RFP_1269-_Senior_Accompaniment_Services.pdf

City and County of San Francisco

Human Services Agency

Request for Proposals 1269 for:

Senior Accompaniment Services

Request for Proposals Issued: October 27, 2026 Pre-Proposal Conference: November 5, 2026, at 11 am Deadline for Proposals: December 10, 2026, at 3 pm

RFP# 1269- Senior Accompaniment Service October 27, 2026 P-690 HSA (11-25) i

Table of Contents

I. INTRODUCTION AND SOLICITATION SCHEDULE 1

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 H. Program Eligibility 4

II. SCOPE OF WORK 5

A. Description of Services 5 B. Objectives 6 C. Reporting Requirements 7 D. Transition of Services 7

III. SUBMISSION REQUIREMENTS 8

A. Time and Place for Submission of Proposals 8 B. Format 8 C. Content 8

IV. PROPOSAL EVALUATION CRITERIA 11

D. Minimum Qualifications (Pass/Fail) 11 E. Selection Criteria 11

IV. PRE-PROPOSAL CONFERENCE AND GRANT AWARD 13

A. Pre-Proposal Conference 13 B. Award 13 C. Written Questions and Requests for Clarification 14

V. TERMS AND CONDITIONS FOR RECEIPT OF PROPOSALS 14

A. Inquiries Regarding RFP 14 B. How to Register as a City Supplier 14 C. Proposal Questions and Requests for Clarification 14 D. Proposal Addenda 15 E. Public Disclosure 15 F. Limitation on Communications During Solicitation 15 G. Proposal Selection Shall Not Imply Acceptance 16 H. Cybersecurity Risk Assessment 16 I. Solicitation Errors and Omissions 16 J. Objections to Solicitation Terms 16 K. Notice of Intent to Award-Required Documentation 17 L. Protest Procedures 17 M. Proposal Term 18 N. Revision to Proposal 18 O. Proposal Errors and Omissions 18 P. Financial Responsibility 18 Q. Proposer’s Obligations under the Campaign Reform Ordinance 19 R. Reservations of Rights by the City 19 S. No Waiver 20 T. Other 20 U. Local Business Enterprise Goals and Outreach 20

VI. CITY’S SOCIAL AND ECONOMIC POLICY REQUIREMENTS 20

A. Proposers Unable to do Business with the City 21 B. San Francisco Labor and Employment Code Article 131.2 21

RFP# 1269- Senior Accompaniment Service October 27, 2026 P-690 HSA (11-25) ii

C. Minimum Compensation Ordinance (MCO) 21 D. First Source Hiring Program 21 E. Other Social Policy Provisions 21

VII. GRANT REQUIREMENTS 21

A. Grant Terms and Negotiations 21 B. Insurance Requirements 22 C. Failure to Provide Insurance and/or Bonds 24 D. Compliance with Other Laws 24 E. HSA/DAS Policy Manuals and Memoranda 25 F. Other CDA Rules/Federal Regulations (if applicable) 25

VIII. BUDGET FORMS AND INSTRUCTIONS 26

Attachments Attachment 1: Completed RFP Cover Page and Page Number Form Attachment 2: Budget Form(s) Attachment 3: Grant Agreement (form G-100) Attachment 4: Disability Checklist Attachment 5: Appendix J – Privacy and Confidentiality

RFP# 1269- Senior Accompaniment Services October 27, 2026

P-690 SFHSA (11-25) 1

I. INTRODUCTION AND SOLICITATION SCHEDULE

A. Introduction

1. General

The San Francisco Human Services Agency (SFHSA) announces its intent to seek proposals from nonprofit organizations interested in providing Accompaniment Services to older adults and adults with disabilities who request someone to accompany them in the community due to safety concerns.

2. Background In 2021, as a response to the rise in threats and violence against the Asian American/Pacific Islander (AAPI) community, DAS began funding the Senior Accompaniment Services program.

This program provides Accompaniment Services to all older adults and adults with disabilities in order to increase protection and a sense of safety for participants. Attendant activities include, but are not limited to medical and dental visits, banking, grocery and other essential errands. Since the beginning of this program, the Attendant service has been utilized by a high number of consumers and has proven to be a vital need in the community.

Clients across the City benefit from the sense of safety and security provided by the Attendants.

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 grant to one Proposer that meet the Minimum Qualifications of this Solicitation and obtain 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.

P-690 SFHSA (11-25) 2

B. Anticipated Term

A grant awarded pursuant to this Solicitation shall have a tentative term of four (4) years from July 1, 2027, to June 30, 2031 subject to annual availability of funds, annual satisfactory grantee performance, and need. SFHSA reserves the right to enter into grants 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 $761,148 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 local funds. 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, grant 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 grant 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 grantee 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.

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

P-690 SFHSA (11-25) 3

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 grant 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 5, 2026, at 11 am Letter of Intent Deadline November 13, 2026, at 3:00pm PT Deadline for Written Questions November 10, 2026, at 3:00pm PT Deadline for Proposals December 10, 2026, at 3:00pm PT Tentative Evaluation of Proposals December 28, 2026 Tentative Notice of Award December 30, 2026 Tentative Date Services Begin July 1, 2027

F. Definitions

At Risk of Institutionalization

To be considered at risk of institutionalization, a person must have, at a minimum, one of the following:

1) functional impairment in a minimum of two Activities of Daily Living (ADL): eating, dressing, transferring, bathing, toileting, and grooming; or

2) a medical condition to the extent requiring the level of care that would be provided in a nursing facility; or

3) be unable to manage his/her own affairs due to emotional and/or cognitive impairment, evidenced by functional impairment in a minimum of three Instrumental Activities of Daily Living (IADLs): preparing meals, managing money, shopping for groceries or personal items, performing housework, using a telephone.

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

City City and County of San Francisco, a municipal corporation

Communities of Color An inclusive term and unifying term for persons who do not identify as White, who have been historically and systemically disadvantaged by institutionalized and interpersonal racism.

DAS Department of Disability and Aging Services

Disability A condition or combination of conditions that is attributable to a mental, cognitive or physical impairment, including hearing and visual impairments, that results in substantial functional limitations in one (1) or more of the following areas of major life

P-690 SFHSA (11-25) 4

activity: a) Self-care: activities of daily living (ADL), and instrumental activities of daily living (IADL); b) Capacity for independent living and self-direction; c) Cognitive functioning, and emotional adjustment.

LGBTQIA+

An acronym/term used to refer to persons who self-identify as non-heterosexual and/or whose gender identity does not correspond to their sex assigned at birth. This includes, but is not limited to, lesbian, gay, bisexual, transgender, genderqueer, and gender nonbinary.

Limited English- Speaking Proficiency

Any person who does not speak English well or is otherwise unable to communicate effectively in English because English is not the person’s primary language.

Low Income

Having income at or below 300% of the federal poverty line defined by the federal Bureau of the Census and published annually by the U.S. Department of Health and Human Services.

This is only to be used by consumers to self-identify their income status, not to be used as a means test to qualify for the program.

Older Adult Person who is 60 years or older, used interchangeably with senior.

SF DAS GetCare A web-based application that provides specific functionalities for contracted agencies to use to perform consumer intake/assessment/enrollment, record service objectives, run reports, etc.

SFHSA San Francisco Human Services Agency Socially Isolated Having few social relationships and few people to interact with regularly.

SOGI

Sexual Orientation and Gender Identity; Ordinance No. 159-16 amended the San Francisco Administrative Code to require City departments and contractors that provide health care and social services to seek to collect and analyze data concerning the sexual orientation and gender identity of the clients they serve (Chapter 104, Sections 104.1 through 104.9.)

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, Grantee shall ensure that program services are accessible to:

1. Persons with Low Income

2. Persons who are Socially Isolated

3. Persons with Limited English-Speaking Proficiency

4. Persons from Communities of Color

5. Persons who identify as LGBTQ+

6. Persons at Risk of Institutionalization

H. Program Eligibility To be eligible for services, clients must be:

• An older adult aged 60 years or older or

• An adult with a disability, aged 18-59 and

• A resident of San Francisco and

P-690 SFHSA (11-25) 5

• In need of Accompaniment Services in the community due to safety concerns.

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.

A. Description of Services

1. Grantee will provide Accompaniment Services to seniors in San Francisco to support safe travel for essential activities and appointments, including but not limited to medical and dental visits, banking, grocery shopping, and other necessary errands.

2. Grantee will ensure that program staff providing Accompaniment Services are prepared to support and protect seniors during emergencies and promptly report any emergency or potential safety concern to the appropriate authorities, such as the San Francisco Police Department.

3. Grantee will provide comprehensive training to all Attendant staff, including but not limited to personal safety, de-escalation, first aid, procedures for reporting emergencies or potential safety concerns, and protocols for reporting suspected abuse or self-neglect to Adult Protective Services. All Attendant staff must complete required training before providing any Accompaniment Services.

4. Grante will describe how they will develop and implement the Accompaniment Services program, including how service requests will be received, processed, and dispatched to ensure timely and effective service delivery.

5. Grantee is responsible for confirming that all program staff possess the competencies, professionalism, and safeguards required to ensure client safety and high-quality service delivery.

6. Grantee will have a written and active outreach and recruitment plan to connect with the target population.

7. Grantee will track and record the units of service provided through this grant agreement and ensure that units of service provided are not “co-mingled” with other DAS funded programs.

8. Grantee will conduct a client satisfaction survey with a minimum return rate of

35%, allowing clients to provide feedback on the Accompaniment Services

P-690 SFHSA (11-25) 6

received. The grantee will submit survey results to DAS by March 15th or by an alternative date agreed upon with DAS

9. Grantee will maintain readily accessible resources to support Attendant staff in their roles, including best practices for providing Senior Accompaniment Services, general information about DAS, guidance on accessing the DAS online Resource Directory, and instructions on connecting with the DAS Resource and Referral Hub

10. Grantee shall ensure sufficient and culturally competent paid and volunteer staff to administer the program, deliver high-quality services that meet client needs, and comply with all DAS program standards.

11. Grantee will have policy and procedures that are compliant with local/city, state, and federal regulatory agencies, including the DAS policy memoranda manual.

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. The objectives specified here should align with the services to be provided.

1. Services Objectives

On an annual basis:

a. Grantee will provide Accompaniment Services to (number to be proposed) unduplicated older adults and adults with disabilities. An Accompaniment service is defined as a complete one-way trip. A round trip is considered two Accompaniment Services. Accompaniment Services with multiple clients will count as one Attendant service per client, per one-way trip.

b. Grantee will provide (number to be proposed) Accompaniment Services to older adults and adults with disabilities. An Accompaniment service is defined as a complete one-way trip. A round trip is considered two Accompaniment Services.

Accompaniment Services with multiple clients will count as one Attendant service per client, per one-way trip.

c. Grantee will conduct (number to be proposed) outreach activities to promote Accompaniment Services. An Attendant stationing themselves at a high traffic location, such as a senior center or library, in order to share information about Senior Accompaniment, Services is considered an outreach activity. Each outreach activity must be a minimum of one hour.

P-690 SFHSA (11-25) 7

2. Outcome Objectives

During the grant term, Proposer shall meet the following outcome objectives:

a. Accompaniment Services are provided in a timely fashion (within 1 business day of receiving a request). Target 80%

b. Clients feel safer due to Accompaniment Services. Target 80%

c. Clients rate the services they received as excellent or good. Target 80%Reporting Requirements

C. Reporting Requirements

1. Grantee will enroll eligible consumers into the program funded through this grant agreement by entering all required participant information, including SOGI data, into SF DAS GetCare in accordance with the DAS OCP policy memorandum.

2. Grantee will maintain a master list of clients, the Accompaniment Services provided, and all outreach activities, documenting at minimum the dates, locations, reasons for each Attendant or activity, and any other pertinent information as requested.

3. Grantee will enter all units of service referenced in the Service Objectives into SF DAS GetCare on a monthly basis, no later than the 5th working day of the month for the preceding month.

4. Grantee will annually complete Security Awareness Training provided by the California Department of Aging (CDA) or another DAS-approved training source. Grantee staff must also complete annual Mandated Reporting/Elder Abuse training. The Grantee will maintain documentation demonstrating staff completion of all required trainings.

5. Grantee will develop a grievance policy consistent with DAS OCP policy memorandum.

6. Grantee shall conduct an annual client satisfaction survey due to DAS by March 15th each grant year or a mutually agreed upon date between DAS and Grantee.

7. Grantee shall issue a fiscal closeout report at the end of the fiscal year. The Grantee will submit the report to SF-HSA through the CARBON system no later than July 31 each grant year.

8. Grantee shall develop and deliver ad hoc reports as requested by SF- HSA, DAS, and OCP.

D. Transition of Services At the conclusion of the grant term, or upon early termination for any reason, the Proposer shall ensure an orderly, efficient, and collaborative transition of services. The Proposer must continue providing all contracted services at the required level of quality until the transition is complete or until the end of the grant term, whichever occurs first. At the City’s direction, the proposer shall participate in transition meetings, training, or knowledge‑transfer sessions with City staff and/or the incoming provider. The Proposer shall act in good faith and

P-690 SFHSA (11-25) 8

cooperate fully in all transition activities to support uninterrupted services, participant well‑being, and successful implementation of any successor program or provider.

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 Tahir.Shaikh@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 December 10, 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 representation by the organization that the organization is willing and able to perform the commitments contained in the proposal.

mailto:Tahir.Shaikh@sfgov.org%20%5D mailto:HSARFP@sfgov.org

P-690 SFHSA (11-25) 9

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, Item A)

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 these services, and serving this population/community. Describe recently completed projects, including quality, requirements, timelines, and/or success. Demonstrate ability to implement new programming and/or services

c. Describe the staffing patterns needed to provide the proposed services. Clearly identify whether services will be performed by existing staff or proposed staff. Attach job descriptions and resumes of key program staff. Job descriptions should include the appropriate experience/qualifications/skills for the project, a realistic description of tasks to be performed, and a reasonable workload/work schedule. Describe relevant staff training plans to ensure services are provided in an efficient manner and service and outcome objectives are being achieved. 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.

d. Describe how the organization incorporates racial equity and inclusion into its operations and programs, including plans, strategies, activities, and internal controls used to assess and

P-690 SFHSA (11-25) 10

improve practices. Explain the organization’s capacity to serve consumers with physical, sensory, and mental disabilities.

Respondent must also complete and include the Disability Checklist.

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 the program approach or service model, including how the Accompaniment Services program will be developed and implemented. Outline the service and outcome objectives and how they will be measured. Explain procedures for receiving service requests, coordinating clients and Attendants, and dispatching personnel. Describe how logistics will be managed, including scheduling staff, volunteers, drivers, and clients. Summarize data collection processes for DAS reporting and compliance. If applicable, identify any subcontractors, define their roles, and include an MOU or letter of intent. Explain how the approach will meet the needs of the target population and fulfill the Scope of Work and service/outcome objectives.

b. Describe the training plan for Attendant staff in safety, de-escalation, first aid, best practices, cultural competency, and abuse reporting. Describe the outreach plan, including identification of target populations, required resources, planned activities, and if applicable roles of any collaborative partners.

c. 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 IX and use only SFHSA approved budget forms. Provide Cost Allocation Plan and current audited financial statements.

SFHSA intends to award this grant 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 grant. 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

P-690 SFHSA (11-25) 11

program. Assign a dollar value for all external resources.

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

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

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 grant.

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.

P-690 SFHSA (11-25) 12

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)

2. Did proposer describe experience with/history of successfully providing these services, and serving this population/community? Were recently completed projects listed, detailing quality, requirements, timelines, and/or success? Did they demonstrate ability to implement new programming and/or services? (10 points)

3. Based on the staffing patterns described, will the program be sufficiently staffed? Based on job descriptions and qualifications, does the staff have the necessary skill, training, and experience to successfully provide the services to these clients and community? Did proposer identify whether services will be performed by existing or proposed staff? Are job descriptions/resumes for all key positions attached? 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?

Were relevant staff training plans clearly described to ensure service and outcome objectives can be achieved? Did they state 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? (15 points)

4. Does the agency clearly demonstrate how its plans, strategies, and activities will ensure equitable access for program participants? Does the response address cultural and linguistic competencies needed to work effectively with the Target Population and explain how the organization will meet those cultural needs? Does the agency also demonstrate its capacity to serve consumers with physical, sensory, and mental disabilities, including completion of the Disability Checklist?

(5 points)

Program Approach (35 points)

1. Does the proposer clearly describe the program approach or service model and how the Accompaniment Services program will be developed and implemented? Do they outline service and outcome objectives and how they will be measured? Do they explain procedures for receiving service requests, coordinating clients and Attendants, and dispatching personnel?

Do they describe logistics management, including scheduling staff, volunteers, drivers, and clients? Do they summarize data collection

P-690 SFHSA (11-25) 13

processes for DAS reporting and compliance? If subcontractors are involved, are their roles clearly defined and supported by an MOU or letter of intent? Finally, does the proposer explain how the approach will meet the needs of the target population and fulfill the Scope of Work and service/outcome objectives? (15 points)

2. Does the proposer describe the training plan for Attendant staff, including safety, de-escalation, first aid, best practices, cultural competency, and abuse reporting? Does the proposer describe the outreach plan, including target populations, required resources, planned outreach activities, and roles of any collaborative partners? If applicable, did proposer provide an MOU or letter of intent? (15 points)

3. 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)

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? (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 GRANT AWARD

A. Pre-Proposal Conference

Proposers are encouraged to attend a Pre-Proposal Conference on November 5, 2026, at 11 AM 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 grant negotiations.

The selected proposal will be part of the final grant 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

P-690 SFHSA (11-25) 14

are covered before the grant is signed. If a satisfactory grant cannot be negotiated in a reasonable time, SFHSA, in its sole discretion, may terminate negotiations with the highest ranked proposer and begin grant negotiations with the next highest ranked proposer.

C. Written Questions and Requests for Clarification

Proposers are encouraged to submit written questions to Tahir.Shaikh@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 10, 2026.

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:

Tahir.Shaikh@sfgov.org and HSARFP@sfgov.org

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 Tahir.Shaikh@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 Tahir.Shaikh@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.

mailto:Tahir.Shaikh@sfgov.org%5D mailto:HSARFP@sfgov.org mailto:Tahir.Shaikh@sfgov.org%5D mailto:HSARFP@sfgov.org https://sfcitypartner.sfgov.org/pages/index.aspx http://www.sfgov.org/cmd mailto:Tahir.Shaikh@sfgov.org%20 mailto:HSARFP@sfgov.org mailto:Tahir.Shaikh@sfgov.org https://sfcitypartner.sfgov.org/pages/Events-BS3/event-search.aspx

P-690 SFHSA (11-25) 15

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 GRANT TERMS.

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

P-690 SFHSA (11-25) 16

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 grantee or reseller plays an active role in each of these activities, CRA may also be required for the prime grantee or reseller.

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

• 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.

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.

P-690 SFHSA (11-25) 17

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 grant. 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)

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 (https://rct.doj.ca.gov/Verification/Web/Search.aspx?facility=Y)

To receive a grant 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 grant 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 grant 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 grant 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…