REQUEST FOR QUOTES (RFQ) 13418

DEPARTMENT OF REGISTRAR OF VOTERS

ROV COMMUNITY-BASED VOTER OUTREACH & EDUCATION

NOVEMBER 3, 2026, STATEWIDE GENERAL ELECTION SERVICES

October 2, 2026

A. KEY INFORMATION

1. The County of San Diego is seeking quotes from firms interested in providing Community-Based Voter Outreach & Education Services (“Offerors”).

2. The County anticipates awarding multiple contracts for services to support voter outreach and education for the November 3, 2026, Statewide General Election.

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 Jose Sandoval, Sr. Procurement Contracting Officer, jose.sandoval@sdcounty.ca.gov

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

Event Description Date and Time (San Diego Time) Questions due October 6, 20206, prior to 5:00 p.m.

Quotes due October 12, 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) 13418

REGISTRAR OF VOTERS

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 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.

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 - QUALIFICATIONS QUESTIONNAIRE (PASS/FAIL)

The County intends to award multiple contracts based on each proposer’s voter outreach and education plan and associated budget, with individual award amounts not to exceed $25,000. The County reserves the right to issue awards exceeding $25,000 depending on the number of applications received and approved by the Registrar of Voters (ROV).

If the number of responsive proposals exceeds available funding, the County may award contracts to the proposers that present the strongest outreach and education plans aligned with the Scope of Work.

2.1 Offeror acknowledges and accepts the program requirements, including:

2.1.1 Conducting non‑partisan voter outreach and education to encourage early voting;

2.1.2 Implementing culturally competent outreach using trusted messengers;

2.1.3 Providing factual information on how, when, and where to vote early;

2.1.4 Complying with all restrictions, including prohibition on partisan activities and exclusion of food, beverages, and overhead costs.

YES ☐ NO ☐ (Disqualifying)

2.2 Offeror attests that it is a non‑partisan 501(c)(3) organization.

2.3 Offeror certifies that all voter outreach and education activities will remain strictly non‑partisan and will not include, reference, or engage any candidate, campaign, proposition, or measure.

2.4 Offeror acknowledges that project funding is one‑time and can only be used for voter outreach and education related to the November 3, 2026, Statewide Election.

2.5 Offeror attests that it is not receiving funding or support from any public official, political campaign, proposition committee, or local measure committee.

YES ☐ Offeror is receiving funding/support (Disqualifying)

NO ☐ Offeror is NOT receiving funding/support

2.6 Offeror confirms that it has experience conducting outreach to one or more of the following priority populations.

Check all that apply below:

2.6.1 Limited‑English‑Proficient communities ☐

2.6.2 Veterans or military populations ☐

2.6.3 Seniors ☐

2.6.4 College students ☐

2.6.5 Residents of detention facilities ☐

2.6.6 Disability communities ☐

2.6.7 LGBTQ+ communities ☐

2.6.8 Low‑propensity, hard‑to‑reach, or low‑income voters ☐

2.7 Confirm that Offeror confirms it has read, understands, and accepts the Statement of Work (SOW) in its entirety.

YES ☐ NO ☐

2.7.1 If Offeror does not agree to the SOW as stated, “NO”: Offeror shall provide a marked, redline version of the SOW with proposed alternative language and a brief explanation supporting each change. 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.

3. EXHIBIT 3 - PROGRAM/TECHNICAL EXHIBIT

3.1 Submit a Voter Outreach and Education Plan including goals; formal strategy plan; target population(s); project timeline; number of outreach, education and engagement activities; anticipated number of registered voters impacted; geographic area(s) where outreach and engagement activities will be conducted (e.g., community name, zip code, county district); and anticipated impacts.

4. EXHIBIT 4 - COST/PRICE EXHIBIT

4.1 Based on your proposed Voter Outreach and Education Plan, submit an itemized budget for the funds requested.

4.2 Total Amount Requested: $_____________________________________

5. EXHIBIT 5 – ACCEPTANCE OF TERMS AND CONDITIONS

5.1 Confirm acceptance “YES/NO” of the County of San Diego’s Draft Agreement:

5.1.1 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.

5.2 Confirm acceptance “YES/NO” of the County of San Diego’s Exhibit B Insurance Requirements:

5.2.1 If “NO,” provide a detailed list of exceptions to the insurance requirements, the nature of its concern, and what requirements the Offeror is willing to accept.

Note: The Offeror will be deemed to have accepted any insurance requirements 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.

6. EXHIBIT 6 – CONFIDENTIAL PROPRIETARY

6.1 Include any Confidential/Proprietary Information (if applicable) in this exhibit, in accordance with RFQ Instructions and Rules section 4.2

Representative’s Name: ___________________________________________

Job Title: ______________________________________________________

Organization Name: ______________________________________________

Signature: ______________________________________________________

Date: __________________________________________________________

D. REQUIRED FORMS

(RESERVED)

E. STATEMENT OF WORK

1. Background Information

1.1 The County of San Diego Registrar of Voters (ROV) is the County’s election official responsible for conducting all federal, state, county, city, school and special district elections. The mission of the ROV is to conduct voter registration and voting processes with the highest level of professional election standards, including accountability, security and integrity, thereby earning and maintaining public confidence in the electoral process. San Diego County has a current active registered voter population of more than 2 million voters.

1.2 The ROV has received one-time funding from the State of California under Provision 2 of Item 0890-101-0001, Chapter 21, Statutes of 2026 (SB 111) to support voter outreach and education for the November 3, 2026, Statewide General Election.

1.3 The ROV is allocating approximately $200,000 of its Provision 2 funds to contract with non-partisan, community-based 501(c)(3) organizations to conduct voter outreach and education encouraging early voting among San Diego County registered voters.

2. Scope of Work/Purpose

2.1 Contractor shall provide responsive messaging to conduct community-based voter outreach and education program(s) to engage San Diego County voters and encourage early voting. The purpose of the contract is to mobilize San Diego County registered voters with respect to the benefits of submitting ballots before the November 3, 2026, Election.

2.2 The ROV is looking to contract with non-partisan, community-based 501(c)(3) organizations that have deep connections to the communities they serve and significant on-the-ground, culturally competent engagement.

Culturally competent engagement is the use of knowledge of unique, dynamic cultural values to respectfully and effectively engage with people from diverse cultural backgrounds.

2.3 The organization should have prior established trust and credibility within their communities, which allows for more effective engagement. The organization shall develop and implement community appropriate, accessible outreach, and voter education activities designed to increase awareness and use of early voting options for the November 3, 2026, Election in San Diego County.

2.4 Activities may include, but are not limited to:

2.4.1 Community workshops, informational sessions, or presentations;

2.4.2 Outreach through trusted messengers and community leaders;

2.4.3 Distribution of non-partisan educational materials related to the November 3, 2026, Statewide Election;

2.4.4 Language-accessible voter information dissemination to encourage voters to vote early;

2.4.5 Digital, radio, or print outreach media campaigns.

2.5 This project may include the distribution of nonpartisan public-engagement materials designed to encourage eligible voters to participate in early voting. These materials will emphasize the convenience, accessibility, and reduced wait-times associated with casting a ballot ahead of Election Day, helping ensure that individuals can engage in the electoral process with confidence and minimal disruption to their schedules. The contractor will produce clear, user-friendly content that supports a smooth and efficient voting experience for the community.

2.6 All outreach materials must be strictly non-partisan and focus solely on factual voter and election information, including how, when, and where to vote early. Factual voter and election information are available on SDVOTE.com and in Attachment A.

2.7 The following items are restricted:

2.7.1 Food and beverages, including alcohol.

2.7.2 Any indirect rate or overhead costs distributed to administrative support services.

3. Target Population and Geographic Area

3.1 Target Population: Organizations may propose outreach to any San Diego County community, with priority consideration for active registered voters who are:

3.1.1 Limited-English Proficiency in Arabic, Farsi, Hindi, Hmong, Indonesian, Japanese, Khmer, Korean, Laotian, Somali, Thai, Chinese, Filipino, Vietnamese and Spanish;

3.1.2 Veteran & Military;

3.1.3 Seniors;

3.1.4 College students;

3.1.5 Residing at a detention facility;

3.1.6 Disability Communities;

3.1.7 LGBTQ+ Communities;

3.1.8 Low-propensity voters with a focus on hard-to-reach and low-income populations.

3.2 Geographic Area: The Contractor shall provide services to the County of San Diego area.

4. Media Placement/Media Buys (if applicable)

4.1 Place advertisements using cost-effective media buying strategies.

4.2 Advertisements should not be placed next to any political articles or advertisements.

5. Funding

5.1 The funding available from the State of California under Provision 2 of Item 0890-101-0001, Chapter 21, Statutes of 2026 (SB 111) is approximately $200,000.

5.2 The County intends to award multiple contracts based on each proposer’s voter outreach and education plan and associated budget, with individual award amounts not to exceed $25,000. The County reserves the right to issue awards exceeding $25,000 depending on the number of applications received and approved by the Registrar of Voters (ROV).

5.3 If the number of responsive proposals exceeds available funding, the County may award contracts to the proposers that present the strongest outreach and education plans aligned with the Scope of Work.

5.4 This is one-time funding limited to voter outreach and education to support early voting for the November 3, 2026, Statewide Election in San Diego County.

6. Applicant Requirements

6.1 Applicants must:

6.1.1 Be a non-partisan 501(c)(3) organization.

6.1.2 Acknowledge that the funding is one-time and limited to voter outreach and education to encourage registered voters to vote early before the November 3, 2026, Statewide Election.

6.1.3 Submit a Voter Outreach and Education Plan including goals; formal strategy plan; target population(s);

project timeline; number of outreach, education and engagement activities; anticipated number of registered voters impacted; geographic area(s) where outreach and engagement activities will be conducted (e.g., community name, zip code, county district); and anticipated impacts.

6.1.4 Submit an itemized budget for the funds requested.

6.1.5 Certify that voter outreach and education activities will remain strictly non-partisan. No activity should include, reference, or engage any active candidate running for elective office, or a state proposition or local measure, or public official.

7. Deliverables

7.1 Contractor shall complete and submit the following documents to the ROV:

7.1.1 Status updates as requested by the ROV.

7.1.2 A final report summarizing number of outreach, education and engagement activities conducted;

number of registered voters impacted; geographic area(s) where outreach and engagement activities were held (e.g., community name, zip code, county district); and outcomes achieved.

7.1.3 Any unanticipated or additional accomplishments.

7.1.4 Challenges and/or Lessons Learned.

7.1.5 Copies of voter outreach and education materials created and/or used (if applicable).

7.1.6 Documentation of activities completed to meet the goals and objectives (if applicable).

7.1.7 All documents are due to the ROV by December 4, 2026.

7.1.8 Documents should be mailed to:

County of San Diego ROV ATTN: Executive Office 5600 Overland Ave., Suite 100 San Diego, CA 92123

8. County Responsibilities

8.1 The ROV will:

8.1.1 Review, evaluate and select applicants.

8.1.2 Provide official voter education materials (see Attachment A) and election resources.

8.1.3 Offer guidance to ensure non-partisan compliance.

8.1.4 Monitor progress and receive deliverables.

F. PAYMENT SCHEDULE

Based on your proposed Voter Outreach and Education Plan, submit an itemized budget for the funds requested.

Total Amount Requested: $_____________________________________

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.

COUNTY CONTRACT NUMBER [#CONTRACT NUMBER]

AGREEMENT WITH [#CONTRACTOR’S NAME] FOR [#SERVICES TO BE PROVIDED]

Minor Services Template rev 4/15/2026 v2.0

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 A-1 [# include Contractor’s offer including final revisions as Exhibit A-1 where applicable;

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; Fourth (4th) Exhibit C; and [# remove if not used] Fifth (5th) Exhibit A-1.

2. Contractor: [#Insert Contractor’s name]

3. Services: [#Insert services to be provided]

4. Agreement Term. This Agreement shall begin on the date of the last signature below and end upon completion and County acceptance of all deliverables under this Agreement.

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”).

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”).

#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.

iii. Signage Requirements. Contractor shall display signage at each public entrance of the County Facility or facility where Contractor provides services to the public on behalf of the County, consistent with the requirements for signage to be posted at County Facilities as set forth in Section 970 of the San Diego County Code of Administrative Ordinances.

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. Contractor shall ensure that any such software, website, mobile application, or component thereof meets the WCAG 2.1, level AA accessibility standards, unless a higher standard of accessibility is required by federal or California law. Contractor must notify the County of significant updates affecting accessibility.

20. Religious Activity Prohibited. There shall be no religious worship, instructions, or proselytization as part of or in connection with the performance of this Agreement.

21. Contractor Permits and License. Contractor certifies that it possesses and shall continue to maintain or shall cause to be obtained and maintained, at no cost to County, all approvals, permissions, permits, licenses, and other forms of documentation required for it and its Workforce to comply with all existing foreign or domestic statutes, ordinances, and regulations, or other laws, that may be applicable to performance of services hereunder. The County reserves the right to reasonably request and review all such applications, permits, and licenses prior to the commencement of any services hereunder.

22. Offshore Prohibition. Except where Contractor obtains the County’s prior written approval, Contractor shall perform the work of this Agreement only from or at locations within the United States. Any County approval for the performance of work outside of the United States shall be limited to the specific instance and scope of such written approval, including the types of work and locations involved. Notwithstanding the foregoing, this Section shall not restrict the country or countries of origin of any assets purchased to provide the work hereunder; provided that when such assets are used to provide the work, such assets shall be used only from or at locations within the geographic boundaries of the United States.

23. Equal Opportunity. Contractor shall comply with federal and State equal employment opportunity laws, including, but not limited to, the provisions of Title VII of the Civil Rights Act of 1964 in that it will not discriminate against any individual with respect to their compensation, terms, conditions, or privileges of employment nor shall Contractor discriminate in any way that would deprive or intend to deprive any individual of employment opportunities or otherwise adversely affect their status as an employee because of such individual’s race, color, religion, sex, national origin, age, handicap, medical condition, sexual orientation or marital status.

24. Non-Discrimination. Contractor shall ensure that services and facilities are provided without regard to ethnic group identification, race, color, nation origin, creed, religion, age, sex, physical or mental disability, political affiliation or marital status in accordance with applicable laws, including, but not limited to, Title VI of the Civil Rights Act of 1964 (42 U.S.C 2000d), Section 162 (a) of the Federal-Aid Highway Act of 1973 (23 U.S.C 324), Section 504 of the Rehabilitation Act of 1973, The Civil Rights Restoration Act of 1987 (P.L. 100-209), Executive Order 12898 (February 11, 1994), Executive Order 13166 (August 16, 2000), Title VII of the Civil Rights Act of 1964 (42 U.S.C. 2000-e), the Age Discrimination Act of 1975 (42 U.S.C. 6101), Article 9.5, Chapter 1, Part 1, Division 2, Title 2 (Section 11135, et seq.) of the California Government Code, Title 9, Division 4, Chapter 6 (Section 10800, et seq.) of the CCR and California Dept. of Social Services Manual of Policies and Procedures (CDSS MPP) Division 121.

25. Hazardous Materials. Contractor shall comply with all Environmental Laws and all other laws, rules, regulations, and requirements regarding Hazardous Materials, health and safety, notices, and training. Contractor agrees that it will not store any Hazardous Materials at any County facility for periods in excess of ninety (90) days or in violation of the applicable site storage limitations imposed by Environmental Law. Contractor agrees to take, at its expense, all actions necessary to protect third parties, including, without limitation, employees and agents of the County, from any exposure to Hazardous Materials generated or utilized in its performance under this Agreement. Contractor agrees to report to the appropriate governmental agencies all discharges, releases, and spills of Hazardous Materials that are required to be reported by any Environmental Law and to immediately notify the County of it. Contractor shall not be liable to the County for the County’s failure to comply with, or violation of, any Environmental Law.

As used in this Section, the term “Environmental Laws” means any and all federal, state, or local laws or ordinances, rules, decrees, orders, regulations or court decisions (including the so-called “common law”), including, but not limited to, the Resource Conservation and Recovery Act, relating to hazardous substances, hazardous materials, hazardous waste, toxic substances, environmental conditions or other similar substances or conditions.