UC-wide_Civil Rights (TIX/TVI/ADA-504/TVII) in Higher Ed & Workplace Investigators/Hearing Officers

Issued By: The Regents of the University of California
RFP ID: UC Investigations | 004019-Jun2026
RFP Date: July 06, 2026
RFP Contact: Matt Romano | Sr. Strategic Sourcing Manager
University of California Procurement Services
Office of the President | 1111 Franklin Street | Oakland CA 94607-5200
The information contained in this Request for Proposal (RFP) is confidential and proprietary to the University of California and is to be
used by the recipient solely for the purpose of responding to this RFP.

TABLE OF CONTENTS
SECTION I: ORGANIZATIONAL CONTEXT ........................................................ 4
1.1 University of California ................................................................................... 4
SECTION II: PURPOSE & OBJECTIVES OF THE RFP ................................... 6
2.1 RFP Objectives .......................................................................................................................... 6
2.2 Issuing Office and Communications Regarding the RFP .................................................... 6
SECTION III: SCOPE OF SERVICES..................................................................... 8
3.1 General Scope ........................................................................................................................... 8
3.2 Agreement Term ........................................................................................................................ 8
SECTION IV: RFP REQUIREMENTS & PROPOSAL SUBMITTAL
INSTRUCTIONS ................................................................................................. 9
4.1 Timeline ....................................................................................................................................... 9
4.2 Pre-proposal conference .......................................................................................................... 9
4.3 Intent to Respond to RFP ......................................................................................................... 9
4.4 Addenda to the RFP .................................................................................................................. 9
4.5. Method of Submission............................................................................................................... 9
4.6 Proposal Submission Process ............................................................................................... 10
4.7 Superfluous Materials ............................................................................................................. 11
4.8 Collusion .................................................................................................................................... 11
4.9 Late Proposals ......................................................................................................................... 11
4.10 Supplier Questions .................................................................................................................. 11
4.11 Proposal Preparation Costs ................................................................................................... 11
4.12 Proposal Validity Period .......................................................................................................... 11
4.13 Errors and Omissions .............................................................................................................. 11
4.14 General Conditions .................................................................................................................. 11
SECTION V: PROPOSAL EVALUATION AND AGREEMENT AWARD .. 13
5.1 Most Responsive and Responsible Supplier ....................................................................... 13
5.2 Best Value ................................................................................................................................. 13
5.3 Investigations ............................................................................................................................ 13
5.4 Right to Reject .......................................................................................................................... 13
5.5 Waiver ........................................................................................................................................ 13
5.6 Right to Award .......................................................................................................................... 14
5.7 Agreement Award .................................................................................................................... 14
5.8 Right to Interview ..................................................................................................................... 14
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5.9 Right to Negotiate and Withdraw ........................................................................................... 14
5.10 Multi-Phased Initiative ............................................................................................................. 14
5.11 Pricing and Incentives ............................................................................................................. 15
5.12 No Mandatory Use ................................................................................................................... 15
5.13 Exclusions ................................................................................................................................. 15
5.14 Offshoring of Services ............................................................................................................. 15
5.15 Disclosure of Records/Confidentiality of Information ......................................................... 15
5.16 Specifications and Exceptions ............................................................................................... 16
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REQUEST FOR PROPOSAL (RFP) EVENT AND PROCESS SUMMARY
SECTION I: ORGANIZATIONAL CONTEXT
1.1 University of California
The University of California (UC), one of the largest and most acclaimed institutions of higher
learning in the world, is dedicated to academic excellence in teaching, research, health care and
public service. Since the opening of its first campus in 1868, the University of California system
has been committed to responsible stewardship of its resources, education and innovation for the
public good. The UC has approximately 285,000 undergraduate and graduate students, a
workforce of 216,000, and encompasses ten campuses, six academic health centers, four law
schools, a statewide Division of Agriculture and Natural Resources and is also involved in the
operation and management of three national laboratories for the U.S. Department of Energy
(DOE), as further detailed herein:
UC Berkeley, UC Davis, UC Irvine, UC Los Angeles, UC
* Ten Campuses:
Merced, UC Riverside, UC San Diego, UC San Francisco,
UC Santa Barbara, UC Santa Cruz.
UC Davis, UC Irvine, UC Los Angeles, UC Riverside, UC
* Six Health Centers:
San Diego, UC San Francisco.
* The UC Office of the President: a central systemwide headquarters with offices
primarily located in Oakland and Sacramento, California, and
teaching/administrative offices in Washington, D.C.
* The Division of Agriculture and Natural Resources: a statewide research and
public service organization that serves a large and diverse agricultural community.
The division collaborates on research with all campuses and conducts studies at
nine research and extension centers and on private land in cooperation with
California producers. In addition, research and educational programs are
conducted in each of the state's 58 counties.
* UC Law San Francisco
* Lawrence Berkeley National Lab, Lawrence Livermore National Lab, Los
Alamos National Lab: owned by the Federal Government but managed by the
University of California.
* Additional centers and offices as further detailed at:
http://www.universityofcalifornia.edu/uc-system/parts-of-uc
Any awarded Agreement(s) will be available to all current and future locations of the University of
California and its Affiliates.
UC Procurement Services
UC Procurement Services is the centralized procurement/supply chain hub for the University of
California. UC Procurement Services develops and implements UC systemwide supply chain
strategies and policies that leverage UC's purchasing power to optimize UC systemwide spend.
UC Procurement Services coordinates with the entire UC system to establish UC systemwide
agreements for goods and services that are commonly purchased at UC locations. UC
systemwide agreements are created through a competitive RFP and award process that considers
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the business requirements and policies of the University, along with the quality and price of goods
and services.
UC Sustainable Practices Policy
The University of California, as part of its commitment to sustainability and in alignment with its
mission of teaching, research and public service will maximize its procurement of sustainable
products and services, within the constraints of research needs and budgetary requirements and
in compliance with all applicable rules, regulations and laws. The UC values the health and
wellbeing of its students, staff, faculty, visitors, and suppliers, and seeks to provide healthy and
accessible conditions for the communities it serves, as well as those throughout its supply chain.
As such, goods, services, and supply chain impacts to health and wellbeing will be considered as
fundamental factors when making procurement decisions. UC participates in SABRC and Green
Spend Reporting and includes these considerations in selection of suppliers. Where functional
alternatives to harmful products and/or services exist, they will be strongly preferred.
In addition to environmental considerations, UC is committed to Economic and Community
Impact. The University has a vested interest in supporting the innovation, sustainability and
growth of small businesses and forward-thinking business models. The inclusion of qualified
Small and local businesses foster healthy competition, extend opportunities and enhance
economic resilience. Large businesses are encouraged to partner with certified Small businesses
for Co-Tier 1 and Tier 2 opportunities.
UC may consider the following certifications in competitive environments:
Small Business SBE, SB, WOSB, EDWOSB, HUB Zone
Disabled Veteran DVOBE, SDVOB, VOB, VOB
Green Spend Reporting
UC Green Spend Reporting is a mandatory process for suppliers and campus departments to
track environmentally responsible procurement. If awarded a contract, Suppliers must submit
data on products outlined in UC Sustainable Procurement Guidelines, including, but not limited to
electronics, furniture, and cleaning supplies.
SABRC Reporting
The University of California participates in the State Agency Buy Recycled Campaign (SABRC)
managed by CalRecycle and the Department of General Services. SABRC aims to stimulate
markets for recycled materials, reduce landfill waste, and support a circular economy. Pursuant to
California Public Contract Code, Sec. 12200-12217, UC is required to purchase products with
Post-Consumer Recycled Content (PCRC) with thresholds set for each category and report
SABRC Compliant Dollars.
Packaging Requirements
* Packaging for all products procured by UC must be designed, produced, and distributed
to the end user in a sustainable manner. The UC requires that all packaging be compliant
with the Toxics in Packaging Prevention Act (AB 455) to be free of any intentionally
introduced lead, cadmium, mercury or hexavalent chromium, and containing no incidental
concentrations of these regulated metals greater than 100 parts per million (ppm) by
weight. Also, UC requires all packaging meet at least one of the criteria listed below:
Uses bulk packaging
o
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Uses reusable packaging (e.g. totes reused by delivery service for next delivery)
o
Uses innovative packaging to reduce the weight of packaging, reduce packaging
o
waste, or utilizes packaging that is a component of the product
Maximizes recycled content and/or meets or exceeds the minimum post-consumer
o
content level for packaging in the U.S. Environmental Protection Agency
Comprehensive Procurement Guidelines
Uses locally recyclable or certified compostable material.
o
* The UC prohibits the sale, procurement, or distribution of expanded plastic foam materials
(such as Expanded Polystyrene (EPS), Expanded Polyethylene (EPE), Expanded
Polyurethane, and expanded plastic foam hybrids) in all packaging other than for medical
or laboratory goods where there is no alternative.
Environmental Marketing Claims:
The UC requires all sustainability related purchasing claims to be supported with UC recognized
certifications and/or detailed information on proven benefits, durability, recycled content, and
recyclability properties, in accordance with the Federal Trade Commission's (FTC) Green Guides
for the use of environmental marketing claims.
SECTION II: PURPOSE & OBJECTIVES OF THE RFP
2.1 RFP Objectives
The UC invites qualified and responsible Suppliers to prepare and submit proposals to this
Request for Proposal (RFP) for civil rights investigation and hearing services (together, the "Goods
and Services) all in accordance with Federal and State of California laws and the requirements of
UC as further detailed in this RFP.
The overall objective of this RFP is to broaden the current scope of work, improve supplier
performance and stakeholder communication, strengthen compliance and risk management, and
create long-term, efficient agreements that provide consistent, high-quality support across the UC
system. Qualified Suppliers are invited to submit proposals, based on the information provided in
this RFP with the intent to establish a business alliance with UC that will maximize the resources
of both organizations to meet the needs of UC most effectively.
Historically, UC systemwide annual spend for Civil Rights (e.g., TIX, TVI, ADA/504, Title VII) in
Higher Education and Workplace Investigators, Hearing Officers, Advisors, and Related Roles has
been approximately $2M each year for the last two (2) fiscal years.
There are no minimum or maximum guarantees in this RFP. However, based on the total UC
historical spend, the Supplier shall provide the best pricing for this RFP in Goods and/or Services.
2.2 Issuing Office and Communications Regarding the RFP
This RFP, and any subsequent addenda to it, is being issued by UC Procurement Services on
behalf of the University of California. UC Procurement Services is the sole point of contact
regarding all procurement and contractual matters relating to the requirements described in this
RFP. UC Procurement Services is also the only office authorized to change, modify, clarify, etc.,
the specifications, terms, and conditions of this RFP and any Agreements(s) awarded as a result
of this RFP.
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Suppliers are not permitted to communicate with any UC employee regarding this solicitation
during the period between the RFP issue date and the announcement of awards, unless
authorized by UC Procurement Services sole point of contact named below.
All communications, including submission of RFP response and any requests for clarification
concerning this RFP, must be submitted via the Discussion Forum section of this RFP within
CalUsource, the University of California supplier registration and sourcing web system as further
detailed herein.
If a Supplier is found to be in violation of this provision, UC reserves the right to disqualify that
Supplier from further consideration.
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SECTION III: SCOPE OF SERVICES
3.1 General Scope
The RFP seeks qualified firms to provide comprehensive civil rights investigation and hearing
services for the University of California Systemwide Office of Civil Rights. Services include
conducting impartial investigations related to discrimination, harassment, retaliation, sexual
misconduct, and other prohibited conduct; managing hearings and adjudication processes;
performing intake assessments and alternative resolutions; providing party advisory support;
delivering training programs; and offering consultative services in alignment with UC policies and
resolution procedures. The selected firms must be capable of handling sensitive matters
professionally, confidentially, and within required policy timelines.
3.2 Agreement Term
The anticipated term of the Agreement shall commence upon execution of the Agreement and will
be for a period of five (5) years (the "Initial Term") with optional one (1) year extensions (the
"Renewal Terms"), at the sole discretion of the UC, for a total of ten (10) years. Category
discounts shall remain firm for the Initial Term and all Renewal Terms of any Agreement which
may be awarded pursuant to this RFP. All pricing must be verifiable and auditable from the date of
the contract award.
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SECTION IV: RFP REQUIREMENTS & PROPOSAL SUBMITTAL
INSTRUCTIONS
4.1 Timeline
Suppliers interested in submitting proposals in response to this RFP should do so according to the
schedule in the Timelines section in the CalUsource portal, tabulated below. A Supplier may be
disqualified for failing to adhere to the dates and times for performance specified in the portal. All
times are Pacific Time Zone and dates are subject to change at the sole discretion of UC.
RFP Activity Date / Time
RFP Issuance July 06, 2026 - 10:00 AM
Pre Proposal Conference July 09, 2026 - 11:00 AM
Supplier Questions and Clarifications July 13, 2026 - 3:00 PM
UC Response to Supplier Questions July 20, 2026 - 3:00 PM
RFP Response Due by August 07, 2026 - 3:00 PM
Notification of Finalists September 30, 2026 - 3:00 PM
Finalist Presentations (If Required) TBD
Negotiations Complete (Projected) October 14, 2026
Contract Effective Date (Projected) January 31, 2027
The UC reserves the right to modify the above schedule of events in the Timelines section for this
RFP in the CalUsource portal and make changes to other provisions in this RFP.
4.2 Pre-proposal conference
A pre-proposal virtual conference will be held on Thursday July 9, 2026 from 11:00 - 11:30 AM
(PST) via Zoom.
The purpose of this conference will be to clarify the contents of this RFP to prevent any
misunderstanding of the RFP, as well as provide Suppliers the opportunity to ask questions about
the RFP, and the UC's requirements. Attendance at the pre-proposal conference is highly
recommended for Suppliers who intend to submit a proposal. Attendance at the conference is
limited to two representatives from each participating company. Please contact the RFP
Commodity Manager by email for Zoom meeting instructions. Any changes to the pre-proposal
conference call requirements are at the sole discretion of the University.
Link to Zoom Meeting
4.3 Intent to Respond to RFP
Suppliers must confirm their intent to respond to this RFP by confirming their participation in
CalUsource.
4.4 Addenda to the RFP
Any changes, additions, or deletions to this RFP will be in the form of written addenda issued by
UC via the CalUsource portal. Any addenda to this RFP will be distributed to all participating
Suppliers via the CalUsource portal. The UC will not be responsible for failure of any prospective
Supplier to receive such Addenda. All Addenda will become part of the RFP.
4.5. Method of Submission
Proposals in response to this RFP must be submitted online using CalUsource no later than the
time and due date stated in the Timelines section in CalUsource portal. No mailed,
telephone, emailed, facsimiled, or late proposals will be considered.
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Responses will take time to enter into the CalUsource portal. It is highly recommended that
Suppliers review the Supplier Resources for guidance on how to navigate and use CalUsource.
Supplier's inability to enter their response into the CalUsource portal will not be accepted as a
reason for a late response.
For questions about CalUsource, please contact. For technical issues, contact GEP Support: 1-
732-428-1578 or support@gep.com. Please identify yourself as registering in the University of
California network.
4.6 Proposal Submission Process
Suppliers must provide a complete, straightforward, concise response to all Guidelines,
Questionnaires, Price Sheets, and any other information requested in the RFP as detailed in the
CalUsource portal. Suppliers warrant that all information provided is true and accurate. The
submission of false, inaccurate, or otherwise misleading information may be grounds for
disqualification from the RFP process, as well as jeopardize Supplier's eligibility to participate in
future UC business.
4.6.1 Guidelines
This is a prerequisite section for accessing the complete RFP package. Suppliers must
read and follow the instructions for each of the following Guidelines documents:
1) RFP Event and Process Summary (this document)
2) UC Terms and Conditions of Purchase, dated April 01, 2025
3) UC Appendix for Data Security, dated August 26, 2021
4) UC Appendix BAA, dated August 10, 2021
5) UC Appendix GDPR, dated June 09, 2021
6) Intent to Bid
7) Purchasing Agreement
8) Statement of Work (SOW)
4.6.2 Questionnaires
This section contains a set of questionnaires, and Suppliers are required to respond to all
questionnaires listed below. Your responses will be evaluated and graded.
9) IT Web Accessibility
10) IT Security
11) General Information
12) Experience and Qualifications
13) Technology Capability
14) Project Management and Service
15) Finalist Presentation(s)
16) Pricing Submission
17) Sustainability
4.6.3 Price Sheets
This section includes the pricing sheets. Suppliers are required to follow the instructions
for pricing submission.
4.6.4 Attachments
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