AGENCY26-PURC-6467 Property Management Services and or Recuperative Care Services~2.pdf

Rev. 3/2026- Services

Request for Proposal No. AGENCY26-PURC- 6467 Property Management Services and/or

Recuperative Care Services for the Highland Creek Housing and

Wellness Campus

San Bernardino County Purchasing Department

777 E. Rialto Ave.

San Bernardino, CA 92415

July 31, 2026

Request for Proposal Property Management Services and/or Recuperative Care Services for the Highland Creek Housing and Wellness Campus

No. AGENCY26-PURC-6467

I. INTRODUCTION

A. Purpose San Bernardino County (County) is seeking Proposals from qualified contractors to act as the Property Management Operator (Operator) and/or Recuperative Care Provider (Provider) for the Highland Creek Housing and Wellness Campus (Campus). The Operator/Provider will provide on-site services as outlined in Sections V and VI, which include recuperative care, comprehensive property management, facility operations coordination, maintenance oversight, tenant management, safety coordination, financial reporting, and community-response support for the Campus.

The 6.82-acre Campus is a multi-program site that includes interim and permanent supportive housing, substance use disorder (SUD) treatment facilities, and a recuperative care center. The contractor(s) shall operate and support a safe, clean, well-maintained, accountable, service-connected, and community-responsive Campus.

The Operator/Provider shall operate effectively in an integrated campus environment while maintaining clear role boundaries. Proposers should submit separate Proposals for property management services and recuperative care services, and may submit a Proposal for either service or both. The Operator will not provide clinical, medical, behavioral health, SUD treatment, recuperative care, or case-management services unless expressly authorized by a separate agreement. The Operator must, however, coordinate closely with the County, the SUD provider, behavioral health partners, recuperative care provider, and supportive service partners to support housing stability, facility readiness, safety, incident response, confidentiality, and good neighbor operations.

Services to be provided under this Request for Proposal (RFP) are outlined under Section V, Scope of Work for Property Management and Section VI, Scope of Work for Recuperative Care. Refer to the applicable Scope of Work (Scope) and respective Evaluation Criteria.

The County has the option to select one (1) or two (2) Proposers to provide the best value to the County based on qualifications, relevant experience, operational approach, provider-coordination model, staffing capacity, reporting systems, cost reasonableness, and overall responsiveness to this RFP. The County may award additional evaluation considerations to proposals submitted for both the Recuperative Care Services and Property Management Services service components under this RFP.

B. RFP Contact All correspondence, including questions, must be submitted to the person identified below (RFP Contact):

San Bernardino County Purchasing Department Attn: Jessica Barajas, Supervising Buyer 777 E. Rialto Ave.

San Bernardino, CA 92415 Jessica.Barajas@pur.sbcounty.gov

E-mail address may only be used to submit questions. Proposals will not be accepted by email. Proposals must be submitted electronically through the County Electronic Procurement Network (ePro). All Proposers must register with the ePro system before the date and time to submit the Proposal, or they will be disqualified.

mailto:Jessica.Barajas@pur.sbcounty.gov

Request for Proposal Property Management Services and/or Recuperative Care Services for the Highland Creek Housing and Wellness Campus

C. Contract Term The Contract period will be for a maximum of three (3) years with the option to extend for up to two (2) additional years.

D. Location of Services

Services are to be provided, completed, and managed at the Highland Creek Housing and Wellness Campus located at 2626 Pacific Street, San Bernardino.

E. Assistance to Proposers with a Disability Proposers with a disability may request accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the RFP Contact no later than ten (10) days prior to the Deadline for Proposals.

II. PROPOSAL TIMELINE

Release of RFP Friday, July 31, 2026 Mandatory Proposal Conference Tuesday, August 11, 2026, at 10 a.m. (PDT) Deadline for Submission of Questions Friday, August 14, 2026, at 4 p.m. (PDT) Deadline for Proposals Wednesday, August 26, 2026, at 4 p.m. (PDT) Date for Tentative Contract Award October 2026

Proposal Conference:

A mandatory Proposal Conference will be held virtually:

Tuesday, August 11, 2026, at 10 a.m.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/229860391096460?p=tLYzUxGBA8Pe4D3Znq Meeting ID: 229 860 391 096 460 Passcode: vN6J3D3A

Attendance at the virtual conference is mandatory. No Proposal will be accepted from any Proposer who fails to attend the virtual Proposal Conference.

Questions regarding the contents of this RFP must be submitted in writing in ePro before the Deadline for Submission of Questions. All questions will be answered, and both the questions and answers will be posted as an Addendum to the RFP in ePro.

III. DEFINITIONS

Capitalized terms used in this RFP shall have the meanings given to them in the RFP and as defined below:

Board: The San Bernardino County Board of Supervisors.

Behavioral Health Services Act (BHSA): A major California law enacted through the passage of Proposition 1, serving as the state’s modernized planning and funding framework for public behavioral health systems.

Campus/Project/Site: The terms Campus, Project, and Site are interchangeable terms that refer to 2626 Pacific Street, San Bernardino.

Community Care Expansion (CCE): A statewide initiative that awards grant funding for the acquisition, construction, and/or rehabilitation of adult and senior care facilities that serve applicants and recipients of https://teams.microsoft.com/meet/229860391096460?p=tLYzUxGBA8Pe4D3Znq

Request for Proposal Property Management Services and/or Recuperative Care Services for the Highland Creek Housing and Wellness Campus

Supplemental Security Income/State Supplementary Payment (SSI/SSP) or Cash Assistance Program for Immigrants (CAPI), who are at risk of or experiencing homelessness.

CCE Program Funding Agreement (PFA): The contract awarding capital expansion grant funds for the construction of 28 permanent housing units and 32 recuperative care beds, including the Declaration of Restrictions and Performance Deed of Trust recorded against the property. (See Attachment L). The current program administrator for the California Department of Social Services (CDSS) is BDO Government Services, LLC (BDO).

CCE Target Population: Seniors and adults with disabilities who require long-term care support, with priority for people experiencing or at risk of homelessness who are applicants or recipients of SSI/SSP or CAPI benefits.

Community Development and Housing (CDH): The San Bernardino County Community Development and Housing Department.

Contract: The Contract between the County and the Proposer resulting from the award issued pursuant to this RFP to the successful Proposer.

Contractor: Any individual, company, firm, corporation, partnership or other organization to whom a contract award is made by the County.

Coordinated Entry System (CES): A centralized process to help people experiencing or at risk of homelessness access crisis response systems and housing.

Department of Aging and Adult Services – Public Guardian (DAAS-PG): The San Bernardino County Department of Aging and Adult Services – Public Guardian.

Department of Behavioral Health (DBH): The San Bernardino County Department of Behavioral Health.

Department of Health Care Services (DHCS): The California Department of Health Care Services.

Facilitator: A County Purchasing Department buyer or designated individual tasked with managing the processes of the evaluation panel.

Full Service Partnerships (FSP): A collaborative model that emphasizes a partnership between service providers and clients, aiming to deliver a comprehensive array of services tailored to individual needs. This model focuses on integrated and coordinated services that promote whole person wellness, addressing medical, social, and rehabilitative needs. FSP programs are particularly designed for individuals facing severe challenges, such as homelessness or mental illness, and aim to provide support through a "whatever it takes" approach.

Health Insurance Portability and Accountability Act (HIPAA): A United States federal law designed to protect sensitive patient health information from being disclosed without a patient's consent or knowledge.

HOME Investment Partnerships Program-American Rescue Plan (HOME-ARP) Target Population:

Individuals and families who are “fleeing, or attempting to flee, domestic violence, dating violence, sexual assault, stalking, or human trafficking” and “other populations” as defined in Housing and Urban Development (HUD) Community Planning and Development (CPD) Notice 21-10.

Request for Proposal Property Management Services and/or Recuperative Care Services for the Highland Creek Housing and Wellness Campus

Homekey Program: A California Department of Housing and Community Development (HCD) program that provides grant funding to local jurisdictions to expand interim and permanent supportive housing for people experiencing, or at risk of, homelessness.

Homekey Regulatory Agreement: The Regulatory Agreement and Declaration of Restrictive Covenants, as amended from time to time, recorded against the property restricting 28 permanent supportive housing units on the Campus.

Department of Housing and Urban Development (HUD): Department of the federal government that creates national housing policy, enforces fair housing laws, and supports community development.

Managed Care Plan: A health plan that manages Medi-Cal benefits for local residents (e.g., Inland Empire Health Plan, Molina Healthcare, Kaiser Permanente).

Proposal: The offer to provide specific goods or services at specified prices and/or other conditions specified in the RFP.

Permanent Housing: Means housing, dwellings, or other living accommodations where the landlord does not limit the tenant’s length of stay or restrict the tenant’s movements and where the tenant has a lease and is subject to the rights and responsibilities under California Civil Code Section 1940.

Permanent Supportive Housing (PSH): Housing with no limit on length of stay, that is occupied by the PSH Target Population, and linked to onsite or offsite services that assist the supportive housing resident in retaining the housing, improving their health status, and maximizing their ability to live and, when possible, work in the community, as defined at Health and Safety Code (HSC) section 50675.14, subdivision (b)(2), except that "Permanent Supportive Housing" shall include associated facilities if used to provide services to housing residents.

PSH Target Population: Individuals and families who are experiencing homelessness or who are at risk of homelessness, as defined at HSC section 50675.1.3, subdivision (l), and who are inherently impacted by or at increased risk for medical diseases or conditions due to the COVID-19 pandemic or other communicable diseases.

Purchasing Agent: The Director of the County Purchasing Department.

Request for Proposal (RFP): The request for an offer from Proposers interested in providing the identified services sought to be procured by the County. The RFP specifies the evaluation factors to be used and contains or incorporates by reference contractual terms and conditions applicable to the procurement.

Recuperative Care: Short-term residential care, medical monitoring and supportive services for individuals who are unhoused or unstably housed following discharge from an acute care hospital, emergency department or other institutional setting.

Recuperative Care Target Population: Vulnerable adults who are experiencing homelessness or are at risk of homelessness, with immediate post-hospitalization medical needs and eligibility for state/federal cash assistance programs, who cannot heal safely in unstable housing environments due to complex, intersecting physical and behavioral health conditions.

Short-Term Post-Hospitalization Housing (STPHH): a Medi-Cal Community Support service that provides temporary housing and supportive care for individuals experiencing or at risk of homelessness who have high medical or behavioral health needs immediately after leaving a medical institution.

Request for Proposal Property Management Services and/or Recuperative Care Services for the Highland Creek Housing and Wellness Campus

Supportive Services: Social, health, educational, income support, employment, and housing stability services and benefits; coordination of community building and educational activities; individualized needs assessment and case management; and individualized assistance with obtaining services and benefits.

Substance Use Disorder (SUD) Services: The combined medical, psychological, and supportive services designed to help individuals overcome functional impairments from substance use, manage withdrawal symptoms, and restore their overall functioning.

Subcontractor: An individual, company, firm, corporation, partnership or other organization, not in the employment of or owned by Contractor who is performing services on behalf of Contractor under the Contract or under a separate contract with or on behalf of Contractor.

IV. PROPOSAL CONDITIONS

A. Authorized Signatures

All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the

RFP.

B. Term of Offer

Proposals shall remain open, valid and subject to acceptance at any time within nine (9) months after the Proposal submission.

C. Required Review Proposers should carefully review this RFP for defects and questionable or objectionable material.

Comments from Proposers concerning defects and objectionable material in this RFP must be made in writing and received by the RFP Contact before the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

This will allow issuance of any necessary amendments or addenda to the RFP. It will also help prevent the opening of a defective RFP and exposure of Proposals upon which an award could not be made.

Protests based on any omission or error, or on the content of this RFP, may be disallowed if not submitted in writing to the attention of the RFP Contact, before the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

D. Incurred Costs

The County is not obligated to pay any costs incurred by the Proposer in the preparation of a Proposal in response to this RFP. Proposers agree that all costs incurred in developing a Proposal are the Proposer’s responsibility.

E. Amendments/Addenda to RFP The County reserves the right to issue amendments or addenda to this RFP if the County considers that changes are necessary or additional information is needed.

Changes to a Proposal or withdrawal of a Proposal will only be allowed if a request is received prior to the Deadline for Proposals. No amendments or withdrawals will be accepted after the Deadline for Proposals.

F. Best Value Evaluation As established in this RFP, the County realizes that criteria other than price are important and will award contract(s) based on the Proposal that best meets the needs of the County. The County seeks the optimal combination of quality, price, and various qualitative elements of the required Services that will provide the County the greatest or best value for its money.

Request for Proposal Property Management Services and/or Recuperative Care Services for the Highland Creek Housing and Wellness Campus

G. Right of Rejection Offers must comply with all of the terms of the RFP, and all applicable local, state, and federal laws, codes, and regulations. The County may reject as non-responsive any Proposal that does not comply with all of the material and substantial terms, conditions, and performance requirements of the RFP.

Further, the County may reject a proposal from any entity that is a parent, affiliate, or subsidiary, or that is under common ownership, control, or management with any other entity submitting a Proposal in response to this RFP.

A Proposer may not qualify the Proposal nor restrict the rights of the County. If Proposer does so, the Proposal may be determined to be a non-responsive counter-offer and the Proposal may be rejected.

No Proposal shall be rejected, however, if it contains a minor irregularity, defect or variation. If the irregularity, defect or variation is considered by the County to be immaterial or inconsequential, the County may choose to accept the Proposal.

Minor irregularities may be waived by the Purchasing Agent when they are any of the following:

1. Do not affect responsiveness;

2. Are merely a matter of form or format;

3. Do not change the relative standing or otherwise prejudice other offers;

4. Do not change the meaning or scope of the RFP;

5. Are trivial, negligible, or immaterial in nature;

6. Do not reflect a material change in the work; or

7. Do not constitute a substantial reservation against a requirement or provision.

In such cases the Proposer will be notified of the deficiency in the Proposal and given an opportunity to correct the irregularity, defect or variation or the County may elect to waive the deficiency and accept the Proposal. The decision to provide a waiver shall in no way modify or compromise the overall purpose of the submittal, nor excuse the Proposer from compliance with all requirements if awarded a Contract.

This RFP does not commit the County to award a contract. The County reserves the right to reject any or all Proposals if it is in the best interest of the County to do so. The County also reserves the right to terminate this RFP process at any time.

H. Reserved

I. Clarification of Offers

In order to determine if a Proposal is reasonably susceptible for award, communications by the Facilitator for the evaluation panel are permitted with a Proposer to clarify uncertainties or eliminate confusion concerning the contents of a Proposal. Clarifications may not result in a material or substantive change to the Proposal. The evaluation by the panel may be adjusted as a result of a clarification under this section.

J. Public Records Act

All Proposals and other material submitted become the property of the County and are subject to release according to the California Public Records Act (Government Code § 7920.000). All Proposal information, including cost information, will be held in confidence during the evaluation and negotiation process.

Thereafter, Proposals are subject to becoming a non-exempt public record.

If a Proposer believes that any portion of its Proposal is exempt from public disclosure, it must indicate the specific portions believed to be confidential and not subject to disclosure on Attachment I - Public Records Act Exemptions. The Proposer also must include a brief description that sets out the reasons for exemption

Request for Proposal Property Management Services and/or Recuperative Care Services for the Highland Creek Housing and Wellness Campus from disclosure. Each stated exemption must include a citation to supporting legal authority, including statutory authority or case law, to support exemption from the Public Records Act. Requested exemptions that do not meet the requirements of this section will not be considered.

The County will use reasonable means to ensure that such information is safeguarded, but will not be held liable for inadvertent disclosure of the information. Proposals marked “Confidential” in their entirety will not be honored, and the County might not deny public disclosure of any portion of Proposals so marked.

By submitting a Proposal with portions identified in Attachment I as “Confidential,” Proposer represents that it has a good faith belief that such portions are exempt from disclosure under the California Public Records Act. Proposer may be requested to obtain legal protection from disclosure should a Public Records Act request be received. In the event the County does not disclose the information marked “Confidential,” Proposer agrees to reimburse the County for, and to indemnify, defend (with counsel approved by County) and hold harmless the County, its officers, employees, agents, and volunteers from and against any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs and expenses, including without limitation, attorneys’ fees, expenses and court costs of any nature arising from or relating to the County’s non-disclosure of any such designated portions of a Proposal.

K. Employment of Former County Officials Information must be provided in Attachment G regarding former County Administrative Officials (as defined below) who are employed by or represent Proposer. The information provided must include a list of former County Administrative Officials who terminated County employment within the last five years and who are now officers, principals, partners, associates or members of Proposer and should also include the employment and/or representative capacity and the dates these individuals began employment with or representation of Proposer. For purposes of this section, “County Administrative Official” is defined as a member of the Board of Supervisors or such member’s staff, Chief Executive Officer or member of such officer’s staff, County department or group head, assistant department or group head, or any employee in the Exempt Group, Management Unit or Safety Management Unit.

Failure to provide this information may result in the Proposal being deemed non-responsive.

L. Iran Contracting Act of 2010 In accordance with Public Contract Code section 2204(a), the Proposer certifies upon submission that the Proposer signing the Proposal is not identified on a list created pursuant to subdivision (b) of Public Contract Code section 2203 (https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement- Division-Resources-List-Folder/List-of-Ineligible-Businesses)as a person (as defined in Public Contract Code section 2202(e)) engaging in investment activities in Iran described in subdivision (a) of Public Contract Code section 2202.5, or as a person described in subdivision (b) of Public Contract Code section 2202.5, as applicable.

Proposers are cautioned that making a false certification may subject the Proposer to civil penalties, termination of an existing contract, and ineligibility to bid on a contract for a period of three (3) years in accordance with Public Contract Code section 2205. Proposer agrees that signing the Proposal shall constitute signature of this Certification.

M. Disclosure of Criminal and Civil Proceedings The County reserves the right to request the information described herein from the Proposer selected for Contract award. Failure to provide the information may result in a disqualification from the selection process and no award of Contract to the Proposer. The County also reserves the right to obtain the requested information by way of a background check performed by an investigative firm. The selected https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses

Request for Proposal Property Management Services and/or Recuperative Care Services for the Highland Creek Housing and Wellness Campus

Proposer may also be asked to provide information to clarify initial responses. Negative information provided or discovered may result in disqualification from the selection process and no award of Contract.

The selected Proposer may be asked whether the firm, or any of its partners, principals, members, associates or key employees (as that term is defined herein), within the last ten years, has been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense arising directly or indirectly from the conduct of the firm’s business, or whether the firm, or any of its partners, principals, members, associates or key employees, has within the last ten years, been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense involving financial misconduct or fraud. If the response is affirmative, the Proposer will be asked to describe any such indictments or charges (and the status thereof), convictions and the surrounding circumstances in detail.

In addition, the selected Proposer may also be asked to disclose whether the firm, or any of its partners, principals, members, associates or key employees, within the last ten years, has been the subject of legal proceedings as defined herein arising directly from the provision of services by the firm or those individuals. “Legal proceedings” means any civil actions filed in a court of competent jurisdiction, or any matters filed by an administrative or regulatory body with jurisdiction over the firm or the individuals. If the response is affirmative, the Proposer will be asked to describe any such legal proceedings (and the status and disposition thereof) and the surrounding circumstances in detail.

For purposes of this provision “key employees” includes any individuals providing direct service to the County. “Key employees” do not include clerical personnel providing service at the firm’s offices or locations.

N. Debarment and Suspension; California Secretary of State Business Entity Registration.

Proposer certifies in Attachment D that neither it nor its principals or subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (See Attachment D and the following United States General Services Administration’s System for Award Management website https://www.sam.gov). Proposer also certifies in Attachment D that if it or any of the subcontractors listed in the Proposal are business entities that must be registered with the California Secretary of State, they are registered and in good standing with the Secretary of State.

O. Unsatisfactory Performance

Proposer affirms that it has no record of unsatisfactory performance with the County in the twenty-four

(24) month period immediately preceding the date of issuance of this RFP.

P. Final Authority The final authority to award a contract(s) as a result of this RFP rests solely with the County Board of Supervisors, or as delegated by the Board of Supervisors.

Q. Reserved

R. Negotiation of Modifications The County reserves the right to negotiate modifications to the successful proposal after selection and prior to contract execution to ensure all program requirements are fully addressed, as allowed under 22 CCR 7354(b)(13)(B) and other applicable law.

https://www.sam.gov/

Request for Proposal Property Management Services and/or Recuperative Care Services for the Highland Creek Housing and Wellness Campus

V. SCOPE OF WORK FOR PROPERTY MANAGEMENT

A. BACKGROUND INFORMATION

This Scope focuses on property management and non-clinical site operations for the Campus. This Scope includes property management coordination and facility-support responsibilities that interface with the selected Recuperative Care, behavioral health, and SUD service providers. SUD treatment, recuperative care services, and related case management shall remain the responsibility of the County department, contracted operator, or other service provider designated by the County, unless expressly added by separate agreement.

The property management Contractor shall be responsible for the day-to day management and operation of the following Program Components and all common areas, exterior areas, administrative areas, shared facilities, laundry areas, parking areas, circulation areas, and building systems and structures serving the Campus. The Campus has been supported through a combination of funding sources including but not limited to the Homekey Program, BHSA, CCE Capital Expansion, California Emergency Solutions and Housing (CESH), Community Development Block Grant (CDBG), Homeless Housing Assistance and Prevention (HHAP), Permanent Local Housing Allocation (PLHA), Homeless Housing, Assistance and Prevention (HHAP), Homelessness and Housing Incentive Program (HHIP), HOME-ARP, and other federal, state, and/or County resources. As such, the selected property manager will be required to maintain compliance with all applicable funding source requirements, affordability restrictions, reporting obligations, and operational standards for the Campus.

Program Component

Estimated Capacity Property Management Role

Homekey PSH 28 PSH units Housing operations, lease and tenant coordination, rent, or subsidy tracking as applicable, unit inspections, work orders management, make-ready coordination, coordination and compliance with all HUD and Homekey program requirements and the Homekey Regulatory Agreement, including but not limited to the Homekey program, the Multifamily Housing Program (Chapter 6.7 (commencing with Section 50675) of Part 2 of Division 31 of the Health and Safety Code) and the Multifamily Housing Program Final Guidelines dated June 19, 2019, and the Uniform Multifamily Regulations (Cal. Code Regs., tit. 25 § 8300 et seq., all as amended from time to time, the Fair Housing Act, California Fair Employment and Housing Act, Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973, the Unruh Civil Rights Act, and all other applicable accessibility and civil rights requirements, occupancy and eligibility verification, tenant file management, reasonable accommodation coordination, compliance monitoring, reporting and coordination with County and agencies, coordination with supportive services providers to support housing stability.

Homekey/

CDBG/PLHA

Interim Housing

8 Interim Housing units

Housing operations, rent or subsidy tracking as applicable, unit inspections, work orders management, make-ready coordination, coordination with applicable program requirements, occupancy and eligibility verification, participant file management, reasonable accommodation coordination, compliance monitoring, reporting and coordination with County staff and partner agencies, and

Request for Proposal Property Management Services and/or Recuperative Care Services for the Highland Creek Housing and Wellness Campus

Program Component

Estimated Capacity Property Management Role coordination with supportive service providers to support housing stability.

CCE PSH 30 PSH units Housing operations support, lease and tenant coordination, rent or subsidy tracking as applicable, unit inspections, work orders management, make-ready coordination, coordination and compliance with all HUD and CCE program requirements and CCE PFA, including but not limited to the CCE program and target population, the Multifamily Housing Program (Chapter 6.7 (commencing with Section 50675) of Part 2 of Division 31 of the Health and Safety Code) and the Multifamily Housing Program Final Guidelines dated June 19, 2019, and the Uniform Multifamily Regulations (Cal. Code Regs., tit. 25 § 8300 et seq., all as amended from time to time, the Fair Housing Act, California Fair Employment and Housing Act, Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973, the Unruh Civil Rights Act, Welfare & Institutions Code (WIC) 18999.97-

18999.98 et. seq., and all other applicable accessibility and civil rights requirements, occupancy and eligibility verification, tenant file management, reasonable accommodation coordination, compliance monitoring, reporting and coordination with County staff, and coordination with service providers to support housing stability. and designated County staff for grant reporting.

SUD Program 32 beds total: 16 active beds and 16 beds being built

Facility support, work orders, building systems support, common area upkeep, and coordination with the SUD operator. Clinical and treatment decisions remain outside this property management scope.

Recuperative Care

32 beds total;

includes 10 beds anticipated to be paid or funded by DBH for clients with a Serious Mental Illness

Facility support, work orders, building systems support, common area upkeep, coordination with the recuperative care provider and reporting coordination with County staff. Clinical, placement, discharge, and payer decisions remain outside this property management scope.

B. PROJECT DESCRIPTION

The Contractor shall serve as the primary property management entity for the Campus or for the portions of the Campus assigned by the County. The Contractor shall provide day-to-day property management and facility coordination while working with County departments and partners, program operators, service providers, construction teams, regulatory or funding entities, and surrounding community residents and stakeholders, as directed by the County. The Contractor shall support proactive communication and responsiveness to community concerns to promote a safe, well-managed environment and maintain positive neighborhood relations.

Request for Proposal Property Management Services and/or Recuperative Care Services for the Highland Creek Housing and Wellness Campus

1. General Management Responsibilities At a minimum, the Contractor shall provide the following services:

a. Maintain the physical property in a clean, safe, habitable, and operational condition.

b. Coordinate property-related operations across multiple program areas while respecting program boundaries and confidentiality requirements.

c. Perform occupancy, lease, rent, subsidy, vacancy, and turnover administration of PSH and interim units.

d. Coordinate maintenance, janitorial, grounds, security, vendor, and emergency repair functions.

e. Provide proactive, timely, transparent, and auditable reporting to the County.

f. Support good neighbor practices and community concern response.

g. Coordinate with County departments and service providers without assuming clinical, medical, treatment, or case management responsibilities unless expressly authorized by contract.

h. Assure lease agreements and payment screening done in accordance with HUD standards and minimum payment expectations.

i. Collect, record, and maintain rental payments.

2. Start-Up and Transition Services

The Contractor shall prepare and submit a Start-Up and Transition Plan for County review and approval. The plan shall address how the Contractor will assume property management responsibilities, coordinate with existing operations, and support phased activation of new or rehabilitated spaces. The plan should include:

a. Proposed staffing structure, positions, coverage schedule, supervision, and backup coverage.

b. Transition schedule for assuming property management duties by building, program area, or phase.

c. Initial facility condition assessment and inventory of housing units, rooms, beds, common areas, equipment, keys, access devices, utilities, and building systems.

d. Work order system implementation, after-hours procedures, and emergency maintenance contact process.

e. Initial review of fencing, gates, lighting, signage, parking, access routes, and exterior conditions.

f. Resident, tenant, participant, provider, and County communication procedures.

g. Readiness plan for any newly constructed or rehabilitated units, rooms, beds, common areas, or administrative spaces.

h. Coordination procedures with the County project team, County Project and Facilities

Management Department, construction contractors, operators, and service providers during construction closeout, punch list, move-in, and operational start-up.

i. Receive and process referrals in accordance with lease agreements, payments and record keeping.

3. Occupancy, Lease, Bed, and Room Administration

The Contractor shall manage or support occupancy administration for all applicable housing, residential, and bed-based program components, consistent with County direction, applicable laws, funding requirements, operator agreements, and approved policies.

CCE and Homekey PSH

a. Coordinate applicant intake, eligibility documentation in compliance with the Homekey Program requirements and the Regulatory Agreement, and CCE program requirements and PFA, lease-up, move-in, annual recertification, interim updates, and move-out processes as directed by CDH.

b. Maintain tenant files, leases, addenda, house rules, income documentation, reasonable accommodation documentation, subsidy records, notices, inspections, maintenance requests, and related property management records.

Request for Proposal Property Management Services and/or Recuperative Care Services for the Highland Creek Housing and Wellness Campus

c. Support Housing First, Fair Housing, reasonable accommodation, accessibility, and eviction-prevention practices.

d. Collect and track tenant rent, subsidy payments, voucher payments, or other housing assistance sources where applicable.

e. Maintain rent rolls, vacancy logs, arrears reports, move-in and move-out logs, inspection records, and unit status reports.

f. Coordinate with case managers and supportive service providers to support housing retention and address tenancy issues before adverse action, except in emergencies or as otherwise required by law.

g. Conduct move-in, annual, interim, housekeeping, health and safety, and move-out inspections consistent with approved procedures.

h. Coordinate unit turnover, repairs, cleaning, pest control, key changes, and make-ready work.

g. Coordinate with County staff or providers regarding resident needs or program requirements that affect property operations.

SUD Program Beds

a. Support property management functions for the SUD component of the Campus and shall coordinate with the contracted SUD service provider. The SUD service provider, not the property management contractor, shall be responsible for clinical, medical, case-management, housing-support, and payer-related service obligations.

b. Track maintenance needs, and coordinate operations.

c. Support safe facility operations for SUD facilities.

d. Maintain building systems, common areas, exterior grounds, access points, and life-safety systems within the property management scope.

e. Coordinate repairs and maintenance in a manner that minimizes disruption to treatment operations.

Recuperative Care Center

a. Support property management functions for the Recuperative Care component of the Campus and shall coordinate with the contracted recuperative care provider. The selected Recuperative Care provider, not the property management contractor unless separately authorized, shall be responsible for clinical, medical, case-management, housing-support, and payer-related service obligations.

b. Track maintenance needs, and operational coordination.

c. Support safe facility operations for Recuperative Care buildings.

d. Maintain building systems, common areas, exterior grounds, access points, and life-safety systems within the property management scope.

e. Coordinate repairs and maintenance in a manner that minimizes disruption to recuperative care operations.

4. Staffing, Safety, Reporting, and Performance Coordination

a. Ensure property management and Campus safety protocols are compatible with trauma-informed care, harm reduction, de-escalation, cultural competency, and service to individuals experiencing homelessness.

b. Provide property-related inputs for monthly service utilization reports, quarterly outcomes and performance measures, critical incident reports, and County reporting as requested, while protecting confidential client information.

c. Coordinate and serve lease violations, notices and promptly attempt to rectify concerns with tenants in coordination with the FSP provider.

Request for Proposal Property Management Services and/or Recuperative Care Services for the Highland Creek Housing and Wellness Campus

5. Maintenance, Repairs, Janitorial, and Grounds The Contractor shall maintain the Campus in a clean, safe, habitable, code-compliant, and functional condition. The Contractor shall implement a work order system and preventive maintenance program capable of tracking requests, priorities, assignments, completion, costs, and communications. These services are to be procured in a manner consistent with all applicable procurement laws.

Responsibilities include:

a. Routine, preventive, corrective, and emergency maintenance.

b. PSH and interim units, laundry room, community room, common areas, administration building, and exterior maintenance.

c. HVAC, electrical, plumbing, appliance, lighting, access control, gate, door, lock, camera, fire/life-safety, and other building system coordination.

d. Janitorial services, floor care, restrooms, trash rooms, common areas, resident or participant shared areas, offices, and program spaces as assigned.

e. Pest control, biohazard cleanup through qualified vendors when needed, odor control, and sanitation response.

f. Trash, debris, recycling, bulky-item removal, abandoned property processes, and waste vendor coordination.

g. Landscaping, irrigation, weed abatement, tree trimming, exterior cleaning, graffiti removal, and curb appeal.

h. Turnover repairs, make-ready work, painting, cleaning, lock changes, furniture or fixture replacement, and condition documentation.

i. Vendor procurement support, scheduling, supervision, insurance verification, invoice review, and quality control as required by the County.

Issue Type Minimum Expected Response Standard

Emergency health, safety, fire/life-safety, flooding, electrical hazard, major security, or major utility issue

Immediate response; County notification or escalation as soon as practicable and no later than one (1) hour after discovery.

Urgent habitability, accessibility, security, plumbing, HVAC, lock, appliance, or operational issue

Same day response where feasible; no later than 24 hours.

Routine repair or service request Within three (3) to five (5) business days, unless parts, vendor scheduling, access, or County approval is required.

Turnover or make-ready work Target timeline established by program type and County-approved vacancy plan.

Grounds, weeds, trash, debris, graffiti, or exterior nuisance condition

Inspect within one (1) business day and resolve within 24 to 72 hours when feasible, depending on severity and vendor needs.

Preventive maintenance Complete according to County-approved preventive maintenance schedule and document in monthly report.

6. Site Security and Safety Protocols

The Contractor shall prepare and implement a County-approved Campus Safety and Security Plan.

The plan shall be designed to protect residents, participants, staff, visitors, service providers, County personnel, contractors, and neighboring properties while maintaining a trauma-informed and service-connected Campus environment.

Request for Proposal Property Management Services and/or Recuperative Care Services for the Highland Creek Housing and Wellness Campus

a. Controlled access: Designated entry and exit points, gate procedures, key/fob/card control, access-device inventory, and procedures for access to resident-only, staff-only, and service areas.

b. Visitor procedures: Visitor sign-in/sign-out, badges or logs as appropriate, visiting hours if applicable, authorized visitor areas, escort requirements, and procedures for unauthorized visitors.

c. Perimeter and exterior checks: Regular checks of fencing, gates, doors, exterior lighting, landscaping visibility, trash areas, parking lots, walkways, and potential nuisance conditions.

d. Security staffing or patrol coordination: Coordination of contracted security, patrol routes, shift logs, post orders, escalation procedures, and communication protocols of security staffing as required by the County. The County may require that Contractor work with County-procured Security.

e. Cameras and lighting: Coordination of camera systems, exterior lighting, signage, and monitoring practices in common or exterior areas if approved by the County and consistent with privacy laws.

f. Parking and traffic management: Designated parking areas, staff and visitor parking controls, delivery zones, pick-up/drop-off areas, accessible parking, fire lane access, and response to unauthorized parking.

g. Loitering and trespass response: Procedures for addressing unauthorized access, loitering, nuisance behavior, vandalism, graffiti, and threats to site safety.

h. Emergency communications: Contact lists, staff notification procedures, radios or phones as appropriate, after-hours escalation, and coordination with County points of contact.

i. Program boundaries: Site rules that distinguish public areas, common areas, residential areas, treatment or service areas, staff areas, construction zones, and restricted areas.

j. Construction interface: Safety separation, signage, barricades, access restrictions, and communication protocols where operational areas are adjacent to construction or phased improvements.

The Contractor shall not represent security measures as law enforcement functions. Law enforcement, emergency medical services (EMS) response, fire response, and behavioral health crisis response shall remain the responsibility of the appropriate public agency or designated provider.

7. Incident Response and Emergency Coordination The Contractor shall establish incident response procedures and maintain incident logs for property-related incidents, safety issues, emergency conditions, neighbor complaints, and other reportable events. Serious incidents shall be reported to the County immediately in accordance with County-approved procedures.

a. Death, serious injury, fire, flood, major property damage, major utility outage, or evacuation.

b. Law enforcement, fire, EMS, or crisis response team activity on or near the campus that affects site operations.

c. Violent incident, credible threat, weapon-related incident, suspected overdose in property-managed areas, or serious behavioral health crisis affecting site safety.

d. Unauthorized access, trespass, vandalism, burglary, property damage, or recurring nuisance issues.

e. Resident, participant, staff, visitor, or neighbor complaint involving safety or community impact.

f. Media inquiry, elected-office inquiry, claim, litigation threat, or politically sensitive event.

g. Any incident that may result in liability, reputational concern, insurance claim, regulatory inquiry, or material disruption to operations.

For each incident, the Contractor shall document the date, time, location, persons or roles involved when appropriate, summary of the event, immediate response, notifications made, corrective actions, follow-up needed, and closure status. Confidential health, treatment, and protected information shall

Request for Proposal Property Management Services and/or Recuperative Care Services for the Highland Creek Housing and Wellness Campus not be included in general property management reports unless legally permitted and specifically authorized.

C. ADDITIONAL REQUIREMENTS

1. Community Impact and Good Neighbor Responsibilities

The Contractor shall support the County in operating a well-managed Campus that minimizes adverse impacts on surrounding residents, businesses, public rights-of-way, and neighboring properties. The Contractor shall provide responsive property management and documentation for community concerns routed by the County or received through an approved process.

a. Maintain exterior areas, fencing, landscaping, parking lots, sidewalks, lighting, trash areas, and building exteriors in a clean and orderly condition.

b. Monitor and respond to weeds, trash, debris, graffiti, abandoned items, exterior maintenance issues, and nuisance conditions.

c. Maintain a community concern log documenting the concern, date received, source or referral channel, location, response action, responsible party, and closure status.

d. Acknowledge County-routed community concerns within one (1) business day, or sooner for urgent safety or health matters.

e. Coordinate with County staff regarding recurring complaints, high-priority concerns, or issues involving the Board of Supervisors, media, law enforcement, or neighboring properties.

f. Assist with neighborhood briefings or community meetings when requested by the County.

g. Monitor parking, deliveries, drop-offs, traffic circulation, noise, exterior activity, and loitering concerns in coordination with the County and service providers.

h. Provide monthly reporting on community concerns, trends, response times, corrective actions, and unresolved issues.

i. Avoid public statements or commitments on behalf of the County unless expressly authorized.

2. Financial Management and Budget Support The Contractor shall provide transparent, auditable, and timely financial management support for property operations. The County may require separate cost centers or reporting by program component, building, funding source, or operating area. Contractor shall provide:

a. Annual operating budget development and budget-to-actual reporting.

b. Provide annual audited financials.

c. Rent roll, subsidy, voucher, fee, receivable, and tenant payment reports where applicable.

d. Vendor invoice review, coding, approval routing, and supporting documentation.

e. Utilities, janitorial, maintenance, grounds, waste, pest control, and service contract cost tracking, and may include security services.

f. Provide annual reserve, replacement, capital needs, and preventive maintenance recommendations and submit a comprehensive report on an annual basis summarizing findings, projects, and recommended actions.

g. Expense allocation support by…