Rev. 3/2026- Services

Request for Proposal No. EDA127-EDA-6540 Property Management Services for Homekey

Housing Project

San Bernardino County Community Development and Housing Department

670 E. Gilbert Street, 2nd Floor San Bernardino, CA 92415-0043

9/28/2026

Community Development and Housing Department

Request for Proposal Property Management for

Homekey Housing Development

No. EDA127-EDA-6540

I. INTRODUCTION

A. Purpose The San Bernardino County Community Development and Housing Department (County) is seeking Proposals from qualified property management companies to provide property management services with demonstrated experience managing permanent supportive housing, Homekey housing, affordable housing, or other service-enriched housing for formerly homeless individuals, including residents with behavioral health needs, mental health conditions, disabilities, trauma histories, and other complex housing-stability needs.

The selected Contractor shall manage all aspects of property management for the entire facility, including daily operations, leasing, rent collection, resident-facing administration, maintenance coordination, vendor management, safety and security coordination, compliance monitoring, financial reporting, unit turnover, inspections, lease enforcement, emergency response, and coordination with the County, the San Bernardino County Department of Behavioral Health, and County-designated supportive service providers.

B. RFP Contact

All correspondence, including questions (not bid questions), must be submitted to the person identified below (RFP Contact):

San Bernardino County Community Development and Housing Department Attn: Ariel Bishop-Williams 670 E. Gilbert Street, 2nd Floor San Bernardino, CA 92415-0043 Ariel.Bishop-Williams@cdh.sbcounty.gov

Proposals will not be accepted by email or facsimile. Proposals must be submitted electronically through the County Electronic Procurement Network (ePro). The completed and signed proposal must be received by the Deadline for Proposals specified in Section II – Proposal Timeline. All Proposers must register with the ePro system prior to the date and time to submit the proposal or they will be disqualified.

C. Reserved

D. Contract Term Services to be provided under this Request for Proposals (RFP) are outlined under Section V, Scope of Work. The Contract period will be for a maximum of three years, with two one-year extension options.

E. Location of Services Location(s) where Services are to be provided, completed and managed is at 450 North G Street, San Bernardino, CA (the “Property”).

F. Assistance to Proposers with a Disability

Proposers with a disability may request accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the RFP Contact no later than ten (10) days prior to the Deadline for Proposals.

II. PROPOSAL TIMELINE

Release of RFP Monday, September 28, 2026 Mandatory Proposal Conference Tuesday, October 6, 2026, at 10 a.m. (PST) mailto:Ariel.Bishop-Williams@cdh.sbcounty.gov

Housing Department

Request for Proposal Property Management for

Homekey Housing Development

Deadline for Submission of Questions Friday, October 9, 2026, by noon (PST) Deadline for Proposals Monday, October 26, 2026, by 4 p.m. (PST) Date for Tentative Contract Award November 2026

Proposal Conference:

A mandatory Proposal Conference will be held virtually:

Tuesday, October 6, 2026, at 10 a.m. (PST) https://teams.microsoft.com/meet/241726204518013?p=h7ReJu1rePULa5nfu4 Meeting ID: 241 726 204 518 013 Passcode: pp6jB7cX

Attendance at the virtual conference is mandatory. No Proposal will be accepted from any Proposer who fails to attend the Proposal Conference.

Questions regarding the contents of this RFP must be submitted in writing in ePro on or before the Deadline for Submission of Questions. All questions will be answered, and both the question and answer will be posted as an Addendum to the RFP in ePro.

III. DEFINITIONS

Capitalized terms used in this RFP shall have the meanings given to them in the RFP and as defined below:

30% AMI Household: means a household whose Adjusted Income does not exceed 30% of Area Median Income.

Adjusted Income: means with respect to the household occupying a unit, the income from all persons in the household including nonrelated individuals, calculated using the methods to calculate income adopted by the California Department of Housing and Community Development in accordance with the Homekey Program.

Area Median Income or AMI: means the median gross yearly income, adjusted for the actual number of persons in the applicable household, in the City of San Bernardino, California, as published from time to time by the United States Department of Housing and Urban Development.

At Risk of Homelessness: means an individual or household that is at risk of homelessness, as defined in Part 578.3 of Title 24 of the Code of Federal Regulations. A household that is At Risk of Homelessness must qualify as a 30% AMI Household in order to be income-eligible for a unit at the Property.

Board: The San Bernardino County Board of Supervisors.

Contract: The Contract between the County and the Proposer resulting from the award issued pursuant to this RFP to the successful Proposer.

Contractor: Any individual, company, firm, corporation, partnership or other organization to whom a contract award is made by the County.

Coordinated Entry System (CES): The standardized, community-wide process used to assess, prioritize, and refer individuals and families experiencing homelessness to available housing and supportive service resources based on vulnerability, needs, and eligibility.

Declaration of Restrictive Covenants: The Homekey regulatory agreement recorded against the Property on March 10, 2026 that governs the use of the Property.

https://teams.microsoft.com/meet/241726204518013?p=h7ReJu1rePULa5nfu4

Housing Department

Request for Proposal Property Management for

Homekey Housing Development

San Bernardino County Department of Behavioral Health (DBH): Provides mental health and substance use disorder prevention, treatment, recovery, and supportive services to County residents. DBH partners with other County departments and community organizations to deliver behavioral health services that promote wellness, recovery, housing stability, and community integration for individuals with behavioral health needs.

Facilitator: A County Purchasing Department buyer or designated individual tasked with managing the processes of the evaluation panel.

HOME Investment Partnerships American Rescue Plan Program (HOME_ARP): A federal program administered by the U.S. Department of Housing and Urban Development (HUD) that provides funding to assist qualifying populations, including individuals and families experiencing homelessness, at risk of homelessness, or in other qualifying populations, through eligible housing and supportive housing activities.

Homeless: means individuals and families who are experiencing homelessness, as defined in Part 578.3 of Title 24 of the Code of Federal Regulations. A household that is Homeless must qualify as a 30% AMI Household in order to be income-eligible for a unit at the Property.

Homeless Housing, Assistance and Prevention (HHAP): A State of California grant program that provides flexible funding to local jurisdictions to support regional coordination and expand housing, outreach, prevention, shelter, and supportive services for individuals experiencing homelessness.

Homekey: a California Department of Housing and Community Development (HCD) program that provides grant funding to local governments and eligible entities to acquire, rehabilitate, or construct housing for individuals and families experiencing or at risk of homelessness. The program emphasizes rapid development of permanent and interim housing paired with supportive services.

Housing First: An evidence-based approach to addressing homelessness that prioritizes providing individuals with immediate access to permanent housing without preconditions such as sobriety, treatment participation, or income requirements. Once housed, residents are offered voluntary supportive services to promote housing stability, health, and self-sufficiency.

Permanent Housing: means housing where the landlord does not limit the tenant’s length of stay or restrict the tenant’s movements and where the tenant has a lease and is subject to the rights and responsibilities of tenancy pursuant to California Civil Code section 1940.

Permanent Supportive Housing (PSH): Permanent housing in which housing assistance (e.g., long-term leasing or rental assistance) and supportive services are provided to assist households with at least one member (adult or child) with a disability in achieving housing stability.

Proposal: The offer to provide specific goods or services at specified prices and/or other conditions specified in the RFP.

Proposer: The vendor responding to this RFP who submits a proposal for a contract.

Purchasing Agent: The Director of the County Purchasing Department.

Request for Proposal (RFP): The request for an offer from Proposers interested in providing the identified services sought to be procured by the County. The RFP specifies the evaluation factors to be used and contains or incorporates by reference contractual terms and conditions applicable to the procurement.

Services: The requested services described in this RFP.

Housing Department

Request for Proposal Property Management for

Homekey Housing Development

Supportive Services: means social, health, educational, income support, employment, and housing stability services and benefits; coordination of community building and education activities; individualized needs assessment and case management; and individualized assistance with obtaining services and benefits.

Subcontractor: An individual, company, firm, corporation, partnership or other organization, not in the employment of or owned by Contractor who is performing services on behalf of Contractor under the Contract or under a separate contract with or on behalf of Contractor.

IV. PROPOSAL CONDITIONS

A. Authorized Signatures

All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the

RFP.

B. Term of Offer

Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months after the Proposal submission.

C. Required Review Proposers should carefully review this RFP for defects and questionable or objectionable material.

Comments from Proposers concerning defects and objectionable material in this RFP must be made in writing and received by the RFP contact prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

This will allow issuance of any necessary amendments or addendums to the RFP. It will also help prevent the opening of a defective RFP and exposure of Proposals upon which an award could not be made.

Protests based on any omission or error, or on the content of this RFP, may be disallowed if not submitted in writing to the attention of the RFP Contact, prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

D. Incurred Costs

The County is not obligated to pay any costs incurred by Proposer in the preparation of a Proposal in response to this RFP. Proposers agree that all costs incurred in developing a Proposal are the Proposer’s responsibility.

E. Amendments/Addendums to RFP The County reserves the right to issue amendments or addendums to this RFP if the County considers that changes are necessary or additional information is needed.

Changes to a Proposal or withdrawal of a Proposal will only be allowed if a request is received prior to the Deadline for Proposals. No amendments or withdrawals will be accepted after the Deadline for Proposals.

F. Best Value Evaluation As established in this RFP, the County realizes that criteria other than price are important and will award contract(s) based on the Proposal that best meets the needs of the County. The County seeks the optimal combination of quality, price, and various qualitative elements of the required Services that will provide the County the greatest or best value for its money.

G. Right of Rejection Offers must comply with all of the terms of the RFP, and all applicable local, state, and federal laws, codes, and regulations. The County may reject as non-responsive any Proposal that does not comply with all of the material and substantial terms, conditions, and performance requirements of the RFP.

Further, the County may reject a proposal from any entity that is a parent, affiliate, or subsidiary, or that

Housing Department

Request for Proposal Property Management for

Homekey Housing Development is under common ownership, control, or management with any other entity submitting a Proposal in response to this RFP.

A Proposer may not qualify the Proposal nor restrict the rights of the County. If Proposer does so, the Proposal may be determined to be a non-responsive counter-offer and the Proposal may be rejected.

No Proposal shall be rejected, however, if it contains a minor irregularity, defect or variation. If the irregularity, defect or variation is considered by the County to be immaterial or inconsequential, the County may choose to accept the Proposal.

Minor irregularities may be waived by the Purchasing Agent when they are any of the following:

1. Do not affect responsiveness;

2. Are merely a matter of form or format;

3. Do not change the relative standing or otherwise prejudice other offers;

4. Do not change the meaning or scope of the RFP;

5. Are trivial, negligible, or immaterial in nature;

6. Do not reflect a material change in the work; or

7. Do not constitute a substantial reservation against a requirement or provision.

In such cases the Proposer will be notified of the deficiency in the Proposal and given an opportunity to correct the irregularity, defect or variation or the County may elect to waive the deficiency and accept the Proposal. The decision to provide a waiver shall in no way modify or compromise the overall purpose of the submittal, nor excuse the Proposer from compliance with all requirements if awarded a Contract.

This RFP does not commit the County to award a contract. The County reserves the right to reject any or all Proposals if it is in the best interest of the County to do so. The County also reserves the right to terminate this RFP process at any time.

H. Reserved

I. Clarification of Offers

In order to determine if a Proposal is reasonably susceptible for award, communications by the Facilitator for the evaluation panel are permitted with a Proposer to clarify uncertainties or eliminate confusion concerning the contents of a Proposal. Clarifications may not result in a material or substantive change to the Proposal. The evaluation by the panel may be adjusted as a result of a clarification under this section.

J. Public Records Act All Proposals and other material submitted become the property of the County and are subject to release according to the California Public Records Act (Government Code § 7920.000). All Proposal information, including cost information, will be held in confidence during the evaluation and negotiation process.

Thereafter, Proposals are subject to becoming a non-exempt public record.

If a Proposer believes that any portion of its Proposal is exempt from public disclosure, it must indicate the specific portions believed to be confidential and not subject to disclosure on Attachment I - Public Records Act Exemptions. The Proposer also must include a brief description that sets out the reasons for exemption from disclosure. Each stated exemption must include a citation to supporting legal authority, including statutory authority or case law, to support exemption from the Public Records Act. Requested exemptions that do not meet the requirements of this section will not be considered.

The County will use reasonable means to ensure that such information is safeguarded, but will not be held liable for inadvertent disclosure of the information. Proposals marked “Confidential” in their entirety will not be honored, and the County might not deny public disclosure of any portion of Proposals so marked.

Housing Department

Request for Proposal Property Management for

Homekey Housing Development

By submitting a Proposal with portions identified in Attachment I as “Confidential,” Proposer represents that it has a good faith belief that such portions are exempt from disclosure under the California Public Records Act. Proposer may be requested to obtain legal protection from disclosure should a Public Records Act request be received. In the event the County does not disclose the information marked “Confidential,” Proposer agrees to reimburse the County for, and to indemnify, defend (with counsel approved by County) and hold harmless the County, its officers, employees, agents, and volunteers from and against any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs and expenses, including without limitation, attorneys’ fees, expenses and court costs of any nature arising from or relating to the County’s non-disclosure of any such designated portions of a Proposal.

K. Employment of Former County Officials Information must be provided in Attachment G regarding former County Administrative Officials (as defined below) who are employed by or represent Proposer. The information provided must include a list of former County Administrative Officials who terminated County employment within the last five years and who are now officers, principals, partners, associates or members of Proposer and should also include the employment and/or representative capacity and the dates these individuals began employment with or representation of Proposer. For purposes of this section, “County Administrative Official” is defined as a member of the Board of Supervisors or such member’s staff, Chief Executive Officer or member of such officer’s staff, County department or group head, assistant department or group head, or any employee in the Exempt Group, Management Unit or Safety Management Unit.

Failure to provide this information may result in the Proposal being deemed non-responsive.

L. Iran Contracting Act of 2010 In accordance with Public Contract Code section 2204(a), the Proposer certifies upon submission that the Proposer signing the Proposal is not identified on a list created pursuant to subdivision (b) of Public Contract Code section 2203 (https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement- Division-Resources-List-Folder/List-of-Ineligible-Businesses)as a person (as defined in Public Contract Code section 2202(e)) engaging in investment activities in Iran described in subdivision (a) of Public Contract Code section 2202.5, or as a person described in subdivision (b) of Public Contract Code section 2202.5, as applicable.

Proposers are cautioned that making a false certification may subject the Proposer to civil penalties, termination of an existing contract, and ineligibility to bid on a contract for a period of three (3) years in accordance with Public Contract Code section 2205. Proposer agrees that signing the Proposal shall constitute signature of this Certification.

M. Disclosure of Criminal and Civil Proceedings The County reserves the right to request the information described herein from the Proposer selected for Contract award. Failure to provide the information may result in a disqualification from the selection process and no award of Contract to the Proposer. The County also reserves the right to obtain the requested information by way of a background check performed by an investigative firm. The selected Proposer may also be asked to provide information to clarify initial responses. Negative information provided or discovered may result in disqualification from the selection process and no award of Contract.

The selected Proposer may be asked whether the firm, or any of its partners, principals, members, associates or key employees (as that term is defined herein), within the last ten years, has been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense arising directly or indirectly from the conduct of the firm’s business, or whether the firm, or any of it partners, principals, members, associates or key employees, has within the last ten years, been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense involving financial misconduct or fraud. If the response is affirmative, the Proposer will be asked to describe any such indictments or charges (and the status thereof), convictions and the surrounding circumstances in detail.

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses

Housing Department

Request for Proposal Property Management for

Homekey Housing Development

In addition, the selected Proposer may also be asked to disclose whether the firm, or any of its partners, principals, members, associates or key employees, within the last ten years, has been the subject of legal proceedings as defined herein arising directly from the provision of services by the firm or those individuals. “Legal proceedings” means any civil actions filed in a court of competent jurisdiction, or any matters filed by an administrative or regulatory body with jurisdiction over the firm or the individuals. If the response is affirmative, the Proposer will be asked to describe any such legal proceedings (and the status and disposition thereof) and the surrounding circumstances in detail.

For purposes of this provision, “key employees” includes any individuals providing direct service to the County. “Key employees” do not include clerical personnel providing service at the firm’s offices or locations.

N. Debarment and Suspension; California Secretary of State Business Entity Registration.

Proposer certifies in Attachment D that neither it nor its principals or subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (See Attachment D and the following United States General Services Administration’s System for Award Management website https://www.sam.gov). Proposer also certifies in Attachment D that if it or any of the subcontractors listed in the Proposal are business entities that must be registered with the California Secretary of State, they are registered and in good standing with the Secretary of State.

O. Unsatisfactory Performance Proposer affirms that it has no record of unsatisfactory performance with the County in the twenty-four

(24) month period immediately preceding the date of issuance of this RFP.

P. Final Authority The final authority to award a contract(s) as a result of this RFP rests solely with the County Board of Supervisors, or as delegated by the Board of Supervisors.

Q. Reserved

V. SCOPE OF WORK

A. BACKGROUND INFORMATION

The County acquired 450 North G Street in the City of San Bernardino (Property) with 76 units as part of its ongoing efforts to expand interim and permanent housing opportunities for individuals experiencing or at risk of homelessness. The Property was originally developed through California’s Homekey Program and serves persons with disabilities and other vulnerable populations requiring stable housing and supportive services.

The Property represents a critical component of the County’s broader homelessness response system and commitment to preserving deeply affordable housing opportunities through safe, dignified, and service-enriched environments. The County intends to stabilize operations, improve property conditions, maintain compliance with all applicable funding and regulatory requirements, and implement a long-term rehabilitation strategy for the Property while minimizing disruption to residents.

The County is seeking proposals from qualified and experienced property management firms to provide comprehensive property management, operational oversight, maintenance coordination, compliance monitoring, and resident-facing administrative services for the Property. The selected firm shall work collaboratively with County staff, service providers, residents, contractors, and other stakeholders to ensure the Property remains safe, compliant, financially accountable, and responsive to resident needs.

https://www.sam.gov/

Housing Department

Request for Proposal Property Management for

Homekey Housing Development

Contractor shall be responsible for comprehensive property management of the entire facility, including all residential units, common areas, community spaces, laundry areas, parking areas, outdoor areas, building systems, security systems, vendor-managed areas, and other areas necessary for safe and effective operation of the Property.

Contractor shall coordinate with the San Bernardino County Department of Behavioral Health, County-designated supportive service providers, to support resident housing stability, lease compliance, crisis prevention, and successful tenancy.

Contractor shall maintain clear role boundaries between property management and supportive services.

Contractor is not expected to provide clinical or case management services unless separately licensed and contracted to do so; however, Contractor shall communicate and coordinate with service providers regarding resident engagement, lease-up, reasonable accommodations, housing-retention interventions, behavioral incidents, de-escalation efforts, service referrals, critical incidents, and resident-stabilization strategies, consistent with privacy and confidentiality requirements.

The selected property management company will be expected to operate the Property in accordance with Housing First principles, applicable fair housing laws, the Declaration of Restrictive Covenants, Coordinated Entry System requirements where applicable, and all federal, state, and local requirements governing affordable and supportive housing operations including but not limited to the Homekey program, the Multifamily Housing Program (Chapter 6.7 (commencing with Section 50675) of Part 2 of Division 31 of the Health and Safety Code) and the Multifamily Housing Program Final Guidelines dated June 19, 2019, and the Uniform Multifamily Regulations (Cal. Code Regs., tit. 25 § 8300 et seq.), all as amended from time to time.

The Property has been supported through a combination of federal, state, and local funding sources, including, but not limited to, the State of California Homekey Program, HOME Investment Partnerships American Rescue Plan Program (HOME-ARP), Permanent Local Housing Allocation (PLHA) funds, Homeless Housing, Assistance and Prevention (HHAP) funds, and other County, state, and federal resources. As such, the selected property management company will be required to maintain compliance with all applicable funding source requirements, affordability and occupancy restrictions, reporting obligations, recordkeeping requirements, and operational standards associated with the Property.

B. PROJECT DESCRIPTION

The selected property management company will be responsible for day-to-day management, operation, maintenance, compliance monitoring, and administration of the Property, including compliance with the Declaration of Restrictive Covenants, affordability requirements, tenant eligibility requirements, and applicable funding source obligations

The Property consists of approximately 76 residential units, common areas, community spaces, on-site laundry facilities, security systems, parking facilities, and outdoor areas intended to support resident occupancy and operations.

C. SERVICES

The selected property management company will be responsible for:

1. Property Operations:

a. Ensure staffing sufficient to maintain safe and effective operation of the Property, including after-hours emergency response capability.

i. At minimum, Contractor shall provide: (1) one full-time Property Manager; (2) one full-time administrative, assistant property management, or resident services position; (3) one full-time Maintenance Technician; (4) janitorial/porter staffing sufficient to provide daily cleaning and sanitation of common areas; (5) a designated qualified management staff member residing on-site; and (6) twenty-four-hour, seven-day-per-week security

Housing Department

Request for Proposal Property Management for

Homekey Housing Development coverage. Contractor shall also maintain a 24-hour on-call system for property management and maintenance emergencies.

b. Provide an on-site property management staff member who resides at the Property for the duration of the Agreement to support day-to-day operations, emergency response, and resident needs.

c. Provide timely notification to designated County staff regarding emergencies, critical incidents, life-safety issues, criminal activity, property damage, resident displacement events, or other material operational concerns affecting the Property.

d. Implement and maintain a comprehensive maintenance program.

e. Coordinate with service providers.

f. Manage unit turnover and preparation.

g. Ensure compliance with all applicable housing regulations and requirements.

h. Maintain safety and security protocols.

i. Coordinate pest control and janitorial services.

j. Coordinate routine maintenance and minor repairs necessary for the day-to-day operation of the Property, including management of approved vendors as authorized by the County. For major repairs, capital improvements, or specialized work, promptly notify the County and coordinate with the County and its Facilities Management Division. The Contractor shall not procure, authorize, or perform work exceeding the Contractor's authority without prior written County approval.

k. Provide detailed and timely accounting for all expenses incurred, including but not limited to maintaining a record of all hourly work completed by employees and vendors, bills received, and supplies ordered in connection with maintaining and operating the Property.

l. The County reserves the right to review and approve operating budgets, staffing plans, major contracts, policies, procedures, and other material operational matters related to management of the Property.

m. Permit the County, its agents, contractors, consultants, and representatives reasonable access to the Property for inspections, monitoring, rehabilitation activities, compliance reviews, and operational oversight purposes.

2. Financial Management

a. Collect and process resident rent payments

b. Calculate tenant rental portion in accordance with the Declaration of Restrictive Covenants, state and federal laws and regulations.

c. Maintain accurate financial records and provide monthly reports

d. Prepare and manage the operating budget and expenses

e. Process vendor payments

f. Contractor shall maintain, at its sole expense, all insurance coverage required under this

Agreement, including coverage applicable to the Contractor's operations, employees, and liabilities. The County shall maintain property insurance for the County-owned facility.

Contractor shall promptly notify the County of any incidents, claims, emergencies, injuries, property damage, or other material events occurring at the Property and shall cooperate with County Risk Management and applicable incident response procedures.

g. Establish a segregated bank account for operating expenses for the purpose of maintaining funds available for property management, general maintenance, payments for supplies, equipment and services associated with maintaining and operating the Property.

3. Resident Services

a. Process tenant applications, accept referrals from the Coordinated Entry System (CES) if and where required, and maintain waiting lists

b. Implement and enforce County-approved leases, house rules, and community policies in a manner consistent with the Declaration of Restrictive Covenants, the Homekey program, the Multifamily Housing Program (Chapter 6.7 (commencing with Section 50675) of Part 2 of

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Request for Proposal Property Management for

Homekey Housing Development

Division 31 of the Health and Safety Code) and the Multifamily Housing Program Final Guidelines dated June 19, 2019, and the Uniform Multifamily Regulations (Cal. Code Regs., tit. 25 § 8300 et seq.), applicable landlord-tenant laws, Housing First principles, and due process requirements.

c. Conduct move-in/move-out inspections

d. Respond to maintenance requests

e. Maintain resident files and records

f. Facilitate communication between residents and service providers

g. Ensure compliance with Fair Housing laws

h. Coordinate with County-designated supportive service providers to support housing stability, resident engagement, and retention efforts.

4. Facility Maintenance

a. Coordinate with County staff, contractors, inspectors, and consultants during ongoing rehabilitation, capital improvement, or construction activities, including resident notifications, temporary relocations, if necessary, access coordination, and unit scheduling.

b. Coordinate repairs and replacements

c. Perform routine preventive maintenance

d. Maintain building systems (HVAC, plumbing, electrical)

e. Maintain grounds maintenance and landscaping

f. Manage waste disposal and recycling programs

g. Conduct procurement activities for service contracts, staffing, supplies, and operational services in accordance with applicable laws, funding source requirements, and County-approved procurement procedures.

h. Assure that, where applicable, state prevailing wages are paid for work performed onsite based on the requirements of the applicable funding sources related to this County owned Property.

D. COMPLIANCE REQUIREMENTS

The Contractor shall ensure ongoing compliance with, including but not limited to, the following:

1. Fair Housing and Non-Discrimination Operate the Property in compliance with all applicable fair housing and non-discrimination laws, including the Fair Housing Act, California Fair Employment and Housing Act, Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973, the Unruh Civil Rights Act, and all other applicable accessibility and civil rights requirements. Contractor shall ensure equal access to housing and services and shall provide reasonable accommodations and reasonable modifications as required by law.

2. Housing First Requirements Operate the Property in a manner consistent with Housing First principles, including low-barrier access to housing, participant-centered practices, harm reduction approaches, and voluntary supportive services, as applicable under the Property’s funding and regulatory requirements.

3. Homekey, HOME_ARP, and Funding Source Compliance Maintain compliance with all applicable Homekey Program requirements, HOME-ARP requirements, the Declaration of Restrictive Covenants, affordability and occupancy restrictions, and other applicable funding source requirements associated with the Property. Contractor shall comply with the HOME-ARP Compliance Requirements, attached hereto as Exhibit C and incorporated herein by reference.

4. CES and Homeless Management Information System (HMIS) Participation Coordinate with the CES, service providers, and other County-designated partners, as applicable.

Contractor shall support documentation, reporting, and participation requirements related to HMIS and other required data systems to the extent applicable to property management responsibilities.

5. Confidentiality and Data Protection

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Request for Proposal Property Management for

Homekey Housing Development

Maintain the confidentiality of resident information and records in accordance with all applicable privacy and confidentiality laws and regulations. Contractor shall implement appropriate safeguards to protect personally identifiable information, medical information, and other sensitive resident data.

6. Violence Against Women Act (VAWA) Compliance To the extent applicable, comply with VAWA and associated protections for survivors of domestic violence, dating violence, sexual assault, and stalking, including applicable notice, transfer, confidentiality, and non-discrimination requirements.

7. Trauma-Informed and Culturally Responsive Practices Ensure property management operations, resident interactions, and staff practices are conducted using trauma-informed, culturally responsive, and de-escalation-oriented approaches appropriate for serving formerly homeless individuals and vulnerable populations.

8. Inspections and Corrective Actions Cooperate with County monitoring activities, inspections, audits, and compliance reviews.

Contractor shall promptly address and correct any identified deficiencies, violations, or findings within timelines established by the County or applicable regulatory agencies.

9. Staff Training Requirements Ensure staff receive appropriate training related to fair housing compliance, de-escalation techniques, trauma-informed care, confidentiality requirements, emergency response procedures, and other topics reasonably required by the County or applicable funding sources.

10. Community Standards and Lease Enforcement Contractor shall implement and enforce County-approved leases, house rules, and community policies in a consistent, documented, and legally compliant manner. Contractor shall document lease violations, behavioral incidents, safety concerns, and corrective actions taken, and shall coordinate with County staff and service providers regarding resident stabilization efforts, interventions, and enforcement actions when necessary.

E. PERFORMANCE STANDARDS AND REPORTING REQUIREMENTS

The selected property management contractor shall maintain operational performance standards acceptable to the County and shall provide regular reporting demonstrating compliance with such standards. The County reserves the right to establish, modify, monitor, and enforce performance expectations throughout the term of the agreement. Performance standards and reporting requirements may include, but are not limited to, the following:

1. Maintain occupancy levels consistent with the Declaration of Restrictive Covenants, Property goals and applicable funding source requirements.

2. Minimize unit vacancy periods and coordinate unit turnover activities in a timely manner.

3. Respond to emergency, urgent, and routine maintenance requests within commercially reasonable timeframes appropriate to the nature of the issue.

4. Maintain and track work orders, maintenance requests, inspections, and repair activities and provide such records to the County upon request.

5. Submit complete and accurate monthly operational and financial reports in a format approved by the County, including but not limited to occupancy status, vacancy reports, rent rolls, accounts receivable, work order logs, incident summaries, vendor expenditures, and budget-to-actual comparisons.

6. Maintain the Property in a safe, sanitary, secure, and habitable condition consistent with applicable laws, regulations, funding requirements, and County expectations.

7. Cooperate with County inspections, monitoring visits, audits, and compliance reviews and timely correct identified deficiencies.

8. Provide timely written notification to the County regarding material incidents occurring at the Property, including but not limited to emergencies, criminal activity, safety concerns, resident injuries, property damage, or other significant operational issues.

9. Develop and implement corrective action plans, as directed by the County, to address operational deficiencies, repeated performance concerns, or noncompliance issues.

Housing Department

Request for Proposal Property Management for

Homekey Housing Development

F. COUNTY RIGHTS AND OVERSIGHT

The County reserves the right to monitor Contractor performance and compliance throughout the term of the agreement. The County may conduct inspections, audits, file reviews, operational assessments, and compliance monitoring activities as reasonably necessary to ensure proper operation of the Property and compliance with the Declaration of Restrictive Covenants, applicable laws, funding requirements, and County standards.

Contractor shall cooperate with all County oversight activities and shall timely respond to County requests for records, documentation, corrective actions, operational updates, and other information related to management of the Property.

The County reserves the right to modify the scope of services, operational requirements, reporting requirements, or performance expectations as necessary to address funding source requirements, operational needs, rehabilitation activities, resident safety concerns, or changes in applicable laws and regulations.

VI. PROPOSAL SUBMISSION

A. General

1. All interested and qualified Proposers are invited to submit a Proposal for consideration. Submission of a Proposal indicates that the Proposer has read and understands the entire RFP, including all appendixes, attachments, exhibits, schedules, and addenda (as applicable) and that all concerns regarding the RFP have been resolved.

2. Proposals must be received by the designated date and time. All Proposers must register with the ePro system prior to the date and time to receive the proposal or they will be disqualified.

Late or incomplete proposals will not be accepted. Electronic response must be submitted through the San Bernardino County Electronic Procurement Network (ePro) https://epro.sbcounty.gov/bso/view/login/login.xhtml. System-related issues in ePro shall be directed to the Purchasing Department at (909) 387-2060. For procurement questions involving ePro, please contact the RFP Contact identified in Section I, Paragraph B - RFP Contact.

3. The Proposer acknowledges that its electronic signature is legally binding. Submittals in ePro will be opened from the system’s encrypted lock box after the deadline and evaluated as stated in this RFP.

4. Proposals can be withdrawn at any time prior to the scheduled Deadline for Proposals.

5. Proposals must be submitted in the format described below. Proposals are to be prepared in such a way as to provide a straightforward, concise description of capabilities to satisfy the requirements of this RFP.

6. Proposals must be completed in all respects as required in this section. A Proposal may not be considered if it is conditional or incomplete.

B. Proposal Format Responses to this RFP must be in the form of a Proposal package, which must be submitted in the following format:

1. Presentation

Format the Proposal to fit on an 8-½ x 11 sheet of paper with margins of at least ¾ inches. Text should be single spaced and font size should be no smaller than 11 point. Each page, including attachments, must be clearly and consecutively numbered.

https://epro.sbcounty.gov/bso/view/login/login.xhtml

Housing Department

Request for Proposal Property Management for

Homekey Housing Development

2. Cover Page Use Attachment A as the cover page.

This form must be fully completed and signed by an authorized officer of the Proposer.

3. Table of Contents All pages of the Proposal, including the enclosures, must be clearly and consecutively numbered and correspond to the Table of Contents.

4. Statement of Certification

Include the following on Attachment B:

a. A statement that the offer made in the Proposal is firm and binding for nine (9) months from the

Deadline for Proposals.

b. A statement that all aspects of the Proposal, including cost, have been determined independently, without consultation with any other Proposer (competitor) for the purpose of restricting competition.

c. A statement that all declarations in the Proposal and attachments are true and that this shall constitute a warranty, the falsity of which will entitle the County to pursue any remedy by law.

d. A statement that the Proposer agrees that all aspects of the RFP and the Proposal submitted shall be binding if the Proposal is selected and a Contract awarded.

e. A statement that the Proposer agrees to provide the County with any other information the County determines is necessary for an accurate determination of the Proposer’s ability to perform the Services as proposed.

f. A statement that the Proposer, if selected will comply with all applicable rules, laws and regulations.

g. A statement that the Proposer has reviewed the RFP and General Contract Terms in their entirety and have no exceptions to any requirements, terms or conditions, except as noted in Attachment H.

5. Statement of Experience and Qualifications

Include the following in this section of the Proposal:

a. Business name of the Proposer and type of legal entity such as corporation, partnership, etc. If

Proposer is a business entity that must be registered with the California Secretary of State, Proposer shall provide the County the entity number assigned to it by the Secretary of State.

b. Number of years the Proposer has been in business under the present business name, as well as related prior business names. Proposer should have a minimum of seven (7) years of experience providing property management services for multifamily, affordable, supportive, or publicly funded housing.

c. Statement that the Proposer does not have any commitments or potential commitments that may impact the Proposer’s ability to perform the Contract, if awarded.

d. Proposer shall describe its experience managing Homekey housing, permanent housing, affordable housing, interim housing, or other service-enriched housing serving formerly homeless individuals or residents with complex behavioral health, mental health, disability, or housing-stability needs.

e. Proposer shall identify comparable properties or contracts, including the number of units, resident population served, funding or regulatory requirements, length of service, scope of services performed, supportive service partners involved, and the proposer’s role in coordinating with service providers.

6. Licenses, Permits, and/or Certifications

Provide copies of all licenses, permits and/or certifications in Attachment C as required under Section X. TERMS AND CONDITIONS Paragraph A, 22.

Housing Department

Request for Proposal Property Management for

Homekey Housing Development

The Services requested under this RFP include “public works” and “maintenance” services as defined in the California Labor Code. Under Labor Code section 1725.5 Contractor must be registered with the Department of Industrial Relations (DIR) at the time Contractor submits a Proposal. Include Contractor’s DIR registration number on Attachment C and the DIR registration number of all subcontractors who may be performing “public works” and “maintenance” Services if a Contract is awarded to Proposer.

7. Financials

Provide Proposer’s Annual Report for the previous two years. Proposer must also include independently audited financial statements for the most recent completed fiscal year. If audited financial statements are not available, please provide un-audited financial statements along with a certification from the Proposer’s accountant that the information accurately reflects the Proposer’s current financial status. If the Proposer is a sole proprietorship, please provide Schedule C of the Internal Revenue Service forms as well as a certification from the owner and the accountant that the information accurately reflects the Proposer’s current financial status.

8. Project Team Organization Chart Provide an organization chart illustrating the project team, and clearly show the organization of the team and the hierarchy of the members. It must include:

a. Organizational framework for the proposed project team.

b. Company name and staff name for each role identified in the chart.

c. Resumes of key personnel, including qualifications, education and project experience

9. Proposal Description The Proposal should clearly demonstrate the Proposer’s understanding of the County’s operational, property management, compliance, and resident-support needs for the Property. At a minimum, the Proposal shall include the following:

a. A brief synopsis of the Proposer’s understanding of the County’s needs, the Property, and the population served, and how the Proposer proposes to meet those needs.

b. A detailed description of the Proposer’s approach to providing the Services identified in the Scope of Work.

c. A Property Management and Operations Plan that addresses, at a minimum:

1. Proposed staffing structure, staffing levels, roles and responsibilities, on-site coverage, and after-hours emergency response;

2. Day-to-day property management and resident administration, including leasing, occupancy, rent collection, resident files, notices, and coordination with County and service-provider staff;

3. Routine maintenance, preventive maintenance, unit turnover, work-order management, janitorial services, maintenance supplies, and coordination of routine vendors;

4. Procedures for identifying and reporting major repairs, capital needs, building-system failures, or other conditions requiring coordination with the County and Facilities Management;

5. Property safety and security operations, including coordination with security personnel and response to incidents occurring at the Property;

6. Emergency preparedness and response procedures, including after-hours incidents, life-safety events, property damage, and resident emergencies;

7. Financial management and internal controls, including rent accounting, accounts payable, vendor invoices, purchasing controls, operating expenditures, reconciliations, and financial reporting;

Housing Department

Request for Proposal Property…