Street_Outreach_Data_Management_System.pdf

COUNTY OF ORANGE

REQUEST FOR INFORMATION

FOR

STREET OUTREACH DATA MANAGEMENT SYSTEM

RFI NO. RFI 23-000115

Date of Issuance: Tuesday, July 7, 2026

Responses Due: Tuesday, August 4, 2026

5:00 pm (Pacific Time)

County of Orange RFI # RFI 23-000115 Page 2 of 15 County Executive Office - Office of Care CoordinationStreet Outreach Data Management System

SECTIONS

SECTION 1. INTRODUCTION

SECTION 2. SCOPE OF SERVICES

SECTION 3. RESPONSE REQUIREMENTS

SECTION 4. VENDOR RESPONSES

SECTION 5. ANTICIPATED SCHEDULE

SECTION 6. CONTACT INFORMATION

County of Orange RFI # RFI 23-000115 Page 3 of 15

1 INTRODUCTION

The County of Orange (County) is seeking information from qualified organizations through this Request for Information (RFI) to support the evaluation and potential future procurement of a Street Outreach Data

Management System (System). Respondents may provide information regarding one or more of the service components identified in this RFI. See the Scope of Services section for additional details regarding the requested service components.

This RFI is for informational purposes only and is intended to assist the County in planning and market research activities. No contract award will result from this RFI, and the County will not reimburse respondents for any costs incurred in preparing a response. Information received may be used to develop a future Request for Proposals (RFP) or other competitive solicitation; however, the County makes no guarantee that any such solicitation will be issued.

1.1 The County Reserves the right to:

• Request a sample for determining equality with the specified brand.

• Make use of any information or ideas in the Proposals submitted.

• Request revisions and hold discussions with any Respondent as necessary to serve the best interests of the County.

• Seek publicly available information about the Respondents.

• Conduct, or not to conduct, oral interviews and/or presentations with any Respondent(s) and additional Respondents.

• Waive, at its discretion, any procedural, non-material defects, irregularity, or informality, which

County deems correctable or otherwise not warranting rejection of the bid that do not result in any unfair competitive advantage. Any waiver will not excuse a proponent from full compliance.

• Verify and validate any information submitted by Respondents.

• Withdraw or cancel in part or in its entirety this solicitation at any time without prior notice.

• Determine how the information received through this RFI in future planning, market research, or procurement activities. Reject any Proposal if it is conditional, incomplete or deviates significantly from the services requested in this solicitation; and/or

• Take no further action following the issuance of this RFI.

The County is issuing this RFI solely for informational and planning purposes. Responses submitted shall not be considered offers and will not result in a contract award. The County may use information obtained through this RFI to develop a future competitive solicitation; however, the County makes no representation that any solicitation or contract award will result from this

RFI.

2 SCOPE OF SERVICES

County of Orange RFI # RFI 23-000115 Page 4 of 15

2.1 Project Objectives

The primary objective of this RFI is to implement a System capable of supporting the operational, analytical, and compliance needs of the County’s Outreach & Engagement Program.

The selected vendor shall provide a System that:

1. Supports program referrals, intake, dispatch coordination, and response tracking

2. Captures detailed outreach engagement data and client interaction records

3. Maintains secure client records with unique identifiers and controlled access

4. Tracks services provided, referrals made, and linkages completed

5. Supports shelter and housing placement coordination

6. Provides GIS-based geographic intelligence for outreach deployment

7. Generates real-time dashboards and operational reporting tools

8. Integrates with required County and partner data systems

9. Supports informed consent management and privacy protections

10. Enables closed-loop referral tracking with external partners

The System must be capable of supporting both daily operational management and long-term program evaluation, while ensuring compliance with federal homelessness data standards and applicable data security regulations.

2.2 System Functional Requirements

A. Referral Intake and Dispatch Management

The System shall include a centralized intake and dispatch module designed to manage all outreach referrals received to the Program. This component will serve as the primary mechanism for logging requests/referrals for street outreach response and coordinating field deployment.

The System must support an intake process of referrals from multiple sources including but not limited to:

1. County agencies/departments and Board of Supervisor offices

2. Municipal governments

3. Law enforcement agencies

4. community partners

5. Healthcare providers

6. General public

The System must allow staff to record detailed referral information including location, urgency level, presenting concerns, and any known safety considerations.

Once entered, referrals must be triaged according to configurable prioritization criteria and assigned to the appropriate outreach team based on geographic coverage areas, workload distribution, or specialized service capabilities.

County of Orange RFI # RFI 23-000115 Page 5 of 15

The dispatch element must enable program staff to:

1. Assign outreach teams to field responses

2. Monitor response times and engagement outcomes

3. Track referral status from intake through a successful solution

4. Maintain communication logs related to referral follow-up

5. Provide status updates to referring partners

The System must also support closed-loop referral tracking so that referring agencies can be notified when a request has been addressed and outreach contact has been attempted or completed.

B. Geographic Mapping and Field Operations Support

The System should include integrated Geographic Information System (GIS) functionality capable of supporting operational mapping and spatial analysis of outreach activities.

The mapping platform must allow authorized users to visualize outreach activity across Orange County and identify geographic patterns related to service demand, engagement activity, identified hot spots, and encampment(s) presence.

Required mapping functionality includes:

1. Real-time tracking of referral locations

2. Identification and tracking of homeless encampments

3. Visualization of service “hot spots” and outreach activity clusters

4. Mapping of outreach team coverage including service planning areas, cities, zones

5. Integration of community resource locations such as shelters, clinics, and service providers

6. Routing and navigation tools for outreach teams

7. Geographic tagging of outreach engagements and service delivery

Mapping tools must also support the ability to overlay jurisdictional boundaries including cities, service planning areas, and supervisory districts to support reporting and operational planning.

C. Client Engagement and Case Activity Tracking

The System must support longitudinal tracking of outreach engagements and client interaction history.

Outreach teams must be able to create and maintain client profiles that capture demographic information, engagement history, and service connections over time.

Client records must include configurable data fields that allow outreach teams to document interactions, track progress toward housing placement, and record barriers to service connection.

Features must include:

1. Unique client identification numbers

2. Demographic and engagement data collection fields

3. Documentation of outreach contacts and engagement attempts

County of Orange RFI # RFI 23-000115 Page 6 of 15

4. Detailed case notes and narrative documentation

5. Tracking of referrals offered and linkages completed

6. Upload and storage of relevant documents

7. Client engagement timelines

The System must support both mobile and desktop data entry to allow outreach teams to document interactions in real time while working in the field.

D. Shelter Bed Reservation and Placement Management

The System shall include a shelter coordination module or integration capability that allows outreach teams to identify and reserve available shelter beds in real time.

The shelter coordination functionality must provide:

1. Visibility into available beds by shelter provider and location

2. Reservation workflows for outreach referrals from various referral parties

3. Tracking of bed assignments and placement outcomes

4. Communication tools for coordination with shelter operators

5. Real-time updates to bed availability

The System must also support reporting on shelter utilization trends, placement success rates, and referral outcomes.

E. Service and Referral Tracking

The System must allow outreach teams to record services provided during outreach engagements and track referrals to partner programs.

Service tracking functionality must include the ability to document basic needs assistance such as:

1. Food distribution

2. Clothing distribution

3. Hygiene supplies

4. Transportation assistance

5. Other material support

Each service entry must capture the service type, quantity, staff member providing the service, location of service delivery, and the associated client record where applicable.

Referral tracking must clearly distinguish between:

a. Referrals offered

b. Referrals accepted

c. Referrals completed (linkages)

The System must track referrals to multiple service categories including behavioral health services, substance use treatment, medical care, benefits enrollment, emergency shelter, and housing programs.

County of Orange RFI # RFI 23-000115 Page 7 of 15

F. Encampment and Hotspot Monitoring

The System must allow outreach teams to document and monitor encampment locations countywide.

Encampment tracking functionality must include:

1. Mapping of encampment locations

2. Estimated population counts

3. Documentation of outreach visits to encampments

4. Historical tracking of encampment activity

5. Ability to generate reports on encampment trends over time

6. Ability to upload pictures/reports

The System must support the creation of heat maps that visualize areas of concentrated outreach activity or service demand.

G. Reporting, Data Analytics, and Performance Monitoring

The System must generate both operational and strategic reporting to support program management and leadership oversight. The System must provide configurable dashboards for supervisors, administrators, and executive leadership that allow real-time monitoring of outreach activity.

Required reporting capabilities include:

1. Referral volume and response metrics

2. Outreach contacts and engagement outcomes

3. Services delivered, and referrals made

4. Shelter placement statistics

5. Housing placement outcomes

6. Geographic trend analysis

7. Encampment activity trends

The System must support automated report generation and allow users to export data in formats compatible with County reporting requirements.

H. Compliance and System Integration

The System must support integration with multiple existing systems used by the County and partner agencies. Required integrations include:

1. Homeless Management Information System (HMIS)

2. Compass OC

3. CHORUS

4. ESRI mapping systems

The System must support federal data collection standards established by the U.S. Department of Housing and Urban Development for street outreach programs.

County of Orange RFI # RFI 23-000115 Page 8 of 15

The System must collect and report participant-level, service-level, outcome-level, and expenditure data sufficient to support County compliance with all BHSA Integrated Plan, performance measurement, transparency, accountability, and DHCS reporting requirements, including future reporting requirements.

2.3 Security, Privacy, and Data Governance

A. The System must meet strict security and privacy requirements to protect sensitive client information. Security requirements include:

1. Role-based access controls

2. Encrypted data storage

3. Secure authentication protocols

4. Audit trails documenting all data changes

5. Time-stamped activity logs

6. HIPAA-compliant data handling procedures

B. Data Ownership, Portability, and Return of Data

The Contractor shall comply with the following requirements regarding County data:

1. Data Ownership

All data, records, content, and information submitted to, stored in, processed by, or generated through the Contractor’s system on behalf of the County (“County Data”) shall remain the sole and exclusive property of the County. The Contractor shall acquire no rights, title, or interest in

County Data.

2. Use of County Data

The Contractor shall not access, use, disclose, or retain County Data except as strictly necessary to perform services under the Agreement and only in accordance with County instructions and applicable law.

3. Data Portability and Export Capability

The Contractor shall provide the County with the ability to export all County Data at any time during the term of the Agreement.

4. Exports shall include all associated metadata, attachments, and relational data necessary to fully reconstruct the dataset outside of the Contractor’s system.

5. The Contractor shall not impose unreasonable limitations, delays, or additional fees for standard data export requests.

C. Termination Data Return and Transition Assistance

Upon expiration or termination of the Agreement for any reason:

1. Provide a final full export of all County Data in a mutually agreed, machine-readable format.

D. Data Deletion and Certification

County of Orange RFI # RFI 23-000115 Page 9 of 15

Upon written request or contract termination, securely delete County Data in accordance with industry best practices and provide written certification of such deletion, including deletion from active systems, archives, and backups to the extent technically feasible.

2.4 Mobile Functionality, Technology and iOS Support

The System must provide robust, secure, and user-friendly support for mobile field-based operations conducted via smartphones and tablets, particularly within the Apple iOS system.

A. Multi Device Compatibility/Support

Given the nature of street outreach services, the proposed database must be optimized for real-time, field-based engagement with individuals experiencing homelessness.

1. The System shall be fully compatible with Apple iOS devices, including iPhones and iPads, across currently supported OS versions.

2. The platform must offer a native iOS application or a highly responsive web-based application optimized for Safari and mobile use.

3. The solution should support seamless performance across varying screen sizes and device types.

4. The System should support role-based access controls tailored to outreach staff, supervisors, and administrators.

5. The system should support offline data entry that syncs when connectivity is restored.

B. Multi Device Capabilities

The System should leverage native device features, including:

1. GPS/location services for street outreach tracking and mapping

2. Camera integration for documentation (e.g., IDs, verification and disability documents, consent forms)

3. Digital signatures for client informed consent for data sharing among partner agencies/community stakeholders and documentation for other program referrals.

2.5 Implementation Expectations

The selected vendor will be responsible for full system implementation including configuration, integration, training, and ongoing technical support. Implementation responsibilities include:

1. Validating detailed system requirements with County staff

2. Configuring the platform to align with program workflows

3. Integrating the System with required external platforms

4. Migrating existing data where applicable

5. Providing staff training and user documentation

6. Conducting system testing and quality assurance

County of Orange RFI # RFI 23-000115 Page 10 of 15

7. Providing post-deployment technical support

The anticipated implementation timeline is approximately three to six months from contract execution.

2.6 Project Management, System Administration & Reporting

The proposed solution must include strong project management support, system flexibility, and robust reporting capabilities to ensure long-term sustainability and adaptability of the street outreach program.

A. Project Management

1. The vendor shall provide a dedicated project manager to oversee implementation, configuration, and deployment of the system.

2. The project manager must coordinate timelines, deliverables, stakeholder communication, and issue resolution throughout the project lifecycle.

3. The vendor must collaborate closely with the County to ensure access and designated in-house project manager to ensure alignment with organizational goals and operational needs.

B. System Flexibility & Administrative Control

1. The System must allow for ongoing modifications, configuration changes, and System upgrades without requiring billable customization or development work for routine administrative changes.

2. Assigned County staff must have administrative-level access to adjust workflows, data fields, forms, and user permissions as program needs evolve.

3. The solution should support scalability and adaptability to accommodate future program expansion, policy changes, and funding requirements.

C. In-House Management Capacity

1. The System must be designed to support management and oversight by an in-house project manager or System administrator.

2. The vendor shall provide appropriate training and documentation to enable internal staff to manage, maintain, and optimize the System independently over time.

D. Reporting & Data Analytics

1. The System must include robust reporting tools that allow for real-time and ad hoc reporting.

2. Users must be able to generate standard and customizable reports on outreach activities, client interactions, service outcomes, and program performance.

3. The solution should support data export in commonly used formats (e.g., CSV, Excel, PDF).

4. Dashboards and visual analytics (e.g., charts, graphs) should be available to support decision-making and reporting to stakeholders, funders, and governing bodies.

E. Performance Monitoring & Continuous Improvement

1. The System should enable tracking of key performance indicators (KPIs) relevant to street outreach and homelessness services.

2. The vendor should support periodic System reviews and recommend enhancements or upgrades as needed.

County of Orange RFI # RFI 23-000115 Page 11 of 15

F. Project Success Criteria

The System will be considered successful when it:

1. Supports HUD-compliant data collection

2. Enables integration with required County systems

3. Produces real-time operational dashboards

4. Demonstrates closed-loop referral tracking

5. Improves outreach response monitoring

6. Supports compliance reporting requirements

7. Provides actionable geographic intelligence for program deployment

3 RESPONSE REQUIREMENTS

County Executive Office - Office of Care Coordination is requesting one (1) electronic copy uploaded on the County’s Online Bidding System to be submitted no later than Tuesday, August 4, 2026 by 5:00 pm

(PT). Fax responses will not be allowed.

4 VENDOR RESPONSES

4.1 Company Information*

*Response required

4.2 Please provide your company name and headquarters mailing address*

*Response required

4.3 SAM.gov Confirmation*

Please upload a printout from SAM.gov to confirm that your company currently has no active exclusions.

The printout must be no greater than seven (7) calendar days prior to the due date of this bid.

*Response required

4.4 Unique Entity Identifier Number (UEI) *

The County requires a valid UEI number with active registration status. Your company may obtain one at no cost at https://sam.gov/entity-registration.

*Response required

4.5 California Secretary of State registration - active and in good standing *

Please upload your active certificate from the California Secretary of State.

CA Sec. of State Verification Link = https://bizfileonline.sos.ca.gov/search/business

*Response required

4.6 D-U-N-S Number*

Please provide your company's DUNS number.

The County requires a valid D-U-N-S number prior to Contract Award. If needed, your company may obtain one at no cost at www.dnb.com. If you are unable to provide/obtain a D-U-N-S number, please indicate so in lieu of the number.

https://procurement.opengov.com/portal/ocgov https://sam.gov/entity-registration https://bizfileonline.sos.ca.gov/search/business http://www.dnb.com/

County of Orange RFI # RFI 23-000115 Page 12 of 15

*Response required

4.7 Federal Taxpayer ID Number:*

*Response required

4.8 California Department of Justice, Office of Attorney General active registration*

Please provide your active (registration status is current)

• RCT Registration Number

• Renewal/Expiration Date

DOJ Verification Link - https://rct.doj.ca.gov/Verification/Web/Search.aspx?facility=Y

*Response required

4.9 Please provide your company website URL, if applicable*

*Response required

4.10 Please provide primary contact name(s), telephone number(s), and email address(es)*

*Response required

4.11 Please provide how long your organization has provided the services outline in the Scope of Services.*

*Response required

4.12 Please describe the current programs your organization administers including identifying the jurisdiction where services are provided*

*Response required

4.13 The Levine Act: County of Orange Campaign Contribution Disclosure*

The Levine Act compliance is a minimum submittal requirement of this solicitation.

Please complete and sign the County of Orange Campaign Contribution Disclosure Form attached hereto.

A proposer’s failure to provide a completed and signed copy will render its proposal as incomplete and nonresponsive.

It is the supplier's responsibility to update the County should any new reportable activity occur between initial disclosure and award.

• Levine_Act_-_Campaign_Contr...

*Response required

4.14 VPAT Attestation of Compliance*

The County of Orange integrates VPAT review into its IT procurement process to ensure that all acquired products and services are accessible to individuals with disabilities. By adhering to the Web Content

Accessibility Guidelines (WCAG) 2.1, Level AA, the County affirms its commitment to creating a digital environment that is inclusive, user-friendly, and accessible to everyone in the community.

All third-party suppliers engaged by the County of Orange must ensure that any web content, applications, or digital assets they produce or maintain meet or exceed WCAG 2.1 Level AA standards. These requirements apply to websites, mobile apps, documents (e.g., PDFs, Word, Excel), and multimedia elements (e.g., videos, images, audio).

https://rct.doj.ca.gov/Verification/Web/Search.aspx?facility=Y https://government-project.s3.us-west-2.amazonaws.com/81475/003ae52f-15e9-419b-824d-3fc6cbedae13_Levine_Act_-_Campaign_Contribution_Disclosure_Form_-_2026-03.pdf https://www.w3.org/TR/WCAG21/ https://www.w3.org/TR/WCAG21/

County of Orange RFI # RFI 23-000115 Page 13 of 15

I attest under penalty of perjury under laws of the State of California that the submitted Accessibility

Conformance Report (ACR), based on the VPAT, is accurate and complete to the best of my knowledge and represents the current accessibility status of the product or service identified.

☐ Please confirm

*Response required

4.15 Accessibility Conformance Report (ACR)*

Respondents shall upload a completed Accessibility Conformance Report (ACR) based on the VPAT

WCAG Edition.

Submission of the ACR represents the supplier’s self-reported assessment of accessibility conformance and will be used by the County to assess alignment with accessibility standards and business requirements.

*Response required

4.16 Is your firm a County of Orange Local Small Business (OCLSB) or a Disabled Veteran

Business Enterprise (DVBE)?*

To participate as an OCLSB and/or DVBE, the requirements in the OCLSB AND DVBE PREFERENCE

POLICIES CERTIFICATION REQUIREMENTS must be met.

☐ Yes

☐ No

*Response required

When equals "Yes"

OC Local Small Business (OCLSB) Preference And Disabled Veteran Business Enterprise (DVBE)

Certifications*

Instructions are located here: https://cpo.ocgov.com/doing-business-oc/preference-policies

• Local_Small_Business_(OCLSB...

*Response required

4.17 Will a sub-contractor meet this preference policy certification(s) requirement?*

☐ Yes

☐ No

*Response required

When equals "Yes"

Upload the proof of certification(s) for each sub-contractor that meets this preference policy certification(s) requirement?

4.18 Contractor Safety*

Contractor shall comply with County’s Safety and Loss Prevention Policy and Procedure #306

(“Contractor Safety Responsibilities”) and submit a copy of its Injury and Illness Prevention Program

(IIPP) and Contractor Safety-Activity Checklist to the designated County Procurement staff as part of the solicitation and/or contract process. Contractor will notify County Project Manager of any revisions to the

Safety-Activity Checklist and will provide a new Safety-Activity Checklist upon County request. The IIPP shall comply with California Code of Regulations, Title 8, Section 1509 or 3203 (whichever applies).

https://cpo.ocgov.com/doing-business-oc/preference-policies https://government-project.s3.us-west-2.amazonaws.com/81475/3cad89e9-cc0e-4054-8a94-0d9f7f95eaed_Local_Small_Business_%28OCLSB%29_Preference_and_Disabled_Veterans_Business_Enterprise_%28DVBE%29_Affirmation.docx https://cpo.ocgov.com/sites/cpo/files/2021-10/306%20County's%20Safety%20and%20Loss%20Prevention%20Policy%20and%20Procedure.pdf https://cpo.ocgov.com/sites/cpo/files/2021-10/306%20County's%20Safety%20and%20Loss%20Prevention%20Policy%20and%20Procedure.pdf https://cpo.ocgov.com/sites/cpo/files/2021-10/Contractor%20Safety%20-%20Activity%20Checklist.pdf

County of Orange RFI # RFI 23-000115 Page 14 of 15

Contractor shall submit other safety programs that pertain to the type of job that will be performed on site.

County reserves the right to conduct inspections and audits as necessary for the purpose of evaluating any aspect of safety performance under this Contract.

*Response required

4.19 Safety Data Sheets (SDS)*

Contractor is required to provide a Safety Data Sheet (SDS) compliant with California Code of Regulations, Title 8, Section 5194, for each hazardous substance that is provided, used or created as part of the goods or services provided by Contractor to County. The SDS for each substance must be sent to either the

County Project Manager, as specified in the “Notices” provision of this Contract, or to the place of shipment or provision of goods/services.

*Response required

4.20 Scope of Services

Non-Collusion Declaration*

Each Respondent must execute the Non-Collusion Declaration contained in the solicitation and submit it with the Response.

The County of Orange may require that the Respondent, before awarding any subcontract, secure Non-

Collusion Declarations from proposed Subcontractors. The County of Orange does not conduct business with Respondents who engage in the act of Collusion.

• Non-Collusion_Declaration.pdf

*Response required

Upload Response to the Scope of Services Section*

*Response required

Company Information*

*Response required

5 ANTICIPATED SCHEDULE

NOTICE: These dates represent a tentative RFI timeline. The County reserves the right to modify these dates at any time.

Release Project Date: July 7, 2026

Question Submission Deadline: July 28, 2026, 5:00pm

RFI Submittal Closing Date and Time: August 4, 2026, 5:00pm

6 CONTACT INFORMATION

https://government-project.s3.us-west-2.amazonaws.com/81475/b215158b-b5e6-4ba7-bc4e-77ce2904ddb8_Non-Collusion_Declaration.pdf

County of Orange RFI # RFI 23-000115 Page 15 of 15

All questions about this RFI are to be submitted via County’s Online Bidding System no later than by 5:00 pm on Tuesday, July 28, 2026. For OpenGov assistance only, please contact OpenGov Support at procurement-support@opengov.com or via the live chat option on the site.

https://procurement.opengov.com/portal/ocgov mailto:procurement-support@opengov.com