Flexible_Financial_Assistance_RFP.pdf

CITY OF SANTA MONICA

FLEXIBLE FINANCIAL ASSISTANCE RFP

Housing & Human Services

RELEASE DATE: January 20, 2026

DEADLINE FOR QUESTIONS: February 4, 2026

RESPONSE DEADLINE: February 20, 2026, 3:00 pm

APPROVED FOR ADVERTISEMENT

City of Santa Monica

Flexible Financial Assistance RFP

Table of Contents

1. Introduction

2. Term

3. Scope of Work

4. Questions and Answers

5. Vendor Questionnaire

6. Evaluation Criteria

7. Award Process

8. Terms & Conditions

Attachments:

A - Proposer Checklist

B - FFA Funding Agreement Template

C - PSA Insurance Template With Professional Liability

D - FFA Program Budget Evaluation and Leadership Demographics Workbook

E - FFA_Program_Plan Form

F - 2024 Fetterman Dunn Renters Protection Report

G - Homelessness Strategic Plan and the Renters’ Protection Plan

H - Update on Local Efforts Addressing the Regional Homelessness Crisis

I - City of Santa Monica 2021-2029 Housing Element

J - Santa Monica Aging and Disability Action Plan

Flexible Financial Assistance RFP

1 Introduction

1.1 Summary

The City of Santa Monica (the “City”) invites proposals from qualified agencies to establish and implement a Flexible Financial Assistance (FFA) program for eligible Santa Monica program participants.

1.2 Background

History of Flexible Financial Assistance

In recent years, the City has identified a growing need to provide financial assistance to Santa Monica residents who are at risk of losing housing.

On November 8, 2022, Santa Monica voters approved Measure GS, increasing the real estate transfer tax to fund homelessness prevention. Measure GS 4.90.030(b) prioritizes expenditures to assist families with minor children, low/fixed income households, seniors, and persons with disabilities. The measure establishes the Measure GS Resident Oversight Committee, which serves to provide recommendations to City Council and City staff regarding Measure GS program implementation and evaluation. Measure GS will serve as the primary funding source for the FFA program, while additional funding sources may be utilized

On August 22, 2023, Santa Monica’s City Council presented Item 16: Protecting Santa Monica’s Vulnerable Renters, whereby they asserted the need for “recommendations for programs and ordinances to protect the 70 percent of Santa Monicans who are renters amidst record evictions.” To move forward, in December 2023, Housing and Human Services Department staff retained Fetterman-Dunn Consulting (Fetterman- Dunn) to provide recommendations on developing renter protection programs. The 2024 Fetterman-Dunn Renters Protection Report (Attachment F) provided the following analysis on the vulnerability of renters in the Santa Monica community:

“More than 6,700 Santa Monica renter households, or 20.5%, are considered severely housing cost burdened (defined as spending 50% or more of their income on rent and utilities). When considering the impact of income on housing stability, the data shows even more Santa Monicans are deemed at-risk with 32% of renters having incomes less than 80% of area median income and spending more than 30% on housing”.

Based on available data from the Santa Monica City Attorney’s Office and Los Angeles County Department of Consumer & Business Affairs, Fetterman Dunn found that an estimated 472 Santa Monica renters will face unlawful detainer proceedings annually.

These risk indicators underscore the importance of enhancing tenant protections – including a robust financial assistance program.

In March of 2025, Santa Monica City Council approved the Homelessness Strategic Plan and the Renters’ Protection Plan (Attachment G), including the future

Flexible Financial Assistance RFP implementation of a Flexible Financial Assistance (FFA) program with the following components:

• Immediate one-time assistance, up to a maximum of $5,000 per household, per year, for households at risk of losing housing due to a financial emergency.

• Ongoing monthly assistance, totaling no more than $10,000 per household, annually, to help the household maintain housing.

• Up to $20,000 in eviction-prevention financial assistance for unlawful detainer-involved households that are receiving legal services from the Right to Counsel (RTC) program to support tenants in maintaining their housing or, for those who lose their case, to support relocation expenses.

• Provide supportive services, including case management, to address additional needs that are contributing to housing instability.

• Create or adopt and utilize a prioritization tool for identifying the most housing-vulnerable households.

1.3 Contact Information

Any inquiries or requests regarding this procurement should be submitted via OpenGov. Other City officers, agents, employees or representatives do not have authority to respond on behalf of the City. Contact with unauthorized City personnel during the selection process may result in disqualification.

Tina Saloutos Principal Buyer 1685 Main St Santa Monica, CA 90401 Email: tina.saloutos@santamonica.gov Phone: (310) 458-8281 Department:

Housing & Human Services

Department Head:

Heather Averick Director

1.4 Timeline

Proposal Calendar

The following is a list of key dates:

Release Project Date January 20, 2026 mailto:tina.saloutos@santamonica.gov tel:(310)458-8281

Flexible Financial Assistance RFP

Virtual Bidders Workshop (Non- Mandatory)

February 2, 2026, 10:00am Agenda Virtual

Question Submission Deadline February 4, 2026, 3:00pm

Question Response Deadline February 10, 2026, 3:00pm

Proposal Submission Deadline February 20, 2026, 3:00pm

2 Term

The City is inviting proposals from qualified persons or firms for a firm-fixed contract for an initial term of two (2) years, with three (3) options for renewal of one (1) year each, to be exercised at the City’s sole discretion.

3 Scope of Work

3.1 Scope of Work

Based on the initial funding levels for the program and a plan for prioritized support, the City anticipates serving up to 580 households in the FFA program annually. The City seeks a qualified agency (the “Agency”) to administer the FFA program based on the following scope.

A. Funding Availability

1. Funding available to execute this program is not to exceed up to $6,000,000 over five (5) years. Agency must provide a proposal that demonstrates an appropriate balance between administrative/operational costs and direct financial assistance, ensuring the majority of funds are directed to participant assistance in alignment with the program’s purpose. Ongoing funding year-over-year, or increased funding, is based on availability of funds, demonstrated need, and City Council approval.

2. At any point during the funding cycle, City Council may determine the need for significant program changes, including finding that the program is unable to meet its administrative, program, or fiscal requirements and should not receive continued funding.

B. Program Expectations and Guiding Principles

1. Operate from within a highly collaborative and coordinated service delivery system.

https://government-project.s3.amazonaws.com/227497/edb2ec9f-4e13-4965-b6a1-0fe158de5d7f_Bidders_Workshop_Agenda.docx

Flexible Financial Assistance RFP

a. The Flexible Financial Assistance (FFA) program will be expected to align with regional homelessness prevention efforts led by the Los Angeles County Affordable Housing Solutions Agency (LACAHSA). Beginning in FY 2026–27, LACAHSA will launch an Integrated Service Model (ISM) featuring centralized fiscal administration, a countywide database, a regional client portal, and standardized intake and prioritization tools.

b. The City may require the selected provider to integrate program operations with these systems as they become operational to ensure consistency, efficiency, and shared data practices across jurisdictions.

c. In addition, the FFA program must develop and strengthen referral networks and coordinate closely with the City’s Right to Counsel program—which provides legal services to residents facing eviction and serves as a primary partner for cross-referrals—as well as with Human Services Grant Program (HSGP) recipient organizations, Housing Division programs (Housing Choice Voucher, Preserving Our Diversity, and Below Market Housing), the Santa Monica City Attorney’s Office Consumer Protection Division, mainstream Los Angeles County services (such as the Department of Mental Health and Department of Public Social Services), and the Service Planning Area 5 Coordinated Entry System for individuals, youth, and families at risk of housing loss.

2. Model and implement services that are data-driven, evidence-based, and/or promote innovation.

a. The program and practices should be adjusted to serve the needs of vulnerable Santa Monicans while still maintaining the integrity of the model.

b. Agency should design and revise their program based on findings from data analysis and interpretation.

3. Achieve high-impact outcomes that demonstrate housing retention and increased housing stability.

a. Evidence-based research and Specific, Measurable, Achievable, Relevant, and Time-bound (SMART) programmatic goals shall guide service provision and financial assistance towards concrete and verifiable housing stability and retention outcomes.

b. Housing retention and stabilization outcomes should be tracked by:

i. geography (zip code),

ii. housing situation (lease versus doubling up),

iii. length of tenure at the location,

iv. type of outcome (retain unit versus relocate),

v. participant demographics including:

I. household size, II. presence of minor children (including number and age), III. amount and source of household income, IV. head of household age, V. gender, VI. veteran status, Flexible Financial Assistance RFP

VII. race/ethnicity, VIII. self-reported disability status in household members.

c. Outcome data should be shared with internal and external stakeholders and incorporated into program refinement processes.

d. Agency shall not obtain, store, or disclose information pertaining to the immigration status of applicant or participant households.

4. Demonstrate a commitment to equity.

a. The agency should have established policies and procedures to ensure staff receive training on and follow the Americans with Disabilities Act, Fair Housing, Health Insurance Portability and Accountability Act (HIPAA), and language access to ensure that applicants and participants have equitable access to program staff and resources.

b. Staff’s language abilities should reflect the language of the target population.

c. Outreach and marketing efforts should demonstrate intent to reach underserved populations or geographies within the city that are at increased risk of housing loss and homelessness, and the agency should leverage data to ensure that their programs achieve equitable outcomes.

5. Serve eligible participants.

a. The FFA program is intended to serve Santa Monica residents who have household incomes at or below 120% of Area Median Income.

b. Prioritization will be based on vulnerability factors such as:

i. minor children in the home,

ii. age,

iii. length of tenancy, and

iv. disability status.

c. Santa Monica residents who are not documented United States citizens qualify for this program provided they meet eligibility criteria.

d. Fetterman Dunn's analysis anticipates the program is expected to serve over 500 eligible participants annually.

6. Operate locally.

a. An agency not currently providing services in Santa Monica must demonstrate a robust plan for effectively serving eligible participants, including a regularly scheduled physical presence in the City.

b. In addition to any virtual service provision, services must be available in-person for individuals with varying levels of digital access and mastery.

7. Engage in ongoing community outreach.

a. Agency must outline a comprehensive public outreach campaign plan that includes targeted outreach to organizations serving priority populations defined by Measure GS.

b. Strategies should include a multi-pronged approach with a variety of accessible communication methods such as:

i. in-person meetings,

ii. physical mailers,

iii. public postings, and

Flexible Financial Assistance RFP

iv. digital outreach.

c. Outreach should be integrated with community outreach efforts for the Right to Counsel program and coordinate with community-based organizations to identify and raise awareness among high-risk eligible residents.

d. The FFA program should identify potential enrollees and troubleshoot enrollee needs outside the scope of the program to ensure program participants receive support from other local social services agencies (including HSGP grantees).

Agency will be expected to participate and lead, as needed, recurring coordination meetings.

8. Program Reporting.

a. Submit quarterly reports to the City which must include:

i. program outcomes and analysis,

ii. budget updates,

iii. notable changes during the reporting period,

iv. identified trends in program participants and

v. delivery of services.

b. Annual audits will be performed and will be shared with the Measure GS Resident Oversight Committee.

C. Timeliness & Barrier Removal

1. An effective program design should achieve the following minimum outcomes:

a. 85% of households who are determined to be eligible for assistance receive assistance within fifteen (15) days of eligibility approval.

b. 80% of households report in follow up surveys that the process was “easy” or “very easy”.

c. 80% of applicants report in follow up surveys that they got the help they needed to complete the application.

D. Submission Requirements

1. Proposal materials should be completed to reflect one year of program operations (within the five-year funding cycle).

2. Completed applications must include all items on the attached Flexible Financial Assistance Proposal Checklist.

3. Applicants are strongly encouraged to attend the Virtual Bidders Workshop.

The workshop will be recorded and made available online for applicants that are unable to attend. Once finalized, details of the workshop will be communicated to all OpenGov registrants and be made available online.

E. Community Needs and Priorities

a. The City has completed several assessments of local needs and evaluations of the human services offered directly by the City, the Santa Monica-Malibu Unified School District (SMMUSD) and local community non-profits.

The Flexible Financial Assistance program represents a significant City investment to address the findings of these assessments and evaluations.

Flexible Financial Assistance RFP

b. The following reports provide information on the documented needs in Santa Monica (if you would like a hard copy of any of the below documents, please contact the Human Services Division at humanservices@santamonica.gov or

(310) 458-8701).

i. 2024 Fetterman Dunn Renters Protection Report (Attachment F)

ii. Homelessness Strategic Plan and the Renters’ Protection Plan (Attachment G)

iii. Update on Local Efforts Addressing the Regional Homelessness Crisis (Attachment H)

iv. City of Santa Monica 2021-2029 Housing Element (Attachment I)

v. Santa Monica Aging and Disability Action Plan (Attachment J)

F. The Flexible Financial Assistance (FFA) program will be expected to align with regional homelessness prevention efforts led by the Los Angeles County Affordable Housing Solutions Agency (LACAHSA).

1. Beginning in FY 2026–27, LACAHSA will launch an Integrated Service Model (ISM) featuring centralized fiscal administration, a countywide database and required data tracking, a regional client portal, and standardized intake, triage, and prioritization tools.

2. The City may require the selected provider to integrate program operations with these systems as they become operational to ensure accessibility, consistency, efficiency, and shared data practices across jurisdictions.

G. Applicant Eligibility Requirements

1. Applicants must meet the following Council-approved minimum eligibility requirements. Meeting these requirements does not guarantee funding.

2. To administer the FFA program, applicants must:

a. Have experience administering a large-scale financial assistance program for a minimum of three (3) years in, or in proximity or Los Angeles County.

H. Program Components

1. To meet the complex and immediate needs of program participants, the proposed FFA program should include the three (3) components detailed below. Applicants should thoroughly respond to the questions in the Program Plan to outline how their proposed program addresses each component.

a. Verify eligibility and implement a prioritization tool: The program should promptly (five (5) business days from the time of complete intake submission) respond to potential participants, have a defined eligibility verification process, and utilize a prioritization tool to focus limited resources on households with the highest risk of housing instability or housing loss. May be required to implement and utilize a standardized

Flexible Financial Assistance RFP assessment tool if such a tool is developed and adopted by the City during the contract period.

b. Provide prompt and accurate financial assistance disbursements: Given the time-sensitive nature of the financial assistance requests and the variety of these requests, the program should have an objective method for determining the amount of financial assistance, a process for prompt payment disbursements, and a secure record-keeping system to track requests and payments. The program should also include the following Council-approved funding categories:

c. Immediate one-time assistance up to a maximum of $5,000 per household, per year that are at risk of losing housing due to a financial emergency.

d. Ongoing monthly assistance, totaling no more than $10,000 per year per household, annually, to help the household maintain housing.

e. Up to $20,000 in eviction-prevention financial assistance for unlawful detainer-involved households that are receiving legal services for the Right to Counsel (RTC) program to support tenants in maintaining their housing or, for those who lose their case, support relocation expenses.

f. Provide housing stability case management services: In addition to financial assistance, some FFA recipients will require additional support to ensure housing sustainability, therefore the program should offer housing stability case management services, including problem-solving interventions, development of a housing stability plan, and case management including housing navigation.

4 Questions and Answers

Vendor Queries Due Questions must be submitted online in the “Q&A” tab. The City will only accept or respond to questions submitted through the online vendor portal.

One question per submittal. (This does not mean one question per vendor.) Submittals containing multiple questions will not be answered.

Flexible Financial Assistance RFP

5 Vendor Questionnaire

5.1 Proposal

5.1.1 Letter of Transmittal*

Please upload your letter of Transmittal as a PDF here. Make sure to include the following items.

A. Identify the submitting organization;

B. Identify the name, title, telephone and fax numbers, and e-mail address of the person authorized by the organization to contractually obligate the organization;

C. Identify the name, title, telephone and fax numbers, and e-mail address of the person authorized to negotiate the contract on behalf of the organization;

D. Identify the names, titles, telephone and fax numbers, and e-mail addresses of persons to be contacted for clarification;

E. Be signed by the person authorized to contractually obligate the organization;

F. Acknowledge receipt of any and all amendments to this RFP.

*Response required

5.1.2 Proposed Program Plan*

Download the FFA Program Plan (attachment E), follow the instructions for each section, and upload your completed Program Plan.

*Response required

5.1.3 Job Descriptions for Proposed Program Staff*

As requested in the Program Plan, upload official Job Descriptions for each City-funded staff position listed in your proposed Program Budget.

*Response required

5.1.4 Program Budget, Evaluation, and Demographics*

Download the FFA Program Budget, Evaluation, and Leadership Demographics Workbook (Attachment D) follow the instructions on each tab and upload the completed workbook.

*Response required

5.1.5 Eligibility Documentation – Experience Administering Financial Assistance Program*

Applicants must have experience administering a large-scale financial assistance program for a minimum of three (3) years in, or in proximity of Los Angeles County to be eligible to respond to this RFP. Check one of the following boxes.

Flexible Financial Assistance RFP

☐ Agency meets this requirement (has experience administering a large-scale financial assistance program for a minimum of three (3) years in Los Angeles County).

☐ Agency does not meet this requirement (does not have experience administering a large-scale financial assistance program for a minimum of three (3) years in Los Angeles County *Response required

5.2 Other Supporting Documentation

The following documents must be uploaded in order to be considered in application scoring. Please upload documents for the applying agency and subcontractor if applicable.

5.2.1 Agency Organizational Chart*

Upload Agency Organizational Chart

*Response required

5.2.2 Equity Policies and Procedures*

Upload agency and/or program equity policies and procedures (can include plans and professional development training schedules/flyers).

*Response required

5.2.3 Audited Financial Statements*

Upload Audited Financial Statements, including the auditor’s management letter, for the three (3) most recent fiscal years.

*Response required

5.2.4 Program Monitoring Reports*

Upload program monitoring reports for the two (2) most recent fiscal years for a large-scale financial assistance program and for a program that provides housing stability case management services.

For agencies who received a grant from the City of Santa Monica in the past five (5) years and who were monitored by a City auditor, upload the most recent monitoring report for each audited program.

*Response required

5.2.5 Documentation of Subcontractor Partnership*

Upload documentation of partnership or intent to partner (e.g., MOU, letter of intent), if you are proposing to utilize a subcontractor).

*Response required

5.2.6 Documentation of Federally Approved Indirect Cost Rate* Upload Federal approval of indirect cost rate – only for budgets proposing indirect cost expenses in excess of 15%.

Flexible Financial Assistance RFP

*Response required

5.2.7 References *

Upload up to three (3) references from programs of similar size and scope within the last five (5) years. If the proposed program is utilizing a subcontractor, applicant may submit up to three (3) references each for the applying agency and the subcontractor.

*Response required

5.2.8 Work Samples*

Upload no more than (3) sample work products from programs of similar size and scope within the last five (5) years. If the proposed program is utilizing a subcontractor, applicant may submit up to three (3) work samples each from the applying agency and the subcontractor.

*Response required

5.3 Other Required Responses

5.3.1 Business License Requirements

WHO NEEDS A BUSINESS LICENSE?

1. Is this vendor physically located in the City of Santa Monica?

Yes (Vendor must have a City of Santa Monica business license - contact the Business License unit for the appropriate forms. Skip question 2 & continue to “ADDITIONAL REQUIREMENTS” section below)

No (Continue to the next question)

2. Does this vendor physically come into the City of Santa Monica to conduct business and/or make deliveries?

Yes(Vendor must have a City of Santa Monica Out-of City Business License. contact the Business License unit for the appropriate forms. Continue to “ADDITIONAL REQUIREMENTS” section below)

No(STOP, no license needed)

ADDITIONAL REQUIREMENTS:

If this vendor is located in or comes into the City of Santa Monica to conduct business, in addition to having a CITY OF SANTA MONICA BUSINESS LICENSE, they will be required to have insurance (see agreement for descriptions).

The business license documentation is only required from the successful Proposer.

Flexible Financial Assistance RFP

5.3.2 Notice Regarding Disclosure of Contents of Documents*

All responses to this Request for Proposal (RFP) accepted by the City of Santa Monica (City) shall become the exclusive property of the City. All proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act, or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

☐ Please confirm

*Response required

5.3.3 Oaks Initiative*

CITY OF SANTA MONICA OAKS INITIATIVE NOTICE

NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING

DISCRETIONARY PERMITS, CONTRACTS, OR OTHER BENEFITS FROM THE CITY

OF SANTA MONICA

Santa Monica’s voters adopted a City Charter amendment commonly known as the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s text from the City Clerk.

This information is required by City Charter Article XXII—Taxpayer Protection. It prohibits a public official from receiving, and a person or entity from conferring, specified personal benefits or campaign advantages from a person or entity after the official votes, or otherwise takes official action, to award a “public benefit” to that person or entity. The prohibition applies within and outside of the geographical boundaries of Santa Monica.

All persons or entities applying or receiving public benefits from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of persons with more than a 10% equity, participation or revenue interest. An exception exists for persons serving in those capacities as volunteers, without compensation, for organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not apply if the organization is a political committee or controls political committees. Examples of a “public benefit” include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000 over a 12-month period.

In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by

Flexible Financial Assistance RFP an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This information must be updated and supplied every 12 months.

• OAKS_INITIATIVE_FORM.pdf

• OAKS_INITIATIVE_FORM_-_Exam...

*Response required

5.3.4 Living Wage Ordinance Certification*

CITY OF SANTA MONICA LIVING WAGE ORDINANCE

Certification for Providers of Services to the City of Santa Monica (Fiscal Year 24/25 – July 1, 2024 through June 30, 2025)

TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY

OF SANTA MONICA IN EXCESS OF $54,200

The City of Santa Monica Municipal Code Chapter 4.65, Living Wage Ordinance (LWO), establishes a Minimum Wage of $20.32 for certain employees of contractors providing services to the City where services exceed $54,200 or more and requires that contractors also provide the same health care and other benefits to employees’ same sex spouses and domestic partners as are provided to other employees’ spouses.

An employee covered by the LWO is any person who does not actually work as a manager, supervisor, or confidential employee, and who is not required to possess an occupational license.

The Living Wage Ordinance applies the services sought pursuant to this bid and bidders are required to prepare and return the Living Wage Certification Form. If the bidder is selected, the bidder must maintain payroll records that include, at minimum, the full name of each employee providing services under the contract, job classification and rate of pay. Bids that fail to include Certification Forms may be considered non-responsive and excluded from further consideration.

Please prepare the following certification if you are a contractor engaging in a contract for services with the City of Santa Monica in excess of $54,200.

Your signature on this certification grants the City permission to review any and all payroll books and records and any company documents pertaining to the benefits offered to employees to assure your compliance with the LWO during the term of the contract.

Please direct any questions to:

City of Santa Monica Finance Department Attention: Living Wage Compliance Section 1685 Main Street, Mail Stop 09 Santa Monica, CA 90401 https://government-project.s3.us-west-2.amazonaws.com/47043/abd14927-fc28-4c52-b1d3-483bf17bebad_OAKS_INITIATIVE_FORM.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4GYLTBJOU%2F20260120%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260120T152548Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEOf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIAvJKZ17uMcNvF1qjaDya2o7GRlNGTfTYvqaqJ35S6vuAiEAuotd37r2YjNBE85NOE9uS%2FwgjZnt2m6NOw6mvHHKXaUqjgUIsP%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDK5rxjG2E6TOjCMPoiriBM8hs%2Fg2NWSdzbgj5vMKE50ULa3anUAY0sN1Ijfda1LzxQSHcXDHdOvv12Lc3T%2BzkzfWPSWiggYxW64u07mmxNTHpGm6%2B%2Bq06DBEHrit6KHJRG3liXSQT8qldUWYZDMbfq78GEO9g7M97%2B87bgM%2BTQVf5dpb4DR8P%2Fq6JAN%2BNM1OSRH4RCaNQHmkNeIGEJvEa%2Ft%2FUsEHN8EoePGM%2FKsmzD2%2Fl0DXkxAkONl%2BkQQ1Akf97Qm0KSALoYK7%2BYfydt7fD2jk3SCucXR2GY%2FiQKDJKE8IosVyqaFA7iOltUQc358dC3aTlE2NwmUF3YelQug9zwBdgFhDbNIPS6KBndx1Asp1Qy6iF3UE4uSOe7fwXyyRO4vV7yyXG8%2B8m4TdaAc56BgkW0mRxRLiwkaEY%2BUoR8Ohdqq88u5n5j0MBn6jHS%2FpY8vin5mtKNwPg7DrJvwYB4%2Fvn1K2T0OZdNsfgqWMOX0bnepfYbv3c0BsfMFLftDpGysyutq0laFpQb40Nb6QNAabVejrlxTFQYqbOMUt%2Bd1TDv%2FufPYroWOhnPyVxbRNdE55PVcR4RNNjZ0Fn9V%2B8tFDWye616glacY7036W4LHneHiiXszUeKg03r3WdDKE9jjS2OQyYRqzElX7hqdCtuO6bKP8Fn63xz9tfYfowlZFA7qBZfbAcaW0aP8uYtSf8BAR5xEnZyw8FVDbku5lS3io4ZxVspEN8bJMBdhEKdSYWYgPmVolT74H57EqVOlILquVtYNUv%2Bk3aR0xL1u21kenV3HwfxLpc0I4vTnAWEfDTWov5CpmvVN7l%2FaZjcSx2O4wxLK%2BywY6mQGVRD3iM6BQjBDkv3v%2BkVX4EpEzDXydU8M3QvwiJLgndIYPodDDc3ruYHxP2ljEwulmnM3sLR80fs8zFBs4W5VWbjY0oOVApYIVW9%2BvIKolRyDlKKM0jkbUkeYyP3U2xunYhmAcoNaH28nD7Dq1fp63yQSP%2BP6GkQEJhkEcSHROx4dVPbrr%2FS%2FFzNneiqQ2nTDKP0%2F7DQ3m0EA%3D&X-Amz-Signature=14c8f39f3f1b956fb70cdfbb4d4a10a7afd4e7d17bad00a990f04d0326ca60c0&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22OAKS_INITIATIVE_FORM.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/47043/3200d340-ceaf-43f6-8fdb-0244a0434690_OAKS_INITIATIVE_FORM_-_Example_revised_06.07.23.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4GYLTBJOU%2F20260120%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260120T152548Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEOf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIAvJKZ17uMcNvF1qjaDya2o7GRlNGTfTYvqaqJ35S6vuAiEAuotd37r2YjNBE85NOE9uS%2FwgjZnt2m6NOw6mvHHKXaUqjgUIsP%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDK5rxjG2E6TOjCMPoiriBM8hs%2Fg2NWSdzbgj5vMKE50ULa3anUAY0sN1Ijfda1LzxQSHcXDHdOvv12Lc3T%2BzkzfWPSWiggYxW64u07mmxNTHpGm6%2B%2Bq06DBEHrit6KHJRG3liXSQT8qldUWYZDMbfq78GEO9g7M97%2B87bgM%2BTQVf5dpb4DR8P%2Fq6JAN%2BNM1OSRH4RCaNQHmkNeIGEJvEa%2Ft%2FUsEHN8EoePGM%2FKsmzD2%2Fl0DXkxAkONl%2BkQQ1Akf97Qm0KSALoYK7%2BYfydt7fD2jk3SCucXR2GY%2FiQKDJKE8IosVyqaFA7iOltUQc358dC3aTlE2NwmUF3YelQug9zwBdgFhDbNIPS6KBndx1Asp1Qy6iF3UE4uSOe7fwXyyRO4vV7yyXG8%2B8m4TdaAc56BgkW0mRxRLiwkaEY%2BUoR8Ohdqq88u5n5j0MBn6jHS%2FpY8vin5mtKNwPg7DrJvwYB4%2Fvn1K2T0OZdNsfgqWMOX0bnepfYbv3c0BsfMFLftDpGysyutq0laFpQb40Nb6QNAabVejrlxTFQYqbOMUt%2Bd1TDv%2FufPYroWOhnPyVxbRNdE55PVcR4RNNjZ0Fn9V%2B8tFDWye616glacY7036W4LHneHiiXszUeKg03r3WdDKE9jjS2OQyYRqzElX7hqdCtuO6bKP8Fn63xz9tfYfowlZFA7qBZfbAcaW0aP8uYtSf8BAR5xEnZyw8FVDbku5lS3io4ZxVspEN8bJMBdhEKdSYWYgPmVolT74H57EqVOlILquVtYNUv%2Bk3aR0xL1u21kenV3HwfxLpc0I4vTnAWEfDTWov5CpmvVN7l%2FaZjcSx2O4wxLK%2BywY6mQGVRD3iM6BQjBDkv3v%2BkVX4EpEzDXydU8M3QvwiJLgndIYPodDDc3ruYHxP2ljEwulmnM3sLR80fs8zFBs4W5VWbjY0oOVApYIVW9%2BvIKolRyDlKKM0jkbUkeYyP3U2xunYhmAcoNaH28nD7Dq1fp63yQSP%2BP6GkQEJhkEcSHROx4dVPbrr%2FS%2FFzNneiqQ2nTDKP0%2F7DQ3m0EA%3D&X-Amz-Signature=0f45ade636a51ac3025d7248d32800084ad8155ca159b1c331f7a014d95337db&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22OAKS_INITIATIVE_FORM_-_Example_revised_06.07.23.pdf%22&x-id=GetObject

Flexible Financial Assistance RFP

You can also contact staff regarding living wage ordinance questions by e-mail at finance.mailbox@smgov.net or by phone 310-458-8281.

• FY24-25_Living_Wage_Certifi...

*Response required

5.3.5 Certificate of Compliance*

Please upload your completed Certificate of Compliance document here.

• Certification_of_Compliance...

*Response required

5.3.6 Non-Discrimination Policy, Debarment Certification & Non- Collusion Declaration*

Please download the below documents, complete, and upload.

• Proposal_Forms_(10).pdf

*Response required

5.3.7 Levine Act Disclosure Form*

Please download the below documents, complete, and upload.

• Levine_Act_Disclosure_Form.pdf

• Disclosure_Form_cover_memo.pdf

*Response required

5.3.8 Insurance*

The agency (and subcontractor, if applicable) selected to operate this program will be required to have insurance. See PSA Insurance Template attachment for more information. Documentation is not required to submit a proposal.

☐ Please confirm

*Response required

6 Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points) 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Flexible Financial Assistance RFP

1. Program Model & Policies and Procedures Up to 20 points may be awarded based on the evaluation of the program model and policies and procedures, including program components managed by a subcontractor if applicable. Points will be based upon the details of the three program activities and defined processes for: outreach to property managers and potential participants;

program accessibility; client intake and prioritization; determining need for case management services; operating within and leveraging the City's Housing and Human Services network.

Points Based 20 (20% of Total)

2. Organizational Capacity Up to 15 points may be awarded for proposals that demonstrate organizational capacity to administer a large-scale financial assistance program and provide quality housing stability case management services.

Points Based 15 (15% of Total)

3. Past Experience, Work Samples, and References Up to 20 points may be awarded for previous experience designing and operating similar programs.

Points Based 20 (20% of Total)

4. Program Budget Up to 15 points may be awarded for the program budget. The budget should outline all expenses required to support the proposed services.

Points Based 15 (15% of Total)

5. Program Evaluation Up to 10 points will be awarded for programs that have clearly defined goals, outputs, and outcomes as well as a documented plan for data collection and program evaluation.

Points Based 10 (10% of Total)

6. Audited Financial Statements Up to 10 points may be awarded based on the evaluation of the agency’s audited financial statements for the three (3) most recently completed consecutive fiscal years. Evaluation will be based on demonstrated compliance with generally accepted accounting principles (GAAP), including reports free from substantial findings or concerns, and indicate overall fiscal health.

Note: This section will be scored separately by an individual or firm possessing the requisite subject-matter expertise.

Points Based 10 (10% of Total)

Flexible Financial Assistance RFP

7. Value Added/Breadth of Service Up to 10 points may be awarded based on the agency’s (and subcontractor, if applicable) ability to provide unique expertise.

Points Based 10 (10% of Total)

7 Award Process

7.1 Selection

The City of Santa Monica, through either the City Council or the City Manager (or his designee) has the sole authority to select the consulting firm and reserves the right to reject any and all proposals. The City reserves the right to approve or reject all sub-consultants and engineers proposed to be retained by the prime consultant. Upon signing of the agreement, no change in proposed personnel or sub-consultants can be made without the City’s review and written authorization.

By submitting a response to this RFP, prospective consultants waive the right to protest after award or seek any legal remedies whatsoever regarding any aspect of this RFP.

The City reserves the right to select any number of finalists. In addition, the City reserves the right to issue written notice to all prospective consultants of any changes in the RFP terms or proposal submission schedule, should the City determine in its sole and absolute discretion that such changes are necessary.

The City reserves the right to request additional information from any proposing consultant and to reject any and all proposals. All original work products, including computer files, shall remain the property of the City.

The City reserves the right to retain an expert to evaluate the proposing consultant’s work or qualifications at all stages in the selection process. Additionally, any contract entered into will be subject to termination at any stage if in the judgment of the City, such termination is in the best interest of the City. In the event such decision is made, appropriate written notice would be given before any termination and the consultant would be compensated on a pro-rata basis for work performed.

The responsible proposer whose proposal is the most advantageous to the City, taking to consideration all the evaluation factors will be recommended for the contract award.

Notwithstanding the Evaluation Team’s selection, the City reserves the right to award this RFP and the resultant Contract in any manner it deems to be in the best interest of the City and make the selection based on its sole discretion. The City is the sole and exclusive judge of quality and compliance with proposal specifications in any of the matters pertaining to this RFP.

Flexible Financial Assistance RFP

7.2 Contract Award and Execution

Selection of a proposer with whom the City enters into contract negotiations with, or a recommendation of an award by the Evaluation Committee or any other party, does not constitute an award of Contract. Once the City formally awards the contract, the successful consultant will be notified to enter into an agreement. If the selected consultant does not enter into the agreement, the City will begin negotiations with the second highest ranking proposing consultant.

Please review all contract forms prior to submitting a proposal. The City of Santa Monica intends to use these forms as the baseline agreements with the successful consultant. The City will not entertain proposals to make material changes to the contract form once the project has been awarded. If you wish to request changes to the contracting forms, you must do so during the proposal process. In addition, the City requires compliance with several other policies and ordinances, proposing consultants will need to complete these Exhibits and submit with their Proposal.

The RFP document and the successful proposal response, as amended by agreement between the City of Santa Monica and the successful consultant, will become part of the contract documents. Additionally, the City of Santa Monica may verify the successful consultant’s representations that appear in the proposal.