Long Beach Reentry Services Program - Substance Use Treatment | RFP - HE-25-529 |

Template v11.30.23 | 1

City of

Long Beach Request for Proposals RFP - HE-25-529

Long Beach Reentry Services Program -

Substance Use Treatment

Long Beach Reentry Services Program - Substance Use

Treatment | RFP - HE-25-529 | Template v11.30.23 | 1

Overview

Summary

The City of Long Beach (City) is seeking a Qualified

Organization having a Long Beach service area and/or satellite office to provide specialized Substance Use

Treatment to engage individuals arrested for, charged with, or convicted of an offense, AND who also self-identify as having a need for substance use treatment.

Key Dates

Release Date: August 20, 2025

Optional Pre-Proposal Meeting: 4:00 PM, September

3, 2025

Questions Due to the City: 11:00 AM, September 17, Proposals Due: 11:00 AM, October 8, 2025

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

Proposal Information

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

Proposals must be submitted electronically via

LongBeachBuys.com.

Official Contact

Elisa Landeros rfppurchasing@longbeach.gov

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

mailto:rfppurchasing@longbeach.gov

Treatment | RFP - HE-25-529 | Template v11.30.23 | 2

Assistance & Resources For assistance using Long Beach Buys, please contact us directly

Customer Service Form rfppurchasing@longbeach.gov

(562) 570-6200

Additional support available for small businesses in Long Beach

BizCare

BizCare staff connect business owners and nonprofit leaders to important resources and information, such as grants, loans, technical assistance, information on City policies, and more.

562-570-4BIZ (4249)

4Biz@longbeach.gov

Request Assistance Form file:///C:/Users/casinoh/Downloads/longbeachbuys.com https://forms.office.com/Pages/ResponsePage.aspx?id=wxE_MWhCak-NO8fmUBg-eJhZqE0zY4JHucmtLMnWlxRUMzlJTVpROTNONUpZQ0tPMzVIQU5WQkk2Uy4u mailto:rfppurchasing@longbeach.gov https://longbeach.gov/economicdevelopment/business-development/bizcare-program/bizcare-request/ mailto:4Biz@longbeach.gov https://longbeach.gov/economicdevelopment/business-development/bizcare-program/bizcare-request/

Treatment | RFP - HE-25-529 | Template v11.30.23 | 3

Contents BizCare

1 The Opportunity

1.1 Project Summary

1.2 Background

1.3 Goals

1.4 Award Terms

1.5 Partnership Statement

2 Scope of Work

2.1 Description of Services

2.2 Performance Metrics & Contract Management

2.2.1 Performance Metrics

2.2.2 Contract Management

2.2.3 Contract Payment

3 How We Choose

3.1 Minimum Qualifications

3.2 Evaluation Criteria

3.3 Local Preference

4 Proposal Instructions & Content

4.1 Timelines & Instructions

4.2 Proposal Content

4.3 Narrative Proposal Template

5 Terms & Conditions

5.1 Acronyms/Definitions

5.2 Solicitation Terms & Conditions

5.3 Contract Terms & Conditions

5.4 Additional Requirements

5.5 Protest Procedures

Template v11.30.23 | 4

1 The Opportunity

1.1 Project Summary

The City is seeking to contract with a Qualified Organization to implement the Long Beach

Reentry Services Program (LBRSP) that provides substance use treatment for people affected by the criminal justice system and want specialized substance use treatment services. The Awarded Organization shall provide a variety of tailored substance use treatment such as inpatient counseling, outpatient counseling, intensive outpatient counseling, group counseling, psychosocial educational groups, Motivational Interviewing, Mutual Help Groups, Cognitive-behavioral Therapy, Family Therapy for Substance Use

Disorders, Contingency Management, Supportive Psychotherapy and medication-assisted treatment (MAT).

In addition to these required services and programs, applicants are required to subcontract with a smaller organization that will provide supplemental community-based supportive services, such as peer support, housing, life skills, employment services, case management, and legal services.

The criminal justice system faces significant challenges in ensuring the successful reintegration of formerly incarcerated individuals into society. As of recent data, nearly 70% of individuals released from prison are re-arrested within three years, and many struggle to find stable employment, housing, and mental health support. Despite the growing recognition of the need for effective reentry programs, there remains a gap in comprehensive, data-driven evaluation of these initiatives.

LBRSP is intended to be the starting point to reduce barriers for formerly incarcerated individuals in Long Beach. LBRSP will serve individuals aged 15 years and older, that live, attend school, and/or work in the City of Long Beach, and that have been arrested, charged with, or convicted of a criminal offense, AND, have a need for mental health and/or substance use treatment.

1.2 Background

In June 2020, the Long Beach City Council unanimously adopted a resolution acknowledging racism as a public health crisis in the City and adopted the Framework for Reconciliation.

Following this, the City released the initial report on the Racial Equity and Reconciliation

Initiative. The second of the initiative's four goals is to "design and invest in community safety and violence prevention." One strategy within this goal is to "increase coordinated reentry networks to support formerly incarcerated individuals and reduce recidivism." The

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Racial Reconciliation Report highlighted the need to "provide training and support for formerly incarcerated individuals.”

The Long Beach Reentry Services Program (LBRSP) is made possible by funding awarded by the California Board of State and Community Corrections (BSCC) Proposition 47 Grant

Program: Safe Neighborhoods and Schools Act. This grant’s purpose is to provide Mental

Health Services; Substance Use Disorder Treatment and Diversion Programs for People in the Criminal Justice System.

Based on findings from various sources such as the Care First, Jails Last: Health and Racial

Justice Strategies for Safer Communities report, and the Reentry Community Listening

Session report, five gaps and recommendations for Reentry Services in Long Beach were identified. The five recommendations for supporting formerly incarcerated community members were:

1) Create a network of Reentry Service providers;

2) Create a "one-stop shop" facility where justice-impacted individuals can receive supportive services free of charge;

3) Provide mental health services;

4) Provide employment services; and,

5) Provide housing services.

Individuals impacted by the justice system—particularly those returning to the community after incarceration—experience disproportionately high rates of substance use disorders

(SUDs), often rooted in systemic inequities, intergenerational trauma, and untreated mental health needs. There is a clear and urgent need to expand community-based, voluntary substance use treatment services that reduce justice system involvement, support successful reentry, and promote long-term recovery. Such services should integrate harm reduction strategies, medication-assisted treatment, peer support, and wraparound care to address the full spectrum of needs among justice-involved individuals.

The LBRSP seeks a comprehensive approach that would include supportive services in addition to substance use treatment. After incarceration, individuals in need of substance use treatment may face significant barriers to reintegration, such as difficulty finding employment, housing, and accessing healthcare. Substance use treatment is needed for reintegration programs to help individuals adjust to life after incarceration, manage their conditions, and reduce the likelihood of re-offending. This can include inpatient, outpatient, intensive outpatient, and medication-assisted treatment (MAT).

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1.3 Goals

The Awarded Organization shall work to achieve the following goal and objectives:

Goal 1: Enhance and increase coordination of substance use treatment and supportive services for justice-involved individuals in Long Beach.

Objectives:

A. By March 2028, the selected provider shall enroll 100 justice-involved individuals a year in a full continuum of evidence-based substance use treatment services including, but not limited to clinical assessments, medically supervised detoxification

(if applicable), outpatient and intensive outpatient programs, medication-assisted treatment (MAT) and residential or inpatient care.

B. By March 2028, 80% of clients who complete core services will report an increase in coping skills to manage their substance use issues.

C. By March 2028, at least 80% of clients served will not recidivate.

Goal 2: Promote Culturally Affirming, Trauma-Informed, and Person-Centered Care

Objective: Service delivery must be responsive to the cultural, linguistic, and trauma histories of justice-involved populations, emphasizing individualized treatment planning and support.

Goal 3: Integrate Recovery Support Services and Wraparound Care

Objective: In addition to clinical treatment, the provider shall offer or coordinate access to non-clinical recovery supports that address the social determinants of health, enhance stability, and reduce relapse and recidivism among justice-involved individuals.

1.4 Award Terms

This contract will be for a period of three years with the option to renew for two additional one-year periods, with a funding amount of up to $1,201,075.

The Awarded Contractor selected for this RFP, Long Beach Reentry Services Program

Substance Use Treatment, will be ineligible for award for the six other LBRSP RFPs.

1.5 Partnership Statement

The City recognizes the importance of community engagement and development in making local government effective and responsive to the people it serves. As part of our commitment to health equity, we are dedicated to fostering enduring partnerships with organizations from the local community. As a contracted agency, in addition to contracted requirements, your organization commits to the following, with the intention of sustaining

Template v11.30.23 | 7 and maintaining productive and collaborative relationships with both the Long Beach

Department of Health and Human Services (Health Department) and other organizations within the community:

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

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

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

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

2 Scope of Work

2.1 Description of Services

The Awarded Organization shall engage program participants in substance use treatment that is rooted in evidence-based practice and recovery services, implement harm reduction strategies, provide support for co-occurring mental health disorders, ensuring culturally sensitive and trauma-informed approaches to treatment. Substance use treatment provided shall incorporate a variety of treatment modalities (e.g., individual and/or group counseling, individual and/or group therapy, family therapy, medication-assisted treatment) and shall be in alignment with the treatment plan developed by the program participant and substance use provider during the initial assessment.

Treatment plans shall be continuously reviewed and adjusted as necessary in collaboration with the client. All case notes and client contacts will be documented in the Unite US platform and will be regularly audited by the Health Department.

The Awarded Organization shall provide culturally sensitive and affirming substance use treatment by certified professionals. The Awarded Organization shall provide individual and/or group counseling and/or therapy, harm reduction strategies, medication-assisted treatment, peer support, and wraparound care. The Awarded Organization shall not place an undue burden on program participants by making referrals for related supportive services that are not within Long Beach, unless the participant clearly states that they can make the commute, or the service will be offered virtually.

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Substance use treatment shall include evidence-based modalities tailored to the clients’ needs. The Awarded Organization must document active efforts to regularly engage clients in services. The Awarded Organization shall deliver treatment services that are developmentally and age-appropriate, addressing the distinct needs of both youth and adults.

Eligible Services or Activities

• Screening and Assessments

• Individualized treatment plan

• Detoxification

• Individual, Group and Family counseling

• Inpatient, Residential or Outpatient Treatment

• Medication-Assisted Treatment (MAT)

• Behavioral Therapies

• Motivational Interviewing

• Contingency Management

• Peer Support

• Relapse Prevention Programming

• Holistic and Alternative therapies

Trauma-Informed Care

The Awarded Organization must incorporate trauma-informed care into their services, which requires that every part of the program’s design and operation be approached with an understanding of trauma and the impact it has on those receiving services. The Awarded

Organization must treat every individual according to their unique traits, needs, strengths, risk factors, and engagement style, and will ensure staff and volunteers are trained to respond to individuals in a way that accounts for each individual’s history, needs, and characteristics.

Cultural Humility and Affirming Services

The Awarded Organization must consider cultural and linguistic factors in addressing the needs of populations to be served. Subpopulation identities may include, but are not limited to race, ethnicity, gender identity, sexual orientation, economic class, age, family status, spoken and understood, abilities, living situation, etc. The Awarded Organization must demonstrate the capacity to work with diverse populations (i.e., youth, lesbian, gay, bisexual, transgender and queer - LGBTQ+, individuals living with special abilities, victims

Template v11.30.23 | 9 of domestic violence, victims of human trafficking, etc.). Communications and services must be responsive to the individual’s cultural context and socioeconomic identities.

Subcontracted Supportive Services

The Awarded Organization will be required to subcontract 30% of the total funds to small

Community Based Organizations (CBOs) to provide additional supportive services.

Examples of subcontracted supportive services may include, but are not limited to: case management, life skills, peer support specialist, restorative justice, housing related support, health, education, legal, social, and employment and job skills services. A “small and mid-size" organization will include an organization with 10 or less employees.

Eligible Population

Individuals aged 15 years and older, that live, attend school, and/or work in the City of Long

Beach, and that have been arrested, charged with, or convicted of a criminal offense, AND have a history of substance use or mental health issues.

Contract Deliverables

• By March 2028, enroll at least 100 clients per year in substance use treatment and/ or supportive services.

• By March 2028, 80% of clients who complete substance use services will report an increase in coping skills to manage their substance use issues.

• By March 2028, at least 80% of clients served will not recidivate.

2.2 Performance Metrics & Contract Management

2.2.1 Performance Metrics

The table below highlights the targets that will be tracked and reviewed collaboratively with the Awarded Contractor during the contract. This list is an indication of the performance metrics of interest to the City and is not exhaustive or final. As a part of a response to this

RFP, Proposers may propose additional or alternative performance metrics to be tracked on a regular basis. The final set of performance metrics and frequency of collection will be negotiated by the successful Proposer and the City prior to the finalization of an agreement between parties, and may be adjusted over time as needed.

METRIC DESCRIPTION TARGET DATA SOURCE

1. Number of clients enrolled

Number of clients enrolled in quarter

100 per year Reentry Substance

Use Treatment

Provider and

Subcontractors

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2. Client demographic information

Each age, race/ethnicity, sexual orientation and gender identity, and zip code

For all clients enrolled

Reentry Substance

Use Treatment

Provider and

Subcontractors

3. Services

Provided

The total number of services provided to each client, including which type of services client participated in (ex:

mental health, substance use treatment, diversion, employment, education, legal, tattoo removal, case management, basic needs)

For all clients enrolled

Reentry Substance

Use Treatment

Provider and

Subcontractors

4. Increased coping skills

Number of clients who reported increased coping skills

80% of clients who complete services will report an increase in coping skills to manage their substance use

Reentry Substance

Use Treatment

Provider and

Subcontractors

5. Basic needs secured

Number of clients who were connected to basic needs, including type of resource each client was connected to

Report % of clients who secured basic needs

Reentry Substance

Use Treatment

Provider and

Subcontractors

6. Employment attainment

Number of clients who obtained employment

Report % of clients who attained employment

Reentry Substance

Use Treatment

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7. Educational attainment

Number of clients who achieved educational goal or job training certification

Report % of clients who achieved educational goal or job training certification

Reentry Substance

Use Treatment

Provider and

Subcontractors

8. Housing

Placement

Number of clients who were placed in housing

Report % of clients who were placed in housing

Reentry Substance

Use Treatment

Provider and

Subcontractors

9. Awareness of impacts of crime and substance misuse

Number of clients who report understanding of the long-term impacts of crime and/or substance misuse

Report % of clients who understand long-term impacts of crime and substance misuse

Reentry Substance

Use Treatment

Provider and

Subcontractors

10. Client satisfaction survey

Collect optional client satisfaction survey provided by the Health

Department

From at least 50% of clients enrolled

Reentry Substance

Use Treatment

Provider and

Subcontractors

11. Outreach & engagement activities

Number of outreach and engagement activities facilitated

Report number of outreach and engagement activities facilitated

Reentry Substance

Use Treatment

2.2.2 Contract Management

Communication and Management

The awarded organization shall provide a quarterly performance report to the City that includes agreed-upon data points. The Awarded Organization shall work closely with the

Human Dignity Manager, the Reentry Coordinator Reentry Specialist, ans Subcontractors to detail a user journey experience to better understand and strengthen the reentry landscape in Long Beach.

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Additional Requirements

1. Programmatic reporting

a. The Awarded Organization shall collaborate with the City to identify data points to be collected quarterly, such as the number of program participants currently enrolled in substance use services, the modality of treatment, and the frequency of sessions.

b. The Awarded Organization will be required to enter client and case status data into the Unite Us data portal.

2. Financial reporting

a. Monthly or quarterly itemized invoices for services provided to date

b. Time and effort reports for all personnel

c. Awarded organizations may be required to provide receipts and reports showing actual expenses totaling what is billed on an itemized invoice. Required documentation may include:

i. Hourly rate * hours worked for all personnel or salary * %FTE

ii. Fringe and benefits paid via Payroll Summary Report

iii. Itemized receipts for purchases made

iv. Copies of invoices and proof of payment for subcontractors

3. The Awarded Organization will be required to attend monthly and quarterly grantee meetings with Health Department staff and Prop 47 Advisory Committee

4. The Awarded Organization will be required to meet, as needed, and comply with data sharing requests by the selected Program Evaluator

5. Attend grantee orientation meetings

6. Utilize the Unite Us Platform for documentation of client contacts and storage of related documentation (assessments, intake documents, confidentiality forms, etc.) Unite US

Platform is free for NGO’s and training's will be offered as needed.

2.2.3 Contract Payment

The City of Long Beach issues payment based upon services rendered. After a contract is finalized and work is performed, the Contractor should invoice the City. The City will remit payment within 30 calendar days of being billed. The frequency of invoicing is to be quarterly, upon receipt of quarterly report.

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3 How We Choose

3.1 Minimum Qualifications

Minimum Requirements of the Grant

• Have been duly organized, in existence, and in good standing for at least six months prior to the effective date of its Proposition 47 Grant Agreement with the BSCC or with the start date of the grantee’s subcontract agreement;

o Non-governmental entities that have recently reorganized or have merged with other qualified non-governmental entities that were in existence prior to the six month date are also eligible, provided all necessary agreements have been executed and filed with the California Secretary of State prior to the start date of the Grant Agreement with the BSCC or the start date of the grantee’s subcontract agreement;

• Be registered with the California Secretary of State’s Office, if applicable;

• Be registered with the California Office of the Attorney General, Registry of Charitable

Trusts, if applicable;

• Have a valid Employer Identification Number (EIN) or Taxpayer ID (if sole proprietorship);

• Have a valid business license, if applicable;

• Have no outstanding civil judgments or liens; and

• Have any other state or local licenses or certifications necessary to provide the services requested (e.g., facility licensing by the Department of Health Care Services), if applicable.

Minimum Qualifications

• Qualified to conduct business in the City of Long Beach

• Not having been debarred by Federal, State or local government

• At least three years’ experience serving and working with the reentry population

• Licensed by the California Department of Health Care Services (DHCS) to provide substance use disorder treatment services

• Shall subcontract with one or more non-governmental, small to mid-size community-based organizations for a minimum of 30% of the total contract amount to demonstrate a shared partnership rooted in community engagement and economic equity

• Shall provide a variety of evidence-based substance use treatment modalities

(individual and/or group counseling and/or therapy, harm reduction strategies, Template v11.30.23 | 14 medication-assisted treatment, peer support, and wraparound care), tailored to fit the diverse needs and experiences of each client

• Knowledge and experience of trauma, healing, and resiliency informed cultural competency approaches and services

• A minimum of three years of community partnerships and the ability and experience to work with diverse stakeholder groups

• Have an established office or the ability to offer services in the City of Long Beach

• Ability and capacity to serve clients in the following languages: Spanish, Khmer, Tagalog

• Deliver services, quarterly reports and invoices on time and within budget

Desired Qualifications

• Have an existing relationship and/or referral process to coordinate directly with LA

County Office of Probation, the LA County Office of Parole, Long Beach City

Prosecutor, Long Beach Police Department and any other County or City offices providing services to the reentry community

• Ability to keep records, respond to audit requests, and regularly self-report on contract performance

• Ability to collect and handle data including Personal Identifiable Information (PII) securely in compliance with Federal protections

• Be financially stable and have the capacity to manage and scale services

• Proven ability to deliver evidence-based modalities such as Cognitive Behavioral

Therapy (CBT), Motivational Interviewing (MI), Trauma-Informed Care, Contingency

Management, and Medication-Assisted Treatment (MAT).

• Demonstrated experience providing treatment to adults who are currently or formerly incarcerated, on probation/parole, or diverted through court systems.

3.2 Evaluation Criteria

Proposals shall be consistently evaluated based upon the following criteria:

CRITERIA Weight

1. Organizational Capacity & Experience

• Meet the minimum qualifications of this RFP

• Successful experience performing activities related to those listed in this RFP

• Capacity and qualifications of staff to meet the performance outcomes

• Previous success in similar engagements and programs

30%

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2. Method of Approach

• Creation of effective program plan to ensure implementation timeline alignment

• Demonstrates access to and knowledge of priority population.

• Commitment to and impact on racial and health equity in the proposed project and through previous work

• Representation of priority population in organization’s leadership.

• Experience collaborating with and willingness to partner with other groups to reach goals

• Plan includes meaningful and intentional outreach engagement with community stakeholders

30%

3. Communications & Reporting

• Ability to maintain, input and update client data and findings into selected formats for consumption by a broad range of stakeholders

• Project is actionable, connected to the organizational mission, provides a theory of change, and key resources are identified to achieve goals including language access plans

• Implementation focuses on priority populations and/or in key communities.

• Ability to provide data and preliminary evaluations on a regular basis throughout the contract period

• Ability to participate in mandatory monthly and quarterly grantee meetings and provide a primary point of contact

• Participate in selected system to track progress of the project and report programmatic outcomes

20%

4. Reasonableness of Cost

• Feasibility, reasonableness, and optimization of the proposed budget 10%

5. Commitment to Racial Equity

• Experience working with diverse populations and communities, and how this program is connected to racial equity goals and the work of your organization

• Work that your organization has undergone to improve racial equity.

• Number of people with lived experiences and individuals from racially diverse populations engaged in your organization’s planning and decision-making processes

• Policies or practices in place that ensure the experiences of racially diverse communities are represented in your organizational infrastructure

10%

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3.3 Local Preference

• The City shall apply five extra credit percentage points to all local businesses operating a home-based, residential business.

• The City shall apply ten extra credit percentage points to all local businesses operating a non-residential, commercial, brick-and-mortar business.

• Local business shall mean a business which maintains its principal place of business in a fixed office/place of business with the City of Long Beach, possesses a current

City of Long Beach business license and sellers permit if applicable.

• For a business to be eligible to claim preference, the business MUST request the preference in the solicitation response (see Attachment C) and provide a copy of its current business license and seller’s permit if applicable.

• The local preference does not apply to solicitations that are funded in full or in part by tidelands funds. The local preference may not apply to solicitations that are funded in full or in part by certain grant, federal or State of California funds.

4 Proposal Instructions & Content

4.1 Timelines & Instructions

MILESTONE

TIME

(PACIFIC) &

DATE LOCATION / ADDITIONAL INFORMATION

Release date August 20, Optional Pre-Proposal

Meeting

4:00 PM,

September

3, 2025

Microsoft Teams Need help?

Join the meeting now

Meeting ID: 240 027 802 620 9

Passcode: 7Db7oJ7p

Dial in by phone

+1 213-279-1690,,520097355# United States, Los

Angeles

Find a local number

Phone conference ID: 520 097 355# https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTk3OGU0OTQtZjI2My00NDliLThlNWMtMDA4ZjlkNTcwMTA0%40thread.v2/0?context=%7b%22Tid%22%3a%22313f11c3-4268-4f6a-8d3b-c7e650183e78%22%2c%22Oid%22%3a%22712b8538-30a0-4cb5-8743-a6131ec6f3e4%22%7d tel:+12132791690,,520097355 https://dialin.teams.microsoft.com/9592d373-70e6-4426-b0db-98f05eeab206?id=520097355

Template v11.30.23 | 17

Questions due to the

City

11:00 AM,

September

17, 2025

• Submit all inquiries via email to rfppurchasing@longbeach.gov

Posting of the Q&A September

24, 2025

• Responses to the questions will be posted on LongBeachBuys.com.

Proposals due 11:00 AM, October 8,

• Proposals should be submitted electronically via LongBeachBuys.com.

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

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

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

o For technical support, email or call the

City during normal business hours at

LBPurchasing@longbeach.gov or (562)

570-6200.

Evaluation of Narrative

& Cost Proposals

TBD • An Evaluation Committee will review

Narrative & Cost Proposals to select the proposal that best meets the needs of the

City.

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

Interviews TBD • The City may interview or request demos from none, one, some or all Proposers.

Negotiation &

Contractor Selection

TBD • Selected Contractor(s) will be notified in writing.

• Any award is contingent upon the successful negotiation of final contract terms. If contract negotiations cannot be concluded successfully, the City reserves the right to mailto:rfppurchasing@longbeach.gov file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com mailto:LBPurchasing@longbeach.gov

Template v11.30.23 | 18 negotiate a contract with another Contractor or withdraw the RFP.

• Negotiations shall be confidential and not subject to disclosure to competing

Contractors unless and until an agreement is reached.

Estimated Contract

Execution

TBD

[Proposer Debrief] After

Contractor is

Selected

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

The intent of the debrief is to provide the

Proposer with constructive feedback to equip them with information to effectively meet the City’s needs and be successful in future proposals.

4.2 Proposal Content

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

PROPOSAL

☐ Narrative

Proposal

The Narrative Proposal should provide a straightforward, concise delineation of capabilities to satisfy the RFP. Guidance on preparing a Narrative Proposal is detailed in Section 4.3.

☐ Cost Proposal The Cost Proposal should be prepared using the provided template.

• Itemization: Proposers should itemize based on Scope of

Work deliverables.

• Time Period: The budget should be for 3 years, ending March

2028.

• Subcontracting: Identifying how at least 30% of funding will go to subcontractor(s) and indicate how much funding will be allocated to each subcontractor.

PROPOSAL APPENDICES

Template v11.30.23 | 19

☐ Financial

Stability

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

• Financial Statement or Annual Report

• Business tax return

• Statement of income and balance sheet

☐ Other Addenda

(if applicable)

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

MANDATORY ATTACHMENTS | The following are included as Attachments in Long

Beach Buys. They must be signed by the individual legally authorized to bind the

Proposer.

☐ A. Authorization & Certification

☐ B. Equal Benefits Ordinance (EBO) Form

☐ C. Local Preference Program

☐ D. Professional certificates of staff providing substance use treatment or other

Attachments Which May be Submitted Upon Award | Upon award, Awarded

Contractors will be required to submit the following. We encourage you to take note of these requirements, and where possible, include available information as part of your proposal to expedite processing.

☐ E. W-9

☐ F. Business License

☐ G. Proof of Registration with the California Secretary of State

☐ H. Certificates of Insurance: See Section 5.3.2

☐ Contact Information | Ensure your organization’s profile is up to date in Long Beach

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

4.3 Narrative Proposal Template

An editable version of the template below has been posted to Long Beach Buys. Proposers should complete the editable template and submit it as their narrative proposal.

Organizational Capacity & Experience

PROPOSER CONTACT INFORMATION

Organization Company Name

Company Address

Template v11.30.23 | 20

Federal Tax ID Number

Website

Authorized

Representative

Name

Title

Email Address

Phone Number

Other Point of

Contact (if required)

Name

Title

Email Address

Phone Number

PROPOSER CAPACITY & EXPERIENCE

What type of enterprise is the organization?

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation

State and Date of incorporation:

☐ Limited Liability Company

☐ Other _________________________________

REFERENCES

Reference 1

Company

Project Manager

Phone Number

Project Description

Project Start and

End Dates

Reference 2

Company

Project Manager

Phone Number

Project Description

Reference 3

Company

Project Manager

Phone Number

Template v11.30.23 | 21

Project Description

SUB-CONTRACTOR CONTACT INFORMATION

Provide the following for all subcontractors included in this proposal.

Organization Company Name

Company Address

Authorized

Representative

Name

Title

Email Address

Phone Number

Other Point of

Contact (if required)

Name

Title

Email Address

Phone Number

SUBCONTRACTOR CAPACITY & EXPERIENCE

What type of enterprise is the organization?

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation

State and Date of incorporation:

☐ Limited Liability Company

☐ Other _________________________________

Which specific requirements of this RFP will the subcontractor perform?

Please describe why the organization is qualified to provide the services described in this RFP (1-2 paragraphs).

Please describe the length of time the organization has been providing the services described in this RFP (1-3 sentences).

Template v11.30.23 | 22

How many employees does the organization have nationally, locally, and residing in Long

Beach?

Where are the representative(s) that would service the City’s account located?

Organizational Capacity and Experience

1. Describe your organization's experience in providing substance use treatment services to justice-involved individuals, particularly those with a history of incarceration, and outline the service delivery models or practices employed with this population. (5 paragraphs max)

2. Offer a general overview of the services your organization has provided to formerly incarcerated individuals in the past, including any subcontractors or community partnerships that will be leveraged to meet client needs. (5 paragraphs max)

3. Provide a brief overview of the key staff who will manage and achieve the project goals, highlighting relevant lived experiences, professional backgrounds, and language skills. (3 paragraphs max)

4. Describe your organization’s experience and capacity to manage operational cash flow while waiting for reimbursements on a cost-reimbursement basis. (3 paragraphs max)

5. State the number of employees based at your organization’s Long Beach headquarters or satellite office.

6. Outline your organizational capacity to participate in the mandatory meetings specified in the RFP. (1 paragraph max)

Method of Approach

1. Describe the service delivery models currently utilized by your organization. (1-2 paragraphs)

Template v11.30.23 | 23

2. Explain how your organization plans to deliver client-centered services and ensure that clients receive appropriate and effective support tailored to their needs, such as language and ability considerations. (3 paragraphs max)

3. Explain your organization’s approaches to ensure program participants receive timely and effective quality services. (2 paragraphs max)

4. Explain your organization’s process for recruiting program participants and you marketing process. (3 paragraphs max)

Communications & Reporting

1. Detail your organization’s experience and capacity in data collection and reporting.

(3 paragraphs max)

2. Summarize the steps you will take to promptly address any operational issues that arise during project implementation. (3 paragraphs max)

3. Explain the data and reporting systems that will be used for ongoing program evaluation, how this data can inform program management, and any previous experiences your organization has had with data utilization for management purposes. (2 paragraphs max)

4. Describe your organization’s ability to maintain records, respond to audit requests, and self-report on contract performance in a timely manner. (1 paragraph max)

5. The City requires that the Awarded Contractor provide proof of payment of any subcontractors used for this project. Please describe the plan for how the City will be notified of such payments. (1 paragraph max)

6. Detail how your organization will proactively identify and address any performance issues. (2 paragraphs max)

Commitment to Racial Equity

Template v11.30.23 | 24

1. Describe your organization’s experience working with and serving culturally and racially diverse populations, and your commitment to promoting racial equity at all levels of program implementation. (3 paragraphs max)

2. Describe any plan and work that your organization has undergone to improve racial equity. (3 paragraphs max)

3. How are people with lived experiences and individuals from racially diverse populations engaged in your organization’s planning and decision-making processes? Describe the policies or practices in place that ensure the experiences of racially diverse communities are represented in your organizational infrastructure. (3 paragraphs max)

Template v11.30.23 | 25

5 Terms & Conditions

5.1 Acronyms/Definitions

1. Awarded Contractor: The organization/individual that is awarded a contract with the

City of Long Beach, California for the services identified in this RFP.

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

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

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

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

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

7. RFP: Request for Proposals.

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

9. Should: Indicates something that is recommended but not mandatory. If the

Proposer fails to provide recommended information, the City may, at its sole option, ask the Proposer to provide the information or evaluate the proposal without the information.

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

5.2 Solicitation Terms & Conditions

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

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

Proposers.

3. The City may contact the references provided; contact any Proposer to clarify any response; contact any current users of a Proposer’s services; solicit information from

Template v11.30.23 | 26 any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

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

Proposer or may deem the proposal non-responsive.

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

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

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

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

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

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

The City reserves the right to reject such proposal or any portion thereof.

11. Any irregularities or lack of clarity in the RFP should be brought to the Purchasing

Division designee’s attention as soon as possible so that corrective addenda may be furnished to Proposers.

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

Template v11.30.23 | 27

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

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

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

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

Contractor or prospective Contractor.

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

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

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

20. In the event a Proposer received assistance from City staff or a representative of the

City (technical assistance provider), the City is not responsible for any mistakes, inaccuracies, delays, or any other impact that the assistance provided did to impact the Proposer’s final product. Available technical assistance support services are only intended to provide advice and does not constitute a basis for any protest to this contract opportunity. It is solely the Proposer’s responsibility to prepare and submit a response to the RFP.

21. Proposal will become public record after the conclusion of the negotiation process and before final approval by the awarding body unless the proposal or specific parts of the proposal can be shown to be exempt by law. Each Proposer may clearly label all or part of a proposal as "CONFIDENTIAL" provided that the Proposer thereby

Template v11.30.23 | 28 agrees to indemnify and defend the City for honoring such a designation. The failure to so label any information that is released by the City shall constitute a complete waiver of any and all claims for damages caused by any release of the information.

22. A proposal submitted in response to this RFP must identify any subcontractors, and outline the contractual relationship between the Proposer and each subcontractor.

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

23. If the Contractor elects to use subcontractors, the City requires that the Awarded

Contractor provide proof of payment of any subcontractors used for this project.

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

24. Each Proposer must adhere to the City’s Vendor Code of Conduct, including, but not limited to, disclose any existing or potential conflict of interest relative to the performance of the contractual services resulting from this RFP. Any such relationship that might be perceived or represented as a conflict should be disclosed.

The City reserves the right to disqualify any Proposer on the grounds of actual or apparent conflict of interest. The Vendor Code of Conduct can be found at https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023

25. Each Proposer must include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. The City reserves the right to reject any proposal based upon the Proposer’s prior history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

26. The City reserves the right to negotiate final contract terms with any Proposers selected. The contract between the parties will consist of the RFP together with any modifications thereto, and the Awarded Contractor’s proposal, together with any modifications and clarifications thereto that are submitted at the request of the City during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023 https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023

Template v11.30.23 | 29 the following order of precedence: the final executed contract, the RFP, any modifications and clarifications to the Awarded Contractor’s proposal, and the

Awarded Contractor’s proposal. Specific exceptions to this general rule may be noted in the final executed contract.

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

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

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

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

31. Proposer understands and acknowledges that the representations above are material and important, and will be relied on by…