Addendum I - RFP 2026 - White Flag Shelter.pdf

RFP 2026 – WHITE FLAG SHELTER

Addendum I

Questions/Answers

(County responses and changes are in red)

1) Will the August 25, 2026, interest meeting also be available through a virtual meeting platform? If so, please provide the registration instructions or meeting link. Will a recording or written summary be made available to vendors who cannot attend in person? There is no virtual link for this meeting. The meeting will be recorded and posted on the county’s website.

2) Would self-contained mobile or modular shelter units deployed at an identified, approved site satisfy the requirement for an “identified physical facility,” provided the units meet all applicable safety, occupancy, accessibility, fire, and building-code requirements? The county will not prescribe what the “identified physical facility” is in section 4.1(4). Alternatively, must the vendor provide a permanent, fixed-site building.

The RFP does not require a permanent, fixed-site building.

3) Is the vendor solely responsible for identifying and securing the shelter facility or deployment site, or will the County provide or assist with identifying an appropriate County-owned or third-party location? The vendor is solely responsible for site security.

4) What specific data elements must the selected vendor collect and report through the Homeless Management Information System (HMIS)? In particular, will the vendor be required to collect and submit personally identifiable information for every shelter guest? Required component include Name, sex, social security (if they have one), if they are a veteran, date of birth, date of White Flag service

5) The RFP references the period from November 1, 2025, through March 31, 2026.

Because the RFP was issued on August 10, 2026, should the anticipated contract period be November 1, 2026, through March 31, 2027? Yes.

6) What minimum and maximum number of beds should vendors be prepared to provide?

If available, please provide the average and peak nightly census from the previous White Flag season, as well as the County’s projected demand for the upcoming contract period.

The county has not set a minimum and maximum bed space. Please refer to 4.1(15) which requires the proposal to provide “the maximum number of beds available”. The peak night census is not available, however based on the temperature, occupied beds ranged from 20-50. These numbers have been fairly consistent over the past three (3) years.

7) The RFP states that the County anticipates no more than approximately 50 White Flag days during the November-through-March period. Is this a planning estimate or a contractual maximum? This is a planning estimate. Is any minimum number of activation days guaranteed? No, White Flag designated days are based solely on temperature.

8) Will the selected vendor be required to maintain shelter capacity and operational readiness throughout the entire contract period? The contract requires that a vendor activate if the county determines that based on the forecasted temperature and/or wind chill at 32 degrees or below. If so, will the County provide a standby or readiness payment to cover the cost of maintaining personnel, equipment, facilities, and other resources before activation? The county will not provide any reimbursement for days where there is no White Flag designation.

9) May vendors propose a pricing structure that includes:

A fixed standby or readiness fee; The county will not provide any reimbursement for days where there is no White Flag designation.

An activation or mobilization fee; and The county will not provide any reimbursement for days where there is no White Flag designation.

A per-person, per-night operating rate? Please refer to 4.1(15), the presented budget should show a proposed per-person, per-night rate

10) Once a shelter is activated, will compensation be based on the number of guests actually served or on the number of beds activated and made available? Reimbursement will be on a per-person, per-night activation. Will each activation include a guaranteed minimum payment, minimum census, or minimum operating period, including when the vendor incurs mobilization costs but actual attendance is lower than anticipated? Please refer to 4.1(15) and the eligible expenses.