RFQ_EARNED_INCOME_TAX_CREDIT_(EITC)_COORDINATION_SERVICES.pdf

REQUEST FOR QUOTES (RFQ) 13324

DEPARTMENT OF HOMELESS SOLUTIONS AND EQUITABLE COMMUNITIES

EARNED INCOME TAX CREDIT (EITC) COORDINATION SERVICES

September 15, 2026

A. KEY INFORMATION

1. The County of San Diego is seeking quotes from firms interested in providing Earned Income Tax Credit (EITC) Coordination Services (“Offerors”).

2. The County anticipates a contract term of an initial (base) period of one (1) year, with one (1) 1-year option 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 Joshua Blandino, Procurement Specialist (Joshua.Blandino@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 5, 2026 prior to 5:00 p.m.

Quotes due October 14, 2026 prior to 3:00 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 MILLER

ASSISTANT DIRECTOR

https://sdbuynet.sandiegocounty.gov/

COUNTY OF SAN DIEGO – REQUEST FOR QUOTATIONS (RFQ) 13324

DEPARTMENT OF STRATEGY AND COMMUNITY ENGAGEMENT

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:

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

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.

5.5. When evaluating Offeror’s quote, the County will appropriately consider the proposed purchase, acquisition, or use of goods, products, and materials produced in the United States, in accordance with 2 CFR § 200.322.

Offeror should include information relevant under section 200.322 in its quote in order to be considered for such preference during evaluation.

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

Offeror’s response to these Submittal Items shall be no more than fifteen (15) pages, excluding attachments, job descriptions, resumes, references, etc.

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

2A – Experience

2.1 Confirm (YES/NO) that the Offeror has experience providing free tax preparation services to eligible individuals and families and coordinating the work of Volunteer Income Tax Assistance (VITA) volunteers as described in the Scope of Work.

YES NO

2.1.1 If YES, describe Offeror’s experience working with:

2.1.1.1 The Earned Income Tax Credit (EITC) Coalition of San Diego County

2.1.1.2 Low-to-moderate income individuals and households

2.1.2 If NO, describe how Offeror will provide the services described in the Scope of Work despite not having this experience and how this experience will be obtained.

2.2 Confirm (YES/NO) that the Offeror has experience providing the same or similar services as described in the Statement of Work including but not limited to coordinating and preparing for stakeholder (internal and external) meetings, outreach and engagement, establishing and leveraging partnerships, data collection, analysis and reporting, recruiting volunteers and utilizing social media platforms.

YES NO

2.2.1 If YES, describe Offeror’s experience with:

2.2.1.1 coordinating and convening meetings

2.2.1.2 conducting outreach and engagement

2.2.1.3 establishing and leveraging partnerships

2.2.1.4 collecting, analyzing and reporting data

2.2.1.5 recruiting volunteers and interns

2.2.1.6 utilizing social media 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

2.3 Provide the following:

2.3.1 A staffing chart that describes the Offeror’s program approach and identifies program staff positions (by name and title, if known) and reporting responsibility.

2.3.2 Job descriptions for staff who will be working directly on this project.

2.3.3 Resumes of staff who will be working directly on this project. In-kind staff should be included.

2.4 Confirm (YES/NO) that the Offeror has experience with developing and coordinating presentations and workshops.

YES NO

2.4.1 If YES, describe Offeror’s experience developing and coordinating trainings, including:

2.4.1.1 How many years of experience Offeror has developing materials.

2.4.1.2 An example of presentation materials that have been developed and used for a program of similar size and scope.

2.5 Confirm (YES/NO) that the Offeror has experience designing a program with an equity lens.

YES NO

2.5.1 If YES, briefly describe your experience.

2.6 Provide two (2) business references for whom your organization has provided services to of a similar scope to the County requirements.

2.6.1 Customer/Agency

2.6.2 Dates of services provided

2.6.3 Contact Name, Position

2.6.4 Contact Business Email/Business telephone number

The County will make reasonable attempts to contact any reference, and the inability to contact a reference may be treated as an unfavorable reference for evaluation purposes. An unfavorable response is a response from a listed reference stating they would not enlist the company to perform services again in the future, or comments provided that the County deems to be substantially negative or reflective of substandard service. The County reserves the right to contact County departments or any other agency for which a company has previously performed under contract. The County also reserves the right to make its own inquiries to other sources for which services have been performed but are not listed. The County may, at its sole discretion, disqualify a vendor if the requested number of references stated is not provided or responses are considered unfavorable.

2B – Program Delivery

2.7 Describe the Offeror’s program design and/or strategy to achieve the goals, objectives and requirements of

Exhibit A – Scope of Work (SOW). Provide a narrative description of preliminary timeline for completing all deliverables/tasks in the Process Objectives of the SOW, including, but not limited to the preparations for the tax season, which starts in January of every year.

2.8 Describe how the Offeror will expand the outreach of the current EITC and free tax preparation program to new potential participants and to raise awareness of existing services using methods to engage a diverse representation of each community. Please include threshold language capabilities or ways to address translation or interpretation needs.

2.9 Describe the Offeror’s plan for recruitment and selection of new VITA volunteers and engaging presenters/subject matter experts for the EITC Coalition meetings and outreach events, as applicable.

2.10 Describe the Offeror’s plan for using various formats of delivery, such as hybrid and/or in-person models, when appropriate, while adhering to County of San Diego Public Health guidelines.

2.11 Confirm (YES/NO) the Offeror has existing collaborative EITC partners throughout all six HHSA-designated service regions that would bring experience and/or resources to this process.

YES NO

2.11.1 If YES, briefly describe:

2.11.1.1 A sample of past activities that have been carried out with collaborative partners.

2.11.1.2 Strategies for leveraging partnerships to further the objectives and goals of this program.

3. EXHIBIT 3 - COST/PRICE EXHIBIT

3.1 Confirm (YES/NO) that Offeror understands that prices are firm fixed for the term of this contract and cannot be increased at any time. In addition to this, confirm Offeror understands this is the only compensation Offeror will receive for work performed, and shall be all inclusive over any overhead costs, or items not itemized in Exhibit C.

YES NO

3.2 Submit a completed Exhibit C, Payment Schedule. Provide a cost per unit for each deliverable.

4. EXHIBIT 4 – ACCEPTANCE OF TERMS AND CONDITIONS

4.1 Confirm (YES/NO) that Offeror has read, understands, and accepts the Exhibit A, SOW. If Offeror does not accept all portions of the SOW, then provide a marked up redline version of the SOW that provides applicable alternative language along with supporting explanation to support any alternative standards/language being proposed. Failure to specifically reject a proposed requirement(s) will be deemed an acceptance of such requirement(s).

YES NO

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

YES NO

4.2.1 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.

4.3 Confirm that Offeror is able to comply with the Background Check and Subsequent Arrest Notifications Requirements listed in the Contract Agreement, Paragraph 16.21.

YES NO

4.4 Byrd Anti-Lobbying Amendment certification: Confirm (YES/NO). Offeror certifies that it and its subcontractors will not and have not used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant or any other award covered by 31 U.S.C. § 1352. List as a disclosure any lobbying with non-federal funds that takes place in connection with obtaining any federal award by Offeror or Offeror’s subcontractors.

YES NO

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 purpose of this program is to coordinate annual county-wide Earned Income Tax Credit (EITC) Coordination Services through supporting the efforts of the San Diego County EITC Coalition to expand individual, family and regional economic growth through increased access to the EITC and other supports at Volunteer Income Tax Assistance (VITA) sites located throughout the San Diego Regions. Contractor shall help facilitate the work of the San Diego EITC Coalition, including conducting strategic planning, volunteer recruitment, organizational training, oversight of VITA free tax preparations, data tracking and reporting, and implementing annual VITA site expansions.

2. Background Information

2.1. The San Diego County EITC Coalition was formed in 2002 to increase access to the EITC credit through support of local community-based organizations interested in hosting VITA sites. Led by the United Way of San Diego and the County of San Diego (County), Health and Human Services Agency (HHSA) with other partners such as the Stakeholder Partnerships, Education and Communication (SPEC) with the Internal Revenue Service (IRS), and 2-1-1 San Diego, the coalition helps to coordinate the efforts of over 20 local non-profit organizations annually to promote the EITC and offer free VITA services. The EITC and VITA programs were enacted in an effort to provide tax reductions and wage supplements for low -to- moderate income working individuals and families.

Recognizing the impact of these programs, California also established a State Earned Income Tax Credit (Cal- EITC) in tax year 2015 in an effort to put additional dollars back into the pockets of California’s working families and individuals.

2.2. EITC is considered one of the nation’s largest and most powerful anti-poverty programs. In addition to increasing the income of millions of low-to-moderate income tax filers, the program has been shown to have additional positive impacts to working families, including, but not limited to: increasing employment among single mothers and female heads of household, improving the health of infants and mothers, and boosting earnings through employment for youth.

2.3. Sustaining EITC services in San Diego County will ensure continuation of these important services in the San Diego Regions to support the work of the local EITC Coalition members and local non-profits, thereby increasing the opportunities to access EITC by eligible individuals and families. The EITC campaign services help to improve working families’ standard of living through increased income and by strengthening our local social network by offering volunteer opportunities that can positively impact the quality of life for vulnerable populations.

2.4. The County’s HHSA, Community Action Partnership (CAP) within the Department of Strategy and Community Engagement (DSCE) is the region’s designated Community Action Agency (CAA), administering San Diego County’s federal Community Services Block Grant (CSBG) allocation through development and oversight of programs that empower economically disadvantaged individuals, families and communities to achieve their highest level of self-sufficiency. The goal of DSCE and CAP is to engage with community stakeholders to cultivate and strengthen the collective impact surrounding anti-poverty efforts in the Regions, which is in alignment with its mission to advance pathways for people, local businesses and communities facing barriers to prosperity so they can thrive.

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

Information about Live Well San Diego can be found on its website designated to the vision:

http://www.LiveWellSD.org

2.6. A Trauma-Informed System: The County HHSA is committed to becoming a Trauma-Informed System as part of its effort to build a better service delivery system. All programs operated and supported by HHSA shall be part of a Trauma-Informed System, which includes providing trauma-informed services and maintaining a trauma-http://www.livewellsd.org/ informed workforce. It is an approach for engaging individuals – staff, clients, partners, and the community – and recognizing that trauma and chronic stress influence coping strategies and behavior. Trauma-informed systems and services minimize the risk of re-traumatizing individuals and/or families, and promote safety, self-care, and resiliency.

Trauma-Informed Principles include:

• Understanding trauma and its impact to individuals;

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

• Supporting consumer empowerment, control, choice, and independence;

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

• Integrating services along the continuum of care;

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

• Understanding that wellness is possible for everyone.

3. Goals and Outcomes

3.1. Goals: The goal of EITC Coordination Services is to sustain an efficient and on-going process to improve local communities’ conditions of poverty through securing additional financial resources for those who are employed or under-employed and developing the social and financial competence of the clients served to achieve self-sufficiency and enjoy a safer, healthier and thriving lifestyle. The contractor shall be responsible for the design and coordination of annual culturally competent EITC campaigns by providing support to plan and implement annual free tax assistance through VITA sites to help low-wage earners get closer to achieving self-sufficiency and become self-reliant.

3.2. Outcome Objectives: Contractor shall provide effective EITC coordination and implementation activities to support annual culturally competent EITC campaigns and achieve the following outcome objectives:

3.2.1. Annual plan. Contractor shall develop and submit a comprehensive annual plan at least three months prior to the start of the respective year’s EITC Campaign, outlining the activities to be accomplished for the year.

The plan shall include The plan shall include:

3.2.1.1. Coordination with the United Way of San Diego’s schedule regarding ongoing EITC meetings with the EITC Coalition members, including the IRS, 2-1-1 San Diego, the County (CAP and Self Sufficiency Services staff), and other local EITC Coalition stakeholders.

3.2.1.2. Process for Volunteer Recruitment and Training.

3.2.1.3. Monitoring the use of support resources, such as 2-1-1 San Diego, San Diego Workforce

Partnership, online scheduling software, etc.

3.2.1.4. Development and establishment of reporting protocols with regard to client and program data.

3.2.1.5. Client Flow Process:

3.2.1.5.1. Method(s) of providing tax preparation assistance to clients;

3.2.1.5.2. Methods of EITC outreach to the community;

3.2.1.5.3. Client confidentiality safeguards implemented (records, surveys, forms, etc.);

3.2.1.5.4. Process for providing financial education;

3.2.1.5.5. Process for providing information regarding available benefits, including low-cost or no-cost health insurance, application assistance for CalWORKS/CalFresh programs, etc.; and

3.2.1.5.6. Utilization of taxpayer surveys.

3.3. Process Objectives: Contractor shall achieve the following process objectives:

3.3.1. EITC Campaign Coordination Services: Contractor shall provide coordination hours ranging from 1,050 to 1,200 hours per contract year and be responsible for coordinating the annual EITC Campaign for San Diego

County and bringing together all EITC stakeholders for the planning and coordination of services to be provided for each contract year.

3.3.2. EITC Campaign Volunteer and Intern Recruitment: Contractor shall recruit volunteers and interns to assist with each annual EITC Tax Campaign. Contractor shall recruit a minimum of fifteen (15) new volunteers each year.

3.3.3. EITC Volunteer and Intern Training: Contractor shall be responsible for providing a minimum of twelve

(12) trainings per contract year with the purpose of training new and returning volunteers and interns as needed. Contractor shall work with the Internal Revenue Service and EITC Coalition members to determine tax preparation training needs and work out training logistics (e.g. venues, hours, and methods of training, etc.).

3.3.3.1. Plan, organize, and conduct one (1) countywide Volunteer appreciation event within 60 days from the end of the tax season for volunteer representatives countywide.

3.3.4. Outreach Activities: Contractor shall conduct a minimum of ten (10) to fourteen (14) outreach presentations prior to and during the EITC Campaigns to both public and private organizations that serve potential EITC clients. Presentations, at a minimum, shall provide information about EITC, where to access services, and eligibility requirements to the staff and volunteers at the organizations so they can educate clients and individuals about EITC and refer them for an appointment and/or services. Outreach activities shall expand the services to the target population to reduce economic barriers impacting them. Contractor shall ensure outreach to the regions as described in 4.2.3.

3.3.5. Expansion Site(s): Contractor shall plan and coordinate the opening of a minimum of one (1) Expansion Site per contract year. The expansion site shall include:

3.3.5.1. Recruitment and training of a minimum of two (2) new interns from local colleges to assist with the opening and operation of the VITA Expansion site for the tax season.

3.3.5.1.1. Documentation to claim this pay point may consist of payroll reports or other financial documents identifying the stipends paid to the interns.

3.3.5.2. Ensure the new VITA Expansion site is fully operational and available to the public by the end of January for each contract year.

3.3.5.3. Contractor shall provide end of tax season reports by June 30th of the contract year as required by the County and as listed in Section 8 (Data Collection and Reporting Requirements) of this Scope of Work.

3.3.6. Connection to resources: Contractor shall provide to a minimum of one thousand (1,000) to two thousand (2,000) participants accessing free tax preparation services, various resource connections, as needed to improve self-sufficiency, and to assist them in obtaining benefits, including: CalWORKs, CalFresh, MediCal, financial education resources, FAFSA application, veterans’ benefits, connections to other programs, etc.

4. Target Population and Geographic Area

4.1. Target Population: Contractor shall provide the services described herein to families and individuals who meet the

Community Services Block Grant (CSBG) income guidelines as follows:

4.1.1. Applicants who do not exceed the percent of the Federal Poverty Level (FPL) as designated by CSBG are eligible to receive benefits from CSBG-funded programs. The current CSBG poverty guidelines can be found on the “California Department of Community Services and Development (CSD)” website under www.csd.ca.gov.

4.1.2. Participants in other federally or state-funded programs such as SSI, CalFresh, or Head Start, must qualify at the 125% FPL or other FPL as directed by CSD to be eligible for CSBG-funded programs, unless specified in Section 4.1.1.

4.2. Geographical/Regional Service Area(s): Contractor shall administer and provide services to residents on a Countywide basis.

4.2.1. All contracted facilities shall be accessible by public transportation and shall be in compliance with

Americans with Disability Act (ADA) and California State Administrative Code Title 24.

http://www.csd.ca.gov/

4.2.2. Services shall be provided at the facilities and hours of operation listed on the EITC Annual Plan. This may include services at facilities other than their normal place of business, upon approval and as requested by the County.

4.2.3. The HHSA region map found on the PDF for the most up to date boundary lines throughout the contract.

5. General Requirements for Service Delivery

5.1. Contractor shall conduct on-going client satisfaction surveys to gather feedback on the quality and needs of the community related to EITC Services. Surveys shall be developed in multiple languages, including English, Spanish, and other threshold languages, - Somali, Arabic, Chinese (Mandarin), Korean, Persian (Farsi/Dari), Spanish, Tagalog (Filipino) and Vietnamese, when applicable.

5.2. Contractor shall provide the Contracting Officer Representative (COR) with a revised organizational program chart identifying key personnel and reporting relationships within 72 hours of any changes to organizational structure.

5.3. Memoranda of Agreement (MOAs) and Memoranda of Understanding (MOUs) with service providers, if any, shall be maintained on file, and Contractor shall provide signed copies to the COR within 30 days of the MOA/MOU start date.

5.4. Bilingual Access. Contractor shall identify program staff that can provide bilingual/bicultural services to individuals who need or prefer to communicate in a language other than English. If there is no staff that can perform this function, Contractor shall identify program staff that can facilitate provision of bilingual/bicultural services to individuals by establishing alternate methods to ensure that language-appropriate services are available.

5.5. Cultural Competency. Contractor shall demonstrate cultural competency in their program design to ensure staff is culturally competent to serve clients with diverse backgrounds. Contractor shall address specific language/cultural needs and shall ensure program staff is culturally competent to serve diverse backgrounds of clients.

5.6. Contractor shall provide training in trauma-informed and cross-cultural sensitivity that will be provided to staff and how this will be reinforced in the program.

5.7. Contractor shall incorporate and utilize a private/public network of resources and services, both internally and externally, for the purpose of leveraging necessary services to families as needed.

5.8. Contractor shall develop relevant fliers or brochures describing and promoting EITC and tax preparation services that are in English, Spanish and other threshold languages, as appropriate for the region, and submit copies for COR pre-approval prior to dissemination.

6. Specific Requirements for Service Delivery Services provided under this Scope of Work for CSBG eligible populations must meet income guidelines as described in Section 4.1 (Target Population) of this Scope of Work and can also be found on the California Department of Community Services and Development (CSD) under www.csd.ca.gov. Acceptable income verification may include copies of the following:

6.1.1. Recent pay stubs or other documentation that indicate annualized family income falls at or below the FPL;

CalWORKs Notice of Action or other documents dated within thirty (30) days of enrollment certifying service for low-income families’ receipt of CalWORKs, including but not limited to signed self-declaration when other documentation is not available.

6.1.2. Any discrepancies found in the documentation provided by the client shall be investigated prior to providing services. Contractor must obtain a signed release of information prior to verifying any client information with outside third parties.

6.2. Contractor shall have access to computer systems capable of satisfying County’s reporting requirements and access to the IRS Tax filing software for each tax filing year. Contractor shall have the capability of electronically filing client tax returns and entering client survey information using the IRS Tax filing systems.

6.3. The EITC Action plan and outreach presentations are designed with an equity lens and employ innovative equitable community outreach methods to engage a diverse representation of each community/region.

6.4. Volunteer and Intern Recruitment: Contractor shall recruit interns and volunteers annually. Contractor shall meet with assigned faculty liaisons at the local partner Universities and Community Colleges for the recruitment of student interns and/or volunteers for the upcoming EITC Campaigns (e.g. SDSU; Cal State San Marcos, Southwestern College and San Diego City College as appropriate).

http://www.csd.ca.gov/

6.5. Volunteer and Intern Training: Contractor shall train volunteers and interns on tax preparation and set up of tax preparation software and registrations to e-file tax returns at VITA sites in partnership with IRS EITC Coalition representative, and how to solve equipment and technology issues. Provide training on EITC data reporting procedures to all Coalition staff.

6.6. Volunteer and Intern Management:

6.6.1. Contractor shall assign interns to larger VITA sites to assist with volunteer recruitment and tax site coordination.

6.6.2. Conduct weekly meetings as needed.

6.6.3. Issue stipends to interns during the period January – April of each contract year.

6.6.4. Develop and/or maintain an online scheduling system for tax preparation appointments during filing season.

6.6.5. Assist new VITA site staff with developing efficient processes.

6.6.6. Provide ongoing data collection and use of software technical assistance to Coalition sites.

6.6.7. Coordinate and supervise tax team dedicated to assisting disabled clients.

6.6.8. Supervise and serve as Field Instructor for all interns recruited (up to 8 to 10 interns a year)

7. Data Collection and Reporting Requirements

7.1. Contractor shall submit a Monthly Progress Report (MPR) that will contain EITC data as requested by the County.

The invoice is due on the 10th of each month following the reporting months. CSBG and non-CSBG funded services shall be reported separately, detailing the results of the EITC/Tax Preparation Program.

7.2. Reporting shall include:

7.2.1. Number of CSBG and non-CSBG Tax Preparations completed (Federal and State).

7.2.2. Number of CSBG and non-CSBG clients who received EITC.

7.2.3. Dollar amount of CSBG non-CSBG Federal Tax returns.

7.2.4. Dollar amount of CSBG non-CSBG State Tax returns.

7.2.5. Number of tax service sites per region.

7.2.6. Number of volunteers and volunteer hours per site.

7.2.7. Number of CalWORKs and CalFresh families served.

7.2.8. Location of Tax Preparation Sites.

7.2.9. Hours/days of operations.

7.2.10. Number of volunteers to be recruited and trained.

7.2.11. How volunteers will be recruited, trained, and retained.

7.3. Mid-Season Progress Report: Contractor shall provide a mid-season progress report by March 31st of every contract year that shall include the following:

7.3.1. Number of federal tax returns completed by EITC Coalition agencies, including returns completed at completed at the VITA Expansion sites funded by this contract.

7.3.2. Number of educational outreach services conducted by Contractor including services provided at the VITA

Expansion site funded by this contract.

7.4. Post-Season Report: Contractor shall provide final tax season report no later than June 30th of every contract year on EITC Campaign results, data, and activities conducted throughout the tax season.

7.5. Additional Reports: Contractor may be asked to provide additional data to the County in response to a county, federal or state inquiry or request. If this situation should arise, the Contractor shall provide the County with the requested data.

7.6. Client Satisfaction Surveys: Contractor shall conduct client satisfaction surveys at the beginning and throughout the EITC campaigns through the end of the tax season campaign(s) and the results shall be submitted with the post-season report no later than June 30th of each contract year.

7.7. Outreach Presentations and Workshops. Copies of the sign-in sheets, PowerPoints, photos and other applicable verifications submitted to COR. Documentation for online/virtual presentations and activities shall consist of sufficient information to confirm the event occurred on the date and time claimed, and the number of attendees.

Acceptable documentation includes: online tool reports, screenshots, tracking logs, agendas, and emails confirming planning of activity.

F. PAYMENT SCHEDULE

Initial Term January 1, 2027 – December 31, 2027 Fixed Price

(1)

ITEM

(2)

EXHIBIT A

REFERENCE

(3)

PAYPOINT

DESCRIPTION

(4)

UNIT

(5)

UNIT COST

(6)

NUMBER

OF

UNITS

(7)

EXTENDED

AMOUNT

1 3.2.1 EITC Campaign Annual Plan Completed Plan $ 1 $

2 3.3.1 Annual EITC Campaign Coordination Each Hour $ 1,200 $

3 3.3.2 Volunteer and Intern Recruitment Each Volunteer $ 15 $

5 3.3.3 Volunteer and Intern Training Each Training $ 12 $

4 3.3.3.1 Volunteer Appreciation Event Each Event $ 1 $

6 3.3.4 Outreach Outreach Presentations $

7 3.3.5 Coordination/Operation for Expansion Site Expansion Site $ 1 $

8 3.3.5.1 Number of Interns

Recruited and Trained for an Expansion Site

Interns $ 2 $

9 3.3.5.3 Year-End Tax reporting Submittal of Reports $ 1 $

10 3.3.6 Connection to resources Each Referral and Connection $ 2,000 $

11 Initial Term Total Total $

County Option Year 1 January 1, 2028 – December 31, 2028 Fixed Price

(1)

ITEM

(2)

EXHIBIT A

REFERENCE

(3)

PAYPOINT

DESCRIPTION

(4)

(5)

COST

(6)

NUMBER

OF

UNITS

(7)

EXTENDED

AMOUNT

1 3.2.1 EITC Campaign Annual Plan Completed Plan $ 1 $

2 3.3.1 Annual EITC Campaign Coordination Each Hour $ 1,200 $

3 3.3.2 Volunteer and Intern Recruitment Each Volunteer $ 15 $

5 3.3.3 Volunteer and Intern Training Each Training $ 12 $

4 3.3.3.1 Volunteer Appreciation Event Each Event $ 1 $

6 3.3.4 Outreach Outreach Presentations $

7 3.3.5 Coordination/Operation for Expansion Site Expansion Site $ 1 $

8 3.3.5.1 Number of Interns

Recruited and Trained for an Expansion Site

Interns $ 2 $

9 3.3.5.3 Year-End Tax reporting Submittal of Reports $ 1 $

10 3.3.6 Connection to resources Each Referral and Connection $ 2,000 $

11 County Option Year 1 Total Total

Term Annual Contract

Maximum (Not to Exceed)

Initial Term: 1/1/2027 – 12/31/2027 $ County Option Year 1: 1/1/2028 – 12/31/2028 $

Total Contract Maximum $

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 [#Insert Number]

AGREEMENT WITH [#CONTRACTOR’S NAME] FOR EARNED INCOME TAC CREDIT (EITC)

COORDINATION SERVICES

Contract: ###### Page 19 of 46 Services Template: rev 4/15/2026 v6.3

This agreement…