Food Assistance: HOME-ARP Supportive Services

Finance Department
General Services Division
REQUEST FOR PROPOSALS (RFP)
Specification No. 26-11786-C
FOR
NAME OF RFP: Food Assistance: HOME-ARP Supportive Services
PROPOSALS WILL NOT BE OPENED AND READ PUBLICLY
Dear Proposer:
The City of Berkeley is soliciting written proposals from qualified firms or individuals that will provide food
assistance to food insecure households. As a Request for Proposal (RFP) this is not an invitation to bid and
although price is very important, other factors will be taken into consideration.
The project scope, content of proposal, and vendor selection process are summarized in the RFP (attached).
Proposals must be received no later than 2:00 pm, on Tuesday, May 26, 2026. Proposals are to be sent via
email with the "Specification No. 26-11786-C and Food Assistance: HOME-ARP Supportive Services" clearly
indicated in the subject line of the email. Please submit one (1) PDF of the technical Proposal with the filename
saved as, "Proposal: Vendor Name - YY-#####, Food Assistance: HOME-ARP Supportive Services."
Corresponding pricing proposal shall be submitted as a separate document with the filename saved as, "Pricing:
Vendor Name - YY-#####, Food Assistance: HOME-ARP Supportive Services."
Email Proposals to:
City of Berkeley
Finance Department/General Services Division
Solicitations@berkeleyca.gov
Proposals will not be accepted after the date and time stated above. Incomplete proposal or proposals that do not
conform to the requirements specified herein will not be considered. Issuance of the RFP does not obligate the City
to award a contract, nor is the City liable for any costs incurred by the proposer in the preparation and submittal of
proposals for the subject work. The City retains the right to award all or parts of this contract to several bidders, to
not select any bidders, and/or to re-solicit proposals. The act of submitting a proposal is a declaration that the
proposer has read the RFP and understands all the requirements and conditions.
For questions concerning the anticipated work, or scope of the project, please contact Kat Larrowe, Community
Services Specialist III, via email at klarrowe@berkeleyca.gov no later than May 5, 2026. Answers to questions
will not be provided by telephone or email. Answers to all questions or any addenda will be posted on the City of
Berkeley's site at Bid & Proposal Opportunities | City of Berkeley (berkeleyca.gov). It is the vendor's responsibility
to check this site. For general questions concerning the submittal process, contact purchasing at 510-981-7320.
We look forward to receiving and reviewing your proposal.
Sincerely,
Henry Oyekanmi
Finance Director
2180 Milvia Street, Berkeley, CA 94704 Tel: 510.981.7320 TDD: 510.981.6903
E-mail: purchasing@berkeleyca.org Website: cityofberkeley.info/finance/

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City of Berkeley Specification No. 26-11786-C Page 2 of 20
Food Assistance: HOME-ARP Supportive Services Release Date 04/21/26
I. BACKGROUND/SUMMARY/or INTRODUCTION
The City of Berkeley is soliciting proposals from community-based organizations serving food insecure Berkeley-
based individuals and families. The funding is made available through the Home Investment Partnerships Program
- American Rescue Plan (HOME-ARP). Successful candidates for funding under this proposal will be required to
adhere to federal, state, and local laws and regulations (see Attachment J for more details). A maximum of
$372,900.80 from the City's HOME-ARP fund is available for Fiscal Year 2027 ($186,450.40) and Fiscal Year
2028 ($186,450.40). The successful candidate will enter a two-year contract with the City.
II. SCOPE OF SERVICES
The HOME-ARP program was created under the American Rescue Plan Act of 2021 to provide housing, services,
and shelter to individuals experiencing homelessness as well as other vulnerable populations. The City of Berkeley
submitted an allocation plan to U.S. Housing and Urban Development (HUD) designating the Supportive Services
activity as the focus for this funding. Funding from this grant cannot supplant other city funding for existing
programming.
Eligible Populations
Supportive services must benefit individuals and families in the HOME-ARP qualifying populations:
1. Homeless as defined in 24 CFR 91.5
2. At risk of Homelessness as defined in 24 CFR 91.5
3. Fleeing, or Attempting to Flee, Domestic Violence, Dating Violence, Sexual Assault, Stalking, or
Human Trafficking as defined by HUD (page 6 of CPD Notice 21-10), in 24 CFR 5.2003, and Trafficking
Victims Protection Act of 2000 (TVPA), as amended (22 U.S.C 7102)
4. Other Populations where providing the supportive services or assistance under section 212(a) of NAHA
(42. U.S.C. 12742(a)) would prevent the family's homelessness or would serve those with a great risk of
housing instability
The selected candidate must make services available to all the qualifying populations listed above.
For more detailed information on the qualifying populations, reference CPD Notice 21-10 section IV "Qualifying
Populations, Targeting and Preferences".
Eligible Activities
Provide meals or groceries to program participants in Berkeley that meet the HOME-ARP qualifying population
criteria. This can include the following types of activities (not an exhaustive list):
* Provide emergency groceries
* Provide hot meals or ready-to-eat meals
* Conduct mobile food pantries
* Meal or grocery delivery program
Eligible Costs
The cost of providing meals or groceries to program participants, including:
* Purchasing food
* Personnel costs for:
Cooks or servers for hot/ready-to-eat meals
o
Delivery drivers
o
Enrolling/confirming eligibility of program participants
o
* Transportation costs to deliver groceries or meals as part of a mobile pantry or delivery program
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Food Assistance: HOME-ARP Supportive Services Release Date 04/21/26
Requirements
The selected contractor will be responsible for the following:
* Confirm, collect, and document that program participants meet the eligibility requirement to receive
services
* Document eligible costs
* Develop (or modify an existing) a program policy to ensure compliance with the regulations
* Submit quarterly program and financial reports to City staff
III. SUBMISSION REQUIREMENTS
All proposals shall include the following information, organized as separate sections of the proposal. The proposal
should be concise and to the point. Proposals shall be submitted as a PDF, using Times New Roman, 12-point font,
single spaced. Narrative proposals (excluding client references and budget proposals) shall not exceed five pages.
1. Contractor Identification:
Provide the name of the firm, the firm's principal place of business (see section VII, F. - Local Vendor
Preference), the name and telephone number of the contact person and company tax identification number.
2. Experience:
Describe your agencies' experience in providing food assistance. This section should include:
* Current methods of food distribution
* Clients served including quantity and general description population served
* Client data collection processes including type of data collected and how it is stored
3. Scope of Work:
Detail your understanding of the project and provide a description of how you will approach the scope of work,
outreach efforts, and compliance with federal requirements, described herein. Describe how the services
provided would reach or be made available to all the qualifying populations as required by HOME-ARP. Also
include a project timeline detailing how and when services would begin to reach the community.
4. Contract Terminations:
If your organization has had a contract terminated in the last five (5) years, describe such incident.
Termination for default is defined as notice to stop performance due to the vendor's non-performance or poor
performance and the issue of performance was either (a) not litigated due to inaction on the part of the vendor,
or (b) litigated and such litigation determined that the vendor was in default.
Submit full details of the terms for default including the other party's name, address, and phone number.
Present the vendor's position on the matter. The City will evaluate the facts and may, at its sole discretion,
reject the proposal on the grounds of the past experience.
If the firm has not experienced any such termination for default or early termination in the past five (5) years,
so indicate.
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Food Assistance: HOME-ARP Supportive Services Release Date 04/21/26
5. Client References: (3-5 References is usual)
Provide a minimum of three (3) client references. References should be California cities or other large public
sector entities. Provide the designated person's name, title, organization, address, telephone number, and the
project(s) that were completed under that client's direction.
6. Budget Detail:
The budget proposal shall include expenses for all services, including personnel. Budget proposals shall be a
separate document. The Proposal shall itemize all services, including hourly rates for all professional, technical
and support personnel, and all operating and programmatic charges related to scope of the work shall be
itemized. Evaluation of proposals are subject to the local vendor business preference (see section VII.F.).
IV. SELECTION CRITERIA
The following criteria will be considered, although not exclusively, in determining which firm is hired.
1. Project Approach (Scope of Work) (60%)
2. Expertise & References (25%)
3. Budget (15%)
* Effective 1/1/2022. Local Vendor Preference. For the purposes of comparing pricing as part of this competitive
RFP for goods up to $100,000 or non-professional services up to $250,000, 5% shall be deducted from the bid price
proposal from any local Berkeley vendor.
A selection panel will be convened of staff to evaluate and score submittals.
V. PAYMENT
Invoices: Invoices must be fully itemized, and provide sufficient information for approving payment and audit.
Invoices must be accompanied by receipt for services in order for payment to be processed. Email invoices to
Accounts Payable and cc: Kat Larrowe klarrowe@berkeleyca.gov; (List on invoice, Attn: Project Manager
Name/Department) and reference the contract number.
City of Berkeley
Accounts Payable
P.O. Box 700
Berkeley, CA 94710-700
Email: AccountsPayable@berkeleyca.gov
Phone: 510-981-7310
Payments: The City will make payment to the vendor within 30 days of receipt of a correct, approved and
complete invoice.
VI. CITY REQUIREMENTS
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City of Berkeley Specification No. 26-11786-C Page 5 of 20
Food Assistance: HOME-ARP Supportive Services Release Date 04/21/26
A. Non-Discrimination Requirements:
Ordinance No. 5876-N.S. codified in B.M.C. Chapter 13.26 states that, for contracts worth more than $3,000
bids for supplies or bids or proposals for services shall include a completed Workforce Composition Form.
Businesses with fewer than five employees are exempt from submitting this form. (See B.M.C. 13.26.030)
Under B.M.C. section 13.26.060, the City may require any bidder or vendor it believes may have discriminated
to submit a Non-Discrimination Program. The Contract Compliance Officer will make this determination. This
applies to all contracts and all consultants (contractors). Berkeley Municipal Code section 13.26.070 requires
that all contracts with the City contain a non-discrimination clause, in which the contractor agrees not to
discriminate and allows the City access to records necessary to monitor compliance. This section also applies to
all contracts and all consultants.
Bidders must submit the attached Non-Discrimination Disclosure Form with their proposal.
B. Nuclear Free Berkeley Disclosure Form:
Berkeley Municipal Code section 12.90.070 prohibits the City from granting contracts to companies that
knowingly engage in work for nuclear weapons. This contracting prohibition may be waived if the City
Council determines that no reasonable alternative exists to doing business with a company that engages in
nuclear weapons work. If your company engages in work for nuclear weapons, explain on the Disclosure Form
the nature of such work.
Bidders must submit the attached Nuclear Free Disclosure Form with their proposal.
C. Oppressive States:
The City of Berkeley prohibits granting of contracts to firms that knowingly provide personal services to
specified Countries. This contracting prohibition may be waived if the City Council determines that no
reasonable alternative exists to doing business with a company that is covered by City Council Resolution Nos.
59,853-N.S., 60,382-N.S., and 70,606-N.S. If your company or any subsidiary is covered, explain on the
Disclosure Form the nature of such work.
Bidders must submit the attached Oppressive States Disclosure Form with their proposal.
D. Sanctuary City Contracting Ordinance:
Chapter 13.105 of the Berkeley Municipal Code prohibits the City from granting and or retaining contracts with
any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and
Customs Enforcement Division of the United States Department of Homeland Security ("ICE").
Bidders must submit the attached Sanctuary City Compliance Statement with their proposal.
E. Conflict of Interest:
In the sole judgment of the City, any and all proposals are subject to disqualification on the basis of a conflict
of interest. The City may not contract with a vendor if the vendor or an employee, officer or director of the
proposer's firm, or any immediate family member of the preceding, has served as an elected official, employee,
board or commission member of the City who influences the making of the contract or has a direct or indirect
interest in the contract.
Furthermore, the City may not contract with any vendor whose income, investment, or real property interest
may be affected by the contract. The City, at its sole option, may disqualify any proposal on the basis of such a
conflict of interest.
Please identify any person associated with the firm that has a potential conflict of interest.
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Food Assistance: HOME-ARP Supportive Services Release Date 04/21/26
F. Berkeley Living Wage Ordinance:
Chapter 13.27 of the Berkeley Municipal Code requires that contractors offer all eligible employees with City
mandated minimum compensation during the term of any contract that may be awarded by the City. If the
Contractor is not currently subject to the Living Wage Ordinance, cumulative contracts with the City within a
one-year period may subject Contractor to the requirements under B.M.C. Chapter 13.27. A certification of
compliance with this ordinance will be required upon execution of a contract. The current Living Wage rate can
be found here: Information for Vendors | City of Berkeley (berkeleyca.gov). The Living Wage rate is
adjusted automatically effective June 30th of each year commensurate with the corresponding increase in the
Consumer Price Index published in April of each year. If the Living Wage rate is adjusted during the term of
your agreement, you must pay the new adjusted rate to all eligible employees, regardless of what the rate was
when the contract was executed.
G. Berkeley Equal Benefits Ordinance:
Chapter 13.29 of the Berkeley Municipal Code requires that contractors offer domestic partners the same access
to benefits that are available to spouses. A certification of compliance with this ordinance will be required upon
execution of a contract.
H. Statement of Economic Interest:
The City's Conflict of Interest Code designates "consultants" as a category of persons who must complete
Form 700, Statement of Economic Interest, at the beginning of the contract period and again at the termination
of the contract. The selected contractor will be required to complete the Form 700 before work may begin.
VII. OTHER REQUIREMENTS
A. Insurance
The selected contractor will be required to maintain general liability insurance in the minimum amount of
$2,000,000, automobile liability insurance in the minimum amount of $1,000,000 and a professional liability
insurance policy in the amount of $2,000,000 to cover any claims arising out of the performance of the
contract. The general liability and automobile insurance must name the City, its officers, agents, volunteers and
employees as additional insured.
Insurance not Necessary: If the services are such that the risk of exposure to liability is very low, insurance
may not be required. An example of such a service is an individual using his/her computer at home to lay
out a newsletter for the City.
** This determination must be made by the Risk Manager in writing before the RFP is issued. **
Insurance Waiver: A situation in which insurance is not necessary is different from a case in which insurance
may be waived. An insurance waiver is appropriate where insurance would usually be necessary but when, as a
policy matter, the City is willing to take the risk of allowing an uninsured or under-insured individual or
business to perform the work (usually when the risk of liability is low). An insurance waiver may be granted
only by the Risk Manager in writing with the approval of the City Manager. If a potential bidder expresses an
inability to meet the insurance requirement, he or she should be encouraged to contact the Project Manager &
Risk Manager for assistance in obtaining insurance.)
B. Worker's Compensation Insurance:
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Food Assistance: HOME-ARP Supportive Services Release Date 04/21/26
A selected contractor who employs any person shall maintain workers' compensation insurance in accordance
with state requirements. Sole proprietors with no employees are not required to carry Worker's Compensation
Insurance.
C. Business License
Virtually every contractor that does business with the City must obtain a City business license as mandated by
B.M.C. Ch. 9.04. The business license requirement applies whether or not the contractor has an office within
the City limits. However, a "casual" or "isolated" business transaction (B.M.C. section 9.04.010) does not
subject the contractor to the license tax. Warehousing businesses and charitable organizations are the only
entities specifically exempted in the code from the license requirement (see B.M.C. sections, 9.04.295 and
9.04.300). Non-profit organizations are granted partial exemptions (see B.M.C. section 9.04.305). Persons who,
by reason of physical infirmity, unavoidable misfortune, or unavoidable poverty, may be granted an exemption
of one annual free license at the discretion of the Director of Finance. (See B.M.C. sections 9.04.290).
Vendor must apply for a City business license and show proof of application to Purchasing Manager within
seven days of being selected as intended contractor.
The Customer Service Division of the Finance Department located at 1947 Center Street, Berkeley, CA 94704,
issues business licenses. Contractors should contact this division for questions and/or information on obtaining
a City business license, in person, or by calling 510-981-7200.
D. Recycled Paper
Any printed reports for the City required during the performance of the work shall be on 100% recycled
paper, and shall be printed on both sides of the page whenever practical.
E. State Prevailing Wage:
Certain labor categories under this project may be subject to prevailing wages as identified in the State of
California Labor Code commencing in Section 1770 et seq. These labor categories, when employed for any
"work performed during the design and preconstruction phases of construction including, but not limited to,
inspection and land surveying work," constitute a "Public Work" within the definition of Section 1720(a)(1) of
the California Labor Code requiring payment of prevailing wages.
Wage information is available through the California Division of Industrial Relations web site at:
http://www.dir.ca.gov/OPRL/statistics_and_databases.html
F. Local Vendor Preference
City of Berkeley applies a local vendor preference for comparing pricing submittals in RFP responses (City
Council Resolution No. 69,890-N.S.)
A local business is defined as "a business firm with fixed offices or distribution points located within the City
of Berkeley boundaries and listed in the Permits and License Tax paid file, with a Berkeley business street
address."
For the purposes of comparing pricing as part of this competitive RFP for non-professional services up to
$250,000, 5% shall be deducted from the bid price proposal from any local Berkeley vendor in order to
assign evaluation points to the pricing section.
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City of Berkeley Specification No. 26-11786-C Page 8 of 20
Food Assistance: HOME-ARP Supportive Services Release Date 04/21/26
VIII. SCHEDULE (Dates are subject to change)
Issue RFP to Potential Bidders: 4/21/26
Questions Due 5/5/26
Proposals Due from Potential Bidders 5/26/26
Complete Selection Process 6/5/26
Council Approval of Contract (over $50k) 7/14/26
Award of Contract 7/15/26
Sign and Process Contract 7/31/26
Notice to Proceed 8/1/26
Thank you for your interest in working with the City of Berkeley for this service. We look forward to receiving
your proposal.
Attachments:
* Check List of Required items for Submittal Attachment A
* Non-Discrimination/Workforce Composition Form Attachment B
* Nuclear Free Disclosure Form Attachment C
* Oppressive States Form Attachment D
* Sanctuary City Compliance Statement Attachment E
* Living Wage Form Attachment F
* Equal Benefits Certification of Compliance Attachment G
* Right to Audit Form Attachment H
* Insurance Endorsement Attachment I
* CPD-21-10 Notice Attachment J
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Food Assistance: HOME-ARP Supportive Services Release Date 04/21/26
ATTACHMENT A
CHECKLIST
Proposal describing service (one (1) PDF of proposal)
Contractor Identification and Company Information
Client References
Costs proposal by task, type of service & personnel (as a separate document from the proposal)
Other items the contractor is being requested to supply
The following forms, completed and signed in blue ink (attached):
Non-Discrimination/Workforce Composition Form Attachment B
o
Nuclear Free Disclosure Form Attachment C
o
Oppressive States Form Attachment D
o
Sanctuary City Compliance Statement Attachment E
o
Living Wage Form (may be optional) Attachment F
o
Equal Benefits Certification (EBO-1) (may be optional) Attachment G
o
ADDITIONAL SUBMITTALS REQUIRED FROM SELECTED VENDOR AFTER COUNCIL
APPROVAL TO AWARD CONTRACT.
Provide original-signed in blue ink Evidence of Insurance
Auto
o
Liability
o
Worker's Compensation
o
Right to Audit Form Attachment H
Commercial General & Automobile Liability Endorsement Form Attachment I
Berkeley Business License (Current Year Certificate)
For informational purposes only, see the Sample of Personal Services Contract.
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Food Assistance: HOME-ARP Supportive Services Release Date 04/21/26
NON-DISCRIMINATION/WORKFORCE COMPOSITION FORM FOR NON-CONSTRUCTION CONTRACTS
To assist the City of Berkeley in implementing its Non-Discrimination policy, it is requested that you furnish information
regarding your personnel as requested below and return it to the City Department handling your contract:
Organization: _____________________________________________________________________________________
Address: _______________________________________________________________
Business Lic. #: ___________
Occupational Category:
__________________________
Total White Black Asian Hispanic Other
(See reverse side for explanation of terms)
Employees Employees Employees Employees Employees Employees
Female Male Female Male Female Male Female Male Female Male Female Male
Official/Administrators
Professionals
Technicians
Protective Service Workers
Para-Professionals
Office/Clerical
Skilled Craft Workers
Service/Maintenance
Other (specify)
Totals:
Is your business MBE/WBE/DBE certified? Yes: _____ No: _____ If yes, by what agency? _______________________
If yes, please specify: Male: _____ Female: _____ Indicate ethnic identifications: ___________________________
Do you have a Non-Discrimination policy? Yes: _____ No: _____
Signed: ________________________________________________________________ Date: __________________
Verified by: _____________________________________________________________ Date: __________________
City of Berkeley Contract Compliance Officer
Contract Description/Specification No: Project Name/XX-XXXXX Attachment B (page 1)
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