rfq_13335-revision 1.pdf

REQUEST FOR QUOTES (RFQ) 13335

LAND USE & ENVIRONMENT GROUP

TRIBAL CULTURAL HUMILITY TRAINING

August 11, 2026

A. KEY INFORMATION

1. The County of San Diego is seeking quotes from firms interested in providing Tribal Cultural Humility Training (“Offerors”).

2. The County anticipates a contract term of an initial (base) period of one (1) year with an Option to Extend for up to six months at an anticipated amount between $80k-$100k for the initial period.

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 Fernando Aparicio, Procurement Contracting Specialist, (Fernando.Aparicio@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)

Pre-Quote Conference August 19, 2026 at 12:00 p.m. PST Questions due August 24, 2026 prior to 5:00 p.m. PST Quotes due September 10, 2026 prior to 5:00 p.m. PST

6. Pre-Quote Conference. The County will hold a pre-quote conference by Video/Teleconference using the Microsoft

Teams platform on the Date and Time listed in the Schedule. To participate, join the virtual conference at https://teams.microsoft.com/meet/243489458087653?p=RPqAR4ZDOMbF2CpKNz. The County will provide an overview of the RFQ process and may provide a program/technical overview and other information. Attendance at the pre-quote conference is encouraged but not mandatory.

7. Questions:

7.1. 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.

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

8. Table of Contents:

A. Key Information B. RFQ Instructions and Rules C. Submittal Items D. Required Forms

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 MILLER

ASSISTANT DIRECTOR

https://sdbuynet.sandiegocounty.gov/ https://teams.microsoft.com/meet/243489458087653?p=RPqAR4ZDOMbF2CpKNz

COUNTY OF SAN DIEGO – REQUEST FOR QUOTATIONS (RFQ) 13335

E. Statement of Work F. Payment Schedule G. Draft Agreement

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:

https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html

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 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.

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.

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

C. SUBMITTAL ITEMS

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

Answers and narrative provided in response to Exhibit 2 should not exceed 15 pages, excluding this Questionnaire form.

2.1 Qualifications and Experience

2.1.1 Provide resumes for all key personnel proposed for the work as described in Exhibit A- Statement of Work. (These documents will not be included in the page limit.)

2.1.2 Copy and paste the table below and confirm (YES/NO) if the Offeror has experience with the following:

Scope of Work (SOW) section reference Yes No

Developing and implementing equitable and culturally informed engagement and action plans 4.1, 8.1

Administering participatory benefits through coordination and distribution tracking. 4.2, 8.2

Creating interactive prerecorded online content including preproduction, production (filming) and post-production 4.3, 8.3

Managing projects, maintenance of a detailed project budget, and adherence to a project schedule 7.1, 8.1

Subcontracting or partnering with small, community-based organizations and local businesses and/or working as a subcontractor or consultant to a larger contractor

7.5

2.1.2.1 If yes to any of the above, please describe experience. If yes to development of materials, please include examples of materials such as videos, engagement plans, and project schedules. (Examples of materials do not count toward submission page limit).

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf

2.1.3 Copy and paste the table below and confirm (YES/NO) if the Offeror has subject matter expertise in the following:

Yes No

Tribal engagement and relationship building with local Tribes 4.1, 4.2, 8.1, 8.2 Accessible and culturally appropriate curriculum and trainings 4.3, 4.4, 7.4, 8.3, 8.4 Adult learning theory application in curriculum and content design 8.3.1.2.7 Online training software expertise, preferably Articulate Rise 360 software 8.3.3.1

2.1.3.1 If yes to any of the above, please describe subject matter expertise.

2.1.4 Copy and paste the table below and confirm (YES/NO) if the Offeror has experience establishing and/or leveraging collaborative partnerships with the following:

Yes No

Federally-recognized Tribal Governments in the San Diego Region (Tribes) 5.2, 7.4.1, 8.3

Local county and city Governments 5.1

2.1.4.1 If yes to any of the above, please describe experience.

2.2 Program Delivery

2.2.1 Describe the Offeror’s program design and/or strategy to achieve the goals, objectives and requirements of Exhibit A – Scope of Work (SOW), including a description of:

2.2.1.1 Program design for each Objective in the SOW, including methodology.

2.2.1.2 How the Online Training will be designed through engagement with Tribes, as referenced in SOW section 8.1.

2.2.1.3 Approach to administration and implementation of Participatory Benefits, as referenced in SOW section 8.2.

2.2.1.4 If Offeror plans to subcontract or partner with other organizations, a description of proposed subcontractors/partners and how Offeror will leverage and engage in collaborative relationships with these entities to perform services related to this agreement.

2.3 Implementation Timeline

2.3.1 Provide a brief implementation timeline identifying key tasks and deliverables to complete all objectives within the contract.

2.4 Equity and Sustainability

2.4.1 Equity. Describe how equity and trauma informed approaches will be applied throughout project activities, including cultural responsiveness, language access, engagement practices, and accessibility, as referenced in SOW sections 7.4.1, 7.4.2, 7.4.3, 7.6, and 7.7.4.

2.4.2 Sustainability. Describe how sustainability measures will be implemented during the contracting period, including use of environmentally preferable materials, compliance with Policy B-67, and any future actions to be taken to reduce environmental impact, as referenced in SOW section 7.7.1, 7.7.2, 7.7.3, and 7.7.5.

3. EXHIBIT 3 - COST/PRICE EXHIBIT

3.1 Submit a completed Payment Schedule. (See Exhibit C Payment Schedule for required format).

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. Scope of Work/Purpose The County of San Diego (County) centers community in our actions, decisions, and relationships by integrating values of equity and belonging into our processes, programs, and policies. The County recognizes that Tribal communities have significant cultural practices and connections to place(s) in the San Diego region and have a complex history of marginalization and erasure. The purpose of this effort is to develop and coordinate the logistics for one (1) interactive prerecorded digital Tribal Cultural Humility training (Training) and two (2) Supplemental Resources (collectively, the Work) for County Staff that:

• Foster shared understanding of the San Diego regions’ eighteen federally recognized Tribes represented by seventeen independent sovereign Tribal Governments (Tribes)

• Increase effective engagement with Tribes

• Enhance future cross-governmental County and Tribal relationships

2. Background

San Diego County is home to more Tribal Governments than any other county in the United States. The County operates on lands originally stewarded by the Indigenous people of these nations. Tribal communities have historically been underrepresented in County initiatives impacting the region and are a largely misunderstood and underserved population.

In 2021, the Board of Supervisors acted to strengthen Tribal relationships between the County and Tribes and established a Tribal Community Liaison position (Tribal Liaison) to foster cross-governmental partnerships and advance inclusion efforts. In 2025, the County established an internal Tribal working group for County Staff across departments to streamline processes, centralize data and resources, and support Tribal engagement activities. This internal working group identified educational resources as one of the top priorities needed to support County work with Tribes.

Additionally, Tribes have requested from local agencies, including the County, to institute cultural humility trainings to improve engagement practices and reduce stakeholder fatigue.

The Training and Supplemental Resources would offer County Staff shared language and common understandings of local Indigenous identity and Tribal sovereignty in the context of engagement with Tribes. Improvements to Tribal relationships will result in increased empathy, compassion, and continue an intentional evolution from performative gestures to commitments and actions.

3. Goals

3.1. Increase County Staff’s fundamental understandings of Tribes through educational tools and resources.

3.2. Demonstrate respect and acknowledge the value of lived experience by equitably engaging Tribes to ensure content accuracy and cultural sensitivity.

3.3. Support long-term fellowship between County Staff and Tribes by strengthening channels for collaboration.

4. Objectives

Contractor shall achieve the following objectives during the contract period:

4.1. Engagement and Action Plan: Create an Engagement and Action Plan that demonstrates thorough, equitable, and culturally informed Tribal participation and engagement in the development of the Work. Specifics of the Action Plan will be implemented throughout the contract activities. (See Section 8.1 and Attachment 1 for Sample Engagement and Action Plan).

4.2. Participatory Benefits Coordination and Administration: Support engagement of Tribal Contributors for development of Training and Supplemental resources by administering Participatory Benefits – supports and/or incentives to reduce barriers to participation and affirm the value of knowledge and lived experience shared. (See Section 8.2).

4.3. Online Training: Produce an interactive prerecorded Training not to exceed 20 minutes for County staff that centers lived experiences of Tribes. (See Section 8.3).

4.4. Supplemental Resources: Develop one (1) Pronunciation Guide and one (1) Introductory Video (not to exceed 3 minutes) to support best practices for County Staff engagement with Tribes that may be used as both internal and public-facing tools as determined by the County. (See Section 8.4).

5. Focus Population and Geographic Area

5.1. Focus Population: County staff, approximately 20,000 people, across all departments within the four Business Groups (i.e., Finance & General Governance Group, Health & Human Services Agency, Land Use & Environment Group, and Public Safety Group) (County Staff). County Staff serve in a broad range of roles with varying levels of understanding of the Training subject matter.

5.2. Geographical Service Areas: San Diego County and Tribal Governments within San Diego County.

6. Definitions

6.1. Cultural Humility: A practice of self-reflection on how one’s own background and the background of others impacts teaching, learning, research, creative activity, engagement, leadership, etc.

6.2. Contracting Officer’s Representative (COR): The County employee responsible for ongoing contract monitoring, processing of invoices, and serves as the primary point of contact with the contractor.

6.3. Learning Management System (LMS): An online training mechanism used by the County to manage, track, and deliver educational programs and resources to County Staff.

6.4. Tribal Contributor(s): Representative(s) selected by a Tribe, who actively participates in the development of the Work.

6.5. Tribal Sovereignty (Sovereignty): The inherent authority of Tribes to govern themselves within the borders of the United States. Recognition as a sovereign nation consists of control over its own laws and resources, while maintaining a special legal and political relationship with the United States government. This sovereignty is rooted in historical treaties, court rulings, and the United States Constitution.

6.6. Trauma-Informed: An approach for Tribal community engagement consisting of understanding and addressing the impact of deeply distressing past life experiences on individuals, families, and communities, emphasizing the importance of cultural humility, recognition of signs and symptoms of re-triggered distress, and responding with empathy and integrated knowledge.

7. General Requirements for Service Delivery

7.1. Project Management

7.1.1. Contractor shall be responsible for overarching project management, specific task tracking, delivery approach, deliverables, maintenance of a detailed project budget, and adherence to a Project Engagement and Action Plan as outlined in Section 8.1, including schedule and timeline mutually established by the Contractor and Contracting Officer’s Representative (COR).

7.1.2. Contractor shall provide administrative support to the County to organize and facilitate meetings with Tribes across San Diego County.

7.2. Meetings and Resources

7.2.1. Contractor shall schedule virtual project check-in meetings with the COR to meet project objectives.

Meeting schedule and details to be outlined and discussed in the Project Engagement and Action Plan defined in Section 8.1.

7.2.2. Contractor shall provide virtual meeting applications, URLs, equipment, and Promotional Materials necessary for community events/meetings and project check-in meetings to meet objectives and deliverables.

7.2.3. Contractor shall provide all facilities, facility management, supplies, and other resources necessary to meet contract objectives and deliverables.

7.3. Media and Communications, Project Materials, Publications, Presentations, and Surveys (Promotional Material)

7.3.1. Contractor shall submit a complete version of any/all Promotional Material for review and preapproval by the COR prior to dissemination.

7.3.2. Contractor shall ensure that all Promotional Material identify that services are supported under contract with the County, such as by use of County provided logo and/or funding statement.

7.3.3. Contractor shall furnish native files for Promotional Material to COR as requested.

7.3.4. The County may request printed copies of Promotional Material to supplement the digital versions.

Requested printed copies must meet or exceed requirements defined in Section 7.7.3.

7.4. Cultural Responsiveness/Sensitivity, Trauma Informed, and Multilingual Access

7.4.1. Contractor shall demonstrate cultural responsiveness and cultural humility in project design and in all interactions with Tribes and County Staff, ensuring all engagement activities are respectful, trauma‑informed, and grounded in equity.

7.4.2. Contractor shall ensure project activities recognize and value the lived experiences, cultural knowledge, and sovereignty of Tribes.

7.4.3. Contractor shall identify project staff that can provide multilingual/multicultural services, including translation of materials and simultaneous interpretation at events, to individuals who need or prefer to communicate in a language other than English. If there is no Contractor staff that can perform this function, Contractor shall identify project staff that can facilitate provision of multilingual/multicultural services to individuals by establishing alternate methods to ensure that language appropriate services are available.

7.5. Subcontractors/Consultants

7.5.1. The County of San Diego is committed to the successful participation of small-local businesses in accordance with the County’s Board Policy B-53: Small-Local Business Policy (SLBP). Contractor is encouraged to subcontract or partner with small-local businesses in implementation of this Contract, when appropriate, and upon review and approval by the COR.

7.5.2. Contractor shall request County review and pre-approval of all subcontracts or consultant agreements, per Services Agreement Section 2.4, and provide copies of the related signed subcontracts within thirty

(30) days after the effective date of the subcontracts.

7.6. Accessibility

7.6.1. Contractor shall ensure digital and physical deliverables are designed for accessibility, and comply with applicable accessibility standards for County, state, and federal requirements. County digital standards are available at: https://www.sandiegocounty.gov/content/sdc/cto/digital-experience-standards.html.

7.7. Sustainability Requirements

7.7.1. Contractor is encouraged to use an approach in alignment with the County’s commitment to a sustainable environment and environmental stewardship. The County’s environmental stewardship priorities include reducing or diverting solid waste, reducing electricity and water usage, reducing greenhouse gas emissions, reducing stormwater pollution, and reducing the use of hazardous substances.

7.7.2. Contractor’s environmental practices shall comply with applicable federal, state, and local environmental requirements.

7.7.3. Contractor shall prioritize environmental sustainability in materials and processes, including using recycled paper with at least 30% post-consumer content and soy-based inks, for all County requested print materials. Contractor shall prioritize purchasing guidance as stated in County Board Policy B-67:

Environmentally Preferable Procurement for all procurement activities related to this contract.

7.7.4. In the performance of this Agreement, Contractor shall conduct its programs, policies, and activities that affect human health or the environment in a manner that ensures the fair treatment of people of all races, https://codelibrary.amlegal.com/codes/san_diego/latest/sandiego_board/b_53__small__local__business__policy_(_s_l_b_p) https://www.sandiegocounty.gov/content/sdc/cto/digital-experience-standards.html https://codelibrary.amlegal.com/codes/san_diego/latest/sandiego_board/b_67__environmentally__preferable__procurement https://codelibrary.amlegal.com/codes/san_diego/latest/sandiego_board/b_67__environmentally__preferable__procurement cultures, and income levels, including minority populations, low-income populations, and other vulnerable populations and communities.

7.7.5. Contractor shall ensure digital and physical deliverables are designed for long-term usability and maintainability.

8. Specific Requirements for Service Delivery

8.1. Engagement and Action Plan (Action Plan). Contractor shall develop an Action Plan, with an initial working draft to be submitted to the COR for review and preapproval within the first (30) thirty days of the contract. See Attachment 1 for Sample Engagement and Action Plan. The Action Plan shall detail, but is not limited to, the following:

8.1.1. Project schedule and timeline mutually established by the Contractor and COR.

8.1.2. Meeting schedule with milestone review.

8.1.3. Basic steps, lead staff, and primary point of contact for conducting contract activities as outlined in

Sections 8.2-8.4.

8.1.4. Project services to be provided by outside organizations/partners as subcontractors or consultants, when appropriate.

8.1.5. Description of methods and partnership list to ensure every Tribe has the opportunity to participate in

The Work through collaborative and equitable partnerships and engagement.

8.1.6. Proposed content review process with Tribes.

8.1.7. Outline of proposed Participatory Benefits and administration process.

8.1.8. The Action Plan shall be a working document, to be updated and submitted to the COR with the Monthly

Progress Report defined in Section 9.1. All deliverables in the Sections below are to be submitted in accordance with the Action Plan.

8.1.9. Deliverables: (1) Action Plan 100% complete with all County feedback addressed to the satisfaction of the COR.

8.2. Participatory Benefits (Benefits). Contractor shall administer the disbursement of Participatory Benefits to Tribes as outlined in the Engagement and Action Plan and pre-approved by COR.

8.2.1. Benefits Coordination. Contractor shall manage Benefits disbursement, exclusion/debarment review of recipients, any necessary tax documentation, tracking of Benefits distribution to Tribes, and submittal of tracking and fiscal documentation to the COR.

8.2.2. Recipients cannot be listed on the Federal Suspension & Debarment or Exclusion Lists. See Services Agreement Section 12.16 for details.

8.2.3. Benefits Disbursement Tracking. Contractor shall:

8.2.3.1. Maintain documentation of distributions made and methods used, including purchase receipts.

8.2.4. Deliverables: (1) Monthly submittal of distribution tracking and documentation.

8.3. Tribal Cultural Humility Online Training (Training). Contractor shall develop one (1) 15-20-minute interactive prerecorded digital Training that is compatible with the County’s online Learning Management System (LMS) infrastructure and integrated multimedia elements. Training development shall consist of:

8.3.1. Preproduction. In consultation with Tribal Contributors and COR, Contractor shall develop the preliminary Training Outline and Storyboard, and revise as needed for accuracy and cultural appropriateness.

8.3.1.1. Training Outline. Content shall not exceed ten pages and shall include:

8.3.1.1.1. Proposed key learning objectives and Training topics. Topics may include but are not limited to Tribes’ history, Tribal Sovereignty, Land Acknowledgment practices, contemporary issues, and best practices for tribal engagement.

8.3.1.1.2. Fundamental principles that support shared understanding and Tribal engagement.

This may include indigenous worldviews, historical context, Land

Acknowledgment practices, Tribal Government structures, and/or Trauma- Informed engagement approaches.

8.3.1.1.3. Draft Cultural Humility self-reflection questions for Training participants.

8.3.1.1.4. Draft interview questions for Tribal Contributors.

8.3.1.1.5. Draft bibliography and resources list for further learning, including real-world examples that demonstrate successful Tribal-County relationships.

8.3.1.2. Storyboard. Contractor shall incorporate the Training Outline content described in Section

8.3.1.1 into a sequenced visualization of key Training elements that include but are not limited to:

8.3.1.2.1. At minimum, representation from each of the Kumeyaay/Diegueño, Payómkawichum/ Luiseño, Cahuilla, and Kuupangaxwichem/Cupeño Nations within San Diego County.

8.3.1.2.2. Introduction, orientation, and purpose of the Training.

8.3.1.2.3. Proposed Training order and placement of modular content, such as interviews with Tribal Contributors and other videos, still images, interactive elements, and graphic illustrations.

8.3.1.2.4. Suggested length of each modular content. Final determination to be made with

COR.

8.3.1.2.5. Suggested script for voiceover content.

8.3.1.2.6. Suggested filming and photography locations for creation of modular content, with access approvals in writing as applicable.

8.3.1.2.7. Multiple interactive elements for adult learning, such as pre- and post-quizzes, Cultural Humility self-reflection questions, follow along clicks, and matching definitions to enhance user engagement and align with adult learning principles.

8.3.2. Production. Contractor shall use Preproduction material described in Section 8.3.1 to conduct in-person visually recorded interviews with Tribal Contributors and compile other video, still images, and additional visual elements and voiceover audio recordings as needed, for use in the Training and Supplemental Resources. Activities shall include but are not limited to:

8.3.2.1. Schedule and conduct audio-visually recorded interviews and audio voiceover recordings with Tribal Contributors on Training topics. Sufficient video and audio footage is to be recorded to adequately address Training topics and Supplemental Resources.

8.3.2.2. Compile and/or create visual representations of Training topics such as video B-roll, still images, and graphic illustrations.

8.3.2.3. Provide draft/raw and edited video footage, voiceover audio recordings, still images, and graphic representations to Tribal Contributors and COR throughout the contract period for review and feedback.

8.3.2.4. Obtain participatory consent from Tribal Contributors and reference document use approvals in writing prior to use for all content to be used by the County.

8.3.3. Postproduction. Contractor shall complete all necessary tasks to finalize Training that consist of, but are not limited to:

8.3.3.1. Use of Articulate Rise 360 software, or other transferable software to develop LMS Course with preapproval by COR.

8.3.3.2. Final edits of modular content developed in Section 8.3.2. including but not limited to color corrections and audio production.

8.3.3.3. Inclusion of audio-visual video, still images, graphic illustrations, interactive elements, other visual elements, and audio voiceover into Training.

8.3.3.4. Final edits on bibliography and resources list for further learning.

8.3.3.5. Ensure Accessibility, Usability, and Sustainability of the LMS.

8.3.3.5.1. Design a user-friendly platform accessible across multiple devices (e.g., computers, tablets, and smartphones) compliant with Web Content Accessibility Guidelines (WCAG) 2.1

8.3.3.5.2. Develop guidelines for the County to update content, incorporate feedback, and maintain LMS relevance in the long-term.

8.3.3.5.3. Provide accessibility features, including closed captions, translations, and screen-reader compatibility. Create and edit closed captioning with review by Tribal Contributors.

8.3.4. Pilot Testing. Contractor shall:

8.3.4.1. Conduct pilot testing with selected County employees and Tribes.

8.3.4.2. Gather feedback and make necessary adjustments.

8.3.4.3. Review average Training completion timing with COR and adjust final content as needed.

8.3.5. Deliverables: (1) Training Outline with all County feedback addressed to the satisfaction of the COR;

(2) Training Storyboard with all County feedback addressed to the satisfaction of the COR; (3) Training 25% complete for County review, consisting of raw footage of visually recorded interviews, draft still images and graphic representations, and consent documentation from Tribal Contributors and access approvals for filming/photography locations; (4) Training 50% complete for County review, consisting of a working Training prototype with integration of modular content and interactive elements; (5) Training 75% complete for County review, consisting of all postproduction tasks including transference of Training to LMS system or similar staging environment, testing of accessibility features, and review of content for timing specifications, and pilot testing; and (6) Training 100% complete with all County feedback addressed to the satisfaction of COR. Determination of percentage completion is at the discretion of the COR.

8.4. Supplemental Resources. Contractor shall coordinate engagement with Tribal Contributors and develop two (2) additional resources for County staff to support the integration of the Training content. Resources shall include:

8.4.1. One (1) pronunciation guide that includes spelling, phonetic pronunciation, and audio clips of key names and terms for each Tribe and cultural group.

8.4.2. One (1) 2-3-minute promotional video for the Training using existing footage and other materials not included in the Training with theme preapproved by COR.

8.4.3. Deliverables: (1) Pronunciation guide 100% complete with all County feedback addressed to the satisfaction of COR; and (2) Promotional video 100% complete with all County feedback addressed to the satisfaction of COR.

9. Data Collection and Reporting Requirements

9.1. Contractor shall submit to the COR a monthly progress report and invoice in a County-approved format on the 15th of the month following the end of the contract month with the exception of the June invoice, which shall be submitted in accordance with the fiscal year-end deadline communicated by the COR. Monthly submittals to include the following, as appropriate:

9.1.1. Monthly Progress Report of ongoing project activities and outcomes, such as successes, best practices, and lessons learned. The monthly report shall be cumulative by the end of each contract year.

9.1.2. Invoice and supporting documentation, when applicable, per the Exhibit C Payment Schedule, in a County-approved format. Signed invoices shall be submitted via email to the COR.

9.1.3. Updated Engagement and Action Plan

9.1.4. Participatory Benefits Tracking and Disbursement Documentation.

https://www.w3.org/TR/WCAG21/ https://www.w3.org/TR/WCAG21/

Attachment 1-Sample Engagement and Action Plan

Project Name: Project Manager (PM):

Project Period (all tasks must be completed by xx/xx): Last Plan Revision Date:

• Description of methods and partnership list to ensure every Tribe has the opportunity to participate in The Work through collaborative and equitable partnerships and engagement. (1-2 paragraphs)

• Content review process with Tribes. (1-2 paragraphs)

• Outline of Participatory Benefits and administration process

• If applicable, proposed subcontractors or consultants and their role(s):

SOW Task & Deliverable Timeline Lead staff(s)/Point of contact

Comments/Notes Completion Target

Actual Completion

8.3.1.1 Training Outline (10-pages max) In consultation with Tribal Contributors and COR, Contractor shall develop the preliminary Training Outline and revise as needed for accuracy and cultural appropriateness. Content shall not exceed ten pages and shall include:

8.3.1.1.1 Proposed key learning

objectives and Training topics. Topics may include but are not limited to Tribes’ history, Tribal Sovereignty, Land Acknowledgment practices, contemporary issues, and best practices for tribal engagement.

8.3.1.1.2 Fundamental principles that

support shared understanding and Tribal engagement. This may include indigenous worldviews, historical context, Land Acknowledgment practices, Tribal Government structures, and/or Trauma-Informed engagement approaches.

8.3.1.1.3 Draft Cultural Humility self-

reflection questions for Training participants.

8.3.1.1.4 Draft interview questions for

Tribal Contributors.

8.3.1.1.5 Draft bibliography and

resources list for further learning, including real-world examples that demonstrate successful Tribal-County relationships.

Milestones and meeting schedule:

Other Notes:

Timeline Person(s)

Responsible Comments/Notes Completion Target

Actual Completion

8.3.1.2. Training Storyboard. Contractor shall incorporate the Training Outline content described in Section 8.5.1.1 into a sequenced visualization of key Training elements that include but are not limited to:

8.3.1.2.1 At minimum, representation from

Kumeyaay/Diegueño, Payómkawichum/ Luiseño, Cahuilla, and Kuupangaxwichem/Cupeño Nations within San Diego County.

Confirmed participants:

8.3.1.2.2 Introduction, orientation, and

purpose of the Training.

8.3.1.2.3 Proposed Training order and

placement of modular content, such as interviews with Tribal Contributors and other videos, still images, interactive elements, and graphic illustrations.

8.3.1.2.4 Suggested length of each modular

content. Final determination to be made with COR.

8.3.1.2.5 Suggested script for voiceover

content.

8.3.1.2.6 Suggested filming and

photography locations for creation of modular content, with access approvals in writing as applicable.

8.3.1.2.7 Multiple interactive elements for

adult learning, such as pre- and post-quizzes, Cultural Humility self-reflection questions, follow along clicks, and matching definitions to enhance user engagement and align with adult learning principles.

Xx/xx Training Storyboard consisting of order sequences of modular content, interactive elements, and draft script sent to County for review

Responsible Comments/Notes Completion Target

Actual Completion

8.3.2 Production. Contractor shall use Preproduction material described in Section 8.3.1 to conduct in-person visually recorded interviews with Tribal Contributors and compile other video, still images, and additional visual elements and voiceover audio recordings as needed, for use in the Training and Supplemental Resources. Activities shall include but are not limited to:

8.3.2.1 Schedule and conduct audio-

visually recorded interviews and audio voiceover recordings with Tribal Contributors on Training topics. Sufficient video and audio footage is to be recorded to adequately address Training topics and Supplemental Resources.

8.3.2.2 Compile and/or create visual

representations of Training topics such as video B-roll, still images, and graphic illustrations.

8.3.2.3 Provide draft/raw and edited

video footage, voiceover audio recordings, still images, and graphic representations to Tribal Contributors and COR throughout the…