County of Marin Health and Human Services

Severe Weather Emergency Shelter Services

RFP Files: 

RFP Description: 

Marin County Health and Human Services (HHS) seeks partners to provide severe weather emergency shelter services.  The Division of Whole Person Care’s vision is to have multiple successful bidders to provide services at a variety of geographic locations around the county, in congregate (dormitory style) and/or non-congregate (e.g. private rooms) settings.  This opportunity is open and available to a wide variety of organizations of different sizes which have experience providing services to people experiencing homelessness. 

The County of Marin’s Emergency Operations Center (EOC) will declare a severe weather emergency when conditions meet criteria, which can be found here: https://www.marinhhs.org/emergency-information.  In the event of activation, the EOC will declare the emergency by 3:00pm the day before activation.  People in need of services will be referred to the successful bidder(s) that are providing emergency shelter using protocols developed with HHS.  While it is impossible to predict what each year’s weather will bring, for planning purposes it could be safe to expect 3-10 nights of activation in any given calendar year.

Bidder’s Conference Date, Time, and Link: Tuesday, September 27th, 2022 from 1:30-2:00pm via Zoom: https://us06web.zoom.us/j/89269196252

Control Number: 

2022-17

Proposal Close Date: 

Thursday, October 13, 2022 - 3:00pm

Open Questions Period: 

Monday, September 19, 2022 - 9:00am to Tuesday, September 27, 2022 - 3:00pm

Proposal Contact: 

Questions and Answers: 

Question: What was the average nightly enrollment when the severe weather shelter was activated last year?

Answer:  ​It varies depending on the type of Severe Weather Emergency.  For non-congregate, the recent average has been 35-40. For congregate, the average has been 60+.

Question: Does the County have preferred motels or would these locations be at the bidder's discretion?

Answer:  The County does not have preferred motels and these locations would be at the bidder’s discretion.

Question: Is there a nightly rate limit if using motel rooms to provide shelter?

Answer: No, please provide the best estimate of nightly room costs in the budget.

Question: How many cots would the County be able to provide if needed? 

Answer: ​The County currently maintains an inventory of approximately 50-60 cots, blankets, N95 masks, and other basic supplies.

Question: Would organizations be able to invoice the County if there were no severe weather emergencies declared throughout the contract period? 

Answer: It is not likely that organizations would have invoices if no severe weather emergencies take place.  However, organizations may be able to invoice for reasonable supply costs (e.g. cots, blankets, etc.) provided those items are available for future SWES activations.

Question: Are set-up costs like cots, blankets, etc. an allowable expense? 

Answer: Yes, provided costs are reasonable. Please specify these set-up costs in your budget.