Theatre_Arts_and_or_Music_Instructional_Services_(Addendum_#1_Revision).pdf

COUNTY OF ORANGE

PROBATION

REQUEST FOR PROPOSAL (RFP)

FOR

THEATRE ARTS AND/OR MUSIC INSTRUCTIONAL SERVICES

RFP NO. RFP-057-2944004-MM

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 - Theatre Arts and/or Music Instructional Services, RFP-057-2944004-MM

County of Orange

Probation

Procurement and Contract Services

1055 N. Main Street, 5th Floor

Santa Ana, CA

92701

SCHEDULE OF ACTIVITIES

Release Project Date February 18, 2026

Pre-Proposal Meeting (Non-

Mandatory)

March 11, 2026, 10:00am

A non-mandatory Pre-Proposal Meeting will be held on March 11, 2026, at 10:00 a.m. via

Microsoft Teams. Please e-mail Michael

Macias at Michael.Macias@prob.ocgov.com to reserve a space, by 3:00 p.m. March 9th, 2026.

Question Submission Deadline March 25, 2026, 3:00pm

Proposal Submission Deadline April 3, 2026, 3:00pm

PROPOSALS MUST BE RECEIVED ON

OR BEFORE

Friday, April 3, 2026

3:00 pm mailto:Michael.Macias@prob.ocgov.com

SECTIONS

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

SECTION 2. PROTEST PROCEDURES

SECTION 3. SCOPE OF WORK

SECTION 4. PROPOSAL SCORING CRITERIA

SECTION 5. PRICING PROPOSAL

SECTION 6. OCLSB AND DVBE PREFERENCE POLICIES CERTIFICATION

REQUIREMENTS

SECTION 7. VENDOR RESPONSES

Attachments:

A - Model Contract - Theatre Arts and-or Music Instructional Services

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

1.1 INTRODUCTION

The County intends that the successful Respondent shall provide Theatre Arts and/or Music

Instructional Services proposed in accordance with contract requirements set forth in the solicitation and Model Contract, including Attachments.

1.2 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 Wednesday, March 25, 2026, before 3:00 pm. The DPA will provide all official communication concerning this solicitation. Any County response relevant to this solicitation other than through or approved by the DPA is unauthorized and will be considered invalid.

https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov mailto:procurement-support@opengov.com https://help.procurement.opengov.com/en/

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. 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.

E. 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.

F. 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.

G. 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.

H. 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.

I. 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.

J. 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.

K. 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.

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

M. 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.

N. 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.

O. 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.

P. 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.

1.3 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. Respondent has a minimum of three (3) years of experience within the last five (5) years providing Theatre Arts and/or Music Instructional Services to youth/young adults;

B. Capability to begin program implementation within 60 days of contract award;

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

D. Complete all required Vendor Response questions of the solicitation;

http://www.dnb.com/ http://www.usfcr.com/

1.4 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 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 2024 County Contract Policy Manual (CPM). A copy of the 2024 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.

1.5 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. The award may be subject to approval(s) by the County Board of Supervisors.

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.

https://cpo.oc.gov/cpm

1.6 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.

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.

1.7 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.

1.8 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.

1.9 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 Michael Macias at michael.macias@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), Michael Macias at michael.macias@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, Michael Macias at michael.macias@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 INTRODUCTION/BACKGROUND

Senate Bill (SB) 823, also known as the “Juvenile Justice Realignment’ was signed into law by Governor Gavin Newsom on September 30, 2020. This historic legislation mandates the phased closure of California’s Department of Juvenile Justice (DJJ) and transfers to counties the responsibilities over custody, treatment, and supervision of youth adjudicated for serious and/or violent offenses under Welfare and Institutions Code § (WIC) 707(b).

SB 823 established the following: a Juvenile Justice Realignment Block Grant to support counties’ programming, supervision and services to support and rehabilitate youth realigned from DJJ and eligible WIC § 707(b) youth; created the Office of Youth and Community

Restoration (OYCR), a new state agency under California’s Health and Human Services

Agency, to provide oversight and accountability of the realigned system; raised the age of local jurisdiction and confinement to age twenty-five (25) for serious cases/WIC 707 (b) offenses;

and established a new sentencing track for the realigned population.

mailto:CPOAppeals@ocgov.com

On February 25, 2021, the Orange County Juvenile Justice Coordinating Council (OCJJCC) approved changes to its bylaws to include the creation of the OCJJCC’s SB 823 Subcommittee, which was tasked with drafting a plan to address the needs of youth within the target population. On May 27, 2022, the OCJJCC approved the Juvenile Justice Realignment Plan created by the SB 823 Subcommittee. The approved plan included an evaluation component to measure the effectiveness of SB 823 programs and services. The county’s plan was reviewed, updated and approved by the OCJJCC’s SB 823 Subcommittee on May 25, 2023.

The 23/24 plan was submitted to the OYCR and was accepted without any requested modifications.

Other youth who are not WIC § 707(b) offenders but are under the supervision of or housed by the Probation Department may also be eligible for the services described in this scope of work.

Probation in its sole discretion, will determine the population to be served by this agreement.

Probation shall refer youth to Contractor and Contractor shall provide the services in this agreement to the referred youth.

Contractor recognizes the nature of the work in a secured facility and assumes and accepts all risk of personal harm, bodily injury, death and/or damage to property. Contractor agrees that the County will not be liable for any such harm, injury, death and/or damage that may occur at the secured facility. Contractor shall ensure that its staff are aware of and adhere to Probation’s security procedures and relevant policies at all times.

3.2 OBJECTIVE

The objective of this Request for Proposal (RFP) is to solicit proposals from qualified organizations or partnerships to develop and deliver introductory Theatre Arts and/or Music

Instructional Services. The services will serve participants (incarcerated youth from underserved populations) and focus on foundational acting, drama skills and/or Music Instructional Services.

The training should foster creativity, communication, collaboration, and positive personal development through structured artistic expression.

3.3 POPULATION

As of October 29, 2024, Orange County Probation was serving a total 400 youth pending or adjudicated for serious and/or violent offenses under Welfare and Institutions Code § (WIC)

707(b). The majority were male and Hispanic. Nearly 60% were 14 to 17 years old.

As of October 29, 2024, 25.3% of pending/active SB823 youth were in custody at one of

Probation’s facilities – Juvenile Hall, Youth Guidance Center or Youth Leadership Academy. The remaining 74.7% were supervised in the community by OC Probation.

In calendar year (CY) 2023, OC Probation served 300 active SB823 youth. Two hundred six (206)

SB823 youth out of the 300 CY2023 SB823 youth have either completed or are serving a court-ordered commitment; 94 were not ordered commitment time. For these 206 youth with commitments, they had a total of 239 petitions containing at least one 707(b) offense where a commitment was ordered.

The average commitment length was 299 days. Approximately 33% of commitments were 90 days or less. Approximately 23% of the commitments ordered were one year or longer, and the longest commitment time was 5,113 days.

Additionally, other youth supervised or housed by the Probation Department may qualify for services described in this scope of work.

3.4 CONTRACTOR RESPONSIBILITIES

1. Provide teaching instructor(s) to coach and mentor the youth/young adults in Theatre Arts and/or Music Instructional Services.

2. Program Details (per discipline):

A. Class size: approximately 10-20 youth per cohort.

B. One to two rehearsal sessions per week.

C. Rehearsal sessions to be approximately one to two hours each.

D. One cohort to run at a time, and shall be approximately 12-15 weeks in length.

E. Each cohort shall conclude with a 30 - 45 minute theatre performance or staged showcase presented to peers, staff and/or invited family members (as permitted by facility guidelines).

F. Must align with the youth and facility schedules, including evenings and weekend options.

G. Cohort rehearsals will be at one of the sites referenced in "Probation Responsibilities, 1."

below, with the final performance/showcase at the Multipurpose Rehabilitation Center.

3. Programs for Instruction:

A. Theatre Arts/Drama/Acting Services Program:

• Voice Projection and Dictation

• Character Development

• Stage Presence and movement

• Improvisation

• Script Analysis

• Memorization Techniques

• Ensemble Collaboration and/or

B. Music Instruction Services Program:

• Proper instrument technique and posture

• Tone Production

• Rhythm and Timing

• Basic Music Notation Reading

• Listening Skills

• Ensemble Collaboration (if group-based)

4. Through active participation, youth/young adults will be exposed to Theatre Arts and/or Music Instructional Services and be given a creative outlet to learn new life skills such as:

A. Public Speaking

B. Teamwork

C. Collaboration

D. Self-Confidence

E. Resilience

F. Healthy risk-taking

G. Commitment and perseverance

H. Relationship building

3.5 PROBATION RESPONSIBILITIES

Probation shall:

1. Provide County space to Contractor for the provision of Theatre Arts and/or Music

Instructional Services under this Contract. Sites include Juvenile Hall 331 The City Drive

South, Orange; Youth Leadership Academy (YLA) 3155 Steiner Way, Orange; Youth

Guidance Center (YGC) 3030 N. Hesperian Way, Santa Ana; and the Multipurpose

Rehabilitation Center (MRC) 333 The City Drive South, Orange, CA 92868.

2. Provide parking for onsite Contractors providing services under this contract.

3. Conduct a background investigation on each individual identified as assigned to perform services onsite.

4. Maintain research records as specified in Attachment A, 3.6, Reports/Outcomes/Data.

5. Appoint a project Manager to oversee the program pursuant to the terms and conditions contained herein.

3.6 REPORTS/OUTCOMES/DATA

1. At the end of each cohort, Contractor will provide tracking data, including, but not limited to:

A. Youth referred to programming by Probation o Name, Probation’s unique identifier (MLNum) and/or other identifiers o DOB o Demographics (gender, ethnicity, etc.)

o Date referred o SB823/Non-SB823 (from Referral Form)

B. Youth accepted into program o Date of entry o Date of exit o Type of exit

i. Satisfactory/completed

ii. Not-satisfactory/did not complete

iii. No fault (e.g. released) o Programming Dosage (in hours)

C. Outcomes of participants as applicable such as skills and knowledge gained, certifications achieved and/or other milestones reached based on the program curriculum. County, in collaboration with the Contractor, reserves the right to set specific goals and objectives for each program for which the Contractor will be responsible to meet.

D. Contractor may be asked to provide a monthly report on enrollment and participation to the County’s project manager.

SECTION 4. PROPOSAL SCORING CRITERIA

Phase 1 - Written Response Scoring: 500 points maximum

Phase 2 - Cost Proposal: 100 points maximum

Phase 3 - Presentation/Interview Scoring: 400 points maximum

4.1 PHASE 1 - WRITTEN RESPONSE SCORING: 500 POINTS MAXIMUM

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm’s Background, Qualifications &

Experience Points Based 150

(30% of Total)

2. Staffing Points Based 125 (25% of Total)

3. Service Delivery Points Based 200 (40% of Total)

4. Compliance of the County Model Contract

A. The proposal fully complies with the County

Model contract.

*Note: Respondents submitting exceptions to the County Model Contract attached to this

RFP may receive a score of “0” for that criterion

Points Based 25 (5% of Total)

4.2 PHASE 2 - COST PROPOSAL SCORING: 100 POINTS MAXIMUM

No. Evaluation Criteria Scoring Method Weight (Points)

1. 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 (100% of Total)

4.3 PHASE 3 - PRESENTATION/INTERVIEW SCORING: 400 POINTS MAXIMUM

No. Evaluation Criteria Scoring Method Weight (Points)

1. Presentation/Interview

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 (100% of Total)

SECTION 5. PRICING PROPOSAL

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Hourly Rate 1 Hour

2 Additional Fees (if any) 1 Each

TOTAL

SECTION 6. OCLSB AND DVBE PREFERENCE POLICIES CERTIFICATION

REQUIREMENTS

County of Orange Local Small Business (OCLSB) Preference and Disabled Veteran

Business Enterprise (DVBE) Preference Policies Certification Requirements

6.1 OCLSB:

Effective January 1, 2020, County of Orange Board of Supervisors adopted the OCLSB Preference policy. Implementation of the OCLSB Preference policy supports local businesses, the local economy and the development of the County’s tax base.

To be certified as a Local Small Business by the County of Orange, a business shall meet (1) and

(2) below:

A. Local Business Requirements:

1. Maintains their principal center of operations (i.e. headquarters) within Orange

County, and:

2. Has:

a. A business address located in the County of Orange that is not a post office box, or

b. A valid business license or certificate of occupancy issued by the County of

Orange or by an Orange County city, or other documentation acceptable to the

County of Orange.

B. Small Business Requirements:

1. Must be certified as a Small Business by the State of California Department of

General Services (DGS): and, C. Above requirements must be valid at the time of proposal submittal through the time of award of the contract. The terms and conditions of the contract shall additionally require the contractor to remain in compliance with the Local Business requirements (pursuant to subsection (a) above) through the term of the contract, including any extensions or renewals, and shall provide that contractor’s failure to comply may be construed by

County as a material breach of the contract.

6.2 DVBE:

Effective January 1, 2021, County of Orange Board of Supervisors adopted the DVBE Preference policy.

The DVBE Preference policy supports local business opportunity, economy and the development of

County’s tax base, and in addition recognizes the service and sacrifice given by the men and women of our

Armed Forces.

To be certified as a Disabled Veteran Business Enterprise by the County of Orange, a business shall meet

(A) and (B) below:

A. Must be certified as a DVBE by the State of California Department of General Services (DGS);

and, B. DGS DVBE requirements must be valid at the time of bid/proposal submittal through the time of award of the contract.

To participate as an OCLSB and/or DVBE please read and follow the process outlined in COUNTY OF

ORANGE LOCAL SMALL BUSINESS (OCLSB) AND DISABLED VETERAN BUSINESS

ENTERPRISE (DVBE) CERTIFICATION REQUIREMENTS in the VENDOR RESPONSES.

*NOTE: DVBE PREFERENCE IS NOT APPLICABLE TO PUBLIC WORKS OR A-E

CONSTRUCTION PROJECTS.

6.3 OCLSB/DVBE CERTIFICATION REQUIREMENTS:

County Of Orange Local Small Business (OCLSB) Preference And Disabled Veteran

Business Enterprise (DVBE) Certification Requirements

A. To participate as an OCLSB and/or DVBE the following requirements must be met:

1. Must be certified with State of California the Department of General Services (DGS) as a Small Business. - https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

2. Must be certified with DGS as a DVBE. - https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

3. Maintains their principal center of operations (i.e. headquarters) within Orange

County.

4. Certification must be valid at the date/time solicitation is closed, and it shall remain in effect at the time of contract award. County reserves the right to verify and/or reject incomplete documents.

5. Complete and sign the Affirmation form attached herein. The signed Affirmation form and the OCLSB Certification are required and must be returned with the solicitation response.

B. OCLSB or DVBE Preference provides for the following:

1. Invitation for Bid – IFB

A five percent (5%) deduction in the original bid price shall be applied to all confirmed OCLSB or DVBE bidders for evaluation purposes. If the lowest bidder is a certified OCLSB or DVBE bidder, the contract will be awarded at the certified

OCLSB or DVBE’s original bid price. The maximum allowable preference deduction is $100,000.

2. Request for Proposal - RFP

a. No Cost - Any Request for Proposals that does not include cost as a scoring criteria shall instead apply the five percent (5%) or eight percent (8%) preference https://caleprocure.ca.gov/pages/sbdvbe-index.aspx https://caleprocure.ca.gov/pages/sbdvbe-index.aspx https://caleprocure.ca.gov/pages/sbdvbe-index.aspx percentage pursuant to the eligibility requirements above to a scoring criteria in the RFP that makes up no more than twenty percent (20%) of the total RFP.

b. With Cost - An additional five percent (5%) shall be applied to the total cost 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 respondent who is not an

OCLSB or DVBE, preference shall be given to the certified OCLSB or DVBE. If two or more OCLSBs and/or DVBEs have the same final score, the County shall determine the contract award based on the County’s best interests.

Notwithstanding these preference procedures, the Orange County Board of

Supervisors reserves the right to award contracts in any other permissible manner in consideration of the County’s best interests.

C. 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%.

D. 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.

SECTION 7. 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 45 single sided pages.

Note: Responses that exceed the page limit noted above may 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)

7.1 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.

7.1.1 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

7.1.2 Certification of Understanding*

The County assumes no responsibility for any understanding or representation made by any of its officers, employees or agents during or prior to the execution of any Contract resulting from this solicitation unless:

A. Such understanding or representations are expressly stated in the Contract; and

B. The Contract expressly provides that the County therefore assumes the responsibility.

Representations made but not expressly stated and for which liability is not expressly assumed by the County in the Contract shall be deemed only for the information of the Respondent.

Respondent certifies that such understanding has been considered in this response.

☐ Please confirm

*Response required

7.1.3 Minimum Qualifications/Requirements Statement*

The Respondent certifies that it has thoroughly examined the County’s requirements and meets all minimum qualifications and requirements set forth in this RFP.

☐ Please confirm

*Response required

7.1.4 Certificate of Insurance *

The Respondent shall certify its willingness and ability to provide the required insurance coverage and certificates as set forth in the Model Contract.

☐ Please confirm

*Response required

7.1.5 Department of the Treasury, Internal Revenue Service Form W-9 Requirements

All Contractors 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 the agency Deputy Procurement Agent (DPA) the required W-9 or W-8.

You may upload the appropriate form here or comply within the ten (10) days as described above.

7.1.6 Conflict of Interest*

Does the Respondent have an existing relationship with the County, past or current, for any financial or business reasons, or any other reason?

An answer of "NO" shall be considered as Respondent certifying that no relationship exists or has existed as outlined below. An answer of "YES" will allow you to disclose the necessary information to the County.

Respondent with an existing or past relationship with the County, for any reason, shall answer "YES" to this question and disclose:

A. Any financial, business or other relationship with the County, any other entity that the

County Board of Supervisors governs, or any County Board member, officer or employee, which may have an impact, affect or influence on the outcome of the services you propose to provide. Provide a list of current clients, employees, principals or shareholders (including family members) who may have a financial interest in the outcome of services you propose to provide.

B. Any financial, business or other relationship within the last three (3) years with any firm or member of any firm who may have a financial interest in the outcome of the work.

☐ Yes

☐ No

*Response required

When equals "Yes"

7.1.7 Conflict of Interest Follow Up Question 1*

Disclose any financial, business or other relationship with the County, any other entity that the County Board of Supervisors governs, or any County Board member, officer or employee, which may have an impact, affect or influence on the outcome of the services you propose to provide. Provide a list of current clients, employees, principals or shareholders (including family members) who may have a financial interest in the outcome of services you propose to provide.

*Response required

When equals "Yes"

7.1.8 Conflict of Interest Follow Up Question 2*

Disclose any financial, business or other relationship within the last three (3) years with any firm or member of any firm who may have a financial interest in the outcome of the work.

*Response required

7.1.9 Statement of Compliance*

A statement of compliance with all parts of this RFP or a listing of exceptions and suggested changes must be submitted in response to this RFP.

• Yes = No Exceptions: This response is in strict compliance with said RFP, including, but not limited to, the terms and conditions set forth in the Contract and its Attachments, and no exceptions thereto are proposed.

• No = Exceptions: If there are any proposed exceptions, This response shall proceed to upload a list of any and all exceptions in accordance with the instructions provided after

"No" is selected.

Note: Respondents submitting exceptions to the County Model Contract listed in this RFP will receive a score of “0” for that criteria.

☐ Yes

☐ No

*Response required

When equals "No"

7.1.10 Attachment for each proposed exception must include:*

A. The RFP page number and section of the provision Respondent is taking exception to;

B. The complete provision Respondent is taking exception to;

C. The Respondent’s suggested rewording;

D. Reason(s) for submitting the proposed exception; and

E. Any impact the proposed exception may have on cost, scheduling, or other areas.

*Response required

7.1.11 Non-Collusion Affidavit*

Each Respondent must execute the Non-Collusion Declaration contained in the RFP and submit it with the Response.

The County of Orange may require that the Respondent, before awarding any subcontract, secure

Non-Collusion Declarations from proposed Subcontractors. The County of Orange does not conduct business with Respondents who engage in the act of Collusion.

• Non-Collusion_Declaration.pdf

• Non-Collusion_Affidavit.docx

*Response required

7.1.12 Non-Collusion Declaration - A*

Has your firm ever initiated discussions with competing consulting firms about the payment structure of an existing or potential future contract with the County of Orange? Respondent must select one (1).

If Respondent selects Yes answer, Respondent must provide a brief explanation below. A

“Yes” answer may preclude you from moving forward in the RFP Process. Respondent must certify both questions below:

☐ Yes

☐ No

*Response required

When equals "Yes"

7.1.13 Reason for Collusion:*

*Response required

7.1.14 Non-Collusion Declaration - B*

If not, has your firm participated in any discussions with competing firms in an effort to influence the payment structure for existing or potential County contracts? Respondent must select one (1). A “Yes” answer may preclude you from moving forward in the RFP

Process.

☐ Yes

☐ No

*Response required

When equals "Yes"

7.1.15 Provide names of competing firms: *

*Response required https://government-project.s3.us-west-2.amazonaws.com/162680/a9315d92-1452-4c7c-8625-1385e0086ee6_Non-Collusion_Declaration.pdf https://government-project.s3.us-west-2.amazonaws.com/162680/a642b534-f828-4a1a-b1de-d818e33362df_Non-Collusion_Affidavit.docx

7.1.16 Litigation against County of Orange in the past seven (7) years*

Respondent must certify either Yes or No:

A. (Yes) Respondent certifies current/past litigation as follows:

1. Respondent shall provide detailed information regarding litigation (court and case number), liens, or claims involving Respondent, or any company that holds a controlling interest in Respondent, against County of Orange in the past seven (7) years.

B. (No) Respondent certifies that Respondent or any proposed subcontractors do not have any past or current litigation described above.

☐ Yes

☐ No

*Response required

When equals "Yes"

7.1.17 Respondent shall provide detailed information regarding litigation (court and case number), liens, or claims involving any proposed subcontractors, or any company that holds a controlling interest in subcontractor firm(s), against County of

Orange in the past seven (7) years.*

*Response required

7.1.18 Name/Ownership Changes:*

Respondent must certify either Yes or No…