Differential_Response.pdf

County of San Mateo

Request for Proposals (RFP) for Differential Response

Human Services Agency - Children and Family Services

RFP No. 2026-RFP-00019

RFP Contact: Kathie Chan kchan@smcgov.org

1. Introduction and Schedule

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula. The region covers 744 mi 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 Human Services Agency (“HSA” or “County”) is seeking qualified providers to deliver Differential Response (DR) services in support of the County’s Children and Family Services

(CFS) branch. DR is a family-centered, early-intervention approach designed to strengthen protective factors, engage families collaboratively, and prevent the need for deeper child welfare involvement.

Through this Request for Proposals (RFP), HSA aims to ensure timely, equitable, and high-quality access to DR services across San Mateo County.

Providers are expected to:

• Implement evidence-based prevention services with fidelity to recognized models, such as

Motivational Interviewing and trauma-informed practices.

• Collaborate with County departments and community partners for seamless service delivery.

• Track outcomes, report data accurately, and participate in Continuous Quality Improvement

(CQI) processes.

• Ensure services are accessible, culturally responsive, and family-centered, including linguistic support and flexible scheduling.

The resulting contracts are intended to:

• Maximize service coverage and access across the County.

• Ensure high-quality, consistent delivery of Differential Response services.

• Encourage innovative, family-centered approaches that reduce child welfare re-referrals.

• Support County compliance with federal and state requirements, including FFPSA Title IV-E.

Interested providers may submit a proposal for one or more regions. The County may award one or more agreements to ensure adequate regional coverage of services. For example, the County may award separate agreements by region or may award a single agreement to one provider covering both regions, at the County’s discretion. The anticipated term of any resulting agreement(s) is five (5) years, tentatively beginning July 1, 2026.

Proposers seeking consideration for both regions must submit a separate, complete, and stand-alone response for each region. Each regional response must independently meet all RFP requirements.

Materials may not be cross-referenced between regional submissions.

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1.2. Background

Differential Response (DR) is a child welfare approach that matches the level of agency response to a family’s assessed needs and risk. The goal is to strengthen families, prevent maltreatment, and reduce re-referrals to child welfare services. Families assessed as low to moderate risk may receive voluntary support services, while high-risk cases receive traditional child welfare investigations (not within the scope of this RFP).

DR Pathway Description Scope for

RFP

Path 1: Community

Response

For families where allegations do not meet statutory definitions of abuse or neglect, but support is needed. Connects families to voluntary community-based services (counseling, parenting classes, mental health supports).

Yes

Path 2: Child Welfare

Services & DR Provider

Response

For low- to moderate-risk cases where allegations meet statutory definitions of abuse or neglect, but no open CFS case results. Focuses on collaboration between CFS and DR providers, including warm hand-offs to targeted services.

Yes

Path 3: Child Welfare

Response

High-risk cases requiring formal investigation and possible court involvement.

No

Path 4: Aftercare Response Time-limited support for families following CFS case closure (up to 90 days, with possible extension to 6 months). Uses evidence-based interventions to stabilize families and prevent re-entry into out-of-home care.

Yes

Service Regions Communities

1-North County Belmont, Brisbane, Burlingame, Daly City/Colma, Daly

City/Broadmoor, Millbrae, Pacifica, San Bruno, South San Francisco, San Mateo, Foster City

2-South County El Granada, Half Moon Bay, La Honda, Loma Mar, Menlo Park, Atherton, Portola Valley, Montara, Moss Beach, Redwood City, Pescadero, San Carlos, San Gregorio, East Palo Alto

Service Volume

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HSA does not currently contract with a DR provider; however, HSA anticipates that approximately 600 families per year are expected to be referred to Pathways 1, 2, and 4 across both regions (~300 per region).

Funding

Contracts will be supported by federal and state funding, including:

• Family First Prevention Services Act (FFPSA) Title IV-E reimbursement

• Family First Prevention Services (FFPS) State Block Grant

The County will collaborate with selected providers to manage funding, provide guidance on allowable activities, and ensure compliance with all applicable requirements.

Informational Resources

• Family First Prevention Services Act (FFPSA): Children's Bureau

• California Title IV-E Prevention Plan: State Plan

• California Evidence-Based Clearinghouse for Child Welfare: CEBC

1.3. Timeline

RFP Released January 30, 2026

Pre-Proposal Meeting (Non-Mandatory) February 9, 2026, 10:00am

Time: 10am - 11am PST (Virtual)

• Click here to join the meeting https://teams.microsoft.com/meet/26132080022077

?p=Q4UFBLhwafYCaub9Pr

• Meeting ID: 261 320 800 220 77

• Passcode: tq3Lx2ts

• Dial-in by Phone: +1 628-212-0105

• Phone Conference ID: 784 128 69#

Deadline for Questions, Comments and

Contract Exceptions

February 15, 2026, 12:00pm

Proposal Due Date and Time March 15, 2026, 11:55pm

Anticipated Contract Award Date August 1, 2026

2. Scope of Work https://www.cebc4cw.org/ https://teams.microsoft.com/meet/26132080022077?p=Q4UFBLhwafYCaub9Pr https://teams.microsoft.com/meet/26132080022077?p=Q4UFBLhwafYCaub9Pr

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2.1. Introduction

The County of San Mateo Human Services Agency (HSA) seeks qualified providers to deliver family-centered

Differential Response (DR) services that strengthen protective factors, promote family stability, and prevent deeper child welfare involvement. This Scope of Work outlines the key responsibilities, deliverables, and performance expectations for providers, including assessments, case management, service linkages, aftercare, collaboration, and reporting.

2.2. Service Objective

The purpose of this program is to provide early, family-centered interventions that strengthen protective factors, enhance family stability, and prevent the need for deeper child welfare involvement. Providers are expected to deliver culturally responsive services that respect the diversity of San Mateo County families and ensure equitable access, including flexible scheduling and language support. Services should be evidence-based and implemented with fidelity, incorporating approved assessment tools, Motivational Interviewing, and trauma-informed practices. Providers will collaborate closely with County departments, Children and Family

Services (CFS) staff, Community Pathway providers, and community-based organizations to ensure seamless, coordinated service delivery. Finally, providers will monitor and report on engagement, outcomes, and service effectiveness to support Continuous Quality Improvement (CQI) and compliance with federal and state requirements, including FFPSA.

2.3. Target Population

A. Families referred to DR Pathways 1, 2, and 4:

o Path 1 (Community Response): Families needing support but not meeting statutory definitions of abuse/neglect.

o Path 2 (CWS & DR Provider Response): Low- to moderate-risk families with reports meeting statutory definitions but no open CFS case.

o Path 4 (Aftercare Response): Families receiving support after case closure (up to 90 days, extendable to 6 months).

B. Geographic coverage: North County and South County regions.

C. Approximate service volume: 600 families annually (~300 per region).

2.4. Differential Response Services, Contractor will provide:

A. Assessment and Initial Engagement

1. In-person Assessment

a. Conduct in-person assessments at initial engagement and prior to case closure using a

County-approved, evidence-based tool updated within the last three years.

b. Assess family safety, overall well-being, housing stability, and other relevant areas.

c. Identify and document DR services to be provided based on assessment findings.

d. Evaluate outcomes to determine whether needs identified in the initial assessment were addressed.

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B. Family Well Being Plan

1. Collaboratively develop a personalized, family-centered Family Well-Being Plan with the family and, as appropriate, the child welfare agency and community partners.

▪ Identify family strengths, needs, and goals.

▪ Align the plan with California Department of Social Services (CDSS) Family First Prevention

Services Act (FFPSA) requirements.

▪ County will provide oversight to ensure compliance until State-approved plan design is finalized.

2. Provide Differential Response (DR) by collaborating with the Community Pathway Provider and initiating referrals for specialized services as needed.

3. Participate in a Continuous Quality Improvement (CQI) process with County staff to review and strengthen Family Well-Being Plans.

C. Case Management and Service Linkages

1. Deliver case management services using Motivational Interviewing (MI). Training costs for MI may be included in the proposed budget.

2. Refer families to appropriate community-based organizations (CBOs) to address identified needs, such as:

▪ Safety net services

▪ Legal assistance

▪ Food assistance

▪ Parenting support

▪ Anger management

▪ Domestic violence services

▪ Substance use treatment

▪ Other assessed needs

3. Conduct quarterly follow-up meetings with County to review case plans and referral status.

▪ More frequent check-ins may be required initially following contract award.

D. Staff Qualifications and Training

1. Ensure staff possess appropriate qualifications, training, and cultural competencies to deliver prevention services.

2. Provide engagement and MI training for staff.

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3. Implement a train-the-trainer MI model, with 3–6 staffs trained to provide ongoing MI training to additional staff.

4. Maintain fidelity to MI and participate in County-led fidelity check-ins quarterly or as requested.

E. Community and Early Childhood Collaboration

1. Coordinate with CBOs and County departments to meet family needs identified through assessments.

2. Work with the County Community Pathway Provider to ensure seamless service delivery.

3. Conduct outreach to early childhood education providers serving families involved with CFS.

F. Aftercare Services (Path 4)

1. Provide time-limited aftercare services for reunified families (up to 90 days, extendable to 6 months) upon County approval.

▪ Participate in Child and Family Team (CFT) meetings prior to case closure.

2. Use MI to promote family stability and prevent re-entry into the child welfare system.

G. Meeting Participation

1. Attend and actively participate in multidisciplinary and CFT meetings, held virtually or in person.

2. Participate in initial in-person response meetings for Path 2 and Path 4 referrals for warm hand-offs.

3. Attend County contract management meetings as required or upon request.

H. Tracking and Reporting

1. Track pre- and post-assessment results using the approved evidence-based tool.

▪ Monitor referrals, engagement, and outcomes for each case.

▪ Submit quarterly reports detailing engagement outcomes, referral activity, and services provided.

2. Report at least quarterly using County-approved templates, including:MetricTargetNo substantiated re-referral for abuse or neglect within 12 months95% of families receiving DR servicesFamily engagement in DR services80% of referred familiesImproved family functioning

(pre- vs post-assessment)78% of families completing both assessmentsData tracked for each familyReferrals, initial contact date, engagement status, service referrals, and other requested data

3. Collect and provide data in County-approved formats until CWS-CARES is implemented. Once active, enter participant data accurately and timely for FFPSA claiming, monitoring, and evaluation. Training will be provided by the County.

I. Accessibility, Equity & Additional Requirements

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1. Ensure services are accessible to all families, including flexible scheduling (evenings/weekends), in-home, community-based, or virtual appointments.

2. Deliver services through an equity lens, reflecting the County’s diversity, including Spanish-language support.

3. Provide additional related services upon County request to meet program goals, as agreed by both parties.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 11:55 pm, on Sunday, March 15, 2026 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 the real time chat located in the lower right hand corner of the screen, or via email at procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

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 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.

mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov/projects/225379/document?section=2127160

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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

Vendor Response and Documents should be submitted/created using Times New Roman (12-point minimum font size). Review Technical Proposal introduction for more submission instructions.

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

4.1. Minimum Qualifications

4.1.1. Proposer has been providing similar services, serving a similar population for a minimum of three (3) years within the last five (5) years*

☐ Yes

☐ No

*Response required

4.1.2. Proposer provides annual Diversity Equity and Inclusion (DEI) and Confidentiality, and Privacy training to its staff?*

☐ Yes

☐ No

*Response required

4.1.3. Proposer has established partnerships with community-based organizations, schools, healthcare providers, and/or tribal entities that would be leveraged to support families

(as part of this RFP)?*

☐ Yes

☐ No

*Response required

4.1.4. Proposer has three (3) years of experience implementing and using an evidence-based practice (EBP) assessment tool for prevention programs?*

☐ Yes

☐ No

*Response required

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4.1.5. Proposer and staff are willing to be trained in utilizing the CARES (California

Automated Response and Engagement System) system (when implemented)?*

☐ Yes

☐ No

*Response required

4.1.6. Proposer and staff are willing to be trained in evidence based and trauma informed approaches such as Motivational Interviewing (at the expense of County)?*

☐ Yes

☐ No

*Response required

4.1.7. Statement of Minimum Qualification*

Describe how the proposer meets the minimum qualification shown above) as set forth above in this RFP.

*Response required

4.1.8. Please confirm your firm is registered with System for Award Management (SAM)*

SAM.gov

☐ Please confirm

*Response required

4.1.9. 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

4.2. Technical Proposal

Proposers seeking consideration for both regions must submit a separate, complete, and stand-alone response for each region. Each regional response must independently meet all RFP requirements.

Materials may not be cross-referenced between regional submissions.

Each response must be numbered to align with the Vendor Questionnaire (I. Executive Summary, II.

Organizational Capacity, and so on). Note - Each response/each region will be scored independently.

The Executive Summary should be limited to one page, and there are no page limits for the rest of the response however Proposers should include a linked Table of Content for ease of review. All responses should be typed using Times New Roman 12-point font.

4.2.1. Regions Proposed*

Select the proposed Geographic Service Area (1-North Region/County, 2-South Region/County, or Both

Regions) https://sam.gov/content/home

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Select all that apply

☐ Region 1 - North County

☐ Region 2 - South County

☐ Both Regions - North and South County

*Response required

4.2.2. North Region *

Submission of a response will constitute representation by Proposer that it is willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.

I. Executive Summary

Provide an executive summary (limit to one page) that includes:

• Organization Name

• Primary Contact Name, Title, Email, and Phone

• Organization Type (e.g., non-profit, for-profit, public agency)

• Years in Operation

• Primary Office Location(s)

II. Organizational Capacity and Experience

A. Describe your organization’s experience providing family-centered prevention services similar to

Differential Response. Include years of experience, target population, and service outcomes.

B. Provide examples of past performance in delivering services to child welfare-involved families.

Include any relevant metrics or evaluation data.

C. List your established partnerships with community-based organizations, schools, healthcare providers, and/or tribal entities that will support service delivery. Include nature and duration of partnerships.

III. Service Delivery and Approach

A. Describe your proposed approach to Differential Response services, including:

o Conducting in-person assessments o Developing Family Well-Being Plans o Case management and service linkages o Aftercare services (Pathway 4)

B. Explain how your approach ensures services are:

o Evidence-based and trauma-informed (e.g., Motivational Interviewing)

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C. If proposing for multiple regions, explain how your service model will maintain consistency across regions.

IV. Staffing and Training

1. Provide qualifications and experience of key staff who will deliver services in the proposed region(s). Include roles, relevant certifications, and years of experience.

2. Describe your staff training plan, including:

o Motivational Interviewing and other evidence-based practices o Cultural competency and trauma-informed care o Continuous professional development (train-the-trainer model, if applicable)

V. Collaboration

1. Describe your strategy for collaboration with County departments, CBOs, early childhood providers, and other stakeholders to support seamless service delivery.

2. Explain outreach strategies to engage underserved or hard-to-reach families.

VI. Quality Assurance and Outcomes

1. Describe your approach to Continuous Quality Improvement (CQI) for DR services. Include monitoring frequency, staff supervision, and process improvements.

2. Explain your ability to track and report outcomes, including:

o Pre- and post-assessment results o Family engagement and service referrals o Re-referrals for child welfare involvement

3. Describe your plan for data management and readiness to implement the CARES system.

4. Provide evidence of past program outcomes, including:] o Family engagement rates o Improvements in family functioning o Reduction in child welfare re-referrals

5. Explain how your organization uses data to inform equity-focused service delivery and program improvement.

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VII. Cost Reasonableness

1. Provide a summary of your proposed budget for the region(s), including:

o Staffing costs o Training costs o Program delivery costs o Administrative/overhead costs

2. Explain how the budget aligns with service volume, scope of work, and expected outcomes.

3. If proposing multiple regions, explain any shared resources or efficiencies.

*Response required

4.2.3. North Region Fee Proposal*

Proposers must submit a budget in Excel, separate from the Technical Proposal, for each region they intend to serve. Each budget must clearly identify:

A. Total proposed cost for delivering services in the region for the term of the agreement.

B. Itemized costs for all costs:

o Staffing (salaries, benefits, overtime) o Training and professional development, including Motivational Interviewing (MI) o Program delivery (in-person assessments, case management, referrals, aftercare) o Administrative/overhead costs** o Travel, supplies, materials, and other direct costs

C. Number of families expected to be served per region (~300 per region).

D. Include/identify any cost efficiencies or shared resources if proposing multiple regions

**Administrative/indirect costs are calculated using the 2 CFR 200.414 15% de minimis rate applied to modified total direct costs.

The County reserves the right to accept other than the lowest-priced offer and to reject any proposals that are not responsive to this request.

*Response required

4.2.4. South Region*

Submission of a response will constitute representation by Proposer that it is willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.

I. Executive Summary

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Provide an executive summary (limit to one page) that includes:

• Organization Name

• Primary Contact Name, Title, Email, and Phone

• Organization Type (e.g., non-profit, for-profit, public agency)

• Years in Operation

• Primary Office Location(s)

II. Organizational Capacity and Experience

A. Describe your organization’s experience providing family-centered prevention services similar to

Differential Response. Include years of experience, target population, and service outcomes.

B. Provide examples of past performance in delivering services to child welfare-involved families.

Include any relevant metrics or evaluation data.

C. List your established partnerships with community-based organizations, schools, healthcare providers, and/or tribal entities that will support service delivery. Include nature and duration of partnerships.

III. Service Delivery and Approach

A. Describe your proposed approach to Differential Response services, including:

o Conducting in-person assessments o Developing Family Well-Being Plans o Case management and service linkages o Aftercare services (Pathway 4)

B. Explain how your approach ensures services are:

o Evidence-based and trauma-informed (e.g., Motivational Interviewing) o Culturally responsive and linguistically accessible o Family-centered and flexible in scheduling/location

C. If proposing for multiple regions, explain how your service model will maintain consistency across regions.

IV. Staffing and Training

1. Provide qualifications and experience of key staff who will deliver services in the proposed region(s). Include roles, relevant certifications, and years of experience.

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2. Describe your staff training plan, including:

o Motivational Interviewing and other evidence-based practices o Cultural competency and trauma-informed care o Continuous professional development (train-the-trainer model, if applicable)

V. Collaboration

1. Describe your strategy for collaboration with County departments, CBOs, early childhood providers, and other stakeholders to support seamless service delivery.

2. Explain outreach strategies to engage underserved or hard-to-reach families.

VI. Quality Assurance and Outcomes

1. Describe your approach to Continuous Quality Improvement (CQI) for DR services. Include monitoring frequency, staff supervision, and process improvements.

2. Explain your ability to track and report outcomes, including:

o Pre- and post-assessment results o Family engagement and service referrals o Re-referrals for child welfare involvement

3. Describe your plan for data management and readiness to implement the CARES system.

4. Provide evidence of past program outcomes, including:] o Family engagement rates o Improvements in family functioning o Reduction in child welfare re-referrals

5. Explain how your organization uses data to inform equity-focused service delivery and program improvement.

VII. Cost Reasonableness

1. Provide a summary of your proposed budget for the region(s), including:

o Staffing costs o Training costs o Program delivery costs o Administrative/overhead costs

2. Explain how the budget aligns with service volume, scope of work, and expected outcomes.

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3. If proposing multiple regions, explain any shared resources or efficiencies.

*Response required

4.2.5. South Region Fee Proposal*

Proposers must submit a budget in Excel, separate from the Technical Proposal, for each region they intend to serve. Each budget must clearly identify:

A. Total proposed cost for delivering services in the region for the term of the agreement.

B. Itemized costs for all costs:

o Staffing (salaries, benefits, overtime) o Training and professional development, including Motivational Interviewing (MI) o Program delivery (in-person assessments, case management, referrals, aftercare) o Administrative/overhead costs** o Travel, supplies, materials, and other direct costs

C. Number of families expected to be served per region (~300 per region).

D. Include/identify any cost efficiencies or shared resources if proposing multiple regions

**Administrative/indirect costs are calculated using the 2 CFR 200.414 15% de minimis rate applied to modified total direct costs.

The County reserves the right to accept other than the lowest-priced offer and to reject any proposals that are not responsive to this request.

*Response required

5. Evaluation Criteria and Factors

The proposals will be evaluated by a selection committee with relevant expertise. The County intends to evaluate the proposals separately (Phase I - North Region, Phase II - South region) generally in accordance with the criteria itemized below. The County may award contracts for one or both regions.

Submission of a proposal for multiple regions does not guarantee award in both regions.

5.1. North Region

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Organizational Capacity and Experience

(North Region)

Evaluates the proposer’s demonstrated ability to successfully deliver

Differential Response–type prevention services.

Evaluation Factors:

• Demonstrated experience providing family-centered prevention services, including

Differential Response, to child welfare-involved families

• Proven track record in delivering similar services for at least three years, including metrics of success (e.g., family engagement, outcome improvement)

• Evidence of collaborative strategies with County departments, community-based organizations, and early childhood education providers

• Ability to manage service delivery at the scale proposed

(~300 families per region)

• Evidence of established partnerships with community-based organizations, schools, healthcare providers, and/or tribal entities

High scores will be awarded to proposers with:

• Multiple years of relevant experience

• Clear evidence of positive outcomes

Points Based 15 (15% of Total)

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• Established local partnerships that enhance service delivery

2. Service Delivery Approach (North Region)

Evaluates the quality, clarity, and feasibility of the proposed Differential

Response service model.

Evaluation Factors:

• Clarity and feasibility of proposed Differential Response service model, including in-person assessments, Family

Well-Being Plans, case management, aftercare, and service referrals

• Alignment with evidence-based and trauma-informed practices

(e.g., Motivational

Interviewing)

• Cultural responsiveness, linguistic accessibility, and family-centered flexibility

• Consistency of approach across multiple regions, if applicable

• Outreach plans to engage underserved or hard-to-reach families

High scores will be awarded to proposals with:

• Clearly align with the Scope of

Work

• Demonstrate fidelity to evidence-based and trauma-informed practices

• Are well-integrated, realistic, and family-centered

Points Based 20 (20% of Total)

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3. Staffing, Training and Cultural

Responsiveness (North Region)

Evaluates whether the proposer has qualified staff and a strong plan to maintain service quality and fidelity.

Evaluation Factors:

• Qualifications, experience, and roles of key staff

• Training plan for Motivational

Interviewing, trauma-informed care, cultural competence, and ongoing professional development

• Plan for train-the-trainer model, if applicable

• Cultural competency, linguistic access (including Spanish-language capacity), and equity-focused service delivery

High scores will be awarded to proposals with:

• Experienced, well-qualified staff

• Robust, ongoing training and supervision plans

• Clear strategies for culturally responsive and linguistically accessible services

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4. Collaboration and Community Engagement

(North Region)

Evaluates the proposer’s ability to collaborate effectively with County partners and the community.

Evaluation Factors:

• Coordination with County departments, Community

Pathway providers, and early childhood providers

• Engagement strategies for underserved or hard-to-reach families

• Participation in multidisciplinary and Child and

Family Team (CFT) meetings

High scores will be awarded to proposals that:

• Demonstrate strong coordination and communication strategies

• Show understanding of local community needs

• Include proactive outreach and engagement methods

Points Based 10 (10% of Total)

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5. Quality Assurance, Data Collection, and

Outcomes (North Region)

Evaluates the proposer’s ability to monitor performance, ensure quality, and meet reporting requirements.

Evaluation Factors:

• Continuous Quality

Improvement (CQI) approach

• Ability to track and report required performance measures

• Data management systems and readiness for CWS-CARES

• Use of data to improve outcomes and promote equity

• Evidence of past success in achieving similar outcomes

High scores will be awarded to proposals that:

• Present a structured CQI framework

• Demonstrate strong data capacity and compliance readiness

• Use data actively to drive improvement and equity

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6. Fee Proposal - Price (North Region)

Evaluates the total proposed price for delivering services in the region.

The lowest cost proposal will receive the maximum number of points assigned to the fee proposal evaluation criteria. All other proposals will be assigned points by dividing the amount of the lowest total fee proposed by the amount of their respective total fee proposed and then multiplying the resulting number of the maximum number of points available to receive the proposer's score.

Points Based 25 (25% of Total)

5.2. South Region

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Organizational Capacity and Experience

(South Region)

Evaluates the proposer’s demonstrated ability to successfully deliver

Differential Response–type prevention services.

Evaluation Factors:

• Demonstrated experience providing family-centered prevention services, including

Differential Response, to child welfare-involved families

• Proven track record in delivering similar services for at least three years, including metrics of success (e.g., family engagement, outcome improvement)

• Evidence of collaborative strategies with County departments, community-based organizations, and early childhood education providers

• Ability to manage service delivery at the scale proposed

(~300 families per region)

• Evidence of established partnerships with community-based organizations, schools, healthcare providers, and/or tribal entities

High scores will be awarded to proposers with:

• Multiple years of relevant experience

• Clear evidence of positive outcomes

• Established local partnerships that enhance service delivery

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2. Service Delivery Approach (South Region)

Evaluates the quality, clarity, and feasibility of the proposed Differential

Response service model.

Evaluation Factors:

• Clarity and feasibility of proposed Differential Response service model, including in-person assessments, Family

Well-Being Plans, case management, aftercare, and service referrals

• Alignment with evidence-based and trauma-informed practices

(e.g., Motivational

Interviewing)

• Cultural responsiveness, linguistic accessibility, and family-centered flexibility

• Consistency of approach across multiple regions, if applicable

• Outreach plans to engage underserved or hard-to-reach families

High scores will be awarded to proposals with:

• Clearly align with the Scope of

Work

• Demonstrate fidelity to evidence-based and trauma-informed practices

• Are well-integrated, realistic, and family-centered

Points Based 20 (20% of Total)

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3. Staffing, Training and Cultural

Responsiveness (South Region)

Evaluates whether the proposer has qualified staff and a strong plan to maintain service quality and fidelity.

Evaluation Factors:

• Qualifications, experience, and roles of key staff

• Training plan for Motivational

Interviewing, trauma-informed care, cultural competence, and ongoing professional development

• Plan for train-the-trainer model, if applicable

• Cultural competency, linguistic access (including Spanish-language capacity), and equity-focused service delivery

High scores will be awarded to proposals with:

• Experienced, well-qualified staff

• Robust, ongoing training and supervision plans

• Clear strategies for culturally responsive and linguistically accessible services

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4. Collaboration and Community Engagement

(South Region)

Evaluates the proposer’s ability to collaborate effectively with County partners and the community.

Evaluation Factors:

• Coordination with County departments, Community

Pathway providers, and early childhood providers

• Engagement strategies for underserved or hard-to-reach families

• Participation in multidisciplinary and Child and

Family Team (CFT) meetings

High scores will be awarded to proposals that:

• Demonstrate strong coordination and communication strategies

• Show understanding of local community needs

• Include proactive outreach and engagement methods

Points Based 10 (10% of Total)

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5. Quality Assurance, Data Collection, and

Outcomes (South Region)

Evaluates the proposer’s ability to monitor performance, ensure quality, and meet reporting requirements.

Evaluation Factors:

• Continuous Quality

Improvement (CQI) approach

• Ability to track and report required performance measures

• Data management systems and readiness for CWS-CARES

• Use of data to improve outcomes and promote equity

• Evidence of past success in achieving similar outcomes

High scores will be awarded to proposals that:

• Present a structured CQI framework

• Demonstrate strong data capacity and compliance readiness

• Use data actively to drive improvement and equity

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6. Fee Proposal - Price (South Region)

Evaluates the total proposed price for delivering services in the region.

The lowest cost proposal will receive the maximum number of points assigned to the fee proposal evaluation criteria. All other proposals will be assigned points by dividing the amount of the lowest total fee proposed by the amount of their respective total fee proposed and then multiplying the resulting number of the maximum number of points available to receive the proposer's score.

Points Based 25 (25% of Total)

6. Instructions to Proposers

6.1. Instructions

Proposers are encouraged to attend a pre-proposal conference on Monday, February 9, 2026, at 10:00 am, to be held at Time: 10am - 11am PST (Virtual) • Click here to join the meeting https://teams.microsoft.com/meet/26132080022077?p=Q4UFBLhwafYCaub9Pr • Meeting ID: 261 320

800 220 77 • Passcode: tq3Lx2ts • Dial-in by Phone: +1 628-212-0105 • Phone Conference ID: 784 128

69#. All questions will be addressed at this conference and any available new information will be provided at that time. If you have further questions regarding the RFP, please post them on the eProcurement portal.

6.2. Communications

A. As of the issuance date of this RFP and continuing until it is canceled or an award is made, no proposer or person acting on behalf of a prospective proposer may discuss any matter relating to the RFP with any officer, agent, or employee of the County, other than through eProcurement portal, to the Authorized Contact Person, or as outlined in the evaluation or protest procedures.

B. Proposers (including any agent, owner, employee, board members, or other such affiliates) shall not offer any gift, favor, or other personal benefit to any County officer or employee during the procurement process for this agreement, including during the solicitation period and contract negotiations.

Violation of the foregoing prohibitions may result in a proposer being found non-responsible and barred from participating in this or future procurements.

6.3. Contract Award

A. Award Procedure

Contract negotiations are neither an offer nor guarantee that a contract will be executed. A contract award, if any is made, will be to the responsive, responsible proposer offering the overall best value to the County for the services and goods described in this solicitation, or as applicable, Page 29 of 33 Release date of January 30, 2026 for a specific portion of the services and goods described. Any agreement reached will be memorialized in a formal agreement using the attached template, executed by the appropriate authority.

B. Notice of Intent to Award

If a decision is made to take steps to enter into an agreement with one or more proposers, the

County will post a Notice of Intent to Award or otherwise notify proposers the remaining proposers of their non-selection. Notice may instead be provided by including approval of the agreement as an item on an agenda for a meeting of the Board of Supervisors.

C. Commencement of Performance

After all parties have signed the agreement, the County will notify the contractor and performance may proceed. Prior to execution of the agreement by the County, no County employee may authorize work under the agreement. Any work performed prior to the full execution of the Agreement may not be compensated.

D. Levine Act DisclosureThe Levine Act (California Government Code Section 84308) imposes certain requirements on parties contracting with the County of San Mateo related to campaign contributions to County “officers,” including elected County officers and candidates seeking elective office, who may participate in making a decision on certain County contracts. Elected

County officers in San Mateo County include: the San Mateo County Board of Supervisors, Assessor-County Clerk-Recorder, County Controller, Coroner, District Attorney, Sheriff, and Tax

Collector-Treasurer.Generally, under current County policy, approval by the Board of

Supervisors is required for any agreement for services above $200,000, and agreements for services below that threshold may be approved by Department heads.If your proposal is selected, you will be required to certify compliance with the Levine Act.As part of this process, you will need to certify and warrant that you have fully complied, and will remain in full compliance, with all applicable requirements of the Levine Act in connection with the

Agreement, including making any required disclosures of campaign contributions to County

Officers, which includes but may not be limited to elected County Officers. Elected County

Officers include members of the San Mateo County Board of Supervisors, as well as the

Assessor-County Clerk-Recorder, Controller, Coroner, District Attorney, Sheriff, and Tax

Collector-Treasurer. Any campaign contribution required to be disclosed under the Levine Act in connection with this Agreement shall be disclosed on the County of San Mateo Levine Act

Disclosure Form, a copy of which is available from the County upon request.Parties are solely responsible for accurate certification and disclosure. The Levine Act is complex, and this brief description is not legal advice. For example, certain contributions must be aggregated when determining whether contributions have exceeded the $500 threshold. If your proposal is selected, you are urged to review the Levine Act and consider consulting an attorney.

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6.4. Term

Human Services Agency - Children and Family Services is issuing Request for Proposal (RFP) No. 2026-

RFP-00019 for Differential Response.

The agreement shall have a term of five (5) years. The County’s standard contract template has been included with this solicitation. The awarded contractor will be expected to sign an agreement prepared by the County using this template. Please ensure that your firm has completed legal review of these contract terms. If your firm wishes to request exceptions to these standard terms, submit a red-line edited version.

Edits will be considered during contract negotiations if an award is made. The County will consider the edits but reserves the right to reject requested modifications to its standard terms.

7. Terms and Conditions for Receipt of Proposals

7.1. Errors, Omissions and Inquiries regarding the RFP

Proposers are responsible for reviewing all portions of this RFP. Proposers are to notify the department, in eProcurement portal, if the proposer discovers any ambiguity, discrepancy, omission, or apparent error in the RFP. Such notification should be made promptly after discovery, but in no event later than five business days prior to the deadline for receipt of proposals. Modifications and clarifications will be made by addenda as provided below.

Inquiries regarding the RFP should be lodged in eProcurement portal.

7.2. Objections to RFP Terms

Should a proposer object on any ground to any provision or legal requirement set forth in this RFP, the proposer must, not more than ten calendar days after the RFP is issued, provide written notice to the department, via eProcurement portal, setting forth with specific grounds for the objection.

7.3. Addenda

The County may cancel, revise, or reissue this RFP, in whole or in part, for any reason. Revisions will be posted as Addenda on eProcurement portal. No other revision of this RFP is valid. Proposers shall be responsible for ensuring that their proposals reflects any and all Addenda issued by the County prior to the proposal due date regardless of when a proposal is submitted. Therefore, the County recommends that proposers consult eProcurement portal frequently, including shortly before the proposal due date, to confirm that all Addenda have been downloaded.

7.4. Term of Proposal

Submission of a proposal signifies that the proposed services and prices are valid for the duration of the proposed agreement term and that the quoted prices are genuine and not the result of collusion or any other anti-competitive activity.

7.5. Revision or Withdrawal of Proposal

A proposer may revise a proposal on the proposer’s own initiative at any time before the deadline for submission of proposals. The proposer must submit the revised proposal in the same manner as the original on or before the proposal due date.

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A proposer may withdraw a proposal at any time before the deadline for submission of proposals. After that time, whether or not a new RFP is issued for the same subject matter, withdrawal of a proposal may preclude the proposer from participating in the procurement as a proposer or subcontractor, except that an original equipment manufacturer may participate indirectly through a reseller.

7.6. Errors and Omissions in Proposal

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

7.7. No Commitment

Neither submission of a proposal nor the County’s receipt of proposal materials confers any right to the proposer nor any obligation on the County. This RFP does not commit the County to award a contract.

7.8. Financial Responsibility

The County shall have no financial responsibility for any costs incurred by a firm in responding to this

RFP or participating in any presentations or negotiations.

7.9. Estimated Quantity

If the RFP results in an indefinite quantity or a requirements agreement, the goods and services actually requested by the County may be less than the maximum value of the agreement and there is no guarantee, either expressed or implied, as to the actual quantity of goods and services that will be authorized under the agreement.

7.10. Public Record

A. General

1. All proposals, protests, and information submitted in response to this solicitation will become the property of the County and will be considered public records. As such, they may be subject to public review.

2. Any contract arising from this RFP will be a public record.

3. The County is not seeking proprietary information and will not assert any privileges that may exist on behalf of the proposer.

4. Submission of any materials in response to this RFP constitutes:

▪ Consent to the County’s release of such materials under the Public Records Act without notice to the person or entity submitting the materials; and

▪ Waiver of all claims against the County and/or its officers, agents, or employees that the

County has violated a proposer's right to privacy, disclosed trade secrets, or caused any damage by allowing the proposal or materials to be inspected; and

▪ Agreement to indemnify and hold harmless the County for release of such information under the Public Records Act; and

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▪ Acknowledgement that the County will not assert any privileges that may exist on behalf of the person or entity submitting the materials.

7.11. Reservations of Rights by the County

The issuance of this RFP does not constitute an agreement by the County that any contract will actually be entered into by the County. The County expressly reserves the right at any time to:

• Waive or correct any defect or informality in any response, proposal, or proposal procedure;

• Reject any or all proposals;

• Reissue an RFP;

• Prior to submission deadline for proposals, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this RFP, or the requirements for contents or format of the proposals;

• Procure any materials, equipment or services…