COUNTY OF ORANGE

COUNTY EXECUTIVE OFFICE - OFFICE OF CARE COORDINATION

REQUEST FOR PROPOSAL (RFP)

FOR

COORDINATED ENTRY SYSTEM ADMINISTRATOR FOR

INDIVIDUALS, FAMILIES, AND SURVIVORS

RFP NO. 017-2984502-SSP

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/ocgov https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of Orange RFP

County Executive Office - Office of Care Coordination - COORDINATED ENTRY SYSTEM ADMINISTRATOR

FOR INDIVIDUALS, FAMILIES, AND SURVIVORS, 017-2984502-SSP

County of Orange

County Executive Office - Office of Care Coordination

Procurement and Contract Services

400 W. Civic Center Drive

Santa Ana, CA

92701

SCHEDULE OF ACTIVITIES

Release of RFP Solicitation February 4, 2026

Question Submission Deadline February 25, 2026, 5:00pm

RFP Submittal Closing March 4, 2026, 5:00pm

PROPOSALS MUST BE RECEIVED ON

OR BEFORE

Wednesday, March 4, 2026

5:00 pm

FOR INDIVIDUALS, FAMILIES, AND SURVIVORS, 017-2984502-SSP

SECTIONS

SECTION 1. INTRODUCTION AND INSTRUCTIONS

SECTION 2. PROPOSAL SCORING FORMAT

SECTION 3. SCOPE OF WORK

SECTION 4. PROPOSAL RESPONSE REQUIREMENTS

SECTION 5. ORGANIZATIONS' RESPONSES

SECTION 6. PROTEST PROCEDURES

Attachments:

A - Homeless Service System Pillars Attestation

B - Model Contract for CES

FOR INDIVIDUALS, FAMILIES, AND SURVIVORS, 017-2984502-SSP

SECTION 1. INTRODUCTION AND INSTRUCTIONS

The County of Orange, County Executive Office - Office of Care Coordination (hereinafter referred to as “County”), is soliciting proposals from qualified organizations (hereinafter referred to as “Respondents”) for Coordinated Entry System (CES) Administrator(s) for Individuals, Families, and Survivors (Program). The primary goal of this Program is to facilitate a participant-centered process that streamlines access to the most appropriate services and housing interventions for, Individuals, Families, and Survivors of Domestic Violence (Survivors) experiencing homelessness or at risk of experiencing homelessness in Orange County and implementing a regional coordination approach. Respondents must meet the minimum qualifications and requirements as set forth within the Request For Proposals (RFP) and be capable of providing services identified in the Scope of Work herein. Respondents must meet the minimum qualifications and requirements as set forth within the RFP and be capable of providing services identified in the Scope of Work herein.

This is a fully electronic RFP. Respondents must submit their proposals online via the County’s online bidding system. Only electronic proposals will be accepted. Facsimile and e-mail proposals will NOT be allowed. For assistance on uploading proposals via County’s eProcurement Portal, please contact procurement-support@opengov.com or https://help.procurement.opengov.com/en/.

All questions or requests for interpretations must be received within this solicitation by

Wednesday, February 25, 2026, before 5:00 pm as specified in the solicitation. Respondents are not to contact other County personnel with any questions or clarifications concerning this solicitation. Verbal clarifications or responses will not be considered binding.

1.1 PURPOSE AND GOAL

The primary goal of this Program is to facilitate a participant-centered process that streamlines access to the most appropriate services and housing interventions for the three subpopulations:

Individuals, Families, and Survivors of Domestic Violence – experiencing homelessness or at risk of experiencing homelessness in Orange County and implementing a regional coordination approach.

As such, this RFP will be structured into three Program Components, to account for the specialized knowledge and expertise in working with these various subpopulations.

• Program A: CES Administrator for Individuals

• Program B: CES Administrator for Families

• Program C: CES Administrator for Survivors of Domestic Violence (Survivors) mailto:procurement-support@opengov.com https://help.procurement.opengov.com/en/ https://procurement.opengov.com/portal/ocgov/projects/233489 https://procurement.opengov.com/portal/ocgov/projects/233501 https://procurement.opengov.com/portal/ocgov/projects/233151

FOR INDIVIDUALS, FAMILIES, AND SURVIVORS, 017-2984502-SSP

The CES aims to meet individualized preferences and needs, with the goal of supporting participants achieve stable housing.

This RFP is an opportunity to allow Respondents to present proposal(s) that will assist the County in operating and managing the day-to-day operations of the CES components for a subpopulation as described in this solicitation, by partnering with the County in the form of an actual cost contract. Respondents may submit a proposal for a Program or may submit multiple proposals if applying for multiple Programs. Proposals should clearly indicate the subpopulation the

Respondent is interested in, and request for multiple Programs should be submitted as separate proposals.

Respondents must meet the minimum qualifications and requirements as set forth within the RFP and be capable of providing services identified in the Scope of Work herein. Respondent(s) is/are expected to provide all the services as detailed per program component that fulfill or exceed the requirements and conditions set forth in this RFP.

The County plans to contract with qualified Respondent(s) to provide the services described in this

RFP and reserves the right to make multiple awards to Respondents for services requested in the solicitation. At the discretion of County, the initial term of the contract(s) resulting from this solicitation may be renewed for an additional term or terms. Any renewal is contingent upon available funding, contractor performance, need for services, and County policies.

Successful Respondents are expected to accept the terms and conditions of Attachment B - Model

Contract, which contains the contracting requirements between the County and the Respondent regarding the provision of services solicited under this RFP. The selected Respondent(s) proposal(s) will be retained and incorporated into the Contract by reference and made part thereof, except for assurances and promises that are unlawful.

Contract(s) resulting from this solicitation shall be a cooperative Contract and may be utilized by all County departments.

The provisions and pricing of any Contract resulting from this solicitation may be extended to other governmental entities. Governmental entities wishing to use this Contract will be responsible for issuing their own purchase documents, providing for their own acceptance, and making any subsequent payments. The awarded Contractor(s) shall be required to include in any subordinate

Contract entered into with another governmental entities pursuant to this/these Contract(s), a

Contract clause that will hold harmless the County from all claims, demands, actions or cause of actions of every kind resulting directly or indirectly, arising out of, or in any way connected with, the use of this Contract. Failure to do so will be considered a material break of this/these

Contract(s) and grounds for immediate Contract termination. Governmental entities are responsible for obtaining all certifications of insurance, endorsements, and bonds required. The

Parties agree that any other governmental entity utilizing this/these Contract(s) shall not be deemed to be an agency or employee of County for any purpose whatsoever. The awarded Contractor(s) is responsible for providing each governmental entity a copy of this/these Contract(s) upon request.

The County makes no guarantee of usage by other users of this/these Contract(s).

FOR INDIVIDUALS, FAMILIES, AND SURVIVORS, 017-2984502-SSP

The awarded Contractor shall be required to maintain a list of the County departments and governmental entities using this/these Contract(s). The list shall report dollar volumes spent annually and shall be provided on an annual basis to the County, at the County’s request.

Subordinate Contracts must be executed prior to the expiration or earlier termination of this

Contract and may survive the expiration of this Contract up to a maximum of one (1) year;

however, in no case shall a subordinate Contract exceed five (5) years in duration.

The Contract(s) awarded through this solicitation is/are anticipated to be for actual costs. There is a combined total of $1.1 million in funding for all three Program Components – Program A: CES

Administrator for Individuals, Program B: CES Administrator for Families, and Program C: CES

Administrator for Survivors. The funding source for these services is CES grant awarded to the

County by the U.S. Department of Housing and Urban Development (HUD) Continuum of Care

(CoC) Program to operate CES in the Orange County CoC.

The funding available by program component annually is outlined in the following table:

Program Component Approximate Annual Funding

Available

Program A: CES Administrator for Individuals $670,000

Program B: CES Administrator for Families $280,000

Program C: CES Administrator for Survivors $150,000

Any Contract(s) resulting from this solicitation is/are contingent upon sufficient funds being made available by the County government for the term of the Contract(s). The County plans to issue an initial Contract for a two (2) year term for service-based contracts, with the option to renew for three (3) additional years, upon Board of Supervisors' approval.

1.2 COUNTY HOLIDAYS DURING SOLICITATION PERIOD

During this solicitation period, the County Executive Office - Office of Care Coordination will be closed on the following County holidays:

• February 12, 2026: Lincoln's Birthday

• February 16, 2026: Presidents' Day

1.3 INSTRUCTIONS TO RESPONDENTS

Respondent(s) must submit a response to the Parent Project, which collects organization level information AND separate proposals for each Program (Associated Projects) they are proposing for. Links to each program are listed below.

A. Program A: CES Administrator for Individuals https://procurement.opengov.com/portal/ocgov/projects/189622

FOR INDIVIDUALS, FAMILIES, AND SURVIVORS, 017-2984502-SSP

B. Program B: CES Administrator for Families

C. Program C: CES Administrator for Survivors of Domestic Violence (Survivors)

Submittal requirements:

A. Submittals must be uploaded to the OpenGov website by the submittal due date and time.

B. Do not submit Program A, B, and/or C proposal responses to this parent project. Please use the corresponding links to submit an individual proposal for each discipline that respondent intends to submit a proposal for.

C. Whether the Respondent is submitting a proposal for one or multiple Programs, the

Respondent must submit their "Background, Qualifications, & Experience" response, in accordance with section 4.1, in this parent project.

D. Budget/Staffing Forms and Program specific proposal responses must be submitted to each individual Program the Respondent chooses to submit for.

E. Failing to adhere to these submittal requirements will result in being non-responsive.

Procedures for Submittal

A. The County is accepting electronic bid submissions only. 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.

B. Proposals are to be uploaded via the County's eProcurement Portal at https://procurement.opengov.com/portal/ocgov. Note: Electronic Bids cannot be viewed by the County until after the solicitation deadline. For assistance on uploading proposals via County’s eProcurement Portal or if you encounter any problems with your registration, system, bid submission, or other system issues, please contact OpenGov's support staff via the live chat option via email at procurement-support@opengov.com or https://help.procurement.opengov.com/en/.

C. Examine the RFP attachments and the subpopulation for the proposed work carefully before submitting a proposal(s) for the work contemplated. Investigate the conditions to be encountered, as to the character, quality, and quantities of work to be performed and materials to be furnished and as to the requirements of all Contract Documents. The County has attempted to provide all information available. It is the responsibility of each

Respondent to review, evaluate, and, where necessary, request any clarification prior to submission of a proposal. If any person contemplating submitting a response to this RFP https://procurement.opengov.com/portal/ocgov/projects/189621 https://procurement.opengov.com/portal/ocgov/projects/189145 https://procurement.opengov.com/signup https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov mailto:procurement-support@opengov.com https://help.procurement.opengov.com/en/

FOR INDIVIDUALS, FAMILIES, AND SURVIVORS, 017-2984502-SSP

is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they may submit a written request for clarification/interpretation to the County Deputy Purchasing Agent (DPA) via the County’s eProcurement Portal under the bid page for this solicitation. If clarification or interpretation of this solicitation is considered necessary by County, an addendum shall be issued, and the information will be posted via the County’s eProcurement Portal. Any interpretation of, or correction to, this solicitation shall be issued by the DPA. It is the responsibility of each Respondent to periodically check the County’s eProcurement Portal to ensure that they have received and reviewed any and all addenda to this solicitation. The

County will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any oral information. If an addendum is issued, Respondents must acknowledge the addendum via the County’s eProcurement Portal. All questions or requests for interpretations must be received within this solicitation by Wednesday, February 25, 2026, before 5:00 pm. The DPA will provide all official communication concerning this solicitation. Any County response relevant to this solicitation other than through or approved by the DPA is unauthorized and will be considered invalid.

D. Proposals must be valid for a period of at least three hundred sixty-five (365) calendar days from the closing date and time of receipt. No proposal may be withdrawn after the submission date.

E. All pages must be numbered and identified sequentially by section. Proposals must be tabbed and indexed in accordance with the information requested in the proposal Response

Requirements Section. It is imperative that all Respondents comply, exactly and completely, with the instructions set forth herein. All responses to this solicitation shall be typewritten or word-processed (except where otherwise provided or noted), concise, straightforward, and must fully address each requirement and question. Although not as a substitute for a complete written response, additional material, such as technical documents, may be referenced in any response if the material is included in the same section as additional information.

F. Proposals are not to be marked as confidential or proprietary. The County may refuse to consider any proposal so marked. All proposals and supporting documents will be subject to the provisions of the California Public Records Act (California Code

Government Code 7920.000 et seq.) (PRA) and will be disclosed or withheld in accordance therewith. The County shall not be liable in any way for disclosure of any such records.

Additionally, all proposals shall become the property of the County. The County reserves the right to make use of any information or ideas in the proposals submitted. Respondents should not request that certain information be treated as exempt, and statements in the proposals should not be marked as confidential or proprietary. In the event that any

FOR INDIVIDUALS, FAMILIES, AND SURVIVORS, 017-2984502-SSP

information is marked as confidential or proprietary, as it may be absolutely necessary, Respondents have the sole responsibility of obtaining any applicable injunctive reliefs to prevent the disclosure of such confidential proprietary information in connection with any request made to County pursuant to PRA or a subpoena for disclosure of such information.

G. Each Respondent shall exercise reasonable care and diligence to avoid submitting a proposal that could result in a conflict of interest if Respondent were to be selected. This obligation shall apply to the Respondent, the Respondent’s employees, agents, and relatives, sub-contractors, and third parties associated with accomplishing work and services in proposal. In the event Respondent has done work for the County on this/these

Project(s) in the past or has reason to believe that a conflict of interest may exist for

Respondent in regard to this Project, Respondent should consult with its legal counsel prior to responding to this solicitation. Any Respondent who is found to have an actual conflict of interest may have its proposal(s) rejected on that ground. Respondent, its employees and/or consultants may be subject to the provisions of the California Political Reform Act of 1974 (the “Act”), which (1) requires such persons to disclose any financial interest that may be materially affected by services provided under this/these Contract(s), (2) prohibits such persons from making, or participating in making, decisions that could reasonably affect such interest; and (3) may require the filing a Statement of Economic Interest (Form

700). If subject to the Act, Respondent shall conform to all requirements of the Act. Failure to do so shall constitute a material breach and is grounds for immediate termination of the

Contract by County. Respondent shall indemnify and hold harmless County for any and all claims for damages resulting from Respondent’s violation of this Section.

H. By submitting a proposal, the Respondent represents that it thoroughly examined the

County’s requirements, is familiar with the services required under this solicitation and is qualified and capable of providing the services to achieve the County’s objectives.

I. Each Respondent must submit its proposal in strict accordance with all requirements of this solicitation and compliance must be stated in the proposal. Deviations, clarifications and/or exceptions must be clearly identified and listed separately as alternative items on additional information section for the County’s consideration as specified in the

Proposal Response Requirements Section, “Statement of Compliance.” Note: Allow sufficient time to upload all required files. The County’s eProcurement Portal will not allow any uploads after the due date and time specified herein, e.g., if Part 1 and 2 uploaded successfully at 1:58:38 P.M. and Part 3 is in progress of being uploaded at 2:00:01 P.M., Part 3 will not upload successfully.

J. County reserves the right to request proposal revisions and hold discussions and negotiations with any Respondent as necessary to serve the best interests of the County.

FOR INDIVIDUALS, FAMILIES, AND SURVIVORS, 017-2984502-SSP

Any proposal may be rejected if it is conditional, incomplete or deviates from specifications in this solicitation. The County reserves the right to waive, at its discretion, any procedural irregularity, immaterial defects or other improprieties which the County deems reasonably correctable or otherwise not warranting rejection of the proposal(s). Any waiver will not excuse a proponent from full compliance.

K. Pre-contractual expenses are not to be included in the Cost Proposal. Pre-contractual expenses are defined as including, but not limited to, expenses incurred by the Respondent in: (1) preparing its proposal in response to this solicitation; (2) submitting that proposal to the County; (3) negotiating with the County any matter related to the Respondent’s proposal(s); and (4) any other expenses incurred by the Respondent prior to the date of award and execution, if any, of the Contract.

L. Any proposal may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the solicitation. Failure to comply with the technical features and acknowledgment of receipt of addenda are common causes for holding a proposal nonresponsive.

M. Where two or more Respondents desire to submit a single proposal in response to this solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture.

The County intends to contract with a single organization that may subcontract with multiple organizations but not with multiple organizations doing business as a joint venture.

N. County does not require and neither encourages nor discourages the use of lobbyists or other consultants for the purpose of securing business.

O. The County requires a valid D-U-N-S number prior to Contract Award. If needed, your organization may obtain one at no cost at www.dnb.com. If you are unable to provide/obtain a D-U-N-S number, please indicate so in your proposal/bid submission response.

P. The County requires a valid UEI number prior to Contract Award. Your organization must obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a UEI number, please indicate so in your proposal submission response.

Q. County reserves the right to:

1. Negotiate the final Contract(s) with any Respondent(s);

http://www.dnb.com/ http://www.usfcr.com/

FOR INDIVIDUALS, FAMILIES, AND SURVIVORS, 017-2984502-SSP

2. Withdraw this solicitation in whole or part at any time without prior notice (the County makes no representations that any Contract will be awarded to any Respondent responding to this solicitation);

3. Award its total requirements to one Respondent or to apportion those requirements among two or more Respondents;

4. Reject any proposal if it is conditional, incomplete or deviates significantly from the services requested in this solicitation; and/or

5. Request Best and Final Offer from any Respondent determined to be within the competitive range. Unless requested by the County, late Best and Final Offers will not be accepted by the County for any reason. In addition, negotiations may or may not be conducted with Respondents. Therefore, proposals submitted shall contain the

Respondent’s most favorable terms and conditions, since the selection and award may be made without discussion with any Respondent.

R. Effective from the issuance date of this solicitation until a Contract is awarded or the solicitation is withdrawn, all individuals or entities responding—including their employees, agents, representatives, proposed partners, subcontractors, members, lobbyists, or attorneys (collectively "Respondents")—are prohibited from engaging in any direct or indirect communication with County personnel involved in the selection process, except with the designated DPA. Respondents may continue conducting business with the County on matters unrelated to this solicitation and may communicate with County staff, provided the solicitation is not discussed. Any attempt to engage in discussion regarding this solicitation with anyone other than the designated DPA will be presumed to create an unfair competitive advantage and may result in disqualification.

S. After the closing date and time for receipt of proposals, evaluation, and if requested by the

County, interviews will commence. Respondents who submit proposals most responsive to the County’s requirements may be asked to participate in a County interview of their proposal to County staff. The County makes no guarantee as to the number of

Respondents selected for interviews. Selected Respondents should be prepared to attend the interview within five (5) business days after notification and be prepared to discuss all aspects of its proposal in detail, including technical questions regarding the proposal.

Respondents shall not be allowed to alter or amend its proposal through the use of the interview process.

Evaluation Process and Criteria

Proposals may be submitted for one or more Programs (Program A, B and/or C), either individually or in combination. Please select the box(es) in Section 5.2.30. Proposal Response

FOR INDIVIDUALS, FAMILIES, AND SURVIVORS, 017-2984502-SSP

Requirements are outlined in, Section 4 for all Programs your organization is submitting a proposal for. Proposals will only be evaluated for the Program(s) the Respondent has selected and it is the Respondent's responsibility to ensure they select all the boxes for each

Program they are submitting a proposal for.

Proposals deemed to meet all minimum solicitation requirements will be scored based on the established criteria, and will be assigned points that measure the responsiveness to each identified criterion. The total number of points earned will be tallied for each proposal, based upon the

Respondent(s) submitted written materials.

Proposals shall be evaluated by an Evaluation Panel of subject matter experts on the basis of the responsiveness to the requirements in this RFP. The County may request clarifications, or otherwise verify the contents of the proposal, including information about the Respondent, Contractors and sub-contractors. The County reserves the right to seek publicly available information about the Respondents.

The scoring is based on evaluation of the proposal as measured against the proposal Scoring

Criteria, which includes County of Orange Procurement Preference Policy, in accordance with

Sections 1.8-103 and 4.3-112 of the 2024 County Contract Policy Manual (CPM). A copy of the

2024 CPM can be found at https://cpo.ocgov.com/cpm. Proposals will be evaluated from the most advantageous to the least advantageous to the County.

*Please note: These minimum qualifications must be verified for the proposal to be deemed responsive. Any proposal may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the solicitation.

Written Proposal Scoring: 700 points maximum

Please note that contract award will be made to the responsible Respondent(s) whose proposal(s) is/are most advantageous to County, taking into consideration the applicable evaluation criteria.

Cost proposal as an evaluation criterion does not require the County to select Respondent(s) with the lowest cost proposal.

Procurement Minimum Submission Requirements Review - Includes review of financial and organization stability, past and current related experience including performance of any current

County Contract (Pass/Fail). If a Respondent fails to meet the Minimum Submission

Requirements, the Respondent may be deemed non-responsive.

Written proposals will be scored by the Evaluation Panel using the established weighted criteria set out in Section 3. Written proposal Scoring Format, which have been assigned points before the submission of proposals that measure the responsiveness to each criterion. The Evaluation Panel will evaluate the written materials solely on the quality of the responses to all questions and requirements of this RFP using the evaluation criteria. The total number of points earned for all criteria will be tallied for each proposal, and the proposals will be rank ordered based upon the points earned.

https://cpo.ocgov.com/cpm

FOR INDIVIDUALS, FAMILIES, AND SURVIVORS, 017-2984502-SSP

See "Proposal Scoring Criteria" section for categories and points.

*NOTE: Respondents submitting exceptions to the County Model Contract provided with this solicitation may receive a score of "0" for this criterion.

Interview Scoring: 200 points maximum

The County reserves the right to conduct, or not to conduct interviews and/or presentations with the highest-ranked Respondent(s). The decision whether to conduct interviews and/or presentations rests solely with the County, and the decision of the DPA is final. Respondents shall be ready to attend the interview and/or presentation within five (5) calendar days of notification.

Any inquiry to determine the responsibility of a Respondent to this solicitation may be conducted.

Respondent agrees that the submission of a proposal is permission by the Respondent for the

County to verify all information contained therein. If the County believes it necessary, additional information may be requested from the Respondent. The County may also send written questions to the Respondent(s) and ask for written responses within five (5) business days. Failure to comply with any such request may disqualify a Respondent from further consideration. Respondents must be prepared to travel to the County at their own expense to make their interview and/or presentation within five (5) calendar days after notification by the DPA. Respondent(s) must be prepared to discuss all aspects of their proposal(s) in detail, including answering technical questions.

Respondent(s) are not allowed to alter or amend their proposal(s) during the interview and/or presentation process.

Cost Proposal: 100 points maximum

The proposal with the lowest cost receives the maximum points allowed for this criterion. All other proposals receive a percentage of the points available based on their cost relationship to the lowest proposal.

Respondents shall submit their proposed actual cost per fiscal year.

Line

Item

Description Quantity Unit of

Measure

Unit

Cost

Total No Bid

1 Respondent to enter total proposed cost for

Program A: CES Administrator or

Individuals

1 Each

2 Respondent to enter total proposed Cost for

Program B: CES Administrator for

Families

1 Each

3 Respondent to enter total proposed Cost for

Program C: CES Administrator for

Survivors

1 Each

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The Cost Proposal Phase will be evaluated as follows:

1. Lowest overall price proposed receives the full score of 100 points.

2. Other scores are proportional to the percentage discount proposed.

Respondent agrees that the submission of a proposal is permission by Respondent for County to verify all information contained therein. If County believes it necessary, additional information may be requested from Respondent. Failure to comply with any such request may disqualify a

Respondent from further consideration.

1.4 MINIMUM QUALIFICATIONS/REQUIREMENTS

Respondent’s proposal shall meet the following minimum requirements and qualifications to proceed to the evaluation process. Failure to have the ability to, upon County request, provide any of the items requested below may result in disqualification of your proposal. These qualifications must be maintained during the term of any resultant Contract.

A. Must have the ability to do business in Orange County, California;

B. Complete all required Organization Response questions of the solicitation;

C. Provide all required information, complete all required Exhibits, and pass all IT security requirements.

D. Have minimum five (5) years of consecutive, recent experience developing, implementing, and supporting a Homeless Response System.

E. Organization to have similar size project for at least one (1) public agency.

In order to be eligible to enter into a contract with County, an individual or entity must not be listed on the current Cumulative Sanction List of the Office of the Inspector General (U.S. Department of Health and Human Services) or the General Services Administration’s list of parties excluded from federal programs, or the California Medi-Cal Suspended and Ineligible Provider List.

Accordingly, County will not review any proposal submitted by an individual or entity found to be on any of these lists and the proposal will automatically be rejected. County will notify

Respondent of this determination in writing. County plans to use the following databases to identify individuals and entities that are not eligible to contract with County:

A. https://exclusions.oig.hhs.gov/

B. https://sam.gov/search/

C. Medi-Cal Suspension Search Database

D. Social Security Administration’s Death Master File

All requirements as listed in section 1.4 Minimum Submission Requirements https://exclusions.oig.hhs.gov/ https://sam.gov/search/

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It is the sole responsibility of all Respondents to verify that they are not on any of these lists prior to preparing, and submitting, a proposal in response to this RFP. Correction of any errors found on any of the lists, above, is the sole responsibility of Respondent and must be made prior to submission of the proposal(s).

In addition, in order to be eligible to enter into a contract with County, an individual or entity must not have any pending charge(s) or conviction(s) for violation of criminal law(s) and/or any sanction(s) or disciplinary action(s) imposed or taken against them by any federal or state law enforcement, regulatory or licensing agency or body, including exclusion from Medicare and

Medicaid programs. Accordingly, all Respondents must self-disclose with explanation or deny the existence of this information pertaining to their principals, executives, and managers directly involved with the performance of the services solicited herein.

Proposals deemed to meet all minimum qualifications/requirements will move to the evaluation process stage.

1.5 SELECTION/AWARD PROCEDURES

Upon the completion of the evaluation process, the Evaluation Committee will make a recommendation for an award to the County’s DPA. Final award determination shall be subject to reference checks and past performance.

The Model Contract contained herein this RFP is the Contract proposed for execution. It may be modified to incorporate negotiated items and other pertinent terms and conditions set forth in this

RFP, including special conditions and requirements and those added by addendum, necessary attachments and/or exhibits, and to reflect Respondent’s proposal and qualifications. Any additional exceptions to the terms and conditions made by any Respondent after submission of its proposal may result in its elimination from further consideration.

Exceptions to the terms and conditions of the proposed Contract or the statements regarding

Respondent’s inability to comply with any of the provisions thereof are to be declared in the response to the RFP in Organization RESPONSES - Statement of Compliance.

Negotiations may or may not be conducted with the finalist(s); therefore, the proposal submitted should contain Respondent(s) most favorable terms and conditions, since the selection and award may be made without further discussion or need for clarification. Any additional exceptions to the terms and conditions made by any Respondent(s) after submission of its proposal may result in elimination from further consideration.

The County will enter into negotiations with the selected Respondent and award a contract upon completion of negotiation of fees and contract terms. The award may be subject to/requires approval(s) by the County Board of Supervisors.

If a satisfactory Contract cannot be negotiated in a timely manner, County, in its sole discretion, may terminate negotiations with the selected Respondent and begin negotiations with the next

Respondent.

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1.6 TITLE VI SOLICITATION NOTICE

The County of Orange, in accordance with the provisions of the Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all

Respondents that it will affirmatively ensure that any contract entered into pursuant to this advertisement, will be afforded full and fair opportunity to submit proposals in response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

1.7 DEPARTMENT OF THE TREASURY, INTERNAL REVENUE SERVICE FORM

W-9/W-8 REQUIREMENTS

Effective June 3, 2006, all Contractors, entering into a Contract with County, who are not already established in Countywide ERP System as an Auditor-Controller vendor, will be required to submit to County a federal Form W-9, or Form W-8 for foreign vendors. County will inform

Contractor, at the time of award, if the Form W-9 or W-8 will be required.

In order to comply with this County requirement, within ten (10) days of notification of selection of award of Contract but prior to official award of Contract, the selected Contractor agrees to furnish to Contract administrator, DPA, or the agency/department deputy purchasing agent the required W-9 or W-8.

SECTION 2. PROPOSAL SCORING FORMAT

2.1 WRITTEN PROPOSAL

No. Evaluation Criteria Scoring Method Weight (Points)

1. Respondent's Background, Qualifications &

Experience Points Based 200

(28.6% of Total)

2. Program Design Points Based 150 (21.4% of Total)

3. Performance Objectives Points Based 100 (14.3% of Total)

4. Staffing Points Based 100 (14.3% of Total)

5. Quality and Effectiveness of Program

Approach Points Based 125

(17.9% of Total)

6. Compliance with the County Model

Contract

*Note: Respondents submitting exceptions to the County Model Contract of this RFP, may receive a score of “0” for this criterion.

Points Based 25 (3.6% of Total)

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2.2 INTERVIEW

No. Evaluation Criteria Scoring Method Weight (Points)

1. Interview

NOTE: If interviews are not conducted, the

Written Proposal shall account for 900 total points of the scoring proportional to its original score out of 700.

Points Based 200 (100% of Total)

2.3 SCORING COST PROPOSAL

No. Evaluation Criteria Scoring Method Weight (Points)

1. Cost Proposal

Respondent shall upload the Cost Proposal for both Respondent and, if applicable, any subcontractors. The Cost Proposal will be evaluated as follows:

A. Lowest price receives the full score of

100 points.

B. Other scores are proportional to the lowest price.

Points Based 100 (100% of Total)

SECTION 3. SCOPE OF WORK

3.1 GENERAL INFORMATION:

The County of Orange is comprised of 22 Departments and over 18,000 employees located throughout the County. The County’s core businesses are public safety, public works, construction management, public health, environmental protection, regional planning, public assistance, social services, and aviation.

3.2 TARGET CES POPULATION

The CES primarily provides referrals to shelter and housing programs and supportive services for people who meet the Homeless Emergency Assistance and Rapid Rehousing Transition to Housing

(HEARTH) Act of 2009 definition of homelessness and categories as defined in 24 CFR Parts 91, 582 and 583:

Category 1: Literally Homeless: Individual or family who lacks a fixed, regular, and adequate nighttime residence meaning:

A. An individual or family with a primary night-time residence that is a public or private place not designated for or ordinarily used as a regular sleeping accommodation for human beings; or

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B. An individual or family living in a publicly or privately operated shelter designed to provide temporary living arrangements (including congregate shelters, transitional housing, and hotels or motels paid for by charitable organizations or by federal, state and local government programs); or

C. An individual who is exiting an institution where she or he has resided for 90 days or less and who resided in an emergency shelter or place not meant for human habitation immediately before entering that institution.

Category 2: Imminent Risk of Homelessness: Individual or family who will imminently lose their primary nighttime residence, provided that:

A. The primary night-time residence will be lost within 14 days of the date of application for homeless assistance;

B. No subsequent residence has been identified; and

C. The individual or family lacks the resources or support networks needed to obtain other permanent housing.

Category 3: Homeless Under Other Federal Statutes: Unaccompanied youth under 25 years of age, or families with Category 3 children and youth, who do not otherwise qualify as homeless under this definition, but who:

A. Are defined as homeless under the other listed federal statutes, such as 387 of the Runaway and Homeless Youth Act (42 U.S.C. 5732a), section 637 of the Head Start Act (42 U.S.C.

9832), section 41403 of the Violence Against Women Act of 1994 (42 U.S.C. 14043e-2), section 330(h) of the Public Health Service Act (42 U.S.C. 254b(h)), section 3 of the Food and Nutrition Act of 2008 (7 U.S.C. 2012), section 17(b) of the Child Nutrition Act of 1966

(42 U.S.C. 1786(b)) or section 725 of the McKinney-Vento Homeless Assistance Act (42

U.S.C. 11434a);

B. Have not had a lease, or ownership interest in permanent housing during the 60 days prior to the homeless assistance application;

C. Have experienced persistent instability as measured by two moves or more during in the preceding 60 days; and

D. Can be expected to continue in such status for an extended period of time because of chronic disabilities, chronic physical health or mental health conditions, substance addiction, histories of domestic violence or childhood abuse (including neglect), the presence of a child or youth with a disability, or two or more barriers to employment, which include the lack of a high school degree or General Education Development (GED), FOR INDIVIDUALS, FAMILIES, AND SURVIVORS, 017-2984502-SSP illiteracy, low English proficiency, a history of incarceration or detention for criminal activity, and a history of unstable employment.

Category 4: Fleeing/Attempting to Flee Domestic Violence: Any individual or family who:

A. Is fleeing, or attempting to flee, domestic violence, dating violence sexual assault, stalking or other dangerous or life-threatening conditions that relate to violence against the individual or family member, including a child, that has either taken place within the individual’s or family’s primary nighttime residents or has made the individual or family afraid to return to their primary nighttime residents;

B. Has no other residence; and

C. Lacks the resources or support networks (e.g., family, friends, faith-based or other social networks) to obtain other permanent housing.

In the Orange County Continuum of Care, shelter and housing programs, and supportive services, are often targeted by household type and subpopulation. The following are some additional definitions for the CES Subpopulations as it relates to this RFP:

A. Individuals refers to adult (aged 18 years or older) only households

B. Families refers to households with at least one adult (age 18 years or older) and either, at least one minor child (aged 0 to 17), or have one pregnant woman, or is an adult only household in the process of reunification with at least one minor aged child.

C. Survivors refers to both individuals and families who meet the Category 4 of homelessness

At-Risk of Homelessness

Additionally, the CES primarily provides referrals to homelessness prevention programs and supportive services programs for households that meet the “at risk” of homelessness definition under § 576.2 of the ESG Program Interim Rule and § 578.3 of the CoC Program Interim

Rule. This should not be confused with “imminent risk” of homelessness (Category 2) status.

Category 1: At-Risk of Homelessness: An individual or family who:

A. Has an annual income below 30 percent of Median Family Income (MFI) for the area, as determined by HUD; and

B. Does not have sufficient resources or support networks, (e.g., family, friends, faith-based or other social networks), immediately available to prevent them from moving to an emergency shelter or another place described in paragraph (1) of the “homeless” definition in this section; and

C. Meets one of the following conditions:

FOR INDIVIDUALS, FAMILIES, AND SURVIVORS, 017-2984502-SSP

1. Has moved because of economic reasons two or more times during the 60 days immediately preceding the application for homelessness prevention assistance;

2. Is living in the home of another because of economic hardship;

3. Has been notified in writing that their right to occupy their current housing or living situation will be terminated within 21 days after the date of application for assistance;

4. Lives in a hotel or motel and the cost of the hotel or motel stay is not paid by charitable organizations or by Federal, State, or local government programs for low-income individuals;

5. Lives in a single-room occupancy or efficiency apartment unit in which there reside more than two persons or lives in a larger housing unit in which there reside more than

1.5 persons reside per room, as defined by the U.S. Census Bureau;

6. Is exiting a publicly funded institution, or system of care (such as a health-care facility, a mental health facility, foster care or other youth facility, or correction program or institution); or

7. Otherwise lives in housing that has characteristics associated with instability and an increased risk of homelessness, as identified in the recipient’s approved consolidated plan.

Category 2: At-Risk of Homelessness

A child or youth who does not qualify as “homeless” under this section, but qualifies as “homeless” under Section 387(3) of the Runaway and Homeless Youth Act (42 U.S.C. 5732a(3)), Section

637(11) of the Head Start Act (42 U.S.C. 9832(11)), Section 41403(6) of the Violence Against

Women Act of 1994 (42 U.S.C. 14043e– 2(6)), Section 330(h)(5)(A) of the Public Health Service

Act (42 U.S.C. 254b(h)(5)(A)), Section 3(m) of the Food and Nutrition Act of 2008 (7 U.S.C.

2012(m)), or Section 17(b)(15) of the Child Nutrition Act of 1966 (42 U.S.C. 1786(b)(15)).

Category 3: At-Risk of Homelessness

A child or youth who does not qualify as “homeless” under this section, but qualifies as “homeless” under Section 725(2) of the McKinney- Vento Homeless Assistance Act (42 U.S.C. 11434a(2)), and the parent(s) or guardian(s) of that child or youth if living with her or him.

3.3 CES STAKEHOLDERS

The CES Administrator(s) will be expected to collaborate, create, and maintain relationships with various CES Stakeholders. CES Stakeholders include the following categories, which are further defined below:

A. The Orange County CoC Board is the governing body for the Orange County CoC whose purpose and scope is to implement the CoC program, The CoC program is authorized by https://www.federalregister.gov/documents/2016/12/20/2016-30241/runaway-and-homeless-youth%22%20/t%20%22_blank https://www.federalregister.gov/documents/2016/09/06/2016-19748/head-start-performance-standards%22%20/t%20%22_blank https://www.federalregister.gov/documents/2015/04/01/2015-06781/violence-against-women-reauthorization-act-of-2013-implementation-in-hud-housing-programs%22%20/t%20%22_blank https://www.govinfo.gov/content/pkg/USCODE-2010-title42/pdf/USCODE-2010-title42-chap6A-subchapII-partD-subparti.pdf%22%20/t%20%22_blank https://uscode.house.gov/view.xhtml?req=(title:7%20section:2012%20edition:prelim)%22%20/t%20%22_blank https://uscode.house.gov/view.xhtml?req=(title:7%20section:2012%20edition:prelim)%22%20/t%20%22_blank https://www.ssa.gov/OP_Home/comp2/F089-642.html%22%20/t%20%22_blank

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subtitle C of title IV of the McKinney-Vento Homeless Assistance Act (42 U.S.C. 11361-

11389). As noted in CFR 24 Part 578.1, the CoC program is designed to:

1. Promote a community-wide commitment to the goal of ending homelessness through

Regional Coordination and collaboration.

2. Advocate for funding and resources to end homelessness and provide funding for proven efforts by nonprofit providers, States, and local governments to quickly rehouse people experiencing homelessness while minimizing the trauma and dislocation caused to homeless individuals, families, and communities by homelessness.

3. Promote access to and effective utilization of mainstream programs by homeless individuals and families.

4. Promote the implementation of best practices and evidence-based approaches to homeless programming and services.

B. CoC Committees, primarily the Policies, Procedures and Standard (PPS), and CES Steering

Committee support the work of the CoC Board, and often provide as a preliminary review and feedback of proposed policy and operational changes for CES.

1. The PPS Committee was created to continuously review and advise the CoC Board on items related to the governing and committee structures, operational guidelines, decision-making protocols, appointment processes and other matters related to policies, procedures and standards related to the conduct and operation of the Orange County

CoC and the CoC Board.

2. The CES Steering Committee was created to continuously review and advise the CoC

Board and PPS Committee on items related to the policies, procedures and operation of the CES in Orange County.

C. Housing Providers are CES participating agencies that offer housing opportunities that are made available through CES for eligible households to be considered through weekly match meetings. These housing opportunities include but are not limited to rapid rehousing, permanent supportive housing, and housing choice vouchers or affordable housing.

D. Public Housing Authorities are CES participating agencies that are also a public entity, often at the local or state level, authorized to develop, operate, or assist in the development of housing. These authorities manage publicly owned housing and other federally subsidized housing programs. In Orange County there are four Public Housing Authorities:

Anaheim Housing Authority, Garden Grove Housing Authority, Santa Ana Housing

Authority, and Orange County Housing Authority.

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E. CES Access Points are non-profit agencies, cities, street outreach teams, and other agencies who operate as a point of entry into CES for households experiencing homelessness or at-risk of homelessness.

F. Supportive Service Providers are CES participating agencies that offer case management for households that are enrolled into CES or enrolled into a permanent supportive housing program through CES.

G. Other…