RFP-CFS-ILP-Transportation Services-Updated pages.pdf

Rev. 3/2026- Services

Request for Proposal No. 26-08 Independent Living Program Transportation Services

Gilbert Ramos Assistant Executive Officer San Bernardino County

Jeany Glasgow Director Children and Family Services

Administrative Support Division – Contracts Unit 150 South Lena Road San Bernardino, CA 92415-0515

(909) 388-0360

RFP HS 26-08

ePro Bid HSSA26-HSSA-6381

San Bernardino County Human Services

Request for Proposal Independent Living Program

Transportation Services

RFP HS. 26-08

ePro Bid #HSSA26-HSSA-6381

Page i of ii

Table of Contents

I. INTRODUCTION

A. PURPOSE

B. RFP CONTACT

C. BUDGET

D. CONTRACT TERM

E. LOCATION OF SERVICES

F. ASSISTANCE TO PROPOSERS WITH A DISABILITY

G. QUESTION AND ANSWER PERIOD

H. REQUEST FOR WORD VERSION OF THE RFP

I. PROPOSAL SUBMISSION DEADLINE

II. PROPOSAL TIMELINE

III. DEFINITIONS AND REFERENCE DOCUMENTS

IV. PROPOSAL CONDITIONS

A. AUTHORIZED SIGNATURES

B. TERM OF OFFER

C. REQUIRED REVIEW

D. INCURRED COSTS

E. AMENDMENTS/ADDENDA TO RFP

F. BEST VALUE EVALUATION

G. RIGHT OF REJECTION

H. RESERVED

I. CLARIFICATION OF OFFERS

J. PUBLIC RECORDS ACT

K. EMPLOYMENT OF FORMER COUNTY OFFICIALS

L. RESERVED

M. DISCLOSURE OF CRIMINAL AND CIVIL PROCEEDINGS

N. DEBARMENT AND SUSPENSION; CALIFORNIA SECRETARY OF STATE BUSINESS ENTITY REGISTRATION

O. UNSATISFACTORY PERFORMANCE

P. FINAL AUTHORITY

Q. RESERVED

R. CONTINGENCIES

S. PROPOSAL SUBMISSION

T. INACCURACIES OR MISREPRESENTATIONS

U. NEGOTIATIONS

V. LEVEL OF SERVICE

W. RESERVED

X. EXECUTIVE ORDER N-6-22 – RUSSIA SANCTIONS

V. SCOPE OF WORK

A. BACKGROUND INFORMATION

B. PROJECT DESCRIPTION

C. RESERVED

D. RESERVED

VI. PROPOSAL SUBMISSION

A. GENERAL

B. PROPOSAL FORMAT

VII. EVALUATION

Request for Proposal Independent Living Program

Transportation Services

RFP HS. 26-08

ePro Bid #HSSA26-HSSA-6381

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A. QUALIFICATIONS AND EXPERIENCE

B. FINANCIAL REVIEW

C. TECHNICAL REVIEW

D. COST/REVENUE

E. REFERENCES

VIII. NEGOTIATIONS AND NOTICE OF INTENT TO AWARD

A. CONTRACT NEGOTIATION

B. FAILURE TO NEGOTIATE

C. NOTICE OF INTENT TO AWARD (NOIA) – PROPOSER NOTIFICATION OF SELECTION

D. REVIEW OF FINANCIAL PERFORMANCE

E. AWARD

IX. APPEAL AND AWARD

X. TERMS AND CONDITIONS

A. GENERAL

B. INDEMNIFICATION AND INSURANCE REQUIREMENTS

C. RIGHT TO MONITOR AND AUDIT

D. CORRECTION OF PERFORMANCE DEFICIENCIES

E. RESERVED

F. EQUAL EMPLOYMENT/EMPLOYMENT DISCRIMINATION/CIVIL RIGHTS

ATTACHMENTS:

A. Cover Page B. Statement of Certification C. Licenses, Permits, and/or Certifications D. Certification Regarding Debarment or Suspension; California Secretary of State Business Entity

Registration E. Fee Schedule F. References G. Employment of Former County Officials H. Exceptions to RFP I. Public Records Act Exemptions J. Indemnification and Insurance Requirements Affidavit K. Federal Contracting Provisions

EXHIBITS:

A. Complaint and Grievance Procedure B. Trip Manifest Sample C. Transportation Needs Demonstration Sample

Request for Proposal Independent Living Program

Transportation Services

RFP HS. 26-08

ePro Bid # HSSA26-HSSA-6381

I. INTRODUCTION

A. Purpose

The San Bernardino County (County), through Human Services (HS),Children and Family Services (CFS) is seeking Proposals from interested and qualified individuals, organizations, and firms, hereinafter referred to as “Proposers” or “Contractors” to provide Independent Living Program (ILP) Transportation Services, under a fee-for-service Contract for the three (3) year period of January 1, 2027, through December 31, 2029. The number of awards will be determined by the quality of the proposals received.

Current Contractors must submit Proposals in response to this Request for Proposal (RFP), and be selected, in order to continue providing contracted services after January 1, 2027.

B. RFP Contact All correspondence, including Proposals and questions (not bid questions), must be submitted to the person identified below (RFP Contact):

San Bernardino County Human Services Attn: HS Contracts Unit (RFP HS 26-08/ePro Bid #HSSA26-HSSA-6381) 150 South Lena Road San Bernardino CA 92415-0515 Contact: Nancy Basta Contract Analyst Phone: (909) 388-0252 Email Nancy.Basta@hss.sbcounty.gov

Fax number and e-mail address may only be used to submit questions (not bid questions). Proposals will not be accepted by email or facsimile. Proposals must be submitted electronically through the County Electronic Procurement Network (ePro), and/or via hard copy with original signature submitted to the address indicated above. The completed and signed proposal must be received by the Deadline for Proposals specified in Section II – Proposal Timeline. All Proposers must register with the ePro system prior to the date and time to submit the proposal or they will be disqualified.

C. Budget The County estimates a budget in an amount not to exceed $450,000 ($150,000 annually) has been allocated for completion of this work.

D. Contract Term Services to be provided under this Request for Proposals (RFP) are outlined under Section V, Scope of Work. The Contract period will be for three years beginning on January 1, 2027 through December 31, 2029. The County may, but is not obligated to extend awarded Contract(s) for up to two additional one-year period(s), contingent on the availability of funds and Contractor performance.

E. Location of Services Location(s) where Services are to be provided, completed and managed are within San Bernardino County and include transporting eligible youth to ILP events and other designated activities. The Proposer must include in Proposal, Attachment E - Cost, all transportation, lodging, and per diem costs sufficient to pay its personnel and travel to the aforementioned locations.

F. Assistance to Proposers with a Disability Proposers with a disability may request accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the RFP Contact no later than ten (10) days prior to the Deadline for Proposals.

G. Question and Answer Period

Request for Proposal Independent Living Program

Transportation Services

RFP HS. 26-08

All questions relating to this RFP must be submitted in writing via email, or US mail to the contact listed in Paragraph B of this Section. Questions should be clear and concise and include references to sections of the RFP when applicable. The deadline to submit questions is 4:00 p.m. (PST), Tuesday, September 1, 2026.

All written questions will be answered and both the question and answer will be compiled into one (1) or more documents and posted as an Addendum on the San Bernardino County Electronic Procurement Network (ePro) https://epro.sbcounty.gov/bso/ within two (2) weeks following the deadline to submit questions.

H. Request for Word Version of the RFP A Word version of the RFP can be requested at any time during the procurement timeline by submitting an email with the subject line of “Request for Word Version of RFP HS 26-08” to Nancy Basta at HSASDContractsUnit@hss.sbcounty.gov.

I. Proposal Submission Deadline Proposals/bids must be submitted electronically through ePro https://epro.sbcounty.gov/bso/ or via hard copy, with original signature, to the address listed in Paragraph B and must be received by the time and date designated in this Section. Postmarks will not be accepted in lieu of actual receipt. Facsimile or email proposals will not be accepted.

NOTE: Should offices be closed to the public through the Proposal submission deadline, Proposer must contact the person identified in Paragraph B of this Section for instructions PRIOR to the deadline.

Proposals/bids submitted through ePro must be submitted under ePro Bid # HSSA26-HSSA-6381. System-related or procurement questions involving ePro shall be directed to the Purchasing Department at (909) 387-2060. Proposals submitted through ePro may be withdrawn in ePro prior to the scheduled deadline for submission of proposals. Proposers acknowledge that its electronic signature in the ePro submission is legally binding. In the case of a discrepancy between the proposal submitted through ePro and the numerical bid entered into ePro, the numerical bid shall prevail. For procurement questions, please contact the Contract Analyst identified in Paragraph B.

In the event of ePro system downtime due to the loss of internet connectivity to the County’s network server, as verified by the County, the electronic submission requirement may be waived as long as hard copies of the proposal are received by the deadline at the address listed in Paragraph B of this Section.

Proposals/bids must be received no later than 4:00 p.m., Tues., September 15, 2026. Late or incomplete proposals/bids will not be accepted.

Additionally, all proposers must register with the ePro system prior to the submission deadline or they will be disqualified.

II. PROPOSAL TIMELINE

Release of RFP Wednesday, August 12, 2026 Non-Mandatory Proposal Conference Tuesday, August 25, 2026 at 10:00 AM PST Deadline for Submission of Questions Tuesday, September 1, 2026 at 4:00 PM PST Deadline for Proposals Tuesday, September 15, 2026 at 4:00 PM PST Tentative Date for Mailing Award/Denial Letters Monday, October 5, 2026 Tentative Date for Protests Thursday, October 15, 2026 Date for Tentative Contract Award Tuesday, November 17, 2026 Tentative Start Date for Contract(s) January 1, 2027 Non-Mandatory Post-Award Conference To be announced following Contract award https://epro.sbcounty.gov/bso/ https://epro.sbcounty.gov/bso/

Request for Proposal Independent Living Program

Transportation Services

RFP HS. 26-08

Non-Mandatory Proposal Conference:

Proposers are encouraged to attend a non-mandatory Proposal Conference to be held via Microsoft Teams on Tuesday, August 25, 2026 @ 10:00 AM PST.

To join the Microsoft Teams meeting :

1. Go to https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting?rtc=1

2. Enter the following:

a. Meeting ID: 234 053 297 386 009

b. Meeting PassCode: Fa9uk7sy

3. Click “Join a meeting” To Join by phone:

1. Dial 1-661-568-6806

2. Enter Phone Conference ID: 127 867 818#

The proposal conference will clarify program expectations, explain processes, and answer attendees’ questions, as well as provide the format that all proposals shall follow for submission. Attendance at the conference is not mandatory but is highly recommended for all submitters to attend.

III. DEFINITIONS AND REFERENCE DOCUMENTS

Capitalized terms used in this RFP shall have the meanings given to them in the RFP and as defined below:

1. Approved Transportation Vehicles: Approved vehicles for transportation include vans, buses, shuttles, and cars. Limousines are excluded as approved transportation vehicles. Any other vehicle types require prior County approval by Independent Living Program (ILP) Coordinator or County designated representatives.

2. Board: The San Bernardino County Board of Supervisors.

3. Children and Family Services (CFS): The San Bernardino County department that administers programs designed to address child abuse and neglect issues. CFS provides family centered programs and services that are designed to strengthen, preserve, and ensure children have access to safe and permanent family units. CFS provides support for families while working to reduce risk and harm to children, improving parenting skills, and developing strong social support networks for families.

4. Contract: The Contract between the County and the Proposer resulting from the award issued pursuant to this RFP to the successful Proposer.

5. Contractor: Any individual, company, firm, corporation, partnership or other organization to whom a contract award is made by the County.

6. County: County as used throughout this document, including its possessive form (County’s), refers to San Bernardino County

7. Facilitator: A County Purchasing Department buyer or designated individual tasked with managing the processes of the evaluation panel.

8. Fee-for-Service (FFS): A specified price for the delivery of specific services.

9. Human Services (HS): San Bernardino County Human Services (HS), a system of integrated services, where the programs and resources of nine (9) County departments come together to provide a rich, more complete array of services to the citizens of San Bernardino County under one coordinated effort.

https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting?rtc=1

Request for Proposal Independent Living Program

Transportation Services

RFP HS. 26-08

10. Independent Living Program (ILP): The program authorized by the Foster Care Independence Act of 1999 (Public Law 106-169) to provide education, training, employment, financial support, and services that help current and former juvenile court supervised (foster care and probation) youth achieve independence and self-sufficiency prior to exiting and after leaving the dependency and delinquency systems.

11. ILP Coordinator: The CFS employee assigned to coordinate planning, organizing, performance, service delivery for participants in the ILP Program.

12. ILP Eligible Young Adults: ILP Eligible Young Adults also Non-Minor Dependents (NMDs), as described in Welfare and Institutions Code (WIC) 11400 (v)(Section 675(8)(B) of Title 42 of the United States Code under the Federal Social Security Act as current or ward of the juvenile court who satisfies all of the following criteria: has attained eighteen (18) years of age but is less than twenty-one (21) years of age; is in foster care under the responsibility of the County Welfare Department (i.e., CFS) or County Probation Department that entered into agreement pursuant to WIC Section 105531.1; and is participating in a transitional independent living case plan pursuant to Section 475(8) of the Federal Social Security Act (42 U.S.C. Sec. 675(9)), as contained in the Fostering Connections to Success and Increasing Adoptions Act of 2008 (Public Law 110-351).

13. ILP Eligible Youth: A youth or young adult ages sixteen to twenty-one (16-21) who is currently or was previously in out-of-home placement through the Probation Department or CFS at any time from their sixteenth to eighteenth (16th to 18th) birthday, or is currently or was sixteen to eighteen (16-18) years of age and in receipt of payments through the Kinship Guardianship Assistance (Kin-GAP) program, or is a former dependent over the age of eight (8) when a nonrelated guardianship was established and is still in effect when the youth is now ages sixteen to eighteen (16-18).

14. ILP Passengers: Individuals approved and referred by CFS to receive transportation services under the Contract. ILP Passengers primarily include ILP Eligible Youth, but may also include chaperones, foster parents, other foster youth, children of foster youth, and County staff. ILP Passengers may also be referred to as “Riders.”

15. Personally Identifiable Information (PII): Includes name, social security number, date of birth (DOB), address, driver license, photo identification, identifying number/document, and /or Client Index Number (CIN).

16. Information about PII may be obtained by visiting http://hss.sbcounty.gov/Privacy/.

17. Pick up Location: The sites designated by CFS where vendor(s) contracted to provided ILP Transportation Services pick up ILP Passengers.

18. Proposal: The offer to provide specific goods or services at specified prices and/or other conditions specified in the RFP.

19. Purchasing Agent: The Director of the County Purchasing Department.

20. Request for Proposal (RFP): The request for an offer from Proposers interested in providing the identified services sought to be procured by the County. The RFP specifies the evaluation factors to be used and contains or incorporates by reference contractual terms and conditions applicable to the procurement.

21. Return Trip: Originates at the venue where the ILP Passenger(s) were delivered, continues through the pre-determined route required to deliver the ILP Passenger(s) to the CFS designated drop off location, and concludes when the designated vehicle returns directly to the vendor yard (one way).

22. Services: The requested services described in this RFP.

23. Subcontractor: An individual, company, firm, corporation, partnership or other organization, not in the employment of or owned by Contractor who is performing services on behalf of Contractor under the Contract or under a separate contract with or on behalf of Contractor.

http://hss.sbcounty.gov/Privacy/

Request for Proposal Independent Living Program

Transportation Services

RFP HS. 26-08

24. Trip: Originates when the designated vehicle leaves the vendor yard, continues through the predetermined route required to pick up the ILP Passenger(s), and concludes with the timely delivery of ILP Passenger(s) to the venue (one way).

25. Trip Manifest: An online ride schedule tool that will document all services provided and will always be available to authorized County staff. The Trip Manifest, in conjunction with monthly invoices and supporting reports, must record every element of the trip including, but not limited to, mileage, departure and arrival times, ILP Passenger information, and all other information pertinent to transporting ILP Passengers.

Reference Documents:

Americans with Disabilities Act (42 U.S.C. section 12101 et seq.)

http://www.ada.gov/pubs/adastatute08.pdf California Department of Social Services Manual of Policies and Procedures Divisions 21 and 23, sections 600, 602, and 604 Div. 21 - https://www.cdss.ca.gov/Portals/9/Regs/3cfcman.pdf Div. 23 - https://www.cdss.ca.gov/ord/entres/getinfo/pdf/opsman4.pdf California Vehicle Code http://leginfo.legislature.ca.gov/faces/codes_displayexpandedbranch.xhtml?tocCode=VEH&division=6.&titl e=&part=&chapter=&article Clean Air Act (42 U.S.C. section 7401 et seq.)

http://epa.gov/clean-air-act-overview/clean-air-act-text Clean Water Act (33 U.S.C. section 1251 et seq.)

https://www.epa.gov/laws-regulations/summary-clean-water-act Environmental Protection Agency Regulations (40 C.F.R.)

https://ecfr.federalregister.gov/current/title-40 Pro-Children Act of 1994 (20 U.S.C. section 6081 et seq.)

https://www.law.cornell.edu/cfr/text/48/352.237-70

Executive Order 11738 [38 Fed. Reg. 25161 (Sept. 10, 1973] and Environmental Protection Agency regulations (40 C.F.R.)

http://www.archives.gov/federal-register/codification/executive-order/11738.html Executive Order 12549 [51 Fed. Reg. 6370 (Feb. 18, 1986] and Executive Order 12689 https://www.archives.gov/federal-register/codification/executive-order/12549.html and Debarment, Suspension, And Other Responsibility Matters (48 C.F.R. Subpart 9.4) California Public Records Act Government Code section 7920.000 et seq.

https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=7920.000.&lawCode=GO V

California Government Code section 87100 et seq.

http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=87100.&lawCode=GOV.

Office of Management and Budget (OMB) Circulars https://www.whitehouse.gov/omb/information-for-agencies/circulars/ California Penal Code section 11105.3 http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=11105.3.&lawCode=PEN San Bernardino County Policy (11-08) – Recycled products

Title VII of the Civil Rights Act of 1964 http://www.eeoc.gov/laws/statutes/titlevii.cfm California Welfare and Institutions Code section 10000 et seq.

http://www.ada.gov/pubs/adastatute08.pdf https://www.cdss.ca.gov/Portals/9/Regs/3cfcman.pdf https://www.cdss.ca.gov/ord/entres/getinfo/pdf/opsman4.pdf http://leginfo.legislature.ca.gov/faces/codes_displayexpandedbranch.xhtml?tocCode=VEH&division=6.&title=&part=&chapter=&article http://leginfo.legislature.ca.gov/faces/codes_displayexpandedbranch.xhtml?tocCode=VEH&division=6.&title=&part=&chapter=&article http://epa.gov/clean-air-act-overview/clean-air-act-text https://www.epa.gov/laws-regulations/summary-clean-water-act https://ecfr.federalregister.gov/current/title-40 https://www.law.cornell.edu/cfr/text/48/352.237-70 http://www.archives.gov/federal-register/codification/executive-order/11738.html https://www.archives.gov/federal-register/codification/executive-order/12549.html https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=7920.000.&lawCode=GOV https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=7920.000.&lawCode=GOV http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=87100.&lawCode=GOV https://www.whitehouse.gov/omb/information-for-agencies/circulars/ http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=11105.3.&lawCode=PEN http://www.eeoc.gov/laws/statutes/titlevii.cfm

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RFP HS. 26-08

http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=WIC&sectionNum=10000 California Fair Employment and Housing Act (California Government Code section 12900, et seq.)

https://www.dfeh.ca.gov/legal-records-and-reports/laws-and-regulations/ Ansel-Casey https://www.casey.org/casey-life-skills/ California Evidence-Based Clearinghouse for Child Welfare http://www.cebc4cw.org

Child Abuse Mandated Reporter Training – California http://www.mandatedreporterca.com/ Foster Care Independence Act of 1999, Public Law https://www.congress.gov/106/plaws/publ169/PLAW-106publ169.pdf Welfare and Institutions Code section 10609.4 http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=WIC&sectionNum=10609.4

IV. PROPOSAL CONDITIONS

A. Authorized Signatures

All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the

RFP.

B. Term of Offer Proposals shall remain open, valid, and subject to acceptance anytime within nine (9) months after the Proposal submission.

C. Required Review Proposers should carefully review this RFP for defects and questionable or objectionable material.

Comments from Proposers concerning defects and objectionable material in this RFP must be made in writing and received by the RFP contact prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

This will allow issuance of any necessary amendments or addendums to the RFP. It will also help prevent the opening of a defective RFP and exposure of Proposals upon which an award could not be made.

Protests based on any omission or error, or on the content of this RFP, may be disallowed if not submitted in writing to the attention of the RFP Contact, prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

D. Incurred Costs The County is not obligated to pay any costs incurred by Proposer in the preparation of a Proposal in response to this RFP. Proposers agree that all costs incurred in developing a Proposal are the Proposer’s responsibility.

E. Amendments/Addenda to RFP The County reserves the right to issue amendments or addendums to this RFP if the County considers that changes are necessary or additional information is needed. Additionally, the County may terminate this procurement process at any time.

Changes to a Proposal or withdrawal of a Proposal will only be allowed if a request is received prior to the Deadline for Proposals. No amendments or withdrawals will be accepted after the Deadline for Proposals.

F. Best Value Evaluation As established in this RFP, the County realizes that criteria other than price are important and will award Contract(s) based on the Proposal that best meets the needs of the County. The County seeks the http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=WIC&sectionNum=10000 https://www.dfeh.ca.gov/legal-records-and-reports/laws-and-regulations/ https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.casey.org%2Fcasey-life-skills%2F&data=05%7C02%7CKarol.Hamman%40hss.sbcounty.gov%7Cf95650444c4740dd6b9308dc298df841%7C31399e536a9349aa8caec929f9d4a91d%7C1%7C0%7C638430936937317644%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=AfOmJ63gS%2BifHDxYv5nTB4A6fsNbXeiQsf6NuLzBv6g%3D&reserved=0 http://www.cebc4cw.org/ http://www.mandatedreporterca.com/ https://www.congress.gov/106/plaws/publ169/PLAW-106publ169.pdf http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=WIC&sectionNum=10609.4

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optimal combination of quality, price, and various qualitative elements of the required Services that will provide the County the greatest or best value for its money.

G. Right of Rejection Offers must comply with all of the terms of the RFP, and all applicable local, state, and federal laws, codes, and regulations. The County may reject as nonresponsive any Proposal that does not comply with all of the material and substantial terms, conditions, and performance requirements of the RFP.

Further, the County may reject a proposal from any entity that is a parent, affiliate, or subsidiary, or that is under common ownership, control, or management with any other entity submitting a Proposal in response to this RFP.

A Proposer may not qualify the Proposal nor restrict the rights of the County. If Proposer does so, the Proposal may be determined to be a nonresponsive counter offer and the Proposal may be rejected.

No Proposal shall be rejected, however, if it contains a minor irregularity, defect or variation. If the irregularity, defect or variation is considered by the County to be immaterial or inconsequential, the County may choose to accept the Proposal.

Minor irregularities may be waived by the Purchasing Agent when they are any of the following:

1. Do not affect responsiveness;

2. Are merely a matter of form or format;

3. Do not change the relative standing or otherwise prejudice other offers;

4. Do not change the meaning or scope of the RFP;

5. Are trivial, negligible, or immaterial in nature;

6. Do not reflect a material change in the work; or

7. Do not constitute a substantial reservation against a requirement or provision.

In such cases the Proposer will be notified of the deficiency in the Proposal and given an opportunity to correct the irregularity, defect or variation or the County may elect to waive the deficiency and accept the Proposal. The decision to provide a waiver shall in no way modify or compromise the overall purpose of the submittal, nor excuse the Proposer from compliance with all requirements if awarded a Contract This RFP does not commit the County to award a contract. The County reserves the right to reject any or all Proposals if it is in the best interest of the County to do so. The County also reserves the right to terminate this RFP process at any time.

H. Reserved I. Clarification of Offers

In order to determine if a Proposal is reasonably susceptible for award, communications by the Facilitator for the evaluation panel are permitted with a Proposer to clarify uncertainties or eliminate confusion concerning the contents of a Proposal. Clarifications may not result in a material or substantive change to the Proposal. The evaluation by the panel may be adjusted as a result of a clarification under this section.

J. Public Records Act All Proposals and other material submitted become the property of the County and are subject to release according to the California Public Records Act (Government Code § 7920.000). All Proposal information, including cost information, will be held in confidence during the evaluation and negotiation process.

Thereafter, Proposals are subject to becoming a non-exempt public record.

If a Proposer believes that any portion of its Proposal is exempt from public disclosure, it must indicate the specific portions believed to be confidential and not subject to disclosure on Attachment I - Public Records Act Exemptions. The Proposer also must include a brief description that sets out the reasons for exemption

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from disclosure. Each stated exemption must include a citation to supporting legal authority, including statutory authority or case law, to support exemption from the Public Records Act. Requested exemptions that do not meet the requirements of this section will not be considered.

The County will use reasonable means to ensure that such information is safeguarded but will not be held liable for inadvertent disclosure of the information. Proposals marked “Confidential” in their entirety will not be honored, and the County might not deny public disclosure of any portion of Proposals so marked.

By submitting a Proposal with portions identified in Attachment I as “Confidential,” Proposer represents that it has a good faith belief that such portions are exempt from disclosure under the California Public Records Act. Proposer may be requested to obtain legal protection from disclosure should a Public Records Act request be received. In the event the County does not disclose the information marked “Confidential,” Proposer agrees to reimburse the County for, and to indemnify, defend (with counsel approved by County) and hold harmless the County, its officers, employees, agents, and volunteers from and against any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs and expenses, including without limitation, attorneys’ fees, expenses and court costs of any nature arising from or relating to the County’s non-disclosure of any such designated portions of a Proposal.

K. Employment of Former County Officials Information must be provided in Attachment G regarding former County Administrative Officials (as defined below) who are employed by or represent Proposer. The information provided must include a list of former County Administrative Officials who terminated County employment within the last five years and who are now officers, principals, partners, associates or members of Proposer and should also include the employment and/or representative capacity and the dates these individuals began employment with or representation of Proposer. For purposes of this section, “County Administrative Official” is defined as a member of the Board of Supervisors or such member’s staff, Chief Executive Officer or member of such officer’s staff, County department or group head, assistant department or group head, or any employee in the Exempt Group, Management Unit or Safety Management Unit.

Failure to provide this information may result in the Proposal being deemed non-responsive.

L. Reserved http://www.dgs.ca.gov/pd/Resources/PDLegislation.aspx

M. Disclosure of Criminal and Civil Proceedings The County reserves the right to request the information described herein from the Proposer selected for Contract award. Failure to provide the information may result in a disqualification from the selection process and no award of Contract to the Proposer. The County also reserves the right to obtain the requested information by way of a background check performed by an investigative firm. The selected Proposer may also be asked to provide information to clarify initial responses. Negative information provided or discovered may result in disqualification from the selection process and no award of Contract.

The selected Proposer may be asked whether the firm, or any of its partners, principals, members, associates or key employees (as that term is defined herein), within the last ten years, has been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense arising directly or indirectly from the conduct of the firm’s business, or whether the firm, or any of it partners, principals, members, associates or key employees, has within the last ten years, been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense involving financial misconduct or fraud. If the response is affirmative, the Proposer will be asked to describe any such indictments or charges (and the status thereof), convictions and the surrounding circumstances in detail.

In addition, the selected Proposer may also be asked to disclose whether the firm, or any of its partners, principals, members, associates or key employees, within the last ten years, has been the subject of legal proceedings as defined herein arising directly from the provision of services by the firm or those individuals. “Legal proceedings” means any civil actions filed in a court of competent jurisdiction, or any matters filed by an administrative or regulatory body with jurisdiction over the firm or the individuals. If

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the response is affirmative, the Proposer will be asked to describe any such legal proceedings (and the status and disposition thereof) and the surrounding circumstances in detail.

For purposes of this provision “key employees” includes any individuals providing direct service to the County. “Key employees” do not include clerical personnel providing service at the firm’s offices or locations.

N. Debarment and Suspension; California Secretary of State Business Entity Registration.

Proposer certifies in Attachment D that neither it nor its principals or subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (See Attachment D and the following United States General Services Administration’s System for Award Management website https://www.sam.gov). Proposer also certifies in Attachment D that if it or any of the subcontractors listed in the Proposal are business entities that must be registered with the California Secretary of State, they are registered and in good standing with the Secretary of State.

O. Unsatisfactory Performance Proposer affirms that it has no record of unsatisfactory performance with the County in the twenty-four

(24) month period immediately preceding the date of issuance of this RFP.

P. Final Authority The final authority to award a Contract(s) as a result of this RFP rests solely with the County Board of Supervisors, or as delegated by the Board of Supervisors.

Q. Reserved R. Contingencies

Funding for this program is contingent on State and Federal funding. This RFP does not commit the County to award a contract. Cost, while not necessarily the primary factor used in the selection process, is a major consideration. The County will award a contract based on the proposal that best meets the needs of the County and the requirements of this RFP.

The County reserves the right to accept or reject any or all proposals if the County determines it is in the best interest of the County to do so. The County will notify all Proposers, in writing, if the County rejects all proposals.

S. Proposal Submission To be considered, all proposals must be submitted in the manner set forth in this RFP. It is the Proposer’s responsibility to ensure that its proposal arrives on or before the specified time. All proposals and materials submitted become the property of the County.

T. Inaccuracies or Misrepresentations If in the course of the RFP process or in the administration of a resulting contract, the County determines that the Proposer has made a material misstatement or misrepresentation or that materially inaccurate information has been provided to the County, the Proposer may be terminated from the RFP process or in the event a contract has been awarded, the Contract may be immediately terminated.

In the event of a termination under this provision, the County is entitled to pursue any available legal remedies.

U. Negotiations The County may require the potential Contractor(s) selected to participate in negotiations, and to submit revisions to pricing, technical information, and/or other items from their proposal(s) as may result from these negotiations.

V. Level of Service https://www.sam.gov/

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For any contract awarded as a result of the RFP, no minimum or maximum number of referrals can be guaranteed by the County.

W. Reserved X. Executive Order N-6-22 – Russia Sanctions

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine (https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions), as well as any sanctions imposed under state law (https://www.dgs.ca.gov/OLS/Ukraine-Russia). By submitting a bid or proposal, Proposer represents that it is not a target of Economic Sanctions. Should it be determined Proposer is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Proposer’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the County.

V. SCOPE OF WORK

A. BACKGROUND INFORMATION

The purpose of this RFP is to solicit contractors to provide ILP Transportation Services for CFS. The federal government created ILP Services to enable child welfare agencies to meet the needs of youth transitioning from the foster care or juvenile system to independent living. CFS provides ILP Services to foster and emancipated youth between the ages of 16 and 21. The goal of ILP is to help foster youth reach their personal and professional goals during their transition to self-sufficiency. ILP Transportation Services help program participants meet their transportation needs.

B. PROJECT DESCRIPTION

1. Program Objective

The successful Proposer(s) shall be licensed and equipped to provide safe and reliable ILP Transportation Services to and from events designated by CFS.

2. Deliverables/Requirements Successful Proposer shall:

A. Provide punctual, safe, and reliable ILP Transportation Services to ILP Passengers to and from

County designated points of origin and return.

B. Understand the County will not guarantee any specific number of requests for services.

C. Ensure that transportation services are offered in all regions in accordance with Attachment E –

Fee Schedule. Principal need is in the North Desert region, which includes Adelanto, Apple Valley, Barstow, Hesperia, Victorville, and surrounding areas.

D. Provide approved vehicles for transportation including cars and vans. Additionally, have the capacity to transport ILP Passengers with a child that may require a car seat, including a rear facing car seat. Contractor is not required to provide car seats. The parent or guardian will have sole responsibility for installing and uninstalling the car seat. The Contractor is not required to make any physical contact with the child using the car seat. Other vehicle types require prior County approval by ILP Coordinator or County designated representative.

E. Be flexible with scheduling, and understand the time, duration, and frequency of each trip may vary. The frequency or need for services will vary and include trips during weekends, weekdays, days, evenings, and out of County.

F. Ensure all round trips begin and end at locations designated by the County. Each ILP Passenger will be returned to the County designated drop off location, which can include the resource https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions https://www.dgs.ca.gov/OLS/Ukraine-Russia

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parents’/caregivers’ home address. Contractor shall follow the drop off instructions provided by the County. Driver shall not drop off youth if a parent or responsible adult (as indicated in the rider profile notes) is not at the location or home or proceed to a different location without first making direct contact with the ILP Coordinator or County designee. Only authorized County staff are eligible to request changes to a scheduled ride.

G. Each ILP Passenger will be transported to the County designated drop off location.

H. Provide transportation coordination services for ILP Passengers at the request of the County within a reasonable time at the designated pick up points, unless unforeseen trip delays occur.

I. Ensure all information about the pick up and drop off location, scheduled pick up times, driver’s information, and Contractor’s contact information will be available to the County at all times in the online Trip Manifest.

J. Determine the pick up routes for each event using appropriate maps and, if needed, contact participating ILP Passengers home for directions using telephone numbers provided by the County. Prior to contacting the County for directions to homes or locations, drivers must utilize all resources available to them (i.e., Map Quest, Google Maps, a Global Mapping System (GPS) or other real time mapping system).

K. Provide a contact list including a phone number (cell and workstation) for a live and available representative that CFS will contact to address immediate concerns that may arise during scheduled events, including, but not limited to, events scheduled after hours and/or weekends.

L. Adhere to the transport list provided by CFS; any changes to the list must be authorized by the ILP Coordinator or County designated representative.

M. Confirm that the online Trip Manifest, supporting report, and/or monthly invoice documents a complete record of the transportation services provided, including, but not limited to:

1. Name of Driver and contact information;

2. Vehicle description and license plate number;

3. Actual pick up time;

4. Actual Drop off time;

5. Mileage calculation, including the address of each pickup and drop-off location for each trip;

6. Verification Signatures; and

7. Comments documenting any service-related issues or changes, including the reasons for late pickups, delayed drop-offs, no-shows, removed Riders, or other relevant circumstances.

N. Notify County immediately of any ILP Passengers who are not present (no show) at pick up. Any late cancellations will be listed on the corresponding month’s invoice. Online trip manifest must be completed and available to view and download within twenty-four (24) hours of each trip.

O. Ensure that departure from designated pick up location occurs no later than five (5) minutes after the scheduled departure time, unless unforeseen trip delays occur.

P. Ensure each driver providing transportation services has an effective mode of communication at all times while transporting ILP Passengers (e.g., safely operating cellular telephones, etc.), including communication with County designated staff.

Q. Ensure communication occurs with the County designated staff and Contractor’s designated staff for unforeseen trip delays (e.g., traffic, vehicle mechanical issues, etc..) of at least fifteen (15) minutes or more.

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R. Submit incident reports to CFS within twenty-four (24) hours of Contractor’s actual knowledge of any incident that may include, but are not limited to:

1. ILP Passenger showing disrespect to the driver or other ILP Passengers, (report will only be provided if the driver communicated the incident);

2. Problems with vehicle equipment during a ride;

3. Driver has inappropriate interaction with ILP Passenger(s); and

4. Traffic accidents.

S. Maintain back up transportation in case primary vehicle(s) are out of service.

T. Maintain back up driver(s) in the event that the assigned driver(s) are unavailable.

U. Refrain from inappropriate associations with ILP Passengers, including, but not limited to:

1. Dating, calling, or meeting for purposes other than those outlined in this Contract, and

2. Giving gifts to or receiving gifts from the ILP Passengers.

V. Provide driver training on topics that shall include, but are not limited to:

1. Inappropriate association with ILP Passengers, including dating, calling, or meeting for purposes other than those that are work related;

2. Giving gifts to or receiving gifts from ILP Passengers; and

3. Child Abuse reporting and confidentiality.

W. Immediately contact the ILP Coordinator or County designated representative to determine the ILP Eligible Youth transportation arrangement(s) in the event of a discrepancy in the Trip Manifest.

Contractor shall transport the ILP Eligible Youth to an ILP designated location. Under no circumstances shall any youth be left behind.

X. Ensure no ILP Passengers shall have to travel more than sixty (60) minutes from the time they are picked up to the time they reach the County designated location; except where the ride scheduled by County exceeds sixty (60) minutes because of distance, travel time, or traffic delays.

Exceptions will be made for out of area activities.

Y. Provide ILP Transportation Services to ILP Passengers Countywide, including, but not limited to, the following representative service areas:

1. Central Region – Representative cities include but are not limited to San Bernardino and surrounding areas.

2. Eastern Region – Representative cities include, but are not limited to, Colton, Highland, Loma Linda, Morongo Basin, Mountain Communities, Redlands, Yucaipa, Yucca Valley, and the surrounding areas.

3. Western Region – Representative cities include but are not limited to, Alta Loma, Chino, Fontana, Ontario, Rancho Cucamonga, Rialto, Upland, and surrounding areas.

4. North Desert Region – Representative cities include, but are not limited to, Adelanto, Apple Valley, Barstow, Hesperia, Needles, Victorville, and surrounding areas.

Z. Provide drivers with current photo identification. Drivers must display the current photo identification at all times while transporting ILP Passengers.

1. Ensure that all Drivers obtain and maintain the appropriate licenses required under all applicable provisions of the California Vehicle Code, including section 12517.5, to operate the vehicles used to transport ILP Passengers.

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2. Enforce a zero-tolerance policy prohibiting the use of drugs and alcohol during the provision of Services and maintain a policy requiring drug and alcohol testing of Drivers upon reasonable suspicion.

3. Comply with all applicable Department of Transportation drug and alcohol testing requirements. Any Driver or employee found to be under the influence of alcohol, drugs, or any other intoxicating substance shall be prohibited from providing Services under the Contract. Any such incident may constitute grounds for termination of the Contract.

4. Designate a single point of contact, including a telephone number and email address, to coordinate all transportation Services, as well as designated contacts for specific events.

Contractor shall notify the County within five (5) business days of any change in designated personnel or contact information.

5. In accordance with Attachment E, Fee Schedule and Geographic Areas, accept cancellations through the day of the scheduled event.

6. Ensure that each Driver waits at least five (5) minutes after the scheduled pickup time before departing. If a cancellation causes the Driver to arrive at the next pickup location before the scheduled pickup time, the Driver shall wait until at least five (5) minutes after the originally scheduled pickup time before departing when the ILP Passenger is not present.

7. Maintain the ability to contact the foster youth’s caregiver and/or the young adult to provide notification of a delayed pickup time during an emergency.

8. Attend monthly contract coordination meetings at the County’s request. Meetings may be conducted in person, by telephone conference, or through another County-approved virtual meeting platform.

Geographic Regions Region Representative Service Area

Central Region Includes, but is not limited to San Bernardino and surrounding areas.

Eastern Region

Includes, but is not limited to Colton, Highland, Loma Linda, Morongo Basin, Mountain Communities, Redlands, Yucaipa, Yucca Valley, and surrounding areas.

North Desert Region Includes Adelanto, Apple Valley, Barstow, Hesperia, Needles, Victorville, and surrounding areas.

Western Region Includes, but is not limited to Alta Loma, Chino, Fontana, Ontario, Rancho Cucamonga, Rialto, Upland, and surrounding areas.

3. County Responsibilities County shall:

A. Refer eligible ILP Passengers to Contractor for transportation services.

B. Compensate Contractor for approved expenses in accordance with the provisions outlined C. Meet with Contractor, as needed, to plan and coordinate the logistics of the contracted services.

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D. Assign a County staff person to act as a liaison between the County and Contractor.

E. Schedule periodic meetings with Contractor to discuss performance, problem areas, procedures, and/or recommended changes.

F. Provide the list of ILP Passengers to be transported, including names and addresses, scheduled pickup and drop off times, and arrival/departure times at least eight (8) hours in advance or 7:00p.m. the night before an event by inputting the information into the Online Trip Manifest or by contacting the Contractor by email or phone for assistance with coordination of transportation services. The lists will provide pick up and drop off instructions, cross streets, and youth/caretaker home and cell phone numbers, when available.

G. Provide a tentative schedule of events requiring transportation services quarterly with regular updates provided within thirty (30) calendar days.

H. Represent and warrant that…