REQUEST FOR PROPOSALS
(RFP)
UNSHELTERED EMERGENCY
CENTER
SERVICE PROVIDER
For The
City of Manteca
April 18, 2024
Due Date: May 16, 2024
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2 Table of Contents
General Information...................................................................................................3 Requirements and Goals...........................................................................................5 Schedule and Submittal Instructions..........................................................................7 Evaluation and Selection Process .............................................................................9 Appendix A ...............................................................................................................................10 Appendix B ............................................................................................................................... 13 Appendix C ............................................................................................................................... 14 ATTACHMENT 2
3 General Information
1.1. Introduction
The City of Manteca is seeking proposals and qualifications from entities and/or nonprofit organizations to operate an Unsheltered Emergency Center (“The Center” or “Emergency Center”) within the City of Manteca. The City of Manteca has land, in the form of a paved parking lot, available at 555 Industrial Park Drive available for this purpose. It is expected that the selected proposer will manage and oversee existing structures (dormitory modular units, community spaces, etc.) to house unsheltered clients.
Qualified applicants that meet the RFP requirements and demonstrate the ability to establish, operate, and maintain an Emergency Center for the unsheltered are encouraged to submit proposals. All proposals must be submitted electrically to [email protected] by 5:00 p.m. on May 16, 2024. Applications submitted after the deadline will not be accepted.
1.2. CITY’S Rights
The CITY’S rights include, but are not limited to, the following:
a. Issuing addenda to the RFP, including extending or revising the timeline for submittals.
b. Withdrawing, reissuing or modifying the RFP.
c. Requesting clarification and/or additional information from a PROPOSER at any point in the process.
d. Commit or offer funding to one or multiple projects. e. Executing an Agreement with a PROPOSER(S) on the basis of the original and/or any other information submitted by the PROPOSER during the procurement process.
f. Rejecting any or all proposals, waiving irregularities in any proposal, accepting or rejecting all or any part of any proposals, waiving any requirements of the RFP, as may be deemed to be in the best interest of the CITY.
1.3. PROPOSER’S Responsibilities
It is the responsibility of each PROPOSER to:
a. Examine this RFP, including all appendices and attachments, thoroughly. b. Be or become familiar with local conditions that may affect cost, performance, or services.
c. Each PROPOSER shall use mail, email, or other delivery mechanism at its own risk, and the CITY shall not be obligated to accept or respond to any submission that is delayed due to delivery failures.
1.4. Consequence of Submission of Proposal
The submission of a proposal shall not be deemed an agreement between the PROPOSER and the CITY. The proposal is an offer by the PROPOSER to perform service in accordance with the proposal. Specifically, the following provisions apply:
a. The CITY shall not be obligated to respond to any proposal submitted nor be ATTACHMENT 2
4 bound in any manner by the submission of a proposal.
b. The Agreement shall not be binding or valid against the CITY unless and until it is executed by the CITY and the selected PROPOSER, and the PROPOSER’S insurance, and/or other surety guarantee have been accepted by the CITY.
The proposals received shall become the exclusive property of the CITY. At such time as the Agreement award is recommended to the Manteca City Council, all proposals submitted in response to this RFP shall become a matter of public record and shall be regarded as public records.
1.5. Cost of Submitting Proposals
The cost of preparing and submitting a proposal is the sole responsibility of the PROPOSER and shall not be chargeable in any manner to the CITY. The CITY will not reimburse any PROPSER for any costs associated with the preparation and submission of a proposal, including but not limited to, expenses incurred in making an oral presentation, or participating in an interview.
1.6. City Contact
For questions regarding this solicitation please contact Vielka Guarascio at [email protected] or (209) 456-8556.
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5 Requirements and Goals
1. Project Goals
As part of The Center project, the CITY and PROPOSER will seek to provide a clean and safe area for persons experiencing homelessness, develop a pathway toward permanent housing, income, healthcare, and stability, thus helping bring the highest standard of quality of life to the City of Manteca.
2. Eligible Applicants
Private and/or non-profits (including faith-based) agencies are eligible to apply. Faithbased organizations and churches may not restrict client participation based on required religious affiliation or activities and may hold religious activities as long as there is another, equivalent gathering place away from those activities for individuals who do not want to participate. Experience working with vulnerable populations and/or those experiencing homelessness is required.
Please note: No individual shall be excluded from participation in, denied the benefit of, subjected to discrimination under, or denied employment in the administration of or in connection with this contract because of age, sex, race, color, religion, creed, marital status, sexual orientation including gender expression or gender identity, national origin, honorably discharged veteran or military status, the presence of any sensory, mental or physical disability, or use of a service animal by a person with disabilities.
3. Period of Performance
The period of performance of any contract resulting from this RFP is scheduled to begin July 1, 2024 and conclude on June 30, 2025. There is a possibility of contract renewals or extensions, which shall be at the sole discretion of the City and communicated with the awarded PROPOSER.
4. Program Competencies
The City seeks to contract with a service provider(s) to operate The Center that will provide intake services for the local unsheltered population.
At a minimum, the following services shall be provided to the unsheltered:
1. Intake – the Contractor will register/intake guests upon arrival andfacilitate storage of personal belongings.
2. Overnight supervision – the Contractor will oversee the safety of the physical environment and provide first aid if needed.
3. Clean up/prepping space – the Contractor will be responsible for keeping the service location clean each day, including trash pick-up, laundering washable items provided to guests, and ensuring restroom and shower facilities (if applicable) are clean.
4. Case management – Implement a comprehensive case management program to support individuals at The Center by conducting intake assessments to identify individual needs, strengths and goals. Develop personalized service plans to assist individuals in achieving their objectives.
Offer ongoing support and assistance in navigation, medical, behavioral health, housing and social services system. Coordinate referrals and follow ups to ensure access to necessary resources and support networks. The ATTACHMENT 2
6 Contractor may facilitate case management and/orreferrals (through the HMIS system) for guests seeking permanent housing, mental health, medical, job placement, and other social services.
5. Outreach – Conduct proactive efforts to engage with individuals encamping within the City of Manteca limits. Collaborate with Community Resource Officers on Tuesday Outreach initiatives. Building rapport and trust with unsheltered individuals to facilitate their transition to The Center. Work with local stakeholders, including medical and behavioral health outreach coordinators, community organizations and faith-based groups, to enhance outreach efforts.
6. Other actions as advised by the City Manager, her/his designee, and/or as required by federal, state, and/or local law, all within the general scope of services.
5. Staffing and Training
1. Ensure there is a trained staff member during all hours of operation at The Center. Staff must be 18 years of age or older.
2. Ensure staff is oriented to the special needs of individuals who are unsheltered, experience mental health issues, substance abuse issues, or intimate partner/domestic violence issues.
3. Create a staffing plan that includes provisions to maintain safety and security in The Center.
4. Provide accessibility and accommodations for individuals with disabilities.
5. Have a written policy that includes The Center’s rules, guest responsibilities, and expectations, reviewed and approved by the City, which shall be acknowledged and signed by all guests.
7. Reporting
The Contractor will be required to enter client level data in the HMIS system for each client accessing The Center.
8. Emergency Center Hours
The Center is expected to be operational 24-hours each day, 7 days per week. This however, does not prohibit the Contractor from locking the property at night to increase safety for guests and employees at the Emergency Center.
9. Animals in the Emergency Center
The Contractor will allow and provide for an area to secure guest’s animals.
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7 Schedule and Submittal Instructions
3.1. Schedule
The CITY intends to adhere to the schedule provided in Table 3-1 for this RFP. The schedule may change at the CITY’S sole discretion.
Table 3-1
RFP Schedule
Activity Date
RFP Issued April 18, 2024
Proposal Submission Deadline May 16, 2024
Interviews (if necessary) May 2024
Presentation of recommendation to Council
and award agreement June 2024
3.2. Proposal Submission
Please submit your proposal electronically to [email protected] by 5:00 p.m. on Thursday, May 16, 2024.
The proposal should be submitted as a single pdf file titled: “(Name of Organization) Response to RFP: City of Manteca Unsheltered Emergency Center – Service Provider.”
Late proposals will not be considered.
3.3. Proposal Content
All proposals must be prepared using the following format and will be evaluated according to the criteria below. Please see Appendix A for the Proposal Application.
1. Applicant Information
2. Qualifications
3. Proposal Narrative
4. Staffing Plan and Staffing Qualifications
5. Budget
6. Performance Measurement
7. References
3.4. Clarification/Interviews
PROPOSER may be asked to clarify proposal information through writing or interviews. The clarification period will begin when the proposals are submitted.
PROPOSER may be required and shall be prepared to attend an interview with the Selection Committee. The CITY may choose, at its sole option, not to interview all PROPOSERS. The CITY may reject any or all proposals submitted, or at its sole discretion, award the Agreement to the best PROPOSER without any interviews.
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8 3.5. Accuracy in Reporting Requested Information
Information submitted as part of the proposal will be subject to verification. Inaccurate information or information that is misleading will be, at the CITY’S sole discretion grounds for removal of a proposal from further consideration. In the event a PROPOSER is awarded an Agreement as a result of this RFP, any inaccurate or misleading information subsequently discovered by CITY to be a part of the proposal will be, at the CITY’S sole discretion, grounds for PROPOSER’S termination by default under the terms of the Agreement.
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9 Evaluation and Selection Process
4.1. Evaluation and Selection Process
Proposals submitted in response to this RFP will be evaluated in accordance with the criteria set forth in Section 4.2. The Evaluation Committee shall score the proposals and make a recommendation to the City Manager as to which PROPOSER(S) best met the evaluation criteria.
a. Interviews may be held by the evaluation committee with all PROPOSERS best meeting the evaluation criteria. The evaluation committee shall have the right to review and audit all business records and related documents of any and all PROPOSERS to determine the fairness and reasonableness of the proposal, to contact any and all client references, and to conduct site visits and investigations.
b. City Council Makes Final Determination. After the review and scoring the Homeless and Housing Division shall submit a recommendation for award of the Agreement to the City Council. After review and consideration of this recommendation, the City Council shall have the discretion to: 1) award the Agreement to the PROPOSER whose proposal is most advantageous to the CITY, or 2) reject any and all proposals. The City Council is not bound by the recommendation of the Evaluation Committee.
4.2. Evaluation Criteria
Proposers will be evaluated on:
a. Ability of the proposed project scope to meet the goals described in Section 2.
4.3. Notification to Unsuccessful PROPOSERS
Unsuccessful PROPOSERS shall be notified of the CITY’S award of the Agreement to the successful PROPOSER(S) within five (5) working days of said decision.
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10 Appendix A
City of Manteca
Unsheltered Emergency Center – Request for Proposal Application
APPLICANT INFORMATION
1. Name of Entity or Organization:
Address:
City: State: Zip Code:
2. Mailing Address (if different from above):
3. Executive Director/CEO: Email:
4. Telephone Number: Fax Number:
5. Contact Person: Email:
QUALIFICATIONS
Please select the category that best represents your organization:
Non-Profit Organization PublicAgency
For-Profit Organization Faith-BasedOrganization1
Community Development Housing Organization (CHDO)
1Generally, a faith-based organization was founded or is inspired by faith or religion. Such organizations often choose to demonstrate that faith by carrying out one or more activities that assist persons whoare less fortunate.
1. Number of year’s organization has been in business
2. Number of year’s organization has operated as a 501(c)(3) (ifapplicable) Please include a copy of your 501(c)(3).
3. Has this organization operated under another name? Yes No If yes, list all previous names:
4. Number of year’s organization has conducted the program for which funding is requested:
________________________________________________________________________
5. Describe the specific types of services/activities/projects that your organization provides, specifically as they relate to benefitting unsheltered/homeless individuals. (please use separate sheet of paper)
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11 6. Describe your organization’s history and experience in providing services to the homeless community.
PROPOSAL NARRATIVE
1. Provide a description of the tasks and activities to be undertaken to accomplish the objectives. Provide a timeline for each identified activity with estimated start dates.
2. Discuss the organization’s qualifications in developing, implementing, and administering an Unsheltered Emergency Center.
3. Describe your site security plan.
4. If this is a collaborative project, name the organizations involved and explain their involvement. Provide letters of intent from each participating agency.
5. Describe how your organization will collaborate and communicate with the City and other organizations serving the homeless.
STAFFING PLAN AND STAFFING QUALIFICATIONS
1. Provide a staffing plan for the proposed program, including job titles, part-time and fulltime positions.
2. Include if the proposed program will include volunteers.
3. Attach your organizational chart; including board of directors, officers, and staff.
4. Attach resumes for staff members associated with the proposed program.
BUDGET
Please complete a line item budget outlining all program costs, including personnel and operational expenses (see Appendix B for sample). For personnel salary, include the position title and hourly wage of each staff member to be paid out of the program budget. The City will not reimburse for Fringe Benefits. This cost must be assumed by each individual agency. This includes: worker’s compensation, employer/employee insurance, vacation/sick leave, and payroll taxes.
PERFORMANCE MEASUREMENT
1. Provide the expected number of individuals that will directly benefit from your program daily. Indicate how these numbers were obtained or derived (Point in Time counts, Census data, historyof program).
2. Describe the method used to gather and track demographic and other statistical data for reporting purposes. (Include the name of software, if applicable).
3. Describe the organization’s client record keeping system and management of data and data sharing.
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12 REFERENCES
Provide three (3) references that can speak to your organization’s ability to establish and operate an Unsheltered Emergency Center:
Name: Title (if applicable):
Telephone Number: Email:
Relationship:
Name: Title (if applicable):
Telephone Number: Email:
Relationship:
Name: Title (if applicable):
Telephone Number: Email:
Relationship:
DISCLAIMER AND SIGNATURE
I hereby certify that I have read this application and the exhibits thereto, and know the contents thereof, and that the statement therein are true, and that I have been authorized by the governing board of the organization I represent to submit this application.
Authorized Representative Signature Date
Printed Name Title
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13 Appendix B
Unsheltered Emergency Center
Request for Proposal
Sample Budget
PERSONNEL COSTS
Description (Position title and
FTE)
Funding
Request Agency Match* Total Program Cost
Program Director (.25 FTE)
Program Manager (.5 FTE)
Program Specialist (1 FTE)
Total Personnel Costs
OPERATING COSTS
Office Supplies
Funding Service Agreement
Program Supplies
Travel
Insurance
Total Operating Costs
Total Budget
*The agency match represents any funding contributions by the PROPOSER. An agency match is not required.
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