County of San Mateo

Request for Proposals (RFP - Informal) for Professional

Case Note Documentation Training for Probation Staff

Probation

RFP - Informal No. 2026-RFP - Informal-00409

RFP - Informal Contact: Vivien Huynh vhuynh@smcgov.org

1. Introduction and Schedule

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula. The region covers 744 mi and is home to nearly 800,000 residents and 20 incorporated cities. The County provides for the health and welfare of all people within its borders and serves as the local government for the unincorporated areas. Innovation thrives here in industries including bioscience, computer software, green technology, hospitality, financial management, health care, education and transportation. The

County prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare and natural resources of the community.

1.1. Summary

The San Mateo County Probation Department (the “Department”) is responsible for the supervision of approximately 2,500 adult and juvenile probationers. Probation represents the link between the application of appropriate consequences for illegal and delinquent behavior and the establishment of offenders transitioning to productive, law-abiding lives. This specialized criminal justice role of probation is a successful and cost-effective balance of both enforcement and treatment. Deputy Probation Officers

(DPOs) are responsible for monitoring probationers in the community by enforcing court-ordered restrictions and providing access to rehabilitation programs as well as promoting victim safety and restoration.

The Department’s primary purpose of enhancing public safety is achieved in three specialized ways: 1) investigating major elements of crimes/offenses, the impact upon victims, the criminal/offense histories and behavior of adults and juveniles, plus possible sentencing alternatives and providing this information to the Superior Court in the form of accurate and impartial reports and recommendations; 2) monitoring and supervising those placed on probation to ensure that court-ordered “conditions of probation” are obeyed and public safety is maintained; and 3) providing opportunities for probationers to receive treatment, resources, and services that will prevent future criminal/delinquent activities.

The Department's Professional Standards Unit coordinates and conducts mandated training for sworn officers as well as administrative professionals. The Department seeks responses to the Request for

Proposals from qualified firms or individual consultants to develop and deliver a comprehensive training program on effective and compliant case note documentation.

The primary goal is to standardize the quality, legal defensibility, and accuracy of case notes across the department. The Department is looking for state-certified trainers who can bridge the gap between the

"field observations" and "court-ready documentation."

1.2. Contact Information

Project Contact:

Vivien Huynh Associate Management Analyst Email: vhuynh@smcgov.org Phone: (650) 312-8821

Procurement Contact:

Vivien Huynh Associate Management Analyst mailto:vhuynh@smcgov.org tel:(650)312-8821

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Email: vhuynh@smcgov.org Phone: (650) 312-8821

Department:

Probation

Department Head:

John T. Keene Chief Probation Officer

1.3. Timeline

RFP Released March 20, 2026

Deadline for Questions, Comments and

Contract Exceptions

March 27, 2026, 5:00pm

Question Response Deadline April 3, 2026, 5:00pm

Proposal Due Date and Time April 10, 2026, 5:00pm

Interviews (tentative) April 17, 2026

Anticipated Contract Award Date July 1, 2026

2. Scope of Work

2.1. Professional Case Note Documentation Training for Probation Staff

The San Mateo County Probation Department is seeking a qualified professional trainer or firm to develop and deliver a comprehensive training program on effective and compliant case note documentation.

Case notes are not solely for the assigned officer; they are vital, living documents accessed by after-hours institutional staff, management, and the courts. The primary objective of this training is to equip staff with the skills to write notes that are objective, highly accurate, secure, and completed within strict timeframes.

The selected trainer will work directly with the Department's Training Manager to customize a curriculum that aligns with our internal standards. The training must address the following critical learning objectives:

• Writing Mechanics & Formatting: Training staff to write clearly and concisely without relying on non-probation jargon, acronyms, or unprofessional formatting. Teaching efficient ways to mailto:vhuynh@smcgov.org tel:(650)312-8821

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• The "Who, What, and Why": Ensuring all entries consistently capture essential contact details

(method of contact, participants present, purpose, client behavior, and specific actions/sanctions taken). Ensuring all entries are clear, concise, complete, and correct.

• Objectivity vs. Subjectivity: Eliminating bias and personal opinions in professional narratives.

• Case Planning Alignment: Ensuring notes reflect progress (or lack thereof) toward specific rehabilitation goals and court-ordered conditions.

• Time Management & Compliance: Strategies for meeting strict 24-hour entry turnaround times, as well as the proper, legally defensible methods for logging late entries, non-chronological notes, and corrections.

• Data Privacy: Reinforcing the strict confidentiality of case notes regarding unauthorized parties and relevant privacy laws.

• Mitigate Risk: Mitigate risk and liability for San Mateo County Probation while increasing the likelihood of qualified immunity protection for officers and supervisors who produce accurate, objective, and policy-aligned documentation. Strengthen the quality and consistency of case notes, incident reports, and supervisory records, to reduce the exposure to grievances, failed disciplinary actions, Board of State and Community Corrections (BSCC) findings, internal investigations, staff discipline, and civil litigation.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 5:00 pm, on Friday, April 10, 2026 via eProcurement system.

Allow sufficient time for the upload to complete by the Due Date and Time. Partial uploads will automatically terminate, and proposals will be rejected. The eProcurement system submission time will be the official submission time. The County will not be responsible for and may not accept proposals that are late due to slow internet connections or for any other failure of the eProcurement system.

NOTE: The County does not maintain the eProcurement system and is not liable for site failures or technical problems. To resolve technical issues, contact OpenGov Technical Support by using the real time chat located in the lower right hand corner of the screen, or via email at procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

3.2. Pre-submission Registration

Organizations or individuals interested in responding to this solicitation must register online with the

County of San Mateo at:

mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

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• https://procurement.opengov.com/portal/smcgov

It is recommended that organizations complete this registration as soon as possible. The County will not be responsible for and may not accept proposals that are late due to a failure to register in the eProcurement system.

3.3. Submission via eProcurement Portal

Required Documents

Please refer to the Technical Proposal section for submittal documents and requirements.

Electronic Submissions

Include the proposer name and the RFP title and number in each filename. Submit proposals via the eProcurement website, allowing sufficient time for the upload to complete by the Due Date and Time. As noted above, the eProcurement portal submission time will be the official submission time, and partial uploads will automatically terminate, and proposals will be rejected. Contact eProcurement Portal with technical questions regarding this site.

Conflicts between Certain Requirements

Prior to the submission deadlines and solely relating to a determination of the timeliness of questions, comments, and proposal submissions, information displayed on the eProcurement portal site will take precedence in the event of a discrepancy between that information and the information within the solicitation documents. For all other discrepancies, the information in the solicitation documents will take precedence.

Format

Documents should be created in the following format:

• Text should be Times New Roman (12-point minimum font size) and unjustified (i.e., with a ragged-right margin)

• Pages should have margins of at least one inch on all sides (excluding headers and footers)

• If the proposal is lengthy, a Table of Contents should be included.

• PDF format is preferred.

Errors in Proposals

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are late, incomplete, missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any remaining RFP requirements.

3.4. Procurement Preference for Local Businesses and Local Non-Profits

The County of San Mateo has adopted a Procurement Preference for Local Businesses Ordinance (County

Ord. Code Ch. 2.89.) The purpose of this Ordinance is to promote a strong local economy by giving preference to local businesses, local non-profits, local small and micro businesses, and local small and https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov/projects/245238/document?section=undefined

Page 6 of 13 Release date of March 20, 2026 micro non-profits in County procurements, to the extent consistent with the law and interests of the public. The County’s process for applying local preferences to competitive procurements is set forth in

County Ordinance Code Section 2.89.030. The Ordinance and exemptions (e.g. the ordinance will be exempt when all bids or proposals received are from Non-Profit Organizations) can be reviewed here:

Chapter 2.89 - PROCUREMENT PREFERENCE FOR LOCAL BUSINESSES | Code of Ordinances |

San Mateo County, CA | Municode Library

The requirements for bidders to establish eligibility for a local preference for this solicitation are detailed below in Section III (Submission Requirements) The Ordinance does not apply if a procurement is determined to be exempt (County Ord. Code sec. 2.89.050), and the County reserves the right to waive application of the Ordinance to this procurement if determined to be in the best interests of the County

(County Ord. Code sec. 2.89.060).

4. Minimum Qualifications, Local Preference Ordinance, and Proposal Submission

4.1. Minimum Qualifications

Any proposal that does not demonstrate that the proposer meets these minimum requirements by the submission deadline shall be determined to be non-responsive and not eligible for further consideration in the evaluation process.

Proposer is defined as the prime firm, organization, or joint venture that is submitting a proposal for this

RFP.

Proposers must meet the following Minimum Qualifications:

4.1.1. Experience*

Trainer shall have at least three (3) years of experience within the last five (5) years immediately preceding the issuance of this RFP in providing services of similar size and scope.

☐ Please confirm

*Response required

4.1.2. Experience in Probation Field*

Trainer has three (3) years of experience delivering engaging, practical training to probation staff, in particular, and Law Enforcement, in general.

☐ Please confirm

*Response required

4.1.3. System for Award Management. *

Please confirm your firm is registered with System for Award Management (SAM).

☐ Please confirm

*Response required https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU

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4.1.4. What is the registered Business Name and Unique Entity ID (UEI) No.?*

Proposer is registered and in good standing with SAM.gov® (https://sam.gov/content/home).

Unique Entity ID (UEI) numbers can be found on sam.gov

Please use the above link to verify your firms registration in good standing, and enter the following information in this field:

A. Registered as [Business Name]

B. UEI No. [Business Number]

*Response required

4.1.5. Standards and Training for Corrections (STC) Certification*

Proposer is STC-certified or able to be STC-certified.

☐ Please confirm

*Response required

4.2. Procurement Preference for Local Businesses and Local Non-Profits

4.2.1. Is the Proposer a "Local Business"?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Business” means any for-profit business which has its principal place of business, or is headquartered, in San Mateo

County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• SMC_LocalBusiness_self-atte...

4.2.2. Is the Proposer a Non-Profit?*

A Non-Profit is defined as a tax-exempt public charity organization (within the meaning of section

501(c)(3) of the Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes.

☐ Yes

☐ No

*Response required

When equals "Yes"

4.2.3. Is the Proposer a "Local Non-Profit"

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Non-Profit" means a tax-exempt public charity organization (within the meaning of section 501(c)(3) of the

Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes, and has its principal place of business, or is headquartered, in San Mateo County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

https://sam.gov/content/home) https://government-project.s3.us-west-2.amazonaws.com/181058/6417ee00-d47d-4708-90f9-2a47dd51b2e5_SMC_LocalBusiness_self-attestation_form_120424.pdf

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Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• SMC_LocalBusiness_self-atte...

4.2.4. Is the Proposer a Local "Small" or "Micro" Business?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

“Small Business” means any business which holds a Small Business Certification awarded by the

California Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS).

“Micro Business” means any Small Business certified by the OSDS which is automatically designated by the OSDS as a Micro Business due to gross annual receipts falling below the OSDS-designated dollar amount.

If the above designations apply, please provide the OSDS provided Certification ID.

If this designation is not applicable, please leave blank.

4.2.5. Is the Proposer a Local "Small" or "Micro" Non-Profit?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

“Small Non-Profit" means a Local Non-Profit with an annual revenue of $1,000,000 to $2,500,000 according to its most recently filed IRS Form 990.

“Micro Non-Profit" means a Local Non-Profit with an annual revenue of less than $1,000,000, according to its most recently filed IRS Form 990.

If the above designations apply, please provide your latest filed IRS form 990. A filing from the last two calendar years is acceptable.

If this designation is not applicable, please leave blank.

4.3. Technical Proposal

4.3.1. Proposal Submission (Maximum of 8 pages)*

Interested trainers should submit the following:

A. Letter of Interest: Submit a letter of introduction and executive summary of the proposal.

Submission of the letter will constitute a representation by proposer that it is willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.

The letter must contain:

o Name, title and contact information (email, phone, and address) for representative of proposer that is responsible for communication related to this RFP.

o Name, title, contact information, and signature of person authorized to obligate firm to perform the commitment contained in the proposal.

o A brief overview of your training philosophy and approach to adult learning and a multigenerational workforce.

https://government-project.s3.us-west-2.amazonaws.com/181058/23f425e3-2794-4144-828d-5b909b017089_SMC_LocalBusiness_self-attestation_form_120424.pdf

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B. Resume/CV: Highlight relevant experience in community corrections or professional writing.

Reflect the instructor's: expertise in the subject area; work experience related to the topic; areas of related training experience; education and training received; and, relevant specialized instructor training courses.

C. Sample Outline: A preliminary outline demonstrating how you would teach objective writing and time management in a digital case note environment, i.e. course content; job-relatedness;

relationship between content and performance objectives; and instructional methodology.

Additionally, provide a sample activity to include instructions, document and learning outcomes. Please refer to the Scope of Work section.

D. References: Contact information, including the name, address, and telephone number of recent clients (preferably other public agencies), for at least two agencies where you have provided similar training. If you are already a Board of State and Community Corrections (BSCC)

Standards and Training for Corrections (STC) Provider, you may provide course evaluations in addition to agency references.

E. Cost Estimate: A breakdown of fees for development time, material creation, per-session delivery (min/max participants), and travel. Tuition should align with section IV, subsection F. of the BSCC Policy and Manual for Training Providers. The County reserves the right to accept other than the lowest priced offer and to reject any proposals that are not responsive to this request.

*Response required

4.3.2. Personnel*

Include the following information for all personnel that will be assigned to this project:

A. Name

B. Title

C. Contact email:

D. Contact phone number

*Response required

4.3.3. Sub-contracted Services*

If any of the services are sub-contracted out please identify the service and the sub-contractor (or type

"N/A").

*Response required

4.3.4. Performance Measures*

To ensure a professional training program on case note documentation is effective, describe a plan for achieving the following performance measures on both the learning process and on-the-job application.

Please explain your plan for helping our staff achieve the following practical targets:

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Performance

Goal

What Success Looks Like

1. Timeliness Staff consistently complete and enter their notes within the mandated 24-hour window.

2. Objectivity Written entries are strictly fact-based, completely eliminating subjective language or personal opinions.

*Response required

5. Evaluation and Selection Criteria

The proposals will be evaluated by a selection committee with relevant expertise. The County intends to evaluate the proposals generally in accordance with the criteria itemized below. Proposers with the highest scoring proposals may be interviewed by the committee to make the final selection.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Project Approach

A. The proposal specifically addresses key objectives (objectivity, professionalism, time management).

B. The proposal explains how they will consult with the Training Manager to learn departmental policies to customize the course.

C. The proposal is clear they are building a custom course rather than delivering an "off-the-shelf" training.

Points Based 35 (35% of Total)

2. Trainer Qualifications and Experience

A. Extensive background in criminal justice, community supervision, or legal/technical writing.

B. Strong references from similar law enforcement or probation agencies.

Points Based 35 (35% of Total)

3. Interview Points Based 15 (15% of Total)

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4. Price

A. The pricing structure is clear and competitive.

Points Based 10 (10% of Total)

5. Preferential Points

Where price is not the sole evaluation factor for a solicitation (e.g., in the case of a "best-value" solicitation), five percent (5%) of the total evaluation points awardable will be added to the proposal score for each Local Business or

Local Non-Profit score for evaluation purposes.

In the event of a tie between a Local Business or Local Non-Profit and another bidder, the

Local Business or Non-Profit shall be awarded the Contract, assuming agreement on other contract terms.

An additional three percent (3%) preference shall be given to a Local Business or Local

Non-profit (for a total of eight percent (8%) of total points awardable) if the proposer is a

Small Business or Small Non-Profit, or an additional 5 percent preference (for a total of ten percent (10%) of total points awardable) if the proposer is a Micro Business or Micro Non-

Profit.

Pass / Fail 5 (5% of Total)

6. Instructions to Proposers

6.1. Instructions

There will be no pre-proposal conference or site visit for this project.

6.2. Communications

A. As of the issuance date of this RFP and continuing until it is canceled or an award is made, no proposer or person acting on behalf of a prospective proposer may discuss any matter relating to the RFP with any officer, agent, or employee of the County, other than through eProcurement portal, to the Authorized Contact Person, or as outlined in the evaluation or protest procedures.

B. Proposers (including any agent, owner, employee, board members, or other such affiliates) shall not offer any gift, favor, or other personal benefit to any County officer or employee during the procurement process for this agreement, including during the solicitation period and contract negotiations.

Violation of the foregoing prohibitions may result in a proposer being found non-responsible and barred from participating in this or future procurements.

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6.3. Contract Award

A. Award Procedure

Contract negotiations are neither an offer nor guarantee that a contract will be executed. A contract award, if any is made, will be to the responsive, responsible proposer offering the overall best value to the County for the services and goods described in this solicitation, or as applicable, for a specific portion of the services and goods described. Any agreement reached will be memorialized in a formal agreement using the attached template, executed by the appropriate authority.

B. Notice of Intent to Award

If a decision is made to take steps to enter into an agreement with one or more proposers, the

County will post a Notice of Intent to Award or otherwise notify proposers the remaining proposers of their non-selection. Notice may instead be provided by including approval of the agreement as an item on an agenda for a meeting of the Board of Supervisors.

C. Commencement of Performance

After all parties have signed the agreement, the County will notify the contractor and performance may proceed. Prior to execution of the agreement by the County, no County employee may authorize work under the agreement. Any work performed prior to the full execution of the Agreement may not be compensated.

D. Levine Act DisclosureThe Levine Act (California Government Code Section 84308) imposes certain requirements on parties contracting with the County of San Mateo related to campaign contributions to County “officers,” including elected County officers and candidates seeking elective office, who may participate in making a decision on certain County contracts. Elected

County officers in San Mateo County include: the San Mateo County Board of Supervisors, Assessor-County Clerk-Recorder, County Controller, Coroner, District Attorney, Sheriff, and Tax

Collector-Treasurer.Generally, under current County policy, approval by the Board of

Supervisors is required for any agreement for services above $200,000, and agreements for services below that threshold may be approved by Department heads.If your proposal is selected, you will be required to certify compliance with the Levine Act.As part of this process, you will need to certify and warrant that you have fully complied, and will remain in full compliance, with all applicable requirements of the Levine Act in connection with the

Agreement, including making any required disclosures of campaign contributions to County

Officers, which includes but may not be limited to elected County Officers. Elected County

Officers include members of the San Mateo County Board of Supervisors, as well as the

Assessor-County Clerk-Recorder, Controller, Coroner, District Attorney, Sheriff, and Tax

Collector-Treasurer. Any campaign contribution required to be disclosed under the Levine Act in connection with this Agreement shall be disclosed on the County of San Mateo Levine Act

Disclosure Form, a copy of which is available from the County upon request.Parties are solely responsible for accurate certification and disclosure. The Levine Act is complex, and this brief description is not legal advice. For example, certain contributions must be aggregated when

Page 13 of 13 Release date of March 20, 2026 determining whether contributions have exceeded the $500 threshold. If your proposal is selected, you are urged to review the Levine Act and consider consulting an attorney.

6.4. Term

Probation is issuing Request for Proposal (RFP) No. 2026-RFP - Informal-00409 for Professional Case

Note Documentation Training for Probation Staff.

The agreement shall have a term of three (3) years. The County’s standard contract template has been included with this solicitation. The awarded contractor will be expected to sign an agreement prepared by the County using this template. Please ensure that your firm has completed legal review of these contract terms. If your firm wishes to request exceptions to these standard terms, submit a Contract Exceptions

Request by the Deadline for Questions, Comments and Contract Exceptions listed in the Solicitation

Schedule below. The County will consider Contract Exceptions Requests but reserves the right to reject requested modifications to its standard terms.