Coordinated_Entry_with_System_Navigation_(Addendum_#1_Revision).pdf

26-005-Homeless-CE

COORDINATED ENTRY WITH SYSTEM NAVIGATION

Pierce County

1501 Market St, Suite 420

Tacoma, WA 98402

RELEASE DATE: August 5, 2026

DEADLINE FOR QUESTIONS: August 19, 2026

RESPONSE DEADLINE: August 26, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/piercecountywa https://procurement.opengov.com/portal/%7bproject.government.code%7d

Pierce County

REQUEST FOR PROPOSAL

Coordinated Entry with System Navigation

1. Introduction

1.1. Pierce County's eProcurement System

1.2. Summary

1.3. Background

1.4. Objective/Scope of Work

1.5. Minimum Qualifications

1.6. Anticipated Contract Details and Expectations

1.7. Definitions

1.8. ADA

2. General Information for Proposers

2.1. RFP Coordinator

2.2. Timeline

2.3. Procurement Documents and RFP Holder's List

2.4. Questions and Answers

2.5. Pre-Proposal Meeting

2.6. Submission of Proposals

2.7. Public Records and Proprietary Material

2.8. Revisions to the RFP

2.9. Responsiveness

2.10. Contract and General Terms & Conditions

2.11. Costs to Prepare Proposal

2.12. No Obligation to Contract

2.13. Rejection of Proposals

2.14. Most Favorable Terms

Request For Proposal #26-005-Homeless-CE Title: Coordinated Entry with System Navigation

2.15. Concern Resolution Process

2.16. Cooperative Purchasing

2.17. Title VI Compliance

3. RFP Questionnaire

3.1. Administrative, Organization, Threshold Review and Proposal Questions

4. Evaluation and Scoring

4.1. Evaluation Process

4.2. Proposal Scoring Method

4.3. Scoring Criteria

4.4. Funding Awards

4.5. Notification to Proposers

4.6. Debriefing of Unsuccessful Proposers

4.7. Protest Procedure

Attachments:

A - SAMPLE: Client Services Agreement

B - SAMPLE: Subrecipient Agreement

1. Introduction

1.1. Pierce County's eProcurement System

Welcome to Pierce County's eProcurement System. This system is inclusive to the procurement process, including submission of any questions and/or clarifications, the release of any addenda/notices, and submission of proposals. It is strongly encouraged that organizations responding to any procurement first read the entire procurement, paying close attention to the timelines, scope of work, eligibility, submission requirements, and specifically to the questionnaire section, which may include required attachments (when applicable), and ask for any clarifications regarding content and instructions early in the process.

1.2. Summary

Pierce County (hereafter referred to as “the County”), in accordance with the Pierce County 2025-2030

Comprehensive Plan to End Homelessness (CPEH), has made approximately $3,600,000 available to support Coordinated Entry (CE) services to streamline access to the homeless response system. These funds are intended to support an integrated housing crisis response system (HCRS) that rapidly responds to the immediate needs of households experiencing homelessness in accordance with U.S. Department of Housing and Urban Development (HUD) guidance.

The aim is to ensure that these residents are matched with an appropriate intervention to end their homelessness, based on their vulnerability and housing barriers. The CE System is the “front door” of the homeless response system and one piece of the overall system infrastructure. CE is made up of the following components:

• CE Access (Screening, Diversion, Prioritization Interview, and System Navigation)

• By- Name List Management

• Referral & Matching

Collectively, these funds support an integrated system of emergency services that quickly respond to immediate needs of households who are experiencing homelessness, in accordance with the U.S

Housing and Urban Development (HUD) guidance.

1.3. Background

In June 2026, Pierce County adopted an update to the Comprehensive Plan to End Homelessness

(Pierce County 2025-2030 Comprehensive Plan to End Homelessness), reaffirming the County's commitment to preventing and ending homelessness through a coordinated, data-informed homeless crisis response system. The updated CPEH documents the scale of homelessness in Pierce County and establishes strategies to achieve functional zero—a state in which any person experiencing a new episode of homelessness has immediate access to shelter and an appropriate permanent housing intervention.

The updated CPEH identifies eight strategic goals:

1. Promote an equitable, accountable, and transparent homeless crisis response system.

https://flipbooks.piercecountywa.gov/395440b872.html#page/6 https://flipbooks.piercecountywa.gov/395440b872.html#page/6 https://flipbooks.piercecountywa.gov/395440b872.html

2. Prioritize assistance based on the greatest barriers to housing stability and the greatest risk of harm while ensuring interventions are effective for all populations.

3. Prevent homeless episodes whenever possible.

4. Ensure adjacent systems address the needs of people experiencing or at risk of homelessness.

5. Meet the immediate needs of people experiencing homelessness.

6. Expand the permanent housing system to meet community need.

7. Strengthen the homeless provider workforce.

8. Ensure every person has access to stable housing that meets their needs.

This funding opportunity directly supports Goals 1, 2, 4 and 8.

1.4. Objective/Scope of Work

1.4.1. Description of Solicited Services

The County is seeking proposals from eligible and interested organizations to provide Coordinated Entry

(CE Access) services.

The County intends to fund multiple providers to deliver CE Access to the homeless response system. CE

Access is the coordinated process through which households enter and move through the CE system. CE

Access consists of four integrated components: Screening, Diversion, Prioritization Interview, and

System Navigation. These components are designed to function as a single, seamless service. Providers of CE Access services must deliver all components of the service. System Navigation is an integrated component of CE Access and will not be funded as a standalone project.

In addition, the County will fund one provider to administer By-Name List Management, and one provider to deliver Referral & Matching.

Funded providers will serve eligible homeless households as defined in Section 1.4.3. The County reserves the right to establish or alter homeless household eligibility criteria. With the exception of CE

Access - Screening, which will screen for eligibility.

The following components of the CE Access system will be open to qualified applicants to apply. Project components are described below:

A. CE Access (Multiple providers will be selected)

Funded providers of CE Access will provide an array of services to eligible households. Applicants are encouraged to offer services outside of normal business hours to accommodate homeless households.

Screening: Screening is the required first step of Coordinated Entry. The purpose of screening is to determine whether households who contact CE are eligible to enter the homeless response system.

Screening may be provided either over the phone, in person, virtually, or through an online portal, and includes concurrent entry of required information into the Homeless Management Information System

(HMIS).

• Screening activities include:

o Meeting the individual needs of people experiencing homelessness, which could include after hours, nights, and weekends.

o An initial conversation to determine if the household is eligible for assistance through the homeless response system.

o Scheduling in-person appointments for households who do not have access to a phone/internet connection or do not want to access services over the telephone/through web-based communication applications like Zoom or Teams.

o Connecting eligible households with an in-person appointment or advising them of the current on-demand locations and their wait time (if known).

o Answering calls live or returning calls within two business days.

o Referring those who are not eligible for assistance through the CE system to appropriate resources outside of the homeless response system.

o Entering data into HMIS.

Diversion: Diversion is the process of working with households to identify safe, immediate, no-cost or low-cost alternatives to entering the homeless response system. Diversion shall be offered to all households who proceed through Access. The goal of Diversion is to resolve a household's immediate housing crisis whenever possible, reducing unnecessary entry into the Priority Pool and preserving limited housing resources for households with the greatest needs. Diversion may be conducted by telephone, in person, or virtually and shall be provided by trained and certified CE staff.

• Eligible Diversion activities include:

o Mediation with landlord, family member or friend with whom the household may have recently stayed and where they may be able to return.

o Negotiation or advocacy with landlord.

o Identifying and procuring shared housing or other alternative housing arrangements.

o Referral to housing resources, including the Landlord Tenant Partnership Program.

o Problem-solving to address housing barriers (e.g., restoring income or benefits, securing needed documentation and Identification, etc.).

o Connection to mainstream benefits or services.

o Providing one-time financial assistance.

o Provide support to obtain appropriate documents from the household (i.e., homeless verification, chronicity documentation, disability documentation, income documentation, photo ID’s, Releases of Information, etc.).

o Verifying the housing is suitable for habitation, including ownership information, lead-based paint requirements (if developed before 1978), and other information, as applicable.

o Entering required information into HMIS.

Prioritization Interview: For households whose housing crisis cannot be resolved through Diversion, the

Prioritization Interview shall be conducted immediately following the Diversion conversation. The

Prioritization Interview uses the County's standardized prioritization tool to assess each household's needs, identify the most appropriate housing intervention, and assign a priority score for the Priority

Pool. The goal of the Prioritization Interview is to match households with the least intensive intervention necessary to resolve their homelessness while ensuring that households with the greatest barriers and highest levels of vulnerability receive priority for the most intensive housing resources. Information collected during the Diversion conversation shall be incorporated into the Prioritization Interview to minimize duplication and reduce the burden on households. Providers shall employ trained and certified

Coordinated Entry staff to conduct Prioritization Interviews.

• Prioritization interview activities include:

o Completing the standardized prioritization interview and recording all required information in HMIS.

o Generating and maintaining the household's priority score.

o Entering and exiting households into the “Priority Pool” project in HMIS.

o Connecting the household to System Navigation, when applicable.

o Entering required information into HMIS.

System Navigation: System Navigation begins immediately following the Prioritization Interview for households enrolled in the Priority Pool and continues until the household is connected to a housing solution or exits the Priority Pool. The purpose of System Navigation is to keep households “housing ready” by maintaining active engagement in the Coordinated Entry process, reducing barriers to housing, and minimizing delays caused by lost contact, incomplete documentation, or uncertainty about next steps. System navigation workers coordinate services, prepare households for housing opportunities, and ensure households remain connected to the homeless response system while awaiting referral. Because housing resources are limited and households may wait extended periods for a referral, System Navigation provides ongoing support to help households remain engaged and prepared until an appropriate housing opportunity becomes available. Providers may utilize the same staff for all CE Access components or assign separate staff to perform System Navigation.

System Navigation activities include:

• Assistance in getting ‘housing ready’ if a referral is made available. This includes the following services:

o Assisting households in obtaining and maintaining required documentation, including photo identification, Social Security cards, birth certificates, documentation of homelessness, disability documentation, chronicity documentation, and other documents necessary for housing placement.

o Participating in By-Name list case conferencing meetings during which households are assessed by service providers to ensure permanent housing referrals are the best match for the intervention type.

o Providing case management for households in the Priority Pool.

o Maintaining regular contact with households and coordinating with street outreach, emergency shelters, day centers, and other service providers to support continued engagement in CE.

o Ensuring CE assessments remain active and prioritization scores remain accurate.

o Coordinating with households and housing providers to facilitate timely acceptance and completion of housing referrals.

B. By-Name List Management (Only one provider will be selected for this component)

One provider will be selected to manage By-Name list household data and facilitate case conferencing. Case conferencing are meetings during which households are assessed by service providers to ensure households receiving permanent housing referrals are the best match for the intervention type with appropriate providers. A By-Name list is a comprehensive, real-time, person-specific list of individuals and households experiencing homelessness in Pierce County. Using information collected and shared with their consent, each person on the list has a profile that includes their name, homeless history, housing needs, and barriers to permanent housing. A By-Name List allows communities to track the ever-changing size and composition of the homeless population. The selected provider will need to create and maintain a By-Name List, collaborate with providers to collect information from the households they serve that are not entered into HMIS, and host case conferencing meetings by population to connect households with appropriate services.

• By-Name List management and case conferencing will be for the following populations of focus:

o Households with children: A household that includes at least one child under age 18 who lives with a parent or legal guardian.

o Chronic Homeless Disabled Individuals: Individuals with a documented disability who have been homeless for at least 12 months, or at least 4 separate occasions in the last 3 years, that in total, equals 12 months or more.

o Youth/Young Adults: An individual or household ages 12-24 who are experiencing homelessness where no individual or member is age 25 or older.

o Households Fleeing Violence: Households fleeing, or attempting to flee, domestic violence, dating violence, sexual assault, stalking, or other dangerous or life-threatening conditions o Households from Racial and Ethnic Backgrounds: Households from racial and ethnic communities that have not been well served.

Note: The Veteran population has a developed and managed By-Name List and is not eligible for By-

Name List support through this funding cycle.

C. Matching & Referral (Only one provider will be selected for this component)

Matching & Referral is the final step in the CE system. The Matching & Referral component must be centralized and streamlined. Therefore, only one provider will be selected to execute this function for the system.

The purpose of Matching & Referral is to match households in the Priority Pool with available housing interventions based on priority, eligibility and program fit. The selected providers shall coordinate referrals to transitional housing, rapid re-housing, permanent supportive housing and other participating housing programs, while working collaboratively with eligible households and housing providers to minimize declined referrals. The selected provider must also maintain data on reasons for declined referrals, either by homeless households or by providers.

• Matching & Referral activities include:

o Participating in By-Name List management case conferencing meetings during which households are assessed by service providers to ensure households receiving permanent housing referrals are the best match for the intervention type with appropriate providers.

o Prioritizing and matching households to available housing opportunities based on priority score, eligibility, and program requirements.

o Coordinating with households, System Navigators, and housing providers to complete referrals.

o Working collaboratively with housing providers to resolve barriers and minimize declined or unsuccessful referrals.

o Managing the Priority Pool to ensure all household status, referrals and exits remain current.

o Following up on referrals with housing providers to confirm placement, document outcomes, or process returned referrals.

o Maintaining data on referral outcomes, including successful placements, declined referrals, and reasons for referral denial.

1.4.2. Program Requirements

Inclement Weather Response

Funded providers are required to communicate to share outreach resources during Inclement Weather activations to ensure households are aware of available shelter sites, resources, outreach efforts, and emergency response services. Providers are not required to participate in Inclement Weather coordination calls but are expected to share relevant resources with the households they serve.

Homeless Management Information System (HMIS)

Funded providers must enter data into HMIS. All HMIS policies and requirements in the Pierce County

HMIS Policy & Procedures Manual apply to projects funded through this RFP, with the exception of the

Data Timeliness requirement. This policy is intended to support open communication and better transparency between funded providers and reduce service delivery duplication.

Collaboratives

Funded providers must participate in a CoC-sponsored Community of Practice Collaborative (e.g., HMIS

Lead meetings, By-Name List case conferencing, Coordinated Entry Collaborative).

Coordinated Entry (CE) Certification and Training

Providers are responsible for ensuring staff complete all required CE certification and training before providing the CE services of Screening, Diversion, Prioritization Interviews, and System Navigation.

Pierce County provides opportunities to obtain the required training. Providers are responsible for ensuring new staff complete the required training and that all staff complete any additional or updated training required by the County during the contract term.

1.4.3. Homeless Households Served

A homeless household may be either a one-person household or a multi-person household of two or more people living together who are experiencing, or at imminent risk of, homelessness. Households must meet one of the three following categories of the HUD homeless definition:

• Literally Homeless: Individual or family that lacks a fixed, regular and adequate night-time residence and that:

o Has a primary residence that is a public or private place not meant for human habitation; or o Is exiting an institution after residing there for 90 days or less and resided in an emergency shelter or place not meant for human habitation immediately before entering that institution.

• Fleeing/Attempting to Flee Domestic Violence: Any Individual or family who:

o Is fleeing, or attempting to flee, domestic violence to include dating violence, sexual assault, stalking, and other dangerous or life-threatening conditions that relate to violence against the individual or family member that either takes place in, or the household is afraid to return to their primary nighttime residence (including human trafficking);

o Has no other residence; and o Lacks the resources or support networks to obtain other permanent housing.

https://www.piercecountywa.gov/7587/Homeless-Program-Policies https://www.piercecountywa.gov/7587/Homeless-Program-Policies

• Youth and Young Adults at Imminent Risk of Homelessness: Households with unaccompanied youth and young adults between the ages of 18 and 24 who meet HUD Category 2 eligibility criteria of an individual or family who will imminently lose their primary nighttime residence, provided that:

o Residence will be lost within 14 days of the date of application for homeless assistance;

o No subsequent residence has been identified; and o The individual or family lacks the resources or support networks needed to obtain other permanent housing.

1.4.4. Eligible Costs

Funds under this RFP generally support activities detailed in the categories below. Please note that the

Coordinated Entry Policies provide additional details for eligible activities. Contractors are expected to know all funder requirements applicable to their projects.

Financial Assistance Housing Assistance CE Access Matching &

Referral CE Access –

System Navigation By-Name List Management

Housing Financial Assistance – Including: lot rent for RV or manufactured home, Utilities when included in rent, other fees when included in rent

Rental Arrears

Landlord Incentive - Reimbursement for damages paid to a landlord

Hotel/Motel - When used while pursuing a permanent housing solution

Parking Space Connected to Unit

Security Deposit

Last Month's Rent

Other Costs Associated with Rent

Credit Checks

Housing Application Fees

Legal Fees and Fines https://www.piercecountywa.gov/DocumentCenter/View/113269/Chapter-3---Coordinated-Entry

Moving Costs

Storage Costs

Utility Assistance/Deposits

Utility Arrears

Supportive Service Costs CE Access Matching &

Referral CE Access –

System Navigation By-Name List Management

Child Care

Credit Repair

Emergency Mental Health Services

Emergency/Outpatient Health Services

Life Skills

Substance Abuse Treatment Services

Client Transportation

Mediation

Project Operations Costs Associated with Payroll

CE Access Matching & Referral

CE Access – System Navigation

By-Name List Management

Engagement

Housing Search and Placement

Housing Stability Case Management

Screening

Referral & Matching

HMIS Data Collection and Entry

Staff Issuance of Rental Assistance

CE Coaching & Training

Sub-Contracted Services

Other Program Costs

Flex Funds

General Liability Insurance

Office Internet

Office Space

Office Supplies

Office Utilities

Staff Training/Conference/Per Diem

Telephone

*Administrative Expenses

CE Access Matching & Referral

CE Access – System Navigation

By-Name List Management

Advertising

Communications

Facilities Maintenance & Repairs

Insurance

Machinery & Equipment

Office & Operating Supplies

Personnel Salaries & Benefits

Professional Services

Public Utilities

Small Tools & Minor Equipment

All amounts billed to administration by lead and subgrantees must be allowable, supported by actual costs, not double charged, and treated consistently in similar circumstances. Administrative expenses are limited to no more than 15% of the total direct program costs. Applicants must ensure that their proposed budgets reflect this cap on administrative spending.

Ineligible Expenses

Program funds may not be used for:

• Mortgage payments or homeowner assistance.

• Ongoing housing subsidy payments that are not directly related to ending homeless episodes.

• Facility operating costs or rent attributed to units owned by the funded provider.

• Construction, rehabilitation, or capital improvements, unless specifically authorized by Pierce

County.

• Encampment cleanup activities.

• Food or refreshments for staff, meetings, conferences, or community events, except limited outreach supplies approved by the County.

• Employee commuting costs between home and the employee's regular work location.

• Entertainment, gifts, or promotional items.

• Lobbying, political activities, fines, penalties, or legal settlements.

• Costs reimbursed through another funding source.

• Costs incurred outside the approved contract period unless expressly authorized by the County.

• Any expense that is not reasonable, necessary, adequately documented, or directly related to achieving program objectives.

• Any expense prohibited by federal, state, or local law or by County policy.

1.4.5. Outcomes or Performance Measures

Pierce County is moving to Performance Based Contracting, in alignment with Washington State

Department of Commerce and U.S. Housing and Urban Development. Performance Based Contracting allows funds to be utilized more strategically to meet the needs of the community and to drive continuous process improvement with all outcomes.

All funded projects are expected to meet or exceed the performance targets outlined below. The County will provide or publish monthly performance scorecards showing each project’s progress toward established measures. Projects will be formally reviewed at six-month intervals, beginning on the contract start date, to evaluate both performance outcomes and spending. Funding may be reallocated from lower-performing projects to projects demonstrating strong performance, effective service delivery, and timely expenditure of funds.

Projects that do not have qualifying data in HMIS (and therefore do not have data for a baseline performance) shall use the average performance of all similar projects as its baseline, until a unique baseline performance can be determined. For example, the average performance for each metric across all Coordinated Entry projects shall serve as the baseline for projects without qualifying data.

As part of Pierce County’s transition to a performance-based contracting model, all County-funded homeless service contracts will now be evaluated based on two key components determined by the priorities of Pierce County:

• Expenditure of Funds – 60% of total award

• Progress Toward Performance Benchmarks – 40% of total award

Performance targets are based on system-wide historical data and desired outcomes. If a project does not meet an established performance target, the project will be expected to meet the applicable growth benchmark. Growth benchmarks represent the required percentage increase from the provider’s most recent performance result for that measure and are intended to demonstrate incremental progress toward achieving the target. These benchmarks are designed to support continuous improvement and ensure all projects are making measurable progress toward stronger system performance and improved outcomes for households experiencing homelessness. Due to significant programmatic changes to CE, all growth benchmarks are currently underway.

Performance targets were developed and adopted by the Greater Pierce County Continuum of Care

(CoC). Pierce County's Research and Data Analysis Team is currently developing the associated growth benchmarks to support continuous performance improvement. If the growth benchmarks are finalized during this procurement, the County will issue an addendum to incorporate them into this solicitation.

Otherwise, the growth benchmarks will be negotiated with the selected provider(s) during contract development prior to execution.

Performance Measure Project Type Target Growth Benchmark

Returns within 12 Months CE Diversion & Prioritization Interview 5% Under development

HMIS Quality CE Diversion & Prioritization Interview 95% Under development

HMIS Timeliness CE Diversion & Prioritization Interview 95% Under development

Exits to Permanent Housing CE Diversion & Prioritization Interview 45% Under development

HMIS Data Quality CE System Navigation 95% Under development

HMIS Data Timeliness CE System Navigation 95% Under development

HMIS Data Timeliness CE Screening 95% Under development

HMIS Data Quality CE Screening 95% Under development

HMIS Data Timeliness Matching & Referral 95% Under development

HMIS Data Quality Matching & Referral 95% Under development

HMIS Data Timeliness By Name List Management 95% Under development

HMIS Data Quality By Name List Management 95% Under development

Additional Performance

Expectations

CE Access Screening, Diversion, & Prioritization

Interview

Matching & Referral CE Access –

System Navigation

By-Name List

Management

At least 95% of phone calls are answered live or responded to within two business days

At least 40 Diversion

Conversations per FTE, per month

100% of referrals are made within two business days of program opening

At least 95% of referrals made will be accurate

100% percentage of households have a Housing Stability Plan or

Next Steps Plan

At least 90% of households contacted at least every other week by the program

Meeting Facilitation – Post Case

Conferencing meeting at a minimum of biweekly

Corrective Action Plans

The County will review project performance against the contracted Statement of Work every six (6) months. If a contractor does not meet established performance targets or applicable growth benchmarks, the County may require the provider to develop and implement a Corrective Action Plan

(CAP). The CAP must be submitted to the County within 30 calendar days of notification and must clearly outline the specific actions, timelines, and strategies the provider will use to bring performance into compliance. Depending on the nature and severity of the performance concerns, the County may extend or shorten the timeframe for corrective action.

1.5. Minimum Qualifications

1.5.1. Proposer Eligibility

Proposers who do not meet these minimum qualifications will be considered non-responsive and their proposal will not be evaluated or scored.

• Be one of the following:

o For-profit o 501(c)(3) Non-Profit o Government Entity

▪ Eligible Government Entities include federal, state, and local agencies, as well as special purpose districts authorized under state law, such as a Health Department.

• Possesses an active Washington State Unified Business Identifier (UBI) number.

• Possesses a Federal Tax ID number.

• Possesses an active Unique Entity Identifier (UEI) number issued by sam.gov.

1.6. Anticipated Contract Details and Expectations

1.6.1. Term

The initial period of performance of any contract resulting from this procurement is anticipated to begin on or around January 01, 2027, and end on December 31, 2027. Amendments extending the period of performance, if any, shall be at the sole discretion of the County. The County reserves the option to extend contracts for 4 additional terms of 12 months each. However, no Contractor will be guaranteed an extension.

1.6.2. Value

The total value of this procurement is approximately $3,600,000. The County anticipates awarding multiple contracts through this procurement. The County may award all, some, or none of the available funding based on the proposals received that, in the opinion of the County, is in the best interest of the

County.

The total funding available under this Request for Proposals (RFP) is limited and may be distributed among multiple providers. Applicants should request funding that reflects the scope of services they propose to provide. The County may adjust award amounts, budgets, or service expectations based on the proposal received that, in the opinion of the County, is in the best interests of the County.

1.6.3. Contract Expectations

Successful applicants must use Pierce County funding only after all other available and eligible funding sources, including private, state, and federal funds, have been pursued and billed first.

Additional federal, State, or local funds may become available during the contracting cycle and allocated through this solicitation. Funding may only be awarded for the same scope of services as described in this solicitation. It is important to note, any contract awarded as a result of this procurement is contingent upon the availability of funding. If at any time during the term of the contract the funding relied upon for the contract is reduced, modified, or eliminated, or if the funding terms are modified, Pierce County reserves the right to amend the contract as appropriate or to terminate the contract.

Pierce County is moving toward a performance-based contracting approach. Performance measure data, as described in Section 1.4.5 of this solicitation, along with any additional performance outcomes or deliverables negotiated in the final contract agreement, may be used throughout the contract cycle to inform County decision-making.

1.7. Definitions

• “Apparently Successful Proposer (ASP)” means a proposer selected as an entity to perform the anticipated services, subject to completion of contract negotiations and execution of a written contract.

• "Applicant," "Bidder," and "Proposer" mean an organization, agency or provider that submits a formal response to this procurement.

• "Application," "Bid," or "Proposal" mean a formal response to this solicitation.

• “CFR” means Code of Federal Regulations.

• “Client,” "Participant," "Household," or "Member" means an individual (or individuals) who receives services, or is eligible to receive services, under this procurement.

• “Contractor” means an individual or organization whose proposal has been accepted by the

County and has been awarded a fully executed, written contract.

• “Homelessness” per HUD, is individuals or families who are staying in places not meant for human habitation, emergency shelters, transitional housing, or who are exiting an institution. For individuals exiting an institution, the individual must have been homeless prior to going into the institution and must exit the institution before 90 days.

• “PCHS” means the Pierce County Human Services Department.

• “Procurement” means the process by which the County obtains services.

• “Request for Proposal (RFP)” or "Solicitation" means this document and its attachments in which needed goods and/or services are identified and organizations are invited to provide information as to how they propose to meet the County's needs.

• “RCW” means Revised Code of Washington.

• “WAC” means Washington Administrative Code.

1.8. ADA

The County complies with the Americans with Disabilities Act (ADA). Bidders should contact the RFP

Coordinator to request an accommodation.

2. General Information for Proposers

2.1. RFP Coordinator

The RFP Coordinator is the sole point of contact in the County for this procurement. All communications between the Proposer and the County upon release of this RFP shall be with the RFP Coordinator.

Kristy Lysell

Procurement and Contract Specialist

Email: kristy.lysell@piercecountywa.gov

Phone: (253) 798-3693

Department:

Human Services

Any other communication will be considered unofficial and non-binding on the County. Proposers are to rely on written statements issued by the RFP Coordinator. Communication directed to parties other than the RFP Coordinator may result in disqualification of the Proposer.

2.2. Timeline

RFP Timeline

Proposal Release Date: August 5, 2026

Pre-Proposal Meeting (Non-Mandatory): August 11, 2026, 10:30am

Join Zoom Meeting https://piercecountywa.zoom.us/j/9894133338

Meeting ID: 989 4133 3380

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AiziXJUF4_Yf7UXP9nQY7cNfObdFnYPE

RFP Spending Request (per Question 7.1.5): August 17, 2026

Question Submission & Concern Resolution

Request Deadline:

August 19, 2026, 2:00pm

Proposal Submission Deadline: August 26, 2026, 2:00pm

Evaluation Process Completion: September 25, 2026

Estimated Date of Notice to Proposer(s): October 9, 2026

Debrief Request Deadline: Five business days after "Date of Notice"

Hold Debriefing Conferences: October 19-23, 2026

Estimated Date of Contract Execution: January 01, 2027

The County reserves the right to revise the above timeline.

https://piercecountywa.zoom.us/j/98941333380 https://piercecountywa.zoom.us/j/98941333380 mailto:98941333380@zoomcrc.com https://piercecountywa.zoom.us/meetings/98941333380/invitations?signature=CQNk0I7tW53AiziXJUF4_Yf7UXP9nQY7cNfObdFnYPE https://piercecountywa.zoom.us/meetings/98941333380/invitations?signature=CQNk0I7tW53AiziXJUF4_Yf7UXP9nQY7cNfObdFnYPE https://piercecountywa.zoom.us/meetings/98941333380/invitations?signature=CQNk0I7tW53AiziXJUF4_Yf7UXP9nQY7cNfObdFnYPE

2.3. Procurement Documents and RFP Holder's List

PROPOSERS WHO REGISTER AND DOWNLOAD RFP DOCUMENTS will be automatically added to the

FOLLOWERS' list in the County's eProcurement Portal. Notifications for solicitation updates, addendum and other procurement information will be sent to all who register on the Pierce County eProcurement

Portal.

2.4. Questions and Answers

Proposers may submit questions through the County's eProcurement Portal, under the Question &

Answer Section, no later than 4:30 pm on the date set forth in Section 2.2. Proposers must be registered in the eProcurement Portal software to submit questions, receive addendums and notifications, and ultimately submit a proposal. Proposers may only rely on written statements issued by the County. Any oral communications are unofficial and are not binding on the County.

2.5. Pre-Proposal Meeting

A virtual or in-person Procurement Workshop will be conducted by Pierce County staff at the time, date, and location as indicated in the Procurement Schedule section of this RFP.

Pre-proposal meeting attendance is not required but is highly encouraged for all organizations considering a response to this solicitation. It is the County’s belief that attending the meeting will assist proposers in presenting the best possible request for funding. During the Pre-Proposal Meeting

Workshop, Pierce County staff will give an overview of the procurement, the procurement process, an overview of the requirements, and will also be available to answer questions and provide technical assistance. Please have the instruction/proposal packet available as well as any questions that the organization may have related to the procurement. The County will be bound only to written answers provided in response to questions. Questions arising during the Procurement Workshop will be documented and answered in the eProcurement Portal.

2.6. Submission of Proposals

2.6.1. Deadline

The proposal must be received by the time/date as indicated in Section 2.2.

2.6.2. Attachments

Follow instructions carefully - if attachments are provided under this solicitation, they are to be utilized as part of the proposal - do not replace or use the organization's own format, as the proposal may be deemed "non-responsive" or "not eligible."

2.6.3. Instructions

All proposals are evaluated on the completeness and quality of the content. Only those Proposers providing complete information as required will be considered for evaluation. The County will not contact the organization for correction of proposals and Proposers are strongly encouraged to carefully review their proposals for completeness and accuracy before submitting. For proposals to be considered responsive and move to the review process, the Proposer must, under Section 3, RFP Questionnaire:

• Acknowledge all required “confirmations.”

• Complete all required attachments, to include uploading any supplemental documents requested in attachments; and

• Submit the following materials as part of the proposal.

o Data NOT in HMIS (if applicable) (Question 7.1.7) o Budget Worksheet (Question 8.2)

2.6.4. Additional Resources Helps

This section provides a curated list of help articles addressing common questions and challenges proposers may encounter during the Request for Proposal process. The resources below are intended to offer clear guidance, practical solutions, and relevant information to support a smooth and successful submission. Proposers are encouraged to review these materials as needed to better understand requirements, resolve issues, and navigate the process with confidence.

• Vendor Registration

• Following a Project

• Getting Started with Subscriptions

• How to Submit a Question in OpenGov

• How to Submit a Proposal Response in OpenGov

• How to Edit or Withdraw a Proposal after Submission in OpenGov

2.6.5. Technical Assistance

Technical Assistance (TA) is available for this procurement for qualified small organizations. A small organization, for these purposes, is defined as having less than 20 Full-Time Equivalent (FTE) staff and an operating budget less than $4 million in the fiscal year prior to applying. Interested organizations will need to fill out the attestation form here and Human Services staff will reach out shortly thereafter with instructions and next steps in selecting a TA provider. Please note that TA may be subject to funding availability and not all requests may be able to be funded.

2.6.6. Electronic Submissions Only

Only electronic submittal via the County's eProcurement Portal shall be accepted for this procurement.

No hard copies, emails, or fax submittals shall be accepted. The accepted forms of submitted materials are .pdf, png., jpeg., and MS Office formats such as docx. and xlsx.

2.6.7. Addenda & Notices

Applicants must acknowledge and confirm each addendum and notice issued under this solicitation. The system will not allow final submission unless all required confirmations are checked.

2.6.8. No Exceptions for Late Responses

https://opengov.my.site.com/support/s/article/dceacbcf-203c-4b0d-aa57-550043bb0dc0 https://opengov.my.site.com/support/s/article/82615c2a-a6e1-46ed-9b33-ec542acf013d https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9 https://opengov.my.site.com/support/s/article/12c62371-147b-45f4-9bcd-cf2ce5f58259 https://opengov.my.site.com/support/s/article/8e675a48-dad3-4759-9bae-6b4cb7970d21 https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe https://www.cognitoforms.com/PierceCounty2/SmallOrganizationAttestationFormForTechnicalAssistance

Proposers should allow sufficient time to ensure timely receipt of the proposal by the County’s e-procurement System, OpenGov. Late responses will not be accepted and will be automatically disqualified. The County assumes no responsibility for delays caused by Proposer's technical related system errors.

2.6.9. County Property

All proposals and any accompanying documentation become the property of the County and will not be returned.

2.7. Public Records and Proprietary Material

• Organizations should be aware that any records they submit to the County or that are used by the County even if the organization possess the records, may be public records under the

Washington Public Records Act (RCW 42.56). The County must promptly disclose public records upon request unless a statute exempts them from disclosure. Organizations should also be aware that if even a portion of a record is exempt from disclosure, generally, the rest of the record must be disclosed. Exemptions are narrow and specific.

• Organizations should clearly mark any record they believe is exempt from disclosure.

2.8. Revisions to the RFP

In the event it becomes necessary to revise any part of this RFP, addenda will be published in the

County's eProcurement Portal.

All amendments and notifications of cancellation shall be posted in the County's eProcurement Portal. If you did not receive this solicitation via the County’s eProcurement Portal, please register there to receive further notifications.

The County also reserves the right to amend or add to, retract from, or cancel this Procurement at any time, in whole or in part, and without penalty.

In the event of a conflict between amendments or between an amendment and this Solicitation

Document, the document issued latest in time shall control.

2.9. Responsiveness

All proposals will be reviewed by the RFP Coordinator to determine compliance with administrative requirements and instructions specified in this solicitation. The Proposer is specifically notified that the

County may reject or withdraw a proposal at any time as nonresponsive for any of the following reasons:

• Incomplete proposal,

• Failure to comply with any part of this solicitation or any Attachments to this procurement,

• Submission of incorrect, misleading, or false information.

The County also reserves the right, however, at its sole discretion to waive minor administrative irregularities, which are defined as variances which do not provide an applicant an advantage or benefit over other applicants.

2.10. Contract and General Terms & Conditions

The ASP will be expected to enter into a contract which is substantially the same as the Sample Contract and its General Terms and Conditions attached as Exhibit C. In no event is a Proposer to submit its own standard contract terms and conditions in response to this solicitation. If a Proposer has a concern regarding a certain General Term & Condition, they can raise the issue per the Questions and Answers section of this solicitation.

2.11. Costs to Prepare Proposal

The County will not be liable for any costs incurred by the Proposer in preparation of a proposal submitted in response to this RFP, in conduct of a presentation or interview, or any other activities related to responding to this RFP.

2.12. No Obligation to Contract

This RFP does not obligate the County to contract for services specified herein.

2.13. Rejection of Proposals

The County reserves the right at its sole discretion to reject any and all proposals received without penalty and not to issue a contract as a result of this RFP.

2.14. Most Favorable Terms

The County reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be submitted initially on the most favorable terms which the

Proposer can offer. There will be no best and final offer procedure.

The ASP should be prepared to accept this RFP for incorporation into a contract resulting from this

RFP. Contract negotiations may incorporate some or all of the Proposer’s proposal. It is understood that the proposal will become a part of the official procurement file on this matter without obligation to the County.

2.15. Concern Resolution Process

This procedure is available to potential Proposers who are contemplating submitting a proposal in response to this RFP. Only Concern Resolution submissions (Submissions) concerning the following subjects shall be considered:

• A claim that the solicitation unnecessarily restricts competition.

• A claim the solicitation evaluation or scoring process is unfair or flawed, or

• A claim the solicitation requirements are inadequate or insufficient to prepare a response.

Proposers submitting a concern about this procurement shall follow the procedures described below. Submissions that do not follow these procedures shall not be considered. If a Proposer registers a concern against this solicitation, the issue(s) cannot be raised again during the protest period.

All submissions must be in writing and signed by the submitting party or an authorized Agent. The submission must be sent to the Procurement Coordinator, or designee, and needs to be received no later than 2:00 pm, local time, Tacoma, WA, per Section 2.2 Timeline, and must clearly articulate the basis for the submission. The Proposer submitting a concern must also include a proposed remedy.

Upon receipt of a submission, a submission review will be held by the County. The RFP coordinator will respond to submissions in writing and the Finance & Enterprise Services Department Director will be notified of all submissions and provided a copy of the County’s response. A copy of the response to the submission, including any changes to the solicitation, will also be posted in County's eProcurement

Portal.

The concern resolution process does not include an appeal process.

2.16. Cooperative Purchasing

The Washington State Interlocal Cooperation Act, Ch. 39.34 RCW, authorizes public agencies to cooperatively purchase goods and services if all parties agree. By responding to this RFP, Consultants agree that other public agencies may purchase goods and services under this procurement or contract at their own cost and without Pierce County incurring any financial or legal liability for such purchases.

Pierce County agrees to allow other public agencies to purchase goods and services under this procurement or contract, provided that Pierce County is not held financially or legally liable for purchases and that any public agency purchasing under such procurement or contract file a copy of this invitation and such contract in accordance with RCW 39.34.040.

2.17. Title VI Compliance

Pierce County, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to

2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, subtitle A, Office of the Secretary, Part 21, nondiscrimination in federally assisted programs of the Department of

Transportation issued pursuant to such Act, hereby notifies all Proposers that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

3. RFP Questionnaire

3.1. Administrative, Organization, Threshold Review and Proposal Questions

1. Administrative Questions

1.1. Proposer Confirmation*

As an authorized representative of the Proposer, having carefully examined the Request for Proposals, propose to furnish services in accordance therewith as set forth in the attached proposal.

I further agree that this proposal will remain in effect for not less than sixty (60) calendar days from the date that proposals are due, and that this proposal may not be withdrawn or modified during that time.

I hereby certify that this proposal is genuine and not a false or collusive proposal, or made in the interests or on behalf of any person not therein named; and I have not directly or indirectly induced or solicited any Contractor or supplier on the above work to put in a false proposal or any person or corporation to refrain from submitting a proposal; and that I have not in any manner sought by collusion to secure to…