REQSL1181792 draft~2.pdf

Futures First Program|RFP HE-23-237 |Template v8.22.22| 1

City of

Long Beach Request for Proposals Number HE-23-237

Futures First Program

Futures First Program|RFP HE-23-237 |Template v8.22.22| 1

Overview

Summary The City of Long Beach (City), Department of Health & Human Services (Health Department), Office of Youth Development (OYD), is seeking proposals from qualified service providers for the Futures First Program (Program) to deliver certified life coaching services and individualized case management to participating opportunity youth.

Key Dates Release Date: 11:00AM March 23, 2023

Optional Pre-Proposal Meeting: 11:00AM, April 3, 2023 Zoom Meeting Link: https://longbeach-gov.zoom.us/j/95789688683?pwd=V3FoOWtMbG1Xc mhpWm5XN2xjRmZlUT09

Questions Due to the City: 11:00AM April 20, 2023

Proposals Due: 11:00AM May 11, 2023

The City reserves the right to modify these dates at any time, with appropriate notice to prospective Contractors.

Proposal Information Instructions for what to include in your proposal and how to submit it are detailed in Section 4.

Proposals must be submitted electronically via LongBeachBuys.com.

Official Contact Carrie Sinohui rfppurchasing@longbeach.gov https://longbeach-gov.zoom.us/j/95789688683?pwd=V3FoOWtMbG1XcmhpWm5XN2xjRmZlUT09 https://longbeach-gov.zoom.us/j/95789688683?pwd=V3FoOWtMbG1XcmhpWm5XN2xjRmZlUT09 https://longbeach-gov.zoom.us/j/95789688683?pwd=V3FoOWtMbG1XcmhpWm5XN2xjRmZlUT09 file:///C:/Users/regraff/Documents/longbeachbuys.com mailto:rfppurchasing@longbeach.gov

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All communication with the City related to this RFP must be directed to the contact listed above.

Contents

1 The Opportunity

1.1 Project Summary

1.2 Background

1.3 Goals

1.4 Award Terms

Partnership Statement

2 Scope of Work

2.1 Description of Services

2.2 Performance Metrics & Contract Management

3 How We Choose

3.1 Minimum Qualifications

3.2 Evaluation Criteria

4 Proposal Instructions & Content

4.1 Timelines & Instructions

4.2 Proposal Content

4.3 Narrative Proposal Template

5 Terms & Conditions

5.1 Acronyms/Definitions

5.2 Solicitation Terms & Conditions

5.3 Contract Terms & Conditions

5.4 Protest Procedures

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1 The Opportunity

1.1 Project Summary

The Health Department Office of Youth Development is seeking proposals from qualified service providers for the Futures First Program to implement certified life coaching services and individualized case management to participating Opportunity Youth.

The Futures First Program is a work skills and personal development program which aims to integrate spaces for Opportunity Youth to make life decisions more effectively by providing youth linkages to essential life skills, learning and supportive services as they pursue an education/career pathway.

Participants will be the selected population, and are defined herein as youth ages 16 to 24 who are not working or in school will be referred to as, Opportunity Youth.

1.2 Background

According to Measure of America, approximately 13% of Long Beach youth between 16 and 24 years old are not working or in school. Research has shown that without proper intervention, prolonged disconnection can place youth at high risk of delinquency, low educational attainment, and loss of employment earnings across their lifespans.

Opportunity Youth can build long-term professional and personal success when they not only have access to education and job training aligned with their interests, yet also equipped with essential life skills and social services support.

The Health Department OYD is launching the Futures First Program, a work skills development program connecting Opportunity Youth with social services and culturally-affirming supports to successfully complete one of five educational or career pathways. The Program was designed to support the Long Beach Strategic Plan for Youth and Emerging Adults (YSP), a 5-year plan launched in February 2021, which came into fruition through years of youth community organizing and through the Invest in Youth Campaign. The Program closely aligns with goals three and four of the YSP which center around academic and job training needs of youth, and commit to creating inclusive and supportive spaces for young people.

The Futures First Program, funded by the Conrad N. Hilton Foundation and implemented in partnership with Pacific Gateway Workforce Investment Network and Long Beach Unified School District, aims to re-engage opportunity youth to attain their educational and career goals, specifically, by:

https://longbeach.gov/globalassets/health/media-library/documents/healthy-living/community/youth-strategic-plan https://longbeach.gov/globalassets/health/media-library/documents/healthy-living/community/youth-strategic-plan

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1. Providing youth certified life coaching and individualized case management support whereby youth can identify their interests, develop an individualized success plan to outline personal and career goals, and receive linkages to resources, services, and alternative educational workshops as needed (delivered by the qualified service provider selected through this RFP);

2. Engaging youth in culturally-affirming programming that promotes well-being and social emotional health, and provides social connections opportunities with other participating youth;

3. Connecting youth to one of five college/career pathways in alignment with their personal and professional interests. The five pathways are designed to engage youth that are interested in either (1) Social entrepreneurship for youth interested in learning how to start a small business, 2) Dreamers entrepreneurship for undocumented opportunity youth interested in learning small business skills,

(3) post-secondary education, (4) career technical training program, and (5) Space Beach, career exploration and training in aerospace careers.

The intent of this RFP is to support the first component of the Futures First Program through comprehensive certified life coaching and case management support. The qualified service provider selected through this RFP must have experience working with diverse Opportunity Youth from impacted communities; communities who have been affected by disproportionate amounts of violence, poverty, and COVID-19 in Long Beach.

The OYD and its program partners, including the qualified service provider selected through this RFP to deliver coaching and individualized case management services, will use the Unite Us platform to facilitate referrals and multi-agency communication.

Program referrals will come from various sources, including the Long Beach Unified School District (LBUSD), school charter management organizations, LA County Probation, and a network of youth serving agencies. The OYD Futures First Program Coordinator will also lead outreach via social media platforms and various community events to increase connecting with youth.

Solution Statement:

To ensure opportunity youth have the guidance and support they need to successfully onboard and complete their career and education pathway in the Futures First Program, the City is seeking to partner with a qualified service provider that will provide

Futures First Program|RFP HE-23-237 |Template v8.22.22| 6 certified life coaching and individualized case management to at least 300 opportunity youth over the period of three years.

Research has shown that life coaching helps youth identify their strengths, build self-confidence, and move through anxiety to pursue their full potential. By combining life coaching and individualized case management support with skills-based learning, the selected qualified service provider will help ensure youth can champion their vision for their futures and receive support to address any barriers, such as childcare and transportation, to support their retention and completion of the Program.

1.3 Goals

The selected qualified service provider shall ensure the Program achieves the following goals:

1. Implement the life coaching and individualized case management component of the Futures First program and deliver services to at least 300 opportunity youth.

2. 75% or more of enrolled youth (at least 225 youth) will receive pro-social, culturally affirming supportive services, referred through life coaching services by the selected qualified service provider.

3. 90% or more of participants in the program (at least 270 youth) will complete at least one of their individualized goals set through life coaching within 6-months of program enrollment.

4. 95% or more of Opportunity Youth (at least 256 youth) that have completed all skills training requirements will continue onto either college, trade school, start a small business or cottage business, space industry through participation in the SpaceBeach program operated by Pacific Gateway, certification, or become gainfully employed.

5. Collaborate with the City to share the necessary data to measure program effectiveness for goals 1 through 4 of this RFP.

1.4 Award Terms

This contract will be for a period of one year upon contract execution with the option to renew for two (2) additional one-year periods based on funding availability.

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Partnership Statement The City of Long Beach Department of Health and Human Services recognizes the importance of community engagement and development in making local government effective and responsive to the people it serves. As part of our commitment to health equity, we are dedicated to fostering enduring partnerships with organizations from the local community. As a contracted agency, in addition to contracted requirements, your organization commits to the following, with the intention of sustaining and maintaining productive and collaborative relationships with both LBDHHS and other organizations within the community:

Engage with all individuals with respect and dignity, regardless of their affiliation, title, or identity.

Address concerns or disputes through open dialogue with the goal of arriving at a solution that is the product of joint effort.

Be adaptive and communicate issues and roadblocks openly and respectfully with partners, including LBDHHS, to discover solutions.

Share ideas, thoughts, views, knowledge, and data as they come up so that the information may be received, comprehended, and acted upon in a clear and purposeful way.

Participate actively in the partnership throughout the term of the contract by replying to communication correspondence, submitting relevant documentation in a timely and orderly manner, and performing other pragmatic measures.

The LBDHHS is also accountable to the commitments mentioned above.

2 Scope of Work

2.1 Description of Services

The Program will play a key role in supporting participating Opportunity Youth identify their career and education interests, develop a service plan to outline personal and career goals, and provide linkages to wraparound services as needed.

The selected qualified service provider must be a non-profit organization or partner with a non-profit as a fiscal agent. The selected non-profit shall propose a life coaching and case management framework that incorporates best practices in conducting intake and assessments, engaging Opportunity Youth in the Program, and developing a career and education success plan for 300 Opportunity Youth.

The selected qualified service provider shall implement the following services and include their method of approach in their proposal:

● Open every case, upon referral, by conducting eligibility and suitability screening to assess what benefits, community resources, educational workshops, entitlement programs, including City programs, are available to the individual.

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● Conduct a comprehensive assessment (e.g. basic skills, career aptitudes, work readiness, resiliency, interests, etc.) of each Opportunity Youth to support their placement in one of the five Futures First education and career pathways.

● Pair participating Opportunity Youth with a life coach and case manager, and monitor relationships to ensure an effective match.

● Develop relationships and build rapport to engage Opportunity Youth in exploration of Futures First career and education pathways and increase their completion of Futures First pathways.

● Help develop an individualized career and education success plan specific to the needs and interests of each Opportunity Youth.

● Empower Opportunity Youth to make their own decisions, acknowledge their strengths, address challenges or crises, and set actionable goals towards employment and education attainment.

● Collaborate with the Futures First Program Coordinator to co-design information sessions for Opportunity Youth interested in participating in the Program.

● Create quarterly progress reports shared and presented to the Health Department OYD.

● Gather and share data as outlined in this RFP, to be used for evaluation by a third-party.

Trauma-Informed Care: The organization must incorporate trauma-informed care into their services, which requires that every part of the program’s design and operation be approached with an understanding of trauma and the impact it has on those receiving services. The organization must treat every Opportunity Youth according to their unique traits, needs, strengths, risk factors, and engagement style, and will ensure staff and volunteers, are trained to respond to individuals in a way that accounts for each individual’s history, needs, and characteristics.

Cultural Humility and Affirming Service: Service providers must consider cultural and linguistic factors in addressing the needs of populations to be served. Sub-population identities may include, but are not limited to: race, ethnicity, gender identity, sexual orientation, economic class, age, family status, language spoken and understood, abilities, living situation, etc. Service providers must demonstrate the capacity to work with diverse populations (i.e. youth, LGBTQ+, individuals living with special abilities, victims of domestic violence, etc.). Communications and services must be responsive to the individual’s cultural context and socioeconomic identities.

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The Program will serve 300 Opportunity Youth over the contract performance period.

Program referrals will come from various sources, including Long Beach Unified School District (LBUSD), charter management organizations, LA County Probation, and a network of youth service agencies. The Unite US platform, an online referral and life coaching and case management platform available to all city departments and area nonprofits, or similar platform, will be used for the purpose of referring and connecting Opportunity Youth to life coaching services. Use of the Unite US platform or similar platform will ensure data sharing among the selected qualified service provider, referring agencies, and the City of Long Beach.

2.2 Performance Metrics & Contract Management

2.2.1 Performance Metrics

The selected qualified service provider will be required to report on the following metrics:

● Number of Opportunity Youth referrals received from the City of Long Beach

● Number of Futures First Opportunity Youth assisted through certified life coaching and case management

● Composition and demographics of Opportunity Youth assisted, including geographic location (zip codes)

● Number of Futures First Opportunity Youth linked to services and type of service

● Number of Futures First Opportunity Youth that received services

● Number of Futures First Opportunity Youth retained from initial contact with the

Program through the completion of the Program

● Number of Futures First Opportunity Youth that completed the Program

● Number of Futures First Opportunity Youth that at completion of the program continued onto either college, trade school, starting a business, space industry certification or becoming gainfully employed

● Ensure the selected qualified service provider meets the goals described in Section 1.4 Goals as listed above.

2.2.2 Contract Management

The selected qualified service provider will be required to maintain and submit to the Health Department OYD adequate information necessary to monitor life coaching progress in accordance with the Program and City of Long Beach requirements. This information includes:

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● Collect data and provide monthly Life Coaching and Case Management reports on completed activities, progress toward deliverables, budget expenditures, and include metrics on youth served and of program impact

● Submit quarterly financial invoices to the City with proper documentation to support expenses

● Prepare and participate in at least one site visit per year by City staff to ensure program fidelity and fiscal compliance of contract

● Provide a close out report and at least ten client success stories for public dissemination to capture qualitative client experiences with services

● Participate in monthly leadership team meetings to work with program evaluator on continuous quality improvement efforts for service delivery.

These performance measures provide an indication about how well projects are functioning and where improvements are necessary and help the City identify gaps in services across the Futures First Program.

Contract Payment

The City of Long Beach issues payment based upon services rendered. After a contract is finalized and work is performed, the selected qualified service provider should invoice the City. The City will remit payment within 30 calendar days of being billed. The selected qualified service provider shall have an option to submit monthly or quarterly financial invoices to the City with proper documentation to support expenses.

3 How We Choose

3.1 Minimum Qualifications

The selected qualified service provider shall lead life coaching and individualized case management by providing youth certified life coaching to provide a supportive and safe space for opportunity youth to set goals, create an individualized service plan, and connect to wraparound services. The selected qualified service provider shall establish a trusted bond with program participants to ensure their successful engagement in an education or workforce development pathway completion.

Non-profit organizations that meet the following eligibility requirements are encouraged to apply:

a. Qualification to conduct business in the City

b. Not having been debarred by Federal, State, or local government

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c. Must have a team of certified life coaches with experience providing life coaching and individualized case management services to youth and young adults ages 16 - 24;

d. Must be a 501c3 non-profit organization or partner with a 501c3 for fiscal sponsorship;

e. Must have at least three (3) years of experience providing services to Opportunity Youth or at-risk youth residing in Long Beach;

f. Willingness to use the Unite US online referral and case management platform;

g. Must be able to provide culturally-affirming and linguistically-appropriate support to Opportunity Youth as needed;

h. Must have experience providing alternative education services or linkages to education providers.

i. Must have experience working with Opportunity Youth to establish and maintain trusted relationships.

j. Be familiar and have relationships with provider networks that can provide services to program participants

3.2 Evaluation Criteria

Proposals shall be consistently evaluated based upon the following criteria:

1. Organizational Capacity and Experience: Successful experience performing case management and certified life coaching for youth ages 16 - 24, and the capacity to meet the performance outcomes.

2. Method of Approach: Demonstration of the utilization of best practices for certified life coaching and individualized case management, and the extent to which concepts of positive youth development are embedded.

3. Coordination and Collaboration: Evidence of past collaboration with partnering agencies to provide linkages and track use of services.

4. Communications and Reporting: Successful in communicating and reporting performance outcomes from coaching and case management services.

5. Commitment to Racial Equity: Experience working with vulnerable populations and diverse communities and demonstrated understanding of systemic racism.

6. Reasonableness of Cost: Feasibility and optimization of the proposed budget.

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4 Proposal Instructions & Content

4.1 Timelines & Instructions

MILESTONE

TIME

(PACIFIC) &

DATE LOCATION / ADDITIONAL INFORMATION

Release date March 23, Optional Pre- Proposal Meeting

11:00AM

April 3, 2023

Zoom Meeting Link: https://longbeach-gov.zoom.us/j/95789688683?pwd=V3FoOWt MbG1XcmhpWm5XN2xjRmZlUT09

Questions due to the City

11:00AM

April 20, Submit all inquiries via email to rfppurchasing@longbeach.gov

Posting of the Q&A April 27, Responses to the questions will be posted on LongBeachBuys.com.

Proposals due 11:00AM May 11, Proposals should be submitted electronically via LongBeachBuys.com.

Late proposals, or proposals submitted through other channels will not be accepted.

Proposers are responsible for submitting their proposals completely and on time.

o Proposers will receive an email with a time stamp from LongBeachBuys.com indicating that the proposal was submitted successfully. The City will only receive proposals that were transmitted successfully.

o For technical support, email or call the City during normal business hours at LBPurchasing@longbeach.gov or

(562) 570-6200.

Evaluation of Narrative & Cost Proposals

May 2023 An Evaluation Committee will review Narrative & Cost Proposals to select the proposal that best meets the needs of the City.

Evaluations will be conducted using a methodology derived from the evaluation criteria listed in Section 3.2.

https://longbeach-gov.zoom.us/j/95789688683?pwd=V3FoOWtMbG1XcmhpWm5XN2xjRmZlUT09 https://longbeach-gov.zoom.us/j/95789688683?pwd=V3FoOWtMbG1XcmhpWm5XN2xjRmZlUT09 https://longbeach-gov.zoom.us/j/95789688683?pwd=V3FoOWtMbG1XcmhpWm5XN2xjRmZlUT09 mailto:rfppurchasing@longbeach.gov file:///C:/Users/regraff/Documents/LongBeachBuys.com file:///C:/Users/regraff/Downloads/LongBeachBuys.com file:///C:/Users/regraff/Documents/LongBeachBuys.com mailto:LBPurchasing@longbeach.gov

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Negotiation & Contractor Selection

June 2023 Selected Contractor(s) will be notified in writing.

Any award is contingent upon the successful negotiation of final contract terms. If contract negotiations cannot be concluded successfully, the City reserves the right to negotiate a contract with another Contractor or withdraw the RFP.

Negotiations shall be confidential and not subject to disclosure to competing Contractors unless and until an agreement is reached.

Estimated Contract Execution

July 2023

Proposer Debrief After Contractor is Selected

Successful and unsuccessful Proposers are encouraged to request phone call or in person meeting with the City to discuss the strengths and weaknesses of their proposal.

The intent of the debrief is to provide the Proposer with constructive feedback to equip them with information to effectively meet the City’s needs and be successful in future proposals.

4.2 Proposal Content

Complete proposals will include the following. Proposers are encouraged to use this table as a checklist to ensure all components are included in their proposal.

PROPOSAL

☐ Narrative

Proposal The Narrative Proposal should provide a straightforward, concise delineation of capabilities to satisfy the RFP.

Guidance on preparing a Narrative Proposal is detailed in Section 4.3.

☐ Cost Proposal The Cost Proposal shall be prepared using the provided Cost Proposal Template including a budget based on the scope of work.

PROPOSAL APPENDICES

☐ Financial

Stability Proposers should include one or more of the following financial statements to provide the City with enough information to determine financial stability of the Proposer and subcontractor.

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Financial Statement or Annual Report Business tax return Statement of income and balance sheet

☐ Other Addenda (if applicable)

Colored displays, promotional materials, and other collateral are not necessary or desired. However, if a complete response cannot be provided without referencing supporting documentation, it may be provided as an addendum clearly cited in the Narrative or Cost Proposal.

MANDATORY ATTACHMENTS | The following are included as Attachments in Long Beach Buys. They must be signed by the individual legally authorized to bind the Proposer.

☐ A. Authorization & Certification ☐ B. Equal Benefits Ordinance (EBO) Form

Attachments Which May Be Submitted Upon Award | Upon award, Awarded Contractors will be required to submit the following. We encourage you to take note of these requirements, and where possible include available information as part of your proposal to expedite processing.

☐ C. W-9 ☐ D. Business License ☐ E. Proof of Registration with the California Secretary of State ☐ Contact Information | Ensure your organization’s profile is up to date in Long

Beach Buys, including an email address, phone number, and for any classifications you may qualify for.

4.3 Narrative Proposal Template

An editable version of the template below has been posted to Long Beach Buys.

Proposers should complete the editable template and submit it as their narrative proposal.

Organizational Capacity & Experience

1. Provide the Name, Address, Website, and Federal Tax ID Number for the organization.

2. Provide the Name, Title, Email Address, and Phone Number of an authorized representative for the organization.

3. OPTIONAL: Provide the Name, Title, Email Address, and Phone Number of a second point of contact for the organization.

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4. Provide the organizational structure of the organization (501c3 non-profit organization or partner with a 501c3 for fiscal sponsorship).

5. Please describe your organization’s personnel and organizational capacity to support the Futures First case management and life coaching efforts.

6. Please identify specific qualifications, knowledge, and skills that your organization has that will make you a good fit to complete this work.

REFERENCES

Company Project Manager Phone Number Project DescriptionReference 1

Project Start and End Dates Company Project Manager Phone Number Project DescriptionReference 2

Project Start and End Dates Company Project Manager Phone Number Project DescriptionReference 3

Project Start and End Dates

Method of Approach

1. What best practices or methodologies does your organization incorporate into life coaching and individualized case management service delivery?

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2. Briefly summarize your proposed workplan with timelines and key milestones to successfully implement the scope of services described in this RFP.

3. Please describe the assessment tools your organization will use to conduct comprehensive assessments of participating youth (basic skills, aptitude, life skills, resiliency, career interests or other - please specify).

4. Please identify potential challenges to implementing your proposed project and explain how these challenges will be addressed.

Coordination & Collaboration

1. Please describe your organization’s plan for delivering case management support to Futures First Opportunity Youth. Provide a brief explanation of how Opportunity Youth will be assessed, referred to wraparound services, and connected with assistance and/or services from partner agencies.

2. Briefly summarize how your organization will successfully connect with local providers to ensure Opportunity Youth have access and are connected to trusted community services.

Communications & Reporting

1. Briefly describe how your organization has used data and reporting systems in the past for successful program management.

2. Please describe how your organization will track and evaluate the effectiveness of your life coaching and case management services for Futures First Opportunity Youth.

3. Please detail how your organization will actively work to identify and address performance concerns.

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4. The City requires that the Awarded Contractor provide proof of payment of any subcontractors used for this project. If the proposal includes subcontractors, please describe the plan for how the City will be notified of such payments.

Commitment to Racial Equity

1. Describe your organization’s experience working with and serving culturally and racially diverse populations, and your commitment to ensure racial equity at all levels of program implementation.

2. How are people with lived experiences and individuals from diverse populations engaged in your organization’s planning and decision-making processes?

Describe the policies or practices in place that ensure the experiences of diverse communities are represented in your organizational infrastructure.

Reasonableness of Cost

1. Please submit a proposed budget with estimated cost breakdowns by utilizing the attached cost template. The budget should include anticipated costs for administration, materials, printing, and related program activities.

SUB-CONTRACTOR CONTACT INFORMATION

☐ YesDoes the proposal include subcontractors?

☐ No

If applicable, provide the following for all subcontractors included in this proposal.

Company NameOrganization Company Address NameAuthorized

Representative Title

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Email Address Phone Number Name Title Email Address

Other Point of Contact (if required) Phone Number

SUBCONTRACTOR CAPACITY & EXPERIENCE

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation State and Date of incorporation:

☐ Limited Liability Company

What type of enterprise is the organization?

☐ Other

1. What specific requirements of this RFP will the subcontractor perform? *Please disregard if not utilizing subcontractor(s)*

5 Terms & Conditions

5.1 Acronyms/Definitions

1. Awarded Contractor: The organization/individual that is awarded a contract with the City of Long Beach, California for the services identified in this RFP.

2. City: The City of Long Beach and any department or agency identified herein.

3. Contractor / Proposer / Qualified Service Provider: Organization/individual submitting a proposal in response to this RFP.

4. Department / Division: City of Long Beach, Department of Health and Human Services, Community Impact Division

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5. Evaluation Committee: An independent committee comprised solely of representatives of the City established to review proposals submitted in response to the RFP, evaluate the proposals, and select a Contractor.

6. May: Indicates something that is not mandatory but permissible.

7. RFP: Request for Proposals.

8. Shall / Must: Indicates a mandatory requirement. Failure to meet a mandatory requirement may result in the rejection of a proposal as non-responsive.

9. Should: Indicates something that is recommended but not mandatory. If the Proposer fails to provide recommended information, the City may, at its sole option, ask the Proposer to provide the information or evaluate the proposal without the information.

10.Subcontractor: Third party not directly employed by the Proposer who will provide services identified in this RFP.

5.2 Solicitation Terms & Conditions

1. The City reserves the right to alter, amend, or modify any provisions of this RFP, or to withdraw this RFP, at any time prior to the award of a contract pursuant hereto, if it is in the best interest of the City to do so.

2. The City reserves the right to request clarification of any proposal term from Proposers.

3. The City may contact the references provided; contact any Proposer to clarify any response; contact any current users of a Proposer’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

4. The level and term of documentation required from the Proposer to satisfy the City will be commensurate with the size and complexity of the contract and Proposers should submit accordingly. If the information submitted by the Proposer, or available from other sources, is insufficient to satisfy the City as to the Proposer’s contractual responsibility, the City may request additional information from the Proposer or may deem the proposal non-responsive.

5. The City reserves the right to waive informalities and minor irregularities in proposals received.

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6. The City reserves the right to reject any or all proposals received prior to contract award.

7. The City’s determination of the Proposer’s responsibility, for the purposes of this RFP, shall be final.

8. Unless otherwise specified, the City prefers to award to a single Contractor but reserves the right to award contracts to multiple contractors.

9. The City shall not be obligated to accept the lowest priced proposal, but will make an award in the best interests of the City of Long Beach after all factors have been evaluated.

10. If the City receives a single responsive, responsible proposal, the City may request an extension of the proposal acceptance period and/or conduct a price or cost analysis on such proposal. The Proposer shall promptly provide all cost or pricing data, documentation and explanation requested by the City to assist such analysis. By conducting such analysis, the City shall not be obligated to accept the single proposal. The City reserves the right to reject such proposal or any portion thereof.

11.Any irregularities or lack of clarity in the RFP should be brought to the Purchasing Division designee’s attention as soon as possible so that corrective addenda may be furnished to Proposers.

12.Proposals must include any and all proposed terms and conditions, including, without limitation, written warranties, maintenance/service agreements, license agreements, lease purchase agreements and the Proposer’s standard contract language. The omission of these documents may render a proposal non-responsive.

13.Alterations, modifications or variations to a proposal may not be considered unless authorized by the RFP or by addendum or amendment.

14.Proposals which appear unrealistic in the terms of technical commitments, lack of technical competence, or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected.

15.Proposals may be withdrawn by written notice received prior to the proposal opening time.

16.The price and amount of this proposal must have been arrived at independently and without consultation, communication, agreement or disclosure with or to any other Contractor or prospective Contractor.

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17.No attempt may be made at any time to induce any firm or person to refrain from submitting a proposal or to submit any intentionally high or noncompetitive proposal. All proposals must be made in good faith and without collusion.

18.Prices offered by Proposers in their proposals are an irrevocable offer for the term of the contract and any contract extensions. The Awarded Contractor agrees to provide the purchased services at the costs, rates and fees as set forth in their proposal in response to this RFP. No other costs, rates or fees shall be payable to the Awarded Contractor for implementation of their proposal.

19.The City is not liable for any costs incurred by Proposers prior to entering into a formal contract. Costs of developing the proposals or any other such expenses incurred by the Proposer in responding to the RFP, are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the City.

20.Proposal will become public record after the award of a contract unless the proposal or specific parts of the proposal can be shown to be exempt by law.

Each Proposer may clearly label all or part of a proposal as "CONFIDENTIAL" provided that the Proposer thereby agrees to indemnify and defend the City for honoring such a designation. The failure to so label any information that is released by the City shall constitute a complete waiver of any and all claims for damages caused by any release of the information.

21.A proposal submitted in response to this RFP must identify any subcontractors, and outline the contractual relationship between the Proposer and each subcontractor. An official of each proposed subcontractor must sign, and include as part of the proposal submitted in response to this RFP, a statement to the effect that the subcontractor has read and will agree to abide by the Proposer’s obligations.

22. If the Contractor elects to use subcontractors, the City requires that the Awarded Contractor provide proof of payment of any subcontractors used for this project.

Proposals shall include a plan by which the City will be notified of such payments.

23.Each Proposer must disclose any existing or potential conflict of interest relative to the performance of the contractual services resulting from this RFP. Any such relationship that might be perceived or represented as a conflict should be disclosed. The City reserves the right to disqualify any Proposer on the grounds of actual or apparent conflict of interest.

24.Each Proposer must include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or

Futures First Program|RFP HE-23-237 |Template v8.22.22| 22 investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. The City reserves the right to reject any proposal based upon the Proposer’s prior history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

25.The City reserves the right to negotiate final contract terms with any Proposers selected. The contract between the parties will consist of the RFP together with any modifications thereto, and the Awarded Contractor’s proposal, together with any modifications and clarifications thereto that are submitted at the request of the City during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence: the final executed contract, the RFP, any modifications and clarifications to the Awarded Contractor’s proposal, and the Awarded Contractor’s proposal. Specific exceptions to this general rule may be noted in the final executed contract.

26.The City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the City Contact.

27.Any contract resulting from this RFP shall not be effective unless and until approved by the City Council / City Manager, as applicable.

28.The City will not be liable for Federal, State, or Local excise taxes.

29.Execution of Attachment A of this RFP shall constitute an agreement to all terms and conditions specified in the RFP, including all contract terms and conditions therein, except such terms and conditions that the Proposer expressly excludes.

30.Proposer understands and acknowledges that the representations above are material and important, and will be relied on by the City in evaluation of the proposal. Any Proposer misrepresentation shall be treated as fraudulent concealment from the City of the true facts relating to the proposal.

31.Proposals shall be kept confidential until a contract is awarded.

32.No announcement concerning the award of a contract as a result of this RFP may be made without the prior written approval of the City.

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33.Proposers are advised that any contract awarded pursuant to this procurement process that exceeds $100,000 shall be subject to the applicable provisions of Long Beach Municipal Code Section 2.73 et seq, the Equal Benefits Ordinance.

All Proposers shall complete and return, with their bid, the Equal Benefits Ordinance Compliance form contained in Attachment B, if applicable. Unless otherwise specified in the procurement package, Proposers do not need to submit with their bid supporting documentation proving compliance. However, supporting documentation verifying that the benefits are provided equally shall be required if the proposer is selected for award of a contract.

5.3 Contract Terms & Conditions

1. The Awarded Contractor will be the sole point of contract responsibility. The City will look solely to the Awarded Contractor for the performance of all contractual obligations which may result from an award based on this RFP, and the Awarded Contractor shall not be relieved for the non-performance of any or all subcontractors.

2. The awarded Contractor must maintain, for the duration of its contract, insurance coverages as required by the City. Work on the contract shall not begin until after the awarded Contractor has submitted acceptable evidence of the required insurance coverages. As a condition precedent to the effectiveness of this Contract, Contractor shall procure and maintain at Contractor’s expense for the duration of this Contract from an insurance company that is admitted to write insurance in the State of California or that has a rating of or equivalent to an A:VIII by A.M. Best and Company the following insurance:

a. Commercial general liability insurance equivalent in coverage scope to ISO CG 00 01 10 93 naming the City of Long Beach and its officials, employees, and agents as additional insureds on a form equivalent in coverage scope to ISO CG 20 26 11 85 from and against claims, demands, causes of action, expenses, costs, or liability for injury to or death of persons, or damage to or loss of property arising out of work or activities performed by or on behalf of the Contractor in an amount not less than Two Million Dollars (US $2,000,000) per occurrence and Four Million Dollars (US $4,000,000) in general aggregate. Said insurance shall not exclude liability for allegations of abuse, neglect, or molestation.

b. Workers’ compensation coverage as required by the Labor Code of the State of California and Employer’s liability insurance with minimum limits of One Million Dollars (US $1,000,000) per accident or occupational illness. The policy shall be endorsed with a waiver of the insurer’s right of subrogation against the City of Long Beach and its insurers, officials, employees, and agents.

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c. Commercial automobile liability insurance equivalent in coverage scope to ISO CA 00 01 06 92 in an amount not less than Five Hundred Thousand Dollars (US $500,000) combined single limit (CSL) covering Symbol 1 (any auto). If clients are transported by Contractor pursuant to this Contract, limits shall not be in an amount not less than Five Million Dollars (US $5,000,000) combined single limit (CSL).

d. Professional liability or errors and omissions liability insurance in an amount not less than One Million Dollars ($1,000,000) per claim covering the services provided pursuant to this Contract.

Any self-insurance program or self-insurance retention must be approved separately in writing by City and shall protect the City of Long Beach and its officials, employees, and agents in the same manner and to the same extent as they would have been protected had the policy or policies not contained retention provisions. Each insurance policy shall be endorsed to state that coverage shall not be suspended, voided, or canceled by either party except after twenty (20) days prior written notice to City, and shall be primary and not contributing to any other insurance or self-insurance maintained by City.

Any subcontractors which Contractor may use in the performance of this Contract shall be required to indemnify the City to the same extent as the Contractor and to maintain insurance in compliance with the provisions of this section.

Contractor shall deliver to City certificates of insurance and original endorsements for approval as to sufficiency and form prior to the start of performance hereunder. The certificates and endorsements for each insurance policy shall contain the original signature of a person authorized by that insurer to bind coverage on its behalf. “Claims-made” policies are not acceptable unless City Risk Manager determines that “Occurrence” policies are not available in the market for the risk being insured. If a “Claims-made” policy is accepted, it must provide for an extended reporting period of not less than three (3) years. Such insurance as required herein shall not be deemed to limit Contractor’s liability relating to performance under this Contract. City reserves the right to require complete certified copies of all said policies at any time. Any modification or waiver of the insurance requirements herein shall be made only with the approval of City Risk Manager. The procuring of insurance shall not be construed as a limitation on liability or as full performance of the indemnification provisions of this Contract.

3. The Long Beach Municipal Code (LBMC) requires all businesses operating in the City of Long Beach to pay a business license tax. In some cases, the City may require a regulatory permit and/or evidence of a State or Federal license. Prior to

Futures First Program|RFP HE-23-237 |Template v8.22.22| 25 issuing a business license, certain business types will require the business license application and/or business location to be reviewed by the Development Services, Fire, Health, and/or Police Departments. Additional information is available at www.longbeach.gov/finance/business_license.

4. All work performed in connection with construction shall be performed in compliance with all applicable laws, ordinances, rules and regulations of federal, state, county or municipal governments or agencies (including, without limitation, all applicable federal and state labor standards, including the prevailing wage provisions of Sections 1770 et seq. of the California Labor Code), and (b) all directions, rules and regulations of any fire marshal, health officer, building inspector, or other officer of every governmental agency now having or hereafter acquiring jurisdiction.

5. Awarded Contractor shall indemnify, protect and hold harmless City, its Boards, Commissions, and their officials, employees and agents (“Indemnified Parties”), from and against any and all liability, claims, demands, damage, loss, obligations, causes of action, proceedings, awards, fines, judgments, penalties, costs and expenses, including attorneys’ fees, court costs, expert and witness fees, and other costs and fees of litigation, arising or alleged to have arisen, in whole or in part, out of or in connection with (1) Awarded Contractor’s breach or failure to comply with any of its obligations contained in this Contract, including any obligations arising from the Awarded Contractor’s compliance with or failure to comply with applicable laws, including all applicable federal and state labor requirements including, without limitation, the requirements of California Labor Code Section 1770 et seq. or (2) negligent or willful acts, errors, omissions or misrepresentations committed by Awarded Contractor, its officers, employees, agents, subcontractors, or anyone under Awarded Contractor’s control, in the performance of work or services under this Contract (collectively “Claims” or individually “Claim”).

6. In addition to Awarded Contractor’s duty to indemnify, Awarded Contractor shall have a separate and wholly independent duty to defend Indemnified Parties at Awarded Contractor’s expense by legal counsel approved by City, from and against all Claims, and shall continue this defense until the Claims are resolved, whether by settlement, judgment or otherwise. No finding or judgment of negligence, fault, breach, or the like on the part of Awarded Contractor shall be required for the duty to defend to arise. City shall notify Awarded Contractor of any Claim, shall tender the defense of the Claim to Awarded Contractor, and shall assist Awarded Contractor, as may be reasonably requested, in the defense.

http://www.longbeach.gov/finance/business_license

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7. If a court of competent jurisdiction determines that a Claim was caused by the sole negligence or willful misconduct of Indemnified Parties, Awarded Contractor’s costs of defense and indemnity shall be (1) reimbursed in full if the court determines sole negligence by the Indemnified Parties, or (2) reduced by the percentage of willful misconduct attributed by the court to the Indemnified Parties.

8. Any requests for reasonable price adjustments must be submitted 60 days prior to the Contract annual anniversary date. Requests for adjustment in cost of labor and/or materials must be justified based upon verifiable criteria such as the Consumer Price Index, US City Averages, or other relevant indices.

9. If the Awarded Contractor elects to use subcontractors, Awarded Contractor agrees to require its subcontractors to indemnify Indemnified Parties and to provide insurance coverage to the same extent as Awarded Contractor.

10. If the Awarded Contractor elects to use…