Child_and_Family_Team_(CFT)_Childcare_Services.pdf

COUNTY OF ORANGE

SOCIAL SERVICES AGENCY

REQUEST FOR PROPOSAL (RFP)

FOR

CHILD AND FAMILY TEAM (CFT) CHILDCARE SERVICES

RFP NO. 063-2936004-SB

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/ocgov https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of Orange RFP

Social Services Agency - Child and Family Team (CFT) Childcare Services, 063-2936004-SB

County of Orange

Social Services Agency

Procurement and Contract Services

500 N State College Blvd

Orange, CA

92868

SCHEDULE OF ACTIVITIES

Release of RFP Solicitation(Non-

Mandatory)

October 24, 2025

Question Submission Deadline(Non-

Mandatory)

November 10, 2025, 4:00pm

RFP Submittal Closing(Non-

Mandatory)

November 25, 2025, 4:00pm

PROPOSALS MUST BE RECEIVED ON

OR BEFORE

Tuesday, November 25, 2025

4:00 pm

SECTIONS

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

SECTION 2. PROTEST PROCEDURES

SECTION 3. OCLSB AND DVBE PREFERENCE POLICIES CERTIFICATION

REQUIREMENTS

SECTION 4. PROPOSAL SCORING CRITERIA

SECTION 5. DESCRIPTION OF SERVICES and SCOPE OF WORK

SECTION 6. VENDOR RESPONSES

Attachments:

A - CFT Childcare Services - Model Contract

B - Sample - Rent Free License

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

1.1 INTRODUCTION

The County of Orange, Social Services Agency (hereinafter referred to as “County”), is soliciting proposals from qualified firms (hereinafter referred to as “Respondents”) for Child and Family

Team (CFT) Childcare Services. Respondents must meet the minimum qualifications and requirements as set forth within the RFP and be capable of providing services identified in the

Scope of Work herein.

The County intends that the successful Respondent shall provide Child and Family Team (CFT)

Childcare Services proposed in accordance with contract requirements set forth in the solicitation and Model Contract, including Attachments.

1.2 COUNTY HOLIDAYS DURING SOLICITATION PERIOD

During this solicitation period, the Social Services Agency will be closed on the following

County holidays:

• November 11, 2025, Veterans Day

• November 27, 2025, Thanksgiving Day

• November 28, 2025, Day after Thanksgiving

• December 25, 2025, Christmas Day

• January 1, 2026, New Year's Day

1.3 INSTRUCTIONS TO RESPONDENTS AND PROCEDURES FOR SUBMITTAL

A. Proposals are to be uploaded via the County's Online Bidding System at https://procurement.opengov.com/portal/ocgov.

Note: This is a fully electronic Request for Proposals (RFP). Respondents must submit their proposals online via County’s online bidding system. Only electronic proposals will be accepted. Facsimile and e-mail proposals will NOT be allowed. For assistance on uploading proposals via County’s online bidding system, please contact procurement-support@opengov.com or https://help.procurement.opengov.com/en/.

B. Examine the Contract Documents carefully before submitting a Proposal for the work contemplated. The County has attempted to provide all information available. It is the responsibility of each Respondent to review, evaluate, and, where necessary, request any clarification prior to submission of a Proposal. If any person contemplating submitting a response to this Request for Proposals is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they may submit a written request for clarification/interpretation to the https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://help.procurement.opengov.com/en/

County Deputy Purchasing Agent (DPA) via the County’s online bidding system under the bid page for this solicitation.

If clarification or interpretation of this solicitation is considered necessary by County, an addendum shall be issued, and the information will be posted via the County’s online bidding system. Any interpretation of, or correction to, this solicitation shall be issued by the DPA. It is the responsibility of each Respondent to periodically check the County’s online bidding system to ensure that they have received and reviewed any and all addenda to this solicitation.

The County will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any oral information. If an addendum is issued, Respondents must acknowledge the addendum via the County’s eProcurement

Portal.

All questions or requests for interpretations must be received on Monday, November 10, 2025, before 4:00 pm as specified in the solicitation.

Respondents are not to contact other County personnel with any questions or clarifications concerning this RFP.

The DPA will provide all official communication concerning this RFP. Any County response relevant to this RFP other than through or approved by the DPA is unauthorized and will be considered invalid.

C. Proposals must be valid for a period of at least three hundred sixty-five (365) calendar days from the closing date and time of receipt. No Proposal may be withdrawn after the submission date.

D. Each Respondent must submit their proposal electronically via the County’s eProcurement Portal.

E. All pages must be numbered and identified sequentially by section. Proposals must be tabbed and indexed in accordance with the information requested in the Proposal

Response Requirements Section. It is imperative that all Respondents comply, exactly and completely, with the instructions set forth herein. All responses to this RFP shall be type written (12-point Times New Roman font, and single line spacing) or word-processed (except where otherwise provided or noted), concise, straightforward, and must fully address each requirement and question. Paraphrasing the RFP questions is not permitted. Although not as a substitute for a complete written response, additional material, such as technical documents, may be referenced in any response if the material is included in the same section as additional information. Text located in other documents

(e.g., references to "see attached" or hyperlinks) will not be evaluated or scored.

F. Proposals are not to be marked as confidential or proprietary. The County may refuse to consider any Proposal so marked. All Proposals and supporting documents will be subject to the provisions of the California Public Records Act (California Code

Government Code 6250 et seq.) (PRA) and will be disclosed or withheld in accordance therewith. The County shall not be liable in any way for disclosure of any such records.

Additionally, all Proposals shall become the property of the County. The County reserves the right to make use of any information or ideas in the Proposals submitted.

Respondents should not request that certain information be treated as exempt, and statements in the Proposals should not be marked as confidential or proprietary. In the event that any information is marked as confidential or proprietary, as it may be absolutely necessary, Respondents have the sole responsibility of obtaining any applicable injunctive reliefs to prevent the disclosure of such confidential proprietary information in connection with any request made to County pursuant to PRA or a subpoena for disclosure of such information.

G. Each Respondent shall exercise reasonable care and diligence to avoid submitting a

Proposal that could result in a conflict of interest if Respondent were to be selected. This obligation shall apply to the Respondent, the Respondent’s employees, agents, and relatives, sub-contractors, and third parties associated with accomplishing work and services in Proposal. In the event Respondent has done work for the County on this

Project in the past or has reason to believe that a conflict of interest may exist for

Respondent in regard to this Project, Respondent should consult with its legal counsel prior to responding to this RFP. Any Respondent who is found to have an actual conflict of interest may have its Proposal rejected on that ground.

Respondent, its employees and/or consultants may be subject to the provisions of the

California Political Reform Act of 1974 (the “Act”), which (1) requires such persons to disclose any financial interest that may be materially affected by services provided under this Contract, (2) prohibits such persons from making, or participating in making, decisions that could reasonably affect such interest; and (3) may require the filing a

Statement of Economic Interest (Form 700).

If subject to the Act, Respondent shall conform to all requirements of the Act. Failure to do so shall constitute a material breach and is grounds for immediate termination of the

Contract by County. Respondent shall indemnify and hold harmless County for any and all claims for damages resulting from Respondent’s violation of this Section.

H. By submitting a Proposal, the Respondent represents that it thoroughly examined the

County’s requirements, is familiar with the services required under this RFP and is qualified and capable of providing the services to achieve the County’s objectives.

I. Each Respondent must submit its Proposal in strict accordance with all requirements of this RFP and compliance must be stated in the Proposal. Deviations, clarifications and/or exceptions must be clearly identified and listed separately as alternative items on additional information section for the County’s consideration as specified in the Proposal Response Requirements Section, “Statement of Compliance.”

Note: Allow sufficient time to upload all required files. The County’s eProcurement

Portal will not allow any uploads after the due date and time specified herein, e.g., if Part

1 and 2 uploaded successfully at 1:58:38 P.M. and Part 3 is in progress of being uploaded at 2:00:01 P.M., Part 3 will not upload successfully.

J. County reserves the right to request proposal revisions and hold discussions and negotiations with any Respondent as necessary to serve the best interests of the County.

Any Proposal may be rejected if it is conditional, incomplete or deviates from specifications in this RFP. The County reserves the right to waive, at its discretion, any procedural irregularity, immaterial defects or other improprieties which the County deems reasonably correctable or otherwise not warranting rejection of the Proposal. Any waiver will not excuse a Respondent from full compliance.

K. Pre-contractual expenses are not to be included in the Cost Proposal, Attachment B, Pricing and Compensation. Pre-contractual expenses are defined as including, but not limited to, expenses incurred by the Respondent in: a) preparing its Proposal in response to this RFP; b) submitting that Proposal to the County; c) negotiating with the County any matter related to the Respondent’s Proposal; and d) any other expenses incurred by the Respondent prior to the date of award and execution, if any, of the Contract.

L. Any Proposal may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the RFP. Failure to comply with the technical features and acknowledgment of receipt of addenda are common causes for holding a

Proposal nonresponsive.

M. Where two or more Respondents desire to submit a single Proposal in response to this solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture.

The County intends to contract with a single firm that may subcontract with multiple firms (team) but not with multiple firms doing business as a joint venture.

N. County does not require and neither encourages nor discourages the use of lobbyists or other consultants for the purpose of securing business.

O. The County requires a valid D-U-N-S number prior to Contract Award. To further determine eligibility for a contract award, all Respondents must provide a DUNS number. The DUNS number is a nine-digit number established and assigned by

Dun and Bradstreet, Inc. to uniquely identify entities. A non-federal entity is required to have a DUNS number in order to apply, receive, and report on a federal award. Every Respondent is required to provide a DUNS number regardless of the funding source of this solicitation. A DUNS number can be obtained free of charge from Dun and Bradstreet by telephone (866-705-5711) or online at https://www.dnb.com/duns/get-a-duns.html.

P. The County requires a valid Unique Entity ID (UEI) number prior to Contract

Award. The UEI is the official identifier for doing business with the U.S.

Government. A non-federal entity is required to have a UEI in order to apply, receive, and report on a federal award. Every Respondent is required to provide a

UEI regardless of the funding source of this solicitation. A Unique Entity ID can be obtained at no cost online at https://sam.gov or www.usfcr.com. If you are unable to provide/obtain a UEI number, please indicate so in your proposal submission response.

1.4 EVALUATION PROCESS AND CRITERIA

Proposals deemed to meet all minimum solicitation requirements will be scored based on the established criteria, and will be assigned points that measure the responsiveness to each identified criterion. The total number of points earned will be tallied for each Proposal, based upon the

Respondent(s) submitted written materials.

Proposals shall be evaluated by an Evaluation Panel of job knowledge experts on the basis of the responsiveness to the requirements in this RFP. The County may request clarifications, or otherwise verify the contents of the Proposal, including information about the Respondent, Contractors and sub-contractors.

The scoring is based on evaluation of the Proposal as measured against the Proposal Scoring

Criteria, which includes County of Orange Procurement Preference Policy, in accordance with

Sections 1.8-103 and 4.3-112 of the 2024 County Contract Policy Manual (CPM). A copy of the

2024 CPM can be found at https://cpo.ocgov.com/cpm. Proposals will be evaluated from the most advantageous to the least advantageous to the County.

*Please note: These minimum qualifications must be verified for the Proposal to be deemed responsive. Any Proposal may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the solicitation.

https://www.dnb.com/duns/get-a-duns.html https://sam.gov/I https://www.usfcr.com/ https://cpo.ocgov.com/cpm

Minimum Qualifications/Requirements: Respondent’s Proposal shall meet the following minimum requirements and qualifications to proceed to the evaluation and scoring process:

Respondent must meet the following minimum requirements listed below:

A. Complete all required sections of the RFP.

B. Complete all required Exhibits and Forms.

C. Provide all required information in response to RFP questions.

D. Certify all sections of the RFP Model Contract, including security requirements.

E. Have five (5) years consecutive, recent experience in providing services that are the same as or similar to those services being requested in the RFP.

Written Proposal Scoring: 1000 points maximum

See "Proposal Scoring Criteria" section for categories and points.

*NOTE: Respondents submitting exceptions to the County Model Contract provided with this solicitation may receive a score of "0" for this criterion.

1.5 SELECTION/AWARD PROCESS

Upon the completion of the evaluation process, the Evaluation Committee will make a recommendation for an award to DPA. Final award determination shall be subject to reference checks and past performance and may be subject to approval(s) by the County Board of

Supervisors. In addition, County reserves the right to verify and validate any information prior to the Contract Award and during the entire term of the Contract.

The Model Contract contained herein this RFP is the Contract proposed for execution. It may be modified to incorporate negotiated items and other pertinent terms and conditions set forth in this

RFP, including special conditions and requirements and those added by addendum, necessary attachments, and to reflect Respondent’s Proposal and qualifications. Terms and conditions are subject to change between the release of this RFP and implementation of the Contract, and may be added before the Contract is finalized. Any additional exceptions to the terms and conditions made by any Respondent after submission of its Proposal may result in its elimination from further consideration.

Negotiations may or may not be conducted with the finalist(s); therefore, the Proposal submitted should contain Respondent(s) most favorable terms and conditions, since the selection and award may be made without further discussion or need for clarification. Any additional exceptions to the terms and conditions made by any Respondent(s) after submission of its proposal may result in elimination from further consideration.

If a satisfactory Contract cannot be negotiated in a timely manner, County, in its sole discretion, may terminate negotiations with the selected Respondent(s) and begin negotiations with the next

Respondent(s). The County reserves the right to negotiate and award a contract to the next highest ranked Respondent if the awarded Respondent fails to perform.

Exceptions to the terms and conditions of the proposed Contract or the statements regarding

Respondent’s inability to comply with any of the provisions thereof are to be declared in the response to the RFP in the Section below titled: "PROPOSAL RESPONSE

REQUIREMENTS" subsection titled: “Statement of Compliance”.

Selected Respondent(s) shall not have any outstanding debt with County, or shall be in the process of resolving outstanding debt to the County's satisfaction, prior to entering into and during the term of the resulting Contract.

1.6 RIGHTS RESERVED TO COUNTY

The County reserves the right to:

A. Make use of any information or ideas in the Proposals submitted.

B. Request proposal revisions and hold discussions and negotiations with any Respondent as necessary to serve the best interests of the County.

C. Seek publicly available information about the Respondents.

D. Conduct, or not to conduct, oral interviews and/or presentations with the highest-ranked

Respondent(s) and additional Respondents.

E. Waive, at its discretion, any procedural, non-material defects, irregularity, or informality, which County deems correctable or otherwise not warranting rejection of the proposal that do not result in any unfair competitive advantage. Any waiver will not excuse a proponent from full compliance.

F. Verify and validate any information prior to Contract Award and during the entire term of the Contract.

G. Negotiate the final Contract with any Respondent(s), including pricing/fee schedule, as necessary to serve the best interests of the County.

H. Withdraw or cancel in part or in its entirety this solicitation at any time without prior notice and furthermore makes no representations that any Contract will be awarded to any Respondent responding to this solicitation.

I. Award its total requirements to one Respondent or to apportion those requirements among two or more Respondents as the County may deem to be in its best interests.

J. Reject any Proposal if it is conditional, incomplete or deviates significantly from the services requested in this solicitation.

K. Request Best and Final Offer from any Respondent determined to be within the competitive range. Unless requested by the County, late Best and Final Offers will not be accepted by the County for any reason. In addition, negotiations may or may not be conducted with Respondents.

L. Make multiple awards to Respondent(s) for services requested in this solicitation, at its sole discretion, to serve the best interests of the County.

M. Defer award of this Contract for a period of 180 days after the solicitation opening.

During this period of time, Respondent shall guarantee the prices quoted in their

Proposals. County and the lowest responsive, responsible Respondent may mutually agree in writing to a longer deferral period.

N. Terminate negotiations with the selected Respondent and begin negotiations with the next

Respondent, if a satisfactory contract cannot be negotiated in a timely manner.

O. Negotiate and award a contract to the next highest ranked Respondent if the awarded

Respondent fails to perform.

P. Based upon the County's needs or availability of funding at the time of selection of a contractor or during contract negotiations, to modify the scope of services and contract budget amount. In addition, negotiations may or may not be conducted with Respondents.

Therefore, Proposals submitted shall contain the Respondent’s most favorable terms and conditions, since the selection and award may be made without discussion with any Respondent.

1.7 TITLE VI SOLICITATION NOTICE

The County of Orange, in accordance with the provisions of the Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all

Respondents that it will affirmatively ensure that any contract entered into pursuant to this advertisement, will be afforded full and fair opportunity to submit proposals in response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

1.8 DEPARTMENT OF THE TREASURY, INTERNAL REVENUE SERVICE FORM

W-9/W-8 REQUIREMENTS

Effective June 3, 2006, all Contractors, entering into a Contract with County, who are not already established in Countywide ERP System as an Auditor-Controller vendor, will be required to submit to County a federal Form W-9, or form W-8 for foreign vendors. County will inform

Contractor, at the time of award, if the Form W-9 or W-8 will be required.

In order to comply with this County requirement, within ten (10) days of notification of selection of award of Contract but prior to official award of Contract, the selected Contractor agrees to furnish to Contract administrator, DPA, or the agency/department deputy purchasing agent the required W-9 or W-8.

1.9 LEVINE ACT REQUIREMENT

Effective January 1, 2023, all contractors entering into a contract with the County, will be required to submit the Campaign Contribution Disclosure Form for any contributions made on or after

January 1, 2023. In order to comply with this requirement, Respondent agrees to furnish the required Campaign Contribution Disclosure Information form as a required submittal with its

Proposal. Failure to include the form as required will render the Proposal nonresponsive.

1.10 ELIGIBILITY TO SUBMIT PROPOSALS

Eligible Respondents

Only organizations located within Orange County or with means to establish an office in Orange

County with the ability to provide direct services in accordance with the scope of work detailed in this RFP are eligible to submit a proposal.

Ineligible Respondents

Individuals, governments, and organizations/agencies not listed as Eligible Respondents above or listed on either the Cumulative Sanction List or the excluded parties list, explained below, are ineligible to submit a proposal.

Respondents must not be listed on the current Cumulative Sanction List of the U.S. Department of

Health and Human Services/Office of the Inspector General (http://exclusions.oig.hhs.gov/) or the

System for Award Management (SAM)’s list of parties excluded from federal programs

(http://www.sam.gov/). The County is required to reject a proposal submitted by an individual or entity on either list.

It will be the responsibility of each Respondent to verify that it is not on either list prior to preparing a proposal to submit in response to this RFP. Correction of any errors found on either sanction list is the sole responsibility of the Respondent and must be made prior to the day the proposal is submitted.

All potential individuals and/or contract entities must self-disclose any pending charges or convictions for violation of criminal law and/or any sanction or disciplinary action by any federal or state law enforcement, regulatory, or licensing agency or licensing body.

During the term of a contract resulting from this RFP and in accordance with its existing provisions, if a Respondent becomes ineligible, the Respondent will be removed from any responsibility and/or involvement with County contracted obligations related to any direct and/or indirect federal or State social services programs and any other federal and State funds. Ineligible

Respondent is defined as any individual or entity who is currently excluded, suspended, debarred, or otherwise ineligible to participate in the federal social services programs, or has been convicted of a criminal offense related to the provision of social services and has not been reinstated in the federal social services programs after a period of exclusion, suspension, debarment, or ineligibility.

Disqualification http://exclusions.oig.hhs.gov/ http://www.sam.gov/

The County reserves the right to disqualify any Respondent on the basis of any real or apparent conflict of interest that is disclosed by the proposal submitted or any other data available to the

County. This disqualification is at the sole discretion of the County. Any Respondent submitting a proposal herein waives any right to object to the County’s exercise of this right, now or at any future time, before any body or agency, including, but not limited to, the County of Orange Board of Supervisors or any court.

Causes for Disqualification

The County, at its sole, absolute, and unfettered discretion, will determine whether a Respondent is qualified and responsible to deliver the services requested in this RFP. This determination may be based on one (1) or more of the following:

A. Evidence of collusion amongst Respondents.

B. Lack of business skills or financial resources necessary to operate this business successfully, as revealed by either financial statements or experience statement.

C. Lack of responsibility as shown by past work, references, or other factors.

D. Respondent is in arrears or in default to the County on any debt or agreement or defaults upon any obligation to the County or has failed to faithfully perform any previous agreement with County at the County’s sole determination.

E. Submission of a proposal that is late, conditional, incomplete, ambiguous, obscure or which contains alterations not called for, or irregularities of any kind, except as those determined by the County, at its sole discretion, as a minor irregularity or a defect or variation in the proposal that is immaterial or inconsequential.

F. Other causes, as the County deems appropriate, at its sole and absolute discretion.

The County’s determination as to whether a Respondent is qualified and responsible will be based on the information furnished by Respondent in response to this RFP, interviews with Respondent

(if applicable), as well as from other sources determined to be valid by the County. The County reserves the right to verify and validate any information prior to awarding a contract and during the entire term of the contract. Award will not be made until after such investigations, as are deemed necessary, are made by the County regarding the experience and financial responsibility of Respondent which each Respondent agrees to permit by submitting its proposal.

1.11 ANTICIPATED TERM AND FUNDING AVAILABILITY

Contingent upon approval by the Orange County Board of Supervisors, the County intends to award one (1) three-year contract to the responsible Proponent whose proposal is determined to be the most responsive to the requirements of this RFP. The term of the resulting contract will begin on or about July 1, 2026, and terminate on June 30, 2029. The estimated amount available for each year of the three-year contract will be $70,000 per year for an estimated maximum of

$210,000 for all three (3) years.

The initial three-year agreement may be renewed, subject to contractor performance and continued funding, for a two-year term, without a competitive bid process, at the sole discretion of the

County.

The County reserves the right to award a one (1) year contract through this RFP, which may be renegotiated and/or renewed, subject to contractor performance and continued funding, for a two-year term without a competitive bid process, at the sole discretion of the County. In the event of a one (1) year contract award, the estimated amount available for the first year is $70,000, and the estimated amount available for each additional one-year term is $70,000. The amount allocated to this RFP is approximate and tentative at this time.

The funding for the contract resulting from this RFP is contingent upon the State budget; receipt of funds from and/or obligation of funds by the Federal Government to the State and from the State to the County; and inclusion of sufficient funding for the services hereunder in the budget approved by the County’s Board of Supervisors for each fiscal year covered by said contract. If such approval, funding, or appropriations are not forthcoming, or are otherwise limited, the contract may be immediately terminated, reduced, or modified without penalty.

SECTION 2. PROTEST PROCEDURES

All protests shall be typed under the protestor’s letterhead and submitted in accordance with the provisions stated herein. All protests shall include at a minimum the following information:

A. The name, address, and telephone number of the protestor.

B. The signature of the protestor or the protestor’s representative.

C. The solicitation or contract number.

D. A detailed statement of the legal and/or factual grounds for the protest; and, E. The form of relief requested.

Protest of Solicitation Specifications:

A. All protests related to solicitation specifications must be submitted to the Deputy

Procurement Agent (DPA), Stacey Biddle at stacey.biddle@ssa.ocgov.com, no later than five (5) business days prior to the Closing Date of the solicitation. Protests received after the five (5) business-day deadline will not be considered by the County.

1. In the event the protest of specifications is denied, and the protestor wishes to continue in the solicitation process, the protestor must still submit a bid/proposal prior to the close of the solicitation in accordance with the solicitation submittal procedures provided in this solicitation.

Protest of Award of Contract:

A. All protests related to the award of a contract, the protest must be submitted no later than five (5) business days after the Notice of Intent to Award is provided by the DPA.

B. Protests relating to a proposed contract award received after the five (5) business day deadline will not be considered by the County.

Protest Process

A. In the event of a timely protest, the County shall not proceed with the solicitation or award of the contract until the DPA issues a decision on the protest.

B. Upon receipt of a timely protest, the DPA will, within ten (10) business days of receipt of the protest, issue a decision in writing which shall state the reasons for the actions taken.

C. The County may, after providing written justification, make the determination that an immediate award of the contract is necessary to protect the substantial interests of the

County. The award of a contract shall in no way compromise the protester’s right to the protest procedures outlined herein.

D. If the protestor disagrees with the decision of the DPA, the protestor may submit a written appeal to the County Procurement Officer requesting an appeal to the Procurement Appeals

Board, in accordance with the process stated below.

Appeal Process

A. If the protestor wishes to appeal the decision of the DPA, the protestor must submit, within three (3) business days from receipt of the DPA’s decision, a written appeal to the

Office of the County Procurement Officer.

Written appeals must be sent by mail to the address below with a courtesy copy by email;

County of Orange/County Executive Office

County Procurement Office

400 W. Civic Center Drive, 5th Floor

Santa Ana, CA 92701

Attn: County Procurement Officer

CPOAppeals@ceo.oc.gov

B. Within fifteen (15) business days, the County Procurement Officer will review all materials in connection with the appeal, assess the merits of the protest and provide a written determination that shall contain his or her decision on whether the appeal shall be forwarded to the Procurement Appeals Board.

mailto:CPOAppeals@ocgov.com

C. The decision of the County Procurement Officer on whether to allow the appeal to go forward will be final and there shall be no right to any administrative appeals of this decision.

SECTION 3. OCLSB AND DVBE PREFERENCE POLICIES CERTIFICATION

REQUIREMENTS

County of Orange Local Small Business (OCLSB) Preference and Disabled Veteran

Business Enterprise (DVBE) Preference Policies Certification Requirements

3.1 OCLSB:

Effective January 1, 2020, County of Orange Board of Supervisors adopted the OCLSB

Preference policy. Implementation of the OCLSB Preference policy supports local businesses, the local economy and the development of the County’s tax base.

To be certified as a Local Small Business by the County of Orange, a business shall meet (1) and

(2) below:

A. Local Business Requirements:

1. Maintains their principal center of operations (i.e. headquarters) within Orange

County, and:

2. Has:

a. A business address located in the County of Orange that is not a post office box, or

b. A valid business license or certificate of occupancy issued by the County of

Orange or by an Orange County city, or other documentation acceptable to the

County of Orange.

B. Small Business Requirements:

1. Must be certified as a Small Business by the State of California Department of

General Services (DGS): and, C. Above requirements must be valid at the time of bid/proposal submittal.

3.2 DVBE:

Effective January 1, 2021, County of Orange Board of Supervisors adopted the DVBE Preference policy. The DVBE Preference policy supports local business opportunity, economy and the development of County’s tax base, and in addition recognizes the service and sacrifice given by the men and women of our Armed Forces.

To be certified as a Disabled Veteran Business Enterprise by the County of Orange, a business shall meet (A) and (B) below:

A. Must be certified as a DVBE by the State of California Department of General Services

(DGS); and, B. DGS DVBE requirements must be valid at the time of bid/proposal submittal.

To participate as an OCLSB and/or DVBE please read and follow the process outlined in

COUNTY OF ORANGE LOCAL SMALL BUSINESS (OCLSB) AND DISABLED

VETERAN BUSINESS ENTERPRISE (DVBE) CERTIFICATION REQUIREMENTS in the VENDOR RESPONSES.

*NOTE: DVBE PREFERENCE IS NOT APPLICABLE TO PUBLIC WORKS OR A-E

CONSTRUCTION PROJECTS.

3.3 OCLSB/DVBE CERTIFICATION REQUIREMENTS:

County Of Orange Local Small Business (OCLSB) Preference And Disabled Veteran

Business Enterprise (DVBE) Certification Requirements

A. To participate as an OCLSB and/or DVBE the following requirements must be met:

1. Must be certified with State of California the Department of General Services (DGS) as a Small Business. - https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

2. Must be certified with DGS as a DVBE. - https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

3. Maintains their principal center of operations (i.e. headquarters) within Orange

County.

4. Certification must be valid at the date/time solicitation is closed, and it shall remain in effect at the time of contract award. County reserves the right to verify and/or reject incomplete documents.

5. Complete and sign the Affirmation form attached herein. The signed Affirmation form and the OCLSB Certification are required and must be returned with the solicitation response.

B. OCLSB or DVBE Preference provides for the following:

1. Invitation for Bid – IFB

A five percent (5%) deduction in the original bid price shall be applied to all confirmed OCLSB or DVBE bidders for evaluation purposes. If the lowest bidder is a certified OCLSB or DVBE bidder, the contract will be awarded at the certified

OCLSB or DVBE’s original bid price. The maximum allowable preference deduction is $100,000.

2. Request for Proposal - RFP

An additional five percent (5%) shall be applied to the tallied cost score of each certified OCLSB or DVBE to obtain their final score. If the final score of any OCLSB or DVBE matches the final score of a non-OCLSB or non-DVBE, preference shall be given to the certified OCLSB. If two or more OCLSB or DVBEs have the same final https://caleprocure.ca.gov/pages/sbdvbe-index.aspx https://caleprocure.ca.gov/pages/sbdvbe-index.aspx https://caleprocure.ca.gov/pages/sbdvbe-index.aspx score, the County shall determine the contract award based on the County’s best interest.

C. Dual OCLSB and DVBE Preference provides for the following:

1. Business Certified as OCLSB and DVBE

If a State-certified OCLSB is also a State-certified DVBE, the preference given to that business shall be 8% instead of 5%.

D. Subcontractors

If bidder is submitting subcontractors to qualify for the OCLSB or DVBE preference, bidder must demonstrate through the Staffing Plan that 20% of the total bid amount is allocated to the OCLSB and/or DVBE subcontractor(s).

*NOTE: DVBE PREFERENCE IS NOT APPLICABLE TO PUBLIC WORKS OR A-E

CONSTRUCTION PROJECTS.

SECTION 4. PROPOSAL SCORING CRITERIA

No. Evaluation Criteria Scoring Method Weight (Points)

1. Form A - Organization Experience Points Based 500 (50% of Total)

2. Form B - Services to be Provided Points Based 500 (50% of Total)

SECTION 5. DESCRIPTION OF SERVICES and SCOPE OF WORK

5.1 BACKGROUND

The County of Orange (County) Social Services Agency (SSA) is currently requesting proposals to provide childcare services for attendees of Child and Family Team (CFT) meetings hosted by

SSA’s Child and Family Team Program and held primarily at its Children and Family Services

(CFS) offices in the city of Orange. The selected Respondent will also provide childcare services at different pre-arranged locations in Orange County for the two Celebrating Families events held annually. Celebrating Families is a dinner event held to honor and recognize the efforts of the parents who successfully reunified with their children following the closure of their child welfare case.

CFT childcare is an essential service provided on-site at the CFS Division located at 800 N.

Eckhoff in Orange, while CFT members, including, but not limited to parents, caregivers, relatives, etc., attend a time-limited CFT meeting at the same location. CFT meetings bring key people in a child’s life together to identify supports and services needed to achieve permanency and enable a child to live in the least restrictive family setting, which promotes normal childhood experiences. CFT meetings usually last between one and two hours and are held Monday through

Friday from 9:45 a.m. to 6:15 p.m., and on occasions to 8 p.m.

On average during Fiscal Year 2024–2025, approximately 55 children representing 31 families required childcare services each month, and an additional 21 children required childcare for the

Celebrating Families event. Childcare services were provided for an average of 160 hours per month.

5.2 POPULATION TO BE SERVED

Contractor shall provide childcare services to children referred by SSA whose parents, guardians, and/or caregivers are participating in CFT meetings, Celebrating Families events, or similar SSA programs or events. The target population is children from birth through 17 years of age. Children served may include those with developmental, health, or other special needs.

5.3 DEFINITIONS

A. Celebrating Families: An event honoring families whose juvenile dependency cases had successfully closed, celebrating parents’ diligent efforts to reunify with their children and applauding the collaboration between CFS social workers and the families they serve.

B. Childcare Provider(s): The Contractor’s staff responsible for providing on-site childcare during CFT meetings and Celebrating Family events ensuring safe, supervised, and engaging care for children from birth through 17 years of age.

C. Children and Family Services (CFS): The division in SSA that provides services to protect children from abuse and neglect, and at-risk Families.

D. CFS Child Abuse Registry: An electronic database that lists individuals with substantiated reports of child abuse or severe neglect.

E. Child Family Team (CFT) meetings: A meeting of a group of individuals convened by

SSA, who are engaged through a variety of team-based processes to identify the strengths and needs of the child/youth and his or her family to help achieve positive outcomes for safety, permanency, and well-being.

F. Clients: Children from birth through 17 years of age receiving childcare services and their parents, guardians, and/or caregivers participating in CFT meetings.

5.4 OUTCOME OBJECTIVES

A. A minimum of ninety percent (90%) of scheduled childcare coverage hours shall be staffed by Childcare Provider(s).

B. Consent forms shall be completed and signed for one hundred percent (100%) of the children receiving childcare services.

C. A minimum of ninety percent (90%) of satisfaction surveys shall be collected from attendees utilizing childcare services.

5.5 HOURS OF OPERATION

A. Contractor shall provide childcare services for CFT meetings Monday through Friday, from 9:45 a.m. to 6:15 p.m., except County holidays as established by the County of

Orange Board of Supervisors.

B. Contractor shall provide childcare services during the two Celebrating Families events held annually. The duration of the event is a minimum of three hours, generally between the hours of 5 p.m. to 8 p.m. at a pre-arranged location and date in Orange County.

C. Contractor’s holiday schedule shall not exceed County’s holiday schedule which is as follows: New Year’s Day, Martin Luther King Jr. Day, President Lincoln’s Birthday, Presidents’ Day, Memorial Day, Independence Day, Labor Day, Native American Day, Veterans Day, Thanksgiving Day, Friday after Thanksgiving Day and Christmas Day.

Contractor shall obtain prior written approval from County for any closure outside of

County’s holiday schedule and the hours listed in Subparagraph 5.5.A above. Any unauthorized closure shall be deemed a material breach of this Contract and shall not be reimbursed.

5.6 GENERAL REQUIREMENTS

A. Contractor shall:

1. Maintain safeguards set by the County to ensure confidentiality of information pertaining to children and families served.

2. Comply with mandatory State of California licensing regulations regarding required background checks for Childcare Providers operating under this Contract, including fingerprinting, CFS Child Abuse Registry, U.S. Department of Justice clearances, and physical and medical releases to work with children in childcare.

3. Provide First Aid and Cardiopulmonary Resuscitation (CPR) certification for Childcare

Providers operating under this Contract prior to providing services.

4. Provide an administrative liaison who will be available by telephone and email during the hours of 8 a.m. to 5 p.m., Monday through Friday, to address service and/or administrative matters.

5. Meet with SSA staff on a quarterly basis or as scheduled by SSA to review service delivery and/or contractual issues.

6. Use, maintain, and submit to County a log/sign-in sheet, developed and approved by

SSA. The log/sign-in sheet must be signed by all parents/caregivers of children who receive childcare during CFT meetings, Celebrating Families events, and similar SSA programs or events.

7. Provide age-appropriate toys, supplies, and activities for children in childcare.

8. Possess a current California business license.

9. Be in good standing with no license revocation, temporary license suspension order or on probation.

10. Coordinate with County staff on childcare coverage and promptly notify County of any staffing absences or issues to ensure continuity of childcare services.

5.7 SERVICE REQUIREMENTS

A. Contractor shall:

1. Provide short-term, on-site childcare during CFT meetings, Celebrating Families events, and similar SSA programs or events to eliminate barriers to parental attendance.

2. Supervise children from birth through 17 years of age, typically for one to two hours per session.

3. Provide childcare to children using the following Childcare Provider to child ratio: CHILD'S AGECHILDCARE PROVIDER TO CHILD RATIO Birth to six years, excluding children with special needs One childcare provider to four children

(1:4 ratio) Seven to 17 years, excluding children with special needs One childcare provider to eight children (1:8 ratio) Children with special needs ages birth to 17 years One childcare provider to one child (1:1 ratio)

4. Deliver safe, supervised, and interactive care that is developmentally and culturally appropriate.

5. Greet caregivers and parents, obtain signed consent forms, and maintain required documentation including sign-in logs and daily timesheets.

6. Conduct health screenings for each child upon arrival to childcare before the child enters the childcare room and parent and caregiver attends the SSA meeting or event.

a. Health screening of child shall note any unusual behaviors, injuries or signs of illness.

b. Health screening of child shall take at least one minute and may include a temperature check, if deemed necessary by County.

c. Contractor shall immediately notify County if child’s health screening results in signs of unusual behaviors, injuries or illness and return the child to the parent or caregiver.

7. Administer the satisfaction survey to each attendee and report the number of surveys to County at the end of each shift.

8. Clean, disinfect, and restore the childcare area and materials at the end of each shift.

9. Prepare and organize the childcare space, plan activities, and assist with administrative functions, as needed.

10. Immediately report and document any incidents, injuries, or unusual occurrences during service delivery.

B. Contractor shall not use cellular telephone or any other personal electronic devices when children are in childcare, except for conducting County business or reporting incidents to

County.

5.8 FACILITIES

A. Administrative services under this Contract shall be provided at:

[Contractor’s Name]

[Address 1]

[Address 2]

B. Contractor shall enter into a rent-free real estate license agreement with the County for office space where CFT childcare services shall be provided, located at:

SSA/CFS

800 N. Eckhoff Avenue

Orange, CA 92868

C. Contractor and County may agree in writing to modify the facility(ies) and location(s) where services shall be provided without changing fee-for-service rate.

5.9 REPORTING REQUIREMENTS

Contractor will be responsible for the submission of various reports, in a format approved by

County, including but not limited to financial reports, monthly activity reports, and aggregate year-end final report.

A. Contractor shall:

1. Submit a monthly report, in a format developed and approved by County, to the designated CFS Program Manager and the SSA Contract Administrator by the tenth

(10th) calendar day of the month for the previous month’s services. The report shall include, but not be limited to:

a. Total number of children who received Childcare Services;

b. Primary language spoken in the family;

c. Total number of hours of childcare provided;

d. Number of no-shows;

e. Number of children with identified developmental and/or health-related needs; and

f. Number of interruptions requiring the Childcare Provider to seek caregiver involvement.

2. Submit a year-end report, in a format developed and approved by County, summarizing services provided for the contract term. The report shall include:

a. Annual totals for all monthly data elements;

b. A summary of successes and barriers encountered in the provision of services; and

c. Information on steps taken to ensure uninterrupted, safe, and interactive childcare during CFT meetings.

3. Submit childcare staff log-in sheet at the end of every pay period, or as otherwise determined to be reasonable by CFS and Respondent, to the designated CFS Program

Manager, or authorized designee, to review and approve by signature. Reimbursement may be withheld should a staff sign-in sheet be signed by an unauthorized individual.

5.10 MEETING REQUIREMENTS

Contractor shall participate in service delivery meetings on a monthly basis, or as requested by

County.

5.11 UTILIZATION REVIEW

A. Contractor and County's designee shall meet at least annually to review and evaluate a random selection of service records. The review may include, but is not limited to, an evaluation of the quality and safety of childcare services provided and adherence to required reporting. Service records to be reviewed shall be randomly selected by County.

B. County may conduct a Utilization Review (UR) at Contractor’s facility referenced in this

Scope of Work, with date and time determined at County’s discretion. County may provide oral and/or written feedback regarding the UR findings. Contractor shall comply with the findings of the UR and take corrective action accordingly.

C. In the event Contractor, County and County’s CFS staff representatives and/or County’s designee are unable to resolve differences of opinion regarding the necessity and appropriateness of services and length of services, the dispute shall be submitted to

County’s Director of CFS for final resolution. Nothing in this subparagraph shall affect

County’s termination rights under the Termination provisions of this Contract.

5.12 COMPENSATION

A. This is a firm fixed fee Contract between County and Contractor to provide services as set forth in this Scope of Work.

B. The Contractor agrees to accept the specified compensation as set forth in this Contract as full payment for performing all services and furnishing all staffing and materials required, for any reasonably unforeseen difficulties which may arise or be encountered in the execution of the services until acceptance, for risks connected with the services, and for performance by the Contractor of all its duties and obligations hereunder.