Process_Server.pdf

DEPARTMENT OF GENERAL SERVICES

Support Services Division

REQUEST FOR PROPOSAL (RFP)

961-0908-26

For

PROCESS SERVER

RELEASE DATE: September 8, 2025

RESPONSE DUE: October 3, 2025, 5:00 pm

SUBMIT PROPOSAL TO: RFP COORDINATOR

Solano County digitally via OpenGov Solano County

Portal website at:

https://procurement.opengov.com/portal/solanocounty

Nesmith Despabiladeras

Phone: (707) 784-6322 nadespabiladeras@solanocounty.gov

Any proposer participating in this solicitation is required to have a vendor application on file with the

County. This application may be downloaded from the Solano County website at www.solanocounty.gov . Include the application with your proposal. The County will post any changes and information relating to this RFP digitally via OpenGov. Proposers are responsible for frequently checking OpenGov at https://procurement.opengov.com/portal/solanocounty for any changes or information relating to this RFP.

“Smoking is not permitted in County Buildings or around Solano County campuses. Thank you in advance for your compliance.”

Director (Currently Vacant)

DUSTIN D. LENO, MBA, A.A.E.

Acting Director ddleno@solanocounty.gov

(707) 784-2781

LORRAINE C. TANG

Support Services Manager lctang@solanocounty.gov

(707) 784-3426

675 Texas Street, Suite 2500

Fairfield, CA 94533-6342

Fax (707) 784-6320 www.solanocounty.gov https://procurement.opengov.com/portal/solanocounty http://www.solanocounty.gov/

Solano County

REQUEST FOR PROPOSAL

Process Server

TABLE OF CONTENTS

1. Introduction

2. Scope of Services

3. Contract Duration and Funding Availability

4. Evaluation of Proposals

5. Award Notice and Acceptance Period

6. Protest and Appeal

7. Terms and Conditions

8. Sample Budget Narrative

9. Electronic Proposal Submittal

Attachments:

A - Cost Proposal Solano County

B - Cost Proposal Other Locations

C - Exhibit C - General Terms 6_12_18

Request For Proposal #961-0908-26 Title: Process Server

1. Introduction

The purpose of this Request for Proposals ("RFP") is to define the the County of Solano's minimum requirements, solicit proposals, and gain adequate information by which the County of Solano may evaluate the services offered by Proposers that fall within the Scope of Service/Project as further described in this RFP.

1.1. Summary

The County anticipates on a monthly basis, that approximately one hundred and twenty (120) legal documents will be sent to Provider. Approximately 65 percent will be served upon individuals residing in Solano County and 35 percent will be served within California Counties outside of Solano County. Occasionally service is required outside of the State of California. Some of the documents are time sensitive and must be served within specified time frames prior to established court dates.

1.2. Contact Information

Project Contact:

Tina Milliken Program Manager 675 Texas St. Suite 5700 Fairfield, CA 94533 Email: tlmilliken@solanocounty.gov Phone: (707) 784-3653

Procurement Contact:

Nesmith Despabiladeras Buyer 675 Texas Street Suite 2500 Fairfield, CA 94533 Email: nadespabiladeras@solanocounty.gov Phone: (707) 784-6322

Department:

Department of Child Support Services

1.3. Timeline

The County reserves the right to adjust this schedule as it deems necessary. Notifications of any adjustments to the schedule will be posted here on OpenGov and Proposers will be emailed directly regarding any such updates or Addenda posted to this procurement.

To receive electronic notifications regarding this opportunity with the County, click the follow button while viewing this solicitation on the County's eprocurement website.

RFP Issued September 8, 2025

Question Submission Deadline September 15, 2025, 5:00pm

County's Responses to Questions September 22, 2025 mailto:tlmilliken@solanocounty.gov tel:(707)784-3653 mailto:nadespabiladeras@solanocounty.gov tel:(707)784-6322

Proposal Submission Deadline October 3, 2025, 5:00pm

Contractor Selection October 22, 2025

Desired Contract Start Date December 1, 2025

2. Scope of Services

2.1. Scope of Work:

A. Contractor Shall be Responsible for the Following Minimum Procedures:

1. Contractor will perform field service of civil and criminal legal documents, including, but not limited to, subpoenas, orders to show cause, summons and complaints, and notice of motions.

2. Documents to be served will be transmitted electronically on a daily basis, except County recognized holidays, from Solano County Department of Child Support Services (hereafter “County”) through a secure electronic email transmission. This does not preclude Contractor from serving process on these holidays. Contractor will be provided with a list of County holidays.

3. Contractor must print service packets daily and provide County with confirmation of the documents received by 9:00 a.m. the following business day.

4. If no specific date is assigned by County, Contractor will assign a service date of twenty (20) days from the date of receipt of the documents to be serviced.

5. When given at least seven (7) calendar days notice, Contractor shall attempt to serve documents no later than (21) twenty-one days prior to scheduled court date; such service shall also include subservice of documents , as allowed by Code of Civil Procedure Section §415.20.

6. Contractor shall make at least three (3) service attempts and meet due diligence requirements prior to substitute service. Due diligence requirements include making three (3) service attempts on three different days, at least one (1) attempted service prior to 7:00 a.m., at least one (1) attempted service after 5:00 p.m., and at least one attempted service between the hours of 8:00 a.m. and 5:00 p.m.. For service packages with only a business address, Contractor may make substituted service on the first

(1st) attempt only if business will not allow Contractor to perform a personal service. In this instance

Contractor may make substituted service on the first (1st) attempt and is not required to conform to due diligence requirements related to residence address.

7. The first service attempt is to be performed within two (2) business days from the date of receipt of the service packet for the local service area, and five (5) days for the non-local service area, and seven (7) days for out of state serves. First service attempt must be documented on field notes and declarations of due diligence.

8. Contractor will exercise independent judgment as to when it is appropriate to conduct on-site locate work in conjunction with attempted services. If service cannot be accomplished at the address provided, the server will attempt to obtain a forwarding address or employment information from current residents, neighbors, and apartment managers. If successful information is obtained through this activity, Contractor will follow through and attempt to secure service based on the information obtained. If such attempts prove to be unsuccessful, the server will notify County via email that service was unsuccessful and request new locate information from County.

9. If documents are not served within twenty (20) days of receipt, or if documents contain “bad address”, Contractor shall email designated contact person at County advising that service was unsuccessful within 48 hours and requesting new locate information from County. County will respond within 48 hours to request. If new locate information is available, Contractor will have an additional twenty (20) days to attempt service using new locate information. If no new information is available, Contractor will return “Non Service Report” within 5 business days and shred the service package. No service packages will be returned to County.

10. Contractor shall, upon request, provide County with any “locate” information that may have become known through the attempts to effect service that is different from information provided by County at the time of referral including, but not limited to, home address, telephone number, employer address, employer telephone number, address where service was affected, and any discovered “hangouts” frequented by the person to be served.

11. Contractor’s employees shall provide the Defendant with a brief description of the documents served and encourage the party to contact the County.

12. Contractor shall furnish County with an accurate description of the person served and the address where service was accomplished. When service cannot be completed, the server, when sending email to inform County of unsuccessful service, should provide a statement as to why service was not completed and a recounting of attempts made at service. Contractor shall provide information in the email about phone calls made, names of individuals contacted, or any other information that documents the unsuccessful attempt.

13. In the event County cancels a request for service of process prior to Contractor making a first attempt at service, the County shall not be charged. If one or more attempts at service have been made at time of cancellation, the appropriate non-service fee will be applied.

14. Contractor shall return completed proofs of service, and, in the case of sub-service, declarations of due diligence to County within five (5) business days after the service if the service is within the local service area and within seven (7) days if outside Contractor’s normal service area.

15. Contractor agrees to immediately contact County if Contractor determines that performing the requested service might endanger Contractor personnel.

16. Service of rush documents will be completed within 72 hours. If the service is unsuccessful, the

Contractor will notify County within the same 72 hour time frame.

17. Contractor shall have a mechanism of reporting real-time status of each outstanding case to County from the time Contractor has County documents in its possession. Contractor will respond within 24 hours to inquiries about the status of a service request from County staff.

18. Contractor shall be available to testify at any court hearing at no additional cost to COUNTY. In the event that a Contractor employed independent contractor is needed to testify in court and does not agree to make an appearance voluntarily, County will issue a subpoena to that independent contractor requiring him/her to appear and testify in court.

19. Contractor agrees to furnish County with an itemized list of charges each month. A summary detail sheet is to be included providing the following information: County case number, date of service for each service request being billed, name of person served, the results of the service, the charge associated with that request (including service area), total invoice amount, and contract year-to-date invoice amount. Incomplete or inaccurate invoices will be returned to Contractor for correction.

20. Contractor shall provide electronically a bi-weekly report including the following: (1) a report on all cases that have been referred for service. The status of these reports will detail the current status of all cases referred by County which are still in the Contactor’s inventory and will include the case reference number and the date the case was received by Contractor.

21. Contractor shall provide electronically a monthly report including the following: (1) the total number of legal documents referred by County during the month; (2) a summary of the number and percentage of successful and unsuccessful serves by County; (3) total number and percentage of unsuccessful serves due to “bad address” or “not found”.

22. Nothing in this Agreement precludes County from utilizing other private process serving agencies or other Local Child Support Agencies (LCSA’s). Nor shall this Agreement preclude County employees from performing service of process for County under any circumstances.

23. Contractor shall make provision for service of documents outside normal business hours as is necessary to complete service of process.

24. Contractor shall provide procedures for County staff to contact Contractor after normal business hours.

25. Contractor may use other duly qualified process serving agencies for service of documents outside of the Contractors specified service areas.

26. Contractor shall provide occasional “stake out” service, and shall obtain prior approval for the time spent and total cost from County for each “stake out” performed.

2.2. Legal Requirements:

Contractor, whenever possible, will attempt and perform personal service by delivery of the service documents to the individual named.

A. Where personal service is accomplished, it must be documented in a proof of service containing the following information:

1. Identify documents served; name of the person served; the time, date, location, and manner of service; sign and date by the service agent, stating the County in which he/she is registered and his/her registration number.

2. The County shall be provided with one (1) original proof of service and one (1) copy.

3. Contractor understands and agrees that authority to sign a Proof of Service cannot be delegated.

Contractor shall submit to the County only Proofs of Service signed by the agent who has performed the service.

B. Where personal service is not possible, Contractor will attempt substituted service on the individual named, which will include the following steps:

1. The service packet will be left at the named individual’s dwelling house (“usual place of abode”), usual place of business, or usual mailing address (other than a U.S. Postal Service).

2. Leave the service packet with a “competent member of the household” or person “apparently in charge of his/her office or place of business,” at least 18 years old, “…who shall be informed of the contents thereof.”

3. Thereafter, a second copy of the service packet is to be mailed (first class mail, postage prepaid) to the named individual at the place where the copies were left, within five (5) days of sub-serving.

4. All substituted services will be accompanied by a valid proof of service, with an attached affidavit of due diligence documenting that service was attempted on three (3) different days at three (3) different times of day. Thereafter, the Proof of Service on Affidavit must evidence a subsequent mailing to the address where the substituted service was performed.

5. If it appears that a successful service may not be possible, Contractor will carefully evaluate the facts involved in the situation to determine if there is some evidence of service evasion on the part of the individual named. All such evidence will be carefully documented in field notes that may be incorporated into the document on non-service.

C. Under no circumstances will Orders to Show Cause be substitute served. Such services will not be eligible for compensation.

D. Contractor shall observe all applicable state and federal laws pertaining to the handling and confidentiality of service materials.

E. Contractor shall keep a record of all service packages, served and un-served, for a minimum of three

(3) years.

F. Contractor will be required to abide by all applicable Federal and State laws and regulations, including, but not limited to:

1. California Code of Civil Procedures § 708.110

2. California Code of Civil Procedures § 1005(13) (b)

3. California Family Code § 4009

4. Family Code § 17212(b) (3)

2.3. Quality Assurance Requirements:

A. Contractor must maintain a log, database, or other records to track individual cases.

B. Contractor must tightly control time intervals of when legal papers are retrieved from County, when process is served and when forms are returned to County.

C. Contractor must maintain and provide access to real-time case status information for child support cases.

D. Any unusual patterns of service or irregularities in service shall be reported promptly to County.

2.4. Funding Source Requirements:

The State of California Department of Child Support Services serves as the funding source for

County. Changes to child support processes may be mandated by the State, requiring modification to this

Contract during the course of this Contract’s term. Contractor shall be required to comply with all mandated changes.

2.5. County Responsibilities:

County Shall be Responsible for the Following Duties:

A. Transmit all documents to be served via secured electronic delivery on a daily basis.

B. Provide Service Instruction Sheet (SIS) for each service document. The SIS shall include the DCSS case number and shall specify instructions for service, including any known information which would improve the chances of a successful serve. A court date will also be provided if the matter is scheduled for a hearing.

C. Provide photos, when available for “hard serves” or as requested by Contractor to accomplish a successful serve.

D. Provide responses via email to Contractor locate inquiries within 48 hours of receipt of inquiry.

3. Contract Duration and Funding Availability

The County intends to award one (1) three-year contract with an estimated cost not to exceed $205,000, to the responsible proposer(s) whose proposal is determined to be the most responsive to the requirements of this

RFP. The term of the resulting contract(s) will begin on or about December 1, 2025, and terminate on

November 30, 2028.

The County reserves the right to renegotiate and/or renew/extend, subject to contractor performance and continued funding, for two additional one-year terms without a competitive bid process, representing a total contract term of no more than five (5) years at the sole discretion of the County, provided the County notifies the Contractor in writing of its intention to do so at least thirty (30) days prior to the contract expiration date. An extension of the term of this contract will be affected through an amendment to the contract. If the extension of the contract necessitates additional funding beyond that which was included in the original contract, the increase in the County’s maximum liability will also be affected through an amendment to the contract and shall be based upon rates provided for in the original contract and response.

The funding or portions of this funding for the contract resulting from this RFP may be contingent upon the

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

4. Evaluation of Proposals

Evaluation Committee: A County Evaluation Committee (CEC) will evaluate all proposals. The CEC will be composed of County staff and other parties that may have relevant expertise or experience. The CEC will score and recommend proposals in accordance with the evaluation criteria set forth below. Evaluation of the proposals shall be within the sole judgment and discretion of the CEC.

If desired by the County, the top-rated firms scoring highest on the first round of evaluations may be invited for an interview and further rated. The County reserves the right to determine the number of proposers to be interviewed. The same evaluation criteria used for the proposal evaluation process will be used to rate the firms during the interviews. At the end of the interview process, the CEC will re-rank the firms to determine the best evaluated firm. The project manager and any key team members should attend the interview. The determination as to the need for interviews, the location, order and schedule of the interviews is at the sole discretion of the County. The evaluation interview panel may include representatives from the County and other agencies, but the specific composition of the panel will not be revealed prior to the interviews. The proposer must bear all costs incurred to attend.

If the evaluation process includes a two-stage approach to develop a short list of proposers that will continue to the final stage of oral interview and reference checks; the preliminary scoring will be based on the total points, excluding points allocated to references and oral interview. If a short list process is used for a solicitation, references shall only be performed on the short-listed proposers and the score is not included in the preliminary short list score. Only the proposers meeting the short list criteria will proceed to the next stage. All other proposers will be deemed eliminated from the process.

The County will select the proposal that presents the best value and is most advantageous to the County and the public. Accordingly, the County may not necessarily award the proposer with the lowest price proposal if doing so would not be in the overall best interest of the County. The County reserves the right to expand or reduce the proposed scope of work during the contract negotiations based on budget constraints and to award to a single or multiple proposers.

The evaluation criteria and their respective weights are as follows:

No. Evaluation Criteria Scoring Method Weight (Points)

1. General Qualifications and Experience Points Based 30 (30% of Total)

2. Technical Approach Points Based 35 (35% of Total)

3. Cost Proposal (Solano County) Points Based 20 (20% of Total)

4. Cost Proposal (All Other Counties & Out of State) Points Based 15

(15% of Total)

5. Award Notice and Acceptance Period

After the evaluation of proposals and final consideration of all pertinent information available, the County will either reject all proposals or issue a written notice of intent to award the Contract to the highest rated responsive Proposer. The notice shall identify the highest rated proposal. The notice shall not create rights, interests, or claims of entitlement for the highest rated Proposer and all proposals may still be rejected.

The highest rated Proposer should be prepared to enter into a Contract with the County which shall be substantially the same as the Standard Contract included as an attachment to this RFP. The Contract provided with this RFP is to be considered a sample and the County reserves the right to add terms and conditions, deemed to be in the best interest of the County based on the selected proposal, during final contract negotiations.

If a Proposer fails to sign and return the Contract drawn pursuant to this RFP and final Contract negotiations within 14 days of its delivery to the Proposer, the County may cancel the award and award the Contract to the next highest rated Proposer.

6. Protest and Appeal

Any actual Proposer who wishes to protest the notice of intent to award a Contract may submit a protest. The protest must be submitted in writing to the Director of the General Services Department within 7 calendar days after such Proposer knows or should have known of the facts giving rise to the protest, but in no event later than 7 calendar days after the date of the notice of intent to award the Contract. All letters of protest shall clearly identity the reasons and basis for the protest. The protest must also state the law, rule, regulation, or policy upon which the protest is based. The Director of the General Services Department will issue a written decision within 10 working days after receipt of the protest which shall include the reason for the action taken and the process for appealing the decision. Proposers shall frequently check the County website and https://procurement.opengov.com/portal/solanocounty for any updates related to this RFP.

7. Terms and Conditions

A. The County’s Purchasing & Contracting Policy Manual, found at http://www.solanocounty.com/civicax/filebank/blobdload.aspx?blobid=21595, is fully incorporated into and made a part of this RFP by this reference and governs this RFP.

B. RFP Amendment, Cancellation and Right of Rejection.

1. The County reserves the unilateral right to amend this RFP in writing at any time by posting of an

Addendum to the County’s bidding website. Proposers are responsible for staying up to date on the project by reviewing all notifications and Addenda released through the bidding website. Proposers shall respond to the final written RFP and any Exhibits, Attachments, and Addenda to the RFP. The

County also reserves the right, in its sole discretion, to reject any and all proposals or to cancel or reissue the RFP.

2. The County reserves the right, in its sole discretion, to waive variances in proposals provided such action is in the best interest of the County. Where the County waives minor variances in proposals, such waiver does not modify the RFP requirements or excuse the applicant from full compliance with the RFP. Notwithstanding any minor variance, the County may hold any proposal to strict compliance with the RFP.

C. Confidentiality. The County will retain a master copy of each response to this RFP, which will become a public record after the award of a Contract unless the qualifications or specific parts of the qualifications can be shown to be exempt by law under Government Code section 7920.000 et seq. Proposers may clearly label part of a submittal as "CONFIDENTIAL" if the Proposer agrees to indemnify and defend the County for honoring such a designation. The failure to have so labeled any information shall constitute a complete waiver of all claims for damages caused by any release of the information. If a public records request for labeled information is received by the County, the County will notify the

Proposer of the request and delay access to the material until 7 working days after notification to the

Proposer. Within that time delay, it will be the Proposer’s duty to act in protection of its labeled information. Failure to so act shall constitute a complete waiver.

8. Sample Budget Narrative

(Note: The Budget narrative is the justification of “how” and/or “why” a line item helps to meet the program deliverables. The categories will change based on the proposed budget)

A. Personnel

1. Salary – Total: $55,396.00

Program Director currently oversees the program and will spend 100% of their time hiring, supervising and training staff. This individual’s annual salary is $26,596.00 and will be covered for the 12 months of the contract.

Program Coordinator will spend 100% of their time providing direct service to the participants

(describe services). This individual’s annual salary is and will be covered for the 12 months of the https://procurement.opengov.com/portal/solanocounty http://www.solanocounty.com/civicax/filebank/blobdload.aspx?blobid=21595 contract totaling $22,000.00.

Program Assistant is a part-time assistant which will provide (describe services). This individual’s annual salary is $10.00 per hour for 20 hours a week for 34 weeks of the contract year totaling

$6,800.00.

2. Fringes Benefits – Total: $18,629.00

FICA will be paid for all salaries: $55,396.00 x .0765 = $4237.79

Unemployment cost is $31,722.00 x 3 x .03 = $2,855.00

Retirement for full-time employees: $48,596.00 x .06 = $2,916.00

Health Insurance cost for full-time employees is the following:

Director: $357 x 12 months = $4,284.00

Coordinator: $365 x 12 months = $4,380.00

B. Operating Expenses

1. Travel – Total: $1,689.00

The staff is expected to travel around the county/State to visit sites, attend meetings and trainings/conferences, meet with county partners, visit families etc. The agency reimbursable rate is

0.445 and not the Federal rate of 0.585.

Program Director 300 miles x 0.445 = $134; Daily Subsistence $91.75 x 5 days = $458.75; Total

$593.00

Program Coordinator 200 miles x 0.445 = $89; Daily Subsistence $91.75 x 5 days = $458.75; Total

$548.00

Program Assistant 200 miles x 0.445 = $89; Daily subsistence $91.75 x 5 days = $458.75; Total

$548.00

2. Equipment Purchases – Total: $1,200.00

One computer package including printer, scanner, and Word Programs will be purchased. The computer will be based in the administrative office and will be used to develop and maintain client databases in addition to performing administrative work connected to this program.

3. Transportation - Total $5,280.00

Due to the lack of transportation services in the county, transportation is provided for families and children to participate in activities.

Gas: $100.00 a month x 12 months = $1200.00

Insurance: Automobile Liability per year for $1380.00

Repair and Maintenance: Routine Maintenance for Van (oil change, tires, etc.) as needed $300.00

Van Rental for use of County Transportation Vans ($200.00 a month x 12 months) = $2,400.00

4. Medical Supplies and Expense – Total $100.00

4 First-aid kits will be purchased in case of a medical emergency. 4 x $25.00 = $100.00

5. Facility Expenses – Total $7,133.00

Monthly rent and utilities cost is necessary for the site location to provide the services and activities.

The cost is pro-rated at 50% for Rent and Utilities because the Department of Education contract covers the other 50% of the cost.

Rent: $600.00 a month (pro-rated 50% of usage) $300.00 x 12 months = $3600.00

Utilities: $300.00 a month (pro-rated 50% of usage) $150.00 x 12 months = $1800.00

Repair/Maintenance: $50 a month x 12 months = $600.00

Janitorial Supplies: $30 a month x 12 months = $360.00

Liability/Property Insurance: $1546.00 per year (pro-rated 50%) = $773.00

6. Other – Total $11,151.00

Meeting Supplies: to provide supplies for administrative meetings, workshops, etc. $75.00 x 12 months = $900.00.

Employee Training: to provide supplies for professional development and orientation for staff.

$41.67 x 12 months = $500.00.

Dues and Subscriptions: to maintain memberships to organizations $10.00 x 12 months =

$1200.00.

Flex Funds: to provide financial support to participants, pay bills, and provide clothing, etc. $91.66 per month x 12 months = $1100.00.

Office Supplies: including binders, file folders, printer paper, toner, staples, etc. $100.00 per month x 12 months = $1200.00

Phone and Internet Service: This service is needed to stay connected to funding sources, parents, community collaborators and staff $125.00 per month x 12 months = $1500.00

Postage: Includes mailing, postage of flyers, program announcements, fiscal reports, etc. $100.00 x 12 months = $1200.00.

Printing: to include flyers, registration forms, handouts, workshop information, binding etc. $41.67 x

12 months = $500.00.

Advertising: to include hiring notices, meetings, special events $50.00 x 12 months = $600.00.

Sub-Contracting for Lawn and Parking Lot: to maintain the appearance and safety of the outside area of the organization $83.33 x 12 = $1,000.00.

Curricula Cost: (Name Curricula and population it will serve): $1200.00.

Snacks: provided for meetings, participants, etc. $70.92 x 12 months = $851.00.

7. Indirect Costs – Total $0

Please provide a percentage based on the agency’s cost allocation plan unless the agency is using the Direct Allocation Method.

Total: $100,000

9. Electronic Proposal Submittal

9.1. Proposal Requirements:

The technical proposal (excluding the cover letter, resumes, sample forms, or writing samples) shall not exceed a total of 25 single-sided, 8.5” x 11”, numbered pages.

9.1.1. Federal Tax ID Number:*

Enter your Federal Tax ID Number

*Response required

9.1.2. Cover Letter:*

The proposal must be submitted with a cover letter describing the proposer’s interest and commitment to the proposed project. The letter must state that the proposal is valid for a period of 90 days and include the name, title, address and telephone number of the individual to whom correspondence and other contacts should be directed during the selection process. The person authorized by the proposer to negotiate a contract with the

County must sign the cover letter.

Address the cover letter as follows:

Solano County General Services Department Purchasing Services 675 Texas Street Suite 2500 Fairfield, CA 94533 Attention: Nesmith Despabiladeras, RFP Coordinator

*Response required

9.1.3. Approach and Management Plan:*

This section shall provide the proposer’s proposed approach and management plan for providing the services. Include an organizational chart showing the proposed relationships among contractor staff, County staff and any other parties that may have a significant role in the delivery of this program.

If applicable, Proposers also are to describe the organization's intended approach to collaboration and coordination with other organizations providing similar services in the County. This should include, but not necessarily be limited to, steps that would be taken to explore the potential for sharing resources and avoiding duplication of services.

*Response required

9.1.4. Team Member Qualifications and Experience:*

Proposer shall provide the qualifications and experience of the key team member(s) that will work on the project.

Emphasize the specific qualifications and experience from projects similar to this project for the key team members as evidenced by resumes. Key team members are expected to be committed for the duration of the project. Replacement of key team members will not be permitted without prior consultation with and approval of the County.

Please download the below documents, complete, and upload.

Supply three (3) References from Government Agencies and/or Firms of similar size as Solano County for whom the Key Team Member has provided similar services during the last three (3) years.

• Key_Team_Member_Reference_F...

*Response required

9.1.5. Agency References:*

https://government-project.s3.us-west-2.amazonaws.com/49299/2854777e-f01e-4b37-8215-fa16dc10f60f_Key_Team_Member_Reference_Form_-RFP_OG.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4OJSGUOWO%2F20250908%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250908T164031Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEFgaCXVzLXdlc3QtMiJHMEUCIQCffKrnP6%2B8oCq9CJQiFGdKmVU%2BFMI9To%2F6u9Pcc%2FHNlQIgYH2SpXHhBB5qB7hyEWzCv3FhoJyJOkoWS8rKff6xS4EqjAUIwf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDJMN3BRL68kqSnIn6SrgBKiBU4aPdsNIXnDeW3olUQ9dII5Jbha3r7CZM0cXjT47arvx8EZk9cg3M1Arvg0YlrF7IMwTb3TURD08f6CqQEWK%2FDpR8Txn1xvYQ02CWy5iQBLgCaqdHWJh5KwLb58NKO1ZMhf6E%2BPt77eYedd0gy8FJCoT8t%2FstaZ0kAIDiBbGssmyaOhuoxPVVF1KXoee5DRV5JPqSwLf01ny8kYZC3q6d69AkgWj10g1WTAjjt5e%2BHlFCHrhx1x2UCVE1XoANYMlQIKATiR6g7H0HrufPGM%2FRBqdNftvnFAVDOdg4zAqLuN%2BN2tbli5SI1%2F5tXO%2FhlINd663peBaufVElpzqzSOEpFdtmi8shLpihonVkefeHnv41aFkYcaKEP12IQW2zVCCzfh9aIPOmtD2s4uH8ppavG71irgjoRB%2FCPwdhwjcctZyyVt%2BabBuLrlRKDg7oghThZMY34NAP6GnwzEOB814%2BOYG2ovejJ%2FkdJjSfynwYm35sPXgsC28kARx6s23u4HHH%2BC2mEfq9PnEQSpY%2BBWMtXlBMQu2XIdPtI3PtcvYD1FKLAADn2RIA8lWzMEC8Ipdnukj2JLPXnaein%2F%2FRfTiCzXOQqhiRBp007D6eIGBW1sxWnoR4ZmFEgyxWGwG6Iwk0pro6p2t5FATdR2TECx2sIMKTTbp8A5RGprm34J12UWvAokSYSHZy7NLYF6KMBRZnY5LH0vBgbirY%2BA0GowMfQ8NSIBuMOnusm5%2F0YeBlRlnTtH8d58WovSNHSDCcMXe8UElLP9D%2BwOdgi1ndrvxYePHuL45%2Fec8E%2BrFZR7bMLaC%2FMUGOpsBvOixSjyECZ%2BnVOus95SS3IfbBOklSP0%2FBHCHHDXLYk%2F5%2BqJRn06KEJt6S3Kqggd1y6D3laSTr8E%2B7K1nYisL12jSCafvuoCL0w0XPiP9n2xEmcMRCarJXt1kPTEYpQraQhbydjdDId%2FO5AGIhyJ8TDdIKix3MYivcs%2BHkDfOx1STm6W%2BwL38ovYel16lIKp37X6DcxmcW96aCZ0%3D&X-Amz-Signature=e583e7b284ca90bced285fcdae57e61b79eeeade24c06e184bfeb3bd6ef189f9&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Key_Team_Member_Reference_Form_-RFP_OG.pdf%22&x-id=GetObject

Please download the below documents, complete, and upload.

The bidder shall provide the (3) references of government agencies and or firms for whom they have provided similar services during the last three (3) years.

THESE REFERENCES SHOULD BE FROM DIFFERENT ENTITIES AND NOT FROM SOLANO COUNTY.

• Agency_Reference_Form_-_RFP...

*Response required

9.1.6. Staffing Plan:*

Proposer shall provide a staffing plan (by month) and an estimate of the total hours (detailed by position) required for preparation of the program tasks as outlined. Discuss the workload, both current and anticipated, for all key team members (if applicable), and their capacity to perform the requested services for the project, according to your proposed schedule. Discuss the approach for completing the requested services for this project within budget.

*Response required

9.1.7. Work Plan and Schedule:*

Proposer shall provide a description of how each task of the project will be conducted, this shall include identification of deliverables for each task and a schedule. The work plan should be in sufficient detail to demonstrate a clear understanding of the project. The schedule should show the expected sequence of tasks and include durations for the performance of each task, milestones, submittal dates and review periods for each submittal. Discuss the approach for completing the requested services for the project on schedule. The project is expected to commence no later than December 1, 2025 and all public meetings, draft and final documents fully completed by November 30, 2028.

*Response required

9.1.8. Cost Proposal - Solano County*

Please download the below The Proposer shall indicate below the offered price for providing all services proposed including all services as defined in the Scope of Services of the subject RFP. This Cost Proposal must specifically record below the exact cost amount(s) proposed in the appropriate space(s) as required herein. Said cost proposed must incorporate all cost for the proposed scope of services for the total contract period. Costs are to be inclusive of postage, preparation and mailing fees, and fuel costs. The proposer must sign and date the Cost Proposal.

The Cost Proposal shall detail only the cost proposed as required, and shall not detail any other rates, amounts, or information. It shall not detail any text that could be construed as a qualification of the cost proposed. If the Proposer fails to specify the Cost Proposal as required, the County shall determine the proposal to be non-responsive and reject it. The total cost will be evaluated as per Section 4 - Evaluation of

Proposals.

Solano County reserves the right to award a contract to more than one proposer if deemed in the best interest of the County. Proposers may bid on one or more Counties/Locations.

• Cost_Proposal_Solano_County...

*Response required

9.1.9. Cost Proposal - Other Counties and Locations*

The Proposer shall indicate below the offered price for providing all services proposed including all services as defined in the Scope of Services of the subject RFP. This Cost Proposal must specifically record below the https://government-project.s3.us-west-2.amazonaws.com/49299/3ea1588a-f197-41ba-bc05-63a9d7fd3f1b_Agency_Reference_Form_-_RFP_OG.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4OJSGUOWO%2F20250908%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250908T164031Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEFgaCXVzLXdlc3QtMiJHMEUCIQCffKrnP6%2B8oCq9CJQiFGdKmVU%2BFMI9To%2F6u9Pcc%2FHNlQIgYH2SpXHhBB5qB7hyEWzCv3FhoJyJOkoWS8rKff6xS4EqjAUIwf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDJMN3BRL68kqSnIn6SrgBKiBU4aPdsNIXnDeW3olUQ9dII5Jbha3r7CZM0cXjT47arvx8EZk9cg3M1Arvg0YlrF7IMwTb3TURD08f6CqQEWK%2FDpR8Txn1xvYQ02CWy5iQBLgCaqdHWJh5KwLb58NKO1ZMhf6E%2BPt77eYedd0gy8FJCoT8t%2FstaZ0kAIDiBbGssmyaOhuoxPVVF1KXoee5DRV5JPqSwLf01ny8kYZC3q6d69AkgWj10g1WTAjjt5e%2BHlFCHrhx1x2UCVE1XoANYMlQIKATiR6g7H0HrufPGM%2FRBqdNftvnFAVDOdg4zAqLuN%2BN2tbli5SI1%2F5tXO%2FhlINd663peBaufVElpzqzSOEpFdtmi8shLpihonVkefeHnv41aFkYcaKEP12IQW2zVCCzfh9aIPOmtD2s4uH8ppavG71irgjoRB%2FCPwdhwjcctZyyVt%2BabBuLrlRKDg7oghThZMY34NAP6GnwzEOB814%2BOYG2ovejJ%2FkdJjSfynwYm35sPXgsC28kARx6s23u4HHH%2BC2mEfq9PnEQSpY%2BBWMtXlBMQu2XIdPtI3PtcvYD1FKLAADn2RIA8lWzMEC8Ipdnukj2JLPXnaein%2F%2FRfTiCzXOQqhiRBp007D6eIGBW1sxWnoR4ZmFEgyxWGwG6Iwk0pro6p2t5FATdR2TECx2sIMKTTbp8A5RGprm34J12UWvAokSYSHZy7NLYF6KMBRZnY5LH0vBgbirY%2BA0GowMfQ8NSIBuMOnusm5%2F0YeBlRlnTtH8d58WovSNHSDCcMXe8UElLP9D%2BwOdgi1ndrvxYePHuL45%2Fec8E%2BrFZR7bMLaC%2FMUGOpsBvOixSjyECZ%2BnVOus95SS3IfbBOklSP0%2FBHCHHDXLYk%2F5%2BqJRn06KEJt6S3Kqggd1y6D3laSTr8E%2B7K1nYisL12jSCafvuoCL0w0XPiP9n2xEmcMRCarJXt1kPTEYpQraQhbydjdDId%2FO5AGIhyJ8TDdIKix3MYivcs%2BHkDfOx1STm6W%2BwL38ovYel16lIKp37X6DcxmcW96aCZ0%3D&X-Amz-Signature=1a7f5623603bc14562e369eac1b5695527de5f5c6d8fd561798d8001ff6c5482&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Agency_Reference_Form_-_RFP_OG.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/193258/3bbae48e-3adc-480e-824b-7281e5fcd1a5_Cost_Proposal_Solano_County.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4OJSGUOWO%2F20250908%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250908T164031Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEFgaCXVzLXdlc3QtMiJHMEUCIQCffKrnP6%2B8oCq9CJQiFGdKmVU%2BFMI9To%2F6u9Pcc%2FHNlQIgYH2SpXHhBB5qB7hyEWzCv3FhoJyJOkoWS8rKff6xS4EqjAUIwf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDJMN3BRL68kqSnIn6SrgBKiBU4aPdsNIXnDeW3olUQ9dII5Jbha3r7CZM0cXjT47arvx8EZk9cg3M1Arvg0YlrF7IMwTb3TURD08f6CqQEWK%2FDpR8Txn1xvYQ02CWy5iQBLgCaqdHWJh5KwLb58NKO1ZMhf6E%2BPt77eYedd0gy8FJCoT8t%2FstaZ0kAIDiBbGssmyaOhuoxPVVF1KXoee5DRV5JPqSwLf01ny8kYZC3q6d69AkgWj10g1WTAjjt5e%2BHlFCHrhx1x2UCVE1XoANYMlQIKATiR6g7H0HrufPGM%2FRBqdNftvnFAVDOdg4zAqLuN%2BN2tbli5SI1%2F5tXO%2FhlINd663peBaufVElpzqzSOEpFdtmi8shLpihonVkefeHnv41aFkYcaKEP12IQW2zVCCzfh9aIPOmtD2s4uH8ppavG71irgjoRB%2FCPwdhwjcctZyyVt%2BabBuLrlRKDg7oghThZMY34NAP6GnwzEOB814%2BOYG2ovejJ%2FkdJjSfynwYm35sPXgsC28kARx6s23u4HHH%2BC2mEfq9PnEQSpY%2BBWMtXlBMQu2XIdPtI3PtcvYD1FKLAADn2RIA8lWzMEC8Ipdnukj2JLPXnaein%2F%2FRfTiCzXOQqhiRBp007D6eIGBW1sxWnoR4ZmFEgyxWGwG6Iwk0pro6p2t5FATdR2TECx2sIMKTTbp8A5RGprm34J12UWvAokSYSHZy7NLYF6KMBRZnY5LH0vBgbirY%2BA0GowMfQ8NSIBuMOnusm5%2F0YeBlRlnTtH8d58WovSNHSDCcMXe8UElLP9D%2BwOdgi1ndrvxYePHuL45%2Fec8E%2BrFZR7bMLaC%2FMUGOpsBvOixSjyECZ%2BnVOus95SS3IfbBOklSP0%2FBHCHHDXLYk%2F5%2BqJRn06KEJt6S3Kqggd1y6D3laSTr8E%2B7K1nYisL12jSCafvuoCL0w0XPiP9n2xEmcMRCarJXt1kPTEYpQraQhbydjdDId%2FO5AGIhyJ8TDdIKix3MYivcs%2BHkDfOx1STm6W%2BwL38ovYel16lIKp37X6DcxmcW96aCZ0%3D&X-Amz-Signature=484ba8a2f703fa9ed2fd19f4215569d12cc12e7a90f5d9ab97cb201346c0c38e&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Cost_Proposal_Solano_County.pdf%22&x-id=GetObject exact cost amount(s) proposed in the appropriate space(s) as required herein. Said cost proposed must incorporate all cost for the proposed scope of services for the total contract period. Costs are to be inclusive of postage, preparation and mailing fees, and fuel costs. The proposer must sign and date the Cost Proposal.

The Cost Proposal shall detail only the cost proposed as required, and shall not detail any other rates, amounts, or information. It shall not detail any text that could be construed as a qualification of the cost proposed. If the Proposer fails to specify the Cost Proposal as required, the County shall determine the proposal to be non-responsive and reject it. The total cost will be evaluated as per Section 4- Evaluation of

Proposals.

Solano County reserves the right to award a contract to more than one proposer if deemed in the best interest of the County. Proposers may bid on one or more Counties/Locations.

• Cost_Proposal_Other_Locatio...

*Response required

9.1.10. Detailed Documentation of Financial Resources:*

The Proposer shall provide the following documentation of sufficient financial strength and resources to provide the scope of services as required:

A. The Proposer’s most recent independent audited financial statements for a fiscal year ended within the last 36 months.

B. In lieu of audited financial statements, the County may accept, on a case-by-case basis, o a current written bank reference, in the form of a standard business letter, indicating that the

Proposer’s business relationship with the financial institution is in positive standing; or o Documentation disclosing the amount of cash flows from operating activities for the Proposer’s most current operating period. Said documentation must indicate whether the cash flows are positive or negative, and, if the cash flows for the most recent operating period are negative, the documentation must include a detailed explanation of the factors contributing to the negative cash flows.

*Response required

9.1.11. Non-Collusion Declaration:*

Non-Collusion Declaration

The undersigned declares: I am the authorized representative of the party making the foregoing bid.

The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder. All statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

https://government-project.s3.us-west-2.amazonaws.com/193258/af8a1bf2-f6c1-420f-9d51-602ba0aee298_Cost_Proposal_Other_Locations.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4OJSGUOWO%2F20250908%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250908T164031Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEFgaCXVzLXdlc3QtMiJHMEUCIQCffKrnP6%2B8oCq9CJQiFGdKmVU%2BFMI9To%2F6u9Pcc%2FHNlQIgYH2SpXHhBB5qB7hyEWzCv3FhoJyJOkoWS8rKff6xS4EqjAUIwf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDJMN3BRL68kqSnIn6SrgBKiBU4aPdsNIXnDeW3olUQ9dII5Jbha3r7CZM0cXjT47arvx8EZk9cg3M1Arvg0YlrF7IMwTb3TURD08f6CqQEWK%2FDpR8Txn1xvYQ02CWy5iQBLgCaqdHWJh5KwLb58NKO1ZMhf6E%2BPt77eYedd0gy8FJCoT8t%2FstaZ0kAIDiBbGssmyaOhuoxPVVF1KXoee5DRV5JPqSwLf01ny8kYZC3q6d69AkgWj10g1WTAjjt5e%2BHlFCHrhx1x2UCVE1XoANYMlQIKATiR6g7H0HrufPGM%2FRBqdNftvnFAVDOdg4zAqLuN%2BN2tbli5SI1%2F5tXO%2FhlINd663peBaufVElpzqzSOEpFdtmi8shLpihonVkefeHnv41aFkYcaKEP12IQW2zVCCzfh9aIPOmtD2s4uH8ppavG71irgjoRB%2FCPwdhwjcctZyyVt%2BabBuLrlRKDg7oghThZMY34NAP6GnwzEOB814%2BOYG2ovejJ%2FkdJjSfynwYm35sPXgsC28kARx6s23u4HHH%2BC2mEfq9PnEQSpY%2BBWMtXlBMQu2XIdPtI3PtcvYD1FKLAADn2RIA8lWzMEC8Ipdnukj2JLPXnaein%2F%2FRfTiCzXOQqhiRBp007D6eIGBW1sxWnoR4ZmFEgyxWGwG6Iwk0pro6p2t5FATdR2TECx2sIMKTTbp8A5RGprm34J12UWvAokSYSHZy7NLYF6KMBRZnY5LH0vBgbirY%2BA0GowMfQ8NSIBuMOnusm5%2F0YeBlRlnTtH8d58WovSNHSDCcMXe8UElLP9D%2BwOdgi1ndrvxYePHuL45%2Fec8E%2BrFZR7bMLaC%2FMUGOpsBvOixSjyECZ%2BnVOus95SS3IfbBOklSP0%2FBHCHHDXLYk%2F5%2BqJRn06KEJt6S3Kqggd1y6D3laSTr8E%2B7K1nYisL12jSCafvuoCL0w0XPiP9n2xEmcMRCarJXt1kPTEYpQraQhbydjdDId%2FO5AGIhyJ8TDdIKix3MYivcs%2BHkDfOx1STm6W%2BwL38ovYel16lIKp37X6DcxmcW96aCZ0%3D&X-Amz-Signature=7d8a5295c22fd268cfdaf0fc996d16baa25a32cf8f1bd8deb0f80744bfe2af9e&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Cost_Proposal_Other_Locations.pdf%22&x-id=GetObject

Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder.

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed.

☐ Please confirm

*Response required

9.1.12. Certification of Compliance:*

The proposer does hereby make certification and assurance of the Proposer’s compliance with:

The laws of the County of Solano:

http://www.codepublishing.com/CA/SolanoCounty/

Title VI of the federal Civil Rights Act of 1964:

https://www.justice.gov/crt/fcs/TitleVI-Overview

Title IX of the federal Education Amendments Act of 1972:

https://www.justice.gov/crt/title-ix-education-amendments-1972

The Equal Employment Opportunity Act and the regulations issued thereunder by the federal government:

https://www.justice.gov/jmd/hr-order-doj12001-part-4-equal-employment-opportunity

The Americans with Disabilities Act of 1990 and the regulations issued thereunder by the federal government:

https://www.ada.gov/pubs/adastatute08.htm

All contract employees performing services and/or work as a result of this solicitation must have documented legal authority to work in the United States of America, The condition that the submitted proposal was independently arrived at, without collusion, under penalty of perjury; and, The condition that no amount shall be paid directly or indirectly to an employee or official of the County of

Solano as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to the Proposer in connection with the Procurement under this RFP for Process Server.

☐ Please confirm

*Response required

9.1.13. Solano County Reservations:*

County of Solano Hereby Reserves the Following Rights:

The County of Solano reserves the right to make an award in whole or in part or any varying combination of the following requirements that will be in the best interest of the County, and not necessarily to the lowest

Contractor. The intended award of Contract shall be made to the highest rated Proposer based on the evaluation Criteria stated within the RFP.

Right of Rejection

The County reserves the right to reject any and all proposals, or to cancel this RFP in part or in its entirety.

http://www.codepublishing.com/CA/SolanoCounty/ https://www.justice.gov/crt/fcs/TitleVI-Overview https://www.justice.gov/crt/title-ix-education-amendments-1972…