E9905CF7-C973-40FC-678D5FD85143E735.pdf

RFP v. 1.29.2026 Page 1 of 42 RFP 2026-46-06 Mediation Services v1

Commissioner John O’Grady Commissioner Kevin L. Boyce Commissioner Erica C. Crawley President

Franklin County, Ohio

Request for Proposal No. 2026-46-06

Mediation Services

Proposal Due Date: April 22, 2026, at 3:30 P.M. EST

~Vendor should submit this cover page with their proposal~

Company Legal Name:

Including all DBAs

Address:

City, State, Zip Code:

Telephone No.:

Contact Name, Title:

Contact Email:

Contract Approver Name, Title, & Email:

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TABLE OF CONTENTS

Section 1.0 General Information

1.1 Purpose……….…………………………………..…………………… 3

1.2 Organization Background and Overview……….……………………. 3

1.3 Project Timeline/Calendar of Events…………………………………. 3

1.4 County Contact and Communication Protocol….…………………….. 3

Section 2.0 Administrative Requirements

2.1 General Requirements………………………………………………… 4

2.2 Submittal Process and Instructions...…………………………………. 5

2.3 Evaluation Process and Criteria………………………………………. 7

Section 3.0 Scope of Work………………………………………………………………….. 8

Section 4.0 Appendices

4.1 Affidavits ……...……………………………………………………….. 13

4.1.1 Lobbyist/Consultant Declaration Statement …………………… 14

4.1.2 Small and Emerging Business Enterprise Information Form &

Affidavit …

4.1.3 Delinquent Personal Property Tax Affidavit……………………. 16

4.2 Form W-9 ………………………………………………………………... 17

4.3 Pricing (Reserved)……………………………………………………… 18

4.4 References…………………………………………

4.5 Performance Bond Form Reserved……………………………………

4.6 Draft Contract (for reference) …………………………………………… 21

4.7 Business Associate Agreement (for reference) Reserved……..………….. 33

4.8 Writing Samples…………………………………………………….… …. 34

4.9 Attachments A-D………………………………………………………….. 35

Section 5.0 Proposal Instruction Checklist………………………………………………. 41

Note:

This Request for Proposal (RFP) is issued under the provisions of the Ohio Revised Code (ORC) Sections 307.86 to

307.92. All proposals submitted in response to this RFP shall comply with Ohio law. The laws of the State of Ohio will govern any disputes arising under this RFP and subsequent contract(s). All contract terms, conditions, and specifications set forth in this RFP shall become part of the contract documents.

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Section 1.0 General Information

1.1 Purpose

Franklin County Board of Commissioners on behalf of the Franklin County Court of Common Pleas Domestic Relations Division and Juvenile Branch (hereafter referred to as “County”) is seeking Proposal Responses from Mediator Vendors (“Vendor”) to provide mediation services to assist the Court’s Dispute Resolution Department (DRD) with its caseload.

1.2 Organization Background and Overview

The Franklin County Court of Common Pleas Domestic Relations Division and Juvenile Branch handles cases involving domestic relations and juvenile citizens. The branch’s mission is to provide equitable resolution to matters and disputes arising under the law and will interpret and apply the law consistently, impartially, and independently to protect the rights and liberties of matters involving families and children. The Domestic Relations Division handles cases such as divorce, dissolution, annulment, legal separation, spousal support, domestic and dating violence civil protection orders, child support, parenting time and visitation.

1.3 Project Timeline/Calendar of Events

The timeline for this RFP is provided below. Please note that the dates, times, and information provided are subject to change at the discretion of the County. Vendors will be given notice of such changes, as applicable.

1.4 County Contact and Communication Protocol

All inquiries related to this RFP must be directed, in writing, to:

Annie Spann, Bidding Coordinator Franklin County Purchasing Department 373 S. High Street, 25th Floor

Columbus, Ohio 43215-6315 Office: (614) 525-3750 Email: annie.spann1@franklincountyohio.gov

Key Dates/Times: Event:

March 18, 2026

Advertising period begins; RFP documents posted to the Franklin County Purchasing website.

April 1, 2026 at 5:00 P.M. EST Written questions are due to Franklin County.

April 8, 2026 at 5:00 P.M. EST Answers posted to the Franklin County Purchasing website.

April 22, 2026 at 3:30 P.M. EST Deadline for proposal submission; Proposals are opened by the County.

May 2026 Contract/Service estimated start date.

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All communication from interested vendors shall go through the Franklin County Purchasing Department. Vendors should not attempt to communicate directly with other County representatives with regard to this RFP at any point during the procurement process up to the award of contract(s).

During the advertising period and up to the deadline for proposal submission, the County, through the

Purchase Department, may issue written communications to vendors via the Purchasing website.

During the proposal review phase, the County, through the Purchasing Department, may initiate contact with a vendor if the County determines that clarification is needed from the vendor to complete the evaluation process.

Section 2.0 Administrative Requirements

2.1 General Requirements

2.1.1 Registration with Franklin County:

Vendors interested in doing business with the County should register with the County online at https://purchasing.franklincountyohio.gov/Businesses/Vendor-Registration. Vendors must register with the County in order to access competitive opportunities and download documents.

2.1.2 Certificate of Good Standing:

Vendors that are registered in the State of Ohio will be required to provide a Certificate of Good Standing prior to contract award. Vendors that are not registered in the State of Ohio will be required to provide a Certificate of Good Standing from their respective state of incorporation. To obtain an Ohio certificate of Good Standing, please visit:

https://www.ohiosos.gov/businesses/business-reports/

2.1.3 Contract Components:

The resulting contract(s) will consist of the complete RFP, including the contract terms and conditions, Scope of Work, all documents requiring vendor’s signatures, any written amendments or clarifications, the vendor’s proposal and supporting information and documents, and applicable resolutions and purchase orders.

2.1.4 Oral Instructions:

The County will not be bound by oral explanations or instructions given at any time during the competitive process or after contract award.

2.1.5 Conflict of Interest:

By submitting a proposal in response to this RFP, vendor affirms that neither vendor or any persons that works for or on behalf of vendor, have any conflict of interest (e.g., employed by Franklin County, etc.). The County reserves the right to reject a proposal in which a conflict is disclosed or cancel an awarded contract if any interest is later discovered that could give the appearance of a conflict.

2.1.6 Representations:

By submitting a proposal in response to this RFP, vendor warrants the accuracy of information submitted and acknowledges that the County will rely on the vendor’s information in making an award.

https://purchasing.franklincountyohio.gov/Businesses/Vendor-Registration https://www.ohiosos.gov/businesses/business-reports/

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2.1.7 Compliance with Specifications:

By submitting a proposal in response to this RFP, vendor affirms that they are in full compliance with the RFP, including the requirements outlined herein, all terms and conditions, and the Specifications.

2.1.8 Proposal Preparation Costs:

The County will not be liable for any costs incurred by a vendor prior to the award of any contract resulting from this RFP, including but not limited to any cost related to the vendor’s preparation of their proposal.

2.1.9 Intended Contract Award(s):

It is the intent of the County to award one contract under this RFP. However, if the County believes it is in the County’s best interest to award more than one contract, the County reserves the right to do so in its complete and sole discretion.

2.2 Submittal Process and Instructions

2.2.1 Pre-Proposal Conference - Reserved

2.2.2 Submittal of Questions:

Vendors seeking clarification from the County must submit questions in writing to:

Annie Spann, Bidding Coordinator, at annie.spann1@franklincountyohio.gov.

All questions are due no later than the date and time listed in Section 1.3 Project Timeline/Calendar of Events.

2.2.3 Amendments and Clarifications:

Amendments and clarifications to this RFP will be posted on the Franklin County Purchasing website (https://bids.franklincountyohio.gov/). While the website is designed to email amendments and clarifications to those who have downloaded the RFP from the Purchasing website, it is ultimately the responsibility of all interested parties to monitor this website for those additional documents. Amendments and clarifications become a part of the RFP and any subsequently awarded contract(s).

2.2.4 Proposal Submittal:

Sealed proposals must be submitted to the Franklin County Purchasing Department before the deadline provided in Section 1.3 Project Timeline/Calendar of Events. The timestamp in the Franklin County Purchasing Department will serve as the official record of the time and date that sealed proposals are received and will be the sole factor in determining if a sealed proposal has been submitted in time for consideration.

Proposals delivered in person or sent via USPS, UPS, or FedEx must be delivered to the following address:

Franklin County Purchasing Department Attn: Annie Spann, Bidding Coordinator 373 South High Street - 25th Floor Columbus, Ohio 43215-6315 Re: RFP # 2026-46-06 Mediation Services

The RFP PROJECT NAME, NUMBER and COMPANY NAME must be clearly marked on proposal submissions. A proposal that is not properly and clearly marked and is inadvertently opened before the scheduled RFP opening time may be disqualified without additional consideration.

mailto:annie.spann1@franklincountyohio.gov https://bids.franklincountyohio.gov/

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Faxed and emailed submittals are not acceptable.

Proposals received after the deadline will be considered late and will not be opened. Proposals received through a courier service after the deadline will not be accepted from the courier service.

Proposals received through the mail after the deadline will be returned to the sender, unopened.

The County will not accept proposals with postage due.

The proposal opening will be held on a virtual platform, at which time the proposals will be opened and the names of the submitting vendors will be read aloud. Attendance is not mandatory, however, interested parties may join by phone or by following the link provided below:

Microsoft Teams Join the meeting now Meeting ID: 216 010 810 375 78 Passcode: MA6g7o6z Dial in by phone +1 380-900-7428,,787825905# United States, Columbus Find a local number Phone conference ID: 787 825 905#

The County reserves the right to change the proposal opening date and/or time at the County’s sole discretion.

2.2.5 Proposal Rejection and RFP Cancellation:

Pursuant to Ohio Revised Code §307.862, the County reserves the right to:

1. Reject any proposal in which the vendor takes exception to the terms and conditions of the RFP; fails to meet the terms and conditions of the RFP, including but not limited to, the standards, specifications, and requirements specified in the RFP; or submits prices that the contracting authority considers to be excessive, compared to existing market conditions, or determines exceed the available funds of the County;

2. Reject, in whole or in part, any proposal that the County has determined, using the factors and criteria outlined herein, would not be in the best interest of the County;

3. Conduct discussions with vendors who submit proposals for the purpose of clarifications or corrections regarding a proposal to ensure full understanding of, and responsiveness to, the requirements specified in the RFP.

Further, the County may cancel or reissue the RFP if any of the following apply:

1. The supplies or services offered through all of the proposals submitted to the County are not in compliance with the requirements, specifications, and terms and conditions set forth in the request for proposals;

2. The prices submitted by the vendors are excessive compared to existing market conditions or exceed the available funds of the County;

3. The County determines that award of a contract would not be in the best interest of the County.

2.2.6 Proposals are Firm for 180-Days:

Unless stated otherwise, once opened, all proposals are irrevocable for one hundred eighty (180) days. Beyond one hundred eighty (180) days, vendors will have the option to honor their proposal or make a written request to withdraw their proposal from consideration.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmMzYTgyMTEtNzc5YS00M2MwLWJiZmItYTM3MmFlZjQ1OGZl%40thread.v2/0?context=%7b%22Tid%22%3a%2293c52ce1-0d75-4263-9ab9-9c287e289e18%22%2c%22Oid%22%3a%22bdee0a53-bbeb-436e-a1c2-e8610f4d9450%22%7d tel:+13809007428,,612813821 https://dialin.teams.microsoft.com/f47fec4f-b27a-4234-911a-3c165ae2aa74?id=612813821

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2.3 Evaluation Process and Criteria

2.3.1 Proposals will be evaluated in the following phases:

1. Phase 1: Initial review of the proposals for compliance The County will review each proposal that is received before the deadline for responsiveness in terms of format, completeness, and compliance with instructions.

2. Phase 2: Full evaluation of proposals

The County will review each responsive proposal based upon established criteria. At any time during this phase, the County may request clarifications from any vendor and provide such vendor(s) with an opportunity to correct defects in their proposal if, in the County’s sole determination, doing so does not provide an unfair advantage to the vendor(s) and it is in the County’s interest to do so.

The County may disqualify a vendor with an offshore presence in a specific country with which the United States has a declaration of war by Congress or the President has authorized war on a specific country. Vendor may submit documentation that provides the County with additional information that addresses this disqualification and whether it is relevant to the contract.

2.3.2 Evaluation Criteria:

For each proposal, the County will award points based upon the strength of the proposal in its responsiveness to the requirements and criteria included in this RFP.

Evaluation criteria includes, but is not limited to, the following elements (not ranked below in any particular order of importance or weighting):

1. Completeness and responsiveness of proposal;

2. Confirmation of compliance with the requirements, Scope of Work, and the terms and conditions of the RFP and the Contract.

3. Production of a writing sample that demonstrates the respondent’s ability to write effective, clear, and conscience-mediated agreements.

4. Production of a written statement detailing how the respondent’s qualifications relate to the knowledge, skills, and experience required of this type of work.

5. Completion of required mediation trainings.

6. Fulfills required Experience and Qualifications.

Local Preference: An additional number of points may be awarded to a vendor with no offshore presence.

The proposal evaluation will result in a point total being calculated for each proposal. The County reserves the right to move directly into contract negotiations with the vendor submitting the highest-ranked proposal following Phase 2 of the evaluation process. Or, at the County’s sole discretion, the County may elect to invite a certain number of vendors submitting the highest-ranked proposal into Phase 3 Interviews, as outlined in Section 2.3.3 below.

2.3.3 Interviews

Upon completion of Phase 2 as detailed in Section 2.3.1(2) above, the County reserves the right, but is not obligated, to enter into Phase 3 Interviews with a certain number of vendors submitting the highest-ranked proposals.

This Phase 3 will offer the County and the vendor an opportunity to ask questions, clarify responses, and gain a deeper assessment of compliance and capabilities.

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The County will award points for each interview based on the strength of information presented related to established criteria.

It is the intent of the County to award multiple contracts to vendors with the highest overall ranking after completion of all applicable evaluation phases. However, if the County believes it is in the County’s best interest to award only one contract, then the County may award one contract or to any number of vendors with the highest overall rankings. Such multiple awards shall be at the County’s sole and complete discretion.

Section 3.0 Scope of Work

OVERVIEW

The Court of Common Pleas Division of Domestic Relations and Juvenile Branch (Court) is seeking proposals from Mediators to provide mediation services to assist the Court’s Dispute Resolution Department (DRD) with its caseload. Mediation services include Dispute Resolution file review, analyzing court documentation, preparation for mediation, continuous screening, conducting the mediation sessions, preparing stipulations/agreements, documenting mediation outcomes and attendance, and tracking information received from/or sent to the case participants. Mediation services are ordered or referred to filers at the Court to resolve appropriate issues in dispute before the Court. After a complaint or pleading is filed, parties to a case go before a Magistrate or Judge, the cases are screened for initial eligibility, and the Judicial Officer then completes an Entry/Order referring the case to mediation services.

The DRD mediation program resolves disputes outside of the regular court process, freeing up the Court’s dockets and case backlogs. Additionally, the mediation programs reduce the time it takes for parties to receive a final resolution. The programs includes:

1. Domestic relations

2. Juvenile custody (access/visitation),

3. Child protection (abuse, neglect, dependency)

4. Juvenile victim-offender/juvenile domestic violence

5. School attendance.

The mediation services programs serve several functions which include:

1. Empower parties to play a greater role in deciding the substantive outcomes of their dispute, thereby increasing compliance with final orders.

2. Help the court streamline its dockets by providing mediation services to those people who are able and willing to resolve their conflicts without the assistance of a Judicial Officer.

3. Collaborate with other organizations in the community and other dispute resolution options to connect parties with the available services and resources best suited to their situation.

Mediators shall be required to complete a minimum of six (6) hours of continuing education on mediation, other dispute resolution topics, family law, family systems, or other related topics every two (2) years reported to the Court no later than January 15th of the year following the individual’s reporting year.

Mediators are requested to attend a free training session at a date and time to be determined at 373 S. High St, 3rd Floor, Dispute Resolution Department. This training session is recommended for new mediators but not required.

COMPENSATION FOR SERVICES

Compensation shall be $150.00 per mediated session for the Domestic Relations, Juvenile Custody, Juvenile Victim-Offender, and Juvenile Domestic Violence mediation programs, all of which may last up to two (2)

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If multiple court-ordered cases list the same parties with multiple case numbers (hereinafter referred to as “companion cases”), said cases are treated as one mediation session for billing purposes. Mediation of court-ordered companion cases: $150.00 per session.

Compensation shall be $100.00 per mediated session for the School Attendance mediation program, which may last up to one (1) hour per session. Mediation session includes case preparation, party screening, intake, completion of Mediation Status Updates, and writing of the Memorandum of Understanding.

Cancellation fee if less than 24-hour notice is $25.00 for each session.

No show fee is $25.00.

QUALIFICATIONS AND EXPERIENCE

Preferred minimum specifications, qualifications, and prerequisites are categorized as general requirements or professional requirements.

1. Bachelor’s degree from an accredited college or university or equivalent educational experience.

2. Professional experience of at least two (2) years working with families or equivalent experience.

3. Completion of Fundamentals of Mediation Training (12-hour course) or, prior to 2020, completion of 12 hours of basic mediation training, mediated for a minimum of 3 years, or mediated at least 45 cases.

4. Completion of Specialized Family or Divorce Mediation Training.

5. Completion of Specialized Domestic Abuse Issues and Mediation Training.

6. Completion of Mediation training or courses for any specialized mediation, such as Child Protection or School Attendance.

7. Completion of training in Uniform Mediation Act

8 Training on advanced or additional topics, excluding trainings listed above. Topics may cover mediation, other dispute resolution areas, family law, family systems, or other related topics.

SCOPE OF SERVICE

GENERAL RESPONSIBILITIES OF MEDIATOR

a. Conduct mediations at the Franklin County Courthouse for assigned cases. Offsite sessions are not permitted unless written permission has been approved by the Court in advance and are considered on a case-by-case basis.

b. Verbally provide parties with full and accurate information about the mediation process, as detailed in the Agreement to Mediate and Confidentiality Agreement (Attachment C), to ensure that after each session, they must attend any required court dates, prepare final documents for their case, or any other required process.

c. Screen parties for suitability for mediation as required by mediation protocols, including meeting separately and confidentially (caucusing) with each party at the beginning of the mediation session.

d. Ensure that the mediation process is impartial, non-judgmental, and permits participation of all parties.

e. Read the Agreement to Mediate and Confidentiality Agreement at the beginning of each session and have all participants sign the Agreement before mediating any topics.

f. Assist parties in reaching an informed and voluntary agreement that is generally acceptable based on what is permissible under Ohio Family Law and the Court.

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g. Maintain confidentiality of mediation proceedings except when permission to disclose is provided or is otherwise mandated by law.

h. Cooperate with the evaluation and complaint processes.

SCHEDULING

a. Scheduling 1st sessions: Due to the availability of conference rooms, mediation time slots are 9:00 a.m., 11:00 a.m., 1:00 p.m., and 3:00 p.m., Monday – Friday when the Court is open.

i. Each Mediator shall email the Department (DRJ_DisputeResolution@fccourts.org) the days of the week or month in which they are available to mediate first sessions. DRD staff schedules the case’s first session and then assigns the Mediator for each individual session.

b. Additional Sessions: Mediators shall not arrange an additional mediation session if the first session has not been conducted for at least 1 1/2 hours (after the assigned starting time). The DRD Supervisor may grant an exception depending on each case’s circumstances.

c. Scheduling 2nd sessions: If the Mediator and the parties feel that a second session is necessary, the Mediator may schedule a second session at the Mediator's and the parties’ convenience, provided that the Mediator and the parties have agreed on the purpose of the second session and developed an agenda of topics to be discussed at the second session.

i. All second sessions must occur at the Court. The Mediator shall not schedule any additional or subsequent mediation sessions on any of their “1st” session days (see Section 2.a.). The Mediator shall only schedule sessions Monday through Friday at 9:00 a.m., 11:00 a.m., 1:00 p.m., or 3:00 p.m.

d. 3rd mediation sessions: A third session for the same case may only be conducted with written approval from the DRD Supervisor or the Court’s Director of Court Services.

e. Unavailability: If the Mediator knows they will be unavailable on one of their “first” mediation scheduling days, they shall let the DRD know as soon as possible to ensure no sessions are assigned to the Mediator on that day. Mediator shall notify the DRD Clerk in writing by sending an email to the following address: DRJ_DisputeResolution@fccourts.org.

f. Zoom or Hybrid sessions: Mediator is not authorized to schedule a session to take place via Zoom or telephone. If the Court or DRD Supervisor gives written permission for a party to participate via Zoom, the Mediator is notified of such. The DRD Clerk shall assign Zoom links to cases based on conference room availability.

g. Interpreters: If an interpreter is needed for a mediation session, DRD staff shall complete an interpreter request. Mediator shall not sign any interpreter forms; only DRD staff may sign the forms.

SESSION FORMS

a. Agreement to Mediate: Mediator shall read an Agreement to Mediate to all participants during the introduction stage of a session and shall address confidentiality during the introduction. Mediator shall not permit a mediation to proceed unless all participants are in the room, sign an Agreement to Mediate and Confidentiality Agreement. Mediator may use the Agreement to Mediate and Confidentiality Agreement (See Attachment C). Mediator shall terminate the mediation session if an Agreement to Mediate is not signed by all participants present for the session.

b. Attendance Sheet: Mediator shall ensure all participants present for the session sign and date the “Attendance Sheet” form (Attachment B) at the start of each session. For virtual participants via Zoom, the Mediator shall record their names, the date, and a note indicating Zoom participation.

c. Participant Surveys: On occasion, Supervisor may ask Mediator to have all participants complete post-mediation surveys.

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CANCELLATION

a. Cancellation by parties: DRD staff shall notify Mediator in writing through email of cancellations by the parties at the earliest possible time.

b. Cancellation by Mediator: Mediator should contact the DRD Clerk by calling the main line at 614- 525-6640 if an emergency arises and the Mediator is unable to mediate. If the DRD Clerk is not available, Mediator shall email the Department at DRJ_DisputeResolution@fccourt.org.

CONCLUDING SESSIONS

a. Status Updates: Immediately upon the conclusion of a mediation session, Mediator shall complete a “Mediation Status Update” form (Attachment D), sign, and time stamp in the bottom lefthand corner.

i. This update identifies which parties attended, outcome of the session, if an additional session was scheduled, and/or if the mediation process is terminated.

ii. Mediator shall return the mediation case folder to the appropriate DRD staff member at the conclusion of a mediation session.

MEDIATED AGREEMENTS

a. Agreement Reached: If parties reach agreement on some (partial) or all (full) matters, Mediator shall complete a typed or fill-in-the-blank Memorandum of Understanding (“MOU”) reflecting the agreements.

b. Timeline: Some MOUs may be completed and signed during the mediation session with the parties present. Otherwise, Mediator shall complete and email an MOU within five (5) business days of the mediation session. Mediator shall email a copy of this MOU to parties, attorneys, GALS, and any other non-party participants, as well as the DRD at DRJ_DisputeResolution@fccourts.org.

EQUIPMENT

The Court shall provide the equipment and software needed to perform Zoom and/or Hybrid sessions. Public Wi-Fi is available if needed for Mediator’s personal devices.

CHILD SUPPORT

Mediator shall run child support guideline calculations on Court designated computers in all cases between parents or custodians that deal with pre-decree divorces with children, a shared parenting plan, or when a court Order indicates child support is a topic to be mediated.

CHILDREN IN MEDIATION

Children may only attend Juvenile Victim-Offender mediations, Juvenile Domestic Violence mediations, or School Attendance Mediations.

SUBMISSION REQUIREMENTS

Resumé detailing past professional experience. Resumé should include professional experience working with families for at least two years.

Copy of degree from an accredited college or university.

A writing sample that demonstrates the Mediator’s ability to write effective, clear, and conscience-mediated agreements.

Provide copies of the acquired certification for the following:

1. Completion of Fundamentals of Mediation Training (12-hour course) or, prior to 2020, completion of 12 hours of basic mediation training, mediated for a minimum of 3 (three) years, or mediated at least 45 cases.

2. Completion of Specialized Family or Divorce Mediation Training.

3. Completion of Specialized Domestic Abuse Issues and Mediation Training.

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4. Completion of Mediation training or courses for any specialized mediation, such as Child Protection or School Attendance.

Submit a three (3) page-typed document that contains the following:

a. Describe Bachelor’s degree acquired (or equivalent educational experience); and

b. A brief statement explaining how the respondent’s qualifications relate to the knowledge, skills, and experience required of this type of work. Specifically, as the work relates to experience including but not limited to property division, child support guidelines or calculations, school placement, school attendance or engagement, parenting time, custody, child protection or placement, and/or interpersonal disagreements.

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Section 4.0 Appendices

4.1 Affidavits

4.1.1 Lobbyist/Consultant Declaration Statement

4.1.2 Small and Emerging Business Enterprise Information Form and Affidavit

4.1.3 Delinquent Personal Property Tax Affidavit

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Appendix 4.1.1 Lobbyist/Consultant Declaration Statement

Did any lobbyist(s) or consultant(s) assist your firm with this contract? Vendor must select one and provide all required information.

CHECK

ONE:

□ No

□ Yes

I certify that the information provided herein is correct:

Proposer Name/Title (Printed)

Proposer Signature Date

If ‘Yes,’ please submit the information below for each lobbyist or consultant (if more than one lobbyist or consultant assisted, a separate form should be submitted for each):

Lobbyist/Consultant Name

Lobbyist Company Name

Lobbyist Company Address

Address:

City, State:

Zip:

Contact Name

Phone Number

Fax Number

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Appendix 4.1.2 Small and Emerging Business Enterprise Information Form

Form has been released as a PDF and can be obtained by visiting: https://bids.franklincountyohio.gov/ for completion.

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Appendix 4.1.3 Delinquent Personal Property Tax Affidavit

This sworn affidavit should be properly completed by the authorized representative of your firm and will be incorporated as a portion of the bids and resulting contract for the following:

Project: Mediation Services

Department: Franklin County Court of Common Pleas Division of Domestic Relations and Juvenile Branch

RFP No.: RFP 2026-46-06

State of County of , ss:

(Name)

Being first duly sworn, deposes and says that he/she is the (Title) of (Business Name) with offices located at , and as it’s duly, authorized representative states that effective this day of , ( ) is not charged with delinquent property taxes on the general list of personal property in Franklin County, Ohio, or any other counties containing property in the taxing districts under the jurisdiction of the Auditor of Franklin County, Ohio.

( ) is charged with delinquent personal property taxes on the general list of personal property in Franklin

County, Ohio, or any other counties containing property in the taxing districts under the jurisdiction of the Auditor of Franklin County, Ohio.

County Amount: (include total amount and any penalties and interest thereon)

Franklin $

(Affiant)

Sworn to and subscribed this day of , 20 .

(Notary Public)

Section 5719.042 O.R.C. My Commission expires , 20 (Seal)

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Appendix 4.2

Form W-9

Form W-9 has been released as a PDF and can be obtained by visiting: https://bids.franklincountyohio.gov/ for completion.

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Appendix 4.3

Pricing

See “COMPENSATION FOR SERVICES” paragraph in Section 3.0 Scope of Work.

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Appendix 4.4 References

PROFESSIONAL REFERENCES

Each Vendor is required to submit three (3) professional references from professional sources, as part of their proposal submission. Provide the Contact information for each reference, including email address. Please do not list Franklin County employees as a reference. Failure to provide information that inhibits the County’s ability to verify a Reference, may result in a lower score during the evaluation phase.

REFERENCE #1:

Contact Person:

Agency Name:

Agency Address:

Agency Phone: ( ) Fax: ( )

Contact Person Email Address:

REFERENCE #2:

Agency Name:

REFERENCE #3:

Agency Name:

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Appendix 4.5

Performance Bond Form - Reserved

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Appendix 4.6

Draft Contract

CONTRACT

BETWEEN

FRANKLIN COUNTY BOARD OF COMMISSIONERS

AND

<VENDOR NAME>

This Contract (“Contract”) is entered into by and between <Vendor Name>, located at <Address>, (hereafter referred to as “Vendor”) and the Franklin County Board of Commissioners on behalf of the Franklin County Court of Common Pleas Domestic Relations Division and Juvenile Branch (hereafter referred to as “County”) to provide Mediation Services pursuant to and under authority of Resolution No. ______ dated _____________________ 2026.

For the mutual considerations herein specified, County and Vendor have agreed and do hereby agree as follows:

Section 1 Administrative and Specifications Requirements

This Contract consists of the complete Request for Proposal # 2026-46-06 (hereafter referred to as “RFP”) including but not limited to the contract terms and conditions, any written amendments/addendums to the RFP, Vendor’s complete competitive sealed proposal, including proper modifications and clarifications, and applicable resolutions, purchase orders and/or other ordering documents.

Any inconsistency in this Contract will be resolved by giving precedence in the following order:

1) This signed Contract and all attached documents including Attachment A Invoice; Attachment B Attendance Sheet; Attachment C Agreement to Mediate and Confidentiality Agreement; Attachment D Mediation Status Update; and

2) The proposal submitted by Vendor; and

3) The County’s RFP 2026-46-06.

Section 2 Pricing and Delivery of Services

Vendor agrees to provide the services required under this Contract for an amount not to exceed $X.XX.

Vendor must provide all services in accordance with the terms and conditions of the Contract.

Any changes in the scope of work or the payment rates established herein must be authorized by the execution of a written contract modification signed by the parties and approved via resolution by the Franklin County Board of Commissioners.

Section 3 Term of Contract

The Contract shall be in effect from XXXXX XX, 2026 through XXXXX XX, 2027 (“Initial Term”). This Contract will remain in effect until the end date as noted in this section or until the Contract is fully performed in accordance with Section 5.03 or until the Contract is terminated pursuant to Section 8.02.

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Section 4 Standard Contract Terms and Conditions

Section 4.01 Standard of Care

Vendor shall discharge its respective obligations under the Contract with that level of reasonable care which a similarly situated business would exercise under similar circumstances. As an inducement to the County to enter into this Contract, Vendor represents and warrants the following to the County:

(a) It is (i) duly incorporated, organized and validly existing under the laws of, and in good standing with its state of incorporation; (ii) has full authority to grant the County the rights granted in this Contract; (iii) has all requisite power and authority to execute and deliver, and to perform all of its obligations under this Contract.

(b) It shall execute any and all documents or contracts with third parties in its name and shall not represent itself as conducting business on behalf of the County or any of its agencies.

(c) It has filed all tax returns (federal, state and local) required to be filed and has paid all taxes shown thereon to be due and all property taxes due, including interest and penalties, if any.

(d) It is in compliance in all material respects with all laws, regulations and requirements applicable to its business and has obtained all authorizations, consents, approvals, orders, licenses, exemptions from, and has accomplished all filings or registrations or qualifications with, any court or governmental authority that are necessary for the transaction of its business.

Section 4.02 Affirmative Covenants

Until the termination or expiration of this Contract, Vendor shall:

1. Execute such documents and present all necessary documents to the County for signature as are reasonably necessary to ensure that the County receives all services that it is entitled to under the Contract and shall take no action that would revoke the County’s rights under this Contract;

2. Give notice to the County, within ten (10) days of Vendor learning thereof, of any litigation involving a claim for damages in excess of One Hundred Thousand Dollars ($100,000) affecting or relating to the Vendor or the services required under this Contract.

3. Promptly notify the County if:

(i) Vendor learns of the occurrence of any event which constitutes, or, with the passage of time, the giving of notice or otherwise, will constitute, a default under this Contract or any of its other loan documents, together with a detailed statement by a duly authorized representative specifying the nature thereof and what action Vendor is taking or proposes to take with respect thereto;

(ii) Vendor receives any notice of default from, or the taking of any other action by, the holder(s) of any promissory note, debenture or other evidence of indebtedness of Vendor together with a detailed statement by Vendor’s duly authorized representative specifying the notice given or other action taken by such holder(s) and the nature of the claimed default and what action Vendor is taking or purposes to take with respect thereto;

(iii) Vendor learns of the existence of any legal, judicial or regulatory proceedings affecting Vendor or any of its properties or assets in which the amount involved is material and is not covered by insurance or which, if adversely determined, would cause a material adverse change in the business, prospects, profits, properties, assets or condition (financial or otherwise) of Vendor; or

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(iv) There shall occur or exist any other event or condition causing a material adverse change in the business, prospects, profits, properties, assets or condition (financial or otherwise) of Vendor.

Section 4.03 Indemnification

Vendor shall assume the defense of, indemnify, and save harmless the County and all Franklin County agencies, including public officials and employees acting in the course of their employment, from any and all claims, damages, lawsuits, costs, judgments, expenses, and any other liabilities arising from or related to Vendor’s performance of the work required under this Contract and including Vendor’s employees and agents. This paragraph shall apply to, without limitation, any claim, damages, lawsuit, cost, judgement expense, or liability asserted by any employee or agent of Vendor.

Section 4.04 Ethics/Conflicts of Interest

Vendor and employees of Franklin County are bound by the Ethics Laws of Ohio. Any vendor or employee who violates any of these laws will be subject to penalties set forth by law. Vendor agrees that it shall take reasonable steps to ensure that its owners, members, and employees do not voluntarily acquire any personal interest, direct or indirect, which is incompatible or in conflict with the discharge and fulfillment of his or her functions and responsibilities with respect to the carrying out of said work and shall comply with the applicable provisions of the Ohio Ethics laws.

Section 4.05 Subcontracting

Vendor confirms that it will be the primary vendor who will be performing the work under the Contract.

Vendor may use subcontractors for portions of the work under the Contract, but Vendor will remain the primary vendor and will remain liable for all work performed hereunder regardless of whether performed directly by it or by a subcontracted entity. Vendor will provide the County with a list of subcontractors it proposes to use for services under this Contract.

Vendor shall not use any subcontractor who has been subject to action that limits the subcontractor’s right to do business with the local, state, or federal government. County reserves the right to deny use of a subcontractor(s) if County determines that the Vendor will not be the primary vendor who will be performing the work under the Contract. Vendor will include copies of all related trade certifications and trade insurance certificates for any subcontractor prior to such subcontractor performing any work.

Section 4.06 Consent to Assign

Vendor agrees not to assign any of its rights under this Contract unless the County consents to the assignment in writing signed by all parties. Following any assignment, the County may enter into a novation agreement with assignee acceptable to the County. The parties hereto understand that the County is legally prohibited from making payment to any entity other than Vendor unless the aforementioned novation contract is executed by the County and assignee. Any purported assignment made without County’s written consent is void and may result in the County exercising its right to terminate the Contract. The County may assert against an assignee any claim or defense the County may have against the assignor.

Section 4.07 Record Keeping

Vendor shall keep all financial records pertaining to the services provided under this Contract consistent with Generally Accepted Accounting Principles (GAAP) during the period covered by the Contract and shall provide such records or access to such records as requested by the County or their designated and authorized representatives. Claims documentation may be reviewed through a formal audit and are not subject to the work access requirements set forth in this paragraph.

Section 4.08 Insurance Requirements

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ALL INSURANCE COMPANIES PROVIDING COVERAGE SHALL BE LICENSED TO DO

BUSINESS IN THE STATE OF OHIO.

Throughout the Contract period, Vendor must maintain a comprehensive insurance program affording as a minimum the items indicated below:

A Certificate of Insurance reflecting the required coverage and amount must be submitted to the County. The Franklin County Board of Commissioners and the RFP Project Name and Number must be identified as additional insured and included on the Certificate of Insurance. If there is any change in Vendor’s insurance carrier or liability amounts, a new certificate must be provided to the Franklin County Purchasing Department within seven (7) calendar days of change.

Comprehensive General Liability: up to $1,000,000 single limit occurrence and $1,000,000 Aggregate limits including coverage for: a) Personal Injury Liability: all sums, which the company shall become legally obligated to pay as damages because of bodily injury, sickness, or disease including death at any time resulting there from, sustained by any person other than its employees; b) Broad form Property Damage Liability; c) products and completed operations; d) premises and completed operations; and e) contractual liability insuring the obligations assumed by Vendor under the Contract. This insurance does not apply or shall not be construed as being applicable to liability for damages arising out of bodily injury to any person or damage to any property of others resulting from the negligence of the Franklin County Board of Commissioners, its officers, employees or agents;

Umbrella and/or Excess Annual Aggregate Limit: $2,000,000 dollars including coverage over Comprehensive General Liability and Automobile Liability (total limits can be satisfied by any combination of primary and umbrella/excess coverage).

Professional Liability Insurance (Errors and Omissions/E & O): not less than $1,000,000 each claim and $1,000,000 in annual aggregate; including coverage for wrongful acts (including alleged acts), errors and omissions as result of any professional services provided, including healthcare services.

During the term of this Contract and any renewal thereto, Vendor, and any agent of Vendor, at its sole cost and expense, shall maintain the required insurance coverage as described in the Contract. County may require Vendor to provide respective certificate(s) of insurance in order to verify coverage. Failure to provide a requested certificate within a seven (7) calendar day period may be considered as default.

Section 5 Time of Performance

Section 5.01 Reserved

Section 5.02 Contract Extension

In addition to the extension period allowed for under Section 5.03, the Contract includes four (4) optional one (1)-year extension periods.

Section 5.03 Contract Extension for Project Completion

The Contract may be extended for up to 90 days, at the option of the County and under the same terms and conditions, to allow for the complete processing of an extension period or completion of any incomplete work regarding this Contract. This extension does not require the approval of the Franklin County Board of Commissioners.

Section 6 Invoicing, Due Date and Taxes

Section 6.01 Standard Invoice and Payment

Vendor shall invoice the County in accordance with Attachment A and Section 6 of this Contract. Vendor will be required to submit Proper Invoices by mail, sent by courier, or sent as an attachment to an email to the bill-to address identified on the purchase order(s) used to issue orders against this Contract. A Proper

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Invoice is defined as being free of defects, discrepancies, errors, or other improprieties. Vendor’s Federal Tax Identification Number should appear on all statements and invoices. Invoices should include at a minimum:

1) Name and Remittance Address of Vendor;

2) Service period;

3) Date of Service, Case Number, Case Type, Name of Participants, and related pricing;

4) Attendance Sheet for Court Mediation Attachment B; and

5) Remit to address in email DRJ_Finance@fccouts.org.

Section 6.02 Payment Due Date

The County typically makes payments within 45 days from the day a Proper Invoice is received and acceptance of supplies or services has been confirmed by the County. The County will not pay late fees, interest, or other penalties for later payment. Any entity authorized to utilize this Contract, outside the responsibility of the County is responsible for all orders, invoices, payment, and/or tracking.

Section 6.03 Taxes

The County and the agencies therein responsible for are exempt from all federal, state, and local taxes. The County will not pay any taxes on supplies or services from Vendor. A tax- exempt certificate will be provided to Vendor upon request.

Section 7 Contract Administration and Reports

Section 7.01 Contract Administration

Franklin County Court of Common Pleas Domestic Relations Division and Juvenile Branch and the Franklin County Purchasing Department (“Purchasing”) will be responsible for the administration of the Contract and will monitor Vendor’s performance and compliance with the terms, conditions, and specifications of the Contract. If any agency observes any infraction(s), such shall be documented and conveyed to the Franklin County Purchasing Department for immediate remedy. Vendor will be notified by Purchasing and failure of Vendor to rectify the infraction(s) will be considered a breach of the Contract and the County may exercise its rights under the termination clauses of this Contract.

Section 7.02 Status Reports

Reports required under the specifications of the Contract will be provided within the required timeframes, in the required format, and to the stipulations of the County.

Upon request and at no cost to the County, Vendor shall be required to provide updates and status with regard to milestones and timelines to Franklin County Court of Common Pleas Domestic Relations Division and Juvenile Branch. Electronic media is the preferred method of these reports. Delivery timeframe of such reports will be negotiated when the request is issued by the County. Failure to provide requested reports after notification may be deemed a deficiency and may result in corrective action being taken by the County.

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