HE-25-643 Addendum 2.pdf
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- Solicitation number
- HE-25-643
- Issued by
- California
About this file
This is Addendum No. 2 to Request for Proposals (RFP) No. HE-25-643 issued by the City of Long Beach Department of Financial Management for the Rapid Rehousing Program. The addendum modifies and supersedes language in the original RFP and must be acknowledged and submitted with all proposals; failure to submit this addendum may result in proposer disqualification. Key contractual updates address contract payment procedures, program monitoring requirements, record retention obligations, financial requirements, and fraud reporting mechanisms. The City of Long Beach will issue payments based on services rendered, with contractors submitting invoices to HomelessServicesAdmin@longbeach.gov accompanied by all supporting source documentation per City standards; payment will be remitted within 30 calendar days of billing. Contractors must ensure compliance with HMIS (Homeless Management Information System) data collection and participation requirements, including accurate data entry, case note completion, service entries, and financial assistance documentation when submitting for reimbursement.
Contractors are required to actively participate in evaluation, monitoring, audit, and inquiry activities conducted by the City and applicable grantors, including site visits, interviews, documentation collection, HMIS assessments, and invoice verification. The City reserves the right to impose a corrective action plan on any contractor found noncompliant with grant or RFP requirements. All records pertaining to the program must be maintained for a minimum of seven years after agreement termination, or longer if any litigation, claim, negotiation, audit, monitoring, inspection, or other action has commenced before the retention period expires. The submission of fictitious, altered, or fraudulent supporting documentation is prohibited and may constitute violations of California Penal Code Sections 132 and 134, resulting in civil and/or criminal penalties. The City has established a Fraud Hotline for reporting suspected fraudulent activity 24 hours a day, seven days a week via phone (1-888-372-8307), online form, or MyAuditor App, with whistleblower protections provided under California Government Code § 53087.6 and California Labor Code § 1102.5.
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Department of Financial Management
411 West Ocean Boulevard, 6th Floor
Long Beach, CA 90802
(562) 570-6425
March 13, 2026
NOTICE TO PROPOSERS
ADDENDUM NO. 2
RFP No. HE-25-643 Rapid Rehousing Program
This addendum changes and supersedes the language in the original RFP. Please acknowledge receipt of this addendum by signing and submitting with your proposals.
Any proposer who fails to submit this addendum may be disqualified.
The City would like to remind Proposers that pursuant to Section 5.2.27 of the RFP, the City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the City Contact.
The City would like to provide the following updates:
Section 2.8.3 Contract Payment
The City of Long Beach issues payment based upon services rendered. After a contract is finalized and work is performed, the Contractor will invoice the City, submitting invoices to HomelessServicesAdmin@longbeach.gov. All invoices must include all supporting source documentation upon submission per City standards. The City will remit payment within 30 calendar days of being billed.
Contractor must ensure compliance with Section 2.5 HMIS Data Collection and Participation, including accurate HMIS data entry and compliance, including case note completion, service entries, and financial assistance documentation, when submitting for reimbursement. Refer to Section 2.5.8 Participant Master File and Documentation for the list of required documents.
Refer to Section 5 for Additional Terms and Conditions applicable to this solicitation.
2.8.4 Program Monitoring
Contractor shall actively participate in evaluation, monitoring, audit, and inquiry activities conducted by the City and applicable grantors to assess program implementation and success. Contractor shall submit timely and accurate reports, maintain effective communication, and share successes or challenges. The Contractor shall cooperate fully with the City and applicable grantors in executing an evaluation plan and program monitoring.
Program evaluation and monitoring may include site visits, interviews, documentation collection, HMIS assessments, invoice verification, and any other materials necessary to evaluate and monitor the program performance.
If program monitoring reveals noncompliance with grant of RFP requirements, the City reserves the right to impose a corrective action plan on the Contractor.
Section 2.8.5.2 Record Retention
Contractor must maintain all records pertaining to this program for a minimum period of seven (7) years after the termination of the agreement.
If any litigation, claim, negotiation, audit, monitoring, inspection, or other action has commenced before the expiration of the required record retention period, all records must be retained until completion of the action and resolution of all issues which may arise from it.
Section 12.3.2 Financial Requirements
11. The submission of fictitious, altered, or fraudulent supporting documentation is prohibited and may constitute a violation of California Penal Code Section 132 and California Penal Code Section 134, which may result in civil and/or criminal penalties.
ADD Section 2.8.5.4 Reporting Alleged Fraud The City has established an avenue for employees to report suspected fraudulent activity via a Fraud Hotline. This Hotline includes three (3) ways to anonymously report a tip of alleged fraud, waste or abuse against the City of Long Beach 24 hours a day, 7 days a week to the City Auditor’s Fraud Hotline:
• Phone: 1-888-FRAUD-07 or 1-888-372-8307
• Online form
• MyAuditor App: select “Report Fraud” and include photos and location as evidence
To maintain confidentiality, investigation information will not be disclosed. California’s whistleblower laws (California Government Code § 53087.6 and California Labor Code § 1102.5) provide protection for anyone who reports an improper governmental activity against retaliation by his or her employer for having made the tip.
https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=132.&lawCode=PEN https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=PEN§ionNum=134.
PREPARED BY: Janet Kariuki, Procurement Analyst I
ACKNOWLEDGED BY:
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