Interim Housing (Motel Based) Operation & Supportive Services | RFP - HE-25-615 |

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City of

Long Beach Request for Proposals RFP - HE-25-615

Interim Housing (Motel Based) Operation &

Supportive Services

Interim Housing (Motel Based) Operation & Supportive

Services | RFP - HE-25-615 | Template v3.14.25 | 1

Please read this entire document carefully as it contains important information essential to your proposal

Overview

Summary

The City of Long Beach is seeking to procure Interim

Housing (Motel Based) Operation & Supportive

Services that will support participants experiencing unsheltered homelessness with comprehensive services.

Key Dates

Release Date: October 9, 2025

Questions Due to the City: 11:00 AM October 23, Proposals Due: 11:00 AM November 13, 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.

This is a competitive process, and the City intends to award the opportunity based on the information submitted in the proposal that best meets the needs of the City.

Official Contact

Janet Kariuki rfppurchasing@longbeach.gov

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

mailto:rfppurchasing@longbeach.gov

Interim Housing (Motel Based) Operation & Supportive

Services | RFP - HE-25-615 | Template v3.14.25 | 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/

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Contents BizCare

1 The Opportunity

1.1 Project Summary

1.2 Background

1.3 Need for an Interim Housing Program

1.4 Funding

1.5 Goals

1.6 Award Terms

2 Scope of Work

2.1 Participant Eligibility

2.1.1 Coordinated Entry System (CES) Assessment

2.1.2 Homeless Status

2.1.3 Income Requirement

2.1.4 Location Requirement

2.1.5 Population Served

2.1.6 Program Referral

2.1.7 Equitable Access

2.2 Enrollment Procedures

2.2.1 Dual Enrollment

2.2.2 Program Intake

2.2.3 Program Participant Guidelines

2.2.4 Problem Solving

2.3 Interim Housing Operations

2.3.1 Communicable Disease Prevention and Response Practices

2.3.2 Harm Reduction and Trauma Informed Program Design

2.3.3 Facility Operations

2.3.4 Meal Preparation and Distribution

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2.3.5 Operating Hours

2.3.6 Participant Belongings

2.3.7 Operations and Maintenance

2.3.8 Pest Control and Sanitation Requirements

2.3.9 Security Services

2.3.10 Site Capacity

2.3.11 Support Services to Domestic Violence (DV) / Intimate Partner Violence (IPV)

2.3.12 Transportation

2.4 Support Services and Activities

2.4.1 Benefit / Income Assistance

2.4.2 Care Coordination

2.4.3 Case Management

2.4.4 Emergency Naloxone Administration

2.4.5 Employment Development / Placement Programs

2.4.6 Financial Management

2.4.7 Housing and Services Plan

2.4.8 Weekly Engagement

2.4.9 Physical / Mental Health Linkages

2.5 Program Exit

2.5.1 Eligible Exits

2.5.2 Eligible Terminations

2.5.3 Ineligible Exits

2.5.4 Program Exit Documentation

2.6 Eligible Costs

2.6.1 Slot Allocation

2.6.2 Financial Assistance

2.6.3 Eligible Cost Matrix

2.7 HMIS Data Collection

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2.7.1 Case Note Guidance

2.7.2 Data Entry Timeliness

2.7.3 HMIS Bed Occupancy Standards

2.7.4 HMIS Data Standards

2.7.5 HMIS User Licenses

2.7.6 HMIS Requirement

2.7.7 HMIS User Licenses

2.7.8 Safeguarding Files

2.7.9 Service Entry

2.7.10 Status Update Assessment

2.7.11 Participant Master File Documentation

2.7.12 Participant Identification Documentation Guidance

2.7.13 Homeless Certification

2.7.14 Income Inclusion / Exclusion

2.8 General Program Requirements

2.8.1 After Hours Support

2.8.2 Case Management Ratio

2.8.3 Coordinated Entry System (CES)

2.8.4 Coordination with Other Resources

2.8.5 Length of Enrollment

2.8.6 Participant Engagement

2.8.7 Personnel Requirements

2.9 Program Policies and Procedures

2.9.1 Communicable Disease Prevention and Response

2.9.2 Confidentiality

2.9.3 Conflict of Interest

2.9.4 Conflict Response and De-Escalation

2.9.5 Cultural Humility and Affirming Services

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2.9.6 Disaster Preparedness

2.9.7 Domestic Violence or Intimate Partner Violence (DV/IPV)

2.9.8 Equal Access Policy

2.9.9 Fair Housing

2.9.10 Harm Reduction

2.9.11 Housing First

2.9.12 Incident Reporting Policy and Procedures

2.9.13 Participant Grievance Policy

2.9.14 Participant Guidelines

2.9.15 Participant Rights

2.9.16 Pet, Service Animal, and Emotional Support Animal Policy

2.9.17 Reasonable Accommodation Policy

2.9.18 Referral Policy

2.9.19 Response to Medical and Psychiatric Emergencies and Mental Health Crises

2.9.20 Security and Safety

2.9.21 Termination Policy

2.9.22 Trauma Informed Care

2.9.23 Violence Against Women Act (VAWA)/ Intimate Partner Violence (IPV) Policy

2.10 Performance Metrics & Contract Management

2.10.1 Performance Metrics

2.10.2 Contract Management

2.10.3 Contract Payment

2.10.4 Program Monitoring

2.10.5 Record Requirements

2.10.6 Quality Control Plan (QCP)

3 How We Choose

3.1 Minimum Qualifications

3.2 Evaluation Criteria

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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

5.4.1 Compliance with State, Local, and Federal Grants

5.4.2 Financial Requirements

5.4.3 Contract Conditions

5.5 Protest Procedures

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The Opportunity

1.1 Project Summary

The City of Long Beach (City), Department of Health and Human Services (Health

Department), is seeking proposals from nonprofit organizations to provide operation and supportive services for the Interim Housing (IH) Program for individuals and adult households experiencing homelessness in the City. The IH Program operates 24 hours a day, 7 days a week, year-round.

The Request for Proposal (RFP) will support the IH project site located at a motel within the

City, with the specific location to be determined. The interim housing intervention provides persons experiencing homelessness (PEH) within the City access to non-congregate motel-based shelter.

It is the applicant’s responsibility to thoroughly review this RFP before preparing a proposal for funding to ensure that they can comply with the RFP and all of the program requirements.

1.2 Background

The City funds and administers the local Coordinated Entry System (CES) to provide PEH with access to multiple resources, including: outreach services, housing navigation programs, interim housing, and linkages to supportive services which support individuals as they work towards permanent housing goals.

IH is an intervention that provides people experiencing homelessness with temporary housing intended to resolve their immediate experience of unsheltered homelessness, connect participants to permanent housing opportunities in their communities, and provide various other supportive services. While in an IH program, participants will have access to case management, housing navigation, connection to mainstream benefits, mental health support, connections to permanent housing, food, laundry services, and other supportive services.

The IH Program provides safe, temporary shelter and supportive services to PEH. The City’s

IH Program operates under the following principles: Housing First, Low-Barrier, Harm

Reduction, Trauma-Informed Care.

1.3 Need for an Interim Housing Program

The 2024 Long Beach Point-in-Time (PIT) Homeless Count identified 3,376 individuals experiencing homelessness on the morning of January 25, 2024. This count identified 2,455 unsheltered persons (living on the streets, in cars, and other locations not meant for human

Template v3.14.25 | 9 habitation) and 921 sheltered persons (emergency shelters, transitional housing, and other temporary living arrangements).

Of the total PEH, 1,705 were identified as experiencing chronic homelessness as defined by

U.S. Department of HUD. While the 2024 data represented a 2.1% decrease from the 2023

PIT count, the 2024 totals still represent a 66% increase from 2020. These increases are seen as a result of the continued and ongoing strains as result of the pandemic, increasing cost of living, and a housing affordability crisis. In comparing data from the 2020 to 2024 counts, the percentage of people reporting complex health and substance use issues has also greatly increased, meaning that people experiencing unsheltered homelessness are at greater need of holistic services than ever before. Thus, the need to enhance interim housing solutions while continuing to support people towards permanent housing solutions continues to be a need. To address this need, the City funds and administers a local emergency shelter system to provide safety, temporary shelter, access to food, and linkages to supportive services to support individuals and adult households as they work towards permanent housing goals.

1.4 Funding

The RFP may be funded through a combination of state, local, and federal funds, including the Encampment Resolution Funding Program.

The Encampment Resolution Funding (ERF) Program, a State grant established pursuant to the Budget Act of 2023 (SB 101, Chapter 12, Statutes of 2023), supports actionable, person-centered local initiatives aimed at resolving unsheltered homelessness for individuals residing in encampments. By addressing the challenges faced by those experiencing homelessness, the program prioritizes the safety and well-being of encampment residents, tackles critical encampment concerns, and facilitates transitions into interim shelter with clearly defined pathways to permanent housing—or directly into permanent housing. Its objectives include fostering innovative and replicable solutions to critical encampment challenges, promoting access to safe and stable housing through housing first approaches, and encouraging a data-driven, coordinated response to unsheltered homelessness.

1.5 Goals

This program focuses on addressing the immediate crisis faced by individuals in encampments, while also providing long-term support for permanent, stable housing.

This program will provide access to interim housing and service connection, with the ultimate goal of obtaining a permanent housing solution for program participants.

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1.6 Award Terms

This contract will be for a period of one year with the option to renew for one six-month period. The total contract term will not exceed 18 months.

This RFP is intended to support up to 70 participants. The annual funding amount estimated to be available is up to $1,188,997.48. The City will review any enrichment of services and leveraged/match resources during the evaluation process.

The City reserves the discretion to amend the contract awarded through this RFP at an equal, lesser, or greater amount contingent upon satisfactory performance, availability of funds, demonstrated need, and project outcomes.

Contractor will be awarded funding under a slot-based allocation which is based on maintaining a certain number of service slots for participant enrollments and services throughout the contract year. Renewal periods may include an annual funding adjustment per participant to account for inflated operational and support service costs. Annual funding adjustments will be awarded at the City’s discretion.

In the event the Long Beach City Council or the funding agency fails to appropriate the necessary funds for any fiscal year, the project conditionally awarded for that period will either not be funded or funded at a reduced award level.

2 Scope of Work

2.1 Participant Eligibility

The Contractor is required to ensure that all program participants meet the applicable eligibility requirements for the project as specified in the RFP.

2.1.1 Coordinated Entry System (CES) Assessment

The Long Beach Continuum of Care (CoC) has minimized its application of the Vulnerability

Index - Service Prioritization Decision Assistance Tool (VI-SPDAT). Historically, the VI-SPDAT has been one of the primary assessment tools that is being used to assess for vulnerability.

It is important to note that while the VI-SPDAT is one of many various factors that assess for PEH vulnerability, it is not the sole assessment being used within the Long Beach CoC to determine PEH’s connection to housing resources within the CES.

The CoC CES uses the City’s CES Assessment as one of the assessment tools to assess participants’ vulnerability. Participants must have a completed City CES Assessment in the

Homeless Management Information System (HMIS) to be matched to this program.

2.1.2 Homeless Status

Program services must be used for the sole benefit of individuals experiencing encampment-based homelessness, as defined in 24 CFR § 578.3 Category 1(i).

https://www.ecfr.gov/current/title-24/subtitle-B/chapter-V/subchapter-C/part-578/subpart-A/section-578.3

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• An individual with a primary nighttime residence that is a public or private place not designed for or ordinarily used as regular sleeping accommodation for human beings, including a car, park, abandoned building, bus or train station, etc.

This program is not intended to serve families with minor children.

The Contractor will be responsible for obtaining documentation and documenting the determination of the participant’s homeless status by using the Long Beach CoC approved

Homeless Certification Form. Refer to Section 2.7.13 Homeless Certification documentation requirements. All documentation is required to be placed inside the participant’s master file and uploaded to HMIS or comparable database for Victim Service Providers (VSP).

2.1.3 Income Requirement

During program entry, there is no income or Area Median Income (AMI) requirement for the program. Collection of income verification documentation is recommended but is not required for program entry.

If income documentation is collected, Contractor must place documentation inside the participant’s master file and uploaded to HMIS or comparable database for VSPs. Refer to

RFP Section 2.7.12. The order of priority for collecting income documents is as follows:

1. Third-party Documentation

2. Self-Declaration of Income/ No Income

2.1.4 Location Requirement

Funds must be used for the sole benefit of persons currently experiencing unsheltered homelessness in the City in the designated encampment located at the Los Angeles

Riverbed, where the riverbed enters into the Pacific Ocean to the northern border of the

City stretching approximately 9.5 miles. Jurisdiction Map of the encampment location is provided in the appendix.

2.1.5 Non-Discrimination

Organizations awarded funds are required to ensure that all program participants meet all the applicable eligibility requirements for the project as specified in this RFP. Participants must not be discriminated against from entry into this program on the basis of a protected class, including, but not limited to, race, national origin or citizenship status, religion, gender identity, sexual orientation, age, disability, veteran status, marital status, medical condition, political affiliation, citizenship, or status as a victim of domestic violence.

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2.1.6 Population Served

Adults: Individuals or household where all members are 18 years of age and older.

Unaccompanied minors are not eligible for enrollment or services. Exemptions exist for unaccompanied minors who are legally emancipated.

2.1.7 Program Referral

2.1.7.1 Eligible Referrals

Eligible program participants will be matched through the CES. The following entry points will have access to submit referrals to the IH program:

• Long Beach Multi-Service Center (MSC)

• Long Beach Mobile Access Center (MAC)

• Other organizations that serve as an access point for the City CoC, per the Long

Beach CoC CES Access Policy.

The Contractor must only enroll individuals and adult households that have been referred by the City CES Matcher.

2.2 Enrollment Procedures

2.2.1 Dual Enrollment

Before enrolling a new participant, Contractor must check HMIS, and other relevant databases, to assess whether the participant is already enrolled in another Emergency

Shelter program that provides duplicative services.

• If dual enrollment in an IH program is disclosed by prospective program participant and/or discovered by program staff, staff will inform the participant that they are not eligible to receive services from two duplicative programs. Participants may decide which service provider they’d like to receive services from.

• Program staff will contact the duplicative program that the participant is currently enrolled in and, if appropriate, develop a plan for reconnecting the participant to the program.

2.2.2 Program Intake

The Contractor must review and coordinate an intake within four hours of receiving a referral. In a situation where there are more than two beds available the Contractor must be willing to process an immediate intake. Intakes may require additional health safety protocols; however, they must not prevent intake based on the above time frames.

The Contractor must have a process for enrolling participants into the program, checking eligibility, assessing their needs, and orienting participants to all program guidelines and expectations.

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An intake/enrollment involves creating a profile for the participant in HMIS, enrolling a participant in the appropriate program if eligibility requirements have been met, reviewing the program’s grievance and termination policies and procedures, and uploading supporting documentation in HMIS.

2.2.2.1 Intake Timeliness

The Contractor must facilitate intakes and enrollment of new participants at least five days a week during regular business hours. Additionally, the Contractor must accept referrals outside of standard intake hours if a bed or unit is available on-site and accommodate intakes during extended hours, including weekends and evenings.

The Contractor must ensure that program guidelines and appropriate liability waivers are completed with participants when a full intake cannot be completed, such as a participant arriving on site after hours. The full intake should be completed as soon as possible but no later than the next business day.

The Contractor must submit intake hours and contact information to the City for review and approval. This information may be published on the City's website and other relevant documents.

2.2.2.2 Intake Safety Protocols

All personal belongings brought into the site shall be placed in a hot box for a designated period to eliminate any potential pests or contaminants. The contractor must ensure that the hot box is properly maintained, and that staff are trained in its use.

2.2.3 Program Participant Guidelines

All participants must sign a participation agreement at the time of enrollment, confirming their commitment to participate in the program and adhere to its guidelines.

Program Participation Guidelines must incorporate:

• Verbiage supporting a Housing First, Low Barrier, Trauma-Informed and Harm

Reduction approach. Program participation guidelines must not include any guidelines that are perceived as punitive and/or created beyond standard tenant safety criteria.

• Adhere to a participant-centered approach to minimize barriers in accessing the program and prevent and/or minimize exits from the program due to rule violations.

• Protocols for ensuring the safety and security of program participants and program staff.

• Flexibility for participant’s in-and-out access to the site.

• Include detailed information on quiet hours, and how to request accommodations, if needed.

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The Contractor must review the Program Participation Guidelines with the participant upon program enrollment. The form must include a participant consent section, signed and dated by both the participant and the Contractor. By signing the agreement, the participant is consenting to participate in the program and agreeing to the following: make use of the program bed, acknowledge the short-term nature of the program, certify that they have read (or have been read) the program guidelines, grievance procedures, termination procedures, and agree to abide by the program guidelines.

Program participation guidelines must be submitted for review and approval by Homeless

Services Bureau (HSB) staff within 30 days of program start-up and within seven days upon any revisions.

2.2.4 Problem Solving

Program staff shall engage in problem-solving conversations and offer problem solving interventions. Refer to the Los Angeles County Problem Solving Guide for recommended strategies to utilize when conducting problem-solving conversations. All participants must first be screened for problem-solving to determine if it is possible for them to resolve their housing crisis before enrolling into the IH program. The first conversation upon program entry must be to assess the possibility of diversion to assist the person to self-resolve their housing crisis and/or make reasonable efforts to re-connect with supportive families and/or friends who could house them.

If after conducting problem solving intervention it has been determined the housing crisis cannot be resolved via problem solving, program staff shall proceed with a formal program intake.

2.3 Interim Housing Operations

2.3.1 Communicable Disease Prevention and Response Practices

The Contractor is required to abide by all screening, prevention, and response practices designated by the City’s Health Department. The Contractor will ensure that staff and participants adhere to any orders issued by the State, or County’s, Health Officer when in effect. The Contractor must comply with all Health Department’s and Center for Disease and Control (CDC) guidelines for infectious disease, including but not limited to COVID-19 and tuberculosis.

The Contractor must have written policies and procedures to guide staff actions and program services regarding injury and disease prevention within their programs. Refer to

Section 2.9.1 Communicable Disease Prevention and Response for further requirements.

https://www.lahsa.org/documents?id=3899-problem-solving-a-guide-for-implementation-and-best-practices-3899.pdf

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2.3.2 Harm Reduction and Trauma Informed Program Design

The following principles shall be incorporated into all aspects of the Contractor’s facility.

Core design components are listed below.

• Creating trauma-informed programs requires continual review of policies to see what works and what may be re-traumatizing to trauma survivors. The Contractor must have a regular review of policies to update practices and guidelines to make them as relevant as possible to the participants being served.

• The Contractor shall prohibit the possession and/or use of weapons, alcohol, and/or illegal drugs on the site.

• The Contractors must establish Harm Reduction policies, practices, and procedures designed to minimize negative consequences resulting from participants’ use, or possession, of contraband items as referenced above. Refer to Section 2.9.10 Harm

Reduction Policy.

• Sharps Container - the Contractor must ensure that a sharps container is available on-site and is accessible to participants. Sharps must be disposed of in an appropriate manner.

• Amnesty Lockers - The Contractor shall provide amnesty lockers for participants to discreetly lock and store personal property before entering the shelter. The

Contractor is expected to develop Policies and Procedures regarding the use of amnesty lockers.

o Items stored in amnesty lockers may not be accessible to program participants while within the grounds of the IH program.

o Contractors must return participant’s items upon participant request, and upon exiting the grounds of the IH Adult Program.

• Harm Reduction is not intended to prevent the termination of a participant whose actions or behavior constitute a threat to the safety of participants and/or staff.

2.3.3 Facility Operations

The Contractor shall adhere to the HSB Facility Standards and any additional Long Beach

CoC facility standards or guidance, including:

1. Provide access to a phone which participants can use within reasonable limits.

2. Return funds and/or possessions held on behalf of a participant within 24 hours of the participant’s request.

3. Provide accommodation for mixed-gender and same-gender couples, as available.

4. Provide transportation for community linkages and support access to the shelter.

5. Collocation of program services including life skills, job training, benefits advocacy and comprehensive case management as well as a space for coordination with Long

Beach CES to connect participants to supportive services and homeless services resources.

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6. Implement emergency response plan to opioid overdoses and have Naloxone readily available on site.

7. Accommodations for pets including service and/or emotional/companion pets.

2.3.4 Meal Preparation and Distribution

The City will provide meals for the project via a Meal Service provider contracted with the

City. Contractor will coordinate with City staff to facilitate meal delivery and receiving.

Contractor shall distribute three nutritious meals daily (breakfast, lunch, and dinner) for participants. At minimum, two (2) hot meals per day.

Drinking water must be available at all times and safely dispensed for program participants.

Other snacks and beverages can also be provided.

The provision of meals is a service and must be recorded on a log. The log must be made readily available to HSB upon request. At minimum the log must capture the following information:

• Name (first and last) of participant receiving the meal

• Meal type (breakfast, lunch, dinner, snack)

• Time meal was received

• Client initial/signature confirming receipt of meal

Additionally, the Contractor may track meal services in HMIS. Refer to the Long Beach HMIS

Policies and Procedures for further guidance and HMIS Data Collection for HMIS documentation requirements.

2.3.5 Operating Hours

The IH Program must be operated 24 hours per day, 7 days per week, year-round. Program participants may enter and exit the facility during the day. The Contractor must ensure adequate supervision and staffing during operating hours.

To maintain the safety of all participants, the program operator may maintain a flexible curfew during the program’s operational hours. Curfew must not be before 10:00 PM.

The Contractor may implement quiet hours as necessary, such as to address the following:

• Community agreements

• A desire not to create sleep disturbance if in communal areas

• Good neighbor policies

2.3.6 Participant Belongings

The Contractor must return possessions held on behalf of a participant within 24 hours of the participant’s request. Should a participant abandon their items, the Contractor must https://www.longbeach.gov/homelessness/document-library/

Template v3.14.25 | 17 appropriately store participant’s belongings for 30 days and attempt to contact the participant prior to discarding the items.

2.3.7 Operations and Maintenance

The Contractor will not be responsible for covering the costs of operating the IH site such as electricity, gas, water, sewage, etc.

The Contractor will be responsible for providing telecommunications for staff, including cellular service and internet connection.

The Contractor will be responsible for communicating to project site owner the need for any repairs, damages, and incidentals including, but not limited to changing a light bulb, replacing a doorknob, stain removal, and other tangible assets.

2.3.8 Pest Control and Sanitation Requirements

2.3.8.1 Pest Control Requirements

The Contractor shall schedule and maintain regular bed bug prevention and maintenance for each room as a proactive measure to ensure a safe and sanitary environment.

Additionally, in the event of a confirmed bed bug case in any unit, the Contractor shall be responsible for coordinating a thorough deep cleaning and extermination response. This response must be initiated within 48 hours of confirmation to mitigate the spread and ensure the well-being of all occupants.

2.3.8.2 Facility Sanitation Requirements

The Contractor shall be required to ensure that all rooms are maintained in sanitary, safe, and livable conditions for program participants. At a minimum, this includes providing clean linens, ensuring proper waste disposal, maintaining cleanliness in common areas, and addressing any sanitation concerns promptly. The Contractor must also implement a structured cleaning schedule to uphold hygiene standards throughout the facility.

Upon a participant’s exit from the program, the Contractor shall conduct a thorough room turnover process. This must include deep cleaning of the unit, replacement of linens, sanitation of all surfaces, proper waste disposal, and necessary maintenance to ensure the room is in suitable condition for the next occupant. Any damages beyond normal wear and tear must be documented and addressed in a timely manner.

2.3.9 Security Services

The Contractor will be required to provide security staff coverage on-site, ensuring "24-hour coverage," seven days a week. Security personnel shall be thoroughly trained in the core principles of trauma-informed care, equipping them to uphold the safety and well-being of participants, staff, and the surrounding community. This training will also emphasize fostering an environment that supports participants’ ongoing success in the program.

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The Contractor must ensure the following security coverage:

• A minimum of one security guard is present during standard business hours.

• A minimum of two security guards are present on-site during non-business hours and whenever interim housing staff are not on location, providing continuous safety and security for the facility and its occupants.

Security must have an active guard card and be distinguishable as security through uniform.

The Contractor may choose to staff its own security as long as the above requirements are met. Security must facilitate a process for addressing policy violations at the site. Initial violations must result in a warning. All violations must be documented in a written format and must be provided to the participant and entered in the HMIS or comparable database for VSPs.

Participants may be removed or suspended from the program after multiple repeated violations; however, participants are not to be permanently banned from sites. Security shall monitor for acts of aggression and remove participants from the site immediately if it is deemed to jeopardize safety for program participants and/or staff.

The Contractor shall inform City administrative staff of any acts of aggression and/or safety concerns immediately and follow the City’s policy on Incident Reporting. Refer to Section

2.9.12 Incident Reporting Policy and Procedures for further requirements.

2.3.10 Site Capacity

The IH project site has the capacity to serve up to 70 beds per night.

2.3.11 Support Services to Domestic Violence (DV) / Intimate Partner Violence (IPV)

Participants who identify as actively fleeing a DV situation must be immediately offered a connection with, and provided, referral to a DV shelter, at their request, at a confidential location to ensure the safety and well-being of the participant. The Contractor is also required to work collaboratively with DV shelters to ensure that services are made available to eligible participants participating in the DV system. The Contractor is required to abide by participant confidentiality requirements as set forth by Long Beach CoC and the Violence

Against Women Act (VAWA) Confidentiality Provision (34 U.S.C. 12291(b)(2)).

2.3.12 Transportation

Transportation services must be available to participants to support them with getting to essential appointments and coordinating services. Transportation may be provided directly by the Contractor or through taxi vouchers, ride share services, and public transportation assistance.

https://uscode.house.gov/view.xhtml?path=/prelim@title34/subtitle1/chapter121/subchapter3&edition=prelim

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The Contractor must support travel arrangements for housing-related appointments.

Applicable transportation access may include: Access, public transportation, ride-share services, and personal transports. Assist participants with increasing their capacity to meet their own transportation needs. Participant transportation assistance and referrals must be recorded in HMIS as a service.

2.4 Support Services and Activities

The following services are required to be provided through the IH Program. This is meant to address the minimum expectations and is not an exhaustive list of services that must be provided by the Contractor.

• Case management;

• Document collection;

• Problem solving;

• Connection to mainstream benefits/services;

• Connection to employment development/placement programs;

• Harm reduction services;

• Residential supervision;

• Crisis intervention and conflict de-escalation;

• Meals, showers, and restrooms provisions;

• Hygiene products and supplies.

2.4.1 Benefit / Income Assistance

The Contractor must support participants in obtaining or establishing benefits. This includes coordinating the completion and submission of applications for health insurance benefits (e.g., Medi-Cal, Medicare, Covered California, etc.), disability benefits (e.g., Social

Security Disability Income, Social Security Income), other sources of financial assistance

(e.g., Unemployment, Countywide Benefits Entitlement Service Team (CBEST), General

Relief (GR), CalFresh, and employment. As the participant’s income changes, staff must record and update any changes of income in HMIS or comparable database for VSPs.

2.4.2 Care Coordination

The Contractor is required to coordinate and support oversight of program placements between service providers for participants to move swiftly into permanent housing. The

Contractors will attend regular meetings with HSB to coordinate care and movement into permanent housing and will have access to overall planning for participants. The Contractor must comply with HSB forthcoming guidance regarding Care Coordination Meetings and the referral process linking participants to Housing Navigation services and other supportive services.

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2.4.3 Case Management

The Contractor shall provide case management and supportive services to participants, with the goal of supporting participants in obtaining permanent housing resources. This includes assisting participants in obtaining any documents needed to become ready for permanent housing resources. Case management shall include an organized approach to tracking and managing participant progress including referrals and connections to permanent housing programs.

2.4.4 Emergency Naloxone Administration

The Contractor shall ensure that designated staff are properly trained in administering

Narcan (naloxone) to participants experiencing an opioid overdose emergency.

Additionally, the contractor is responsible for maintaining a sufficient inventory of Narcan, always ensuring its availability, and complying with all applicable regulations regarding storage, usage, and replenishment.

2.4.5 Employment Development / Placement Programs

The Contractor must establish and maintain effective working relationships with employment programs, including local Work Source Centers. Staff shall assist participants in engaging in services to prepare for and obtain employment. The goal of these services is to improve the participant’s financial situation and increase their ability to live independently. Staff must link participants that express interest in employment services with employment programs. As the participant’s income changes, staff must record and update any changes of income in HMIS or comparable database for VSPs.

2.4.6 Financial Management

Case management staff may offer participants assistance in creating budgets and financial planning. Financial management services must be recorded in HMIS, or comparable database for VSPs, as case notes and services. Budgets may be reviewed during weekly meetings with participants.

2.4.7 Housing and Services Plan

Each participant is required to have an individualized Housing and Services Plan (HSP) with goals that will support finding and obtaining permanent housing. Contractors must develop a HSP, in coordination with the participant, within 14 days of enrollment and upload it into

HMIS or comparable database for VSPs.

The HSP will serve as the road map for the process of identifying, and retaining appropriate housing for each participant, the participant’s goals, and immediate action steps toward those goals. The plan must be reviewed monthly, updated as their situation changes, and steps are completed or revised. Any updates or changes must also be recorded in HMIS or comparable database for VSPs.

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The HSP must be considered the participant’s plan and must be signed by the participant and staff as it is developed and updated. HSP must identify the housing option that will be pursued by the household, with support from their case manager, during their stay in IH.

2.4.8 Weekly Engagement

All program participants must be offered and receive regular engagement from the

Contractor to participate in case management. The Contractor must offer case management services to each participant at least once per week. The frequency with which case management services are offered to each participant may increase depending on need. Each weekly engagement must be documented in HMIS or a comparable database for VSPs, via the case note section.

2.4.9 Physical / Mental Health Linkages

The Contractor must ensure that participants have access to information regarding the linkages between physical/mental health. The Contractor must provide referrals to outpatient or inpatient care (In Home Supportive Services, Substance Abuse Treatment, hospice, etc.) if requested by the participant. Physical/Mental health referrals must be logged in HMIS as a service.

2.5 Program Exit

2.5.1 Eligible Exits

A participant may be exited from the program for any of the reasons stated below:

• The participant self-resolved their housing crisis.

• The participant has successfully secured permanent housing.

• The participant no longer meets the eligibility criteria outlined in the RFP.

• The participant is enrolled in, and actively receiving, bed services at another shelter program (e.g., Crisis, Bridge, Recuperative Care, Transitional Housing program).

• The participant utilizes reunification services or otherwise self-resolves their housing crisis.

• The participant has relocated outside of the City.

2.5.2 Eligible Terminations

A participant can be terminated from the program for any of the reasons stated below:

• The participant has breached/violated a term or condition of the Participant

Agreement or the Contractor’s policies and procedures.

• The participant has been absent from the program for three or more consecutive calendar days without prior approval or reasonable accommodation from the

Contractor and attempts to contact the participant have been unsuccessful. The

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Contractor must conduct due diligence to re-engage with the participant. Proof of the due diligence steps taken must be noted and documented in the case notes.

• The participant has consistently refused and/or failed to cooperate with the program in identifying housing options.

The Contractor must complete all appropriate interventions to prevent negative exits of participant. The following but not limited to interventions are to be completed by the

Contractor prior to exiting a participant from the program:

• Behavioral mitigation plans

• Room/Unit/Bed moves within the same site

• Connection to mental health/physical health/substance use treatment

• Providing and maintaining a welcoming, safe, supportive environment

• Other strategies based in trauma-informed, low-barrier, and harm reduction principles as necessary to prevent negative exits. Refer to Section 2.9.21 Termination

Policy for further reason(s) in which a participant may be terminated from the program as well as guidance on how and when to exit a participant due to termination of assistance.

The Contractor must abide by HSB Termination Standards while developing and documenting clear program termination policies and related procedures that align with these expectations.

2.5.3 Ineligible Exits

The Contractor must not exit participants from the program for any of the following reasons:

• Active substance use

• Non-Compliance with Housing and Services Plan

• Medication non-compliance

• Active health issues

• Considered difficult to work with

• Failure to abide by participant budget

• Desire to be assigned to another staff

• Refusal to engage in case management

• Legal Status

• Failure to provide income or identification documentation

2.5.4 Program Exit Documentation

Reference Section 2.7.11 Participant Master File and Documentation for exit plan documentation requirements.

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The Contractor must provide minimum of a 30-day written notice to the participant and document in HMIS or comparable database for VSPs and the participant’s master file. The

Contractor must record the program exit adhering to Section 2.7.2 Data

Entry Timeliness. As the exit date, the Contractor will use one of the following:

• The date of the last contact with the participant, if actively engaged.

• The date of the exit interview.

• The date that the participant reached three days without contact, if the participant has been unreachable.

2.6 Eligible Costs

2.6.1 Slot Allocation

The bed rate per slot will range from $46.54 to $54.29 per night, depending on the number of slots served. Renewal periods may include annual funding adjustment per participant to account for inflated operational and supportive service costs. Annual funding adjustments will be awarded at the City’s discretion.

2.6.2 Financial Assistance

The Contractor must monitor and coordinate the use and disbursement of financial assistance, which includes timely and accurate data entry in HMIS or comparable database for VSPs and documentation of financial expenditures in HMIS, and the Participant’s file.

• All financial assistance paid on behalf of the participant must have signed request from case management staff and a supervisor/manager staff within the program.

• The Contractor shall not provide financial assistance directly to any program participant; service vendors must be paid directly.

2.6.3 Eligible Cost Matrix

Funding may be used to pay for associated costs necessary to provide operations and supportive services for the IH program. Eligible costs for the program include:

Budget

Category

Eligible Costs Guidance Records

A Administration

1 Administrative

Expenses

Up to 10% of awarded allocation • Copy of receipt, proof of payment

B Operations

1 Equipment and

Rentals

Costs for equipment necessary for program operations

• Copy of invoice

• Proof of payment

2 Insurance Costs for insurance pertaining to program operations

• Copy of insurance invoice

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• Proof of payment and coverage

3 Materials and

Supplies

Costs for materials necessary for program operations and supplies, including laundry, hygiene kits, cleaning supplies, office supplies, and telecommunications services.

• Copy of invoice

• Proof of payment

4 Snack Services Costs for providing participants drinks and snacks.

• Copy of invoice

• Proof of payment

5 Project Site

Maintenance

Costs for regular upkeep of the facilities, equipment, and property.

Maintenance may include routine tasks such as cleaning, pest control, and laundry services

• Copy of invoice

• Proof of payment

6 Security Costs to provide security to program operations.

• Copy of invoice

• Proof of payment

7 Staff Training Costs related to staff training including onboarding and annual courses

• Copy of staff sign in sheet or certificates

• Copy of invoice

• Proof of payment

8 Staff

Transportation

Costs related to staff transportation costs including mileage reimbursement. Must be in compliance with the IRS Mileage

Rate.

• Copy of staff mileage log

• Proof of payment

C Support Staff

1 Staff Salary and

Benefits

Staff costs of labor and benefits for staff providing residential support, Program oversight and management, Housing Search and

Placement, and Case Management.

Program director labor costs must not exceed .2 FTE as direct program expenses.

• Wage statements, time sheets indicating actual employee time incurred on the program,

• Payroll journal

• General ledger

D Participant Financial Assistance

1 Transportation Public Transportation:

Public Transportation is an eligible cost if it is related to employment, medical appointments, or housing search. Providers are encouraged to

• Copy of receipt

• Proof of payment https://www.irs.gov/tax-professionals/standard-mileage-rates https://www.irs.gov/tax-professionals/standard-mileage-rates

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Rideshare Service:

Rideshare services are an allowable cost only if related to employment, medical, or housing search.

2.7 HMIS Data Collection

2.7.1 Case Note Guidance

The Contractor must maintain detailed and accurate case notes within HMIS. Case notes are critical for tracking participant progress, ensuring program accountability, and effective care coordination. Case notes must be entered under the program section in HMIS, adhering to Data Entry Timeliness Standards.

2.7.2 Data Entry Timeliness

Program enrollments, program exits, and bed services must be entered in HMIS within one business day following the provision of services or change to a participant’s program status.

Data collected from participants includes the required data elements identified in the HMIS

Data Standards. The Contractor must ensure that all other data elements such as case notes, services, etc., are entered into HMIS within three business days for service coordination purposes.

When data is collected on a physical paper form, the data entry policy still applies, and the

Contractor must ensure HMIS data entry is entered completely and in a timely fashion.

Paper forms must be uploaded into HMIS.

2.7.3 HMIS Bed Occupancy Standards

Utilization of bed/units will be tracked based upon program enrollment. Bed/unit services must be tracked and entered into HMIS at the time that the participant is assigned a bed/unit and enrolled in the program.

The Contractor must enter nightly bed services for all participants who are occupying a bed at their site. A bed service must be entered for any participant who is physically occupying their bed at any point in the 24-hour day. Flexibility must be granted to participants who keep a non-traditional sleep or work schedule when entering bed services. When exiting a participant from the program, the Contractor will use either a) the date of the last service provided, or b) the date following the last bed service – whichever was last provided under the program enrollment.

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2.7.4 HMIS Data Standards

All funded projects are required to participate in the Long Beach HMIS. Refer to Long Beach

HMIS Policies and Procedures. The Contractor must adhere to HMIS Data Standards guidance for more information. VSP serving DV/IPV program participants must use a comparable database for client level data entry. Refer to HUD’s Comparable Database

Manual for further details.

2.7.5 HMIS User Licenses

The Contractor must complete the HMIS program intake for all participants at the same time as the participant is enrolled in the program. The provision of all services must be recorded in HMIS.

2.7.6 HMIS Requirement

Pursuant to Health and Safety Code (HSC) Section 50254.5, Contractor must enroll and document services in the Long Beach HMIS.

Pursuant to AB 977, the State of California requires grantees or entities receiving funding from state funded homelessness programs to enter specific data elements on participants served into HMIS. Entities operating a state homelessness program funded by California departments or agencies must comply with these requirements as a condition of receiving state funds.

Pursuant to HSC Section 50254.5(b)(2)(D), California Department of Housing and

Community Development may use information reported directly from grantees Homeless

Data Integration System for the purposes of research and evaluation of the grant performance, service pathways, and outcomes for participants served.

2.7.7 HMIS User Licenses

The Contractor shall receive user licenses for all staff relevant to the program. Staff must attend required training provided by the HSB.

2.7.8 Safeguarding Files

The Contractor shall observe federal, state, and local laws concerning the disclosure of records that pertain to individuals. Additionally, the Contractor shall adopt and take reasonable measures to ensure that participant records are safeguarded, including when reviewing, printing, or copying.

2.7.9 Service Entry

The Contractor shall accurately record all services provided under the IH Program in the

HMIS Program Service section, adhering to Entry Timeliness Standards.

https://www.longbeach.gov/homelessness/document-library/ https://www.longbeach.gov/homelessness/document-library/…