HS 25-17 Temporary Shelter Services~4.pdf

Rev. 7/2021- Services

Request for Proposal No. 25-17 Temporary Shelter Services

Gilbert Ramos Assistant Executive Officer San Bernardino County

Jeany Glasgow Children and Family Services

Administrative Support Division – Contracts Unit 150 South Lena Road San Bernardino, CA 92415-0515

(909) 388-0360

RFP HS 25-17

ePro Bid HSSA26-HSSA-6280

San Bernardino County Human Services

Request for Proposal Temporary Shelter Services

RFP HS 25-17

ePro Bid#HSSA26-HSSA-6280

Page i of ii

TABLE OF CONTENTS

I. INTRODUCTION

A. Purpose B. RFP Contact C. Budget D. Contract Term E. Reserved F. Assistance to Proposers with a Disability G. Question and Answer Period H. Request for Word Version of the RFP I. Reserved J. Proposal Submission Deadline

II. PROPROSAL TIMELINE

III. DEFINITIONS AND REFERENCE DOCUMENTS

IV. PROPOSAL CONDITIONS

A. Authorized Signatures B. Term of Offer C. Required Review D. Incurred Costs E. Amendments/Addenda to RFP F. Best Value Evaluation G. Right of Rejection H. Reserved I. Clarification of Offers J. Public Records Act K. Employment of Former County Officials L. Iran Contracting Act of 2010 M. Disclosure of Criminal and Civil Proceedings N. Debarment and Suspension; California Secretary of State Business Entity Registration O. Unsatisfactory Performance P. Final Authority Q. Reserved R. Contingencies S. Proposal Submission T. Inaccuracies and Misrepresentations U. Negotiations V. Level of Service W. Pre-Award Visits X. Executive Order N-6-22 – Russian Sanctions

V. SCOPE OF WORK

A. Background Information B. Project Description C. Additional Requirements D. Program Considerations

VI. PROPOSAL SUBMISSION

A. General B. Proposal Format

VII. EVALUATION

A. Cost B. Qualifications and Experience

Request for Proposal Temporary Shelter Services

RFP HS 25-17

ePro Bid#HSSA26-HSSA-6280

Page ii of ii

C. Administrative Capability D. Technical Capability

VIII. NEGOTIATIONS AND NOTICE OF INTENT TO AWARD

A. Contract Negotiation B. Failure to Negotiate C. Notice of Intent to Award (NOIA) – Proposer Notification of Selection D. Review of Financial Performance E. Award

IX. APPEAL AND AWARD

X. TERMS AND CONDITIONS

A. General B. Indemnification and Insurance Requirements C. Right to Monitor and Audit D. Correction of Performance Deficiencies E. Reserved F. Equal Employment/Civil Rights

ATTACHMENTS:

A. Cover Page B. Statement of Certification C. Licenses, Permits, and/or Certifications D. Certification Regarding Debarment or Suspension; California Secretary of State Business Entity

Registration E. Cost F. References G. Employment of Former County Officials H. Exceptions to RFP I. Public Records Act Exemptions J. Indemnification and Insurance Requirements Affidavit

EXHIBITS

A. Complaint and Grievance Procedure

Request for Proposal Temporary Shelter Services

RFP HS 25-17

ePro Bid #HSSA26-HSSA-6280

I. INTRODUCTION

A. Purpose The San Bernardino County (County), through Human Services (HS) for Children and Family Services (CFS) is seeking Proposals from interested and qualified individuals, organizations, and firms, hereinafter referred to as “Proposers” or “Contractors” to provide temporary shelter services for the County’s exclusive use with a ‘no reject/no eject’ policy, where all youth must be accepted and cannot be expelled, under reimbursement Contract(s). The number of awards will be determined by the quality of the proposals received.

Current Contractors must submit Proposals in response to this Request for Proposal (RFP), and be selected, in order to continue providing contracted services after August 31, 2026.

B. RFP Contact All correspondence, including Proposals and questions, must be submitted to the person identified below (RFP Contact):

San Bernardino County Human Services Attn: HS Contracts Unit (RFP HS 25-17/ePro Bid # HSSA26-HSSA-6280) 150 South Lena Road San Bernardino CA 92415-0515

Contact: Ivy Zhang, Contract Analyst Phone: (909) 387-2806 Email HSASDContractsUnit@hss.sbcounty.gov

E-mail addresses may only be used to submit questions. Proposals will not be accepted by email or facsimile. Proposals must be submitted electronically through the County Electronic Procurement Network (ePro) and via hard copy with original signature submitted to the address indicated above. All Proposers must register with the ePro system prior to the date and time to submit the proposal or they will be disqualified.

C. Budget The County estimates a budget amount not to exceed $7,500,000 will be allocated for completion of this work.

D. Contract Term

Services to be provided under this Request for Proposals (RFP) are outlined under Section V, Scope of Work. The Contract period will be for three (3) years beginning on September 1, 2026 through August 31, 2029. The County may, but is not obligated to, extend awarded Contract(s) for up to two (2) additional one (1) year period(s), contingent on the availability of funds and Contractor performance.

E. Reserved

F. Assistance to Proposers with a Disability Proposers with a disability may request accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the RFP Contact no later than ten (10) days prior to the Deadline for Proposals.

G. Question and Answer Period mailto:HSASDContractsUnit@hss.sbcounty.gov

Request for Proposal Temporary Shelter Services

RFP HS 25-17

All questions relating to this RFP must be submitted in writing via email or mail to the contact listed in Paragraph B of this Section. Questions should be clear and concise and include references to sections of the RFP when applicable. The deadline to submit questions is 4:00 p.m., Tuesday, April 28, 2026.

All written questions will be answered and both the question and answer will be compiled into one (1) or more documents and posted as an Addendum to the RFP in ePro.

H. Request for Word Version of the RFP A Word version of the RFP can be requested at any time during the procurement timeline by submitting an email with the subject line of “Request for RFP HS 25-17” to Ivy Zhang at HSASDContractsUnit@hss.sbcounty.gov.

I. Reserved

J. Proposal Submission Deadline Proposals/bids must be submitted electronically through ePro https://epro.sbcounty.gov/bso/ and via hard copy, with original signature, to the address listed in Paragraph B and must be received by the time and date designated in this Section. Postmarks will not be accepted in lieu of actual receipt. Facsimile or email proposals will not be accepted.

Proposals/bids submitted through ePro must be submitted under ePro Bid #HSSA26-HSSA-6280. System-related or procurement questions involving ePro shall be directed to the Purchasing Department at (909) 387-2060. Proposals submitted through ePro may be withdrawn in ePro prior to the scheduled deadline for submission of proposals. Proposers acknowledge that its electronic signature in the ePro submission is legally binding. In the case of a discrepancy between the proposal submitted through ePro and the numerical bid entered into ePro, the numerical bid shall prevail. For procurement questions, please contact the Contract Analyst identified in Paragraph B.

In the event of ePro system downtime due to the loss of internet connectivity to the County’s network server, as verified by the County, the electronic submission requirement may be waived as long as hard copies of the proposal are received by the deadline at the address listed in Paragraph B of this Section.

Proposals/bids must be received no later than 4:00 p.m., Monday, May 18, 2026. Late or incomplete proposals/bids will not be accepted.

Additionally, all proposers must register with the ePro system prior to the submission deadline or they will be disqualified.

II. PROPOSAL TIMELINE

Release of RFP Tuesday, April 7, 2026 Non-Mandatory Proposal Conference Tuesday, April 21, 2026, 10:00 a.m.

Deadline for Submission of Questions Tuesday, April 28, 2026, 4:00 p.m.

Deadline for Proposals Monday, May 18, 2026, 4:00 p.m.

Tentative Date for Mailing Award/Denial Letters Monday, June 8, 2026 Tentative Date for Protests Thursday, June 18, 2026 Date for Tentative Contract Award August 4, 2026 Tentative Start Date for Contract(s) September 1, 2026 Mandatory Post-Award Conference To be announced following Contract award

Non-Mandatory Proposal Conference:

mailto:HSASDContractsUnit@hss.sbcounty.gov https://epro.sbcounty.gov/bso/

Request for Proposal Temporary Shelter Services

RFP HS 25-17

Proposers are encouraged to attend non-mandatory Proposal Conference to be held via Microsoft Teams on Tuesday, April 21, 2026 at 10:00 a.m.

To join the Microsoft Teams meeting :

1. Go to https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting?rtc=1

2. Enter the following:

a. Meeting ID: 242 135 071 343 96

b. Meeting PassCode: 6kJ9JX7E

3. Click “Join a meeting”

To Join by phone:

1. Dial 1-661-568-6806

2. Enter Phone Conference ID: 730 926 230#

The conference will clarify program expectations, explain processes, and answer attendees’ questions.

III. DEFINITIONS AND REFERENCE DOCUMENTS

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

Americans with Disabilities Act (ADA): A U.S. civil rights law prohibiting discrimination against qualified individuals with disabilities in all areas of public life, including employment, transportation, public accommodations, and state/local government services, ensuring equal opportunities and requiring reasonable accommodations unless it causes undue hardship. It defines a disability as a physical or mental impairment substantially limiting major life activities, a record of such an impairment, or being regarded as having one.

After-hours Response Center (ARC): The After-hours Response Center provides the following services beyond normal business hours: immediate, in-person response to reports of abuse, neglect exploitation, and other critical situations; placements and placement resources; and resources to the community.

Bed Guarantee: A guarantee by the County to compensate the Contractor for a predetermined amount regardless of the number of County referrals to fill said beds. The purpose is to guarantee the County a minimum number of temporary beds. A bed is not available if a client cannot be immediately placed in the bed due to the Contractor’s inability to accept him or her.

Board: The San Bernardino County Board of Supervisors.

California Department of Social Services (CDSS): A State of California department that provides oversight of California’s Child Welfare and Foster Care system, Welfare-to-Work programs, Disabled and Adult programs, and licensed community care facilities. The mission of CDSS is to serve, aid, and protect needy and vulnerable children and adults in ways that strengthen and preserve families, encourage personal responsibility, and foster independence.

Case Management: A service funded activity performed by the agency which includes assessing the child’s/family’s needs. It is characterized by advocacy, communication, and resource management, and promotes quality and cost-effective interventions and outcomes.

Central Placement Unit (CPU): A Children and Family Services (CFS) Unit through which social workers must request assistance in locating appropriate non-relative emergency placements, non-emergency placements, initial placements, or placement changes (including terminated placements).

https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting?rtc=1

Request for Proposal Temporary Shelter Services

RFP HS 25-17

Children and Family Services (CFS) Dependent Youth: CFS Dependent Youth are youth who have been detained based on a referral that have not advanced to cases (dependents).

Children and Family Services (CFS): San Bernardino County department that administers programs designed to address child abuse and neglect issues. CFS provides family-centered programs and services that are designed to strengthen, preserve, and ensure children have access to safe and permanent family units. CFS provides support for families while working to reduce risk and harm to children, improving parenting skills, and developing strong social support networks for families.

Children and Family Services (CFS) Youth: Youth that are either CFS or Court Dependent.

Child and Family Team (CFT): A group of public agency representative(s) and individuals with natural and supportive relations with the family that is engaged through team-based processes to identify the strength and needs of the child or youth and his or her family, and to assist in achieving positive outcomes for safety, permanency, and well-being.

Child Family Team Meeting (CFTM): A group that forms to meet the needs of an eligible child through whatever means possible. In order to ensure family voice, choice, and ownership of the individualized service plan, every effort shall be made to ensure family members and family representatives constitute a minimum of fifty percent (50%) of the CFTM. This team includes the child, parents, caregivers, relatives, County Social Worker, Probation Officer, or Behavioral Health Clinician, and anyone else the family identified as a member.

Community Care Licensing Division (CCLD): The State of California Community Care Licensing division is responsible for the licensing and oversight of residential care facilities in California.

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

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

County: County as used throughout this document, including its possessive form (County’s), refers to San Bernardino County

County Liaison: A designated staff member responsible for facilitating communication, collaboration and coordination between the Contractor and the County.

Court Dependent: A Court Dependent is a ward of the Welfare and Institution Code (WIC) section 300 dependency court under the parens patriae doctrine, by which the court holds legal authority and jurisdiction over the child. The court delegates its obligations to dependents to the county child protective agency for that particular county, and the agency regularly reports child’s and his or her family’s progress to the court.

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

Health and Safety Code – The California Health and Safety Code is the code covering the subject areas of health and safety.

Human Services (HS): San Bernardino County Human Services, a system of integrated services, where the programs and resources of nine (9) County departments come together to provide a rich, more complete array of services to the citizens of San Bernardino County under one coordinated effort.

Juvenile Court Released Youth: Any youth released by Juvenile Court that CFS is ordered to pick up and take into custody (per WIC section 602).

Request for Proposal Temporary Shelter Services

RFP HS 25-17

No Reject/No Eject Policy: A CFS youth who is in need of a shelter bed and services shall not be denied access to that bed and service or discharged from that bed or service based on the severity or complexity of that individual's behaviors including verbal and physical aggression, absent without leave (AWOL), substance abuse, Commercially Sexually Exploited Children behaviors, violent behaviors toward other children and caregivers, Special Health Care Needs (SHCN), autism, destructive to property, harm to self, etc. or the existence of multi-occurring needs.

Personally Identifiable Information (PII): Includes name, social security number, date of birth (DOB), address, Driver License, photo identification, identifying number/document, and/or Youth Index Number (CIN).

Information about PII may be obtained by visiting http://hss.sbcounty.gov/Privacy/.

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

Purchasing Agent: The Director of the County Purchasing Department.

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

Services: The requested services described in this RFP.

Social Worker (SW): A person who is trained in helping vulnerable people and communities work through challenges faced in everyday life.

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

Temporary Shelter: Provides time-limited, temporary shelter care services for children in need of emergency and/or temporary housing.

United States Department of Agriculture: A U.S. federal executive department responsible for developing and implementing policies on farming, agriculture, food, natural resources, and rural development, ensuring food safety, promoting nutrition, and supporting farmers and ranchers through various programs, research, and regulations, from food stamps to forestry management.

Welfare and Institutions Code (WIC): The set of laws in California that govern various social services and public welfare programs. The range of issues addressed in this code includes services relating to welfare, dependent children, mental health, and other areas affecting vulnerable populations.

Reference Documents:

Americans with Disabilities Act (42 U.S.C. section 12101 et seq.)

http://www.ada.gov/pubs/adastatute08.pdf

California Department of Social Services Manual of Policies and Procedures Divisions 21 and 23, sections 600, 602, and 604 Div. 21 - https://www.cdss.ca.gov/Portals/9/Regs/3cfcman.pdf Div. 23 - https://www.cdss.ca.gov/ord/entres/getinfo/pdf/opsman4.pdf

California Vehicle Code http://hss.sbcounty.gov/Privacy/ http://www.ada.gov/pubs/adastatute08.pdf https://www.cdss.ca.gov/Portals/9/Regs/3cfcman.pdf https://www.cdss.ca.gov/ord/entres/getinfo/pdf/opsman4.pdf

Request for Proposal Temporary Shelter Services

RFP HS 25-17

http://leginfo.legislature.ca.gov/faces/codes_displayexpandedbranch.xhtml?tocCode=VEH&division=6.&titl e=&part=&chapter=&article

Clean Air Act (42 U.S.C. section 7401 et seq.)

http://epa.gov/clean-air-act-overview/clean-air-act-text

Clean Water Act (33 U.S.C. section 1251 et seq.)

https://www.epa.gov/laws-regulations/summary-clean-water-act

Environmental Protection Agency Regulations (40 C.F.R.)

https://ecfr.federalregister.gov/current/title-40

Pro-Children Act of 1994 (20 U.S.C. section 6081 et seq.)

https://www.law.cornell.edu/cfr/text/48/352.237-70

Executive Order 11738 [38 Fed. Reg. 25161 (Sept. 10, 1973] and Environmental Protection Agency regulations (40 C.F.R.)

http://www.archives.gov/federal-register/codification/executive-order/11738.html

Executive Order 12549 [51 Fed. Reg. 6370 (Feb. 18, 1986] and Executive Order 12689 https://www.archives.gov/federal-register/codification/executive-order/12549.html and Debarment, Suspension, And Other Responsibility Matters (48 C.F.R. Subpart 9.4)

California Public Records Act Government Code section 7920.000 et seq.

https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=7920.000.&lawCode=GO V

California Government Code section 87100 et seq.

http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=87100.&lawCode=GOV.

Office of Management and Budget (OMB) Circulars https://www.whitehouse.gov/omb/information-for-agencies/circulars/

California Penal Code section 11105.3 http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=11105.3.&lawCode=PEN

San Bernardino County Policy (11-08) – Recycled products

Title VII of the Civil Rights Act of 1964 http://www.eeoc.gov/laws/statutes/titlevii.cfm

California Welfare and Institutions Code section 10000 et seq.

http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=WIC&sectionNum=10000

California Fair Employment and Housing Act (California Government Code section 12900, et seq.)

https://www.dfeh.ca.gov/legal-records-and-reports/laws-and-regulations/

Ansel-Casey https://www.casey.org/casey-life-skills/

California Evidence-Based Clearinghouse for Child Welfare http://www.cebc4cw.org

Child Abuse Mandated Reporter Training – California http://leginfo.legislature.ca.gov/faces/codes_displayexpandedbranch.xhtml?tocCode=VEH&division=6.&title=&part=&chapter=&article http://leginfo.legislature.ca.gov/faces/codes_displayexpandedbranch.xhtml?tocCode=VEH&division=6.&title=&part=&chapter=&article http://epa.gov/clean-air-act-overview/clean-air-act-text https://www.epa.gov/laws-regulations/summary-clean-water-act https://ecfr.federalregister.gov/current/title-40 https://www.law.cornell.edu/cfr/text/48/352.237-70 http://www.archives.gov/federal-register/codification/executive-order/11738.html https://www.archives.gov/federal-register/codification/executive-order/12549.html https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=7920.000.&lawCode=GOV https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=7920.000.&lawCode=GOV http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=87100.&lawCode=GOV https://www.whitehouse.gov/omb/information-for-agencies/circulars/ http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=11105.3.&lawCode=PEN http://www.eeoc.gov/laws/statutes/titlevii.cfm http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=WIC&sectionNum=10000 https://www.dfeh.ca.gov/legal-records-and-reports/laws-and-regulations/ https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.casey.org%2Fcasey-life-skills%2F&data=05%7C02%7CKarol.Hamman%40hss.sbcounty.gov%7Cf95650444c4740dd6b9308dc298df841%7C31399e536a9349aa8caec929f9d4a91d%7C1%7C0%7C638430936937317644%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=AfOmJ63gS%2BifHDxYv5nTB4A6fsNbXeiQsf6NuLzBv6g%3D&reserved=0 http://www.cebc4cw.org/

Request for Proposal Temporary Shelter Services

RFP HS 25-17

http://www.mandatedreporterca.com/

Foster Care Independence Act of 1999, Public Law https://www.congress.gov/106/plaws/publ169/PLAW-106publ169.pdf

Welfare and Institutions Code section 10609.4 http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=WIC&sectionNum=10609.4

IV. PROPOSAL CONDITIONS

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

RFP.

B. Term of Offer

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

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

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

This will allow issuance of any necessary amendments or addendums to the RFP. It will also help prevent the opening of a defective RFP and exposure of Proposals upon which an award could not be made.

Protests based on any omission or error, or on the content of this RFP, may be disallowed if not submitted in writing to the attention of the RFP Contact, prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

D. Incurred Costs

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

E. Amendments/Addenda to RFP The County reserves the right to issue amendments or addendums to this RFP if the County considers that changes are necessary or additional information is needed. Additionally, the County may terminate this procurement process at any time.

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

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

G. Right of Rejection Offers must comply with all of the terms of the RFP, and all applicable local, state, and federal laws, codes, and regulations. The County may reject as nonresponsive any Proposal that does not comply with all of the material and substantial terms, conditions, and performance requirements of the RFP. Further, the County may reject a proposal from any entity that is a parent, affiliate, or subsidiary, or that is under http://www.mandatedreporterca.com/ https://www.congress.gov/106/plaws/publ169/PLAW-106publ169.pdf http://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=WIC&sectionNum=10609.4

Request for Proposal Temporary Shelter Services

RFP HS 25-17

common ownership, control, or management with any other entity submitting a Proposal in response to this RFP.

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

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

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

1. Do not affect responsiveness;

2. Are merely a matter of form or format;

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

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

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

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

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

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

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

H. Reserved

I. Clarification of Offers

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

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

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

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

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

Request for Proposal Temporary Shelter Services

RFP HS 25-17

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

K. Employment of Former County Officials Information must be provided in Attachment G regarding former County Administrative Officials (as defined below) who are employed by or represent Proposer. The information provided must include a list of former County Administrative Officials who terminated County employment within the last five years and who are now officers, principals, partners, associates or members of Proposer and should also include the employment and/or representative capacity and the dates these individuals began employment with or representation of Proposer. For purposes of this section, “County Administrative Official” is defined as a member of the Board of Supervisors or such member’s staff, Chief Executive Officer or member of such officer’s staff, County department or group head, assistant department or group head, or any employee in the Exempt Group, Management Unit or Safety Management Unit.

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

L. Iran Contracting Act of 2010 In accordance with Public Contract Code section 2204(a), the Proposer certifies upon submission that the Proposer signing the Proposal is not identified on a list created pursuant to subdivision (b) of Public Contract Code section 2203 (http://www.dgs.ca.gov/pd/Resources/PDLegislation.aspx) as a person (as defined in Public Contract Code section 2202(e)) engaging in investment activities in Iran described in subdivision (a) of Public Contract Code section 2202.5, or as a person described in subdivision (b) of Public Contract Code section 2202.5, as applicable.

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

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

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

http://www.dgs.ca.gov/pd/Resources/PDLegislation.aspx

Request for Proposal Temporary Shelter Services

RFP HS 25-17

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

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

N. Debarment and Suspension; California Secretary of State Business Entity Registration.

Proposer certifies in Attachment D that neither it nor its principals or subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (See Attachment D and the following United States General Services Administration’s System for Award Management website https://www.sam.gov). Proposer also certifies in Attachment D that if it or any of the subcontractors listed in the Proposal are business entities that must be registered with the California Secretary of State, they are registered and in good standing with the Secretary of State.

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

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

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

Q. Reserved

R. Contingencies Funding for this program is contingent on State funding. This RFP does not commit the County to award a contract. Cost, while not necessarily the primary factor used in the selection process, is a major consideration. The County will award a contract based on the proposal that best meets the needs of the County and the requirements of this RFP.

The County reserves the right to accept or reject any or all proposals if the County determines it is in the best interest of the County to do so. The County will notify all Proposers, in writing, if the County rejects all proposals.

S. Proposal Submission To be considered, all proposals must be submitted in the manner set forth in this RFP. It is the Proposer’s responsibility to ensure that its proposal arrives on or before the specified time. All proposals and materials submitted become the property of the County.

T. Inaccuracies or Misrepresentations If in the course of the RFP process or in the administration of a resulting contract, the County determines that the Proposer has made a material misstatement or misrepresentation or that materially inaccurate information has been provided to the County, the Proposer may be terminated from the RFP process or in the event a contract has been awarded, the Contract may be immediately terminated.

https://www.sam.gov/

Request for Proposal Temporary Shelter Services

RFP HS 25-17

In the event of a termination under this provision, the County is entitled to pursue any available legal remedies.

U. Negotiations The County may require the potential Contractor(s) selected to participate in negotiations, and to submit revisions to pricing, technical information, and/or other items from their proposal(s) as may result from these negotiations.

V. Level of Service For any contract awarded as a result of the RFP, no minimum or maximum number of referrals can be guaranteed by the County.

W. Pre-Award Site Visits Site visits may be conducted to verify information submitted in the RFP and to determine if the proposed facilities are appropriate for the proposed services to be provided.

X. Executive Order N-6-22 – Russia Sanctions On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine (https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions), as well as any sanctions imposed under state law (https://www.dgs.ca.gov/OLS/Ukraine-Russia). By submitting a bid or proposal, Proposer represents that it is not a target of Economic Sanctions. Should it be determined Proposer is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Proposer’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the County.

V. SCOPE OF WORK

A. BACKGROUND INFORMATION

Due to changes in regulations under Continuum of Care Reform, which eliminated Group Homes and established Short-Term Residential Treatment Programs (STRTPs) with stricter requirements, Children and Family Services (CFS) has a high number of high-risk youth currently detained in CFS regional offices awaiting placement. These youth may have high behavioral needs such as verbal and physical aggression, history of running away, substance abuse, Commercially Sexually Exploited Children behaviors, violent behaviors toward other children and caregivers, special health care needs, autism, destructive to property, and harm to self. Currently, these high behavioral needs youth are in the CFS regional offices 24/7 supervised by CFS staff. There are a limited number of shelter beds for these high-risk youth, and CFS desires to ensure that children who are removed from their homes have immediate temporary shelter until they can be placed in a foster home.

B. PROJECT DESCRIPTION

Proposer Shall:

1. Obtain and maintain appropriate license and permits as required by the Federal government, California Department of Social Services (CDSS), Community Care Licensing Division (CCLD), and other applicable regulatory agencies throughout the term of the Contract.

2. Meet requirements as described in the CCLD regulations and state/federal Americans with Disabilities Act (ADA) regulations to meet the needs of the youth served. County does not supersede CCLD requirements; however, the County may add additional requirements.

https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions https://www.dgs.ca.gov/OLS/Ukraine-Russia

Request for Proposal Temporary Shelter Services

RFP HS 25-17

3. Immediately report by telephone to County Liaison any change in licensed capacity (i.e., expired or revoked) within twenty-four (24) hours of such changes.

4. Submit a natural disaster emergency plan and a safety plan to the County before the start date of the contract for approval that includes reasonable efforts to ensure the safety and welfare of youth.

5. Under a No Reject/No Eject Policy, have available at least twelve (12) shelter beds for male and female Court Dependent or CFS Dependent Youth at two (2) shelter locations. Youth will be ages 11 through 17, including high-risk youth, such as youth with substance abuse issues, violent tendencies, and histories of sexual abuse.

6. Provide temporary shelter services on a limited basis for youth ages eleven (11) through seventeen

(17) with an open CFS referral. Verify that youth arriving at the facility has an open CFS case and is a CFS Court Dependent immediately upon arrival through the County Liaison during regular business hours, and the Child and Adult Abuse Hotline (CAAHL) (800 827-8724), after regular business hours, and/or County holidays.

7. Accept CFS Dependent Youth twenty-four (24) hours, seven (7) days a week, including weekends and holidays.

8. Accept all appropriate CFS Court Dependent Youth and Juvenile Court Released Youth arranged through CFS and provide confirmation of acceptance via email communication or other methods approved by CFS within two (2) hours of notification.

9. Provide notification of youth’s stay to the County Liaison for each CFS case and Juvenile Court

Released Youth no later than one (1) business day of youth’s arrival.

10. Agree that CFS shall have authority and discretion in determining suitability and removal of youth(s).

Contractor shall recognize that CFS reserves the right to remove any or all youth(s) from Contractor’s location at any time. CFS shall provide advance notice of such removal when possible.

11. Limit the length of stay for a CFS youth to five (5) days or less. Extension requests must be completed as follows:

a. Contractor shall contact the County Liaison at least twenty-four (24) hours prior to day five

(5) if continued shelter is needed.

b. Contractor shall request extensions in five (5) day increments.

c. Extensions require written pre-approval from the CFS Placement Resource Division (PRD) Deputy Director (DD) and the consent of the Contractor.

d. Email from the CFS PRD DD shall constitute sufficient written authorization.

12. Ensure CFS youth receive shelter services, including, but not limited to:

a. Food Services: Provide three (3) balanced meals each day plus snacks and beverages. Meals must be consistent with the United States Department of Agriculture (USDA) dietary guidelines, including accommodations for special diets;

b. Laundry facilities and supplies;

c. Access to a phone for youth to communicate with the CFS Social Worker (SW);

Request for Proposal Temporary Shelter Services

RFP HS 25-17

d. Visitation approval from the CFS SW;

e. Access to meet healthcare/dental and personal hygiene needs. Also, be able to provide appropriate toiletries (i.e., toothbrush and other hygiene products) as needed;

f. Medication Assistance: Administer and store in accordance with the CCLD regulations;

g. Youth Activities: Develop and provide youth with social, educational, and counseling activities.

Monitor co-ed interactions and ensure supervision at all times while youth are in commonly shared areas (i.e., game rooms, living rooms);

h. Room Assignments: Provide separate room accommodations for male and female youth regardless if youths are siblings;

i. Clothing: Purchase clothing for youth through storefront or online vendors as needed. All purchases and deliveries must respect and protect the youth’s confidentiality and personal information; and

j. Facility: Ensure living environment possesses adequate lighting, toilet and bath facilities, hot and cold water, and change of laundered bedding at least once a week and for each new youth.

13. Provide a wide range of case management services to assist youth, including, but not necessarily limited to:

a. Conduct and complete an intake and assessment for each CFS youth.

b. Assess each youth’s needs and provide a service plan, in consultation with the CFS SW, and assist with the youth’s transition. This plan shall clearly identify all components of temporary shelter services provided from intake to discharge and include the youth’s readiness for permanent housing alternatives.

c. Provide transportation for shelter outings.

d. Offer referrals to community resources that are in alignment with CFS SW instructions.

e. Provide access to medical and psychiatric appointments.

f. Maintain ongoing communication with the County liaison regarding youth progress and discuss any special circumstances that require CFS authorization or immediate resolution.

g. Develop and maintain policy and procedures and utilize CFS approved forms for the purpose of tracking CFS youth from the time of entry to the time of exit.

h. Perform daily observations and document case notes on each CFS youth at the shelter.

14. Allow CFS, Department of Behavioral Health, and Wraparound providers access to youth for necessary services. Provide space where services can be provided to the youth, if needed.

15. Collaborate with CFS and partners to ensure the youth’s stay is successful.

16. Provide culturally and linguistically competent services identified by the youth.

17. Notify all CFS youth when a camera system is operational for observation purposes at the facility.

Request for Proposal Temporary Shelter Services

RFP HS 25-17

18. Ensure all CFS youth accepted into shelter services have the appropriate documentation required by

CFS.

19. Maintain adequate files and records, which are subject to confidentiality requirements, and meet statistical reporting requirements.

20. Maintain Personally Identifiable Information (PII) in a secure environment allowing access only as necessary in the course of providing requested services. Stored PII must be under lock and key. If PII is stored electronically it shall be password protected and electronic devices shall automatically lock when unattended.

21. Maintain organized youth case files that document information gathered, at intake, daily assessment of youth, SW mandates, key contacts, phone logs, educational plans, and any other pertinent youth information. Case files shall be available to CFS upon request.

22. Maintain location in a safe, secure, clean environment that ensures youth’s privacy, confidentiality, and safety.

23. Notify the County Liaison and SW of emergency, critical/special incidents by telephone or email immediately and in writing in the form of an Incident Report within seventy-two (72) hours. Notify the County Liaison of all other noncritical concerns, issues, and changes pertaining to CFS youth within two (2) business days.

24. Verbally notify the County Liaison within twenty-four (24) hours when any CFS youth is missing or their whereabouts are unknown. If it is after hours, Contractor shall notify CAAHL at (800 827-8724) that the child is missing.

25. Participate in the coordination of the Child and Family Team (CFT) meeting and participate in the

CFT meeting when necessary.

26. Participate in additional meetings that include, but are not limited to:

a. CFS Semi-Annual Contractors’ Meeting,

b. Group Home Meeting, and

c. Contractor Coordination Meeting upon CFS request.

d. Contractor shall also provide countywide and regional presentations upon request.

27. Provide monthly progress reports to the CFS Liaison. This report shall list active youth and will include, but is not limited to:

a. The month that shelter services were required.

b. The number of CFS youth during the month of service.

c. Length of stay for each CFS youth.

d. Advise if CFS youth has received temporary shelter assistance previously, including the number of previous stays and the total number of days per each stay.

Request for Proposal Temporary Shelter Services

RFP HS 25-17

28. Provide reports to CFS as directed. These reports will provide summary and detailed information on the progress and any other pertinent information regarding a CFS youth. The Contractor shall provide such information to CFS within three (3) business days from the date the service was requested.

29. Provide Social Workers that meet the following minimum qualifications:

a. Possession of a Bachelor’s degree in Social Work, Counseling, or a related field, accompanied by a minimum of three (3) years of experience working with youth who have experienced trauma or youth in crisis situations, or

b. Possession of a Master’s degree in Social Work, Counseling, or a related field.

30. Provide Crisis Intervention Counselors that meet the following minimum qualifications:

a. Possession of a Bachelor's degree in Social Work, Counseling, or a related field, along with a minimum of two (2) years of experience working with youth who have experienced trauma or youth in crisis situations, or

b. Possession of a Master's degree in Social Work, Counseling, or a related field.

31. Maintain adequate staffing levels and ensure that professional staff possess appropriate experience and training and have no record of receiving…