Dignity Bus Warming Shelter

1. Project Overview PG. 3
2. Eligible Subrecipients PG. 4
3. Eligible Activities Details PG. 4
4. Requirements PG. 5-7
5. Conflict of Interest PG. 7
6. Application Proposal PG. 7-10
7. Q and A Session PG. 11
8. Application Deadline PG. 11
9. Grant Application Interview PG. 11
10. Project Selection Process PG. 11-12
11. Timeline PG. 12
12. Terms and Conditions PG. 13-15
Lake County Continuum of Care Engagement Statement
Our mission is to align programs and resources to facilitate solutions to end being
unhoused in our community. Through cross-sectional partnerships and shared
resources, our team of dedicated organizations and individuals have a bold goal-to end
homelessness in Lake County
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1. Project Overview
REQUEST FOR PROPOSALS
Current Need: Encampments for unhoused households in communities are a visible consequence of
insufficient affordable housing, inadequate shelter capacity, and the criminalization of being unhoused.
These encampments often form when individuals lack access to safe, stable housing and viable
alternatives, leading them to congregate in public spaces. However, though well-intentioned,
encampments can pose risks to both the residents and the surrounding community due to unsanitary
conditions, the spread of disease, and potential for violence. Encampments also tax community public
safety resources; law enforcement sweeps can be costly and ineffective in the long run, while failing to
address the underlying causes of becoming unhoused. These sweeps can be traumatizing and
disruptive, further undermining individuals' well-being and their ability to secure housing.
It has been recognized that warming shelter programs offer a designated, supervised area where
unhoused individuals can sleep overnight, providing a sense of safety and access to essential services.
The LCCoC, including those with lived experience, has determined that a sleeper bus warming shelter
program addresses households who are unhoused by offering a transitional space and connecting
individuals with resources to help them move into more stable housing while mitigating encampments
around Lake County through this alternative.
Funding: The Encampment Resolution Funding (ERF), as part of the State of California's
homelessness initiatives provided through the Department of Housing and Community Development
(HCD), allocate funding to the California Counties and Continuums of Care for addressing
homelessness to provide targeted resources to help people move from encampments into safe and
stable housing. This funding supports local communities in developing and implementing projects that
address the immediate needs of individuals living in encampments while also working towards long-
term solutions like permanent housing.
The Lake County Continuum of Care has determined a sizeable portion of our allocation will be utilized
to create the Dignity Bus program in partnership with the community. The purpose of this Request for
Proposals is to secure a provider/partner in the administration of up to 20-bed Dignity Bus
Warming Shelter Program. Lake County Behavioral Health Services (LCBHS), as the Administrative
Entity (AE) for the LCCoC, will receive applications, administer the awards, and be responsible for state
reporting.
Coordinated Entry System: The purpose of CES is to ensure that all individuals experiencing a
housing crisis have fair and equitable access to housing resources and services. Through standardized
tools and practices, CES identifies, assesses, and connects participants to appropriate housing
interventions based on their strengths and needs. Operating under a system-wide Housing First approach
with no barriers to entry, CES prioritizes individuals and families with the most severe service needs and
coordinates limited housing resources to maximize impact.
Local applicants must submit their proposals to LCCoC Microsoft Forms Application no later
than 5:00 pm on August 26, 2026. Applications meeting the minimum qualifications will be
asked to attend an interview on August 31, 2026, and to answer clarifying questions from the Grant
Selection Committee, comprised of general members of the LCCoC. Funding recommendations will be
developed by the Grant Selection Committee and submitted to the LCCoC Executive Board for review
and approval. Any funds that are not requested will be reallocated through the LCCoC to ensure that
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Lake County's full allocation is maximized.
The contract term will be through June 30, 2027, and is dependent upon state grant funding at this
time.
* All proposals will be reviewed for compliance with the terms of this RFP and the parameters of
ERF grant funding. Potential applicants are invited to attend a Question-and-Answer session on
August 11, 2026, at 2 pm. Please seek technical assistance for potential proposals at the Q&A
session.
* The applicant's proposal and interview are scored separately, but they make up the final score
together. Both the Proposal and Interview require a score of 75% to be eligible for
recommendation to the Executive Board.
2. Eligible Subrecipients
ERF funds are distributed locally through the Lake County Continuum of Care (LCCoC),
respectively, to subrecipients. The LCCoC strongly encourages first-time applicants,
agencies serving underserved populations, and agencies serving special needs
populations to apply for CoC funding. Scoring support documents are available on the
LCCoC website: lakecoc.org
A subrecipient can include:
* a unit of local government including housing authority,
* a registered 501(C)3 non-profit organization,
* or a state or federally recognized tribal entity.
3. Eligible Activities Details
The EFR funding is to be used for Dignity Bus operation expenses. Funding will be used for
reasonable costs, including components intended to provide immediate and temporary housing
opportunities, as well as to support the transition of unhoused individuals to shelter and
permanent, stable housing. Other costs associated with ongoing subsidies for the Dignity Bus,
as described in the budget narrative, will also be covered. All applicants are expected to provide
information on braided funding to run the program.
Program Purpose and Structure:
a.) To provide an accessible and safe place for the Dignity Bus.
b.) Local requirements to ensure land use is permitted, which may include
addressing environmental concerns.
c.) Collaborate with LCCoC on Bus purchase and amenities for bus.
d.) Hire adequate staff to meet all requirements
Essential Services and Amenities
a.) Restroom and washing facilities- located in the bus.
b.) Locate black and gray water dump site hook-up.
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c.) Utilities - electric hook-up preferred.
d.) Laundry facilities for daily cleaning of bed linens.
e.) Safe space for pets.
f.) Food resources.
g.) Trash collection and daily sanitation discharge for septic tank waste if
sanitation location is inaccessible.
Community Services Connections
The Bus Project provider shall offer community supports directly or through
collaboration with a provider agency. Service supports will include:
a.) Enhanced Case Management (ECM) client services
b.) Healthcare
c.) Housing navigation
d.) Housing referrals to appropriate programs
e.) Financial improvement services
Program Management
a.) Safe location (fenced area preferred).
b.) Safety and security staff and monitoring.
c.) Provide clear rules and regulations for nightly guests.
d.) Acquire proper insurance for sleeping bus.
e.) Manage hygiene, garbage disposal and water contracts
f.) HMIS data entry
g.) CES/HUB Collaboration
h.) County use permits
See budget table and narrative for more details.
Applicants will describe a plan of how proposed activities/services will promote advancing residents
from encampments to a more permanent housing situation.
All applications must describe how the activities outlined are aligned with Housing First by
reviewing the project using the Housing First Assessment Tool.
All activities must be conducted within the relevant LCCoC geographic area of Lake
County.
4. Requirements
The applicant will be responsible for obtaining proper insurance, fire, and city inspections (if
applicable), and whatever other requirements for a particular placement is located.
Subrecipients MUST actively participate in the local Coordinated Entry System (CES) and
Homeless Management Information System (HMIS).
CES is an important process through which people experiencing or at risk of becoming
unhoused can access the crisis response system in a streamlined way, have their strengths and
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needs quickly assessed, and rapidly connect to appropriate, tailored housing and mainstream
services within the community or designated region.
HMIS is a local information technology system used to collect client-level data and data on the
provision of housing and services to unhoused individuals and families and persons at risk of
becoming unhoused. Such software applications record and store client-level information on the
characteristics and service needs of people who are experiencing an unhoused situation. Each
subrecipient MUST enter client data into HMIS.
Such data should include:
a) The number of people served.
b) The number of unsheltered people served.
c) The number of shelter beds.
d) The average length of time spent being unhoused before entry into the program or project.
e) The percentage of unhoused people exiting the program or project to permanent housing.
f) The percentage of people that return to being unhoused after exiting the program or project.
g) The percentage of households expected to increase monthly income.
h) The percentage of people receiving services during the annual Housing Inventory
Count (HIC).
i) The percentage of destination error rate in HMIS.
j) The percentage of unduplicated persons in HMIS.
Technical assistance and software licensing will be offered through the LCCoC.
Quarterly Reports:
Subrecipients will be required to submit quarterly reports to the LCCoC AE, including:
* Expenditures made within the quarter.
* Activities within the quarter.
* HMIS Client Data input within the quarter
LCCoC and County may request additional information, as needed, to meet other applicable
reporting or audits.
LCCoC and County will monitor the expenditures and activities of Subrecipients, as LCCoC and
County deem necessary, including performing a review prior to the obligation of funds to ensure
compliance with program requirements. As a result, LCCoC and County may stop payment or
request the repayment of funds from a Subrecipient or pursue any other remedies available to it
by law for failure to comply with program requirements. After a contract has expired, any funds
not expended for eligible activities shall revert and must be remitted back to LCCoC and
County.
Additional requirements:
Develop partnerships with other community organizations and healthcare providers to
implement a whole systems care approach for residents, utilizing the Lake County
Community HUB.
Ensure that the expenditure of funds is consistent with the requirements of the ERF grants.
Minimum standards for emergency shelters at 24 CFR 576.403(b); Shelter and housing standards
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at 24 CFR 576.500(j).
Additionally, the standards of the following must be met: Recordkeeping and reporting
requirements at 24 CFR 576.500(a); Affirmative Outreach at 24 CFR 576.407(b);
Communications at 24 CFR 8.6; Duplication of Benefits at Section III.F.10 of Notice CPD-21-08,
24 CFR 576.500(a), and 2 CFR 200.403; Confidentiality at 24 CFR 576.500(x); Equal Access at
24 CFR part 5, Subpart A; Prohibition against involuntary family separation 24 CFR 576.102(b),
protections described in the Violence Against Women Act (WAWA) under 24 CFR Section 5,
subpart L.
LCCoC and County to monitor the expenditures and activities of Subrecipients; therefore,
subrecipients will make records available as well as allow for site inspections to ensure
standards as outlined in 24 CFR 576.403(b) are being followed.
Applicant has a current Security and Privacy Policy and a Code of Conduct that has been made
available to all staff. Applicant has a current Privacy Policy and Grievance Policy that has been made
available to program participants and applicable staff.
Applicant has developed a housing assessment and housing stability plan for participants.
Become a member of the Lake County Continuum of Care.
Subrecipients must provide eligible activities in a manner consistent with the Housing First
practices. Subrecipients allocated funds for eligible activities that provide permanent
housing shall incorporate the core components of Housing First, as provided in Section
8255, subdivision (b) of the Welfare and Institutions Code. Under the Housing First model,
services offered are as needed and requested voluntarily, and that does not make housing
contingent on participation in services.
In many communities, households who are unhoused experience disproportionate impacts by
race and other protected classes, including disability status. Additionally, the Centers for
Disease Control and Prevention is also reporting disproportionate impacts by race and ethnicity
for COVID-19 hospitalization and death, specifically Black, Indigenous, and Hispanic/Latinx
persons. Therefore, it is important to incorporate equity and accessibility considerations into
the proposed projects to address racial and systemic inequities and equitably distribute
resources within the target population.
5. Conflict of Interest
The Applicant must disclose, as part of the proposal, any possible conflicts of interest that may
result from the award of the contract or the services provided under the Contract. The LCCoC
Conflict of Interest policy can be found on the CoC website HERE.
Except as otherwise disclosed in the proposal, the Applicant affirms that to the best of its
knowledge there exists no actual or potential conflict between the Applicant, the Applicant's
project manager(s), or its family's business or financial interests ("Interests") and the
services provided under the Contract. In the event of any change in either Interests or the
services provided under the Contract, the Applicant will inform LCCoC and County
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regarding possible conflicts of interest, which may arise as a result of such change and
agrees that all conflicts shall be resolved to the LCCoC and County's satisfaction or the
Applicant may be disqualified from consideration under this RFP. As used in this Section,
"conflict of interest" shall include, but not be limited to, the following:
* Giving or offering a gratuity, kickback, money, gift, or anything of value to an LCCoC or
County official, officer, or employee with the intent of receiving a contract from LCCoC or
County favorable treatment under a contract.
* Having or acquiring at any point during the RFP process or the term of the Contract, any
contractual, financial, business, or other interest, direct or indirect, that would conflict in
any manner or degree with Applicant's performance of its duties and responsibilities to
LCCoC and County under the Contract or otherwise create the appearance of
impropriety concerning the award or performance of the Contract; or,
Currently in possession of or accepting during the RFP process or the term of the Contract
anything of value based on an understanding that the actions of the Applicant or its
affiliates or Interests on behalf of LCCoC and County will be influenced.
6. Application Proposal
The proposal must be submitted to the LCCoC Microsoft Forms Application platform. This
application will open on August 26, 2026 at 5:00 am.
The application will consist of the following sections, with specific discussion prompts with a
character cap on each discussion point:
* Project Information
Executive Summary
o
Project Need
o
* Project Action Plan
* Key Activities
* Equity
Data-Informed, Equitable Performance
o
* Staffing/Procedure
Evidence-Based Practices
o
Experience
o
Staffing
o
* Budget/Costs
Budget Narrative
o
Indirect Costs
o
Administrative Costs
o
* Appendix
Letter of Intent from the applicant governing/advisory board (Required)
o
Documentation of verifiable 501 (C)3 nonprofit organization status, a local
o
government, including a housing authority, or a state or federally recognized
tribal entity. (Required)
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Disclosure of all litigation and/or criminal investigation or proceedings
o
involving the Applicant and any claim or allegations of fraud or breach of
contract against Applicant by a governmental or public entity arising out of
their business dealings with governmental or public entities. (Required)
Signed LCCoC Conflict of Interest Policy. (Required)
o
Financial statement of income, expenses, balance sheet, and cash flow.
o
(Required)
Organizational chart and resume. (Required)
o
Policy and Procedures related to Congregate Shelter, including Safety
o
Protocols. (Required)
Budget Table. (Required)
o
Housing First Assessment Tool. (Required)
o
ESG Emergency Shelter Checklist. (Required)
o
Past Performance report, summary, or measure.
o
The proposal shall include the following as a minimum:
1. Executive Summary: Provide an overview of the entire project design and scope of
services, highlighting its key elements and essential project requirements. Include
information on the population, barriers, and severity of need for the project. Include
data elements of past or current performance, permanent housing exits to permanent
housing, income, percentages on unduplicated persons served, duplication of
benefits, and potential data errors. The summary should present the Service
Provider's basic scope of services, objectives, and intended project outcomes
through quantifiable goals. It should summarize how the proposal meets the RFP
requirements, why the Service Provider is best qualified to perform the required
work, and how the project will address the severity of needs and vulnerabilities
experienced by the intended population.
Any first-time applicants will need to provide detailed planning on how they
expect to meet project requirements and performance measures. Examples
include, but are not limited to, documents with action plans, milestones, and the
team members who will assist in successful execution.
Guidance for a detailed forecasted Action Plan for the new project can be found
on the LCCoC website Grant Selection Working Group | Lccoc (lakecoc.org),
under the "Grant Selection Documents"
Executive Summary MUST describe how the activities outlined in the proposal
provide immediate emergency assistance to people experiencing being
unhoused or at imminent risk of becoming unhoused, and that those uses are
aligned with California's Housing First policy.
2. Project Action Plan: A detailed description of the project showing which evidence-
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based action plan for the services, how the plan will be based upon, and the Service
Provider's understanding of the project requirements and challenges. Give an
overview of how the project will meet the expectations of Housing First requirements,
and collaborate with the Lake County Community HUB and Lake County Continuum
of Care Coordinated Entry programs. Fill out the minimum core elements section of
the Housing First. Applicant has developed writing policies and procedures for
programs offered to persons experiencing or at risk of becoming unhoused, which
include client eligibility criteria and strategies to measure the project's successes
objectively.
3. Key activities: Please describe key activities and how they align with Housing First
and the project's expectations of meeting the requirements of Housing First. Include
how services will assist persons experiencing becoming unhoused or at imminent risk
of becoming unhoused, and that those uses are aligned with Housing First and will
reduce the number of times those experiencing becoming unhoused return to
becoming unhoused, and the average length of time in being unhoused. Describe
your intake process, how you will report on performance measures, and the process
for using HMIS and CES. Include information on how your agency expects to use the
Coordinated Entry System for Housing Problem Solving, referrals, and client case
conferencing. Describe the process of providing services that lead to permanent
housing.
4. Equity: Describe how the project's efforts will address inequities and promote culturally
inclusive services, outreach action plan, accessibility, and anticipated barriers for the
target population. Include any disproportionate local impacts of being unhoused on
underserved communities and how the project will provide culturally sensitive
services, supporting evidence of the strategies' effectiveness, including data trends,
policies, training, community engagement, and collaborative efforts with providers and
community partners. Describe your organization's strategies to address inequities and
processes to overcome barriers for the underserved populations to meet equitable
outcomes, and your anticipated percentages for numbers served, including
underrepresented populations.
5. Performance Measures: Describe in detail the performance measures targets. Give a
numerical value to each performance measure. Additional performance measures
may be added, but at a minimum, the following performance measures must be
included:
a) Total number served and plan for meeting the total number served.
b) Total number of entries into the project through Street Outreach efforts (i.e., being an Access
Point, participating in the PIT Count, transportation).
c) Total Households exit into permanent housing.
d) Total number of shelter beds.
e) Total length of time in the project before entry into a permanent housing program or project.
f) Total anticipated percentage of persons returning to being unhoused.
g) Total anticipated percentage of households expected to increase their monthly income.
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