SHR127-ADMSR-6526 On-call medical evidence collection services~1.pdf

Rev. 3/2026- Services

Request for Proposal No. SHR127-ADMSR-6526 On-Call Medical Evidence

Collection Services

San Bernardino County Sheriff/Coroner/Public Administrator

655 East Third Street San Bernardino, CA 92415

Sheriff/Coroner/Public Administrator

Request for Proposal On-Call Medical Evidence

Collection Services

I. INTRODUCTION

A. Purpose San Bernardino County (County), by and through its included Sheriff/Coroner/Public Administrator (Sheriff), is seeking Proposals from interested and qualified Proposers to provide on-call medical evidence collection services. The number of awards will be determined by the quality of the proposals received.

B. RFP Contact All correspondence and questions must be submitted to the person (RFP Contact) identified below:

San Bernardino County Sheriff/Coroner/Public Administrator Attn: Elizabeth Nieves, Staff Analyst II 655 East Third Street – Bureau of Administration San Bernardino, CA 92415 enieves@sbcsd.org

Proposals will not be accepted by email or facsimile. Proposals must be submitted electronically through the County Electronic Procurement Network (ePro). The completed and signed proposal must be received by the Deadline for Proposals specified in Section II – Proposal Timeline. All Proposers must register with the ePro system prior to the date and time to submit the proposal or they will be disqualified.

C. Reserved

D. Contract Term Services to be provided under this Request for Proposal (RFP) are outlined under Section V, Scope of Work. The Contract will be for a period of three years tentatively beginning on January 01, 2027, and ending on December 31, 2029, with the option to extend the Contract for one (1) additional two-year period, or two (2) additional one-year periods, dependent on Sheriff needs for the Services and funding availability.

E. Location of Services Services are to be provided, completed, and managed at the following locations:

East Valley: Big Bear, San Bernardino, Grand Terrace, Loma Linda, Highland, Twin Peaks, Yucaipa

West Valley: Rancho Cucamonga, Chino Hills, Fontana High Desert: Apple Valley, Hesperia, Lucerne Valley, Phelan, Victorville, Victor Valley Low Desert: Morongo Basin, Joshua Tree, Twenty-Nine Palms, Yucca Valley

The Proposer must include in Proposal, Attachment E - Cost, all transportation, lodging, and per diem costs sufficient to pay its personnel and travel to the aforementioned locations.

F. Assistance to Proposers with a Disability Proposers with a disability may request accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the RFP Contact no later than ten (10) days prior to the Deadline for Proposals.

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II. PROPOSAL TIMELINE

Release of RFP October 7, 2026 Deadline for Submission of Proposer Questions October 14, 2026; 2:00 PM PDT Proposer Questions/Answers Posted to County Website October 21, 2026 Deadline for Submission of Proposals October 29, 2026; 3:00 PM PDT Date for Tentative Contract Award December, 2026

Questions regarding the contents of this RFP must be submitted in writing, via ePro, on or before the Deadline for Submission of Questions and directed to the RFP Contact. All questions will be answered, and both the question and answer will be posted as an Addendum to the RFP in ePro.

III. DEFINITIONS

Capitalized terms used in this RFP shall have the meanings given to them in the RFP and as defined below:

Board: The San Bernardino County Board of Supervisors.

Contract: The Contract between the County and the Contractor, resulting from the award issued to the successful Proposer pursuant to this RFP, that specifies the terms and conditions under which the Contractor will provide services or products to the County.

Contractor: Any individual, company, firm, corporation, partnership, or other organization to whom a contract award is made by the County.

Facilitator: A County Purchasing Department Buyer or designated individual tasked with managing the processes of the RFP evaluation panel.

Proposal: The offer to provide specific goods or services at specified prices and/or other conditions specified in the RFP.

Proposer: Any individual, company, firm, corporation, partnership, or other organization that submits a Proposal in response to this RFP.

Purchasing Agent: The Director of the County Purchasing Department, or their designee.

Request for Proposal (RFP): The request for an offer from Proposers interested in providing the identified services sought to be procured by the County. The RFP specifies the evaluation factors to be used and contains or incorporates by reference contractual terms and conditions applicable to the procurement.

Services: The requested services described in this RFP.

Subcontractor: An individual, company, firm, corporation, partnership, or other organization, not in the employment of or owned by Contractor who is performing services on behalf of Contractor under the Contract or under a separate contract with or on behalf of Contractor.

IV. PROPOSAL CONDITIONS

A. Authorized Signatures All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the

RFP.

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B. Term of Offer Proposals shall remain open, valid, and subject to acceptance anytime within nine (9) months after the Proposal submission.

C. Required Review Proposers should carefully review this RFP for defects and questionable or objectionable material.

Comments from Proposers concerning defects and objectionable material in this RFP must be made in writing and received by the RFP contact prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Submission of Proposals (whichever occurs last). This will allow issuance of any necessary amendments or addenda to the RFP. It will also help prevent the opening of a defective RFP and exposure of Proposals upon which an award could not be made. Protests based on any omission or error, or on the content of this RFP, may be disallowed if not submitted in writing to the attention of the RFP Contact, prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

D. Incurred Costs

The County is not obligated to pay any costs incurred by Proposer in the preparation of a Proposal in response to this RFP. Proposers agree that all costs incurred in developing a Proposal are the Proposer’s responsibility.

E. Amendments/Addenda to RFP The County reserves the right to issue amendments or addenda to this RFP if the County considers that changes are necessary or additional information is needed.

Changes to a Proposal or withdrawal of a Proposal will only be allowed if a request is received prior to the Deadline for Proposals. No amendments or withdrawals will be accepted after the Deadline for Proposals.

F. Best Value Evaluation As established in this RFP, the County realizes that criteria other than price are important and will award contract(s) based on the Proposal that best meets the needs of the County. The County seeks the optimal combination of quality, price, and various qualitative elements of the required Services that will provide the County with the greatest or best value for its money.

G. Right of Rejection Offers must comply with all of the terms of the RFP and all applicable local, state, and federal laws, codes, and regulations. The County may reject as non-responsive any Proposal that does not comply with all of the material and substantial terms, conditions, and performance requirements of the RFP.

Further, the County may reject a proposal from any entity that is a parent, affiliate, or subsidiary, or that is under common ownership, control, or management with any other entity submitting a Proposal in response to this RFP.

A Proposer may not qualify the Proposal nor restrict the rights of the County. If Proposer does so, the Proposal may be determined to be a non-responsive counteroffer and the Proposal may be rejected.

No Proposal shall be rejected, however, if it contains a minor irregularity, defect, or variation. If the irregularity, defect, or variation is considered by the County to be immaterial or inconsequential, the County may choose to accept the Proposal.

Minor irregularities may be waived by the Purchasing Agent when they are any of the following:

1. Do not affect responsiveness.

2. It is merely a matter of form or format.

3. Do not change the relative standing or otherwise prejudice other offers.

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4. Do not change the meaning or scope of the RFP.

5. Are trivial, negligible, or immaterial in nature.

6. Do not reflect a material change in the work; or

7. Do not constitute a substantial reservation against a requirement or provision.

In such cases, the Proposer will be notified of the deficiency in the Proposal and given an opportunity to correct the irregularity, defect, or variation. The County may elect to waive the deficiency and accept the Proposal. The decision to provide a waiver shall in no way modify or compromise the overall purpose of the submittal, nor excuse the Proposer from compliance with all requirements if awarded a Contract.

This RFP does not commit the County to award a contract. The County reserves the right to reject any or all Proposals if it is in the best interest of the County to do so. The County also reserves the right to terminate this RFP process at any time.

H. Local Preference

San Bernardino County has adopted a Local Preference Policy. A local preference of five percent (5%) shall be applied in the cost evaluation of proposals or bids for goods, services, equipment, or a minor public work project, unless an exemption applies. In a price-based bid, five percent (5%) will be deducted from the local vendor’s proposed cost for the purpose of comparison when the local vendor’s proposed cost is not the lowest. If the local vendor’s bid is equal to or lower than the price of an otherwise successful non-local vendor after the 5% preference is applied, the local vendor will be given the opportunity to match the lowest quoted price. In a best value evaluation, five percent (5%) of the awardable points for cost will be added to the local vendor’s score. If the local vendor’s overall score is equal to or lower than that of an otherwise successful nonlocal vendor, the local vendor will be recommended for award.

“Due to the evaluation of qualitative elements along with cost in a best value evaluation, application of local preference for cost proposals may not result in award to a local vendor with the lowest cost after applying local preference.”

Local Vendor - A local vendor is any vendor, contractor, or consultant (hereafter, “Vendor”) that meets all of the following requirements:

1. Vendor’s main office (headquarters) or a major regional office is located within the County;

2. Vendor employs a minimum of 25% of the vendor’s full-time management employees and 25% of its full-time regular employees working from the San Bernardino County location(s).

3. Vendor employs one full-time or two part-time employees with primary residence in the County.

4. Vendor’s “point of sale” for purposes of reporting sales tax to the State Board of Equalization is within the boundaries of the County. The payment of any local share of sales tax must go to the County or a city within the County. If the local business has more than one sales office in the State of California, the office located in the County shall be the point of sale for sales tax calculation.

5. Vendor is not delinquent in any taxes or other payments to the County.

6. Vendor possesses a valid and verifiable business license (if required).

7. Vendor has been open and established for at least six months prior to the issuance of the solicitation.

8. Vendor can demonstrate ongoing business activity in the field of endeavor for which they are proposing from that office during the preceding six months.

9. Vendor has not, within five years prior to the solicitation, admitted guilt or been found guilty by any court or state or federal regulatory enforcement agency of violation of any criminal law or any law or regulation regarding fraud.

10. Vendor is not federally debarred; and

11. Vendor is not suspended or debarred from participation in doing business with the County, in the scope of work that is the subject of the solicitation.

12. Local Vendor Self-certification – Documentation provided.

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The Local Vendor self-certification form is required for any bid or proposal when a local preference is claimed, affirming that it meets each of the above-stated criteria, and signed by a vendor representative with the authority to obligate the company under penalty of perjury. (See Attachment N.)

I. Clarification of Offers In order to determine if a Proposal is reasonably susceptible for award, communications by the Facilitator for the evaluation panel are permitted with a Proposer to clarify uncertainties or eliminate confusion concerning the contents of a Proposal. Clarifications may not result in a material or substantive change to the Proposal. The evaluation by the panel may be adjusted as a result of a clarification under this section.

J. Public Records Act All Proposals and other material submitted become the property of the County and are subject to release according to the California Public Records Act (Gov. Code, § 7920.000 et seq.). All Proposal information, including cost information, will be held in confidence during the evaluation and negotiation process.

Thereafter, Proposals are subject to becoming a non-exempt public record.

If a Proposer believes that any portion of its Proposal is exempt from public disclosure, it must indicate the specific portions believed to be confidential and not subject to disclosure on Attachment I - Public Records Act Exemptions. The Proposer also must include a brief description that sets out the reasons for exemption from disclosure. Each stated exemption must include a citation to supporting legal authority, including statutory authority or case law, to support the exemption from the Public Records Act. Requested exemptions that do not meet the requirements of this section will not be considered.

The County will use reasonable means to ensure that such information is safeguarded, but will not be held liable for inadvertent disclosure of the information. Proposals marked “Confidential” in their entirety will not be honored, and the County might not deny public disclosure of any portion of Proposals so marked.

By submitting a Proposal with portions identified in Attachment I as “Confidential,” Proposer represents that it has a good faith belief that such portions are exempt from disclosure under the California Public Records Act. Proposer may be requested to obtain legal protection from disclosure should a Public Records Act request be received. In the event the County does not disclose the information marked “Confidential,” Proposer agrees to reimburse the County for, and to indemnify, defend (with counsel approved by County), and hold harmless the County, its officers, employees, agents, and volunteers from and against any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs, and expenses including, without limitation, attorneys’ fees, expenses, and court costs of any nature arising from or relating to the County’s non-disclosure of any such designated portions of a Proposal.

K. Employment of Former County Officials Information must be provided in Attachment G regarding former County Administrative Officials (as defined below) who are employed by or represent Proposer. The information provided must include a list of former County Administrative Officials who terminated County employment within the last five years and who are now officers, principals, partners, associates, or members of Proposer, and should also include the employment and/or representative capacity and the dates these individuals began employment with or representation of Proposer. For purposes of this section, “County Administrative Official” is defined as a member of the Board of Supervisors or such member’s staff, Chief Executive Officer or member of such officer’s staff, County department or group head, assistant department or group head, or any employee in the Exempt Group, Management Unit, or Safety Management Unit.

Failure to provide this information may result in the Proposal being deemed non-responsive.

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L. Reserved

M. Disclosure of Criminal and Civil Proceedings The County reserves the right to request the information described herein from the Proposer selected for Contract award (Attachment L – Disclosure of Criminal and Civil Proceedings). Failure to provide the information may result in a disqualification from the selection process and no award of Contract to the Proposer. The County also reserves the right to obtain the requested information by way of a background check performed by an investigative firm. The selected Proposer may also be asked to provide information to clarify initial responses. Negative information provided or discovered may result in disqualification from the selection process and no award of Contract.

The selected Proposer may be asked whether the firm, or any of its partners, principals, members, associates, or key employees (as that term is defined herein), within the last ten years, has been indicted on or had charges brought against it or them (if still pending), or convicted of any crime or offense arising directly or indirectly from the conduct of the firm’s business, or whether the firm, or any of it partners, principals, members, associates, or key employees, within the last ten years, has been indicted on or had charges brought against it or them (if still pending), or convicted of any crime or offense involving financial misconduct or fraud. If the response is affirmative, the Proposer will be asked to describe any such indictments or charges (and the status thereof) and convictions, and the surrounding circumstances in detail.

In addition, the selected Proposer may also be asked to disclose whether the firm, or any of its partners, principals, members, associates, or key employees, within the last ten years, has been the subject of legal proceedings as defined herein arising directly from the provision of services by the firm or those individuals. “Legal proceedings” means any civil actions filed in a court of competent jurisdiction, or any matters filed by an administrative or regulatory body with jurisdiction over the firm or the individuals. If the response is affirmative, the Proposer will be asked to describe any such legal proceedings (and the status and disposition thereof) and the surrounding circumstances in detail.

For purposes of this provision, “key employees” include any individuals providing direct service to the County. “Key employees” do not include clerical personnel providing service at the firm’s offices or locations.

N. Debarment and Suspension; California Secretary of State Business Entity Registration.

Proposer certifies in Attachment D that neither it nor its principals or Subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (See Attachment D and the following United States General Services Administration’s System for Award Management website https://www.sam.gov). Proposer also certifies in Attachment D that if it or any of the Subcontractors listed in the Proposal are business entities that must be registered with the California Secretary of State, they are registered and in good standing with the Secretary of State.

O. Unsatisfactory Performance Proposer affirms that it has no record of unsatisfactory performance with the County in the twenty-four

(24) month period immediately preceding the date of issuance of this RFP.

P. Final Authority The final authority to award a contract(s) as a result of this RFP rests solely with the County Board of Supervisors, or as delegated by the Board of Supervisors.

Q. Reserved

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V. SCOPE OF WORK

The following Scope of Work defines the work that the successful Proposer shall perform in the provision of on-call medical evidence collection services (Services). All proposals for Services shall either meet or exceed the requirements herein:

A. BACKGROUND INFORMATION

The County encompasses over 20,000 square miles, is the 12th most populous in the country, and is the largest county by land area in the continental United States. The County borders Los Angeles, Riverside, Orange, and Kern Counties, and the states of Arizona and Nevada. The County is composed of three geographic regions - Valley, Mountain, and Desert - and is a charter county divided into five supervisory districts on the basis of registered voters and population. The County is governed by a five-member Board of Supervisors, which includes an appointed Chief Executive Officer and numerous elected officials, including the Auditor-Controller/Treasurer/Tax Collector and the Sheriff/Coroner/Public Administrator.

Sheriff provides law enforcement services in the unincorporated areas of the County, 14 contract cities, one Indian Reservation/casino, and operates a Detention and Corrections Bureau. \

B. DUTIES AND RESPONSIBILITIES OF PROPOSER

B.1 Proposer shall provide the Services required hereunder including blood collection, sexual assault suspect examination, and sexual assault victim examination. All the required Services will be provided on an on-call basis, 24 hours a day, seven days a week. The Contractor shall respond to a requested site, to include but not be limited to, a hospital, accident scene, County's checkpoint, County's station, or detention center. Services may be rendered anywhere within the geographical boundaries of the County.

B.2 On-Call: Proposer must make sufficient information available to enable the County to contact on-call licensed personnel, including a 24-hour on-call telephone number, address, and names of licensed personnel, and alternate or backup number.

B.3 DESCRIPTION OF SERVICES:

Proposer shall provide qualified personnel to perform the following Services:

B.3.1 Blood Withdrawal (including dry runs)

Upon request of the County, Proposer shall respond to a designated site to collect blood samples. Contractor will provide all necessary equipment for drawing of blood.

Contractor will provide a blood alcohol kit as specified by the Sheriff’s Scientific Investigations Division (SBCSD-SID). Contractor is responsible for maintaining adequate inventory levels of the blood alcohol kits. Contractor is responsible for ensuring that only licensed personnel perform blood withdrawals for Vehicle Code violations.

B.3.2 Sexual Assault Suspect Examinations

Upon request of the County, Proposer shall respond to a designated site to conduct forensic evidentiary examinations on suspects of sexual assault. Contractor will provide trained personnel to conduct these examinations. Forensic evidence and reference samples will be collected in accordance with California Office of Emergency Services (Cal OES) guidelines utilizing sex kits specified by the SBCSD-SID.

Documentation of the examination and specimens will use the Forensic Medical Report: Sexual Assault Suspect Examination (Cal OES 2-950 form) or electronic equivalent using Cordata Verity or equivalent software for electronic reporting and sharing with investigating agencies and SBCSD-SID. If a physical form is created, the

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B.3.3 Sexual Assault Victim Examinations (SANE) Proposer shall provide a SANE-qualified Registered Nurse to conduct forensic evidentiary examinations on alleged victims of sexual assault. Upon request of the County, Contractor's SANE personnel will respond to an established examination site to conduct these examinations. Those sites include, but are not limited to, Redlands Community Hospital, Kaiser Permanente Ontario, Kaiser Permanente Fontana, and San Antonio Regional Hospital. Proposer assumes the responsibility for maintaining the evidential chain of custody during the examination. Forensic evidence and reference samples will be collected in accordance with Cal OES guidelines utilizing sex kits, as specified by the County. Documentation of the examination and specimens will use the Acute (<120 Hours) Adult/Adolescent Sexual Assault Examination Form (Cal OES 2-923 form) or electronic equivalent using Cordata Verity or equivalent software for electronic reporting and sharing with investigating agencies and SBCSD-SID. If a physical form is created, the original form will be given to the investigating officer with a copy submitted within the victim sex kit to SBCSD-SID.

B.3.3.1 Proposer shall be responsible for coordinating with a minimum of four

(4) area medical facilities in each region of the County as listed below:

East Valley Big Bear, San Bernardino, Grand Terrace, Loma Linda, Highland, Twin Peaks, Yucaipa

West Valley Rancho Cucamonga, Chino Hills, Fontana

High Desert Barstow, Baker, Trona

Low Desert Morongo Basin, Joshua Tree, Twenty-Nine Palms, Yucca Valley

In addition, the County operates the following detention centers:

West Valley Detention Center Rancho Cucamonga

Central Detention Center San Bernardino

Glen Helen Rehabilitation Center Devore

High Desert Detention Center Adelanto

Location of Services for the ability to perform sexual assault victim examinations: Examinations will be performed at the facility located closest to the victim.

B.3.3.2 Photographic documentation of the examination will include colposcopic examination and general physical injuries. Evidential photo documentation will be conducted and made available to the investigating agency and, upon request, to the court, at no cost. Proposer will retain digital images in a secured location.

B.3.3.3 County will incur no cost for testing of sexually transmitted diseases or

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B.3.3.4 Proposer shall collect samples for blood alcohol testing using an approved SBCSD-SID collection kit. These kits will be submitted to SBCSD-SID for blood alcohol testing.

B.3.3.5 If Proposer does not have adequate supply of SBCSD-SID-approved blood alcohol collection kits, they will proactively notify SBCSD-SID so that SBCSD-SID can consider the alternative use of breath alcohol testing, instead. Collection of blood alcohol samples using a contracted vendor lab kit rather than an approved SBCSD-SID collection kit is not an approved option without prior approval, given the additional cost to

SBCSD-SID.

B.3.4 Court Testimony Proposer shall be available to provide expert court testimony for all Services provided.

B.4 HANDLING OF EVIDENCE

Proposer shall appropriately package and label all specimens and evidence.

B.5 DISPOSAL OF WASTE

Proposer shall dispose of all medical waste in accordance with all applicable laws and regulations.

The County will provide sharps containers at each County station for the disposal of used syringes. However, Contractor will be required, in certain instances, to dispose of medical waste (for example: blood withdrawals performed at DUI checkpoints, accident scenes, boating enforcement programs, etc.). Therefore, Contractor will be required to possess and maintain medical waste permits for the entire term of the Contract.

B.6 RESPONSE TIME

Proposer's personnel will arrive at requested site within thirty (30) minutes of notification. SANE-qualified personnel will arrive at the designated examination site within forty (40) minutes of notification, with the exception of Morongo areas, where the arrival time will be within ninety (90) minutes of notification.

C. RESERVED

D. PERSONNEL

Sheriff shall have the sole discretion to determine the security acceptability of all Proposer’s personnel at any time during the resulting Contract period. Personnel found to be unacceptable security risks shall not be permitted to provide Services. Violation of the provisions below may result in the loss of Proposer’s personnel security clearance. In addition to the terms and conditions listed in Section X.A.5 – Background Checks for Contractor Personnel, Proposer shall adhere to the following:

1. Proposer shall provide a list of individuals who render Services as personnel and/or Subcontractor who will enter Sheriff facilities under a resulting Contract. The list shall be kept current and updated by the Proposer for the duration of a resulting Contract period. Personnel and Subcontractors may not be changed without the written approval of Sheriff.

2. Proposer shall immediately notify Sheriff regarding any personnel reassignments, discharges, and terminations so that they may be removed from the facility access list. Proposer notifications regarding such action shall be submitted verbally within twenty-four (24) hours, followed by written notification within five (5) business days. All Proposer personnel shall possess a government-issued photo identification and shall meet Sheriff’s requirements for admission into any County facility.

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Additionally, Sheriff shall maintain information on Proposer’s personnel for safety and security purposes.

3. Proposer personnel and Subcontractors shall be required to complete additional forms, including non-disclosure agreements, at any time. Non-disclosure agreements acknowledge that information Proposer personnel and/or Subcontractors may encounter while at any County facility is confidential and proprietary. Any unauthorized release of confidential or proprietary information by Proposer, its personnel, and/or its Subcontractors shall constitute a breach of contract and will be punishable by law. Sheriff reserves the right to enforce any available remedy at law or in equity, in the event of such breach.

4. Background Investigation – At Proposer’s sole expense, all personnel and/or Subcontractors performing work on behalf of the Proposer under a resulting Contract are required to undergo, and pass to the satisfaction of the Sheriff, a background investigation as a condition of providing Services.

Background investigations shall include, but are not limited to, criminal conviction information obtained through fingerprints submitted to the California Department of Justice and the Federal Bureau of Investigation, a Live Scan, a background questionnaire, and photographs.

Prior to the start of activities related to an awarded contract, Proposer personnel and/or Subcontractors must complete Live Scan fingerprinting services at Sheriff’s Headquarters located at 655 East Third Street, San Bernardino, California, 92415, unless otherwise requested by Sheriff. Upon Proposer’s personnel and/or Subcontractors failing a background investigation, Sheriff will request that the individual be removed from performing work at any time during a resulting Contract. Proposer shall only be notified of the final security determination of its personnel. Specific details shall remain confidential and will not be provided to the Proposer.

VI. PROPOSAL SUBMISSION

A. General

1. All interested and qualified Proposers are invited to submit a Proposal for consideration. Submission of a Proposal indicates that the Proposer has read and understands the entire RFP, including all appendixes, attachments, exhibits, schedules, and addenda (as applicable), and that all concerns regarding the RFP have been resolved.

2. Proposals must be received by the designated date and time. All Proposers must register with the ePro system prior to the date and time to receive the proposal, or they will be disqualified.

Late or incomplete proposals will not be accepted. Electronic response must be submitted through the San Bernardino County Electronic Procurement Network (ePro) https://epro.sbcounty.gov/bso/view/login/login.xhtml. System-related issues in ePro shall be directed to the Purchasing Department at (909) 387-2060. For procurement questions involving ePro, please contact the RFP Contact identified in Section I, Paragraph B – RFP Contact.

3. The Proposer acknowledges that its electronic signature is legally binding. Submittals in ePro will be opened from the system’s encrypted lock box after the deadline and evaluated as stated in this RFP.

4. Reserved

5. Proposals must be submitted in the format described below. Proposals are to be prepared in such a way as to provide a straightforward, concise description of capabilities to satisfy the requirements of this RFP.

6. Proposals must be completed in all respects as required in this section. A Proposal may not be considered if it is conditional or incomplete.

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B. Proposal Format

Responses to this RFP must be in the form of a Proposal package, which must be submitted in the following format:

1. Presentation

Format the Proposal to fit on an 8 1/2 x 11 sheet of paper with margins of at least 3/4 inches. Text should be single spaced and font size should be no smaller than 11 point. Each page, including attachments, must be clearly and consecutively numbered.

2. Cover Page Use Attachment A as the cover page.

This form must be fully completed and signed by an authorized officer of the Proposer.

3. Table of Contents All pages of the Proposal, including the enclosures, must be clearly and consecutively numbered and correspond to the Table of Contents.

4. Statement of Certification

Include the following on Attachment B:

a. A statement that the offer made in the Proposal is firm and binding for nine (9) months from the

Deadline for Proposals.

b. A statement that all aspects of the Proposal, including cost, have been determined independently, without consultation with any other Proposer (competitor) for the purpose of restricting competition.

c. A statement that all declarations in the Proposal and attachments are true and that this shall constitute a warranty, the falsity of which will entitle the County to pursue any remedy by law.

d. A statement that the Proposer agrees that all aspects of the RFP and the Proposal submitted shall be binding if the Proposal is selected and a Contract awarded.

e. A statement that the Proposer agrees to provide the County with any other information the County determines is necessary for an accurate determination of the Proposer’s ability to perform the Services as proposed.

f. A statement that the Proposer, if selected, will comply with all applicable rules, laws, and regulations.

g. A statement that the Proposer has reviewed the RFP and General Contract Terms in their entirety and has no exceptions to any requirements, terms, or conditions, except as noted in Attachment H.

5. Statement of Experience and Qualifications

Include the following in this section of the Proposal:

a. Business name of the Proposer and type of legal entity such as corporation, partnership, etc. If

Proposer is a business entity that must be registered with the California Secretary of State, Proposer shall provide the County the entity number assigned to it by the Secretary of State.

b. Number of years the Proposer has been in business under the present business name, as well as related prior business names.

c. Statement that the Proposer does not have any commitments or potential commitments that may impact the Proposer’s ability to perform the Contract, if awarded.

6. Licenses, Permits, and/or Certifications

Provide copies of all licenses, permits and/or certifications in Attachment C as required under Section X. TERMS AND CONDITIONS Paragraph A, 22.

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7. Project Team Organization Chart

Provide an organization chart illustrating the project team and clearly showing the organization of the team and the hierarchy of each member. It must include:

a. Organizational framework for the proposed project team.

b. Company name and staff name for each role identified in the chart.

c. Resumes of key personnel, including qualifications, education, and project experience

8. Proposal Description The Proposal should include the following:

a. A brief synopsis of the Proposer’s understanding of the County’s needs and how the Proposer plans to meet them.

b. A detailed statement of the proposed Services.

c. An explanation of any assumptions or constraints.

9. Work Plan and Schedule

Include the following:

a. Summary of management/work plan for this Project.

b. Project schedule

10. Certification Regarding Debarment or Suspension

Complete Attachment D.

11. Cost Complete proposed pricing on Attachment E.

12. References

Provide three (3) references from other entities, preferably public agencies, of the same or similar size as the County, with whom you have established a contract on a project of this nature. Provide Contact Name and Title, Address, Phone Number, Email Address, and dates Services were provided on Attachment F.

13. Employment of Former County Officials Complete Attachment G.

14. Exceptions to RFP Complete Attachment H.

15. Public Records Act Exemptions Complete Attachment I – Public Records Act Exemptions if applicable.

16. Indemnification and Insurance Requirements Affidavit Submit evidence of ability to insure as stated in Section X, Paragraph B – Indemnification and Insurance Requirements. Proposer must complete and submit Attachment J – Indemnification and Insurance Requirements Affidavit, and ensure the form is complete, including the signature from Proposer’s insurance broker/agent.

17. Disclosure of Criminal and Civil Proceedings

Complete Attachment L.

18. Financials Submit Proposer’s annual financial statements for the last two fiscal years (Attachment M). The financial statements must be compiled, reviewed, or audited by an independent Certified Public

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Accountant (CPA) or Registered Public Accounting firm (RPA). If the Proposer does not have financial statements compiled, reviewed, or audited by a CPA/RPA, then the Proposer may submit the last two fiscal years' internally generated annual financial statements (at a minimum, the balance sheet and income statement) and a certification from the Proposer’s accountant showing the information accurately reflects the Proposer’s current financial status. If the Proposer cannot provide any of the listed documents, the Proposer may submit the latest U.S. Income Tax Return Form 1120-S for S Corporation filed with the Internal Revenue Service.

19. Local Vendor Preference Self-Certification Complete Attachment N.

20. Current Form W-9 (Signed in 2026) Complete Attachment O.

21. Reserved

22. Reserved

23. Reserved

VII. EVALUATION

Proposals will be subject to an Initial Review to confirm responsiveness, by determining whether each Proposal includes the stipulated content, required certifications or licensing, etc., and is presented in the required format, in order for the Proposal to advance for evaluation. Any reasonable person reviewing for responsiveness must be able to ascertain that the Proposal meets these requirements.

The evaluation process includes the following categories and may include additional specific criteria.

Likewise, the listed considerations are possible considerations and may not be the only factors involved in the evaluation.

A. QUALIFICATIONS AND EXPERIENCE

Weight: 30% Considerations:

Proposer background and reputation Qualifications of the project team Experience with local approval agencies Experience with publicly bid projects Experience with similar Services and entities

B. FINANCIAL REVIEW

Weight: 15% Considerations: Applies when financial stability and responsibility are deemed pertinent to the intended contract award, at the sole discretion of the County. Statements and/or tax information is evaluated by qualified individuals, most often at the Auditor-Controller’s Office.

C. TECHNICAL REVIEW

Weight: 20% Considerations:

Statement of understanding of the County’s needs Work plan Scheduling Technical specifications and functionality Quality control

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Training Adequacy of support staff and Subcontractors Risk management Value-added aspects.

D. COST/REVENUE

Weight: 30% Considerations: Overall reasonableness of proposed pricing as requested in Attachment E – Cost, and valuation of any additional proposed charges.

E. REFERENCES

Weight: 5%

Considerations:

Satisfactory performance of similar work Demonstrated knowledge and expertise Work product Quality of interactions Capability of assigned team members Likelihood of continued use

F. RESERVED

The County may, at its sole discretion, create a shortlist of Proposals for further evaluation; require an oral interview, presentation, or demonstration; and utilize outside experts to assist in the evaluation process;

and/or issue a request for Best and Final Offer (BAFO) from one or more Proposers.

The County will establish an evaluation panel with responsibility for reviewing all Proposals and conducting the evaluation. A Facilitator will manage the integrity of the evaluation process and will not be a voting member of the evaluation panel. An initial meeting will be scheduled and held with the evaluation panel members, wherein the Facilitator will distribute all relevant documents to the evaluators, including the RFP, evaluation criteria, and evaluation instructions.

After the initial meeting, evaluators will independently review and score the Proposals. The evaluation panel will then convene again to discuss the individual scores to resolve questions and to discuss the basis for individual scores, but not for the evaluators to agree upon scoring. At the end of this discussion, each evaluator will be given an option to revise his/her scores.

Evaluators will make independent determinations for scores, including review and understanding of any additional information obtained by the group discussion. In the event a score is revised, the evaluator will strike out the original score, document the new score, and provide comments to support the revision.

If clarifying information is needed at any point, the Facilitator will contact Proposer(s) to obtain the necessary information. The Facilitator will then provide the information to the evaluation panel electronically or verbally, as appropriate.

If the evaluation process includes components such as oral interviews, product demonstration, and/or site visits, the Facilitator will coordinate those with evaluators. Individual scoring and any subsequent evaluation panel meetings with respect to such components must be conducted.

Once all ratings are finalized and documented, the Facilitator will create a final evaluation scoring worksheet.

VIII. NEGOTIATIONS AND NOTICE OF INTENT TO AWARD

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The County may require the potential Proposer(s) selected to participate in negotiations. This may include cost, technical, or other clarifications needed to make a decision.

A. Contract Negotiation

After selection, negotiations may be conducted with the Proposer(s) of the highest-ranked Proposal(s).

Negotiations, if held, shall be within the scope of work in the RFP. If the Contract negotiations take place in San Bernardino County, California, the Proposer will be responsible for its travel and per diem expenses of its personnel.

B. Failure to Negotiate

If the selected Proposer:

1. Fails to provide the information required to begin negotiations in a timely manner; or

2. Fails to negotiate in good faith; or

3. Indicates it cannot perform the Contract within the budgeted funds available for the Services; or

4. If the Proposer and the County, after a good faith effort, simply cannot come to terms.

Then the County may terminate negotiations with the Proposer initially selected and commence negotiations with the next highest rated Proposer.

C. Notice of Intent to Award (NOIA) – Proposer Notification of Selection

After the completion of Contract negotiations, a written or electronic Notice of Intent to Award (NOIA) and denial letters (or a copy of the NOIA) will be issued to all Proposers. The issuance date of the NOIA is the date the NOIA was delivered by email or into the care of the United States Postal Service for delivery to the Proposer.

D. Review of Financial Performance

As indicated in Section VII, Section B, financial information may be used to evaluate and select the Proposal(s) deemed to be in the County’s best interest. Alternatively, at the County’s sole discretion, the financial performance of the intended Contractor may be assessed prior to Contract award. Financial performance deemed unsatisfactory by the County may result in non-award or a recommendation for award to another Proposer(s).

E. Award

A Contract will be awarded based on a competitive selection of Proposals received. The contents of the Proposal of the successful Proposer will become contractual obligations, and failure to accept these obligations in a Contract may result in cancellation of the award.

IX. APPEAL AND AWARD

In the event a dispute arises concerning the Proposal process prior to the award of the Contract, the Proposer raising the dispute shall submit a request for resolution in writing to the Purchasing Agent. Proposer may appeal the recommended award or denial of award (Protest), provided the Protest:

1. Is submitted in writing.

2. Is submitted within ten (10) calendar days of the issuance date of the NOIA.

A Protest can only be brought on the following grounds:

1. Failure of the County to follow the selection procedures and adhere to requirements specified in the RFP or any addenda or amendments.

2. Violation of conflict of interest as provided by California Government Code section 87100 et seq.

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3. Violation of state or federal law.

Protests will not be accepted for any other reason than those stated above. All Protests must be sent to:

Stephenie Shea, Acting Director of Purchasing

Purchasing Department 777 E. Rialto Avenue San Bernardino, CA 92415-0760

Upon receipt of the formal Protest, the Purchasing Agent, or his/her designee, will attempt to resolve the Protest. A Protest shall be disallowed when, in the judgment of the Purchasing Agent it has been submitted:

(1) as a delay tactic; (2) for the purpose of posturing the Proposer advantageously for future procurement;

(3) in a form that deviates from the one prescribed; (4) without adequate factual basis or merit; or (5) in an untimely manner.

The Purchasing Agent shall make a decision concerning the appeal and notify the Proposer submitting the Protest, within a reasonable timeframe prior to the tentatively scheduled date for awarding the Contract. The decision of the Purchasing Agent shall be deemed final.

Alternatively, at the Purchasing Agent’s discretion, an Appeal Panel consisting of five (5) members appointed by the Purchasing Agent shall hear the Protest. The Proposer will be provided with reasonable notice of the time, date, and location of the hearing. In the event that a protesting Proposer does not appear at the Protest hearing as scheduled, the Protest will be disallowed.

The hearing is informal, in that it is not subject to the strict rules of evidence or procedure, and live witnesses, if any, will not be sworn. All relevant evidence is admissible, including hearsay. It will be up to the Appeal Panel members to consider the credibility of the evidence and the weight to give it.

The Panel will determine by at least three (3) affirmative votes: 1) whether the Protest was submitted timely;

2) whether the Protest is based on at least one of the three designated grounds identified above; and 3) whether the grounds on which the Protest is based have been substantiated.

If any of the grounds are determined to be valid, the Panel will also decide if the valid portion of the Protest has so tainted the RFP process that it is unfair to the Proposer or whether the valid grounds for the Protest are in the nature of harmless error and that the RFP process was fair to the Proposer. The Panel will not re-evaluate the Proposals.

The Purchasing Agent shall notify the Proposer making the Protest of the decision, within a reasonable timeframe prior to the tentatively scheduled date for awarding the Contract. The decision of the Appeal Panel shall be deemed final. If the Contract must be approved by the Board, after receiving a decision from the Purchasing Agent or Appeal Panel, the Proposer may then present its Protest to the Clerk of the Board of Supervisors for the Board’s review and decision. The Proposer must file its written Protest with the Clerk of the Board or provide a verbal Protest (typically limited to three minutes) prior to the Board making a decision on the Contract. Any decision of the Board shall be deemed final.

A Proposer protesting the results of any of the processes described herein must follow the procedures set forth. By submitting a “Letter of Intent to Protest,” the Proposer has agreed that the protest procedures herein shall precede any action in a judicial or quasi-judicial tribunal regarding this Proposal. Protests that do not follow these procedures shall not be considered. The protest procedures constitute the sole administrative remedy available to the Proposer under this RFP.