rfq_13144_packet.pdf

REQUEST FOR QUOTES (RFQ) 13144

PROBATION DEPARTMENT

EMPLOYEE COUNSELING SERVICES

June 25, 2026

A. KEY INFORMATION

1. The County of San Diego is seeking quotes from firms interested in providing Employee Counseling Services (“Offerors”).

2. The County anticipates a contract term of an initial (base) period through August 31, 2027, with four (4) one-year option periods.

3. The County has posted this solicitation on its official BuyNet website at https://sdbuynet.sandiegocounty.gov/ .

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

4. The Contracting Officer for this solicitation is Sharon Heredia, Procurement Specialist, (sharon.heredia@sdcounty.ca.gov)

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

Event Description Date and Time (San Diego Time) Questions due July 7, 2026 prior to 5:00 p.m.

Quotes due July 24, 2026 prior to 5:00 p.m.

6. Questions:

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

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

7. Table of Contents:

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

MAGGIE RAMSBERGER

INTERIM DIRECTOR

DEPARTMENT OF PURCHASING AND CONTRACTING

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

PHONE (858) 505-6367 FAX (858) 715-6452

BRENDA G. MILLER

ASSISTANT DIRECTOR

COUNTY OF SAN DIEGO – REQUEST FOR QUOTATIONS (RFQ 13144)

EMPLOYEE COUNSELING SERVICES

B. RFQ INSTRUCTIONS AND RULES

1. INSTRUCTIONS FOR SUBMITTING A QUOTE

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

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

1.1.2. If an Offeror is unable to download this document, an Offeror may request a hard copy from Department of Purchasing and Contracting’s front desk or contact clerical support at (858) 505- 6367.

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

1.2.1. The County may update posted forms from time to time. Unless otherwise specified, Offerors may submit the version of a form in place as of the date of the posting of this RFQ or any later version thereof.

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

1.3.1. If Offeror is unable to submit via BuyNet for any reason, Offeror may submit its quote via email to the Contracting Officer listed in this document or provide the Purchasing and Contracting front desk with either (i) electronic files on CD/DVD; or, (ii) a printed quote. Offeror must prominently mark such submissions with the RFQ number on the outside of the packaging. Please use this method only if unable to submit through BuyNet.

2. QUESTIONS

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

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

3. QUOTE FORMAT

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

3.2. All quotes shall be signed with a handwritten signature by an authorized officer or employee of Offeror.

4. QUOTE ORGANIZATION

4.1. Your quote should be organized in accordance with the Submittal Items in this RFQ.

4.1.1. Offerors shall organize content to correspond to the applicable exhibit and question or item within each exhibit.

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

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

4.1.4. Cost/Price information:

4.1.4.1. Offerors must place all cost and pricing information within the Cost/Price exhibit. Price shall be inclusive of all proposed compensation.

4.2. Confidential/Proprietary information:

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

EMPLOYEE COUNSELING SERVICES

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

4.2.2.1. All confidential information that Offeror represents, with legal basis, is exempt from disclosure pursuant to the California Public Records Act, including PI (Personal Information), PII (Personally Identifiable Information), or PHI (Protected Health Information);

4.2.2.2. Any proprietary or other information Offeror represents, with legal basis, is exempt from disclosure under the California Public Records Act and wishes to protect from disclosure.

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

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

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

5. QUOTE EVALUATION

5.1. Evaluations may consider factors such as technical merit, experience, capacity, history of Offeror compliance, availability, price, and more to determine the quote(s) that provide the best value to the County.

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

5.3. During evaluation, the County may appropriately evaluate the cultural competency of Offeror and Offeror’s proposed approach to providing goods and services. Therefore, Offerors are encouraged to include relevant information in their quotes, to the degree related to the goods or services sought.

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

6. COUNTY COMMITMENT

6.1. This RFQ does not commit the County to award a contract, nor does it commit the County to pay any of Offeror’s costs incurred in the preparation or submission of the quote. Further, Offeror shall not incur any reimbursable cost in anticipation of a contract award.

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

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

6.4. The County may withhold all information regarding this procurement until after negotiations are complete, including, but not limited to: the number of quotes received; the identity of Offeror(s); the content of quotes;

the County’s evaluation and results thereof. Information releasable after the conclusion of negotiations is subject to the disclosure requirements and withholding exemptions of the California Public Records Act.

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

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

7. DILIGENCE AND DUTY TO INQUIRE

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

EMPLOYEE COUNSELING SERVICES

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

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

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

8. OFFEROR COMMUNICATIONS

8.1. All communications from Offeror (including its employees, agents, and representatives) to the County or its officers and employees (including consultants working on or assisting with this procurement), related to this RFQ or Offeror’s quote, must be directed in writing exclusively to the Contracting Officer, unless otherwise authorized in writing by the Contracting Officer. Offerors shall not communicate with or attempt to contact any other County personnel about this solicitation, except as otherwise allowed for in this RFQ or by law.

Any improper contact may, at the County’s sole discretion, cause Offeror to be removed from consideration for contract award.

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

8.3. Audio and/or video recording of presentations, discussions, negotiations, , or other communications with the County regarding this RFQ are prohibited, unless specifically authorized in writing by the Contracting Officer.

9. SOLICITING EMPLOYEES

9.1. Until contract award, Offerors shall not, directly or indirectly, solicit any employee of the County to leave the County’s employ in order to accept employment with Offeror, its affiliates, actual or prospective contractors, or any person acting in concert with Offeror without prior written approval of the County’s Contracting Officer. This paragraph does not prevent the employment by Offeror of a County employee who has initiated contact with Offeror.

10. PROHIBITED CONTRACTS AND SUBCONTRACTS

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

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

10.1.2. Profit-making firms or businesses in which employees described in subsection 11.1.1 serve as officers, principals, partners, or major shareholders;

10.1.3. Persons who, within the immediately preceding twelve (12) months, came within the provisions of subsection 11.1.1 and who (i) were employed in positions of substantial responsibility in the area of service to be performed by the contract; or, (ii) participated in any way in developing the contract or its service specifications; and

10.1.4. Profit-making firms or businesses in which the former employees described in subsection 11.1.3 serve as officers, principals, partners, or major shareholders.

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

EMPLOYEE COUNSELING SERVICES

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

11.1 and 11.2 above. Offeror shall promptly notify the County of any change in circumstance affecting these provisions.

11. CALIFORNIA REVENUE & TAXATION CODE § 18662

11.1. In compliance with California Revenue and Taxation Code § 18662, if Offeror is a non-resident of California (out-of-state invoices) that receives California source income and has not completed Franchise Tax Board Form 590, there may be a backup withholding on all payments. Fifteen (15) business days prior to the first payment from the County, new suppliers or suppliers with expired forms or forms with incorrect information must submit new forms to the County (forms are available from the Franchise Tax Board website listed below).

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

Franchise Tax Board Websites:

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

11.3. If selected for award, Offeror must submit applicable forms to the Auditor & Controller via fax, at (858) 694-2060, or mail originals to: County of San Diego, 5530 Overland Avenue, Suite 410, San Diego, CA 92123. The P.O. Number or Contract Number (if available) and “California Revenue and Taxation Code § 18662” must appear on fax cover sheet and/or the outside of the mailing envelope.

12. W-9 FORM

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

13. PREVAILING WAGE

13.1. RESERVED

EMPLOYEE COUNSELING SERVICES

C. SUBMITTAL ITEMS

Offeror’s response to these Submittal Items shall be no more than fifty (30) pages, excluding disclosures, financials, reports, charts, tables, job descriptions, etc. Samples and other materials supporting the program description, or other parts of the submittal, may be submitted as appendices. All appendices must be in separate volume(s) and should be clearly cross-referenced in the submittal, and do not count toward the page limit.

1. EXHIBIT 1 - REQUIRED FORMS

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

• Required for all Offerors

• located at:

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

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

• Required for all Offerors

• located at:

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

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

• All Offerors are encouraged to complete this form to support County data collection.

• Located at:

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

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

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

• Located at:

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

2. EXHIBIT 2 - PROGRAM/TECHNICAL EXHIBIT

2.1. PROGRAM DESIGN AND APPROACH

2.1.1. Provide a statement that Offeror has read, understands and accepts the Statement of Work (SOW). If Offeror does not accept any portion of the SOW, the Offeror must provide a red line version of the SOW with proposed alternative language, accompanied by an explanation supporting each proposed change.

Failure to specifically reject any proposed requirement will be deemed acceptance of that requirement.

2.1.2. Provide a narrative demonstrating understanding the Offeror’s understanding, knowledge, and capability to fulfill the County’s requirements effectively and efficiently.

2.1.3. The narrative should include specific details regarding the approach, service implementation, data collection methods, and performance measurement processes as outlined in the SOW.

Description should include:

2.1.3.1. Offeror’s experience working with the focus population.

2.1.3.2. Process of how Offeror will link clients to community resources and support services.

2.1.3.3. Process of how Offeror will monitor employee/retiree/immediate family attendance.

2.1.3.4. A sample Assessment Form

2.1.3.5. A sample Treatment Plan

2.1.3.6. A sample Critical Incident Intervention Form

2.1.3.7. A sample Training curriculum for Department Peer Support classes and Employee

Orientation

2.1.3.8. A sample Training Class Evaluation Form

2.1.3.9. A sample Human Resources Plan

2.1.3.10. A sample Staffing Schedule Plan

2.1.3.11. A sample Monthly Status Report

2.1.3.12. A sample Annual Narrative

2.1.4. Focus Population(s) and Service Area. Describe how Offeror will meet the requirements of the Statement of Work Section 4. Description should include:

2.1.4.1. Proposed days and hours of support service to staff in Probation facilities.

EMPLOYEE COUNSELING SERVICES

2.1.4.2. Days and hours of services provided to non-facility Probation Department staff and their immediate family members.

2.1.4.3. Proposed staffing schedules to accommodate emergency services and Critical Incident response.

2.1.4.4. Facility address (if known) or plan to identify location (if known).

2.1.5. General Requirements for Service Delivery. Describe how Offeror will meet the requirements of the

Statement of Work Section 5.

Description should include:

2.1.5.1. Process of how Offeror will ensure that all contract staff and volunteers will receive a minimum of four (4) hours of annual cultural responsiveness training per year.

2.1.5.2. Process of how Offeror will provide toll-free telephone services linking counseling services to include the hearing impaired/TDD accessibility.

2.1.6. Specific Requirements for Service Delivery. Describe how Offeror will meet the requirements of the

Statement of Work Section 6. Description should include:

2.1.6.1. Process of how Offeror will provide services to employees and their families who are temporarily located outside of San Diego, Riverside, or Orange County and/or the State of California.

2.1.6.2. Process how the Offeror will be contacted by the Department when a Critical Incident needs to be responded to on-site within two (2) hours of the incident throughout San Diego County.

2.1.7. Subcontracting: If the Offeror plans to subcontract with local community-based organizations, each subcontractor shall posses local expertise within the community they serve to ensure that the Offeror has sufficient infrastructure for effective service delivery.

2.1.7.1. Fully identify each subcontractor by providing the organization’s name, address, and relevant experience delivering services to San Diego County Probation staff and their immediate families.

2.1.7.2. Describe the specific services each subcontractor will provide and list the specific program requirements that will be provided by the subcontractor(s).

2.1.7.3. Describe how the services provided by the subcontractor(s) will be monitored and evaluated to ensure full compliance with the Statement of Work (SOW).

If unknown, describe how subcontractors will be solicited and selected and provide a draft schedule. Indicate the specific requirements to be met by the subcontractor. Include Statement of Work references as applicable.

2.1.7.4. If Offeror does not intend to use subcontractor(s) or partnership(s), clearly state this in the response “None.”

2.2. ORGANIZATIONAL CAPABILITY, EXPERIENCE, AND QUALIFICATIONS

2.2.1. Provide a plan for program implementation. Include a Gantt chart (or a similar type of chart), with start dates and completion dates for all the actions leading up to a fully functioning program. The chart should show actions required, strategies employed, responsibilities (persons, organizations, agencies), dependencies (actions which must be completed before subsequent actions may be initiated or completed), and milestones (significant actions and dates in the implementation) with dates in days and weeks beginning with Offeror receiving notice of award of the contract. Implementation plan should at minimum include:

2.2.1.1. Estimated hiring timeline for staff.

2.2.1.2. Estimated timeline for inventory of equipment and procurement of new equipment/supplies.

2.2.1.3. Estimated timeline for developing policies, procedures, and protocols.

2.2.2. Staffing Requirements. Describe Offeror’s plan for recruiting and maintaining qualified staff in accordance with the Statement of Work, Section 7. Include:

2.2.3. One (1) page job description for each proposed position (administrative, support, and direct service).

2.2.4. Strategy for recruiting licensed staff with required experience.

2.2.5. Staffing chart identifying program positions, requirements, and reporting responsibility.

2.2.5.1. List of available training and sample training schedule.

2.2.5.2. Bilingual Capability. Identify staff able to provide bilingual services, reference job descriptions ensuring this capability, or describe alternate methods for providing language

EMPLOYEE COUNSELING SERVICES

access.

2.2.6. Offeror’s Resume. (Please note: The information requested in this section is regarding the experience of the Offeror’s organization in providing the proposed service listed in this solicitation, and NOT the experience of the proposed staff).

2.2.7. Offeror is to provide a resume of Offeror's experience within the last five (5) years in developing and implementing the same or similar services described in Exhibit A. If Offeror does not have experience providing the same or similar services, describe Offeror’s relevant experience that demonstrates the ability to perform these services. Include the following information for up to five (5) contracts that are most recent and relevant to the services in this solicitation, beginning with the most recent, and ending with the oldest of those selected:

2.2.7.1. Dates of operation for each program.

2.2.7.2. Facility name, address, phone number, email address, director and contact person(s).

2.2.7.3. Agency for which the program(s) operated.

2.2.7.4. Target population.

2.2.7.5. Brief description of the services provided.

2.2.7.6. Annual and total contract values.

2.2.8. References: Provide three (3) references from organizations currently or previously served by the Offeror in a capacity similar to that described by the Statement of Work. NOTE: DO NOT USE SAN DIEGO COUNTY STAFF AS A REFERENCE. County staff will verify each reference. Each reference must be summarized in no more than one (1) page and include the following:

2.2.8.1. The reference organization’s name, address, phone number, and email address.

2.2.8.2. The contact person(s) representing the reference organization, including name, title, e-mail address, and phone number.

2.2.8.3. Each referenced contact must be familiar with the Offeror’s relevant experience and performance. The offeror should verify all reference contact information prior to submission.

2.2.8.4. A narrative summary of the applicable work performed, including any problems encountered, resolutions implemented, contract objectives and results achieved.

The County reserves the right to contact County departments or any other agency for which the Offeror has previously performed contracted services. The County also reserves the right to make independent inquiries to other sources not listed by the Offeror. The County may, at its sole discretion, disqualify a vendor if the required number of references is not provided or if the responses are deemed unfavorable.

An unfavorable response includes feedback from a listed or unlisted reference indicating they would not contract the Offeror again or comments that the County determines to be substantially negative or reflective of substandard service.

3. EXHIBIT 3 - COST/PRICE EXHIBIT

3.1. Submit a completed Payment Schedule.

3.1.1. Fixed price pay point unit rates shall be fully burdened/loaded rates and inclusive of all costs including but not limited to staff, benefits, training and materials, administration, supplies for each contract year.

3.1.2. Estimated annual hours to be provided are subject to change based on the needs of each unit/facility.

3.2. Confirm (YES/NO) that Offeror has sufficient reserves (cash and/or credit) to maintain the program for sixty

(60) business days.

YES ☐ NO ☐

3.3. Confirm (YES/NO) that Offeror understands that pricing will remain firm and fixed for the duration of this contract.

YES ☐ NO ☐

3.4. Confirm (YES/NO) that Offeror understands this is the only compensation Offeror will receive from the County for work performed with this contract and shall be inclusive for items not itemized in Payment Schedule.

YES ☐ NO ☐

4. EXHIBIT 4 – ACCEPTANCE OF TERMS AND CONDITIONS

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

YES ☐ NO ☐

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

Note: The Offeror will be deemed to have accepted any terms and conditions of the Contract to which it does not take exception to. The County may, as part of its evaluation process, conclude that exceptions are so numerous and/or material as to make Offeror’s response to the solicitation unacceptable.

5. EXHIBIT 5 – CONFIDENTIAL PROPRIETARY

5.1 Include any Confidential/Proprietary Information in this exhibit, in accordance with RFQ Instructions and Rules section 4.2

D. REQUIRED FORMS

(RESERVED)

EMPLOYEE COUNSELING SERVICES

E. STATEMENT OF WORK

1. SCOPE

Contractor shall provide a comprehensive employee counseling services program to San Diego County (County) Probation Department staff and their immediate families who may be experiencing a variety of emotional and/or psychological stressors. These services shall include assessments, counseling, support, and consultation. Services shall be provided by professionals experienced in working both with law enforcement agencies and a large diverse workforce. Contractor shall maximize accessibility to services for Probation employees and their immediate family.

In addition, Contractor shall provide Peace Officer Standards and Training (POST) and Standards and Training Corrections (STC) certified training.

2. BACKGROUND INFORMATION

2.1 The County recognizes that, for law enforcement agencies and related departments to function as an effective organization, it needs to support the mental and emotional health of employees and their families. Law enforcement and related work have inherent stresses that are not found in other careers.

Along with these stressors, law enforcement and related occupations intensify family-related challenges.

If not addressed in a timely and an appropriate manner, these stress factors may result in family-related problems such as divorce, an increase in stress disabilities in the workplace, or an increase in risk-related liability lawsuits. To assist with these problems, the County provides confidential psychological assistance to Probation Department employees and their immediate families through contracted employee counseling services.

2.2 Live Well San Diego Vision. San Diego County supports the Live Well San Diego vision of Building

Better Health, Living Safely, and Thriving. Live Well San Diego, developed by the County of San Diego, is a comprehensive, innovative regional vision that combines the efforts of partners inside and outside County government to help all residents be healthy, safe, and thriving. All Probation partners and contractors, to the extent feasible, are expected to advance this vision. Building Better Health focuses on improving the health of residents and supporting healthy choices. Living Safely seeks to ensure residents are protected from crime and abuse, neighborhoods are safe, and communities are resilient to disasters and emergencies. Thriving focuses on promoting a region in which residents can enjoy the highest quality of life.

Information about Live Well San Diego can be found on a website dedicated to the vision http://www.LiveWellSD.org.

2.3 Trauma-Informed System.

San Diego County is committed to being part of a Trauma-Informed System, which includes providing trauma-informed services and maintaining a trauma-informed workforce. It is an approach for engaging individuals – staff, clients, partners, and the community – and recognizing that trauma and chronic stress influence coping strategies and behavior. Trauma-informed systems and services minimize the risk of re-traumatizing individuals and/or families, and promote safety, self-care, and resiliency.

2.3.1 Trauma-Informed Principals include:

Understanding trauma and its impact to individuals;

Promoting safety;

Awareness of cultural, historical, disability, and gender issues and ensuring competence and responsiveness;

Supporting consumer empowerment, control, choice, and independence;

Sharing power and governance (e.g. including clients and staff at all levels in the development and review of policies and procedures);

Demonstrating trustworthiness and transparency;

Integrating services along the continuum of care;

Believing that establishing safe, authentic, and positive relationships can be healing;

Understanding that wellness is possible for everyone.

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3. GOAL

Contractor’s services shall reduce or eliminate the impact of stressors to individuals experiencing a variety of emotional/psychological concerns through assessments and counseling.

4. FOCUS POPULATION, SERVICE LOCATIONS, AND HOURS OF OPERATION

4.1 Focus Population.

4.1.1 Contractor. Shall support approximately 1,060 employees and their immediate family members located throughout San Diego County, Riverside County and Orange County.

4.1.2 Probation Department. Employees and their immediate family members. Services shall extend to retired Probation employees and retiree-rehire staff engaged in voluntary but active roles (e.g. chaplains, advisors, and non-active personnel for up to one year after their last day of County employment or end of active role in Probation).

4.1.3 Staff Support Services. Contractor shall provide support services to staff in Probation facilities.

4.1.4 "Immediate Family" is defined as members of the immediate household who are dependents, spouses, or domestic partners who share financial and family care taking responsibilities. Specifically, "Immediate Family" includes husband, wife, child, stepchild, brother, brother-in-law, stepbrother, sister, sister-in-law, stepsister, grandmother, grandfather, grandchild, parent, stepparent, parent-in-law, or any other person serving as a parent, or any other person living in the same household as the employee.

4.1.5 Service Location.

4.1.5.1 Contractor shall provide services at various offices located throughout San Diego County, Riverside County, and Orange County.

4.1.5.2 Contractor shall notify Probation of any changes regarding office locations.

4.2 Hours of Operation.

4.2.1 Contractor shall be available twenty-four (24) hours, seven (7) days per week for crisis assistance.

4.2.2 Contractor’s schedule shall be flexible to include day, evening, and weekend appointments.

4.2.3 Contractor shall limit office closures to any or all holidays observed by the County, as identified in the link below:

4.2.3.1 https://www.sdarcc.gov/content/arcc/home/about/countyobservedholidays.html.

4.2.3.2 Contractor shall submit for COR and/or COR designee approval an alternate schedule of holidays or closures to better reflect the needs of the community being served. Requests shall be submitted prior to the beginning of each new fiscal year.

4.3 Consultation and Training.

4.3.1 Training Locations.

4.3.1.1 San Diego Regional Training Academy

10440 Black Mountain Road San Diego, CA 92126

4.3.1.2 Probation detention facilities located throughout San Diego County

4.3.2 Contractor shall provide training at any location designated by the Probation Department, including but not limited to any of the Probation facilities or offices located throughout San Diego County.

4.4 Staff Support Clinicians.

4.4.1 Contractor shall establish regular working hours at Probation institutions.

4.4.2 Hours will be non-traditional to include nights and weekends. Schedule shall be approved by COR.

4.4.3 Staff Support Clinicians shall provide services to support Probation staff in each Probation facility identified below:

4.4.3.1 Youth Transition Campus (YTC)

Meadowlark Dr.

San Diego, CA 92123

4.4.3.2 East Mesa Juvenile Detention Facility (EMJDF)

446 Alta Rd.

San Diego, CA 92158

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5. GENERAL REQUIREMENTS FOR SERVICE DELIVERY

5.1. Coordination and Collaboration. Contractor shall coordinate and collaborate with Probation and its facilities in

San Diego County, including, but not limited to the Health and Human Services, San Diego County Office of Education, school districts, other law enforcement agencies, and members of community agencies to provide a continuum of services for staff and families.

5.2. Cultural Competence. Contractor shall participate in the County’s efforts to promote the delivery of services in a culturally competent manner to all clients, including those with limited English proficiency and diverse cultural and ethnic backgrounds, disabilities, and regardless of gender, sexual orientation, or gender identity.

5.3. Recruitment and Bilingual Staff. Contractor shall provide a Human Resource Plan that includes how Contractor shall recruit, hire and retain bilingual and culturally diverse staff, and shall provide an updated Human Resource Plan when any substantive changes have been made.

5.3.1. Contractor shall identify a process to determine bilingual proficiency of staff at a minimum in the threshold languages for the County.

5.3.2. Contractor’s services shall be culturally appropriate and offered in the client’s/family’s preferred language. When this is not possible, Contractor shall arrange for appropriate interpretation services.

5.3.3. Contractor shall ensure that all contract staff and volunteers receive a minimum of four (4) hours of cultural responsiveness training each year.

5.3.4. Contractor shall provide services that reflect the attributes of the communities and focus population served. Contractor shall document these services in case records.

5.4. Culturally and Linguistically Appropriate Services (CLAS). To ensure equal access to quality care by diverse populations, each service provider receiving funds from this contract shall adopt the federal Office of Minority Health (OMH) Culturally and Linguistically Appropriate Service (CLAS) National Standards. The National CLAS standards are available through the U.S. Department of Health & Human Services Office of Minority Health at: https://minorityhealth.hhs.gov.

5.5. Contractor shall provide toll-free telephone services linking employees to counseling services; to include hearing impaired/TDD accessibility with no limit on the number of telephone calls by employees.

5.6. Release of Information. Contractor and shall use standardized forms, as approved by the COR, consenting to the release of information for all participants receiving services to ensure the confidential exchange of information for evaluation purposes and continuity of care between providers.

5.7. Personal Identities. Contractor shall not reveal personal identities to any person or agency other than those listed on the consent form.

5.8. Data Collection & Reporting. Contractor shall provide the following reports to Probation, and contain, at minimum, the following information:

5.8.1. Monthly Status Report (MSR). Contractor shall submit a Monthly Status Report within ten (10) working days after the end of the calendar month. Contractor shall prepare the MSR for approval by the COR and/or COR designee prior to use. This report shall include:

5.8.1.1. Number of clients seen is broken down between employees and family members;

5.8.1.2. Number of hours spent conducting counseling sessions;

5.8.1.3. Number of debriefings, number of debriefing hours, location of debriefings;

5.8.1.4. Number of training classes and hours, training topic, location of training class, length of training class and name of the trainer;

5.8.1.5. Number of consultations, number of consultation hours, location of consultation including number of employee(s) and/or family member(s) per location of consultation.

5.8.1.6. Monthly total number of employee/dependent issues by category.

5.8.2. Annual Narrative. Contractor shall summarize the Monthly Status Report information and provide analysis of service, in a COR approved format, within fifteen (15) working days after the end of each contract year.

EMPLOYEE COUNSELING SERVICES

5.9. Continuous Quality Improvement. Contractor shall ensure that program management is based on principles of Continuous Quality Improvement, including the recognition that opportunities for improvement are unlimited, that the QI process shall be data driven, requiring continual measurement of clinical and non-clinical effectiveness and programmatic improvements of clinical and non-clinical processes driven by such measurements; requiring remeasurement of effectiveness and continuing development and implementation of improvements as appropriate;

and shall rely on client input.

5.10. Removal of Employees, Volunteers, or Subcontractors. Contractor shall immediately remove an employee, volunteer, intern or subcontractor from duties related to this contract if the individual’s updated clearance indicates a criminal record inappropriate to be assigned to this contract.

5.11. Accessing Criminal Justice Information.

5.11.1. In accordance with the Federal Bureau of Investigations’ (FBI) Criminal Justice Information Services

(CJIS) Security Policy, Title 28, Code of Federal Regulations, Part 20, and the California Department of Justice’s California Law Enforcement Telecommunications System (CLETS) Policies, Practices and Procedures Manual (PPP), the following must be completed and agreed to by Contractor:

5.11.1.1. Purpose. In performing its duties under this Agreement, Contractor may have access to juvenile case file information as defined by California Welfare and Institutions Code section 827 and criminal offender record information as defined by California Penal Code section 11075 and 13102, including local summary criminal offender record information (collectively, “CORI”), maintained by Probation. CORI may also include information from the California Law Enforcement Telecommunications System (“CLETS”). Collectively, these terms shall be referred to as criminal justice information (“CJI”). Accordingly, CONTRACTOR agrees to comply with the Federal Bureau of Investigations’ (FBI) Criminal Justice Information Services (CJIS) Security Policy, Title 28, Code of Federal Regulations, Part 20, and the California Department of Justice’s California Law Enforcement Telecommunications System (CLETS) Policies, Practices and Procedures Manual (PPP).

5.12. “Access” Defined. Access, or potential access, to CJI, can be in the form of electronic sharing, hardcopy documentation, verbal communication, or other forms of information sharing, as well as unescorted access to Probation’s facilities where CJI is created, stored, processed, handled, transmitted, or discussed.

5.13. Clearance Requirements. Notwithstanding section 16.21 of this Agreement, any and all of Contractor’s employees, volunteers and subcontractors of having access or potential access to information from the CJI systems must complete a fingerprinting background check conducted by Probation per CJIS section 5.12 and PPP section 1.9.2 prior to allowing unescorted access to the CJI data;

5.14. Security Control. County has the ability to set, maintain and enforce Standards for the selection, supervision and termination of personnel. This does not grant hiring/firing authority to County, only the authority to grant the CJI access to personnel who meet these standards and deny it to those who do not.

5.15. Training. All persons having access to CJI, must be trained in the operation, policies and procedures of each file that may be accessed or updated prior to accessing CJI. Training can only be provided by the CLETS subscribing agency’s certified CLETS/NCIC trainer, and must meet all the CLETS training requirements per CJIS section 5.2 and PPP section 1.8.2. Annually, provide retesting and reaffirm the proficiency of all the CJI operators, if applicable. Contractor shall complete Schedule 1.4 Training Request and send to Probation;

5.15.1. Maintenance of Training Records. Contractor shall maintain records of all training testing and proficiency affirmation in accordance with section 1.8.3.A.3 of the PPP and shall be made available for inspection, upon request by County. An individual computerized or written log must be maintained on each full access operator. Such logs may be destroyed three years after the operator is separated from the agency. Training records for less than full access operators, practitioners, administrators and other sworn/non-sworn law enforcement personnel shall be maintained on a computerized or written group log. Less than full access operator group logs shall be retained indefinitely by the agency. The examinations may be discharged upon entry of the required information in the appropriate log.

5.16. Employee/Volunteer Statement Form. Pursuant to PPP section 1.5.1, all contractor, employees, agents, volunteers and subcontractor personnel with “physical and logical” access to CJI shall sign the Employee/Volunteer Statement Form (Attachment 1) and return to Probation.

EMPLOYEE COUNSELING SERVICES

5.17. Private Contractor Management Control Agreement. In order to access facilities and areas in which CJI systems and information are contained, Contractor shall sign the Private Management Control Agreement, incorporated into this agreement, (Attachment 2).

5.18. Security Addendum. The FBI CJIS Security Addendum shall be signed and incorporated into this agreement. (Attachment 3)

5.18.1. Changes to Access. Contractor shall notify Probation of any changes in writing for employees, agents, volunteers or subcontractors assigned to this Agreement within thirty days of assignment or termination.

5.18.2. Audit Right. Each party has the responsibility and authority to monitor, audit and enforce the implementation of this agreement. Parties agree to cooperate with the other in the implementation of this agreement and to accomplish the directives for service under the provisions of this Agreement.

5.18.3. Penalties for Misuse. CJI and related data, by its very nature, is very sensitive and has potential for great harm if misused. Access to criminal offender record information and related data is therefore limited to the purpose(s) provided for in this Agreement. Misuse of the system by, among other things: accessing it without authorization; accessing it by exceeding authorization; accessing it for an improper purpose; using, disseminating or secondary dissemination of information received as a result of this contract for a purpose other than that envisioned by the contract, may subject persons to administrative criminal penalties. Such exposure for misuse includes, but is not limited to, suspension or termination of this Agreement and prosecution for state and federal crimes.

5.18.4. Reporting Requirements for Unauthorized Access. It is incumbent upon Contractor to prevent disclosure of CJI from unauthorized users throughout the duration of this Agreement and to immediate report any security breach to Probation.

5.18.5. Prison Rape Elimination Act (PREA).

5.18.5.1. CONTRACTOR shall adopt and comply with the Prison Rape Elimination Act of 2003, 34 U.S.C 30301 et seq. (PREA), any applicable PREA standards (including 28 C.F.R. 115 et seq.), and any related State law, County ordinances or Probation Department policies regarding PREA for preventing, detecting, monitoring, investigating, and eradicating any form of sexual abuse.

5.18.6. Staff. CONTRACTOR shall provide the COR with the names and email addresses of all employees, volunteers, agents, and subcontractors (“Contract Staff”) upon date of assignment or employment to provide services under this AGREEMENT. CONTRACTOR shall notify Probation in a reasonable period of time, in writing, of any changes to employees, agents, volunteers or subcontractors assigned to this AGREEMENT.

5.18.7. Background Checks. Pursuant to 28 C.F.R. 115.317(d), the County must perform a criminal background check, and consult applicable child abuse registries, before enlisting the services of any contractor, its employees, volunteers, subcontractors or agents who may have contact with residents.

5.18.8. Training. Such PREA standards also require that all contract employees, volunteers, agents, and subcontractors who have contact with residents under this AGREEMENT receive training pursuant to 28 C.F.R. 115.332 prior to performing services under this AGREEMENT. CONTRACTOR shall provide Probation with documentation confirming that all volunteers, officers, employees, agents, and subcontractors understand the training they have received.

5.18.9. Monitoring. CONTRACTOR acknowledges that, in addition to self-monitoring requirements, the County will monitor CONTRACTOR’S compliance with PREA, any applicable PREA standards, and County ordinances or Probation Department policies relating to sexual abuse and may conduct announced and/or unannounced compliance monitoring to include “on-site” monitoring.

5.18.10. Damages. CONTRACTOR agrees that it will pay any and all evaluation and treatment costs arising from sexual abuse of residents by CONTRACTOR’S employees, volunteers, subcontractors or agents, as required by applicable laws and regulations including, but not limited to, Title 28 of the Code of Federal Regulations, sections 115.382 and 115.383.

5.18.11. Termination. Failure to comply with PREA, including PREA Standards and County PREA policies, may result in termination of the AGREEMENT. If the County determines that a PREA violation contributes to the curtailment of an essential service or poses an immediate threat to life, health or property, County may terminate the AGREEMENT immediately upon issuing oral or written notice to the CONTRACTOR without any prior notice or opportunity to cure.

EMPLOYEE COUNSELING SERVICES

6. STAFFING REQUIREMENTS

6.1. Contractor shall have a minimum of five (5) years of experience providing employee assistance counseling services to employees working in a law enforcement environment.

6.2. Employee Counseling Services.

6.2.1. Contractor shall provide one (1) primary and one (1) back-up California licensed behavioral health clinician to respond to events occurring in the County. Minimum qualifications for staff include:

6.2.1.1. Licenses to practice counseling in the State of California.

6.