3-SP-2025-0021 RFP for Probate Investigation Services for Tehama Court.pdf

SUPERIOR COURT OF CALIFORNIA,

COUNTY OF TEHAMA

REQUEST FOR PROPOSALS

(Non-IT Services)

RFP NUMBER SP-2025-0021

PROBATE INVESTIGATION SERVICES

RFP SP-2025-0021 p. 1

A. BACKGROUND / PURPOSE

The Superior Court of California, County of Tehama (“Court”) is requesting proposals from well-qualified Proposers to provide probate investigation services. Interested and qualified Proposers who can demonstrate their ability to successfully provide the services described in this Request for Proposal (“RFP”) are invited to submit a proposal.

This is a fully electronic RFP process. All proposals must be submitted electronically on the Court’s Online Procurement Website at https://lacourt.bonfirehub.com/ (“Bonfire”). See the attached Court Online Procurement Procedures document for further information.

B. DESCRIPTION OF GOODS AND/OR SERVICES NEEDED

The Court seeks probate investigation services meeting the requirements set forth in the Statement of Work.

C. RFP TIME-LINE

The Court has developed the following list of key events related to this RFP. The listed dates are not binding upon the Court and subject to change at the discretion of the Court. Changes to the listed dates will be posted on Bonfire or on the Court’s website.

EVENT DATE

RFP Issued See Bonfire for exact date

Pre-Bid Conference See Bonfire for exact date

Deadline for Submission of Questions See Bonfire for exact date

Proposal Due Date (Late proposals will not be accepted by the Court)

See Bonfire for exact date

Proposal Evaluations Process Month of November, 2025 (estimated)

Notice of Intent to Award Month of November, 2025 (estimated)

Project Target Start Date Month of January, 2026 (estimated)

D. RFP PACKET ATTACHMENTS

1. Statement of Work

Describes in detail the specific services for which proposals are being solicited. Once a contractor has been selected, the Statement of Work will become part of the final Agreement.

2. Cost Proposal Proposer must complete and submit the Cost Proposal form where indicated on Bonfire.

https://lacourt.bonfirehub.com/

RFP SP-2025-0021 p. 2

3. Court Online Procurement Procedures

These rules and procedures govern this solicitation and should be read carefully by Proposer.

4. Terms and Conditions

Proposers are encouraged to carefully review the Model Agreement, which includes the Court’s Standard Business Terms and Conditions. Please note that the language may be subject to change.

Proposers are not required to sign the Model Agreement at this time. The contractor selected to provide services as a result of this RFP process will be required to sign the final version of the Model Agreement upon completion of the negotiation process.

Any proposed exceptions/modifications to the Model Agreement must be submitted on a red-line version of the Model Agreement with comments to substantiate each proposed exception/modification.

5. Required Forms

All forms posted on Bonfire must be completed and submitted electronically on Bonfire. The completed forms will become part of Proposer’s proposal.

E. MINIMUM REQUIREMENTS

Proposer must meet the minimum requirements listed below. Failure to comply with any one of the minimum requirements may be cause for disqualifying a proposal from further consideration. The Court may, in its discretion, waive minor deviations or defects. Only those proposals that are deemed as meeting the minimum requirements may be considered for a full evaluation and a possible contract award.

1. Proposal Submission Deadline. The proposal must be submitted on Bonfire on or before the Proposal Due Date. The Court will not accept proposals submitted by email, unless otherwise specified.

2. Experience and Capability. Proposer must have at least five (5) consecutive years documented experience in providing services similar to the ones being solicited, as described in this RFP. Such experience shall be documented by completing the Vendor Information Questionnaire on Bonfire.

3. Insurance.

The selected contractor must procure and maintain the insurance coverages as indicated below.

The Court Standard Business Terms and Conditions 4.0 describes the Court’s specific insurance requirements.

☒ Standard Business Terms and Conditions 4.0, Section 20.2 Insurance Requirements – Specific Coverages

☒ Workers Compensation/Employer’s Liability ☒ Commercial General Liability

☒ $1 million per occurrence and $2 million annual aggregate ☒ Commercial Automobile Liability ☒ Sexual Misconduct

RFP SP-2025-0021 p. 3

4. Business License and Certifications. Upon request of the Court, Proposer must submit copies of any current business licenses, professional licenses, certificates or other credentials required by the nature of the contract work to be performed by Proposer.

5. Required Forms. Proposer must complete and submit all Required Forms as directed.

F. TECHNICAL PROPOSAL

In preparing its proposal, Proposer should do so in its own words and take care not to simply copy the language in the RFP. Specific information is requested from all Proposers to ensure that the proposals can be fairly compared in a standard manner. Only that information which is contained in the proposal will be evaluated. Incomplete or inaccurate information may result in disqualification of the proposal.

1. Executive Summary. Provide an Executive Summary of your proposal. The Executive Summary should be a high‐level, general overview of how Proposer intends to accomplish the requirements of this RFP. The Executive Summary should demonstrate the Proposer’s understanding of the requirements. The Executive Summary must also address how Proposer meets the minimum requirements.

2. Work Plan for Providing the Requested Services. Provide a detailed Work Plan, which must include a proposed method for completing the work set forth in the Statement of Work.

3. Staff Qualifications. For each key staff member provide a resume describing the individual’s background and experience, as well as the individual’s ability and experience in conducting the proposed activities.

4. Business License and Certification. Proposer must submit a copy of all business or professional licenses or certificates required by the nature of the services to be performed and held by Proposer (i.e. California State Board of Equalization Seller’s Permit and Business License).

5. Required Forms. Proposer shall complete and submit all Required Forms posted on Bonfire where indicated on Bonfire.

G. COST PROPOSAL

1. Proposer must complete the Cost Proposal form and upload the form where indicated on Bonfire.

2. The Cost Proposal shall include Proposer’s pricing for the services described in the Statement of Work.

3. In calculating pricing to be offered, Proposers are cautioned to include all costs associated with providing this service.

NOTE: It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code.

H. EVALUATION OF PROPOSALS

1. The Court shall evaluate the proposals using the criteria set forth in the table below. An award, if any, will ultimately be made to the highest scoring proposal.

RFP SP-2025-0021 p. 4

2. If a contract will be awarded, an Intent to Award Notification will be posted on the Court’s website at www.tehama.courts.ca.gov.

EVALUATION CRITERIA PERCENT WEIGHTED

Experience on Similar Assignments 20%

Credentials of Proposer’s Personnel to be Assigned to the Project 20%

Quality of Work Plan Submitted 20%

Cost 40%

Disabled Veteran Business Enterprise 3%

I. ADDITIONAL PROVISIONS

1. Cooperative Agreement (“Piggybacking”). Following discussion and consideration by the Court and the successful bidder/proposer, the “piggybacking clause,” provided in the Model Agreement, may be included in the final form of the Agreement if mutually desired.

2. Disabled Veteran Business Enterprise (“DVBE”) Preference.

a. The Court has established rules and procedures for its DVBE program. Qualified Proposers wishing to claim the DVBE incentive should refer to the DVBE Rules and Procedures for further information. The Court’s DVBE Rules and Procedures can be located at the following website:

https://www.lacourt.ca.gov/pages/lp/procurement/tp/shared-procurement-services-sps-program/cp/socioeconomic-programs-for-the-sps-program

b. A Proposer will receive the DVBE incentive if, in the Court’s sole discretion, Proposer has met all applicable requirements. If Proposer receives the DVBE incentive, the final score of its proposal will be increased (for evaluation purposes only) by an amount equal to 3% the total possible available points.

3. Multiple Awards. The Court reserves the right, but is under no obligation, to award multiple contracts to more than one vendor under this RFP. If multiple awards are made, the Court will not be obligated to procure any minimum amount of Work under such contracts executed under this

RFP.

[INTENTIONALLY LEFT BLANK]

http://www.tehama.courts.ca.gov/ https://www.lacourt.ca.gov/pages/lp/procurement/tp/shared-procurement-services-sps-program/cp/socioeconomic-programs-for-the-sps-program https://www.lacourt.ca.gov/pages/lp/procurement/tp/shared-procurement-services-sps-program/cp/socioeconomic-programs-for-the-sps-program

RFP SP-2025-0021 p. 5

ATTACHMENT A – STATEMENT OF WORK (SOW)

1. Scope of Services.

1.1 General investigative services that include:

a. Conduct investigations as required for relative only guardianships under Probate Code §1513 including, but not limited to, case initiation, supplemental review of status reports and/or Petitions for Termination.

b. Conduct investigations as required for Conservatorships under Probate Code §1826 including, but not limited to, case initiation, status reviews and accountings, if applicable.

c. Conduct investigations as required for Petitions for Freedom from Parental Control under Family Code 7850 and stepparent adoptions under Family Code §9000 et seq.

d. Submit reports and make recommendations concerning proceedings to the Judge of the Superior Court of Tehama County, compile statistics, and keep records at the request of the Court.

e. Attend hearings in court cases as requested by the Court.

f. Make investigations as requested by the Court.

g. Keep current any professional licensing as required by the State of California and provide a copy of said document to the Court. Note that Contractor’s expenses necessitated by or associated with maintaining Contractor’s professional license will not be subject to reimbursement by the Court.

h. Maintain continuing training and educational requirements as defined in the Family Code, Probate Code and California Rules of Court. Expenses for attending continuing education and training classes shall be Contractor’s responsibility. Note that time spent traveling to or attending, registration fees, lodging, or purchase of material associated with attending continuing education and training classes will not be subject to reimbursement by the Court.

i. Contractor will be asked to provide other related services upon request of the Court.

1.2 Contractor must possess at least the minimum professional and training qualifications set forth in California Probate Code §§1419 and 1454, and in California Rules of Court 10.478, 10.776 and 10.777, and warrant that Contractor will continue to maintain such qualifications throughout the term of this Agreement. Contractor must further agree to maintain all certifications, registrations, permits and licenses required to perform the Services.

2. Standard of Performance.

At all times, Contractor shall perform the Services in a professional manner using no less than ordinary skill and diligence normally provided by court investigators. In performing the Services, Contractor agrees to comply with all laws, rules, and regulations pertaining to the Services including, without limitation, the following:

• California Probate Code §1419 and 1454;

• California Rules of Court, Rules 10.478, 10.776 and 10.777;

• California Probate Code (Protective Proceedings under Division 4); and

• Any applicable local rules.

3. Location and Availability.

3.1 Contractor has the discretion to schedule the meetings, conferences, investigations, etc. needed to provide the Services at a time and place that is convenient for Contractor and the parties.

3.2 Contractor may be required to testify in a Superior Court of Tehama County courtroom.

3.3 The Court will provide office space on a regular basis.

RFP SP-2025-0021 p. 6

4. Contractor’s Responsibilities.

4.1 In providing Services to the Court, Contractor shall be responsible to provide Contractor’s own tools, equipment, and supplies. However, for reasons related to cyber security and preservation of the Court’s “Confidential Information” (as set forth in section 9.4 of Exhibit C, General Terms and Conditions), the Court may provide Contractor with or direct Contractor to use court-issued tools, equipment, or supplies to provide the Services. Examples of such tools, equipment, and supplies include but are not limited to:

• Laptop or computer, printer, copier, fax machine, telephone (landline and mobile), computer server, scanner, storage devices or other office equipment;

• Pens, paper, files, clips, staplers, or other office supplies;

• Telephone service, line or number.

4.2 In providing the Services to the Court, Contractor shall do so in a competent, efficient and satisfactory manner consistent with the professional standards applicable to such Services. As long as Contractor provides the Services consistent with applicable professional standards, Contractor shall have the right to control how Contractor provides the Services, such as:

• Where and when to perform work in order to provide Services;

• What tools or equipment to use;

• Subject to the Court’s prior approval, Contractor is able to hire employees or consultants to assist with Contractor’s work and Contractor is able to decide what work must be performed by each worker to assist with Contractor’s work;

• Where to purchase supplies and services;

• What order or sequence to follow when performing work or tasks.

4.3 Prior to hiring or contracting with a consultant to perform Services under this Agreement, the Court requires that Contractor notify the Court and provide the opportunity for the Court to review the individual’s qualifications. If the Court determines that the individual is not suitable to the Court in any way, Contractor will either perform the Services or select an individual the Court considers suitable.

4.4 If an individual is performing Services and for whatever reason, the Court determines that the individual is not competent or suitable in any way, the Court reserves the right to direct Contractor to replace the individual immediately and to ensure that any Court property belonging to the Court is returned by the close of the next business day. This provision in no way requires Contractor to terminate the employment of any employee replaced pursuant to this paragraph. Nor, by the terms of this section, do the Court endorses or approves (expressed or implied) any termination by Contractor of any employee replaced pursuant to this paragraph.

4.5 Prior to performing any of the Services, any of Contractor’s employees or consultants that will be performing the Services shall be required to pass a Live Scan fingerprint check which shall be administered and paid for by the Court. If the Court determine that Contractor’s employee or consultant has not passed the Live Scan fingerprint check, that employee or consultant will not be permitted to perform the Services.

5. Court Files.

Court case files constitute “Confidential Information” as set forth in Exhibit C of the Model Agreement, which will also be included as Exhibit C to the awarded agreement. Contractor shall not remove Court case files from the Court at any time.