RFQ - VOLUNTEER PROGRAM COORDINATOR

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13093
PROBATION DEPARTMENT
VOLUNTEER PROGRAM COORDINATOR SERVICES
B. RFQ INSTRUCTIONS AND RULES
1. INSTRUCTIONS FOR SUBMITTING A QUOTE
1.1. It is Offeror's responsibility to submit a quote based on the most current RFQ, addenda thereto, County's
responses to Questions, any other information posted on BuyNet, and any diligence material made
available by the County. Offerors are advised to regularly check BuyNet for information. The County has
no obligation to contact Offerors directly with any such RFQ-related information.
1.1.1. To see all information related to this RFQ, to submit Questions, and to receive notifications of
updates, Offerors must select "Participate in RFx" for this solicitation in BuyNet.
1.1.2. If an Offeror is unable to download this document, an Offeror may request a hard copy from
Department of Purchasing and Contracting's front desk or contact clerical support at (858) 505-
6367.
1.2. Forms required to be submitted with Offerors response to this RFQ are included in this RFQ or posted on
the County's web site at: https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-
forms.html.
1.2.1. The County may update posted forms from time to time. Unless otherwise specified, Offerors may
submit the version of a form in place as of the date of the posting of this RFQ or any later version
thereof.
1.3. Offeror must submit a complete original quote in accordance with the format provided in this solicitation
to the County of San Diego, Department of Purchasing and Contracting, through electronic upload to
BuyNet before the Date and Time listed in Schedule.
1.3.1. If Offeror is unable to submit via BuyNet for any reason, Offeror may submit its quote via email
to the Contracting Officer listed in this document or provide the Purchasing and Contracting front
desk with either (i) electronic files on CD/DVD; or, (ii) a printed quote. Offeror must prominently
mark such submissions with the RFQ number on the outside of the packaging. Please use this
method only if unable to submit through BuyNet.
2. QUESTIONS
2.1. Offerors shall direct requests for explanation regarding the RFQ or related documents to the Contracting
Officer, in writing, as a question ("Question"). Offerors may submit Questions by sending a message to
the Contracting Officer through the "Discussions" functionality in BuyNet.
2.2. The County may choose not to respond to Questions received after the date and time stated in the Schedule
for Question submission. Offeror is responsible for ensuring that Questions are received by the County.
3. QUOTE FORMAT
3.1. Submit electronic quotes as files in .pdf format, except where specified otherwise. For pages other than
signature pages, converted and searchable formats are preferred.
3.2. All quotes shall be signed with a handwritten signature by an authorized officer or employee of Offeror.
4. QUOTE ORGANIZATION
4.1. Your quote should be organized in accordance with the Submittal Items in this RFQ.
4.1.1. Offerors shall organize content to correspond to the applicable exhibit and question or item within
each exhibit.
4.1.2. Offerors shall separate each exhibit into one or more files, clearly named as to the exhibit and
order.
4.1.3. Pages shall be consecutively numbered within each exhibit at the bottom or top margin of each
page.
4.1.4. Cost/Price information:
4.1.4.1. Offerors must place all cost and pricing information within the Cost/Price exhibit. Price
shall be inclusive of all proposed compensation.
4.2. Confidential/Proprietary information:

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13093
PROBATION DEPARTMENT
VOLUNTEER PROGRAM COORDINATOR SERVICES
4.2.1. The County is a public agency subject to the California Public Records Act, Government Code
7920.000, et seq. Some or all of the documents submitted in response to this RFQ may be subject
to disclosure, and the County intends to publish any resulting contracts to its public website.
4.2.2. It is Offeror's responsibility to identify and separate into a "CONFIDENTIAL/PROPRIETARY"
exhibit and to provide a signed Nondisclosure Indemnification Agreement for:
4.2.2.1. All confidential information that Offeror represents, with legal basis, is exempt from
disclosure pursuant to the California Public Records Act, including PI (Personal
Information), PII (Personally Identifiable Information), or PHI (Protected Health
Information);
4.2.2.2. Any proprietary or other information Offeror represents, with legal basis, is exempt from
disclosure under the California Public Records Act and wishes to protect from
disclosure.
4.2.3. The "CONFIDENTIAL/PROPRIETARY" exhibit must be clearly labeled with all pages marked
as "CONFIDENTIAL/PROPRIETARY."
4.2.4. Offeror should reference material in the "CONFIDENTIAL/PROPRIETARY" exhibit where it is
needed to respond to a Submittal Item through citation to the
"CONFIDENTIAL/PROPRIETARY" exhibit (for example "See response 1 contained within the
'CONFIDENTIAL/PROPRIETARY' exhibit for staff Social Security numbers").
4.2.5. If the County determines that a submission improperly designates information as confidential or
proprietary, the County may, at its sole discretion: (i) deem the information releasable; (ii) declare
the submission non-conforming/non-responsive; (iii) remove such information, or (iv) take any
other appropriate action. (Note: Pricing and Terms and Conditions are generally not confidential
under the California Public Records Act).
5. QUOTE EVALUATION
5.1. Evaluations may consider factors such as technical merit, experience, capacity, history of Offeror
compliance, availability, price, and more to determine the quote(s) that provide the best value to the
County.
5.2. During evaluation, the County may appropriately consider the sustainability and social, human health,
environmental, and economic impact of Offeror's proposed products and/or approach to providing goods
and/or services, in accordance with Board Policy B-67. Therefore, Offerors are encouraged to include
relevant information in their quotes, to the degree related to the goods or services sought.
5.3. During evaluation, the County may appropriately evaluate the cultural competency of Offeror and
Offeror's proposed approach to providing goods and services. Therefore, Offerors are encouraged to
include relevant information in their quotes, to the degree related to the goods or services sought.
5.4. When evaluating an Offeror's cost or pricing, the County may also consider the effect of the quote on the
overall total cost to the County.
6. COUNTY COMMITMENT
6.1. This RFQ does not commit the County to award a contract, nor does it commit the County to pay any of
Offeror's costs incurred in the preparation or submission of the quote. Further, Offeror shall not incur any
reimbursable cost in anticipation of a contract award.
6.2. Neither Offeror nor any of its representatives shall have any claims whatsoever against the County or any
of its respective officials, agents, or employees arising out of or relating to this RFQ or these procedures
(other than those arising under a definitive contract with Offeror in accordance with the terms thereof).
6.3. The County reserves the right to separately procure the same or similar goods or services.
6.4. The County may withhold all information regarding this procurement until after negotiations are complete,
including, but not limited to: the number of quotes received; the identity of Offeror(s); the content of
quotes; the County's evaluation and results thereof. Information releasable after the conclusion of
negotiations is subject to the disclosure requirements and withholding exemptions of the California Public
Records Act.

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13093
PROBATION DEPARTMENT
VOLUNTEER PROGRAM COORDINATOR SERVICES
6.5. Pursuant to County Charter 703.10 and 916, award of a contract resulting from this RFQ may be subject
to the County's requirement to determine that the services can be provided more economically and
efficiently by an independent contractor than by persons employed in the Classified Service.
6.6. In the event that an Offeror is involved in a merger, acquisition, or other change in control, the County
reserves the right to award a contract to a resulting entity.
7. DILIGENCE AND DUTY TO INQUIRE
7.1. Should Offeror find discrepancies in or omissions from, or be in doubt as to the meaning of, the RFQ or
related documents, Offeror shall have a duty to submit a Question to the County.
7.2. Offerors are expected to perform reasonable due diligence with regard to this RFQ and the work required,
including, but not limited to, information that is publicly or otherwise reasonably available and, if
applicable, information that can be obtained during a site visit (including verification of measurements,
conditions, and other attributes). Neither the selected Offeror(s), nor any Offerors, shall be entitled to any
price adjustment or other relief based upon information that was discovered or should have been
discovered through due diligence.
7.3. The County makes no representation or warranty, express or implied, as to the accuracy or completeness
of any diligence material or other information provided by the County or any of its agents, representatives,
contractors, or consultants. Such information may reflect good faith assumptions, estimates, or projections,
which may or may not prove to be correct.
7.4. Offeror should not rely upon oral statements made or explanations given by the County, including any oral
responses to Questions or other inquiries. No prior, current, or post award communication(s) with any
officer, agent, or employee of the County shall affect or modify any terms or requirements of this RFQ,
except as explicitly provided for in this RFQ.
8. OFFEROR COMMUNICATIONS
8.1. All communications from Offeror (including its employees, agents, and representatives) to the County or
its officers and employees (including consultants working on or assisting with this procurement), related
to this RFQ or Offeror's quote, must be directed in writing exclusively to the Contracting Officer, unless
otherwise authorized in writing by the Contracting Officer. Offerors shall not communicate with or attempt
to contact any other County personnel about this solicitation, except as otherwise allowed for in this RFQ
or by law. Any improper contact may, at the County's sole discretion, cause Offeror to be removed from
consideration for contract award.
8.2. If Offeror issues any public announcement or otherwise engages in communication that, in the County's
sole determination, compromises the integrity of this RFQ process or attempts to restrain competition,
Offeror may be removed from consideration for award.
8.3. Audio and/or video recording of presentations, discussions, negotiations, or other communications with
the County regarding this RFQ are prohibited, unless specifically authorized in writing by the Contracting
Officer.
9. SOLICITING EMPLOYEES
9.1. Until contract award, Offerors shall not, directly or indirectly, solicit any employee of the County to leave
the County's employ in order to accept employment with Offeror, its affiliates, actual or prospective
contractors, or any person acting in concert with Offeror without prior written approval of the County's
Contracting Officer. This paragraph does not prevent the employment by Offeror of a County employee
who has initiated contact with Offeror.
10. PROHIBITED CONTRACTS AND SUBCONTRACTS
10.1. In accordance with Section 67 of the San Diego County Administrative Code, the County shall not contract
with, and shall reject any quote submitted by, the person or entities specified below, unless the Board of
Supervisors finds that special circumstances exist which justify the approval of such contract:
10.1.1. Persons employed by the County or of public agencies for which the Board of Supervisors is the
governing body;

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13093
PROBATION DEPARTMENT
VOLUNTEER PROGRAM COORDINATOR SERVICES
10.1.2. Profit-making firms or businesses in which employees described in subsection 11.1.1 serve as
officers, principals, partners, or major shareholders;
10.1.3. Persons who, within the immediately preceding twelve (12) months, came within the provisions
of subsection 11.1.1 and who (i) were employed in positions of substantial responsibility in the
area of service to be performed by the contract; or, (ii) participated in any way in developing the
contract or its service specifications; and
10.1.4. Profit-making firms or businesses in which the former employees described in subsection 11.1.3
serve as officers, principals, partners, or major shareholders.
10.2. Per Board Policy A-79, a successful Offeror that is a non-profit corporation shall not subcontract any work
under the agreement with a related for-profit subcontractor where an interlocking directorate, management,
or ownership relationship exists, unless specifically authorized by the Board of Supervisors.
10.3. Offeror certifies that, if awarded a contract under this RFQ, such contract will be in compliance with
Sections 11.1 and 11.2 above. Offeror shall promptly notify the County of any change in circumstance
affecting these provisions.
11. CALIFORNIA REVENUE & TAXATION CODE 18662
11.1. In compliance with California Revenue and Taxation Code 18662, if Offeror is a non-resident of
California (out-of-state invoices) that receives California source income and has not completed Franchise
Tax Board Form 590, there may be a backup withholding on all payments. Fifteen (15) business days prior
to the first payment from the County, new suppliers or suppliers with expired forms or forms with incorrect
information must submit new forms to the County (forms are available from the Franchise Tax Board
website listed below).
11.2. Under certain circumstances, Offerors may be eligible for reduced or waived nonresident withholding. If
Offeror has already received a waiver or a reduced withholding response from the State of California and
the response remains valid, Offeror should submit the response to the County in lieu of the forms. Failure
to submit the required forms will result in withholding of payments. Offerors should access the Franchise
Tax Board websites, listed below, for tax forms and relevant information regarding non-resident
withholding, including waivers or reductions. The County will not give Offerors any tax advice. It is
recommended that Offerors speak with their tax advisers and/or the State of California for guidance.
Franchise Tax Board Websites:
https://www.ftb.ca.gov
https://www.ftb.ca.gov/forms/search/
11.3. If selected for award, Offeror must submit applicable forms to the Auditor & Controller via fax, at (858)
694-2060, or mail originals to: County of San Diego, 5530 Overland Avenue, Suite 410, San Diego, CA
92123. The P.O. Number or Contract Number (if available) and "California Revenue and Taxation Code
18662" must appear on fax cover sheet and/or the outside of the mailing envelope.
12. W-9 FORM
12.1. If selected for award, Offeror must complete and submit a W-9 form if a current form is not on file with
the County.
13. PREVAILING WAGE
13.1. Reserved.

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13093
PROBATION DEPARTMENT
VOLUNTEER PROGRAM COORDINATOR SERVICES
C. SUBMITTAL ITEMS
Offeror's response to these Submittal Items shall be no more than twenty (20) pages, excluding disclosures, financials,
sample reports, etc.
1. EXHIBIT 1 - REQUIRED FORMS
1.1 Submit a completed and signed Offeror's Cover Page (PC600) form
* Required for all Offerors
* Located at:
https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf
1.2 Submit a completed and signed Representations and Certifications form (PC601)
* Required for all Offerors
* Located at:
https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf
1.3 Submit a completed and signed Small-Local Business Self-Certification Form (PC610)
* All Offerors are encouraged to complete this form to support County data collection.
* Located at:
https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf
1.4 Submit a completed and signed Nondisclosure Indemnification Agreement (PC620) (if applicable).
* Required if submitting Confidential/Proprietary Information (see RFQ Instructions and Rules section 4.2)
* Located at:
https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf
2. EXHIBIT 2 - PROGRAM/TECHNICAL EXHIBIT
2.1 Provide a statement that Offeror has read, understands, and accepts the Statement of Work (SOW). If Offeror
does not accept all portions of the SOW, then provide a marked up redline version of the SOW that provides
applicable alternative language, along with an explanation supporting any alternative standards/language
proposed. Failure to specifically reject a proposed requirement(s) will be deemed an acceptance of such
requirement.
2.2 Provide a narrative response fully describing Offeror's technical approach to accomplishing SOW
requirements. Include a chart illustrating the proposed timeline for completion of the program development,
coordination and design, referenced in section 7.1.1.
2.3 Provide a sample volunteer schedule. Include a description of how volunteer schedules will be managed,
how volunteers will be supervised, and how effective communication will be maintained with all volunteers.
2.4 Provide a sample Recruitment and Outreach plan.
2.5 Provide the estimated hours per week to be spent on each deliverable identified in Section 7, Specific
Requirements for Service Delivery. For each deliverable, identify the personnel who will be responsible for
service provision.
2.6 For SOW Section 3.3., Process Objectives, propose deliverable numbers.
2.7 Provide a list of projects conducted for clients in the past three (3) years involving same or similar scope to
that of the County's SOW. For each project listed, include the following:
2.7.1 Client name.
2.7.2 Date and type of services provided.
2.7.3 Contact details (address, phone number, and email address).
2.8 Provide a resume of the Offeror's experience in the last three (3) years providing the same or similar services
listed in the SOW. Include the following information:

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13093
PROBATION DEPARTMENT
VOLUNTEER PROGRAM COORDINATOR SERVICES
2.8.1 Dates of operation for each program, the facility name, address, phone number, email address,
director and contact person(s); agency for which the program(s) operated; target population; a brief
description of the services provided; and annual and total contract values.
2.9 References: Provide three (3) references from customers for whom your firm has provided analysis and
implementation services of a similar scope to the County's SOW requirements within the past five (5) years.
If available, please include at least one reference from a government customer. For each reference, detail:
2.9.1 Customer name.
2.9.2 Summary description of the work that your organization performed and similarities to the County's
SOW.
2.9.3 Project Start/End Date.
3. EXHIBIT 3 - COST/PRICE EXHIBIT
3.1 Submit a completed Payment Schedule.
3.1.1 Fixed price pay point unit rate, shall be fully burdened/loaded rates and inclusive of all costs
including, but not limited to staff, facilities, overhead, administration, etc., for each contract year.
4. EXHIBIT 4 - ACCEPTANCE OF TERMS AND CONDITIONS
4.1 The terms and conditions have been provided as part of the RFQ. Offeror confirms acceptance (YES/NO) of
the County of San Diego's proposed standard terms and conditions and insurance requirements as presented.
YES NO
4.1.1 If "NO," provide a detailed list of exceptions to the terms and conditions, the nature of its concern,
and what terms the Offeror is willing to accept.
Note: The Offeror will be deemed to have accepted any terms and conditions of the Contract to
which it does not take exception to. The County may, as part of its evaluation process, conclude
that exceptions are so numerous and/or material as to make Offeror's response to the solicitation
unacceptable.
5. EXHIBIT 5 - CONFIDENTIAL PROPRIETARY
5.1 Include any Confidential/Proprietary Information in this exhibit, in accordance with RFQ Instructions and
Rules section 4.2

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13093
PROBATION DEPARTMENT
VOLUNTEER PROGRAM COORDINATOR SERVICES
D. REQUIRED FORMS
Attachments 1 - 6

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13093
PROBATION DEPARTMENT
VOLUNTEER PROGRAM COORDINATOR SERVICES
E. STATEMENT OF WORK
1. Scope of Work
Contractor shall develop, implement, and manage a structured volunteer program at the County of San Diego East
Mesa Juvenile Detention Facility (EMJDF) to provide meaningful, secure and trauma-informed programming and
supportive services for detained youth. Contractor shall serve as the primary liaison between Probation staff, facility
administrators, and volunteers to ensure services align with the Department's rehabilitative mission, security
requirements, and operational goals.
2. Background Information
The County of San Diego (County) Probation Department (Probation) provides rehabilitative programming that
promotes youth development, resiliency, and wellness. Volunteers strengthen this continuum of services through
mentorship, educational activities, and pro-social engagement opportunities that connect youth in custody with the
broader community.
The Volunteer Coordinator will collaborate closely with Probation staff to identify areas where volunteer
involvement can make a significant impact and create meaningful opportunities for engagement, thereby enriching
the experience of both youth and volunteers.
Live Well San Diego Vision: The County of San Diego supports the Live Well San Diego vision of Building Better
Health, Living Safely, and Thriving. Live Well San Diego, developed by the County of San Diego, is a
comprehensive, innovative regional vision that combines the efforts of partners inside and outside County
government to help all residents be healthy, safe, and thriving. All Probation partners and contractors, to the extent
feasible, are expected to support this vision by providing opportunities that promote safe, healthy, and thriving
communities. Building Better Health focuses on improving the health of residents and supporting healthy choices.
Living Safely seeks to ensure residents are protected from crime and abuse, neighborhoods are safe, and
communities are resilient to disasters and emergencies. Thriving focuses on promoting a region in which residents
can enjoy the highest quality of life. More information is available at LiveWellSD.org.
Trauma-Informed System
San Diego County Probation Department is committed to the being part of a Trauma-Informed System, which
includes providing trauma-informed services and maintaining a trauma-informed workforce. It is an approach for
engaging individuals, including staff, clients, partners, and members of the community, and recognizing that trauma
and chronic stress influence coping strategies and behavior. Trauma-informed systems and services minimize the
risk of re-traumatizing individuals and/or families, and promote safety, self-care, and resiliency.
Trauma-Informed Principles include:
Understanding trauma and its impact to individuals;
Promoting safety;
Demonstrating awareness of cultural, historical, disability, and gender issues and ensuring competence and
responsiveness;
Supporting empowerment, choice, independence, and collaboration;
Sharing power and governance (e.g. including clients and staff at all levels in the development and review of
policies and procedures);
Ensuring trustworthiness and transparency;
Integrating services along the continuum of care;
Building positive relationships that promote wellness.
3. Goals and Outcomes
3.1. Goals. Contractor shall provide the services described herein to accomplish the following goals:
3.1.1. Expand and enhance volunteer-led programming for detained youth at EMJDF;

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13093
PROBATION DEPARTMENT
VOLUNTEER PROGRAM COORDINATOR SERVICES
3.1.2. Provide safe, structured opportunities for community engagement that support youth
rehabilitation;
3.1.3. Strengthen coordination and communication among Probation, facility staff, community
volunteers.
3.2. Outcome Objectives. Contractor shall achieve the following outcome objectives:
3.2.1. Clearance and Training: 100% of active volunteers complete all required clearances and trainings
(including Prison Rape Elimination Act (PREA), security, confidentiality, trauma-informed care)
prior to any youth contact. (Verified by clearance/training logs).
3.2.2. Youth Experience: At least 75% of surveyed youth participants report feeling more
supported/connected after participating in volunteer-led activities.
3.3. Process Objectives. Contractor shall achieve the following process objectives:
3.3.1. Recruit at least ____ (Offeror to Propose) volunteer applicants annually; clear and onboard at
least ____ (Offeror to Propose) new volunteers annually.
3.3.2. Schedule and ensure delivery of at least _____ (Offeror to Propose) volunteer-led sessions per
month, subject to facility scheduling and security constraints.
3.3.3. Contractor shall manage and provide oversight for a minimum of _____ (Offeror to Propose)
annual volunteer service hours.
4. Geographic Service Area and Hours of Operation
4.1. Geographical Service Area
4.1.1. East Mesa Juvenile Detention Facility
446 Alta Road
San Diego, CA 92154
4.1.2. Facility Requirements. All activities are subject to facility rules, space availability, safety and
security protocols, and prior approval by facility administration/Probation.
4.2. Hours of Operation
4.2.1. Contractor shall provide services during regular business hours (Monday-Friday, 8:00am-
5:00pm), with evening and weekend availability as needed to support youth Programming and
facility scheduling.
4.2.2. Contractor shall observe County-recognized holidays as listed at:
https://www.sdarcc.gov/content/arcc/home/about/countyobservedholidays.html
5. Definitions
5.1. Volunteer: An individual approved through Probation's clearance process who provides unpaid services
within EMJDF under Contractor coordination.
5.2. Volunteer-Led Programming: Structured, facility-approved activities facilitated and/or supported by
volunteers (e.g., mentoring groups, education/enrichment, pro-social skill-building).
5.3. Volunteer service hours: the total number of documented hours of volunteer work performed, for which
Contractor is responsible for coordinating, supervising, tracking, and reporting in accordance with contract
requirements.
5.4. Unduplicated Youth: The count of distinct youth participants during a specified reporting period.
6. General Requirements for Service Delivery
6.1. Contractor shall be knowledgeable about justice-involved youth resources relevant to volunteer-led
programming and, in coordination with Probation and facility staff, support connections to facility-approved