RFP-CFS SAN BERNARDINO RFP CIP NO 26-146_FINAL~2.pdf

REQUEST FOR PROPOSALS (RFP)

RES127-RES-6499

FOR LEASE OF OFFICE AND PROGRAM SPACE FOR

THE SAN BERNARDINO COUNTY

CHILDREN AND FAMILY SERVICES DEPARTMENT

LOCATION:

CITY OF SAN BERNARDINO OR SURROUNDING COMMUNITIES

San Bernardino County Children and Family Services

San Bernardino, CA September 2026

Request for Proposals

No. 6499

Qualified Proposals for Office Space for the Children and Family Services Department

I. INTRODUCTION

A. Purpose The County is requesting proposals from qualified property owners, landlords, and/or developers (Respondents) for the lease of office and program space suitable for the San Bernardino County Department of Children and Family Services (CFS). The facility shall accommodate CFS operations including, but not limited to: child protective services investigations, family visitation and supervised contact rooms, social worker offices and workstations, client interview rooms, reception and waiting areas for families and children, conference and training rooms, secure file and records storage, and administrative support areas.

The proposed facility shall be located within the City of San Bernardino or surrounding communities and provide a safe, welcoming, and professional environment for staff, children, and families accessing services.

ii) Exact measurements, square footage, and room specifications will be confirmed with the recommended proposer prior to negotiating the lease agreement. The County anticipates a minimum requirement of approximately 40,000 rentable square feet, subject to final program confirmation.

iii) Submittals for office and program space suitable for child welfare operations shall only be considered. Proposals for properties that cannot accommodate the specialized use requirements of CFS (including interview rooms, visitation areas, and secure records storage) will not be considered.

The County intends to select, from among the qualified Respondents, a property owner or developer with whom to enter into a lease agreement (Attachment "L") for office and program space serving the Department of Children and Family Services. The objective of this agreement is to establish a facility capable of supporting CFS operations including child abuse and neglect investigations, family reunification services, foster care and adoption program administration, supervised visitation, and related social services programs. The space is intended to serve as a professional, child-friendly environment where staff can effectively deliver services and families can access support in a dignified setting. The selected Respondent will be responsible for providing the facility in a condition suitable for County occupancy, inclusive of any tenant improvements negotiated as part of the lease and facility maintenance as negotiated. The County will be responsible for ongoing operations and staffing. Final lease terms will be negotiated following the selection and review of the proposed property. Both the selection of the Respondent and the lease agreement are subject to the discretion and approval of the Board of Supervisors.

B. RFP Contact Include five copies of your proposal with all correspondence, including Proposals and questions, must be submitted to the person identified below (RFP Contact):

San Bernardino County Real Estate Services Department Attn: Lyle Ballard 385 N. Arrowhead Ave., Third floor.

San Bernardino, CA, 92415-0180 Phone: (909) 453 -5227 Email: Lyle.Ballard@res.sbcounty.gov

E-mail address may only be used to submit questions. Proposals will not be accepted by email mailto:Lyle.Ballard@res.sbcounty.gov 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. All Proposers must register with the ePro system prior to the date and time to submit the proposal or they will be disqualified.

C. Reserved

D. Contract Term

Services and facility requirements under this Request for Proposals (RFP) are outlined in Section V, Scope of Work. The lease term shall be for a minimum of ten (10) years and a maximum of twenty (20) years, commencing upon successful execution of a Lease Agreement and subject to the provisions described in Section V, Scope of Work. The County will consider options to extend beyond the initial term, subject to mutual agreement and Board of Supervisors approval.

E. Location The location for the proposed office and program space, including any tenant improvements, facility management, and maintenance as further provided in Attachment "A1," shall be as follows:

A property within the City of San Bernardino, California, providing a minimum of approximately 40,000 rentable square feet of office and program space suitable for the operations of the Department of Children and Family Services. The facility shall include dedicated areas for client services, staff workstations, interview and visitation rooms, and secure records storage, with a parking ratio to building square footage of (9) per 1,000 square feet.

II. TIMELINE

Release of RFP September 3, 2026 Voluntary site walk September 21, 2026 - September 25, 2026 Deadline for Submission of Questions October 2, 2026 Deadline for Proposals November 6, 2026; 5PM PST Date for Tentative Contract Award January 2027

Proposal Conference:

A voluntary Proposal Conference and site walk will be held:

September 21 through September 25, 2026, 11:00 a.m. – 2:00 p.m. PST Children and Family Services 1495 South E Street San Bernardino, CA 92408.

Attendance at the voluntary site walk. Please RSVP by 3 days prior to date requested, by 5pm PST to schedule a site walk. Please contact Perla Hildago-Lopez via email at Perla.Hildago- Lopez@res.sbcounty.gov.

Questions regarding the contents of this RFP must be submitted in writing in ePro on or before the Deadline for Submission of Questions. All questions will be answered, and both the questions and answers will be posted as an Addendum to the RFP in ePro.

III. DEFINITIONS

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

Board: The San Bernardino County Board of Supervisors.

mailto:Perla.Hildago-Lopez@res.sbcounty.gov mailto:Perla.Hildago-Lopez@res.sbcounty.gov

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

Contractor: Any individual, company, firm, corporation, partnership, or other organization to whom a contract award is made by the County for the capital improvement, rehabilitation, facility management, and maintenance of a business belonging to another.

Facilitator for the Evaluation Panel: A County Purchasing Department Buyer or designated individual tasked with managing the processes of the evaluation panel.

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

Purchasing Agent: The Director of the County Purchasing Department.

Request for Proposals (RFP): A formal request for proposals from qualified respondents interested in leasing property to the County. The RFP outlines the evaluation criteria used to assess proposals and incorporates, by reference, the contractual terms and conditions that will govern the resulting lease agreement.

Services: The requested services described in this RFP.

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.

Proposer-Contractor: During the RFP process, the Vendor community is notified of an RFP. When a business or individual submits a proposal, it is then a Proposer. When a Proposer is selected for an award, the terminology most often used is Contractor.

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/Addendums 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.

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 proposed lease fees are important and will award contract(s) based on the Proposal that best meets the needs of the County. The County seeks the optimal combination of quality, lease terms, and various qualitative elements of the required Services that will provide the County with the greatest or best value for its customers.

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 non-responsive 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 non-responsive counteroffer 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 et seq.). 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 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. 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 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.

M. 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.

N. 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.

O. Final Authority

The final authority to select Proposal(s) and 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.

https://www.sam.gov/

V. SCOPE OF WORK

A. BACKGROUND INFORMATION

The San Bernardino County Department of Children and Family Services (CFS) is a critical social services program dedicated to protecting endangered children, preserving and strengthening families, and developing alternative family settings throughout San Bernardino County. CFS receives and investigates allegations of child abuse and neglect, provides intervention and support services to families, administers foster care and adoption programs, and delivers family reunification services to the community.

CFS Mission Statement: "The mission of Children and Family Services is to protect endangered children, preserve and strengthen their families, and develop alternative family settings.

Services, as mandated by law and regulation, will be provided in the least intrusive manner with a family-centered focus. This mission is accomplished in collaboration with the family, a wide variety of public and private agencies, and members of the community."

CFS currently operates multiple facilities throughout San Bernardino County, including offices in San Bernardino, Rancho Cucamonga, Fontana, Victorville, Barstow, Needles, and Yucca Valley. In the City of San Bernardino alone, CFS maintains several locations to support its programs, including child protective investigations, placement resources, supervised visitation, and administrative operations.

San Bernardino County's organizational culture is defined by the four pillars of value, innovation, service, and vision. The County's mission aligns with the Countywide Vision Statement: "We envision a complete county that capitalizes on the diversity of its people, its geography, and its economy to create a broad range of choices for its residents in how they live, work, and play...

a sustainable system of high-quality education, community health, public safety, housing, retail, recreation, arts and culture, and infrastructure, in which development complements our natural resources and environment... a model community which is governed in an open and ethical manner, where great ideas are replicated and brought to scale, and all sectors work collaboratively to reach shared goals."

San Bernardino County, through the Real Estate Services Department (RESD), is seeking qualified proposals from property owners, landlords, and/or developers for office and program space within the City of San Bernardino or surrounding communities to serve the Department of Children and Family Services. The selected property will support CFS operations including child welfare investigations, family visitation and supervised contact, foster care and adoption administration, and related social services programs. The facility is intended to provide a safe, professional, and family-centered environment where staff can effectively deliver services and where children and families can access support in a dignified setting. The County's objective is to secure a facility that supports CFS's expanding service demands while aligning with the Countywide Vision of promoting community health, public safety, and high-quality social services infrastructure.

History

San Bernardino County's child welfare services trace their origins to the mid-20th century, when the County established its first formal programs to investigate child abuse and neglect and provide protective services to vulnerable children and families. Initially housed within the broader Department of Public Social Services, child welfare operations grew steadily as California expanded mandated reporting laws and foster care regulations throughout the 1970s and 1980s.

By the 1990s, the increasing complexity and volume of child welfare cases led San Bernardino County to establish Children and Family Services (CFS) as a standalone department, allowing for dedicated leadership, specialized staff, and focused resources. Over the decades, CFS expanded its footprint across the county, opening regional offices in Fontana, Rancho Cucamonga, Victorville, Barstow, Needles, and Yucca Valley to serve communities across the nation's largest geographic county. In the City of San Bernardino, CFS has operated from multiple facilities to support its core programs, including the Gifford Street office (established under Contract No. 01-270), the South E Street campus at 1094 and 1495 (purpose-built in the 2010s with improved layouts and defined use areas), and the Highland Avenue location.

CFS has also strengthened its community partnerships, collaborating with the Children's Policy Council, CASA of San Bernardino County, the Juvenile Dependency Court, and numerous foster family agencies and community-based organizations to advance child safety, permanency, and well-being.

Today

Children and Family Services is a vital department within San Bernardino County, serving nearly 2.2 million residents across more than 20,000 square miles. CFS plays a critical role in protecting endangered children, preserving and strengthening families, and developing alternative family settings through foster care and adoption programs. The department supports a wide range of operations including child protective investigations, family reunification services, supervised visitation, placement resources, transitional shelter care, and prevention programs under the Family First Prevention Services Act.

CFS currently operates from approximately 10 facilities countywide, employing hundreds of social workers, supervisors, and administrative staff. In the City of San Bernardino, the department occupies over 130,000 square feet of combined office and program space across multiple locations. CFS serves thousands of children and families annually, conducting investigations, managing active cases, facilitating adoptions, and supporting resource families throughout the region.

Vision

We envision a modern, purpose-built office and program facility in the City of San Bernardino or surrounding communities that provides the Department of Children and Family Services with a safe, professional, and family-centered environment to carry out its mission of protecting endangered children and strengthening families. The facility should embrace a trauma-informed design approach, blending welcoming, calming aesthetics with durable, secure, and functional spaces suited to the sensitive nature of child welfare work.

Our concept is to replace the aging 1504 Gifford Street facility with a space that meets CFS's current and projected operational needs, incorporating private interview rooms, supervised visitation areas, secure records storage, and collaborative workspaces for social workers and administrative staff. The design will prioritize natural light, intuitive wayfinding, and separate circulation paths for families and staff, reflecting best practices in social services facility planning.

This facility will serve as a cornerstone of CFS operations in San Bernardino, supporting child protective investigations, family reunification, foster care and adoption services, and community-based prevention programs. Our goal is to provide an environment where children and families feel safe and respected, where staff can deliver services effectively, and where the facility itself reinforces the County's commitment to the well-being of its most vulnerable residents.

B. PROJECT DESCRIPTION

1. San Bernardino County is soliciting proposals from qualified property owners, landlords, and/or developers (Respondents) to provide office and program space for the Department of Children and Family Services (CFS). The proposed property must be located within the delineated boundary area in the City of San Bernardino or surrounding communities, as depicted in Attachment "A1" – Delineated Area Map. The selected Respondent will be responsible for delivering the facility in a condition suitable for County occupancy, including any tenant improvements negotiated as part of the lease, with a strong emphasis on providing a high-quality, safe, and professional environment that supports the delivery of child welfare services to the community. The facility shall accommodate CFS operations including child protective investigations, supervised visitation, family reunification services, foster care and adoption program administration, interview rooms, administrative support, and secure record.

2. The County's objective is to enter into a lease agreement with a property owner or developer who will provide a high-quality, well-maintained facility that enables CFS to effectively serve the children and families of San Bernardino County. The successful Respondent will be expected to deliver and maintain a facility that meets the department's specialized operational and security requirements, supports staff productivity, and presents a welcoming environment for the public. By doing so, the facility will serve as a vital resource for the community, supporting the County's mission of protecting endangered children, preserving families, and strengthening the social safety net of the region. Requirements: The selected Respondent, at a minimum, will be responsible for the following items:

a. Provide a minimum of 40,000 rentable square feet of office and program space within the

City of San Bernardino or surrounding communities, suitable for child welfare operations, at a competitive lease rate.

i. Consideration and evaluation of the proposed lease structure will include, but not be limited to: proposed base rent, frequency of rent adjustments (e.g., annual fixed escalations), proposed tenant improvement allowance, the length of the lease term, option periods, and any market risk factors that may affect the County's occupancy costs over the term of the lease.

b. Provide a high-quality and well-maintained facility that presents a professional, welcoming, and family-centered environment appropriate for the sensitive nature of child welfare services.

c. Meet all land use, building code, ADA accessibility, and tenant improvement conditions and standards set forth by, but not limited to, the County, City of San Bernardino, California Department of Social Services (CDSS), and any other applicable governmental requirements.

d. Ensure all public rights of way, ingress/egress, and parking areas are improved to standards and integrate all access, ADA, and safety requirements, including adequate on-site parking to serve both staff and the public.

e. Deliver a facility that supports the quality of life for CFS staff and the families they serve through thoughtful design, adequate space, natural light, and a trauma-informed environment.

f. Submit to the County, on a periodic basis as determined by the County, records of facility maintenance activities, capital improvement status, and any building system performance reports as applicable.

g. Develop, maintain, and annually submit a Maintenance Plan for the leased premises, including quarterly maintenance schedules for all building systems (HVAC, plumbing, electrical, elevators, roofing, parking lot, and landscaping).

h. Develop and maintain a Capital Replacement Plan identifying the expected useful life and replacement schedule for major building systems and components, subject to County review and approval.

i. Ensure that all space on the leased premises is used exclusively for County government office and program operations in accordance with applicable health, safety, and regulatory requirements, as well as County policies. Any proposed changes to use or configuration shall be subject to review and approval by the County.

j. Respondent shall be responsible for maintaining landscaping and the exterior appearance of the premises. This obligation includes, but is not limited to:

i. Landscaping within the area directly abutting the building and parking areas; and

ii. Common areas, walkways, and any outdoor spaces included within the leased premises.

3. Preference will be given to proposals that include design, tenant improvement, and build-out concepts which demonstrate the ability to meet CFS's specialized operational requirements, including private interview rooms, supervised visitation spaces, secure file storage, and separate public/staff circulation. Proposals that identify existing buildings requiring minimal modification or new construction specifically designed for social services use will be viewed favorably. Additional consideration will be given to properties that offer proximity to public transit, the San Bernardino County campus, courthouses, and other CFS facilities, as well as those that contribute to the long-term operational efficiency of the facility.

4. Financial Accountability: Respondents must demonstrate the financial capacity to fund all proposed tenant improvements, maintain the facility, and perform all landlord obligations throughout the lease term. At a minimum, proposals shall include audited financial statements (or CPA-certified unaudited statements), proof of financing, a property financial pro forma, evidence of site control, and certification of creditworthiness free of material encumbrances. Detailed requirements for each element are set forth below

VI. PROPOSAL SUBMISSION

A. General

1. All interested and qualified Proposers are invited to submit a Proposal(s) for consideration.

Submission of a Proposal indicates that the Proposer has read and understands the entire RFP, including all appendixes, attachments, exhibits, schedules, and addenda (as applicable) and that all concerns regarding the RFP have been resolved.

2. Proposals must be received by the designated date and time. All Proposers must register with the ePro system prior to the date and time to receive the proposal or they will be disqualified. Late or incomplete proposals will not be accepted. Electronic response must be submitted through the San Bernardino County Electronic Procurement Network (ePro) https://epro.sbcounty.gov/epro/. System-related issues in ePro shall be directed to the Purchasing Department at (909) 387-2060. For procurement questions involving ePro, please contact the RFP Contact identified in Section I, Paragraph B – RFP Contact.

3. The Proposer acknowledges that its electronic signature is legally binding. Submittals in ePro will be opened from the system’s encrypted lock box after the deadline and evaluated as stated in this RFP .

4. Paper responses must be submitted in addition to electronic submission, by mail or in person to the RFP Contact and will be time/date stamped when received. Proposals can be withdrawn at any time prior to the scheduled Deadline for Proposals.

5. Hand carried Proposals may be delivered to the RFP Contact between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, excluding holidays observed by the County.

Proposers are responsible for informing any commercial delivery service, if used, of all delivery requirements, and for ensuring that the address information appears on the outer wrapper or envelope used by such service

6. Proposals must be submitted in the format described below. Proposals are to be prepared in such a way as to provide a straightforward, concise description of capabilities to satisfy the requirements of this RFP.

7. Proposals must be completed in all respects as required in this section. A Proposal may not be considered if it is conditional or incomplete.

B. Proposal Format Responses to this RFP must be in the form of a proposal package, which must be submitted in the following format:

1. Presentation

Submit all hard copies of the Proposal on 8 ½ x 11 paper. To promote clarity and efficiency in the review process, Proposals submitted in response to this RFP shall be limited to a maximum of 40 printed pages, which equates to 20 double-sided pages (front and back).

Each page, including attachments, must be clearly and consecutively numbered.

https://epro.sbcounty.gov/epro/

2. Cover Page

Use Attachment A as the cover page.

This form must be fully completed and signed by an authorized officer of the Proposer.

3. Table of Contents All pages of the Proposal, including the enclosures, must be clearly and consecutively numbered and correspond to the Table of Contents.

4. Statement of Certification

Include the following on Attachment B:

a. A statement that the offer made in the Proposal is firm and binding for nine (9) months from the Deadline for Proposals.

b. A statement that all aspects of the Proposal, including proposed lease payment, have been determined independently, without consultation with any other Proposer (competitor) for the purpose of restricting competition.

c. A statement that all declarations in the Proposal and attachments are true and that this shall constitute a warranty, the falsity of which will entitle the County to pursue any remedy by law.

d. A statement that the Proposer agrees that all aspects of the RFP and the Proposal submitted shall be binding if the Proposal is selected and a Contract awarded.

e. A statement that the Proposer agrees to provide the County with any other information the County determines is necessary for an accurate determination of the Proposer’s ability to perform the Services as proposed.

f. A statement that the Proposer, if selected, will comply with all applicable rules, laws, and regulations.

g. A statement that the Proposer has reviewed the RFP and General Contract Terms in their entirety and have no exceptions to any requirements, terms, or conditions, except as noted in Attachment H.

5. Statement of Experience and Qualifications

Include the following in this section of the Proposal:

a. Business name of the Proposer and type of legal entity such as corporation, partnership, etc. If Proposer is a business entity that must be registered with the California Secretary of State, Proposer shall provide the County the entity number assigned to it by the Secretary of State.

b. Number of years the Proposer has been in business under the present business name, as well as related prior business names.

c. Statement that the Proposer does not have any commitments or potential commitments that may impact the Proposer’s ability to perform the Contract, if awarded.

6. Licenses, Permits, and/or Certifications.

Provide copies of all licenses, permits and/or certifications in Attachment C as required under Section X. TERMS AND CONDITIONS Paragraph A, 21.

7. Financials

Proposers must present evidence satisfactory to the County demonstrating their ability to deliver, construct (if applicable), maintain, and manage the proposed facility throughout the lease term. The Respondent's statement of financial capability must include the source of funding and detailed information including:

The responsibility and cost of delivering the premises in a condition suitable for County occupancy, including all tenant improvements, entitlements, permitting, and ongoing property management, is the sole responsibility of the Respondent unless otherwise negotiated in the lease agreement.

Ability to Finance: Identify and describe the specific source of funding that the Respondent proposes to use to undertake the project as proposed, including all tenant improvements, building modifications, and any new construction. If funds are to be used from outside sources (i.e., parent companies, third-party investors, LLC partners, real estate investment trusts, etc.), provide documentation such as a recent bank statement, balance sheet, statement, and/or other supporting documents to demonstrate that funds are available to fund this project. In addition, if funds are to be borrowed to finance any portion of the total tenant improvement or construction investment, Respondent must provide loan commitment documentation such as a letter-of-intent from the individual, bank, or other lending entity indicating the minimum amount to be loaned and any applicable percentage rate. The loan commitment may contain the qualification that the loan will be consummated only upon award of an agreement with the County. If the proposed property carries existing debt, Respondent shall disclose the current loan balance, debt service obligations, and lender information.

Business Financial Statement: Use the Business Financial Statement to describe the current and true condition of the business's assets, liabilities, and net worth. Round figures to the nearest dollar. If the Respondent is a partnership, joint venture, or limited liability company with multiple members, each general partner, joint venturer, or managing member must individually submit a Business Financial Statement. Respondent may provide copies of forms filed with the Internal Revenue Service, where applicable. Provide Respondent's Annual Report for the previous two years. The Respondent must also include independently audited financial statements for the most recent completed fiscal year. If audited financial statements are not available, please provide un-audited financial statements along with a certification from the Respondent's accountant that the information accurately reflects the Respondent's current financial status. If the Respondent is a sole proprietorship, please provide Schedule C of the Internal Revenue Service forms as well as a certification from the owner and the accountant that the information accurately reflects the Respondent's current financial status.

Property Financial Statement: Provide current financial operating statements for the proposed property (or development pro forma if new construction), including annual operating expenses, property tax obligations, insurance costs, capital reserves, and current occupancy/vacancy rates. If the proposed property is an existing multi-tenant building, provide a current rent roll.

Financial / Project Pro Forma: Provide a pro forma covering the first five (5) years of the proposed lease term. Include projected tenant improvement costs, anticipated property operating expenses, debt service (if applicable), capital replacement reserves, and Landlords rental revenue. The lease rate proposed to the County shall be supported by the assumptions and projections identified within the Financial Pro Forma.

Proposed Lease Rate and Additional Terms: Provide a detailed rent proposal to the County, including base rent per rentable square foot, proposed annual escalations (fixed or CPI-based), tenant improvement allowance, and any proposed additional credit enhancements such as a guarantee of lease performance and/or irrevocable letter of credit. Include any proposed concessions such as free rent periods, move-in allowances, or phased occupancy terms.

Credit Worthiness: Respondents must present evidence of credit worthiness. At a minimum, evidence should include:

• A credit report issued by a nationally recognized credit bureau within 60 days of the proposal due date, including the Fair Isaac Corporation (FICO) score (for individual owners or guarantors);

• For corporate or LLC entities, a Dun & Bradstreet report or equivalent commercial credit report;

• Disclosure of any delinquent property taxes, liens, judgments, or encumbrances on the proposed property;

• Disclosure of any pending or recent litigation related to property management, construction, or landlord-tenant matters.

Any derogatory information listed on said reports must be explained. Below-average credit scores, outstanding debts, delinquent payment history on current contracts, tax liens on the proposed property, and any other derogatory information may disqualify a proposal.

8. Project Team Organization Chart

Provide an organization chart illustrating the project team, and clearly show the organization of the team and the hierarchy of the members. It must include:

a. Organizational framework for the proposed project team including identifying essential team members such as:

• Property manager(s)

• Architect

• Mechanical/HVAC engineer

• Civil/structural engineer

• General contractor

• Legal representative

• Environmental consultant (if applicable)

• Security/access control consultant

• Other relevant consultants (e.g. ADA compliance, telecommunications/IT infrastructure, etc.)

b. Information packets for key personnel, partners, members of joint ventures, CEOs, officers, and holders of 25% or more of the company’s shares for corporations. Packets should include the following information:

• Company overview briefly describing the entity responding to the RFP, including the type of organization (developer, property owner, property management company, etc.).

• Names and addresses of each principal involved in the project.

• Confirmation of a minimum of five (5) years’ experience in developing, constructing, managing, and/or owning commercial office space of comparable size and complexity to that mentioned in the Scope of Work.

• Confirmation of experience with government or institutional tenants is strongly preferred but not required.

• Details of relevant expertise, including experience with tenant improvements, build-to-suit projects, and/or major renovations for office use.

• Details of any projects in foreclosure or with failed real estate loan obligations in the past 10 years, including any properties lost to deed-in-lieu, short sale, or loan default.

• Brief description of experience with similar office or social services facility projects.

• List of completed projects and timelines, including square footage, tenant type, and tenant improvement scope.

• Previous project photos and site plans showing project quality and complexity. Include a list team members associated with the projects and their specific roles. List the current statuses of each project (occupied, under management, sold, etc.).

• Recent examples of financing and constructing comparable commercial projects including current financial statements of principals, lender and/or equity financial references, and public agency references (if applicable).

• Details of experience with ongoing property management, including maintenance, janitorial oversight, HVAC systems management, landscaping, parking lot maintenance, and tenant relations.

• Current portfolio occupancy rates and average tenant.

• Detailed narrative describing the duration, extent, and quality of Respondent’s education and business expertise with special emphasis on experience and qualifications related to commercial office development, tentant improvement delivery, facility management, and ongoing property maintenance. Be specific with respect to the type and dates of experience, the Respondent's role in the development and management, specific duties, type and size of properties, quality of construction and maintenance, government or institutional tenant relationships, contractual obligations, and other factors that demonstrate an ability to successfully deliver and manage the proposed facility.

9. Proposal Description

Improvement & Facility Management Concept

• Deliver a modern, well-maintained office and program facility that meets the specialized operational requirements of the Department of Children and Family Services.

• Provide a safe, professional, and family-centered environment that supports the sensitive nature of child welfare services, including private interview rooms, supervised visitation spaces, and secure records storage.

• Adhere to all City of San Bernardino land use, zoning, building code, and ADA accessibility standards, as well as any applicable California Department of Social Services (CDSS) facility requirements.

• Ensure all public rights of way, ingress/egress, and parking areas are improved to meet safety, accessibility, and County standards.

• Support the quality of life for CFS staff and the families they serve through thoughtful facility design, adequate parking, natural light, and trauma-informed environmental considerations.

Proposal & Lease Requirements

• Concept Plan:

o Specify proposed primary lease term and any extension options.

o Detail proposed base rent, annual escalation structure, and any tenant improvement allowance.

o Specify proposed security deposit or letter of credit.

o Include draft site plan, floor plan(s), and sample building elevations (for new construction or major renovation proposals).

o Outline improvement plans: design features, square footage breakdown (private offices, open workstations, interview rooms, visitation rooms, conference/training rooms, reception/lobby, records storage, break rooms, restrooms, server/IT rooms, etc.), amenities, and parking ratio.

o Describe the proposed building design and finish level, including exterior materials, interior finishes, and any sustainability or energy efficiency features.

o Address improvements to public rights of way, ingress/egress, and ADA-compliant access points.

o Present concepts for exterior areas including landscaping, walkways, staff outdoor break areas, and secure perimeter features (fencing, lighting, cameras) as applicable.

• Market Comparison:

o Provide a market analysis of comparable lease rates for similar office space in the

City of San Bernardino or surrounding communities, demonstrating that the proposed rent is competitive and reasonable for the area.

• Delivery & Occupancy Plan:

o Outline the proposed timeline from lease execution through design, permitting, tenant improvement construction, and delivery of the premises for County occupancy (i.e. Construction Schedule).

o Identify key milestones, anticipated permitting durations, and any phased occupancy options.

o Estimate total project duration from lease execution to Certificate of Occupancy.

10. Work Plan Include the following:

a. Summary of management/work plan for this Project, including the Respondent's approach to delivering the facility from lease execution through County occupancy and ongoing property management.

b. Project schedule with projected total costs summary to include:

• Environmental Clearance (CEQA compliance, if applicable).

• Phase I Environmental Site Assessment / Phase II as needed.

• Off-site improvements required and estimated costs (sidewalks, curb cuts, utilities, etc.).

• Construction/tenant improvement timeline.

• Architectural and engineering design timeline.

• Site costs including surveying, mapping, permits, and plan check fees.

• Tenant improvement costs and delivery timeline; include current and projected market conditions for comparable office space in the City of San Bernardino or surrounding communities.

• Security and access control systems (fencing, cameras, card access,…