Addendum No. 1 to RFP EDA126-OHS02-6461.pdf

Addendum No. 1 to Request for Proposal

EDA126-OHS02-6461

General RFP Questions

1 Question Is there a minimum or maximum number of proposals the county anticipates awarding?

Answer No. The County will award contracts within the identified maximum allocation for aggregate funding for sites.

2 Question If the responsibility of the program is shared with the county, how does the success rate of the program get determined

Answer Through the key performance metrics in the RFP, under section 3 of the deliverables/requirements on page 16, and adherence to program requirements specified in the contract between provider and County.

3 Question Can I convert a hotel into interim housing which may take six month?

Answer The proposer can submit a proposal that establishes a plan for providing services, however, the proposer’s timeline for when they are able to provide services will be considered as part of the evaluation of the proposal. Note that the funding available through this RFP does not extend to costs associated with developing or preparing a site, but is only for the services described in the RFP.

4 Question Is it ok for an agency to have other active contracts funding the house?

Answer This is a non-exclusive contract, so yes, it is possible for a contractor to have other contracts.

5 Question What does permanent housing look like in the county? Is shared housing considered permanent housing Answer Permanent housing refers to the existence of a lease. Shared housing can be considered permanent housing if it involves a lease with the lessee in the home.

6 Question Can county help with acquiring the interim housing licensing required in a specific city?

Answer No, vendors/proposers are responsible for securing all of the necessary licensing for their location(s).

7 Question Does the County provide specific zoning guidelines or assistance to help selected providers obtain the necessary local business licenses and fire clearances across the various service regions?

Answer No, vendors/proposers are responsible for securing all of the licenses or clearances necessary for site operation.

8 Question Are we able to work with or subcontract with rural or other agencies?

Answer The proposer must meet the requirements of the RFP in their proposal. If subcontracting with other agencies does not conflict with the ability of the proposer to meet the requirements of the RFP, then this is permissible. The proposer should identify their sub-contracting structure in their proposal.

9 Question What will happen to the existing contracts through Department of Behavioral Health (DBH) for emergency shelter services?

Questions specific to other contracts cannot be answered as part of this procurement.

Any questions regarding DBH contracts should be directed to DBH.

10 Question If funded are we allowed to outreach/ promote available beds to eligible participants

Answer Placements for the housing sites will be through the San Bernardino County Department of Behavioral Health and Office of Homeless Services only. Any outreach must direct individuals to the County for assessment of eligibility. The contracted provider cannot make placements.

11. Question In navigating in the Epro, where do I 'click' or 'go' when I'm ready to submit my proposal & other attachments?

Answer Please contact the Purchasing department for assistance with e-pro.

https://wp.sbcounty.gov/purchasing/

12 Question Is this for Recovery residences in the San Bernardino County Morongo Basin area?

Answer This RFP is not for recovery residences.

13 Question Can an existing licensed hotel/motel in Ontario, California be utilized as an

Interim Housing Site under this RFP, provided that it complies with all facility, staffing, program, and inspection requirements?

Answer A question specific to a particular proposer cannot be answered, however, hotel/motel sites can be considered if they comply with all of the elements of the RFP.

14 Question May a hotel owner provide the physical housing/facility component while a separate qualified organization provides the supportive services, house managers, programming, HMIS reporting, and other required services?

Answer The contract between the County and the proposer must be for the full scope of work of the RFP. If a proposer is submitting a proposer with a subcontractor, then the proposer must describe the sub-contracting structure and agreements so that the full scope of work can be evaluated.

15 Question I have 4 units of houses with existing contract with the SB County; can I combine my existing Emergency Shelter clients with this new population from Interim Housing Services?

Answer This is a non-exclusive contract, so yes, it is possible for a contractor to have other contracts.

16 Question Do we have to register or specify the house we propose under the Interim Housing Services? How if we have already been approved and presently used for Emergency Shelter?

Answer This a non-exclusive contract, so yes, it is possible for a contractor to have other contracts, such as for emergency shelter. Proposer should identify their interim housing site in their proposal.

RFP Requirements

1 Question My organization is a new 501(c)(3), a lot of the information that you are requesting we do not have right now and II[sic] do not understand what some of these attachments mean.

Attachment D: I do not have any of those licenses yet.

Attachment I: I do not have.

Attachment J: I do not understand Attachment K,L,M, & N: I do not understand

Answer Please refer to the Power Point that was shared after the Bidders Conference and placed on the ePro site for detailed review of the referenced attachments.

2 Question Are proposers required to have all long-term housing sites fully secured and identified in the initial proposal submission, or can an awarded provider launch with a primary approved site and add locations via contract amendments as capacity expands?

Answer Proposer must identify sites in their proposal.

3 Question Are agencies required to be Ada compliance? Will applications be excluded if not

ADA compliant?

Answer Proposer must comply with any applicable local, state or federal requirements. Page 10 of the RFP identifies that the site must be ADA compliant.

4 Question Will cities be required to accept referrals from other parts of the county?

Answer It is possible that a client may be placed in an interim housing site from other cities or parts of the County.

5 Question Can proposal be for a specific region or city or do they need to be county wide?

Answer The proposal must identify the location of the interim housing site. Proposer does not have to have sites County-wide. However, this RFP is seeking proposals for Interim Housing Sites in all regions of the County. Proposer cannot restrict placements to their region only.

6 Question Are reverse referrals allowed?

Answer No, referrals must be through the County DBH or OHS and cannot be pre-approved or placed via reverse referral as key eligibility criteria must be verified by the County.

7 Question Does the County require the provider to already have an operating interim-housing program?

Answer The proposer can indicate a plan and reasonable timeline in their proposal for when the proposer can serve clients through this RFP and contract. However, all elements of the proposal will be evaluated when determining proposers to award contracts to.

8 Question What licenses or certifications are required?

Answer Please reference the RFP sections on licenses and certifications.

9 Question Does the County require the provider to already have an operating interim-housing program?

Answer This RFP is seeking proposers who can provide the services described in this procurement. It should also be noted that the funding available through this RFP does not extend to costs associated with developing or preparing a site, but only for the services described in the RFP.

10 Question Can a provider use an existing residential property in Victorville rather than a property in San Bernardino?

Answer The RFP is seeking proposers for all regions of San Bernardino County, including Victorville.

11 Question If the hotel requires minor modifications to meet the Interim Housing Site standards, may those improvements be completed after conditional selection but before participants are placed.

Answer Proposer must describe their plan for meeting the scope of work requirements for the RFP, including any timeline for being prepared to offer services. All elements of the proposal, including the proposer’s ability to provide services in a timely manner will be considered as part of the evaluation.

Budget and Staffing Cost Questions

1 Question Does the RFP allow a separate administrative, indirect, or overhead allocation? If so, what percentage or rate is allowed? If not, can administrative costs be incorporated into the $456-per-day staffing and supportive-services rate?

Answer The reimbursable ceiling for rent and the reimbursable ceiling for supportive services are inclusive of all reimbursement from the County to the provider according to the proposer’s proposal and contract. There is not a separate administrative, indirect or overhead allocation.

2 Question Can a proposer satisfy the Interim Housing site requirement through a partnership or subcontract with an existing Interim Housing provider in San Bernardino County, with the proposer serving as the prime contractor and providing or overseeing the required staffing and supportive services? If so, what documentation or agreement must be included with the proposal?

Answer Proposer must submit a proposal responsive to all the requirements of the RFP. If proposer intends to subcontract, the proposal must describe how they will do so while meeting the requirements of the RFP. The proposer should identify their sub-contracting structure in their proposal.

3 Question Does the rate change between one occupant and two beds compared to two occupants occupying two beds in one room?

Answer No, the T006 billing code referenced in the RFP does not change if another participant occupies the other bed.

4 Question Is the billing code T006 the same code for staffing?

Answer No, the T006 billing code is used to determine the reimbursable ceiling for rent for the proposer’s site, based on zip code. The process for doing so is contained in the cost attachment (Attachment H).

5 Question What does the $456 cover? Does the $456 daily staffing ceiling include wages, fringe benefits, supervision, program management, and administrative costs, or are any of these costs reimbursable separately?

Answer The reimbursable ceiling for rent and the reimbursable ceiling for supportive services are inclusive of all reimbursement from the County to the provider for staffing and supportive services according to the proposer’s proposal and contract. There is not a separate reimbursement for wages, fringe benefits, supervision, program management and administrative costs or any other costs other than the reimbursable ceilings described in the RFP.

6 Question How is the daily per-participant bed or rent reimbursement calculated based on the site’s ZIP code and setting? Is reimbursement based strictly on occupied participant days?

Answer Refer to the Power-Point and the Cost Attachment (H) of the RFP to determine how the bed or rent reimbursement is calculated. Yes, the reimbursement will be based strictly on occupied participant days.

7 Question If a contracted bed is vacant while the provider is waiting for a county referral, is any portion of the bed or rent cost reimbursable?

Answer No.

8 Question The RFP outlines a reimbursement ceiling for 24-hour staffing, capped at

$456 per day per site. Since this works out to roughly $19 an hour, does this rate cover baseline house management staff, or is it expected to encompass clinical and behavioral health professionals needed for higher-acuity participants? Alternatively, can specialized clinical care be billed separately through complementary funding streams such as Cal AIM Enhanced Care Management?

Answer The reimbursable ceiling for rent and the reimbursable ceiling for supportive services are inclusive of all reimbursement the County will provide to the provider according to the proposer’s proposal and contract. This RFP is not offering reimbursement for services beyond the ones described in the RFP.

9 Question If a provider determines that higher staffing ratios or dedicated overnight monitoring are necessary to maintain safety and de-escalate crises with severe behavioral health populations, is there flexibility in the bidding structure to propose an adjusted daily staffing rate?

Answer Proposer must submit a proposal within the limits of the reimbursable ceiling for rent and supportive services. This RFP is not offering reimbursement for services beyond the ones described in the RFP.

10 Question Please clarify how the $456 daily reimbursement ceiling for staffing and supportive services applies to larger interim housing facilities serving substantially more than 12 participants. Does the $456 daily ceiling apply to the entire facility regardless of participant capacity, or may the reimbursement ceiling be adjusted proportionately based on participant census, distinct program units, or the required 1:12 daytime staffing ratio?

Answer The ceiling is for a ratio of 1:12 clients. If proposer is proposing more than 12 beds through this contract, through multiple facilities, or larger locations, than the $456 ceiling can be applied to the additional beds (beyond 12).

For example, a proposer serving 24 clients through three housing sites adjacent to each other could receive two allocations for staffing within the reimbursable ceiling of $456 for each 12 clients. The proposer in this scenario could submit a proposal up to the reimbursable ceiling of $912.

11 Question What is the staffing ratio requirement, is it 1 to 12 in day shift and 2 to 24 in the night shift?

Answer Please refer to the staffing ratio portion of the RFP. The 1 to 12 ratio applies to day-time hours, and the ratio for overnight coverage, which does not require daily programming, is at a ratio of 1:24.

12 Question Staff reimbursement is 465 per day or per site Answer Per day, per site serving up to 12 participants, however, the rate is $456, not $465. If additional sites result in a service ratio of more than 12 participants, then the proposer can submit for a second staffing allocation, up to the reimbursable ceiling of $912.

13 Question Cost of having house managers 24hrs seven day a week vs CA law? Night hours are the housing managers supposed to be awake?

How does it match CA law, are we paying hourly.

Answer The RFP identifies the allocated maximum the County will offer for staffing for supportive services. Contractor or proposer must identify their strategy for meeting the staffing requirements within that limit. During night hours the house manager must be able to provide supervision of residents and respond to crisis incidents.

14 Question I would like to clarify how the payment is calculated. Is it per room or per bed?

Answer Please refer to Attachment H of the RFP for an explanation of how payment is calculated.

15 Question If funded is there any start-up dollars available for operations.

Answer No.

16 Question Is there funding for conditional use permits Answer No.

17 Question Is there a standard budget sheet that you recommend for this proposal Answer Please refer to Attachment H of the RFP for an explanation of how payment is calculated.

18 Question In submitting staffing cost can it be hourly, salary or both?

Answer Please refer to Attachment H of the RFP and note that the staffing cost proposed must be under the described reimbursable ceiling for staffing costs per day.

19 Question Are we mandated to subject current/ new staff to drug screen prior to starting the interim housing project Answer Please refer to the Terms and Conditions portion of the RFP for the County’s policy for a drug and alcohol free workplace.

20 Question Is there mandated PTO, vacation or Sick pay leave? Are the employee’s considered at-will in this setting Answer The proposer must establish their own policies, compliant with all local, state and federal law as part of their business operations.

21 Question The $456 daily staff rate is paid even though fewer than 12 clients were provided?

Answer The daily staff rate is paid for staffing and supportive services up to a maximum ratio of

1:12 clients for daytime programming, and 1:24 clients for overnight coverage.

Participant Placement and Eligibility

1 Question Is DBH responsible for placing clients and at what level of functional difficulties will the clients have?

Answer DBH will be responsible for placing clients in collaboration with OHS. Clients will be required to meet access criteria for Specialty Mental Health Services (SMHS) through a serious and persistent mental illness or meet access criteria for the Drug Medi-Cal Organized Delivery System through a moderate to severe substance use disorder. Please refer to the RFP for additional information on these definitions.

2 Question Can rooms with more than two beds in them – can rooms be used for other contracts or purposes

Answer This RFP and resulting contracts are not exclusive. If a proposer is setting aside a portion of the facility location for other contracts, then they should specify their maximum number of placements in their proposal responsive to this RFP.

3 Question Can members/individuals who have completed or exhausted their allowable Recuperative Care and/or Short-Term Post-Hospitalization Housing (STPH) benefit transition into County-funded Interim Housing if they continue to experience homelessness and otherwise meet the Interim Housing eligibility and referral requirements?

Answer If members/individuals meet eligibility requirements for BHSA funding for sites, the County can evaluate client’s eligibility for placement. Contractors will not be able to place individuals because all placements at these sites will be made by OHS in collaboration with DBH.

4 Question The RFP notes that County departments and Managed Care Plans handle eligibility and placement decisions, and that sobriety is not a condition of housing. What clinical screening or behavioral risk assessments will the County conduct prior to referral placement to ensure participants are appropriately matched to the environment and to maintain safety across the site?

Answer DBH will conduct clinical screening to identify if participants meet Behavioral Health criteria (Access Criteria for Specialty Mental Health Services through severe and persistent mental illness, or Access Criteria for Drug Medi-Cal Organized Delivery System through moderate to severe substance use disorder).

DBH and OHS will coordinate placement decisions if a higher level of care is needed.

5 Question Transitional Rent covers up to 6 months of assistance and BHSA funds up to an additional 6 months. What is the County's protocol or discharge pathway for participants reaching the end of this 12-month period who still require ongoing supportive housing or specialized care?

Answer San Bernardino County OHS will coordinate planning at the end of the 12 month period.

6 Question What documentation needed for verification of participants eligibility Answer The County Office of Homeless Services and Department of Behavioral Health will conduct eligibility screening for placement into these sites.

7 Question What documentation needed for verification of participants eligibility * If funded are we allowed to outreach/ promote available beds to eligible participants

Answer Placements for the housing sites will be through the San Bernardino County Department of Behavioral Health and Office of Homeless Services, so outreach must direct individuals to the County for assessment of eligibility. The contracted provider cannot make placements.

8 Question What type of clients from the Interim Housing Services will be provided?

Mentally-challenge? High-functioning population? Etc?

Answer The target population for this RFP and eligibility requirements are for individuals with behavioral health challenges. Clients will be required to meet access criteria for Specialty Mental Health Services (SMHS) through a serious and persistent mental illness or meet access criteria for the Drug Medi-Cal Organized Delivery System through a moderate to severe substance use disorder. Please refer to the RFP for additional information on these definitions.

9 Question Will the program have a good "assessment processes" before the population is sent to the vendors?

Answer DBH will conduct clinical screening to identify if participants meet Behavioral Health criteria (Access Criteria for Specialty Mental Health Services through severe and persistent mental illness, or Access Criteria for Drug Medi-Cal Organized Delivery System through moderate to severe substance use disorder).

DBH and OHS will coordinate placement decisions if a higher level of care is needed.

Supportive County Services

1 Question What is the meal requirement?

Answer This RFP does not require the proposer to provide meals.

2 Question Will the County provide all meals, breakfast, lunch and dinner plus snacks?

Answer The County is seeking a meal vendor and final determinations for what is offered will be developed in contracts with the selected vendor(s).

3 Question What are the covered items that the county will provide for interim housing?

Answer The County is evaluating and analyzing services for pest control, food, and cleaning but no RFPS have been issued.

4 Question Have RFPs for cleaning and meals been released yet?

Answer No 5 Question Is there County support for employment services?

Answer Clients at these sites will be able to access the mainstream services available through the County through their own efforts or through active case management.

6. Question WILL THE COUNTY PROVIDE TOILETRIES AND HYGIENE PRODUCT?

Answer The RFP states that personal hygiene supplies, such as, but not limited to, shampoo, soap, toothpaste, toilet paper, deodorant, lotion and feminine hygiene products shall be provided.

7. Question LINEN WILL LINEN BE PROVIDE?

The RFP states that each Participant shall be issued their own bath towel for use while at the site, under requirements for the proposer on page 11.