Prevention_Planning_Consultation_Services.pdf

County of San Mateo

Request for Proposals (RFP) for Prevention Planning

Consultation Services

Human Services Agency - Children and Family Services

RFP No. 2026-RFP-00551

RFP Contact: Kathie Chan kchan@smcgov.org

1. Introduction and Schedule

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula. The region covers 744 mi and is home to nearly 800,000 residents and 20 incorporated cities. The County provides for the health and welfare of all people within its borders and serves as the local government for the unincorporated areas. Innovation thrives here in industries including bioscience, computer software, green technology, hospitality, financial management, health care, education and transportation. The

County prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare and natural resources of the community.

1.1. Summary

The San Mateo County Human Services Agency (HSA), Children and Family Services (CFS) branch, is seeking proposals from qualified firms with demonstrated expertise in California child welfare systems, the Family First Prevention Services Act (FFPSA), Title IV-E Prevention Services, Community

Pathways, fiscal claiming, and Continuous Quality Improvement (CQI) to provide technical consulting and subject matter expertise supporting the County’s development and implementation of its Family First

Prevention Services Program.

The selected Contractor will serve as a technical advisor to the County by providing strategic consultation, policy and operational guidance, fiscal expertise, workforce planning recommendations, facilitation, and technical assistance necessary to support the County in designing and implementing a sustainable FFPSA Prevention Program that complies with applicable federal and State requirements.

The Contractor will work collaboratively with County leadership, child welfare program staff, fiscal staff, and community partners to provide technical guidance, develop implementation recommendations, and assist the County in making informed policy and operational decisions. The County will retain responsibility for all policy decisions, operational implementation, eligibility determinations, and ongoing administration of the FFPSA Prevention Program.

The Contractor will not assume operational responsibility for County programs, perform child welfare case management functions, or make eligibility determinations on behalf of the County.

The County seeks a consultant with extensive knowledge of California child welfare systems and FFPSA requirements who can provide practical guidance, develop implementation tools and resources, identify regulatory and operational considerations, and support integration of Title IV-E Prevention requirements into the County’s existing child welfare continuum.

A successful result looks like a fully integrated, state-compliant Title IV-E and Community Pathway network that routes families to evidence-based programs (EBPs) without requiring Child Protective

Services (CPS) involvement. The selected contractor will successfully establish auditable Title IV-E candidacy determination tools, build a braided fiscal model to maximize federal revenue alongside Medi-

Cal (CalAIM), and ensure complete documentation and data-link readiness prior to the upcoming CWS-

CARES platform local go-live deployment.

The County intends to award one agreement for an initial term of two (2) years, tentatively beginning in

September 2026.

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1.2. Background

The Family First Prevention Services Act (FFPSA) expands the use of Title IV-E funding to allow eligible public child welfare agencies to provide evidence-based prevention services to children who are candidates for foster care, pregnant and parenting foster youth, and their parents or kin caregivers.

FFPSA represents a significant shift in child welfare practice, emphasizing early intervention and prevention services designed to safely reduce the need for foster care placement while improving child and family well-being.

The County is actively developing its FFPSA Prevention Program and is integrating Title IV-E

Prevention requirements into its existing child welfare prevention continuum. While prevention services currently exist through multiple programs and community-based partners, several core FFPSA components require further development and alignment, including Community Pathways processes, candidacy determination, fiscal claiming methodologies, documentation standards, CQI processes, and reporting frameworks.

The County has received funding to support FFPSA implementation and is establishing a coordinated prevention system integrating Community Pathways, evidence-based services, Title IV-E requirements, and existing child welfare operations.

Successful FFPSA implementation requires specialized expertise in California child welfare systems, federal Title IV-E Prevention requirements, California Department of Social Services (CDSS) guidance, fiscal claiming methodologies, CQI, and emerging statewide initiatives, including CWS-CARES.

Because guidance and implementation requirements continue to evolve, the County seeks ongoing technical expertise to support informed decision-making throughout the project term.

Accordingly, the County is seeking a qualified consultant to provide technical consultation, strategic guidance, facilitation, and subject matter expertise to support planning, development, and integration of its FFPSA Prevention Program. The Contractor will provide recommendations, facilitate planning activities, develop implementation tools and resources, and identify regulatory and operational considerations informed by best practices in California child welfare systems.

The County will retain responsibility for all policy decisions, operational implementation, and ongoing administration of the FFPSA Prevention Program.

The County intends to integrate approved evidence-based prevention services into a coordinated prevention framework that supports voluntary family engagement, strengthens cross-system collaboration, and maximizes allowable federal reimbursement. Technical consultation is sought to ensure alignment with FFPSA requirements, CDSS guidance, and evolving statewide initiatives, including CWS-

CARES.

The objectives of this project are to:

• Support the County in designing an integrated Community Pathway that provides voluntary access to evidence-based prevention services.

• Develop standardized referral, intake, assessment, and Title IV-E Prevention candidacy determination processes aligned with federal and State requirements.

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• Develop recommendations for compliant fiscal claiming methodologies and braided funding strategies to maximize available federal and State funding sources.

• Support County and community providers in planning for implementation of CWS-CARES documentation, reporting, and claiming requirements.

• Develop recommendations for Continuous Quality Improvement (CQI), fidelity monitoring, workforce development, and performance management frameworks.

• Develop policies, procedures, tools, and operational guidance to support County implementation and long-term administration of the FFPSA Prevention Program.

• Support County capacity-building efforts to sustain prevention services and compliance beyond the term of this contract.

1.3. Contact Information

Project Contact:

Morgan Peterson Child Welfare Program Analyst Email: mpeterson@smcgov.org Phone: (650) 877-5415

Procurement Contact:

Kathie Chan Contract Administrator II Email: kchan@smcgov.org Phone: (650) 508-6732

Department:

Human Services Agency - Children and Family Services

Department Head:

Claire Cunningham Director

1.4. Timeline

RFP Released July 17, 2026

Deadline for Questions and Comments July 31, 2026, 12:00am

Proposal Due Date and Time August 16, 2026, 12:00am

Anticipated Contract Award Date October 1, 2026 mailto:mpeterson@smcgov.org tel:(650)877-5415 mailto:kchan@smcgov.org tel:(650)508-6732

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2. Scope of Work

All work shall be performed in alignment with applicable federal and state requirements, including

FFPSA, Title IV-E Prevention Services guidance, California Department of Social Services (CDSS) requirements, and County policies. Contractor shall provide technical assistance, facilitation, and implementation support to the County. Contractor’s role is advisory and consultative in nature, and the

County retains full responsibility for implementation and operational decision-making. Where applicable, “developing” shall be interpreted as developing recommendations, draft tools, frameworks, and implementation guidance for County review and approval.

2.1. Services to Be Provided

Phase 1 – Community Pathway Design and Implementation Readiness

Contractor will support the County in designing the operational infrastructure necessary to establish a

Countywide Community Pathway aligned with FFPSA requirements.

Services include:

• Supporting capacity building to assist both County and CBOs in fully implementing FFPSA requirements, including onboarding existing contracted CBOs and new providers into the

Community Pathway network.

• Developing recommended Community Pathway referral protocols and instruments for voluntary referrals, screened-out referrals, Differential Response, and community-based access points.

• Developing tribal engagement protocols consistent with ICWA and CDSS guidance for integration into Community Pathway intake.

• Designing a “No Wrong Door” access model with a written access framework that describes how all County entry points route families to prevention services, including a visual access map and staff quick-reference guide for each entry point type.

• Designing intake, screening, assessment, and referral workflows consistent with FFPSA voluntary participation requirements for CBOs and Children and Family Services.

• Developing auditable documentation standards supporting Title IV-E eligibility determinations.

• Developing draft intake forms, reassessment templates, Family Well-Being Plans, and related tools.

• Supporting integration of Motivational Interviewing as a foundational engagement strategy across intake, case management, and EBP service delivery (PAT, NFP, and HFA).

• Designing operational integration across County systems and programs, including Differential

Response, CPS screening, Family Maintenance/Family Reunification (FM/FR) units, Medi-Cal

Enhanced Care Management (ECM), and behavioral health access points.

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• Conduct a comprehensive workforce and infrastructure assessment, identifying staffing, training, credentialing, and supervision gaps across County and CBO partners to support full-scale operations.

• Developing a CBO Provider Onboarding Protocol to support integration of new providers into the

Community Pathway network, including readiness checklists, training requirements, and portal access procedures

Phase 1 Deliverables

• Community Pathway Referral and Intake Protocols

• Community Pathway and Title IV-E Pathway Candidacy Determination Tool

• Eligibility and Assessment Workflow

• Intake Forms

• Family Well-Being Plan Templates

• Reassessment Templates

• Motivational Interviewing Integration Plan

• Systems Integration Map

• Workforce and Infrastructure Assessment Report

• CBO Provider Onboarding Protocol

Phase 2 – CWS-CARES Implementation Support, Fiscal Strategy, and Title IV-E Claiming

The Contractor shall provide technical expertise to support fiscal implementation planning, CWS-CARES readiness, documentation standards, and compliant federal claiming.

Services shall include:

• Designing CWS-CARES documentation standards and workflows that meet federal audit requirements for PAT, HFA, NFP, and MI, establishing an explicit data link between candidacy determination and Title IV-E revenue generation.

• Developing standardized documentation protocols, job aids, and training materials for Title IV-E staff and CBOs staff regarding MI and CARES data entry and claiming procedures.

• Supporting County implementation and readiness activities related to CWS-CARES.

• Developing a CWS-CARES Go-Live Contingency Workflow documenting interim claiming and documentation procedures in the event the state CARES go-live is delayed.

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• Developing Title IV-E Prevention fiscal claiming methodologies consistent with federal and State requirements.

• Designing braided funding strategies integrating Title IV-E Prevention, Medi-Cal (CalAIM), local funding, and other eligible funding sources.

• Construct a compliant, long-term Title IV-E Prevention Fiscal Model that adheres to federal cost principles, builds spending plans, generates fiscal projections, and details anti-supplantation protocols.

• Facilitate and draft mandatory interagency agreements, including data-sharing agreements between CFS and providers, and joint written protocols with the local Mental Health

Plan regarding Payor of Last Resort requirements.

• Provide direct technical assistance for MOU and contract finalization with EBP providers to guarantee fiscal and data-sharing compliance. Deliver provider-friendly claiming guides and billing instruction materials to the County fiscal team and CBOs.

• Conduct a Post-Go-Live Compliance Audit and Case File Review on the initial live batches of

CBO claims submitted through CARES to proactively identify data errors, verify proper documentation matches, and protect the County against federal funding clawbacks.

Phase 2 Deliverables

• CWS-CARES Documentation Standards

• CWS-CARES Data Entry Protocols

• MI Implementation plan for CBOs and Title IV-E staff

• Provider Claiming Guide

• Title IV-E & Community Pathway Claiming Workflow

• Title IV-E Prevention Fiscal Model and Braided Funding Strategy

• Joint Mental Health Plan Protocol

• EBP Provider MOU Template

• CWS-CARES Readiness Assessment and CWS-CARES Go-Live Contingency Workflow

• Post-Go-Live Compliance Audit Report

Phase 3 – Evidence-Based Practice Fidelity, Continuous Quality Improvement, and Workforce

Development

The Contractor shall support the County in establishing sustainable quality assurance, fidelity monitoring, workforce development, and organizational learning systems.

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Services shall include:

• Establish specific fidelity monitoring protocols consistent with FFPSA and Title IV-E Prevention

Services Clearinghouse requirements for active EBPs (PAT, HFA, NFP, and MI).

• Establishing a Countywide Continuous Quality Improvement (CQI) framework consistent with

California’s Five-Step CQI model.

• Facilitating a County CQI Workgroup.

• Developing performance monitoring processes and tools.

• Supporting participation in regional prevention collaboratives.

• Design and execute a comprehensive Workforce Development Plan, coordinating with approved vendors to deliver training on FFPSA, CARES data entry based on CDSS state documentation releases, trauma-informed practices, and a sustainable train-the-trainer model.

• Developing implementation resources and technical guidance.

• Incorporating equity and cultural responsiveness into CQI and workforce development activities.

Phase 3 Deliverables

• EBP Fidelity Monitoring Protocols

• CQI Workgroup Charter

• CQI Implementation Plan

• Documentation of One Completed CQI Cycle

• Workforce Development Plan

• Prevention Implementation Toolkit

Phase 4 – Evaluation, Reporting, and Sustainability

The Contractor shall support the County in developing evaluation, reporting, and sustainability frameworks for the FFPSA Prevention Program.

Services shall include:

• Developing a comprehensive FFPSA evaluation framework aligned with federal FFPSA reporting requirements, building performance metrics tracking safety (maltreatment recurrence), stability

(foster care avoidance at 12 and 24 months), family well-being, service dosage, and referral-to-enrollment conversion rates. Provide technical submission support to ensure EBP outcome and fidelity data flow correctly via CARES and the Provider Portal to fulfill CDSS, APSR, and C-

CFSR reporting obligations.

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• Supporting CWS-CARES reporting readiness.

• Deliver a final, comprehensive Summative Evaluation Report analyzing overall program effectiveness, access equity, implementation barriers, and data-driven recommendations for scaling the provider network.

• Draft a formal Sustainability and Transition Plan that outlines the long-term governance, staffing structures, and fiscal processes necessary to transfer full ownership of CQI facilitation, fidelity tracking, and CARES auditing to County staff.

• Provide future RFP development support and technical guidance to facilitate the compliant expansion of the Community Pathway provider network.

Phase 4 Deliverables

• Evaluation Framework

• Performance Measurement Plan

• CWS-CARES Reporting Integration Recommendations

• Summative Evaluation Report

• Sustainability and Transition Plan

• Provider Network Expansion Recommendations

Phase 5 – Project Management and Ongoing Technical Assistance

The Contractor shall provide project management and ongoing technical assistance throughout the term of the Agreement.

Services shall include:

• Conducting monthly implementation meetings.

• Preparing meeting agendas, materials, and action summaries.

• Tracking implementation progress and milestones.

• Providing implementation recommendations and technical advisement.

• Proactively monitor, compile, and deliver state and federal prevention resources, including updated CDSS All-County Letters (ACLs), federal Title IV-E Clearinghouse updates, and emerging best practices related to FFPSA implementation directly to the Contract Manager.

• Advising the County on implementation challenges and emerging best practices.

• Provide ad-hoc technical briefs and informational summaries regarding prevention legislation changes upon request by the Contract Manager.

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Phase 5 Deliverables

• Monthly Progress Reports

• Meeting Agendas

• Meeting Minutes

• Action Item Logs

• Deliverable Tracker

• Technical Briefs

• Regulatory Update Summaries

2.2. General Service Delivery & Compliance Requirements

Contractor will:

• Submit detailed monthly progress logs alongside each monthly invoice, documenting specific activities, dates, participants, and completed milestones.

• Maintain absolute data confidentiality for all participating agencies and clients, complying with HIPAA, FERPA, and child welfare data safety standards at all times.

• Perform all technical assistance tasks in an objective, independent manner.

• Maintain all project records, data, and fiscal logs for a minimum of three (3) years following final contract payment.

• Refrain from subcontracting any portion of this SOW without receiving prior, express written consent from the County.

• Provide advance written notice and obtain explicit County approval prior to executing any key personnel modifications.

• In the event the CWS-CARES go-live timeline is modified by the state, the County and

Contractor shall mutually agree on a revised Phase 2 schedule in writing within 30 days of any confirmed timeline change.

2.3. Deliverable Acceptance and Milestone Payment Structure

Payment under the Agreement shall be made on a deliverable-based milestone structure. Each payment shall correspond to completion and County acceptance of specified deliverables.

A deliverable is considered complete when it substantially conforms to the requirements of the Scope of

Work and is accepted by the County.

County may request revisions prior to acceptance. Payment shall be made only upon final County acceptance.

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County acceptance shall not be unreasonably withheld when deliverables substantially conform to requirements.

Phase Milestone / Deliverable Group

Payment Trigger % of Contract Total

Phase 1 Community Pathway Design & Implementation Readiness Deliverables

Acceptance of Phase 1 deliverables

25%

Phase 2 CWS-CARES Implementation, Fiscal Strategy & Title IV-E Claiming Deliverables

Acceptance of Phase 2 deliverables

30%

Phase 3 CQI, Fidelity Monitoring & Workforce Development Deliverables

Acceptance of Phase 3 deliverables

20%

Phase 4 Evaluation, Reporting & Sustainability Deliverables

Acceptance of Phase 4 deliverables

15%

Phase 5 Project Management & Technical Assistance (Monthly Deliverables)

Monthly acceptance of required reports and deliverables

10%

2.4. County Responsibilities

County will:

• Provide final administrative review and approval or denial for key deliverables including candidacy tools, intake forms, referral protocols, fiscal models, and interagency agreements.

• Establish baseline criteria for Title IV-E candidacy determination and eligibility processes.

• Maintain operational control over CWS-CARES systems and internal platforms.

• Utilize evaluation and claiming data for federal reporting and CQI participation.

• Designate participating community agencies and implementation locations for Community

Pathway integration.

• Coordinate tribal engagement and services in accordance with applicable requirements.

2.5. Performance and Measurable Outcomes

Contractor's performance will be monitored based on the timely completion of required deliverables and achievement of the performance standards identified below. These measures will be used by the County to evaluate contract performance and may be incorporated into contract monitoring activities, project status reviews, and acceptance of deliverables.

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Performance Area Performance Standard

Regulatory Compliance &

Alignment

100% of deliverables are developed in accordance with applicable

FFPSA, Title IV-E Prevention Services, and CDSS requirements and submitted in accordance with the approved project schedule.

System Readiness CWS-CARES documentation, workflows, and supporting materials are delivered to the County at least thirty (30) days before County-established milestones, unless otherwise approved by the County.

Compliance Review & Quality

Assurance

Phase 2 compliance review completed with documented findings and practical corrective recommendations provided to the County.

Workforce Development Training and technical assistance activities are delivered in accordance with the approved Workforce Development Plan.

Project Management Required meetings, status reports, agendas, and follow-up documentation are completed in accordance with the approved project schedule.

Continuous Quality Improvement

(CQI)

Contractor facilitates completion and documentation of at least one (1)

County-approved CQI cycle within eight (8) months of contract execution, or another timeframe approved by the County.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 12:00 am, on Sunday, August 16, 2026 via eProcurement system.

Allow sufficient time for the upload to complete by the Due Date and Time. Partial uploads will automatically terminate, and proposals will be rejected. The eProcurement system submission time will be the official submission time. The County will not be responsible for and may not accept proposals that are late due to slow internet connections or for any other failure of the eProcurement system.

NOTE: The County does not maintain the eProcurement system and is not liable for site failures or technical problems. To resolve technical issues, contact OpenGov Technical Support by using the real time chat located in the lower right hand corner of the screen, or via email at procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

3.2. Pre-submission Registration

Organizations or individuals interested in responding to this solicitation must register online with the

County of San Mateo at:

• https://procurement.opengov.com/portal/smcgov mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov

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It is recommended that organizations complete this registration as soon as possible. The County will not be responsible for and may not accept proposals that are late due to a failure to register in the eProcurement system.

3.3. Submission via eProcurement Portal

Required Documents

Please refer to the Technical Proposal section for submittal documents and requirements.

Electronic Submissions

Include the proposer name and the RFP title and number in each filename. Submit proposals via the eProcurement website, allowing sufficient time for the upload to complete by the Due Date and Time. As noted above, the eProcurement portal submission time will be the official submission time, and partial uploads will automatically terminate, and proposals will be rejected. Contact eProcurement Portal with technical questions regarding this site.

Conflicts between Certain Requirements

Prior to the submission deadlines and solely relating to a determination of the timeliness of questions, comments, and proposal submissions, information displayed on the eProcurement portal site will take precedence in the event of a discrepancy between that information and the information within the solicitation documents. For all other discrepancies, the information in the solicitation documents will take precedence.

Format

Documents should be created in the following format:

• Text should be Times New Roman (12-point minimum font size) and unjustified (i.e., with a ragged-right margin)

• Pages should have margins of at least one inch on all sides (excluding headers and footers)

• A Table of Contents with (hyper)links to sections MUST be included.

• PDF format is preferred.

Errors in Proposals

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are late, incomplete, missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any remaining RFP requirements.

3.4. Procurement Preference for Local Businesses and Local Non-Profits

The County of San Mateo has adopted a Procurement Preference for Local Businesses Ordinance (County

Ord. Code Ch. 2.89.) The purpose of this Ordinance is to promote a strong local economy by giving preference to local businesses, local non-profits, local small and micro businesses, and local small and micro non-profits in County procurements, to the extent consistent with the law and interests of the public. The County’s process for applying local preferences to competitive procurements is set forth in https://procurement.opengov.com/portal/smcgov/projects/272632/document?section=2628270

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County Ordinance Code Section 2.89.030. The Ordinance and exemptions (e.g. the ordinance will be exempt when all bids or proposals received are from Non-Profit Organizations) can be reviewed here:

Chapter 2.89 - PROCUREMENT PREFERENCE FOR LOCAL BUSINESSES | Code of Ordinances |

San Mateo County, CA | Municode Library

The requirements for bidders to establish eligibility for a local preference for this solicitation are detailed below in Section III (Submission Requirements) The Ordinance does not apply if a procurement is determined to be exempt (County Ord. Code sec. 2.89.050), and the County reserves the right to waive application of the Ordinance to this procurement if determined to be in the best interests of the County

(County Ord. Code sec. 2.89.060).

4. Minimum Qualifications, Local Preference Ordinance, and Technical Proposal

4.1. Minimum Qualifications

Proposers are directed to review the Minimum Qualifications Evaluation Scoring Section to understand the criteria that will be used to determine Pass/Fail compliance. Responses to MQs should clearly and specifically demonstrate how each requirement is met, including relevant experience, project descriptions, roles, and outcomes as applicable.

4.1.1. Proposer can demonstrate it has at least three (3) years of relevant experience within the last five (5) years providing strategic planning, operational implementation, or technical assistance to county or state child welfare agencies or equivalent public human services systems.*

☐ Yes

☐ No

*Response required

4.1.2. Proposer can demonstrate it has successfully completed at least one project providing technical assistance, policy support, operational guidance, or subject matter expertise related to FFPSA and/or Title IV-E Prevention Services for a public child welfare agency or comparable jurisdiction implementing FFPSA.*

☐ Yes

☐ No

*Response required

4.1.3. Proposer can demonstrate experience supporting prevention-focused child welfare or human services programs through technical assistance, systems implementation, strategic planning, operational support, program administration, or comparable implementation activities.*

Detail/describe how Proposer meets this requirement.

☐ Yes

☐ No

*Response required https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU

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4.1.4. Proposer can demonstrate experience supporting data management, reporting requirements, documentation standards, compliance monitoring, or data system implementation activities within public human services programs*

☐ Yes

☐ No

*Response required

4.1.5. Please confirm your firm is registered with System for Award Management (SAM)*

SAM.gov

☐ Please confirm

*Response required

4.1.6. What is the registered Business Name and Unique Entity ID (UEI) No.?*

• UEI number can be obtained by registering your business through SAM.GOV

• Should you be in the process of obtaining your UEI number, please enter the digits ‘123’ temporarily for your response below in order to proceed with proposal. This temporary number should be replaced with the correct registration number for submission of the proposal.

*Response required

4.2. Procurement Preference for Local Businesses and Local Non-Profits

4.2.1. Is the Proposer a "Local Business"?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Business” means any for-profit business which has its principal place of business, or is headquartered, in San Mateo

County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• SMC_LocalBusiness_self-atte...

4.2.2. Is the Proposer a Non-Profit?*

A Non-Profit is defined as a tax-exempt public charity organization (within the meaning of section

501(c)(3) of the Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes.

☐ Yes

☐ No

*Response required

When equals "Yes"

4.2.3. Is the Proposer a "Local Non-Profit"

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Non-Profit" means a tax-exempt public charity organization (within the meaning of section 501(c)(3) of the https://sam.gov/content/home https://government-project.s3.us-west-2.amazonaws.com/153456/a16ffdc0-a0ee-44ca-b6de-1fddd010042f_SMC_LocalBusiness_self-attestation_form_120424.pdf

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Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes, and has its principal place of business, or is headquartered, in San Mateo County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• SMC_LocalBusiness_self-atte...

4.2.4. Is the Proposer a Local "Small" or "Micro" Business?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

“Small Business” means any business which holds a Small Business Certification awarded by the

California Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS).

“Micro Business” means any Small Business certified by the OSDS which is automatically designated by the OSDS as a Micro Business due to gross annual receipts falling below the OSDS-designated dollar amount.

If the above designations apply, please provide the OSDS provided Certification ID.

If this designation is not applicable, please leave blank.

4.2.5. Is the Proposer a Local "Small" or "Micro" Non-Profit?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

“Small Non-Profit" means a Local Non-Profit with an annual revenue of $1,000,000 to $2,500,000 according to its most recently filed IRS Form 990.

“Micro Non-Profit" means a Local Non-Profit with an annual revenue of less than $1,000,000, according to its most recently filed IRS Form 990.

If the above designations apply, please provide your latest filed IRS form 990. A filing from the last two calendar years is acceptable.

If this designation is not applicable, please leave blank.

4.3. Technical Proposal

4.3.1. Minimum Qualification Verification*

Proposers shall submit a separate MQ Verification document that addresses each Minimum Qualification in the order presented below.

For each Minimum Qualification, Proposers shall:

• Clearly identify the applicable MQ (e.g., MQ1, MQ2).

• Provide a concise narrative demonstrating how the requirement is met.

• Include supporting documentation or references, as applicable.

https://government-project.s3.us-west-2.amazonaws.com/153456/80d29c2f-acda-4b87-837e-cb4ead1fb303_SMC_LocalBusiness_self-attestation_form_120424.pdf

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• Identify the relevant project(s), client(s), contract period(s), and the Proposer's role for experience-based qualifications.

The County will evaluate only whether the stated Minimum Qualification has been met. Additional experience, project complexity, depth of expertise, or quality of work will be evaluated under the

Technical Proposal scoring criteria.

The County reserves the right to verify any information submitted and may request clarification or additional documentation during the evaluation process. Submission of false, misleading, or materially incomplete information may result in disqualification

MQ1: Child Welfare / Human Services Experience

Provide evidence of at least three (3) years of experience within the last five (5) years.

Required response:

• List all relevant projects meeting MQ1

For each project include:

• Project name

• Client/agency

• Dates (start–end)

• Scope summary

• Your role

• Relevance to:

o Strategic planning o Implementation support o Technical assistance

MQ2: FFPSA / Title IV-E Prevention Experience

Provide at least one qualifying project.

For each project include:

• Project name

• Jurisdiction (must specify California or comparable FFPSA-aligned system)

• Dates

• Description of FFPSA / Title IV-E involvement

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• Your role

• Deliverables produced, such as:

o FFPSA implementation support o Title IV-E Prevention planning or technical assistance o Prevention program design o Policy or operational guidance o Documentation, workflow, or claiming support

Other comparable FFPSA-related activities

MQ3: Prevention Program Experience

Provide evidence of prevention-focused child welfare or human services work.

For each project include:

• Project name

• Population served, such as:

o Children o Youth o Families o At-risk populations

• Type of engagement, such as:

o Technical assistance or consulting support o Program design or implementation support o Systems planning or operational support o Program administration o Direct service delivery (if applicable)Summary of services provided and/or deliverables produced

MQ4: Data, Reporting, and Compliance Capacity

Provide examples demonstrating experience supporting data management, reporting requirements, documentation standards, or compliance activities.

For each example include:

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• System or project name

• Applicable reporting or compliance requirements, such as:

o Federal o State o County o Multi-jurisdictional

• Data systems, tools, or processes used, such as:

o Case management system o Database o Reporting platform o Custom tracking tool

• Description of responsibilities related to o Data Collection o Data Tracking o Reporting Support o Documentation or Compliance Monitoring

*Response required

4.3.2. Technical Proposal Response *

Proposers shall upload a complete proposal, including all required forms, attachments, and supporting documentation using the format shown below.

Proposals shall include a linked Table of Contents identifying each required section of the response to facilitate the County’s review.

Proposers shall prepare all narrative responses using Times New Roman, 12-point font. The County may permit alternative formatting for tables, charts, organizational charts, resumes, and other supporting exhibits where necessary to enhance readability.

Proposers shall not include confidential or proprietary information in their proposals unless expressly requested by the County and submitted in accordance with the RFP's confidentiality requirements.

Responses shall be limited to the information requested in this RFP and should be clear, concise, and directly address the stated requirements. Marketing materials, brochures, promotional content, or other extraneous materials shall not be included unless specifically requested.

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The County reserves the right to disregard information that is unrelated to the requirements of this RFP.

Submission of excessive, irrelevant, or unnecessary materials may adversely affect the evaluation of the proposal.

I. Introduction and Executive Summary

Proposers shall submit a letter of introduction and executive summary of the proposal. The letter must contain:

• Organization Name

• Primary Contact Name, Title, Email, and Phone

• Organization Type (e.g., non-profit, for-profit, public agency)

• Years in Operation

• Primary Office Location(s)

• Brief description of the organization’s relevant experience supporting child welfare, prevention services, or public-sector implementation projects.

Submission of the letter will constitute a representation by proposer that it is willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.

II. Project Approach

A. Overall Approach

Describe your approach to supporting a County FFPSA Prevention System, including:

• Understanding of FFPSA, Title IV-E Prevention requirements, California child welfare implementation requirements, CQI, and CWS-CARES readiness considerations

• Approach to phased implementation (Phases 1–5)

• Approach to developing tools, workflows, and frameworks

• Approach to supporting County decision-making (advisory role)

• Risk identification and mitigation strategy

• Approach to knowledge transfer and sustainability

• Approach to integrating equity, cultural responsiveness, and family-centered practices throughout implementation activities

B. Phase-Based Approach Alignment

Provide a structured response for each phase:

Phase 1 – Community Pathway and Title IV-E Pathway Design

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• Approach to referral systems, intake, candidacy, and workflows

• Integration across child welfare and community systems

• Approach to developing documentation standards, assessment tools, reassessment processes, Family Well-Being Plans, and operational protocols

Phase 2 – Fiscal Strategy & CWS-CARES

• Approach to Title IV-E claiming and fiscal design

• Approach to Title IV-E Prevention claiming requirements, documentation standards, cost allocation considerations, fiscal compliance, and braided funding strategies

• Approach to assessing County readiness for CWS-CARES implementation, including workflow, documentation, data, training, and operational considerations

• Approach to CWS-CARES readiness and documentation standards

Phase 3 – CQI & Workforce Development

• Approach to CQI framework development

• Approach to fidelity monitoring and training

• Approach to workforce development, implementation coaching, technical assistance, and knowledge transfer

Phase 4 – Evaluation & Sustainability

• Approach to developing evaluation measures, performance monitoring processes, reporting readiness, governance recommendations, sustainability planning, and transition of ongoing responsibilities to the County

Phase 5 – Project Management

• Approach to ongoing technical assistance and reporting

• Approach to governance, meetings, and stakeholder coordination

• Approach to monitoring federal and State prevention guidance and communicating relevant updates to the County

III. Project Planning

A. Project Plan, provide:

• Gantt chart or detailed timeline

• Phase-by-phase task breakdown

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• Milestones and dependencies

• Staffing assignments per phase

• Estimated level of effort per phase

• Deliverable acceptance process and quality assurance approach

B. Risk Management

Describe:

• Key implementation risks

• Fiscal / regulatory risks

• CWS-CARES or data system risks

• Mitigation strategies

• Stakeholder engagement and organizational change management risks

C. Knowledge Transfer & Sustainability

Describe how your organization will:

• Build County internal capacity

• Transfer tools, templates, and frameworks

• Support long-term sustainability after contract end

V. Qualificatins

A. Firm Qualifications

Provide:

• Organizational overview and history

• Experience in child welfare / FFPSA / public sector systems

• Similar projects (max 3), including:

o Scope o Budget o Outcomes o Role o Client/agency name and location

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B. Team Qualifications

For key personnel:

• Name, role, and responsibility

• Resume (attachment allowed)

• FFPSA / child welfare experience

• Fiscal / CQI / evaluation expertise

• Title IV-E Prevention expertise

• CWS-CARES readiness or child welfare information system experience

• Data/reporting experience

• Workforce development and implementation coaching experience

• Sustainability planning experience

• Availability over contract term

• Identify any subcontractors, consultants, or partner organizations proposed for this project and describe their roles, qualifications, and oversight approach

Include:

• Organizational chart

• Project manager designation

*Response required

4.3.3. Fee Proposal Response*

The Fee Proposal should be submitted as a separate attachment/file from the Technical Proposal

Response. The Fee Proposal must be clearly labeled and submitted independently. No technical or narrative information shall be included in the Fee Proposal. Failure to separate Fee Proposal and

Technical Proposal may result in disqualification.

The Fee Proposal shall provide a fixed-price, deliverable-based cost proposal for completing all work described in the Scope of Work.

The Fee Proposal shall be submitted using the following format:

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1. Fee Proposal Cover Sheet

Provide the following:

• Proposer’s legal name

• Name and title of authorized representative

• Total Not-to-Exceed Contract Amount (for the initial 2-year term, inclusive of all costs)

2. Fee Proposal Structure (Deliverable-Based Allocation)

The total contract price shall be a fixed, not-to-exceed amount distributed across the following phases.

Costs must be clearly aligned to the completion of associated deliverables and County acceptance.

Phase Milestone / Deliverable Group % of Total Contract Value

Proposed Fixed Price (inclusive of all costs)

Phase 1 Community Pathway Design & Implementation Readiness Deliverables

25%

Phase 2 CWS-CARES Implementation, Fiscal Strategy & Title IV-E Claiming Deliverables

30%

Phase 3 CQI, Fidelity Monitoring & Workforce Development Deliverables

20%

Phase 4 Evaluation, Reporting & Sustainability Deliverables

15%

Phase 5 Project Management & Technical Assistance (ongoing monthly deliverables)

10%

The sum of all phase allocations must equal the total Not-to-Exceed Contract Amount.

3. Hourly Rate Schedule (Informational/For Contract Administration)

Proposers shall submit a schedule of fully loaded hourly rates by labor category. Hourly rates shall be used solely for the purposes of:

• County-approved contract amendments

• Optional or additional services authorized in writing by the County

• Any work outside the defined deliverables, if applicable

Hourly rates are not subject to evaluation or scoring and are submitted for informational and contract administration purposes only.

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In the event of any conflict between deliverable-based pricing and hourly rates, the deliverable-based fixed price shall govern.

Hourly rates will not be used to calculate or determine the award of the contract and shall not be used to modify the fixed-price deliverable structure of the Fee Proposal.

*Response required

5. Evaluation and Selection Criteria

Minimum Qualifications will be evaluated separately before the Technical Proposal Response is evaluated. The Technical Proposal will be evaluated by a selection committee with relevant expertise. The

County intends to evaluate the proposals generally in accordance with the criteria itemized below. Fee

Proposals will only be evaluated for proposers that meet the Minimum Requirements and have achieved a minimum qualifying score of 50 points in the Technical Proposal Response. Proposals failing to meet the minimum technical threshold will be disqualified from further consideration and will not advance to the cost evaluation stage.

5.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Qualifications and Experience

County will evaluate the Proposer's demonstrated qualifications, organizational experience, and experience of the proposed project team in successfully providing services similar in scope, complexity, and subject matter to those described in this RFP. Evaluation will include the Proposer's experience supporting public child welfare agencies, knowledge of the

Families First Prevention Services Act

(FFPSA), Title IV-E Prevention Services, CWS-CARES readiness, California child welfare policies and implementation requirements, and experience providing technical assistance, strategic planning, policy development, and operational guidance. The

County will also evaluate the qualifications, relevant expertise, and assigned roles of key personnel, as well as the Proposer's demonstrated ability to successfully complete complex, multi-year, multi-stakeholder projects of similar size and complexity.

The County may consider, at a minimum:

• Relevant organizational experience supporting public child welfare or human services agencies.

• Experience providing FFPSA, Title

IV-E Prevention Services, or comparable child welfare technical assistance.

• Experience supporting California child welfare agencies or comparable jurisdictions with complex regulatory or programmatic requirements.

• Demonstrated success completing projects of similar size, scope, and complexity.

• Qualifications, expertise, and availability of the proposed Project

Manager and key personnel.

Demonstrated expertise in strategic planning, policy development, fiscal claiming, Continuous Quality Improvement (CQI), stakeholder engagement, organizational change

Points Based 30 (40% of Total)

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2. Method and Approach

County will evaluate the Proposer's understanding of the project objectives and the quality, feasibility, and completeness of the proposed methodology for performing the

Scope of Work. Evaluation will include the

Proposer's technical approach, project management methodology, work plan, schedule, staffing approach, risk management strategies, and ability to provide practical technical assistance that supports the County's planning, policy development, operational readiness, and decision-making related to

FFPSA Prevention Services. The County will also evaluate how well the proposed approach demonstrates an understanding of federal and

California child welfare requirements and provides practical, sustainable guidance, tools, and operational frameworks that enable the

County to establish, implement, and sustain

FFPSA Prevention Services infrastructure.

The County may consider, at a minimum:

• Demonstrated understanding of the

County's objectives and FFPSA and

Title IV-E Prevention Services requirements.

• Quality, completeness, and feasibility of the proposed technical approach and methodology.

• Ability to translate federal and state policy requirements into practical operational guidance, planning tools, and recommendations.

• Quality and realism of the proposed work plan, project schedule, milestones, and deliverables.

• Alignment of proposed staffing and resources with the work plan and project activities.

• Approach to stakeholder engagement, knowledge transfer, workforce development, and organizational readiness.

Points Based 45 (60% of Total)

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• Understanding of Community

Pathway development, Title IV-E

Prevention candidacy determination processes, CWS-CARES readiness activities, fiscal claiming processes, and other County operational systems relevant to successful implementation of the Scope of Work.

• Identification of project risks, assumptions, dependencies, and practical mitigation strategies.

• Ability to produce high-quality deliverables that meet County…