July 29, 2022
the housing needs survey and at least one (1) resident has taken the survey to test the prototype for implementation. It is contemplated that providers would complete the new housing assessments within the first week of August to connect residents with housing options.
Potential Policy Options
As part of the sunset approach for Rydin, City staff is providing three (3) policy options for City Council consideration. The options vary by (1) sunset date with possible dates ranging from August 31, 2022 to September 30, 2022; and (2) contracts with service providers which have different not to exceed amounts that are based on the proposed sunset date. The amounts noted below do not include the full monetary requests received by City staff members as there is not a confirmed program model with metrics being implemented.
Options Firm Sunset
Date
Estimated Costs
(final amounts may be
reduced by hours actually
work)
Proposed Partners
1 August 31,
2022
$135,966 (HCEB contract
covering May - August)
Security Costs = $22,500
per month (the total above
includes security services,
but the City can determine if
security is needed)
HCEB - On-site management
and security services
CCCHS and C.O.R.E
2 September
30, 2022
$169,958 (HCEB contract
covering May - September)
Security Costs = $22,500
per month (see note above)
HCEB - On-site management
and security services
CCCHS and C.O.R.E
3 September
30, 2022
$187,355
$169,958 (HCEB contract
covering May - September)
o Security Costs =
$22,500 per month (see
note above)
$17,397 (HCEB
subcontract with
Collaborising covering
August and September)
HCEB - On-site management
and security services
Collaborising – Conduct housing
assessments, facilitate resident
meetings, and continue the
Clean Rydin program
CCHS and C.O.R.E.
July 29, 2022
It is important to note that none of the options above provide any post-abatement monitoring or services from external entities.
Potential Contractors
All of the options presented above include a contract with HCEB and information regarding their services is referenced below and included in Attachment 3. If option 3 is selected, HCEB would subcontract with Collaborising, and information regarding this vendor is also presented below.
Contract with HCEB: Per City Council direction, the City would have to enter into a contract amendment (No. 5) with HCEB to add additional funds to the existing HCEB contract (see Attachment 3) to extend on-site management and security services at the Rydin encampment. It is important to note that the contract amendment will not only extend the term past July 31, 2022, but will also add sufficient funds to allow the City to pay HCEB for past services rendered from May 2022 through the end of the proposed contract amendment. A list of HCEB expenditures can be found in Attachment 4. There is also a possibility of including the distribution of $50,000 in flex funds to a contract with HCEB.
Subcontract with Collaborising: Collaborising currently provides engagement and advocacy support to Rydin residents, which has aided in the establishment of trust with the residents. In addition, Collaborising, as a subcontractor to the Rebuilding Together East Bay North contract, has been operating the Clean Rydin program. The Clean Rydin program works with residents through incentives to purge their belongings to prepare for relocation into more permanent housing.
Synergistic Policies and Developments
Currently, Richmond hosts 27 stand-alone housing developments and 3,560 units.
There are also numerous affordable developments in the pipeline including Hacienda, Nevin, and Nystrom. In addition, City staff is working on developing a Request for Proposals for short-term emergency housing assistance.
In 2021, the Mayor’s Office began its partnership with Richmond Rotary to establish the Mayor’s Housing First Program. This program offers to pay one-year of rent for people experiencing homelessness. Housing First is a homeless assistance approach that prioritizes providing permanent housing to people experiencing homelessness, thus ending their homelessness and serving as a platform from which they can pursue personal goals and improve their quality of life. This approach is guided by the belief that people need basic necessities like food and a place to live before attending to anything less critical, such as getting a job, budgeting properly, or attending to substance use issues. Additionally, Housing First is based on the theory that client choice is valuable in housing selection and supportive service participation, and that exercising that choice is likely to make a client more successful in remaining housed
July 29, 2022
and improving their life. The Housing First approach views housing as the foundation for life improvement and enables access to permanent housing without prerequisites or conditions beyond those of a typical renter. As part of the proposed program, supportive services will be offered by Contra Costa Health Services to support people with shelter and individual well-being. The program could include referrals to supportive services, as well as tracking of housing placement to ensure housing is not lost.
The Mayor’s Housing First program has been able to rehouse seven (7) families, many with children. Housing First has been successfully implemented by the Mayor’s Office in partnership with the Richmond Rotary Club using funds from the Mayor’s Community Fund, which are now essentially exhausted. The City Council allocated up to $425,000 in funds for Housing First programs in the FY 2022-2023 budget.
To develop and implement a Housing First Program that includes program guidelines, criteria, and metrics, and to ensure that the proper procurement process is followed, City staff is recommending that a Request for Proposals (RFP) be released by August 15, 2022, to (1) develop a program model and (2) implement and administer the program in collaboration with and on behalf of the City of Richmond. City staff understands that following this path will potentially not allow Rydin residents to partake of the Housing First Program by the recommended August 31, 2022, sunset date; however, taking this much needed time will allow for a comprehensive program to be established in partnership with a partner selected through a competitive procurement process. City staff will work expeditiously to develop this program so that all Richmond residents experiencing homelessness may participate from this service in the near term.
This process will delay this service until Fall 2022, at which time a contract can be brought to City Council for consideration.
Next Steps
While City staff has a responsibility to address the needs of those that are extremely disadvantaged, it is also important to take into consideration the broader impacts of policy decisions on all Richmond residents, businesses, and community-based organizations, as well as our colleagues. Moving forward, all workforce development contracts shall be managed within the Community Services Department – Employment and Training Division to help create career pathways out of poverty. City staff, in collaboration with Contra Costa Health Services, will work to provide as many options and pathways as possible to help Rydin residents receive access to essential services.
City staff will do this within available City and County resources and utilize existing programs. The City of Richmond thanks Contra Costa Health Services in advance for their continued commitment to collaboration, to providing access to County services, and to assisting with the relocation of residents given Richmond’s anticipated sunsetting of the Rydin Road encampment.
July 29, 2022
DOCUMENTS ATTACHED:
Attachment 1 – Original HCEB Contract with Amendments 1, 2, 3 and 4 Attachment 2 – C.O.R.E Team Rydin Road Report – May 2021 – May 2022 Attachment 3 – Amendment No. 5 to the HCEB Contract
Attachment 4 – Summary of HCEB Expenditures
CITY OF RICHMOND
CONTRACT AMENDMENT
Department: Project Manager:
Project Manager E-mail:
Project Manager Phone No:
P.R. No: Vendor No: P.O./Contract No:
Description of Services:
Amendment No. ___ modifies the: (2nd or subsequent amendments attach Amendment History page) Term, Payment Limit and Service Plan Payment Limit and Service Plan Term and Service Plan Service Plan The parties to this Contract Amendment do mutually agree and promise as follows:
1. Parties. The parties to this Contract Amendment are the City of Richmond, California, a municipal corporation (City), and the following named Contractor:
Company Name:
Street Address:
City, State, Zip Code:
Contact Person:
Telephone: Email:
Business License No: / Expiration Date:
A California [ ] corporation, [ ] limited liability corporation [ ] general partnership, [ ] limited partnership, [ ] individual, [ ] non-profit corporation, [ ] individual dba as [specify:]
[ ] other [specify:]
2. Purpose . This Contract Amendment is being entered into to amend the Contract between City and Contractor which was approved by the City Council of the City of Richmond or executed by the City Manager on , which original term commenced on and terminates with an original contract payment limit of $ . Said contract shall hereinafter be referred to as the "Original Contract" and is incorporated herein by reference.
3. Original Contract Provisions. The parties hereto agree to continue to abide by those terms and conditions of the Original Contract, and any amendments thereto, which are unaffected by this Contract Amendment.
Community Development Jesus Morales
[email protected] (510) 620-6706
14887 / 5580
Housing Consortium of the East Bay (HCEB) and Collaborising, their sub-consultant, will deliver services for individuals living at the Rydin Road Vehicle Encampment in advance of the sunsetting on September 30, 2022. 6 Housing Consortium of the East Bay (HCEB)
410 7th Street, #203 Oakland, CA 94607
Oakland, CA 94607
Darin Lounds
(510) 832-1382 [email protected]
4006-1230 December 31, 2022
March 16, 2021
April 1, 2021 February 12, 2022
560,000.00
Contract Amendment/EJ/TE 09-26-07
4. Amendment Provisions. This Contract Amendment is subject to the Amendment Provisions attached hereto, which are incorporated herein by reference, and which control over any conflicting provisions of the Original Contract, or any amendment thereto.
5. City of Richmond Business License Active Status Maintained. Pursuant to Municipal Code Section 7.04.030, the Contractor must maintain its City of Richmond business license for this Contract Amendment to be deemed to be in effect.
6. Insurance Coverage Updated and Maintained. Pursuant to the Original Contract, the Contractor shall provide the City with updated insurance certificates, and the Contractor shall maintain insurance coverage, for this Contract Amendment to be deemed to be in effect.
7. Signatures. These signatures attest the parties’ agreement hereto:
CITY OF RICHMOND, CALIFORNIA
a municipal corporation
By _______________________
Title:
I hereby certify that the Original Contract
and this Amendment have been approved
by the City Council or executed by the City
Manager.
By _______________________
City Clerk
Approved as to form:
By_______________________
City Attorney
List of Attachments:
1. Amendment Provisions
2. Updated Insurance Certificates
CONTRACTOR:
______________________________
(*The Corporation Chairperson of the Board, President or Vice-President should sign on the line below.)
By____________________________
Title:________________________
(*The Corporation Chief Financial Officer, Secretary or Assistant Secretary should sign on the line below.)
By:___________________________
Title:________________________
(NOTE: Pursuant to California Corporations
Code Section 313, if Contractor is a
corporation or nonprofit organization, this
Contract (1) should be signed by the
Chairperson of the Board, President or
Vice-President and the Chief Financial
Officer, Secretary or Assistant Secretary; (2)
should have both signatures conform to
designated representative groups pursuant
to Corporations Code Section 313.
Housing Consortium of the East Bay (HCEB)
Contract Amendment between the City of Richmond and
Amendment No. P.O./Contract No.
AMENDMENT PROVISIONS (PAYMENT LIMIT AND SERVICE PLAN)
1. Paragraph 3 (Payment Limit) of the Original Contract is hereby amended to increase the payment limit by $ . Paragraph 3 of the Original Contract is amended to read as follows:
"3. Payment Limit. City's total payments to Contractor under this Contract Amendment shall not exceed $ including expenses." “The City of Richmond shall not pay for services that exceed the Contract Payment Limit without the prior written approval of the City Manager if the total Contract amount does not exceed $10,000 or without the prior approval of the City Council if the total Contract amount is over $10,000.”
2. The Service Plan (Exhibit A) of the Original Contract is hereby amended to include the following tasks and/or services:
Contract Amendment/EJ/TE 9-26-07
Housing Consortium of the East Bay (HCEB)
6 / 5580
50,000.00
1,014,958.00
Any Service Plan and Time modifications will be made upon City Council Direction.
Contract Amendment between the City of Richmond and
Amendment No. P.O./Contract No.
AMENDMENT PROVISIONS (AMENDMENT HISTORY)
Thefirst Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the following provisions (check those that apply):
Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.
Term Amendment (insert new termination date):________________________ Service Plan
Thesecond Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the following provisions (check those that apply):
Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.
Term Amendment (insert new termination date):________________________ Service Plan
Thethird Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the following provisions (check those that apply):
Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.
Term Amendment (insert new termination date):________________________ Service Plan
Thefourth Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the following provisions (check those that apply):
Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.
Term Amendment (insert new termination date):________________________ Service Plan
Thefifth Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the following provisions (check those that apply):
Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.
Term Amendment (insert new termination date):________________________ Service Plan
Housing Consortium of the East Bay (HCEB)
6 / 5580
February 12, 2022
0.00 560,000.00 March 14, 2022
March 10, 2022
0.00 May 31, 2022560,000.00
560,000.00
0.00 June 16, 2022
June 30, 2022
July 31, 2022
September 30, 2022
560,000.00
0.00 July 11, 2022
August 1, 2022
404,958.00
964,958.00
___ Exhibit F
___ Section 8
City of Richmond Insurance Requirements – Type 5:
Vendors, Suppliers, Small Grant Recipients & Nonprofit
Organizations
Type 5 - Page 1 of 3
Revised: September 2011
In all instances where CONTRACTOR or its representatives will be conducting business and/or providing services to the City of Richmond (City), or will be awarded City of Richmond (City) funds to provide programs or services, the City requires the following MINIMUM insurance requirements and limits.
CONTRACTOR shall procure and maintain for the duration of the contract, agreement, or other order for work, services or supplies, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the CONTRACTOR, its agents, representatives, or subcontractors. Maintenance of proper insurance coverage is a material element of the contract. Failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract.
CONTRACTOR agrees that in the event of loss due to any of the perils for which it has agreed to provide Commercial General Liability insurance, CONTRACTOR shall look solely to its insurance for recovery.
CONTRACTOR hereby grants to CITY, on behalf of any insurer providing Commercial General Liability insurance to either CONTRACTOR or CITY with respect to the services of CONSULTANT herein, a waiver of any right to subrogation which any such insurer of said CONTRACTOR may acquire against the CITY by virtue of the payment of any loss under such insurance.
Original, signed certificates and original, separate policy endorsements, naming the City as an additional insured for general liability, as well as a waiver of subrogation for Workers’ Compensation insurance, shall be received and approved by the City before any work may begin. However, failure to do so shall not operate as a waiver of these insurance requirements.
City reserves the right to modify or require additional coverages for specific risk exposures depending on scope of CONTRACTORS work.
Minimum coverage is detailed below. The policy limits of coverage shall be made available to the full limits of the policy. The minimum limits stated herein shall not serve to reduce the policy limits of coverage of CONTRACTOR.
Minimum Scope of Insurance – the following forms shall be provided and coverage shall be at least as broad as the following:
1. Insurance Services Office Commercial General Liability coverage (ISO Occurrence Form CG 0001)
2. Insurance Services Office Automobile Liability coverage (ISO Form CA 0001, Code 1, Any Auto)
3. Original and Separate Additional Insured Endorsements for General Liability (ISO Form CG 20 10 11/85 or its equivalent) with primary and non-contributory language.
4. Workers’ Compensation insurance as required by the State of California including Employer’s Liability (for CONTRACTOR’s with employees);
5. Original and Separate Waiver of Subrogation for Workers’ Compensation Insurance.
6. Fidelity Bond/Crime Coverage – in an amount stipulated by City depending upon scope of contract.
Required Coverage Minimum Limits
Workers’ Compensation and
Employers’ Liability
Statutory limits as required by the State of California including $1 million Employers’ Liability per accident, per employee for bodily injury or disease.
If CONTRACTOR is self-insured, provide a certificate of Permission to Self- Insure, signed by the California Department of Industrial Relations and Self- Insurance. If contractor is a sole proprietor (has no employees) than contractor must sign “Contractor Release of Liability” located at:
http://www.ci.richmond.ca.us/index.aspx?nid=61.
General Liability
(primary and excess limits
combined)
$1,000,000 per occurrence for bodily injury, personal injury and property damage. If the policy includes a general aggregate, either the general aggregate shall apply separately to this project, service or location or the minimum required aggregate limit shall be twice the per occurrence limit ($4 million aggregate).
Policy shall also include coverage for liability arising out of the use and operation of any City-owned or City-furnished equipment used or operated by the CONTRACTOR, its personnel, agents or subcontractors.
Policy shall be endorsed to name the City of Richmond as an additional insured per the conditions detailed below.
___ Exhibit F
___ Section 8
City of Richmond Insurance Requirements – Type 5:
Vendors, Suppliers, Small Grant Recipients & Nonprofit
Organizations
Type 5 - Page 2 of 3
Revised: September 2011
Automobile Liability (If auto is used.) $1,000,000 per occurrence for bodily injury and property damage.
Fidelity Bond/Crime Coverage
(Applies if receiving City
funds.)
In an amount stipulated by City depending upon the scope of Contract. (Usually based upon the amount of money the Contractor is handling that could be embezzled over a period of time.)
Required Policy Conditions
Additional Insured Endorsement Applicable to General Liability Coverage.
The City of Richmond, its officers, officials, employees, agents and volunteers are to be named as additional insureds for all liability arising out of the operations by or on behalf of the named insured including bodily injury, deaths and property damage or destruction arising in any respect directly or indirectly in the performance of this contract.
ISO form CG 20 10 (11/85) or its equivalent is required. The endorsement must not exclude products and completed operations coverage. If it does, then CG 20 37 (10/01) is also required.
SAMPLE ENDORSEMENT can be found at:
http://www.ci.richmond.ca.us/index.aspx?nid=61.
Waiver of Subrogation
Endorsement Form
Contractor’s insurer will provide a Waiver of Subrogation in favor of the City for Workers’ Compensation Insurance providing coverage during the life of this contract.
SAMPLE ENDORSEMENT can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61.
Primary and Noncontributory The contractor’s insurance coverage must be primary coverage as it pertains to the City, its officers, officials, employees, agents and volunteers. Any insurance or self insurance maintained by the City is wholly separate from the insurance of the contractor and in no way relieves the contractor from its responsibility to provide insurance.
A. M. Best Rating A:VII or Better. If the A.M. Best Rating falls below the required rating, CONTRACTOR must replace coverage immediately and provide notice to City.
Deductibles and Self-Insured
Retentions
Any deductible or self-insured retention must be declared to and approved by the City. At the option of the City either the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City or the contractor shall procure a financial guarantee in an amount equal to the deductible or self-insured retention guaranteeing payment of losses and related investigations, claims administration and defense expenses.
Contractor is responsible for satisfaction of the deductible and/or self-insured retention for each loss.
Umbrella/Excess Liability Policies
If an Umbrella or Excess Liability Policy is used to meet the liability limits, coverage shall be as broad as specified for underlying coverages and cover those insured in the underlying policies.
___ Exhibit F
___ Section 8
City of Richmond Insurance Requirements – Type 5:
Vendors, Suppliers, Small Grant Recipients & Nonprofit
Organizations
Type 5 - Page 3 of 3
Revised: September 2011
Subcontractors
CONTRACTOR shall include all subcontractors as insured under its policies or shall furnish to the City for review and approval, separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.
CONTRACTOR agrees to defend and indemnify the City of Richmond for any damage resulting to it from failure of either CONTRACTOR or any subcontractor to take out or maintain the required insurance policies. The fact that insurance is obtained by CONTRACTOR, and/or CONTRACTOR’s subcontractors, will not be deemed to release or diminish the liability of CONTRACTOR, including, without limitation, liability under the indemnity provisions of this contract. Damages recoverable by CITY from CONTRACTOR or any third party will not be limited by the amount of the required insurance coverage.
Verification of Coverage
All original certificates and endorsements shall be received and approved by the City before work may begin.
The City of Richmond reserves the right to require complete, certified copies of all required insurance policies including endorsements affecting the coverage at any time.
Original insurance certificates and required policy endorsements shall be mailed or delivered to the Designated Project Manager for the City of Richmond.
Insurance certificates and endorsements may be faxed to the Designated Project Manager. However, Contractor must mail the original certificates and endorsements to Designated Project Manager once faxed.
Continuous Coverage
CONTRACTOR shall maintain the required insurance for the life of the contract. Should the CONTRACTOR cease to have insurance as required during this time, all work by the CONTRACTORpursuant to this agreement shall cease until insurance acceptable to the City is provided. In the event that CONTRACTOR fails to comply with the City’s insurance requirements, the City may take such action as it deems necessary to protect the City’s interests. Such action may include but is not limited to termination of the contract, withholding of payments, or other actions as the City deems appropriate.
If services or the scope of work extend beyond the expiration dates of the required insurance policies initially approved by the City, CONTRACTOR must provide updated certificates and endorsements indicating that the required coverage, terms and conditions are still in place. Renewal certificates and updated endorsements shall be mailed to the Designated Project Manager.
Cancellation
CONTRACTOR shall ensure that coverage shall not be cancelled, reduced or otherwise materially changed except after thirty (30) days’ prior written notice has been given to the City.
Reporting Requirements
Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees or volunteers.
Consistent with Public Policy
The insuring provisions, insofar as they may be judged to be against public policy shall be void and unenforceable only to the minimum extent necessary so that the remaining terms and provisions herein may be consistent with public policy and thus enforceable.
OTHER:
(Per accident)
(Ea accident)
$
$
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $
$
$
$PROPERTY DAMAGE
BODILY INJURY (Per accident)
BODILY INJURY (Per person)
COMBINED SINGLE LIMIT
AUTOS ONLY
AUTOSAUTOS ONLY NON-OWNED
SCHEDULEDOWNED
ANY AUTO
OFFICER/MEMBER EXCLUDED?
DESCRIPTION OF OPERATIONS belowIf yes, describe under
ANY PROPRIETOR/PARTNER/EXECUTIVE
$
$
$
E.L. DISEASE - POLICY LIMIT
E.L. DISEASE - EA EMPLOYEE
E.L. EACH ACCIDENT
EROTH-STATUTEPER
$EACH OCCURRENCE
$AGGREGATE
$
OCCUR
CLAIMS-MADE
DED RETENTION $
$PRODUCTS - COMP/OP AGG
$GENERAL AGGREGATE
$PERSONAL & ADV INJURY
$MED EXP (Any one person)
$EACH OCCURRENCE
DAMAGE TO RENTED $PREMISES (Ea occurrence)CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER:
POLICY PRO-JECT LOC
HIREDAUTOS ONLY
City of Richmond, CA
Housing First and Emergency Housing Assistance RFP
DRAFT City of Richmond Housing First and Emergency Housing Assistance RFP Page 1 of 17
DRAFT
Request for Proposals
(RFP)
DEVELOPMENT AND
IMPLEMENTATION OF A HOUSING
FIRST PROGRAM AND/OR
EMERGENCY HOUSING PROGRAM
Release Date: [Enter DATE]
Deadline for Submittal
[Enter Due date
Time]
Contact: [Enter Contact’s Name and Title]
Email: [Enter Contact’s e-mail address]
Phone Number: [Enter Contact’s phone number]
Website:
City of Richmond
[Enter Department Name]
City of Richmond, CA
Housing First and Emergency Housing Assistance RFP
DRAFT City of Richmond Housing First and Emergency Housing Assistance RFP Page 2 of 17
INTRODUCTION
Homelessness in Richmond, California has been increasing in recent years, with visible signs of its impact on individuals, families and neighborhoods. According to the 202X annual point in time count of persons experiencing homelessness, Richmond’s total homeless population increased from 333 individuals in 2019 to 632 in 2022. This represents an almost 90 percent overall increase in Richmond’s chronically homeless population. More information from Contra Costa County’s Point in Time Survey of the unhoused can be found at: https://cchealth.org/h3/coc/pdf/PIT-infographic-2022.pdf and https://cchealth.org/h3/coc/reports.php#PIT.
The City of Richmond is releasing a Request for Proposals (RFP), seeking qualified organizations (1) to provide permanent housing and supportive services through a Housing First model and (2) to develop and administer an Emergency Housing Assistance Program for unhoused individuals and/or families. Organizations can respond to this RFP for one or both programs.
Addressing homelessness requires a model that utilizes a coordinated approach and shifts from a collection of individual programs to a community-wide response that is strategic and data-driven. Coordinated or integrated models would add to the array of services currently available to the unhoused community by Contra Costa Health Services (CCHS) and community-based organizations (CBO’s). Through this RFP, the City will fund innovative collaborations that will demonstrate how integrated housing and services can end the cycle of homelessness and assist individuals and families in sustaining housing, acquiring income and employment, and improving the quality of their lives. The City will make available $XX in one-time funds to support the work and implementation of the Housing First Program and $XX in one-time funds to support the work and implementation of the Emergency Housing Program.
This RFP describes the project, the required scope of services, the consultant selection process, and the minimum information that must be included in the proposal. Failure to submit information in accordance with the RFP requirements and procedures may be cause for disqualification. Vendors are required to read and understand all information contained within this entire Proposal package. By responding to this RFP, the vendor agrees to read and understand these documents.
ABOUT THE CITY
The City of Richmond is a Charter City located in Contra Costa County, part of the San Francisco Bay Area with a population of 110,567 residents. Richmond is one of the region’s most diverse communities: 42.5 percent of residents identify as Hispanic or Latino, 20.2 percent identify as Black or African American alone, 17.8 percent identify as White alone (not Hispanic of Latino), and 15.4 percent identify as Asian alone.
Richmond is home to a multi-modal transit hub that includes BART, Amtrak and AC
City of Richmond, CA
Housing First and Emergency Housing Assistance RFP
DRAFT City of Richmond Housing First and Emergency Housing Assistance RFP Page 3 of 17
Transit, marinas, shopping, recreational and cultural amenities, and 32 miles of shoreline. This all contributes to making Richmond among the most desirable up-and- coming communities in California.
The City of Richmond provides a full range of municipal services including police and fire protection; construction and maintenance of highways, streets and infrastructure; library services; storm water and municipal sewer systems; operation of a wastewater treatment facility; and the administration of recreational activities and cultural events.
The City also operates the Richmond Memorial Convention Center and the Port of Richmond.
DEFINITIONS
Housing First: Housing First is a rights-based approach to rehoming unhoused residents that does not make access to housing contingent upon pre-conditions or compliance by the formerly unhoused residents. For example, housing is not conditional on sobriety, minimum income requirements, lack of a criminal record, completion of treatment, participation in services, or other conditions. Instead, the model quickly moves people into permanent housing first and then provides wrap-around services for physical and mental health, education, employment, substance abuse and other supports. The model is grounded in the underlying principle that people are better able to stabilize their lives and address other issues if they are first housed.
Housing First should be a rights-based people-centered approach, meaning that unhoused residents exercise agency and choice regarding the location and type of housing as well the services they receive. Enabling self-determination is proven to result in an increased likelihood that individuals stay housed and participate in supportive services. Additionally, housing someone quickly and providing a foundation of stability safeguards against the adverse effects of prolonged homelessness.
As defined by the National Alliance to End Homelessness, Housing First programs share the following elements (http://www.endhomelessness.org/library/entry/what-is- housing-first):
• There is a focus on helping individuals and families access and sustain rental housing as quickly as possible and the housing is not time-limited; • A variety of services are delivered primarily following a housing placement to promote housing stability and individual well-being; Such services are time- limited or long-term depending upon individual need; and • Housing is not contingent on compliance with services – instead, participants must comply with a standard lease agreement and are provided with the services and supports that are necessary to help them do so successfully.
Permanent Supportive Housing: combines rental assistance with supportive services to help homeless individuals achieve housing stability, get connected to health care and other social services, and improve their health and social outcomes.
City of Richmond, CA
Housing First and Emergency Housing Assistance RFP
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Emergency Housing Assistance Program: Serves as short-term or immediate housing solution, often through rental subsidy, until the person finds permanent housing through the private market or is housed in permanently supportive housing with wrap-around services. This program will be used on a short-term basis to provide support to move people and families experiencing homelessness as rapidly as possible into permanent housing. Intense but short-term case management is provided to help families stabilize and prepare to live independently.
Chronically homeless: (1) A “homeless individual with a disability,” as defined in section 401(9) of the McKinney-Vento Homeless Assistance Act (42 U.S.C. 11360(9)), who: (i) Lives in a place not meant for human habitation, a safe haven, or in an emergency shelter; and (ii) Has been homeless and living as described in paragraph (1)(i) of this definition continuously for at least 12 months or on at least 4 separate occasions in the last 3 years, as long as the combined occasions equal at least 12 months and each break in homelessness separating the occasions included at least 7 consecutive nights of not living as described in paragraph (1)(i). Stays in institutional care facilities for fewer than 90 days will not constitute as a break in homelessness, but rather such stays are included in the 12-month total, as long as the individual was living or residing in a place not meant for human habitation, a safe haven, or an emergency shelter immediately before entering the institutional care facility. (2) An individual who has been residing in an institutional care facility, including a jail, substance abuse or mental health treatment facility, hospital, or other similar facility, for fewer than 90 days and met all of the criteria in paragraph (1) of this definition, before entering that facility; or (3) A family with an adult head of household (or if there is no adult in the family, a minor head of household) who meets all of the criteria in paragraph (1) or (2) of this definition, including a family whose composition has fluctuated while the head of household has been homeless.
Homeless veterans: veterans who live in a place not meant for human habitation; the streets or in their car, an emergency shelter, a transitional housing facility or a hotel paid for by a government or charitable organization.
SCOPE OF SERVICES
The primary intent of this RFP is to select and contract with qualified organization(s) that can: 1) demonstrate competencies in developing and implementing the Housing First Model and/or Emergency Housing Assistance Model; 2) offer unhoused individuals and families permanent housing options to support health and safety; and 3) demonstrate efficient and responsible use of funds. There should be a data-driven coordinated assessment system for matching people experiencing homelessness to the most appropriate housing and services based on their needs. The scope of services that the respondent should address via this RFP includes:
• PROGRAM DEVELOPMENT AND IMPLEMENTAITON: Develop a Housing First and/or Emergency Housing Program that aligns with the City’s definitions of both programs.
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• OUTREACH AND INCLUSION: Outline how services and housing supports will be delivered in a human-centered, trauma-informed, culturally and linguistically competent manner that respects those being served. The City expects the selected consultant to include the voices of those with lived experience of homelessness in the development, implementation, and evaluation of the program. The respondent should engage a broad range of community stakeholders, including unhoused community, nonprofit providers, advocacy groups, faith-based community, CCHS, school district, businesses, city elected officials, and city staff members. The consultant should plan for a variety of methods and forums to engage stakeholders throughout the process.
• SUPPORTIVE SERVICES: In combination with the Housing First and/or Emergency Housing programs, the selected consultant should create a supportive services plan which will highlight the type of supportive services to be provided to participants, needs for services are identified and individual service plans are developed, and how your agency will help create linkages for participants to other community resources. The following types of supportive services to the unhoused community could include:
o transportation assistance and referrals;
o access to integrated health services, including medical, dental, vision, and pharmacy care;
o assistance with acquiring and accessing benefits;
o help with accessing psychiatric services, including group and individual therapy and substance use treatment;
o referrals to food resources;
o legal referrals and advocacy; and/or
o case management.
• ELIGIBILITY FOCUS: The City would like the Programs to support the unhoused community with a special focus on (1) families with children, (2) families earning less than ___% of the average median income, (3) chronically homeless, and (4) veterans.
• EVALUATION: The respondent should develop a system for evaluating the success of the program and tracking the housing options provided and supportive services provided. Using data, evidence-based practices and system performance measures to collect data and adjust investments or approaches at a program and system level is important.
• BUDGET MANAGEMENT: Demonstrate management of the City’s funds - The City expects the selected organization to leverage city funds to increase the amount of money available to implement one or both programs. The Respondent should have knowledge of how to Coordinate and leverage resources from various sectors, including external untapped resources.
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Organizations can submit proposals independently or in collaboration with other providers. Also, organizations may respond to either (1) the Housing First Program, (2) Emergency Housing Assistance Component, or (3) both. Responses and budgets should be separate and clearly articulated so that the reviewers understand which component is being responded to.
Qualifications of Applicants
Proposers must demonstrate the knowledge, capacity, and experience to provide the services set forth in this RFP and to deliver a high-quality plan. The ideal proposer has practical knowledge or experience in:
• Richmond’s homelessness context, including trends, key organizations, and roles;
• Developing community plans, particularly around homelessness; • Federal, State, local, private, mainstream programs for the homeless and affordable housing funding;
• Effective community outreach;
• National best practices in homelessness strategies and programs; • Using Homeless Management Information System (HMIS) and other data assessing need and performance; and
• Implementing homeless and housing programs, solutions, funding, etc.
Consultant Responsiveness
• Firms with or without subcontractors are encouraged to submit proposals which can be validated based upon prior work experience, utilizing methodology that ensures proper governance and process integrity.
• Proposers are welcome to include other professional recommendations to maximize outreach and engagement efforts that align with the intent of this RFP. • The consultant services relative to this process must be administered in an independent, thorough, unimpaired, and unbiased manner.
RFP Schedule
The proposed implementation timeline for the project is below. Applicants will be notified of any changes to the schedule via the City’s BidsOnline system.
Date Activity
[Date] Release RFP
[Date] Pre-Proposal Conference
[Date] Final Day to Submit Questions (5:00 PM)
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[Date] Responses to Questions posted on
BidsOnline
[Date] RFP Due Date
[Date] Interview Notifications to Short List
[Date] Short List Interviews
[Date] Final Selection and Contract Negotiations
[Date] City Approval Processes *
[Date] Effective Date of Contract
* The City expects, but does not guarantee, that the contract award will be made by the City Council on the date indicated above.
The final design and timeline for all tasks will be agreed upon after final selection of the consultant(s). The Department aims to have the consultant selected and contract approved by City Council in _______________. The contract period will begin on, or around, _____________ and end _____________________, unless extended by mutual agreement.
Proposal Format Guidelines
The Proposals should:
• Be concise, well-organized, and demonstrate the proposer’s experience applicable to the program.
• Be limited to 20-pages on standard letter-sized paper (8.5 inches X 11 inches and 12-point font). This page limit is inclusive of graphics, forms, pictures, photographs, and dividers. Résumés, required forms, certifications, front and back covers will not count toward the proposals 20-page limit. • Adhere to the “Proposal Elements and Format Requirements” order and content descriptions within each section.
• Be straightforward and provide “layman” explanations of technical terms that are used.
Proposal Elements and Format Requirements
1. Transmittal Letter
• Address letter to ______________________________________________. • Ensure an officer of the lead agency signs the letter. • Include the name, title, phone number, and email address for the main staff contact for all communications regarding your proposal submission.
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• Include a statement regarding the firm’s ability to comply with the RFP and/or standard provisions of the City of Richmond’s Standard Services Agreement including insurance requirements (See Attachments 1 and 2). • Provide a very brief introduction to your organization, your motivation for seeking this project, and an overview of the skills and experiences your organization would contribute to this project. Also, describe your understanding of the scope of services to be done, and the objectives to be accomplished. • Provide responses to the following items under the section entitled “General City Requirements”: Item #4 (Previous Contracts with the City of Richmond), Item #5 (Exceptions to this Request for Proposals), and #6 (Statement of Impartiality and Disclosure).
• Include a stipulation that the proposal price will be valid for a period of at least 180 days.
2. Approach to Work (Methodology and Timeline)
Please describe in detail how you will address the project components as outlined in the Scope of Services section of the RFP. The section should include:
• Methodology: Provide a detailed description of the methodology to be used to accomplish the qualifications and scope of services specified in this RFP. Include the deliverables that should be incorporated into the proposer’s approach, and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work. • Supportive services: List the type of services clients will have access to and how you will track the services utilized by clients, process by which you will connect clients to services. Describe how your project will coordinate supportive services with other resources in the community to maximize the amount of assistance provided to the project's participants. Describe how you will communicate with clients whose primary language is not English.
• Partnerships: Provide a list of organizations that will provide support and their roles, how will you select partners and hold them accountable to support the program and patrons. Include letters of commitment, letters of support and memoranda of understanding outlining coordination with other community resources. If partners are a part of your RFP application, provide information on their history collaborating with your agency and how the partnership will facilitate a streamlined process for participant access to the rental assistance and/or services being offered. Describe how your program collaborates with the County and Continuum of Care planning process. Describe your current involvement with the local County Continuum of Care and with other public systems utilized by the identified target population.
• Performance Metrics: Describe your framework for ongoing performance measurements that will continually inform implementation and investments.
Describe how you will share the information to city staff and the public. • Housing Options: Describe how you will recruit and support/maintain landlords, locate appropriate housing sites. How are you going to build a list of housing options to offer during this program?
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• Timeline: Detail project schedule, identifying significant milestones all tasks and deliverables to be performed durations for each task, and overall time of completion.
3. Experience and References
The information requested in this section should describe the experience of the firm, key staff and sub‐contractors performing projects within the past ten years (preferably within the past 2-5 years) that are similar in size and scope to demonstrate competence to perform these services. Information shall include:
• A summary of your firm’s demonstrated capability, including length of time that your firm has provided the services being requested in this RFP. • Provide a staffing plan demonstrating the qualifications and experience of the organization’s management and key personnel assigned to perform work. • Include three (3) references from past clients or partners that received similar services from your firm. Provide contact name(s), company, address, telephone number(s), and email address(es). Also include description of services provided including contract amount and project start and end dates. The City of Richmond reserves the right to contact any of the organizations or individuals listed.
4. Proposed Budget & Fund Management
• Include a not-to-exceed total budget amount.
• Provide a detailed budget spreadsheet indicating the cost of each major element identified in the Scope of Services and including all direct and indirect project costs associated with the budget narrative and Scope of Services. o Include a brief narrative to detail the costs for the projected budget as tied to the deliverables outlined in Scope of Services.
o Include line items for each staff to be assigned to the project, total projected hours, and hourly rate. Hourly rates shall be all-inclusive (i.e., base salary, fringe benefits, overhead, etc.).
o Include costs associated with facilitating effective community engagement activities, including materials or reproduction costs, community outreach and engagement incentives, as well as subcontractor services and costs, if needed.
• Describe how you will manage and leverage City funds
Please note: Proposers will be paid at the same rates set forth in their cost proposal and no additional funds will be paid above and beyond the original quote given by the selected Proposer unless further negotiated in writing and agreed to by the City of Richmond. These rates will also be used to negotiate other mutually agreed upon tasks that may be assigned. This is a negotiated procurement and as such, awards may not necessarily be made to the consultant submitting the lowest priced proposal. Awards will be made to the consultant submitting the best responsive proposal satisfying the Department’s criteria, including consideration of price and other indicated factors.
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5. Value Added Services
Please provide any additional services of benefit not specifically required herein, which the proposer offers to provide.
6. Contractor Assignment of Sub-Contract
The resulting contract shall not be assigned, transferred, or sublet, in whole or in part, without the prior written approval of the City of Richmond. If Offerors intend to subcontract any portion of the resulting contract, they must describe their process for selecting such subcontractor(s) and the quality control measures that the Offeror will employ to ensure that any subcontractor complies with the provisions of Offeror’s contract with the City.
If including subcontractors, please provide addresses, telephone numbers and areas of expertise of each.
7. Exceptions to this Request for Proposal
• The proposer shall state whether it takes any exception(s) to this RFP, including but not limited to the City of Richmond’s Standard Services Agreement – RFP (Attachment 3). If the proposer does take exception(s) to any portion of the RFP or contract, the specific portion to which exception(s) is taken must be identified by section number and explained.
• Requests for changes or additions to sections of City of Richmond’s Standard Services Agreement must be shown by requesting deletion of specific words and/or by providing new requested contract language. Requests for complete replacement of the City of Richmond’s Standard Services Agreement for another contract will not be granted
• Failure to make exceptions to the RFP or Standard Services Agreement within the qualifications will be deemed a waiver of any objection. Exceptions will be considered during the proposal evaluation process.
Questions and Correspondence Concerning RFP
Utilizing the City’s BidsOnline System
Interested parties may download copies of the above mentioned proposal by visiting the City's web site, www.ci.richmond.ca.us/bids. To download the RFP, new vendors will be required to register. Once the vendor downloads any documents relative to a solicitation, that vendor's name will appear on the Prospective Bidders list for that project and will receive any addenda or notifications relating to the RFP.
Questions & Answers
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All questions must be submitted via the electronic BidsOnline system on the Q&A tab by 5:00 PM PST, __________________________. Notification of answers to questions received by that date will be provided via BidsOnline by ___________________________________.
Addendums
If the City finds it necessary to issue an addendum, prospective proposers will receive e-mail notification of addendum. However, it is the proposer’s responsibility to periodically check the BidsOnline website www.ci.richmond.ca.us/bids for any possible addendums to the RFP that may have been posted.
Submittal Instructions - Process for Submitting Proposals
Electronic Proposals shall be submitted via the City’s secure online bidding system, BidsOnline. All required sections of the proposal must be submitted via the website.
The Contractor is solely responsible for “on time” submission of their electronic proposal. The Bid Management System will not accept late proposals and no exceptions shall be made. Contractors will receive an e-bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. The City will only receive those proposals that were transmitted successfully.
The proposal must be received no later than 12:00 PM, local time, on _____________________________.
Proposals submitted by facsimile or e-mail are not acceptable and will not be considered. The proposal and any required certifications shall be signed by an individual or individuals authorized to execute legal documents on behalf of the proposer.
The City of Richmond reserves the right to waive inconsequential irregularities.
Any party submitting a proposal shall not contact or lobby any City Council member, City official, employee (except those specified for contact) or agent regarding the RFP.
Any party attempting to influence or circumvent the RFP, bid submittal, and review process may have their proposal rejected for violating this provision of the RFP.
Evaluation
The selection committee, comprised of City of Richmond personnel shall first review submittals to verify that the proposer has met the minimum requirements. Proposals that have not complied with requirements, do not meet minimum content and quality standards, or take unacceptable exceptions to the General Terms and Conditions of the Service Agreement, will be eliminated from further consideration.
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Criteria upon which the evaluation of the proposals will be based include, but are not limited to, the following:
Category Score
Percentage
Description
Quality,
Completeness &
Attention to
Requirements
5 • Proposal exhibits clarity, organization, detail, and responsiveness overall
• Transmittal Letter is included and meets all
requirements.
• All submittal requirements are met and required
information is provided in the format specified
• All three references are provided
Scope/Approach
to Work
40 • Demonstrated understanding and knowledge of the
work required and ability to provide services as
outlined in the RFP
• Clearly articulated approach and proposed
methodology to project scope
• Innovative approaches and internal measures for
services requested
• Potential problems and suggestions of possible
solutions are shared
• Ability to effectively manage multiple community
engagement activities throughout the duration of the
planning process is demonstrated
• Timeline provides sufficient detail for reviewers to
analyze the feasibility of the scope of work, the
robustness of activities and approach, and
demonstrates Respondent’s clear understanding of
the requested scope of work
• Special resources the team offers that are relevant
to the successful completion of the project
Qualifications
and Project
Team
30 • Firm’s experience in performing similar work, years in business, past and current client references are
relevant, and technical expertise and professional
competence in areas directly related to this RFP
• Prior experience and capacity of firm in leading
community engagement in diverse communities,
community needs assessments, strategic planning,
public funding allocation, or similarly relevant
environments is described
• Unique qualifications of key personnel and
successful involvement with projects of similar scope
and magnitude
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• Professional background and qualifications of all
team members comprising the team are clearly
demonstrated
• Availability of staff to conduct tasks within required timeframe
• Résumés included and organizational structure
makes sense
Cost Proposal 25 • Budget is sufficiently detailed, clear, and includes all specified requirements such as pricing for staff,
including direct and indirect labor expenses
• Proposed Budget and Costs includes narrative and
line-item budgets
• Description of fund management and opportunities
to leverage or support on-going programming
TOTAL 100
Upon request of the City of Richmond, short-listed vendors may be requested to participate in interview/ presentation/demonstration on the vendor’s proposal, which would include a detailed analysis of how the RFP requirements would be addressed should Offeror receive the award. Presentations may be conducted either in-person or via video conferencing software (i.e., Zoom) The presentation shall be conducted at no cost to the City. Vendors may be eliminated from consideration based solely on the inability to meet minimal requirements and/or review of written proposals.
The total points for both the interview and the written proposal combined shall be used to determine the top candidate(s). The selection committee may then consider references and responsibility before selecting the finalist. The selection committee shall select the Proposer that is evaluated to be most competitive, and whose response is deemed to be in the best interest of this requirement.
Pre-Award Negotiations
After the proposals are opened, but prior to award, the City may elect to conduct negotiations with the highest ranked proposer for purposes of:
• Resolving minor differences and information
• Clarifying necessary details and responsibilities
• Emphasizing important issues and points
• Receiving assurances from proposers
• Clarifying cost/budget
If the City cannot successfully negotiate a contract with the highest ranked proposer, the City may begin negotiations with the second highest ranked proposer.
Selection may be made without further discussion, negotiations, or proposer’s presentations; therefore, proposer shall offer the most favorable terms in response to this RFP. Proposer must demonstrate an understanding of the Scope of Service to be
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provided and the ability to accomplish the tasks set forth. Proposer shall include information that will enable the City to determine the proposer’s overall qualifications.
The City reserves the right to request additional information or clarification on any matter included in the proposal response, to enable the City to arrive at the final award decision.
The City reserves the right to reject any or all proposals, or to make no award. The City also reserves the right to require modifications follow‐up with requests for additional information, including, but not limited to, follow‐up interviews. The City may request Best and Final offers based upon improved understanding of the offers or changed Scope of Service. The City will negotiate with the vendor to determine final pricing, and contract form. Because this proposal is negotiable, all pricing data will remain confidential until after award is made, and there will be no public opening and reading of proposals.
Award
When the selection committee has completed its work, Department staff will then recommend a firm to the City Manager and City Council for approval. The services provided by the successful bidder shall be governed by a Standard Services Agreement (Attachment 1).
General City Requirements
1. General Information
This RFP does not commit the City of Richmond to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this RFP, or to procure or contract for work. The City of Richmond may reject a proposal without providing the reason(s) underlying the declination. A failure to award a contract to the proposer with the lowest cost proposal shall not constitute a valid cause of action against the City of Richmond. The City shall not be responsible for work done, even in good faith, prior to final approval of the proposed contract. The City may investigate the qualifications of any proposer under consideration, require confirmation of information furnished by the proposer, and require additional evidence or qualifications to perform the Services described in this RFP.
The City reserves the right to:
1. Reject any or all proposals, or to make no award without providing the reason(s) underlying the declination.
2. Issue subsequent Requests for Proposals.
3. Postpone opening for its own convenience.
4. Remedy technical errors in the Request for Proposal process.
5. Negotiate with any, all, or none of the Respondents.
6. Solicit best and final offers from all or some of the Respondents.
7. Select one or more Respondents.
8. Accept other than the lowest proposed fees.
9. Waive informalities and irregularities in proposals.
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10. Request additional information, including, but not limited to, follow‐up interviews.
2. Public Records
All proposals submitted in response to this RFP become the property of the City of Richmond and public records and, as such, may be subject to public review. Documents protected by law from public disclosure will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page. Trade secrets may be marked as confidential only to the extent they meet the requirements of California Government Code section 6254.7. Only information claimed to be a trade secret at the time of submittal to the City of Richmond and marked as "confidential" will be treated as a trade secret.
3. Contractor Assignment of Sub-Contract
The resulting contract shall not be assigned, transferred, or sublet, in whole or in part, without the prior written approval of the City of Richmond. If proposers intend to subcontract any portion of the resulting contract, they must describe their process for selecting such subcontractor(s) and the quality control measures that the proposer will employ to ensure that any subcontractor complies with the provisions of proposer’s contract with the City.
4. Previous Contracts with the City of Richmond
The proposer shall submit a list which indicates all prime contracts and/or amendments awarded to the proposer by the City of Richmond for the last three (3) years. The list shall include a short description of the Project, the Project scope of work, award date, completion date, name of City of Richmond’s assigned Project Manager, and contract value.
5. Exceptions to this Request for Proposals
The proposer shall state whether or not it takes exception(s) to this RFP, including but not limited to the City of Richmond’s Standard Services Agreement – RFP (Attachment 1). If the proposer does take exception(s) to any portion of the RFP or contract, the specific portion to which exception(s) is taken must be identified by section number and explained. Requests for changes or additions to sections of City of Richmond’s Standard Services Agreement must be shown by requesting deletion of specific words and/or by providing new requested contract language. Requests for complete replacement of the City of Richmond’s Standard Services Agreement for another contract will not be granted. Failure to make exceptions to the RFP or Standard Services Agreement within the proposal will be deemed a waiver of any objection.
Exceptions will be considered during the proposal evaluation process.
6. Statement of Impartiality and Disclosure
The nature of this Project requires an impartial unbiased approach on the part of the proposer’s team. This proposal shall include a statement declaring that the proposer’s and sub-consultants are not currently, and will not, during the performance of these services, participate in any other similar work involving a third-party with interests
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currently in conflict or likely to be in conflict with City of Richmond’s interests.
Additionally, proposer is required to disclose any pending or active investigations or litigation that may affect the reputation or ability of the proposer to carry out the Project.
7. Insurance Requirements
The City of Richmond requires consultants doing business with it to obtain insurance, as shown in RFP Attachment 2. The required insurance certificates must comply with all requirements of the standards as shown and must be provided within fifteen (15) days of issuance of the Notice of Intent to Award and prior to the commencement of any work on the Project.
8. Business Licenses
Proposer, at its sole expense, and all subcontractors shall obtain and maintain during the term of any agreement, all appropriate permits, certificates and licenses including, but not limited to, a City of Richmond Business License, which will be required in connection with the performance of services hereunder.
9. Compliance with City Ordinances
The contractor and all subcontractors shall comply with the City of Richmond Nondiscrimination Clauses in City Contracts Ordinance (Richmond Municipal Code (RMC) Chapter 2.28), Business Opportunity Ordinance (RMC Chapter 2.50), Local Employment Program Ordinance (RMC Chapter 2.56), Living Wage Ordinance (RMC Chapter 2.60) and Ordinance Banning the Requirement to Provide Information of Prior Criminal Convictions on all Employment Applications (“Ban the Box”) (RMC Chapter
2.65), which are incorporated into the Contract Documents by this reference.
10. Collusion
By submitting a proposal, each proposer represents and warrants that its proposal is genuine and not false or collusive or made in the interest of, or on behalf of any person not named therein; that the proposer has not directly or indirectly induced or solicited any other person to submit a false proposal, or any other person to refrain from submitting a proposal; and that the proposer has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a proposal.
11. Withdrawal of Proposals
A proposer may withdraw their proposal before the expiration of the time for submission of proposals by delivering to the City Manager’s Office a written request for withdrawal signed by, or on behalf of, the proposer.
12. Ownership of Documents
All reports, studies, information, data, statistics, forms, designs, plans, procedures, systems, and any other materials produced for the Project shall be the sole and exclusive property of the City. No such materials or properties produced in whole or in part for the Project shall be subject to private use, copyrights or patent rights by proposer in the United States or in any other country without the express written consent of the City. The City shall have unrestricted authority to publish, disclose
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(except as may be limited by the provisions of the Public Records Act), distribute, and otherwise use, copyright or patent, in whole or in part, any such reports, studies, data, statistics, forms or other materials or properties produced for this Project.
13. Sanctuary City Contracting Ordinance
The Richmond Sanctuary City Contracting Ordinance No. 12-18 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”) (Attachment 4).
Bidders/Proposers must submit the attached Sanctuary City Compliance Statement with their Bid or Proposal (Attachment 3).
14. Limited Liability Companies Disclosure Statement (LLCS) Resolution No. 86-21, approved by City Council on July 6, 2021, requires disclosure of the identities of beneficial & responsible owners of Limited Liability Corporations (LLC) (Attachment 5). Bidders/Proposers must submit the attached Disclosure Statement of Limited Liability Companies Form with their Bid or Proposal (Attachment 6).
15. Rejections
All proposals will be reviewed to determine conformance with the RFP requirements.
Failure to meet the requirements may be cause for rejection of the proposal. Any proposal which is incomplete, conditional or contains irregularities may also be rejected.
The City of Richmond reserves the right to:
A. Select any proposal as a basis for written or oral communication with any or all of the companies or individuals when such action is considered to be in the best interest of the City of Richmond.
B. Exercise discretion and apply its judgment with respect to selection of any proposals submitted.
C. Reject all proposals.
ATTACHMENTS
ATTACHMENT 1: Standard Contract
ATTACHMENT 2: Insurance Requirements
ATTACHMENT 3: Sanctuary City Compliance Statement
ATTACHMENT 4: Sanctuary City Contracting Ordinance
ATTACHMENT 5: Resolution No. 86-21
ATTACHMENT 6: Disclosure Statement of Limited Liability Companies Form