Homeless_Outreach_Assessment_and_Mobile_Hygiene_Services.pdf

REQUEST FOR PROPOSAL

HOMELESS OUTREACH/ASSESSMENT AND MOBILE HYGIENE SERVICES

26-181

Issued By:

City of Milpitas Purchasing Division

455 E. Calaveras Blvd.

Milpitas, CA 95035-5411

City of Milpitas Purchasing Website

RELEASE DATE: March 17, 2026 DEADLINE FOR QUESTIONS: March 31, 2026

RESPONSE DEADLINE: April 21, 2026, 12:00 pm

RESPONSES MAY BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/milpitas-ca https://www.milpitas.gov/264/Bid-Opportunities

The City of Milpitas

Homeless Outreach/Assessment and Mobile Hygiene Services

I. Notice of Request For Proposals II. Introduction

III. Scope of Work IV. Vendor Questionnaire V. Submission Instructions

VI. Evaluation and Award Process VII. Evaluation Criteria

VIII. Terms & Conditions

Attachments:

A - RFP Submittal Forms to Complete B - Professional Services Agreement (Exemplar)

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I. Notice of Request For Proposals

Notice is hereby given that proposals will be received on the City of Milpitas eProcurement website OpenGov, until Tuesday, April 21, 2026 for: Homeless Outreach/Assessment and Mobile Hygiene Services.

The scope of work, content of the proposal, and the selection process are described in the Request for Proposals (“RFP”). Interested parties may obtain copies of the RFP through the Milpitas purchasing website at https://www.milpitas.gov/264/Bid-Opportunities or directly through OpenGov at https://procurement.opengov.com/portal/milpitas-ca.

SUBMITTING THE PROPOSAL: The City requires that proposals be submitted electronically through its eProcurement website on OpenGov. Electronic proposals must be submitted through OpenGov by the Submittal Deadline noted above. It is the sole responsibility of the Proposer to ensure that its proposal is submitted through OpenGov before the RFP closing date and time.

Electronic proposal submittals require uploading electronic attachments. All uploaded documents must be attached as separate Microsoft Word, Excel, or Adobe PDF files only.

Submission of attachments containing embedded documents is prohibited. It is the responsibility of the Proposer to familiarize itself with the OpenGov eProcurement system, and the City does not assume any liability or responsibility for late proposals.

Registration. Proposers must register on OpenGov to submit proposal responses. If you are not already registered, please go to https://procurement.opengov.com/portal/milpitas-ca and click on +Subscribe. There is no cost to register for or participate in City of Milpitas solicitations.

License and Bonding. Proposer shall be licensed and bonded in accordance with industry practices, laws, rules, and regulations governing the performance of services required in this

RFP.

For more information regarding the RFP, please contact:

Vickie Davis

Senior Special Project Associate vdavis@milpitas.gov https://procurement.opengov.com/portal/milpitas-cs

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II. Introduction

II.A Summary

Through this Request for Proposal (RFP), the City of Milpitas is seeking proposals from qualified vendors to provide Homeless Outreach/Assessment and Mobile Hygiene services. The City may, at its sole discretion, elect to award one or more contracts as a result of this RFP.

As part of the Homeless Outreach program, the awarded Contractor(s) will engage unhoused individuals, including those living in vehicles or unsheltered locations, by building trust, assessing their needs, and connecting them to available housing programs and supportive services. The goal of Outreach Services is to deliver intensive, field-based engagement and case management, provide consistent and critical support to individuals living in encampments, vehicles, on the streets, or in other locations not intended for human habitation, address basic needs, and work toward long-term housing solutions. Additionally, qualified vendors may propose mobile hygiene solutions, such as a “shower bus” or mobile trailer with showers, laundry machines, restrooms, and on-site case management, to improve health, restore dignity, and reduce barriers for unhoused residents once a week. All services are intended to improve health and well-being, reduce barriers to housing, and help unhoused residents transition to stable housing and support systems.

Qualified vendors may submit proposal responses for one or both services areas: Homeless Outreach/Assessment and/or Mobile Hygiene. See RFP, including the Scope of Services and attachments, for additional details.

II.B Background

In December 2020, the Milpitas City Council approved a pilot program to provide mobile hygiene services, including showers, laundry, and case management, for unhoused residents. The program was initially funded through a state grant and later extended with additional City funding to expand services through June 30, 2026. While the pilot successfully delivered essential resources, the City continues to recognize the need for comprehensive outreach and hygiene services to address the ongoing challenges faced by unhoused individuals.

This Request for Proposals (RFP) seeks qualified vendors to provide sustainable services that reduce barriers, improve health and well-being, and connect unhoused residents in Milpitas to housing and supportive programs. The City is committed to addressing homelessness through a strategic and compassionate approach, and developing programs and services tailored to the needs of unhoused individuals in Milpitas.

II.C Timeline

Schedule of Activities. The City reserves the right to amend the schedule below as necessary. All times referenced are in Pacific Time.

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Release Date March 17, 2026

Question Submission Deadline March 31, 2026, 12:00pm

Proposal Submission Deadline April 21, 2026, 12:00pm

III. Scope of Work

III.A Scope of Work

Proposers may submit proposals for one or more services: Homeless Outreach/Assessment and/or Mobile Hygiene. The City will evaluate and select the appropriate service level for each area based on available funding, community needs, and Contractor capacity. Both services are intended to improve health and well-being, reduce barriers to housing, and help unhoused residents transition to stable housing and support systems.

1. Homeless Outreach/Assessment

Through this program, the awarded Contractor(s) shall engage unhoused individuals, including those living in vehicles or unsheltered locations, by building trust, assessing their needs, and connecting them to available housing programs and supportive services. The goal is to provide consistent support, address basic needs, and work toward long-term housing solutions. To allow flexibility, proposals shall be provided for outreach services at three levels of frequency: 2 days per week, 3 days per week, and 5 days per week.

2. Mobile Hygiene

Qualified Contractors may propose mobile hygiene solutions, such as a “shower bus” or other mobile trailer with showers, laundry machines, restrooms, and on-site case management, to improve health, restore dignity, and reduce barriers for unhoused residents once a week.

Proposals shall include the mobile hygiene solution at one location for four-hour sessions. The awarded Contractor(s) shall maintain sole responsibility for managing and operating the mobile hygiene solution, including, but not limited to, the following:

A. Acquiring hard materials related to the shower units and hygiene kits.

B. Purchasing necessary supplies.

C. Staffing services.

D. Cleaning and sanitizing units.

E. Maintaining and repairing the units as necessary.

F. Ensuring ADA accessibility.

G. Ensuring compliance with local ordinances and any contracts related to water, power, and site control.

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3. Goals

The goals of this project shall include, but are not limited to, the following:

A. Supporting the City of Milpitas in responding to referrals of non‐violent mental health crises.

B. Helping identify the needs of Milpitas’ unhoused residents.

4. Objectives

The objectives shall be achieved by:

A. Conducting Vulnerability Index – Service Prioritization and Decision Assistance Tool (VI-

SPDAT) intakes and assessments in accordance with the current Homeless Management Information System (HMIS) standards for Santa Clara County.

B. Utilizing a multidisciplinary team approach.

C. Developing a robust knowledge of community resources.

D. Coordinating services with programs and resources provided by the City for its homeless population.

5. Outcomes

The awarded Contractor(s) shall achieve the following outcomes:

A. Engagement and outreach to all individuals referred by the City, as well as proactively outreach to individuals on a weekly basis.

B. Timely follow-up and mitigation on referral sites, as needed.

C. Tracking number of referrals made and number of clients served, including Milpitas residents and individuals from other locations.

D. Increased self-sufficiency of homeless individuals through coordinated services.

E. Administration of Vulnerability Index Service Prioritization Decision Assistance Tool (VI-

SPDAT) assessments to at least 75% of individuals contacted who are not already enrolled in

HMIS.

F. Linking 75% of individuals with Severe Mental Illness (SMI) to the Behavioral Health Services Department (BHSD) HEAT clinical team for further engagement.

G. Connecting 20% of clients to medical services.

H. Improving housing situations for 20% of clients.

I. Ensuring that 80% of referrals have initial contact attempts within two (2) working days.

6. Reporting and Data Collection Requirements

The selected Contractor(s) shall:

A. Serve a minimum of fifty (50) individuals per calendar year.

B. Bill the City on a monthly basis.

C. Provide quarterly reports to the City including all outcome measures identified in this

Scope of Work.

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D. Attend City Council meetings or meetings with City staff as requested throughout the term of the contract.

Metrics to be reported include, but are not limited to:

A. Number of referrals served from the City of Milpitas.

B. Number of referrals served through outreach.

C. Number of referrals assessed with the VI-SPDAT.

D. Number of referrals housed.

E. Number of referrals linked to the Behavioral Health Services Department.

F. Number of referrals connected to medical services.

G. Number of clients housed.

H. Number of contact attempts made.

I. Referral status updates recorded and shared with City (City requires that all fields be included in each quarterly report).

Additional Reporting Requirements:

A. Monthly trend information to monitor changes and progress over time.

B. Regular reports on key statistics, including:

o Individuals in the county’s system.

o Length of time each person has been in the county’s system.

o Category of need:

• Minimal Intervention

• Rapid Rehousing

• Permanent Supportive Housing

IV. Vendor Questionnaire

In order to be fully compliant with the requirements of the RFP, please follow this format exactly siting each heading (Cover Letter, Company Profile, etc.). Proposer may include any additional information they feel is relevant to the RFP, but at a minimum include each and every numbered and lettered item below in the proposal.

Once submitted, the Proposal and any supplementary documents become the property of the City.

IV.A Proposer Contact Information* Please provide your full name, title, direct phone number, email address, your firm's name, and today's date.

*Response required

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IV.B Time is of the Essence* Time is of the essence for each and every provision of this Agreement/Contract. Vendor confirms that is has thoroughly reviewed every requirement of this solicitation and the accompanying sample Agreement/Contract and will furnish all necessary documents outlined in either this solicitation or the attached Agreement/Contract. By confirming this question, vendor understands that failure to provide any and all documents, including but not limited to, forms, subcontractor information, bonds, insurance, and quotes within ten (10) business days of request by City.

☐ Please confirm *Response required

IV.C Acknowledgement of Addenda* Any proposal submitted that does not acknowledge each and every addenda issued may be considered non-responsive. By confirming this prompt, you agree that you have seen and responded to all addenda to the RFP.

☐ Please confirm *Response required

IV.D Acknowledgement of Questions and Responses* Any Proposal submitted that does not acknowledge questions and the City's corresponding answers may be considered non-responsive. By confirming this prompt, you agree that you have seen all questions and answers related to the RFP.

☐ Please confirm *Response required

IV.E Current W-9* Please upload your firm's current W-9 form.

*Response required

IV.F Prior Contract Failure* Proposer MUST disclose any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable.

If “None,” Proposer MUST state as follows:

“Proposer has no prior or ongoing contract failures, civil or criminal litigation or pending investigation.”

Failure to comply with this provision will disqualify any proposal.

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IV.G Cover Letter* The cover letter shall address the following items and be formatted as detailed below covering each item A through G. Failure to cover each item may be grounds for disqualification.

A. Specify which Service Area(s) for which you are submitting a proposal response: Homeless Outreach/Assessment and/or Mobile Hygiene.

B. Identify the legal form of your firm, and if a corporation, identify in which state it was incorporated.

C. Designate a principal of your firm or other person authorized to act on behalf of your firm.

D. Identify the location of your firm’s home office, and whether or not it has management staff and/or a local office in the San Jose/Oakland/San Francisco area.

E. Specify the number of employees, both worldwide as well as at your local office, if applicable.

F. Provide name, address, telephone number, and email address for your designated point of contact for a contract resulting from this RFP should you be selected.

G. Specify the length of time your firm has been providing services the same as or similar to those described in this RFP. Please provide a brief description of the services.

*Response required

IV.H Company Profile* Provide a general description of your firm, including a brief history and its experience in providing the same or similar services as those requested in this RFP. Your response should demonstrate that your firm is a long-term, well-established entity providing the same or similar services, preferably to other public entities in the State of California as well as your firm’s ability to manage its current commitments in addition to the workload proposed by this RFP.

*Response required

IV.I Execution Plan* Your proposed Execution Plan represents your offer of Services to the City and must include a detailed work plan describing how the your firm will meet the project objectives for this Scope of Work in the most cost-effective and timely manner. This section is to provide a detailed explanation of your firm's approach to performing the Services described in this RFP – SEE SCOPE

OF WORK.

*Response required

IV.J Personnel Assigned* Include all of the following in your response to this question:

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A. A project manager authorized to act on behalf of the firm must be designated and shall be the principal contact for the City.

B. Identify any individuals expected to have backup responsibilities.

C. Provide a brief resume/background of the specific individuals assigned to this project;

resumes should not exceed one paragraph per person.

D. The proposal shall state that no changes in key personnel are to be made without written consent of the City.

Failure to comply with each item A through D may be grounds for disqualification.

If the City elects to interview prospective firms, such persons shall be in attendance and materially contribute to the discussion.

*Response required

IV.K Service Proposal* Attach your Service Proposal here. Your Service Proposal shall include, but not be limited to, the following:

A. Confirmation of which services your firm is submitting a response: Homeless Outreach/Assessment and/or Mobile Hygiene. You may submit a response for one or both service areas.

B. Confirmation of your ability to provide required elements noted in the Scope of Services including any relevant details. If providing a response for Mobile Hygiene, please be sure to specify what method(s) of delivery you can provide.

C. Explanations of how your firm will meet the goals, objectives, and outcomes specified in the Scope of Work.

D. Detail with regard to how your firm will meet the Reporting and Data Collection Requirements.

E. Any additional services you can provide that would be complimentary to the services specified in this RFP.

You may also include any other information you believe is relevant for the City to take into consideration in evaluating your Proposal. Note: Do not include cost in this response. All cost information should be provided in your Proposed Compensation response.

*Response required

IV.L References* Complete, sign, and upload your References form here. See Attachment A - RFP Submittal Forms to Complete. Proposers are directed to use the form provided in Attachment A to list references.

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IV.M Proposed Compensation* Provide a detailed outline of your proposed compensation for your proposed services as outlined in the Scope of Work. Please provide separate costs for each service area, i.e., Homeless Outreach/Assessment and Mobile Hygiene.

As noted in the Scope of Work, if providing a proposal response for Homeless Outreach/Assessment, provide costs based on three levels of frequency: 2 days per week, 3 days per week, and 5 days per week.

If providing a proposal response for Mobile Hygiene, provide costs per one location for a four-hour session once per week. Separate costs based on each solution (e.g., "shower bus", mobile trailer, etc.), if applicable.

All Proposed Compensation responses shall include the compensation proposed, both in writing and in figures, shall give all other information requested herein, and shall be signed by the Proposer’s authorized representative. Fee proposals shall include everything necessary for the completion of the work or fulfillment of the Agreement, including, but not limited to furnishing all labor, materials, equipment, tools, facilities, goods, and management; overhead expenses and profit required to complete the work in accordance with the Contract Documents, except as may be provided otherwise in the Contract Documents. Fee proposals must contain the information as outlined in the RFP.

Note: For any applicable ongoing services, any requests for annual increases will be capped at CPI or 3%, whichever is less.

*Response required

IV.N Certification of Proposer* Complete, sign, and upload your Certification of Proposer form here. See Attachment A - RFP Submittal Forms to Complete.

*Response required

IV.O Non-Collusion Declaration Complete, sign, and upload your Non-Collusion Declaration form here. See Attachment A - RFP Submittal Forms to Complete.

IV.P Proposer's Statement Regarding Insurance Coverage* Complete, sign, and upload your Proposer's Statement Regarding Insurance Coverage form here. See Attachment A - RFP Submittal Forms to Complete.

*Response required

IV.Q Worker's Compensation Insurance Certification* Complete, sign, and upload your Worker's Compensation Insurance Certification form here. See Attachment A - RFP Submittal Forms to Complete.

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*Response required

IV.R Nondiscriminatory Employment Certificate* Complete, sign, and upload your Nondiscriminatory Employment Certificate form here. See Attachment A - RFP Submittal Forms to Complete.

*Response required

IV.S Wage Theft Certification* Complete, sign, and upload your Wage Theft Certification form here. See Attachment A - RFP Submittal Forms to Complete.

*Response required

IV.T Compliance with or deviation from RFP and Agreement* Complete, sign, and upload your RFP and/or Agreement Exceptions form here. See Attachment A - RFP Submittal Forms to Complete.

*Response required

V. Submission Instructions

V.A Proposal Submittal

A. Proposals must be submitted electronically through the City's eProcurement website https://procurement.opengov.com/portal/milpitas-ca.

B. Submittal Deadline. Proposals must be uploaded to and submitted on the OpenGov website by the specified Submittal Deadline.

C. Responsibility. Proposer is solely responsible for ensuring its proposal is successfully uploaded and submitted in accordance with the RFP requirements before the Submittal Deadline. The City shall not be responsible for any delays in transmission or errors in your submitted response. Proposals must be uploaded in Microsoft Word, Excel or Adobe PDF format only, using as few files as possible. Do not wait until the last minute to upload files and submit your proposal response as delays can occur. In the event that there is a problem uploading documents or submitting your proposal, please contact OpenGov support for assistance at https://opengov.my.site.com/support/s/contactsupport, Chat: http://support.opengov.com, Email: support@opengov.com, or Phone: (650) 336- 7167.

D. Extension of Submittal Deadline. The City reserves the right to extend the Submittal Deadline when it is in the best interest of the City to do so.

https://procurement.opengov.com/portal/milpitas-ca https://opengov.my.site.com/support/s/contactsupport http://support.opengov.com/ mailto:support@opengov.com

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E. Forms. To be considered for award, each proposal shall be made on forms furnished by the City in this RFP.

F. Late Proposals. The Submittal Deadline is absolute. Proposals will not be accepted after the Submittal Deadline.

G. Signature. To be considered for award, each proposal shall be signed by an authorized representative of the Proposer.

V.B Proposal Modifications

Any Proposer wishing to make modifications to a proposal that has already been electronically submitted may utilize the "unsubmit response" option on their submitted proposal, make their modifications, and then submit their response again prior to the specified Submittal Deadline. Proposers are solely responsible for ensuring that their final responses are submitted prior to the Submittal Deadline. The eProcurement system will not allow submittal of proposal after the Submittal Deadline.

V.C Authorized Signatures

Every proposal must be signed by the person or persons legally authorized to bind the Proposer to a contract. Upon request of the City, any agent submitting a proposal on behalf of a Proposer shall provide a current power of attorney certifying the agent’s authority to bind the Proposer. If an individual submits a proposal, their signature and post office address must be listed in the proposal. If a firm or partnership submits a proposal, the name and post office address of the firm or partnership and the signature of at least one of the general partners must be provided in the proposal. If a corporation submits a proposal, the proposal shall show the name of the state under the laws of which the corporation is chartered, the name and post office address of the corporation and the title of the person signing on behalf of the corporation. Upon request of the City, the corporation shall provide a certified copy of the bylaws or resolution of the board of directors showing the authority of the officer signing the proposal to execute contracts on behalf of the corporation.

V.D Interpretation of Contract Documents

If any person is in doubt as to the true meaning of any part of the RFP or finds discrepancies or omissions in the RFP, they may submit a request for an interpretation or correction through the OpenGov Question & Answer portal for this RFP no later than the specified deadline for questions.

The City will respond either by response in the Question & Answer section of the RFP or through a formal addendum. This solicitation and all such responses or addenda shall be incorporated into the resulting Agreement, whether directly or by reference. Oral and other interpretations or clarifications shall be without legal or contractual effect. It is the sole responsibility of each Proposer to check the website for addenda and questions/answers prior to submitting any

Homeless Outreach/Assessment and Mobile Hygiene Services 26-181 proposal. In the event that this solicitation is obtained through any means other than the City's e-procurement portal on OpenGov, the City will not be responsible for the completeness, accuracy, or timeliness of the final solicitation document.

To submit questions:

A. Go to the Milpitas Procurement Portal at https://procurement.opengov.com/portal/milpitas-ca;

B. Click on the title of the solicitation to open the solicitation page;

C. Click on the "Question & Answer" tab, and then click "Ask Question."

Responses to questions/requests for clarification will be posted to the solicitation on the OpenGov website.

The deadline for submitting questions related to this solicitation is: Tuesday, March 31, 2026

Questions answered on OpenGov are considered to be a part of or clarification to the RFP and are considered to be addenda to be acknowledged by Proposers in their proposal submittals using the form provided. The City may also issue, at its sole discretion, a separate addendum document in response to questions/requests for clarification.

It is the responsibility of each Proposer to ensure that they have registered on OpenGov and subscribed to receive notifications. To register a new account, go to the City's e-procurement website https://procurement.opengov.com/portal/milpitas-ca and click + Subscribe.

Any proposal submitted that does not acknowledge each and every question/answer may be considered non-responsive. Questions/answers, if any, must be acknowledged on the provided form in the space provided.

V.E Addenda

Addenda issued pursuant to this RFP, if any, will be posted on the City's eProcurement website.

However, it is the sole responsibility of the Proposer to check the website to determine whether any addenda have been issued.

Any proposal submitted that does not acknowledge each and every addendum issued may be considered non-responsive. Addenda, if any, must be acknowledged by answering the question in the Vendor Questionnaire entitled "Acknowledgement of Addenda."

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VI. Evaluation and Award Process

VI.A Award of Contract

Award, if made, will be made to the Proposer offering the most advantageous proposal after consideration of all evaluation criteria set forth the section entitled "Evaluation Criteria." An Evaluation Committee will be established by the City. Proposers not meeting the minimum requirements established in this RFP and not submitting all required documents may be deemed non-responsive to the RFP and thus may not be considered by the Evaluation Committee. The Evaluation Committee will evaluate all proposals received in accordance with the Evaluation Criteria. The City shall not be obligated to award to the lowest priced proposal but will make an award in the best interests of the City after all factors have been evaluated.

VI.B References

The Evaluation Committee may also contact and evaluate the Proposer's and subcontractor's references; contact any Proposer to clarify any response; contact any current users of a Proposer’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

VI.C Additional Discussions

Discussions, such as interviews or system demonstrations, may, at the City’s sole option, be conducted with a short-list of responsive and responsible Proposers for the purpose of clarification to assure full understanding of, and responsiveness to, the RFP requirements or to provide the City with a demonstration of the proposer’s proposed product or software. Revisions may also be requested by the City, at its sole option, after original submissions and before award for obtaining best and final proposals.

Each Proposer shall be accorded fair and equal treatment throughout this process. The City will not disclose information submitted by competing Proposers.

VI.D Contract Negotiations

A Notice of Intended Award will be posted to the RFP on OpenGov. Final award is contingent upon successful negotiation of a contract based on the City’s standard terms and conditions.

Negotiations shall be confidential and are not subject to disclosure until after agreement is reached. If contract negotiations cannot be concluded successfully and in a timely manner with the top-ranked Proposer, the City may, in its sole discretion, initiate negotiations with the next highest scoring Proposer.

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The City reserves the right to contract in the manner that most benefits the City, including awarding more than one contract if desired. The City also reserves the right to cancel this RFP in its entirety and at its sole discretion.

Once negotiations are successfully completed, the Proposer will be recommended to the City Council for contract approval, and the City Council has the final authority to approve or reject the contract award.

VI.E Protest Procedure

Should any Proposer protest the award to the Proposer offering the most advantageous proposal after consideration of all Evaluation Criteria, such protest should be submitted in writing to the designated Purchasing Contact for this solicitation. All protests received will be filed and adjudicated in compliance with the City Municipal Code Section “I-2-3.19– Protest Procedure”.

VII. Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Cover Letter and Compliance with RFP Requirements Has the firm successfully and completely provided the required information? Overall, has the firm demonstrated its ability to successfully provide services the same as or similar to those described in this RFP? Has the firm completed all required sections and is the information clearly and concise?

0-10 Points 5 (5% of Total)

2. Company Profile Does the firm offer the breadth and quality of services required for the types of services listed in the Scope of Work? Does the firm’s organizational structure show sufficient depth and capacity for its current and additional workload proposed by this RFP?

0-10 Points 10 (10% of Total)

3. Execution Plan Has the firm provided all requested information? Has the firm satisfactorily described its ability to achieve project objectives, budget, task, timeline delivery, goals, reporting requirements, etc. as set forth in the Scope of Work?

0-10 Points 10 (10% of Total) https://library.municode.com/ca/milpitas/codes/code_of_ordinances?nodeId=TITIAD_CH2PU_S3PRMEPR_2-3.19PRPR https://library.municode.com/ca/milpitas/codes/code_of_ordinances?nodeId=TITIAD_CH2PU_S3PRMEPR_2-3.19PRPR

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4. Personnel Assigned Has the respondent provided the requested information? Do the qualifications of assigned personnel indicate sufficient experience and expertise to provide the services as set forth in the RFP? Has vendor provided confirmation that no changes will be made in assigned personnel without the express written consent of City?

0-10 Points 20 (20% of Total)

5. Service Proposal Has the respondent provided the information requested? Has the respondent specified which service(s) for which it is submitting a proposal response? Has the respondent confirmed its ability to meet all required elements noted in the Scope of Services and provided any relevant details, including, but not limited to, goals, objectives, outcomes, and reporting and data collection requirements? Has the respondent proposed and described additional, complimentary services?

0-10 Points 25 (25% of Total)

6. References Are the firm’s references from past clients and associates overall favorable? What is the Proposer’s record of providing contracted services on time and within budget? Does the firm communicate with, collaborate with, and take direction well from City staff? Note that the initial evaluation will be based on the information provided by Proposer in the Reference Form. Final scores will reflect actual reference checks if conducted at the City's sole discretion.

0-10 Points 10 (10% of Total)

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7. Proposed Compensation Fee proposals shall include everything necessary for the completion of the Services split by the 2 service areas: Homeless Outreach/Assessment and Mobile Hygiene. The proposed compensation should be broken down by line item detail with associated rates provided for each line item. Proposed compensation must include, but not limited to, furnishing all labor, materials, equipment, tools, facilities and all management; overhead expenses and profit required to complete the Services in accordance with the Scope of Work.

Fee proposals must contain the information to accurately and completely capture all Proposer's costs.

As noted in the Scope of Work, if providing a proposal response for Homeless Outreach/Assessment, provide costs based on three levels of frequency: 2 days per week, 3 days per week, and 5 days per week. If providing a proposal response for Mobile Hygiene, provide costs per one location for a four-hour session once per week. Separate costs based on each solution (e.g., "shower bus", mobile trailer, etc.), if applicable.

0-10 Points 20 (20% of Total)

VIII. Terms & Conditions

VIII.A Term of the Agreement

The City intends to enter into an agreement(s) with the awarded vendor(s) for up to a five-year period, at the City's sole discretion, with an estimated start date of July 1, 2026. The City reserves the right to review the successful Proposer's/ers' performance at any time throughout the term of the Agreement(s) and cancel all or part of the Agreement(s), with or without cause, in its sole discretion.

VIII.B Anti-Discrimination

It is the policy of the City that in connection with all Services performed under the Agreement, there will be no discrimination against any prospective or active employee engaged in the Services because of race, color, ancestry, national origin, religious creed, sex, age, or marital status. The Proposer agrees to comply with applicable Federal and California laws including, but not limited to, the California Fair Employment Practice Act, beginning with Labor Code Section 1735. In addition, the Proposer agrees to require like compliance by any subcontractor employed to complete any Services under the Agreement.

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VIII.C Background Checks

All employees of the successful Proposers assigned to perform any services and duties identified in this RFP may be required to undergo a background security check (LifeScan or other background check as required by the City) and must be a minimum of twenty-one (21) years of age.

VIII.D Attachment Review

Please review attachments to ensure the proper Sample Contracts and forms are included

VIII.E California Secretary of State

The awarded Proposer will be required to have and maintain an active registration and be in good standing with the California Secretary of State throughout the term of the contract. See https://bizfileonline.sos.ca.gov/search/business for more information.

VIII.F Milpitas Business License

The awarded Proposer will be required to comply with the City's business license registration requirements set forth in its municipal code. See https://www.milpitas.gov/241/Business- License-Center for more information.

VIII.G Communication

Each Proposer must comply with the communication requirements specified herein. Any Proposer who communicates with parties or via methods not provided for in this RFP, may be subject to disqualification. Such communication includes contact with City elected officials, non-designated staff, or any member of the Evaluation Committee regarding this RFP.

The City is not responsible for any explanation, clarification, interpretation, or approval made or given in any manner, except by addendum or response to questions published to this solicitation in OpenGov.

VIII.H Offers of More than One Price

Proposer is NOT allowed to submit more than one proposal.

VIII.I Proposal Prices and Notations

Prices shall be stated in units and offers made separately on each item. In case of conflict between unit prices and extended prices, unit prices will govern. Where there is a conflict between words and figures, words will govern.

https://bizfileonline.sos.ca.gov/search/business https://www.milpitas.gov/241/Business-License-Center https://www.milpitas.gov/241/Business-License-Center

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VIII.J Price Discrepancies

In the event that there are unit price items in a compensation proposal and the "amount" indicated for a unit price of an item does not equal the product of the unit price and quantity listed, the unit price shall govern, and the amount will be corrected accordingly. If there is more than one item in a compensation proposal, and the total indicated does not agree with the sum of prices of the individual items, the prices given for the individual items shall govern, and the total will be corrected accordingly. The Proposer will be bound by said corrections.

VIII.K Conflict of Interest

Pursuant to Government Code section 1090 and any other laws, rules and regulations that may apply, the Proposer covenants that neither it, its subcontractors, nor employees presently have an interest, and shall not acquire any interest, direct or indirect, financial or otherwise that would conflict in any manner or degree with the contract awarded from this RFP. Proposer certifies that to the best of its knowledge, no one who has or will have any financial interest in the contract awarded from this RFP is an officer or employee of the City. Through its proposal submittal, Proposer acknowledges that it is familiar with Section 87100 et seq. and Section 1090 et seq. of the Government Code of the State of California and will immediately notify the City if it becomes aware of any facts concerning the contract to be awarded that constitute a violation of said provisions.

VIII.L Examination of Contract Documents

It is the responsibility of the Proposer to carefully and thoroughly examine and be familiar with the RFP, all attachments including the Agreement, responses to questions, and addenda, if any, (hereinafter collectively referred to as “Contract Documents”). Proposer shall satisfy themselves as to the character, quantity, and quality of the Services to be performed and materials, labor, supervision, equipment, and appurtenances necessary to perform the Services as specified by the Contract Documents. The failure or neglect of the Proposer to examine the Contract Documents shall in no way relieve them from any obligations with respect to the RFP or Agreement. The submission of a proposal shall constitute an acknowledgment upon which the City may rely that the Proposer has thoroughly examined and is familiar with the Contract Documents. The failure or neglect of a Proposer to receive or examine any of the Contract Documents shall in no way relieve them from any obligations with respect to the proposal. No claim will be allowed for additional compensation that is based upon a lack of knowledge of the Contract Documents.

VIII.M Definition of Terms

For the purposes of this RFP, the following definitions will be used:

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A. Contractor/successful Contractor/successful Proposer. The terms “Contractor,” “successful Contractor” and “successful Proposer” refers to the party selected to enter into a contract with the City as a result of this RFP.

B. Evaluation Committee. An independent committee established by the City to review, evaluate, and score the proposals, and to recommend award to the Proposer that submitted the proposal determined by the committee to be in the best interest of the City.

C. May. Indicates something that is not mandatory but permissible.

D. Must/Shall. Indicates a mandatory requirement. A proposal that fails to meet a mandatory requirement may be deemed non-responsive and not be considered for award.

E. Proposer. The person or firm making a legally binding offer.

F. Proposal. The offer submitted by the Proposer.

G. RFP. Acronym for Request for Proposal; same as Solicitation and Contract Documents.

H. Should. Indicates something that is recommended but not mandatory. Failure to do what "should" be done will not result in rejection of your proposal but may result in lower scores during evaluation.

I. Submittal Deadline. The date and time on or before all proposals must be submitted.

VIII.N Disqualification of Proposer

If there is reason to believe that collusion exists among the Proposers, the City may refuse to consider proposals from participants in such collusion. No person, firm, or corporation under the same or different name, shall make, file, or be interested in more than one proposal for the same work unless alternate proposals are called for. A person, firm, or corporation who has submitted a sub-proposal to a Proposer, or who has quoted prices on materials to a Proposer, is not thereby disqualified from submitting a sub-proposal or quoting prices to other Proposers.

Reasonable grounds for believing that any Proposer is interested in more than one proposal for the same work will cause the rejection of all proposals for the work in which a Proposer is interested. Proposers shall submit as part of their proposal documents the completed Non- Collusion Declaration provided herein.

VIII.O Documents to be Returned with Proposal

Failure to completely execute and submit the required documents before the Submittal Deadline may render a proposal nonresponsive. The documents that must be returned by the Submittal Deadline are listed in the Vendor Questionnaire section.

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VIII.P Execution of Agreement

The Contractor shall execute the Agreement in substantially the form provided in this RFP. A copy of the Agreement is attached hereto as Attachment B and incorporated herein by this reference. The Agreement shall include, among other things, this RFP, any addenda, and the relevant scope and pricing terms under the Contractor’s proposal, whether incorporated directly into the Agreement or incorporated by reference. Contractor shall sign all necessary documents and submit all required bonds (if applicable) and evidence of insurance prior to contract execution. In case of failure of the Contractor to negotiate in good faith, provide all required documents, and execute the Agreement within a reasonable timeframe, the City may, at its option, terminate negotiations with the selected Contractor and engage the next highest-ranked Proposer in contract negotiations. After the Agreement has been executed, including the insurance documents, certificates, and bonds, if applicable, Contractor agrees to commence the services/project within ten (10) working days or as otherwise agreed to by the City. Depending on the funding source for the awarded contract(s), additional grant-related requirements may apply.

VIII.Q Experience and Competence

The successful Proposer shall be skilled and regularly engaged in the general class or type of work called for under the Agreement. Proposer should have no less than five (5) years of experience in the magnitude and character of the services/project proposed. It is the intention of the City to award a contract to a Proposer who furnishes satisfactory evidence that he or she has the requisite experience, ability, sufficient capital, and facilities to enable them to prosecute the services/project successfully and properly and to complete it within the time specified in the Agreement. To determine the degree of responsibility to be credited to the Proposer, the City will weigh any evidence that the Proposer has satisfactorily performed other contracts of like nature, magnitude, and comparable difficulty. In selecting the proposal most advantageous to the City, consideration will be given to the general competency of the Proposer for the performance of the work specified in the RFP. To this end, each Proposal shall be supported by a statement of the Proposer’s experience on the form entitled “References,” which is a part of the

RFP.

Contractor’s personnel assigned to the contract awarded from this RFP should each have a minimum of five (5) years of training and experience related to services of similar scope to this RFP. Contractor will ensure that a full-time employee is assigned to the job as project manager for the duration of the Agreement, that he or she speaks English, and that he or she preferably has a minimum of three (3) years of supervision experience in work of similar scope to this RFP.

These experience and competence requirements must be maintained throughout the term of the resulting contract. Contractor may not substitute assigned Contractor staff without pre-approval by the City.

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VIII.R Force Majeure

If execution of the Agreement shall be delayed or suspended and if such failure arises out of causes beyond the control of and without fault or negligence of the Contractor, the Contractor shall notify the City, in writing, within twenty-four (24) hours, after the delay. Such causes may include, but are not limited to, acts of God, war, acts of a public enemy, and acts of any governmental entity in its sovereign or contractual capacity, fires, floods, epidemics, strikes, and unusually severe weather.

VIII.S Formation of Contract

Proposer’s signed proposal and City’s acceptance shall constitute a binding contract.

VIII.T Informed Proposer

Each Proposer is expected to fully inform themselves as to the conditions, requirements, and specifications of the RFP before submitting proposals. Failure to do so will be at Proposer’s own risk, and they cannot secure relief on the plea of error.

VIII.U Insurance Requirements

The successful Proposer must furnish to the City a Certificate of Insurance and accompany endorsements proving coverage as specified in the Agreement attached as Attachment B. Failure to furnish the required certificates in a timely manner may result in forfeiture of the Agreement.

VIII.V License Confirmation

Proposer represents that it is duly licensed and experienced in providing services similar to those being performed under this RFP, that it and its employees or subcontractors have all necessary licenses and permits to perform these services in the State of California, and that it is familiar with the plans of City.

VIII.W Nomenclatures

The terms successful Proposer, successful Contractor, and Contractor may be used interchangeably in this RFP and shall refer exclusively to the Proposer with whom the City enters into a contract as a result of this RFP.

VIII.X Non-Collusion Declaration

Each Proposer is required to submit a signed copy of the Non-Collusion Declaration with its proposal.

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VIII.Y Wage Theft Prevention

Proposers are required to submit a certification disclosing whether the Proposer or any of its proposed subcontractors has been found by a final court order or administrative action of an investigatory government agency to have violated federal, state or local wage and hour laws, including but not limited to the federal Fair Labor Standards Act, the California Labor Code and the Milpitas Minimum Wage Ordinance, within the past five (5) years from the bid submission deadline. A copy of the Wage Theft Certification is attached hereto and must be completed and submitted as part of the proposal.

VIII.Z Prevailing Wages

Proposer shall take cognizance of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., as well as California Code of Regulations, Title 8, Section 16000 et seq.

(“Prevailing Wage Laws”), which require the payment of prevailing wage rates and the performance of other requirements on certain “public work” and “maintenance” projects. If applicable, employees working in these categories at the site must be paid not less than the basic hourly rates of pay and fringe benefits established by the California Department of Industrial Relations. Copies of the State of California wage schedules are available for review at https://www.dir.ca.gov/oprl/. The Contractor and all subcontractor(s) under him or her, shall comply with all applicable Prevailing Wage Laws, which include, but are not limited to the payment of not less than the required prevailing rates to all workers employed by them in the execution of the Agreement, the employment of apprentices, the hours of labor and the debarment of contractors and subcontractors. It shall be the Proposer’s sole responsibility to evaluate and include the cost of complying with all labor compliance requirements under this RFP and applicable law in its proposal.

Pursuant to Labor Code sections 1725.5 and 1771.1, all contractors and subcontractors that wish to bid on, be listed in a bid proposal, or enter into a contract to perform public work must be registered with the Department of Industrial Relations.