to subcontract with qualified local vendors.

Attachments
A. Scope of work
B. Standard Agreement

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 Attachment A

SCOPE OF WORK

CONTACTOR shall provide COUNTY with the following services:

A project plan that includes roles and responsibilities of both Napa County and
the chosen vendor.
A software system that is supported by current county hardware/software
functionalities.
Continuous customer service support during the implementation phase and
detailed training to selected human resources employees.
A secure software system that ensures data protection and prevents
unauthorized access.
A streamlined, intuitive, automated employee appraisal system that monitors
performance and provides a platform for direct communication between
employee and manager/supervisor.
A system that assists with aligning organizational core values and goals with
employees performance.
A reporting system that provides data that is meaningful and easily accessible.
Ongoing customer service after implementation and training have ended that will
trouble shoot when needed.

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 Attachment B

(See attached Standard Agreement)

NAPA COUNTY AGREEMENT NO. ________

PROFESSIONAL SERVICES AGREEMENT

THIS AGREEMENT is made and entered into as of this __________ day of

_________________, _____, by and between NAPA COUNTY, a political subdivision of the
State of California, hereinafter referred to as COUNTY, acting by and through its Purchasing
Agent, and _______________________ doing business as ______________a ___________
corporation, whose mailing [or business] address is __________________________________,
hereinafter referred to as CONTRACTOR;

RECITALS

WHEREAS, COUNTY wishes to obtain specialized services, as authorized by

Government Code section 31000, in order to______________________________________
_______________________________________________________________________; and

WHEREAS, CONTRACTOR is willing to provide such specialized services to

COUNTY under the terms and conditions set forth herein; and

WHEREAS, because the aggregate compensation by COUNTY to CONTRACTOR

through this and any prior agreements for the same services does not exceed $62,300 annually
(as adjusted annually beginning on July 1, 2013 to reflect the percentage change from April 1 of
the prior year to April 1 of the current year in the California Consumer Price Index for all items,
as determined by the California Department of Industrial Relations) and this Agreement does not
exceed a total term, including renewals, of three (3) years, COUNTY's Purchasing Agent, or
designee, is authorized by Napa County Code section 2.36.040(G) to execute this Agreement on
behalf of COUNTY.

TERMS

NOW, THEREFORE, COUNTY hereby engages the services of CONTRACTOR, and

CONTRACTOR agrees to serve COUNTY in accordance with the terms and conditions set forth
herein:

1. Term of the Agreement. The term of this Agreement shall commence on the date first
above written and shall expire on _______________________, unless terminated earlier in
accordance with Paragraphs 9 (Termination for Cause), 10 (Other Termination) or 23(a)
(Covenant of No Undisclosed Conflict); except that the obligations of the parties under
Paragraphs 7 (Insurance) and 8 (Indemnification) shall continue in full force and effect after said
expiration date or early termination in relation to acts or omissions occurring prior to such dates
during the term of the Agreement, and the obligations of CONTRACTOR to COUNTY shall

21
also continue after said expiration date or early termination in relation to the obligations
prescribed by Paragraphs 15 (Confidentiality), 20 (Taxes) and 21 (Access to Records/Retention).
The term of this Agreement shall be automatically renewed for an additional year at the end of
each fiscal year, under the terms and conditions then in effect, not to exceed _________
additional years, unless either party gives the other party written notice of intention not to renew
no less than thirty (30) days prior to the expiration of the then current term. For purposes of this
Agreement, fiscal year shall mean the period commencing on July 1 and ending on June 30.

2. Scope of Services. CONTRACTOR shall provide COUNTY those services set forth in
Exhibit A, attached hereto and incorporated by reference herein.

3. Compensation.
(a) Rates. In consideration of CONTRACTOR's fulfillment of the promised work,
COUNTY shall pay CONTRACTOR at the rate of ______________________ at the rates set
forth in Exhibit B, attached hereto and incorporated by reference herein.
(b) Expenses. No travel or other expenses will be reimbursed by COUNTY. Travel
and other expenses will be reimbursed by COUNTY upon submission of an invoice in
accordance with Paragraph 4 at the rates and/or in accordance with the provisions set forth in
Exhibit B.
(c) Maximum Amount. Notwithstanding subparagraphs (a) and (b), the maximum
payments under this Agreement shall be a total of ______________________ ($_______) for
professional services and ____________ ($____) for expenses per fiscal year; provided,
however, that such amounts shall not be construed as guaranteed sums, and compensation shall
be based upon services actually rendered and reimbursable expenses actually incurred.
4. Method of Payment.
(a) Invoices. All payments for compensation and reimbursement for expenses shall
be made only upon presentation by CONTRACTOR to COUNTY of an itemized billing invoice
in a form acceptable to the Napa County Auditor which indicates, at a minimum,
CONTRACTOR's name, address, Social Security or Taxpayer Identification Number,
itemization of the hours worked or, where compensation is on a per-task basis, a description of
the tasks completed during the billing period, the person(s) actually performing the services and
the position(s) held by such person(s), and the approved hourly or task rate. To the extent this
Agreement provides for expense reimbursement, requests for reimbursement shall also describe
the nature and cost of the expense and the date incurred. CONTRACTOR shall submit
invoices not more often than ____________ to the ____________________ who, after review
and approval as to form and content, shall submit the invoice to the Napa County Auditor no
later than fifteen (15) calendar days following receipt. (b) Legal status. So that
COUNTY may properly comply with its reporting obligations under federal and state laws
pertaining to taxation, if CONTRACTOR is or becomes a corporation during the term of this
Agreement, proof that such status is currently recognized by and complies with the laws of both
the state of incorporation or organization and the State of California, if different, shall be
provided to the upon request in a form satisfactory to the Napa County Auditor. Such proof shall
include, but need not be limited to, a copy of any annual or other periodic filings or registrations
required by the state of origin or California, the current address for service of process on the
corporation or limited liability partnership, and the name of any agent designated for service of
process by CONTRACTOR within the State of California.

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5. Independent Contractor. CONTRACTOR shall perform this Agreement as an
independent contractor. CONTRACTOR and the officers, agents and employees of
CONTRACTOR are not, and shall not be deemed, COUNTY employees for any purpose,
including workers' compensation and employee benefits. CONTRACTOR shall, at
CONTRACTORs own risk and expense, determine the method and manner by which duties
imposed on CONTRACTOR by this Agreement shall be performed; provided, however, that
COUNTY may monitor the work performed by CONTRACTOR. COUNTY shall not deduct or
withhold any amounts whatsoever from the compensation paid to CONTRACTOR, including,
but not limited to amounts required to be withheld for state and federal taxes, unless required to
do so by court order. As between the parties to this Agreement, CONTRACTOR shall be solely
responsible for all such payments.

6. Specific Performance. It is agreed that CONTRACTOR, including the agents or

employees of CONTRACTOR, shall be the sole providers of the services required by this
Agreement. Because the services to be performed by CONTRACTOR under the terms of this
Agreement are of a special, unique, unusual, extraordinary, and intellectual or time-sensitive
character which gives them a peculiar value, the loss of which cannot be reasonably or
adequately compensated in damages in an action of law, COUNTY, in addition to any other
rights or remedies which COUNTY may possess, shall be entitled to injunctive and other
equitable relief to prevent a breach of this Agreement by CONTRACTOR.

7. Insurance. CONTRACTOR shall obtain and maintain in full force and effect throughout
the term of this Agreement, and thereafter as to matters occurring during the term of this
Agreement, the following insurance coverage:
(a) Workers' Compensation insurance. To the extent required by law during the
term of this Agreement, CONTRACTOR shall provide workers' compensation insurance for the
performance of any of CONTRACTOR's duties under this Agreement, including but not limited
to, coverage for workers' compensation and employer's liability and a waiver of subrogation, and
shall provide COUNTY with certification of all such coverages upon request by COUNTYs
Risk Manager.
(b) Liability insurance. CONTRACTOR shall obtain and maintain in full force and
effect during the term of this Agreement the following liability insurance coverages, issued by a
company admitted to do business in California and having an A.M. Best rating of A:VII or
better, or equivalent self-insurance:
(1) General Liability. Commercial general liability [CGL] insurance
coverage (personal injury and property damage) of not less than ONE MILLION DOLLARS
($1,000,000) combined single limit per occurrence, covering liability or claims for any personal
injury, including death, to any person and/or damage to the property of any person arising from
the acts or omissions of CONTRACTOR or any officer, agent, or employee of CONTRACTOR
under this Agreement. If the coverage includes an aggregate limit, the aggregate limit shall be
no less than twice the per occurrence limit.
(2) Professional Liability/Errors and Omissions. Professional liability [or
errors and omissions] insurance for all activities of CONTRACTOR arising out of or in
connection with this Agreement in an amount not less than ONE MILLION DOLLARS
($1,000,000) per claim

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 (3) Comprehensive Automobile Liability Insurance. Comprehensive
automobile liability insurance (Bodily Injury and Property Damage) on owned, hired, leased and
non-owned vehicles used in conjunction with CONTRACTOR's business of not less than ONE
MILLION DOLLARS ($1,000,000) combined single limit per occurrence. Coverage shall be
business auto insurance coverage using Insurance Services Office (ISO) form number CA 0001
06 92 including symbol 1 (any Auto) or the exact equivalent. If CONTRACTOR owns no
vehicles, this requirement may be satisfied by a non-owned auto endorsement to the General
Liability Insurance described in subparagraph (b)(1) above. If CONTRACTOR or
CONTRACTORs employees, officers, or agents will use personal automobiles in any way in
the performance of this Agreement, CONTRACTOR shall provide evidence of personal auto
liability coverage for each such person upon request.
(c) Certificates of Coverage. All insurance coverages referenced in 7(b), above,
shall be evidenced by one or more certificates of coverage or, with the consent of COUNTY's
Risk Manager, demonstrated by other evidence of coverage acceptable to COUNTY's Risk
Manager, which shall be filed by CONTRACTOR with the prior to commencement of
performance of any of CONTRACTOR's duties.
(1) The certificate(s) or other evidence of coverage shall reference this Agreement by
its COUNTY number or title and department; shall be kept current during the term of this
Agreement; shall provide that COUNTY shall be given no less than thirty (30) days prior
written notice of any non-renewal, cancellation, other termination, or material change, except
that only ten (10) days prior written notice shall be required where the cause of non-renewal or
cancellation is non-payment of premium; and shall provide that the inclusion of more than one
insured shall not operate to impair the rights of one insured against another insured, the coverage
afforded applying as though separate policies had been issued to each insured, but the inclusion
of more than one insured shall not operate to increase the limits of the company's liability.
(2) Waiver of Subrogation and Additional Insured Endorsements. For the
commercial general liability insurance coverage referenced in 7(b)(1) and, for the comprehensive
automobile liability insurance coverage referenced in 7(b)(3) where the vehicles are covered by a
commercial policy rather than a personal policy, CONTRACTOR shall also file with the
evidence of coverage an endorsement from the insurance provider naming COUNTY, its
officers, employees, agents and volunteers as additional insureds and waiving subrogation. For
the Workers Compensation insurance coverage, CONTRACTOR shall file with the evidence of
coverage an endorsement waiving subrogation.
(3) The certificate or other evidence of coverage shall provide that if the same policy
applies to activities of CONTRACTOR not covered by this Agreement, then the limits in the
applicable certificate relating to the additional insured coverage of COUNTY shall pertain only
to liability for activities of CONTRACTOR under this Agreement, and that the insurance
provided is primary coverage to COUNTY with respect to any insurance or self-insurance
programs maintained by COUNTY. The additional insured endorsements for the general
liability coverage shall use Insurance Services Office (ISO) Form No. CG 20 09 11 85 or CG 20
10 11 85, or equivalent, including (if used together) CG 2010 10 01 and CG 2037 10 01; but
shall not use the following forms: CG 20 10 10 93 or 03 94.
(4) Upon request by COUNTYs Risk Manager, CONTRACTOR shall provide or
arrange for the insurer to provide within thirty (30) days of the request, certified copies of the
actual insurance policies or relevant portions thereof.

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 (d) Deductibles/Retentions. Any deductibles or self-insured retentions shall be
declared to, and be subject to approval by, COUNTYs Risk Manager, which approval shall not
be denied unless the COUNTY's Risk Manager determines that the deductibles or self-insured
retentions are unreasonably large in relation to compensation payable under this Agreement and
the risks of liability associated with the activities required of CONTRACTOR by this
Agreement. At the option of and upon request by COUNTYs Risk Manager if the Risk
Manager determines that such deductibles or retentions are unreasonably high, either the insurer
shall reduce or eliminate such deductibles or self-insurance retentions as respects COUNTY, its
officers, employees, agents and volunteers or CONTRACTOR shall procure a bond guaranteeing
payment of losses and related investigations, claims administration and defense expenses.
(e) Inclusion in Subcontracts. CONTRACTOR agrees to require all subcontractors
and any other entity or person who is involved in providing services under this Agreement to
comply with the Workers Compensation and General Liability insurance requirements set forth
in this Paragraph 7.

8. Hold Harmless/Defense/Indemnification.
(a) In General. To the full extent permitted by law, CONTRACTOR shall defend at
its own expense, indemnify, and hold harmless COUNTY and its officers, agents, employees,
volunteers, or representatives from and against any and all liability, claims, actions, proceedings,
losses, injuries, damages or expenses of every name, kind, and description,, including litigation
costs and reasonable attorney's fees incurred in connection therewith, brought for or on account
of personal injury (including death) or damage to property, arising from all acts or omissions of
CONTRACTOR or its officers, agents, employees, volunteers, contractors and subcontractors in
rendering services under this Agreement, excluding, however, such liability, claims, actions,
losses, injuries, damages or expenses arising from the sole negligence or willful acts of
COUNTY or its officers, agents, employees, volunteers, representatives, or other contractors or
their subcontractors. Each party shall notify the other party immediately in writing of any claim
or damage related to activities performed under this Agreement. The parties shall cooperate with
each other in the investigation and disposition of any claim arising out of the activities under this
Agreement, providing that nothing shall require either party to disclose any documents, records
or communications that are protected under peer review privilege, attorney-client privilege, or
attorney work product privilege.

(b) Employee Character and Fitness. CONTRACTOR accepts responsibility for

determining and approving the character and fitness of its employees (including volunteers,
agents or representatives) to provide the services required of CONTRACTOR under this
Agreement, including completion of a satisfactory criminal/background check and period
rechecks to the extent permitted by law. Notwithstanding anything to the contrary in this
Paragraph, CONTRACTOR shall hold COUNTY and its officers, agents and employees
harmless from any liability for injuries or damages resulting from a breach of this provision or
CONTRACTOR's actions in this regard.

9. Termination for Cause. If either party shall fail to fulfill in a timely and proper manner
that party's obligations under this Agreement or otherwise breach this Agreement and fail to cure
such failure or breach within _______ ( ) days of receipt of written notice from the other party
describing the nature of the breach, the non-defaulting party may, in addition to any other

25
remedies it may have, terminate this Agreement by giving ________ (__) days prior written
notice to the defaulting party in the manner set forth in Paragraph 13 (Notices). The Napa
County Purchasing Agent or designee pursuant to Napa County Code section 2.36.050 is hereby
authorized to make all decisions and take all actions required under this Paragraph to terminate
this Agreement on behalf of COUNTY for cause.

10. Other Termination. This Agreement may be terminated by either party for any reason
and at any time by giving prior written notice of such termination to the other party specifying
the effective date thereof at least __________ days prior to the effective date, as long as the date
the notice is given and the effective date of the termination are in the same fiscal year; provided,
however, that no such termination may be effected by COUNTY unless an opportunity for
consultation is provided prior to the effective date of the termination. COUNTY hereby
authorizes the Napa County Executive Officer to make all decisions and take all actions required
under this Paragraph to terminate this Agreement on behalf of COUNTY for the convenience of
COUNTY.

11. Disposition of, Title to and Payment for Work upon Expiration or Termination.
(a) Upon expiration of this Agreement or termination for cause under Paragraph 9 or
termination for convenience of a party under Paragraph 10:
(1) To the extent CONTRACTOR has provided services through Software and
Applications materials licensed to COUNTY, COUNTY shall promptly return the Software and
Application materials to CONTRACTOR. In addition, to the extent CONTRACTOR maintains
COUNTY data on those portions of digital software hosted by CONTRACTOR and not
controlled by COUNTY (County data), CONTRACTOR shall promptly return County data to
COUNTY Information Technology Department (ITS) in a format designated by ITS and shall
subsequently purge County data from CONTRACTORs systems upon confirmation from
COUNTY that the copy of the data provided to COUNTY is comprehensive of the data
previously hosted by CONTRACTOR.
(2) All finished or unfinished documents and other materials, if any, and all rights
therein shall become, at the option of COUNTY, the property of and shall be promptly returned
to COUNTY, although CONTRACTOR may retain a copy of such work for its personal records
only, except as otherwise provided under Paragraph 15 (Confidentiality) of this Agreement.
Unless otherwise expressly provided in this Agreement, any copyrightable or patentable work
created by CONTRACTOR under this Agreement shall be deemed a work made for hire for
purposes of copyright or patent law and only COUNTY shall be entitled to claim or apply for the
copyright or patent thereof. Notwithstanding the foregoing and to the extent services under this
Agreement involve the development of previously patented inventions or copyrighted software,
then upon expiration or termination of this Agreement, title to, ownership of, and all applicable
patents, copyrights and trade secrets in the products developed or improved under this
Agreement, shall remain with CONTRACTOR or any other person or entity if such person
previously owned or held such patents, copyrights, and trade secrets, and such persons shall
retain complete rights to market such product; provided, however, that COUNTY shall receive,
at no additional cost, a perpetual license to use such products for its own use or the use of any
consortium or joint powers agency to which COUNTY is a party. If the product involves a
source code, CONTRACTOR shall either provide a copy of the source code to COUNTY or
shall place the source code in an escrow account, at CONTRACTOR's expense, from which the

26
source code may be withdrawn and used by COUNTY for the sole purpose of maintaining and
updating the system dependent upon such code when such use is necessary to prevent loss of
service to COUNTY.
(b) CONTRACTOR shall be entitled to receive compensation for any satisfactory
work completed prior to expiration or receipt of the notice of termination or commenced prior to
receipt of the notice of termination and completed satisfactorily prior to the effective date of the
termination; except that CONTRACTOR shall not be relieved of liability to COUNTY for
damages sustained by COUNTY by virtue of any breach of the Agreement by CONTRACTOR
whether or not the Agreement expired or otherwise terminated, and COUNTY may withhold any
payments not yet made to CONTRACTOR for purpose of setoff until such time as the exact
amount of damages due to COUNTY from CONTRACTOR is determined.

12. No Waiver. The waiver by either party of any breach or violation of any requirement of
this Agreement shall not be deemed to be a waiver of any such breach in the future, or of the
breach of any other requirement of this Agreement.

13. Notices. All notices required or authorized by this Agreement shall be in writing and
shall be delivered in person or by deposit in the United States mail, by certified mail, postage
prepaid, return receipt requested. Any mailed notice, demand, request, consent, approval or
communication that either party desires to give the other party shall be addressed to the other
party at the address set forth below. Either party may change its address by notifying the other
party of the change of address. Any notice sent by mail in the manner prescribed by this
paragraph shall be deemed to have been received on the date noted on the return receipt or five
days following the date of deposit, whichever is earlier.

COUNTY CONTRACTOR

[Name] [Name]
[Address] [Address]

14. Compliance with COUNTY Policies on Waste, Harassment, Drug/Alcohol-Free

Workplace, and Computer Use. CONTRACTOR hereby agrees to comply, and require its
employees and subcontractors to comply, with the following policies, copies of which are on file
with the Clerk of the Board of Supervisors and incorporated by reference herein.
CONTRACTOR also agrees that it shall not engage in any activities, or permit its officers,
agents and employees to do so, during the performance of any of the services required under this
Agreement, which would interfere with compliance or induce violation of these policies by
COUNTY employees or contractors.
(a) Waste Source Reduction and Recycled Product Content Procurement Policy
adopted by resolution of the Board of Supervisors on March 26, 1991.
(b) County of Napa Policy for Maintaining a Harassment and Discrimination Free
Work Environment revised effective August 23, 2005.
(c) County of Napa Drug and Alcohol Policy adopted by resolution of the Board of
Supervisors on June 25, 1991.
(d) Napa County Information Technology Use and Security Policy adopted by
resolution of the Board of Supervisors on April 17, 2001. To this end, all employees and

27
subcontractors of CONTRACTOR whose performance of services under this Agreement requires
access to any portion of the COUNTY computer network shall sign and have on file with
COUNTYs ITS Department prior to receiving such access the certification attached to said
Policy.
(e) Napa County Workplace Violence Policy, adopted by the BOS effective May 23,
1995 and subsequently revised effective November 2, 2004, which is located in the County of
Napa Policy Manual Part I, Section 37U.

15. Confidentiality.
(a) Maintenance of Confidential Information. Confidential information is defined as
all information disclosed to CONTRACTOR which relates to COUNTY's past, present, and
future activities, as well as activities under this Agreement. CONTRACTOR shall hold all such
information as CONTRACTOR may receive, if any, in trust and confidence, except with the
prior written approval of COUNTY, expressed through its __________________. Upon
cancellation or expiration of this Agreement, CONTRACTOR shall return to COUNTY all
written and descriptive matter which contains any such confidential information, except that
CONTRACTOR may retain for its files a copy of CONTRACTORs work product if such
product has been made available to the public by COUNTY.
(b) Protection of Personally Identifiable Information and Protected Health
Information.
(1) To the extent CONTRACTOR is provided, creates, or has access to, Protected
Health Information (PHI), Personally Identifiable Information (PII), or any other legally
protected confidential information or data in any form or matter (collectively referred to as
Protected Information), CONTRACTOR shall adhere to all federal, state and local laws, rules
and regulations protecting the privacy of such information. CONTRACTOR shall adhere to all
existing and future federal, state and local laws, rules and regulations regarding the privacy and
security of Protected Information, including, but not limited to, laws and regulations requiring
data encryption or policy and awareness programs for the protection of COUNTY Protected
Information provided to, or accessed or created by, CONTRACTOR.
(2) CONTRACTOR shall ensure that its staff is trained to its privacy and security
policies and procedures and that appropriate physical, technological and administrative
safeguards are in place to protect the confidentiality of COUNTYs Protected Information,
including, but not limited to, PHI and PII. Upon request, CONTRACTOR shall make available
to COUNTY its policies and procedures, staff training records and other documentation of
compliance with this Paragraph 15.
(3) CONTRACTOR agrees to notify COUNTY immediately of any unauthorized
access to or disclosure of Protected Information that it becomes aware of.
(4) CONTRACTOR will be responsible for all costs associated with
CONTRACTORs breach of the security and privacy of COUNTYs Protected Information, or
its unauthorized access to or disclosure of COUNTYs Protected Information, including, but not
limited to, mitigation of the breach, cost to the County of any monetary sanctions resulting from
breach, notification of individuals affected by the breach, and any other action required by
federal, state, or local laws, rules or regulations applicable at the time of the breach.

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16. No Assignments or Subcontracts.
(a) In general. A consideration of this Agreement is the personal reputation of
CONTRACTOR; therefore, CONTRACTOR shall not assign any interest in this Agreement or
subcontract any of the services CONTRACTOR is to perform hereunder without the prior
written consent of COUNTY, which shall not be unreasonably withheld. The inability of the
assignee to provide personnel equivalent in experience, expertise, and numbers to those provided
by CONTRACTOR, or to perform any of the remaining services required under this Agreement
within the same time frame required of CONTRACTOR shall be deemed to be reasonable
grounds for COUNTY to withhold its consent to assignment. For purposes of this subparagraph,
the consent of COUNTY may be given by the _______________________.
(b) Effect of Change in Status. If CONTRACTOR changes its status during the term
of this Agreement from or to that of a corporation, limited liability partnership, limited liability
company, general partnership, or sole proprietorship, such change in organizational status shall
be viewed as an attempted assignment of this Agreement by CONTRACTOR. Failure of
CONTRACTOR to obtain approval of such assignment under this Paragraph shall be viewed as a
material breach of this Agreement.

17. Amendment/Modification. Except as specifically provided herein, this Agreement may

be modified or amended only in writing and with the prior written consent of both parties. In
particular, only COUNTY, through its Purchasing Agent or designee (as long as the total
contract term, including all renewals, does not exceed three (3) years and the annual aggregate
compensation paid to CONTRACTOR by COUNTY under this agreement will not exceed
$61.200 as adjusted annually beginning on July 1, 2013to reflect the percentage change from
April 1 of the prior year to April 1 of the current year in the California Consumer Price Index for
all items, as determined by the California Department of Industrial Relations), or through its
Board of Supervisors (in all other instances), in the form of an amendment of this Agreement,
may authorize extra and/or changed work if beyond the scope of services prescribed by Exhibit
A. Failure of CONTRACTOR to secure such authorization in writing in advance of
performing any of the extra or changed work shall constitute a waiver of any and all rights to
adjustment in the contract price or contract time and no compensation shall be paid for such extra
work.

18. Interpretation; Venue.

(a) Interpretation. The headings used herein are for reference only. The terms of
the Agreement are set out in the text under the headings. This Agreement shall be governed by
the laws of the State of California without regard to the choice of law or conflicts.
(b) Venue. This Agreement is made in Napa County, California. The venue for any
legal action in state court filed by either party to this Agreement for the purpose of interpreting
or enforcing any provision of this Agreement shall be in the Superior Court of California, County
of Napa, a unified court. The venue for any legal action in federal court filed by either party to
this Agreement for the purpose of interpreting or enforcing any provision of this Agreement
lying within the jurisdiction of the federal courts shall be the Northern District of California.
The appropriate venue for arbitration, mediation or similar legal proceedings under this
Agreement shall be Napa County, California; however, nothing in this sentence shall obligate
either party to submit to mediation or arbitration any dispute arising under this Agreement.

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19. Compliance with Laws. CONTRACTOR shall observe and comply with all applicable
Federal, State and local laws, ordinances, and codes. Such laws shall include, but not be limited
to, the following, except where prohibited by law:
(a) Non-Discrimination. During the performance of this Agreement,
CONTRACTOR and its subcontractors shall not deny the benefits thereof to any person on the
basis of race, color, ancestry, national origin or ethnic group identification, religion or religious
creed, gender or self-identified gender, sexual orientation, marital status, age, mental disability,
physical disability, genetic information, or medical condition (including cancer, HIV and AIDS),
or political affiliation or belief, nor shall they discriminate unlawfully against any employee or
applicant for employment because of race, color, ancestry, national origin or ethnic group
identification, religion or religious creed, gender or self-identified gender, sexual orientation,
marital status, age (over 40), mental disability, physical disability, genetic information, or
medical condition (including cancer, HIV and AIDS), use of family care leave, or political
affiliation or belief. CONTRACTOR shall ensure that the evaluation and treatment of employees
and applicants for employment are free of such discrimination or harassment. In addition to the
foregoing general obligations, CONTRACTOR shall comply with the provisions of the Fair
Employment and Housing Act (Government Code section 12900, et seq.), the regulations
promulgated thereunder (Title 2, California Code of Regulations, section 7285.0, et seq.), the
provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (sections
11135-11139.5) and any state or local regulations adopted to implement any of the foregoing, as
such statutes and regulations may be amended from time to time. To the extent this Agreement
subcontracts to CONTRACTOR services or works required of COUNTY by the State of
California pursuant to agreement between COUNTY and the State, the applicable regulations of
the Fair Employment and Housing Commission implementing Government Code section 12990
(a) through (f), set forth in Chapter 5 of Division 4 of Title 2 of the California Code of
Regulations are expressly incorporated into this Agreement by reference and made a part hereof
as if set forth in full, and CONTRACTOR and any of its subcontractors shall give written notice
of their obligations thereunder to labor organizations with which they have collective bargaining
or other agreements.
(b) Documentation of Right to Work. CONTRACTOR agrees to abide by the
requirements of the Immigration and Control Reform Act pertaining to assuring that all newly-
hired employees of CONTRACTOR performing any services under this Agreement have a legal
right to work in the United States of America, that all required documentation of such right to
work is inspected, and that INS Form 1-9 (as it may be amended from time to time) is completed
and on file for each employee. CONTRACTOR shall make the required documentation
available upon request to COUNTY for inspection.
(c) Inclusion in Subcontracts. To the extent any of the services required of
CONTRACTOR under this Agreement are subcontracted to a third party, CONTRACTOR shall
include all of the provisions of this Paragraph 19 in all such subcontracts as obligations of the
subcontractor.

20. Taxes. CONTRACTOR agrees to file federal and state tax returns or applicable
withholding documents and to pay all applicable taxes or make all required withholdings on
amounts paid pursuant to this Agreement and shall be solely liable and responsible to make such
withholdings and/or pay such taxes and other obligations including, without limitation, state and
federal income and FICA taxes. CONTRACTOR agrees to indemnify and hold COUNTY

30
harmless from any liability it may incur to the United States or the State of California as a
consequence of CONTRACTORs failure to pay or withhold, when due, all such taxes and
obligations. In the event that COUNTY is audited for compliance regarding any withholding or
other applicable taxes or amounts, CONTRACTOR agrees to furnish COUNTY with proof of
payment of taxes or withholdings on those earnings.

21. Access to Records/Retention. COUNTY, any federal or state grantor agency funding all
or part of the compensation payable hereunder, the State Controller, the Comptroller General of
the United States, or the duly authorized representatives of any of the above, shall have access to
any books, documents, papers and records of CONTRACTOR which are directly pertinent to the
subject matter of this Agreement for the purpose of making audit, examination, excerpts and
transcriptions. Except where longer retention is required by any federal or state law,
CONTRACTOR shall maintain all required records for at least seven (7) years after COUNTY
makes final payment for any of the work authorized hereunder and all pending matters are
closed, whichever is later.

22. Authority to Contract. CONTRACTOR and COUNTY each warrant hereby that they
are legally permitted and otherwise have the authority to enter into and perform this Agreement.

23. Conflict of Interest.

(a) Covenant of No Undisclosed Conflict. The parties to the Agreement acknowledge
that they are aware of the provisions of Government Code section 1090, et seq., and section
87100, et seq., relating to conflict of interest of public officers and employees. CONTRACTOR
hereby covenants that it presently has no interest not disclosed to COUNTY and shall not acquire
any interest, direct or indirect, which would conflict in any material manner or degree with the
performance of its services or confidentiality obligation hereunder, except as such as COUNTY
may consent to in writing prior to the acquisition by CONTRACTOR of such conflict.
CONTRACTOR further warrants that it is unaware of any financial or economic interest of any
public officer or employee of County relating to this Agreement. CONTRACTOR agrees that if
such financial interest does exist at the inception of this Agreement, COUNTY may terminate
this Agreement immediately upon giving written notice without further obligation by COUNTY
to CONTRACTOR under this Agreement.
(b) Statements of Economic Interest. CONTRACTOR acknowledges and
understands that COUNTY has developed and approved a Conflict of Interest Code as required
by state law which requires CONTRACTOR to file with the Elections Division of the Napa
County Assessor-Clerk Recorder assuming office, annual, and leaving office Statements
of Economic Interest as a consultant, as defined in section 18701(a)(2) of Title 2 of the
California Code of Regulations, unless it has been determined in writing that CONTRACTOR,
although holding a designated position as a consultant, has been hired to perform a range of
duties so limited in scope as to not be required to fully comply with such disclosure obligation.

By executing this Agreement, the ________ hereby determines in writing on behalf of COUNTY
that CONTRACTOR has been hired to perform a range of duties so limited in scope as to not be
required to comply with such disclosure obligation.

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CONTRACTOR agrees to timely comply with all filing obligations for a consultant under
COUNTYs Conflict of Interest Code unless such a determination is on file on the filing dates
for each of the required Statements of Economic Interest.

24. Non-Solicitation of Employees. Each party agrees not to solicit for employment the
employees of the other party who were directly involved in the performance of the services
hereunder for the term of this Agreement and a period of six (6) months after termination of this
Agreement except with the written permission of the other party, except that nothing in this
Paragraph shall preclude either party from publishing or otherwise distributing applications and
information regarding that party's job openings where such publication or distribution is directed
to the public generally.

25. Third Party Beneficiaries. Nothing contained in this Agreement shall be construed to
create any rights in third parties and the parties do not intend to create such rights.

26. Attorney's Fees. In the event that either party commences legal action of any kind or
character to either enforce the provisions of this Agreement or to obtain damages for breach
thereof, the prevailing party in such litigation shall be entitled to all costs and reasonable
attorney's fees incurred in connection with such action.

27. Severability. If any provision of this Agreement, or any portion thereof, is found by any
court of competent jurisdiction to be unenforceable or invalid for any reason, such provision
shall be severable and shall not in any way impair the enforceability of any other provision of
this Agreement.

28. Entirety of Contract. This Agreement, including any documents expressly incorporated
by reference whether or not attached hereto, constitutes the entire agreement between the parties
relating to the subject of this Agreement and supersedes all previous agreements, promises,
representations, understandings and negotiations, whether written or oral, among the parties with
respect to the subject matter hereof.

29. Special Terms and Conditions. [RESERVED]

CONTRACTOR shall adhere to the special terms and conditions set forth in Exhibit ___,
attached hereto and incorporated by reference herein.

IN WITNESS WHEREOF, this Agreement was executed by the parties hereto as of the
date first above written.

doing business as ___________________

By____________________________________
[NAME] , [Title]

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 By____________________________________
[NAME] , [Title]

CONTRACTOR

COUNTY OF NAPA, a political subdivision of

the State of California, acting by and through its Purchasing
Agent

By_______________________________________
LEANNE LINK, Napa County Executive Officer/
Purchasing Agent

APPRO VED AS TO FO RM
Office of County Counsel

By: _______________________

Date: _____________________

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 EXHIBIT A

SCOPE OF WORK

CONTRACTOR shall provide COUNTY with the following services:

I. DESCRIPTION OF SERVICES

See Attached. For purposes of this Exhibit A, references in the Attachment to

_____________ shall mean ____________,

II. COMPLIANCE WITH GOVERNMENT CODE SECTION 7550. As required by

Government Code section 7550, each document or report prepared by CONTRACTOR for or
under the direction of COUNTY pursuant to this Agreement shall contain the numbers and dollar
amounts of the Agreement and all subcontracts under the Agreement relating to the preparation
of the document or written report. The Agreement and subcontract dollar amounts shall be
contained in a separate section of the document or written report. If multiple documents or
written reports are the subject of the Agreement or subcontracts, the disclosure section may also
contain a statement indicating that the total contract amount represents compensation for
multiple documents or written reports

1
 EXHIBIT B

COMPENSATION

2
 EXHIBIT C

Software as a Service (SaaS/Cloud) and

Managed Services (Hosted)
Security & Readiness Checklist
Overview

The Software as a Service (Saas) and Managed Services

(Hosted) Security & Readiness Checklist applies to
situations where the County of Napa is considering an
external hosted service such as an application service
provider (ASP) or a software-as-a-service (SaaS) provider.

Applications and services hosted by external service

providers bring special challenges. Among these are
service availability, system and application patch
management, network security, data handling and privacy
protection, incident response, data backup and disaster
recovery procedures.

The ability of the County to service its constituents,

manage its costs and meet its regulatory requirements may
be affected by the products, services and systems that are
hosted by third party providers. In selecting a host
provider, it is important to take into consideration many
factors, such as strategic purpose, business objectives,
risks, benefits, legal requirements, costs, needs, financial
stability, performance capabilities and technical and
operational requirements.

This checklist is a guide for evaluating the security of an

external hosting service that will be providing hosting
services for County information.

3
To be completed by Hosting Provider

Please provide a Yes or No answer to each question. If a question is not applicable, enter
N/A in the comments section. Please provide details in the comment section when asked
or as necessary to complete a question thoroughly. You may attach a separate sheet as
necessary. If doing so, please include the question number before each comment.

Section 1: General Policies, Procedures and Compliance

Question: Yes No Answer/Comments:

1.1 Does your organization have a documented

and provable information security policy in place
that details your information protection program
for both logical (systems and applications) and
physical security?

(Example list of items included in an information security

policy: organization structure, physical security, employee
hiring and termination procedures, data classification and loss
prevention, access control, server and client systems
management & security, network security, remote access
procedures, backup and disaster recovery, etc.)

1.2 Is the information security policy internally

reviewed and updated on a periodic basis?

a. What is the frequency of review? (weeks, --- ---

months)

1.3 May a copy of your information security policy

be reviewed by Napa Countys Information
Technology Services, Purchasing, Auditing, and/or
Legal departments?

1.4 Do you outsource any processing to another

third party provider?

a. If Yes, list the names of outsource --- ---

provider(s).

4
1.5 If outsourcing is done, have you determined
that the security policies of the provider comply
with your own?

1.6 If outsourcing is done, are any of your

outsourced providers facilities located outside of
the United States? If YES, please list the countries
in the Comments field.

1.7 In order to protect the confidentiality, --- --- ---

integrity and availability of Napa Countys
confidential information, does your organization
ensure that:

a. Information and services are provided only

to those authorized?

b. Information is protected so that it is not

altered maliciously or by accident?

c. Information and services are provided in

conjunction with your disaster recovery and
business continuity planning policy?

1.8 Does your organization maintain a business

continuity and/or disaster recovery plan?

1.9 Is the business continuity and/or disaster

recovery plan internally reviewed and updated on
a periodic basis?

a. What is the frequency of review? --- ---

1.10 Does your organization actively maintain an

internal document repository accessible to all key
personnel for all systems, applications, and data
inter-dependencies?

1.11 Does your organization utilize (sub-contract)

any hosted services related to the services
provided?

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 a. If Yes, list the names of hosted services
provider(s).

b. If Yes, are any of the hosted providers facilities

that will store, manipulate or transmit County
data located outside of the United States?

1.12 Does your organization maintain HIPAA

compliance (specifically the HIPAA Privacy Rule
and Security Rule) for hosted applications that
store, manipulate or transmit health information?

1.13 Can a copy of your most recent external

audit report be provided to Napa County for
review? (i.e. SAS70-Type II report, external audit
report and/or executive summary of audit)

1.14 Do you have a privacy policy to prohibit the

sharing of customer information, except as
allowed by privacy legislation exceptions?

1.15 Do you conduct criminal background checks

on staff?

a. If Yes, do you refuse to utilize staff who

have been convicted of crimes of
dishonesty, including but not limited to
criminal fraud, or otherwise convicted of
any felony or any misdemeanor offense for
which incarceration for a minimum of 1
year is an authorized penalty?

Section 2: Systems & Network Security

Question: Yes No Answer/Comments:

2.1 Does your organization have functionally

separate Security and Systems staff and/or
departments? Please detail.

2.2 Are your employees/contractors required to

sign a confidentiality agreement?

6
2.3 Do you have a mandatory security awareness
program in place for employees to make them
aware of confidential information, the companys
security policies and standards and good security
practices?

2.4 Are procedures in place for reporting and

responding to possible security incidents?

2.5 Is penetration testing conducted at least

annually to determine vulnerability of network and
to determine the level of damage that could occur
if compromised?

2.6 Does your organization use a local Intrusion

Prevention System(s) IPS?

2.7 Does your organization use a local Intrusion

Detection System(s) IDS?

2.8 Do you log unauthorized access attempts to

the system and/or network?

2.9 Do you preserve event logs in case of a breach

or investigation?

a. If so, long are logs retained? --- ---

2.10 Are logs kept in a secure, central location,

separate from the system components?

2.11 Are operating system patches and updates

applied in a timely manner?

2.12 Is appropriate anti-virus software employed

and regularly updated?

7
Section 3: Application Security

Question: Yes No Answer/Comments:

3.1 Are logical security measures in place to

protect Napa Countys data from modification,
disclosure, and destruction?

3.2 Will Napa County application data be securely

segregated from the data of other customers?

3.3 Will encryption be used on any of Napa

Countys data? If YES, please indicate the
encryption to be used and where in the Comments
field.

3.4 Who within your organization or at a sub- --- ---

contractor's organization will have access to Napa
Countys data?

a. Under what circumstances are they --- ---

authorized to handle/view our data?

3.5 Is there a documented process to verify a

requester's identity and the need-to-know before
access is given to Napa County information?

3.6 Are reviews conducted to validate that user

access is appropriate? (i.e. inactive accounts,
employees who have changed job responsibilities
or who have terminated employment)

a. If yes, what is the frequency? --- ---

3.7 Do you immediately disable or modify access

entitlements when an employees status changes
(termination, transfer, etc.)?

3.8 Who will handle the administration of the --- ---

users in the application(s)? (Napa County, your
organization, others)

8
3.9 Do you log unauthorized access attempts to
the application(s)?

3.10 Do you preserve user event logs in case of a

breach or investigation?

3.11 Are logs kept in a secure, central location,

separate from the system components?

3.12 How long are logs retained? --- ---

3.13 Do you have a separate application

development environment from your production
environment?

3.14 Is there a separate test environment?

3.15 Are documented change control procedures

in place?

3.16 Does your organization enforce a strong

password policy?

3.17 Do you apply application security patches on

a regular basis? If YES, please indicate the
frequency in the Comments field.

3.18 Do you have a defined process for testing and

applying critical patches outside of your regular
patch cycle?

3.19 Before application patches or updates are

applied, will Napa County have an opportunity to
perform validation testing?

a. If yes, what is the testing time frame? --- ---

3.20 If a patch or update causes an issue, are

9
there documented rollback procedures in place?

3.21 For application updates that change or

enhance existing functionality, will a 'sandbox' or
'early access' environment be available for Napa
County to perform testing and end user training?

a. If yes, what is the testing time frame? --- ---

----------------------------
Service Provider Information:

Completed By:

Title:

Date:

Contact
Information:

County of Napa:

Reviewed By:

Title:

Date:

10
Approved: _Yes

_ No

If No, provide
summary
explanation.

11