REQUEST FOR PROPOSALS (RFP) 13365

DEPARTMENT OF PROBATION

ARTIFICIAL INTELLIGENCE (AI) REPORT WRITING SERVICES

September 1, 2026

A. KEY INFORMATION

1. The County of San Diego is seeking proposals from firms interested in providing Artificial Intelligence (AI) Report

Writing Services (“Offerors”).

2. The contract term is anticipated to be an initial (base) period of eighteen (18) months with four (4) one (1) year options.

3. The County has posted this solicitation on its official BuyNet website at https://sdbuynet.sandiegocounty.gov/. In order to see all information related to this RFP, to submit Questions, and to receive notifications of updates, Offerors must select “Participate in RFx” for this solicitation in BuyNet.

4. The Contracting Officer for this solicitation is Vanessa Rios, Procurement Contracting Specialist, (vanessac.rios@sdcounty.ca.gov)

5. Schedule: This timeline is subject to change at any time, at the County’s sole discretion. The County will issue an addendum for changes to the Pre-Proposal Conference date, Questions due date, or Proposal due date.

Event Description Date and Time (San Diego Time) Pre-Proposal Conference September 8, 2026 at 9:00 a.m.

Questions due September 14, 2026 prior to 5:00 p.m.

Proposals due October 16, 2026 prior to 3:00 p.m.

6. Pre-Proposal Conference. The County will hold a pre-proposal conference by Video/Teleconference using the Microsoft Teams platform on the Date and Time listed in the Schedule. To participate, join the virtual conference at:

Microsoft Teams Meeting Invite Link. The County will provide an overview of the RFP process and may provide a program/technical overview and other information. Attendance at the pre-proposal conference is encouraged but not mandatory.

7. Questions:

7.1. Offerors should submit all Questions, including requests for clarification related to definition or interpretation of this RFP, in writing by the Date and Time specified in the Schedule. Questions should be submitted via BuyNet, by sending a message to the Contracting Officer through the “Discussions” functionality.

7.2. Non-Offerors should direct inquiries regarding this solicitation to the Contracting Officer.

8. Table of Contents:

A. Key Information B. RFP Instructions and Rules C. Evaluation Criteria D. Submittal Items E. Required Forms F. Statement of Work G. Payment Schedule H. Draft Agreement

MAGGIE RAMSBERGER

INTERIM DIRECTOR

DEPARTMENT OF PURCHASING AND CONTRACTING

5560 OVERLAND AVENUE, SUITE 270, SAN DIEGO, CALIFORNIA 92123-1204

Phone (858) 505-6367 Fax (858) 715-6452

BRENDA G. MILLER

ASSISTANT DIRECTOR

https://sdbuynet.sandiegocounty.gov/ mailto:vanessac.rios@sdcounty.ca.gov https://events.gcc.teams.microsoft.com/event/8dd99d20-1673-49c0-a18a-ff6782c7f983@4563af13-c029-41b3-b74c-965e8eec8f96?source=copyLinkLegacyShareEventDialog

COUNTY OF SAN DIEGO – REQUEST FOR PROPOSALS (RFP 13365)

PROBATION DEPARMENT

B. RFP INSTRUCTIONS AND RULES

1. INSTRUCTIONS FOR SUBMITTING A PROPOSAL

1.1. It is the Offeror’s responsibility to submit a proposal based on the most current RFP, addenda thereto, responses to Questions, any other information posted on BuyNet, and any diligence material made available by the County. Offerors are advised to regularly check BuyNet for information. The County has no obligation to contact Offerors directly with any such RFP-related information.

1.1.1. In order to see all information related to this RFP, to submit Questions, and to receive notifications of updates, Offerors must select “Participate in RFx” for this solicitation in BuyNet.

1.2. Forms required to be submitted with Offerors response to this RFP are included in this RFP or posted on the County’s web site at https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html.

1.2.1. Posted forms may be updated from time to time. Unless otherwise specified, offerors may submit the version of a form in place as of the date of the posting of this RFP or any later version.

1.3. Offerors are advised to allow for sufficient time to obtain all necessary documents and forms, resolve any technical difficulties obtaining or completing documents or forms, and, if necessary, obtain documents and forms by an alternate method. If you are unable to download documents or forms, you may request a hard copy or technical assistance from Purchasing and Contracting’s front desk or contact clerical support at (858) 505- 6367.

1.4. Offeror must submit a complete original proposal in accordance with the format provided in this solicitation to the County of San Diego, Department of Purchasing and Contracting, through electronic upload to BuyNet before the Date and Time listed in Schedule.

1.4.1. If Offeror is unable to submit via BuyNet for any reason, Offeror may submit by providing the Purchasing and Contracting front desk with either (i) electronic files on CD/DVD or, (ii) a printed proposal. Offeror must prominently mark such submissions with the RFP number on the outside of the packaging. Please use this method only if unable to submit through BuyNet.

1.4.2. When submitting via BuyNet, Offerors are advised to allow for sufficient time to submit by an alternate method in the event of technical difficulties.

1.4.3. For proposals submitted electronically through BuyNet, the time on the BuyNet server shall be considered the official time for the purpose of determining timely submittal.

1.4.4. For proposals submitted at the Purchasing and Contracting front desk, the time stamp at the front desk shall be considered the official time for the purpose of determining timely submittal.

1.4.5. In the event of multiple submittals of an original proposal by an Offeror, the County will only consider the most recent submittal submitted before the due date and time. The County will not review or consider previous submittals, whether submitted at the front desk or through BuyNet.

Offerors are strongly encouraged to submit only one original proposal and to withdraw or replace any previous submittals in the event they update their proposal. Proposals may be found non-conforming if the County is unable to determine which proposal is the most recent, timely submittal.

1.5. A proposal that is untimely or otherwise not submitted in conformance with 1.4 above will not be considered for award unless: it is received before award is made; the County determines that it is in its best interest to accept the proposal; and

1.5.1. It is determined by the County that the late receipt was due solely to mishandling by the County, or

1.5.2. No timely and conforming proposal was submitted.

1.6. Proposals may not be modified after the due date, except for modifications resulting from the Contracting Officer’s request for a revised proposal, Best and Final Offer (BAFO), or an addendum to the proposal.

1.7. Proposals may be withdrawn by written notice signed by a duly authorized representative of Offeror if received prior to Notice of Intent to Award. After Notice of Intent to Award, all proposals constitute firm offers, subject to negotiation, that will remain open and cannot be revoked, withdrawn, or modified for a period of six (6) months.

https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html

1.7.1. All proposals become the property of the County upon submission. An Offeror may request the return of its proposal upon withdrawal, which return the County may grant or deny in its sole discretion.

1.8. By submitting a proposal, Offeror agrees to these RFP Instructions and Rules and all other terms of this RFP.

2. QUESTIONS

2.1. Offerors shall direct requests for explanation regarding the RFP or related documents to the Contracting Officer in writing as a question (“Question”). Submit Questions by sending a message to the Contracting Officer through the “Discussions” functionality in BuyNet.

2.2. The County may choose not to respond to Questions received after the date and time stated Schedule. Offeror is responsible for ensuring that Questions are received by the County.

3. PROPOSAL FORMAT

3.1. Submit electronic proposals as files in .pdf format, except where specified otherwise. For pages other than signature pages, converted and searchable formats are preferred.

3.2. Proposals shall be formatted to print on 8-1/2” x 11” page size, with no less than ½” margins and eleven (11) point font and to be suitable for black and white reproduction with no loss of information.

3.3. All proposals shall be signed with a handwritten signature by an authorized officer or employee of the Offeror.

3.3.1. Electronic or digital signatures will not be accepted.

3.3.2. Pages requiring signatures must be scanned from an original handwritten signature. If Offerors are unable to submit a .pdf with scanned signatures, Offerors may optionally submit clear pictures of signature pages containing original handwritten signatures.

4. PROPOSAL ORGANIZATION

4.1. Your proposal must be organized in accordance with the Submittal Items in this RFP.

4.1.1. Content shall be organized to correspond to the applicable exhibit and question or item within each exhibit.

4.1.2. Offerors shall separate each exhibit into one or more files, clearly named as to the exhibit and order.

4.1.3. Pages shall be consecutively numbered within each exhibit at the bottom or top margin of each page.

4.1.4. Cost/Price information:

4.1.4.1. All cost and pricing information must be contained within Cost/Price exhibit and be inclusive of all proposed compensation. No price data is to be included in the Program/Technical or other exhibits.

4.2. Confidential/Proprietary information:

4.2.1. The County is a public agency subject to the California Public Records Act, Government Code § 7920.000, et seq. Some or all of the documents submitted in response to this RFP may be subject to disclosure, and the County intends to publish any resulting contracts to its public website.

4.2.2. It is Offeror's responsibility to identify and separate into a "CONFIDENTIAL/PROPRIETARY” exhibit and to provide a signed Nondisclosure Indemnification Agreement for:

4.2.2.1. all confidential information that should be protected from disclosure, including PI (Personal Information), PII (Personally Identifiable Information), or PHI (Protected Health Information), and

4.2.2.2. any proprietary or other information Offeror determines is exempt from disclosure under the California Public Records Act and wishes to protect from disclosure.

4.2.3. The “CONFIDENTIAL/PROPRIETARY” exhibit must be clearly labeled with all pages marked as

“CONFIDENTIAL/PROPRIETARY”

4.2.4. Refence material in the “CONFIDENTIAL/PROPRIETARY” exhibit where it is needed to respond to a Submittal Item (for example “See response 1 contained within the “CONFIDENTIAL/PROPRIETARY” exhibit” for staff Social Security numbers”).

4.2.5. If the County determines that a submission improperly designates information as confidential or proprietary, the County may, at its sole discretion: (i) deem the information releasable; (ii) declare the submission non-conforming/non-responsive; (iii) remove such information, or (iv) take any other appropriate action. (Note: pricing and terms and conditions are generally not considered confidential under the California Public Records Act).

5. PROPOSAL EVALUATION

5.1. Evaluations shall be based on the criteria contained in the Evaluation Criteria and Submittal Items to determine the proposals(s) that provide the best value to the County.

5.2. The County shall have the discretion, but not the obligation, to construe any submission as non-conforming and ineligible for consideration if it does not conform to the requirements of this Request for Proposals. The County shall also have the discretion to waive any irregularities or deviations from the requirements of this Request for Proposals in any submission.

5.3. Small-Local Business preference: The County intends to expend federal funds for contract(s) resulting from this solicitation; therefore, in accordance with 2 CFR § 200.319(c), a Small-Local Business preference will not be applied when evaluating offers and determining contract award. Regardless, Offerors are encouraged to complete the Small-Local Business Self-Certification form to assist with County data collection

5.4. Small-Local Business Subcontractor Utilization: RESERVED.

5.5. During evaluation, County may appropriately consider the sustainability and social, human health, environmental, and economic impact of Offeror’s proposed products and approach to providing goods and services, in accordance with Board Policy B-67. Therefore, Offerors are encouraged to include relevant information in their proposals.

5.6. During evaluation, the County may appropriately evaluate the cultural competency of Offeror and Offeror’s proposed approach to providing goods and services. Therefore, Offerors are encouraged to include relevant information in their proposals.

5.7. When evaluating an Offeror’s cost or pricing, the County may also consider the effect of the proposal on the overall total cost to the County.

5.8. In evaluating an Offeror’s ability to satisfy the requirements of this RFP and any resulting contract, the County may also consider any parent, subsidiary, or related legal entity of Offeror, including, without limitation, a legal entity that Offeror acquired or merged with or will use as a guarantor in providing services to the County.

6. EVALUATION AND SELECTION PROCESS

6.1. Proposals received, including any additions, revisions, and clarifications, will be evaluated by a Source

Selection Committee (SSC) appointed by a Source Selection Authority(s) (SSA). The County may evaluate information known to the County, in addition to the information provided in response to the RFP.

6.2. The County reserves the right to request clarification and/or additional information (“Clarification”) from Offerors. The Contracting Officer will determine the appropriate means of requesting and obtaining Clarification, which may include telephonic communication, email, letter, presentation, oral interview, or an addendum or revision to the proposal. The County may invite Offerors to make presentations to, or participate in interviews with, the County at a date, time, and location determined by the County. Notwithstanding the foregoing, the County is not obligated to seek Clarification, therefore Offerors are advised to submit complete and accurate information in their proposals.

6.3. At any point in the evaluation process, the County may determine that a proposal is unacceptable in any area or that a proposal is no longer in the competitive range, and no longer consider it for award. In such cases, the Contracting Officer will attempt to notify the Offeror.

6.4. At any point in the evaluation process, the County may hold discussions with one or more Offerors in the competitive range. Discussions may include requests for revised proposals, Best and Final Offers (BAFOs), or addenda to the proposal that may contain additional selection factors.

6.5. The SSC may recommend to the SSA that award be made to one or more Offerors. After receipt and approval of the SSA’s decision, the County will post a Notice of Intent to Award (NOI).

6.6. Upon posting of the NOI, the County will enter into contract finalization negotiations with the selected Offeror(s) and, upon successful completion, award a contract(s).

6.7. The County may rescind or modify the NOI at any time due to unsuccessful negotiations or if the County otherwise determines that it is in its best interest to do so.

6.8. RESERVED.

6.9. The actual timing and sequence of events resulting from this RFP shall ultimately be determined by the County, in its sole discretion. The County may, at any time cancel this RFP, reject all proposals, restart evaluations, modify or replace the membership of the SSC, or correct any deficiencies in the procurement process or evaluation.

7. DEBRIEF AND REVIEW OF CONTRACT FILES

7.1. After an Offeror has been notified by the Contracting Officer that that Offeror’s proposal is no longer being considered for award, the Offeror may request a debriefing from the Contracting Officer. For debriefings held prior to contract execution, the Offeror will be limited to a review of the information pertaining to the County’s evaluation of their own proposal, in accordance with Section 9.4 of these RFP Instructions and Rules. After contract execution, debriefings may include review of other proposals, the Source Selection Committee Report, and other releasable documents.

8. PROTEST PROCEDURE

8.1. Board Policy A-97 sets forth the procedures for the filing and resolution of protests related to this RFP. Board

Policy A-97 is available from the Clerk of the Board, 1600 Pacific Highway, San Diego, CA 92101, or on the County’s website at https://www.sandiegocounty.gov/content/sdc/cob/ocd.html .

8.2. All protests must be filed in accordance with Board Policy A-97, which requires, among other things, that a protest must be filed timely, be submitted in writing to the Contracting Officer identified in the solicitation package, and be based on a protestable action and established grounds for protest.

9. COUNTY COMMITMENT

9.1. This RFP does not commit the County to award a contract, nor does it commit the County to pay any of

Offeror’s costs incurred in the preparation or submission of the proposal. Further, no reimbursable cost may be incurred in anticipation of a contract award.

9.2. Neither Offeror nor any of its representatives shall have any claims whatsoever against the County or any of its respective officials, agents, or employees arising out of or relating to this RFP or these procedures (other than those arising under a definitive contract with Offeror in accordance with the terms thereof).

9.3. The County reserves the right to separately procure the same or similar goods or services.

9.4. The County may withhold all information regarding this procurement until after negotiations are complete, including, but not limited to: the number of proposals received; the identity of Offeror(s); the content of proposals; the County’s evaluation and results thereof; and, the identity of the members of the SSC. Information releasable after the conclusion of negotiations is subject to the disclosure requirements and withholding exemptions of the California Public Records Act.

9.5. Pursuant to County Charter §§ 703.10 and 916, award of a contract resulting from this RFP may be subject to the County’s requirement to determine that the services can be provided more economically and efficiently by an independent contractor than by persons employed in the Classified Service

9.6. In the event that an Offeror is involved in a merger, acquisition, or other change in control, the County reserves the right to award a contract to a resulting entity.

https://www.sandiegocounty.gov/content/sdc/cob/ocd.html

10. DILIGENCE AND DUTY TO INQUIRE

10.1. Should an Offeror find discrepancies in or omissions from, or be in doubt as to the meaning of, the RFP or related documents, Offeror shall have a duty to submit a Question to the County.

10.2. Offerors are expected to perform reasonable due diligence with regard to this RFP and the work required, including, but not limited to, information that is publicly or otherwise reasonably available and, if applicable, information that can be obtained during a site visit (including verification of measurements, conditions, and other attributes). Neither the selected Offeror(s), nor any Offerors, shall be entitled to any price adjustment or other relief based upon information that was discovered or should have been discovered through due diligence.

10.3. The County makes no representation or warranty, express or implied, as to the accuracy or completeness of any diligence material or other information provided by the County or any of its agents, representatives, contractors or consultants. Such information may reflect good faith assumptions, estimates, or projections, which may or may not prove to be correct.

10.4. Offeror should not rely upon oral statements made or explanations given by the County, including any oral responses to Questions or other inquiries. No prior, current, or post award communication(s) with any officer, agent, or employee of the County shall affect or modify any terms or requirements of this RFP, except as explicitly provided for in this RFP.

11. OFFEROR COMMUNICATIONS

11.1. All communications from the Offeror (including its employees, agents, and representatives) to the County or its officers and employees (including consultants working on or assisting with this procurement), related to this RFP or the Offeror’s proposal, must be directed in writing exclusively to the Contracting Officer, unless otherwise authorized in writing by the Contracting Officer. Offerors shall not communicate with or attempt to contact any other County personnel about this solicitation, except as otherwise allowed for in this RFP or by law. Any improper contact may, at the County’s sole discretion, cause the Offeror to be removed from consideration for contract award.

11.2. If Offeror issues any public announcement, or otherwise engages in communication that, in the County’s sole determination, compromises the integrity of this RFP process or attempts to restrain competition, Offeror may be removed from consideration for award.

11.3. Audio and/or video recording of pre-proposal conferences, presentations, discussions, negotiations, debriefings, or other communications with the County regarding this RFP are prohibited, unless specifically authorized in writing by the Contracting Officer.

12. SOLICITING EMPLOYEES

12.1. Until contract award, Offerors shall not, directly or indirectly, solicit any employee of the County to leave the

County’s employ in order to accept employment with the Offeror, its affiliates, actual or prospective contractors, or any person acting in concert with the Offeror without prior written approval of the County’s Contracting Officer. This paragraph does not prevent the employment by an Offeror of a County employee who has initiated contact with the Offeror.

13. PROHIBITED CONTRACTS AND SUBCONTRACTS

13.1. In accordance with Section 67 of the San Diego County Administrative Code, the County shall not contract with, and shall reject any bid or proposal submitted by the person or entities specified below, unless the Board of Supervisors finds that special circumstances exist which justify the approval of such contract:

13.1.1. Persons employed by the County or of public agencies for which the Board of Supervisors is the governing body;

13.1.2. Profit making firms or businesses in which employees described in subsection 13.1.1 serve as officers, principals, partners or major shareholders;

13.1.3. Persons who, within the immediately preceding twelve (12) months, came within the provisions of subsection 13.1.1, and who (1) were employed in positions of substantial responsibility in the area of service to be performed by the contract, or (2) participated in any way in developing the contract or its service specifications; and

13.1.4. Profit making firms or businesses in which the former employees described in subsection 13.1.3 serve as officers, principals, partners or major shareholders.

13.2. Per Board Policy A-79, a successful Offeror that is a non-profit corporation shall not subcontract any work under the agreement with a related for-profit subcontractor where an interlocking directorate, management, or ownership relationship exists, unless specifically authorized by the Board of Supervisors.

13.3. Offeror certifies that if awarded a contract under this RFP, such contract will be in compliance with Sections

13.1 and 13.2 above. Offeror shall promptly notify the County of any change in circumstance affecting these provisions.

14. CALIFORNIA REVENUE & TAXATION CODE § 18662

14.1. In compliance with California Revenue and Taxation Code § 18662, if Offeror is a non-resident of California

(out-of-state invoices) that receives California source income and has not completed Franchise Tax Board Form 590, there may be a backup withholding on all payments. Fifteen (15) business days prior to the first payment from the County, new suppliers, or suppliers with expired forms or forms with incorrect information, must submit new forms to the County (forms are available from the Franchise Tax Board website listed below).

14.2. Under certain circumstances, Offerors may be eligible for reduced or waived nonresident withholding. If Offeror has already received a waiver or a reduced withholding response from the State of California and the response remains valid, Offeror should submit the response to the County in lieu of the forms. Failure to submit the required forms will result in withholding of payments. Offerors should access the Franchise Tax Board websites, listed below, for tax forms and relevant information regarding non-resident withholding, including waivers or reductions. The County will not give Offerors any tax advice. It is recommended that Offerors speak with their tax advisers and/or the State of California for guidance.

Franchise Tax Board Websites:

https://www.ftb.ca.gov https://www.ftb.ca.gov/forms/search/

14.3. If selected for award, the Offeror must submit applicable forms to the Auditor & Controller via fax, at (858) 694-2060, or mail originals to: County of San Diego, 5530 Overland Avenue, Suite 410, San Diego, CA 92123.

The P.O. Number or Contract Number (if available) and “California Revenue and Taxation Code § 18662” must appear on fax cover sheet and/or the outside of the mailing envelope.

15. W-9 FORM

15.1. If selected for award, the Offeror must complete and submit a W-9 form if a current form is not on file with the

County.

(Remainder of this page left blank) https://www.ftb.ca.gov/ https://www.ftb.ca.gov/forms/search/

ARTIFICIAL INTELLIGENCE (AI) REPORT WRITING SERVICES

C. EVALUATION CRITERIA

Proposal Evaluation Criteria

The evaluation criteria listed below are in descending order of importance by paragraph, not subparagraph, and will be considered in the evaluation of the Offeror’s written and oral proposals accordingly. Proposals should give clear, concise information in sufficient detail to allow an evaluation based on these criteria.

Mandatory minimum requirements for eligibility are included in the evaluation criteria. Failure to satisfy these mandatory minimum requirements will be considered disqualifying, and the proposal will not be considered for award.

Criteria Key factors include, but are not limited to:

Mandatory Minimum Requirements • Pass/Fail

Technical Approach • Offeror’s acceptance of the proposed Statement of Work (SOW) and clear demonstration of understanding of required Artificial Intelligence (AI) enabled court report writing workflows and business requirements.

• The extent to which the system supports required report-generation functions, including drafting, ingestion of multiple formats, and summarization.

• Availability of human-in-the-loop review, supervisory processes, version control, and audit functionality.

• Demonstration of required safeguards, including Personal Identifiable Information (PII) detection, redaction capabilities, confidentiality protections, and support for various content types.

Organizational Capability, Experience, and Qualifications

• Offeror’s experience providing AI-enabled or technical workflow solutions within justice or government environments.

• Offeror’s demonstrated understanding of the operational, confidentiality, and legal-writing requirements applicable to probation or similar fields.

• Offeror’s proposed implementation plan is feasible, operationally effective, and efficient in completing key milestones, including demonstrating adequate staffing, organizational structure, and qualified key personnel to support implementation and ongoing operations of the AI-enabled court report writing services.

• The extent to which Offeror’s diversity practices also advance equity and support sustainability.

Organizational Capability and Risk • Offeror’s fiscal stability, contract performance, and litigation history

Acceptance of Terms and Conditions and Insurance

• Overall risk to the County resulting from Offeror’s agreement with, or exception to the Terms and Conditions and Insurance.

Pricing • The extent to which Offeror’s proposed pricing is reasonable.

• The extent to which the Offeror provides stable, comprehensive, and predictable pricing that limits pricing risk or variance.

D. SUBMITTAL ITEMS

Proposals should give clear, concise information in sufficient detail and in the order presented below to allow for a comprehensive evaluation. The County shall have the discretion, but not the obligation, to construe any submission as non-conforming and ineligible for consideration if it does not conform to the Submittal Requirements described by these Submittal Items. The County shall also have the discretion to waive any irregularities or variances from these Submittal Items in any submission and/or seek Clarification.

Although the Submittal Requirements below may be organized by Evaluation Criteria, the headings are only for purposes of organization and clarity. The County may evaluate the information provided under any section of the Submittal Requirements for each Evaluation Criterion (e.g., when evaluating the offeror’s Technical Approach, the County is not limited to reviewing the information submitted in response to the Technical Approach section and may, for example, also rely on information submitted in response to the Offeror's Experience, Qualifications, Capacity, Competency, etc.).

1) EXHIBIT 1 - REQUIRED FORMS

1.1. Submit a completed and signed Offeror’s Cover Page (PC600) form

• Required for all Offerors

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf

1.2. Submit a completed and signed Representations and Certifications form (PC601)

• Required for all Offerors

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf

1.3. Submit a completed and signed Small-Local Business Self-Certification Form (PC610)

• While the Small-Local Business Preference does not apply to this RFP due to funding source or other restrictions, all Offerors are encouraged to complete this form to support County data collection.

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf

1.4. Confirm understanding and acceptance “YES/NO” of Small-Local Business Subcontractor Participation Requirements:

YES ☐ NO ☐

• As this contract is an indefinite delivery/indefinite quantity contract, Small-Local Business Subcontractor

Participation Requirements as set forth in Board Policy B-53 apply at the time of task order issuance, based on the value of an individual task order. Offeror does not need to submit a Small-Local Business Subcontractor Utilization Plan with its submittal. The draft agreement contains a link to the form the successful offeror must use to submit its Small-Local Business Subcontractor Utilization Plan for individual task orders. Where the value of services for a task order exceeds $1 million in annual value, the successful offeror must demonstrate that it (i) will either meet or exceed a 3% Small-Local Business Subcontractor Participation Requirement or show a good faith effort to do so, or (ii) is exempt from the Small-Local Business Subcontractor Participation Requirements.

1.5. Submit a completed and signed Nondisclosure Indemnification Agreement (PC620) (if applicable).

• Required if submitting Confidential/Proprietary Information (see RFP Instructions and Rules section 4.2)

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf

1.6. Attachment 1 – Information Technology Requirements: Business Critical

• Required for all Offerors

• Posted to BuyNet separately in an Excel spreadsheet

(as a file named: rfp_13365_attachment 1_it requirements_business critical).

1.7. Attachment 2 – Information Technology Requirements: Detailed Technical

• Required for all Offerors https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf

• Posted to BuyNet separately in an Excel spreadsheet (as a file named: rfp_13365_attachment 2_it requirements_detailed technical).

1.8. Attachment 3 – Data Security Checklist

• Required for all Offerors

• Posted to BuyNet separately in an Excel spreadsheet

(as a file named: rfp_13365_attachment 3_data security checklist).

1.9. Attachment 4 – FBI CJIS Security Policy Requirement

• Required for all Offerors

• Posted to BuyNet separately in an Excel spreadsheet

(as a file named: rfp_13365_attachment 4_fbi cjis security policy requirement).

1.10. Attachment 5 – RFP Additional Submittals

• Required for all Offerors

• Posted to BuyNet separately in an Excel spreadsheet

(as a file named: rfp_13365_attachment 5_rfp additional submittals).

2) EXHIBIT 2 - PROGRAM/TECHNICAL EXHIBIT

Section 2A: Mandatory Minimum Requirements (Pass/Fail)

2.1 Confirm (YES/NO) that the proposed system is fully operational and has successfully been implemented and deployed in at least one (1) justice system, public safety, or government administrative environment.

YES ☐ NO ☐

2.2 Confirm (YES/NO) that the system can support ongoing, high-volume usage consistent with Probation’s needs (600 to 700 + reports per month).

YES ☐ NO ☐

2.3 Confirm (YES/NO) that the system is compliant with County Minimum Information Technology (IT) Requirements.

YES ☐ NO ☐

2.4 Confirm (YES/NO) that the proposed system is compliant with County AI governance standards as outlined in Board Policy A-140, Artificial Intelligence A-140 Artificial Intelligence Board Policy.

YES ☐ NO ☐

2.5 Confirm (YES/NO) Offeror has completed and included in their proposal the following required attachments.

2.5.1 Attachment 1 – Information Technology Requirements: Business Critical

2.5.2 Attachment 2 – Information Technology Requirements: Detailed Technical

2.5.3 Attachment 3 – Data Security Checklist

2.5.4 Attachment 4 – FBI CJIS Security Policy Requirement

2.5.5 Attachment 5 – RFP Additional Submittals

YES ☐ NO ☐

Section 2B: Technical Approach

2.6 Confirm (YES/NO) that your organization possesses access to the Department of Justice (DOJ) California Law

Enforcement Telecommunications Systems (CLETS).

YES ☐ NO ☐

2.6.1 If NO, provide a detailed implementation plan that addresses timelines for application, certification, training, and all other DOJ requirements.

2.7 Provide a statement that Offeror has read, understands, and accepts the Statement of Work (SOW). If Offeror does not accept all portions of the SOW, then provide a marked up redline version of the SOW that provides applicable alternative language with an explanation to support any alternative standards/language being https://codelibrary.amlegal.com/codes/san_diego/latest/sandiego_board/a_140__artificial__intelligence__board__policy proposed. Failure to specifically reject a proposed requirement(s) will be deemed an acceptance of such requirement. By accepting, Offeror may not introduce negotiations to the SOW requirements upon award.

2.8 Describe the extent to which the proposed system meets the requirements outlined in Exhibit A – Statement of Work, including the following:

2.8.1 Automated drafting of court report sections within one business day of officer submission.

2.8.2 Extraction and summarization of information from police reports, discovery packets, case notes, transcripts, criminal histories, and other structured and unstructured content.

2.8.3 Human-in-the-loop review that allows officers and supervisors to edit, annotate, and approve reports before finalization.

2.8.4 PII detection, formatting standardization, policy-driven templates, and narrative coherence checks.

2.8.5 Workflow management that supports Probation operations, including supervisory queues, escalations, version control, and audit trails.

2.8.6 Ability to accommodate legal-writing conventions and customizable narrative styles.

2.8.7 List of supported document and media formats.

2.8.8 Provide supporting evidence that the proposed system can accept and process different file types, including PDFs, DOCX files, images, and audio.

2.8.9 Description of optical character recognition (OCR), transcription, and text-extraction capabilities, if applicable.

2.8.10 Screenshots demonstrating the PII detection user interface (UI).

2.8.11 Description of the redaction process and capabilities.

2.8.12 Evidence demonstrating compliance with juvenile case confidentiality requirements.

2.8.13 Screenshots or descriptions demonstrating explainability features.

2.8.14 Description of how human-in-the-loop review is incorporated into the user interface (UI).

2.8.15 Examples demonstrating traceability capabilities and outputs.

2.8.16 Sample audit-trail logs, provided as screenshots or exports.

2.9 Provide a technical description of the proposed system, including the following:

2.9.1 System architecture, hosting model, availability, disaster recovery, and uptime.

2.9.2 Integration capabilities with County systems.

2.9.3 Logging and tracking of AI activity, user edits, system actions, and version history.

2.9.4 Model transparency, explainability, and notifications of model updates.

2.9.5 Bias testing, fairness evaluations, and other safeguards to address potential algorithmic bias.

2.9.6 Model specifications, including model type, architecture, and versioning.

2.9.7 Hosting environment and data residency.

2.9.8 Model update and change-management processes.

2.9.9 Client notification of system upgrades, including any available opt-out or rollback options.

2.9.10 Data isolation and tenant-separation controls.

2.9.11 Standard uptime Service Level Agreement (SLA).

2.9.12 Historical system uptime performance.

2.9.13 Load-testing results or system capacity benchmarks.

2.9.14 Disaster recovery and system redundancy.

2.9.15 Safeguards against prompt injection and other attempts to manipulate AI system behavior.

2.9.16 Examples of blocklists, guardrails, supervised controls, or similar safeguards.

2.9.17 Incident response procedures for AI-related security or exploitation attempts.

2.10 Provide a narrative and supporting documentation addressing the following information:

2.10.1 Protection of criminal justice information and juvenile case information.

2.10.2 Data retention, destruction, and export procedures at the end of the contract, including logs, system configurations, and machine learning (ML) artifacts.

2.10.3 Incident response procedures and response timelines.

2.10.4 Controls to prevent unauthorized disclosure, inaccurate AI-generated content (hallucinations), and misuse of embedded data.

2.11 Provide a detailed system implementation plan. Include a Gantt chart, or similar project timeline, identifying all activities required to achieve successful implementation and deployment of an AI Report Writing System. The timeline should include key tasks, implementation strategies, responsible parties (e.g., personnel, organizations, agencies), dependencies, milestones, and estimated start and completion dates.

2.11.1 If additional implementation costs are required, provide a detailed cost breakdown and timeline.

Section 2C: Organization Capability, Experience, and Qualifications

2.12 Describe the Offeror’s experience implementing AI enabled report writing solutions for government agencies serving criminal justice clients. The Offeror must have experience with a local or state government agency in at least one U.S. state within the past three (3) years, with a project similar in scope. Include the following:

2.12.1 Describe AI-enabled systems that support report drafting, decision support, content validation, or secure information handling.

2.12.2 Provide the contract value, services provided, and populations served.

2.12.3 Describe the Offeror’s familiarity with justice-system confidentiality requirements, legal-writing conventions, and supervisory review processes.

2.12.4 Describe the Offeror’s experience supporting officers in preparing complex legal documents under time constraints.

2.12.5 Describe the Offeror’s ability to support the cultural and operational diversity of Probation offices across the County.

2.13 Staffing Chart: Provide a clear and legible staffing chart detailing the Offeror's proposed program structure, including all program staff positions and reporting responsibilities. If known, include staff names and titles.

Clearly identify any bilingual positions, as well as proposed volunteer and non-paid roles, if applicable. Offerors may combine the organizational and staffing charts, provided all required information is included.

2.13.1 Describe the diversity of your organization's workforce, including representation in leadership positions.

2.14 Job Descriptions: Provide a one (1) page job description for every staff category in the Program, including all administrative, support, and direct service staff positions by position title, including the specific positions identified in Exhibit A. Identify primary duties/responsibilities, range of authority and minimum requirements for employment skills, education, experience, licenses and certifications, etc. If position is not a full-time position, identify the portion of a full-time position, such as 0.75, 0.50, etc. Include hourly and annual salary range and benefits. Include all volunteer and other non-paid positions

2.15 Staff Resumes: Provide brief resumes for all executive level and program management staff who are currently employed by the Offeror’s organization or who the Offeror plans to employ to fill positions in the staffing schedule to accomplish the requirements of this solicitation.

2.15.1 Include the proposed position title from the staffing schedule on each resume.

2.15.2 Resumes should include sufficient details to demonstrate that the individual is qualified for their assigned position. Provide a history of relevant education, experience, and any professional licenses or certifications applicable to their role.

2.15.3 For prospective employees not currently on staff, include a dated letter signed by each individual confirming their commitment to accept employment if a contract is awarded to the Offeror’s organization. These letters should be placed immediately after the individual's resume.

NOTE: Do not include personally identifiable information, such as Social Security numbers, home addresses, or phone numbers, etc.

2.16 Staff Hiring: Describe how recruitment efforts will fill program positions and timelines to fill each position in the program. Description should include but is not limited to the following.

2.16.1 Describe the specific measures you have implemented to promote diversity and inclusion within your organization.

Section 2D: Organizational Stability and Risk

2.17 Financial Information: Submit documentation demonstrating fiscal solvency and how Offeror will maintain solvency throughout the contract term. Briefly outline the internal fiscal management process the organization will use to monitor and ensure that County funding and other revenues are adequate to meet program costs.

2.17.1 Submit, as applicable, the most current un-audited financial statements, to include the Statement of

Financial Position (Balance Sheet) and the Statement of Activities (Income Statement).

2.17.2 Submit, as applicable, the following information for the last three (3) fiscal years. Annual audit report to include:

2.17.2.1 Audited financial statements with the applicable notes.

2.17.2.2 Independent Auditor’s Report on Compliance and Internal Control over Financial Reporting based on an Audit of the Financial Statements in Accordance with Government Accounting Standards.

2.17.2.3 Independent Auditor’s Statement of Findings and Questioned costs.

2.17.3 If Offeror does not have audited financial statements, submit un-audited financial statements for the last three (3) Fiscal Years, to include the Statement of Financial Position (Balance Sheet), the Statement of Activities (Income Statement), and Cash Flow Statement.

2.17.4 Provide documentation that Offeror has sufficient reserves to maintain the program for sixty (60) days.

Documentation may include cash and/or credit reserves.

2.17.5 If a local subsidiary corporation, provide the articles of incorporation for the parent corporation along with their unaudited financial statements, to include the Statement of Financial Position (Balance Sheet) and the Statement of Activities (Income Statement).

2.18 Litigation: If applicable, provide a description of any litigation and resolution involving the Offeror’s organization or principal officers within the past five (5) years related to the Offeror’s performance of a contract for similar services.

2.18.1 Provide a copy of a letter from the Offeror’s attorney and/or in-house legal counsel concerning the status of lawsuits and pending litigation for the most recent fiscal year.

2.18.2 List information concerning the status of any lawsuits and pending litigation of Offeror and principals thereof, and a description of any litigation active in the past five (5) years related to Offeror’s past performance under contracts similar to the one proposed in this RFP.

2.18.3 Explain if Offeror, or any of its officers, are presently the subject of any investigation, accusation, or charges by any federal, State, or local law enforcement agency; or licensing/certification body as certified in Paragraph 4.2.3 of the Representations and Certifications form in this packet.

2.18.4 If none, state as such in the submittal response.

2.19 Non-compliance Information: Provide a summary and documentation of contract performance and Offeror’s compliance for the last three (3) contract years.

2.19.1 List all corrective actions, including In-Depth Invoice Reviews, Corrective Action Notices, or similarly related reviews and/or notices of non-compliance; also list why the corrective actions were issued, their required timelines/ deadlines, how they were resolved, and if they were resolved within the required timeline/deadline.

2.19.2 Provide history of all programs on a required Corrective Action, Contract Risk Report, or similarly related history on correction actions or risk reports within the past five (5) years, including program name, reason for corrective action, and corrective action timeline.

2.19.3 Provide a detailed listing of any breach or noncompliance, failure, or refusals to complete a contract;

information on early termination and details of any and all liquidated damages assessed by any entity during the last three (3) years.

2.19.4 If none, state as such in the submittal response.

2.20 References: Provide a minimum of three (3) positive business references, for the Offeror’s most relevant similar projects or programs within the past five (5) years. Each reference should be summarized in no more than one

(1) page and should include the following:

2.20.1 Reference organization’s name and purpose.

2.20.2 Reference organization’s mailing address, phone number, and email address.

2.20.3 Contact persons representing the reference organization, title, phone, and email address. The referenced contact person must be familiar with the Offeror, and the Offeror’s relevant experience and performance.

2.20.4 Brief statement of the person’s or organization’s relationship to the Offeror and the period of the relationship.

2.20.5 A summary narrative of the applicable work provided; fee and contract term for the work; if the program’s service was completed within the original contract fee and term (explain reasons for any fee increase and delays); problems encountered and resolutions; contract objectives and results. Explain how the experience gained could be beneficially applied to this project.

2.20.6 If previous work was not similar, list three (3) positive references who can attest to the Offeror’s competency.

The County will make reasonable attempts to contact any reference and the inability to contact a reference may be treated as an unfavorable reference for evaluation purposes. An unfavorable response is a response from a listed reference stating that they would not enlist the company to perform services again in the future, or comments provided that the County deems to be substantially negative or reflective of substandard service.

The County reserves the right to contact County departments or any other agency for which a company has previously performed under contract. The County also reserves the right to make its own inquiries to other sources for which services have been performed but are not listed. The County may, at its sole discretion, disqualify a contractor if responses are considered unfavorable.

NOTE: DO NOT LIST COUNTY OF SAN DIEGO AS A REFERENCE

3) EXHIBIT 3 - COST/PRICE EXHIBIT

3.1. Submit a completed Payment Schedule

3.2. Optional Services: As applicable, Offeror shall provide a description of any emerging or enhanced system capabilities, including but not limited to expanded AI drafting modules, automated data‑retrieval integrations, intelligent information pre‑population functions, advanced validation tools, or other workflow‑automation features. Offeror shall list all associated pricing for Optional Services in Exhibit C – Payment Schedule, under the ‘Optional Services’ table.

4) EXHIBIT 4 – ACCEPTANCE OF TERMS AND CONDITIONS

4.1 Confirm acceptance “YES/NO” of the County of San Diego’s Draft Agreement (including insurance requirements):

YES ☐ NO ☐

4.1.1 If “NO,” provide a detailed list of exceptions to the Draft Agreement, the nature of its concern, and what terms the Offeror is willing to accept.

Note: The Offeror will be deemed to have accepted any terms and conditions of the Draft Agreement to which it does not take exception to in its response to this RFP.