Case Manager for Oversized Vehicle Permit Program

The City of Palo Alto is requesting proposals for intensive, housing-focused case management services for individuals and households living in oversized vehicles enrolled in the City's OSV permit program, with proposals due October 26, 2026 at 3:00 p.m. and questions due October 19 at 1:00 p.m. The service period runs 14 months from November 2026 through January 2028, with potential extension for an additional year if the pilot is extended.

The scope includes outreach and recruitment, intake and screening, weekly in-person check-ins at two designated parking locations (Embarcadero Road and Coyote Hill Road), comprehensive needs assessment, housing stability planning, housing navigation and application assistance, move-in support, and data management. The program anticipates approximately 40 active participants at any given time. Estimated staffing is 80 hours per week across all tasks, divided as: outreach and intake (20 hours), participant support (30 hours), housing stability and navigation (20 hours), housing placement and stabilization (5 hours), and activity reporting and coordination (5 hours). The cost proposal template indicates an estimated hourly rate of $10.00 for Year 1, with provisions for rate changes in Years 2 and 3, though vendors must complete final rates.

All employees assigned to City locations must pass California Department of Justice Live Scan fingerprinting background checks at the contractor's expense. The contractor must maintain general liability, workers' compensation, and any additional insurance as required by the City Risk Manager, with the City named as additional insured. Proposers must demonstrate financial stability through audited or reviewed financial statements, a letter of good standing from a financial institution or CPA, or a Dun & Bradstreet report prepared within 12 months.

Evaluation criteria are proposal quality (20%), proposed solution (15%), experience (15%), cost (10% with reward for low cost), financial condition (10%), timely performance (10%), ability to provide ongoing services (10%), and compliance (10%). Proposers must submit firm experience documentation demonstrating relevant housing and case management project history with client references. The procurement contact is Nanette O'Brien, Management Specialist, at nanette.obrien@paloalto.gov or (650) 329-2271.