RFP # 202603033

Housing Stability Services

PROPOSED SERVICES RESPONSE FORM

Bidder Name:

Proposed Target Area (Hub) Select only one (1) Hub per proposal submission

INSTRUCTIONS: Bidder must complete this form to discuss the Services to be Provided referenced in Part II of the RFP and what the Bidder will offer, including:

· A description of the methods and resources the Bidder will use and how each task involved will be accomplished.

· A description of how the expectations and/or desired outcomes as a result of these services will be achieved.

Bidders may expand each of the response (white) spaces within this document in order to provide a full response to each requirement.

A. Administrative Requirements

Describe in detail the justification for the anticipated target area to be served, including data related to the number of individuals experiencing Chronic Homelessness in the proposed target area, with data source(s) indicated.

1. Within ninety (90) calendar days of the start of the initial period of performance and service delivery, and throughout each contract period resulting from this RFP:

a. Be enrolled as a MaineCare Provider;

b. Be enrolled as a Housing Outreach and Member Engagement (HOME) Provider and/or certified as a Targeted Case Management (TCM) agency; and

c. Become a Maine Continuum of Care (CoC) Homeless Management Information System (HMIS) participating agency.

2. Comply with and provide Housing Stability Services (HSS) in accordance with the HSS manual, when published, including the Basic Principles of Housing First Services (Basic Principles); and applicable State statute and rules, including 22 M.R.S. §20-A and 14-118 C.M.R Ch. 20 Housing First Program Administrative Responsibility Rule.

3. Participate in the Maine CoC Coordinated Entry System (CE), including notification to the CoC CE regarding availability of HSS Unit(s) and in order for HSS staff to be notified of any upcoming potential Program Participants (Participants).

a. HSS staff are not expected to advocate at CE for any specific individual.

4. Ensure HSS staff are knowledgeable about naloxone and its administration; including ensuring HSS staff have naloxone on-hand at all times when providing HSS.

5. Ensure policy guidelines for HSS decision making, program operations, and monitoring are developed prior to HSS service provision.

a. Policy guidelines must include a grievance and complaint process.

6. On an annual basis, provide voluntary anonymous satisfaction surveys to Participants, with survey assistance provided to Participants only as requested and needed.

a. Develop and provide the Department with the satisfaction survey for approval within sixty (60) calendar days of the initial period of performance.

7. Maintain a record for each Participant.

B. Healthcare, Behavioral Health, and Other Service Provider Partnerships

1. Establish and/or maintain formal (e.g., Memorandum of Understanding (MOU) or contract) and informal relationships with MaineCare providers in the service area qualified to deliver necessary health, behavioral health, and other appliable services to ensure Participants have timely access to services and are able to sufficiently maintain permanent housing, including at minimum:

a. Behavioral Health treatment, including substance use and mental health treatment;

b. Medical care;

c. Behavioral Health Crisis (Crisis) services through the Behavioral Health Crisis System; and

d. Other services as appropriate and as identified by Participant(s).

· Provide the anticipated Partnerships with MaineCare Health and Behavioral Health Providers which describes the available MaineCare health and behavioral health providers the Bidder anticipates developing formal relationships with, in order to meet Participant needs. The description must include, at minimum:

· The specific agency(/ies) the Bidder proposes developing formal relationships with; and

· The anticipated service(s) to be provided by the proposed agencies.

2. Establish and maintain formal and informal relationships, as applicable, with other non-MaineCare service providers in the local community in order to address Participants needs, ensure timely access to assessments and services and ensure permanent housing maintenance.

3. Partner with community-based organizations, such as Projects for Assistance in Transition from Homelessness (PATH) providers, to provide education on HSS.

C. Property-based Partnerships

1. Offer ongoing education on the Housing First Program (Housing First), including the Basic Principles, to all applicable property partners, including owners and managers, as appropriate.

a. At a minimum, provide education on Housing First prior to the first Participant signing a lease at the associated property, at least once annually, and when there are new property-associated staff (e.g., new property manager) hired.

2. Develop and implement strategies in collaboration with the owner and property management entity to mitigate common reasons for eviction.

D. Minimum HSS Units and MOUs Requirements

1. Demonstrate best efforts to ensure a minimum of ten (10) HSS Units are available to support HSS provision, throughout the duration of the contract, through collaboration and outreach with existing and potential new property owner(s).

a. Upon property owner notification to the awarded Bidder regarding an anticipated HSS Unit vacancy, notify the Department within seven (7) calendar days of the notice.

b. Notify the Department within seven (7) calendar days when a previously identified HSS Unit is no longer available, and include an anticipated plan to ensure the minimum of ten (10) HSS Units are available within the Target Area (Hub).

2. Use best efforts to execute an MOU(s) with the property owner(s), for the anticipated HSS Unit(s), identified within the Bidder’s proposal submitted under this RFP, and provide copies to the Department within thirty (30) calendar days of the start of the initial period of performance, that includes and addresses at minimum:

a. The property owner name and property management provider(s) name, as applicable;

b. The name of the property(/ies), if applicable, and physical address where HSS Units are available;

c. If each physical location will utilize for project-based rental assistance or tenant-based rental assistance;

d. The total number of unit(s) at each physical address and the total number of unit(s) designated for HSS; and

e. The responsibility delineation of the awarded Bidder and property owner including how the property owner:

i. Intends to work with the awarded Bidder to support the provision of HSS; and

ii. Will ensure the awarded Bidder has access to the building for general operations and emergency situations, and the capacity to utilize common areas, if applicable, for program activities.

3. Ensure all subsequent MOUs developed for new HSS Units identified during the contract period are provided to the Department for review within seven (7) calendar days of an MOU execution.

4. Notify the Department of any concerns related to property ownership that may result in an HSS Unit(s) becoming unavailable.

E. Participant Outreach Prior to Tenancy

HSS is intended to align with and leverage efforts and opportunities through the Maine CoC and CE. It is one of many programs within the CoC, and the Department trusts the CE to match each person with the most appropriate available resources based on the CE and other Department-approved eligibility screening processes.

1. Once an individual has been identified as a potential Participant and has been awarded a housing resource for a Property Under the Program, ensure HSS staff engage with the individual to confirm eligibility documentation and program requirements and enroll the individual into HSS, as appropriate. Once a potential Participant’s eligibility has been confirmed, engage with the Participant and their support system to assist with ensuring tenancy at the property, including lease execution.

a. Maintain supporting documentation within the Participant’s file indicating their eligibility to receive HSS services, including the appropriate correlating Condition and documentation of Chronic Homelessness, per 22 M.R.S. §20-A.

F. Programmatic Requirements

1. Ensure HSS is provided with minimal barriers to accessing services, including ensuring accessibility and needed interpreter services, as applicable.

2. Ensure HSS is available no less than twenty (20) hours per week and adequately meets the needs of Participants to build independent living skills, maintain housing, and access necessary MaineCare services and non-MaineCare community-based services.

3. Ensure HSS is integrated with all Ancillary Supports.

a. Ensure HSS does not duplicate other services received by the Participant.

b. MaineCare billable services must be billed to MaineCare.

4. Ensure HSS is provided in-person, to the fullest extent possible.

a. Department approval will be required for policies and procedures not delivered in-person.

b. Ensure all in-person service provision hours are flexible and scheduled according to Participant needs.

5. Provide a method for interested Participants to work and/or volunteer within the awarded Bidder’s agency.

G. Housing Stability Services (HSS)

1. Ensure all HSS are provided voluntarily through a person-centered, strengths-based approach.

a. Regardless of HSS participation, engage with Participants regularly to build rapport and encourage participation.

2. Offer and assist Participants with accessing, maintaining, and navigating:

a. Insurance coverage, including MaineCare coverage, as applicable;

b. Needed MaineCare services, as applicable, including but not limited to Chapter 101, Sections 13, 17, 65, and 91 of the MaineCare Benefits Manual;

c. Social services and benefits, including but not limited to social security disability (including a referral to SSI/SSDI Outreach, Access and Recovery (SOAR), as appropriate), transportation, and food access; and

d. Community-based clinical resources, including but not limited to health care services and behavioral health services, including substance use treatment.

3. Ensure Participants have sufficient information and resources available, including contact information, to access needed services to address any emergent needs in a timely manner, including contact information to connect with the Behavioral Health Crisis System.

4. Assist Participants with building independent living skills by addressing social determinants of health, including provision of Community Linkages and on-site community-building social events developed with Participant input.

a. Should there be difficulties related to provision of on-site community-building social events, collaborate with the Department regarding alternative locations for provision of community-building social events.

5. Provide Housing Support and other stabilization services to Participants including, but not limited to, orientation and move-in assistance; lease comprehension; mediation; peer support services and coordination, as applicable; and Behavioral Health Crisis (Crisis) intervention.

6. Offer and provide Harm Reduction services.

7. For Participants without an external case manager, offer and provide case management services.

8. Complete an initial assessment of the Participant’s existing Ancillary Support(s) and natural support(s) within thirty (30) calendar days of the Participant’s request to begin HSS.

a. Complete a needs assessment, if a needs assessment has not been completed by Ancillary Supports.

b. If a needs assessment has been completed by Ancillary Supports, with Participant consent, utilize the completed assessment for development of the Participant’s individual service plan.

9. Ensure Participant needs are assessed at least annually after the initial assessment.

a. If Participant needs have already been assessed by Ancillary Supports in that year, with Participant consent, utilize the assessment that has already been completed for development and update of the Participant’s individual service plan.

10. Utilize information garnered from assessments to develop person-centered, strengths based individual service plans, updated annually or more as needed.

11. Ensure all individual service planning addresses, at minimum:

a. Health and behavioral health care needs, as applicable;

b. Relationship building and maintenance, inclusive of natural support(s);

c. Harm Reduction;

d. Life skills development;

e. Housing Support; and

f. Care coordination.

12. Develop an individual Crisis plan with Participants as part of their overall individual service planning, as applicable.

13. Develop an individualized mitigation plan for each Participant that addresses historical and current barriers to maintaining permanent housing, should an adverse action occur as it pertains to tenancy.

14. Once the HSS program manual is published by the Department, follow all applicable review timelines for individualized service, Crisis, and mitigation plans.

a. At minimum, plans must be reviewed annually, or more frequently when a life-changing event occurs, new information is obtained, and/or the Participant elects to change their plan(s).

H. Staffing

The Department is seeking innovative and creative staffing configurations to meet the requirements of this RFP. The anticipated staffing patterns must support the delivery of HSS.

1. Ensure on-call support is available when staff are not in-person to ensure Participants’ needs are appropriately triaged.

2. Ensure HSS is provided through a multidisciplinary team, including sufficient supervision for clinical and non-clinical staff.

a. At minimum, all staff that interact with Participants and/or provide services to Participants must have at least one (1) year of experience providing direct services to individuals experiencing homelessness and/or at least one (1) year of direct lived experience with homelessness.

3. Ensure staffing aligns with the needs of Participants.

4. Ensure the staffing structure includes appropriate levels of oversight and/or supervision for each position, including at minimum, ensuring all staff:

a. Receive regular supervision from qualified clinical personnel; and

b. Participate in regular ongoing professional development and training related to HSS service provision.

· Provide the anticipated Training Plan for required initial and ongoing training of HSS staff. The Training Plan must include, at minimum:

· The training topics for required initial and ongoing trainings;

· The training facilitators for each training, as applicable and available; and

· The timeline for initial and ongoing training completions, including training(s) that must be completed prior to interacting with Participants.

5. Ensure all staff interacting with Participants, including supervising staff, have sufficient appropriate initial and ongoing training.

6. Ensure the staff composition is diverse and culturally sensitive and reflects the Participant’s cultural and communication needs.

7. Develop and maintain a network of volunteers, including Participants, who are available in-person who can provide peer support.

I. Participant Tracking and Confidentiality Requirements

Participant-level data collection for the first year will be negotiated as part of the conditional contract award. The Department reserves the right to modify, change, and/or add new measures and/or yearly targets through the duration of the contract.

Bidders may propose additional Participant data collection points relevant to achieving the programmatic goals of HSS. All Participant data collection will require Department approval prior to implementation.

1. At a minimum, ensure Participant data collection includes the U.S. Department of Housing and Urban Development (HUD) HMIS universal data elements, per the FY 2026 HMIS Data Dictionary.

2. With Participant permission, enter required Participant data into the Maine CoC HMIS, as data becomes available, per the Maine HMIS Data Quality Plan and Best Practices Guide.

3. Obtain and maintain insurance as outlined in the State of Maine IT-Service Contract, under Rider B-IT, Section 19. Insurance Requirements.

4. If the awarded Bidder electronically collects sensitive information (PII, PHI, and/or other confidential data) as part of the service delivery under the contract awarded under this RFP, the awarded Bidder must implement risk assessment and vulnerability scanning policies and procedures, at minimum to be equivalent to MaineIT policies for:

a. Rules of Behavior (PL-4);

b. Risk Assessment Policy & Procedures (RA-1); and

c. Vulnerability Scanning Procedure (RA-5).

5. Comply with all State and Federal laws regarding the protection of confidential and/or sensitive information that is collected or maintained by the awarded Bidder, including, as applicable, notification to individuals in the event of unauthorized access or disclosure.

6. Comply with all confidentiality requirements outlined in the State of Maine IT-Service Contract, under Rider B-IT, Section 30. Confidentiality.

7. The State will not consume any awarded Bidder’s applications, but the awarded Bidder will consume one/more State application(s).

8. Report Critical Incidents to the Department following Department Critical Incident policy, once the HSS program manual is finalized by the Department.

J. Performance Measures

1. Perform all services proposed in response to this RFP by achieving all Performance Measures listed in Table 1.

0. Submit data to support the performance measures utilizing a link to be provided by the Department (to be provided upon contract execution) or via a third-party data source, as indicated within the performance measure data source column of Table 1.

0. Provide additional supportive documentation as indicated in Table 1, for Department validation of the summary data submitted in the Performance Measures Report as requested by the Department.

Table 1 Mandatory Performance Measures

Reporting from the first year of the contract will establish baselines for each Performance Measure.

Office Goal/Initiative: Ensure Participants avoid a return to homelessness.

Examples of non-time-limited stable housing include, but are not limited to: Section 8 Housing Choice Vouchers, and other types of affordable or subsidized housing; Assisted Living; living with family; home ownership; and long-term Residential Care Facility placement.

Office Goal/Initiative: Ensure Participants receive necessary benefits, services and supports.

K. Reports

1. Track and record all data/information necessary to complete the required reports listed in Table 2:

Table 2 – Required Reports

i. Real staff work and time allocation spent during the month, including scheduled and ad-hoc time spent on-site, off-site, on outreach, and/or other appropriate HSS activities;

ii. Number of Participants choosing to receive and/or declining to participate in HSS, including dates of service enrollment or service exiting, as applicable;

iii. Number of Participants without a lease or move-in date and number of Tenants;

iv. Relevant participation and tenancy dates, including program entry date and lease signage date(s);

v. Any occurrence(s) that affects or has the potential to affect the Participant’s ability to maintain tenancy at an HSS Unit;

vi. Information regarding HQS or NSPIRE inspections/re-inspections, including number of inspections/re-inspections completed and number that passed or failed;

vii. Information regarding housing assistance recertifications, including number of recertifications completed and number of overdue recertifications;

viii. Any breaks in tenancy (e.g., eviction, hospitalization and incarceration);

ix. Any criminal charges received by Participants, including but not limited to charges that may result in police custody;

x. Number of initiated and successful linkages, facilitated by HSS staff, including Community Linkages and healthcare-related linkages;

xi. Number of Participants assessed as needing assistance with benefits applications (e.g., SNAP) and/or re-certification, including health insurance (e.g., MaineCare);

xii. Number of Participants enrolled in health insurance, delineated by insurer (e.g., MaineCare);

xiii. Number of Participants provided with direct assistance by HSS staff in completing any activity(/ies) associated with acquiring or maintaining income stability (e.g., SSA, child support, and employment assistance);

xiv. Number of Participants receiving MaineCare Chapter II, Sections 13, 17, 65, and 91;

xv. Number of on-site and off-site community-building social HSS events held, including percentage of on-site and off-site community-building social events that had at least one (1) Participant in attendance; and

xvi. Number of Participants with unpaid Tenant rent and/or unpaid utility bills.

i. A summary of achievements made during the last year;

ii. A summary of barriers and challenges identified during the last year, including efforts to mitigate them;

iii. A narrative describing operations and/or processes to be improved upon in the next year, including anticipated quality improvement and assurance actions; and

iv. A summary of all on-site HSS events held, including Participant input into scheduling and type of events.

2. Submit all the required reports to the Department in accordance with the timelines established in Table 3:

Table 3 – Required Reports Timelines

Anticipated Critical Incident timelines will follow existing behavioral health Critical Incident reporting processes, mirroring the below timeline:

· Level I Critical Incident: Report within four (4) hours if within Monday-Friday, or if not, next day by 9:00 a.m.

· Level II Critical Incident: Report within twenty-four (24) hours if within, Monday-Friday, or if not, next day by 9:00 a.m.

DHHS RFP Proposed Services Response Form (Rev. 10/2025)