RFQ_FY26-QQ-030.docx

Pop-Up Case Management and Overnight Supervision Services for Unsheltered Individuals during ‘Code Blue’ Severe Weather Community Health and Safety Department

Pass/Fail Packet Cover Sheet

FY26

Name of Offeror/Organization:

Physical or Mailing Address:

Email Address:

Phone Number:

Project Management Services Brief Project Description:

Amount Requested:

NMBTIN #

MUNIS Vendor #

Name/Signature of Authorized Signatory on Behalf of Offeror Date

Pop-Up Case Management and Overnight Supervision Services for Unsheltered Individuals during ‘Code Blue’ Severe Weather

RFQ FY26-QQ-030

Request for Quotes

Release Date: October 14, 2025 Quote Submission Deadline Date: October 28, 2025 by 5:00 PM

PURPOSE:

The City of Santa Fe’s Youth and Family Services Division is seeking support with its important work during cold weather events. The Division seeks organizations that can assist with the delivery of emergency case management and overnight supervision services aimed at supporting unsheltered individuals at pop-up shelters during periods of ‘Code Blue’ severe weather.

OBJECTIVES:

· To provide emergency case management and overnight supervision services for unsheltered individuals during periods of extreme weather conditions as dictated by the City’s ‘Code Blue’ policy, such as storms, or freezing temperatures.

· To ensure individuals have access to shelter, food and basic needs.

· To administer Narcan when necessary and escalate issues as appropriate.

· To ensure that individuals staying in emergency pop-up shelters receive overnight supervision by trained individuals.

· To foster community partnerships to enhance service provision and ensure the safety of all individuals during extreme weather events.

· Report to/coordinate with the YFS Program Manager or designee during and between Code Blue activations.

SCOPE OF WORK:

1. Emergency Shelter and Basic Needs:

0. Secure emergency shelter arrangements for individuals during severe weather, including temporary indoor shelter solutions. Comment by Lia Salaverry: As the reader, I’m a bit unclear about the types of units/structures being requested. Pop-up units and temporary indoor housing sounds like different models. Can we clarify this?

0. Ensure that basic needs such as food, water, hygiene products, and clothing are provided to individuals in the emergency pop-up shelters and during outreach.

0. Be available to staff overnight emergency pop-up shelters with experience staff that have a harm reduction and trauma informed background.

1. Case Management Services:

1. Assign trained case managers to assess immediate needs and create a short-term care plan focused on providing support for clients as appropriate.

1. Health and Safety Support:

2. Work with medical professionals to offer health care resources or referrals to unsheltered individuals.

2. Provide mental health support services to individuals who may experience trauma or stress related to weather conditions or other circumstances.

2. Develop and implement safety protocols to protect vulnerable individuals during outreach and in shelter environments.

1. Documentation and Reporting:

3. Keep accurate records of all services provided, including client intake forms, case notes, and service outcomes. Comment by Lia Salaverry: Any requirements here for UniteUS or HMIS?

3. Provide updates as requested to the City on the status of services, including the number of individuals served, resource distribution, and overall impact.

DELIVERABLES:

1. A short report detailing services provided, and resources distributed after each night of services.

2. Participation in an evaluation of the program’s effectiveness, including recommendations for improvement.

QUALIFICATIONS OF PROPOSER:

· Proven experience working with homeless individuals.

· Knowledge of homelessness response standards and best practices.

· Expertise in case management and overnight supervision services for unsheltered individuals.

· Ability to administer Narcan.

· Training in de-escalation and/ or security.

· Ability to effectively manage funding and report on outcomes.

FUNDING:

· Budget: Up to 30k for the Winter Season for multiple awards.

Multiple awards may be granted from this solicitation.

BACKGROUND INFORMATION:

Sample Code Blue Activation 3 Here is a sample announcement for a Code Blue activation from last season.

PROJECT NARRATIVE:

Please include a description of the Project Management role being applied for.

SECTION A: Experience

· Describe your experience as it relates to the Objectives, Scope and Deliverables for the chosen Project Management role.

· Describe your experience working with homeless individuals and/or knowledge of the local landscape and providing resources, advocacy, and support.

· Describe how you meet the Qualifications SECTION B: Proposed Approach

· Describe your approach to accomplishing the work outlined.

· Describe how you manage resources to ensure effective and timely service delivery.

· Describe how you ensure your services are culturally sensitive and compassionate.

· Describe the expected Timeline to completion of work.

SECTION C: Proposed Budget

· Describe anticipated expenditures. All charges described in the budget narrative must be justified.

· Describe how you plan to manage and track your budget for the Youth and Family Services Division, ensuring resources are allocated efficiently to meet the needs of the department without exceeding financial limits. How will you ensure proper oversight and financial accountability?

The following individual is designated to serve as the official point of contact for this RFQ and is the only authorized contacts permitted to communicate on behalf of the Community Health and Safety Department about this RFQ.

Kristen Woods, Program Manager City of Sana Fe, Youth and Family Services Division krwoods@santafenm.gov