rfq_13330_packet.pdf

REQUEST FOR QUOTES (RFQ) 13330

DISTRICT ATTORNEY’S OFFICE

CASE MANAGEMENT SYSTEM (CMS) MODERNIZATION TECHNICAL ASSISTANCE

August 4, 2026

A. KEY INFORMATION

1. The County of San Diego is seeking quotes from firms interested in providing Case Management System (CMS) Modernization Technical Assistance (“Offerors”).

2. The County anticipates a contract term of an initial (base) period through August 31, 2027, with two (2) 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 any material change to the solicitation, including changes to the Questions due date, or Quote due date.

Event Description Date and Time (San Diego Time) Questions due August 10, 2026 prior to 5:00 p.m.

Quotes due August 18, 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) 13330

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.

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.

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 10.1.1 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 10.1.1 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 10.1.3 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.

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

10.1 and 10.2 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

C. SUBMITTAL ITEMS

Offeror’s narrative response to these Submittal Items shall be no more than five (5) pages, excluding required forms, disclosures, resumes, references, sample work products, financial information, pricing, and other supporting materials submitted as attachments. Attachments may support the narrative response but shall not replace the required narrative responses or extend the response beyond the stated page limitation.

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 Confirm (YES/NO) the Offeror has read, understands, and accepts the Statement of Work (SOW).

YES ☐ NO ☐

2.1.1 If NO, provide a marked-up redline version of the SOW that provides applicable alternative language with an explanation to support any alternative standards/language being proposed. Failure to specifically reject a proposed requirement(s) will be deemed an acceptance of such requirement.

2.2 Provide a brief description, in no more than three (3) pages and provide an attachment to the questionnaire, demonstrating Offeror’s understanding of Exhibit A, Statement of Work (SOW), and Offeror’s proposed approach to meeting the SOW requirements.

2.3 The response should be specific enough to demonstrate Offeror’s understanding, methodology, and professional judgement, but should not merely restate the SOW or provide only a general statement of compliance.

2.4 Provide a concise description of the services Offeror proposes to provide and describe Offeror’s experience delivering services similar in size, scope, and complexity to those described in Exhibit A, Statement of Work.

2.5 Describe any experience supporting technical requirements or solicitation development and related market analysis, vendor or solution assessment, or evaluation support for public-sector or complex enterprise technology initiatives.

2.6 Confirm (YES/NO) the Offeror possesses a minimum of five (5) years of experience in providing strategic information technology consulting services to government agencies, directly or as a subcontractor.

☐ YES ☐ NO

If YES, please describe the relevant experience.

2.7 Confirm (YES/NO) the Offeror possesses a minimum of five (5) years of experience evaluating, advising, or supporting software development lifecycle practices, application modernization, or comparable modernization efforts for complex information technology systems.

2.8 Confirm (YES/NO) the Offeror possesses a minimum of five (5) years of experience evaluating, advising on, or supporting Development Security Operations, cybersecurity, CJIS or comparable compliance considerations, or related security practices for complex information technology environments.

2.9 Provide a minimum of three (3) business references for contracts or engagements of similar size, scope, and complexity to the services described in Exhibit A, Statement of Work. Each reference should include:

• Reference organization’s name, address, and phone number.

• Contact person’s name, title, phone number, and email address.

• Brief description of services provided.

• Contract term or engagement duration.

• Description of implementation process, key deliverables, and outcomes.

The County reserves the right to contact listed references, County departments, or any other agency or organization for which Offeror has previously provided services. The County also reserves the right to make its own inquiries to other sources for which services have been performed but are not listed. The County may, at its sole discretion, determine whether an Offeror does not meet the required qualifications if reference responses are unfavorable or reflective of substandard service.

3. EXHIBIT 3 - COST/PRICE EXHIBIT

3.1 Submit a completed Payment Schedule.

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)

E. STATEMENT OF WORK

1. OVERVIEW

The San Diego County District Attorney’s Office (SDCDA) seeks professional consulting services to support planning and procurement activities for the modernization of its Case Management System (CMS). The selected Contractor shall assist SDCDA with developing a Request for Information (RFI), reviewing market information received through the RFI process, and preparing materials to support a future Request for Proposal (RFP) for the modernization of its case management system that can most efficiently and effectively serve SDCDA’s needs and support long-term technological advancements and interoperability with other law enforcement systems. This initiative also includes, but is not limited to, code conversion, process re-engineering of existing business workflows, the evaluation of cloud hosting options, and upgrades to CMS databases to enhance performance and facilitate future integration with Artificial Intelligence (AI).

SDCDA currently operates a client-server-based Case Management System (CMS) environment that includes a PowerBuilder application interface, a Microsoft SQL relational database, and Network Attached Storage (NAS) for case-related data. The CMS platform and its supporting infrastructure are managed by the SDCDA’s internal Information Technology team.

The modernization effort may include consideration of application modernization, code conversion or redevelopment, workflow and business process improvement, system integrations, database and performance considerations, cloud hosting options, cybersecurity, CJIS-related compliance considerations, and future technology readiness.

2. GENERAL REQUIREMENTS

The Contractor shall perform the services described in this SOW in coordination with SDCDA to support CMS modernization planning, RFI development, and future RFP activities.

2.1 Project Coordination

Contractor shall coordinate with the SDCDA Project Manager or designee to establish and maintain the engagement approach, schedule, communication process, SDCDA review points, and deliverable expectations. The Contractor shall provide updates regarding work status, open items, risks, decisions needed, and deliverable progress. Communication, status updates, and routine meetings necessary to perform the services described in this SOW shall be included in Exhibit C pricing and shall not be billed separately.

2.2 Discovery and Stakeholder Engagement

The Contractor shall review information provided by SDCDA and conduct discovery activities to understand SDCDA’s CMS modernization objectives, current environment, operational considerations, and procurement planning needs.

2.2.1 The Contractor shall assist with stakeholder engagement as requested or approved by SDCDA and document information gathered to support RFI development and future RFP activities.

2.2.2 The Contractor shall develop an RFI for CMS modernization to obtain market information relevant to SDCDA’s planning and future RFP activities. The Contractor shall revise the RFI based on SDCDA feedback and provide the final RFI in editable format for SDCDA’s procurement use.

2.2.3 The Contractor shall review information received in response to the RFI and prepare a summary of relevant market information for SDCDA’s review. The summary shall identify information relevant to SDCDA’s CMS modernization planning, procurement strategy, and future RFP activities.

2.3 RFP Development Support

The Contractor shall develop a Statement of Work for a future Request for Proposal (RFP) for CMS modernization services. The Contractor shall develop related RFP support materials requested by SDCDA, including requirements summaries, evaluation-related materials, technical exhibits, or other supporting documents.

2.3.1 The Contractor shall revise assigned work products based on SDCDA feedback and provide final versions in editable format unless otherwise approved by SDCDA.

2.3.2 The Contractor shall develop an evaluation model with key evaluation criteria and definitions, weighting, and scoring calculations.

2.4 Contractor shall complete the following tasks:

2.4.1 Review all relevant CMS system documentation and technical artifacts.

2.4.2 Analyze the current technology environment to identify considerations for modernization.

2.4.3 Conduct stakeholder interviews to gather requirements, constraints, and success criteria, as necessary during the RFP process.

2.4.4 Draft a detailed RFP Statement of Work (SOW) for the CMS modernization project, defining the following elements at a minimum:

2.4.4.1 Project Scope and Objectives

2.4.4.2 Target Infrastructure Architecture

2.4.4.3 Target Security Architecture

2.4.4.4 Code Conversion Plan, including conversion approach with phasing

2.4.4.5 Project Management Plan with deliverables and acceptance criteria

2.4.4.6 Project schedule and milestones

2.4.4.7 Applications and System Integrations Approach

2.4.4.8 Data Migration Plan

2.4.4.9 Business Continuity and Disaster Recovery Plan

2.4.4.10 Requirements for service delivery, including a test plan

2.4.4.11 Resource and skills requirements

2.4.4.12 Risk assessment and mitigation strategies

2.4.4.13 Criminal Justice Information Services (CJIS) certification requirements

2.4.4.14 Service Level Agreements (SLA)

2.4.5 Evaluate and provide feedback on system design, workflow configuration, and/or implementation expertise as needed during the RFP process.

2.4.6 Present the draft SOW for review and incorporate feedback into final version

2.5 The Contractor may be required to provide subject matter expertise during the RFP code conversion project and identify opportunities to support and discuss SDCDA’s initiatives that may impact the service delivery framework or any aspect of the SDCDA’s operational capacity.

3. SPECIFIC SERVICE DELIVERY REQUIREMENTS

3.1 Deliverables

The Contractor shall provide the following deliverables unless otherwise directed by SDCDA:

3.1.1 Engagement approach, schedule, or other project coordination materials.

3.1.2 Status updates or meeting materials

3.1.3 Discovery and stakeholder engagement summary

3.1.4 RFI in editable format reflecting SDCDA feedback

3.1.5 RFI response and market information summary

3.1.6 Draft RFP Statement of Work for CMS modernization project in editable format

3.1.7 Final RFP Statement of Work reflecting SDCDA feedback in editable format.

3.1.8 Summary presentation of key findings, recommendations, and next steps related to RFI and future

RFP planning.

3.2 Schedule

The Contractor shall perform the work in accordance with a schedule approved by SDCDA.

3.2.1 The Contractor shall notify SDCDA of issues that may affect the approved schedule and shall identify options for addressing schedule impacts. Any material change to the approved schedule shall require SDCDA approval.

3.3 Deliverable Review and Acceptance

The Contractor shall submit deliverables to the SDCDA Project Manager or designee for review. SDCDA may accept deliveries, request revisions, or identify deficiencies requiring correction.

A deliverable will be considered acceptable when it:

3.3.1 Addresses the applicable requirement or task in this SOW

3.3.2 Is complete, organized, and suitable for SDCDA review and use

3.3.3 Reflects SDCDA feedback, if revisions were requested

3.3.4 Is provided in the required format, and is suitable for the applicable RFI, RFP, planning, briefing, or procurement support purpose.

Acceptance of a deliverable does not waive SDCDA’s right to require correction of errors, omissions, or inconsistencies discovered after acceptance, provided such correction is within the scope of this SOW.

4. CONTRACTOR QUALIFICATIONS

The Contractor shall possess the experience and qualifications necessary to perform the services described in this SOW. At a minimum, the Contractor shall demonstrate experience in:

4.1 CJIS or comparable compliance considerations, or related security practices for complex information technology environments

4.2 Experience supporting technical requirements or solicitation development, vendor or solution assessment, evaluation support, or comparable public-sector or enterprise technology initiatives.

4.3 Communicating effectively with government leadership, technical staff, business stakeholders, and procurement personnel.

4.4 Contractor shall provide personnel with the skills, availability, and experience necessary to complete the engagement.

4.5 Contractor shall possess a minimum of five (5) years of experience:

4.5.1 Providing strategic IT consulting, serving government agencies, directly or as a subcontractor.

4.5.2 Evaluating Software Development Lifecycle, Development Security Operations and delivering actionable recommendations to clients.

4.5.3 Evaluating, designing, and implementing complex Information Technology (IT) systems.

4.5.4 Consultant shall possess knowledge of industry best practices related to:

4.5.5 DevOps, Automation, and Continuous Integration and Continuous Delivery (CI/CD)

Implementation

4.5.6 Cloud Architecture and Engineering

4.5.7 Cloud Migration and Application Modernization

4.5.8 Cloud Governance, Security, and Cost Management

4.5.9 Infrastructure as Code (IaC)

4.5.10 Serverless and Event-Driven Architecture Development

4.5.11 Providing Technical Training

4.5.12 Enterprise Scale Deployment

4.5.13 AI-assisted Development Framework

4.5.14 Consultant shall be adept in conducting efficiency studies, performing cost benefit analyses, and assessing organizational risk, cost, and value.

4.5.15 Consultant shall demonstrate strong communication and collaboration skills with government officials and business stakeholders.

5. SECURITY, CONFIDENTIALITY, AND ACCESS

Contractor shall comply with all applicable County, SDCDA, security, confidentiality, and access requirements.

5.1 Contractor shall not access production CMS data, criminal justice information, or other restricted information unless such access is approved by SDCDA and necessary to perform the services described in this SOW.

5.2 Contractor personnel requiring access to an access-controlled SDCDA area may be required to complete California Law Enforcement Telecommunications System (“CLETS”) training before such access is granted.

5.3 If Contractor personnel require access to production case management data or other criminal justice information, Offeror personnel will be required to complete and pass Criminal Justice Information Services (“CJIS”) background checks or other applicable access requirements before such access is granted.

5.4 Contractor shall protect all County information received during the engagement and shall use such information only to perform the services described in this SOW.

5.5 Contractor will be required to successfully complete California Law Enforcement Telecommunications System (CLETS) training prior to any work performed within an access-controlled DAO area.

5.6 Contractor will be required to complete and pass Criminal Justice Information Services (CJIS) background checks for all staff requiring access to production case management data in performance of duties identified within this SOW.

F. PAYMENT SCHEDULE

1. Contractor shall be compensated based on the rates identified in the Payment Schedule for services authorized by the County. All services authorized by the County shall be reimbursed at a fully-burdened fixed cost rate. Fully-burdened rate is inclusive of all wages, benefits, supervision & administration, transportation (travel), and incidentals for accomplishing the requested service. No other costs shall be compensated to Contractor.

2. Contractor shall provide documentation for successful completion for each pay point/milestone/deliverable in the Payment Schedule and shall bill for each pay point upon SDCDA acceptance of the deliverable(s) for that milestone. SDCDA will provide Contractor with written notice of acceptance or non-acceptance.

3. Service delivery requirements and specifications shall be completed no later than August 31, 2027, for the initial (base) term, and by August 31st of each subsequent option one-year term, unless approved by Contracting Officer’s Representative (COR), designee, or amendment.

4. Invoice shall be sent via email to DAFiscal@SanDiegoDA.gov

Initial Term: Date of Award – August 31, 2027

Pay Point Milestone/Deliverable Total Cost

Initial Term: Date of Award – August 31, 2027

1 Project Timeline and Reports $

2 Request for Information (RFI) Development $

3 Request for Information (RFI) Analysis $

4 Request for Proposal (RFP) SOW Development $

5 Evaluation Model $

6 Proposal Review Support, Analysis, and Evaluation $

County Option 1: September 1, 2027 – August 31, 2028

7 Continued CMS modernization, technical assistance and procurement support $

County Option 2: September 1, 2028 – August 31, 2029

8 Continued CMS modernization, technical assistance and procurement support $

TOTAL

G. DRAFT AGREEMENT

The County’s contract with the successful Offeror(s) will be based upon the following Draft Agreement, structured as follows:

Draft Agreement

Exhibit A – Statement of Work Exhibit B – Insurance Requirements Exhibit C – Payment Schedule

Exhibits A (Statement of Work) and C (Payment Schedule) will be added during contract finalization. Offerors will be deemed to have accepted the Draft Agreement and Statement of Work, except where Offeror has taken clear exception in its quote in accordance with and when provided for in the Submittal Items.

This agreement (“Agreement”) is made and entered into effective as of the date of the last signature on the signature page by and between the County of San Diego, a political subdivision of the State of California (“County”) and [# enter full title of legal entity, type of entity and location (e.g. “a Delaware corporation,” “a California limited liability company”), located at (complete address)] (“Contractor”). For valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows:

1. Agreement. The Agreement shall consist of:

This document, Exhibit A Statement of Work, Exhibit B Insurance Requirements, and Exhibit C Payment Schedule.

In the event of a conflict between any provisions of this Agreement, the following order of precedence shall govern: First (1st) this document; Second (2nd) Exhibit B; Third (3rd) Exhibit A; and Fourth (4th) Exhibit C.

2. Contractor: _____

3. Services: Case Management System (CMS) Modernization Technical Assistance

4. Agreement Term. The initial term of this Agreement shall begin on the date of the last signature below and end on August 31, 2027 (“Initial Term”).

Option to Extend. The County shall have the option to extend the term of this Agreement for two (2) increments of one (1) year (each an “Option Period”), for a total of two (2) years beyond the expiration of the Initial Term, not to exceed August 31, 2029.

This option shall be automatically exercised unless County notifies Contractor in writing not less than thirty (30) days prior to an Option Period that the County does not intend to extend the Agreement.

Options to Extend for One to Six Additional Months at End of Agreement. County shall also have the option to extend the term of this Agreement, in one or more increments, for a total of no less than one (1) and no more than six (6) calendar months (“Incremental Options”). The County may exercise each Incremental Option by providing written notice to Contractor no fewer than fifteen (15) calendar days prior to expiration of this Agreement. The rates in effect at the time an Incremental Option is exercised shall apply during the term of the Incremental Option.

5. Standard of Performance. Contractor shall, in good and workmanlike manner and in accordance with the highest professional standards, at its own cost and expense, furnish all of the labor, technical, administrative, professional and all other personnel, all supplies and materials, equipment, printing, transportation, training, facilities, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by County, necessary or proper to perform and complete the work and provide the services required of Contractor by this Agreement.

6. Payment. Pursuant to Exhibit C, and other applicable provisions of this Agreement, County agrees to pay Contractor a sum not to exceed [# write out amount] ($######) (“Maximum Agreement Amount”). Furthermore, compensation for the Initial Term and any Option Periods shall not exceed the amounts shown for the Initial Term or that Option Period showing in Exhibit C.

Payment terms are, unless otherwise specified by County, thirty (30) days from the later of: (i) performance of work under the Agreement entitling Contractor to payment, or (ii) County receipt of a correct and substantiated invoice. Payment shall be deemed to have been made on the date that County submits electronic payment or mails a warrant or check.

7. Sales and Use Tax. On invoices, Contractor shall show any sales or use tax as separate items, giving permit number authorizing collection of use tax. Contractor shall deduct any cash discount before computing sales or use Tax.

8. Contracting Officer. The Director of the Department of Purchasing and Contracting or designated Department of Purchasing and

Contracting official is the contracting officer for this Agreement (“Contracting Officer”).

9. Notices. Notice to either party shall be in writing and personally delivered; sent by certified mail, postage prepaid, return receipt requested; or emailed to the County’s or Contractor’s representative designated below (or such party’s authorized representative).

Any such notice shall be deemed received by the party (or such party’s authorized representative) on the earliest of the date of personal delivery, three (3) business days after deposit in the U.S. Mail, or upon sending of an email from which an acknowledgement of receipt has been received other than an out of office, unavailable, or undeliverable reply.

FOR COUNTY: FOR CONTRACTOR:

#Name and Title #Address #Address #Phone and email

Above contact is designated as the Contracting Officer’s Representative for this Agreement (“COR”).

N #Name and Title #Address #Address #Phone and email

10. Compliance with Laws. Contractor shall at all times perform its obligations hereunder in compliance with all applicable federal, State, and local laws, rules, and regulations, current and hereinafter enacted, including facility and professional licensing and/or certification laws, and keep in effect any and all licenses, permits, notices and certificates as are required. Contractor shall further comply with all laws applicable to wages and hours of employment, occupational safety, and to fire safety, health and sanitation.

11. County Policies and Requirements. Without limiting section 10 above, Contractor shall specifically comply with the following, as applicable:

a. Board of Supervisors Policy A-79, Interlocking Directorates

b. Board of Supervisors Policy A-120, Zero Tolerance for Fraudulent Conduct in County Services

c. Board of Supervisors Policy B-67, Environmentally Preferable Procurement

d. Board of Supervisors Policy C-25, County of San Diego Drug and Alcohol Use Policy

e. Section 32.801, et seq. of the San Diego County Code of Regulatory Ordinances, Prohibitions of AIDS Discrimination

f. Article IIIk (Section 84, et seq.) of the San Diego County Administrative Code, Affirmative Action Program for Vendors

g. Section 21.2701, et seq. of the San Diego County Code of Regulatory Ordinances, San Diego County Fair Chance Ordinance

12. Contractor Adherence to Sections 965 through 971 of the San Diego County Code of Administrative Ordinances. Contractor shall specifically comply with the following requirements, as applicable:

a. Definitions.

i. For purposes of this Section, all capitalized terms shall have the meaning assigned to such terms in Section 966 of the San Diego County Code of Administrative Ordinances.

b. County Confidential Information.

i. Confidentiality. Contractor agrees to maintain data relating to any Protected Personal Activity and/or Protected

Personal Characteristics (“County Confidential Information”) received or obtained pursuant to the obligations under this Contract, if any, confidential, and shall not share and/or transmit such information to any third party including, without limitation, any governmental agency, unless required to do so pursuant to federal, state, or local law or as necessary to perform the obligations of Contractor pursuant to this Contract. Contractor agrees to include these requirements in any subcontract related to the performance of this Contract. The obligation to maintain County Confidential Information confidential and private shall survive the expiration or earlier termination of this Contract.

c. Due Process and Safety in County Facilities.

i. Prohibition on Access for Federal Law Enforcement, Out-of-State Law Enforcement, and Private Parties Acting

Under Color of Law Enforcement Authority. Contractor shall not provide access to any Non-Public Area of a County Facility, or facility where Contractor provides services to the public on behalf of the County, to any Federal Law Enforcement Agency Personnel, Out-of-State Law Enforcement Personnel, or a Private Party Acting Under the Color of Law Enforcement Authority for the purpose of carrying out Law Enforcement Activities where the alleged criminal activity is a Protected Personal Characteristic and/or a Protected Personal Activity (“Facility Access”), except as expressly permitted pursuant to Section 967 of the San Diego County Code of Administrative Ordinances.

ii. Notice of Facility Access. Contractor shall provide the COR with notice within two (2) hours of any Facility Access, as defined in the preceding section.

13. Use of Artificial Intelligence. Contractor shall comply with Board Policy A-140, Artificial Intelligence Board Policy. Without limiting the foregoing, Contractor shall disclose any artificial intelligence (AI) functionality (as defined in Board Policy) embedded in products or services provided under this Agreement and ensure that all AI systems are used in accordance with County standards for security, privacy, and ethical practices. Contractor shall implement human oversight for any AI-generated outputs to be used in the County’s official capacity and maintain transparency by clearly attributing AI-generated content.

Contractor shall support the retrieval and export of prompts, outputs, and training details upon County request. Contractor shall not use AI systems for prohibited purposes, including fully automated decisions without meaningful human oversight, covert tracking, social scoring, or behavioral manipulation. The County reserves the right to inspect AI system usage and require modifications or cessation of use if compliance risks are identified. Any changes to AI functionality or features during the term of this Agreement shall be in compliance with this clause and be reported in writing to the Contracting Officer’s Representative prior to implementation.

14. Subcontractor Reporting. Contractor shall provide periodic reports to the County of amounts paid under this Agreement to subcontractors and whether each subcontractor qualifies as a Small-Local Business as defined in Board Policy B-53. Such reports shall be submitted to the COR using the “Subcontractor Data Collection Form (PC613)” located at https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC613_dpc_Subcontractor_Data.xlsx or as otherwise directed by County. Reports shall be aligned with the County’s Fiscal Year, with a mid-year report of data through December 31 submitted by February 15, and a full Fiscal Year report submitted by July 15.

15. Small-Local Business Preference. If this Agreement resulted from a solicitation where Contractor claimed Small-Local Business status in its response per section 405 of the San Diego County Administrative Code, Contractor shall perform a commercially useful function (as that term is defined in Board Policy B-53 Small-Local Business Policy) throughout the term of this Agreement.

16. Small-Local Business Subcontractor Participation. If this Agreement resulted from a solicitation containing Small-Local Business

Subcontractor Participation Requirements as set forth in Board Policy B-53, such requirements and Contractor’s submitted forms are incorporated herein by reference to the extent not included as an exhibit to this Agreement. Contractor shall make all commercially reasonable efforts to comply with all such requirements, including meeting the Percent of Utilization on Contractor’s Small-Local Subcontractor Utilization Plan. Contractor shall maintain a rate of Small-Local Business utilization throughout the term of this Agreement that is reasonably in alignment with the progress of the Agreement (e.g., term, utilization, deliverables). Contractor shall provide to County, upon request, documentation sufficient to verify Contractor’s compliance with such requirements.

If in County’s determination, Contractor is not in compliance with all Small-Local Business Subcontractor Participation Requirements, County may take corrective action, which may include (i) requiring Contractor to submit a corrective action plan acceptable to County detailing actions the Contractor will take to fulfill its requirements and/or (ii) withholding of payments to Contractor equivalent to the amount of the underutilization. Such corrective actions shall be in addition to any other remedies the County may have under this Agreement or at law or equity.

17. Political Activities Prohibited. None of the funds, provided directly or indirectly, under this Agreement shall be used for any political activities or to further the election or defeat of any candidate for public office. Contractor shall not utilize or allow its name to be utilized in any endorsement of any candidate for elected office. Neither this Agreement nor any funds provided hereunder shall be utilized in support of any partisan political activities, or activities for or against the election of a candidate for an elected office.

18. Lobbying. Contractor agrees to comply with the lobbying ordinances of the County (including sections 23.101, et seq. of the

County Code of Regulatory Ordinances) and assure that its subcontractors’ employees, volunteers, officers, agents, consultants, and subcontractors (“Workforce”) complies before any appearance before the County Board of Supervisors. Except as required by this Agreement, none of the funds provided under this Agreement shall be used for publicity or propaganda purposes designed to support or defeat any legislation pending before State and federal legislatures, the Board of Supervisors of the County, or before any other local governmental entity. This provision shall not preclude Contractor from seeking necessary permits, licenses and the like necessary for it to comply with the terms of this Agreement.

19. Americans With Disabilities Act (ADA) 1990. Contractor shall not discriminate against qualified people with disabilities in employment, public services, transportation, public accommodations and telecommunications services in compliance with the Americans with Disabilities Act (ADA), the California Fair Employment and Housing Act (FEHA), and California Administrative Code Title 24.

a. Without limiting the foregoing paragraph, Contractor shall ensure that any public-facing software, website, mobile application, or web content related to County services, programs, or actions meets all requirements under federal and California law for accessibility to persons with disabilities.