SLED Opportunity · CALIFORNIA · CITY OF MILPITAS
AI Summary
The City of Milpitas seeks qualified vendors to provide Homeless Outreach/Assessment and Mobile Hygiene services. This RFP aims to engage unhoused individuals, deliver case management, and offer mobile hygiene solutions to improve health and housing stability. Proposals are due by April 21, 2026.
Through this Request for Proposal (RFP), the City of Milpitas is seeking proposals from qualified vendors to provide Homeless Outreach/Assessment and Mobile Hygiene services. The City may, at its sole discretion, elect to award one or more contracts as a result of this RFP.
As part of the Homeless Outreach program, the awarded Contractor(s) will engage unhoused individuals, including those living in vehicles or unsheltered locations, by building trust, assessing their needs, and connecting them to available housing programs and supportive services. The goal of Outreach Services is to deliver intensive, field-based engagement and case management, provide consistent and critical support to individuals living in encampments, vehicles, on the streets, or in other locations not intended for human habitation, address basic needs, and work toward long-term housing solutions. Additionally, qualified vendors may propose mobile hygiene solutions, such as a “shower bus” or mobile trailer with showers, laundry machines, restrooms, and on-site case management, to improve health, restore dignity, and reduce barriers for unhoused residents once a week. All services are intended to improve health and well-being, reduce barriers to housing, and help unhoused residents transition to stable housing and support systems.
Qualified vendors may submit proposal responses for one or both services areas: Homeless Outreach/Assessment and/or Mobile Hygiene. See RFP, including the Scope of Services and attachments, for additional details.
In December 2020, the Milpitas City Council approved a pilot program to provide mobile hygiene services, including showers, laundry, and case management, for unhoused residents. The program was initially funded through a state grant and later extended with additional City funding to expand services through June 30, 2026. While the pilot successfully delivered essential resources, the City continues to recognize the need for comprehensive outreach and hygiene services to address the ongoing challenges faced by unhoused individuals.
This Request for Proposals (RFP) seeks qualified vendors to provide sustainable services that reduce barriers, improve health and well-being, and connect unhoused residents in Milpitas to housing and supportive programs. The City is committed to addressing homelessness through a strategic and compassionate approach, and developing programs and services tailored to the needs of unhoused individuals in Milpitas.
Has the firm successfully and completely provided the required information? Overall, has the firm demonstrated its ability to successfully provide services the same as or similar to those described in this RFP? Has the firm completed all required sections and is the information clearly and concise?
Does the firm offer the breadth and quality of services required for the types of services listed in the Scope of Work? Does the firm’s organizational structure show sufficient depth and capacity for its current and additional workload proposed by this RFP?
Has the firm provided all requested information? Has the firm satisfactorily described its ability to achieve project objectives, budget, task, timeline delivery, goals, reporting requirements, etc. as set forth in the Scope of Work?
Has the respondent provided the requested information? Do the qualifications of assigned personnel indicate sufficient experience and expertise to provide the services as set forth in the RFP? Has vendor provided confirmation that no changes will be made in assigned personnel without the express written consent of City?
Has the respondent provided the information requested? Has the respondent specified which service(s) for which it is submitting a proposal response? Has the respondent confirmed its ability to meet all required elements noted in the Scope of Services and provided any relevant details, including, but not limited to, goals, objectives, outcomes, and reporting and data collection requirements? Has the respondent proposed and described additional, complimentary services?
Are the firm’s references from past clients and associates overall favorable? What is the Proposer’s record of providing contracted services on time and within budget? Does the firm communicate with, collaborate with, and take direction well from City staff? Note that the initial evaluation will be based on the information provided by Proposer in the Reference Form. Final scores will reflect actual reference checks if conducted at the City's sole discretion.
Fee proposals shall include everything necessary for the completion of the Services split by the 2 service areas: Homeless Outreach/Assessment and Mobile Hygiene. The proposed compensation should be broken down by line item detail with associated rates provided for each line item. Proposed compensation must include, but not limited to, furnishing all labor, materials, equipment, tools, facilities and all management; overhead expenses and profit required to complete the Services in accordance with the Scope of Work. Fee proposals must contain the information to accurately and completely capture all Proposer's costs.
As noted in the Scope of Work, if providing a proposal response for Homeless Outreach/Assessment, provide costs based on three levels of frequency: 2 days per week, 3 days per week, and 5 days per week. If providing a proposal response for Mobile Hygiene, provide costs per one location for a four-hour session once per week. Separate costs based on each solution (e.g., "shower bus", mobile trailer, etc.), if applicable.
Please provide your full name, title, direct phone number, email address, your firm's name, and today's date.
Time is of the essence for each and every provision of this Agreement/Contract. Vendor confirms that is has thoroughly reviewed every requirement of this solicitation and the accompanying sample Agreement/Contract and will furnish all necessary documents outlined in either this solicitation or the attached Agreement/Contract. By confirming this question, vendor understands that failure to provide any and all documents, including but not limited to, forms, subcontractor information, bonds, insurance, and quotes within ten (10) business days of request by City.
Any proposal submitted that does not acknowledge each and every addenda issued may be considered non-responsive. By confirming this prompt, you agree that you have seen and responded to all addenda to the RFP.
Any Proposal submitted that does not acknowledge questions and the City's corresponding answers may be considered non-responsive. By confirming this prompt, you agree that you have seen all questions and answers related to the RFP.
Please upload your firm's current W-9 form.
Proposer MUST disclose any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable.
If “None,” Proposer MUST state as follows:
“Proposer has no prior or ongoing contract failures, civil or criminal litigation or pending investigation.”
Failure to comply with this provision will disqualify any proposal.
Provide a general description of your firm, including a brief history and its experience in providing the same or similar services as those requested in this RFP. Your response should demonstrate that your firm is a long-term, well-established entity providing the same or similar services, preferably to other public entities in the State of California as well as your firm’s ability to manage its current commitments in addition to the workload proposed by this RFP.
Your proposed Execution Plan represents your offer of Services to the City and must include a detailed work plan describing how the your firm will meet the project objectives for this Scope of Work in the most cost-effective and timely manner. This section is to provide a detailed explanation of your firm's approach to performing the Services described in this RFP – SEE SCOPE OF WORK.
Include all of the following in your response to this question:
If the City elects to interview prospective firms, such persons shall be in attendance and materially contribute to the discussion.
Attach your Service Proposal here. Your Service Proposal shall include, but not be limited to, the following:
You may also include any other information you believe is relevant for the City to take into consideration in evaluating your Proposal. Note: Do not include cost in this response. All cost information should be provided in your Proposed Compensation response.
Complete, sign, and upload your References form here. See Attachment A - RFP Submittal Forms to Complete. Proposers are directed to use the form provided in Attachment A to list references.
Provide a detailed outline of your proposed compensation for your proposed services as outlined in the Scope of Work. Please provide separate costs for each service area, i.e., Homeless Outreach/Assessment and Mobile Hygiene.
As noted in the Scope of Work, if providing a proposal response for Homeless Outreach/Assessment, provide costs based on three levels of frequency: 2 days per week, 3 days per week, and 5 days per week.
If providing a proposal response for Mobile Hygiene, provide costs per one location for a four-hour session once per week. Separate costs based on each solution (e.g., "shower bus", mobile trailer, etc.), if applicable.
All Proposed Compensation responses shall include the compensation proposed, both in writing and in figures, shall give all other information requested herein, and shall be signed by the Proposer’s authorized representative. Fee proposals shall include everything necessary for the completion of the work or fulfillment of the Agreement, including, but not limited to furnishing all labor, materials, equipment, tools, facilities, goods, and management; overhead expenses and profit required to complete the work in accordance with the Contract Documents, except as may be provided otherwise in the Contract Documents. Fee proposals must contain the information as outlined in the RFP.
Note: For any applicable ongoing services, any requests for annual increases will be capped at CPI or 3%, whichever is less.
Complete, sign, and upload your Certification of Proposer form here. See Attachment A - RFP Submittal Forms to Complete.
Complete, sign, and upload your Non-Collusion Declaration form here. See Attachment A - RFP Submittal Forms to Complete.
Complete, sign, and upload your Proposer's Statement Regarding Insurance Coverage form here. See Attachment A - RFP Submittal Forms to Complete.
Complete, sign, and upload your Worker's Compensation Insurance Certification form here. See Attachment A - RFP Submittal Forms to Complete.
Complete, sign, and upload your Nondiscriminatory Employment Certificate form here. See Attachment A - RFP Submittal Forms to Complete.
Complete, sign, and upload your Wage Theft Certification form here. See Attachment A - RFP Submittal Forms to Complete.
Complete, sign, and upload your RFP and/or Agreement Exceptions form here. See Attachment A - RFP Submittal Forms to Complete.
Q (No subject): Can we submit for Outreach only, and how will that be evaluated relative to full-service proposals?
A: As noted in the RFP, qualified vendors may submit proposal responses for one or both services areas: Homeless Outreach/Assessment and/or Mobile Hygiene.
Q (No subject): What is the expected referral volume and overall scale of need in Milpitas?
A: The City does not specify a fixed referral volume. The selected vendor will be expected to respond to all City-referred individuals and conduct ongoing, proactive outreach throughout the community. As a baseline, the awarded Contractor will be required to serve a minimum of 50 individuals annually, though actual need may exceed this threshold. The service population includes unsheltered individuals and those living in vehicles within the City.
Q (No subject): Are there any budget parameters or funding ranges for Outreach services?
A: The City is not disclosing a budget at this time to obtain a fair assessment of the market for these services.
Q (No subject): How are outcome metrics applied - are they fixed, or adjusted based on population realities?
A: The outcome metrics identified in the Scope of Work are intended to serve as performance targets and benchmarks. The City recognizes that the population served may present varying levels of acuity and barriers. Performance will be evaluated holistically, taking into account documented efforts, trends over time, and overall program effectiveness, in addition to the quantitative targets outlined.
Q (No subject): What specifically qualifies as a “link” to behavioral health services for the 75% SMI metric, and how is that measured? (i.e. we can provide information, resources, and referrals, and should be measured on that, but we have less control over whether individuals connect)
A: For the purposes of this RFP, a “link” to the Behavioral Health Services Department (BHSD) may include referrals, care coordination, or direct connection efforts, such as warm handoffs or assistance with appointment scheduling. The City understands that providers cannot guarantee client engagement; therefore, performance will be assessed based on the Contractor’s documented efforts to connect individuals to services, rather than solely on successful enrollment or long-term participation.
Q (No subject): What are the expectations for City engagement (e.g., meetings, council presentations)?
A: The selected Contractor will be required to submit monthly invoices and quarterly performance reports, coordinate regularly with City staff, and attend biweekly unhoused meetings as requested to support ongoing program oversight and collaboration.
Q (No subject): For hygiene: what infrastructure, site support, and permitting would the City provide vs. expect the vendor to manage?
A: The City will provide a designated location for the mobile hygiene unit. The selected Contractor will be responsible for all aspects of program operations, including transportation, setup, staffing, maintenance, supplies, cleanup, and waste disposal.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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