Operation of a Permanent Housing Property Serving Homeless Seniors

Location:	California
Posted:	Feb 18, 2025
Due:	Mar 21, 2025
Agency:	City of Elk Grove
Type of Government:	State & Local
Category:	G - Social Services
Publication URL:	To access bid details, please log in.

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Request for Proposals

for

OPERATION OF A PERMANENT HOUSING PROPERTY SERVING HOMELESS SENIORS

City Clerk’s Office

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA 95758

Proposals Due by March 21, 2025 at 4:00pm PDT

CITY OF ELK GROVE – Request for Proposals

Permanent Housing Operations - Adamstown

INTRODUCTION

The City of Elk Grove (City) is accepting proposals from qualified homeless service providers to establish

and operate a permanent housing program for homeless seniors aged fifty-five (55) and older (Program) at

a City-owned site, in accordance with the included specifications, terms, and conditions shown in this

Request for Proposals (RFP). Prospective respondents are advised to read this information over carefully

prior to submitting a proposal.

One digital PDF copy must be submitted to the Office of the Clerk by March 21, 2025 at 4:00pm. Proposals

shall be addressed to the Office of the City Clerk at cityclerk@elkgrovecity.org, with a copy to Sarah

Bontrager at sbontrager@elkgrovecity.org. Submittals in PDF format must be fully ADA compliant. Large

files may be sent using a cloud-based system such as Dropbox. Proposer shall be responsible for ensuring

that proposals submitted electronically are received by the City Clerk prior to the deadline. Proposals that

are not received prior to the deadline shall not be considered by the City, even if the late submission is due

to a technical or other error, including, without limitation, the City’s inability to open or access the electronic

file. If the proposer does not receive confirmation from the City Clerk that the proposal has been received,

proposer should assume the transmission failed and either resubmit or arrange for another method of

delivery. Proposers are also encouraged to contact the City Clerk to confirm receipt of their proposal prior

to the deadline. Proposals shall not be accepted by fax.

QUESTIONS

Questions regarding this RFP are to be directed by email to Haimanot Ashenafi, Housing Analyst, at

hashenafi@elkgrovecity.org. Such contact shall be for clarification purposes only. The City will answer

questions on a rolling basis, generally weekly. The City must receive all questions no later than March 10,

2025 at 4:00pm. Material changes, if any, to the scope of services or proposal procedures shall only be

transmitted by written addendum and posted to the City website. Addendums and answers to submitted

questions will be available via the City of Elk Grove website under “Notice” for the RFP announcement.

BACKGROUND

The City has one of the lowest rates of homelessness in Sacramento County. Through combined data from

the City’s homeless navigation team, Police Department, and several nonprofit service providers, staff

estimates that the City has about 100-150 people experiencing homelessness on any given night. The 2024

Point-in-Time Count found 83 unsheltered people living within the City borders. Persons experiencing

homelessness, particularly those living unsheltered, struggle to consistently access essential documents,

medical offices, medication, basic hygiene resources, and as a result, experience disproportionate health

and safety impacts.

As a part of its homelessness strategy, the City subsidizes the acquisition and rehabilitation of single-family

home properties for use as transitional or permanent housing for people experiencing homelessness or at

imminent risk of homelessness. All such properties include private bedrooms and shared bathrooms,

kitchens, and common areas. The model has provided shared housing options at rents affordable to

households on fixed incomes, including Social Security and disability income.

The City is nearing completion on a total rehabilitation of single-family residential property, which is

intended to serve very low-income seniors aged fifty-five (55) and older who are experiencing homelessness

or who are at imminent risk of experiencing homelessness. Upon completion, the seven-bedroom, two and

CITY OF ELK GROVE – Request for Proposals

Permanent Housing Operations - Adamstown

a half bathroom property will serve as a critical resource in providing stable, supportive housing for

vulnerable seniors. Three of the bedrooms and one of the bathrooms are fully accessible and intended to

serve disabled seniors.

CITY’S VISION

The City envisions entering a one-year contract with a qualified provider to operate and manage a senior

permanent housing site, with the option for two one-year extensions. The City anticipates entering into a

lease agreement with the selected provider, a copy of a sample lease can be provided upon request. The

Program is intended to serve up to seven (7) senior households with at least one member aged fifty-five

(55) and older, with a preference for individuals experiencing homelessness in Elk Grove. If a provider

proposes designating one of the rooms for a live-in staff member, the site will accommodate up to six (6)

senior households.

The City expects the selected provider to undertake the following tasks :

• Accepting referrals for vacancies from the City’s homeless navigation team and/or homeless shelter

provider;

• Performing property management functions, including:

o Processing rental applications and performing background checks and income

certifications for prospective tenants;

o Signing leases with prospective tenants;

o Collecting monthly rent and assessing late fees;

o Ensuring tenants comply with the terms of their lease and taking action as necessary to

address violations, including filing and processing evictions;

o Performing regular inspections of the property’s condition;

o Conducting regular maintenance of the property, and informing the City when major

maintenance or repairs are required;

o Maintaining the property in clean and habitable condition, including landscaping

maintenance and ensuring waste is properly disposed of;

o Making regular utility payments for electricity, gas, water, sewer, waste, and Internet service;

o Maintaining accurate financial records for the property, including income from tenants and

all property expenses; and

o Complying with all applicable laws and regulations, including those related to fair housing.

• Providing light case management to all tenants, with a focus on helping them maintain housing

stability and connecting them to other permanent housing options, when desired;

• Responding to tenant concerns;

• Responding to inquiries and concerns from neighboring properties or members of the public

regarding the function of the property or tenant concerns; and

• Procurement of goods related to Program operations, such as cleaning and hygiene supplies for

shared areas.

Qualified providers will have:

• Experience managing properties occupied by people who have experienced homelessness;

• Experience in providing property management services, including processing rent payments,

maintaining housing standards, and addressing tenant needs;

• At least 2 years of relevant experience in delivering similar services to the Program scope;

• A commitment to work collaboratively with the City’s Housing Division, homeless shelter provider,

and local nonprofit social service providers;

CITY OF ELK GROVE – Request for Proposals

Permanent Housing Operations - Adamstown

• Knowledge of resources available to support trauma-informed practices, case management

techniques, substance use disorder, and behavioral health challenges within Sacramento County

(including resources available from nonprofit organizations and governmental agencies);

• Proficient skills in community engagement and outreach;

• A responsive and proactive approach to address neighborhood concerns; and

• Prepared to provide services to a range of people who have recently experienced homelessness,

including those with behavioral health challenges and substance use disorders

SCOPE OF WORK

The City is seeking proposals from qualified providers interested in operating the Program as described

herein.

Core Principles

Person Centered, Trauma-Informed Care

A person-centered, trauma-informed approach acknowledges the full range of a person’s needs. This

holistic approach is critical for establishing dignity, trust, and autonomy needed to de-escalate the stress

and trauma individuals may have experienced. Accordingly, it is important to:

a. Treat people with dignity and respect;

b. Emphasize that the goal is to connect people back to permanent housing;

c. Consider each individual’s unique experiences, needs, goals, and preferences;

d. Provide safe, clean, and accommodating conditions; and

e. Prioritize strengths and resources over deficits and needs, fostering empowerment and resilience.

Communication and Collaboration

The selected provider team must be able to:

a. Effectively respond to community or neighbor concerns in a timely manner;

b. Collaborate effectively with the City on issues related to management and operations of the

Program;

c. Partner with community organizations, nonprofits, and/or providers of homeless services to ensure

successful service linkages for Program participants, and track outcomes of these partnerships; and

d. Ensure there is effective communication with the City and Program participants regarding

operational changes such as staffing, point of contact, and/or delays or interruptions affecting

Program operations.

Geographic Preference

The City is committed to serving people experiencing homelessness within the City of Elk Grove’s

jurisdictional boundaries. The City desires proposals that will accommodate people aged fifty-five (55) or

older who are experiencing homelessness or at imminent risk of experiencing homelessness.

The Program must prioritize people experiencing homelessness within the City of Elk Grove, as verified by

the City’s homeless services navigation team or City homeless shelter provider. In the event that there are

a significant number of vacancies, the City may work with the selected provider to waive the geographical

preference under limited circumstances.

Requirements

Site

The Program site is located in the City of Elk Grove. The City-owned Property is a single-story home with

CITY OF ELK GROVE – Request for Proposals

Permanent Housing Operations - Adamstown

seven bedrooms, two and a half bathrooms, a shared kitchen, dining room, living room and outdoor space

(Property). Three of the bedrooms and one of the bathrooms are fully accessible.

Program Delivery

The Program is expected to provide permanent housing to Elk Grove residents aged fifty-five (55) years or

older, experiencing homelessness or at imminent risk of experiencing homelessness, in coordination with

services provided by the City’s homeless navigation team and homeless shelter provider. All adults are

expected to be able to independently care for themselves. The Program is not expected to provide medical

or health care, in-home care, or other assistance with activities of daily living. Tenants may pursue assistance,

such as in-home health services, through other agencies.

The Program is expected to provide all property management services associated with the Program,

including all management of tenant-related or occupant-related functions (e.g., selection, certification,

evictions, rent collection, maintenance, and security).

The Property is expected to be managed and operated as permanent residential rental housing comprised

of complete facilities for living, sleeping, eating, cooking, and sanitation, including sleeping area, bathing

and sanitation facilities, and cooking facilities equipped with a cooking range, refrigerator, and sink.

Personnel

The Program, at minimum, must be staffed by a property manager, maintenance staff, and a case manager.

Proposals may include up to one staff member who lives on-site, and one bedroom may be allocated for

this staff member.

Served Population

All beneficiaries of Program services provided under this Program must be Qualifying Households. The

Program is expected to obtain and maintain documentation from applicants and third-party sources to

verify that an applicant qualifies as a Qualifying Household.

A Qualifying Household for the Program is a household that meets each of the following criteria:

• The definition of Homeless;

• Aged fifty-five (55) years or older;

• The definition of Very Low-income Household; and

• The definition of Elk Grove Resident.

Homeless Definition

A Homeless or Homeless Person(s) means an individual or household who lacks a fixed, regular and

adequate night-time residence. The individual or household must:

• Have a primary night-time residence that is a public or private place not meant for human

habitation; or

• Be living in a publicly or privately operated shelter designed to provide temporary living

arrangements;

• Be exiting an institution where the person has resided for 90 days or less and who resided in an

emergency shelter or place not meant for human habitation immediately before entering that

institution; or

• Be in danger of imminently losing their primary nighttime residence, provided that:

o Residence will be lost within 14 days of the date of application for residency;

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

type	name(s)	due date	notice	details	posted
RFP	Operation of a Permanent Housing Property Serving Homeless Seniors	Prior to 4:00 p.m. on 3/21/2025		View	2/18/2025

Operation of a Permanent Housing Property Serving Homeless Seniors

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