City and County of San Francisco Human Services Agency

Request for Proposals #1239 for:

CalWORKs Learning Needs Assessments

Request for Proposals Issued: OCTOBER 27, 2026 Pre-Proposal Conference: NOVEMBER 3, 2026 at 9:00am PT Deadline for Proposals: NOVEMBER 23, 2026 at 3:00pm PT

RFP# 1239 Learning Needs Assessment October 27, 2026 P-690 HSA (11-25) i

Table of Contents A. Introduction 1 B. Anticipated Term 2 C. Anticipated Not to Exceed Amount 2 D. Cooperative Agreement 3 E. Solicitation Schedule 3 F. Definitions 3 G. Target Population 4

II. SCOPE OF WORK 4

A. Description of Services 4 B. Objectives 5

III. SUBMISSION REQUIREMENTS 6

A. Time and Place for Submission of Proposals 6 B. Format 6 C. Content 6

IV. PROPOSAL EVALUATION CRITERIA 9

A. Minimum Qualifications (Pass/Fail) 9 B. Selection Criteria 9

V. PRE-PROPOSAL CONFERENCE AND CONTRACT AWARD 11

A. Pre-Proposal Conference 11 B. Award 11 C. Written Questions and Requests for Clarification 11

VI. TERMS AND CONDITIONS FOR RECEIPT OF PROPOSALS 11

A. Inquiries Regarding RFP 11 B. How to Register as a City Supplier 12 C. Proposal Questions and Requests for Clarification 12 D. Proposal Addenda 12 E. Public Disclosure 13 F. Limitation on Communications During Solicitation 13 G. Proposal Selection Shall Not Imply Acceptance 13 H. Cybersecurity Risk Assessment 13 I. Solicitation Errors and Omissions 14 J. Objections to Solicitation Terms 14 K. Notice of Intent to Award-Required Documentation 14 L. Protest Procedures 15 M. Proposal Term 16 N. Revision to Proposal 16 O. Proposal Errors and Omissions 16 P. Financial Responsibility 16 Q. Proposer’s Obligations under the Campaign Reform Ordinance 16 R. Reservations of Rights by the City 17 S. No Waiver 17 T. Other 17 U. (Reserved) Local Business Enterprise Goals and Outreach 18

VII. CITY’S SOCIAL AND ECONOMIC POLICY REQUIREMENTS 18

A. Proposers Unable to do Business with the City 18 B. San Francisco Labor and Employment Code Article 131.2 18 C. (Reserved) Health Care Accountability Ordinance (HCAO) 19 D. Minimum Compensation Ordinance (MCO) 19 E. First Source Hiring Program 19

RFP# 1239 Learning Needs Assessment October 27, 2026 P-690 HSA (11-25) ii

F. Other Social Policy Provisions 19

VIII. CONTRACT REQUIREMENTS 19

A. Contract Terms and Negotiations 19 B. Insurance Requirements 20 C. Failure to Provide Insurance and/or Bonds 22 D. Compliance with Other Laws 22 E. HSA/DAS Policy Manuals and Memoranda 22 F. Other CDA Rules/Federal Regulations (if applicable) 22

Attachments Attachment 1: Completed RFP Cover Page and Page Number Form Attachment 2: Budget Form Attachment 3: Sample Contract Agreement (form P-600) Attachment 4: Sample Appendix J – Privacy and Data Security

RFP# 1239 October 27, 2026

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INTRODUCTION AND SOLICITATION SCHEDULE

A. Introduction

1. General

The San Francisco Human Services Agency (SFHSA) announces its intent to seek proposals from non-profit organizations interested in providing Learning Needs Assessment Services to eligible participants who receive CalWORKs public assistance benefits and are currently engaged in an employment activity or path.

2. Background

Many participants face hidden learning barriers that can impact their ability to succeed in both seeking and retaining employment. Undiagnosed or unsupported learning needs—such as challenges in reading comprehension, functional literacy, basic math, processing speed, or executive functioning—can directly affect job performance, confidence, and retention.

Without a structured assessment, these barriers often go unrecognized. Learning needs assessments provide an equitable, standardized way to identify skills gaps that may affect employability. These tools help participants understand whether they would benefit from accommodations, targeted training, or support services that improve job readiness.

3. Cultural Competency

The Department is committed to a culture of inclusion in which our differences are celebrated. A guiding principle in our work is that everyone should have equitable access to what they need in order to thrive, no matter their race, age, ability, gender, sexual orientation, ethnicity, or country of origin. We believe that a diverse and inclusive workforce will produce more creative and innovative outcomes for the organization, and ultimately, its clients. The Department is committed to addressing the disparate impact of historical limits on access to governmental services, advancing equity in all aspects of our work, ensuring access to services, and providing support to all communities to ensure their ability to succeed and thrive.

Through this request for proposals, the Department seeks to partner with community-based organizations that share these commitments to ensuring access to services to all eligible people, including but not limited to those who have been historically underserved and who have faced challenges due to language, socioeconomic, gender, racial, ability, and other barriers.

Proposers should not submit, and the City will not consider any demographic data about the racial, age, ability, gender, sexual orientation, ethnic, or national origin of Proposer’s staff, leadership, and/or board of directors.

4. Selection Overview

The City shall award a contract to one Proposer that meets the Minimum Qualifications of this Solicitation and obtains the highest-ranking scores. Responsive Proposals will be evaluated by a panel (“Evaluation Panel”) consisting of one or more parties with expertise related to goods and/or services being procured through this Solicitation. The Evaluation Panel may include staff from various City departments. Proposals will be evaluated based on the criteria outlined herein.

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B. Anticipated Term

A contract awarded pursuant to this Solicitation shall have a tentative term of two (2) years from January 1, 2027 to December 31, 2028 with an option to extend for two (2) additional years, through December 31, 2030, subject to annual availability of funds, annual satisfactory of contractor performance, and need. SFHSA reserves the right to enter into contracts of a shorter duration.

The Department may, in its sole discretion, extend the services under this RFP for up to three months beyond the term listed in this section so the selected proposer can support client transition to a new provider at the end of the normal service term. Any extension must be made by written amendment to the agreement. In most cases, no additional funding will be provided, and the extension will occur within the existing agreement amount. If additional funds are needed for transition services, an amendment will be proposed only if the Department has available funding. As noted elsewhere in this RFP, the selected proposer is already required to assist with service transition during the normal contract term.

C. Anticipated Not to Exceed Amount

The total estimated annual funding for this RFP is approximately $211,000 per year, which may increase or decrease depending on funding availability. The funding amounts listed in this RFP are anticipated initial funding awards, based on current budget availability. The source of funding for these services is state, federal, and local funds.

Funding for this RFP may include California Department of Aging (CDA) funds. If so, contractors will be required to follow CDA rules and regulations referenced in Section VIII. F.

Actual awards will be determined by the number of responsive proposals that meet the Department’s strategies and objectives, and funding may be less or more. Please submit budget requests according to the limits in this RFP. SFHSA may negotiate different funding allocations, contract terms, and project goals before finalizing awards. Should additional funding become available, award amounts may be increased significantly beyond the originally anticipated amount at a level commensurate to the details in the RFP.

Only for Nonprofits: SFHSA will add Cost Of Doing Business (CODB) escalators to reflect the approved City Budget to the awarded annual amount set forth by the Controller’s Office Indexed Rate after contract award. CODB may be adjusted annually as authorized by the San Francisco Board of Supervisors. For the purpose of this solicitation, proposers should submit a flat annual budget that is listed in the prior paragraph. Proposers acknowledge that City budget decisions are subject to the discretion of its Mayor and Board of Supervisors and are not entitled to CODB. Proposers assume all risk of possible non-appropriation or non-certification of funds. For more information regarding the Controller’s Policy on Multi-Year Contracting with Inflation Rates for Nonprofit Suppliers Issued:

https://openbook.sfgov.org/webreports/details3.aspx?id=3366

All decisions regarding the size, length, and scope of future funding awards are subject to SFHSA approval and budget availability. Some of the service areas may not be funded initially, but the Department may award unfunded proposals within the term of this RFP if funds become available that align with the services proposed. Future funding is not guaranteed, and funding amounts and terms will depend upon the performance of the https://openbook.sfgov.org/webreports/details3.aspx?id=3366

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contractor during the initial award period, as well as other policy considerations as determined by SFHSA. SFHSA reserves the right, in its sole discretion, to not renew funding awards.

D. Cooperative Agreement

Any other City department, public entity or nonprofit made up of multiple public entities, may use the results of this Solicitation to obtain some or all of the commodities or services to be provided by proposer under the same terms and conditions of any contract awarded pursuant to this Solicitation.

E. Solicitation Schedule

The anticipated schedule for this Solicitation is set forth below. These dates are tentative and subject to change.

Proposal Phase Tentative Date Request for Proposals Issued October 27, 2026 Pre-Proposal Conference (virtual) November 3, 2026 at 9:00am PT Deadline for Written Questions November 5, 2026 at 3:00pm PT Deadline for Proposals November 23, 2026 at 3:00pm PT Tentative Evaluation of Proposals November 2026 Tentative Notice of Award December 2026 Tentative Date Services Begin January 1, 2027

F. Definitions

BFS Department of Benefits and Family Support

CalWORKs (CW) California Work Opportunity and Responsibility to Kids Program;

an HSA Welfare to Work program serving families with dependent children towards getting employed and becoming self-sufficient.

CARBON SFHSA’s web-based Contracts Administration, Reporting, and Billing Online system

City City and County of San Francisco, a municipal corporation

SFHSA San Francisco Human Services Agency

Launchpad A digital participant tracking system used by HSA

LNA Learning Needs Assessment; psychological testing for individuals to evaluate learning needs

SOGI

Sexual Orientation and Gender Identity; a City ordinance requiring grantees to collect data concerning SOGI information on participants they serve

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WtW Welfare to Work

G. Target Population

This program is designed to serve all people regardless of race, gender, ethnicity, or social economic status. To ensure outreach efforts are made to reach the most vulnerable people who can benefit from this program, Contractor shall ensure that program services are accessible to:

San Francisco residents who are receiving CalWORKs assistance, are engaged in SFHSA workforce services, and are referred by HSA staff.

II. SCOPE OF WORK

The Scope of Work is to be used as a general guide and is not intended to be a complete list of all work necessary to complete the project. Proposers should use this description when designing their proposed programs. However, proposers may suggest modifications and/or additions that will, in their estimation, make the program more feasible, effective, and sustainable. The description below outlines the key program elements and services the selected vendor(s) will provide.

Contractor shall provide the following services during the term of this contract:

A. Description of Services

1. Learning Needs Assessments (LNA)

1. Trained, qualified professionals, with the required California acceptable licenses – Licensed Education Psychologist (LEP), Licensed Psychologist (Clinical or School), and/or Credentialed School Psychologist, will administer psychological evaluations and interpret results for participants who have been identified as perhaps having learning challenges.

2. Use recognized and validated learning disabilities evaluation tools to identify learning disabilities

3. Initiate contact with participants within 3 business days of referral.

4. Complete a Learning Needs Assessment report based on the results of this assessment.

5. Discuss the report with the participant.

6. Communicate the recommendations to appropriate SFHSA staff for the next course of action for the participant.

7. Complete a final report and submit it to appropriate SFHSA staff.

2. Case Conferencing

1. Participate in case conference with HSA staff on creating the best service plan for participants.

2. Establish and maintain relationships with HSA staff to ensure that all participants can access needed services in a timely manner.

3. Mandatory Participation in HSA Collaborative Group Meetings

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1. WtW Employability/Domestic Violence quarterly meeting

2. Domestic Violence Workgroup quarterly meeting

3. WtW Oversight Committee quarterly meeting

4. Other meetings and Case Conferences as needed

B. Objectives

Proposers should state in measurable, quantifiable terms the service and outcome objectives they will achieve in providing these services. The major purpose of objectives is to measure quantity, quality, and impact of services. In measuring these areas, a balance should be created between the value of the information and the time/effort required to collect the information. The objectives stated in the proposal may be incorporated as part of the program’s evaluation plan.

1. Services Objectives

On an annual basis, Proposer shall meet the following service objectives:

A. Serve 30 unduplicated CalWORKs participants in LNA.

B. 80% of referrals will be enrolled in LNA services.

2. Outcome Objectives

On an annual basis, Proposer shall meet the following outcome objectives:

A. 60% of LNAs begun for actively engaged participants will result in an LNA report.

B. In a survey of participants who complete the services, a minimum of 75% of the participants responding will report that the program better prepared them for success in the workplace.

B. Reporting Requirements

A. Monthly Statistics Reports. Grantee will ensure that Launchpad data is accurate and timely. Reports will be generated directly from Launchpad by the 10th of the following month.

1. Reports shall contain the following data.

• number of referrals

• number of enrollments

• number of completions

• number of program exits

2. Supporting documentation for the numbers presented in the reports must be maintained by Grantee and must be available for auditing by HSA.

B. Ad Hoc Reports. Grantee will develop and deliver ad hoc reports as requested by

HSA.

C. Annual Reports narrative summarizing the contract activities and referencing the tasks as described in the Service and Outcome Objectives will be submitted directly to Program Monitor by the 15th of the month following the end of the program year. This report will also include accomplishments and challenges encountered by the Grantee.

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D. Grantee will collect SOGI data and enter data results twice per year in CARBON.

E. Grantee will enter attendance and participation status information into

Launchpad.

III. SUBMISSION REQUIREMENTS

A. Time and Place for Submission of Proposals

Proposers shall submit an electronic pdf copy of the proposal and an electronic Excel copy of the budget to Colleen.Birmingham@sfgov.org and HSARFP@sfgov.org. Electronic file title should include RFP number, agency name, number of files submitted i.e. 1 of 4. Proposals must be received by 3:00pm PT on November 23, 2026. Late proposals, supplemental documents, or revisions will not be accepted after the deadline.

Disclaimer: Proposers are solely responsible for ensuring that their proposals and all required documents are successfully received by SFHSA by the stated deadline. Email transmission delays, file size limitations, or technical issues on the proposer’s side will not justify late receipt. SFHSA strongly recommends submitting proposals well in advance of the deadline and confirming receipt with both designated email addresses. Proposals received after the deadline will not be accepted.

Department staff will confirm receipt of all proposal submissions within one (1) business day after the deadline for receipt noted above.

B. Format

Proposals must be created using a word processing software (e.g. Microsoft Word or Excel);

typed in a 12-point sans serif font (i.e. Calibri, Tahoma, Helvetica); text should be double-spaced and unjustified (i.e., with a ragged-right margin); page margins should be at least 1” on all sides (excluding headers and footers).

C. Content

Organizations interested in responding to this RFP must submit the following information, in the order specified below. All proposals for funding must be developed using the format below. This is necessary so that all proposals can receive fair and equal evaluation.

Incomplete Proposals or Proposals not following the required format may result in not being considered for funding. Information must be at a level of detail that enables effective evaluation and comparison between proposals by the Proposal Evaluation Panel. The proposer must ensure that the proposal addresses the Selection Criteria.

1. Table of Contents Each proposal package should contain a complete table of contents showing page numbers.

All pages in the package must be numbered consecutively, and major sections must be indexed.

2. Completed Attachment 1: RFP Cover Page and Page Number Form

Submit the cover page signed by a person authorized to obligate the organization to perform the commitments contained in the proposal. Submission of this document will constitute a mailto:HSARFP@sfgov.org

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representation by the organization that the organization is willing and able to perform the commitments contained in the proposal.

3. Minimum Qualifications – up to 3 pages

All agencies submitting proposals for funding must provide a Minimum Qualifications Documentation describing in detail how the responding agency meets each of the Minimum Qualifications. Any proposals failing to demonstrate these qualifications will be considered non-responsive and will not be eligible for proposal review/award (refer to Section IV.A). Must include proof of nonprofit status, such as IRS Determination Letter.

4. Contracts/Grants (both public and private) – up to 2 pages

Agencies should submit a statement listing relevant contracts and grants with a description of the services which have been completed during the last three (3) years. The statement must also list any failure or refusal to complete a contract or grant, including details and dates. Include any unresolved and/or outstanding findings from any program or fiscal/compliance visits done by the City. If no outstanding issues exist, provide a statement that your agency is in full compliance with program and fiscal monitoring. Provide disclosure of any litigation including proposer, subcontracts, or any principal officers thereof in connection with any contract or grant.

5. Organizational Capacity – up to 5 pages (not including resumes/job descriptions) Description of your agency’s ability to deliver the services proposed in this RFP. In addition, please address the following:

a. Briefly explain how your organization is qualified to implement the proposed services. Demonstrate your management/supervisorial infrastructure, as well as your administrative/financial capacity to deliver the proposed services.

b. Describe your experience with/history of successfully providing Learning Needs Assessments to the target population. Describe demonstrated use of recognized and validated learning disabilities tools. Include name and description of the validated tools that are used, this can include references or links to the specific tools.

Describe recently completed projects, including quality, requirements, timelines, and/or success.

c. Describe the staffing patterns needed to provide the proposed services. Clearly identify whether services will be performed by existing staff or by proposed staff. Attach job descriptions and resumes of key program staff and clearly identify which staff position they occupy, including the required acceptable licenses for California – Licensed Education Psychologist (LEP), Licensed Psychologist (Clinical or School), and/or Credentialed School Psychologist. Provide written assurance that the key individuals listed and identified will be performing the work and will not be substituted with other personnel or reassigned to another project without the City’s prior approval. Describe relevant staff training

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plans to ensure services are provided in an efficient manner and service and outcome objectives are being achieved.

d. A description of the organization’s plans, strategies, and activities to ensure that it provides equitable access to program participants; a description of how the organization intends to meet the cultural and language needs of the identified Target Population and the envisioned program design; and a description of the agency’s language and cultural capacity.

6. Program Approach – up to 10 pages

Description of your agency’s specific program approach to deliver the services proposed in this RFP. In addition, please address the following:

a. Describe your specific program approach to deliver the services proposed and how this program approach or service model will appropriately address the needs of the target populations in this RFP (be sure to address all applicable items listed in Target Population, Scope of Work, and Service and Outcome Objectives).

b. Identify the proposed site that will be made available for the target population.

Explain how the facility/site is appropriate for the services proposed. Describe plan for location and hours of programming and/or services. Services do need to be offered in San Francisco and must be in person.

c. List and explain the specific service and outcome objectives to be accomplished and how they will be measured. Describe methods for data collection, documentation, and reporting on service and outcome objectives.

d. Describe the proposed model for clients to offer input regarding program design, service delivery and program operations.

7. Fiscal Capacity (Budget) – up to 6 pages on form provided

(excluding cost allocation plan and audited financial statement) Please refer to the instructions outlined in Section XI and use only SFHSA approved budget forms. Provide Cost Allocation Plan and current audited financial statements.

SFHSA intends to award this contract to proposers that it considers will provide the best overall program services at a reasonable pricing structure. SFHSA reserves the right to accept other than the lowest priced offer and to reject any proposals that are not responsive to this request.

Using the budget forms provided, please provide the direct expenses for all proposed costs to be supported through this contract. Proposers must also provide a Budget Justification that clearly explains the basis for each expense listed in the budget.

Discuss any planned leveraging of other resources (i.e., fund raising, in-kind contributions, volunteers, etc.), if any, to support the program approach proposed. Identify external resources committed to this program, including in-kind resources designated solely for this program. Assign a dollar value for all external resources.

8. Completed Page Number Form (refer to Section X)

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IV. PROPOSAL EVALUATION CRITERIA

A. Minimum Qualifications (Pass/Fail)

Proposers must provide documentation that clearly demonstrates each Minimum Qualification (MQ) listed below has been met at time of submission. Minimum Qualification documentation should be clearly marked as “MQ1”, MQ2”, etc. to indicate which MQ it supports. Each Proposal will be reviewed for initial determination on whether Proposer meets the MQs referenced in this section. This screening is a pass or fail determination and a Proposal that fails to meet the Minimum Qualifications will not be eligible for further consideration in the evaluation process. The City reserves the right to request clarifications from Proposers prior to rejecting a Proposal for failure to meet the Minimum Qualifications.

MQ # Description MQ1 Completed Attachment 1: RFP Cover Page & Page Number Form MQ2 Completed Attachment 2: Budget Form Excel Spreadsheet MQ3 Proposer’s PDF Proposal MQ4 Proposer has 3 years of experience providing services as described in section II.A. or similar services to the target population as described in the

RFP.

MQ5 Nonprofit organization with a 501(c)(3) determination and/or equivalent.

Must attach proof of nonprofit status, such as IRS determination letter

Proposals should clearly demonstrate that the qualifications are met. Insufficient or incomplete information may result in a proposal being considered non-responsive and may not be eligible for award of the contract.

Please note: Agencies submitting proposals that have previously contracted with the City and County of San Francisco and/or Federal agencies to provide goods and/or services must successfully demonstrate compliance with performance/monitoring requirements specified in previous grants/contracts (corrective actions) in order to be considered responsive to this RFP. Documented failure to correct performance/monitoring deficiencies identified in past City and County grants/contracts may result in disqualification to participate in this RFP. Provide a statement of any unresolved and/or outstanding findings from any program or fiscal/compliance monitoring done by the City. If no outstanding issues, provide a statement that your agency is in full compliance with program and fiscal monitoring. (Refer to section

III.C.4)

B. Selection Criteria

The proposals will be evaluated by a selection committee comprised of parties with expertise in the service areas identified in this RFP. The City intends to evaluate the proposals generally in accordance with the criteria itemized below.

Total Possible Points: 100

Organizational Capacity (40 points)

1. Did proposer explain how the organization is qualified to implement the proposed services? Did they demonstrate the management/supervisorial infrastructure, as well as the administrative/financial capacity to deliver the proposed services? (10 points)

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2. Did proposer describe experience with/history of successfully providing Learning Needs Assessments to the target population? Did proposer describe demonstrated use of recognized and validated learning disabilities tools? Did proposer include name and description of the validated tools that are used? Were recently completed projects listed, detailing quality, requirements, timelines, and/or success? (15 points)

3. Based on the staffing patterns described, will the program be sufficiently staffed? Did proposer identify whether services will be performed by existing or proposed staff? Are job descriptions/resumes for all key positions attached and do they clearly identify which staff positions they occupy? Do job descriptions include the appropriate experience/qualifications/skills for the project, a realistic description of tasks to be performed, and a reasonable workload/work schedule? Do the job descriptions include the required California acceptable licenses – Licensed Education Psychologist (LEP), Licensed Psychologist (Clinical or School), and/or Credentialed School Psychologist? Were relevant staff training plans clearly described to ensure service and outcome objectives are being achieved? Did they provide written assurance that key individuals listed/identified will be performing the work and will not be substituted with other personnel or reassigned to another project without the City’s approval? (10 points)

4. Does the agency clearly demonstrate their plans, strategies, and activities will ensure that it provides equitable access to program participants? Do they address the cultural and linguistic competencies related to working with the identified Target Population and the envisioned program design? Do they describe how the organization intends to meet the cultural needs of the target population? (5 points)

Program Approach (35 points)

1. Does the proposer clearly describe the agency’s specific program approach to deliver the service components proposed and how this program approach or service model will appropriately address the needs of the target populations in this RFP? Did they address Target Population, Scope of Work, and Service/Outcome Objectives? (15 points)

2. Is the proposed facility/site that will be made available for the target population appropriate for the proposed services? Does proposer have a plan for location and hours of programming and/or services? Are the services proposed offered in San Francisco and in person? (5 points)

3. Does the proposer describe specific service and outcome objectives to be accomplished and how they will be measured? Does the proposer include an explanation of methods for data collection, documentation, and reporting on service and outcome objectives? (10 points)

4. Does the proposed model include methods for clients to offer input regarding program design, service delivery and program operations? (5 points)

Fiscal Capacity (25 points)

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1. Does the budget reflect sound, adequate allocation of resources, matching the program components including staffing costs, operating costs, and capital costs (as appropriate)? Is the budget correct and easy to understand? (10 points)

2. Are specific costs reasonable, justified, and competitive? Does the cost allocation support the services as proposed and include clear annual budget calculations? (10 points)

3. Does proposer describe their ability to leverage other resources for this program, either from in-kind and/or external resources? Does the proposal reflect the effective use of organizational resources/external resources, including funds leveraged exclusively for this program? (5 points)

V. PRE-PROPOSAL CONFERENCE AND CONTRACT AWARD

A. Pre-Proposal Conference

Proposers are encouraged to attend a Pre-Proposal Conference on November 3, 2026, at 9:00am PT to be held via teleconference. All questions will be addressed at this conference, and any available new information will be provided at that time. If you have further questions regarding the RFP, please contact the individual designated in Section VI. A.

B. Award

SFHSA will select a proposer with whom Agency staff shall commence contract negotiations.

The selected proposal will be part of the final contract and will be used as a starting point for negotiations. The acceptance and/or selection of any Proposal(s) shall not imply acceptance by the City of all terms of the Proposal(s), which may be subject to further negotiations and approvals before the City may be legally bound thereby. SFHSA may negotiate modifications after the bid/proposal has been selected to assure that all necessary program requirements are covered before the contract is signed. If a satisfactory contract cannot be negotiated in a reasonable time, SFHSA, in its sole discretion, may terminate negotiations with the highest ranked proposer and begin contract negotiations with the next highest ranked proposer.

C. Written Questions and Requests for Clarification

Proposers are encouraged to submit written questions to Colleen.Birmingham@sfgov.org and HSARFP@sfgov.org. All questions will be addressed, and any available new information will be provided in writing via email to proposers. All written questions must be submitted on or prior to November 5, 2026 at 3:00pm PT.

VI. TERMS AND CONDITIONS FOR RECEIPT OF PROPOSALS

A. Inquiries Regarding RFP

All inquiries regarding the RFP or clarification of the RFP, must be directed to:

Colleen.Birmingham@sfgov.org and HSARFP@sfgov.org mailto:HSARFP@sfgov.org mailto:Candace.Gray@sfgov.org

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B. How to Register as a City Supplier

The following requirements pertain only to Proposers not currently registered with the City as a Supplier.

Step 1: Register as a BIDDER at City’s Supplier Portal:

https://sfcitypartner.sfgov.org/pages/index.aspx

Step 2: Follow instructions for converting your BIDDER ID to a SUPPLIER ID. This will require you to register with the City Tax Collector’s Office and submit Chapter 12B and 12C forms through the Supplier portal. Once these forms have been completed, submitted, and processed, you will be notified via email with your organization's new Supplier ID. That email will also provide instructions for completing your Supplier registration.

• City Business Tax Registration Inquiries: For questions regarding business tax registration procedures and requirements, contact the Tax Collector’s Office at

(415) 554-4400 or, if calling from within the City and County of San Francisco, 311.

• San Francisco Labor Code 131 and 132 Inquiries: For questions concerning the San Francisco Labor Code 131 and 132 Equal Benefits and Non-Discrimination in Contracting requirements, go to: www.sfgov.org/cmd

C. Proposal Questions and Requests for Clarification

Proposers shall address any questions regarding this Solicitation to Colleen.Birmingham@sfgov.org and HSARFP@sfgov.org. Proposers who fail to submit questions concerning this Solicitation and its requirements will waive all further rights to protest based on the specifications and conditions herein. Questions must be submitted by email to Colleen.Birmingham@sfgov.org and HSARFP@sfgov.org no later than Written Questions Due Date. A written Addendum will be executed addressing each question and answer and posted publicly. It is the responsibility of the Proposer to check for any Addenda and other updates that will be posted on the City’s Supplier Portal:

https://sfcitypartner.sfgov.org/pages/Events-BS3/event-search.aspx.

D. Proposal Addenda

The City may modify this Solicitation, prior to the Proposal Due Date, by issuing an Addendum to the Solicitation, which will be posted on the San Francisco Supplier Portal.

Every Addendum will create a new version of the Sourcing Event and Proposers must monitor the event for new versions. The Proposer shall be responsible for ensuring that its Proposal reflects any and all Addenda issued by the City prior to the Proposal Due Date regardless of when the Proposal is submitted. Therefore, the City recommends that the Proposer consult the website frequently, including shortly before the Proposal Due Date, to determine if the Proposer has downloaded all Solicitation Addenda. It is the responsibility of the Proposer to check for any Addenda, Questions and Answers documents, and updates, which may be posted to the subject Solicitation.

THE SUBMITTAL OF A RESPONSE TO THIS SOLICITATION SHALL EXPLICITLY STIPULATE

ACCEPTANCE BY PROPOSERS OF THE TERMS FOUND IN THIS SOLICITATION, ANY AND ALL

ADDENDA ISSUED TO THIS SOLICITATION, AND THE PROPOSED CONTRACT TERMS.

https://sfcitypartner.sfgov.org/pages/index.aspx http://www.sfgov.org/cmd mailto:HSARFP@sfgov.org mailto:Candace.Gray@sfgov.org https://sfcitypartner.sfgov.org/pages/Events-BS3/event-search.aspx

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E. Public Disclosure

All documents under this solicitation process are subject to public disclosure per the California Public Records Act (California Government Code Section §6250 et. Seq) and the San Francisco Sunshine Ordinance (San Francisco Administrative Code Chapter 67). Contracts, Proposals, responses, and all other records of communications between the City and Proposers shall be open to inspection immediately after a contract has been awarded.

Nothing in this Administrative Code provision requires the disclosure of a private person’s or organization’s net worth or other proprietary financial data submitted for qualification for a contract or other benefit until and unless that person or organization is awarded the contract or benefit.

If the City receives a Public Records Request (“Request”) pertaining to this solicitation, City will use its best efforts to notify the affected Proposer(s) of the Request and to provide the Proposer with a description of the material that the City deems responsive and the due date for disclosure (“Response Date”). If the Proposer asserts that some or all of the material requested contains or reveals valuable trade secret or other information belonging to the Proposer that is exempt from disclosure and directs the City in writing to withhold such material from production (“Withholding Directive”), then the City will comply with the Withholding Directive on the condition that the Proposer seeks judicial relief on or before the Response Date. Should Proposer fail to seek judicial relief on or before the Response Date, the City shall proceed with the disclosure of responsive documents.

F. Limitation on Communications During Solicitation

From the date this Solicitation is issued until the date the competitive process of this Solicitation is completed (either by cancelation or final Award), Proposers and their subcontractors, vendors, representatives and/or other parties under Proposer’s control shall communicate solely with the Contract Administrator whose name appears in this Solicitation.

Any attempt to communicate with any party other than the Contract Administrator whose name appears in this Solicitation – including any City official, representative or employee – is strictly prohibited. Failure to comply with this communications protocol may, at the sole discretion of City, result in the disqualification of the Proposer or potential Proposer from the competitive process. This protocol does not apply to communications with the City regarding business not related to this Solicitation.

G. Proposal Selection Shall Not Imply Acceptance

The acceptance and/or selection of any Proposal(s) shall not imply acceptance by the City of all terms of the Proposal(s), which may be subject to further approvals before the City may be legally bound thereby.

H. Cybersecurity Risk Assessment

As part of City’s evaluation process, City may engage in Cybersecurity Risk Assessment (CRA).

CRA may be performed for each entity manufacturing the product, performing technical functions related to the product’s performance, and/or accessing City’s networks and systems. Where a prime contractor or reseller plays an active role in each of these activities, CRA may also be required for the prime contractor or reseller.

To conduct a CRA, City may collect as part of this Solicitation process one of the following two reports:

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• SOC-2 Type 2 Report: Report on Controls at a Service Organization Relevant to Security, Availability, Processing Integrity, Confidentiality or Privacy; or

• City’s Cyber Risk Assessment Questionnaire: Proposer’s responses to a City’s Cyber Risk Assessment Questionnaire.

The above reports may be requested at such time City has selected or is considering a potential Proposer. The reports will be evaluated by soliciting Department and the City’s Department of Technology to identify existing or potential cyber risks to City. Should such risks be identified, City may afford a potential Proposer an opportunity to cure such risk within a period of time deemed reasonable to City. Such remediation and continuing compliance shall be subject to City’s on-going review and audit through industry-standard methodologies, including but not limited to, on-site visits, review of the entities’ cybersecurity program, penetration testing, and/or code reviews. Any failure to demonstrate satisfaction of one or more of following requirements, if requested by the City, will be considered sufficient for the disqualification of the Proposer as non-responsive and will entitle the City to terminate negotiations and move to the next highest ranked Proposer for award.

I. Solicitation Errors and Omissions

Proposers are responsible for reviewing all portions of this Solicitation. Proposers are to promptly notify the City, in writing and to the Solicitation contact person if the Proposer discovers any ambiguity, discrepancy, omission, or other error in the Solicitation. Any such notification should be directed to the City promptly after discovery, but in no event later than the deadline for questions. Modifications and clarifications will be made by Addenda as provided below.

J. Objections to Solicitation Terms

Should a Proposer object on any ground to any provision or legal requirement set forth in this Solicitation, the Proposer must, no later than the deadline for questions, provide written notice to the City setting forth with specificity the grounds for the objection. The failure of a Proposer to object in the manner set forth in this paragraph shall constitute a complete and irrevocable waiver of any such objection.

K. Notice of Intent to Award-Required Documentation

After the City issues a Notice of Intent to Award, and before award, if requested by the City, the successful Proposer must possess all qualifications required for the contract. Any failure to demonstrate satisfaction of one or more of following requirements, if requested by the City, will be considered sufficient for the disqualification of the Proposer as non-responsive and will entitle the City to terminate negotiations and move to the next highest ranked Proposer for award.

1. Proposer is registered in the System of Award Management (SAM) and has no exclusions (https://usfcr.com/search-sam-cage-duns/)

2. Proposer is in good standing with the California Secretary of State (https://bizfileonline.sos.ca.gov/search/business)

3. Proposer is in good standing with the Franchise Tax Board (https://webapp.ftb.ca.gov/eletter/?Submit=Check+Status) https://usfcr.com/search-sam-cage-duns/ https://bizfileonline.sos.ca.gov/search/business https://webapp.ftb.ca.gov/eletter/?Submit=Check+Status

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4. Proposer is in good standing with the Internal Revenue Service (https://apps.irs.gov/app/eos/)

5. Proposer is in good standing with California Attorney General’s Registry of Charitable Trusts (non-profits only) (https://ca-rcf.evokeplatform.com/app/publicPortal/verification)

To receive a contract under this Solicitation, any nonprofit proposer must be in good standing with the California Attorney General’s Registry of Charitable Trusts by the time of contract execution and must remain in good standing during the term of the agreement. If proposer will use any nonprofit subgrantees to perform the agreement, proposer will be responsible for ensuring they are also in compliance with all requirements of the Attorney General’s Registry of Charitable Trusts at the time of contract execution and for the duration of the agreement. Upon request, proposer must provide documentation to the City demonstrating its good standing with applicable legal requirements.

Note: Proposer’s failure to remain in good standing with the above after award may entitle the City to immediately terminate the contract for default with no opportunity for the Proposer to cure.

L. Protest Procedures

1. Protest of Non-Responsiveness Determination

Within three (3) business days of the City's issuance of a Notice of Non-Responsiveness, a Proposer may submit a written Notice of Protest of Non-Responsiveness. The Notice of Protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The Notice of Protest must be signed by an individual authorized to represent the Proposer, and must cite the law, rule, local ordinance, procedure or Solicitation provision on which the protest is based. In addition, the Notice of Protest must specify facts and evidence sufficient for the City to determine the validity of the protest.

2. Protest of Award

Within three (3) business days of the City's issuance of a Notice of Intent to Award, a Proposer may submit a written Notice of Protest of Contract Award. The Notice of Protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The Notice of Protest must be signed by an individual authorized to represent the Proposer, and must cite the law, rule, local ordinance, procedure or Solicitation provision on which the protest is based. In addition, the Notice of Protest must specify facts and evidence sufficient for the City to determine the validity of the protest.

3. Delivery of Protests

A Notice of Protest must be written. Protests made orally (e.g., by telephone) will not be considered. A Notice of Protest must be delivered by email to Trent.Rhorer@sfgov.org, Colleen.Birmingham@sfgov.org, and HSARFP@sfgov.org and received by the due dates stated above. A Notice of Protest shall be transmitted by a means that will objectively establish the date the City received the Notice of Protest. If a Notice of Protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein.

Executive Director Human Services Agency https://apps.irs.gov/app/eos/ https://ca-rcf.evokeplatform.com/app/publicPortal/verification https://ca-rcf.evokeplatform.com/app/publicPortal/verification mailto:Trent.Rhorer@sfgov.org mailto:Candace.Gray@sfgov.org

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P.O. Box 7988 San Francisco, CA 94120 Trent.Rhorer@sfgov.org

M. Proposal Term

Submission of a Proposal signifies that the proposed products, services and prices are valid for 180 calendar days from the Proposal Due Date and that the quoted prices are genuine and not the result of collusion or any other anti-competitive activity. At Proposer’s election, the Proposal may remain valid beyond the 180-day period in the circumstance of extended negotiations.

N. Revision to Proposal

A Proposer may revise a Proposal on the Proposer’s own initiative at any time before the deadline for submission of Proposals. The Proposer must submit the revised Proposal in the same manner as the original. A revised Proposal must be received on or before, but no later than the Proposal Due Date and time. In no case will a statement of intent to submit a revised Proposal, or commencement of a revision process, extend the Proposal Due Date for any Proposer. At any time during the Proposal evaluation process, the City may require a Proposer to provide oral or written clarification of its Proposal. The City reserves the right to make an award without further clarifications of Proposals received.

O. Proposal Errors and Omissions

Failure by the City to object to an error, omission, or deviation in the Proposal will in no way modify the Solicitation or excuse the Proposer from full compliance with the specifications of this Solicitation or any contract awarded pursuant to this Solicitation.

P. Financial Responsibility

The City accepts no financial responsibility for any costs incurred by a Proposer in responding to this Solicitation. Proposers acknowledge and agree that their submissions in response to this Solicitation will become the property of the City and may be used by the City in any way deemed appropriate.

Q. Proposer’s Obligations under the Campaign Reform Ordinance

If a contract awarded pursuant to this Solicitation has (A) a value of $100,000 or more in a fiscal year and (B) requires the approval of an elected City official, Proposers are hereby advised:

1. Submission of a Proposal in response to this Solicitation may subject the Proposers to restrictions under Campaign and Governmental Conduct Code Section 1.126, which prohibits City contractors, Proposers, and their affiliates from making political contributions to certain City elective officers and candidates; and

2. Before submitting a Proposal in response to this Solicitation, Proposers are required to notify their affiliates and subcontractors listed in the awarded contract or Proposal of the political contribution restrictions set forth in Campaign and Governmental Conduct Code section 1.126.

This restriction applies to the party seeking the contract, the party’s board of directors, chairperson, chief executive officer, chief financial officer, chief operating officer, any person mailto:Trent.Rhorer@sfgov.org

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with an ownership interest greater than ten percent, and any political committees controlled or sponsored by the party, as well as any subcontractors listed in the awarded contract or Proposal. The law both prohibits the donor from giving contributions and prohibits the elected official from soliciting or accepting them.

The people and entities listed in the preceding paragraph may not make a campaign contribution to the elected official at any time from the submission of a Proposal for a contract until either: (1) negotiations are terminated, and no contract is awarded; or (2) twelve months have elapsed since the award of the contract.

A violation of Section 1.126 may result in criminal, civil, or administrative penalties. For further information, Proposers should contact the San Francisco Ethics Commission at (415) 252-3100 or go to https://sfethics.org/compliance/city-officers/city-contracts/city-departments/notifying-bidders-and-potential-bidders.

R. Reservations of Rights by the City

The issuance of this Solicitation does not constitute a guarantee by the City that a contract will be awarded or executed by the City. The City expressly reserves the right at any time to:

1. Waive or correct any defect or informality in any response, Proposal, or Proposal procedure;

2. Reject any or all Proposals;

3. Reissue the Solicitation;

4. Prior to submission deadline for Proposals, modify all or any portion of the selection…