D1B523F8-D6FB-44C7-AC05-EF34C19E25D3.pdf

BIDDER GUIDE

The following information is provided by the City of Columbus to assist you in navigating the formal bid procedures. This information is not to supersede or replace any of the actual bid specifications or requirements; its sole purpose is to provide information on the process. If you have any questions regarding the process, please contact the appropriate City of Columbus representative listed on the bid solicitation (for specification questions, see instructions below).

Any addenda issued by the City of Columbus will be posted on this site. The City of Columbus will send notification of addenda to Bidders who have an active login ID and password with Columbus Vendor Services and are registered for the commodity code(s) associated with this solicitation.

Though the notification methods above will be utilized to notify bidders of addenda, it is ultimately the Bidder’s responsibility to check this site for verification of any issued addenda.

The following documents must be completed and attached to your response. Complete this checklist to confirm the items required in your bid. Failure to submit the listed documents may be cause for rejection of your bid:

____ Active Contract Compliance Number or on-line application submitted

____ Proposal

____ Certificate of Insurance Liability

____ Workers' Compensation Certificate

____ Registration with the Ohio Secretary of State (not required for individuals, only businesses)

EQUAL OPPORTUNITY CLAUSE

(1) The contractor/vendor/bidder will not discriminate against any employee or applicant for employment because of race, sex, sexual orientation, gender identity or expression, color, religion, ancestry, national origin, age, disability, familial status or military status. The contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, sex, sexual orientation, gender identity or expression, color, religion, ancestry, national origin, age, disability, familial status or military status. Such action shall include, but not be limited to, the following: employment up-grading, demotion, or termination; rates of pay or other forms of compensation; and selection for training.

The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices summarizing the provisions of this Equal Opportunity Clause.

(2) The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that the contractor is an equal opportunity employer.

(3) It is the policy of the City of Columbus that business concerns owned and operated by M/WBEs shall have the maximum practicable opportunity to participate in the performance of contracts awarded by the city.

(4) The contractor shall permit access to any relevant and pertinent reports and documents by the ODI director for the sole purpose of verifying compliance with this Title and ODI regulations. All such materials provided to the ODI director by the contractor shall be considered confidential.

(5) The contractor will not obstruct or hinder the ODI director or his/her deputies, staff and assistants in the fulfillment of the duties and responsibilities imposed by Title 39 of the Columbus City Codes.

(6) The contractor and each subcontractor will include a summary of this Equal Opportunity Clause in every subcontract. The contractor will take such action with respect to any subcontractor as is necessary as a means of enforcing the provisions of the Equal Opportunity Clause.

(7) The contractor agrees to refrain from subcontracting any part of this contract or contract modification thereto to a contractor not holding a valid certification number as provided for in Title 39.

(8) Failure or refusal of a contractor or subcontractor to comply with the provisions of Title 39 may result in cancellation of this contract.

ALL CONTRACTORS MUST HOLD A VALID CONTRACT COMPLIANCE CERTIFICATION

NUMBER ISSUED BY THE OFFICE OF DIVERSITY AND INCLUSION.

To obtain a Contract Compliance number register at the City of Columbus Vendor

Services website: http://vendors.columbus.gov/sites/public

1. Login to the City of Columbus Vendor Services Site and register with the city of Columbus. Once that is completed and approved by the purchasing office, log back in and do the following:

2. Select Questionnaires from the Common menu located on the left navigation bar.

3. Next select EBO Quest. (this is the contract compliance application)

4. Question 1 will be displayed; Answer question 1 and select Forward.

5. Proceed through the questionnaire answering each question and selecting Forward to continue. Once you have reached and answered the last question select End to submit.

6. Then the questionnaire will be received by the ODI Office, reviewed and process within 2 business days or less. For additional questions regarding this process, contact the Office of Diversity Inclusion at 614-645-4764.

City of Columbus Home Page: www.columbus.gov

CCDOC 1-2017

http://vendors.columbus.gov/sites/public http://www.columbus.gov/

INFORMATION FOR OFFERORS (RFP)

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SPECIAL CONDITIONS

Special conditions included in the specifications, if inconsistent with provisions included in "Information for Offerors (RFP)", shall take precedence over any provisions in "Information for Offerors (RFP)" to the extent inconsistent.

PERSONAL EXAMINATION

Offerors are required to satisfy themselves by personal examination of the proposed contract documents and investigation of the conditions at the site of the work in order that they may be fully informed of the contract requirements, the conditions existing, and the difficulties likely to be encountered in the execution of the work.

SUBMISSION OF RESPONSE

Refer to the "Proposal Information" section of the Specifications for instructions for submission.

All proposals and other material submitted in response to this Request for Proposal (RFP) become the property of the City of Columbus. The City may choose to retain or return these materials to the offeror, at the offeror’s expense.

The City is not liable for any cost associated with the preparation of the proposal or any other costs incurred by any bidder prior to the execution of the contract. The rejection of any proposal in whole or in part, at it discretion, will not render the City liable for incurring any cost or damage.

If at any time prior to the closing date the invited offeror decides not to provide a proposal, the City will appreciate that a letter to that effect be supplied to the City prior to the deadline.

ACCEPTANCE AND REJECTION

This response submitted by the offeror to the City of Columbus will be accepted or rejected within a period of 180 days from due date. The City reserves the right to waive technicalities, and to cancel and renew the request on the required service. If more than one service, prices shall be quoted on the services requested. However, each service may be considered a separate offer and the City reserves the right to award a contract on each service separately or on all services as a whole or any combination thereof. Offerors whose proposal is made on an "All or None" basis must clearly state such fact in their written responses.

Each invitation for Bids, Request for Statements of Qualifications, and Request for Proposals issued by the City shall state that the Bid or Request may be cancelled and that any bid or proposal may be rejected in whole or in part when it is for good cause and in the best interests of the City.

WITHDRAWAL OF RESPONSE PROPOSALS

Offerors may withdraw their responses at any time prior to the time specified in the advertisement as the closing time for the receipt of responses. However, no offeror shall withdraw or cancel a proposal for a period of 180 calendar days after said advertised closing time for the receipt of the proposals.

SIGNATURE REQUIRED

The responses must be signed in ink. If the offeror is a firm or corporation, insert the corporate name followed by the signature of a person authorized to sign said response; if a partnership, indicate partnership name followed by the signature of one of the partners; if a sole proprietorship the signature of the owner is required. Where the person signing for a corporation is NOT an officer or Member of the Company, an affidavit or a resolution of the Board of Directors showing the authority of that person to bind the corporation must be furnished.

DEFAULT PROVISION

In case of default by the offeror or the contractor, the City of Columbus may procure the articles or services from other sources and hold the offeror or contractor responsible for any excess costs occasioned or incurred thereby.

CONTRACT AND BOND

The offeror to whom an award is made will be required to execute a written contract with the City of Columbus, Ohio within ten days after receiving such contract for execution, and if specified in the legal notice, furnish a good and approved bond conditioned upon the faithful performance of the same. The proposal, contract, proposal bond, (if applicable), and performance bond (if applicable) shall be in the form herein specified.

If, at any time during the continuance of the Contract, any surety shall, in the opinion of the contracting agent of the City, become irresponsible, then said agent shall have the right to require additional and sufficient surety or sureties. The Contractor shall furnish the surety or sureties to the satisfaction of the said agent, within ten (10) days after notice. In default thereof the default provision herein shall apply.

LIABILITY, INSURANCE, LICENSES AND PERMITS

Where offerors are required to enter or go onto City of Columbus property to deliver materials or perform work or services as a result of contract award, the offeror will assume full duty, obligation and expense of obtaining all necessary licenses, permits, and insurance when required. The offeror shall be liable for any damages or loss to the City occasioned by negligence of the offeror (or his agent) or any person the offeror has designated in the completion of his contract as a result of his response. Particular attention is directed to the statutory requirements of the State of Ohio relative to the licensing of corporation organized under the Laws of any other State.

TAXES

The City, being a municipality, is tax exempt and will provide appropriate artifact upon request. Federal and/or State Taxes are not to be included in prices quoted. The successful offeror will be furnished an exemption certificate if needed.

PRICING

Offerors are to quote firm or fixed prices for the duration of any contract, which may be a result of the proposal unless otherwise noted in the specifications. In case of discrepancy in computing the amount of the cost, the UNIT PRICE quoted will govern.

DELIVERY

Time will be of the essence for any orders placed as a result of this response. Purchaser reserves the right to cancel such orders, or any part thereof, without obligations if delivery is not made within the time(s) specified. Delivery shall be made during normal working hours and to the destination shown on the proposal.

INFORMATION FOR OFFERORS (RFP) (Continued)

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CAMPAIGN CONTRIBUTIONS

Contractor hereby certifies the following: that it is familiar with Ohio Revised Code (“O.R.C.”) Section 3517.13; that all applicable parties listed in Division (I)(3) or (J)(3) of O.R.C.

Section 3517.13 are in full compliance with Divisions (I)(1) and (J)(1) of that Section; that it is eligible for this contract under the law and will remain in compliance with O.R.C. Section 3517.13 for the duration of this contract and for one year thereafter.

QUALITY

Unless otherwise stated by the offeror, the proposal will be considered as being in strict accordance with the specifications outlined in this RFP document.

SAMPLES

Samples, when requested, must be furnished free of expense to the City and if not destroyed, will upon request be returned at the bidder's expense.

CHANGES AND ADDENDA TO RFP DOCUMENTS

Each change or addenda issued in relation to this document will be published on the City’s Vendor Services website no less than five (5) working days prior to the scheduled RFP due date. In addition, to the extent possible, c notice will be e-mailed to each person registered as having interest in the commodities selected for this RFP. Total RFP inquiry or specific item cancellations may be issued later than that time specified above.

REPUDIATION OF AGREEMENT

The liability of the City for repudiation of any agreement which might result from this request shall be limited to the difference between the market price at the time and place for tender of the service and the unpaid sales price together with any incidental damages, but less expenses paid in consequence of the breach by the City. The liability of the city shall not be measured by the profits or overhead of seller.

CONTRACT MODIFICATION

An agreement which may result from this request shall not be modified or altered by any subsequent course of performance between parties or by additional terms contained in any subsequent documents unless said additional or differing terms are incorporated by contract modification authorized to be entered into by ordinance.

APPLICABLE LAWS

The Revised Code of the State of Ohio, the Charter of the City of Columbus, and all City ordinances insofar as they apply to the laws of competitive bidding, contracts, and purchases, are made a part hereof.

REMEDIES

All claims, counterclaims, disputes and other matters in question between the City, its agents and employees, and the Contractor arising out of or relating to this agreement or its breach will be decided in a court of competent jurisdiction within the County of Franklin, State of Ohio.

OFFERORS TERMS AND CONDITIONS

Terms and conditions, submitted with this proposal, which are contrary to City Code or Charter shall be disregarded for the purpose of any subsequent contract. The successful offeror shall be notified as to which terms and conditions, if any, have been deleted or changed.

PUBLIC RECORDS REQUESTS

The City of Columbus, as a political subdivision of the State of Ohio, is subject to Ohio Revised Code Chapter 149, known as the Ohio Public Records Law. Consequently, the Offeror understands that ALL documents submitted in response to this RFP are considered public records and WILL be released when a public records request is made by news media, competitors, or other interested parties, in accordance with the law. If you contend that certain CLEARLY MARKED portions of your response constitute an exception to Ohio’s public records law, you MUST submit your legal basis in support of that assertion with your response.

If a public records request is made for any portion of the documents that you have submitted and you have NOT clearly marked such documents as information constituting an exception to Ohio’s public records law, your information will be released immediately.

If a public records request is made for such information and you HAVE clearly marked portions of your response as information constituting an exception to Ohio’s public records law, AND you have submitted the legal basis supporting such claim, the City will release a redacted version of your information to the requestor and notify you that a request was made and that a redacted version of your response was released. Should the requestor indicate that the redacted version is not sufficient for their purposes, you then will be IMMEDIATELY responsible for obtaining an order from a Court of competent jurisdiction in Franklin County, Ohio enjoining release of your clearly marked information constituting an exception to Ohio’s public records law.

If a public records request is made for such information and you HAVE clearly marked portions of your response as information constituting an exception to Ohio’s public records law, but you have NOT submitted the legal basis supporting such claim, the City WILL RELEASE your information to the requestor and notify you that a request was made and that your response was released.

DO NOT mark your entire response/submittal as information constituting an exception to Ohio’s public records law. If your entire response/submittal is so marked, the City of Columbus will not consider your offer.

COSTS INCURRED FOR PROPOSAL SUBMISSIONS

The City is not liable for any cost associated with the preparation of the proposal or any other costs incurred by any offeror prior to the execution of the contract. The rejection of any proposal in whole or in part, at it discretion, will not render the City liable for incurring any cost or damage.

WITHDRAWL OF PROPOSALS

If at any time prior to the closing date the invited offeror decides not to provide a proposal, the City will appreciate that a letter to that effect be supplied to the City prior to the deadline.

CITY IS TAX EXEMPT

The City, being a municipality, is tax exempt and will provide appropriate certification upon written request.

SAFETY REQUIREMENTS

Successful vendor shall at all times while performing duties, adhere to all rules of their particular industry, with regard to mandates by the Environmental Protection Agency (EPA) and/or Occupational Safety and Health Administration (OSHA), and any other regulation applicable to the circumstance.

(INFORMATION FOR OFFERORS continued next page)

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NON-COLLUSION AFFIDAVIT

Each respondent is required to submit with his proposal an affidavit stating that neither he nor his agents, nor any other party for him, has paid or agreed to pay, directly or indirectly, any person, firm or corporation any money or valuable consideration for assistance in procuring or attempting to procure the Contract herein referred to, and further agreeing that no such money or regard will be hereafter paid. This affidavit must be on the form required, titled "Non-Collusion Affidavit.”

ADDITIONAL CONTRACT TERMS AND REQUIRED

DOCUMENTS IN THE EVENT OF A CONTRACT

This section sets forth contract terms and the required contract documents that the successful offeror must execute following the award of the contract by the contracting authority.

PUBLICATIONS

The Contractor agrees to submit to the City’s Contract Administrator all advertising, sales promotion, and other publicity matters relating to this Contract wherein the City’s name is mentioned or language used from which the connection of the City’s name therewith may, in the City’s judgment, be inferred or implied. The Contractor further agrees not to publish, or use such advertising, sales promotion, or publicity matter without the prior written consent of the City except that may be required under law.

TERMINATION FOR CONVENIENCE

The City upon thirty days written notice may terminate this agreement at its convenience. The party providing goods or services shall be entitled compensation for goods provided or services rendered under the terms of this contract up to the date of notification of termination.

TERMINATION FOR DEFAULT

If either the City or the Contractor violates any material term or condition of this Contract or fails to fulfill in a timely and proper manner its obligations under this Contract, then the aggrieved party shall give the other party written notice of such failure or violation. The responsible party shall give the other party written notice of such failure or violation. The responsible party will correct the violation or failure within thirty (30) calendar days or as otherwise mutually agreed. If the failure or violation is not corrected, this Contract may be terminated immediately by written notice from the aggrieved party to the other party. The option to terminate shall be the sole discretion of the aggrieved party. If it determined for any reason the failure to perform is without the defaulting party’s control, fault, or negligence, the termination shall be deemed to be a Termination for Convenience.

APPLICABLE LAW, REMEDIES

This agreement shall be governed in accordance with the laws of the State of Ohio. All claims, counterclaims, disputes and other matters in question between the City, its agents and employees, and the Contractor arising out of or relating to this agreement or its breach will be decided in a court of competent jurisdiction within the County of Franklin, State of Ohio. The remedies provided for in this Contract shall not be exclusive but are in addition to all other remedies available under law.

ASSIGNMENT

This agreement may not be assigned or otherwise transferred to others by the contractor without the prior written consent of the City.

SAVE HARMLESS

Contractor shall protect, indemnify and save the City harmless from and against any damage, cost, or liability, including reasonable attorneys’ fees resulting from claim, by third parties for any or all injuries to persons or damage to property arising from the acts or omissions of the Contractor, its officers, employees, agents, or Subcontractors in providing goods or services under the terms and conditions of this contract.

SAVE HARMLESS DISCLOSURE OF PROPRIETARY

INFORMATION

The Contractor agrees to indemnify and hold harmless the City of Columbus, Ohio and their respective officials, employees and other agents and representatives, against loss, claim, liability in tort or by statute imposed, charge, cost or expense, including without limitation, attorneys fees to the extent permitted; by law, which may be incurred in connection with, or in any manner of any damage or loss arising from disclosure of proprietary information.

PROPRIETARY INFORMATION INDEMNIFICATION

The Contractor agrees to indemnify and hold harmless the City of Columbus, Ohio and their respective officials, employees and other agents and representatives, against loss, claim, liability in tort or by statute imposed, charge, cost or expense, including without limitation, attorneys fees to the extent permitted; by law, which may be incurred in connection with, or in any manner of any damage or loss arising from disclosure of proprietary information.

CONFIDENTIAL INFORMATION

The director of the agency requesting proposals may choose to keep RFP information in confidence during the evaluation process and until the time a contract is executed. This information may include all proposal documentation, notes, including detailed prices, references, resumes, technical and cost information, etc. Thereafter, proposals and all submissions will become public information, as the City is subject to R.C.

149.43, the Public Records Act.

CONTRACTOR’S PROPRIETARY INFORMATION

Contractor acknowledges that the City is subject to chapter R.C.149.43, the State of Ohio Public Records Law. The City agrees to keep any information confidential except as otherwise required to be disclosed by law including but not limited to the contract.

INDEPENDENT CONTRACTOR STATUS

The Contractor shall perform its duties as an independent contractor and not as an employee. Neither the contractor nor any agent or employee of the contractor shall be or shall be deemed to be an agent or employee of the City of Columbus.

The Contractor shall pay when due all required employment taxes and income tax on any monies paid pursuant to the contract. Contractor shall acknowledge that the contractor and its employees are not entitled to unemployment insurance benefits unless the contractor or a third party provides such coverage and that the City does not apply for or otherwise provide such coverage. Contractor shall have no authorization, express or implied, to bind the City to any agreements, liability, or understanding except as expressly set forth in the contract.

Contractor shall provide and keep in force worker’s compensation (and show proof of such insurance) and unemployment compensation insurance in the amounts required by law, and shall be solely responsible for the acts of the contractor, it’s employees and agents.

(INFORMATION FOR OFFERORS continued next page)

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IN THE EVENT OF A CONTRACT (continued)

PROTECTION OF CITY’S CONFIDENTIAL INFORMATION

The contractor shall acknowledge that some of the material and information which may come into its possession or knowledge in connection with the contract or its performance, may consist of confidential information, the disclosure of which to, or use by, third parties could be damaging. Therefore, access to information concerning individual recipients of the City’s services to individual clients, among other items, shall not be granted except as authorized by law or agency rule. The contractor shall agree to hold all such information in strictest confidence, not to make use thereof for other than the performance of the contract, to release it only to authorized employees or subcontractors requiring such information, and not to release or disclose it to any other party. The contractor shall agree to release such information or material only to subcontractors who have signed a written agreement expressly prohibiting disclosure. The contractor shall further agree to either destroy or return all such information at the end of the term of the contract.

This section does not impose any obligation on the contractor if the information is: (1) publicly known at the time of disclosure;

(2) already known to the receiving party at the time it is furnished to the contractor; (3) furnished by the City to others without restrictions on its use or disclosure; or (4) independently developed by the receiving party without use of the proprietary information.

WITHHOLDING OF CITY INCOME TAX

Pursuant to Section 361.34 Columbus City Codes, 1959: "Said Contractor hereby further agrees to withhold all City income tax assessment due or payable under the provisions of Chapter 361, Columbus City Codes for wages, salaries and commissions paid to its employees and further agrees that any of its subcontractors shall be required to agree to withhold any such City income tax assessments due under said chapters for services performed under this Contract."

WORKER'S COMPENSATION INSURANCE

The contractor shall take out and maintain, during the life of the contract, adequate worker's compensation insurance for all his employees employed at the site of the project and, in case any work is sublet, the contractor shall require the subcontractor similarly to provide worker's compensation insurance for the latter's employees, unless such employees are covered by the protection afforded by the contractor. The contractor shall furnish three (3) copies of the worker's compensation certificate showing that the contractor has paid his industrial insurance premium.

AUTHORITY TO BIND

The signatories to this Contract represent that they have the authority to bind themselves and their respective organizations to this Contract.

PUBLIC LIABILITY INSURANCE

The contractor shall take out and maintain during the life of the contract, such public liability (bodily injury and property damage) Insurance as shall protect him from claims from damages for personal injury, including accidental death, as well as from claims for property damage which may arise from operations under the contract, whether such operation be by himself or any subcontractor or by anyone directly or indirectly employed by either of them. Such insurance policy shall include the City as named insured. The contractor shall maintain coverage of the types and in the amounts specified below. Proof of such insurance coverage shall be evidenced by submitting a certificate of insurance. A contractor's "umbrella" type policy with limits specified below may be submitted for this requirement with the City as named insured.

The amount of such insurance shall be as follows:

Bodily Injury Liability:

Each Person $1,000,000.00 Each Accident 1,000,000.00

Property Damage Liability:

Each Person $1,000,000.00 All Accidents 1,000,000.00

Such insurance shall remain in full force and effect during the life of the contract.

Insurance may not be changed or cancelled unless the insured notifies the City in writing not less than thirty days prior to such change or cancellation. If any part of the contract is sublet, the contractor is responsible for the part sublet being adequately covered by insurance hereinabove described.

Contractor assumes all risk of loss and damage to the equipment provided unless loss or damage occurs at the time the operator and equipment are being operated for the purpose designated by the City and such loss or damages is caused by an act of the City or its employee which constitutes gross negligence or wanton misconduct

Request for Proposals (RFP) for

Specialized Sexual Offending Programming for

Eligible Defendants in the Franklin County Municipal Court

I. SCOPE AND CLASSIFICATION

The Franklin County Municipal Court Judges intend to contract with existing programs that provide specialized services for individuals designated as sex offenders and for defendants determined to be indigent or in need of assistance by the Department of Pretrial and Probation

Services.

II. CONTRACT TERM

The contract will be for a term of three years, subject to the approval of annual appropriations, expected to commence on September 1, 2026, and end on August 31, 2029. The contract may be extended for one additional year until August 31, 2030, subject to the approval of both parties and sufficient appropriations.

III. BACKGROUND

The Franklin County Municipal Court is one of the largest and busiest municipal courts in the state. The Court has fourteen judges in the General Division and one judge in the Environmental

Division. Judges preside over civil, criminal, and traffic cases and conduct both jury and non-jury trials. The Probation Department consists of approximately 120 employees. The Mission of the

Department of Probation and Pretrial Services is to promote community safety by reducing recidivism, changing offender behavior, and fostering accountability through the effective use of evidence-based practices. Probation Officer functions include pretrial, investigation, and supervision services. Supervision structures are determined by risk and need and include all types of cases that are referred by the judges of the Court. The Department also operates specialized caseloads, including domestic violence, sexual offenses, soliciting, mental health, and electronic monitoring. The Probation Department strives to stay current and relevant with the ongoing goal of being an evidence-based organization.

A specialized sexual offender program may be required as a part of case planning. Some defendants find the required services unaffordable for various reasons. The Court seeks to fund a sliding fee scale to subsidize specialized sexual offender programming for defendants who are identified as needing assistance. This sliding fee scale will include the Court’s ability to pay for services in full if the defendant is deemed fully indigent.

IV. CONTRACTOR REQUIREMENTS

The contractor(s) must be an approved provider in Franklin County with demonstrated experience in the following:

A. Participation, training, and membership with the Association for the Treatment and

Prevention of Sexual Abuse (ASAP).

B. Certification of or verified proof of being in the accreditation process to receive a certification through the Ohio Department of Rehabilitation and Corrections (ODRC) Sex

Offender Certification program in Ohio.

C. Maintain training as needed.

D. Provide the assigned probation officer with the following, utilizing the agreed-upon format:

1. Comprehensive sexual offender intake assessment and report.

2. Individual Counseling every 90 days with appropriate documentation.

3. Weekly 2-hour sexual offender specialized group therapy sessions progress summaries with a calculation of dosage hours.

E. The contractor must coordinate at least one annual site visit with probation staff to observe a group session and meet with program staff. This collaboration will facilitate continuous growth and improvement among contracted agencies. These sessions will be arranged well in advance to provide sufficient time for any necessary coordination with program participants.

F. Group construct shall include the following parameters:

1. Consistent attendance policy.

a. Medical excuses will be reviewed on a case-by-case basis.

b. Death of an immediate family member will be reviewed on a case-by-case basis.

2. Framework built on the idea that defendants are at a higher risk of reoffending when not engaged in treatment/interventions.

3. Risk level

a. Following risk principle guidelines, defendants are separated by risk level and gender.

G. The Court will reimburse the following amounts for indigent participants.

1. Intake session (up to $150/session)

2. Cost of group treatment (up to $50/group)

3. Cost of individual sessions (up to $100/individual session)

4. Some indigent clients will be required to pay a portion of their treatment, and the court will pay the difference (a sliding fee scale).

5. Non-indigent clients will be self-pay.

6. Consistent treatment summaries (weekly).

H. Any sessions outside of the scope of assessment, intake, individual, and group require pre-approval by the Department of Pretrial and Probation Services.

1. Expectations for treatment providers continued.

a. IMMEDIATE notification to probation when there are substance abuse issues.

b. IMMEDIATE notification to probation when there are concerns for the safety of the victim or staff.

V. PAYMENT AND INVOICES

In keeping with the approved contractual rates, the contractor is to submit, on its official letterhead, a monthly invoice for all work performed that month. The invoice shall itemize the monthly billings and include the defendant’s name, court case number, referring probation officer, services provided, and the type of service billed. The Court will endeavor to pay invoices within one month of receipt of a correct invoice. Invoices are to be sent to the Court’s Finance Assistant, Cherie

Mollette, at 375 South High Street, 10th Floor, Columbus, Ohio 43215 or invoices@franklincountymunicourt.org.

VI. PROPOSAL EVALUATION

Offeror’s proposals will be reviewed to ensure that all specifications have been properly addressed, and that they furnish the information needed to facilitate a proper technical, financial, and background evaluation. Offerors will be contacted on those proposals found to require minor clarifications. Proposals will be evaluated by the following criteria and ratings:

A. The quality and feasibility of the offeror’s technical proposal as described in the

Project Overview section of this RFP, Section VIII(B)(2). (10%).

B. The competence of the offeror to perform the required service as indicated by the technical training, education, and experience of the offeror’s personnel who would be assigned to perform the work. Provide copies of applicable licenses and/or experience of personnel who will perform the work, specifically addressing the experience of the offeror’s personnel in facilitating sexual offender services. See

Section VIII(B)(5) of this RFP. (20%).

C. The ability of the offeror to perform the required service competently and expeditiously as indicated by the offeror’s workload and the availability of necessary personnel, equipment, and facilities. Discuss workload and availability to provide services. See section VIII(B)(4). (15%).

D. Past performance of the offeror as reflected by evaluations from courts, agencies, and other previous clients of the offeror with respect to such factors as quality of work and success in conducting treatment. Provide references and list of clients;

include letters of reference or other demonstrable evidence of past performance.

See section VIII(B)(3)(e) and (f). (20%).

E. The cost or pricing structure of the offeror’s proposal; see section VIII(B)(6).

(25%).

F. Other factors not covered in divisions A through E above, such as whether all necessary materials have been included in the proposal; the overall physical quality of the proposal; the financial stability of the contractor; other capabilities of the contractor; other services offered, etc. See sections VIII(B)(1) and VIII(B)(3)(a) –

(d). (10%) mailto:invoices@franklincountymunicourt.org

The Court will select contractor(s) who can provide the highest-quality service at the most competitive price, based on the selection criteria above. The Court is not required to accept the lowest bid. The Court also has the right to reject all proposals if, in its sole opinion, none of the proposals satisfies all of the Court’s criteria or are responsive to the objectives and needs of the

Court.

VII. CONTRACT CANCELLATION

The Court has the right to terminate the contract upon sixty days' written notice to the contractor.

VIII. PROPOSAL REQUIREMENTS

A. Submission of Invitation to Bid Response

The bid response may be sent electronically via email or in hard copy by mail. Bids will be accepted until Wednesday, August 19, 2026, at 2:00 p.m.

1. Electronic Submissions

Submit the electronic Invitation to Bid (ITB) Package to courtbids@franklincountymunicourt.org with the BID number in the subject line. Electronic proposals shall be submitted as a compressed, secure PDF document. The ITB response must be printable, but not editable.

Only the following information shall be included in the email: PDF document containing the vendor’s response to the Court’s ITB; vendor name, and vendor’s contact person’s email address and phone number. Emails

SHOULD NOT contain a signature or firm logo that appears to be an attachment. While Court staff shall review the email “inbox” to confirm that an attachment is included with the email, neither the email nor the attachment attached to said email will be opened before the deadline for receiving responses to the Court’s ITB.

If an email is submitted without an attachment, the Court will attempt to notify the vendor’s contract person, but the Court assumes no responsibility or liability if it fails to do so. It is the vendor’s responsibility to ensure that an attachment containing the vendor’s response to the Court’s ITB is included with the email sent to the Court. It is also the vendor’s responsibility to ensure that the correct PDF document is attached.

If the Court does not receive the correct PDF (response to the ITB as advertised), the bid response shall be deemed non-responsive, and the vendor shall be notified after the due date/time.

The Court’s email system shall provide an automated response that an email has been received. If you do not receive an automated response within two hours of your submission, please contact Kelli Davis at cherie.mollette@franklincountymunicourt.org. The Court cannot guarantee that proposals submitted within two hours of the due date/time will receive an automated email acknowledgment.

mailto:courtbids@franklincountymunicourt.org mailto:cherie.mollette@franklincountymunicourt.org

ITB responses must be received by the Court by the indicated deadline in section VIII (A). It is highly recommended that proposals be emailed early enough to allow time to remedy any potential technical delays.

The vendor is solely responsible for ensuring that their ITB response has been successfully transmitted and received by the Court before the deadline indicated in the Bid. The received date/time stamp of the Court’s email system constitutes the official date/time of receipt of proposal responses.

Responses received after the specified deadline contained in the Bid will be deemed to be non-responsive and will be rejected for consideration by the

Court. Should this occur, the Court shall notify the vendor of the proposal’s rejection by forwarding the email back to the vendor, with the date/time stamp highlighted, to demonstrate that the vendor did not meet the submittal deadline.

2. Hard Copy Submissions

Hard copies shall be submitted in a sealed package marked with the Bid number to Cherie Mollette, Finance Assistant, Franklin County Municipal

Court, 375 South High Street, 10th Floor, Columbus, Ohio 43215.

Responses being submitted via U.S. Mail, FedEx, UPS, or other carrier or courier must be received prior to the indicated deadline in section VIII (A).

Any late submission will not be accepted by the Court and will be returned to the vendor.

One marked original proposal response and two (2) marked proposal response copies shall be submitted in a sealed package marked with the RFP number.

Proposals will be accepted until the time specified in the RFP legal notice. The

Court is not responsible for any late mail or special service deliveries. Proposals received after the closing time will not be opened.

B. Proposal Instructions

Proposal responses are to be organized and submitted in accordance with the instructions in this section. Responses shall be organized into the following marked sections:

1. Transmittal Letter

A transmittal letter on the offeror’s letterhead shall be submitted and include at least the following information:

a. The signature of a person authorized to bind the offeror legally to the extent of work and financial obligation outlined in the proposal.

b. A statement that the proposal will be valid for 180 days.

c. The name, address, telephone number, and email address of the individual to whom inquiries relating to this proposal shall be directed.

2. Project Overview

The project overview shall describe how the offeror proposes to provide the services to the Franklin County Municipal Court. The offeror should clearly demonstrate their understanding of Sex Offender Programs. The project overview shall highlight how the offeror intends to meet the RFP requirements.

3. Offeror’s Qualifications

Information included in this section shall include the following:

a. Data describing the current corporate organization, date of incorporation, ownership, corporate office, number of years in business, size of business, services offered, number of total employees, and a summary of other projects conducted by the offeror that are similar to the project requested in this RFP. If the Contractor considers any of this information to be proprietary and not subject to public disclosure, that must be stated here.

b. (If applicable) Data describing all subcontractors’ current corporate organization, date of incorporation, ownership, corporate office, number of years in business, size of business, services offered, number of total employees, and a summary of other projects conducted by the subcontractor that are similar to the project requested in this RFP. If the subcontractor considers any of this information to be proprietary and not subject to public disclosure, that must be stated here.

c. Statement of affirmation of the terms and conditions of the RFP. If the

Contractor has other terms and conditions, they must be specified here.

d. A written statement of compliance with requirements of the Columbus

City Codes, Title 39, regarding Affirmative Action.

e. A list of at least three customers as references, preferably those where services of similar scope and size were performed. Include names of contact persons, addresses, telephone numbers, and email addresses for each reference, and evaluations from these customers of past services performed of a similar nature. If the Court is unable to contact references with the information provided, a lower evaluation score may result.

f. All subcontractors shall submit a list of at least three customers as references where they have provided a similar service as they will provide in the proposed offering. Include names of contact persons, addresses, telephone numbers, and email

i. addresses for each reference, and evaluations from these customers of past services performed of a similar nature.

If the Court is unable to contact references with the information provided, a lower evaluation score may result.

4. Description of Services and Staffing

Information should include a description of the offeror’s proposed resources for the services requested in this RFP, including the proposed personnel to be assigned, corresponding vitae, copies of licensure, and a listing of experience. If subcontractors are planned by the offeror, the subcontractor's role should be explained in this section. A description of the subcontractor’s personnel to be assigned to the project, along with corresponding curricula vitae and a list of experiences, should also be included. In addition, information should be included describing the offerors' and subcontractors’ current workload and the availability of necessary personnel, equipment, and facilities to satisfy the requirements of this

RFP.

5. Response to Contractor Requirements

In this section of the proposal, the offeror shall discuss all of the requirements set forth in the Contractor Requirements section of this RFP in detail and explain how the Contractor is capable of fully meeting the requirements. This shall include a statement regarding the tasks to be completed by Municipal Court Judges’ personnel in order to support the services rendered by the offeror.

6. Pricing Proposal

Offerors must submit a proposal with a fixed price for the various services that may be requested (intake/assessment, group sessions, individual sessions, etc.) Prices shall include all costs.

7. Additional Submissions

a. Certificate of Liability Insurance

b. Proof of Worker’s Compensation.

c. Proof of registration with the Ohio Secretary of State.

d. Current Vendor Number (available at the City of Columbus Vendor

Services) https://columbusvendorservices.powerappsportals.com/.

IX. INSURANCE

The contractor shall take out and maintain during the life of the contract public liability insurance for bodily injury and property damage, and professional errors and omissions insurance with the

Franklin County Municipal Court is named as the insured. The amounts of such insurance shall be as follows:

A. Bodily Injury Liability.

Each person, $500,000.00

Each accident, $1,000,000.00

B. Property Damage Liability.

Each person, $500,000.00

Each accident, $1,000,000.00 https://columbusvendorservices.powerappsportals.com/

C. Professional Errors & Omissions Insurance, $1,000,000.00

A contractor’s “umbrella” type policy with limits specified above may be submitted for this requirement with the Court as the named insured. Proof of all required insurance shall be provided by the date of contract commencement.

X. CONTRACT ADMINISTRATOR

The Court’s Contract Administrator will be Elisha Zerman, Chief Probation Officer, Franklin

County Municipal Court, 375 S. High Street, 8th floor, Columbus, Ohio 43215, phone 614-645-

8765.