Vendor Conference Power Point RFP-SSA-FY26-0522 CLC 01-23-2026.pptx

Pre-Proposal Conference for Community Living Connection Request for Proposals (RFP)

RFP-SSA-FY26-0522

Virtual Meeting

FEBRUARY 3, 2026

The purpose of the Pre-proposal Conference (Vendor’s Conference) is to facilitate a clear understanding of the requirements of the RFP.

Oral responses, however, are not binding until addressed in the form of a written addendum posted on https://www.biddingousa.com/santaclaracounty.

Agenda

Section I: Introduction

The County of Santa Clara Social Services Agency’s (SSA) Department of Aging and Adult Services (DAAS), invites qualified, persons, firms, entities and organizations (“Vendors”) to submit proposals to provide the following services within and for the County of Santa Clara (“County”):

Community Living Connection

Provide high-risk older and disabled adults with case management and other services to enable them to continue living independently.

The solicitation will outline the set of required forms and the format required. Pay attention to what the solicitation requires.

The RFP template will outline the required forms, the order which they will need to be presented, and any formatting requirements.

All required appendices must be attached and in the correct order. Follow the order as stated within the RFP Solicitation.

Will RFP requirements vary? Examples of variation?

Section II: Timeline

SCHEDULE OF EVENTS

The County of Santa Clara will make every effort to adhere to the following anticipated schedule:

See how strong you are as a vendor and your ability to meet the requirements by carefully reviewing the solicitation.

Solicitation Schedule Also, look at the schedule: what there a site visit that was missed? Deadline approaching to put together a solid response.

Whether or not you have the capacity should be the deciding factor for moving forward or not.

How will the County award? Is it all or none? Or will I be able to pick out things that I will be able to provide.

Section II: Timeline, Continued

Deadline to Submit Questions Submit all written questions through https://www.biddingousa.com/santaclaracounty by the due date listed in Item A of Section II to the Procurement Officer. The County will not respond to questions submitted in any other manner or format.

Responses to Written Questions/RFP Addendum The County will list answers to all written questions received by the deadline in Section 3 (“Deadline to Submit Written Questions”) and will provide the responses via an addendum posted on https://www.biddingousa.com/santaclaracounty. The County may, but is not required to, respond to questions at other times, e.g., prior to a scheduled pre-proposal conference. The County reserves the right to post additional addenda until the RFP closing date and time, including addenda that make material changes to the RFP.

Submission Proposals All proposals shall be submitted through https://www.biddingousa.com/santaclaracounty. Proposals must be filed in https://www.biddingousa.com/santaclaracounty on or before the due date and time of proposal submission, or the County may reject them as untimely.

Number of Responses Only one proposal will be accepted from any one person, partnership, corporation or other entity; however, several alternatives may be included in one proposal.

Section III:

General Contract Information Term of Contract The anticipated term of the awarded contract will be from July 1, 2026, through June 30, 2027 (12-month period). The County, at its sole discretion, elect to extend the initial contract term for four (4) additional one-year extensions, depending on the needs of the County, the availability of funding, and satisfactory performance of the vendor.

Amount of Contract and Compensation Method The estimated total budget allocation for this the contract awarded pursuant to this RFP currently amounts to $400,000 for each one-year term.

Look at whether there are certain forms or requirements due before the solicitation due date. Pay attention to the details in Periscope.

Questions will be required to be submitted through Periscope. Sometimes they will try to reach out to the contact and solicitation. The person may or may not respond. Review the questions and answers submitted. Your question may have been asked, and others may be of interest.

Be Mindful of addendums.

Section IV:

Program Model Overview

The Community Living Connection (CLC) Program provides case management services and system navigation for housing, benefits, and services to older adults (aged 60 and older) or adults with disabilities. The purpose of this program is to reduce unnecessary institutionalization by providing older adults and adults with disabilities with options for where and how they receive assistance, care, and support. The design of the CLC Program includes a two-pronged approach: (1) coordinated case management and (2) purchase of services.

Case management is a formal strategy that coordinates and facilitates access to a variety of services in a timely manner for people who need assistance in organizing and managing their care and/or supportive services. It includes a standardized process of client intake, assessment, care planning, care plan implementation, monitoring, reassessment, and discharge/termination. Case management is an integral component of long-term care service delivery and is central to accessing additional services through the Community Living Connection.

One bid per solicitation.

Program Model Overview Continued

Goals Enable older adults and adults with disabilities to remain living safely in their own homes and communities; provide financial support for home and community-based long-term care and supportive services; offer flexible funding to create "wrap-around" services; facilitate the development of service delivery models; expand, existing funding to fill gaps until new sources of financial support for community-based, long-term care services can be secured through Federal Medicaid waivers and other means.

Target Population Older adults (aged 60 and older) or adults with disabilities residing within the County of Santa Clara.

Eligibility Criteria Resident of the County of Santa Clara.

At an income level of three hundred percent (300%) of the Federal Poverty Level or less.

Willing and able to live in the community with appropriate supports.

Able to demonstrate the need for a service and/or resource that will prevent hospitalization or enable community living.

At imminent risk of hospitalization or hospitalized in an acute or skilled nursing facility, but able to transition back into community living if provided with the proper resources and support.

Willingness to voluntarily participate in the CLC Program.

Description of Services The CLC Program model consists of four phases of case management:

Phase 1 - Intake/Screening Process Vendor staff will screen for program eligibility and gather information to identify need for case management.

Screen for Medi-Cal eligibility and work with Santa Clara Valley Health and Hospital System to verify enrollment status in CalAIM.

If client is not eligible for Medi-Cal or case management under CalAIM, but meets other program eligibility criteria, then services will be provided through the CLC program.

Phase 2- Connection Enrollment: Case Manager will provide an orientation of the CLC Program and obtain authorizations to provide services.

Home Assessment: comprehensive initial assessment for each potential client in home and/or skilled nursing facility within one month.

Community Living Plan: An individualized plan will be developed within two weeks of the initial assessment and will identify service needs to achieve agreed upon goals.

Phase 3- Intensive Case Management with Housing Navigation For clients with complex medical, cognitive, behavioral, and psychosocial needs.

Stabilize persons with complex medical, cognitive, behavioral, and psychological needs who require a maximum amount of care and supervision and access to ongoing resources and services. May require extensive coordination of and access to a broad range of services.

Cross-system coordination with behavioral health, medical providers, APS, IHSS, and other DAAS partners Phase 4 - Moderate Case Management with Housing Navigation Supports clients whose needs are less acute but still require structured assistance to maintain community living.

For persons whose situations have stabilized and improved and who require moderate to minimal assistance and ongoing support as well as access to occasional outside resources and services.

Housing Navigation for Stabilized Clients.

This level of care ensures long-term stabilization and prevents re-entry into institutional settings.

Note: Not all CLC clients will proceed through the above phases in sequential order. Since each CLC client's case will differ, it will be up to the discretion of the Case Manager to determine the best course of action that suits the needs of the client.

Case Manager/Supervisor Qualification Requirements Staff conducting case management services must either hold a Master of Social Work (MSW) or be under the supervision of an MSW holder.

Additional Service Requirements In addition to case management, Vendor will provide:

Service Arrangement, Monitoring, and Follow-Up: Make arrangements for services and appropriately monitor and follow-up with clients by conducting monthly visits.

Coordination: Create a coordinated system of care by developing communication strategies and partnerships to avoid duplication of services.

Reassessment for clients requiring case management beyond 12 months.

Purchase of Service Component When no alternatives are available to fulfill the goals of the community living plan, Case Manager will consider purchasing necessary services or items.

Transportation Component Assess needs of clients to determine how the client will have ongoing access to transportation.

Training Component Ensure proper training and ongoing education for staff and conduct annual staff training requirements to enhance knowledge and increase effectiveness including, but not limited to: cultural competency, dementia care, care planning, and documentation best practices.

Coordination Collaboration with DAAS (Multidisciplinary Team) The Coordination Collaboration with DAAS is a structured multidisciplinary team (MDT) convened monthly to address complex cases requiring cross-agency problem-solving.

Participants include APS, IHSS, PAGC, and other DAAS partners, as well as the contracted agency’s Case Managers and supervisors Case presentations focus on clients with high acuity, repeated APS involvement, or barriers to engagement.

Collaborative planning to align service goals, reduce duplication, and identify creative interventions.

Documentation of meeting outcomes, follow-up actions, and responsible parties.

Feedback with APS to ensure alignment with protective concerns and service mandates.

Referral and Outcome Tracking System To ensure transparency and accountability, both APS and the contracted agency will collaboratively establish and maintain a shared referral and outcome tracking system in compliance with the Welfare and Institutions Code.

Section V: Written Proposal

The RFP will include requirements that demonstrate responsiveness and responsibility.

Local Preference Policy based on Board of Supervisors Chapter 5

Vendors will thoroughly respond to all the items in the order they are listed.

The proposal should provide clear, concise information with sufficient detail to allow an evaluation based on the criteria listed.

Proposal must be acceptable in all criteria for a contract to be awarded to the Vendor that offers the best value to the County.

Section V: Written Proposal - Continued Tab 6: Program Narrative (40 points)

Provide a brief synopsis of the Vendor’s understanding of the County's needs and how the Vendor plans to meet those needs. This should provide a broad understanding of the Vendor's entire proposal.

Provide a description of the proposed plan to achieve the program objectives and requirements:

Describe how you will provide specific services described in Section IV Program Model Overview of the RFP.

Provide a description of the proposed plan to achieve the program objectives and requirements.

Describe how you will ensure access to services.

Describe what facilities will be used to provide the proposed services, including location, address and how the clients can access them.

Describe the mediums/platforms you will use for client communication when in-person communication is not possible/necessary.

Describe your process for initial assessment and care plan development.

Describe how you will implement the different levels of case management.

Describe how you will provide housing navigation services to clients for each level of case management.

Describe how you will conduct purchases of goods and services for clients.

Describe how you will communicate with DAAS as it relates to cross-system coordination with Behavioral Health, Adult Protective Services, medical providers, or other DAAS programs.

Section VI: Evaluation Responsive A proposal that fully conforms in all material respects to the Request for Proposal (RFP) or Informal Competitive Procurement (ICP) and all its requirements, including all form and substance.

Responsible A business entity or individual who has the integrity and reliability as well as the financial and technical capacity to perform the requirements of the solicitation and subsequent contract.

Section VI: Evaluation

The RFP will include requirements that demonstrate responsiveness and responsibility.

Local Preference Policy based on Board of Supervisors Chapter 5

Section VII:

Response Format and Organization

Only one proposal will be accepted per service category from any individual, partnership, corporation or other entity. However, several alternatives may be included in one proposal.

All proposals must be submitted on or before the closing date and time for receipt of proposals.

Proposal Format Be typed using font Arial with a minimum font size of twelve (12) on letter size paper with one (1) inch margins;

Be single-spaced;

All pages, and attachments must be uploaded into Biddingo in PDF format; and Have page numbers in consecutive order.

Section VIII:

Conditions Governing the Procurement

Protest Procedures The County’s Protest Process is located on the Procurement Department’s website and is linked here:

https://prc.santaclaracounty.gov/policies/protest-policy

General Incurring cost Claims against the County of Santa Clara Basis for Proposal Late Responses Are Not Responsive No Public Proposal Opening California Public Records Act (CPRA) Confidentiality Electronic Mail Address Electronic Submissions of the RFP Assignment of Clayton Act, Cartwright Act Claims County Rights Protest Procedures

Oral responses, however, are not binding until addressed in the form of a written addendum posted on https://biddingousa.com/santaclaracounty.

Vendor Resource Center: Vendor Resource Center

Please ensure that the contact provided in your proposal is actively monitoring their email following submission, as the County may reach out with questions.

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