Ventura County Behavioral Flexible Housing Subsidy Pool -Operator (RFP)

REQUEST FOR PROPOSALS (Housing) (RFP)

Operator for Flexible Housing Subsidy Pool

ISSUED: March 9, 2026 DUE: April 8, 2026

1911 Williams Drive, Suite 200 • Oxnard, CA 93036

RFP TABLE OF CONTENT

RFP INTRODUCTION

Statement of Intent Ventura County Behavioral Health (VCBH) is issuing this Request for Proposals (RFP) to solicit a qualified and experienced provider to establish and operate a Flexible Housing Subsidy Pool (“Flex Pool”). The intent of this solicitation is to identify a lead operator to serve as a fiscal intermediary responsible for administering rental subsidies through a centralized, coordinated funding structure, to decrease the time it takes for households to access and maintain permanent housing.

Program Purpose The purpose of the flex pool is leveraging available funding streams efficiently, aligning and deploying resources strategically to streamline eligibility determination, expedite lease-up, and minimize gaps in assistance. The operator will implement efficient financial management and housing coordination processes designed to improve system performance, accelerate housing placement, and strengthen long-term housing stability outcomes.

In addition, the selected operator will ensure full compliance with all applicable federal, state, and local funding requirements. This includes supporting and completing required reporting, documentation, data collection, invoicing, and performance tracking specific to each funding source. The operator will maintain accurate financial records, ensure timely submission of required reports, and provide transparent, audit-ready documentation to demonstrate proper use of funds and achievement of performance outcomes.

Initial funding sources will be Behavioral Health Services Act (BHSA) and Housing and Urban Development Continuum of Care (HUD CoC) Grant funds with the intent to add additional funding streams as they become available.

Target Population Ventura County residents that have a serious behavioral health condition who are homeless or at risk of homelessness in Ventura County. All eligible individuals will be referred to Contractor by VCBH (VCBH will be responsible for ensuring eligibility based on funding source and funder requirements).

RFP Timeline

All submissions and clarifications must occur through Bonfire.

Intent to Bid Each bidder is responsible for indicating their intent to bid through the Ventura County Bonfire system at https://ventura.bonfirehub.com/opportunities/226001. To be able to submit a proposal, your organization must indicate its intent to bid. Any RFP addenda, Questions and Answers, or updated information will be made available through the Bonfire system.

Bidder RFP Questions All questions related to this RFP may be directed to the assigned VCBH Contracting Department (PNM) Attn: RFP Administrator through the Message section of the Bonfire system at https://ventura.bonfirehub.com/opportunities/226001. The VCBH Contracting Department RFP Administrator facilitating this RFP is the only individual authorized to answer questions related to this RFP.

Bidder Bonfire Technical Support Any technical questions or issues related to the use of the Bonfire system may be sent to support@gobonfire.com.

GENERAL INFORMATION

Background and Need (Program Specific) Individuals and families living with serious mental illness, substance use disorders, and/or co-occurring behavioral health conditions face significant barriers to accessing and maintaining permanent housing. These barriers include complex service needs, limited income, rental market stigma, prior evictions or justice system involvement, and challenges navigating fragmented public systems. Without timely access to stable housing, this population is at increased risk of crisis episodes, hospitalization, institutionalization, and recurrent homelessness.

Although multiple rental assistance funding sources exist to support housing for individuals with behavioral health needs, these resources frequently operate independently and are administered through separate systems with differing eligibility criteria, documentation standards, allowable expenses, timelines, and reporting requirements.

This can create administrative inefficiencies and delays in subsidy approval and payment processing, which can jeopardize time-sensitive housing opportunities. Landlords may be unwilling to hold units while funding determinations are pending, and gaps between funding sources can result in interruptions in rental assistance. For individuals with serious mental illness, substance use disorders, or co-occurring conditions, even short disruptions in housing stability can undermine treatment engagement, increase the risk of crisis episodes or hospitalization, and contribute to returns to homelessness.

As a result, there is a clear need for a more coordinated and flexible approach to administering rental subsidies for the behavioral health population of focus. The creation of a flex pool and identification of a lead flex pool operator will reduce administrative barriers, accelerate housing placement, ensure continuity of assistance, and maintain compliance with all applicable funding requirements.

Nomenclatures The terms Bidder, Vendor, or Proposer may be used interchangeably in this RFP to designate an organization interested in responding to this RFP. The terms RFP, RFP Solicitation, or Solicitation refer to all proposal documents and related addenda produced by VCBH and provided to prospective Bidders. The terms Successful Proposer, Successful Contractor, and Contractor may be used interchangeably in this RFP and shall refer exclusively to the organization with whom VCBH enters into a contract because of this RFP.

Standard definitions include:

· "Bidder," "Vendor," or "Proposer" refers to an organization submitting a proposal.

· "RFP" refers to this Request for Proposals and all related addenda.

· "Contractor" or "Successful Proposer" refers to the organization awarded a contract.

· "Supportive Services" refers to non-clinical services that assist individuals in obtaining, maintaining, and sustaining stable housing.

· "Housing Stabilization Services" include tenancy support, landlord engagement, and client skill-building.

· "PSH" (Permanent Supportive Housing) refers to long-term housing with supportive services for individuals with disabilities.

· "Interim Housing" refers to temporary housing such as shelters or bridge housing.

· "Housing Navigation" refers to services that help individuals identify, apply for, and secure housing.

· "Tenancy Support" refers to services that help individuals maintain housing and prevent eviction.

· "CalAIM" refers to California Advancing and Innovating Medi-Cal, including Community Supports and Enhanced Care Management (ECM).

· "BHSA" (Behavioral Health Services Act) refers to California's 2024 behavioral health reform requiring 30% housing investment.

· "Scatter-Site Housing" refers to individual housing units dispersed throughout the community.

· "Housing First" refers to the evidence-based approach that prioritizes rapid placement into permanent housing without preconditions.

Program-specific terms:

“Flexible Housing Subsidy Pool” (“Flex Pool”) refers to a centralized, coordinated funding structure that consolidates multiple rental assistance funding streams to expedite housing placement and maintain continuity of assistance.

“Flex Pool Operator” refers to the selected lead operator serving as the fiscal intermediary responsible for administering rental subsidies through the Flex Pool.

“Risk Mitigation Fund” refers to a designated pool of funds used to pay incentives to property owners/managers and cover extraordinary expenses such as rent losses and repairs exceeding security deposits.

“Landlord Engagement” refers to services that recruit, cultivate, and sustain relationships with property owners and managers to secure and maintain housing units for program participants.

Program Goals and Objectives (Program Specific)

· Act as a fiscal intermediary for rental subsidies

· Expedite timely payments to property owners/manager

· Track eligibility of households by funding source

· Have the ability to track and provide reports on expenditures by household, and funding source(s)

· Identify, secure, and maintain units across Ventura County appropriate for the target population

· Maintain database of units;

· Cultivate relationships with property owners/managers;

· Management of incentive and risk mitigation fund;

· Sustain relationships with property owners/managers;

· On-going coordination with Housing Community Supports (HCS) providers, tenants and property owners/managers

· Connect people to housing

· Match available housing units to participant households referred through VCBH for people eligible for scattered-site rental assistance;

· Host housing fairs at interim housing settings identified by VCBH California Housing Requirements and Alignment This program must align with current California housing requirements:

· Proposition 1 (2024): Approved $6.4 billion bond for behavioral health infrastructure including treatment beds and supportive housing.

· BHSA (Behavioral Health Services Act - effective July 1, 2026): Requires counties to dedicate at least 30% of funds to housing interventions for individuals with serious mental illness (SMI) and substance use disorders (SUD).

· CalAIM Community Supports: Available housing services include Transitional Rent, Housing Transition Navigation Services, Housing Deposits, and Housing Tenancy and Sustaining Services.

· Housing First Principles: All housing programs must follow evidence-based, low-barrier, trauma-informed approaches that prioritize rapid housing placement without preconditions.

Bidder Eligibility Eligible bidders must:

1. Have at least 2 years of experience identifying and securing units. Demonstrated through their portfolio of units that have been identified and secured.

1. Demonstrate capacity to serve our target population, that include individuals with a serious behavioral health condition and are experiencing housing instability

1. Have existing formal and/or informal partnerships with local landlords, housing partners, and service providers

1. Shall demonstrate experience in rental administration having been regularly and continuously engaged with rental assistance programs and the regional housing market for at least 2 years

1. Shall possess all permits, licenses, and professional credentials necessary to perform services as specified under this RFP

1. Comply with all VCBH, county, state, and federal regulations

1. Must demonstrate willingness to participate in the County’s Homeless Management Information System (HMIS) Suspension and Debarment and Exclusion To be eligible to submit a proposal, a bidder must not be listed as an ineligible person on the U.S. Department of Health and Human Services Office of Inspector General's List of Excluded Individuals/Entities from federal programs. VCBH will not review a proposal submitted by an individual or entity on either list.

Ventura County plans to use the following links to identify individuals and entities that are not eligible to contract with VCBH: http://exclusions.oig.hhs.gov/ and https://sam.gov/SAM/pages/public/searchRecords/search.jsf.

California Secretary of State Business Entities Search Business entities registered with the California Secretary of State must have an active status designation. Verify status at: https://businesssearch.sos.ca.gov/.

INSTRUCTIONS TO BIDDERS/RULES GOVERNING COMPETITION

Submittal Deadline Completed proposals should be submitted online through the Bonfire system (https://ventura.bonfirehub.com/opportunities/226001) no later than 5:00 p.m., April 8, 2026.

Bidders are allowed to submit more than one proposal with different methods of meeting the RFP requirements. If a bidder submits more than one proposal, one proposal must be marked "Base Proposal" and the others shall be marked "Alternate Proposal 1", "Alternate Proposal 2", etc.

Bidders are responsible for making certain their proposals are received on or before the proposal submittal deadline. The receiving time in the Bonfire System will be the governing time for acceptability of proposals—no late submittals will be allowed.

Proposal Response Bidders must submit their proposals and all required information and forms by the submittal deadline. Proposals failing to provide complete information may be deemed non-responsive.

Modification of Proposals If a Bidder wishes to make modifications to a proposal already submitted to VCBH online through the Bonfire System, they must withdraw the proposal to make modifications. It is the responsibility of the Bidder to ensure that modified proposals are resubmitted before the submittal deadline. Proposals cannot be changed or modified after the submittal deadline.

Opening of Proposals Proposals will not be opened publicly. However, a list of the names of the organizations that submitted a proposal will be available within a reasonable time after the submittal deadline.

Examination of the Request for Proposal Bidders should carefully examine the entire RFP, any addenda thereto, and all related materials. Bidders shall be presumed to be familiar with all specifications and requirements of this RFP.

Proposal Validity Proposals submitted hereunder shall be firm for 90 calendar days from the due date and through the initial 36-month period of operation.

Proposal Content/Format To be considered responsive, proposals should address all items identified in this RFP. Proposals should be prepared to provide a straightforward and concise discussion of the Bidder's ability to provide the services described in this RFP.

Please respond to this RFP solicitation on 8 1/2" X 11" paper using either Times New Roman or Arial font and no smaller than 12-point font size. Margins should be one inch all around. All pages must be numbered.

Costs Incurred in Responding VCBH will not pay any costs incurred in proposal preparation, presentation, demonstration, or negotiation. All costs of proposal preparation shall be borne by the bidder.

Addenda VCBH will issue written addenda in order to make changes, additions, or deletions to this RFP. Oral communications regarding this RFP will not be valid or binding. Addenda will be sent to all known Bidders that complete an intent to bid within the Bonfire System.

Confidential and Proprietary Data All materials received relative to this RFP will be kept confidential until such time an award is made, or the RFP is canceled, at which time all materials received will be made available to the public per the California Public Records Act.

Commitments, Warranty, and Representations The proposal submitted in response to this RFP will be included as part of the final contract. Bidders are cautioned that if a contract is awarded as a result of this procurement process, any written commitment by a bidder within the scope of this procurement shall be binding upon the bidder whether or not incorporated into a contract document. Failure of the bidder to fulfill any such commitment shall render the bidder liable for liquidated or other damages due to VCBH under the terms of the contract. For the purpose of this procurement, a commitment by a bidder includes:

· Any modification, affirmation, or representation as to the above, which is made by a bidder in or during the course of negotiation.

· Any representation by a bidder in a proposal, supporting document, or negotiations about the services to be performed (regardless of the fact that the duration of such commitment may exceed the duration of the contract).

Proposal Validation/Evaluation/Award Validation Proposals will be checked for the information required to conform with this RFP. The absence of required information may be cause for rejection.

Evaluation The successful bidder shall be chosen in accordance with the evaluation criteria set forth in Section 6 of this RFP, including: (1) Technical Approach & Program Design, (2) Organizational Capacity & Experience, (3) Community Partnerships & Landlord Engagement, (4) Budget & Cost-Effectiveness, and (5) Quality Assurance & Reporting.

Award The contract will be awarded to the Bidder offering the most advantageous proposal after consideration of all evaluation criteria set forth herein. The criteria are not listed in any order of preference. VCBH will establish an Evaluation Committee that will be responsible for evaluating all proposals received in accordance with the evaluation criteria. The Evaluation Committee may also:

· Contact and evaluate the Bidder’s and any subcontractor’s references

· Contact any Bidder to clarify any response

· Contact any current users of a Bidder’s services

· Solicit information from any available source concerning any aspect of a proposal

· Seek and review any other information deemed pertinent to the evaluation process.

VCBH reserves the right to establish weight factors that will be applied to the criteria depending upon order of importance. Weight factors and summary of evaluation scores will not be released until after award of the contract. VCBH will not be obligated to accept the lowest priced proposal, but will make an award in the best interests of VCBH after all factors have been evaluated. While VCBH intends to enter into a contract for these services, it will not be bound to do so. VCBH reserves the right to reject any or all proposals.

VCBH shall be the sole judge of the successful offers hereunder. VCBH reserves the right to award the contract to a Bidder that might not have submitted the lowest total price and negotiate with any or all Bidders. Bidders are advised that it is possible that an award may be made without discussion or any contact concerning the received proposals. Accordingly, proposals should contain the most favorable terms from a price and technical standpoint. DO NOT ASSUME that you will be contacted or afforded an opportunity to clarify, discuss, or revise your proposal.

Award will be by means of a written contract with the successful Bidder. A Notification of Intent to Award may be sent to any selected Bidder, but does not obligate VCBH to award the contracts until the completion of the entire RFP process. Award is contingent upon the successful negotiation of the final contract terms. Negotiations shall be confidential and not subject to disclosure to competing Bidders unless an agreement is reached. If contract negotiations cannot be concluded successfully, VCBH may negotiate with the next highest scoring Bidder or withdraw the RFP. County Board of Supervisor’s approval is required for all contracts that exceed $200,000.

The contractor shall not commence work until a meeting is held between representatives of the contractor and VCBH. The meeting will be held at VCBH, at a time and date to be established.

Presentations Bidders may be invited to make presentations to VCBH, if needed.

Site Visits VCBH reserves the right to schedule site visits to bidder's facilities or current operational sites.

Additional Information VCBH may request additional information and will permit five (5) business days to comply with any such request.

Errors/Defects in Proposals If discrepancies or errors are found in a proposal, VCBH may reject the proposal. However, VCBH may at its sole option, correct any mathematical errors in price.

VCBH may waive any immaterial deviation or defect in a proposal. VCBH’s waiver of an immaterial deviation or defect shall in no way modify the RFP documents or excuse the bidder from full compliance with the RFP requirements, if awarded a contract.

Rejection of Proposals VCBH reserves the right to reject the proposal of any bidder who:

· Previously failed to perform adequately for the County

· Submits false, incomplete, or unresponsive statements

· Is in default on payment of taxes, licenses, or other monies due to County

· Submits a proposal that contains errors or discrepancies RFP Cancellation VCBH reserves the right to cancel this solicitation at any time, prior to the submittal deadline.

Protest Procedures For a protest to be considered, the protest must be made in writing, signed by the bidder’s authorized representative, and delivered to the VCBH PNM Administrator at 1911 Williams Drive, Suite 200, Oxnard, CA 93036. The VCBH PNM Administrator reserves the right to refuse to hear protestors who have not followed the procedures listed below.

The following conditions apply to proposal protest:

a. Before Proposal Submittal Deadline. Protests of specifications, terms, conditions, or any other aspects of the RFP solicitation must be made before the proposal submittal deadline.

b. After Proposal Submittal Deadline. Protests of award must be made, no later than five (5) calendar days after the aggrieved party knows or should have known of the facts giving rise to the protest.

c. Protest Content. All protests must include the following information:

1) The name, address, and telephone number of the protestor.

2) The signature of the protestor or protestor’s authorized representative.

3) The RFP solicitation or contract number.

4) A detailed statement of the legal and/or factual grounds for the protest.

5) The form of relief requested.

d. Protest Process

1) If the VCBH PNM Administrator can resolve the issue, there is no further action required.

2) If there is no resolution, the issue will be referred to the VCBH SPA Division Manager for review and resolution. If the issue is resolved, there is no further action required.

3) If there is no resolution, the issue will be referred to the VCBH Director who will make a determination on the issue and render a determination. This determination will be final.

SCOPE OF WORK

1) Act as a fiscal intermediary for rental subsidies

Contractor shall serve as the administering agent for the rental assistance for referred households. Contractor shall provide the following subsidy management responsibilities:

· Expedite rental subsidy payments to property owners/manager

· Coordinate flexible funding for households to support one-time services, goods and modifications necessary to enable a person to establish a basic household that does not constitute room and board. Examples: security deposits, set-up fees, first and last month’s rent, household items.

· Track and provide reports on expenditures by household and funding source

· Determine, and adjust tenant and subsidy portions of rent, utilizing rent reasonableness standards

· Negotiate and execute master leases and other required agreements with property owners/managers, including careful review of all lease documentation to ensure appropriateness of all clauses, compliance with Fair Housing, and alignment with appropriate program regulations

2) Identify, secure, and maintain units across Ventura County appropriate for the target population

This set of services and functions is designed to secure and maintain new units in the private housing market. Services will maintain both newly secured units and existing units that are part of current programs serving this population.

· Maintain database of all units and property owners/managers in the portfolio;

· Engage and recruit property owners/managers and cultivate and sustain relationships with property owners/managers to secure new units and maintain units for the programs and clients referred by VCBH. This includes providing a high-level of customer service and responsiveness, including a 24/7 hotline available to all property owners/managers in the program to utilize for crisis support, property management, nuisance resolution, and problem solving;

· Management of incentive and risk mitigation fund that can pay incentives to property owner/ managers for their willingness to work with the programs, administer unit holds for efficient matching, and cover extraordinary expenses such as rent losses and repairs in situations where losses exceed security deposits;

· On-going coordination with Managed Care plan – Housing Community Supports providers, other services providers, legal advocacy, tenants, and property owners/managers

· Documentation of eligibility, and verification of household size and income

· Initial and annual Housing Quality Standards (HQS) inspections (when allowed)

· Determining and documenting rent reasonableness

· The ability to master lease and/or offer third-party property management to property owner/ managers in order to secure units for any of the above- named purposes is a desired capacity. The ability to perform these functions as a potential option and strategy for securing more units should be considered in the bid response, and additional expenses to do so captured in the budget request.

· Contractor shall serve as a liaison to public housing agencies on behalf of housed and potentially housed consumers and on behalf of property owners/managers as needed to secure and/or retain such units for program participants.

3) Connect people to housing

Contractor will assist with activities to help people transition from unsheltered, or interim housing settings into permanent housing including

· Match available housing units to participants referred through VCBH for scattered-site rental assistance;

· Conduct housing fairs and informational sessions at interim housing settings (determined in coordination with VCBH) to connect households to available units. Contractor will organize housing events, working with interim housing providers to identify who on site is eligible for housing and has completed documentation.

· Liaison with Street Outreach Teams and/or Housing Navigators to coordinate unit identification for people who are unsheltered.

· Administer flexible funds to support move-in.

4) Additional Requirements Contractor shall be willing to perform the following activities during the contract term:

· Contractor shall collect and report HMIS-required demographic and services data for all clients served.

· Contractor must participate in the county-wide Coordinated Entry System (CES) process.

· Contractor shall be expected to engage in collaboration and partnerships. The functions described here are part of a comprehensive system that is designed to meet the needs of people experiencing homelessness and housing crises in a fair and consistent manner across the county. Participation in this effort will require strong coordination and collaboration. Contractors must commit to:

· Collaboration with VCBH, Ventura County Continuum of Care (VC-CoC), County Managed Care Plans, local housing authorities, and other homeless and housing providers to coordinate client care and ensure clients receive the services and supports they need to achieve and maintain health and housing stability.

· Coordinate with housing resource service providers to strengthen the service delivery model, and develop approaches, schedules and methods for delivering the services collaboratively.

· Attend regularly scheduled, and as-needed coordination/team meetings with all Coordinated Entry System (CES) partners, including the entities referenced above, to manage client care and problem solve around tenant, building, and community issues

· Participate in CES learning collaboratives and specific county training initiatives to improve client services, develop universal language, best practices, etc.

· Ensure staff participates in regular training and skills development sessions provided by the County, or other partners.

Timeline

The goal of a Flexible Housing Subsidy Pool model is to house people quickly in scattered site rental units coordinating multiple funding streams. The intent is to build the infrastructure to efficiently administer multiple funding sources and accelerate housing placement. The following services and program consolidations are required in Year 1:

· Phase 1:

· Provide Landlord Engagement; administer rental subsidies for clients currently being served under the existing contracts

· Start administering risk mitigation and flexible housing funds.

· Start administering housing deposits for a designated population.

· Phase 2:

· Capacity built to take on new referrals and administer additional rental subsidies.

· Initiate regular housing fairs (at least two per month) at interim housing settings (sites determined in coordination with VCBH).

· Phase 3:

· Acquire units for households referred by VCBH.

Funding/Payment Structure

One-time funding Request Bidder may apply for one time funding to build the internal infrastructure needed to support the administration of the Flexible Housing Subsidy Pool. These funds can support items such as building the database of housing units, consulting services from subject matter experts (including, but not limited to existing non-profits who administer Flexible Housing Subsidy Pool), and other start-up funds.

Payment Structure

Payment is anticipated to fall into two categories, submitted through a monthly invoice process:

· Actual costs of staffing and infrastructure, proportionally allocated by funding sources, using methodology agreed upon with VCBH.

· Actual costs for funds for rental subsidies, move-in/participant assistance, etc. tied to specific individuals and funding sources.

Deliverables/Reports

· All Contractors shall comply with any reporting and evaluation standards and agreements as set forth by the County.

· All Contractors shall generate and maintain retrievable program records, records relating to each client that receives services under this RFP, and data collection/tracking systems as directed by the County.

· Contractor shall ensure appropriate safeguards are implemented to secure clients’ protected health information at all times.

· All Contractors shall maintain data systems to ensure that accurate household and service information is managed appropriately, and that protected health information is kept secure at all times.

· Contractors shall generate and maintain complete case files in a secure location that are accessible to authorized staff and the County upon request.

· Generate and maintain electronic files such as HMIS or other as directed by the County, and in compliance with federal and state confidentiality laws.

· All Contractors shall complete and submit monthly, quarterly, and/or other reports with the required supporting documentation as requested by the County and/or its partners. Reports shall include aggregate reporting/data elements required by VCBH and shall be completed and submitted in the manner directed by the County.

PROPOSAL REQUIREMENTS

Proposals must include responses to:

Organizational Profile and Qualifications (Maximum 15 pages) Required Information:

· Organization ownership, incorporation details, and office locations

· Number of employees locally and nationally

· Point of contact information for contract management

· Organization background and mission alignment

· Provide support documentation that fulfills all the minimum qualifications

· Provide proof of any permits, licenses, and/or professional credentials necessary to supply products and perform services

· Minimum 2 years of experience identifying and securing units in Ventura County, serving the target population of households experiencing homelessness and working with property owner/managers with demonstrated portfolio of units that have been identified.

· Minimum of 2 years experience having regularly and continuously engaged with rental assistance programs and the regional housing market.

· Description of previous programs including staff size, locations, dates, and outcomes

· Complete disclosure of any contract failures, litigation, or sanctions

· Self-disclosure of pending charges, convictions, or disciplinary actions Program Approach and Implementation Plan (Maximum 8 pages) Service Delivery Model:

· Detailed description of proposed delivery service

· Describe how Bidder will meet the program’s desired overall goals, anticipated outcomes, measurable objectives, and critical tasks, including how key personnel will be responsible for achieving them. Please respond to the following questions:

· Which, if any, services will be provided by a subcontractor?

· How will Bidder successfully transition existing programs/contracts under this consolidated program/contract including strategies to effectively partner with existing service providers to ensure continuity of care to existing service recipients?

· How will the program and services be integrated into Ventura County’s coordinated response system to end homelessness?

· How will Bidder ensure services are provided throughout Ventura County

· What is the staffing structure that will support successful service provision?

· Please describe any innovations for successful implementation.

· How will Bidder address the needs of the target population and provide culturally and linguistically appropriate services standards?

· Provide detail on data management and fiscal infrastructure that will support the program.

· Describe how you will partner with VCBH on the development of the Flex Pool and what you believe it will take on both sides for an effective partnership.

· Explain any unique resources, procedures, or approaches that make the services of Bidder responsive to meeting the minimum qualifications and requirements of the RFP.

· Explain what measures will be taken to adequately provide the services. Identify any limitations or restrictions that exist for the Bidder to provide the services and explain what measures the Bidder will take to mitigate barriers as well as any requests of VCBH to assist with barrier mitigation.

Implementation Timeline:

· Provide Implementation Plan and Schedule.

· The ideal Implementation Plan and Schedule will provide a clear picture of what the County can expect during the contract term and in preparing to start the contract.

· Bidders should consider the information and questions contained in the Evaluation Criteria and Specific Requirements in preparing the Implementation Plan and Schedule.

· In conjunction with the Description of Proposed Services and the Budget Detail, the Bidder must include an Implementation Plan and Schedule that specifically addresses the following:

· How and when each of the proposed services will be implemented, including how and when each service will be scaled, the key personnel assigned to each and timeline for incorporating existing services.

· Launch of a comprehensive database of units.

· Database upgrades to ensure invoicing and reporting can be provided by client, by month and by funding source.

Staffing Plan and Organizational Capacity (Maximum 6 pages) Organizational Structure:

· Proposed staffing plan with roles, responsibilities, and FTE allocations

· Organizational chart showing reporting relationships

· Staff recruitment and retention strategies

· Supervision and professional development plans Key Personnel, include:

· Provide Resumes

· Educational Background

· Related Experience on Similar Projects

· Certifications

· Job Descriptions

· Salary Information

Community Partnerships and Collaboration (Maximum 4 pages) Existing Partnerships:

· Current relationships with service organizations

· Existing community resource networks

· Previous collaboration experience Partnership Development Plan:

· Strategy for identifying and engaging new partners

· Formal partnership agreements and MOUs

· Resource sharing and coordination protocols

· Partnership sustainability planning Cultural Competency and Accessibility (Maximum 3 pages) Cultural Competency Framework:

· Approach to serving diverse racial, ethnic, and linguistic populations

· Staff training on cultural competency and implicit bias

· Accommodation strategies for clients with disabilities

· LGBTQ+ affirming practices and policies Language Access:

· Interpretation and translation services

· Bilingual staff capabilities

· Culturally adapted materials and resources Quality Assurance and Evaluation (Maximum 3 pages) Data Collection and Management:

· Data collection protocols and tools

· Data security and privacy protection measures

· Outcome measurement strategies

· Quality improvement processes Evaluation Participation:

· Commitment to participate in external evaluation

· Internal evaluation and monitoring systems

· Continuous quality improvement approach Budget and Financial Management (Use provided budget template) Required Budget Information:

· Detailed budget and budget narrative

· Ensure that the budget and narrative clearly reflect the projection of clients to be served as well as:

· One-time funding request for infrastructure development

· Specify how much funding is being requested and what it will be used for. If there is a request for one-time funding this should be reflected in a separate budget than the program budget

· Program budget (including line-item budget summary)

· Separate pass-through funding for clients, from staffing and administrative costs (for example rental subsidies, flex funds, operations, etc) and clearly explain assumptions in terms of per client cost, and number of clients served per month

· Explain staffing assumptions for landlord engagement and liaison services

PROPOSAL EVALUATION CRITERIA

Scoring weights:

Technical Approach & Program Design -- 35%

· Quality and comprehensiveness of proposed service delivery model

· Alignment with program goals

· Innovation and creativity in program design

· Feasibility and sustainability of proposed approach

· Demonstrated ability to coordinate with identified partners throughout the county

· Demonstrated capacity to consistently provide all service categories across Ventura County, including identifying units throughout the county

· Demonstrate capacity for third-party property management or master leasing and included it as an option for securing more units Organizational Capacity & Experience -- 25%

· Demonstrated experience with similar populations and programs

· Capacity to manage program requirements

· Demonstrated fiscal capacity to administer rental subsidies

· Demonstrated the financial and data infrastructure required to track units and expenditures by individual and funding source

· Experience managing a risk mitigation or similar flexible funds

· Demonstrate a history of strong performance data from similar projects

· Organizational stability and track record

· Quality and qualifications of proposed staff Community Partnerships & Landlord Engagement -- 20%

· Existing relationships and community presence

· Partnership development strategy and capacity

· Cultural competency and accessibility planning

· Stakeholder engagement approach Budget & Cost-Effectiveness -- 15%

· Budget reasonableness and cost-effectiveness

· Financial management capacity and controls

· Value proposition and return on investment Quality Assurance & Reporting -- 5%

· Data collection and evaluation plan quality

· Quality improvement and monitoring systems

· Commitment to accountability and transparency

SUBMISSION REQUIREMENTS

Submissions must be completed through Bonfire and include:

· Complete proposal

· Required attachments

· Budget template

· Proof of eligibility

CONTRACT TERMS AND CONDITIONS

Contract Structure

· One-year term with two optional one-year extensions

· Performance-based contract

· Payment on reimbursement basis (Net 60 days)

· VCBH contract terms (Attachment B) Performance Standards

· Monthly reporting and data submission

· Quarterly performance reviews

· Annual client satisfaction surveys

· Compliance with all applicable regulations Insurance Requirements

· General liability, professional liability insurance

· Workers' compensation coverage

· Minimum coverage amounts as specified in Attachment B Provider Agreement Contract Includes

· Contract term

· Insurance requirements

· Facility responsibilities (if applicable)

· ADA compliance

· Data privacy and confidentiality

· Monitoring and audits

QUESTIONS AND CLARIFICATIONS

All questions must be submitted through the Bonfire system message center by March 23, 2026. Questions and responses will be posted publicly for all potential proposers.

Contact: VCBH Contracting Department RFP Administrator Technical Support: support@gobonfire.com

ATTACHMENTS

Attachment A: Budget Template (Excel workbook) Attachment B: Provider Agreement Attachment C: Key Staff Listing Template Attachment D: References Template Attachment E: Non-Collusion Affidavit All attachments are available through the Bonfire system at the URL provided above.

This RFP has been structured to promote fair competition among qualified providers while ensuring the best possible outcomes for individuals experiencing housing instability in Ventura County. VCBH reserves the right to reject any or all proposals and to negotiate with selected vendors.

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