Probation_Policy_Manual_Update_and_Development_of_a_Web-Based_Platform_to_Interface_with_Probation's_Public_Webpage..pdf

COUNTY OF ORANGE

REQUEST FOR INFORMATION

FOR

PROBATION POLICY MANUAL UPDATE AND DEVELOPMENT OF A WEB-BASED PLATFORM TO

INTERFACE WITH PROBATION'S PUBLIC WEBPAGE.

RFI NO. 057-2726301-YG

Date of Issuance: Wednesday, November 27, 2024

Responses Due: Monday, January 13, 2025

4:00 pm (Pacific Time)

RFI for PROBATION POLICY MANUAL UPDATE AND DEVELOPMENT OF A WEB-BASED PLATFORM TO

RFI No. 057-2726301-YG

County of Orange RFI # 057-2726301-YG Page 2 of 5 ProbationProbation Policy Manual Update and Development of a Web-Based Platform to Interface with Probation's Public Webpage.

I. INTRODUCTION

II. SCOPE OF SERVICES

III. QUESTIONNAIRE

IV. ANTICIPATED SCHEDULE

V. CONTACT INFORMATION

VI. GENERAL TERMS AND CONDITIONS

VII. DISCLAIMER

VIII. RESPONSE REQUIREMENTS

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ProbationProbation Policy Manual Update and Development of a Web-Based Platform to Interface with Probation's Public Webpage.

I. INTRODUCTION

The County of Orange (County) is seeking information pursuant to this Request for Information

(RFI) from your organization to support in the development of the County’s 057-2726301-YG, Probation Policy Manual Update and Development of a Web-Based Platform to Interface with

Probation's Public Webpage.. Respondents may propose for one or more services requested in this

RFI. See Section SCOPE OF SERVICES in this RFI for further details about the service components. The responses to this RFI may result in a solicitation at a later time.

II. SCOPE OF SERVICES

A. Probation's Policy Manual Update and Development of a Web-Based Platform to Interface with

Probation's Public Webpage.

Probation is issuing this RFI to gather information from firms on their policy writing styles, formatting, and the ability to incorporate/update existing department policy with current case law proceedings. In addition, the firm must demonstrate that it can provide legal guidance (if needed), legal research, and analysis of future judicial decisions. Also, firms must be able to develop, implement, and maintain an online annual policy manual subscription or platform on behalf of the

Department staff.

If possible, submit model samples, charts, illustrations, or links to review samples of other local entities' policy revisions.

SUBMITTAL INSTRUCTIONS

General Information

A. Responses must be submitted via https://procurement.opengov.com/portal/ocgov

B. All questions and answers shall be asked and answered via OpenGov. No exceptions.

C. Respondents are to contact the OpenGov support team if assistance is needed with registration or submitting their response.

III. QUESTIONNAIRE

B. Company Information

Please provide your company name and headquarters mailing address*

*Response required

Please provide your company website URL, if applicable*

*Response required

Please provide your companies DUNS Number* https://procurement.opengov.com/portal/ocgov/projects/133083/document?section=1195853 https://procurement.opengov.com/portal/ocgov

County of Orange RFI # 057-2726301-YG Page 4 of 5

ProbationProbation Policy Manual Update and Development of a Web-Based Platform to Interface with Probation's Public Webpage.

*Response required

Please provide primary contact name(s), telephone number(s), and email address(es)*

*Response required

Please provide how long your organization has provided the services outline in the Scope of Services.*

*Response required

C. Scope of Services

Describe your firm’s organization history and experience as a law firm providing services relevant to updating policy manuals for law enforcement or other local government agencies.*

*Response required

Describe your firm’s qualifications, including years of experience bringing up-to-date existing policy manuals for Probation, law enforcement, or other local government agencies.*

*Response required

Describe how your firm identifies policy potentials, aligns policy goals, strengthens policy processes, and keeps informed on case law.*

*Response required

Describe what your firm offers when updating policy manuals, such as initiating, planning, developing, implementing, and updating an existing policy manual that requires review, adaptation, incorporation of new case law, and consolidating policy, collaboration from the stakeholders.*

*Response required

Describe how your firm organizes and tracks changes and progress of each policy modification while meeting with the project team.*

*Response required

Describe how your team prioritizes policy items to determine the order of review or modification.*

*Response required

Describe your firm’s writing style (bullets, narrative, etc.), formatting, model structure, and research practices in writing policy manuals for law enforcement or other local government agencies.*

*Response required

Describe what resources your firm utilizes to keep up to date on judicial decisions, and public juries for updating existing policy manuals for law enforcement or other local government agencies.*

*Response required

Describe how your firm would document and maintain records of acknowledgment or training of employees regarding new or updated policy items.*

*Response required

Describe how your firm would keep the policy manual current and up to date, with the latest case law decisions, once it is live as a web-based platform.*

*Response required

County of Orange RFI # 057-2726301-YG Page 5 of 5

ProbationProbation Policy Manual Update and Development of a Web-Based Platform to Interface with Probation's Public Webpage.

If any, provide a list of previous or current contracts with the County of Orange within the last five (5) years where your firm has updated policy manuals or similar services.*

*Response required

In your experience, and this is only an estimate, how long might it take your firm to update an outdated policy manual?*

*Response required

Describe your firm’s experience producing, implementing, transitioning, and maintaining the “updated policy manual” on a web-based platform or as a subscription.*

*Response required

Describe the process your firm utilizes to maintain a web-based platform up to date.*

*Response required

Please include any additional information or related materials your firm considers relevant to the information requested in this RFI.*

*Response required

Any additional relevant documents, please upload here.

IV. ANTICIPATED SCHEDULE

NOTICE: These dates represent a tentative RFI timeline. The County reserves the right to modify these dates at any time.

Release Project Date: November 27, 2024

Question Submission Deadline: December 18, 2024, 2:00pm

RFI Submittal Closing Date and Time: January 13, 2025, 4:00pm

30-60 minute Virtual or in-person meeting to clarify RFI responses (Reserve dates: 02/10/25-

02/13/25):

February 13, 2025

V. CONTACT INFORMATION

All questions about this RFI are to be submitted via County’s Online Bidding System no later than by 2:00 pm on Wednesday, December 18, 2024. For OpenGov assistance only, please contact

OpenGov Support at procurement-support@opengov.com or via the live chat option on the site.

mailto:procurement-support@opengov.com

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ProbationProbation Policy Manual Update and Development of a Web-Based Platform to Interface with Probation's Public Webpage.

VI. GENERAL TERMS AND CONDITIONS

A. The County shall not be liable for any expenses incurred by Respondent in the preparation and submission of information in response to this RFI. These expenses include, but not limited to: a)

Preparing response to this RFI; b) Submitting the response to the County; c) Discussions with the

County regarding any matter related to the RFI; and d) any other expenses incurred by the

Respondents prior to the date of any potential contract award and execution, if any.

B. Responses received by the County may be public record and subject to public disclosure in accordance with the California Public Records Act. Responses are not to be marked as confidential or proprietary. Unless otherwise prohibited by law, all responses shall become the property of the

County and the County reserves the right to make use of any information or ideas in the responses submitted.

C. Respondent acknowledges and agree that the County is not obligated to include Respondent in any future solicitation process or enter into any contracts because Respondent has submitted a response to this RFI.

D. Respondent agrees that it will not issue any news releases in connection with either the RFI or any subsequent amendment of or effort under this RFI without first obtaining review and written approval of said news releases from the County through the County’s point of contact, Yarida

Guzman, Deputy Purchasing Agent (“DPA”): yarida.guzman@prob.ocgov.com

E. Respondents will be evaluated based on the responses to the questions in Section: Questionnaire.

F. DUNS Number

The DUNS number is a unique 9-digit identifier issued and maintained by Dun & Bradstreet (D&B) that verifies the existence of a business entity. The DUNS number is needed to coordinate with the

System for Award Management (SAM) that combines federal procurement systems and the Catalog of Federal Domestic Assistance into one new system. https://www.SAM.gov

The DUNS number must be provided to County as part of this RFI. Respondent shall ensure all

DUNS information is up to date and the DUNS number status is “active,” and in good standings prior to execution of any Contract resulting from this RFI.

If County cannot access the Respondent’s DUNS information related to this federal sub award on the Federal Funding Accountability and Transparency Act Sub award Reporting System

(SAM.GOV) due to errors in the Respondent’s data entry for its DUNS number, the Respondent must immediately update the information as required.

VII. DISCLAIMER

https://www.sam.gov/

County of Orange RFI # 057-2726301-YG Page 7 of 5

ProbationProbation Policy Manual Update and Development of a Web-Based Platform to Interface with Probation's Public Webpage.

A. Responses to this RFI may result in a solicitation with the County. All information received in response to this RFI will not be returned.

B. Respondents are solely responsible for all expenses associated with responding to this RFI, as noted above.

C. Please be advised this may be a two-step process. If the County determines to proceed with a solicitation based on the responses to this RFI, phase two will be a formal Request for Proposal

(RFP) to be handled per County purchasing policies and procedures.

D. While the County appreciates the time and effort put into all the responses submitted, all respondents understand the sole purpose of this RFI is to gather information.

E. There will not be an evaluation or scoring of the information/materials submitted.

F. All information/materials received in response to this RFI will not be returned.

G. No award will be made based on the results of this RFI process.

H. Responders are solely responsible for all expenses associated with this RFI.

I. The County reserves the right to issue or not issue a formal solicitation process following the closing of this RFI. This is also subject to budget approval.

VIII. RESPONSE REQUIREMENTS

Probation is requesting one (1) electronic copy uploaded on the County’s Online Bidding System to be submitted no later than Monday, January 13, 2025 by 4:00 pm (PT). Fax responses will not be allowed.