Core_Service_Agency_RFP.pdf

2025-RFP-COH-00379 Page 1 of 34 1/24/2025

County of San Mateo

Request for Proposals (RFP) for Core Service Agencies

Human Services Agency – Center on Homelessness

2025-RFP-COH-00379

RFP Contact: Questions via OpenGov

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1. Introduction and Schedule

1.1. Summary

1.2. Contact Information

1.3. Timeline

2. Scope of Work

2.1. Purpose and Intent

2.2. Population to Be Served

2.3. Strategic Plan to End Homelessness

2.4. Service Numbers

2.5. Services to Be Provided

2.6. Invoicing and Indirect Costs

3. Submission Requirements

3.1. Submission Deadline

3.2. Pre-submission Registration

3.3. Submission via eProcurement Portal

4. Minimum Qualifications and Technical Proposal

3.1. Minimum Qualifications

3.2. Technical Proposal

5. Evaluation and Selection Process

5.1. Evaluation Criteria

5.2. Communications

5.3. Contract Award

5.4. Term

6. Terms and Conditions for Receipt of Proposals

6.1. Errors, Omissions, and Inquiries regarding the RFP

6.2. Objections to RFP Terms

6.3. Addenda

6.4. Term of Proposal

6.5. Revision or Withdrawal of Proposal

6.6. Errors and Omissions in Proposal

6.7. No Commitment

6.8. Financial Responsibility

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6.9. Estimated Quantity

6.10. Public Record

6.11. Reservations of Rights by the County

6.12. No Waiver

6.13. Cooperative Agreement (Piggyback)

7. Protest Procedures

7.1. Protest of Non-Responsiveness Determination

7.2. Protest of Contract Award

7.3. Delivery of Protests

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1. Introduction and Schedule

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula.

The region covers 744 miles and is home to nearly 800,000 residents and 20 incorporated cities.

The County provides for the health and welfare of all people within its borders and serves as the local government for the unincorporated areas. Innovation thrives here in industries including bioscience, computer software, green technology, hospitality, financial management, health care, education and transportation. The County prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare and natural resources of the community.

1.1. Summary

The County of San Mateo’s Human Services Agency’s (HSA) mission is to enhance the well-being of children, adults, and families of County residents. HSA connects and provides County residents and families to public assistance programs, employment programs, children and family services, and an extensive network of community resources that helps residents with emergency safety net services.

HSA is seeking proposals from qualified agencies that can provide emergency and safety net services (Core Services) and participate in the County’s Core Service Network as Core Service Agencies. Core Service Agencies will provide County residents with emergency and safety net services to meet their immediate and basic needs. Services include providing emergency food and referrals to ongoing food resources, providing housing information and support services, referrals to homelessness prevention services, serving as an access point for homeless services via the Coordinated Entry System, and providing information and referrals to meet other immediate and basic needs.

The funding amount for each Core Service Agency service area is listed below and is subject to change during contract negotiations and based on available funding. The annual funding amount for each service area has been calculated using a formula that is rooted in the number of households served within that service area within a specified timeframe. These funding amounts are as follows:

Service Area Estimated Funding Amount for Each Fiscal

Year

1 El Granada, Half Moon Bay, Montara, and Moss Beach Up to $377,494/year

2 Broadmoor, Colma, and Daly City Up to $800,825/year

3 Atherton, North Fair Oaks, Portola Valley, Redwood City (including Redwood Shores), and Woodside

Up to $487,803/year

4 Pacifica Up to $347,256/year

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5 La Honda, Loma Mar, Pescadero, and San Gregorio Up to $233,127/year

6 Belmont, Burlingame, Foster City, Hillsborough, Millbrae, San Carlos, and San Mateo

Up to $1,125,762/year

7 East Palo Alto and Menlo Park Up to $199,425/year

8 Brisbane, San Bruno, and South San Francisco Up to $567,801/year

The planned funding source for these services is County general funds. There may be different funding sources used, and the Contractor will be notified of each funding source and any applicable requirements. The County may make additional/future awards for any of the services listed under this RFP on an as-needed basis and if funding is available. Proposers scoring above 75% on the evaluation criteria may be eligible for future awards. Any additional awards made will adhere to the terms set forth in this RFP.

1.2. Contact Information

Project Contact:

Name: Chris Ratana Title: Human Services Analyst Email: cratana@smcgov.org Phone: 650-802-7618

Procurement Contact:

Department:

Human Services Agency Sherman Gee Contract Administrator sgee@smcgov.org

1.3. Timeline

RFP Release January 24, 2025 Deadline for Q&A February 18, 2025 Proposals Due February 24, 2025 Anticipated Contract Award (date County executes) June 2025 Services Start July 1, 2025 mailto:sgee@smcgov.org

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2. Scope of Work

2.1. Purpose and Intent

The County of San Mateo Human Services Agency (HSA) contracts with community-based organizations (non-profit organizations or public agencies) to provide Core Service Agency services for specified service areas within the County. HSA intends to enter into an agreement to operate as a Core Service Agency with one qualified proposer for each of the eight service areas identified below. Service areas are determined by HSA and ensure that each area of the County is covered by one of the Core Service Agencies. If HSA determines that one of the eight pre-determined service areas needs to be modified in any way during the contract term, the contracted Core Service Agency for that service area will be informed in writing of the change.

The anticipated term is three years, with services beginning on July 1, 2025. The County will have the option to extend the term for additional years depending on contract performance. HSA does not guarantee any minimum utilization or expenditures with any provider during the proposed period. Proposers may submit a proposal for one of more of the Core service areas.

These areas are defined below:

• Service Area 1: El Granada, Half Moon Bay, Montara, and Moss Beach;

• Service Area 2: Broadmoor, Colma, and Daly City;

• Service Area 3: Atherton, North Fair Oaks, Portola Valley, Redwood City (including

Redwood Shores), and Woodside;

• Service Area 4: Pacifica;

• Service Area 5: La Honda, Loma Mar, Pescadero, and San Gregorio;

• Service Area 6: Belmont, Burlingame, Foster City, Hillsborough, Millbrae, San Carlos, and San Mateo;

• Service Area 7: East Palo Alto and Menlo Park; and

• Service Area 8: Brisbane, San Bruno, and South San Francisco.

HSA contracts with each Core Service Agency individually; however, Core Service Agencies are expected to collaborate closely with other Core Service Agencies as part of the Core Service Agency Network. Each Core Service Agency operates autonomously to structure and oversee their staffing, programming, and client services. An agency that operates a Core Service Agency program may also offer additional services, dependent upon the unique needs of the residents they serve and their other funding sources. Additional services outside of this RFP’s Scope of Work are not funded by this contract; rather, Core Service Agencies work with other funders to provide these other services.

2.2. Population to Be Served

Core Service Agencies serve low-income adults, youth, and families who reside in their designated service area of San Mateo County.

Residents requesting emergency and safety net services from a Core Service Agency located in another service area other than the client’s home service area, are assisted with immediate and

2025-RFP-COH-00379 Page 7 of 34 1/24/2025 basic needs and then referred to the resident’s designated Core Service Agency in accordance with the designated service areas.

Residents of San Mateo County experiencing homelessness can seek services at any of the Core Agencies regardless of the resident’s home service area. If individuals or families who are not residents of San Mateo County seek services from a Core Service Agency, the Core Service Agency will provide information and referrals regarding how the individuals or families can access services in their county of residence.

2.3. Strategic Plan to End Homelessness

The County maintains a strong commitment to prevent and end homelessness for County residents, with the goal to reach a functional zero level of homelessness. The strategic plan was published in 2022 which can be found here.

The County’s strategic plan, San Mateo County Continuum of Care Strategic Plan on Homelessness, is organized around six key goals. The plan can be accessed at https://www.smcgov.org/hsa/center-homelessness.

Goal 1: Engage and support people who are unsheltered to transition to interim housing, permanent housing, or other places where they can access needed services and supports.

Goal 2: Permanently house people experiencing homelessness by increasing the capacity of the homeless crisis response system to provide housing solutions.

Goal 3: Prevent people from experiencing homelessness through early intervention, stabilization services, and financial assistance for households with housing instability.

Goal 4: Advance equity by identifying and addressing disparities in who experiences homelessness, who accesses the homeless crisis response system, their experiences with the system, and the outcomes of the system.

Goal 5: Listen and respond to the voices of people with lived experience of homelessness to enhance person-centered approaches in the homelessness response system.

Goal 6: Use data for continuous quality improvement and service coordination.

2.4. Service Numbers

Service numbers per service area for the past three fiscal years are as follows for reference:

https://www.smcgov.org/media/139336/download?attachment https://www.smcgov.org/hsa/center-homelessness

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Service Area

FY21-22 FY22-23 FY23-24

Numbers Served Numbers Served Numbers Served Households Individuals Households Individuals Households Individuals

1) El Granada, Half Moon Bay, Montara, and Moss Beach

1,484 3,799 1,652 4,049 1,967 4,674

2) Broadmoor, Colma, and Daly City

3,850 8,872 4,612 10,711 5,399 12,145

3) Atherton, North Fair Oaks, Portola Valley, Redwood City (including Redwood Shores), and Woodside

2,803 7,691 2,541 6,483 2,271 6,012

4) Pacifica 1,219 2,439 1,315 2,691 1,417 2,949

5) La Honda, Loma Mar, Pescadero, and San Gregorio

1,102 1,975 890 1,664 615 1,241

6) Belmont, Burlingame, Foster City, Hillsborough, Millbrae, San Mateo, and San Carlos

6,086 15,137 7,233 18,347 8,231 19,004

7) East Palo Alto and Menlo Park

1,044 2,838 1,329 3,364 1,606 3,512

8) Brisbane, San Bruno, and South San Francisco

2,837 7,263 3,200 8,083 3,275 8,002

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2.5. Services to Be Provided

Core Service Agencies provide an open front door to the County’s system of safety net and homeless services. The division of service types below reflect the critical role of housing retention and access by prioritizing services that are most linked to housing stability, also recognizing that housing stability is affected by many factors.

There are three tiers of services, as described below.

Tier 1: Direct Services: Each Core Service Agency is expected to directly provide the following services:

1. Conduct a client-centered, strengths-based assessment for each individual or household to determine clients’ needs;

2. Provide emergency food and connections to ongoing food resources;

3. Provide housing information and support services;

4. Assist clients with accessing emergency financial assistance/homelessness prevention services;

5. Serve as a Coordinated Entry System entry point for homeless services;

6. Serve as an entry point for the Inclement Weather Program (IWP);

7. Participate in County initiatives regarding emergency safety net and homeless services planning;

8. Emergency disaster response;

9. Collect and enter data accurately and in a timely manner;

10. Conduct community outreach to increase awareness of the Core Service Agency in the community.

11. Other requirements.

Tier 2: Information and Referrals: Additionally, each Core Service Agency is expected to assist clients by providing information and referrals to resources in the community in the following ways:

12. Provide referrals to public benefits programs;

13. Provide referrals to legal resources;

14. Provide referrals to tax preparation services;

15. Provide referrals to resources for basic necessary material goods;

16. Provide referrals to transportation assistance programs;

17. Provide referrals to school supply programs

18. Provide referrals to holiday programs;

19. Provide other information and referrals.

Tier 3: Additional Direct Services as Core Services Agency Funding Allows: The following are additional optional services that Core Service Agencies may provide directly using Core Service Agency funding. The services may be provided in addition to or instead of providing referrals as resources allow, provided that the services in Tier 1 are not adversely impacted:

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20. Provide and/or distribute additional food

21. Administer a program to provide necessary material goods;

22. Administer a transportation program;

23. Administer a school supply program;

24. Administer a holiday program

Each component is detailed as follows:

Tier 1: Direct Services

1. Conduct client-centered, strengths-based assessment for each individual or household to determine clients’ needs

Contractor is expected to provide services in a culturally sensitive manner. They are expected to provide services in languages matching the demographics of the population and perform outreach to potential clients. At a minimum, services will be provided in English and Spanish. Contractor will have processes in place to provide services to clients who speak languages other than English and Spanish. Contractor will provide staff training and supervision to ensure high quality, consistent services in compliance with the agency’s policies and procedures.

2. Provide emergency food and connection to ongoing food resources

Contractor will maintain a basic supply of non-perishable emergency food on-site that can be distributed to clients to help meet immediate food needs while clients are taking steps to access available ongoing food resources. Contractor may utilize Second Harvest of Silicon Valley and/or other resources to help obtain food for their on-site supply of food items. Contractor will also maintain and refer clients to an up-to-date list of food resources such as other community food programs that includes any schedules of hot meals, grocery programs, meal delivery programs, and other food programs.

Contractor will provide appropriate safe food handling training to staff and volunteers and will ensure their staff and volunteers have any appropriate training and/or certification.

3. Provide housing information and support services

Contractor will maintain knowledge about community housing resources and application processes.

Contractor will provide information to clients on how to apply for affordable housing options, including, but not limited to, the San Mateo County Department of Housing website (SMCHousing.org), Moving-to-Work housing voucher application, Metropolitan Transportation Commission (MTC)’s affordable housing website (housingbayarea.mtc.ca.gov), Human Investment Project (HIP) Housing, veteran housing, and senior housing.

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Contractor is not required to provide in-depth housing locator assistance; however, Contractor will provide information on basic housing search resources (i.e., where to search for available units) and tips, including helping clients understand the steps they can take to search for housing opportunities.

For veterans who are at risk of homelessness, Contractor will refer them to Supportive Services for Veteran Families (SSVF) programs to help these veterans receive homelessness prevention services, housing assistance, résumé-writing assistance, and other benefits.

4. Assist clients with accessing emergency financial assistance/homelessness prevention services

Contractor will assist clients with accessing emergency financial assistance (EFA) and other homelessness prevention services to prevent homelessness and support housing stability. EFA includes security deposit assistance, point-in-time rental assistance, assistance with utility expenses, and can also include assistance with other one-time items that impact overall housing stability (i.e., car repair that will enable a client to maintain a job, thereby maintaining income to support their current housing). Contractor will work with clients to assess for eligibility for financial assistance funds, provide application forms and assistance with completing application forms and required documents, and refer them to the appropriate EFA provider agency according to eligibility.

EFA and homelessness prevention provider agencies may include:

a) The County’s contracted EFA provider. EFA funding currently includes local sales tax (Measure K) and Community Services Block Grant (CSBG). In accordance with training from the County’s contracted EFA provider, Contractor will review client need, determine client’s eligibility, collect and review the required eligibility documents, and submit completed EFA referral packets to the County’s contracted EFA administrative entity for processing. Contractor will act as the primary contact/lead to communicate with clients, the landlord, and any other applicable parties for gathering eligibility documentation.

b) The County’s contracted Homelessness and Disability Advocacy Program (HDAP) homelessness prevention provider. In accordance with the referral policy established by HSA, Contractor will review client need, determine client’s eligibility, collect and review the required eligibility documents, and submit completed referral packets to the County’s contracted HDAP homelessness prevention provider for processing.

c) Direct referrals or otherwise connecting clients to community based EFA programs such as St. Vincent de Paul, Housing Industry Foundation, Community Legal

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Services in East Palo Alto, Seasons of Sharing, and other relevant resources, such as CalWORKs.

d) Contractor’s internal EFA funding resources (if applicable), which may include privately raised funding or funding from other municipalities.

The EFA and homelessness prevention funding sources and Contractor roles described above are based on the current service landscape. This landscape may shift or be modified over time depending on available resources and/or local needs and/or County policies. If the County shifts or modifies its EFA or homelessness prevention programs during the contract term, the Contractor will be informed in writing of the changes.

Contractor will make efforts, both as an individual Core Service Agency and as a participating member of the Core Service Agency Network, to minimize barriers and maximize accessibility of EFA and homelessness prevention resources for eligible residents, including but not limited to: community awareness efforts including to high-need populations; standardization of processes to ensure that applicants understand the process and are able to apply; fraud and duplicative payment detection; and Clarity data entry, monitoring, evaluation, and reporting to ensure that all EFA funds are being utilized efficiently and effectively.

5. Serve as a Coordinated Entry System entry point for homeless services

Contractor will serve as one of the Coordinated Entry System (CES) entry points for County residents who are at risk of or are experiencing homelessness. The CES has been established by HSA in partnership with homeless service providers and other stakeholders. The Core Service Agencies play a key role in the CES. The Diversion and Coordinated Entry Services (DCES) provider, all of the Core Service Agencies, homeless service providers, and HSA collaborate closely together to operate the CES, following the guiding principles and policies established by HSA and the Continuum of Care. The specific procedures and ways that Core Service Agencies interact with the DCES program may shift over time, on an as-needed basis, as DCES evolves. As an entry point into the DCES program, Contractor will:

a) Conduct screenings to determine if the household can be assisted via Core Service

Agency services (such as EFA) or if the household should be referred to DCES for further assistance if the household meets the DCES eligibility criteria.

b) Complete a warm hand-off to a DCES Specialist for households who are screened by Contractor and determined to be in need of homeless services and to be eligible for DCES. The DCES Specialist will provide diversion services (also known as housing problem solving). Diversion services help clients identify safe and appropriate housing alternatives, in order to avoid further homelessness. If there is no other housing alternative identified, the DCES Specialist will assess the client for referrals into homeless programs (both shelters and other types of homeless services) based on a standardized assessment that prioritizes those with the highest level of need.

https://www.smcgov.org/hsa/san-mateo-county-continuum-care https://www.smcgov.org/hsa/san-mateo-county-continuum-care

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c) Continue to provide emergency and safety net services (i.e., Core Services) to households that have been screened and referred to DCES.

6. Serve as an entry point for the Inclement Weather Program (IWP)

IWP is contracted by HSA and generally runs from November to April each year to provide additional homeless shelter capacity in during periods of significant weather events. Contractor will serve as an entry point for IWP by screening clients and referring eligible clients to DCES provider to access IWP. The specific procedures and ways that Core Service Agencies interact with the IWP may shift over time on an as-needed basis, and any changes will be communicated to contractors in writing by the County.

7. Participate in County initiatives regarding emergency safety net and homeless services planning

Contractor will participate in County initiatives regarding emergency safety net and homeless services planning, attend provider meetings for homeless and safety net providers, participate in the Point in Time/One Day Homeless Counts and Surveys, and other applicable County and community meetings to promote collaboration, information sharing, and consistency of services.

8. Emergency disaster response

In the case of a disaster or emergency and if requested by HSA, Contractor will coordinate with the County’s Department of Emergency Management, HSA, and other emergency response entities to provide services included in this RFP’s Scope of Work at additional sites and/or via additional referral processes in order to reach affected households (such as providing services at a temporary resource center for disaster victims). Contractor will track services provided.

9. Collect and enter data accurately and in a timely manner

All services provided must be documented in the system designated by HSA, the Clarity system (Clarity), which is an online case management and service tracking system. HSA administers the system and provides accounts with varying access levels (i.e., regular, management-level, and analyst-level) to the Clarity system for Core Service Agency staff. Contractor will:

a) Enter accurate, timely, and complete information into the Clarity system, following data entry guidelines established by the County, which includes data entry for all contracted services provided for all household members.

b) Regularly review their agency’s data in Clarity for accuracy and completeness. Core

Service Agency leadership will utilize Clarity reporting to review trends, needs, quality assurance, and outcomes/performance measures.

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c) Enter data into the Clarity System in a timely manner that complies with the information in Appendix C - Standard Agreement Template and Attachments, in the section titled “Clarity Human Services System Usage and Data Sharing Agreement for Core Service Agencies and Homeless Service Providers.”

d) Train staff on how to and when to enter data as well as data entry policies and procedures including timeliness. Contractor will review data regularly and ensure that the data accurately reflects the work of the agency.

e) Follow all Clarity policies and procedures issued by HSA.

10. Conduct community outreach

Contractor may attend community meetings and provide information to community members regarding how to access Core Services and homeless services. Outreach may include participating in and/or communicating via community meetings/events, school events, city/County agencies and meetings/events, other community stakeholder meetings/events, community newsletters/websites, adult education services, local fairs, community clubs, and other outreach activities as appropriate to promote understanding of the Core Services available.

11. Other requirements

Contractor will do the following:

a) Participate in HSA's site review/contract compliance visits;

b) Provide ongoing staff training to ensure contractor’s staff are knowledgeable and up to date on services provided by their agency, other community-based services, HSA, and other state, local and community agencies.

c) Ensure that Contractor’s staff working with clients complete trainings regarding client engagement strategies, agency procedures, safety, and diversity, equity and inclusion.

d) Conduct quality improvement activities utilizing a variety of sources of information and data, including input from people with lived experience of homelessness, housing instability, and/or food insecurity; data on services and trends; performance measure data; client case reviews; customer feedback; staff input; stakeholder feedback; reviews of incidents and grievances; and data on community needs.

e) Contractor’s schedule of services should include the hours of 9:00 a.m. to 5:00 p.m., Monday through Friday, with exceptions for holidays and other, limited planned closure dates. However, if, due to high community need, there is an interest in shifting these regular hours of operations to accommodate evening and/or weekend

2025-RFP-COH-00379 Page 15 of 34 1/24/2025 times, contractor may propose a modified schedule to maximize accessibility in their community. Any modification to the services hours of 9:00 a.m. – 5:00 p.m. Monday through Friday would need to be approved in writing by HSA. If the Contractor would like to request a modification of these hours, they would submit a request to HSA that would include their requested changes and how residents would access urgent services during that time. In the event that a Contractor has a closure (e.g., for a scheduled all-staff training) on a non-County holiday, the Contractor will collaborate with a neighboring Core Service Agency to ensure access to emergency and safety net services during regular hours of operation.

f) Maintain an office location accessible via public transit and to people with limited mobility (the Core Service Agency location) and appropriate office configuration.

The location of where the services are being provided should be located within the contracted service area and in a location that is accessible to clients who utilize public transportation. Any space that requires a client to share personal information will be configured in a way to ensure privacy, including the reception area and spaces where staff meet with clients.

g) Submit and provide required reports to HSA in a timely manner. Contractor is expected to meet the performance measures, outlined below:

Measure Target 1 Percent of individuals who request and receive food, will receive food either directly or through a referral to, or enrollment in a food program.

90%

2 Data Quality Error Rate in Core Service Agency Performance Report.

Data Element

Target

City Less than 7% “other” data

ZIP Less than 7% “other” data

3 Overall client/participant satisfaction: Percent of survey respondents rating services as good or better.

85%

4 For clients who receive financial assistance, percent of those contacted who remain housed six months after assistance

80%

5 Number of individuals served each fiscal year

The proposal should include a proposed target for each of these measures.

6 Number of households served each fiscal year

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Category 2: Information and Referrals

12. Provide referrals to public benefits programs

Contractor will refer clients to appropriate public agencies and/or online resources such as BenefitsCal (https://benefitscal.com/) for assistance applying for or maintaining public benefits, including CalFresh, CalWORKs, General Assistance, Cash Assistance Program for Immigrants (CAPI), unemployment benefits, Women, Infants and Children (WIC) benefits, and health coverage programs such as Covered California, ACE, and Medi-Cal. Additionally, Contractor will refer veterans to the County’s Veterans Service Office to answer questions or provide support regarding eligible benefits specific to veterans.

13. Provide referrals to legal resources

Contractor will inform households in need of legal support related to their housing situations about the EFA resources, as described above, in addition to referring the household to available legal resources to assist with their legal needs (such as eviction proceedings, questions about tenant rights, etc.). Contractor staff will maintain knowledge of current legal resources and access processes.

14. Provide referrals to tax preparation services

Contractor will refer to available community resources that can assist with tax preparation/filing, including applying for any applicable tax credits.

15. Provide referrals to resources for basic necessary material goods

Contractor will refer clients to available community resources for clothing, diapers, and other emergency material needs.

16. Provide referrals to transportation assistance programs

Contractor will provide referrals to available transportation programs, including Redi- Wheels, any resources for bus tickets and Clipper Cards, and the County’s taxi voucher program.

17. Provide referrals to school supply programs

School supply programs are programs that provide school supplies (or gift cards) leading up to the school year to families with children in grades K-12. Contractor will refer clients to available school supply programs in their community.

https://benefitscal.com/

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18. Provide referrals to holiday programs

Holiday programs are programs that provide food, gift cards, gifts and other related items around major holidays such as Thanksgiving and the winter holidays. Contractor will refer clients to available holiday programs in their community.

19. Provide other information and referrals

Contractor will maintain clear, informative, and up-to-date outreach literature describing their Core Services and all methods as to how these services can be accessed (e.g., in person, online, phone, etc.). Contractor will develop collaborative relationships with other community providers and maintain staff knowledge of community resources.

Contractor will provide information and referrals to clients for a variety of services such as behavioral health services, financial education and asset development services, employment services, health services, home repair, and other resources that can provide services that may be helpful to Core Service Agency clients.

Contractor will also maintain current agency information in 211, SMC-Connect (https://www.smc-connect.org), and other public listings of community resources.

Contractor will maintain a website that provides basic information about location, contact information, services, and hours of operation.

Tier 3: Optional Direct Services as Resources Allow

20. Provide and/or distribute additional food

Contractor may provide additional food resources including, but not limited to, administering and/or participating in distributions of food sourced from Second Harvest or other resources, and/or maintaining a stocked pantry of non-perishable and perishable foods.

21. Administer a program to provide necessary material goods

Contractor may provide basic necessary material goods such as clothing, diapers, and other goods to meet emergency needs on an emergency basis to clients with immediate unmet material needs.

22. Administer a transportation program

Contractor may provide emergency transportation assistance, such as bus tokens, Clipper Cards, or rideshare rides, to meet emergency transportation needs, such as transportation to shelter, when other transportation resources are unavailable.

https://www.smc-connect.org/

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23. Administer a school supply program

Contractor may administer its own school supply program and/or may staff events in partnership with other school supply programs in the community in order to serve its service area.

24. Administer a holiday program

Contractor may administer its own holiday program and/or may staff events in partnership with other holiday programs in the community in order to serve its service area.

2.6. Invoicing and Indirect Costs

1. Contractor will submit invoices to HSA for reimbursement for actual expenses for services provided. Invoices will be itemized and submitted monthly. Except for June, the invoice is due the 20th of the month following the previous’ months end. The June invoice will be due early due to fiscal year–end processes. Payments will be made on a reimbursement basis only. Invoices will include backup documentation of all expenses.

2. The County’s De Minimis indirect cost rate shall apply for indirect costs paid to Contractor under each agreement. The De Minimis indirect cost rate is calculated as up to 15% of the Modified Total Direct Costs (“MTDC”). MDTC means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and up to the first $50,000 of each subaward (regardless of the period of performance of the subawards under the award). MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs, and the portion of each subaward in excess of $50,000. While Contractor will not be required to submit documentation supporting indirect costs with their invoices, Contractor shall maintain such documentation for audit purposes for the retention period set forth in each agreement.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 11:59 PM, February 24, 2025, via eProcurement system.

Allow sufficient time for the upload to complete by the Due Date and Time. Partial uploads will automatically terminate, and proposals will be rejected. The eProcurement system submission time will be the official submission time. The County will not be responsible for and may not accept proposals that are late due to slow internet connections or for any other failure of the eProcurement system.

NOTE: The County does not maintain the eProcurement system and is not liable for site failures or technical problems. To resolve technical issues, contact OpenGov Technical Support by using

2025-RFP-COH-00379 Page 19 of 34 1/24/2025 the real time chat located in the lower right-hand corner of the screen (https://procurement.opengov.com/portal/smcgov), or via email at procurement-support@opengov.com.

3.2. Pre-submission Registration

Organizations or individuals interested in responding to this solicitation must register online with the County of San Mateo at https://procurement.opengov.com/portal/smcgov.

It is recommended that organizations complete this registration as soon as possible. The County will not be responsible for and may not accept proposals that are late due to a failure to register in the eProcurement system.

3.3. Submission via eProcurement Portal

Required Documents

Please refer to the Technical Proposal section for submittal documents and requirements.

Electronic Submissions

Include the proposer’s name and the RFP title and number in each filename. Submit proposals via the eProcurement website, allowing sufficient time for the upload to complete by the Due Date and Time. As noted above, the eProcurement portal submission time will be the official submission time, and partial uploads will automatically terminate, and proposals will be rejected.

Contact eProcurement Portal with technical questions regarding this site.

Conflicts between Certain Requirements

Prior to the submission deadlines and solely relating to a determination of the timeliness of questions, comments, and proposal submissions, information displayed on the eProcurement portal site will take precedence in the event of a discrepancy between that information and the information within the solicitation documents. For all other discrepancies, the information in the solicitation documents will take precedence.

Format

Documents should be created in the following format:

• Text should be Times New Roman (12-point minimum font size) and unjustified (i.e., with a ragged-right margin).

• Pages should have margins of at least one inch on all sides (excluding headers and footers).

• If the proposal is lengthy, a Table of Contents should be included.

• PDF format is preferred, except for the cost proposal, which should be submitted as an Excel or similar file.

https://procurement.opengov.com/portal/smcgov mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

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Errors in Proposals

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are late, incomplete, missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any remaining RFP requirements.

4. Minimum Qualifications and Technical Proposal

3.1. Minimum Qualifications

1. Proposer is legally authorized to conduct business in the State of California.

Attach completed W9 signed in blue ink.*

☐ Yes ☐ No

*Response required

2. Neither the proposer nor its principals and/or named subcontractors are identified on the list of federally debarred, suspended or other excluded parties located at https://sam.gov/content/exclusions.*

☐ Yes

3. Proposer has a minimum of three (3) years of experience within the last five (5) years immediately preceding the issuance of this RFP in providing in-person safety net or similar services in San Mateo County. *

☐ Yes

4. Proposer is able and willing to enter into an agreement with the County using the County’s Standard Terms and Conditions as shown in Appendix C - Standard Agreement Template and Attachments. Attach red-lined version to request changes. Changes are subject to County Counsel review and will be finalized during negotiations.*

☐ Yes, with no edits.

☐ Yes, with edits (see attached red-lined version).

https://sam.gov/content/exclusions

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5. Please confirm your firm is registered with System and Award Management (SAM). SAM.gov*

☐ Yes ☐ No

*Response required

6. What is the registered Business Name and Unique Entity ID (UEI) No.?*

• UEI number can be obtained by registering your business through SAM.GOV.

• Should you be in the process of obtaining your UEI number, please enter the digits ‘123’ temporarily for your response below in order to proceed with proposal. This temporary number should be replaced with the correct registration number for submission of the proposal.

*Response required

3.2. Technical Proposal

1. Introduction and Executive Summary*

Submit a letter of introduction and executive summary of the proposal. The letter must contain:

a) Name, title and contact information (email, phone, and address) for representative(s) of proposer that is responsible for communication related to this RFP.

b) Name, title, contact information, and signature of person authorized to obligate firm to perform the commitment contained in the proposal.

Submission of the letter will constitute a representation by proposer that they are willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.

*Response required

2. Statement of Minimum Qualifications* Describe how the proposer meets the minimum qualifications as set forth in section

4.1 (Minimum Qualifications) within this RFP.

Submission of the Minimum Qualifications checklist is not a substitute for providing a detailed written response.

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3. Agency Qualifications, Experience, Outcomes, and Agency Capacity* Attach information regarding background and qualifications, including the following:

a) A brief description of the organization’s structure.

b) Statement of qualifications for your organization, size and membership of the governing board, 501(c)(3) or other status, office and program locations, and total budget size.

c) How many clients received services by your organization each year for the past 3 years.

d) A summary explanation of how the proposer has provided safety net services, staffing and/or start up plan, collaboration with other service providers and/or community-based organizations.

e) Description of your agency’s experience in providing similar services as requested by this RFP, the area(s) services were provided in, and community impact (using both narrative and data). If your agency has previously served as a Core Service Agency, provide length of service as a Core Service Agency and area(s) served.

f) Your agency’s outcomes been for these programs in the last two fiscal years.

g) How your agency incorporates consumers into the planning and implementation of your programs. Please also describe your agency’s plan to gather and incorporate consumer feedback specific to the services listed in this RFP. If your agency is not currently incorporating feedback from consumers, describe your plan to do so.

h) Your agency’s equity plan. If your agency does not have an equity plan, please provide a plan to implement equity efforts in your agency.

i) List of any anticipated subcontractors if applicable, including information on how they will be used.

*Response required

4. Program Components and Service Approach* This section should correlate to the Scope of Work. List the service areas for which you are applying and describe how you will perform the work described in section

2.5. Provide sufficient detail to explain the services that will be provided. Indicate any items in the Scope of Work that you cannot provide or are not included your proposed program. The list of services to be provided is copied below for ease of reference.

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Tier 1: Direct Services: Each Core Service Agency is expected to directly provide the following services:

1) Conduct a client-centered, strengths-based assessment for each individual or household to determine clients’ needs;

2) Provide emergency food and connections to ongoing food resources;

3) Provide housing information and support services;

4) Assist clients with accessing emergency financial assistance/homelessness prevention services;

5) Serve as a Coordinated Entry System entry point for homeless services;

6) Serve as an entry point for the Inclement Weather Program (IWP);

7) Participate in County initiatives regarding emergency safety net and homeless services planning;

8) Emergency disaster response;

9) Collect and enter data accurately and in a timely manner;

10) Conduct community outreach to increase awareness of the Core Service

Agency in the community.

11) Other requirements.

Tier 2: Information and Referrals: Additionally, each Core Service Agency is expected to assist clients by providing information and referrals to resources in the community in the following ways:

12) Provide referrals to public benefits programs;

13) Provide referrals to legal resources;

14) Provide referrals to tax preparation services;

15) Provide referrals to resources for basic necessary material goods;

16) Provide referrals to transportation assistance programs;

17) Provide referrals to school supply programs

18) Provide referrals to holiday programs;

19) Provide other information and referrals.

Tier 3: Additional Direct Services as Core Services Agency Funding Allows:

The following are additional optional services that Core Service Agencies may provide directly using Core Service Agency funding. The services may be provided in addition to or instead of providing referrals as resources allow, provided that the services in Tier 1 are not adversely impacted:

20) Provide and/or distribute additional food

21) Administer a program to provide necessary material goods;

22) Administer a transportation program;

23) Administer a school supply program;

24) Administer a holiday program

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5. Performance Measures* Describe a plan for achieving the targets listed for performance measures outlined in section 2.5 and for the additional proposed targets. Propose targets for measures 6 and 7. If any additional targets are proposed or if your agency is proposing a change to the proposed targets, include those targets and an explanation of why your agency is proposing those targets.

*Response required

6. Staffing and Start-Up Plan* Indicate the following items:

a) Title/position and role description for each staff member who will provide Core Services.

b) Reporting structure for staff who will provide Core Services.

c) For any planned usage of volunteers to support the Core Service Agency program, what role(s) volunteer plays, approximately how much time volunteers would contribute to the Core program, and any training volunteers will need to take in order to volunteer for Core program(s). If volunteers would have contact with clients or access to client information, please describe your agency’s screening process, policies, and training.

d) Brief description of the experience and qualifications of the project team members, including short résumés if desired.

e) Proposed start-up plan.

*Response required

7. Core Services Schedule* Indicate your agency’s proposed schedule of operations for Core Services. This should include your agency’s days/hours of availability each week and the availability of in person and remote services (i.e., phone, online, etc.), and available in-person office location(s). Please also indicate if your agency proposes hosting satellite office hours (such as hosting office hours at a local library).

*Response required

8. Quality Assurance and Quality Improvement* Describe the tools your agency uses to track and evaluate data, including database used, the frequency data is pulled and evaluated, and how that data is internally used. Reference any notable innovations or improvements that you expect to provide (with respect to, for example, efficiency or technology).

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Describe your agency’s experience with Clarity, a homeless management information system, or similar case management and service tracking system(s), and experience with completing accurate and timely data entry.

Describe your agency’s method of ensuring consistency of services and adherence to program policies and procedures. Identify past successes with meeting required timelines and funder requirements.

*Response required

9. Financial Capacity* Proposals should include a completed Appendix B - Cost Proposal Template in addition to responses to the following prompts.

a) Describe your agency’s experience administering contracts from the County or another public entity or similar funding source.

b) Describe your agency’s strategy for leveraging other funding sources for the services requested in this RFP.

c) If your agency’s proposed Core Service program shares any resources (office space, equipment, staff time, etc.) with any other programs, please describe how funding was determined in the budget for these items and/or staff and how costs will be tracked by programs sharing the same resources.

d) Describe your agency’s financial accounting methods.

e) Attach a copy of your agency’s most recent audit and your agency’s budget and actuals for the last three fiscal years.

*Response required

10. Customer Service* This section should include responses to the following prompts.

a) Describe how your agency ensures a high level of customer service for all clients. Please include how your agency collects and utilizes client feedback and how your agency’s services are client-centered and strengths-based.

b) Describe the continuous program quality improvement plan for the proposed program.

c) Provide at least one example of how client feedback has been used to refine and improve services offered, policies/procedures, and/or training resources and a description of your agency’s grievance procedure.

d) Describe the process for clients to file a grievance and how clients informed of the process.

e) Please describe your agency’s ability to provide services to clients who speak a language other than English.

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3.2.1. Experience Validation*

For the experience documented in Minimum Qualifications section 4.1.3, provide the name, address, telephone, and email contact information for a contact with the funder agency(ies) (preferably a public agency)…