RFP_APD2026-02_BIP_Audit_Services_For_Release.pdf

City and County of San Francisco Formal Request for Proposals for:

Batterers’ Intervention Programs and Shelter-Based Training Services Sourcing Event ID: 0000012143

This Solicitation can be viewed on the City’s Supplier Portal at: https://sfcitypartner.sfgov.org/pages/index.aspx

Proposal Phase Tentative Date

Request for Proposals Issued October 15, 2026

Pre-Proposal Conference

October 21, 2026, 11:00 AM PDT Microsoft Teams Meeting ID: 217 747 720 250 323 Passcode: pj3Lx9Hx +1 415-906-4659,,176102364#, San Francisco Phone conference ID: 176 102 364#

Written Questions Due Date October 23, 2026

Proposal Due Date November 16, 2026

Proposal Submission Submit proposals to APD-RFP@sfgov.org. Proposals received after 5:00 PM on November 16, 2026, will not be accepted.

Notice of Intent to Award November 30, 2026

Period for Protesting Notice of Intent to Award

Within three (3) business days of the City's issuance of a Notice of Intent to Award.

Contract Administrator:

Seth Kilbourn Fiscal and Contracts Compliance Manager Adult Probation Department 945 Bryant St., San Francisco, CA 94103

(628) 652-2326 Seth.kilbourn@sfgov.org

MANDATORY MINIMUM QUALIFICATION

DOCUMENTATION

Proposers must submit the necessary documentation with their proposals to demonstrate they meet every Minimum Qualification (MQ) requirement set forth in Section 7 of this solicitation. A proposal that fails to provide the required documentation will not be eligible for further consideration.

ATTACHMENTS

Attachment 1: City’s Contract Terms Attachment 2: Proposer Questionnaire and References Attachment 3: Omitted (CMD LBE Forms) Attachment 4: Written Proposal Template Attachment 5: Price Proposal Template Attachment 6: HCAO and MCO Declaration Forms Attachment 7: First Source Hiring Form https://sfcitypartner.sfgov.org/pages/index.aspx

Batterers’ Intervention Programs and Shelter-Based Training Services Sourcing Event 0000012143 P-690 (04-26) TOC-i October 15, 2026

TABLE OF CONTENTS

1 RFP SUMMARY

1.1 Introduction

1.2 Selection Overview

1.3 Anticipated Contract Term

1.4 Anticipated Contract Not to Exceed Amount

1.5 Reserved (Indefinite Quantity, As-Needed Contract)

1.6 Reserved (Cooperative Purchasing and Use by Other City Departments)

1.7 Contract Terms and Negotiations

2 SOLICITATION SCHEDULE

3 REQUIREMENTS FOR REQUESTED GOODS AND SERVICES

3.1 Goods and/or Services Requested

3.2 Regulatory and Compliance Requirements Specific to the Goods/Services Solicited

3.3 Reserved (Alternates and Samples)

3.4 Freight on Board and Shipping Costs

3.5 Additional Purchases

4 SCOPE OF WORK

5 LOCAL BUSINESS ENTERPRISE (LBE) PROGRAM REQUIREMENTS

5.1 CMD Compliance Officer

5.2 Application of LBE Rating Bonuses

5.3 LBE Subcontracting Participation Requirements

5.4 Reserved (CMD LBE Forms)

5.5 Reserved (LBE Payment and Utilization Tracking)

6 PROPOSAL EVALUATION CRITERIA

7 MINIMUM QUALIFICATIONS AND DOCUMENTATION REQUIRED WITH PROPOSAL (PASS/FAIL)

8 WRITTEN PROPOSAL (100 POINTS)

9 PRICE PROPOSAL (PASS/FAIL)

9.1 Price Proposal Format and Allocation of Points

9.2 Price Proposal Evaluation Period

9.3 Price Discrepancies

9.4 Reserved (Proposing on Separate Items or in Aggregate(s))

9.5 Reserved (Application of Price Proposal Discounts for Evaluating Lowest Price)

10 RESERVED (ORAL INTERVIEWS)

11 SUPPORTING DOCUMENTATION REQUIRED PRIOR TO CONTRACT EXECUTION

12 FAILURE TO PROVIDE INSURANCE AND/OR BONDS

13 CITY’S SOCIAL AND ECONOMIC POLICY REQUIREMENTS

13.1 Nondiscrimination Requirements (“Equal Benefits”)

13.2 Reserved (Payment of Prevailing Wages)

13.3 Health Care Accountability Ordinance (HCAO)

13.4 Minimum Compensation Ordinance (MCO)

13.5 First Source Hiring Program

13.6 Reserved (Sweatfree Procurement)

13.7 Non-Profit Entities

13.8 Other Social Policy Provisions

14 TERMS AND CONDITIONS FOR RECEIPT OF PROPOSALS

14.1 How to Register to propose and be awarded a City Contract

14.2 Proposal Questions and Submissions

P-690 (04-26) TOC-ii October 15, 2026

14.3 RFP Addenda

14.4 Public Disclosure

14.5 Limitation on Communications During Solicitation

14.6 Proposal Selection Shall not Imply Acceptance

14.7 Cybersecurity Risk Assessment

14.8 Solicitation Errors and Omissions

14.9 Objections to Solicitation Terms

14.10 Protest Procedures

14.11 Proposal Term

14.12 Revision to Proposal

14.13 Proposal Errors and Omissions

14.14 Financial Responsibility

14.15 Proposer’s Obligations under the Campaign Reform Ordinance

14.16 Reservations of Rights by the City

14.17 No Waiver

14.18 Other

P-690 (04-26) 1 of 16 October 15, 2026

1 RFP Summary

1.1 Introduction

This Request for Proposals (hereinafter “RFP” or “Solicitation”) is being issued by the Adult Probation Department (hereinafter, “APD” or “City”). APD is seeking qualified suppliers (“Proposers”) to provide proposals (“Proposal”) to assist APD in performing departmental audits for compliance and certification of APD certified Batterers’ Intervention Programs (BIPs), and to develop, coordinate, and deliver BIP facilitator trainings in accordance with California Penal Code §§ 1203.097 & 1203.098.

APD shall order goods and/or services covered by the awarded contract(s) through the issuance of individual Purchase Orders and/or Task Orders which shall be released against the awarded contract(s) during the contract term.

1.2 Selection Overview

The City shall award a contract to the Proposer that meets the Minimum Qualifications of this Solicitation whose Proposal receives the highest-ranking score. Responsive Proposals will be evaluated by a panel (“Evaluation Panel”) consisting of one or more parties with expertise related to goods and/or services being procured through this Solicitation. The Evaluation Panel may include staff from various City departments. Proposals will be evaluated based on the criteria outlined herein. If applicable, a Contract Monitoring Division (CMD) Contract Compliance Officer will assess Proposal compliance with Local Business Enterprise (LBE) requirements and assign a rating bonus to Proposal scores. The CMD-adjusted scores (if applicable) will then be tabulated, and Proposers will be ranked starting with the Proposer receiving the highest score, then continuing with the Proposer receiving the second highest score, and so on.

1.3 Anticipated Contract Term

A contract awarded pursuant to this Solicitation shall be non-exclusive with an original term of 2 years. The City at its sole, absolute discretion, shall have the option to extend the term for 3 additional years for a total of 5 years.

1.4 Anticipated Contract Not to Exceed Amount

A contract awarded pursuant to this Solicitation shall have a not to exceed (“NTE”) amount of $40,000 for the initial term. This amount is based on City’s estimated spend over the advertised initial contract term. Should City’s actual spend exceed its estimated spend for the initial term, City may in its sole discretion increase the contract NTE for the initial term. Should City exercise its options to extend the contract beyond the initial term, City may also elect to increase the NTE proportionally.

1.5 Reserved (Indefinite Quantity, As-Needed Contract)

1.6 Reserved (Cooperative Purchasing and Use by Other City Departments)

1.7 Contract Terms and Negotiations

The successful Proposer will be required to enter into a contract substantially in the form attached hereto as Attachment 1: Contract Terms. If Proposer is unable to accept City’s

P-690 (04-26) 2 of 16 October 15, 2026

Contract Terms substantially in the form presented, Proposer shall include a revised copy of City’s Contract Terms with its Proposal. The revised copy of City’s Contract Terms must clearly:

(1) Mark those sections to which it objects;

(2) Set forth Proposer’s alternative terms with respect to each such section; and

(3) Explain the basis for each proposed change.

If a satisfactory contract(s) cannot be negotiated in a reasonable time, the City, in its sole discretion, may terminate negotiations. Upon termination of negotiations, City may begin negotiation with the Proposer that meets the Minimum Qualifications of this Solicitation whose Proposal receives the next highest-ranking score.

2 Solicitation Schedule The anticipated schedule for this Solicitation is set forth below. These dates are tentative and subject to change. It is the responsibility of the Proposer to check for any Addenda to this Solicitation or other published pertinent information.

Proposal Phase Tentative Date

Request for Proposals Issued October 15, 2026

Pre-Proposal Conference

October 21, 2026, 11:00 AM PDT Microsoft Teams Meeting ID: 217 747 720 250 323 Passcode: pj3Lx9Hx +1 415-906-4659,,176102364#, San Francisco Phone conference ID: 176 102 364#

Written Questions Due Date October 23, 2026

Proposal Due Date November 16, 2026

Proposal Submission Submit proposals to APD-RFP@sfgov.org. Proposals received after 5:00 PM on November 16, 2006, will not be accepted.

Notice of Intent to Award November 30, 2026

Period for Protesting Notice of Intent to Award

Within three (3) business days of the City's issuance of a Notice of Intent to Award.

Contract Administrator:

Seth Kilbourn Fiscal and Contracts Compliance Manager Adult Probation Department 945 Bryant St., San Francisco, CA 94103

(628) 652-2326 Seth.kilbourn@sfgov.org

Pre-Proposal Conference Details The Pre-Proposal Conference will begin at the time specified. Proposers’ representatives are urged to arrive on time. Topics already covered will not be repeated for the benefit of late arrivals. Failure to attend the Pre-Proposal Conference shall not excuse the awarded Proposer from any obligations of a contract awarded pursuant to this Solicitation. Any change or addition to the requirements contained in this Solicitation as a result of the Pre-Proposal Conference will be executed by a written Addendum to this Solicitation. It is the responsibility of the Proposer to check for any Addendum to this Solicitation or other published pertinent information.

P-690 (04-26) 3 of 16 October 15, 2026

3 Requirements for Requested Goods and Services

3.1 Goods and/or Services Requested

This Solicitation is being issued by Adult Probation Department. APD is seeking qualified Proposers to provide Proposals to assist APD in performing departmental audits for certification of Batterers’ Intervention Programs (BIPs), and to develop, coordinate, and deliver BIP Facilitators Training in accordance to California Penal Code §§ 1203.097 and 1203.098. in accordance with Section 4: Scope of Work below and in Attachment 1: Contract Terms.

3.2 Regulatory and Compliance Requirements Specific to the Goods/Services Solicited

Prior to submitting a Proposal in response to this Solicitation, Proposers must ensure they have fully read and understood the “Regulatory and Compliance Requirements” set forth below and in Attachment 1: Contract Terms.

3.2.1 Reserved (Web Content Accessibility Guidelines (WCAG) 2.1 Level AA)

3.2.2 Green Purchasing Requirements

In preparation for any Proposal submitted in response to this Solicitation, Proposers are required to review the City Mandatory Green Purchasing Requirements to ensure all goods and services offered to City in response to this Solicitation comply with the City’s Green Purchasing Requirements. In addition, Proposers are encouraged to refer to Attachment 1: Contract Terms, for additional details related to the Green Purchasing Requirements applicable to any contract awarded pursuant to this Solicitation.

3.3 Reserved (Alternates and Samples)

3.4 Freight on Board and Shipping Costs

3.5 Additional Purchases

In accordance with Chapter 21 of the San Francisco Administrative Code and the Purchaser’s regulations, the City in its sole discretion may purchase additional services under the contract awarded to the selected Bidder pursuant to this solicitation. Such additional items include, but are not limited to, (1) items to replace the specified items on the Bid Sheet (“Bid Sheet Items”) that have been discontinued, modified, or upgraded, (2) items that are reasonably related to the Bid Sheet items, or (3) more quantity of Bid Sheet Items where contracted quantities are fixed.

4 Scope of Work Batterers’ Intervention Program (BIPs): A structured, 52-week, program for APD Clients who have committed acts of domestic violence. BIPs are often mandated by probation supervision requirements, plea agreements, or protective orders.

Client(s): Individual(s) under the supervision of APD, including adults on probation, post-release community supervision, individuals on state parole, federal probation, post-release community supervision, and mandatory supervision.

Shelter-Based Training: Eight hours of training mandated by California Penal Code 1203.098 for any person who works as a facilitator in a Batterers' Intervention Program with a focus on victim safety and the role of domestic violence shelters in a community- coordinated response.

https://docs.google.com/spreadsheets/d/1JzChoAuD86PsfP6eN_KJ1f1O0ZtWATb4qmJ0rCw66Hc/edit?gid=0#gid=0?

P-690 (04-26) 4 of 16 October 15, 2026

Batterers’ Intervention Programs (BIP) are a critical tool used by the criminal justice system. APD relies on these community-based programs to deliver batterers’ intervention services to adults mandated to participate in such programs. California Penal Code 1203.097 mandates that these programs are evaluated annually to ensure compliance with legal requirements and effectiveness of the programs. Accordingly, APD seeks proposals from qualified proposers to work collaboratively with APD to:

(1) Ensure that all aspects of BIP services comply with California Penal Code §§ 1203.097.

(2) Certify new BIP providers when new applications are received and assess renewal applications from existing providers.

(3) Conduct up to 30 audit-related visits per year to BIP programs, including conducting unannounced visits and documenting observations and recommendations from each audit visit.

(4) Develop recommend plans of corrective actions as appropriate as prescribed by California Penal Code §§ 1203.097.

(5) Provide technical assistance to BIP providers to implement best practices in domestic violence prevention and intervention, and strategies for their integration.

(6) Draft an annual report with findings and recommendations from BIP audits.

(7) Design, coordinate, and facilitate eight hours of shelter-based training per year for 40

BIPs facilitators and APD Probation Officers, including the following components:

• Victim safety and the role of domestic violence shelters in a community-coordinated response.

• Multicultural, cross-cultural, and multiethnic diversity and domestic violence.

• Substance abuse and domestic violence.

• Intake and assessment, including the history of violence and the nature of threats and substance abuse.

• Group content areas focusing on gender roles and socialization, the nature of violence, the dynamics of power and control, and the effects of abuse on children and others as required by Section 1203.097

• Domestic violence and the law, ethics, all requirements specified by the probation department pursuant to Section 1203.097.

5 Local Business Enterprise (LBE) Program Requirements

5.1 CMD Compliance Officer

The CMD Compliance Officer (CCO) for this Solicitation and any Contract awarded pursuant to this Solicitation is:

LBE Certification Unit Contract Monitoring Division City and County of San Francisco Tel: 415.554.0630 Email: LBEcert@sfgov.org Website: www.sfgov.org/cmd.

mailto:LBEcert@sfgov.org http://www.sfgov.org/cmd

P-690 (04-26) 5 of 16 October 15, 2026

5.2 Application of LBE Rating Bonuses

San Francisco Micro, Small, and SBA LBE bidders certified by the Contract Monitoring Division are eligible for a rating bonus. LBE Rating Bonuses are applied to Proposers’ scores at each phase of the Solicitation evaluation and selection process, including the price proposal evaluation in accordance with the Rating Bonus values shown below.

5.2.1 Reserved (Commodities)

5.2.2 General and Professional Services

Estimated Contract Value Small/Micro LBEs Rating Bonus

SBA LBEs Rating Bonus

Greater than $20,000 but less than or equal to $400,000. 10% 0%

Greater than $400,000 but less than or equal to $10,000,000. 10% 5%*

Greater than $10,000,000 but less than or equal to $20,000,000. 2% 2% *So long as it does not adversely affect a Small or Micro-LBE Proposer’s participation or, for Professional Services, a JV Proposer’s participation.

5.2.3 Professional Services by Joint Ventures

Estimated Contract Value Percent Share of JV/Prime Work by Small or Micro-LBE Prime

Rating Bonus

Greater than $20,000 but less than or equal to $10,000,000.

Equals or exceeds 35%, but less than 40% 5% Equals or exceeds 40%, but less than 100% 7.5% 100% 10%

If applying for an LBE rating discount as a Joint Venture (JV), the Micro and /or Small-LBE must be an active partner in the JV and perform work, manage the job and take financial risks in proportion to the required level of participation stated in the Proposal, and must be responsible for a clearly defined portion of the work to be performed and share in the ownership, control, management responsibilities, risks, and profits of the JV. The portion of the Micro and/or Small- LBE JV’s work shall be set forth in detail separately from the work to be performed by the non- LBE JV. The Micro and/or Small-LBE JV’s portion of the contract must be assigned a commercially useful function.

5.2.4 Sample Rating Bonus Calculations

Possible Maximum Score

Small/Micro LBEs Rating Bonus of 10%

Evaluated Total Score

Minimum Qualifications Pass N/A N/A Written Proposal 100 10 110 Price Proposal Score 50 5 55 Total 150 15 165

5.3 LBE Subcontracting Participation Requirements

There shall be no LBE Subcontracting Requirement for any Contract awarded pursuant to this Solicitation because the anticipated Contract NTE amount will be less than one half of the Minimum Competitive Amount.

P-690 (04-26) 6 of 16 October 15, 2026

5.4 Reserved (CMD LBE Forms)

5.5 Reserved (LBE Payment and Utilization Tracking)

6 Proposal Evaluation Criteria

Evaluation Phase Maximum Points

Minimum Qualifications Documentation Pass/Fail

Price Proposal Pass/Fail

Written Proposal 100 Points

TOTAL 100 Points

7 Minimum Qualifications and Documentation Required with Proposal (Pass/Fail)

Each Proposal will be reviewed for initial determination on whether Proposer meets the MQs referenced in this section. This screening is a pass or fail determination and a Proposal that fails to meet the Minimum Qualifications will not be eligible for further consideration in the evaluation process. The City reserves the right to request clarifications from Proposers prior to rejecting a Proposal for failure to meet the Minimum Qualifications.

MQ # Description

MQ 1 Proposed changes to Attachment 1: Contract Terms.

MQ 2

Completed Attachment 2: Proposer Questionnaire and References that demonstrate at least 2 years of experience within the last 5 years providing services comparable to the services described in this Solicitation.

MQ 3 Completed Attachment 4: Written Proposal Template

MQ 4 Completed Attachment 5: Price Proposal Template

8 Written Proposal (100 Points) Proposers shall submit a complete Proposal consisting of each item in Attachment 4: Written Proposal Template.

9 Price Proposal (Pass/Fail)

9.1 Price Proposal Format and Allocation of Points

Proposers shall submit a complete Price Proposal consisting of each item set forth in Attachment 5: Price Proposal Template. Price proposals will be evaluated on a Pass/Fail basis as measured by addressing all the points in the Price Proposal Template.

9.2 Price Proposal Evaluation Period

The City will attempt to evaluate Price Proposals within 5 days after receipt of Proposals. If City requires additional evaluation time, all Proposers will be notified in writing of the new expected award date.

P-690 (04-26) 7 of 16 October 15, 2026

9.3 Price Discrepancies

Where applicable, if there is a discrepancy between the Price Proposal and pricing entered by Proposer into the Supplier Portal, the Price Proposal pricing will prevail. In the event of a discrepancy between the unit price and the extended price, the unit price will prevail.

9.4 Reserved (Proposing on Separate Items or in Aggregate(s))

9.5 Reserved (Application of Price Proposal Discounts for Evaluating Lowest Price)

10 Reserved (Oral Interviews)

11 Supporting Documentation Required Prior to Contract Execution Proposers must provide each Required Supporting Documentation (“RSD”) identified below prior to Award. Failure to do so may result in the Proposal being deemed Non-Responsive.

RSD # Description

RSD 1

Completed Proposal Attachments:

☐ Attachment 6: HCAO and MCO Declaration Forms ☐ Attachment 7: First Source Hiring Form

RSD 2 Insurance in accordance with Article 5 of Attachment 1: Contract Terms.

RSD 3

Non-Profit Entities: If Proposer is a non-profit organization and receives a cumulative total per year of at least $250,000 in City funds or City-administered funds:

(1) a statement describing Proposer’s efforts to comply with the Chapter 12L provisions regarding public access to Proposer’ s meetings and records, and

(2) a summary and disposition of all complaints concerning the Proposer’s compliance with Chapter 12L that were filed with the City in the last two years and deemed by the City to be substantiated. If no such complaints were filed, the Proposer shall include a statement to that effect.

Failure to comply with the reporting requirements of Chapter 12L or material misrepresentation in Proposer’s Chapter 12L submissions shall be grounds for rejection of the Proposal and/or termination of any subsequent agreement reached on the basis of the Proposal.

12 Failure to Provide Insurance and/or Bonds Unless otherwise stated, within ten business days of the receipt of a notice of award of a Contract, the Proposer to whom the contract is awarded shall deliver the specified bond documents and/or insurance certificates and policy endorsements to City. If the Proposer fails or refuses to furnish the required bond and/or insurance within ten days after receiving notice to award a Contract, City may, at its option, determine that the Proposer has abandoned its Proposal. Thereupon the tentative award of said contract to this Proposer shall be canceled and City shall notify the Proposer’s surety and collect on the Proposer’s bond (or the check accompanying its Proposal shall be deposited with the Treasurer of the City and County of San Francisco for collection). The proceeds thereof shall be retained by City as partial liquidated damages for failure of such Proposer to properly file the bonds and insurance herein required.

The foregoing in no way limits the damages which are recoverable by City whether or not defined elsewhere in the contract documents.

P-690 (04-26) 8 of 16 October 15, 2026

13 City’s Social and Economic Policy Requirements The San Francisco Municipal Code establishes requirements for people seeking to do business with the City (“Social and Economic Policy Requirements”). These Social and Economic Policy Requirements can be found in Attachment 1: City’s Contract Terms, which Proposers are encouraged to carefully review. The Social and Economic Policy Requirements set forth below are not intended to be a complete list of all Social Policy Requirements applicable to this Solicitation and any contracts awarded from it.

13.1 Nondiscrimination Requirements (“Equal Benefits”)

Proposers awarded any contract exceeding $230,000 (the City’s “Minimum Competitive Amount”), may not, during the term of the Contract discriminate in the provision benefits between employees with domestic partners and employees with spouses, and/or between the domestic partners and spouses of such employees, where the domestic partnership has been registered with a governmental entity pursuant to state or local law authorizing such registration. This Equal Benefits requirement applies in any of the contractor’s operations in San Francisco, on real property owned by San Francisco, or where work is being performed for the City elsewhere in the United States, subject to the conditions set forth in San Francisco Labor and Employment Code Articles 131 and 132. Contractors must submit a declaration confirming that the business complies with the Equal Benefits law. The declaration is available via SF City Partner Supplier Portal. Refer to Attachment 1: Contract Terms for additional details related to the application of this Ordinance to a contract awarded pursuant to this Solicitation. For more information, visit the Contract Monitoring Division (CMD) website.

13.2 Reserved (Payment of Prevailing Wages)

13.3 Health Care Accountability Ordinance (HCAO)

A Proposer selected pursuant to this Solicitation shall comply with Labor and Employment Code Article 121 For each Covered Employee, the awarded Contractor shall provide the appropriate health benefit set forth in Article 121.3. If the awarded Contractor chooses to offer the health plan option, such health plan shall meet the minimum standards set forth by the San Francisco Health Commission. Information about and the text of Article 121, as well as the Health Commission’s minimum standards, is available on the web at http://sfgov.org/olse/hcao. An awarded Contractor is subject to the enforcement and penalty provisions in Article 121. Any Subcontract entered into by the awarded Contractor shall require any Subcontractor with 20 or more employees to comply with the requirements of the HCAO and shall contain contractual obligations substantially the same as those set forth in this Section. Refer to Attachment 1:

Contract Terms for additional details related to the application of this Policy to a contract awarded pursuant to this Solicitation.

13.4 Minimum Compensation Ordinance (MCO)

A Proposer selected pursuant to this Solicitation shall comply with Labor and Employment Code Article 111. For each Covered Employee, the awarded Contractor shall pay no less than the minimum compensation required by San Francisco Labor and Employment Code Article 111, including a minimum hourly gross compensation, compensated time off, and uncompensated time off. An awarded Contractor is subject to the enforcement and penalty provisions in Article

111. Information about and the text of Article 111 is available on the web at http://sfgov.org/olse/mco. An awarded Contractor is required to comply with all of the https://www.sf.gov/equal-benefits-program http://sfgov.org/olse/hcao http://sfgov.org/olse/mco

P-690 (04-26) 9 of 16 October 15, 2026 applicable provisions of Article 111, irrespective of the listing of obligations in this Section. Refer to Attachment 1: Contract Terms for additional details related to the application of this Policy to a contract awarded pursuant to this Solicitation.

13.5 First Source Hiring Program

A Proposer selected pursuant to this Solicitation shall comply with all of the applicable provisions of the First Source Hiring Program, Chapter 83 of the San Francisco Administrative Code. Refer to Attachment 1: Contract Terms for additional details related to the application of this Policy to a contract awarded pursuant to this Solicitation.

13.6 Reserved (Sweatfree Procurement)

13.7 Non-Profit Entities

To receive a contract under this Solicitation, any nonprofit Proposer must be in good standing with the California Attorney General’s Registry of Charitable Trusts by the time of contract execution and must remain in good standing during the term of the agreement. Upon request, Proposer must provide documentation to the City demonstrating its good standing with applicable legal requirements. If Proposer will use any nonprofit subcontractors to perform the agreement, Proposer will be responsible for ensuring they are also in compliance with all requirements of the Attorney General’s Registry of Charitable Trusts at the time of Contract execution and for the duration of the agreement.

13.8 Other Social Policy Provisions

Attachment 1: Contract Terms identifies the City’s applicable social policy provisions related to a contract awarded pursuant to this Solicitation. Proposers are encouraged to carefully review these terms and ensure they are able to comply with them.

14 Terms and Conditions for Receipt of Proposals

14.1 How to Register to propose and be awarded a City Contract

To submit a proposal for a City contract, all vendors must be registered as a City BIDDER or a SUPPLIER. To be awarded a contract, Proposers must convert their BIDDER ID to a SUPPLIER ID, which requires additional steps to demonstrate compliance with certain San Francisco supplier requirements.

14.1.1 Registering as a BIDDER to propose on a City contract

Proposers that are not currently a City SUPPLIER must obtain a BIDDER ID by completing the following form on the SF City Partner Portal:

https://sfcitypartner.sfgov.org/pages/BidderRegistration-BS3/bidder-registration-1.aspx

14.1.2 Converting a BIDDER ID to SUPPLIER ID to be awarded a City contract

To convert a BIDDER ID to a SUPPLIER ID, awarded Proposers are required to register with the City Tax Collector’s Office. Additionally, businesses awarded contracts exceeding $230,000 (the “Minimum Competitive Amount”) must comply with the City’s Equal Benefits requirements pursuant to Labor and Employment Code Article 131 and must submit the online Equal Benefits Declaration through the SF City Partner Portal.

https://sfcitypartner.sfgov.org/pages/BidderRegistration-BS3/bidder-registration-1.aspx https://sfcitypartner.sfgov.org/pages/BS3/login.aspx

P-690 (04-26) 10 of 16 October 15, 2026

For detailed instructions on registering for City Business Tax, submitting an Equal Benefits Declaration, and for converting your BIDDER ID to a SUPPLIER ID visit Contracting with the City and County of San Francisco.

• City Business Tax Registration Inquiries: For questions regarding business tax registration procedures and requirements, visit Register a Business | Treasurer & Tax Collector, contact the Tax Collector’s Office at (415) 554-4400 or, if calling from within the City and County of San Francisco, 311.

• Equal Benefits Program Inquiries: For questions concerning the San Francisco Labor and Employment Code Articles 131 and 132, go to: www.sfgov.org/cmd.

14.2 Proposal Questions and Submissions

14.2.1 Proposer Questions and Requests for Clarification

Proposers shall address any questions regarding this Solicitation to the Contract Administrator whose name and contact information appears on the cover page of this Solicitation. Proposers who fail to submit questions concerning this Solicitation and its requirements will waive all further rights to protest based on the specifications and conditions herein. Questions must be submitted by email to the Contract Administrator whose name and contact information appears on the cover page of this Solicitation no later than Written Questions Due Date. A written Addendum will be executed addressing each question and answer and posted publicly.

It is the responsibility of the Proposer to check for any Addenda and other updates that will be posted on the City’s Supplier Portal: https://sfcitypartner.sfgov.org/pages/Events-BS3/event-search.aspx.

14.2.2 Proposal Format

Proposals must be submitted using the attached submission forms and/or created using word processing software (e.g. Microsoft Word or Excel) and typed in a legible font (e.g.-Arial, Times New Roman, etc.). The document must have page margins of at least .5” on all sides.

Information must be provided at a level of detail that enables effective evaluation and comparison between Proposals. Failure to follow formatting, submission, or content requirements, as well as page limit restrictions (if any), may negatively impact the evaluation of your Proposal.

14.2.3 Time and Place for Submission of Proposals

Prior to the Proposal submission deadline, Proposers must send their complete proposals to APD-RFP@sfgov.org. Late submissions will not be considered. Each original Proposal received will be screened to ensure that all content required by this Solicitation is included. Partial or complete omission of any required content may disqualify Proposals from further consideration.

Late Proposal submissions will not be considered and failure to adhere to the above requirements may result in the complete rejection of your Proposal.

Proposers are encouraged to upload their Proposals to the SF Supplier Portal as early as possible to address any technical issues that may arise during the submission process. In the event a Proposer is unable to upload its complete Proposal into the SF Supplier Portal, Proposer must email its Proposal to the Contract Administrator whose name and contact information appears on the cover page of this Solicitation prior to the Proposal submission deadline and request confirmation of receipt. Proposer must include in its email: (a) documentation (e.g. screenshots) https://www.sf.gov/topics--contracting-city-and-county-san-francisco https://www.sf.gov/topics--contracting-city-and-county-san-francisco https://sftreasurer.org/business/register-business https://sftreasurer.org/business/register-business http://www.sfgov.org/cmd https://sfcitypartner.sfgov.org/pages/Events-BS3/event-search.aspx https://sfcitypartner.sfgov.org/pages/Events-BS3/event-search.aspx mailto:APD-RFP@sfgov.org

P-690 (04-26) 11 of 16 October 15, 2026 verifying its inability to upload its Proposal into the SF Supplier Portal and (b) a detailed justification explaining why it was not able to have the issue addressed prior to the submission deadline.

14.3 RFP Addenda

The City may modify this Solicitation, prior to the Proposal Due Date, by issuing an Addendum to the Solicitation, which will be posted on the San Francisco Supplier Portal. Every Addendum will create a new version of the Sourcing Event and Proposers must monitor the event for new versions. The Proposer shall be responsible for ensuring that its Proposal reflects any and all Addenda issued by the City prior to the Proposal Due Date regardless of when the Proposal is submitted. Therefore, the City recommends that the Proposer consult the website frequently, including shortly before the Proposal Due Date, to determine if the Proposer has downloaded all Solicitation Addenda. It is the responsibility of the Proposer to check for any Addenda, Questions and Answers documents, and updates, which may be posted to the subject Solicitation.

THE SUBMITTAL OF A RESPONSE TO THIS SOLICITATION SHALL EXPLICITLY STIPULATE

ACCEPTANCE BY PROPOSERS OF THE TERMS FOUND IN THIS SOLICITATION, ANY AND ALL

ADDENDA ISSUED TO THIS SOLICITATION, AND THE PROPOSED CONTRACT TERMS.

14.4 Public Disclosure

All documents under this solicitation process are subject to public disclosure per the California Public Records Act (California Government Code § 7920.000 et seq. and the San Francisco Sunshine Ordinance (San Francisco Administrative Code Chapter 67). Contracts, Proposals, responses, and all other records of communications between the City and Proposers shall be open to inspection immediately after a contract has been awarded. Nothing in this Administrative Code requires the disclosure of a private person’s or organization’s net worth or other proprietary financial data submitted for qualification for a contract or other benefit until unless that person or organization is awarded the contract or benefit. Information provided, which is covered by this paragraph, will be made available to the public upon request.

If the City receives a Public Records Request (“Request”) pertaining to this solicitation, City will use its best efforts to notify the affected Proposer(s) of the Request and to provide the Proposer with an opportunity to object to disclosure of the material requested by the due date for disclosure (“Response Date”). If the Proposer asserts that some or all of the material requested contains or reveals valuable trade secret or other information belonging to the Proposer that is exempt from disclosure and directs the City in writing to withhold such material from production (“Withholding Directive”), then the City will comply with the Withholding Directive on the condition that the Proposer seeks judicial relief on or before the Response Date. Should Proposer fail to seek judicial relief on or before the Response Date, the City shall proceed with the disclosure of responsive documents.

14.5 Limitation on Communications During Solicitation

From the date this Solicitation is issued until the date the competitive process of this Solicitation is completed (either by cancelation or final Award), Proposers and their subcontractors, vendors, representatives and/or other parties under Proposer’s control shall communicate solely with the Contract Administrator whose name appears in this Solicitation. Any attempt to communicate with any party other than the Contract Administrator whose name appears in this

P-690 (04-26) 12 of 16 October 15, 2026

Solicitation – including any City official, representative or employee – is strictly prohibited.

Failure to comply with this communications protocol may, at the sole discretion of City, result in the disqualification of the Proposer or potential Proposer from the competitive process. This protocol does not apply to communications with the City regarding business not related to this Solicitation.

14.6 Proposal Selection Shall not Imply Acceptance

The acceptance and/or selection of any Proposal(s) shall not imply acceptance by the City of all terms of the Proposal(s), which may be subject to further approvals before the City may be legally bound thereby.

14.7 Cybersecurity Risk Assessment

As part of City’s evaluation process, City may engage in Cybersecurity Risk Assessment (CRA).

CRA may be performed for each entity manufacturing the product, performing technical functions related to the product’s performance, and/or accessing City’s networks and systems.

Where a prime contractor or reseller plays an active role in each of these activities, CRA may also be required for the prime contractor or reseller.

The following Third-Party Audit Reports can be used to satisfy CCSF’s Cybersecurity Risk Assessment requirement:

• SOC 2 Type 2

• ISO/IEC 27001

• CSA STAR Level 2

• FedRAMP

• StateRAMP

• HITRUSTCSF – products or services that primarily relate to the Healthcare industry ONLY.

• PCI DSS Level 1 – products or services that primarily relate to the Payment Processing industry ONLY.

• NIST 800-53

In addition to the Third-Party Audit Reports mentioned above, City and County of San Francisco’s CRA requirement can also be satisfied by providing a completed CAIQ Lite Questionnaire or completing the City’s CRA Questionnaire in the City’s LogicGate portal.

The above reports may be requested at such time City has selected or is considering a potential Proposer. The reports will be evaluated by the soliciting Department and the City’s Department of Technology to identify existing or potential cyber risks to City. Should such risks be identified, City may afford a potential Proposer an opportunity to cure such risk within a period of time deemed reasonable to City. Such remediation and continuing compliance shall be subject to City’s on-going review and audit through industry-standard methodologies, including but not limited to on-site visits, review of the entities’ cybersecurity program, penetration testing, and/or code reviews.

14.8 Solicitation Errors and Omissions

Proposers are responsible for reviewing all portions of this Solicitation. Proposers are to promptly notify the City, in writing and to the Solicitation contact person if the Proposer discovers any ambiguity, discrepancy, omission, or other error in the Solicitation. Any such notification should be directed to the City promptly after discovery, but in no event later than

P-690 (04-26) 13 of 16 October 15, 2026 the deadline for questions. Modifications and clarifications will be made by Addenda as provided below.

14.9 Objections to Solicitation Terms

Should a Proposer object on any ground to any provision or legal requirement set forth in this Solicitation, the Proposer must, no later than the deadline for questions, provide written notice to the City setting forth with specificity the grounds for the objection. The failure of a Proposer to object in the manner set forth in this paragraph shall constitute a complete and irrevocable waiver of any such objection.

14.10 Protest Procedures

14.10.1 Protest of Non-Responsiveness Determination

Within three (3) business days of the City's issuance of a Notice of Non-Responsiveness, a Proposer may submit a written Notice of Protest of Non-Responsiveness. The Notice of Protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The Notice of Protest must be signed by an individual authorized to represent the Proposer, and must cite the law, rule, local ordinance, procedure or Solicitation provision on which the protest is based. In addition, the Notice of Protest must specify facts and evidence sufficient for the City to determine the validity of the protest.

14.10.2 Protest of Non-Responsible Determination

Within three (3) business days of the City's issuance of a Notice of Non- Responsiveness, a Proposer may submit a written Notice of Protest of Non-Responsiveness. The Notice of Protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The Notice of Protest must be signed by an individual authorized to represent the Proposer, and must cite the law, rule, local ordinance, procedure or Solicitation provision on which the protest is based. In addition, the Notice of Protest must specify facts and evidence sufficient for the City to determine the validity of the protest.

14.10.3 Protest of Contract Award

Within three (3) business days of the City's issuance of a Notice of Intent to Award, a Proposer may submit a written Notice of Protest of Contract Award. The Notice of Protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The Notice of Protest must be signed by an individual authorized to represent the Proposer, and must cite the law, rule, local ordinance, procedure or Solicitation provision on which the protest is based. In addition, the Notice of Protest must specify facts and evidence sufficient for the City to determine the validity of the protest.

14.10.4 Delivery of Protests

A Notice of Protest must be written. Protests made orally (e.g., by telephone) will not be considered. A Notice of Protest must be delivered by mail or email to the Contract Administrator whose name and contact information appears on the cover page to this Solicitation and received by the due dates stated above. A Notice of Protest shall be transmitted by a means that will objectively establish the date the City received the Notice of Protest. If a Notice of Protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein.

P-690 (04-26) 14 of 16 October 15, 2026

14.11 Proposal Term

Submission of a Proposal signifies that the proposed products, services and prices are valid for 180 calendar days from the Proposal Due Date and that the quoted prices are genuine and not the result of collusion or any other anti-competitive activity. At Proposer’s election, the Proposal may remain valid beyond the 180-day period in the circumstance of extended negotiations.

14.12 Revision to Proposal

A Proposer may revise a Proposal on the Proposer’s own initiative at any time before the deadline for submission of Proposals. The Proposer must submit the revised Proposal in the same manner as the original. A revised Proposal must be received on or before, but no later than the Proposal Due Date and time. In no case will a statement of intent to submit a revised Proposal, or commencement of a revision process, extend the Proposal Due Date for any Proposer. At any time during the Proposal evaluation process, the City may require a Proposer to provide oral or written clarification of its Proposal. The City reserves the right to make an award without further clarifications of Proposals received.

14.13 Proposal Errors and Omissions

Failure by the City to object to an error, omission, or deviation in the Proposal will in no way modify the Solicitation or excuse the Proposer from full compliance with the specifications of this Solicitation or any contract awarded pursuant to this Solicitation.

14.14 Financial Responsibility

The City accepts no financial responsibility for any costs incurred by a Proposer in responding to this Solicitation. Proposers acknowledge and agree that their submissions in response to this Solicitation will become the property of the City and may be used by the City in any way deemed appropriate.

14.15 Proposer’s Obligations under the Campaign Reform Ordinance

If a contract awarded pursuant to this Solicitation has (A) a value of $100,000 or more in a fiscal year and (B) requires the approval of an elected City official, Proposers are hereby advised:

(A) Submission of a Proposal in response to this Solicitation may subject the Proposers to restrictions under Campaign and Governmental Conduct Code Section 1.126, which prohibits City contractors, Proposers, and their affiliates from making political contributions to certain City elective officers and candidates; and

(B) Before submitting a Proposal in response to this Solicitation, Proposers are required to notify their affiliates and subcontractors listed in the awarded contract or Proposal of the political contribution restrictions set forth in Campaign and Governmental Conduct Code section 1.126.

This restriction applies to the party seeking the contract, the party’s board of directors, chairperson, chief executive officer, chief financial officer, chief operating officer, any person with an ownership interest greater than ten percent, and any political committees controlled or sponsored by the party, as well as any subcontractors listed in the awarded contract or Proposal. The law both prohibits the donor from giving contributions and prohibits the elected official from soliciting or accepting them.

P-690 (04-26) 15 of 16 October 15, 2026

The people and entities listed in the preceding paragraph may not make a campaign contribution to the elected official at any time from the submission of a Proposal for a contract until either: (1) negotiations are terminated and no contract is awarded; or (2) twelve months have elapsed since the award of the contract.

A violation of Section 1.126 may result in criminal, civil, or administrative penalties. For further information, Proposers should contact the San Francisco Ethics Commission at (415) 252-3100 or go to https://sfethics.org/compliance/city-officers/city-contracts/city-departments/notifying-bidders-and-potential-bidders.

14.16 Reservations of Rights by the City

The issuance of this Solicitation does not constitute a guarantee by the City that a contract will be awarded or executed by the City. The City expressly reserves the right at any time to:

(A) Waive or correct any defect or informality in any response, Proposal, or Proposal procedure;

(B) Reject any or all Proposals;

(C) Reissue the Solicitation;

(D) Prior to submission deadline for Proposals, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this Solicitation, or the requirements for contents or format of the Proposals;

(E) Procure any materials, equipment or services specified in this Solicitation by any other means; or

(F) Determine that the subject goods or services are no longer necessary.

14.17 No Waiver

No waiver by the City of any provision of this Solicitation shall be implied from the City’s failure to recognize or take action on account of a Proposer’s failure to comply with this Solicitation.

14.18 Other

1) The City may make such investigation, as it deems necessary, prior to the award of this contract to determine the conditions under which the goods are to be delivered, or the work is to be performed. Factors considered by the City shall include, but not be limited to:

a. Any condition set forth in this Solicitation;

b. Adequacy of Proposer’s facilities and/or equipment, location and personnel to supply the goods to be delivered or properly perform all services required under the anticipated contract; and

c. Delivery time(s).

2) City reserves the right to inspect an awarded Proposer’s place of business prior to award of and/or at any time during the contract term (or any extension thereof) to aid City in determining an awarded Proposer’s capabilities and qualifications.

tel:(415)%20252-3100 https://sfethics.org/compliance/city-officers/city-contracts/city-departments/notifying-bidders-and-potential-bidders https://sfethics.org/compliance/city-officers/city-contracts/city-departments/notifying-bidders-and-potential-bidders

P-690 (04-26) 16 of 16 October 15, 2026

3) Failure to timely execute a contract, or to furnish any and all insurance certificates and policy endorsements, surety bonds or other materials required in the contract, shall be deemed an abandonment of a contract offer. The City, in its sole discretion, may select another Proposer and may proceed against the original selectee for damages.

4) City reserves the right to reject any Proposal on which the information submitted by Proposer fails to satisfy City and/or if Proposer is unable to supply the information and documentation required by this Solicitation within the period of time requested.

5) Any false statements made by a Proposer or any related communication/clarification may result in the disqualification of its Proposal from receiving further evaluation and a contract award.