Addendum 1 RFP HE-25-615.pdf

Department of Financial Management 411 West Ocean Boulevard, 6th Floor

Long Beach, CA 90802

(562) 570-6425

October 30, 2025

NOTICE TO PROPOSERS

ADDENDUM NO. 1

RFP No. HE-25-615

Interim Housing (Motel Based) Operation & Supportive Services This addendum changes and supersedes the language in the original RFP. Please acknowledge receipt of this addendum by signing and submitting with your proposal.

Any proposer who fails to submit this addendum may be disqualified.

The City would like to remind Proposers that pursuant to Section 5.2.27 of the RFP, the City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the City Contact.

The questions and answers are as follows:

1. Q: Is the Contractor responsible for locating a motel for Interim Housing and covering the rent/cost of the motel?

A: The City is responsible for identifying the project site location(s) for the Interim Housing

Program. The costs of the motel will be covered by the City and not included in the bed rate.

2. Q: Some of the mandatory attachments listed on 4.2 Proposal Content (pg. 53 of the

RFP) do not apply to nonprofits and/or application (for example registration with DIR, SBE or FE, DBE, EBO which is applicable to for-profit employers/entities). Will our application be deemed complete if we do not include the non-applicable mandatory attachments?

A: These attachments are not required, the RFP document has been revised to remove these attachments.

3. Q: Is the contractor responsible financially responsible for all maintenance and repairs to the site? If so, should anticipated costs be included in the budget? Section 2.3.7

(Operations and Maintenance) states that the Contractor will be responsible for communicating to project site owner the need for any repairs, damages, and incidentals including, but not limited to, changing a light bulb, replacing a doorknob, stain removal, and other tangible assets.

A: No, the contractor will not be responsible for covering the costs of maintenance and repairs for the project locations. The Contractor shall be responsible for communicating to the project site owner for any maintenance and repairs that may be needed for the project site(s). Refer to RFP Section 2.3.7.

4. Q: Is the contractor financially responsible for pest control costs? If so, should anticipated costs be included in the budget? Section 2.3.8.1 (Pest Control Requirements) states that the Contractor shall schedule and maintain regular bed bug prevention and maintenance for each room as a proactive measure to ensure a safe and sanitary environment. Additionally, in the event of a confirmed bed bug case in any unit, the Contractor shall be responsible for coordinating a thorough deep cleaning and extermination response.

This response must be initiated within 48 hours of confirmation to mitigate the spread and ensure the well-being of all occupants.

A: Yes, the Contractor will be responsible for pest control management. The contractor must account for prevention, maintenance and infestation costs.

Refer to RFP Section 2.3.8.1: The Contractor shall schedule and maintain regular bed bug prevention and maintenance for each room as a proactive measure to ensure a safe and sanitary environment. Additionally, in the event of a confirmed bed bug case in any unit, the

Contractor shall be responsible for coordinating a thorough deep cleaning and extermination response. This response must be initiated within 48 hours of confirmation to mitigate the spread and ensure the well-being of all occupants.

5. Is the contractor financially responsible for the upkeep of the property/facility, including all repairs? If so, should anticipated costs be included in the budget? Budget category B5 under section 2.6.3 (eligible Cost Matrix) lists the following as eligible costs:

costs for regular upkeep of the facilities, equipment, and property.

A: Refer to RFP Section 2.3.7. The Contractor will be responsible for communicating to project site owner the need for any repairs, damages, and incidentals including, but not limited to changing a light bulb, replacing a doorknob, stain removal, and other tangible assets.

The Contractor is required to provide and maintain pest control and sanitation requirements.

Refer to RFP Section 2.3.8. Requirements outlined in this section must be allocated in

Eligible Cost Category B5: Project Site Maintenance.

6. Is the provider responsible for procuring a linen provider? If so, should anticipated costs be included in the budget? 2.3.8.2 (Facility Sanitation Requirements) states that the

Contractor shall be required to ensure that all rooms are maintained in sanitary, safe, and livable conditions for program participants. At a minimum, this includes providing clean linens, ensuring proper waste disposal, maintaining cleanliness in common areas, and addressing any sanitation concerns promptly. The Contractor must also implement a structured cleaning schedule to uphold hygiene standards throughout the facility.

A: The motel will be providing laundry services. The Contractor is responsible for ensuring that all rooms are maintained in sanitary, safe, and livable conditions for program participants.

7. Is the cost of meals covered by the City and not included in the bed rate?

A: The City will provide meals for the project via a Meal Service provider contracted with the City. Contractor will coordinate with City staff to facilitate meal delivery and receiving. Refer to RFP Section 2.3.4 Meal Preparation and Distribution. The bed rate does not include meal services, as meals will be provided by the City.

8. The RFP states a bed rate per slot range from $46.54 t0 $54.29 per night. What is the correct rate to consider when preparing the proposal budget?

A: The final bed rate will be determined following confirmation of the project site location(s).

The estimated bed rate per slot for this RFP is between $46.54 and $54.29. The annual funding amount estimated to be available is up to $1,188,997.48. Refer to RFP Section 4.2 Proposal Content for instructions on Cost Proposal Requirements.

9. The RFP states, "The bed rate per slot will range from $46.54 to $54.29 per night, depending on the number of slots served." And, "Contractor will be awarded funding under a slot-based allocation which is based on maintaining a certain number of service slots for participant enrollments and services throughout the contract year."

Does this mean that the contractor will be funded for each of the 70 beds as long as they are available and not when they are occupied?

A: The City does not anticipate extended room vacancies in the Interim Housing Program.

Following program exits, Contractor will receive new referrals for participants that have been matched to the program.

10. Are there minimum staffing ratios (case management) that should be considered?

A: Yes. The Contractor must maintain a ratio of one staff to every twenty-five (1:25) participants. Refer to RFP Section 2.8.2.

11. I am responsible for sourcing opportunities as a vendor of ready-made meals and came across this RFP HE-25-615 where you are listed as the point of contact. We are interested in this opportunity and are wondering how to become a Meal Service Provider with the City as written on page 16 Section 2.3.4, for this bid. We are located in Downtown Los Angeles and regularly provide these type of meals described:

cooked ready-made meals, and have the infrastructure to deliver to the Long Beach area.

A: The City released RFP HE-25-578 Meal Services earlier this year to procure meal service providers to provide meal preparation and delivery services for persons experiencing homelessness within the City. The procurement has now closed, and vendors have been selected. We encourage interested meal service providers to explore other contracting opportunities on Long Beach Buys.

Applicants for RFP HE-25-615 must provide all operations and supportive services outlined in the RFP. One contract will be awarded under this solicitation.

12. Can the contractor use monitors to meet the security requirement? Or does security have to be contracted by a third party?

A: No, the security services requirement cannot be met through the use of security cameras and/or monitors. The Contractor must have security personnel on-site, ensuring 24-hour coverage. Refer to RFP Section 2.3.9 Security Services.

PREPARED BY: Janet Kariuki, Procurement Analyst I

ACKNOWLEDGED BY:

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