RFP - HE-26-691-Prop 47 Youth Diversion Provider.pdf

Long Beach Reentry Services Program – Youth Diversion | RFP - HE-26-691 | Template v11.30.23 | 1

City of

Long Beach Request for Proposals RFP - HE-26-691

Long Beach Reentry Services Program –

Youth Diversion

Long Beach Reentry Services Program – Youth Diversion

| RFP - HE-26-691 | 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 Youth Diversion Services to engage individuals arrested for, charged with, or convicted of an offense and in need of mental health and/or substance use treatment services. Long Beach

Reentry Services Program - Youth Diversion

Key Dates

Release Date: January 6, 2026

Optional Pre-Proposal Meeting: 10:00 AM (PST), January 15, 2026

Questions Due to the City: 11:00 AM (PST), January

22, 2026

Proposals Due: 11:00 AM (PST), February 12, 2026

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

Long Beach Reentry Services Program – Youth Diversion | RFP - HE-

26-691 | 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/

Long Beach Reentry Services Program – Youth Diversion

| RFP - HE-26-691 | Template v11.30.23 | 3

Contents

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

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 youth diversion services for youth ages 15-

24 arrested for, charged with, or convicted of a criminal offense, and who also self-identify as having a mental health and/or substance use issue and require youth diversion services.

The Awarded Organization shall provide a variety of tailored youth diversion services (i.e.

restorative justice programming, mentorships, case management), to fit the diverse needs and experiences of each client.

The program shall create a space where youth feel valued, supported, and have the power to make positive changes in their lives. The program shall include a wide array of services to address the underlying factors contributing to youth involvement with the justice system.

These services shall be holistic, culturally responsive, and developmentally appropriate.

This comprehensive approach ensures that the program addresses the root causes of the youth's challenges while providing the tools and support they need to thrive.

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 educational support, job skills training, case management, and civil 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, work, or attend school in the City of Long Beach, and that have been arrested, charged with, or convicted of a criminal offense, AND, have a history of mental health and/or substance use issues. Diversion programs for justice-impacted youth require a multi-faceted approach that addresses both immediate needs and long-term goals.

v11.30.23 | 5

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

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.

There is a critical need for youth diversion services that address the underlying causes of justice involvement—such as trauma, substance use, unmet behavioral health needs, and systemic inequities. Youth of color and those from underserved communities are disproportionately impacted by punitive responses that increase the risk of future incarceration and poor life outcomes. Instead, community-based diversion programs that are trauma-informed, culturally responsive, and developmentally appropriate have been shown to reduce recidivism, promote accountability, and support long-term success.

1.3 Goals

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

https://longbeach.gov/recovery v11.30.23 | 6

Goal 1: Increase diversion programming specifically designed for justice-involved youth who identify as having a mental health or substance use issue.

Objectives:

A. By March 2028, enroll at least 50 youth in programming for pre- and post-charge diversion options to eligible youth referred by law enforcement, courts, probation or self-referred.

B. By March 2028, 80% of youth served will improve their life skills through mentorship, case management, and mental health services.

C. By March 2028, 75% of youth served will recognize the long-term consequences of criminal activities through restorative justice practices.

Goal 2: Address underlying behavioral health, substance use, and social-emotional needs through trauma-informed, culturally responsive services.

Objective: Diversion services must address the underlying causes of justice involvement through individualized, therapeutic interventions including behavioral health screening, substance use assessment, and access to clinical services such as counseling, mentorship, and/or family support as appropriate.

Goal 3: Promote youth development, accountability, and connection to positive supports.

Objective: Provide evidence-based interventions focused on decision-making, emotional regulation, restorative justice and social responsibility.

Goal 4: Reduce the likelihood of re-offending and increase community integration.

Objective: Diversion programs must include reentry planning, school and/or employment engagement, and linkage to long-term community supports.

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 $500,000.

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

Diversion, will be ineligible for award of any other LBRSP RFPs (currently anticipated to be

6).

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 v11.30.23 | 7 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 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 youth diversion services that are rooted in culturally affirming and trauma-informed approaches which can include restorative justice programming, mentorships, employment, housing, educational services and case management. Individualized plans shall be continuously reviewed and adjusted as necessary in collaboration with the client.

The Awarded Organization shall provide culturally sensitive and affirming mental health services by a licensed mental health professional or by license-eligible clinicians supervised by a licensed clinician. Mental health services and/or substance use treatment should be age appropriate and incorporate a variety of treatment modalities (e.g., individual and/or group counseling, individual and/or group therapy, family therapy, or other alternative modalities such as art therapy and/or healing circles). 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.

Individualized case 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 v11.30.23 | 8

Organization must document active efforts to regularly engage enrolled clients in services.

Eligible Population

Individuals aged 15 – 24 years old that live in the City of Long Beach, and that have been arrested, charged with, or convicted of a criminal offense, AND have a history of mental health and/or substance use treatment.

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

Description of Services

The following are the types of services that are desirable for a comprehensive youth diversion program proposal. The Contractor does not have to provide all of the services listed. Some of these services should be subcontracted out to smaller organizations. See description of services in Appendix A.

• Outreach, Intake and Assessment

• Case Management

• Mental Health and Substance Use Treatment

• Restorative Justice Practices v11.30.23 | 9

• Legal Support

• Educational and Skill Development Support

• Job Placement and Post-Program Support

• Housing Support

• Life Skills Development

• Family Engagement

• Recreation and Positive Activities

• Monitoring and Accountability

Contract Deliverables

• By March 2028, enroll at least 50 youth clients per year in diversion and supportive services.

• By March 2028, 80% of clients who complete youth diversion services will report an increase in coping skills.

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

APPENDICES

Appendix A: Expands on the services listed under the Description of Services subheading

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

50 per year Reentry Youth

Diversion Services

Provider and

Subcontractors v11.30.23 | 10

2. Client demographic information

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

For all clients enrolled

Reentry Youth

Diversion Services

Provider and

Subcontractors

3. Services provided

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

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

For all clients enrolled

Reentry Youth

Diversion Services

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

Reentry Youth

Diversion Services

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 Youth

Diversion Services

Provider and

Subcontractors

6. Employment attainment

Number of clients who obtained employment

Report % of clients who attained employment

Reentry Youth

Diversion Services v11.30.23 | 11

7. Educational attainment

Number of clients who achieved educational goal

Report % of clients who achieved educational goal

Reentry Youth

Diversion Services

Provider and

Subcontractors

8. Housing placement

Number of clients who were placed in housing

Report % of clients who were placed in housing

Reentry Youth

Diversion Services

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 Youth

Diversion Services

Provider and

Subcontractors

10. Client diversion from juvenile/criminal justice system

Number of applicable youth and adult clients who were diverted from the juvenile/criminal justice system into community and social service alternatives

Report % of diverted clients

Reentry Youth

Diversion Services

Provider and

Subcontractors

11. Client satisfaction survey

Collect optional client satisfaction survey provided by the Health

Department

From at least 50% of clients enrolled

Reentry Youth

Diversion Services

Provider and

Subcontractors

12. Outreach & engagement activities

Number of outreach and engagement activities facilitated

Report number of outreach and engagement activities facilitated

Reentry Youth

Diversion Services v11.30.23 | 12

2.2.2 Contract Management

Communication and Management

The Awarded Organization shall provide a monthly and 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 and

Subcontractors to detail a user journey experience to better understand and strengthen the reentry landscape in Long Beach.

Additional Requirements

1. Programmatic reporting

a. The Awarded Organization shall collaborate with the City to identify data points to be collected monthly and quarterly, such as the number of program participants currently enrolled in youth diversion services, the modality of services, 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 trainings will be offered as needed.

v11.30.23 | 13

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.

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 justice-involved youth, specifically age 15 - 24 v11.30.23 | 14

• Shall subcontract with one or more non-governmental, small 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 tailored youth diversion services to fit the diverse needs and experiences of each client

• Have knowledge and experience of trauma, healing, and resiliency informed cultural affirming approaches to service

• 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

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

• 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

• Ability to accommodate and meet clients at home, school, and/or places conducive for services

• Proven track record of delivering culturally affirming, trauma-informed diversion or youth development programs for justice-impacted populations, with particular emphasis on youth of color and those with behavioral health needs.

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 30% v11.30.23 | 15

• 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

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

10% v11.30.23 | 16

• 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

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 January 6, 2026

Optional Pre-Proposal

Meeting

10:00 AM (PST),

January 15, 2026

Microsoft Teams: Join the meeting now

• Meeting ID: 289 868 890 056 70

• Passcode: ph3Nv7ar

• Dial in by phone: 213-279-1690

• Phone Conference ID: 653 650 123#

• Objective of the meeting:

o Provide a general overview and explain the scope of services.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjZlNjEwNjYtYTE0NS00OThjLTgyMTYtNjI1ODEwNTkxMGVm%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 v11.30.23 | 17

• Allow for unofficial general questions and answers. Answers will be issued to all prospective proposers via an addendum only to written questions received by the deadline for questions.

Questions due to the

City

11:00 AM (PST),

January 22, 2026

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

Posting of the Q&A January 29, 2026 • Responses to the questions will be posted on LongBeachBuys.com.

Proposals due 11:00 AM (PST), February 12, 2026

• 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.

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 v11.30.23 | 18

Interviews/ Demos/

Site Visits

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 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.

v11.30.23 | 19

• Itemization: Proposers should itemize based on personnel and non-personnel expenses (such as meeting supplies, stipends, food, and training)

• Time Period: The budget should cover the period beginning with contract award and 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

☐ 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 mental health and/or substance use treatment or other professional health services

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.

v11.30.23 | 20

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

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 v11.30.23 | 21

End Dates

Reference 2

Company

Project Manager

Phone Number

Project Description

End Dates

Reference 3

Company

Project Manager

Phone Number

Project Description

End Dates

SUB-CONTRACTOR CONTACT INFORMATION

Does the proposal include subcontractors?

☐ Yes

☐ No

If applicable, 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:

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☐ 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).

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 diversion services to justice-involved youth in Long Beach ages 15 – 24 years old, particularly those with a history of mental health and/or substance use issues and outline the service delivery models or practices employed with this population. (5 paragraphs max)

2. Describe in detail the comprehensive youth diversion services your organization plans to implement into your proposed program. Detail the ways your organization plans to incorporate trauma-informed care into your diversion services. (2-3 paragraphs)

3. Explain what supportive services will be subcontracted out and to which small organization(s). Detail how your organization will ensure diversion program participants receive timely and effective quality services. (1-2 paragraphs)

4. 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) v11.30.23 | 23

5. 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)

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

7. State the number of employees based at your Long Beach headquarters or satellite office

8. 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. (2 paragraphs max)

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, transportation and ability considerations. (3 paragraphs max)

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

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

Communications & Reporting

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

(3 paragraphs max)

2. 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) v11.30.23 | 24

3. Summarize the steps your organization will take to proactively identify and address any performance or operational issues that arise during project implementation.

(3 paragraphs max)

4. 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)

Commitment to Racial Equity

1. Describe your organization’s experience working with and serving culturally and racially diverse populations, and your commitment to ensure 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) 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 of 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 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.

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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 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 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 the City in evaluation of the proposal.

Any Proposer misrepresentation shall be treated as…