RFP_Pre-Proposal_Conference_11852_EHE_ICM.pdf

City and County of San Francisco

PRE-PROPOSAL CONFERENCE

SOURCING EVENT ID: SFGOV-0000011852

RFP 14-2026 – ENDING THE HIV EPIDEMIC INTENSIVE CASE MANAGEMENT

August 17, 2026

HOUSEKEEPING AND COMMUNITY GUIDELINES

• Please sign in using this Microsoft Form: SFGOV-0000011852 Pre-Proposal Meeting Sign-in

• The PowerPoint presentation and Q&A addendum will be posted on the San Francisco City Partner website after the deadline for email questions has passed.

• For today’s event, you can ask questions in two ways:

1. Send your question through the Q&A — we’ll address it during the Q&A session.

2. Wait until the Q&A portion and ask it live by using the “hand raise” feature. A staff member will unmute you so you can speak. You will then have to unmute yourself.

https://forms.cloud.microsoft/Pages/DesignPageV2.aspx?prevorigin=rbf&origin=NeoPortalPage&rpring=UsGovGccProduction&rpsession=78412ca7-88b9-427a-aeca-c0079436ae12&subpage=design&id=z8LVIj7OPUSaf9_MAjH3P981SjiMsxNJo9X_KZVwH89UQzdUMzE2SFc1WTNSMDNFWjBZT0VXVUM0Ry4u&topview=Preview https://forms.cloud.microsoft/Pages/DesignPageV2.aspx?prevorigin=rbf&origin=NeoPortalPage&rpring=UsGovGccProduction&rpsession=78412ca7-88b9-427a-aeca-c0079436ae12&subpage=design&id=z8LVIj7OPUSaf9_MAjH3P981SjiMsxNJo9X_KZVwH89UQzdUMzE2SFc1WTNSMDNFWjBZT0VXVUM0Ry4u&topview=Preview https://forms.cloud.microsoft/Pages/DesignPageV2.aspx?prevorigin=rbf&origin=NeoPortalPage&rpring=UsGovGccProduction&rpsession=78412ca7-88b9-427a-aeca-c0079436ae12&subpage=design&id=z8LVIj7OPUSaf9_MAjH3P981SjiMsxNJo9X_KZVwH89UQzdUMzE2SFc1WTNSMDNFWjBZT0VXVUM0Ry4u&topview=Preview https://forms.cloud.microsoft/Pages/DesignPageV2.aspx?prevorigin=rbf&origin=NeoPortalPage&rpring=UsGovGccProduction&rpsession=78412ca7-88b9-427a-aeca-c0079436ae12&subpage=design&id=z8LVIj7OPUSaf9_MAjH3P981SjiMsxNJo9X_KZVwH89UQzdUMzE2SFc1WTNSMDNFWjBZT0VXVUM0Ry4u&topview=Preview https://forms.cloud.microsoft/Pages/DesignPageV2.aspx?prevorigin=rbf&origin=NeoPortalPage&rpring=UsGovGccProduction&rpsession=78412ca7-88b9-427a-aeca-c0079436ae12&subpage=design&id=z8LVIj7OPUSaf9_MAjH3P981SjiMsxNJo9X_KZVwH89UQzdUMzE2SFc1WTNSMDNFWjBZT0VXVUM0Ry4u&topview=Preview https://forms.cloud.microsoft/Pages/DesignPageV2.aspx?prevorigin=rbf&origin=NeoPortalPage&rpring=UsGovGccProduction&rpsession=78412ca7-88b9-427a-aeca-c0079436ae12&subpage=design&id=z8LVIj7OPUSaf9_MAjH3P981SjiMsxNJo9X_KZVwH89UQzdUMzE2SFc1WTNSMDNFWjBZT0VXVUM0Ry4u&topview=Preview https://forms.cloud.microsoft/Pages/DesignPageV2.aspx?prevorigin=rbf&origin=NeoPortalPage&rpring=UsGovGccProduction&rpsession=78412ca7-88b9-427a-aeca-c0079436ae12&subpage=design&id=z8LVIj7OPUSaf9_MAjH3P981SjiMsxNJo9X_KZVwH89UQzdUMzE2SFc1WTNSMDNFWjBZT0VXVUM0Ry4u&topview=Preview https://sfcitypartner.sfgov.org/pages/index.aspx https://sfcitypartner.sfgov.org/pages/index.aspx

INTRODUCTIONS

Lucinda Huang – Procurement Officer, Pre-Award Unit

Bill Blum, Beth Neary, John Aynsley, and Andy Scheer – DPH HIV Health Services Team

Request for Proposals: The Department of Public Health (hereinafter “City” or “DPH”) is issuing this Request for Proposals (hereinafter “RFP” or “Solicitation”) to seek proposals (hereinafter "Proposals”) from qualified and experienced firms (hereinafter “Proposers”) to operate an intensive case management program to support people with HIV whose complex behavioral health issues and unstable housing challenge them from achieving and maintaining durable viral suppression, engagement in care and support services, community stability and overall wellness.

Anticipated Contract Term: Initial five-year term, with five one-year extension options at the City’s sole discretion. The City reserves the right to modify the anticipated term if the City determines that such modification serves the City's best interest.

SOLICITATION SCHEDULE

Activity Time Date RFP Published 08/10/2026

Pre-Proposal Conference 11:00AM PT 08/17/2026

Deadline for Questions 5:00PM PT 08/24/2026

Estimated Q&A Addendum Posting 09/02/2026

Deadline to Submit Proposals 2:00PM PT 09/09/2026

Estimated Short-Listing Notification for Interviews (if applicable)

October 2026

Estimated Interviews (if applicable) October 2026

Estimated Announcement of Award October 2026

Health Commission Presentation (if applicable) November 2026

Estimated Contract Start Date 03/01/2027

MINIMUM QUALIFICATIONS

This screening is a pass or fail determination. A Proposal that fails to meet the Minimum Qualifications will not be eligible for further consideration in the evaluation process. The City reserves the right to request clarifications from Proposers.

MQ # Description MQ1 Proposer must have at least five years of cumulative experience within the past ten years working with a government agency to provide medical case management services to people with HIV who have moderate or intensive needs. Refer to Attachment J (HIV Referral Acuity Scale) for definitions of moderate and intensive needs. The required experience must be met at the time of Proposal submission.

Third party documentation for this experience must be included in the Proposal.

Acceptable third-party documents include contract agreements and/or letters of attestation that clearly state the project duration and relevant scope of work.

Additionally, the Proposer must include a cover letter explaining how the submitted third-party documents demonstrate that the Minimum Qualification is met.

MINIMUM QUALIFICATIONS

This screening is a pass or fail determination. A Proposal that fails to meet the Minimum Qualifications will not be eligible for further consideration in the evaluation process. The City reserves the right to request clarifications from Proposers.

MQ # Description MQ2 Proposer must have at least three years of experience working with a consortium of HIV service providers. The required experience must be met at the time of Proposal submission.

Third party documentation for this experience must be included in the proposal.

Acceptable third-party documents include Memoranda of Understanding (MOUs), subcontract agreements, and/or letters of attestation that clearly state the project duration and relevant scope of work.

MQ3 Proposer must employ or be able to recruit appropriately licensed or license-eligible staff to perform the services in this solicitation.

Documentation for this requirement must be included in the proposal. Acceptable documentation includes an organizational chart identifying licensed or license-eligible staff and/or the recruitment team with their respective roles, along with a description of recruitment processes used to fill licensed positions.

SCOPE

RFP Section 4.1 Background:

• San Francisco’s comprehensive HIV System of Care consists of integrated medical and support services designed to support people with HIV, particularly low-income and medically underserved populations. The Ending the HIV Epidemic Intensive Case Management program (hereinafter “EHE ICM”) will address the critical need in San Francisco’s traditional Ryan White system of care, specifically regarding people whose care engagement patterns and HIV viral suppression are challenged by homelessness, serious mental illness, and dysregulated substance use.

• The duration of program enrollment is not time-limited, and the program should be designed in a way that seamlessly supports clients.

• The program is primarily funded by the federal Ending the HIV Epidemic in the U.S. initiative. In accordance with the Ryan White HIV/AIDS Program requirements, services are to be provided by public or nonprofit entities or by private for-profit entities if they are the only available provider of quality HIV care in the area.

https://www.hrsa.gov/ending-hiv-epidemic https://www.hrsa.gov/ending-hiv-epidemic https://ryanwhite.hrsa.gov/sites/default/files/ryanwhite/resources/rwhap-nms-part-a.pdf

RFP Section 4.2 Scope Of Work:

A. Target Population / Priority Population

The sole eligibility requirement for enrollment in the EHE ICM program is a documented HIV diagnosis. Eligibility for EHE ICM services may not be restricted to clients of one HIV primary care clinic and must be provided to clients of any primary care clinic in the City and County of San Francisco. Services must serve clients across the entire HIV system of care and must strive to avoid unnecessary service duplication.

The Contractor shall assess prospective clients for program suitability based on the presence of one or more moderate to intensive needs as listed below (See RFP for complete details).

See Attachment J (HIV Referral Acuity Scale).

1. Uncontrolled HIV: CD4<200; history of or living with multiple opportunistic infections and co-occurring disorders (e.g., HCV, cancer, diabetes); and/or current HIV viremia; viral rebound since starting ART after initial diagnosis; and/or not on ART or taking oral ART inconsistently.

2. Serious mental illness and chronic substance use disorder with limited to no insight as to the severity or impact of these conditions on self, friends/family, and community and not engaged with a behavioral health provider (e.g., LCSW, LMFT, psychiatrist, psychiatric NP).

3. Extended history of unsheltered homelessness and housing instability without resources and independent ability to resolve housing situation.

RFP Section 4.2 Scope Of Work:

B. Program Requirements

1. Multidisciplinary Care

Through proactive, multidisciplinary team case management and collaboration with healthcare and wrap-around service providers throughout San Francisco, the EHE ICM program team will work to improve clients’ long-term, complex psychosocial and physical health issues throughout enrollment in the program.

2. Service Delivery Setting

Services by all EHE ICM team members must be delivered at the Contractor’s agency, in community settings where clients access support services, HIV primary care clinics and other healthcare facilities, and/or in clients’ living environments (e.g., streets, shelters/navigation centers, SRO’s).

RFP Section 4.2 Scope Of Work:

B. Program Requirements (cont’d.)

3. Caseload and Client Support Standards

a. Given the level of client acuity, EHE ICM case manager to client ratios are not expected to exceed 1:25.

b. Client contact must be frequent, preferably face-to-face though phone calls, text, email and other electronic means of communication are acceptable.

c. The EHE ICM program must anticipate providing proactive linkage to and engagement in HIV primary care, escorts to help secure financial entitlements and health care coverage, housing/shelter, mental health care, substance use treatment, food and nutrition, as well as any other services necessary for overall client wellness and community stability.

d. Regular care coordination must be conducted with client’s medical and other support team members as well as frequent assessment of service needs and behavioral health acuity.

RFP Section 4.2 Scope Of Work:

B. Program Requirements (cont’d.)

4. Adjustment of Client Support

a. Once clients achieve sustained stability in health, wellness, and community living, the EHE ICM program must have the ability to step them down to a lower level of services, when possible (e.g., HIV Center of Excellence program, clinic-based panel management, housing case management, self-management, etc.).

b. Conversely, the EHE ICM program must have the ability to support clients’ transition to a higher level of care and services, when necessary (e.g., behavioral health intensive case management, in-patient psychiatric care, Long-term Care facility).

5. Allowable Staffing and Administrative Cost Guidelines

a. Funds can be used to pay for medical providers (e.g., registered nurses, nurse practitioners, medical doctors), psychiatric providers (e.g., psychiatrists, psychiatric nurse practitioners), agency management, and other appropriate administrative staff as needed to meet the full host of client needs and staff supervision.

b. Indirect administrative expenses may not exceed 9% of the full award due to current federal limitations: HRSA RWHAP Recipient Resources.

https://ryanwhite.hrsa.gov/about/recipient-resources https://ryanwhite.hrsa.gov/about/recipient-resources https://ryanwhite.hrsa.gov/about/recipient-resources https://ryanwhite.hrsa.gov/about/recipient-resources

RFP Section 4.2 Scope Of Work:

C. Contractor Responsibilities

1. EHE ICM services

The Contractor shall provide:

a. Clinical Case Management: includes psychosocial assessments and treatment planning; crisis intervention and brief behavioral health interventions; limited duration 1:1 and group therapy (≤6-months); substance use counseling and linkage to treatment; behavioral healthcare coordination;

licensed behavioral health clinical guidance to paraprofessional staff. These services require staff to have a master’s level, behavioral health services by CA Board of Behavioral Sciences (BBS) licensed or be license-eligible.

b. Case Management: includes client linkage to and navigation of housing/shelter, healthcare, mental healthcare and substance use treatment, nutrition, financial and healthcare benefits, medical respite and hospice services. These services do not require professional education and licensure beyond a bachelor’s degree.

c. Licensed Vocational Nurse (LVN) Services: include treatment adherence (medication reconciliation, dispensing, administration); panel management and follow-up on care gaps, including routine sexually transmitted infections (STI) testing and treatment; health education; care coordination with clients’ primary medical team to support client wellness and community stability.

RFP Section 4.2 Scope Of Work:

C. Contractor Responsibilities (cont’d.)

2. Cross-Agency Collaboration The Contractor shall develop strong working relationships with other providers funded by DPH HHS and Community Health Equity & Promotion (CHEP) sections to ensure that ICM services are coordinated, aligned with the broader landscape of services, and responsive to the current needs of people with HIV with moderate to intensive needs.

3. Program Evaluation, Quality Assurance and Reporting Standards The Contractor shall:

a. Collect and submit all required client-level and service delivery data through California State Office of

AIDS HIV Care Connect (HCC).

b. Measure the achievement of standardized process and impact objectives required by DPH HHS, Contract Development and Technical Assistance (CDTA), and Business Office of Contract Compliance (BOCC). Contractor must submit a report to BOCC detailing performance and progress toward jointly established program objectives, as defined in collaboration with DPH.

c. Conduct a client satisfaction survey annually.

d. Develop a detailed quality assurance plan for the services provided. See RFP for complete details.

RFP Section 4.2 Scope Of Work:

D. Incentive Management At DPH’s sole discretion, and upon mutual agreement of both parties, incentive management, including but not limited to the provision of gift cards, may be added to the scope of services outlined in this agreement. Any such addition shall be subject to terms and conditions mutually agreed upon in writing by both parties. See RFP Section 4.2.D for complete details.

E. Other Preferred but Optional Services The Contractor may provide:

1. Group or individual counseling services that support retention in EHE ICM, medical care, and wrap-around services.

2. Direct Observation Therapy of medications.

3. Service provision in San Francisco’s threshold languages, including Chinese (Cantonese and

Mandarin), Spanish, and Filipino.

4. Benefits Coordination – enrollment services for the California AIDS Drug Assistance programs

(e.g., ADAP, OA-HIPP, MPPP); Medi-Cal, Medicare, and Healthy SF navigation; financial benefits navigation; private insurance navigation as needed.

RFP Section 4.4 Compensation:

A. Price. (See RFP for complete details)

Work will be compensated on a cost-reimbursable basis for all labor, operating expenses, and incidentals to complete each unit of work as described in the Agreement scope, up to the not-to-exceed amount specified in the Agreement. Contract pricing must include all labor, materials, travel, and incidentals necessary to complete the work described in the Agreement scope. The Contractor may request monthly payments based on costs incurred during the previous month, provided all costs are supported by appropriate documentation. No additional compensation will be due from the City unless the Agreement is modified to include additional work requested by the City.

Intensive Case Management (HRSA HIV/AIDS Bureau Service Category: Medical Case Management):

a. Clinical Case Management Hours # FTE X # Hours per week X # Weeks per Year X % Level of Effort

b. Medical Case Management Hours # FTE X # Hours per week X # Weeks per Year X % Level of Effort

c. LVN Case Management Hours # FTE X # Hours per week X # Weeks per Year X % Level of Effort

PROPOSAL FORMAT AND ORGANIZATION

Proposal Requirements:

The Proposal must be in an in an 8.5 X 11 inches page format, minimum 10pt font size, minimum 0.75-inch margins, and may be no more than a total of 25 electronic pages (See RFP Section 5 for specifics).

Proposal Content:

The City reserves the right to deem any Proposal that does not follow the RFP Section 5.2 (Proposal Content) non-responsive.

• Electronic File #1, clearly marked “RFP142026ProposerNameTechProposal.” It must be submitted as a single PDF and shall include all items listed in Content A, B, and C.

• Electronic File #2, clearly marked “RFP142026ProposerNameMQsForms.” It must be submitted as a single PDF and shall include all items listed in Content D and E.

• Electronic File #3, clearly marked “RFP142026ProposerNameCostProposal.” It must be submitted as an Excel file. Do not include contents from Electronic File #1 and #2.

Electronic File #1 - Content A: Firm (including any subcontractors) Qualifications and Experience including References

A.1 Firm Overview. Please provide a description of the services that your firm has provided in San Francisco or other cities, how long your firm has been in operation, and any unique features of the services your firm offers.

A.2 Prior City Work. If your firm has prior experience working with the City, do not assume this prior work is known to all members of the evaluation panel. All Proposals should be prepared as if the evaluation panel members have no knowledge of the firm, their qualifications, or past projects.

A.3 Subcontractors. Please identify any subcontractor firms or contractors that will be used to implement the scope of work. Describe each subcontractor’s qualifications, background, and specific expertise relevant to the services.

A.4 References. Use this section to share any additional information about your work with the references listed in Attachment C (Reference Form). DPH will contact those references, then share their responses with the evaluation panel. References typically have three calendar days to respond. You're responsible for ensuring your contacts are current, reachable, and willing to respond.

Electronic File #1 - Content B: Staff, Teams (including any subcontractors) Qualifications and Experience

B.1 Staffing. Please provide a description of how your firm plans to staff the contract.

B.2 Key Staff Qualifications. Please list the name and qualifications of the key staff/team members that will be assigned to the contract. If applicable, provide detailed qualifications of the manager that will be assigned to the project.

B.3 Partners. Please list any organizations your firm plans to partner with to implement the scope of work, including describing any existing partnerships and/or memberships with San Francisco agencies serving low-income people with HIV, to ensure successful fulfillment of the contract requirements and tasks.

Electronic File #1 - Content C: Demonstrated Understanding of the Overall Project and Requested Scope of Work

C.1 Proposed approach for implementing the scope of work. Please describe how your firm plans to approach the scope of work for the City. This would include how your firm would address or enhance the tasks in the scope of work and how you would partner with the City to implement the service. Provide any insights or advice that may assist the City in implementing the scope of work.

C.2 Anything else the City should consider. Proposers should provide any insights or advice they feel may assist the City in implementing the scope of work.

C.3 Identify any “key” or “critical” issues that you believe may be encountered based on the firm’s prior experiences; and provide steps to be taken to ensure the issues identified do not affect the successful delivery of the service.

Electronic File #2 - Content D: Minimum Qualifications

D.1 Provide a written explanation of how your firm meets the Minimum Qualifications. Describe how the services shown in your submitted documents are the same as, or substantially similar to, the services described in this Solicitation.

D.2 Provide third party documentation to prove that your firm meets the Minimum Qualifications described in Section 2.4. Acceptable third-party documents include contracts or letters of attestation from customers. Contracts must be fully executed, include the beginning and end dates of the services provided, and for ongoing services, must include the start date and clearly indicate that the services are current. These dates must be easily identifiable within the document or clearly highlighted by the Proposer. Letters of attestation must be signed by the customer and must also include the period of performance. These documents do not count toward the Proposal page limit.

Electronic File #2 - Content E: Mandatory Forms

1. Attachment A (Contact Information Cover Sheet)

2. Attachment B (Non-Collusion Affidavit Form)

3. Attachment C (Reference Form)

4. Attachment D (12L Compliance)

5. Attachment E (CMD LBE Form 2A)

6. Attachment F (Minimum Compensation Ordinance (MCO) Declaration)

7. Attachment G (Health Care Accountability Ordinance (HCAO) Declaration)

8. Attachment H (First Source Workforce Projection Form and Fact Sheet)

Failure to submit all mandatory forms will result in the Proposal being deemed non-responsive and will not be advanced to the Minimum Qualifications review.

https://powerforms.docusign.net/7fbba84c-c5d8-47c0-8e57-7203f75c0932?env=na2&acct=674ac644-8feb-497f-9e7c-73837ca1bebe&accountId=674ac644-8feb-497f-9e7c-73837ca1bebe

Electronic File #3 - Content F: Cost Proposal

A. Proposers must use Attachment I (Cost Proposal Form) in this RFP.

B. The Cost Proposal shall be based on RFP Section 4.4 (Compensation), above, and must be inclusive of all costs to perform the scope of work. Failure to use the Cost Proposal Form provided by the City will be cause for rejection of a Proposal. Cost Proposals will be evaluated by utilizing the method outlined in RFP Section 6.2 (Cost Proposal Scoring).

EVALUATION

Evaluation Criteria Points Minimum Qualifications Pass/Fail Firm’s (including any subcontractors) qualifications and experience in providing similar services as defined in the RFP, including references

Staff / Team’s (including any subcontractors) qualifications and experience in providing similar services as defined in the RFP

Demonstrated understanding of the overall project and requested scope of work 35 Cost Proposal 20 Total Points** 100 Application of LBE Rating Bonuses*** RFP Section 3.1.B

**Interviews –The City reserves the right to interview a subset of top-scored Proposers, based on a natural break in the evaluation scores. An additional 25 points will be used to score the interview based on the same criteria listed in the RFP. The 25 points will be prorated in the same proportion as the Proposal scoring listed in the table above.

***LBE Rating Bonuses – LBE Rating Bonuses shall be applicable to each phase of the Solicitation evaluation and selection process, in accordance with the values shown in RFP Section 3.1.B (Application of LBE Rating Bonuses).

SELECTION PROCESS

This Solicitation follows the RFP best-value selection process. The process includes the following steps, in order:

1. Proposal Screening. The Procurement Officer reviews each Proposal to confirm it includes all content required by this Solicitation. Missing or incomplete required content will result in the Proposal being deemed non-responsive.

2. Minimum Qualifications Review. The Procurement Officer reviews Proposals against Minimum Qualifications. Only Proposals that meet these requirements continue to the next step.

3. Technical Proposal Scoring. The evaluation panel scores Technical Proposals using the evaluation criteria and point values listed in the RFP.

4. Cost Evaluation. The Procurement Officer evaluates Cost Proposals using the method described in RFP Section 6.2, Cost Proposal Scoring.

5. Combined Scoring and Interviews. Technical and Cost scores are combined. Local Business Enterprise (LBE) rating bonuses are applied to eligible firms. If needed, the highest-scoring firms are invited to an interview.

6. Recommendation for Award. The Procurement Officer issues Notice of Intent to Award (NOIA) to the recommended firm(s) in accordance with RFP Section 6.4.A (Award of Contract).

7. Handoff to Contracts Team. The recommended firm(s) will be handed off to the Contracts Team for contract development and execution.

CONTRACT AWARD, SIGNED PROPOSAL AND EXCEPTIONS

Award of Contract: The City shall award one or multiple contracts to Proposers that meet the Minimum Qualifications of this Solicitation and whose Proposals receive the highest number of points.

Signed Proposal and Exceptions:

1. Submission of a signed Proposal will be interpreted to mean that the firm responding to this RFP has hereby agreed to all the terms and conditions set forth in the Solicitation, and any attached sample contract.

2. The successful Proposer will be required to enter into a contract substantially in the form of Attachment M (City's Contract Terms) presented in this Solicitation. Proposers must review this contract for acceptance during the Solicitation process, and any change requests or questions must be submitted during the question-and-answer period outlined in the Solicitation. The City makes no guarantee that any requests will be approved.

3. The City will not accept any changes to the contract after the question period closes. Proposals submitted with exceptions to the scope or contract terms will not be advanced in the evaluation process.

COMPLIANCE REVIEW AFTER NOTICE OF INTENT TO AWARD

Required Compliance Checks: The Pre-Award Unit will not hand off the Solicitation to the Contracts Unit for contract development until the recommended Proposer is fully compliant and in good standing with:

• California Secretary of State

• Franchise Tax Board

• Internal Revenue Service

• CA Attorney General’s Registry of Charitable Trusts (nonprofits)

• Office of Foreign Assets Control (state funded contracts)

• System for Award Management (federally funded contracts)

Legal Name Requirements: The Proposer’s legal name must appear exactly the same on all Proposal documents, in all relevant databases, and in the City’s Supplier System (if registered). The firm submitting the Proposal must be the same firm that enters into the contract. If using a DBA, it is the Proposer’s responsibility to ensure it is properly registered and reflected in all systems.

Cure Period & Non-Responsiveness: The City will allow 10 calendar days for the Proposer to cure any non-compliant requirements after the NOIA issuance. If the City does not receive documentation that the Proposer has initiated the compliance process (not just a statement of intent to cure) within 10 calendar days, the Proposer will be deemed non-responsive, and the City will withdraw the NOIA and move to the next highest-scoring Proposer.

Proposers are strongly encouraged to verify their standing in all required databases during the Proposal stage. This ensures they are fully prepared to enter contract development if recommended for award.

INSTRUCTIONS TO PROPOSERS

Obtaining RFP Documents and Addenda:

RFP documents including addenda can be found by searching Sourcing Event ID SFGOV- 0000011852 on San Francisco City Partner website: SF City Partner View Events and Place Bids.

Submitting Proposals:

1. Proposals must be submitted through the San Francisco City Partner website. The website will automatically close at the submission deadline, and late Proposals will not be accepted.

2. Uploading a Proposal is not enough, Proposers must press "Submit" before the deadline.

3. Proposals must be received by the due date and time shown in the RFP. Proposals that are submitted by email will not be accepted.

If the Website Is Not Working:

1. Proposers must notify the Procurement Officer and provide proof of the issue.

2. Proposals may be delivered in person as a backup option (provide a tracking #).

3. The in-person deadline is the same as the online submission deadline.

https://sfcitypartner.sfgov.org/pages/Events-BS3/event-search.aspx

INSTRUCTIONS TO PROPOSERS

If your firm is not yet registered as a City Supplier, complete both steps below.

Step 1: Register as a BIDDER at the San Francisco City Partner website

Step 2: Follow the step-by-step instructions on SF.gov for converting your BIDDER ID to a SUPPLIER ID. This will require two things:

1. Register with the City Tax Collector’s Office

2. Submit the online 12B Declaration for Article 131 (Equal Benefits Program) compliance through the SF City Partner website.

Business Tax Registration Inquiries: Contact the Tax Collector’s Office at (415) 554-4400 or, if calling from within the City and County of San Francisco, 311.

Equal Benefits Program Inquiries: Visit www.sfgov.org/cmd for information on San Francisco Labor and Employment Code Articles 131 and 132.

https://sfcitypartner.sfgov.org/pages/BidderRegistration-BS3/bidder-registration-1.aspx https://www.sf.gov/step-by-step--become-city-supplier https://www.sf.gov/step-by-step--become-city-supplier https://www.sf.gov/step-by-step--become-city-supplier https://www.sf.gov/step-by-step--become-city-supplier https://www.sf.gov/step-by-step--become-city-supplier https://www.sf.gov/step-by-step--become-city-supplier http://www.sfgov.org/cmd http://www.sfgov.org/cmd http://www.sfgov.org/cmd http://www.sfgov.org/cmd http://www.sfgov.org/cmd

REQUESTS FOR CLARIFICATIONS/QUESTIONS

Contact only the Procurement Officer:

Do not contact any other City employee, commission member, committee member, or other agency staff about this Solicitation. This rule applies to firms, as well as their representatives, agents, or anyone acting on their behalf. Contacting anyone else will give DPH cause to reject your Proposal.

How to Ask Questions:

Email Lucinda Huang, Procurement Officer, at Lucinda.Huang@sfdph.org and sfdph.solicitations@sfdph.org.

Send your questions by 5:00PM PT on August 24, 2026. Questions received after this date and time may not be answered.

Only questions that have been resolved by formal written addenda to this Solicitation will be binding. Oral and other interpretations or clarifications will be without legal or contractual effect.

mailto:Lucinda.Huang@sfdph.org mailto:Lucinda.Huang@sfdph.org mailto:Lucinda.Huang@sfdph.org mailto:Lucinda.Huang@sfdph.org mailto:Lucinda.Huang@sfdph.org mailto:sfdph.solicitations@sfdph.org mailto:sfdph.solicitations@sfdph.org mailto:sfdph.solicitations@sfdph.org mailto:sfdph.solicitations@sfdph.org mailto:sfdph.solicitations@sfdph.org

QUESTIONS AND DISCUSSION

• You may ask general questions at this time.

• Please type your question in the chat in addition to asking it out loud.