Risk-Needs_Assessment_System_(Addendum_#1_Revision).pdf

COUNTY OF ORANGE

PROBATION

REQUEST FOR PROPOSAL (RFP)

FOR

RISK-NEEDS ASSESSMENT SYSTEM

RFP NO. RFP-057-3056901-DV

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/ocgov https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of Orange RFP

Probation - Risk-Needs Assessment System, RFP-057-3056901-DV

County of Orange

Probation

Procurement and Contract Services

1055 N MAIN ST

Santa Ana, CA

92701

SCHEDULE OF ACTIVITIES

Release of RFP Solicitation June 16, 2026

Question Submission Deadline June 30, 2026, 3:00pm

RFP Submittal Closing July 21, 2026, 3:00pm

PROPOSALS MUST BE RECEIVED ON

OR BEFORE

Tuesday, July 21, 2026

3:00 pm

SECTIONS

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

SECTION 2. PROTEST PROCEDURES

SECTION 3. SCOPE OF WORK

SECTION 4. SCORING CRITERIA

SECTION 5. COST PROPOSAL

SECTION 6. VENDOR RESPONSES

SECTION 7. OCLSB AND DVBE PREFERENCE POLICIES CERTIFICATION

REQUIREMENTS

Attachments:

A - MODEL CONTRACT RFP-057-3056901-DV Risk Needs Assessment System

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

1.1 INTRODUCTION

The County intends that the successful Respondent shall provide Risk-Needs Assessment System proposed in accordance with contract requirements set forth in the solicitation and Model Contract, including Attachments.

1.2 COUNTY HOLIDAYS DURING SOLICITATION PERIOD

During this solicitation period, the Probation will be closed on the following County holidays -https://hrs.oc.gov/employee-relations/employee-resources

1.3 INSTRUCTIONS TO RESPONDENTS AND PROCEDURES FOR SUBMITTAL

A. Responses are to be uploaded via the County's eProcurement Portal at https://procurement.opengov.com/portal/ocgov. For assistance on uploading Response via County’s eProcurement Portal, please contact procurement-support@opengov.com or https://help.procurement.opengov.com/en/

B. Examine the Contract Documents and the site of the proposed work carefully before submitting a Response for the work contemplated. Investigate the conditions to be encountered, as to the character, quality, and quantities of work to be performed and materials to be furnished and as to the requirements of all Contract Documents.

The County has attempted to provide all information available. It is the responsibility of each Respondent to review, evaluate, and, where necessary, request any clarification prior to submission of a Response. If any person contemplating submitting a response to this

Request for Proposal (RFP) is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they may submit a written request for clarification/interpretation to the County Deputy

Procurement Agent (DPA) via the County’s eProcurement Portal under the bid page for this solicitation.

If clarification or interpretation of this solicitation is considered necessary by County, an addendum shall be issued, and the information will be posted via the County’s eProcurement Portal. Any interpretation of, or correction to, this solicitation shall be issued by the DPA. It is the responsibility of each Respondent to periodically check the County’s eProcurement Portal to ensure that they have received and reviewed any and all addenda to this solicitation.

The County will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any oral information. If an addendum is issued, Respondents must acknowledge the addendum via the County’s eProcurement Portal.

All questions or requests for interpretations must be received within this solicitation by Tuesday, June 30, 2026, before 3:00 pm. The DPA will provide all official communication concerning this solicitation. Any County response relevant to this https://hrs.oc.gov/employee-relations/employee-resources https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov mailto:procurement-support@opengov.com https://help.procurement.opengov.com/en/ solicitation other than through or approved by the DPA is unauthorized and will be considered invalid.

C. Responses must be valid for a period of at least three hundred sixty-five (365) calendar days from the closing date and time of receipt. No Response may be withdrawn after the submission date.

D. Each Respondent must submit their response electronically via the County’s eProcurement

Portal.

E. All pages must be submitted on standard 8.5 x 11-inch paper, numbered and identified sequentially by section. Responses must be organized and indexed as outlined in the

Response Requirements Section. It is imperative that all Respondents comply, exactly and completely, with the instructions set forth herein. All responses to this solicitation shall be type written or word-processed (except where otherwise provided or noted), concise, straightforward, and must fully address each requirement and question. Although not as a substitute for a complete written response, additional material, such as technical documents, may be referenced in any response if the material is included in the same section as additional information.

F. Responses are not to be marked as confidential or proprietary. The County may refuse to consider any Responses so marked. All Responses and supporting documents will be subject to the provisions of the California Public Records Act (California Code

Government Code 7920.000 et seq.) (PRA) and will be disclosed or withheld in accordance therewith. The County shall not be liable in any way for disclosure of any such records.

Additionally, all Responses shall become the property of the County.

Respondents should not request that certain information be treated as exempt, and statements in the Responses should not be marked as confidential or proprietary. In the event that any information is marked as confidential or proprietary, as it may be absolutely necessary, Respondents have the sole responsibility of obtaining any applicable injunctive reliefs to prevent the disclosure of such confidential proprietary information in connection with any request made to County pursuant to PRA or a subpoena for disclosure of such information.

G. Each Respondent shall exercise reasonable care and diligence to avoid submitting a

Response that could result in a conflict of interest if Respondent were to be selected. This obligation shall apply to the Respondent, the Respondent’s employees, agents, and relatives, sub-contractors, and third parties associated with accomplishing work and services in response. In the event Respondent has done work for the County on this Project in the past or has reason to believe that a conflict of interest may exist for Respondent in regard to this Project, Respondent should consult with its legal counsel prior to responding to this solicitation. Any Respondent who is found to have an actual conflict of interest may have its response rejected on that ground.

Respondent, its employees and/or consultants may be subject to the provisions of the

California Political Reform Act of 1974 (the “Act”), which (1) requires such persons to disclose any financial interest that may be materially affected by services provided under this Contract, (2) prohibits such persons from making, or participating in making, decisions that could reasonably affect such interest; and (3) may require the filing a Statement of

Economic Interest (Form 700).

If subject to the Act, Respondent shall conform to all requirements of the Act. Failure to do so shall constitute a material breach and is grounds for immediate termination of the

Contract by County. Respondent shall indemnify and hold harmless County for any and all claims for damages resulting from Respondent’s violation of this Section.

H. By submitting a response, the Respondent represents that it thoroughly examined the

County’s requirements, is familiar with the services required under this solicitation and is qualified and capable of providing the services to achieve the County’s objectives.

I. Each Respondent must submit its response in strict accordance with all requirements of this solicitation and compliance must be stated in the response. Deviations, clarifications and/or exceptions must be clearly identified and listed separately as alternative items on additional information section for the County’s consideration as specified in the

Response Requirements Section, “Statement of Compliance.”

Note: Allow sufficient time to upload all required files. The County’s eProcurement Portal will not allow any uploads after the due date and time specified herein, e.g., if Part 1 and 2 uploaded successfully at 1:58:38 P.M. and Part 3 is in progress of being uploaded at 2:00:01

P.M., Part 3 will not upload successfully.

J. Pre-contractual expenses are not to be included in the Cost Proposal, Attachment B, Pricing and Compensation. Pre-contractual expenses are defined as including, but not limited to, expenses incurred by the Respondent in: a) preparing the response to this solicitation; b) submitting that response to the County; c) negotiating with the County any matter related to the Respondent’s response; and d) any other expenses incurred by the Respondent prior to the date of award and execution, if any, of the Contract.

K. Any response may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the solicitation, including but not limited to technical features, acknowledgment of receipt of addenda, and page number limits, etc. These are common causes for deeming a response non-responsive.

L. Where two or more Respondents desire to submit a single response to this solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture. The County intends to contract with a single firm that may subcontract with multiple firms (team) but not with multiple firms doing business as a joint venture.

M. County does not require and neither encourages nor discourages the use of lobbyists or other consultants for the purpose of securing business.

N. The County requires a valid D-U-N-S number prior to Contract Award. If needed, your company may obtain one at no cost at www.dnb.com. If you are unable to provide/obtain a D-U-N-S number, please indicate so in your submission response.

O. The County requires a valid UEI number and full registration prior to Contract

Award. Your company must obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a UEI number, please indicate so in your submission response.

P. Effective from the issuance date of this solicitation until a Contract is awarded or the solicitation is withdrawn, all individuals or entities responding—including their employees, agents, representatives, proposed partners, subcontractors, members, lobbyists, or attorneys (collectively "Respondents")—are prohibited from engaging in any direct or indirect communication with County personnel involved in the selection process, except with the designated Deputy Procurement Agent (DPA). Respondents may continue conducting business with the County on matters unrelated to this solicitation and may communicate with County staff, provided the solicitation is not discussed. Any attempt to engage in discussion regarding this solicitation with anyone other than the designated DPA will be presumed to create an unfair competitive advantage and may result in disqualification.

Q. After the closing date and time for receipt of Responses, evaluation, and if requested by the County, interviews will commence. Respondents who submit Responses most responsive to the County’s requirements may be asked to give a presentation of their response to County staff. The County makes no guarantee as to the number of Respondents selected for interviews. Selected Respondents should be prepared to make its presentation within five (5) business days after notification and be prepared to discuss all aspects of its response in detail, including technical questions regarding the response. Respondents shall not be allowed to alter or amend its response through the use of the presentation process.

1.4 OPTIONAL PRE-SUBMITTAL MEETING AND SITE VISIT

Attendance of Pre-Submittal Meeting and Site Visit is not required and will be held on NO VALUE at NO VALUE local time, no one will be admitted 10 minutes after meeting has started. The meeting will be located at NO VALUE. At this meeting, County staff will discuss the scope of work, general contract issues, and respond to questions from the attendees. The Pre-Submittal http://www.dnb.com/ http://www.usfcr.com/

Meeting and Site Visit will be conducted one time only. All questions will need to be submitted in writing through the County’s online eProcurement system at https://procurement.opengov.com/portal/ocgov. The Respondent will have until Tuesday, June

30, 2026 before 3:00 pm to submit questions.

• Please confirm your attendance by replying via the RSVP feature in the County's eProcurement Portal.

• Respondents are responsible for securing parking and payment of parking fees (if applicable)

• Respondents are encouraged to arrive early to ensure a parking space

1.5 MINIMUM QUALIFICATIONS/REQUIREMENTS

Respondent’s shall meet the following minimum requirements and qualifications to proceed to the evaluation process. Failure to have the ability to, upon County request, provide any of the items requested below may result in disqualification of your response. These qualifications must be maintained during the term of any resultant Contract.

A. Must meet and be compliant with CLETS PPP (policies, practices, procedures)

B. Must meet and be compliant with FBI CJIS Security Policy (CSP)

C. If cloud hosted, then must be FedRAMP authorized

D. Must have the ability to do business in Orange County, California.

E. Complete all required Vendor Response questions of the solicitation.

F. Provide all required information, complete all required Exhibits, and pass all IT security requirements.

G. Have minimum five (5) of consecutive, recent experience developing, implementing, and supporting a Risk/Needs integration System.

H. Firm to have similar size project for at least three (3) public agencies.

I. Have an existing fully functioning product that can be demonstrated live on-site or via remote access.

1.6 EVALUATION PROCESS

Responses deemed to meet all minimum solicitation requirements will be scored based on the established evaluation criteria, and will be assigned points that measure the responsiveness to each identified criterion. The total number of points earned will be tallied for each response, based upon the Respondent(s) submitted written materials.

Responses shall be evaluated by an Evaluation Panel of job knowledge experts on the basis of the responsiveness to the requirements in this RFP. The County may request clarifications, or https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov otherwise verify the contents of the response, including information about the Respondent, Contractors and sub-contractors.

The scoring is based on evaluation of the response as measured against the Scoring Criteria, which includes County of Orange Procurement Preference Policy, in accordance with Sections 1.8-103 and 4.3-112 of the 2026 County Contract Policy Manual (CPM). A copy of the 2026 CPM can be found at https://cpo.oc.gov/cpm. Responses will be evaluated from the most advantageous to the least advantageous to the County.

1.7 SELECTION/AWARD PROCEDURES

Upon the completion of the evaluation process, the Evaluation Committee will make a recommendation for an award to the County’s DPA. Final award determination shall be subject to reference checks and past performance.

The Model Contract contained herein this RFP is the Contract proposed for execution. It may be modified to incorporate negotiated items and other pertinent terms and conditions set forth in this

RFP, including special conditions and requirements and those added by addendum, necessary attachments and/or exhibits, and to reflect Respondent’s response and qualifications. Any additional exceptions to the terms and conditions made by any Respondent after submission of its response may result in its elimination from further consideration.

Exceptions to the terms and conditions of the Model Contract or the statements regarding

Respondent’s inability to comply with any of the provisions thereof are to be declared in the response to the RFP in VENDOR RESPONSES - Statement of Compliance.

Negotiations may or may not be conducted with the finalist(s); therefore, the response submitted should contain Respondent(s) most favorable terms and conditions, since the selection and award may be made without further discussion or need for clarification. Any additional exceptions to the terms and conditions made by any Respondent(s) after submission of its response may result in elimination from further consideration.

The County will enter into negotiations with the selected Respondent and award a contract upon completion of negotiation of fees and contract terms.

If a satisfactory Contract cannot be negotiated in a timely manner, County, in its sole discretion, may terminate negotiations with the selected Respondent and begin negotiations with the next

Respondent.

1.8 RIGHTS RESERVED TO COUNTY

The County reserves the right to:

A. Make use of any information or ideas in the responses submitted.

B. Request response revisions and hold discussions and negotiations with any Respondent as necessary to serve the best interests of the County.

C. Seek publicly available information about the Respondents.

https://cpo.oc.gov/cpm

D. Conduct, or not to conduct, oral interviews and/or presentations with the highest-ranked

Respondent(s) and additional Respondents.

E. Waive, at its discretion, any procedural, non-material defects, irregularity, or informality, which

County deems correctable or otherwise not warranting rejection of the response that do not result in any unfair competitive advantage. Any waiver will not excuse a proponent from full compliance.

F. Verify and validate any information prior to Contract Award and during the entire term of the

Contract.

G. Negotiate the final Contract with any Respondent(s), including pricing/fee schedule, as necessary to serve the best interests of the County;

H. Withdraw or cancel in part or in its entirety this solicitation at any time without prior notice and furthermore makes no representations that any Contract will be awarded to any Respondent responding to this solicitation;

I. Award its total requirements to one Respondent or to apportion those requirements among two or more Respondents as the County may deem to be in its best interests;

J. Reject any response if it is conditional, incomplete or deviates significantly from the services requested in this solicitation; and/or

K. Request Best and Final Offer from any Respondent determined to be within the competitive range.

Unless requested by the County, late Best and Final Offers will not be accepted by the County for any reason. In addition, negotiations may or may not be conducted with Respondents.

L. Make multiple awards to Respondent(s) for services requested in this solicitation, at its sole discretion, to serve the best interests of the County.

M. Defer award of this Contract for a period of 180 days after the solicitation opening. During this period, Respondent shall guarantee the prices and terms quoted in their responses. The County and the responsive, responsible Respondent may mutually agree in writing to extend this deferral period.

Therefore, responses submitted shall contain the Respondent’s most favorable terms and conditions, since the selection and award may be made without discussion with any Respondent.

1.9 CONTRACTOR SCREENING

Throughout the term of this Contract, Contractor shall not be listed on any state or federal exclusionary rosters, listed below. County may screen Contractor on a monthly basis to ensure

Contractor is not listed on the exclusionary rosters, listed below. If Contractor or its employee(s) are found to be included on any of the rosters indicated below, Contractor shall be deemed in default of its obligation under this Paragraph and shall constitute a cause for County to exercise its right to terminate this Contract immediately. County, in its sole discretion, may afford Contractor an opportunity to cure said default within a reasonable time.

a. United States Department of Health and Human Services, Office of Inspector General

(OIG) List of Excluded Individuals & Entities (LEIE) (http://exclusions.oig.hhs.gov)

b. General Services Administration (GSA) System for Award Management (SAM)

Excluded Parties List (http://sam.gov) http://exclusions.oig.hhs.gov/ http://sam.gov/

c. State of California Department of Health Care Services Medi-Cal Suspended and Ineligible

Provider List (County Health Care Agency Internal Database)

1.10 TITLE VI SOLICITATION NOTICE

The County of Orange, in accordance with the provisions of the Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all

Respondents that it will affirmatively ensure that any contract entered into pursuant to this advertisement, will be afforded full and fair opportunity to submit response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

1.11 DEPARTMENT OF THE TREASURY, INTERNAL REVENUE SERVICE FORM

W-9/W-8 REQUIREMENTS

Effective June 3, 2006, all Contractors, entering into a Contract with County, who are not already established in Countywide ERP System as an Auditor-Controller vendor, will be required to submit to County a federal Form W-9, or form W-8 for foreign vendors. County will inform

Contractor, at the time of award, if the Form W-9 or W-8 will be required.

In order to comply with this County requirement, within ten (10) days of notification of selection of award of Contract but prior to official award of Contract, the selected Contractor agrees to furnish to Contract administrator, or the Deputy Procurement Agent (DPA) the required W-9 or

W-8.

1.12 LEVINE ACT REQUIREMENT

Effective January 1, 2023, all contractors entering into a contract with the County, will be required to submit the Campaign Contribution Disclosure Form for any contributions made on or after

January 1, 2023. In order to comply with this requirement, Respondent agrees to furnish the required Campaign Contribution Disclosure Information form as a required submittal with its response. Failure to include the form as required will render the response nonresponsive.

SECTION 2. PROTEST PROCEDURES

Any actual or prospective bidder or respondent who alleges an error or impropriety in the solicitation or award of a contract may submit a grievance or protest to Diana Vo at diana.vo@prob.ocgov.com, as set forth herein.

PROTEST PROCEDURES

All protests shall be typed under the protestor’s letterhead and submitted in accordance with the provisions stated herein. All protests shall include at a minimum the following information:

A. The name, address, and telephone number of the protestor;

B. The signature of the protestor or the protestor’s representative;

C. The solicitation or contract number;

D. A detailed statement of the legal and/or factual grounds for the protest; and, E. The form of relief requested.

Protest of Solicitation Specifications:

A. All protests related to solicitation specifications must be submitted to the Deputy

Procurement Agent (DPA), Diana Vo at diana.vo@prob.ocgov.com, no later than five

(5) business days prior to the Closing Date of the solicitation. Protests received after the five (5) business-day deadline will not be considered by the County.

B. In the event the protest of specifications is denied, and the protestor wishes to continue in the solicitation process, the protestor must still submit a bid/response prior to the close of the solicitation in accordance with the solicitation submittal procedures provided in this solicitation.

Protest of Award of Contract:

A. Protests related to the award of a contract must be submitted to the Deputy Procurement

Agent, Diana Vo at diana.vo@prob.ocgov.com, no later than five (5) business days after the Notice of Solicitation Ranking Results is provided by the DPA.

B. Protests relating to a proposed contract award received after the five (5) business day deadline will not be considered by the County.

C. If the five (5) business day period expires without the receipt of a protest, the department may move forward with the contract award or if necessary, file the item for approval by the Board of Supervisors.

Protest Process

A. In the event of a timely protest, the County shall not proceed with the solicitation or award of the contract until the DPA issues a decision on the protest.

B. Upon receipt of a timely protest, the DPA will, within ten (10) business days of receipt of the protest, issue a decision in writing which shall state the reasons for the actions taken.

C. The County may, after providing written justification, make the determination that an immediate award of the contract is necessary to protect the substantial interests of the

County. The award of a contract shall in no way compromise the protester’s right to the protest procedures outlined herein.

D. If the protestor disagrees with the decision of the DPA, the protestor may submit a written appeal to the County Procurement Officer requesting an appeal to the

Procurement Appeals Board, in accordance with the process stated below.

APPEALS PROCESS

A. If the protestor wishes to appeal the protest decision of the Deputy Procurement Agent, the protestor must submit, within three (3) business days from receipt of the Deputy

Procurement Agent’s decision, a written appeal to the Office of the County Procurement

Officer.

Written appeals must be sent by mail to the address below with a courtesy copy by email;

County of Orange/County Executive Office

County Procurement Office

400 W. Civic Center Drive, 5th Floor

Santa Ana, CA 92701

Attn: County Procurement Officer

CPOAppeals@ceo.oc.gov

B. Within fifteen (15) business days, the County Procurement Officer will review all materials in connection with the appeal, assess the merits of the protest and provide a written determination that shall contain his or her decision on whether the appeal shall be forwarded to the Procurement Appeals Board.

C. The decision of the County Procurement Officer on whether to allow the appeal to go forward will be final and there shall be no right to any administrative appeals of this decision.

SECTION 3. SCOPE OF WORK

3.1 GENERAL INFORMATION:

The County of Orange is comprised of 22 Departments and over 18,000 employees located throughout the County. The County’s core businesses are public safety, public works, construction management, public health, environmental protection, regional planning, public assistance, social services, and aviation.

3.2 IT SECURITY REQUIREMENTS

1. Must meet and be compliant with CLETS PPP (policies, practices, procedures)

2. Must meet and be compliant with FBI CJIS Security Policy (CSP) compliance

3. If cloud hosted, then must be FedRAMP authorized mailto:CPOAppeals@ocgov.com

3.3 RISK-NEEDS ASSESSMENT SYSTEM REPLACEMENT

Through this Request for Proposal, the County seeks market information for a validated, Evidence Based, risk-needs assessment system (System) for both juvenile and adult populations.

The desired System will provide assessment tools, reporting capabilities, integration with the

County's current case management system, comprehensive training for staff, implementation services, and ongoing support. The System must comply with County IT and CJIS security requirements and must allow the County full access to all raw assessment data for analytics and continuous quality improvement. Any future System will replace the department’s current

Juvenile Risk Needs Instrument and Adult Risk Needs Instrument. The new System must improve predictive accuracy, support effective case planning, increase analytic capability, and align with modern evidence-based practices.

This RFP is for Market Information gathering purposes only and may lead to a formal solicitation. This RFP is intended to gather information regarding current off-the-shelf systems available in the marketplace and to compare them in a structured and comparable way.

A. Project and System Objectives

A. Acquire validated assessment tools for juvenile and adult populations.

B. Improve predictive validity, reliability, and consistency in assessment scoring.

C. Support case planning through domain-based and user-friendly reporting.

D. Ensure access to raw data for analytics and CQI.

E. Integrate assessment results into the department’s case management system.

F. Establish a sustainable training, implementation, and support model.

G. Modernize risk-needs assessment practices in alignment with the Risk-Needs-

Responsivity framework.

H. CLETS/CJIS compliance required.

I. Describe any AI, machine learning, guided interview prompts, or decision-support features that reinforce EBP/CCP-informed interviewing and case planning discussions.

J. System goal is to not to force a single instrument to serve different populations.

K. System should ensure knowledge accumulated during Juvenile supervision informs adult supervision when that transition happens.

L. Contractor must clearly articulate the phases of implementation.

M. Contractor must propose a phased implementation model inclusive of discovery, instrument configuration/validation, integration, training, testing, and operational acceptance.

N. The requirement is to have the system fully integrated with training in approximately 9 months.

O. Contractor shall provide quarterly strategic product updates, enhancement briefings, and validation/research updates during the contract term.

P. Contractor to describe mobile capabilities for viewing and adding data to the platform.

Q. Contractor to provide information on how the current criminal history is integrated into the tool to streamline services for probation officers.

R. Contractor to describe any Trauma assessments integrated with the system.

S. Contractor must describe the County’s ability to request future report modifications, dashboard changes, workflow adjustments, and configurable enhancements, including turnaround time and pricing methodology.

T. Contractor must define uptime guarantees, technical support response timelines, issue escalation procedures, and corrective action timeframes.

B. Assessment Tool Requirements

A. Validation and Evidence Base.

B. Documented predictive validity and reliability.

C. Research demonstrating validity across diverse populations.

D. Availability of published studies or peer-reviewed research.

E. Demonstrated bias testing for race, ethnicity, and gender.

F. Reporting tools shall be designed in accordance with evidence-based practices and validated assessment science and must comply with California legal requirements.

G. Contractor will provide a corporate project manager to guide and develop the project with

OC Probation’s implementation team.

H. Contractor will provide CQI/BI dashboards and a reporting tool built to the Research

Unit/Best Practices Unit requirements.

I. Contractor must work with the Best Practices Unit/CQI and Research to conduct a systematic annual review of their assessment and case management practices. This will examine fidelity data, inter-rater reliability trends, case planning utilization rates, program referral and completion patterns, and any policy or legislative changes that may affect system configuration.

J. All data must be retained in accordance with the OC record retention policy and applicable laws.

K. Middleware must enable bidirectional data exchange with the OC Probation ICMS system.

L. Contractor must provide technical manuals, validation studies, bias testing, normative sample information, and peer-reviewed research supporting each proposed instrument.

C. Functionality

A. Clear scoring structure organized by domains or key criminogenic factors.

B. Reporting tools that support individualized case planning.

C. Ability to administer initial assessments, reassessments, and progress checks.

D. Reasonable administration time suitable for field and institution staff.

E. Crossover capability preferred.

F. System must describe whether assessment models have been validated across gender-responsive populations and whether gender-specific scoring or interpretation protocols are utilized.

G. The assessment science should preserve and have the allowable permission to use youth data to assist in adult case planning.

H. Contractor must participate in structured workflow refinement with CQI, training, and field subject matter experts.

I. Reliable scores require reliable data collection. Reliable data collection requires consistent administration. Consistent administration at scale requires a platform that remains consistent. Contractor to explain how these key concepts will apply to their platform.

J. Describe any embedded alerting, behavioral health flagging, suicide/self-harm indicators, violence risk prompts, or officer notification supports available within the platform.

D. Accessibility and Data Control

A. Ability for the County to access raw assessment data at the item and score level.

B. Export capability for analytics, dashboards, and research.

C. Flexible reporting formats.

E. System and Integration Requirements

A. OC Probation is California LEA that would need to comply w/the state’s CLETS policy and the FBI’s CJIS Security Policy (CSP).

B. A vendor would be required to go through the approval process

C. Compatibility with department IT security requirements, including CJIS compliance.

D. Data exchange and integration with case management system.

E. User authentication and role-based access controls.

F. Cloud-based or on-premises hosting with secure data storage.

G. Ability to generate datasets for the Research Unit.

H. The software solution must integrate seamlessly with the agency’s existing IT infrastructure with minimal platform modifications.

I. The system must be durable and adaptable to CA legislative changes, as supervision models evolve.

J. System must support future County-requested reporting, dashboard, and data configuration modifications without major platform redesign.

K. System must be familiar with CA Laws, and currently or formerly manage CA systems with references.

F. Implementation Requirements

A. Project start-up and discovery.

B. Business requirements development.

C. System configuration and customization.

D. Data integration and testing.

E. Pilot or user acceptance testing.

F. Go-live support.

G. Transition to full operational use.

G. Training Requirements

A. Initial assessor training.

B. Supervisor-level training.

C. Train-the-trainer model.

D. Training materials.

E. Optional refresher training.

F. Training must be ongoing and sustainable, encompassing Initial Assessor, Case Planning, Supervisor, Manager, Research Unit, System Administrator, and AI Moderation training to ensure staff proficiency and program fidelity.

H. Support and Maintenance Requirements

A. Technical support.

B. Routine system updates.

C. Access to revised validation research.

I. Data Ownership and Security

A. County retains full ownership of all assessment data.

B. Compliance with CJIS security requirements.

C. No secondary use without written approval.

J. Cost Proposal Requirements

A. One-Time Fees and On-Going Fees including:

1. Licensing fees

2. Training and Implementation costs

3. Integration / Migration fees

4. On-Going Maintenance and Support

5. Optional modules

B. Total Five-year total cost

K. Deliverables

A. Validated assessment tools

B. Implementation plan

C. Training materials

D. Integration documentation

E. Reporting tools

F. Support services

3.4 ADDITIONAL WORK CLAUSE FOR APPLICABLE SERVICE CONTRACTS:

A. Upon County request, Contractor shall submit supplemental proposals for Additional

Work not called for under the Scope of Work of this Contract. Contractor must obtain

County Project Manager’s written approval prior to commencing any additional work.

B. County reserves the right to obtain supplemental proposals from, and use, alternate sources for completion of the additional work and to utilize the data provided under this

Contract to obtain necessary services.

C. If County authorizes work by an alternate source, Contractor may be relieved of responsibilities pertaining to the equipment affected by the project while work is being performed and during the subsequent warranty period.

D. Contractor shall continue to provide services to all areas not affected by work provided by alternate sources.

E. Upon completion of any additional work, whether by Contractor or an alternative source, County’s Project Manager or designee and Contractor will inspect the finished product at no additional cost to County. Upon mutual acceptance of the additional work, Contractor shall again be responsible for all services originally covered under this Contract and the work performed under this section.

3.5 MISCELLANEOUS CLAUSE:

A. Miscellaneous commodities may be obtained at County’s request. Contractor shall provide a written quote and obtain authorized County approval. Contractor under no circumstance shall provide any commodities without prior written authorized County approval.

Additional delivery locations may be added or deleted at any time with no penalty to

County. Miscellaneous item purchases shall not exceed $5,000.00, per item, including tax and other expenses, except when ordering the same items multiple times. Total order amount shall not exceed $25,000.00.

B. County may elect to accept substitute like commodities, commodities of equal or better quality and/or brand, costing equal or less than the original contracted commodities as set forth in this Contract with written authorized County approval. Substitute like commodities that cost more will require prior authorized approval from County before any substitution will take place.

3.6 PRICING

Responder shall include the total pricing for the proposed assessment tools and upload a breakdown spreadsheet for the expenses with your response.

SECTION 4. SCORING CRITERIA

Phase 1 - Written Response Scoring: 500 points maximum

Phase 2 - Presentation/Interview Scoring: 400 points maximum

Phase 3 - Cost Proposal: 100 points maximum

4.1 PHASE 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm’s Background, Qualifications &

Experience

A. Company Background and Data

1. Include an overview of firm and brief description of the firm’s history including:

a. Length of time in business;

b. Services provided relevant to the RFP;

c. Describe the Respondent’s experience in performing work of a similar nature to that solicited in this RFP;

and

d. List certifications and/or affiliations that may be relevant to this RFP.

2. Provide the following information:

a. Name and title of person(s) authorized to bind the

Respondent;

b. Main office address; and

c. Telephone number

3. List any previous or current contracts with the County of

Orange within the last five (5) years. Include:

a. Agency/Department name, address and contact person;

b. Contract Number; and

c. Contract Amount

4. Provide a general description of the firm’s prime contractor (if applicable, subcontractor’s) financial condition and identify any conditions (e.g., bankruptcy, pending litigation, planned office closures, or impending

Points Based 175 (35% of Total) merger) that may impede

Respondent’s ability to complete the services.

B. Experience

1. Descriptions of at least three (3) recent similar projects that the firm has completed (public sector experience preferred).

a. Include project name, date, and location,

b. Include client name and describe the scope of work,

c. Describe any obstacles encountered and project outcome, and

d. Describe, including experience with successfully coordinating and maintaining project schedules while staying on budget.

2. Describe experience developing strategic plans for local governments and knowledge of real estate development including permitting, financing, design, construction, land-use, and environmental planning.

3. Describe experience conducting departmental needs assessment studies for office space planning, parking, etc.

4. Describe experience with infrastructure planning.

5. Describe comprehensive capabilities in public outreach and engagement.

6. Provide a description of

Respondent’s success in facilitating working sessions and distilling meeting content and feedback into thematic areas for recommendations.

7. Provide examples of creating executive-level visual collateral, such as reports and graphics.

8. Describe additional relevant information concerning the services offered in this RFP that it considers important in evaluating its services.

2. Key Personnel/Proposed Staffing

A. Assigned personnel must have a minimum of five (5) years of expertise and experience with emphasis on the public sector with depth and breadth of services available.

B. Describe the Respondent’s team that is being proposed for the project which includes completing the Key

Personnel/Staffing Plan located in the

Vendor Responses section. Provide a brief background of each team member’s experience and the roles and responsibilities they will play in the project.

C. Team organization including an identification of the lead Contractor, project manager, and key personnel who will be working on the project.

An organizational chart and description of the project team may be included. Key members of the project team should be included in the organizational chart.

D. Clearly identify the prime contractor and any sub-contractors or sub-consultants, if relevant, and the general roles of each on the project.

E. A statement of qualifications for all team members including resumes and educational background. One-page resumes of all key personnel should be provided (one page per person).

The office locations of each team member should be specified on the resumes. The submittal should, as a part of the information provided for subcontractors, include the names, locations, and general roles of the project team members.

Points Based 125 (25% of Total)

3. Quality/Effectiveness of Work Plan/Project

Approach

A. Provide an outline, detailed description of the process, and a comprehensive timeline for accomplishing the services outlined in the Scope of Work.

B. The Respondent should document a clear understanding of the scope of services.

C. The Respondent should describe the current challenges and opportunities specific and how your company is best suited to assist the County in facing those challenges and opportunities.

D. An explanation of how the

Respondent will adhere to the scope of work narrative including an explanation of the following:

1. An indication of your understanding of the project.

Other factors that may be relevant to the requested services.

Points Based 150 (30% of Total)

4. Organization/Completeness of Response

A. Response demonstrates understanding of project and objectives as it relates to the scope of work.

B. Response demonstrates requirements are addressed and adhered to.

C. Response is complete, comprehensive, and well-organized.

Points Based 25 (5% of Total)

5. Compliance with the County Model

Contract

*Note: Respondents submitting exceptions to the County Model Contract of this RFP, will receive a score of “0” for this criterion.

Points Based 25 (5% of Total)

4.2 PHASE 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Presentation/Interview Scoring Format: 400 points maximum:

County reserves the right to conduct, or to not conduct, oral interviews and/or presentations with the highest-scored Respondent(s). The decision whether to conduct oral interviews/presentations rests solely with

County and the decision of the DPA is final.

Respondents shall be ready to attend interview within fifteen (15) calendar days of notification.

Any inquiry to determine the responsibility of a

Respondent to this RFP may be conducted.

Respondent agrees that the submission of a

Response is permission by Respondent for

County to verify all information contained therein. If County believes it necessary, additional information may be requested from

Respondent. The County may also send written questions and ask for written responses within five (5) business days. Failure to comply with any such request may disqualify a Respondent from further consideration. Respondents must be prepared to discuss all aspects of their Response in detail, including technical questions.

Respondents will not be allowed to alter or amend their Response through the use of the presentation process.

NOTE: If interview/presentations are not conducted, the Written Response shall account for 900 total points of the scoring.

Points Based 400 (78.7% of Total)

2. Cost Proposal

The Response with the lowest cost receives the maximum points allowed for this criterion. All other proposals receive a percentage of the points available based on their cost relationship to the lowest-priced Response.

Should any Preference Policies apply, the

Preference Policy Applicable to Cost Proposal criteria will be scored.

Points Based 100 (19.7% of Total)

3. Preference Policy Applicable to Cost

Proposal

A. Request for Proposal (RFP):

An additional five percent (5%) shall be applied to the tallied cost score of each certified OCLSB or DVBE to obtain their final score. If the final score of any OCLSB or DVBE matches the final score of a non-

OCLSB or non-DVBE, preference shall be given to the certified

OCLSB. If two or more OCLSB or

DVBEs have the same final score, the

County shall determine the contract award based on the County’s best interest.

B. Dual OCLSB and DVBE Preference provides for the following:

1. Business Certified as OCLSB and DVBE If a State-certified OCLSB is also a State-certified DVBE, the preference given to that business shall be 8% instead of 5%.

C. Subcontractors:

If bidder is submitting subcontractors to qualify for the OCLSB or DVBE preference, bidder must demonstrate through the Staffing Plan that 20% of the total bid amount is allocated to the OCLSB and/or DVBE subcontractor(s).

*NOTE: DVBE PREFERENCE IS NOT

APPLICABLE TO PUBLIC WORKS OR A-E

CONSTRUCTION PROJECTS.

Points Based 8 (1.6% of Total)

SECTION 5. COST PROPOSAL

SYSTEM BUILDOUT

One Time Fix Rate

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Phase One - Instrument Development and Proxy Model Build: Shall include but not be limited to discovery, data onboarding, engagement of instrument development and proxy model selection and construction. Creating an operational instrument with depth of available proxy data and numbers.

1 Each

2 Phase Two - Platform Configuration, Integration, and Training: Shall include but not be limited to ICMS integration architecture, module activation set, training cohort size, dashboard scope, and reporting tool.

1 Each

3 Phase Three - Operational Go-Live and Performance Validation: Shall include but not be limited to first operational support, booster training, live performance monitoring formal initiation of the OC-specific local validation cycle as population outcome data begins to accumulate.

1 Each

TOTAL

TRAINING

Pricing where applicable

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Staff Training - Virtual Training up to

250 participants 1 Per session

2 Staff Training - In person Training up to 250 participants 1 Per session

3 Train the Trainer - Virtual Training up to 100 participants 1 Per session

4 Train the Trainer - In person Training up to 100 participants 1 Per session

Line Item Description Quantity Unit of

Measure Unit Cost Total

5 Curriculum and Materials [*] 1 each

[*] Denotes item is taxable

Sales Tax (@ 9.25%)

ANNUAL CHARGES

Pricing where applicable

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Annual License 1 Year

2 Annual Support & Maintenance Year

1 Year

3 Extending Annual Support and

Maintenance Year 2 1 Year

4 Extending Annual Support and

Maintenance Year 3 1 Year

5 Extending Annual Support and

Maintenance Year 4 1 Year

6 Extending Annual Support and

Maintenance Year 5 1 Year

SECTION 6. VENDOR RESPONSES

Responses must be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of this RFP. Emphasis should be on completeness and clarity of content with sufficient detail to allow for accurate evaluation and comparative analysis. Response (Part 3) shall not exceed the 50 Page Maximum Page Limit.

No Exceptions.

Note: Responses that exceed the page limit noted above will be disqualified from further consideration.

Responses are electronically organized into three (3) Parts and are indexed in the order outlined below. Complete all required questions within each part.

Cover Page, Table of Contents, dividers and County forms will not count towards the page limit.

Part 1 - Compliance Statements (will not count against the page limit)

Part 2 - Company Profile & References (will not count against the page limit)

Part 3 - Respondent's Responses (counts against the page limit, no exceptions)

6.1 PART 1: COMPLIANCE STATEMENTS

Some *required questions might not be applicable to your company. Do not leave any required fields blank. Please indicate "N/A" when necessary. A required field that is left blank will prohibit your response from being submitted.

*indicates that it is required.

6.1.1 Validity of Response*

The County requires that all response be valid for at least three hundred sixty-five (365) calendar days. Submissions not valid for at least three hundred sixty-five (365) days will be considered nonresponsive. The Respondent shall state the length of time for which the submitted response shall remain valid below:

Please state 365 calendar Days if your response will be valid for that period of time. If your response will be valid for a different period of time please list the appropriate number of calendar days.

Maximum response length: 100 characters

*Response required

6.1.2 Certification of Understanding*

The County assumes no responsibility for any understanding or representation made by any of its officers, employees or agents…