Mixed-Operations Portfolio Case Management Program

CONSULTANT REGISTRATION FORM
If you plan on submitting a Proposal for this project, please complete this registration
form and e-mail it to Ana Chua, Senior Contract Administrator, and e-mail
Ana.Chua@seattlehousing.org so that you can be contacted directly if necessary.
SEATTLE HOUSING AUTHORITY
RFP Solicitation No. 6169
Mixed-Operations Portfolio Case Management Program
Name of Firm: _____________________________________
Business Address: _________________________ _________
__________________________________
__________________________________
Contact Information:
Name: __________________________________________
Title: ___________________________________________
Telephone #: __________________
e-mail: _________________________________________
Thank you.

REQUEST FOR PROPOSALS
(SOLICITATION NO. 6169)
for
Mixed-Operations Portfolio Case Management Program
TABLE OF CONTENTS
A. INTRODUCTION ...................................................................................................... 1
B. SUBMITTAL REQUIREMENTS ............................................................................... 2
C. SCOPE OF WORK .................................................................................................. 4
D. INFORMATION TO BE PROVIDED IN YOUR PROPOSAL ................................... 7
E. CONSULTANT EVALUATION CRITERIA ............................................................ 10
F. SELECTION PROCESS ........................................................................................ 11
G. CONTRACT NEGOTIATIONS ............................................................................... 12
H. ADMINISTRATIVE INFORMATION ...................................................................... 12
ATTACHMENTS:
A. FORMS:
* Vendor Fact Sheet
* Suspension and Debarment Compliance Certificate
B. INFORMATIONAL EXHIBITS:
* HUD Section 3 Information and Section 3 Forms
RFP Issued On: Proposal Due:
Wednesday, March 11, 2026 4:00 PM PT Tuesday, April 7, 2026

Seattle Housing Authority
Request for Proposals (Solicitation No. 6169)
Mixed-Operations Portfolio Case Management Program
A. INTRODUCTION
1) General: The Seattle Housing Authority (SHA) is seeking a qualified professional firm
to assist SHA in providing specialized case management services (including mental
health case management) to residents residing in the Mixed-Operations Portfolio, with
an emphasis on the 237 SHA-owned low-income buildings. Additional communities
may be added, depending on community needs and funding availability.
2) Seattle Housing Authority Background: SHA is an independent public corporation
providing long-term, low-income rental housing and rental assistance to more than
38,000 people in the city of Seattle. We believe in providing more than housing for our
tenants, and we partner with many organizations to offer an array of services and
community activities to help those we serve improve their lives. The majority of SHA's
funding is federal, through the U.S Department of Housing and Urban Development
(HUD). Other income includes rent revenue and non-HUD public and private grants.
SHA operates according to the following Mission and Values:
Our Mission
The mission of the Seattle Housing Authority is to enhance the Seattle community
by creating and sustaining decent, safe and affordable living environments that
foster stability and increase self-sufficiency for people with low incomes.
Our Values
As stewards of the public trust, we pursue our mission and responsibilities in a
spirit of service, teamwork, and respect. We embrace the values of excellence,
collaboration, innovation, and appreciation.
SHA owns and operates more than 8,500 housing units at nearly 400 sites throughout
the city. SHA also administers approximately 12,000 Housing Choice Vouchers,
enabling low-income residents to receive rental assistance throughout the Seattle
housing market. SHA, an independent public corporation established in 1939, is
governed by a seven-member Board of Commissioners, two of whom are SHA
residents. Commissioners are appointed by the Mayor and confirmed by the City
Council. More information is available at seattlehousing.org.
3) Women and Minority Business Enterprise (WMBE) Inclusion: SHA requires
proposers to make good-faith efforts to meet SHA's 14% aspirational WMBE goal and
provide meaningful opportunities to WMBE firms to participate in the direct
performance of commercially useful work as part of the proposed Project Team.
4) [Reserved.]
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5) Cooperative Purchasing: RCW 39.34 allows cooperative purchasing between
public agencies (political subdivisions) in the State of Washington. Public agencies
that file an Interlocal Joint Purchasing Agreement with SHA may also wish to procure
the services herein offered by the successful party. The successful party shall have
the option of extending its offer to SHA to other agencies for the same cost, terms and
conditions.
SHA does not accept any responsibility for agreements, contracts or purchase orders
issued by other public agencies to the successful party. Each public agency accepts
responsibility for compliance with any additional or varying laws and regulations
governing purchase by or on behalf of the public agency. SHA accepts no
responsibility for the performance of the successful party in providing services to other
public agencies, nor any responsibility for the payment price to the successful party
for other public-agency purchases.
B. SUBMITTAL REQUIREMENTS
Schedule:
Activity Location Day Date Time
If you have MS Teams and
would like to join the meeting
virtually, please e-mail Ana 10:00AM -
Pre-Submittal March
Chua, Contract Administrator at Wednesday 11:00 AM
Meeting 18
Ana.Chua@seattlehousing.org PT
and you will be sent an invitation
to join.
Deadline for March
By Email Thursday 4:00 PM PT
Questions 19
SUBMITTAL DEADLINE AND DELIVERY INFORMATION
E-Mail to: Ana Chua
Tuesday April 7 4:00 PM PT
Ana.Chua@seattlehousing.org
Questions: Questions must be in writing and sent prior to the Deadline for Questions
date and time shown above. Submit your questions to Ana Chua at
Ana.Chua@seattlehousing.org
Addenda: In the event there are changes or clarifications to this RFP, SHA will issue
an addendum. Addenda will be published on SHA's website at Do business with us |
Seattle Housing Authority. It is the responsibility of proposers to check this website
before submitting and downloading any addenda issued. If you are unable to
download the addenda, you may e-mail the Contract Administrator, Ana Chua at
Ana.Chua@seattlehousing.org to have a copy of the addenda mailed or e-mailed to
you.
Pre-Submittal Meeting: Proposers are strongly encouraged to attend a Pre-
Submittal Meeting at the date and time indicated above.
Submittal: The deadlines given above are firm as to place, date, and time. SHA will
not consider any proposal received after the deadline.
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All proposals should be clearly marked when e-mailed to avoid any confusion about
recording arrival dates and times. Proposers should take this practice into account
and submit their materials early to avoid any risk of ineligibility caused by
unanticipated delays or other delivery problems. NOTE: A faxed or hand delivered
proposal is not acceptable.
All proposals received will become the property of the Seattle Housing Authority and
will not be returned to the Proposer.
Proposals should be limited to a maximum of 12 pages single sided, or 6 pages
double sided in no smaller than 12 point font on 812" by 11" sheets. The following are
NOT INCLUDED in the page limit mentioned above: your cover letter, vendor fact
sheet, resumes, the Suspension and Debarment Certificate, and any applicable
Section 3 form(s). Your cover letter should express your interest in performing the
work. A principal or officer of the firm authorized to execute contracts or other similar
documents on the firm's behalf must sign the letter.
1) Required number of copies: Proposers responding to this RFP shall submit their
proposal to the e-mail address indicated above. The following items/forms are
to be submitted as a separate file and not included in your Proposal. Do not
include these items/forms in the proposal.
* Price / Rates
* Vendor Fact Sheet
* Suspension and Debarment Compliance Certificate
* Any applicable Section 3 Form(s)
2) Proprietary Proposal Material:
Any records or materials submitted to SHA in response to this RFP become public
records under Washington State law (see RCW Chapter 42.56, the Public
Disclosure Act, at https://apps.leg.wa.gov/rcw/default.aspx?cite=42.56). Public
records must be promptly disclosed upon request unless a statute exempts
disclosure. Exemptions from disclosure include trade secrets and valuable
formulas (see RCW 42.56 and RCW Ch. 19.108); however, public disclosure
exemptions are narrow and specific. Proposers are expected to be familiar with
any potentially-applicable exemptions, and the limits of those exemptions.
Proposers are obligated to separately bind and clearly mark as "proprietary"
information any proposal records they believe are exempted from disclosure. The
body of the proposal may refer to these separately-bound records. Proposers
should mark as "proprietary" only that information they believe legitimately fits
within a public-disclosure exemption. SHA may reject solicitation responses that
are marked proprietary in their entirety.
If SHA receives a public disclosure request for records that a Proposer has marked
as "proprietary information," SHA may notify the Proposer of this request and
postpone disclosure briefly to allow the Proposer to file a lawsuit under RCW
42.17.330 to enjoin disclosure; however, this is a courtesy of SHA and not an
obligation.
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SHA has no obligation to assert an exemption from disclosure. If the Proposer
believes that its records are exempt from disclosure, the Proposer is obligated to
seek an injunction under RCW 42.56. By submitting a proposal, the Proposer
acknowledges this obligation; the Proposer also acknowledges that SHA will have
no obligation or liability to the Proposer if the records are disclosed.
3) Cost of Preparing Proposals: SHA will not be liable for any costs incurred by
the Proposer in the preparation and presentation of proposals submitted in
response to this RFP including, but not limited to, costs incurred in connection with
the Proposer's participation in demonstrations and the pre-proposal conference.
4) Rights Reserved by SHA: SHA reserves the right to waive as an informality any
irregularities in submittals and/or to reject any or all proposals. SHA requests that
companies refrain from requesting public disclosure of selection information until
a contract has been executed as a measure to best protect the solicitation process,
particularly in the event of a cancellation or re-solicitation. With this preference
stated, SHA shall continue to properly fulfill all public disclosure requests for such
information as required by State Law.
1) SCOPE OF WORK
The selected Consultant shall be asked to perform the following tasks:
The resulting contract(s) to be issued as a result of this Request for Proposal (RFP)
will be an On-Call Contract(s). Services will be provided as-needed under a series of
Work Orders to the On-Call Contract. For each Work Order, a selected Consultant
will be issued the required scope of services for that Work Order. SHA and the
Consultant will then agree upon the scope of services and compensation prior to
commencement of the services. Additional locations may be added and/or the
program expanded during the Contract period.
SHA may commit additional funding for the services for subsequent years, depending
on program performance and available funding.
SHA reserves the right to select one or more Consultants as a result of this solicitation
to provide the services described in the Scope of Work.
The selected Service Provider(s) may be asked to accomplish and perform, but not
be limited to, the following purpose and tasks, respectively.
Purpose:
The Seattle Housing Authority (SHA) is seeking proposals from qualified Service
Providers to assist SHA in providing case management services (including mental
health case management) to residents living in the Mixed-Operations Portfolio, with
an emphasis on the 237 SHA-owned low-income buildings (formerly known as
"scattered sites". Additional communities may be added, depending on community
needs and funding availability.
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The purpose of the program is to help stabilize living situations for residents who are
in crisis and to increase the availability of ongoing case management for residents
who are not in crisis. Focus will be on supporting independent living. The Service
Provider shall assign up to two and a half (2.5) full-time equivalent (FTEs) staff
including Case Management Specialists and Project Coordinator for the project. The
Project Coordinator shall designate the central point for referrals and contact for SHA
property management staff and for other service providers. The Service Provider will
be expected to provide case management of not less than 40 hours per FTE per week
(100 hours total) and to maintain a rotating caseload of 25-30 clients per FTE (60-75
total caseload at a time, serving 200 clients annually).
Services will be provided in Seattle Housing Authority's Mixed-Operations Portfolio
located throughout the city consisting of over two hundred thirty-five (235) properties
owned and managed by SHA. This portfolio includes multi-family buildings and
apartment buildings that are generally smaller than SHA Low Income Public Housing
(LIPH) properties. They are most often located near transit, with easy access to
shopping, parks, schools, and neighborhood services that meet the needs of low-
income residents.
Tasks To Be Performed:
1. Provide on- and off-site, short-term case management to residents in need of
support to safely maintain independent living. These residents include those of a
diverse background, including limited-English-speaking populations.
2. Work collaboratively with providers of mental health services and resources in a
community-based partnership to accomplish item 1 above.
3. Activities shall include, but not necessarily be limited to, crisis intervention, support
with basic independent living skills such as maintaining a clean and healthy living
environment and paying rent on time, and accessing resources for drug and alcohol
issues, and ongoing case management.
4. Maintain a rotating caseload of 25-30 clients per case manager (.5 to 1.0 FTE) at
any given time and perform the following tasks:
a. Receive referrals from SHA property managers and other service providers
who are working with residents.
b. Work collaboratively with the residents to conduct an immediate on-site client-
needs assessment, develop a documented plan for accessing needed resources
and/or developing necessary skills, and secure client agreement and
commitment to the plan/next steps.
c. Determine if the client is currently working with other service provider(s),
including mental health workers. If so, assist the client in gaining access to
services from that provider.
d. Provide advocacy, translation and/or interpretation, and direct assistance, as
needed, to enable clients with English-language challenges to access needed
resources.
e. Monitor the client's progress to determine whether the outcome of referrals
and stabilization services was successful.
f. Provide services at a level of not less than 40 hours per week of case
management and accommodate after-hours emergencies.
g. Assign a Project Coordinator to this program (up to .5 FTE) to ensure quality
of services
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h. Provide direct supervision to the case management staff who are assigned to
provide the services described herein.
Target Population:
The charts below provide demographic data on SHA's Mixed-Operations Portfolio
units and includes information about the elderly and non-elderly disabled population
that would be served under this program:
Total Number of Mixed-Operations Portfolio Buildings
237 occupied buildings
615 occupied units
1,934 individuals
Mixed-Operations Portfolio Demographics by Number of Bedrooms
Number of Elderly &
Number of Bedrooms Units Elderly (62+) Disabled
Residents Disabled
1 18 18 12 5 4
2 420 847 114 122 43
3 184 596 41 47 17
4 64 290 15 23 8
5 23 172 9 5 1
6 3 11 0 0 0
TOTAL 712 1,934 191 202 73
Spoken
Languages Number of Residents
NO Data 664
ENGLISH 345
SOMALI 309
AMHARIC 168
TIGRINYA 122
SPANISH 70
ARABIC 67
VIETNAMESE 59
OROMO 37
OTHER
LANGUAGE 29
CANTONESE 12
TAGALOG 10
NUER 9
RUSSIAN 7
URDU 5
FARSI 4
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CAMBODIAN 3
PORTUGESE 3
JAPANESE 3
HINDI 2
LAO 2
KHMER 2
ASL 2
TOTAL 1934
D. INFORMATION TO BE PROVIDED IN YOUR PROPOSAL
Response / Proposal Content: To facilitate evaluation, proposals should address
and be organized in the order of the outline given below and include the following
information:
1) Cover Letter
2) Address each of the evaluation criteria below:
The proposal must show evidence of the Service Provider's ability to meet SHA's
goals of providing case-management services for older adults and people living with
disabilities needed to stabilize living situations for residents who are in crisis and to
increase the availability of on-going case management for residents who are not in
crisis.
The proposal must meet the program objectives and indicate an ability to serve the
specific populations described under Section C. Scope of Work above. The contents
of the proposal should be consistent with the program expectations therein and with
the evaluation criteria cited below. Proposals should follow and be presented
according to the format below.
- Relating to Criterion 1: Women and Minority Business (WMBE) Inclusion
Plan
Provide a detailed Inclusion Plan describing your good-faith efforts to meet the
aspirational WMBE goal and provide meaningful opportunities to WMBE firms
to participate in the direct performance of commercially useful work as part of
the proposed Project Team. Your Plan must also include, if applicable, pre-
award commitments or agreements with your named WMBE and/or Project
Team members' firm(s).
- Relating to Criterion 2: [Reserved.]
- Relating to Criterion 3: Service Provider Experience:
Describe your agency's experience and expertise with respect to the following
areas:
a) A successful track record of providing appropriate crisis response case
management services to older adults and people living with disabilities, mental
health challenges, and substance use disorders from diverse racial or ethnic
backgrounds, including residents with limited English proficiency.
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b) Demonstrated ability to provide:
1) On-site assessment of crisis
2) Case management
3) After-hours care
c) Demonstrated ability to provide or coordinate access to:
1) Dispensing medications
2) Authorization to refer clients to mental health hospitals, as needed
3) Outpatient therapy.
d) Demonstrated ability to work collaboratively with providers of mental health
services and resources in a community-based partnership to meet the services
requested under this RFP.
e) A strong commitment and desire to develop partnerships with existing
service providers currently working with this client population and staff.
f) Dedication to a model of service delivery that emphasizes the needs,
desires, and goals of each individual client.
g) Quality standards for case management and customer service;
h) Strong knowledge of State and Federal legislation governing mental health
including, but not limited to, civil rights laws and the Americans with Disabilities
Act (ADA);
i) Experience conducting client needs assessments and referring clients to
other service provider agencies.
j) Evidence that your agency has extensive knowledge of community
resources for low income, diverse individuals, including mental health support
resources.
k) Include a list of agencies or organizations and the dates for which your
agency or organization has provided comparable services in the past three (3)
years for culturally, economically and racial or ethnically diverse populations,
including people living with physical and mental health disabilities.
l) Experience recruiting and retaining qualified, culturally diverse staff who
reflect the populations being served.
- Relating to Criterion 4: Proposed Program Design:
Submit a program design that demonstrates:
a) Proposal strategy is consistent with the purpose and objectives stated in
Section C. Scope of Work above. Proposal provides clearly identified program
objectives, level of service, and measurable outcomes. The plan must also
include a staffing plan with hours and locations served. Define performance
standards, including milestones, and measurement mechanisms.
b) Evidence of sound planning, adequate resources, and sufficient
administrative capability to ensure quality and coordination in the delivery of
services.
c) Detailed strategies for working with older adults, people living with
disabilities, limited-English-speaking residents, and residents experiencing
mental health and substance use issues.
d) Description of formal and informal partnerships with other service
providers to maximize resources and implement the best possible
interventions.
e) Demonstrated commitment to staff participation in community events and
meetings with community service providers.
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