COUNTY OF ORANGE

COUNTY EXECUTIVE OFFICE - OFFICE OF CARE COORDINATION

REQUEST FOR PROPOSAL (RFP)

FOR

PROGRAM B: COORDINATED ENTRY SYSTEM (CES)

ADMINISTRATOR FOR FAMILIES

RFP NO. RFP 23-000104

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/ocgov https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of Orange RFP

County Executive Office - Office of Care Coordination - Program B: Coordinated Entry System (CES) Administrator

For Families, RFP 23-000104 Page 1 of 30

County of Orange

County Executive Office - Office of Care Coordination

Procurement and Contract Services

400 West Civic Center Drive

Santa Ana, CA

92701

SCHEDULE OF ACTIVITIES

Release of RFP Solicitation February 4, 2026

Question Submission Deadline February 25, 2026, 5:00pm

RFP Submittal Closing March 4, 2026, 5:00pm

PROPOSALS MUST BE RECEIVED ON

OR BEFORE

Wednesday, March 4, 2026

5:00 pm

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For Families, RFP 23-000104 Page 2 of 30

SECTIONS

SECTION 1. INTRODUCTION AND INSTRUCTIONS

SECTION 2. PROPOSAL SCORING FORMAT

SECTION 3. SCOPE OF WORK

SECTION 4. PROPOSAL RESPONSE REQUIREMENTS

SECTION 5. ORGANIZATION RESPONSES

SECTION 6. COST PROPOSAL

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For Families, RFP 23-000104 Page 3 of 30

SECTION 1. INTRODUCTION AND INSTRUCTIONS

1.1 INTRODUCTION

The County of Orange intends that the successful Respondent shall provide Program B:

Coordinated Entry System (CES) Administrator For Families proposed in accordance with contract requirements set forth in the solicitation and Model Contract, including Attachments.

1.2 PURPOSE AND GOAL

The County hereby invites Respondents to submit Proposal(s) in response to this Request for

Proposal (RFP) for Program B: CES Administrator for Families

The primary goal of this Program is to facilitate a participant-centered process that streamlines access to the most appropriate services and housing interventions for Families experiencing homelessness or at risk of experiencing homelessness in Orange County and implementing a regional coordination approach. The CES aims to meet individualized preferences and needs, with the goal of supporting participants achieve stable housing.

This RFP is an opportunity to allow Respondents to present proposal(s) that will assist the County in operating and managing the day-to-day operations of the CES component for Families subpopulation as described in this solicitation, by partnering with the County in the form of an actual cost contract. Respondents may submit a proposal for a Program or may submit multiple proposals if applying for multiple Programs. Proposals should clearly indicate the subpopulation the Respondent is interested in, and request for multiple Programs should be submitted as separate proposals.

Respondents must meet the minimum qualifications and requirements as set forth within the RFP and be capable of providing services identified in the Scope of Work herein. Respondent(s) is/are expected to provide all the services as detailed per program component that fulfill or exceed the requirements and conditions set forth in this RFP.

The County plans to contract with qualified Respondent(s) to provide the services described in this

RFP and reserves the right to make multiple awards to Respondents for services requested in the solicitation. At the discretion of County, the initial term of the contract(s) resulting from this solicitation may be renewed for an additional term or terms. Any renewal is contingent upon available funding, contractor performance, need for services, and County policies.

Successful Respondents are expected to accept the terms and conditions of the RFP for CES

Administrator For Families, Attachment B - Model Contract, which contains the contracting requirements between the County and the Respondent regarding the provision of services solicited under this RFP. The selected Respondent(s) proposal(s) will be retained and incorporated into the

Contract by reference and made part thereof, except for assurances and promises that are unlawful.

Contract(s) resulting from this solicitation shall be a cooperative Contract and may be utilized by all County departments.

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For Families, RFP 23-000104 Page 4 of 30

The provisions and pricing of any Contract resulting from this solicitation may be extended to other governmental entities. Governmental entities wishing to use this Contract will be responsible for issuing their own purchase documents, providing for their own acceptance, and making any subsequent payments. The awarded Contractor(s) shall be required to include in any subordinate

Contract entered into with another governmental entities pursuant to this/these Contract(s), a

Contract clause that will hold harmless the County from all claims, demands, actions or cause of actions of every kind resulting directly or indirectly, arising out of, or in any way connected with, the use of this Contract. Failure to do so will be considered a material break of this/these

Contract(s) and grounds for immediate Contract termination. Governmental entities are responsible for obtaining all certifications of insurance, endorsements, and bonds required. The

Parties agree that any other governmental entity utilizing this/these Contract(s) shall not be deemed to be an agency or employee of County for any purpose whatsoever. The awarded Contractor(s) is responsible for providing each governmental entity a copy of this/these Contract(s) upon request.

The County makes no guarantee of usage by other users of this/these Contract(s).

The awarded Contractor shall be required to maintain a list of the County departments and governmental entities using this/these Contract(s). The list shall report dollar volumes spent annually and shall be provided on an annual basis to the County, at the County’s request.

Subordinate Contracts must be executed prior to the expiration or earlier termination of this

Contract and may survive the expiration of this Contract up to a maximum of one (1) year;

however, in no case shall a subordinate Contract exceed five (5) years in duration.

The Contract(s) awarded through this solicitation is/are anticipated to be for actual costs.

The funding available for Program B: CES Administrator for Families annually is $280,000.

Any Contract(s) resulting from this solicitation is/are contingent upon sufficient funds being made available by the County government for the term of the Contract(s). The County plans to issue an initial Contract for a two (2) year term for service-based contracts, with the option to renew for three (3) additional years, upon Board of Supervisors' approval.

1.3 COUNTY HOLIDAYS DURING SOLICITATION PERIOD

During this solicitation period, the County Executive Office - Office of Care Coordination will be closed on the following County holidays - https://hrs.oc.gov/employee-relations/employee-resources

• February 12, 2026: Lincoln's Birthday

• February 16, 2026: Presidents' Day

1.4 INSTRUCTIONS TO RESPONDENTS AND PROCEDURES FOR SUBMITTAL

A. The County is accepting electronic bid submissions only. Bidders shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, https://hrs.oc.gov/employee-relations/employee-resources https://hrs.oc.gov/employee-relations/employee-resources https://procurement.opengov.com/signup

County Executive Office - Office of Care Coordination - Program B: Coordinated Entry System (CES) Administrator

For Families, RFP 23-000104 Page 5 of 30 browse back to this page, click on " Submit Response", and follow the instructions to submit the electronic bid.

B. Proposals are to be uploaded via the County's eProcurement Portal at https://procurement.opengov.com/portal/ocgov. Note: Electronic Bids cannot be viewed by the County until after the solicitation deadline. For assistance on uploading proposals via County’s eProcurement Portal or if you encounter any problems with your registration, system, bid submission, or other system issues, please contact OpenGov's support staff via the live chat option via email at procurement-support@opengov.com or https://help.procurement.opengov.com/en/.

C. Examine the RFP attachments and the subpopulation for the proposed work carefully before submitting a proposal(s) for the work contemplated. Investigate the conditions to be encountered, as to the character, quality, and quantities of work to be performed and materials to be furnished and as to the requirements of all Contract Documents. The County has attempted to provide all information available. It is the responsibility of each

Respondent to review, evaluate, and, where necessary, request any clarification prior to submission of a proposal. If any person contemplating submitting a response to this RFP is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they may submit a written request for clarification/interpretation to the County Deputy Purchasing Agent (DPA) via the County’s eProcurement Portal under the bid page for this solicitation. If clarification or interpretation of this solicitation is considered necessary by County, an addendum shall be issued, and the information will be posted via the County’s eProcurement Portal. Any interpretation of, or correction to, this solicitation shall be issued by the DPA. It is the responsibility of each Respondent to periodically check the County’s eProcurement Portal to ensure that they have received and reviewed any and all addenda to this solicitation. The

County will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any oral information. If an addendum is issued, Respondents must acknowledge the addendum via the County’s eProcurement Portal. All questions or requests for interpretations must be received within this solicitation by Wednesday, February 25, 2026, before 5:00 pm. The DPA will provide all official communication concerning this solicitation. Any County response relevant to this solicitation other than through or approved by the DPA is unauthorized and will be considered invalid.

D. Proposals must be valid for a period of at least three hundred sixty-five (365) calendar days from the closing date and time of receipt. No proposal may be withdrawn after the submission date.

E. All pages must be numbered and identified sequentially by section. Proposals must be tabbed and indexed in accordance with the information requested in the proposal Response https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov mailto:procurement-support@opengov.com https://help.procurement.opengov.com/en/

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Requirements Section. It is imperative that all Respondents comply, exactly and completely, with the instructions set forth herein. All responses to this solicitation shall be typewritten or word-processed (except where otherwise provided or noted), concise, straightforward, and must fully address each requirement and question. Although not as a substitute for a complete written response, additional material, such as technical documents, may be referenced in any response if the material is included in the same section as additional information.

F. Proposals are not to be marked as confidential or proprietary. The County may refuse to consider any proposal so marked. All proposals and supporting documents will be subject to the provisions of the California Public Records Act (California Code

Government Code 7920.000 et seq.) (PRA) and will be disclosed or withheld in accordance therewith. The County shall not be liable in any way for disclosure of any such records.

Additionally, all proposals shall become the property of the County. The County reserves the right to make use of any information or ideas in the proposals submitted. Respondents should not request that certain information be treated as exempt, and statements in the proposals should not be marked as confidential or proprietary. In the event that any information is marked as confidential or proprietary, as it may be absolutely necessary, Respondents have the sole responsibility of obtaining any applicable injunctive reliefs to prevent the disclosure of such confidential proprietary information in connection with any request made to County pursuant to PRA or a subpoena for disclosure of such information.

G. Each Respondent shall exercise reasonable care and diligence to avoid submitting a proposal that could result in a conflict of interest if Respondent were to be selected. This obligation shall apply to the Respondent, the Respondent’s employees, agents, and relatives, sub-contractors, and third parties associated with accomplishing work and services in proposal. In the event Respondent has done work for the County on this/these

Project(s) in the past or has reason to believe that a conflict of interest may exist for

Respondent in regard to this Project, Respondent should consult with its legal counsel prior to responding to this solicitation. Any Respondent who is found to have an actual conflict of interest may have its proposal(s) rejected on that ground. Respondent, its employees and/or consultants may be subject to the provisions of the California Political Reform Act of 1974 (the “Act”), which (1) requires such persons to disclose any financial interest that may be materially affected by services provided under this/these Contract(s), (2) prohibits such persons from making, or participating in making, decisions that could reasonably affect such interest; and (3) may require the filing a Statement of Economic Interest (Form

700). If subject to the Act, Respondent shall conform to all requirements of the Act. Failure to do so shall constitute a material breach and is grounds for immediate termination of the

Contract by County. Respondent shall indemnify and hold harmless County for any and all claims for damages resulting from Respondent’s violation of this Section.

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H. By submitting a proposal, the Respondent represents that it thoroughly examined the

County’s requirements, is familiar with the services required under this solicitation and is qualified and capable of providing the services to achieve the County’s objectives.

I. Each Respondent must submit its proposal in strict accordance with all requirements of this solicitation and compliance must be stated in the proposal. Deviations, clarifications and/or exceptions must be clearly identified and listed separately as alternative items on additional information section for the County’s consideration as specified in the

Proposal Response Requirements Section, “Statement of Compliance.” Note: Allow sufficient time to upload all required files. The County’s eProcurement Portal will not allow any uploads after the due date and time specified herein, e.g., if Part 1 and 2 uploaded successfully at 1:58:38 P.M. and Part 3 is in progress of being uploaded at 2:00:01 P.M., Part 3 will not upload successfully.

J. County reserves the right to request proposal revisions and hold discussions and negotiations with any Respondent as necessary to serve the best interests of the County.

Any proposal may be rejected if it is conditional, incomplete or deviates from specifications in this solicitation. The County reserves the right to waive, at its discretion, any procedural irregularity, immaterial defects or other improprieties which the County deems reasonably correctable or otherwise not warranting rejection of the proposal(s). Any waiver will not excuse a proponent from full compliance.

K. Pre-contractual expenses are not to be included in the Cost Proposal. Pre-contractual expenses are defined as including, but not limited to, expenses incurred by the Respondent in: (1) preparing its proposal in response to this solicitation; (2) submitting that proposal to the County; (3) negotiating with the County any matter related to the Respondent’s proposal(s); and (4) any other expenses incurred by the Respondent prior to the date of award and execution, if any, of the Contract.

L. Any proposal may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the solicitation. Failure to comply with the technical features and acknowledgment of receipt of addenda are common causes for holding a proposal nonresponsive.

M. Where two or more Respondents desire to submit a single proposal in response to this solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture.

The County intends to contract with a single organization that may subcontract with multiple organizations but not with multiple organizations doing business as a joint venture.

N. County does not require and neither encourages nor discourages the use of lobbyists or other consultants for the purpose of securing business.

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For Families, RFP 23-000104 Page 8 of 30

O. The County requires a valid D-U-N-S number prior to Contract Award. If needed, your organization may obtain one at no cost at www.dnb.com. If you are unable to provide/obtain a D-U-N-S number, please indicate so in your proposal/bid submission response.

P. The County requires a valid UEI number prior to Contract Award. Your organization must obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a UEI number, please indicate so in your proposal submission response.

Q. County reserves the right to:

1. Negotiate the final Contract(s) with any Respondent(s);

2. Withdraw this solicitation in whole or part at any time without prior notice (the County makes no representations that any Contract will be awarded to any Respondent responding to this solicitation);

3. Award its total requirements to one Respondent or to apportion those requirements among two or more Respondents;

4. Reject any proposal if it is conditional, incomplete or deviates significantly from the services requested in this solicitation; and/or

5. Request Best and Final Offer from any Respondent determined to be within the competitive range. Unless requested by the County, late Best and Final Offers will not be accepted by the County for any reason. In addition, negotiations may or may not be conducted with Respondents. Therefore, proposals submitted shall contain the

Respondent’s most favorable terms and conditions, since the selection and award may be made without discussion with any Respondent.

R. Effective from the issuance date of this solicitation until a Contract is awarded or the solicitation is withdrawn, all individuals or entities responding—including their employees, agents, representatives, proposed partners, subcontractors, members, lobbyists, or attorneys (collectively "Respondents")—are prohibited from engaging in any direct or indirect communication with County personnel involved in the selection process, except with the designated DPA. Respondents may continue conducting business with the County on matters unrelated to this solicitation and may communicate with County staff, provided the solicitation is not discussed. Any attempt to engage in discussion regarding this solicitation with anyone other than the designated DPA will be presumed to create an unfair competitive advantage and may result in disqualification.

S. After the closing date and time for receipt of proposals, evaluation, and if requested by the

County, interviews will commence. Respondents who submit proposals most responsive http://www.dnb.com/ http://www.usfcr.com/

County Executive Office - Office of Care Coordination - Program B: Coordinated Entry System (CES) Administrator

For Families, RFP 23-000104 Page 9 of 30 to the County’s requirements may be asked to participate in a County interview of their proposal to County staff. The County makes no guarantee as to the number of

Respondents selected for interviews. Selected Respondents should be prepared to attend the interview within five (5) business days after notification and be prepared to discuss all aspects of its proposal in detail, including technical questions regarding the proposal.

Respondents shall not be allowed to alter or amend its proposal through the use of the interview process.

1.5 MINIMUM QUALIFICATIONS/REQUIREMENTS

Respondent’s shall meet the following minimum requirements and qualifications to proceed to the evaluation process. Failure to have the ability to, upon County request, provide any of the items requested below may result in disqualification of your response. These qualifications must be maintained during the term of any resultant Contract.

A. Must have the ability to do business in Orange County, California;

B. Complete all required Organization Response questions of the solicitation;

C. Provide all required information, complete all required Exhibits, and pass all IT security requirements.

D. Have minimum five (5) years of consecutive, recent experience developing, implementing, and supporting a Homeless Response System.

E. Organization to have similar size project for at least one (1) public agency.

In order to be eligible to enter into a contract with County, an individual or entity must not be listed on the current Cumulative Sanction List of the Office of the Inspector General (U.S. Department of Health and Human Services) or the General Services Administration’s list of parties excluded from federal programs, or the California Medi-Cal Suspended and Ineligible Provider List.

Accordingly, County will not review any proposal submitted by an individual or entity found to be on any of these lists and the proposal will automatically be rejected. County will notify

Respondent of this determination in writing. County plans to use the following databases to identify individuals and entities that are not eligible to contract with County:

A. https://exclusions.oig.hhs.gov/

B. https://sam.gov/search/

C. Medi-Cal Suspension Search Database

D. Social Security Administration’s Death Master File

All requirements as listed in section 1.5 Minimum Qualification Requirements

It is the sole responsibility of all Respondents to verify that they are not on any of these lists prior to preparing, and submitting, a proposal in response to this RFP. Correction of any errors found https://exclusions.oig.hhs.gov/ https://sam.gov/search/

County Executive Office - Office of Care Coordination - Program B: Coordinated Entry System (CES) Administrator

For Families, RFP 23-000104 Page 10 of 30 on any of the lists, above, is the sole responsibility of Respondent and must be made prior to submission of the proposal(s).

In addition, in order to be eligible to enter into a contract with County, an individual or entity must not have any pending charge(s) or conviction(s) for violation of criminal law(s) and/or any sanction(s) or disciplinary action(s) imposed or taken against them by any federal or state law enforcement, regulatory or licensing agency or body, including exclusion from Medicare and

Medicaid programs. Accordingly, all Respondents must self-disclose with explanation or deny the existence of this information pertaining to their principals, executives, and managers directly involved with the performance of the services solicited herein.

Proposals deemed to meet all minimum qualifications/requirements will move to the evaluation process stage.

1.6 EVALUATION PROCESS

Responses deemed to meet all minimum solicitation requirements will be scored based on the established evaluation criteria, and will be assigned points that measure the responsiveness to each identified criterion. The total number of points earned will be tallied for each response, based upon the Respondent(s) submitted written materials.

Responses shall be evaluated by an Evaluation Panel of job knowledge experts on the basis of the responsiveness to the requirements in this RFP. The County may request clarifications, or otherwise verify the contents of the response, including information about the Respondent, Contractors and sub-contractors.

The scoring is based on evaluation of the response as measured against the Scoring Criteria, which includes County of Orange Procurement Preference Policy, in accordance with Sections 1.8-103 and 4.3-112 of the 2024 County Contract Policy Manual (CPM). A copy of the 2024 CPM can be found at https://cpo.oc.gov/cpm. Responses will be evaluated from the most advantageous to the least advantageous to the County.

1.7 SELECTION/AWARD PROCEDURES

Upon the completion of the evaluation process, the Evaluation Committee will make a recommendation for an award to the County’s DPA. Final award determination shall be subject to reference checks and past performance.

The Model Contract contained herein this RFP is the Contract proposed for execution. It may be modified to incorporate negotiated items and other pertinent terms and conditions set forth in this

RFP, including special conditions and requirements and those added by addendum, necessary attachments and/or exhibits, and to reflect Respondent’s response and qualifications. Any additional exceptions to the terms and conditions made by any Respondent after submission of its response may result in its elimination from further consideration.

Exceptions to the terms and conditions of the Model Contract or the statements regarding

Respondent’s inability to comply with any of the provisions thereof are to be declared in the response to the RFP in Organization RESPONSES - Statement of Compliance.

https://cpo.oc.gov/cpm

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Negotiations may or may not be conducted with the finalist(s); therefore, the response submitted should contain Respondent(s) most favorable terms and conditions, since the selection and award may be made without further discussion or need for clarification. Any additional exceptions to the terms and conditions made by any Respondent(s) after submission of its response may result in elimination from further consideration.

The County will enter into negotiations with the selected Respondent and award a contract upon completion of negotiation of fees and contract terms. The award may be subject to/requires approval(s) by the County Board of Supervisors.

If a satisfactory Contract cannot be negotiated in a timely manner, County, in its sole discretion, may terminate negotiations with the selected Respondent and begin negotiations with the next

Respondent.

1.8 RIGHTS RESERVED TO COUNTY

The County reserves the right to:

A. Make use of any information or ideas in the responses submitted.

B. Request response revisions and hold discussions and negotiations with any Respondent as necessary to serve the best interests of the County.

C. Seek publicly available information about the Respondents.

D. Conduct, or not to conduct, oral interviews and/or presentations with the highest-ranked Respondent(s) and additional Respondents.

E. Waive, at its discretion, any procedural, non-material defects, irregularity, or informality, which County deems correctable or otherwise not warranting rejection of the response that do not result in any unfair competitive advantage. Any waiver will not excuse a proponent from full compliance.

F. Verify and validate any information prior to Contract Award and during the entire term of the Contract.

G. Negotiate the final Contract with any Respondent(s), including pricing/fee schedule, as necessary to serve the best interests of the County;

H. Withdraw or cancel in part or in its entirety this solicitation at any time without prior notice and furthermore makes no representations that any Contract will be awarded to any Respondent responding to this solicitation;

I. Award its total requirements to one Respondent or to apportion those requirements among two or more

Respondents as the County may deem to be in its best interests;

J. Reject any response if it is conditional, incomplete or deviates significantly from the services requested in this solicitation; and/or

K. Request Best and Final Offer from any Respondent determined to be within the competitive range.

Unless requested by the County, late Best and Final Offers will not be accepted by the County for any reason. In addition, negotiations may or may not be conducted with Respondents.

L. Make multiple awards to Respondent(s) for services requested in this solicitation, at its sole discretion, to serve the best interests of the County.

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M. Defer award of this Contract for a period of 180 days after the solicitation opening. During this period, Respondent shall guarantee the prices and terms quoted in their responses. The County and the responsive, responsible Respondent may mutually agree in writing to extend this deferral period.

Therefore, responses submitted shall contain the Respondent’s most favorable terms and conditions, since the selection and award may be made without discussion with any Respondent.

1.9 TITLE VI SOLICITATION NOTICE

The County of Orange, in accordance with the provisions of the Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all

Respondents that it will affirmatively ensure that any contract entered into pursuant to this advertisement, will be afforded full and fair opportunity to submit response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

1.10 DEPARTMENT OF THE TREASURY, INTERNAL REVENUE SERVICE FORM

W-9/W-8 REQUIREMENTS

Effective June 3, 2006, all Contractors, entering into a Contract with County, who are not already established in Countywide ERP System as an Auditor-Controller vendor, will be required to submit to County a federal Form W-9, or form W-8 for foreign vendors. County will inform

Contractor, at the time of award, if the Form W-9 or W-8 will be required.

In order to comply with this County requirement, within ten (10) days of notification of selection of award of Contract but prior to official award of Contract, the selected Contractor agrees to furnish to Contract administrator, or the DPA the required W-9 or W-8.

1.11 LEVINE ACT REQUIREMENT

Effective January 1, 2023, all contractors entering into a contract with the County, will be required to submit the Campaign Contribution Disclosure Form for any contributions made on or after

January 1, 2023. In order to comply with this requirement, Respondent agrees to furnish the required Campaign Contribution Disclosure Information form as a required submittal with its response. Failure to include the form as required will render the response nonresponsive.

SECTION 2. PROPOSAL SCORING FORMAT

Phase 1 - Written Response Scoring: 700 points maximum

Phase 2 - Interview Scoring: 200 points maximum

Phase 3 - Cost Proposal: 100 points maximum

2.1 PHASE 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Respondent's Background, Qualifications &

Experience Points Based 200

(28.6% of Total)

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2. Program Design Points Based 150 (21.4% of Total)

3. Performance Objectives Points Based 100 (14.3% of Total)

4. Staffing Points Based 100 (14.3% of Total)

5. Quality and Effectiveness of Program

Approach Points Based 125

(17.9% of Total)

6. Compliance with the County Model

Contract

*Note: Respondents submitting exceptions to the County Model Contract of this RFP, may receive a score of “0” for this criterion.

Points Based 25 (3.6% of Total)

2.2 PHASE 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Interview

NOTE: If interviews are not conducted, the

Written Proposal shall account for 900 total points of the scoring proportional to its original score out of 700.

Points Based 200 (100% of Total)

2.3 PHASE 3

No. Evaluation Criteria Scoring Method Weight (Points)

1. Scoring Cost Proposal

Respondent shall upload the Cost Proposal for both Respondent and, if applicable, any subcontractors. The Cost Proposal will be evaluated as follows:

A. Lowest price receives the full score of

100 points.

B. Other scores are proportional to the lowest price.

Points Based 100 (100% of Total)

SECTION 3. SCOPE OF WORK

3.1 TARGET CES POPULATION

The CES primarily provides referrals to shelter and housing programs and supportive services for people who meet the Homeless Emergency Assistance and Rapid Rehousing Transition to Housing

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(HEARTH) Act of 2009 definition of homelessness and categories as defined in 24 CFR Parts 91, 582 and 583:

Category 1: Literally Homeless: Individual or family who lacks a fixed, regular, and adequate nighttime residence meaning:

A. An individual or family with a primary night-time residence that is a public or private place not designated for or ordinarily used as a regular sleeping accommodation for human beings; or

B. An individual or family living in a publicly or privately operated shelter designed to provide temporary living arrangements (including congregate shelters, transitional housing, and hotels or motels paid for by charitable organizations or by federal, state and local government programs); or

C. An individual who is exiting an institution where she or he has resided for 90 days or less and who resided in an emergency shelter or place not meant for human habitation immediately before entering that institution.

Category 2: Imminent Risk of Homelessness: Individual or family who will imminently lose their primary nighttime residence, provided that:

A. The primary night-time residence will be lost within 14 days of the date of application for homeless assistance;

B. No subsequent residence has been identified; and

C. The individual or family lacks the resources or support networks needed to obtain other permanent housing.

Category 3: Homeless Under Other Federal Statutes: Unaccompanied youth under 25 years of age, or families with Category 3 children and youth, who do not otherwise qualify as homeless under this definition, but who:

A. Are defined as homeless under the other listed federal statutes, such as 387 of the Runaway and Homeless Youth Act (42 U.S.C. 5732a), section 637 of the Head Start Act (42 U.S.C.

9832), section 41403 of the Violence Against Women Act of 1994 (42 U.S.C. 14043e-2), section 330(h) of the Public Health Service Act (42 U.S.C. 254b(h)), section 3 of the Food and Nutrition Act of 2008 (7 U.S.C. 2012), section 17(b) of the Child Nutrition Act of 1966

(42 U.S.C. 1786(b)) or section 725 of the McKinney-Vento Homeless Assistance Act (42

U.S.C. 11434a);

B. Have not had a lease, or ownership interest in permanent housing during the 60 days prior to the homeless assistance application;

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C. Have experienced persistent instability as measured by two moves or more during in the preceding 60 days; and

D. Can be expected to continue in such status for an extended period of time because of chronic disabilities, chronic physical health or mental health conditions, substance addiction, histories of domestic violence or childhood abuse (including neglect), the presence of a child or youth with a disability, or two or more barriers to employment, which include the lack of a high school degree or General Education Development (GED), illiteracy, low English proficiency, a history of incarceration or detention for criminal activity, and a history of unstable employment.

Category 4: Fleeing/Attempting to Flee Domestic Violence: Any individual or family who:

A. Is fleeing, or attempting to flee, domestic violence, dating violence sexual assault, stalking or other dangerous or life-threatening conditions that relate to violence against the individual or family member, including a child, that has either taken place within the individual’s or family’s primary nighttime residents or has made the individual or family afraid to return to their primary nighttime residents;

B. Has no other residence; and

C. Lacks the resources or support networks (e.g., family, friends, faith-based or other social networks) to obtain other permanent housing.

In the Orange County Continuum of Care, shelter and housing programs, and supportive services, are often targeted by household type and subpopulation. The following are some additional definitions for the CES Subpopulations as it relates to this RFP:

A. Individuals refers to adult (aged 18 years or older) only households

B. Families refers to households with at least one adult (age 18 years or older) and either, at least one minor child (aged 0 to 17), or have one pregnant woman, or is an adult only household in the process of reunification with at least one minor aged child.

C. Survivors refers to both individuals and families who meet the Category 4 of homelessness

At-Risk of Homelessness

Additionally, the CES primarily provides referrals to homelessness prevention programs and supportive services programs for households that meet the “at risk” of homelessness definition under § 576.2 of the ESG Program Interim Rule and § 578.3 of the CoC Program Interim

Rule. This should not be confused with “imminent risk” of homelessness (Category 2) status.

Category 1: At-Risk of Homelessness: An individual or family who:

A. Has an annual income below 30 percent of Median Family Income (MFI) for the area, as determined by HUD; and

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B. Does not have sufficient resources or support networks, (e.g., family, friends, faith-based or other social networks), immediately available to prevent them from moving to an emergency shelter or another place described in paragraph (1) of the “homeless” definition in this section; and

C. Meets one of the following conditions:

1. Has moved because of economic reasons two or more times during the 60 days immediately preceding the application for homelessness prevention assistance;

2. Is living in the home of another because of economic hardship;

3. Has been notified in writing that their right to occupy their current housing or living situation will be terminated within 21 days after the date of application for assistance;

4. Lives in a hotel or motel and the cost of the hotel or motel stay is not paid by charitable organizations or by Federal, State, or local government programs for low-income individuals;

5. Lives in a single-room occupancy or efficiency apartment unit in which there reside more than two persons or lives in a larger housing unit in which there reside more than

1.5 persons reside per room, as defined by the U.S. Census Bureau;

6. Is exiting a publicly funded institution, or system of care (such as a health-care facility, a mental health facility, foster care or other youth facility, or correction program or institution); or

7. Otherwise lives in housing that has characteristics associated with instability and an increased risk of homelessness, as identified in the recipient’s approved consolidated plan.

Category 2: At-Risk of Homelessness

A child or youth who does not qualify as “homeless” under this section, but qualifies as “homeless” under Section 387(3) of the Runaway and Homeless Youth Act (42 U.S.C. 5732a(3)), Section

637(11) of the Head Start Act (42 U.S.C. 9832(11)), Section 41403(6) of the Violence Against

Women Act of 1994 (42 U.S.C. 14043e– 2(6)), Section 330(h)(5)(A) of the Public Health Service

Act (42 U.S.C. 254b(h)(5)(A)), Section 3(m) of the Food and Nutrition Act of 2008 (7 U.S.C.

2012(m)), or Section 17(b)(15) of the Child Nutrition Act of 1966 (42 U.S.C. 1786(b)(15)).

Category 3: At-Risk of Homelessness

A child or youth who does not qualify as “homeless” under this section, but qualifies as “homeless” under Section 725(2) of the McKinney- Vento Homeless Assistance Act (42 U.S.C. 11434a(2)), and the parent(s) or guardian(s) of that child or youth if living with her or him.

https://www.federalregister.gov/documents/2016/12/20/2016-30241/runaway-and-homeless-youth%22%20/t%20%22_blank https://www.federalregister.gov/documents/2016/09/06/2016-19748/head-start-performance-standards%22%20/t%20%22_blank https://www.federalregister.gov/documents/2015/04/01/2015-06781/violence-against-women-reauthorization-act-of-2013-implementation-in-hud-housing-programs%22%20/t%20%22_blank https://www.govinfo.gov/content/pkg/USCODE-2010-title42/pdf/USCODE-2010-title42-chap6A-subchapII-partD-subparti.pdf%22%20/t%20%22_blank https://uscode.house.gov/view.xhtml?req=(title:7%20section:2012%20edition:prelim)%22%20/t%20%22_blank https://uscode.house.gov/view.xhtml?req=(title:7%20section:2012%20edition:prelim)%22%20/t%20%22_blank https://www.ssa.gov/OP_Home/comp2/F089-642.html%22%20/t%20%22_blank

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3.2 CES STAKEHOLDERS

The CES Administrator(s) will be expected to collaborate, create, and maintain relationships with various CES Stakeholders. CES Stakeholders include the following categories, which are further defined below:

A. The Orange County CoC Board is the governing body for the Orange County CoC whose purpose and scope is to implement the CoC program, The CoC program is authorized by subtitle C of title IV of the McKinney-Vento Homeless Assistance Act (42 U.S.C. 11361-

11389). As noted in CFR 24 Part 578.1, the CoC program is designed to:

1. Promote a community-wide commitment to the goal of ending homelessness through

Regional Coordination and collaboration.

2. Advocate for funding and resources to end homelessness and provide funding for proven efforts by nonprofit providers, States, and local governments to quickly rehouse people experiencing homelessness while minimizing the trauma and dislocation caused to homeless individuals, families, and communities by homelessness.

3. Promote access to and effective utilization of mainstream programs by homeless individuals and families.

4. Promote the implementation of best practices and evidence-based approaches to homeless programming and services.

B. CoC Committees, primarily the Policies, Procedures and Standard (PPS), and CES Steering

Committee support the work of the CoC Board, and often provide as a preliminary review and feedback of proposed policy and operational changes for CES.

1. The PPS Committee was created to continuously review and advise the CoC Board on items related to the governing and committee structures, operational guidelines, decision-making protocols, appointment processes and other matters related to policies, procedures and standards related to the conduct and operation of the Orange County

CoC and the CoC Board.

2. The CES Steering Committee was created to continuously review and advise the CoC

Board and PPS Committee on items related to the policies, procedures and operation of the CES in Orange County.

C. Housing Providers are CES participating agencies that offer housing opportunities that are made available through CES for eligible households to be considered through weekly match meetings. These housing opportunities include but are not limited to rapid rehousing, permanent supportive housing, and housing choice vouchers or affordable housing.

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D. Public Housing Authorities are CES participating agencies that are also a public entity, often at the local or state level, authorized to develop, operate, or assist in the development of housing. These authorities manage publicly owned housing and other federally subsidized housing programs. In Orange County there are four Public Housing Authorities:

Anaheim Housing Authority, Garden Grove Housing Authority, Santa Ana Housing

Authority, and Orange County Housing Authority.

E. CES Access Points are non-profit agencies, cities, street outreach teams, and other agencies who operate as a point of entry into CES for households experiencing homelessness or at-risk of homelessness.

F. Supportive Service Providers are CES participating agencies that offer case management for households that are enrolled into CES or enrolled into a permanent supportive housing program through CES.

G. Other County contracted technical assistance providers, and other CES funders.

3.3 CES ADMINISTRATOR - SERVICE COMPETENCIES

The CES Administrator(s) will primarily be responsible for developing collaboration between public and private agencies, including but not limited to County Departments, the Orange County

CoC, homeless service providers, and community-based organizations. The Administrator will ensure that the CES for Families is accessible to and serves Individuals, Families, and Survivors in Orange County in compliance with the CES policies and procedures approved by the CoC

Board. The Administrator for the CES for Families will be required to fulfill five (5) key competency areas – (1) leadership, (2) system support and guidance, (3) regional coordination (4) system partnerships and (5) data analysis and evaluation. All proposals must demonstrate capacity and expertise in CES requirements and homeless services delivery.

Leadership

The CES Administrator will provide leadership to ensure the CES component for Families operates with an efficient, clear, and consistent process across all three (3) SPAs. Leadership activities for the CES Administrator may include, but are not limited to:

A. Acting as primary representative for the CES for Families

B. Supporting the expansion of the CES by engaging new partnering agencies and expanding

Access Points as directed and in partnership with the County.

C. Supporting the expansion of the CES by assisting in prioritizing access into additional project types, including but not limited to emergency shelter, transitional housing, interim housing, permanent housing, and homelessness prevention assistance.

D. Providing training and technical assistance related to the CES policies and procedures.

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E. Ensuring consistent communication with the CES participating agencies within and across

SPAs.

F. Working with regional leadership to create regional goals and strategies towards improving system function and reducing homelessness.

G. Continuous program evaluation, data analysis, and soliciting participant and CES partner feedback annually with results submitted to the County no later than June 30.

H. Securing 25 percent match per fiscal year to the available CES funding allocation to further enhance the Administrator’s capacity and resources.

System Support and Guidance

The CES Administrator will provide system support and guidance across all three (3) SPAs to enhance and complement the work of the County who functions as the CES Lead.

The system support and guidance will help ensure:

A. Ease of access to the CES for the subpopulation through identified Access Points and the

CES Virtual Front Door.

B. Consistent regional use of the CES assessment tool and entry of data into the CES community queue in the comparable Homeless Management Information System (HMIS) database.

C. The Prioritization process is a transparent process and implemented in alignment with adopted CES Policies and Procedures.

D. Warm hand-off between the CES partnering agencies and housing, shelter and/or supportive service providers.

E. Onboarding of new CES participating agencies and housing, shelter and/or supportive service to maximize available resources being prioritized through the CES.

Regional Coordination

The CES Administrator will assist in facilitating countywide and/or SPA level meetings to increase regional engagement and alignment with the CES and to disseminate information at a regional level. The primary goal of these meetings will be to facilitate care coordination to support participants with connections to appropriate housing resources and supportive services. The meetings shall allow for discussions and problem-solving strategies that reflect the unique needs of Families and resources in each SPA and countywide. The CES Administrator will:

A. Ensure that participants that have been prioritized on the community queue for shelter, housing and/or supportive services resources are actively engaged.

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B. Create coordination between multiple agencies that may be working with the same participant towards their housing goals.

C. Facilitate housing transfers for participants in need of a more appropriate level of care.

D. Track matched participant’s progress towards permanent housing attainment and addressing any impeding barriers.

E. Provide consultation and problem solving for difficult situations/scenarios.

F. Ensure that…