County of Marin Health and Human Services

Housing Based Case Management Contract & Vendor Pool

RFP Files: 

RFP Description: 

Many people with long histories of homelessness struggle with complex, multi-layered issues that interfere with their ability to attain and maintain stable housing. These factors often cause individuals to fall through the cracks between existing programs and remain on the streets. Additionally, people with many barriers often struggle to navigate community services and safety net programs on their own.

This RFP will create a pool of vendors to provide housing-based case management to individuals in Marin County. Clients will be assigned through Marin’s Coordinated Entry system.

Clients will receive a standard set of assessments that will inform development of a client-centered care plan that reflects clients’ goals and preferences and addresses social determinants of health. The care plans will focus on housing retention, increased engagement with services and health care, and decreased engagement with emergency services, and other social determinants of health. The contractor will make the plan available to a multi-disciplinary care team and will actively work on progress toward the identified goals. Case managers will ensure clients are connected to appropriate healthcare services, including establishment of a medical home and visits with primary care providers and other providers as indicated.

Bidder's Conference: Friday, January 21, 2022 at 1PM via Zoom

Control Number: 

2022-02

Proposal Close Date: 

Wednesday, February 9, 2022

Open Questions Period: 

Wednesday, January 12, 2022 to Friday, January 21, 2022

Proposal Contact: 

Questions and Answers: 

Question: Since Ritter Center is already a Housing Based Case Management Provider, if we are not ready to take on a new position at this time, are we still required to submit an RFP for any future HBCM opportunities over next 5 years?

Answer: Yes. Whole Person Care (WPC) will be using this Request For Proposal to establish a vendor pool. As new funding is secured, WPC will utilize the pool of successful bidders for housing-based case management contracts within the next five years.

Question: What is the amount available for the contract starting this year?

Answer: $161,840 for 15 months (yearly $121,380)

Question: Is this a new set of funding?

Answer: Yes.  The current funding is for city high-utilizers of services.  It covers a caseload of 17 billed at a rate of $595 per member per month.  This RFP will also create a pool of vendors to be used for future new funding.

Question: Does the $161,840 for 15 months ($121,380 yearly) amount fund the case manager’s salary?

Answer: Yes.  This amount should cover all costs for the case management including administration and overhead.

Question: What is the timeline for the contract for the current funding that is already available?

Answer: The soonest we could be under contract would be March 15th if the provider has the staff to start.  If not, the contract start date will depend on the organization’s hiring process.

Question: Since this is a vendor pool for the current funding and any future funding, should we build out the budget based on the current contract amount of $161,840 for 15 months (yearly $121,380)?

Answer: Yes.  We expect the future amounts to be somewhat similar so this budget should be based on the current amount listed. 

Question: How does the vendor pool work?

Answer: Whole Person Care (WPC) will be using this RFP to establish a vendor pool.  WPC will place all successful applicants into a pool.  As new funding is secured, WPC will contact organizations in the pool of successful bidders to execute housing-based case management contracts within the next five years.

Question: Does being in the vendor pool mean organizations need to have a standby case manager for future contracts?

Answer: No, organizations in the vendor pool won’t need a case manager on retainer.  A vendor would have the opportunity to hire new staff following successful contracting.  If we offer a housing-based case management opportunity in the future and the provider doesn’t have capacity at the time, we will move on to another successful bidder.  If a provider declines a contract for one round of funding, it will not prevent them from future contract opportunities as part of this pool.

Question: If our organization is accepted into the vendor pool and offered a future housing-based case management opportunity, are we required to take it?

Answer: No.  If your organization can’t accept the contract offered at the time, it also doesn’t mean we won’t offer another future opportunity to your organization. 

Question: If a contractors’ situation changes from when the RFP proposal until another RFP is released for the same services, can the contractor submit information explaining the situation?  For example, more experience with certain populations, resolved audit findings, etc.

Answer: Yes. Contractors will be allowed to update Whole Person Care with any pertinent information regarding their proposal by sending their updates to marinWPCquestions@marincounty.org.

Question: Is this RFP focused on Transition Age Youth?

Answer: No.  The current funding that is available is for all ages; there is no age restriction.  There may be future Transition Age Youth (TAY) funding and we may also use this vendor pool to serve the TAY population in the future.

Question: Are there any base requirements for who can be a case manager?

Answer: No.  Anyone who can fulfill housing-based case management duties in Attachment C (preliminary draft of case manager duties) can be a case manager.

Question: Is there a guarantee that we’d only be serving clients that are already being served by our organization?

Answer: No. Clients will come through Coordinated Entry. Prioritization is determined by Coordinated Entry.

Question: Would this case management position be similar to a Homeless Outreach Team (HOT) case manager position?

Answer: Yes, the housing-based case manager will be a similar position to a HOT case manager.

Question: Are there any bilingual requirements for the contract that is available starting this year?

Answer: No.

Question: What are the linguistic demographics of the clients for this contract?

Answer: The primary language of Coordinated Entry participants who qualify for permanent supportive housing are as follows*:

English: 95.8%

Spanish: 2.2%

French: 0.3%

Other: 0.3%

ASL: 0.2%

*Because Coordinated Entry prioritization is dynamic, we do not know the exact clientele who will be served at this time. 

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