Solicitation

COVER SHEET

RFP 4710 PAT3020REBID

Permanent Supportive Housing (PSH) Support

Services

Cover Sheet www.austintexas.gov/purchasing Page 1 of 3

IDENTIFICATION

Number RFP 4710 PAT3020REBID Title Permanent Supportive Housing (PSH) Support Services

Summary

The purpose of this contract is to fund permanent supportive housing (PSH) support services for individuals and households that will be served through the At Home Initiative (AT Home), an innovative partnership of local funders that aims to serve individuals experiencing homelessness in Austin and Travis County.

Type Request for Proposals (RFP) Version (Addenda) 0

AUTHORIZED CONTACT PERSONS

Primary Paul Trimble, Procurement Specialist IV; (512) 974-1714 paul.trimble@austintexas.gov

Secondary Nia Bradley, Procurement Specialist III; (512) 974-1912 nia.Bradley@austintexas.gov

Subcontractor Questions

Austin Small Minority Business Resources; (512) 974-7600 SMBRComplianceDocuments@austintexas.gov

Notes See Solicitation Instructions, Paragraph 3.1- Authorized Contact Persons.

IMPORTANT DATES

OFFERS DUE:

Date and Time Tuesday, June 2, 2026, at 2:00 P.M. (CST)

Notes See Solicitation Instructions, Paragraph 5-Offer Submission.

OFFER OPENING:

Date and Time Tuesday, June 2, 2026, at 3:00 P.M. (CST)

Notes See Solicitation Instructions, Paragraph 5-Offer Submission.

QUESTIONS DUE:

Date and Time Friday, May 22, 2026, at 5:00 P. M. (CST)

Submission Email Only

Notes See Solicitation Instructions, Paragraph 3.2-Questions.

https://www.austintexas.gov/purchasing

RFP 4710 PAT3020REBID

Permanent Supportive

Housing (PSH) Supportive Services

Cover Sheet www.austintexas.gov/purchasing Page 2 of 3

PRE-OFFER CONFERENCE:

Conference (Yes/No) Yes

Mandatory (Yes/No) No

Date and Time Tuesday, April 28, 2026, at 1:00pm

Location Microsoft Teams Meeting

Notes

Microsoft Teams Meeting Join: https://teams.microsoft.com/meet/2863452212909?p=UApBrs4BJPm5JJFXhf Meeting ID: 286 345 221 290 9 Passcode: UW6FV7uM

Need help? | System reference Dial in by phone +1 512-831-7858,,206595186# United States, Austin Find a local number Phone conference ID: 206 595 186# For organizers: Meeting options | Reset dial-in PIN

PUBLISHED:

Date Monday, April 20, 2026 Available Online https://www.austintexas.gov/page/solicitations

Available Hardcopy

Austin Financial Services-Central Procurement, 505 Barton Springs Road, Ste 330, Austin, TX 78704

SOLICITATION DOCUMENTS

Document name Pages Date

Solicitation Documents – RFP 4710 PAT3020 - Includes the following:

Solicitation Cover Sheet 3 04/20/2026 Solicitation Instructions 8 04/20/2026

Agreement Terms and Conditions 24 04/20/2026 Scope of Work 11 04/20/2026

Offer Sheet and Certifications – RFP 4710 PAT3020 – Complete and return 13 04/20/2026 Attachment 1 – RFP Proposal - Complete and return 14 04/20/2026

Attachment 2 – Program Budget and Narrative-Budget Summary-Complete and Return 7 tabs 04/20/2026 Attachment 3 – Non-Discrimination Certification – Complete and Return 2 04/20/2026

Exhibit A – Homeless Management Information System (HIMS) 1 04/20/2026 https://www.austintexas.gov/purchasing https://teams.microsoft.com/meet/2863452212909?p=UApBrs4BJPm5JJFXhf https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDliODJmZWItNGNkYy00OTk1LWIwMzItZWUxZTA3M2I3OWI0%40thread.v2/0?context=%7b%22Tid%22%3a%225c5e19f6-a6ab-4b45-b1d0-be4608a9a67f%22%2c%22Oid%22%3a%2252f4b666-c2a5-45d3-9932-71235605d64a%22%7d tel:+15128317858,,206595186 https://dialin.teams.microsoft.com/af6460bf-34cd-4d27-a088-9cafec0e4422?id=206595186 https://teams.microsoft.com/meetingOptions/?organizerId=52f4b666-c2a5-45d3-9932-71235605d64a&tenantId=5c5e19f6-a6ab-4b45-b1d0-be4608a9a67f&threadId=19_meeting_NDliODJmZWItNGNkYy00OTk1LWIwMzItZWUxZTA3M2I3OWI0@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing https://www.austintexas.gov/page/solicitations

RFP 4710 PAT3020REBID

Permanent Supportive

Housing (PSH) Supportive Services

Cover Sheet www.austintexas.gov/purchasing Page 3 of 3

Exhibit B – RFP Evaluation Scoring Rubric 5 04/20/2026 Exhibit C – Client Eligibility Requirements 5 04/20/2026

Exhibit D – Social Services Compensation Terms 6 04/20/2026 Exhibit E – Business Associate Agreement Provisions 11 04/20/2026

Exhibit F – Israel verification, Interested Parties, Conflicts of Interest 1 04/20/2026

NIGP CODES

COMMODITY CODES:

Code Description 95255 Homeless Prevention Services

95243 Family and Social Services

9526243 Housing and Homeless Programs to assist in the development

INSTRUCTIONS

RFP 4710 PAT3020REBID

Permanent Supportive Housing (PSH) Support

Services

Solicitation Instructions www.austintexas.gov/purchasing Page 1 of 8

Revised 04/30/2025

1 REQUEST FOR PROPOSALS

1.1 Invitation. The City of Austin invites all Responsible Offerors to submit Proposals to provide the goods and/or services described in this Solicitation.

1.2 Documents. This Request for Proposals (“RFP” or “Solicitation”) is composed of all documents listed in the Attachments section of the Solicitation Cover Sheet.

1.3 Process. The process described in this RFP is the Competitive Sealed Proposals process. This process is procedurally compliant with the competitive proposal processes prescribed by Texas Local Government Code Ch. 252 and Ch. 271.

1.4 Changes. The City may change or revise any of the contents of this Solicitation through the issuance of a written Addendum. Any Addenda issued will be added to the Attachments section of the Solicitation Cover Sheet. The Version number displayed in the Solicitation Cover Sheet will indicate the number of Addenda issued. Any explanation, clarification, interpretation or change to the Solicitation made in any other manner is not binding upon the City, and Offerors shall not rely upon such explanation, clarification, interpretation, or change. Oral explanations or instructions given before the award of the Contract are not binding.

1.5 Review of Documents. Offerors shall review the entire Solicitation, as revised. Offerors shall notify the Authorized Contact Person(s) listed on the Solicitation Cover Sheet in writing of any omissions, ambiguities, inconsistencies or errors in the Solicitation prior to the Offer Due Date and Time displayed in the Important Dates section of the Solicitation Cover Sheet. Offerors shall also notify the City of any Solicitation contents the Offeror believes may be unreasonably restrictive.

1.6 Cancellation. The City reserves the right to cancel this Solicitation at any time for any reason and to resolicit the goods and services included in this Solicitation.

2 PUBLICATION AND NOTICES

2.1 Publication. This Solicitation was published on the City’s financial services website, Austin Finance Online, as of the Published date displayed in the Solicitation Cover Sheet section.

2.2 Email Notices. On the Solicitation’s Published date, email notices regarding this Solicitation were issued to all vendors registered in Austin Finance Online, that had previously selected the NIGP Codes displayed in the Solicitation Cover Sheet section. All subsequent email notices regarding this Solicitation will be limited to those vendors or other persons that subscribe to this Solicitation in Austin Finance Online.

2.3 Newspaper Notices. If applicable, one or more notices of this Solicitation were published in the newspaper as required by statute.

2.4 Third-Party Notices. Austin Finance Online is the only source of official notices regarding this Solicitation.

Prospective Offerors shall not rely on any notices concerning this Solicitation received from sources other than Austin Finance Online.

RFP 4710 PAT3020REBID

Permanent Supportive Housing (PSH) Support

Services

Solicitation Instructions www.austintexas.gov/purchasing Page 2 of 8

Revised 04/30/2025

3 COMMUNICATIONS AND MEETINGS

3.1 Authorized Contact Persons. The names and contact information for the authorized contact persons for this Solicitation are displayed in the Solicitation Cover Sheet. Offerors needing assistance contacting an Authorized Contact Person regarding this Solicitation may also contact the Financial Services Department- Central Procurement’s main line at (512) 974-2500 and request assistance from any member of the Financial Services Department- Central Procurement’s management team. Offerors may direct specific questions concerning subcontractors and responding to the Minority-owned Business Enterprise and Women-owned Business Enterprise Procurement Program requirements to the SMBR contact, also listed on the Solicitation Cover Sheet.

3.2 Questions. Offerors shall submit any questions concerning this Solicitation in writing via e-mail to the Authorized Contact Persons displayed on the Solicitation Cover Sheet. The City will respond to all questions received by the Questions Due Date and Time displayed on the Solicitation Cover Sheet. The City will publish one or more Addenda displaying all timely received questions and the City’s responses to each for any information not already contained in the solicitation.

3.3 Vendor Help Desk. For general questions concerning the City’s online financial services system, Austin Finance Online, Vendor Connection (“Vendor Connection”), Offerors may contact the Vendor Help Desk at

(512) 974-2018. Assistance from the Vendor Help Desk is limited to navigating and using Vendor Connection only. The Vendor Help Desk will not respond to any questions concerning a specific Solicitation.

3.4 Pre-Offer Conferences. The City may hold one or more pre-offer conferences to review the Solicitation and to receive verbal questions. The Solicitation Cover Sheet will display if a Pre-Offer Conference is being held and if attendance at this meeting is mandatory. If a Pre-Offer Conference is planned, the date, location, time, and any other necessary information regarding this meeting will also be displayed in the Solicitation Cover Sheet. Attendance at any Pre-Offer Conference will be recorded and will be included in an Addendum published following the meeting. As the Solicitation is subject to changes (See Solicitation Instruction, 1.4 Changes.) Offerors shall not rely on verbal exchanges that may occur at a Pre-Offer Conference. Offerors shall continue to submit all questions in writing. (See Solicitation Instructions, 3.2 Questions.)

3.5 Site Visits. The City may hold one or more site visits to allow prospective Offerors to inspect the location(s) where work under any resulting contract will be performed and to receive verbal questions. The Solicitation Cover Sheet will display if a Site Visit is being held and if attendance at this meeting is mandatory. If a Site Visit is planned, the date, location, time, and any other necessary information regarding this meeting will also be displayed in the Solicitation Cover Sheet. Attendance at any Site Visit will be recorded and will be included in an Addendum published following the meeting. As the Solicitation is subject to changes (See Solicitation Instruction, 1.4 Changes.) Offerors shall not rely on verbal exchanges that may occur at a Pre- Offer Conference. Offerors shall continue to submit all questions in writing. (See Solicitation Instructions, 3.2 Questions.)

3.6 No-Lobbying. In accordance with Austin City Code, sec. 2-7-101, et. seq., Austin City Ordinance no.

20180614-056, and applicable Administrative Rules, this Solicitation is subject to certain limits on communication by Offerors and their agents. The No-Lobbying period for this Solicitation starts on the Published Date displayed on the Solicitation Cover Page and continues through the earliest of the following:

(i) the Solicitation is cancelled, (ii) the last of any resulting contract(s) are executed, or (iii) 60-days following Council authorization of the last contract resulting from this Solicitation. The No-Lobbying Period continues throughout the completion of the solicitation process. During the No-Lobbying Period, Offerors, Respondents and/or their Agents shall not make any prohibited communications to City Officials or City

RFP 4710 PAT3020REBID

Permanent Supportive Housing (PSH) Support

Services

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Revised 04/30/2025 employees other than the Authorized Contact Persons. Respondents include both prospective and actual Offerors.

4 OFFER PREPARATION

4.1 Offer Submittals. Offerors intending to respond to this Solicitation shall download and complete each of the

Submittal documents listed in the Solicitation Cover Sheet. Submittal documents will include additional Solicitation instructions specific to its contents. Offerors will complete each Submittal in accordance with the instructions in the submittal. At a minimum, submittals will include a Price Offer, a Technical Offer, and an Offer and Certifications submittal.

4.2 Alternate Offers. Unless excluded elsewhere in the Solicitation, Offerors may submit alternative Offers, in addition to their primary Offer. Offerors seeking to submit an alternative Offer may include with their completed Submittals, any alternative Submittals as applicable.

4.3 Exceptions. Offerors shall indicate if they take exception to any portions of the Solicitation in their Proposal.

Any exceptions included in the Proposal may negatively impact the City’s evaluation of the Proposal or may cause the City to reject the Proposal entirely.

4.4 Offer Acceptance Period. All Offers are valid for a period of one hundred and eighty (180) calendar days subsequent to the RFP closing date unless a longer acceptance period is offered in the proposal.

4.5 Proprietary and Confidential Information. All Offers received and opened by the City are subject to the Texas Government Code, Ch. 552, and will be made available to the public. Offerors seeking to keep any portions of their Offer confidential shall mark each such portion as “Proprietary.” The City will, to the extent allowed by law, endeavor to protect such information from disclosure. The City may request a review and determination from the Attorney General’s Office of the State of Texas, of any Proposal contents marked as “Proprietary.” A copyright notice or symbol is insufficient to identify proprietary or confidential information.

4.6 Cost of Offer Preparation and Participation. Offerors are responsible for all costs related to the preparation of their Offer and incurred while participating in this Solicitation process.

4.7 Living Wage. The City requires Contractors submitting Offers on this Contract to provide a certification (see the Living Wages Contractor Certification included in the Solicitation) with their Offer certifying that all Contractor Employees (and all tiers of Subcontracting) directly assigned to this City Contract will be paid a minimum living wage equal to or greater to the amount Living Wage Certification. The Living Wage Certification shall include a list of all Contractor Employees (and all tiers of Subcontracting) directly assigned to providing services under the resultant contract including their name and job title. The list shall be updated and provided to the City as necessary throughout the term of the Contract.

4.8 Wage Theft. This Solicitation is subject to City Code, Chapter 4-22 Wage Theft (Ordinance No. 20221201-031 | Code of Ordinances | Austin, TX | Municode Library). In accordance with City Code, Ch. 4-22, any Employer that submits an Offer to the City is required to provide certification (see the Employer Certification Wage Theft Ordinance – Responsibility Criteria included in this the Solicitation) that they have not been adjudicated for Wage Theft related incidents within five (5) years prior to the date set forth within the Employer Certification Wage Theft Ordinance – Responsibility Criteria. Additionally, City Code, Ch. 4-22 Wage Theft, requires all Employers to complete a training program designed by the Wage Theft Coordinator on federal and state wage laws and the provisions of City Code, Ch. 4-22 Wage Theft. All Employers must complete the City of Austin Wage Theft Training within 30 days of being awarded a contract with the City. Contact the Wage Compliance Training to register for training or additional information at wagetheft@austintexas.gov.

https://www.austintexas.gov/purchasing https://library.municode.com/tx/austin/ordinances/code_of_ordinances?nodeId=1201313 https://library.municode.com/tx/austin/ordinances/code_of_ordinances?nodeId=1201313 mailto:wagetheft@austintexas.gov

RFP 4710 PAT3020REBID

Permanent Supportive Housing (PSH) Support

Services

Solicitation Instructions www.austintexas.gov/purchasing Page 4 of 8

Revised 04/30/2025

5 OFFER SUBMISSION

5.1 Electronic Offers. All Offers in response to this solicitation shall be submitted electronically (electronic documents) to the City of Austin using the Solicitation’s eResponse function, available through the City’s online financial system, Austin Finance Online. To submit Electronic Offers using the eResponse function, Offeror’s must first be registered as a vendor with the City of Austin in Austin Finance Online. See Instructions, Submitting Offers in Austin Finance Online. For any questions or problems concerning eResponse, please contact vendor@austintexas.gov and copy the Procurement Specialist listed on the Cover Sheet. For immediate attention, call 512-974-2467.

5.2 Due Date and Time for Electronic Offers. Electronic Offers in response to this Solicitation shall be submitted via eResponse by the Offer Due Date and Time displayed in the Important Dates section of the Solicitation Cover Sheet. The system time within Austin Finance Online shall be the official time of record for Electronic Offers.

5.3 Withdrawing Electronic Offers. Electronic Offers submitted online in response to this Solicitation may be withdrawn, revised, and resubmitted using the eResponse function any time prior to the Solicitation’s Due Date and Time. Withdrawn Electronic Offers may be resubmitted, with or without modifications, up to the Solicitation’s Due Date and Time.

5.4 Late Electronic Offers. The Solicitation’s eResponse function in Austin Finance Online will not allow Electronic Offers to be submitted past the Solicitation’s Due Date and Time.

5.5 Opening Electronic Offers. The information regarding Electronic Offers will become available on or shortly after the Offer Opening Date and Time stated on the Solicitation’s Cover Sheet. When Electronic Offers are opened, the names of each Offeror would be displayed within the Solicitation’s eResponse section. For Solicitations conducted via Competitive Sealed Bidding, the Price Offer for each Offeror will also be displayed in the eResponse section.

6 OFFER EVALUATION

6.1 Bases of Competition. The City may compare Offers based on groups or categories and will choose the basis or bases of competition that best meets the City’s needs for the resulting contracts. The basis or bases of competition for each RFP will be described in section 11, Evaluation of Offers below.

6.2 Minimum Responsiveness. Proposals are Minimally Responsive when they include all of the Submittals listed in this Solicitation, completed and with sufficient detail in each to evaluate the Proposal in accordance with the Solicitation’s Instructions. Proposals that are not Minimally Responsive may be deemed non-responsive and rejected.

6.3 Responsibility. An Offeror is responsible if they have the financial and practical ability, resources, expertise, past performance, and positive compliance history with all City ordinances. An Offer may be rejected if an Offeror is determined to not be responsible.

6.4 Clarifications. Any time after the opening of Proposals, the City may contact Offerors to ask questions about their Proposal’s contents in order to better understand these contents as-written. Responses to clarification questions, whether done verbally or submitted in writing, do not change the Proposal’s contents.

Clarifications are not to be confused with Discussions as described herein.

6.5 Evaluation. Proposals that are Minimally Responsive will be evaluated based on the Evaluation Factors listed in Section 11.1 of the Solicitation Instructions. Evaluation Factors correspond to their specified Submittals and shall indicate their respective weighting next to each. Proposal submittals not identified as Evaluation https://www.austintexas.gov/purchasing https://assets.austintexas.gov/purchase/downloads/Submitting-Offers-in-AFO.pdf mailto:vendor@austintexas.gov

Solicitation Instructions www.austintexas.gov/purchasing Page 5 of 8

Factors will be evaluated on a pass / fail basis in accordance with the Solicitation’s Instructions and any further instructions within each Solicitation. Although minimum responses are required in all Submittals, the Submittals identified as Evaluation Factors will be used to differentiate the Proposals and to identify which Proposal(s) represent the Best Value to the City. The City’s evaluation may be made without Clarifications or Discussions with Offerors. Proposals should, therefore, include the Offeror’s most favorable terms.

6.6 Discussions and Proposal Revisions. After completing initial evaluations, the City may enter into discussions (communications which may include negotiations and feedback about the Proposal submitted) with one or more Offerors submitting the highest rated Proposal(s). Following the completion of Discussions, the City may request Proposal revisions from these Offerors. The City may seek multiple rounds of Discussions and Proposal revisions as deemed necessary by the City. The City may revise its initial evaluations depending on the contents of any Proposal revisions received following these Discussions.

6.7 Interviews/Presentations. The City may require that one or more Offeror submitting the highest rated Proposals participate in interviews and/or presentations.

7 CONTRACT AWARD AND EXECUTION

7.1 Award Determination. City staff will recommend Contract award to the Offeror(s) submitting the highest rated Proposal(s) based on the Evaluation Factors set forth in this Solicitation. The Award Determination will be published to Austin Finance Online and notice will be sent to all Offerors subscribed to the Solicitation.

7.2 Multiple Awards. If the City determines that multiple contracts are needed, the City will award one or more additional contracts to the Offeror(s) submitting the next highest rated Proposal(s).

7.3 Contract Execution. Contracts within the City Manager’s authority will be awarded and executed simultaneously. Contracts above the City Manager’s authority will be executed following their authorization by the Austin City Council.

8 ADMINISTRATIVE MATTERS

8.1 Solicitation File. All documents included in this Solicitation, and all timely received Offers in response to this Solicitation, except for Offer contents deemed by Offerors to be proprietary and confidential, will be available for public inspections upon the execution of the contract.

8.2 Debriefings. Offerors may request a debriefing meeting to ask any questions concerning the Solicitation’s contents, process, or the evaluation of their Offer. Debriefing meetings are informal exchanges and may be requested anytime following the earlier of (i) after the contract resulting from this Solicitation is executed, or in the case of multiple awards, the last contract is executed; (ii) the date the Solicitation is cancelled.

Debriefings are not public called meetings in accordance with the Texas Open Meetings Act and are usually limited to a single Offeror and any of their representatives. Only information regarding the Solicitation documents and the Offeror’s Offer (including City’s evaluation of the Offer) in response to the Solicitation will be discussed.

8.3 Reservations. The City reserves the right to: (i) specify approximate quantities in the Solicitation; (ii) extend the Solicitation due date and time; (iii) add additional terms or modify existing terms in the Solicitation; (iv) reject an Offer containing exceptions, additions, qualifications or conditions not called for in the Solicitation;

(v) reject an Offer received from an Offeror who is currently debarred or suspended by the City, State, or Federal Government; (vi) reject an Offer that contains fraudulent information; (vii) reject an Offer that has material omissions; (viii) reject any or all Offers; (ix) procure any goods or services included in this Solicitation by other means; (x) consider and accept alternate Offers, if specified in the Solicitation, when most

RFP 4710 PAT3020REBID

Permanent Supportive Housing (PSH) Support

Services

Solicitation Instructions www.austintexas.gov/purchasing Page 6 of 8

Revised 04/30/2025 advantageous to the City; (xi) reject an Offer if prices in the Offer are unbalanced (some prices are significantly high and other prices are significantly low) and/or (xii) waive any minor informality in any Offer or procedure so long as the deviation does not affect the competitiveness of the Solicitation process.

8.4 Protests. The Financial Services Department - Central Procurement has the authority to settle or resolve any claim of an alleged deficiency or protest. The procedures for notifying the City of Austin of an alleged deficiency or filing a protest are listed below. If you fail to comply with any of these requirements, the Financial Services Department - Central Procurement may dismiss your complaint or protest.

8.4.1 Protest regarding the Solicitation (Pre-Submittal Protest). Any protest regarding the Solicitation by the City shall be filed no later than five (5) business days prior to the due date and time for proposals. Any protest filed after that date which raises issues regarding the Solicitation will not be considered.

8.4.2 Protests regarding the evaluation of Proposals. Any protest regarding the evaluation of Proposals by the City shall be filed with the City no later than five (5) business days after the notification of award recommendation is posted on Austin Finance Online, or notification that the protestor’s status as a Offeror has changed, such as notification that an Offer has been found to be non-responsive or an Offeror has been found to be non-responsible. Any protest filed after such date which raises issues regarding the evaluation will not be considered. Offerors may only protest the evaluation of their Proposal.

8.4.3 Protest Regarding Award of Contract (Post-Award Protest). Any protest regarding the award of the contract shall be filed no later than ten (10) business days after the date of award. Any protest regarding the award of the contract filed after such date will not be considered.

8.4.4 You shall submit your protest in writing, and it shall include the following information: (i) your name, address, telephone, and email address; (ii) the Solicitation number; (iii) the specific facts and/or law upon which the protest of the Solicitation or the award is based, including all pertinent documents and evidence thereto; and (iv) the form of relief requested.

8.4.5 Your protest shall be concise and presented logically and factually to help with the City’s review.

8.4.6 When the City receives a timely written protest, the Financial Services Department - Central Procurement will determine whether the grounds for your protest are sufficient. If the Financial Services Department - Central Procurement decides that the grounds are sufficient, the Financial Services Department - Central Procurement will schedule a protest hearing, usually within five (5) business days. If the Financial Services Department - Central Procurement determines that your grounds are insufficient, the City will notify you of that decision in writing.

8.4.7 The protest hearing is informal and is not subject to the Open Meetings Act. The purpose of the hearing is to give you a chance to present your case, it is not an adversarial proceeding. Those who may attend from the City are: representatives from the department that requested the purchase, the Department of Law, the Financial Services Department- Central Procurement, and other appropriate City staff. You may bring a representative or anyone else that will present information to support the factual grounds for your protest with you to the hearing.

8.4.8 A decision will usually be made within fifteen (15) calendar days after the hearing.

8.4.9 The City will send you a copy of the hearing decision after the appropriate City staff has reviewed the decision.

8.4.10 When a protest is filed, the City usually will not make an award until a decision on the protest is made.

However, the City will not delay an award if the City Manager or the Financial Services Department -

RFP 4710 PAT3020REBID

Permanent Supportive Housing (PSH) Support

Services

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Revised 04/30/2025

Central Procurement determines that the City urgently requires the supplies or Services to be purchased, or failure to make an award promptly will unduly delay delivery or performance. In those instances, the City will notify you and make every effort to resolve your protest before the award.

8.5 Interested Parties Disclosure. As a condition to entering the Contract, the Business Entity constituting the Offeror must provide the following disclosure of Interested Parties to the City prior to the award of a contract with the City on Form 1295 “Certificate of Interested Parties” as prescribed by the Texas Ethics Commission for any contract award requiring council authorization. The Certificate of Interested Parties Form must be completed on the Texas Ethics Commission website, printed, and signed by the authorized agent of the Business Entity with acknowledgment that disclosure is made under oath and under penalty of perjury. The City will submit the “Certificate of Interested Parties” to the Texas Ethics Commission within 30 days of receipt from the successful Offeror. The Offeror is reminded that the provisions of Local Government Code 176, regarding conflicts of interest between the Offerors and local officials remain in place. Link to Texas Ethics Commission Form 1295 process and procedures below: https://ethics.state.tx.us/filinginfo/1295/.

9 DEFINITIONS. Whenever a term defined by the Uniform Commercial Code, as enacted by the State of Texas, is used in the Contract, the UCC definition shall control, unless otherwise defined in the Contract.

“Addendum” means a written instrument issued by the Contract Awarding Authority that modifies or clarifies the Solicitation prior to the Due Date. “Addenda” is the plural form of the word.

“Best Offer” means the best evaluated Offer in response to a Request for Proposals or Request for Qualifications/Statements.

“Best Offeror” means the Offeror submitting the Best Offer.

“City” means the City of Austin, a Texas home-rule municipal corporation.

“Offer” means a complete signed response to a Solicitation including, but not limited to, a Request for Proposals.

“Offeror” means a person, firm, or entity that submits an Offer in response to this Solicitation. Any Offeror may be represented by an agent after submitting evidence demonstrating the agent’s authority. The agent cannot certify as to his own agency status.

“Proposal” means a complete, properly signed Offer to a Request for Proposals.

“Financial Services Department - Central Procurement” refers to the line of business within the City of Austin’s Financial Services Department, responsible for the City’s procurement business function.

“Chief Procurement Officer” means the officer of the Financial Services Department – Central Procurement and the principal recipient of procurement authority from the City Manager.

“Request for Proposals” means all documents utilized for soliciting Proposals.

“Responsible Offeror” means the financial and practical ability of the Offeror to perform the Contract and takes into consideration resources, expertise, and past performance of the Offeror as well as compliance with all City ordinances concerning the purchasing process.

“Responsive” means meeting all the requirements of a Solicitation.

“Solicitation” means this Request for Proposals or RFP.

“Wage Theft” means any action by an employer that secures performance of a service by agreeing to provide compensation for the service and, after the service is rendered, fails to make full payment.

https://ethics.state.tx.us/filinginfo/1295/

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10 PROPOSAL SUBMITTALS.

Refer to Exhibit B – RFP Evaluation Scoring Rubric for full description of Proposal requirements and scoring.

10.1 Fiscal and Administrative Capacity. Refer to Attachment 1 – RFP Proposal

Complete Part I - Fiscal and Administrative Capacity-Unscored.

10.2 Program Design: Refer to Attachment 1 – RFP Proposal

Complete Part II, Section 1 - Program Design

10.3 Data-Informed Program Management. Refer to Attachment 1 – RFP Proposal

Complete Part II, Section 2 - Data-Informed Program Management

10.4 Experience. Refer to Attachment 1 - RFP Proposal

Complete Part II, Section 3 - Experience

10.5 Cost Effectiveness. Refer to Attachment 1 - RFP Proposal

Complete Part II, Section 4 – Cost Effectiveness

11 EVALUATION OF OFFERS

11.1 Evaluation Criteria

11.2 Interviews and/or presentations, Optional. The City will score proposals on the basis or bases of the criteria listed above. The City may select a “short list” of Offerors based on those scores. “Short-listed” Offerors may be invited for presentations, demonstrations, or discussions with the City. The City reserves the right to re-score “short-listed” proposals as a result, and to make award recommendations on that basis or bases.

RFP Evaluation Factors Maximum Points Fiscal and Administrative Capacity No Points Program Design 35 Data-Informed Program Management 25 Experience 15 Cost Effectiveness 25 Total Up to 100

Agreement Terms and Conditions

RFP 4710 PAT3020REBID

Permanent Supportive

Housing (PSH) Supportive

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The Grantee agrees that the Agreement shall be governed by the following terms and conditions.

1 GRANT OF AUTHORITY , SERVICES, AND DUTIES

1.1 ENGAGEMENT OF THE GRANTEE.

Subject to the general supervision and control of the City and subject to the provisions of the Terms and Conditions contained herein, the Grantee is engaged to provide the services set forth in the attached Agreement Exhibits.

This Agreement entered between the City and the Grantee is designated a Social Services Deliverables Agreement.

1.2 RESPONSIBILITIES OF THE GRANTEE.

The Grantee shall provide all technical and professional expertise, knowledge, management, and other resources required for accomplishing all aspects of the tasks and associated activities identified in the Agreement Exhibits. The Grantee shall assure that all Agreement provisions are met by any Subgrantee performing services for the Grantee.

1.3 RESPONSIBILITIES OF THE CITY.

The City’s Contract Manager will be responsible for exercising general oversight of the Grantee’s activities in completing the Program Work Statement. Specifically, the Contract Manager will represent the City’s interests in resolving day-to-day issues that may arise during the term of this Agreement, shall participate regularly in conference calls or meetings for status reporting, shall promptly review any written reports submitted by the Grantee, and shall approve all requests for payment, as appropriate. The City’s Contract Manager shall give the Grantee timely feedback on the acceptability of progress and task reports. The Contract Manager’s oversight of the Grantee’s activities shall be for the City’s benefit and shall not imply or create any partnership or joint venture as between the City and the Grantee.

1.4 DESIGNATION OF KEY PERSONNEL.

The City’s Contract Manager for this Agreement, to the extent stated in the preceding Section 1.3, shall be responsible for oversight and monitoring of Grantee’s performance under this Agreement as needed to represent the City’s interest in the Grantee’s performance.

A. The City’s Contract Manager or designee:

i. may meet with Grantee to discuss any operational issues or the status of the services or work to be performed; and

ii. shall promptly review all written reports submitted by Grantee, determine whether the reports comply with the terms of this Agreement, and give Grantee timely feedback on the adequacy of progress and task reports or necessary additional information.

RFP 4710 PAT3020REBID

Permanent Supportive

Housing (PSH) Supportive Services

Terms and Conditions www.austintexas.gov/purchasing Page 2 of 24

B. Grantee’s Contract Manager or designee shall represent the Grantee with regard to performance of this Agreement and shall be the designated point of contact for the City's Contract Manager.

If either party replaces its Contract Manager, that party shall promptly send written notice of the change to the other party. The notice shall identify a qualified and competent replacement and provide contact information.

1.5 INTERESTED PARTIES DISCLOSURE (FORM 1295)

As a condition to entering the Contract, the Business Entity constituting the Grantee must provide the following disclosure of Interested Parties to the City prior to the award of a contract with the City on Form 1295 “Certificate of Interested Parties” as prescribed by the Texas Ethics Commission for any contract award requiring City Council authorization. The Certificate of Interested Parties Form must be completed on the Texas Ethics Commission website, printed, and signed by the authorized agent of the Business Entity with acknowledgment that disclosure is made under oath and under penalty of perjury. The City will verify the “Certificate of Interested Parties” with the Texas Ethics Commission prior to execution of the Agreement. The Grantee is reminded that the provisions of Local Government Code 176, regarding conflicts of interest between the bidders and local officials remain in place. Link to Texas Ethics Commission Form 1295 process and procedures below:

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

1.6 CHAPTER 176 CONFLICT OF INTEREST DISCLOSURE

In accordance with Chapter 176 of the Texas Local Government Code, Grantee must file a Conflict of Interest Questionnaire (Questionnaire) with the Office of the City Clerk no later than 5:00 P.M. on the seventh (7th) business day after the commencement of contract discussions or negotiations with the City or the submission of an Offer, or other writing related to a potential Contract with the City, and update the questionnaire not later than seven (7) business days after becoming aware of an event that would make a statement in the questionnaire incomplete or inaccurate. Grantee has a continuing obligation to file the Questionnaire in accordance with the requirements of Chapter 176 of the Texas Local Government Code once it becomes aware of a need to do so. The Questionnaire is available online at the following website for the City Clerk:

http://www.austintexas.gov/department/conflict-interest-questionnaire

There are statutory penalties for failure to comply with Chapter 176.

2 TERM

2.1 The Agreement shall be in effect for an initial term of twelve (12) months and may be extended thereafter for up to four additional twelve (12) month periods, subject to the approval of the Grantee and the City Procurement Officer or their designee. (See Scope of Work for specific contract terms and funding details.)

A. Upon expiration of the initial term or period of extension, the Grantee agrees to hold over under the terms and conditions of this Agreement for such a period of time as is reasonably necessary to re- solicit and/or complete the project (not to exceed 120 calendar days unless mutually agreed upon in writing).

3 PROGRAM WORK STATEMENT

3.1 GRANTEE’S OBLIGATIONS.

The Grantee shall fully and timely provide all services described in the attached Agreement Exhibits in strict accordance with the terms, covenants, and conditions of the Agreement and all applicable federal, state, and local laws, rules, and regulations.

https://www.austintexas.gov/purchasing https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm http://www.austintexas.gov/department/conflict-interest-questionnaire

RFP 4710 PAT3020REBID

Permanent Supportive

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4 COMPENSATION AND REPORTING

4.1 AGREEMENT AMOUNT:

The Grantee acknowledges and agrees that, notwithstanding any other provision of this Agreement, the maximum amount payable by the City under this Agreement is not to exceed $6.7 million over a 5 year period. Continuation of the Agreement beyond the initial twelve (12) months is specifically contingent upon the availability and allocation of funding, and authorization by City Council. Additional compensation terms are included in the Scope of Work.

4.2 REPORTS:

A. Grantee must submit a fully and accurately completed payment request to the City’s Contract Manager using the City’s agreement management system by the deadline outlined in Exhibit B.3. Grantee must provide complete and accurate supporting documentation. Upon receipt and approval by the City of each complete and accurate payment request, the City shall process the payment to the Grantee in an amount equal to the City’s payment obligations, subject to deduction for any unallowable costs.

B. Grantee shall submit a quarterly program performance report using the format and method specified by the City no later than 11:59 p.m. Central Standard Time (CST) 15 calendar days following each calendar quarter. If the 15th calendar day falls on a weekend or holiday, as outlined in Section 8.24, the deadline to submit the quarterly program performance report is extended to no later than 11:59 p.m. CST of the 1st weekday immediately following the weekend or holiday. Grantee shall provide complete and accurate support documentation upon request by City. Payment Requests will not be approved if any accurate and complete performance report, including any required documentation, is past due. Performance reports on a frequency other than quarterly may be required by the City based upon business needs.

C. An annual Contract Progress Report, using the forms in the City’s agreement management system shall be completed by the Grantee and submitted to the City within 45 calendar days following the end of each Program Period.

D. A Contract Closeout Summary Report using the forms in the City’s agreement management system shall be completed by the Grantee and submitted to the City within 60 calendar days following the expiration or termination of this Agreement. Any encumbrances of funds incurred prior to the date of termination of this Agreement shall be subject to verification by the City. Upon termination of this Agreement, any unused funds, unobligated funds, rebates, credits, or interest earned on funds received under this Agreement shall be returned to the City.

E. Grantee shall provide the City with a copy of the completed Agency Administration Profile (AAP) using the forms in the City’s agreement management system, and required AAP Attachments, including a copy of the Grantee's completed Internal Revenue Service Form 990 or 990EZ (Return of Organization Exempt from Income Tax) if applicable, for each calendar year to be due in conjunction with submission of the Grantee’s annual financial audit report or financial review report as outlined in Section 4.5.4. If Grantee filed a Form 990 or Form 990EZ extension request, Grantee shall provide the City with a copy of that application of extension of time to file (IRS Form 2758) within 30 days of filing said form(s), and a copy of the final IRS Form 990 document(s) immediately upon completion.

RFP 4710 PAT3020REBID

Permanent Supportive

Housing (PSH) Supportive Services

Terms and Conditions www.austintexas.gov/purchasing Page 4 of 24

i. Governmental Entities are not required to submit an Agency Administration Profile to the City under this Agreement.

ii. The expiration or termination of this Agreement shall in no way relieve the Grantee of the AAP requirement set forth in this Section.

F. A Mid-Year Spending plan, using the forms in the City’s agreement management system, shall be completed by the Grantee and submitted to the City within 15 calendar days after 50 percent of the current Program Period has elapsed.

G. Grantee shall provide any other reports required by the City to document the effective and appropriate delivery of services as outlined under this Agreement as required by the City.

4.3 GRANTEE POLICIES AND PROCEDURES:

A. Grantee shall maintain written policies and procedures aligned with best practices and approved by its governing body and shall make copies of all policies and procedures available to the City upon request.

At a minimum, written policies shall exist in the following areas: Financial Management; Subcontracting and/or Procurement; Equal Employment Opportunity; Personnel and Personnel Grievance; Nepotism;

Non-Discrimination of Clients; Client Grievance; Drug Free Workplace; the Americans with Disabilities Act; Conflict of Interest; Whistleblower; and Criminal Background Checks.

B. Grantee shall provide the City with copies of revised Articles of Incorporation and Doing Business As (DBA) certificates (if applicable) within 14 calendar days of receipt of the notice of filing by the Secretary of State’s office. Grantee shall provide the City with copies of revised By-Laws within 14 calendar days of their approval by the Grantee’s governing body.

4.4 MONITORING AND EVALUATION:

A. Grantee agrees that the City or its designee may carry out monitoring and evaluation activities to ensure adherence by the Grantee and Subgrantees to the Program Work Statement, Program Performance Measures, and Program Budget, as well as other provisions of this Agreement. Grantee shall fully cooperate in any monitoring or review by the City and further agrees to designate a staff member to coordinate monitoring and evaluation activities.

B. The City expressly reserves the right to monitor client-level data related to services provided under this Agreement. If the Grantee asserts that client-level data is legally protected from disclosure to the City, a specific and valid legal reference to this assertion must be provided and is subject to acceptance by the City’s Law Department.

C. Grantee shall provide the City with copies of all evaluation or monitoring reports received from other funding sources during the Agreement Term upon request following the receipt of the final report.

D. Grantee shall keep on file copies of all notices of Board of Directors meetings, Subcommittee or Advisory Board meetings, and copies of approved minutes of those meetings.

RFP 4710 PAT3020REBID

Permanent Supportive

Housing (PSH) Supportive Services

Terms and Conditions www.austintexas.gov/purchasing Page 5 of 24

4.5 FINANCIAL AUDIT OF GRANTEE:

A. Grantee shall annually contract with an independent auditor utilizing a Letter of Engagement to complete either a full financial audit or financial review. The auditor must be a Certified Public Accountant recognized by the regulatory authority of the State of Texas.

i. Governmental Entities are not required to submit a financial audit to the City under this Agreement.

B. In the event Grantee expends $1,000,000 or more in a year in federal awards, Grantee shall have a single or program specific audit conducted in accordance with Chapter 200, Subpart F, of Title 2 of the Code of Federal Regulations as required by the Single Audit Act of 1984, as amended (Single Audit Act), and shall submit to the City a complete set of audited financial statements and the auditor's opinion and management letters in accordance with Chapter 200, Subpart F, of Title 2 of the Code of Federal Regulations and any guidance issued by the federal Office of Management and Budget covering Grantee’s fiscal year until the end of the term of this Agreement.

C. If Grantee is not subject to the Single Audit Act, and expends $750,000 or more during the Grantee's fiscal year, then Grantee shall have a full financial audit performed in accordance with Generally Accepted Auditing Standards (GAAS). If less than $750,000 is expended, then a financial review is acceptable, pursuant to the requirements of this Agreement.

D. Grantee shall submit a complete financial audit report or financial review which has been presented and accepted by the Board of Directors, to include the original auditor Opinion Letter/Independent Auditor’s Report within 270 calendar days of the end of Grantee’s fiscal year, unless alternative arrangements are approved in writing by the City. The financial audit report or financial review report must include the Management Letter/Internal Controls Letter, if one was issued by the auditor.

E. Grantee shall submit a Certification Form that was signed and dated by the Grantee’s Board Chair. The Certification Form confirms that the independent auditor presented the financial audit or financial review to the Grantee’s Board or committee of the Board and that it was accepted by the Grantee’s Board of Directors or a committee of the Board. The City will deem the financial audit report/financial review report incomplete if the Grantee fails to submit the Board Certification form, as required by this Section.

F. The inclusion of any Findings or a Going Concern Uncertainty, as defined by Chapter 200, Subpart F, of Title 2 of the Code of Federal Regulations and GAAS, in a Grantee’s audit requires the creation and submission to the City of a corrective action plan formally approved by the Grantee’s governing board.

The plan must be submitted to the City within 60 days after the audit is submitted to the City. Failure to submit an adequate plan to the City may result in the immediate suspension of funding. If adequate improvement related to the audit findings is not documented within a reasonable period of time, the City may provide additional technical assistance, refer the Agreement to the City Auditor for analysis, or move to terminate the Agreement as specified in Section 5 of the Agreement.

G. The expiration or termination of…