COUNTY OF ORANGE

COUNTY EXECUTIVE OFFICE - OFFICE OF CARE COORDINATION

REQUEST FOR PROPOSAL (RFP)

FOR

COUNTY EMERGENCY SHELTER OPERATIONS AND SERVICES AT

BRIDGES AT KRAEMER PLACE AND YALE NAVIGATION CENTER

RFP NO. RFP 23-000084

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

County of Orange RFP

County Executive Office - Office of Care Coordination - County Emergency Shelter Operations and Services at Bridges at Kraemer Place and Yale Navigation Center, RFP 23-000084 Page 1 of 63

County of Orange

County Executive Office - Office of Care Coordination

Procurement and Contract Services

400 W. Civic Center Drive

Santa Ana, CA

92701

SCHEDULE OF ACTIVITIES

Release Project Date September 8, 2025

Pre-Proposal Site Visit Yale (Non-

Mandatory)

September 18, 2025, 9:00am

2229 South Yale Street, Santa Ana, CA 92704

Pre-Proposal Site Visit Bridges (Non-

Mandatory)

September 18, 2025, 1:00pm

1000 N. Kraemer Place, Anaheim, CA 92806

Question Submission Deadline September 22, 2025, 2:00pm

Proposal Submission Deadline October 6, 2025, 2:00pm

PROPOSALS MUST BE RECEIVED ON

OR BEFORE

Monday, October 6, 2025

2:00 pm

County Executive Office - Office of Care Coordination - County Emergency Shelter Operations and Services at Bridges at Kraemer Place and Yale Navigation Center, RFP 23-000084 Page 2 of 63

SECTIONS

SECTION 1. INTRODUCTION AND INSTRUCTIONS

SECTION 2. PROPOSAL SCORING FORMAT

SECTION 3. SCOPE OF WORK

SECTION 4. COST PROPOSAL

SECTION 5. PROPOSAL RESPONSE REQUIREMENTS

SECTION 6. ORGANIZATION'S RESPONSES

SECTION 7. PROTEST PROCEDURES

Attachments:

A - Homeless Service System Pillars Attestation

B - Orange County Standards of Care for Emergency Shelters

C - Model Contract - Yale

D - Model Contract - Bridges

E - Attachements - Leasehold Terms - Yale

F - Attachements - Leasehold Terms - Bridges

County Executive Office - Office of Care Coordination - County Emergency Shelter Operations and Services at Bridges at Kraemer Place and Yale Navigation Center, RFP 23-000084 Page 3 of 63

SECTION 1. INTRODUCTION AND INSTRUCTIONS

1.1 PURPOSE AND GOAL

County intends that the successful Respondent shall provide County Emergency Shelter

Operations and Services at Bridges at Kraemer Place and Yale Navigation Center in accordance with contract requirements set forth in the solicitation and Model Contract, including Attachments.

County hereby invites Respondents to submit Proposal(s) for County Emergency Shelter

Operations and Services at Bridges at Kraemer Place and Yale Navigation Center. Respondent(s) must meet the minimum qualifications and requirements as set forth within the Request for

Proposals (RFP) and be capable of providing services identified in the Scope of Work herein.

This (RFP) is seeking one or two Respondents to operate two different County Programs:

Yale Navigation Center Bridges at Kraemer Place

Location 2229 South Yale Street, Santa Ana, CA 92704

1000 N. Kraemer Place, Anaheim, CA

92806

Service Planning

Area (SPA)

Central SPA North SPA

Target Population Adult individuals, adult households, and couples

Adult individuals

Program Capacity 425 beds 200 beds

Program Layout Five (5) Dormitories: Cubicle style sleeping area(s)

• Dormitory A Women): 49 beds

• Dormitory B (Men): 84 beds

• Dormitory C (Couples): 129 beds

• Dormitory D (Women): 83 beds

• Dormitory E (Men): 80 beds

Two (2) Dormitories: Bunk beds in both dormitories

• Dormitory A (Women): 65 beds o Bottom: 35 beds o Top: 30 beds

• Dormitory B (Men): 135 beds o Bottom: 70 beds o Top: 65 beds

Respondents may submit a proposal for a single Program or may submit two proposals if applying for both programs. Proposals shall clearly indicate the Program the Respondent is submitting a

County Executive Office - Office of Care Coordination - County Emergency Shelter Operations and Services at Bridges at Kraemer Place and Yale Navigation Center, RFP 23-000084 Page 4 of 63 proposal for; if submitting proposals for both Programs, Respondent shall submit each as a separate proposal. Proposals intending to serve both Programs must demonstrate the appropriate infrastructure and capacity.

Respondent(s) is/are expected to provide all the services that fulfill or exceed the requirements and conditions set forth in this RFP.

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

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

The provisions and pricing of any Contract resulting from this solicitation may be extended to other governmental entities. Governmental entities wishing to use this Contract will be responsible for issuing their own purchase documents, providing for their own acceptance, and making any subsequent payments. Contractor shall be required to include in any subordinate Contract entered into with another governmental entities pursuant to this Contract, a Contract clause that will hold harmless the County from all claims, demands, actions or cause of actions of every kind resulting directly or indirectly, arising out of, or in any way connected with, the use of this Contract. Failure to do so will be considered a material break of this Contract and grounds for immediate Contract termination. Governmental entities are responsible for obtaining all certifications of insurance, endorsements, and bonds required. The Parties agree that any other governmental entity utilizing this Contract shall not be deemed to be an agency or employee of County for any purpose whatsoever. The Contractor is responsible for providing each governmental entity a copy of this

Contract upon request. The County makes no guarantee of usage by other users of this Contract.

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

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

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

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

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

The County reserves the right to revise the Contract terms stated in this solicitation. Proposals submitted in response to this RFP should anticipate the County’s discretion in modifying the anticipated initial and/or renewal term of the Contract. Any renewal or extension of the Contract shall be subject to a mutual written agreement of the parties. Start-up funds may be available for

County Executive Office - Office of Care Coordination - County Emergency Shelter Operations and Services at Bridges at Kraemer Place and Yale Navigation Center, RFP 23-000084 Page 5 of 63 these services, with proper justification, in the amount not to exceed $50,000, and may be used for the purchase and/or lease of equipment and supplies, marketing materials. Funds awarded through this RFP cannot be used to supplant funding for existing projects.

1.2 COUNTY HOLIDAYS DURING SOLICITATION PERIOD

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

• September 26, 2025: Native American Day

• November 11, 2025: Veterans Day

• November 27, 2025: Thanksgiving Day

• November 28, 2025: Day after Thanksgiving

• December 25, 2025: Christmas Day

1.3 INSTRUCTIONS TO RESPONDENTS

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

• Program A: Bridges at Kraemer

• Program B: Yale Navigation Center

Submittal requirements:

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

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

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

Respondent must submit their "Background, Qualifications, & Experience" response, in accordance with section 5.1, in this parent project.

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

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

1.4 PROCEDURES FOR SUBMITTAL

A. The County is accepting electronic bid submissions only. Bidders shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/portal/ocgov/projects/196510 https://procurement.opengov.com/portal/ocgov/projects/196816

County Executive Office - Office of Care Coordination - County Emergency Shelter Operations and Services at Bridges at Kraemer Place and Yale Navigation Center, RFP 23-000084 Page 6 of 63 https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on " Submit Response", and follow the instructions to submit the electronic bid.

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

C. Examine the Contract Documents and the site of the proposed work carefully before submitting a Proposal for the work contemplated. Investigate the conditions to be encountered, as to the character, quality, and quantities of work to be performed and materials to be furnished and as to the requirements of all Contract Documents.

The County has attempted to provide all information available. It is the responsibility of each Respondent to review, evaluate, and, where necessary, request any clarification prior to submission of a Proposal. If any person contemplating submitting a response to this

Request for Proposals is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they may submit a written request for clarification/interpretation to the County Deputy

Purchasing Agent (DPA) via the County’s eProcurement Portal under the bid page for this solicitation. If clarification or interpretation of this solicitation is considered necessary by

County, an addendum shall be issued, and the information will be posted via the County’s eProcurement Portal. Any interpretation of, or correction to, this solicitation shall be issued by the DPA. It is the responsibility of each Respondent to periodically check the County’s eProcurement Portal to ensure that they have received and reviewed any and all addenda to this solicitation. The County will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any oral information. If an addendum is issued, Respondents must acknowledge the addendum via the County’s eProcurement Portal. All questions or requests for interpretations must be received within this solicitation by Monday, September 22, 2025, before 2:00 pm. The DPA will provide all official communication concerning this solicitation. Any County response relevant to this solicitation other than through or approved by the DPA is unauthorized and will be considered invalid.

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

https://procurement.opengov.com/signup https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov mailto:procurement-support@opengov.com https://help.procurement.opengov.com/en/

County Executive Office - Office of Care Coordination - County Emergency Shelter Operations and Services at Bridges at Kraemer Place and Yale Navigation Center, RFP 23-000084 Page 7 of 63

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

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

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

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

Additionally, all Proposals shall become the property of the County. The County reserves the right to make use of any information or ideas in the Proposals submitted.

Respondents should not request that certain information be treated as exempt, and statements in the Proposals should not be marked as confidential or proprietary. In the event that any information is marked as confidential or proprietary, as it may be absolutely necessary, Respondents have the sole responsibility of obtaining any applicable injunctive reliefs to prevent the disclosure of such confidential proprietary information in connection with any request made to County pursuant to PRA or a subpoena for disclosure of such information.

G. Each Respondent shall exercise reasonable care and diligence to avoid submitting a

Proposal that could result in a conflict of interest if Respondent were to be selected. This obligation shall apply to the Respondent, the Respondent’s employees, agents, and relatives, sub-contractors, and third parties associated with accomplishing work and services in Proposal. In the event Respondent has done work for the County on this Project in the past or has reason to believe that a conflict of interest may exist for Respondent in regard to this Project, Respondent should consult with its legal counsel prior to responding to this solicitation. Any Respondent who is found to have an actual conflict of interest may have its Proposal rejected on that ground. Respondent, its employees and/or consultants may be subject to the provisions of the California Political Reform Act of 1974 (the “Act”), which (1) requires such persons to disclose any financial interest that may be materially affected by services provided under this Contract, (2) prohibits such persons from making, or participating in making, decisions that could reasonably affect such interest; and (3) may require the filing a Statement of Economic Interest (Form 700). If subject to the Act, Respondent shall conform to all requirements of the Act. Failure to do so shall constitute a

County Executive Office - Office of Care Coordination - County Emergency Shelter Operations and Services at Bridges at Kraemer Place and Yale Navigation Center, RFP 23-000084 Page 8 of 63 material breach and is grounds for immediate termination of the Contract by County.

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

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

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

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

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

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

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

K. Pre-contractual expenses are not to be included in the Cost Proposal. Pre-contractual expenses are defined as including, but not limited to, expenses incurred by the Respondent in: a) preparing its Proposal in response to this solicitation; b) submitting that Proposal to the County; c) negotiating with the County any matter related to the Respondent’s

Proposal; and d) any other expenses incurred by the Respondent prior to the date of award and execution, if any, of the Contract.

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

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

The County intends to contract with a single firm that may subcontract with multiple firms

(team) but not with multiple firms doing business as a joint venture.

County Executive Office - Office of Care Coordination - County Emergency Shelter Operations and Services at Bridges at Kraemer Place and Yale Navigation Center, RFP 23-000084 Page 9 of 63

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

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

P. The County requires a valid UEI number prior to Contract Award. Your company must obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a

UEI number, please indicate so in your proposal submission response.

Q. County reserves the right to: a) negotiate the final Contract with any Respondent(s); b) withdraw this solicitation in whole or part at any time without prior notice (the County makes no representations that any Contract will be awarded to any Respondent responding to this solicitation); c) award its total requirements to one Respondent or to apportion those requirements among two or more Respondents; d) reject any Proposal if it is conditional, incomplete or deviates significantly from the services requested in this solicitation; and/or

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

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

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

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

County, interviews will commence. Respondents who submit proposals most responsive to the County’s requirements may be asked to give a presentation of their proposal to

County staff. The County makes no guarantee as to the number of Respondents selected http://www.dnb.com/ http://www.usfcr.com/

County Executive Office - Office of Care Coordination - County Emergency Shelter Operations and Services at Bridges at Kraemer Place and Yale Navigation Center, RFP 23-000084 Page 10 of 63 for interviews. Selected Respondents should be prepared to make its presentation within three (3) business days after notification and be prepared to discuss all aspects of its proposal in detail, including technical questions regarding the proposal. Respondents shall not be allowed to alter or amend its proposal through the use of the presentation process.

1.5 NON-MANDATORY OBSERVATION SITE VISIT

Attendance to an observation Site Visit is not required but will be held on Thursday, September

18, 2025 at 9:00 am. Site visit(s)/tour(s) time slots of the identified sites will be made available after Monday September 8, 2025; these slots will be open for 30-minute observation only tours.

Site Visit will be conducted one time only.

Please contact Eric Axe to schedule the site visit(s) by no later than Thursday September 11, 2025, by 2:00pm.

All questions will need to be submitted in writing through the County’s online eProcurement system at https://procurement.opengov.com/portal/ocgov. The Respondent will have until

Monday, September 22, 2025 before 2:00 pm to submit questions.

1.6 EVALUATION PROCESS AND CRITERIA

Proposals may be submitted for one or more Programs (Program A and B), either individually or in combination. Please select the box(es) in Section 5. Proposal Response

Requirements, Part 3, Section 3.1 for all Program services your organization is submitting a proposal for. Proposals will only be evaluated for the Program(s) the Respondent has selected and it is the Respondent's responsibility to ensure they select all the boxes for each

Program they are submitting a proposal for.

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

Respondent(s) submitted written materials.

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

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

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

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

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

https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov https://cpo.ocgov.com/cpm

County Executive Office - Office of Care Coordination - County Emergency Shelter Operations and Services at Bridges at Kraemer Place and Yale Navigation Center, RFP 23-000084 Page 11 of 63

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

Minimum Qualifications/Requirements: Respondent’s Proposal shall meet the following minimum requirements and qualifications to proceed to the evaluation and scoring process:

Respondents must meet the following minimum requirements and qualifications listed below to proceed to the evaluation and scoring process:

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

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

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

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

B. Complete all required sections of the solicitation, i.e., provide all required information, complete all required Exhibits, and pass all IT security requirements.

C. Have minimum five (5) years of consecutive, recent experience developing, implementing, and supporting County/Government Emergency Shelter Operations and

Services.

Written Proposal Scoring: 700 points maximum

Please note that contract award will be made to the responsible Respondent whose proposal is most advantageous to County, taking into consideration the applicable evaluation criteria. Cost Proposal as an evaluation criterion does not require County to select respondent with the lowest cost proposal.

Procurement Minimum Submission Requirements Review - Includes review of financial/organization stability, past and current related experience including performance of any current County Contract. (Pass/Fail) If a Respondent fails to meet the Minimum Submission

Requirements, the Respondent may be deemed non-responsive.

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

County Executive Office - Office of Care Coordination - County Emergency Shelter Operations and Services at Bridges at Kraemer Place and Yale Navigation Center, RFP 23-000084 Page 12 of 63

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

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

Presentation/Interview Scoring: 100 points maximum

County reserves the right to conduct, or not to conduct, oral interviews and/or presentations with the highest-ranked Respondent(s). The decision whether to conduct oral interviews/presentations rests solely with the County, and the decision of the DPA is final. Respondents shall be ready to attend the interview within five (5) calendar days of notification. Any inquiry to determine the responsibility of a Respondent to this solicitation may be conducted. Respondent agrees that the submission of a Proposal is permission by Respondent for County to verify all information contained therein. If County believes it necessary, additional information may be requested from the Respondent. The County may also send written questions and ask for written responses within five (5) business days. Failure to comply with any such request may disqualify a Respondent from further consideration.

Respondents must be prepared to travel to the County at their own expense to make their interview and/or presentation within five (5) calendar days after notification by the DPA. Respondent(s) must be prepared to discuss all aspects of their Proposal(s) in detail, including answering technical questions. Respondent(s) are not allowed to alter or amend their Proposal(s) during the interview and/or presentation process.

Cost Proposal: 200 points maximum

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

Respondent shall submit their proposed budget amount for three fiscal years (initial term of this

Contract will be for three years) in Section 6. Pricing Proposal. The Cost Proposal Phase will be evaluated as follows:

1. Lowest overall price proposed receives the full score of 200 points.

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

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

Respondent from further consideration.

1.7 SELECTION/AWARD PROCESS

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

County Executive Office - Office of Care Coordination - County Emergency Shelter Operations and Services at Bridges at Kraemer Place and Yale Navigation Center, RFP 23-000084 Page 13 of 63

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

RFP, including special conditions and requirements and those added by addendum, necessary attachments and/or exhibits, and to reflect Respondent’s Proposal and qualifications. Any additional exceptions to the terms and conditions made by any Respondent after submission of its

Proposal may result in its elimination from further consideration.

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

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

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

The County will enter into negotiations with the selected Respondent and award a contract upon completion of negotiation of fees and contract terms. The award requires approval(s) by the County

Board of Supervisors.

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

Respondent.

1.8 RIGHTS RESERVED TO COUNTY

The County reserves the right to:

A. Make use of any information or ideas in the Proposals submitted.

B. Request proposal revisions and hold discussions and negotiations with any Respondent as necessary to serve the best interests of the County.

C. Seek publicly available information about the Respondents.

D. Conduct, or not to conduct, oral interviews and/or presentations with the highest-ranked

Respondent(s) and additional Respondents.

E. Waive, at its discretion, any procedural, non-material defects, irregularity, or informality, which County deems correctable or otherwise not warranting rejection of the proposal that do not result in any unfair competitive advantage. Any waiver will not excuse a proponent from full compliance.

F. Verify and validate any information prior to Contract Award and during the entire term of the Contract.

G. Negotiate the final Contract with any Respondent(s), including pricing/fee schedule, as necessary to serve the best interests of the County;

County Executive Office - Office of Care Coordination - County Emergency Shelter Operations and Services at Bridges at Kraemer Place and Yale Navigation Center, RFP 23-000084 Page 14 of 63

H. Withdraw or cancel in part or in its entirety this solicitation at any time without prior notice and furthermore makes no representations that any Contract will be awarded to any

Respondent responding to this solicitation;

I. Award its total requirements to one Respondent or to apportion those requirements among two or more Respondents as the County may deem to be in its best interests;

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

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

Respondents.

L. Make multiple awards to Respondent(s) for services requested in this solicitation, at its sole discretion, to serve the best interests of the County.

M. Defer award of this Contract for a period of 90 days after the solicitation opening. During this period of time, Respondent shall guarantee the prices quoted in their Proposals. County and the lowest responsive, responsible Respondent may mutually agree in writing to a longer deferral period.

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

1.9 TITLE VI SOLICITATION NOTICE

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

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

1.10 DEPARTMENT OF THE TREASURY, INTERNAL REVENUE SERVICE FORM

W-9 REQUIREMENTS

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

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

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

County Executive Office - Office of Care Coordination - County Emergency Shelter Operations and Services at Bridges at Kraemer Place and Yale Navigation Center, RFP 23-000084 Page 15 of 63

1.11 LEVINE ACT REQUIREMENT

Effective January 1, 2023, all contractors entering into a contract with the County, will be required to submit the Campaign Contribution Disclosure Form for any contributions made on or after January 1, 2023. In order to comply with this requirement, Respondent agrees to furnish the required Campaign Contribution Disclosure Information form as a required submittal with its

Proposal. Failure to include the form as required will render the Proposal nonresponsive.

SECTION 2. PROPOSAL SCORING FORMAT

No. Evaluation Criteria Scoring Method Weight (Points)

1. Respondent’s Background, Qualifications &

Experience Points Based 65

(6.5% of Total)

2. Services/Program Design Points Based 455 (45.5% of Total)

3. Performance Objectives Points Based 80 (8% of Total)

4. Staffing Points Based 60 (6% of Total)

5. Facility Points Based 40 (4% of Total)

6. Compliance with the County Model

Contract

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

Points Based 25 (2.5% of Total)

7. Presentation/Interview Scoring Format: 100 points maximum:

NOTE: If interview/presentations are not conducted, the Written Proposal shall account for 800 total points of the scoring proportional to its original score out of 725.

Points Based 75 (7.5% of Total)

County Executive Office - Office of Care Coordination - County Emergency Shelter Operations and Services at Bridges at Kraemer Place and Yale Navigation Center, RFP 23-000084 Page 16 of 63

8. Cost Proposal

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

A. Lowest price receives the full score of

200 points.

B. Other scores are proportional to the lowest price.

Points Based 200 (20% of Total)

SECTION 3. SCOPE OF WORK

3.1 TARGET POPULATION

The target population for Program will be defined by U.S. Department of Housing and Urban

Development (HUD) criteria for defining homelessness, Categories 1 and 4, per the Final Rule on

“Defining Homeless” (24 CFR parts 91, 576 and 578) or would be experiencing homelessness upon exiting an institution.

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

1. Has a primary nighttime residence that is a public or private place not meant for human habitation.

2. Is living in a publicly or privately operated shelter designated to provide temporary living arrangements (including congregate shelters, transitional housing, and hotels and motels paid for by charitable organizations or by federal, state, and local government

Programs); or

3. Is exiting an institution where (s)he has resided for 90 days or less and who resided in an emergency shelter or place not meant for human habitation immediately before entering that institution.

B. Category 4: Fleeing/Attempting to flee Domestic Violence.

1. Any individual who:

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

County Executive Office - Office of Care Coordination - County Emergency Shelter Operations and Services at Bridges at Kraemer Place and Yale Navigation Center, RFP 23-000084 Page 17 of 63

b. Has no other residence; and

c. Lacks the resources or support networks to obtain other permanent housing

C. Individuals must be adults (18 years and older)

D. Must be experiencing homelessness in the North Service Planning Area (SPA) for referrals into Bridges at Kraemer Place (Bridges) and in the Central SPA for referrals into the Yale

Navigation Center (Yale).

3.2 SERVICES/PROGRAM DESIGN

The Programs will include a multi-service center approach that provides supportive and stabilizing services to meet the complex needs of participants. The Programs will provide a trauma informed, and evidence-based sheltering Program that re-integrates participants back into the community through case management and linkage to permanent housing. The Programs plays a big role within the Orange County’s Homeless System of Care and have been actively operating for years.

The Programs are designed to be low barrier by having minimal eligibility criteria required at

Program entry. The Programs should be equipped to continue to serve participants who may have extensive behavioral, physical, or medical issues, and as a result, may face significant barriers to housing. This may require having extensive staffing with appropriate training to better support general management, case management, operational management, and security services. The

Programs will assist participants experiencing homelessness in accessing the most appropriate services and resources across the Homeless System of Care, including behavioral health, healthcare, local benefits and mainstream services, housing navigation, and providing advocacy and support as necessary. The Programs will follow housing first principles and incorporate evidenced-based approaches such as motivational interviewing, critical time intervention, progressive engagement, trauma-informed care, harm reduction and risk management, to address barriers to housing and economic stability.

The Programs will operate in accordance with the Orange County’s Standards of Care for

Emergency Shelters (Standards of Care), a comprehensive set of administrative, operational, and facility-based standards designed to support the quality and consistency of Program operations, evidence-based participant services, core organizational/administrative functions, and facility design/operations.

Contractor shall perform all services set forth in the Program description and will be responsible for administering the Program funded with federal, state and local funds, described as follows, in a manner satisfactory to the County and consistent with any required funding standards. All work shall be performed in compliance with all latest applicable codes, standards, and regulations and guidelines established within the Standards of Care. The Contractor of the Program(s) shall:

Description of Services

County Executive Office - Office of Care Coordination - County Emergency Shelter Operations and Services at Bridges at Kraemer Place and Yale Navigation Center, RFP 23-000084 Page 18 of 63

A. Enter into a three (3) year operational Contract with the County, with the opportunity to renew for two one-year extension periods, to operate and provide services associated with the Program.

B. Maintain a lease agreement with the County for the site of the proposed Program(s). The lease shall be for three (3) years with two one-year extension periods on the same terms and conditions of the lease unless the County or Contractor gives the other written notice of its intention to not extend the lease.

C. Leverage County funds with other private funding and/or resources such as CalOptima

Health, CalAIM services for operations and may also include services received on an in-kind basis by Contractor and/or other community partners.

3.3 CORE OPERATIONS AND REPSONSIBLITIES

The operator selected for the Emergency Shelter Operations and Services must be able to execute the following:

Yale Navigation Center Bridges at Kraemer

County Executive Office - Office of Care Coordination - County Emergency Shelter Operations and Services at Bridges at Kraemer Place and Yale Navigation Center, RFP 23-000084 Page 19 of 63

Operational Administration • The Program will operate twenty-four (24) hours a day, seven (7) days a week, year-round to ensure availability and accessibility for persons experiencing homelessness at any given moment.

• Provide access to meals and snacks throughout the day. -

Maintain high food standards by providing nutritional and diverse meals to Participants.

• Must be able to accommodate reasonable dietary needs of

Participants.

• A proposed monthly menu must be submitted to the County for review.

• Must demonstrate ability to manage the budget for food costs and ensure alignment with the negotiated budget to avoid over expenditures related to food.

• Continue to implement a pet policy that accommodates

Participants with pets. The pet policy should detail the

Participants’ responsibilities related to the handling and caring of the pet.

• Provide transportation services to and from the Program.

• Demonstrate ability to be flexible with additional transportation needs that participants may have due to conflicts with working schedules, school, or essential services.

• Demonstrate ability to manage laundry services access to all

Program participants.

• Hold a minimum of bi-weekly community meetings with

Program participants to remind them of Program rules and expectations as well as receive customer satisfaction feedback.

County Executive Office - Office of Care Coordination - County Emergency Shelter Operations and Services at Bridges at Kraemer Place and Yale Navigation Center, RFP 23-000084 Page 20 of 63

• Must be able to track daily bed roster and account for all beds in each dormitory.

• Must be able to track daily bed roster and manage a facility with bunk beds in both dormitories.

Staffing • Maintain a case management staffing ratio of one case management staff to twenty-five participants, (1:25).

• Staffing pattern shall demonstrate staff members to be on duty at the site at all times of the day.

• Maintain a holiday schedule consistent with County’s holiday schedule, unless otherwise approved, in advance and in writing, by the County.

• The holiday schedule should still maintain adequate and minimum staffing levels.

Administrative • Required to execute all items and reporting timeframes within the Standards of Care as well as maintain compliance that will be monitored once per fiscal year. (Please see attachment D; Standards of Care Document for further details).

• Ensure all staffing patterns are managed, and log(s) of activity are tracked and updated daily.

• Ensure front desk is always staffed and phones are picked up at all times.

• Sustain all grievances, appeals and complaints and ensure all responses are thorough and completed within a timely manner.

• Must maintain communication with neighbors and stakeholders as well as provide excellent customer service.

County Executive Office - Office of Care Coordination - County Emergency Shelter Operations and Services at Bridges at Kraemer Place and Yale Navigation Center, RFP 23-000084 Page 21 of 63

Referrals into the Program • Receive referrals from the Coordinated Entry System (CES)

Bed Reservation System.

• Receive referrals from County approved referral agencies such as law enforcement, street outreach teams, and other

County departments. - Ensure ability to manage referrals for set aside beds.

• There shall be at minimum one (1) staff member dedicated to overseeing and answering the referral contact number at all times.

• Referral contact number shall be answered 24 hours a day, 7 days a week.

• Program will work collaboratively with referring partners that have been established by County as set aside beds within the Program.

• These participants will be strategically identified by those referring partners to ensure the referral process into those beds is efficient and serves the individual’s needs.

• Ensure ability to accommodate adult households into co-ed dormitory.

• Demonstrate ability to manage and assign top and bottom bunk beds to ensure full utilization of the Program.

County Executive Office - Office of Care Coordination - County Emergency Shelter Operations and Services at Bridges at Kraemer Place and Yale Navigation Center, RFP 23-000084 Page 22 of 63

Intake Process • Provide confirmation of Program eligibility to referring partners within a quick turnaround to ensure individuals being referred into the Program are not waiting for extended periods of time.

• Flexibility is a must; intakes into the Program must be completed 24 hours a day, 7 days a week.

• A thorough intake should be completed within 24 hours of

Program enrollment.

• All demographic information should be collected and documented according to best practices.

• Assessments must be completed to understand the participant’s homeless…