City_of_Hayward_Proposition_47_Evaluation_Services.pdf

REQUEST FOR PROPOSAL

26-023

CITY OF HAYWARD PROPOSITION 47 EVALUATION SERVICES

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: November 12, 2025

DEADLINE FOR QUESTIONS: November 19, 2025

RESPONSE DEADLINE: December 1, 2025, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/hayward-ca https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Hayward

REQUEST FOR PROPOSAL

City of Hayward Proposition 47 Evaluation Services

I. Introduction II. Project Details

III. Scope of Work IV. Vendor Submissions

Attachments:

A - City of Hayward Professional Services Agreement – EXAMPLE

B - General Provisions

C - Non-Collusion Affidavit

D - Nondiscriminatory Affirmative Action Cert Statement

E - Non-nuclear

F - City of Hayward Prop 47 Cohort 5 Proposal

G - Proposition 47 Grant Program: Safe Neighborhoods and Schools Act Cohort 5

Request for Proposals

Request For Proposal #26-023 Title: City of Hayward Proposition 47 Evaluation Services

1. Introduction

1.1. Summary

NOTICE IS HEREBY given that the City of Hayward invites sealed proposals for 26-023 City of Hayward

Proposition 47 Evaluation Services. Each proposal shall be in accordance with the general provisions for purchase of work and services on file in the office of the CMO, 777 B Street, Hayward, CA 94541-5114.

All proposals must be submitted to the City's eProcurement Portal by 4:00 pm on Monday, December 1, 2025 and clearly identified with RFP title, number, company name and due date. It is the sole responsibility of the proposing firm to ensure that proposals are received prior to the closing time, as late bids will not be accepted and deemed nonresponsive.

Project Overview

The City of Hayward Navigation Center Prop 47 Project will provide comprehensive, evidence based, trauma-informed diversion services through intensive case management/care coordination that wraparound qualified homeless, justice-impacted individuals who experience mental illness and/or substance use disorders.

The City of Hayward plans to expand its successful Hayward Navigation Center (HNCP47), a diversion and reentry program for adults experiencing homelessness with histories of mental illness, substance use disorders, and justice involvement. Located within the under development 4.13-acre Regis Village, the 44-bed downtown HNCP47 facility will provide non-congregate housing and wraparound services, including behavioral health treatment, case management, and housing navigation. On-site services designed to improve program compliance and outcomes are trauma-informed, culturally responsive, and include peer support from staff with lived experience. A minimum of 48 justice-involved individuals will be served with grant funds. The project aims to reduce recidivism, increase housing stability, and improve behavioral health outcomes by diverting eligible individuals from incarceration into supportive care.

Proposition 47 Overview

Proposition 47 was a voter-approved initiative on the November 2014 ballot that reduced from felonies to misdemeanors specified low-level drug and property crimes. Each year, the state savings generated by the implementation of Proposition 47 are deposited into the Safe Neighborhoods and Schools Fund.

Sixty-five percent of these savings are set aside annually for the Board of State and Community

Corrections (BSCC) to administer a competitive grant program. Proposition 47 required that these funds be awarded to public agencies to provide mental health services, substance use disorder treatment and/or diversion programs for those in the criminal justice system. Additional legislation requires that the grants be awarded competitively, specifies that funds may serve both adults and juveniles and also allows funds to be used for housing-related assistance and other community-based supportive services, including job skills training, case management or civil legal services. The BSCC requires grantees to partner with community-based organizations and pass through to them at least 50 percent of their award.

A copy of the City of Hayward’s full proposal is attached as Attachment F.

https://procurement.opengov.com/portal/hayward-ca

Data Collection and Project Evaluation

The evaluator will support the City of Hayward in meeting the BSCC evaluation requirements for the

Prop 47 Grant Program. Evaluation activities are intended to ensure that data collection and reporting are meaningful, measurable, and useful to the grantee, the local community, and the State of California.

Both quantitative and qualitative assessments will be used to determine project effectiveness and outcomes, including data in the HMIS and HPD incident reporting system, as well as available relevant secondary data.

A. The primary objectives of the evaluator’s work are to:

1. Develop and submit a Local Evaluation Plan (LEP) outlining the evaluation design, data collection methods, data sources, performance measures, and analysis strategies.

2. Support the City in completing Quarterly Progress Reports (QPRs) by providing data summaries, performance tracking, and outcome analysis.

3. Prepare and submit a Local Evaluation Report (LER) summarizing implementation, outcomes, and lessons learned.

4. Support scheduling, agenda-setting, and facilitation of quarterly Local Advisory Committee

(LAC) meetings

Interviews; Presentations

Upon comprehensive review of proposals submitted, the City may schedule interviews with select applicants whose proposals are most advantageous to the City and in the City’s best interest. The costs of interviews are the responsibility of the applicant. Interviews would be conducted virtually through

Microsoft Teams.

Term of Contract

It is anticipated that the initial term of the Contract shall commence December 2025 and expire no later than June 30, 2029.

Contract Budget

The total budget allocated for the contract term of this project is $95,500. The proposed budget should reflect all costs associated with the successful completion of the scope of work outlined in this RFP.

Respondents are required to provide a detailed cost proposal that clearly identifies all anticipated expenses, including but not limited to personnel, subcontractors, travel, materials, and other direct or indirect costs. A budget narrative should accompany the cost proposal, explaining and justifying each cost element and demonstrating alignment with project deliverables and objectives.

The total proposed cost must not exceed $95,500 for the full contract term.

Please note: compensation for persons with lived experience participating in program evaluation is not included in this project budget; a separate budget line item accounts for that service.

1.2. Background

The City of Hayward, California (the City) is located in Alameda County and is known as the “Heart of the

Bay” because of its central and convenient location to San Francisco, Oakland, and San Jose. It is served by an extensive network of freeways and bus lines and has two BART stations and an Amtrak station. Currently, it is estimated that there are 160,000 residents of the City of Hayward with the City growing by approximately three percent since 2000.

The City is governed by a City Council / City Manager form of government. The City Council is made up of six members plus a mayor that serves as the head of the City Council. The City Council appoints a City

Manager to oversee the City’s twelve departments.

Background Summary

• Population:155,675

• Number of Employees: 790.45

• Annual City Operating Budget (including General Fund): $239,923 M

• Annual General Fund Budget: $123,524 M

• Annual City Capital Budget: $106 M

• Fiscal Year: July 1 – June 30

• Number of Departments:14

• Governance Structure: City Council / City Manager

• Utility Customers: 34,000

• MOUs: 7

• Housing Units: 48,000

Division Overview

The Community Services Division is part of the City Manager’s Office. The mission of Community

Services is to preserve and enhance the quality of life for the Hayward community through neighborhood-oriented services, community-based problem-solving, and information and resources that are relevant, accessible, and responsive to the community. The goal of the division is to transform lives and contribute to the health and success of the Hayward community.

Additional information regarding the City of Hayward may be obtained at: http://www.hayward-ca.gov

1.3. Contact Information

Any administrative questions regarding bidding procedures should be directed to:

Project Contact:

Carol Lee

Senior Management Analyst

777 B Street

Hayward, CA 94541 http://www.hayward-ca.gov/about.shtm

Email: carol.lee@hayward-ca.gov

Phone: (510) 583-5343

Procurement Contact:

Rita Perez

Purchasing Manager

777 B Street

Hayward, CA 94541-5114

Email: rita.perez@hayward-ca.gov

Phone: (510) 583-4801

Department:

CMO

Department Head:

Regina Youngblood

Assistant City Manager

1.4. Timeline

Release Project Date November 12, 2025

Question Submission Deadline November 19, 2025, 4:00pm

Question Response Deadline November 21, 2025, 4:00pm

Submission Deadline December 1, 2025, 4:00pm

Review Period of Proposals December 2, 2025

Interview (finalist) December 8, 2025

Contractor Selection Date December 19, 2025 mailto:carol.lee@hayward-ca.gov tel:(510)583-5343 mailto:rita.perez@hayward-ca.gov tel:(510)583-4801

2. Project Details

2.1. Important Instructions for Electronic Submittal

The City of Hayward is accepting electronic bid submissions. Bidders shall create a FREE account with

OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

2.2. Communication Regarding this RFP

All communication from prospective proposers regarding this RFP must be submitted in the Question &

Answer portal within the City's project posting. Please submit each question SEPARATELY.

Communication by telephone or in person will not be accepted. Attempts by or on behalf of a prospective or existing vendor to contact or to influence any member of the selection committee, any member of the City Council, or any employee of the City of Hayward with regard to the acceptance of a proposal may lead to elimination of that vendor from further consideration.

2.3. Last Day for Questions

All questions must be submitted to the Question & Answer portal within the City's project posting by

4:00 pm Wednesday, November 19, 2025. This will allow sufficient time for any addenda to be issued by the City to all bidders. Please submit each question SEPARATELY.

2.4. Award of Contract

The City reserves the right to reject any and all proposals, to contract work with whomever and in whatever manner the City decides, to abandon the work entirely and to waive any informality or non-substantive irregularity as the interest of the City may require and to be the sole judge of selection process. The City also reserves the right to negotiate separately in any manner to serve the best interest of the City. The City retains the right at its sole discretion to select a successful vendor.

2.5. City's Rights Reserved

• The City reserves the right to select the proposal which in its sole judgment best meets the needs of the City. The lowest proposed cost will not be the sole criterion for recommending the contract award. The recommended selection of the evaluation committee is final and subject only to review and final approval by the Steering Committee and the City Council.

• The City reserves the right to reject any or all proposals and to waive technicalities and informalities when such waiver is determined by the City to be in the City’s best interest.

• The City reserves the right to retain all accepted proposals, including proprietary documentation, regardless of which proposal is selected. No proposals will be returned to vendors.

https://procurement.opengov.com/signup https://procurement.opengov.com/portal/hayward-ca/projects/214034

• The City reserves the right to request any supplementary information it deems necessary to evaluate proposer’s experience or qualifications. This may include supplemental financial information, additional interview(s), and/or additional presentation by the proposer.

• The City reserves the right to reconsider any proposal submitted at any stage of the procurement. It also reserves the right to meet with select proposers at any time to gather additional information. Furthermore, the City reserves the right to delete or add functionality

(i.e., modules and components) until the final contract signing.

• The City reserves the right to cancel, in part or in its entirety, this RFP, including, but not limited to: selection schedule, submittal date, and submittal requirements. If the City cancels or revises this RFP, all proposers will be notified in writing by the City.

• The City reserves the right to revise the RFP prior to the date that proposals are due. The City will communicate changes through addendum to this RFP. All registered proposers will be notified of revisions to the RFP. The City reserves the right to extend the date by which the proposals are due.

• The City reserves the right to split the award from this RFP between multiple proposals when such split award is determined to be in the best interests of the City.

• The City reserves the right, in its sole discretion, to reject any and all proposals and to waive informalities and minor irregularities in any proposals received. Failure to furnish all information requested or to follow the format requested herein may disqualify the proposer, in the sole discretion of the City. False, incomplete, misleading or unresponsive statements in a proposal may also be sufficient cause for a proposal’s rejection.

• This RFP does not commit the City to award a contract. All proposals submitted in response to this RFP become the property of the City and public records, and as such, may be subject to public review.

• The City shall not be liable for any pre-contractual expenses incurred by prospective vendors or selected contractors, including but not limited to costs incurred in the preparation or submission of proposals. The City shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this

RFP.

• If the successful proposer defaults, the City may award this RFP to the next best proposal and may recover the loss occasioned by the successful proposer against a surety bond, if any, or by suit against the successful proposer.

• The City reserves the right to cancel, in part or in its entirety, this RFP including, but not limited to: selection procedures, submittal date, and submittal requirements. If the City cancels or revises the RFP, all interested firms will be notified.

• All proposals submitted in response to this RFP become the property of the City and public records and, as such, are subject to public review.

2.6. Protest

Should any proposer question or protest the award of the contract, such question or protest must be furnished in writing to the Purchasing Manager within three (3) calendar days after the City notifies all proposers of its Intent to Award. Such submittal must fully explain the basis of the objection supported by all relevant information facts and details. Letter must be signed by an authorized representative stating specific reason(s) for the protest including all relevant facts (law, rule, regulation, and criteria).

Questions or protests not furnished in writing as prescribed will not be accepted.

2.7. Prevailing Wage

All vendors bidding/quoting on Public Works-Prevailing Wage projects exceeding $15,000 for maintenance and $25,000 for new construction, alteration, installation, demolition or repairs, must be registered with the DIR in order to submit a bid/quote.

3. Scope of Work

3.1. Scope of Work

Project Overview:

A. The City of Hayward seeks proposals from a qualified evaluator to provide data evaluation services for the Hayward Navigation Center Prop 47 project. Applicants should have experience in successful program evaluation, ideally in the criminal justice field, and should possess knowledge of justice data. Proposals should not exceed $95,500.

B. Eligible Applicants; Qualifications and Experience Requirements -The City expects the following with respect to the successful applicant’s Qualifications and Experience:

• Local (San Francisco Bay Area) vendor (preferred)

• Experience in program evaluation (required)

• Experience in criminal justice evaluation, data systems, and metrics (required)

• Experience in accessing publicly available data sets (recommended)

Project Description:

A. The City desires a qualified evaluator to assist in fulfilling the BSCC evaluation requirements for the Proposition 47 Grant Program. The selected contractor will be responsible for developing a

Local Evaluation Plan that incorporates a mixed-methods process and outcomes evaluation, consistent with BSCC standards. The evaluation will assess program implementation, identify successes and challenges, and measure both community- and individual-level impacts. Findings will support the City and BSCC in determining the extent to which the program is achieving its intended goals and outcomes.

B. Data Collection and Data Privacy:

1. The evaluator will:

• Develop and submit an application for Human Subjects Research approval from their institution’s Institutional Review Board (IRB) or equivalent

• Follow all data privacy and security protocols as specified by the IRB and best practices

• Develop and support execution of data sharing agreements as needed with other local jurisdictions

• Develop a data request to receive criminal justice and other relevant outcome data from all available local and state justice agencies, such as the City of Hayward Police Department, Alameda County Sheriff’s Office and Probation Department, and the California Department of Corrections and Rehabilitation.

• Develop semi-structured focus group and/or interview guides for qualitative data collection

C. Local Evaluation Plan (LEP)

1. The evaluator will assist the City of Hayward in fulfilling the BSCC evaluation requirements for the LEP as outlined in Attachment G, Proposition 47 Grant Program: Safe Neighborhoods and Schools Act Cohort 5 Request for Proposals. The LEP must include the following elements:

• Cover Page

• Executive Summary

• Project Background

• A Current Logic Model

• Process Evaluation Method and Design

• Outcome Evaluation Method and Design

• Appendices

D. Process and Outcome Evaluation (Local Evaluation Report and Quarterly Progress Reports)

1. The mixed-methods process and outcome evaluation will result in the Final Local Evaluation

Report (LER) and will include preparation of Quarterly Progress Reports. All reports will meet the BSCC requirements as outlined in Attachment G, Proposition 47 Grant Program:

Safe Neighborhoods and Schools Act Cohort 5 Request for Proposals. The LER must include the following elements:

• Cover Page

• Executive Summary

• Project Background

• A Current Logic Model

• Process Evaluation Method and Design

• Outcome Evaluation Method and Design

• Evaluation Results

• Discussion of Results

• Appendices

• Grantee Highlight

2. Data sources for the process and outcomes evaluation may include:

• Key informant interviews and focus groups with Navigation Center participants and staff and staff from the Hayward Police and Fire Departments and City Manager’s Office

• Program data including outreach encounters, referrals, service provision, and program exits

• System data from the Homeless Management Information System (HMIS), justice agencies, and County health record

• City of Hayward Point-in-Time Count data

3. Metrics for outcome evaluation should include those required by the BSCC as well as other types of system involvement, including but not limited to emergency and psychiatric inpatient hospitalization.

E. Local advisory Committee Facilitation

1. The evaluator will lead the facilitation of the Local Advisory Committee (LAC). This includes scheduling quarterly meetings, collaborating with City staff to develop agendas, communicating the agenda and schedule to LAC members, and preparing agenda items as appropriate.

F. Communications

1. The evaluator will meet with City staff monthly to discuss progress and address any issues or concerns in a timely manner. The evaluator and the City will communicate any issues as soon as they arise.

Project Goals:

A. Develop and submit a Local Evaluation Plan (LEP) outlining the evaluation design, data collection methods, data sources, performance measures, and analysis strategies.

B. Support the City in completing Quarterly Progress Reports (QPRs) by providing data summaries, performance tracking, and outcome analysis.

C. Prepare and submit a Local Evaluation Report (LER) summarizing implementation, outcomes, and lessons learned.

D. Support scheduling, agenda-setting, and facilitation of quarterly Local Advisory Committee (LAC) meetings

Project Deliverables:

A. The project includes the following deliverables:

1. Local Evaluation Plan

a. The evaluator will prepare the Local Evaluation Plan in compliance with Prop 47 requirements and submit in time for the City to review and in advance of the March 31, 2026, due date to the BSCC.

2. Quarterly Progress Reports

a. The evaluator will prepare the Quarterly Progress Reports in a format prescribed by the

BSCC according to the following schedule:

Quarterly Progress Report Periods Due no later than:

1. October 1, 2025 to December 31, 2025 February 16, 2026

2. January 1, 2026 to March 31, 2026 May 15, 2026

3. April 1, 2026 to June 30, 2026 August 17, 2026

4. July 1, 2026 to September 30, 2026 November 16, 2026

5. October 1, 2026 to December 31, 2026 February 15, 2027

6. January 1, 2027 to March 31, 2027 May 17, 2027

7. April 1, 2027 to June 30, 2027 August 16, 2027

8. July 1, 2027 to September 30, 2027 November 15, 2027

9. October 1, 2027 to December 31, 2027 February 15, 2028

10. January 1, 2028 to March 31, 2028 May 15, 2028

11. April 1, 2028 to June 30, 2028 August 15, 2028

12. July 1, 2028 to September 30, 2028 November 15, 2028

13. October 1, 2028 to December 31, 2028 February 15, 2029

3. Final Local Evaluation Report

a. The evaluator will prepare the Final Local Evaluation Report submitted in time for the

City to review in advance of the June 30, 2029, due date to the BSCC.

4. Local Advisory Committee Deliverables

a. The evaluator will prepare agendas and presentations (as needed) for quarterly LAC meetings

For all report development, the evaluator will submit drafts to the City with enough time for review and feedback before they are due to the BSCC. In sum, the deliverables for this engagement are:

• IRB application or equivalent

• Local Evaluation Plan

• Data sharing agreements and requests, as needed

• Data collection protocols

• Quarterly progress reports

• LAC agendas and presentations, as applicable

• Final Local Evaluation Report

3.2. Overview of Scope

A. Consultant Selection:

1. The purpose of this RFP is to solicit proposals to provide all of the above services.

B. Schedule:

1. The following provides milestones in the consultant selection process for City of Hayward

City of Hayward Proposition 47 Evaluation Services:

a. Electronically submit completed proposals to City of Hayward CMO at 4:00 pm on

Monday, December 1, 2025 to https://procurement.opengov.com/portal/hayward-ca/projects/214034.

C. Proposal Requirements:

1. The proposal shall be organized in the following sections:

a. Introduction and Executive Summary

b. Applicant Background, Profile, Qualifications, and Relevant Experience: Provide a narrative description of the Applicant itself, including a statement of qualifications and capability to perform the services sought by this RFP. The statement of qualifications should include relevant experience with projects that are similar in nature, size and scope to that which is the subject of this RFP.

c. Proposed Scope of Work: Describe the applicant’s approach, strategy, execution plan, timeline, proposed activities and services, and tangible work products consistent with the scope of services and timeline outlined in Section II, “Scope of Work”, of this RFP.

The narrative should describe the cost of the proposed activities.

d. Budget: Submit a detailed line-item budget proposal that includes detailed statements and justifications for hourly rates, subcontractors, travel, materials, and other direct or indirect costs needed to achieve the scope of work. Budget requests are not to exceed

$95,500.

e. Sample Work Products: (Attachment C) - Attach up to two (2) relevant sample reports that provide examples of specific actionable recommendations made to other jurisdictions

f. References: (Attachment D) Provide at least three (3) references, preferably for projects that are similar in type, scope, size and/or value to the work sought by this RFP. For each reference, include the name, address, email address, and telephone number of a contact person.

g. Page Limit. The proposal is subject to a 5-page limit.

D. The page limitation applies to sections “a” through “c” of the Proposal Requirements. The proposal cover, divider sheets, attachments, resumes and disclosure are not subject to the page limitation. Resumes of key personnel shall be provided in an appendix included with the proposal.

E. If any portion of the City’s standard Professional Services Agreement is unacceptable to your firm, please identify the particular clause(s) in a separate letter to the City submitted with your proposal.

3.3. Interview Format

Upon comprehensive review of proposals submitted, the City may schedule interviews with select applicants whose proposals are most advantageous to the City and in the City’s best interest. The costs of interviews are the responsibility of the applicant. Interviews would be conducted virtually through Microsoft Teams. Firms being invited to interview will be informed of the interview format after Monday, December 1, 2025

4. Vendor Submissions

4.1. Proposal Requirements*

Did you read through and confirm that you met all of the proposal requirements including the sections:

A. General Conditions

B. Special Provisions and Specifications

☐ Yes

☐ No

*Response required

4.2. Do you have issue with any particular clause(s) of the City’s standard Professional Services Agreement?

If any portion of the City’s standard Professional Services Agreement is unacceptable to your firm, please identify the particular clause(s) in a separate letter to the City submitted with your proposal.

4.3. Proposal Documents*

Please Upload your COMPLETE Proposal here, which includes the following:

A. Written Proposal Response

B. Budget Workbook

C. Non-Collusion Declaration

D. Non-Discriminatory Declaration

E. Non-Nuclear Declaration

*Response required

4.4. Local vendor, or minority/women-owned business

Please state whether you are a local, minority, and/or women-owned business.