Addendum 2 RFP HE-25-527 EL_SJ.pdf

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

Long Beach, CA 90802

(562) 570-6425

October 17, 2025

NOTICE TO PROPOSERS

ADDENDUM NO. 2: Q&A

RFP No. HE-25-527 Long Beach Reentry Services – Youth 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: The RFP mentions: "This contract will be for a period of up to three years with the option to renew for two additional one-year periods, with a funding amount of up to $500,000." We just want to clarify whether the $500,000 is the annual proposed award or the amount that covers the 3-year period?

A: The available amount is $500,000 total from the contract start date through March 2028.

2. Q: Is there a recording available of the Optional Pre-Proposal Meeting held on

September 30, 2025, at 1:30 PM?

A: Yes, it is posted in Addendum 1 on Long Beach Buys.

3. Q: Are there any samples available of the Unite Us platform documentation (e.g., assessments, intake forms, confidentiality forms, etc.)?

A: Not at this time. That will be shared once the contractors are selected.

4. Q: Will there be another round of this funding opportunity in the future?

A: Unknown at this time.

5. Q: Are applicants required to have established relationships with all three of the following: LA County Office of Parole, Long Beach City Prosecutor, and Long Beach Police Department?

Addendum No. 1 RFP HE-25-527

A: Not required, but it would be very helpful to have at least one relationship with a law enforcement agency.

6. Q: Would a referral from just one of these entities suffice?

A: Not required but helpful.

7. Q: Must the existing relationship and/or referral be in place before the project period begins, or can it be established during the project period if awarded?

A: An existing relationship is not required, but helpful if established during the project period.

8. Q: We currently have a referral relationship with the LA Court under the District

Attorney’s Office. A youth client with a criminal offense has been referred to us, and we are actively providing services. Would this satisfy the requirement referenced in questions 4–6?

A: Having a referral relationship with the LA Court is ideal but not required.

9. Q: For referral or partnership relationships, is an MOA (Memorandum of

Agreement) or a Letter of Engagement required?

A: Not required.

10. Q: Our clinic has been referred by the Los Angeles Superior Court, Family Law

Division for youth individual and family counseling. Would this relationship suffice in lieu of A County Office of Parole, Long Beach City Prosecutor, and Long Beach Police Department?

A: Yes.

11. Q: Will the LA County Family Court Services, Probate Investigations & Mental

Health Hearing Referee (we have a referral partnership with them) suffice for the existing relationship and/or referral be in place for the project period for the following: LA County Office of Parole, Long Beach City Prosecutor, and Long Beach Police Department?

A: A relationship with a law enforcement agency that can provide direct referrals is ideal but not required.

Enrollment & Participation

12. Q: What is the minimum required length of service for each youth?

A: This will be determined during the contracting phase.

13. Q: Do the 50 youth per year need to be unduplicated, or can participants continue across multiple years?

A: The youth served must be unduplicated.

14. Q: If a youth drops out, are we required to backfill their spot to maintain enrollment numbers?

A: This is ideal, but the final decision will be made during the contracting phase.

15. Q: What are the enrollment criteria for youth? Are there specific income requirements?

A: No income requirements, but must be currently or formerly justice-involved and require mental health and/or substance use treatment services.

Funding & Payment Structure

16. Q: Is funding distributed equally over the three years, or does it scale based on activity level or enrollment?

A: Funding will be based on activity level and enrollment. Funding may be scaled based on activity level; however full contract amount must be spent by the end of the contract term, March 2028. (City is contractually obligated by our grantor to spend subcontractor line items fully for these spending requirements.

17. Q: What is the payment structure for this grant? Reimbursement only, billing in arrears, working capital advance, or an upfront deposit before program launch?

A: Payment structure is quarterly reimbursement and is dependent on receiving acceptable and approved data indicating programmatic services took place as indicated in the contract scope of work.

18. Q: The RFP requires at least 30% of funds to be subcontracted to small CBOs. Is there a maximum subcontracting percentage allowed?

A: No maximum; just a minimum of 30%.

Program Deliverables

19. Q: How are extracurricular activities defined? Must they be offered directly by us/subcontractors, or can they include outside opportunities? When the RFP says to “offer,” does that mean youth must attend, or is it sufficient to make activities available even if participation is low?

A: A sample of extracurricular activities is listed in the RFP as exhibit A. They can be offered directly or subcontracted. Attendance should not be presented as mandatory but strongly encouraged as a part of overall programming.

20. Q: How should “improvement in life skills” be measured and evaluated? Would a self-report questionnaire be acceptable?

A: Measurement and evaluation will be determined during the contract phase with the assistance of our contracted evaluator.

21. Q: After a youth exits the program, what level of case management follow-up is required?

A: Up to 12 months follow-up is required. The level of follow-up will be determined through collaboration during the contracting phase.

22. Q: Service Requirements - What are the expectations for mental health and substance use services? How should these services be structured or delivered?

A: Mental Health and Substance Use treatment should be determined through the assessment and individualized service plan with each youth.

23. Q: In reviewing Section 1.1, I’d like clarification regarding the eligibility criteria described in the following sentence: “The City is seeking to contract with a Qualified Organization to implement the Long Beach Reentry Services Program (LBRSP) that provides services for youth ages 15–24, arrested for, charged with, or convicted of a criminal offense, and who also identify as having a mental health and/or substance use issue.” Does the use of “and” indicate that eligible participants must meet both conditions (justice involvement and a mental health or substance use issue), or can it be either/or?

A: Eligible participants must have justice involvement AND a need for mental health and/or substance use treatment.

24. Q: In Section 4.2, it states: “Time Period: The budget should be for three years, ending March 2028.” Could you please clarify whether this end date will be adjusted at the time of contract execution, given that the contract term may be shorter than three years by the time it is awarded?

A: The contract period will be shorter than three (3) years, depending on the start date of the contract. The March 2028 end date will remain the same.

25. Q: In Section 4.2, it states: “Subcontracting: Identifying how at least 30% of funding will go to subcontractor(s) and indicating how much funding will be allocated to each subcontractor.” Could you please clarify whether the 30% requirement is based solely on funding allocation or if actual performance and effort will also be considered? For instance, if a subcontractor is identified but later fails to deliver the full scope of work or invoices for less than the 30% allocation, would that affect compliance with this requirement? Additionally, will the primary contractor be penalized if the 30% threshold is not met by the end of the contract?

A: The 30% subcontracting requirement is based on the funding allocation outlined in your proposal and contract budget. This means your proposal should show how at least 30% of the total funding will be directed to one or more subcontractors, along with their roles and the amount each will receive. If a subcontractor is later unable to complete their work or invoices for less than expected, the primary contractor would be responsible for making sure the 30% goal is still met—either by bringing in another qualified subcontractor or adjusting the subcontracting plan with the City’s approval. If the 30% threshold isn’t met by the end of the contract, that could be considered noncompliance with the contract terms, which may affect the continuation of the contract.

26. Q: If the Education and Skill Building services are related to construction activities, would that portion of the scope of work be subject to prevailing wage requirements under applicable labor regulations?

A: If the construction-related components are solely educational or training-based and do not include participants performing construction work on public projects, then prevailing wage requirements would typically not apply.

If the Education and Skill Building services proposed under your program involve actual construction work or improvements to public property (e.g., building, renovation, or repair activities), those portions of the scope of work may be subject to prevailing wage requirements under applicable state or federal labor regulations. We recommend that applicants consult with their own legal or labor compliance resources to determine whether prevailing wage requirements apply to their specific program activities.

27. Q: Will the City provide participant referrals, or will the selected organization be responsible for recruiting and identifying eligible candidates?

A: The City will provide participant referrals, but the selected organization will also be responsible for recruiting and identifying eligible candidates.

28. Q: How many organizations does the City anticipate awarding contracts to under this solicitation?

A: Only one organization will be awarded under this solicitation.

29. Q: Is the $500,000 funding amount intended to cover the entire five-year period, or does it apply only to the first three years of the program?

A: The performance period will begin once a contract has been finalized and signed by all parties through March 2028.

30. Q: Does the organization that is chosen need to provide ALL the following services or most services:

• Outreach and Assessments

• Mental Health and Substance Use Treatment (in-house or referrals)

• Education and Skill Development

• Job Placement and Post-Program Support

• Housing Support

• Mentorship and Positive Role Models

• Legal and Reentry Support

• Life Skills Development

• Civic Engagement and Leadership Opportunities

• Family Engagement and Support

• Cultural and Recreational Activities

A: No, some of the services can be subcontracted by other agencies. The agency should be able to provide (directly or by subcontract) the services needed by each individual youth.

PREPARED BY: Elisa Landeros, Buyer II

ACKNOWLEDGED BY: ________________________________________________

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