1 City of Richmond
Community Development Department
Housing Division
Request for Qualifications
Services in Support of the Unhoused
Date: August 1, 2022 Closing Date and Time: September 1, 2022, by 4:00 PM PST Electronic Submittal: BidsOnLine
Contact Person: Jesus M. Morales, Housing Manager [email protected]
2 The Housing Division of the Community Development Department of the City of Richmond announces a Request for Qualifications (RFQ) seeking qualified applicants for fee-based contracts to provide services to unhoused city residents.
OVERVIEW
The City of Richmond is located in western Contra Costa County along the shore of the San Francisco Bay. It is the county’s second largest city (population 116,448) but has the highest number of known unsheltered people of any city in the county—more than 1,000 in 2021.
STATEMENT OF PURPOSE
This RFQ is issued to identify qualified firms, agencies, projects teams, or individuals (contractors) who can provide services to unhoused residents. The qualified firms will be listed on an on-call list which will be used to solicit specific proposals for specific projects and/or funding, including Richmond’s Castro Encampment Resolution Project (CERP).
SCOPE OF SERVICES
Contractors will provide services aimed at resolving encampments by providing services to encampments resident for safety, sanitation, and connecting residents into stable housing.
Prospective contractors are being solicited to bid for direct services as described below.
Prospective contractors may submit a bid for each element specified below by providing a 1) staffing plan, 2) budget, and 3) narrative descriptive plan for accomplishing stated objectives.
Service Category 1
Operation of Emergency Intervention To End The Unsheltered Status Of Individuals And Families (Emergency Shelter / Community Cabins/ Safe Parking Programs)
Operate 24-hour accessible, low-barrier, harm reduction-based emergency intervention for individuals or families residing at the Castro encampment and/or other city encampments.
Proposals should accommodate a minimum of 50 people and up to a maximum of 100 people.
Sites may include temporary outdoor shelters (e.g., Tuff Shed Cabin Communities, Tiny Homes on wheels), “brick-and-mortar” emergency shelter buildings or managed “safe parking” sites.
Bidders should specify the population they intend to serve (ex: singles, women only, families, transition aged youth, etc.).
Contractor may submit an all-inclusive bid for Task A or distinct elements as described in Task B or C specified below.
Task A: Operation of Emergency Intervention (Shelter /Community Cabin / Safe Parking Program) at either a City-owned facility (lot) or a facility (lot) owned or leased by bidder.
All emergency interventions will include:
a. Site management including 24/7 staffing and property management; 3 b. Housing navigation services based on Housing First principles which focus on housing placement as well as connection to public benefit programs, health, mental health and drug treatment services, and job training or employment opportunities; c. Storage for participant possessions;
d. Ability to accommodate participants with pets, including pet exercise and relief area; e. Procurement of goods and services related to shelter operation, e.g., mobile laundry or shower services, meal services.
f. Security services to restrict visitors and secure site.
Task B: Site Management of Emergency Intervention. Provide coordination of encampment site facilities, safety within the site, regular engagement and relationship building with site participants, and oversight of the day-to-day operations of the site. This includes:
a. Providing site security staff person(s) at the site 24 hours per day, 7 days per week; b. Maintaining site facilities and services such as portable toilets, cleaning, garbage, and other similar activities;
c. Convening a weekly meeting for participants, and addressing any issues as they arise including facilities issues, conflict resolution, and service needs; d. Collaborating with Housing Navigators, service providers, City of Richmond staff, and/or Site Care Team;
e. Ensuring all building infrastructure is adequately maintained and in working order; f. Creating and implement guest visiting policy, animal policy, and program rules; g. Managing reception area or entry area;
h. Providing for receipt and distribution of mail to residents; i. Responding to resident inquiries, complaints regarding function of the property.
Task C: Housing Navigation within an Emergency Intervention. Provide housing navigation services including a range of interventions to move encampment residents into stable housing. Required elements include:
a. Responsible for engaging individuals on site to link to additional services/programs including
connection to public benefit programs, health, mental health and drug treatment services, and job training or employment opportunities; b. Creating housing case plans with all participants and work to reduce barriers to housing based on Housing First principles;
c. Maintaining regular and close collaboration with other service providers and City staff.
Service Category 2
Storage For Encampment Residents
The Contractor will provide encampment residents with safe storage options that may include lockers, bins, and/or portable containers (e.g., PODS) to stow personal belongings, as well as vehicle storage. Proposals should state the number of each type of storage that can be 4 provided (or a range, such as “50-100 lockers”) and outline proposed access days and hours.
During the specified access hours, the program should be adequately staffed to ensure smooth compliance with operating protocols, which will include a ban on perishable items, weapons, illegal substances, and items infested with pests. Service providers are encouraged to submit proposals that meet these broad parameters in a manner that they feel is most accessible to persons experiencing homelessness who are otherwise disengaged from services.
Service Category 3
Employment Programs
Task A: Operate work readiness employment program for encampment residents. Specify numbers served in bid. Required elements include:
a. Recruitment of people who are unhoused or living in emergency shelter/TH programs;
b. Extremely low barrier with a focus on individual needs and readiness to participate in the program rather than screening people out due to substance use or mental health issues
c. Focus on development of basic work skills through participation in entry level work such as litter abatement or management of encampment port-a-potties (see service category 3, Task B).
d. Provide associated services such as employment-focused case management, workshops, and individual counseling to assist participants in developing basic job readiness skills, resumes, etc.;
e. Assist participants with connections to viable, stable employment; f. Pay participants legal minimum wage or higher.
Task B: Operate a workforce program, for individuals who are currently homeless or recently housed with a focus on job placement and job retention toward increasing income to obtain/maintain housing. Specify numbers served in bid. Required elements include:
a. Recruitment of people who are currently homeless, currently in a rapid rehousing program, or recently housed.
b. Building connections with local employers, local union apprenticeship programs, etc.; c. Providing direct support with resume writing, interview skills, etc., through individual and group sessions with participants;
d. Providing support to participants for at least six months post-employment placement; e. Provide support/ flexible funds to meet initial transportation, wardrobe, and work supply needs.
Service Category 4:
Hygiene Interventions to increase health and wellness of unsheltered individuals.
5 Task A: Provide hygiene interventions for encampment population. Describe how hygiene interventions will be used as an engagement tool to connect participants with the larger homeless services system. Program components could include all or some of the following:
a. Showers;
b. Washing machines;
c. Portable toilets/Wash stations (could be combined with Service Category 3, Task A above).
Service Category 5
Training and Technical Assistance
Task A: Provide training and technical assistance to city and providers to implement high quality homeless services within Richmond. Components include training and technical assistance on issues including staff hiring and training, harm reduction, low barrier services, trauma informed services, program start up, development of policy and procedures, connection with the Coordinated Entry System.
Task B: Provide training and technical assistance related to addressing and reducing violence against women who are homeless. Components include work designed to train and support a variety of stakeholders (street outreach workers, homeless providers, law enforcement, homeless women, others) on best practices to reduce and respond to violence against women who are homeless.
Service Category 6
Street Outreach
Task A: Provide Street Outreach Services. Bidders should specify numbers of FTE, number of street outreach hours per week, number of clients who will become housing document ready within 6 months, 12 months, and 18 months. Required elements include:
a. Staffing – must include masters level clinicians and paraprofessional staff; b. Outreach Services:
• Engagement,
• Housing problem solving,
• Coordinated Entry assessment and connection to the Coordinated Entry System,
• Information and referral,
• Assisting clients to become document ready for housing.
Service Category 7
General Homeless Services
6 Task A: General Services to Address Homelessness. Bidders may propose a range of services and interventions not specifically outlined in scopes 1-6 above. Please be specific in describing the population to be served, the proposed model of service and the proposed outcomes.
LICENSE, INSURANCE, AND CONTRACTING REQUIREMENTS
1. Selected consultants will be required to sign the City’s standard service provider agreement, attached for your consideration (see Exhibit A). If the candidate has any questions/concerns related to the standard form contract, they must be submitted in writing with the applicant’s response to this RFQ. Requested changes must be provided in redline. The City does not guarantee that requested changes will be granted.
2. The City requires consultants doing business with it to obtain insurance, as shown in RFQ (see Exhibit B). 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.
3. Business Licenses: The successful Contractor and all subcontractors used in the work will be required to hold or obtain a City of Richmond business license for which the fee will not be waived.
4. Sanctuary City Contracting Ordinance (SCCO): The Richmond Sanctuary City Contracting Ordinance No. 12-18 N.S. (Exhibit C) prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). Bidders/Proposers must submit the attached Sanctuary City Compliance Statement with their Bid or Proposal/Qualifications (Exhibit D).
5. 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) (Exhibit E). Bidders/Proposers must submit the attached Disclosure Statement of Limited Liability Companies Form with their Bid or Proposal (Exhibit F).
6. Minimum Wage: All contractors and subcontractors shall comply with Richmond Municipal Code 7.108.040 - Minimum Wage (Exhibit G).
FUNDING
The Housing Division of the Community Development Department will award contracts as funding becomes available. Qualified consultants will be placed on an on-call qualified list of service providers and City will seek specific proposals from firms for specific projects. 7 REQUIRED PROPOSAL ELEMENTS AND FORMAT
1. Transmittal Letter
a. Addressed to Jesus M. Morales, Housing Manager, Community Development, City of Richmond, 450 Civic Center Plaza, Richmond, CA 94804. (Please do not submit proposals to this address). Please do not forward proposals to the above address. b. Signed by an officer of the consultant. In case of joint venture or other joint-prime relationship, an officer of each venture partner shall sign.
2. Project Team
a. In response to this RFQ, the prime contractor shall be a qualified consulting firm, organization, or agency.
b. Sub-Consultants (if used): list addresses, telephone numbers and areas of expertise of each. Briefly describe the project responsibility of each team member. Identify which contractors are MBE, WBE, Local Business Enterprises (LBE) and Small Local Business Enterprise (SLBE).
3. Project Personnel
a. Describe the basic organization and management structure of the Project Applicant and any subcontractors. Include the systems in place to manage financial accounting and ensure adequate oversight and management of fiscal systems. Include a description of the agency’s current (or future) capacity to collect data in a timely way, ensure data quality, report data, and analyze data.
4. Relevant Experience
a. Describe the experience of the Project Applicant and any subcontractors performing activities like those proposed in this RFQ including a brief description of work performed and outcomes. If the scope of work proposed is new to the organization, please describe relevant experience that will allow you to perform the scope of work successfully. b. If the team has worked together collaboratively, please include a description of this work.
c. Please describe your agency’s current and recent past collaborations and coordinated efforts with other nonprofits, with faith-based organizations, jurisdictions, and other community stakeholders.
8 5. Project Approach and Organization
a. Provide a summary of the proposed services to be provided. Include a description of the target population, number of participants to be served, proposed staffing structure, proposed service delivery mechanisms and roles of the lead applicant and any proposed subcontractors.
b. Please include proposed outcomes.
c. Describe how you intend to interface with City staff and the community. d. Describe how the proposed scope of work will address (or advance) issues of race and equity.
6. References
a. Prime Consultant(s)/ lead agency: Three business related references, giving name, company, address, telephone number and business relationship.
7. Billing Rates
a. Please provide a detailed program budget for an operating year. b. Shall be all-inclusive, i.e., base salary, fringe benefits, overhead, operating costs, services costs, startup costs, etc.
E. EVALUATION OF PROPOSALS
The following sample of criteria and the points for each criterion, for a total of 100 points, may be used in evaluating and rating the proposals:
1) Relevant Experience .................................................................................................... 25 points Past, recently completed, or on-going projects working with homeless and formerly homeless people to substantiate experience. Past, recently completed, or on-going projects working with local governments to substantiate experience. Experience on at least three (3) projects providing services like those described in this RFQ. Prior experience and ability to work with City staff, community groups, and other stakeholders.
2) Qualifications ............................................................................................................... 25 points Professional background and qualifications of team members and subcontractors comprising the team.
3) Organization ................................................................................................................. 20 points Current workload, available staff, and resources. Capacity and flexibility to meet schedules, including any unexpected work. Ability to perform on short notice and under time constraints. 9 Cost control procedures in design and construction. Ability to perform numerous projects at the same time.
4) Approach ...................................................................................................................... 20 points Understanding of the nature and extent of the services required. A specific outline of how the work will be performed. Awareness of potential problems and providing possible solutions.
Special resources the team offers that are relevant to the successful completion of the project.
5) Other Factors ............................................................................................................... 10 points Presentation, completeness, clarity, organization, and responsiveness of proposal.
CONTRACT NEGOTIATIONS AND AWARD - SUBJECT TO CHANGE
1. The completion of this evaluation process will result in the creation of a qualified list of providers. The City will enter contract negotiations with the provider deemed most qualified for the specific scope of work to be performed. To determine which provider to enter into a contract with, additional information related to experience, scope of work, budget, and proposed outcomes may be requested as part of this RFQ process.
2. The contract amount (including reimbursements) shall be a not to exceed amount, to be established based upon a mutually agreeable Scope of Services and fee schedule.
3. The City will withhold the final 10% of contract amount pending successful completion of work.
4. Upon successful completion of the negotiations, the City Administrator will award the contract to the selected contractor.
5. A sample City standard professional services agreement is included in the RFQ as referenced as Attachment A “Sample Agreement”. The selected contractor will be required to enter into a contract that contains similar terms and conditions as in the standard agreement. Please note that the City Attorney’s Office is typically not inclined to make any modifications to the standard agreement terms and provisions.
6. Upon award the City will issue a Notice to proceed.
ELECTRONIC SUBMITTAL
The Qualifications submission process is entirely online and must be completed and submitted through BidsOnLine
to be considered. Interested parties must submit a letter of interest, resume, references, and supplemental questionnaire responses, as attachments via BidsOnLine.
Attachments must be in MS Word or PDF formats.
RESPONSES MUST BE RECEIVED NO LATER THAN 4:00 P.M. ON THURSDAY, SEPTEMBER 1, 2022.
10 OPPORTUNITY TO SUBMIT QUESTIONS VIA BIDSONLINE
Submission of questions regarding this RFQ must be submitted via the electronic BidsOnLine system on the Q&A tab by Friday, August 12, 2022, at 5:00 p.m. If the City finds it necessary to issue an addendum, prospective bidders will receive email notification of addendum.
Otherwise, answers to questions received will be provided on the Q&A tab by Friday, August 19, 2022, by 5:00 pm.
City will not discriminate against any interested firm or individual on the grounds of race, creed, color, sex, age, disability, or national origin in the contract award. City reserves the right to reject any and/or all proposals at its discretion.
CITY DISCLAIMER
The City reserves the right to reject any or all the Qualifications, to waive any informality in any RFQ Response, and to select the Response that best meet the City needs. The City also reserves the right to reduce or revise elements of the scope of services, or to amend or modify the contractual requirements, or to negotiate with any qualified respondent.
No representation is made that any contract will be awarded pursuant to this RFQ. In no way shall a contract be viewed as exclusive. The City reserves the right to retain additional consultants as necessary. All costs incurred in the preparation of the qualification, in the submissions of additional information and/or in any other aspect of qualification prior to the award of a written contract will be borne by the respondent. All qualifications submitted to the City in response to this RFQ will become the property of the City of Richmond and will not be returned. The “technical” portion of the RFQ will be considered public information.
ATTACHMENTS
Exhibit A: Standard Contract
Exhibit B: Insurance Requirements
Exhibit C: Richmond Sanctuary City Contracting Ordinance No. 12-18 N.S.
Exhibit D: Sanctuary City Compliance Statement
Exhibit E: Limited Liability Corporations (LLC), Resolution No. 86-21 Exhibit F: Disclosure Statement of Limited Liability Companies Form Exhibit G: Richmond Municipal Code 7.108.040 - Minimum Wage