DPH Ryan White Services Part B RFP.pdf

Rev. 09/2024- Services

Request for Proposal No. DPHE26-ASP-6177 Ryan White Part B

San Bernardino County Department of Public Health

451 E. Vanderbilt Way San Bernardino, CA 92408

December 22, 2025

Public Health

Request for Proposal Ryan White Part B

No. DPHE26-ASP-6177

Table of Contents

1. I. INTRODUCTION 4

2. II. PROPOSAL TIMELINE 5

3. III. DEFINITIONS 5

4. IV. PROPOSAL CONDITIONS 8

5. V. SCOPE OF WORK 11

6. VI. PROPOSAL SUBMISSION 14

7. VII.EVALUATION 19

8. VIII.NEGOTIATIONS AND NOTICE OF INTENT TO AWARD 21

9. IX. APPEAL AND AWARD 22

10. X. TERMS AND CONDITIONS 23

11. XI. ATTACHMENT A – COVER PAGE 39

12. XII ATTACHMENT B – STATEMENT OF CERTIFICATION 40

13. XIII ATTACHMENT C – LICENSES, PERMITS, AND/OR CERTIFICATIONS 41

14. XIV ATTACHMENT D – CERTIFICATION REGARDING DEBARMENT OR SUSPENSION; 42

15. XV. ATTACHMENT F – REFERENCES 43

16. XVI. ATTACHMENT G – EMPLOYMENT OF FORMER COUNTY OFFICIALS 44

17. XVII. ATTACHMENT H – EXCEPTIONS TO RFP 45

18. XVIII. ATTACHMENT I – PUBLIC RECORDS ACT EXEMPTIONS 46

19. XIX. ATTACHMENT J – INDEMNIFICATION AND INSURANCE REQUIREMENTS AFFIDAVIT 47

20. XX. ATTACHMENT K – FEDERAL CONTRACTING PROVISIONS 48

21. XXI. ATTACHMENT L – PROPOSED SERVICES SYNOPSIS 51

22. XXII. ATTACHMENT M – SCOPE OF WORK 52

23. XXIII. ATTACHMENT N – FUNDING REQUEST SUMMARY (FIRST YEAR ONLY) 53

24. XXIV. EXHIBIT A – MOU MINIMUM REQUIREMENTS 54

25. XXV. EXHIBIT B RYAN WHITE PROGRAM TGA CULTURAL AND LINGUISTIC COMPETENCY STANDARS

SAN BERNARDINO COUNTY 55

26. XXVI. EXHIBIT C – REPORTING REQUIREMENTS 57

27. XXVII. EXHIBIT D – RYAN WHITE FINANCIAL ELIGIBILITY CRITERIA 59

28. XXVIII. EXHIBIT E – UNIT OF SERVICE DEFINITIONS 60

29. XXIX. EXHIBIT F – RYAN WHITE GRIEVANCE PROCESS 61

30. XXX. EXHIBIT F-1 RWP GRIEVANCE DEFINITIONS 66

31. XXXI. EXHIBIT F-2 RWP GRIEVANCE -SAMPLE CONSUMER GRIEVANCE FORM 67

32. XXXII. EXHIBIT F-3 RWP GRIEVANCE 71

33. XXXIII. EXHIBIT F-4 RWP GRIEVANCE 73

Request for Proposal Ryan White Part B

34. XXXIV. EXHIBIT G - CITIES/COMMUNITIES BY SERVICE AREAS 75

35. XXXV. EXHIBIT H – ESTIMATE OF RESOURCE GAPS BY SERVICE CATEGORY 76

36. XXXVI. EXHIBIT I – RYAN WHITE SERVICE DEFINITIONS 79

Request for Proposal Ryan White Part B

I. INTRODUCTION

A. Purpose

The San Bernardino County (County), Department of Public Health (DPH), is seeking Proposals from interested and qualified Proposers to provide healthcare and support services under the Ryan White Program for persons living with Human Immunodeficiency Virus (HIV)/Acquired Immunodeficiency Syndrome (AIDS). Services will be provided under a cost reimbursement agreement (s) for the three-year period of April 1, 2026, through March 31, 2029.

B. RFP Contact All correspondence, including proposals and questions (not bid questions), must be submitted to the person identified below (RFP Contact):

San Bernardino County Public Health Department Attn: Tarah Cendejas - RFP ePro No. DPHE26-ASP-6177 451 E Vanderbilt Way, 3rd Floor San Bernardino, CA 92408 Phone: 909-832-0807 Email: Tarah.Cendejas@dph.sbcounty.gov Email CC: fas.dph@dph.sbcounty.gov During the proposal and evaluation process, the individual identified above is the sole contact point for any inquiries or information relating to this RFP. Only if authorized by the County’s contact, may other County Staff provide information. Any violation of this procedure may be grounds for disqualification of the Proposer. It is the responsibility of the Proposer to ensure that the RFP responses arrive in a timely manner.

The e-mail address may only be used to submit questions (not bid questions). Proposals will not be accepted by email. Proposals must be submitted electronically through the County Electronic Procurement Network (ePro). All Proposers must register with the ePro system prior to the date and time to submit the proposal or they will be disqualified.

C. Budget The County estimates a budget of an amount not to exceed $500,000 annually for the three-year period of April 1, 2026 through March 31, 2029.

The number of awards will be determined by the quality of the proposals received. The County reserves the right to make as many or as few awards as it deems necessary.

D. Contract Term Services to be provided under this Request for Proposals (RFP) are outlined in Section V, Scope of Work.

The Contract period will be for a maximum of three years beginning on April 1, 2026 and ending on March 31, 2029. The County may, but is not obligated to, extend the awarded contract(s) for up to two additional one-year periods contingent on the availability of funds and Contractor’s performance.

Current contractors must submit proposals in response to this Request for Proposal (RFP) and be selected to continue providing contracted services after March 31, 2026.

mailto:fas.dph@dph.sbcounty.gov

Request for Proposal Ryan White Part B

E. Location of Services Locations where Services are to be provided, completed and managed are in San Bernardino County.

The Proposer must include in Proposal, Attachment E – Fee Proposal Sheet(s), all transportation, lodging, and per diem costs sufficient to pay its personnel and travel to the aforementioned locations.

F. Assistance to Proposers with a Disability Proposer with a disability may request accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the RFP Contact no later than ten

(10) days prior to the Deadline for Proposals.

II. PROPOSAL TIMELINE

Release of RFP 12/22/25 at 12pm Deadline for Submission of Questions 1/2/26 at 4pm Deadline for Proposals 1/16/26 at 4pm Date for Tentative Contract Award February 2026

Question and Answer Period

All questions relating to this RFP must be submitted in writing via the County of San Bernardino Electronic Procurement Network (ePro) https://epro.sbcounty.gov/epro/. Questions should be clear and concise and include references to sections of the RFP when applicable. The deadline to submit questions is 4:00 p.m., Friday, January 2, 2026.

Answers to written questions will be compiled into one or more documents and posted as an Addendum on the following County website within two weeks following the deadline to submit questions:

https://epro.sbcounty.gov/epro/ Proposal Submission Deadline Proposals/bids must be submitted through ePro by the time and date designated below.

Proposals/bids submitted through ePro must be submitted under ePro Bid #DPHE26-ASP-6177. System-related questions about ePro shall be directed to Vendor Support at ePro.Vendors@buyspeed.com or at 1-855-800- 5046. For procurement questions involving ePro, please contact the Purchasing Department at (909) 387-2060.

Proposals submitted through ePro may be withdrawn in ePro prior to the scheduled deadline for submission of proposals. Proposers acknowledge that its electronic signature in the ePro submission is legally binding. In the case of a discrepancy between the proposal submitted through ePro and the numerical bid entered into ePro, the numerical bid shall prevail.

Proposals/bids must be received no later than 4:00 p.m., Friday, January 16, 2026. Late or incomplete proposals/bids will not be accepted.

III. DEFINITIONS

Capitalized terms used in this RFP shall have the meanings given to them in the RFP and as defined below:

A. Acquired Immunodeficiency Syndrome (AIDS) – A disease of the body's immune system caused by the human immunodeficiency virus (HIV). AIDS is characterized by the death of CD4 cells, which leaves the body vulnerable to life-threatening conditions, such as infections and cancers.

B. Board – The San Bernardino County Board of Supervisors.

C. Continuum of Care – A comprehensive range of services required by individuals or families with

HIV/AIDS to meet their health care and psychosocial service needs throughout the course of their illness.

The organization of services responds to the individual’s changing needs in a coordinated, timely, and uninterrupted manner, increasing access to and maintenance in care.

https://epro.sbcounty.gov/epro/ https://epro.sbcounty.gov/epro/ mailto:ePro.Vendors@buyspeed.com

Request for Proposal Ryan White Part B

D. Contract – The Contract between the County and the Proposer resulting from the award issued pursuant to this RFP to the successful Proposer.

E. Contractor – Any individual, company, firm, corporation, partnership or other organization to whom a contract award is made by the County.

F. Cost Effectiveness – Cost effective programs do not necessarily lead to cost savings, although they do provide good value for the money. Cost effectiveness can be described in several ways:

1. A service or program is considered cost effective when the unit cost is reasonable and acceptable relative to the benefits and outcomes received/produced.

2. A service may be considered cost effective if it provides an additional benefit worth the additional cost.

3. Ryan White Program services cannot be measured precisely due to regional differences, cost variances, specific population needs, and complexities of care associated with HIV disease. The cost to provide services will be only one consideration in evaluating proposals.

4. Quality of service and actual health outcomes are also factors in determining cost effectiveness.

Services with better outcomes may be more costly, but nonetheless more cost effective when outcomes are considered.

G. Department of Public Health (DPH) – The County department that helps to prevent epidemics and the spread of disease, protect against environmental hazards, prevent injuries, promote and encourage healthy behaviors, respond to disasters and assist communities in recovery, and assure the quality and accessibility of health services throughout the San Bernardino County.

H. Ending the HIV Epidemic (EHE) – An initiative that aims to reduce new HIV infections in the U.S. by at least 90% by 2030 through targeted strategies and increased funding.

I. Facilitator – A County Purchasing Department buyer or designated individual tasked with managing the processes of the evaluation panel.

J. Grant Period – The Ryan White Part B Program grant period is April 1 to March 31 of the following year.

K. HIV Care Connect (HCC) - The Management Information System currently utilized throughout the

Transitional Grant Area (TGA) and all selected contractors will be required to use.

L. Human Immunodeficiency Virus (HIV) – The causative agent of AIDS. It includes the entire spectrum of the natural history of HIV, from post infection through the clinical definition of AIDS.

M. HIV Continuum of Care – Sometimes referred to as the HIV treatment cascade, this is a model that outlines sequential steps or stages of HIV medical care that people living with HIV go through from initial diagnosis to achieving the goal of viral suppression. The five stages are diagnosis, linked to care, engaged/retained in care, prescribed Antiretroviral Therapy, and achieved Viral Suppression.

N. HIV+ or HIV positive – Having had a positive result in a blood test for the AIDS virus. HIV is a virus that attacks the cells of a person’s immune system, specifically CD4 cells.

O. Health Resources Services Administration (HRSA) – An arm of Health and Human Services, HRSA is a federal agency with the responsibility/authority for awarding Part B and Minority AIDS Initiative grants.

P. Inland Empire HIV Planning Council (IEHPC) – The planning body appointed by the County Board of Supervisors and mandated by Federal law to set service priorities for funding allocations for the expenditures of Ryan White Part A Program funds.

Q. Minority AIDS Initiative (MAI) – Funds target programs to specifically improve HIV-related health outcomes for racial/ethnic minority communities disproportionately affected by HIV/AIDS and reduce HIV-related health disparities.

R. Memorandum of Understanding (MOU) – An agreement between specified parties for the purpose of linking services for the enhancement of services to People Living With HIV/AIDS (PLWHA) in the Riverside/San Bernardino TGA.

Request for Proposal Ryan White Part B

S. National HIV AIDS Strategy – A plan that details principles, priorities, and actions to guide the national response to the HIV epidemic. The strategy has four primary goals: 1) Prevent new HIV infections, 2) Improve HIV-related Health Outcomes of people with HIV, 3) Reduce HIV-related health disparities and health inequities, and 4) Achieve integrated, coordinated efforts that address the HIV Epidemic among all partners.

T. Office of Management and Budget (OMB) – The office within the executive branch of the Federal government, which prepares the annual budget, develops the Federal government’s fiscal program, oversees administration of the budget, and reviews government regulations.

U. Part A –The Federally funded portion of the Ryan White Program (formerly Title I of the CARE Act) that provides assistance to localities (EMAs/TGAs) disproportionately affected by the HIV/AIDS epidemic.

V. Part B – The state funded portion of the Ryan White Program (formerly Title II of the CARE Act) that provides assistance to Local Health Jurisdictions (LHJs) disproportionately affected by the HIV/AIDS epidemic.

W. Payer of Last Resort – Services that can be reimbursed by any private or public payers should be determined and used before Ryan White Program funds are used to pay for care making Ryan White funding the “payer of last resort.” Ryan White may pay for services that fill the gaps in coverage of these other private or public health care programs, but funds received cannot be used to make payments for any item or service to the extent that payment has been made or can reasonably be expected to be made by another payment source.

X. Program Income – Gross income earned by the subrecipient that is directly generated by a supported activity or earned as a result of the award (see exclusions in 45 C.F.R. part 74.24, subdivisions (e) and (h)). Program income includes, but is not limited to, income from fees for services performed, the use or rental of real or personal property acquired under federally funded projects, and interest on loans made with award funds. The Ryan White Program Manual (Exhibit J -Subrecipient Manual) states that income resulting from fees for services performed (e.g., direct payment or reimbursements received from Medicare and third-party insurance) can be considered program income. [45 C.F.R. part 74.2] All program income is to be used by the contractor to provide Ryan White-eligible services to Ryan White-eligible clients, and it is to be tracked and reported to the County.

Y. Proposal – The offer to provide specific goods or services at specified prices and/or other conditions specified in the RFP.

Z. Purchasing Agent – The Director of the County Purchasing Department.

AA. Request for Proposal (RFP) – The request for an offer from Proposers interested in providing the identified services sought to be procured by the County. The RFP specifies the evaluation factors to be used and contains, or incorporates by reference, contractual terms and conditions applicable to the procurement.

BB. Ryan White Program – The federal law enacted in 1990 as the Ryan White CARE Act to address the health care and service needs of people living with HIV/AIDS and their families. The program was reauthorized in 1996, 2000, 2006 and was extended in 2009. The program is currently known as the Ryan White HIV/AIDS Treatment Extension Act of 2009.

CC. Ryan White Program 2030 – The program that builds off the foundation of the Ryan White HIV/AIDS Program and the innovative strategies from the first four years of the federal Ending the HIV Epidemic in the U.S. initiative. Ryan White Program 2030 calls on the HIV community to continue to care for those in the Ryan White HIV/AIDS Program while we also prioritize efforts to reach people with HIV who are out of care and not virally suppressed.

DD. Services – The requested services described in this RFP.

EE. Subcontractor – An individual, company, firm, corporation, partnership or other organization, not in the employment of or owned by Contractor who is performing services on behalf of Contractor under the Contract or under a separate contract with or on behalf of Contractor.

Request for Proposal Ryan White Part B

IV. PROPOSAL CONDITIONS

A. Authorized Signatures

All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the RFP.

B. Term of Offer

Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months after the Proposal submission.

C. Required Review Proposers should carefully review this RFP for defects and questionable or objectionable material.

Comments from Proposers concerning defects and objectionable material in this RFP must be made in writing and received by the RFP contact prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

This will allow the issuance of any necessary amendments or addendums to the RFP. It will also help prevent the opening of a defective RFP and exposure of Proposals upon which an award could not be made. Protests based on any omission or error, or on the content of this RFP, may be disallowed if not submitted in writing to the attention of the RFP Contact, prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

D. Incurred Costs The County is not obligated to pay any costs incurred by Proposer in the preparation of a Proposal in response to this RFP. Proposers agree that all costs incurred in developing a Proposal are the Proposer’s responsibility.

E. Amendments/Addendums to RFP The County reserves the right to issue amendments or addendums to this RFP if the County considers that changes are necessary or additional information is needed.

Changes to a Proposal or withdrawal of a Proposal will only be allowed if a request is received prior to the Deadline for Proposals. No amendments or withdrawals will be accepted after the Deadline for Proposals.

F. Best Value Evaluation As established in this RFP, the County realizes that criteria other than price are important and will award contract(s) based on the Proposal that best meets the needs of the County. The County seeks the optimal combination of quality, price, and various qualitative elements of the required Services that will provide the County the greatest or best value for its money.

G. Right of Rejection Offers must comply with all the terms of the RFP, and all applicable local, state, and federal laws, codes, and regulations. The County may reject as non-responsive any Proposal that does not comply with all the material and substantial terms, conditions, and performance requirements of the RFP. Further, the County may reject a proposal from any entity that is a parent, affiliate, or subsidiary, or that is under common ownership, control, or management with any other entity submitting a Proposal in response to this RFP.

A Proposer may not qualify the Proposal nor restrict the rights of the County. If Proposer does so, the Proposal may be determined to be a non-responsive counteroffer and the Proposal may be rejected.

No Proposal shall be rejected, however, if it contains a minor irregularity, defect or variation. If the irregularity, defect or variation is considered by the County to be immaterial or inconsequential, the County may choose to accept the Proposal.

Minor irregularities may be waived by the Purchasing Agent when they are any of the following:

1. Do not affect responsiveness;

2. Are merely a matter of form or format;

Request for Proposal Ryan White Part B

3. Do not change the relative standing or otherwise prejudice other offers;

4. Do not change the meaning or scope of the RFP;

5. Are trivial, negligible, or immaterial in nature;

6. Do not reflect a material change in the work; or

7. Do not constitute a substantial reservation against a requirement or provision.

In such cases the Proposer will be notified of the deficiency in the Proposal and given an opportunity to correct the irregularity, defect or variation or the County may elect to waive the deficiency and accept the Proposal. The decision to provide a waiver shall in no way modify or compromise the overall purpose of the submittal, nor excuse the Proposer from compliance with all requirements if awarded a Contract.

This RFP does not commit the County to award a contract. The County reserves the right to reject any or all Proposals if it is in the best interest of the County to do so. The County also reserves the right to terminate this RFP process at any time.

H. Reserved I. Clarification of Offers

To determine if a Proposal is reasonably susceptible for award, communications by the Facilitator for the evaluation panel are permitted with a Proposer to clarify uncertainties or eliminate confusion concerning the contents of a Proposal. Clarifications may not result in a material or substantive change to the Proposal. The evaluation by the panel may be adjusted as a result of a clarification under this section.

J. Public Records Act All Proposals and other material submitted become the property of the County and are subject to release according to the California Public Records Act (Government Code § 7920.000). All Proposal information, including cost information, will be held in confidence during the evaluation and negotiation process.

Thereafter, Proposals are subject to becoming a non-exempt public record.

If a Proposer believes that any portion of its Proposal is exempt from public disclosure, it must indicate the specific portions believed to be confidential and not subject to disclosure on Attachment I - Public Records Act Exemptions. The Proposer also must include a brief description that sets out the reasons for exemption from disclosure. Each stated exemption must include a citation to support legal authority, including statutory authority or case law, to support exemption from the Public Records Act. Requested exemptions that do not meet the requirements of this section will not be considered.

The County will use reasonable means to ensure that such information is safeguarded but will not be held liable for inadvertent disclosure of the information. Proposals marked “Confidential” in their entirety will not be honored, and the County might not deny public disclosure of any portion of Proposals so marked.

By submitting a Proposal with portions identified in Attachment I as “Confidential,” Proposer represents that it has a good faith belief that such portions are exempt from disclosure under the California Public Records Act. Proposer may be requested to obtain legal protection from disclosure should a Public Records Act request be received. In the event the County does not disclose the information marked “Confidential,” Proposer agrees to reimburse the County for, and to indemnify, defend (with counsel approved by County) and hold harmless the County, its officers, employees, agents, and volunteers from and against any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs and expenses, including without limitation, attorneys’ fees, expenses and court costs of any nature arising from or relating to the County’s non-disclosure of any such designated portions of a Proposal.

K. Employment of Former County Officials Information must be provided in Attachment G regarding former County Administrative Officials (as defined below) who are employed by or represent Proposer. The information provided must include a list of former County Administrative Officials who terminated County employment within the last five years and who are now officers, principals, partners, associates or members of Proposer and should also include the employment and/or representative capacity and the dates these individuals began employment with

Request for Proposal Ryan White Part B or representation of Proposer. For purposes of this section, “County Administrative Official” is defined as a member of the Board of Supervisors or such member’s staff, Chief Executive Officer or member of such officer’s staff, County department or group head, assistant department or group head, or any employee in the Exempt Group, Management Unit or Safety Management Unit.

Failure to provide this information may result in the Proposal being deemed non-responsive.

L. Iran Contracting Act of 2010 In accordance with Public Contract Code section 2204(a), the Proposer certifies upon submission that the Proposer signing the Proposal is not identified on a list created pursuant to subdivision (b) of Public Contract Code section 2203 (https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement- Division-Resources-List-Folder/List-of-Ineligible-Businesses)as a person (as defined in Public Contract Code section 2202(e)) engaging in investment activities in Iran described in subdivision (a) of Public Contract Code section 2202.5, or as a person described in subdivision (b) of Public Contract Code section 2202.5, as applicable.

Proposers are cautioned that making a false certification may subject the Proposer to civil penalties, termination of an existing contract, and ineligibility to bid on a contract for a period of three (3) years in accordance with Public Contract Code section 2205. Proposer agrees that signing the Proposal shall constitute signature of this Certification.

M. Disclosure of Criminal and Civil Proceedings The County reserves the right to request the information described herein from the Proposer selected for Contract award. Failure to provide the information may result in a disqualification from the selection process and no award of Contract to the Proposer. The County also reserves the right to obtain the requested information by way of a background check performed by an investigative firm. The selected Proposer may also be asked to provide information to clarify initial responses. Negative information provided or discovered may result in disqualification from the selection process and no award of Contract.

The selected Proposer may be asked whether the firm, or any of its partners, principals, members, associates or key employees (as that term is defined herein), within the last ten years, has been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense arising directly or indirectly from the conduct of the firm’s business, or whether the firm, or any of it partners, principals, members, associates or key employees, has within the last ten years, been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense involving financial misconduct or fraud. If the response is affirmative, the Proposer will be asked to describe any such indictments or charges (and the status thereof), convictions and the surrounding circumstances in detail.

In addition, the selected Proposer may also be asked to disclose whether the firm, or any of its partners, principals, members, associates or key employees, within the last ten years, has been the subject of legal proceedings as defined herein arising directly from the provision of services by the firm or those individuals. “Legal proceedings” means any civil actions filed in a court of competent jurisdiction, or any matters filed by an administrative or regulatory body with jurisdiction over the firm or the individuals. If the response is affirmative, the Proposer will be asked to describe any such legal proceedings (and the status and disposition thereof) and the surrounding circumstances in detail.

For purposes of this provision “key employees” includes any individuals providing direct service to the County. “Key employees” do not include clerical personnel providing service at the firm’s offices or locations.

N. Debarment and Suspension; California Secretary of State Business Entity Registration Proposer certifies in Attachment D that neither it nor its principals or subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (See Attachment D and the following United States General Services Administration’s System for Award Management website https://www.sam.gov). Proposer also certifies in Attachment D that if it or any of the subcontractors listed https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses https://www.sam.gov/

Request for Proposal Ryan White Part B in the Proposal are business entities that must be registered with the California Secretary of State, they are registered and in good standing with the Secretary of State.

O. Unsatisfactory Performance Proposer affirms that it has no record of unsatisfactory performance with the County in the twenty-four

(24) month period immediately preceding the date of issuance of this RFP.

P. Final Authority The final authority to award a contract(s) as a result of this RFP rests solely with the County Board of Supervisors, or as delegated by the Board of Supervisors.

Q. Reserved

R. Minimum Proposer Requirements Proposers must:

1. Be a non-profit agency or organization.

2. Possess the appropriate license(s) issued by the State of California (if required based on the services provided).

3. Have the ability to begin delivering proposed services by April 1, 2026.

4. Have a representative at the mandatory proposal conference as referenced in this RFP.

5. Have no record of unsatisfactory performance. Contractors who are or have been seriously deficient in contract performance, in the absence of circumstances properly beyond the control of the Contractor, shall be presumed to be unable to meet this requirement.

6. Have the ability to maintain adequate files and records and meet statistical reporting requirements.

7. Have an administrative and fiscal capability to provide and manage the proposed services and to ensure an adequate audit trail.

8. Meet other presentation and participation requirements listed in this RFP.

9. Register on the County’s Electronic Procurement Network (ePro).

V. SCOPE OF WORK

A. Background Information The Ryan White Comprehensive AIDS Resources Emergency (CARE) Act was first signed into law in 1990. It has been reauthorized four times, most recently in 2009 as the Ryan White HIV/AIDS Treatment Extension Act of 2009. Part B of this Act provides grants to States and Territories to improve the quality, availability, and organization of HIV health care and support services. Within the Ryan White HIV/AIDS Program Part B grant there is a base grant for core medical and support services; the AIDS Drug Assistance Program (ADAP) award; the ADAP Supplemental award; the Part B Supplemental award for recipients with demonstrated need; and supplemental grants to States with emerging communities.

The Office of AIDS and CDPH are the Part B Grantee and allocates Part B funds for the administration of HIV Care Program (HCP) through cooperative agreements with local health jurisdictions (LHJ) and community-based organizations. San Bernardino County is the relevant LHJ for this RFP.

The County, with DPH as the designee, is the administrative agent for grant funds and is responsible for procuring services. The County is seeking proposals from interested and qualified organizations to provide one or more of the services identified in Section V. Paragraph B, in one or more of San Bernardino County’s three (3) service areas.

The following map is provided as a visual reference:

Request for Proposal Ryan White Part B

The table below presents the distribution of people living with HIV/AIDS (PLWHA) and Ryan White (RW) clients in the TGA in 2024:

B. Program Description

1. Program Objective – The purpose of the Ryan White Part B Program is to ensure the provision of medical care and support services to those affected by HIV/AIDS who reside in San Bernardino County and who are not able to obtain needed services via other programs/funding sources.

2. Allowable Service Categories – The following table includes a list of services that may be funded as a result of this RFP. Responding agencies should submit proposals for the services for which a need has been identified for low-income HIV+ individuals in their service area(s) in San Bernardino County (see Proposal Submission, Section VII). Awards to each service category are contingent on funding.

See Ryan White Service Definitions (Exhibit I).

Request for Proposal Ryan White Part B

Table 1:

Part B Allowable Services

1 Outreach 2 Emergency Financial Assistance (EFA) 3 Food Services 4 Non-medical Case Management 5 Housing Services 6 Medical Transportation Services 7 Medical Nutrition Therapy

C. Program Requirements All Ryan White funded programs, in any Service Category, must:

1. Ensure mechanisms of ongoing monitoring for quality and program evaluation. This includes the development/maintenance of a quality management program that addresses TGA-wide goals from the TGA-wide plan as well as goals that are unique to the agency;

2. Establish mechanisms to track and demonstrate client eligibility at point of service;

3. Have mechanisms to ensure that clients who receive Ryan White Program funded services are not eligible for services funded by other sources, including mechanisms to document that all other service options to meet a client’s need were explored and a determination was made that no other resource was available before Ryan White Program funds are used;

4. Establish mechanisms for integration and/or coordination with existing service providers, as appropriate, and participate in the community-wide HIV/AIDS continuum of HIV prevention and care, as described in MOU Minimum Requirements (Exhibit A). The HAB National Monitoring Standards (Program Part B – Section F.2, Page 54) require agencies to “establish written referral relationships with specified points of entry [and] document referrals from these points of entry.”

5. Ensure mechanisms to increase access to care for all eligible clients in the geographic area(s) to which the agency is applying for funding;

6. Have a written process to facilitate culturally and linguistically appropriate transition of clients to other services, as needed, at any time during the contract period;

7. Ensure that services delivered are culturally and linguistically specific to the population(s) served and that contracted agency adheres to the Ryan White Program TGA Cultural and Linguistic Competency Standards (Exhibit B);

8. Establish mechanisms for outreach to individuals with HIV/AIDS, who may be aware of their status, but are not in care, to inform them of available services and bring those eligible for services into care;

9. Establish mechanisms and specific strategies that will identify individuals who are unaware of their HIV status, make them aware (provide or refer to testing), and bring them into care (refer and link);

10. Establish mechanisms and specific strategies to assist HIV+ individuals with obtaining medical insurance and navigating insurance systems to ensure maintenance in care;

11. Establish mechanisms to address client needs along the HIV Continuum of Care, either directly or through collaboration;

12. Establish mechanisms to address the principles and priorities of the Ryan White Program 2030 and incorporate the recommended actions that are relevant to the organization;

13. Participate in and engage agency clients in a survey of client satisfaction. The County will communicate parameters and methodology to service providers;

Request for Proposal Ryan White Part B

14. Designate administrative staff or line staff, as necessary, to regularly attend Ryan White Program meetings. “Regularly attend” means attending 90% or more of the scheduled meetings; and

15. Establish mechanisms to:

a. Effectively collect and maintain data and other records to demonstrate performance related to the indicators for each service and provide various progress reports in a format communicated by and acceptable to the County;

b. Fully integrate the management information system HCC, to collect and report data elements that are required by the TGA.

16. Identify an HCC “Technical Lead” (TL) who will:

a. Provide and facilitate technical support for agency staff; and

b. Participate in training provided by the State Office of AIDS (in person or via webinars) and/or the RWP to ensure sufficient proficiency with the system and provide HCC specific training to new and existing agency staff.

D. Program Considerations – The following are various constraints related to the provision of Ryan White-funded services:

1. Agencies applying must be a non-profit agency or organization.

2. The use of Ryan White funds to supplant other federal, state, or other funds is strictly prohibited by law.

3. Funds shall not be used to purchase or improve land, or to purchase, construct, or make permanent improvements to any building.

4. Funds cannot be used to purchase food or meals, including water or other beverages, unless funded under the Ryan White Food Services Category and for the express need and use by RW eligible clients.

5. Funds cannot be used to make cash payments to intended clients of Ryan White funded services. This includes cash incentives and cash intended as payment for Ryan White core medical and support services. Where direct provision of the service is not possible or effective, store gift cards, vouchers, coupons, or tickets that can be exchanged for a specific service or commodity must be used.

6. Other unallowable costs include clothing, employment and employment-readiness services, funeral and burial expenses, property taxes.

7. Administrative costs, including expenses such as overhead and indirect costs, shall not exceed ten (10) percent of the total amount awarded by service.

8. Contracted agencies must “have in place reasonable methodologies for allocating costs among different funding sources and Ryan White categories.” This includes allocation of employee time and effort;

“consistently use allocation methodology for employee expenditures where employees are engaged in activities supported by several funding sources.” Allocations must be “reasonable when compared to level of service provided.” All contracted agencies are required to develop a written allocation methodology and submit to the Ryan White Program for review and approval. (HRSA/HAB National Monitoring Standards

– Fiscal Part B – Sections G and K).

9. Contracted agencies must comply with contract provisions as well as requirements delineated in related policies, including, but not limited to the HIV/AIDS Bureau (HAB) National Monitoring Standards (NMS), Inland Empire HIV Planning Council (IEHPC) Service Standards, Ryan White Program (RWP) Standard Practices, California State Office of AIDS, HCC Policies, and Health Resources and Services Administration (HRSA) Policies.

VI. PROPOSAL SUBMISSION

A. General

1. All interested and qualified Proposers are invited to submit a Proposal for consideration. Submission of a Proposal indicates that the Proposer has read and understands the entire RFP, including all

Request for Proposal Ryan White Part B appendices, attachments, exhibits, schedules, and addenda (as applicable) and that all concerns regarding the RFP have been resolved.

2. Proposals must be received by the designated date and time. All Proposers must register with the ePro system prior to the date and time to receive the proposal or they will be disqualified. Late or incomplete proposals will not be accepted. Electronic responses must be submitted through ePro. System-related issues in ePro shall be directed to the Purchasing Department at (909) 387- 2060. For procurement questions involving ePro, please contact the RFP Contact identified in Section 1, RFP Contact.

3. The Proposer acknowledges that its electronic signature is legally binding. Submittals in ePro will be opened from the system’s encrypted lock box after the deadline and evaluated as stated in this RFP.

4. Proposer shall not include Attachment E, “Fee Proposal Sheet(s)”, as part of the proposal submittal, but instead shall upload Attachment E as a separate attachment, clearly labeled. The proposal and Attachment E must be received (separately) on or before the Deadline for Proposals in the manner described in Section 1, Paragraph B. Failure to comply with this requirement shall disqualify the Proposer.

5. Reserved

6. Proposals can be withdrawn at any time prior to the scheduled Deadline for Proposals.

7. Proposals must be submitted in the format described below. Proposals are to be prepared in such a way as to provide a straightforward, concise description of capabilities to satisfy the requirements of this RFP.

8. Proposals must be completed in all respects as required in this section. A Proposal may not be considered if it is conditional or incomplete.

B. Proposal Format Format the Proposal to fit on 8-½ v 11 sheets of paper with margins of at least ¾ inches. Text should be single spaced and font size should be no smaller than 11 points. Each page, including attachments, must be clearly and consecutively numbered. Responses to this RFP must be in the form of a proposal package, which must be submitted in the following format:

1. Presentation

Format the Proposal to fit on an 8-½ v 11 sheet of paper with margins of at least ¾ inches. Text should be single spaced and font size should be no smaller than 11 point. Each page, including attachments, must be clearly and consecutively numbered.

2. Cover Page Use Attachment A as the cover page. This form must be fully completed and signed by an authorized officer of the Proposer.

3. Table of Contents All pages of the Proposal, including the enclosures, must be clearly and consecutively numbered and correspond to the Table of Contents.

4. Statement of Certification Include the following on Attachment B:

a. A statement that the offer made in the Proposal is firm and binding for nine (9) months from the

Deadline for Proposals.

b. A statement that all aspects of the Proposal, including cost, have been determined independently, without consultation with any other Proposer (competitor) for the purpose of restricting competition.

https://epro.sbcounty.gov/bso/view/login/login.xhtml

Request for Proposal Ryan White Part B

c. A statement that all declarations in the Proposal and attachments are true and that this shall constitute a warranty, the falsity of which will entitle the County to pursue any remedy by law.

d. A statement that the Proposer agrees that all aspects of the RFP and the Proposal submitted shall be binding if the Proposal is selected and a Contract awarded.

e. A statement that the Proposer agrees to provide the County with any other information the County determines is necessary for an accurate determination of the Proposer’s ability to perform the Services as proposed.

f. A statement that the Proposer, if selected will comply with all applicable rules, laws and regulations.

g. A statement that the Proposer has reviewed the RFP and General Contract Terms in their entirety and has no exceptions to any requirements, terms, or conditions, except as noted in Attachment H.

5. Statement of Experience and Qualifications Include the following in this section of the Proposal:

a. Business name of the Proposer and type of legal entity such as corporation, partnership, etc. If

Proposer is a business entity that must be registered with the California Secretary of State, Proposer shall provide the County the entity number assigned to it by the Secretary of State.

b. Number of years the Proposer has been in business under the present business name, as well as related prior business names.

c. Statement that the Proposer does not have any commitments or potential commitments that may impact the Proposer’s ability to perform the Contract, if awarded.

6. Licenses, Permits, and/or Certifications

a. List any applicable licenses or permits presently held by the Proposer and indicate ability to obtain any additional licenses or permits that may be required, including Medi-Cal certification.

Complete Attachment C.

b. A statement that the Proposer has an organization that is adequately staffed and trained to perform the required services or demonstrate the capability for recruiting such staff.

7. Financials Provide Proposer’s Annual Report for the previous two years. Proposer must also include independently audited financial statements for the most recently completed fiscal year. If audited financial statements are not available, please provide un-audited financial statements along with a certification from the Proposer’s accountant that the information accurately reflects the Proposer’s current financial status. If the Proposer is a sole proprietorship, please provide Schedule C of the Internal Revenue Service forms as well as a certification from the owner and the accountant that the information accurately reflects the Proposer’s current financial status.

8. Project Team Organization Chart Provide an organization chart illustrating the project team and clearly show the organization of the team and the hierarchy of the members. It must include:

a. Organizational framework for the proposed project team.

b. Company name and staff name for each role identified in the chart.

c. Resumes of key personnel, including qualifications, education, and project experience.

9. Proposal Description The Proposal should include the following:

a. Proposed Services Synopsis (Attachment L)- Fill out and attach

Request for Proposal Ryan White Part B

i. Must include demonstration of Proposer’s understanding of the County’s needs and how the Proposer plans to meet them. Include additional pages as needed.

b. An explanation of any assumptions or constraints.

10. Work Plan and Schedule

Include the following:

a. Summary of management/work plan for this Project.

b. Project schedule.

c. Scope of Work (SOW) (Attachment M and/ or ) which describes the scope and organization of the proposed service category. A separate SOW must be submitted for each service category proposed. Refer to the Ryan White Program Unit of Service Definitions (Exhibit E) and Ryan White Program Financial Eligibility Criteria (Exhibit D) to assist in defining service objectives.

11. Certification Regarding Debarment or Suspension Complete Attachment D.

12. Budget

a. Provide proposed budget as Attachment E. Complete a budget for the proposed service category for FY 26/27 only. A budget must be completed for each proposed service category. See Attachment L for the required format and allowable budget categories. Include the method for calculating costs, e.g., FTE’s, etc. If the proposer intends to subcontract any service, a Program Budget and Budget Narrative must be included for each proposed subcontractor. Be certain to also complete the unit cost calculation at the bottom of the budget template.

b. Funding Request Summary (Attachment N) – Fill out and attach.

13. References

Provide three (3) references from other entities, preferably public agencies, of same or similar size as the County, with whom you have established a contract on a project of this nature. Provide contact name, address, phone number, email, and dates services were provided on Attachment F.

14. Former County Officials Complete Attachment G.

15. Exceptions to RFP Complete Attachment H.

16. Public Records Act Exemptions Complete Attachment I, if applicable.

17. Indemnification and Insurance Requirements Affidavit Submit evidence of ability to insure as stated in Section X, Paragraph B – Indemnification and Insurance Requirements. Proposer must complete and submit Attachment J – Indemnification and Insurance Requirements Affidavit, and ensure the form is complete, including the signature from Proposer’s insurance broker/agent.

18. Reserved

19. Client Grievance Process Compliance Statement - A statement that the Contractor will develop and maintain a client grievance policy and procedure, that any complaints made by service recipients will follow this procedure, that a log of both active and resolved complaints will be maintained for Ryan White Program review, and that any complaints that are unable to be resolved by the Contractor will be reported to the Ryan White Program office for follow-up (See Exhibit F through F-4 - Sample Client Complaint Form).

Request for Proposal Ryan White Part B

20. General Organization Description (MAXIMUM of 12-page narrative) Any portion of the answer for this section that exceeds the specified length could disqualify the proposal from consideration.

a. Describe the organization’s overall mission and goals and how the organization will achieve the overall Program Objective described in Section V, Paragraph B, Item 1, Program Objective.

b. Describe the organization’s mechanisms for integration and/or coordination with existing prevention and care service providers and how the organization participates in the community wide HIV/AIDS continuum of HIV prevention and care. Include referral, follow-up, and information/data sharing mechanisms.

c. Describe the organization’s Quality Management program including the mechanisms the organization will utilize to continuously improve access to care and improve the quality of HIV health services provided by the organization. Also include how input from persons living with HIV/AIDS will be gathered and incorporated in the development/assessment of programs.

d. Describe how the organization will ensure that services delivered are culturally and linguistically specific to the populations served and how the agency will adhere to the Ryan White Program TGA Cultural and Linguistic Competency Standards (Exhibit B).

e. Describe the organization’s capabilities related to ensuring only Ryan White eligible clients receive Ryan White funded services, i.e., HIV+, reside in San Bernardino County, low income, and that Ryan White funds are utilized as…