Request for Proposals (RFP) Operation of the City of Danbury Emergency Homeless Shelter July 1, 2018 June 30, 2019

Transcription

1 Request for Proposals (RFP) Operation of the City of Danbury Emergency Homeless Shelter July 1, 2018 June 30, 2019 The City of Danbury is seeking applicants to operate the City of Danbury Emergency Homeless Shelter for Fiscal Year July 1, 2018 through June 30, The RFP Process will be conducted by United Way of Western Connecticut (UWWC). The successful applicant will be chosen by a team of reviewers, convened by UWWC, who are City of Danbury residents. The review team will recommend a successful applicant to the Mayor s Office, which will make the final decision on the grant recipient. SCOPE OF SERVICES: The successful applicant will provide the following: Management and operation of City Emergency Homeless Shelter, which includes: Maintenance or increase of a 20-bed capacity shelter for overnight sleeping accommodations. Providing 24-hour per day staffing/volunteer coverage of the Shelter, as well as maintaining a safe and clean living environment at the Shelter. Operating a drop-in day center, and providing snacks, coffee and tea during the day and evening. Conducting outreach to inform homeless persons about the availability of the shelter. Enter data into Homeless Management Information System. Report on number of persons served and a listing of the names of those served. Services to the homeless or those at risk of becoming homeless, including: housing search assistance; facilitation of medical and psychological counseling; job training and placement; and/or facilitation of substance abuse treatment and counseling. Homelessness prevention activities to households that have received an eviction notice or notice of termination of utility services, including housing counseling and facilitation of legal services. POPULATION SERVED: The City of Danbury s Emergency Homeless Shelter serves a low-income, multi-lingual, multi-cultural population. Successful applicants will have experience serving people who do not speak English, or who may be physically or learning disabled or developmentally delayed, mentally ill, or who are ex-felons or parolees. QUALIFIED APPLICANTS: Applicants may be public agencies, nonprofit agencies, or private for-profit businesses. The successful applicant must be able to comply with City of Danbury requirements for insurance as indicated in Appendix B of this application. ANTICIPATED FUNDING: $160,000 for operation of the City of Danbury Emergency Shelter for July 1, 2018 through June 30, A full-time Shelter Program Coordinator is being paid by the City of Danbury. For the purposes of shelter management and coordination, the Shelter Program Coordinator will report to the organization that is awarded is this RFP. Please complete the application attached and return to Caroline LaFleur via caroline.lafleur@uwwesternct.org or mail to Caroline LaFleur, Community Impact Coordinator, United Way of Western Connecticut, 301 Main St., Suite 2-5, Danbury, CT by noon on Tuesday, April 16, 2018.

2 Request for Proposals (RFP) Operation of the City of Danbury Emergency Homeless Shelter July 1, 2018 June 30, 2019 Please answer all questions below and on the following pages completely. Exceeding the indicated word counts will affect your score and your possibility of being awarded the grant. Please direct all questions to Caroline LaFleur, Community Impact Coordinator, United Way of Western Connecticut at or All applications must be submitted to Caroline LaFleur by noon on Tuesday, April 16, Section 1 Organization Information: Organization Name: Mailing Address: City: State: Zip: Phone #: Fax #: Website: Executive Director: Phone #: Contact Person (if different): Contact Person Title: Phone #: Board President: Organization Mission Statement (150 words or less): Please attach a copy of the following: Your organization budget for FY Your organization IRS 990 form. If you are a for-profit organization, please submit a corporate tax return. Signed UWWC Anti-Terrorism Compliance Policy Appendix C of this application Signed UWWC Non-Discrimination Policy Appendix D of this application

3 Section 2 Proposal Budget: Using the RFP Budget Template in Appendix A as a guide, provide a proposed annual budget. The expenses on the template represent an average of 4 years of actual expenses at the Shelter, as an example. If your budget varies significantly from the line items indicated on the template, please describe why in an attached narrative. The budget you submit should correlate with your answers to the narrative questions below. Section 3 Narrative Questions: Exceeding the indicated word counts will affect your score and your possibility of being awarded the grant. Question 1 Shelter Operations Please describe how your organization would manage the City of Danbury Emergency Homeless Shelter facility and operations. Your description should include information on how your organization will: Maintain and operate the facility to provide a clean and safe living environment (including routine building maintenance, cleaning, safety, etc., as indicated in your proposed budget). Oversee operations in conjunction with the Shelter Program Coordinator and ensure 24-hour coverage through the management of part-time employees and volunteers. Operate a drop-in day center that will coordinate activities with services to the homeless and homeless prevention activities, as described below. Maintain data on shelter usage. Please indicate if your organization is currently operating a homeless shelter or has operated a shelter in the past 5 years. If you have experience in shelter operations, please indicate where and for how long you have operated shelters. (500 words or less)

4 Question 2 Services to the Homeless Part A. Please describe how your organization would provide services to the homeless, or those at risk of being homeless, in Danbury, to connect them with housing, employment, and the types of services and supports they need to acquire stable housing. Provide details on how you would provide services in the areas of: rapid re-housing and housing search assistance job training or placement medical or psychological counseling facilitation of substance abuse treatment and counseling other supports that address the complex causes of homelessness (200 words or less) Part B. If you are currently providing those services to the homeless, please indicate how long you have been doing so. Describe how you measure your success in providing those services, and present any data you have that indicates your success. (150 words or less) Question 3 Homelessness Prevention Part A. Please describe how your organization would provide homelessness prevention services such as: connecting those at risk of being homeless with rental and utility assistance programs and anti-eviction services housing counseling and connection to legal services connecting those at risk with other services needed to maintain stable housing (200 words or less) Part B. If you are currently providing homelessness prevention services, please indicate how long you have been doing so. Describe how you measure your success in providing those services and present any data you have that indicates your success. (150 words or less)

5 Question 4 Community Outreach and Partnerships Please describe how your organization provides information to potential clients about your services. Describe your community outreach efforts and how you would coordinate services with other agencies in Danbury that serve the homeless or those at risk of being homeless. Do you have formal or informal relationships with social service agencies that serve low-income Danbury residents? (150 words or less) Question 5 Working Effectively with a Diverse Population Please describe your organization s capacity to work with people who do not speak English and with people from other countries and cultures. What strategies would you use to work most effectively with Danbury s highly diverse population? (150 words or less) Question 6 Working Effectively with Those Most At Risk of Becoming Homeless Please describe your organization s history in working with populations that are most at risk of becoming homeless, including people who are physically or mentally disabled, ex-felons or parolees? (150 words or less) Question 7 Familiarity with the Danbury Community Please describe your organization s history in working in the City of Danbury. Has your organization served City of Danbury residents in the past? If so, how long have you served Danbury residents and in what capacity. (150 words or less) Signature of Executive Director: Date: Signature of Board President: Date:

6 Appendix A - City of Danbury Emergency Homeless Shelter Budget Template This budget represents an average of 4 years of actual expenses, as a guide. Please submit a budget based on this template. If your proposed budget line items vary from these, please explain the variances in an attached short narrative. ANNUAL EXPENSES EXPENSES BUDGET ACTUAL Salaries & Wages Overtime Salaries $2,500 $0 Part Time Salaries $60,000 $0 Full Time Salaries $0 $0 Fringe $5,205 $0 SUB-TOTAL $67,705 $0 Purchased Services Maintenance/Improvements $3,500 $0 Fire Suppression Inspection/Security $1,500 $0 Utilities $12,995 $0 Pest Control $500 $0 Professional Services $1,100 $0 Contractual Services $7,100 $0 Other $500 $0 SUB-TOTAL $27,195 $0 Materials & Supplies Consumable Supplies $2,400 $0 Office Supplies $2,000 $0 Non Office Supplies $1,000 $0 Food & Related Costs $6,000 $0 Other $0 $0 SUB-TOTAL $11,400 $0 Programmatic Costs Client Services $45,000 $0 Printing & Binding $1,200 $0 Transportation (Bus Passes) $1,500 $0 Homeless Connect/ Outreach $6,000 $0 Other $0 $0 SUB-TOTAL $53,700 $0 TOTAL $160,000 $0

7 Appendix B INSURANCE REQUIREMENTS. The CONSULTANT shall not commence work under this contract until it has obtained all insurance required under this article and such insurance has been approved by the CITY, nor shall the CONSULTANT allow any subcontractor to commence work on its subcontract until all similar insurance required of the subcontractor has been so obtained and approved. Certificates of insurance shall be filed with the CITY and shall be subject to the approval of the CITY for adequacy of protection before the execution of this contract. All policies relating to this shall be so written that the CITY shall be notified of cancellation or change at least thirty (30) days prior to the effective date of such cancellation or change. Certificates from the insurance carrier shall be filed in triplicate with the CITY and shall state the limits of liability and the expiration date for each policy and type of coverage. The CITY OF DANBURY shall be named as an additional insured. Renewal certificates covering the renewal of all policies expiring during the life of this contract shall be filed with the CITY not less than ten (10) days before the expiration of such policies. A. Comprehensive General Liability Insurance The CONSULTANT shall take out and maintain during the life of this contract such Comprehensive General Liability Insurance as will protect the CONSULTANT, the CITY, and any subcontractor performing work covered by this contract, from any claims for damages for personal injury, including accidental or wrongful death, as well as claims for property damages, which may arise from operations under this contract whether such operations be by itself or by any subcontractor or by anyone directly or indirectly employed by either of them and the amounts of insurance shall be in the following minimum limits: Bodily Injury Liability and Property Damage Liability $1,000,000 (combined) each occurrence The CONSULTANT agrees that in the event that one or more claims are paid under the policies containing an aggregate coverage limit it shall immediately notify the CITY thereof and at the same time shall seek either to reinstate the limits of said policy or policies or alternatively to seek to obtain a new policy providing for full coverage in accordance with the limits established within. Said replacement coverage shall be obtained within twenty-four (24) hours and the CITY shall be notified thereof. B. Comprehensive Auto Liability Insurance The CONSULTANT shall take out and maintain during the life of this contract Comprehensive Auto Liability Insurance which shall cover the operation of all motor vehicles owned by the CONSULTANT or used by the CONSULTANT in the prosecution of the work under this contract and the amounts of such insurance shall be in the following minimum limits: Bodily Injury Liability and Property Damage Liability $1,000,000 (combined) each occurrence C. Excess Liability Insurance The CONSULTANT shall take out and maintain during the life of this contract Excess Liability Policy coverage is in addition to the limits expressed in A. and B. above Bodily Injury, Property Damage and Auto $ 5,000,000 (combined) each occurrence

8 D. Workers Compensation Insurance and Employer s Liability The CONSULTANT shall take out and maintain during the life of this contract, Workers Compensation Insurance for all of its employees, employed at the site and in case any work is sublet, the CONSULTANT shall require the subcontractor similarly to provide Workers Compensation Insurance for all employees of the latter unless such employees are covered by the protection afforded by the CONSULTANT. Workers Compensation and Employer s Liability - Statutory Limits E. Professional Liability The CONSULTANT shall take out and maintain during the life of this contract Professional Liability Insurance and the amounts of such insurance shall be in the following minimum limits: $2,000,000 Aggregate

9 Appendix C Anti-Terrorism Compliance Policy In compliance with the USA PATRIOT Act and other counter-terrorism laws, the United Way of Western Connecticut, Inc. requires that each agency certify the following: I hereby certify on behalf of [name of grantee] that all City of Danbury funds and donations will be used in compliance with all applicable antiterrorist financing and asset control laws, statutes and executive orders. Date Executive Director/Chief Professional Officer Date Board of Director s Chairperson or CEO/President Agency Mailing Information EIN# Agency Name: Street: City: State: Zip: Agency Contact Information: Name: Phone:

10 Appendix D Non-Discrimination Policy At a meeting of the Board of Directors of, the Board ( ) adopted ( ) affirmed a policy of non-discrimination, in the selection of its board members, volunteers, committee members or staff and in the delivery of services on the basis of race, color, creed, age, religion, gender, marital status, disability, sexual orientation, national origin, ethnicity or veterans status. This policy does not prohibit any agency from operating specific programs based on age, gender, health, disability, or other characteristics designed to meet the specific needs of targeted populations. The program, however, must be open to all people in those targeted populations. Faith-based organizations which provide services to the community as a whole, such as daycare/preschool, counseling or basic needs, are eligible to apply for funding. However, they must not actively promote or require the adherence of any religious practice or belief in the provision of those services. Date Executive Director/Chief Professional Officer Date Board of Director s Chairperson/President