City and County of San FranciscoDepartment of Homelessness and Supportive HousingRequest For Proposals (RFP)Supportive Housing Property ManagementRFP# HSH2018-115 (RFP#115)Contact: [email protected] City and County of San Francisco (City) Department of Homelessness and Supportive Housing(HSH) invites proposals from qualified Proposers to provide Property Management services atpermanent supportive housing sites in San Francisco, beginning July 1, 2019.Schedule1RFP issuedRegistration for Pre-Proposal ConferencePre-Proposal Conference2RFP Questions Deadline3RFP Answers and Clarifications PublishedProposals DueIntent to Award NotificationContract CommencesNovember 8, 2018November 14, 2018, 5:00 pmNovember 15, 2018, 10:30 amNovember 19, 2018, 5:00 pmNovember 28, 2018December 12, 2018, 12:00 pmFebruary 5, 2019July 1, 2019RFP Questions and CommunicationsInterested parties are directed not to contact any employees, agents or officials of the City other thanthose specifically designated in this RFP. Unauthorized contact may be cause for rejection ofproposals at the City’s sole and absolute discretion. All questions must be submitted by e-mail [email protected] by the RFP Questions Deadline.1 Dates are subject to change. Check Office of Contract Administration website for latest schedule. Click on the “Consultantsand Professional Services” link and then the link for this RFP.2 Pre-Proposal Conference in-person attendance is recommended. See Section 3. Pre-Proposal Information for moreinformation.3 No questions will be accepted after the RFP Questions Deadline with the exception of Proposer-specific City vendorcompliance form questions.
Contents1. Background. 1A.B.C.D.E.Intent . 1Terms and Acronyms Used in this RFP . 1Overview of HSH’s Strategic Framework and Statement of Need . 3Overview of HSH’s Homelessness Response System (HRS) . 3Funding Sources . 42. Scope of Work . 4A.B.C.D.E.F.G.H.Target Populations . 4Referrals and Prioritization . 5Program Sites . 5Description of Program Services . 6Service Requirements & Expectations . 8Service and Outcome Objectives . 10Reporting Requirements . 11As-Needed Services . 113. Pre-Proposal Information . 11A.B.C.D.Pre-Proposal Conference Attendance and Pre-Registration . 12Pre-Proposal Conference Time and Location . 12RFP Questions Deadline . 12RFP Answers and Clarifications. 124. Proposal Submission Requirements . 12A. Time and Place for Submission of Proposals . 12B. Proposal Submission Format . 13C. Proposal Contents . 135. Selection of Awarded Providers . 156. Terms and Conditions for Receipt of Proposals . 16A.B.C.D.E.F.G.H.I.J.K.L.M.N.O.P.Errors and Omissions in RFP . 16Inquiries Regarding RFP . 16Objections to RFP Terms . 17Change Notices . 17Term of Proposal . 17Revision of Proposal . 17Errors and Omissions in Proposal . 17Financial Responsibility . 17Proposer’s Obligations under the Campaign Reform Ordinance . 17Sunshine Ordinance. 18Public Access to Meetings and Records . 18Reservations of Rights by the City . 19No Waiver. 19Local Business Enterprise Goals and Outreach . 19Compliance with Previous Grant and Contract Requirements . 19Other Terms and Conditions . 197. City Agreement Requirements . 20A. Compliance with Laws and Regulations. 20B. City’s Approval Rights over Subcontractors and Subcontractor Payments. 20C. Release of Liability . 20RFP#115November 8, 2018
D.E.F.G.H.I.J.K.L.M.Term of Cost and Work Effort Estimate . 20Standard Agreement Provisions . 20Nondiscrimination in Contracts and Benefits . 21Minimum Compensation Ordinance (MCO) . 21Health Care Accountability Ordinance (HCAO) . 21First Source Hiring Program (FSHP) . 21Conflicts of Interest . 21Insurance Requirements . 22Compliance with Municipal Codes . 22Companies Headquartered in Certain States . 228. Protest Procedures . 22A. Protest of Non-Responsiveness Determination . 22B. Protest of Contract Award . 239. Standard City Vendor Forms . 23A.B.C.D.E.How to Become Eligible to Do Business with the City . 23Mandatory Forms . 23Provider Eligibility and Invoice Payment . 23Vendor Eligibility Forms . 24Supplemental Forms . 24RFP#115November 8, 2018
1. BackgroundA. IntentThe City and County of San Francisco (City) Department of Homelessness and Supportive Housing(HSH) invites proposals from qualified Proposers to provide Property Management services toformerly homeless adults and/or older adults at City-funded supportive housing sites in San Francisco,beginning July 1, 2019. The goals of these services are to provide a clean and safe housing site,support the residents who have a history of homelessness and other challenges in stabilizing andmaintaining their housing, and develop a respectful and healthy community living environment.HSH intends to make multiple awards through this procurement process to Proposers selected as themost qualified and whose responses conform to the RFP and meet the City’s requirements. At thistime, it is estimated that 5,033,000 is available annually for six buildings. Actual awarded amountsmay vary, depending upon service and project needs at the City’s sole and absolute discretion.HSH may extend these agreements for a total term not to exceed ten years and increase agreementamounts in accordance with City rules and regulations. Actual agreement terms and amounts aresubject to funding availability, proposals, Awarded Provider agreement negotiations, and providerperformance, as well as future needs.B. Terms and Acronyms Used in this RFPTermDefinitionAccess Point (AP) Localized points of community entry into San Francisco’s HomelessnessResponse System (HRS). Operated by approved non-profit service providers.Families, adults, and youth experiencing homelessness can obtainCoordinated Entry services at geographically diverse APs. The AP staff willassess households for service needs and eligibility and perform prioritizationand referrals to appropriate resources.AdultAn individual or couple 18 years old or older without the custody of minorsbelow 18 years of age. Couples consist of two adult individuals who aremarried, in a domestic partnership, or who can provide documentation of anestablished partnership.ContractThe binding legal document resulting from this RFP process. Contracts mayalso be referenced as “agreements” in this RFP.Coordinated Entry Organizes the Homelessness Response System (HRS) with a common,(CE)population-specific assessment, centralized data system, and prioritizationmethod that directs residents to the appropriate resources and allows fordata-driven decision-making and performance-based accountability.Coordinated Entry in San Francisco is organized to serve threesubpopulations: Adults, Family, and Youth, through Access Points,described above.Critical/Significant Awarded Providers are required to follow HSH protocol regardingIncident Reportemergency notification and submission of Critical/Significant IncidentReports to HSH.The City and County of San Francisco’s Department of Homelessness andDepartment ofHomelessness and Supportive Housing (HSH), the sponsor of this RFP. HSH may also bereferenced as “Department” in this RFP.SupportiveHousing (HSH)RFP#115Page 1 of 25November 8, 2018
TermDirect Access toHousing (DAH)Harm ReductionModelHealth InsurancePortability andAccountability Act(HIPAA)HomelessnessResponse System(HRS)Housing QualityStandard (HQS)HUDLocal OperatingSubsidy Program(LOSP)Master LeaseOlder AdultOnline EntryNavigation System(ONE System)PermanentSupportiveHousing (PSH)PropertyManagementRFP#115DefinitionDirect Access to Housing (DAH) refers to a permanent supportive housingprogram starting in 1999, with a high level of support services staffing toserve adults experiencing homelessness with complex medical, mental healthand/or substance use diagnoses. Because HSH manages other PSH withsimilar staffing levels, the term DAH is being phased out as a distinctprogram name as Coordinated Entry is rolled out. Instead, there will be anew nomenclature to describe staffing levels that will encompass all of theDepartment’s permanent supportive housing programs.Abstinence from drugs or alcohol is not a pre-requisite for access to servicesnor required for continued access or eligibility for services. Harm-reductionconsists of working with residents to set realistic goals that support them inreducing high-risk substance use behaviors.The Health Insurance Portability and Accountability Act of 1996 (HIPAA)established national standards for