Permanent Supportive-Housing First Pilot Project

Agency: Pima County
State: Arizona
Type of Government: State & Local
Caegory:
  • 29 - Engine Accessories
  • G - Social Services
Posted Date: Dec 5, 2018
Due Date: Jan 11, 2019
Solicitation No: RFP-PO-1900001
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
solicitation# title buyer pre-bid date opening date publish:the territorial
RFP-PO-1900001
Attachment Forms

Exhibit B - Cost Budget Plan
Permanent Supportive-Housing First Pilot Project Jennifer Moore
E-Mail
(520) 724-8164
December 19, 2018 at 2:30 P.M.

To join the conference via telephone
call 1-520-222-1111
Access Code: 6990422
January 11, 2019 at 1:00 P.M. December 5, 6, 7 & 10, 2018

Attachment Preview

PIMA COUNTY NOTICE OF REQUEST FOR PROPOSALS (RFP)
Solicitation Number: RFP-PO-1900001
Title: Permanent Supportive - Housing First Pilot Project
Due In And Opens: JANUARY 11, 2019 AT OR BEFORE 1:00 P.M. LOCAL ARIZONA TIME (MST)
Submit Proposal to:
Pima County Procurement Department
130 W. Congress St., 3rd Floor,
Tucson, Arizona 85701
Pre-Proposal Conference:
Attendance In person or via Conference Call:
December 19, 2018 AT 2:30 P.M. LOCAL ARIZONA TIME (MST)
Pima County Procurement Department, 130 W. Congress, 3rd Floor, Tucson, Arizona 85701
To join the conference by telephone, call 1(520)222-1111 Participant (Access) Code #6990422
SOLICITATION: Pima County (“County”) is soliciting proposals from Offerors qualified, responsible, and willing to design
and implement a Permanent Supportive Housing Pilot Project based on Housing First Principles, using Housing Choice
Vouchers with evidence-based community treatment for the purpose of transitioning 150 eligible program participants to
stable housing. In compliance with all solicitation specifications and requirements contained or referenced herein the
intent is to award a performance-based contract to a Contractor for an initial period of fifteen months with the County
contributing $1,500,000.00 and includes three (3) one-year renewal options.
You may download a full copy of this solicitation at www.pima.gov/procure/ifbrfp.htm by selecting the solicitation number.
Offerors are required to check this website for addenda prior to the closing date and time of the solicitation to assure that
the proposal incorporates all addenda. Prospective Offerors may also pick up a copy, Monday through Friday excluding
legal holidays, 8 am to 5 pm LOCAL ARIZONA TIME (MST), at the address listed above.
County will hold a Pre-Proposal Conference for the purpose of clarifying requirements and answering prospective
Offeror questions. It is the responsibility of prospective Offerors to familiarize themselves with all requirements of the
solicitation and to identify any issues at the conference. Attendance is optional and encouraged. Participation is also
available via conference call and Skype.
Offerors must submit proposals as defined in the Instructions to Offerors, in accordance with the Standard Terms and
Conditions, and all solicitation documents either referenced or included herein. Failure to do so may be cause for County
to reject a proposal as non-responsive.
Offerors must complete and return those documents identified in Section 6, Submission of Proposals of the Instruction to
Offerors document.
Offerors may not withdraw proposals for sixty (60) days after opening except as allowed by Pima County Procurement
Code.
OFFERORS ARE REQUIRED TO READ THE ENTIRE SOLICITATION, INCLUDING ALL REFERENCED DOCUMENTS,
ASSURE THAT THEY ARE WILLING AND ABLE TO COMPLY, AND TO INCORPORATE ALL ASSOCIATED COSTS IN
THEIR PROPOSAL.
County will not accept verbal requests for clarifications or interpretations. Offerors must submit any requests in
writing to County’s Procurement Department, Attention: Jennifer Moore, Fax: (520) 791.6509, email:
Jennifer.Moore@pima.gov
All submittals must reference the Solicitation Number and Title. County may not answer any Questions that Offerors
submit within 8 days of the solicitation Due Date/Time.
Deliver proposals to the following address: Pima County Procurement Department, 130 W. Congress, 3rd Floor, Tucson,
AZ 85701
Jennifer Moore
Procurement Officer
Publish: The Territorial: December 5, 6, 7 and 10, 2018
Solicitation No: RFP-PO-1900001
Title: Permanent Supportive - Housing First Pilot Project
INSTRUCTIONS TO OFFERORS
1. PREPARATION OF RESPONSES:
Offerors must make all proposals using the forms contained in this package. Offerors must print or type all prices and
notations. No erasures are permitted. Offerors may cross out errors and print in ink or type corrections adjacent to the
error and the person signing the proposal will initial any such correction. Pima County (“County”) prefers typewritten
responses.
2. PRICING and PROPOSAL DOCUMENTS:
Offerors must complete and submit their proposals utilizing the forms provided by this solicitation. Offerors must provide
requested information and data in the precise manner that County requests. Service and Product descriptions must
provide sufficient information to precisely document the product being offered and the service rendered. Failure to comply
may cause County to improperly evaluate the proposal or to deem it non-responsive.
Offeror must complete Attachment 1: Proposal Certification Form (1 Page), which an authorized representative of
Offeror must sign certifying that the firm is willing and able to meet all requirements of the solicitation. Failure to do so may
be cause for County to reject the proposal as non-responsive.
3. GENERAL SPECIFICATIONS & DEVIATIONS:
The specifications included in this solicitation intend to identify the kind and quality of goods and/or services to be
provided without being unnecessarily restrictive, and to allow Offeror to provide the information needed for the
development of consistent and comprehensive proposals.
Failure to perform appropriate research, discovery, examine any drawings, specifications, and instructions will be at the
offeror's sole risk.
Items included in Offeror’s proposal must meet the specifications and requirements set forth by the solicitation.
Deviation Requests must be submitted with proposal and must specifically document and clearly illustrate the deviation
to the particular specification or the requirement set forth by this solicitation and fully explain the requested deviation’s
impact on the end performance of the item. Acceptance or rejection of deviation request is at the sole discretion of County
in accordance with the Pima County Procurement Code.
County may consider conditional proposals that do not conform to or that request exceptions to the published solicitation
and addenda as non-responsive and County may not evaluate them.
4. OFFERORS MINIMUM QUALIFICATIONS:
In order for County to evaluate and consider proposals for award, they must be Responsive and Responsible.
“Responsive” means that the submitted proposal documents conform in all material respects to the requirements in the
solicitation. “Responsible”, means that offerors document and substantiate their capability to fully perform all
requirements of the solicitation. Factors include and may not be limited to experience, integrity, perseverance, reliability,
capacity, facilities, equipment, credit and any other matter necessary to provide the performance that the solicitation
requires.
Offeror must certify that they possess the minimum qualifications contained in Attachment 2: Minimum Qualifications
Verification Form (1 Page). Offeror must provide the requested documents that substantiate their satisfaction of the
Minimum Qualifications. Failure to provide the information required by these Minimum Qualifications and required to
substantiate responsibility may be cause for County to reject the offeror’s proposal as Non-Responsive and/or Non-
Responsible.
5. EVALUATION AND AWARD CRITERIA:
Pima County will evaluate proposals that are Responsive and Responsible as defined above. County will evaluate
proposals according to the evaluation criteria set forth herein. The evaluation panel will use the Evaluation Criteria when
scoring the Offeror’s answers to the questions contained in Attachment 3: Questionnaire. Offeror should respond in the
form of a thorough narrative to each specification as guided by the Questionnaire. The evaluation panel will evaluate the
narratives along with required supporting materials and award points accordingly. Offerors must not modify the forms in
this RFP.
Instructions to Offerors PRCUID 318001
Revised 10/11/18
Page 1 of 5
Solicitation No: RFP-PO-1900001
Title: Permanent Supportive - Housing First Pilot Project
EVALUATON AND AWARD CRITERIA:
CRITERIA CRITERIA DESCRIPTION
A.
Project Plan
Offerors should provide a thorough project plan on how the project will be implemented,
administered and include a description of:
An engagement process to enroll referred clients into program
An appropriate ratio of case management for the target population (e.g. one case
manager to fifteen program participants)
A feasible implementation process includes: staff ramp-up and placement by month
12 of the project, 150 enrolled program participants
A voluntary service model based on program participant’s choice
Engagement strategy to encourage program participants to participate in
meaningful activities, and assist all tenants who express a desire to work to obtain
appropriate vocational services, employment services and employment
Assistance in applying for mainstream benefits (e.g. AHCCCS, SNAP, SSI/SSDI,
etc.)
Crisis protocols
Communication protocols and hours of operation and availability
MAXIMUM
POINTS
35
If applicable, for all collaborative proposals where one or more agencies will pair services to
serve program participants, detail the roles of each agency and how the lead Contractor will
make payments and gather reporting for all sub-contractor activities.
County will base points for the project plan on the quality and thoroughness of the project
plan.
B.
Offerors must propose a detailed budget plan with narrative using the outline provided in
30
Cost- Budget Exhibit B.
Plan
Budget must show how County contributed funds ($1,500,000.00) will be used and
allocated for personnel, supportive services, operating costs, and other cost related to the
program. County contributed funds budget is commensurate on 150 program participants
being served.
Budget must include any other funding sources, match, or leverage that will support the
program delivery or salaries for key personnel. Preference will be given to Offerors whose
proposals include match/leveraged resources from multiple funding sources.
Match/leverage project support can include: in-kind support, grants from local/state/federal
government entities, foundations, etc.
Supportive services budget provides a reasonable cost per person estimate expected for
150 households.
County will evaluate cost without regard to applicable taxes.
C.
Offerors should describe and include in their proposal documentation of successful
20
Company
experience and the expertise for work related to:
Experience
serving chronically homeless, and/or reentry populations in supportive housing
housing first model, including trauma-informed programming, harm reduction
models, motivational interviewing, and other evidence-based models for supportive
housing
Offerors should provide documentation that demonstrates fiscal health and ability to sustain
programs, such as most recent financial audit with current financial statements.
County will base points for the company experience on documented successful experience
on similar projects and engagements.
Instructions to Offerors PRCUID 318001
Revised 10/11/18
Page 2 of 5
Solicitation No: RFP-PO-1900001
Title: Permanent Supportive - Housing First Pilot Project
D.
Offerors should provide resumes of all proposed key personnel (Program Manager and
14
Key
Case Mangers at a minimum) who will be performing services under the contract and
Personnel associated with the program.
Experience narratives will describe the specific relevant experience in relation to the work
to be performed in this contract, as well as certifications or other professional credentials
that clearly show how they meet or exceed the minimum professional requirements of the
profession/industry. Offerors must include in their proposal copies of applicable
professional certifications for key personnel.
County will base points for the key personnel on each staff member’s experience as it
relates to their role and the needs of this contract.
E.
In accordance with BOS Resolution 2007-84, Pima County values and encourages
1
Sustainability sustainable practices. Offerors should complete the questionnaire indicating their operating
practices and materials handling directed at using less, recycling, and minimizing overall
impact on the environment.
County will base point for sustainability philosophy and practices.
Total Possible Points
100
F.
In the event the County elects to conduct oral presentations, the Procurement Officer will
10
Optional
notify finalists of the date, time and location of the oral presentations. County will base
Presentation points for the oral presentation on presenter’s knowledge, effectiveness of communication,
experience with similar contracts and the quality of the responses to questions during the
presentation.
County reserves the right to request additional information and/or clarification. Any clarification of a proposal shall be in
writing.
Recommendation for award will be to the responsible and responsive Offeror whose proposal the County determines to
be the most advantageous, taking into consideration the evaluation criteria in this solicitation.
If County makes an award, it will enter into an agreement with the one Offeror that submitted the highest scoring
responsive and responsible proposal by executing and transmitting a Master Agreement (MA) document that incorporates
the Proposal and Sample Contract without further action by the Offeror. The County may conduct discussions with the
Offeror to clarify the Proposal and Agreement details provided that they do not substantially change the intent of the
solicitation.
6. SUBMISSION OF PROPOSALS:
Offeror may submit a collaborative proposal where one or more agencies will pair services to serve participants. The
County will execute one contract for any proposal that includes collaborative work relations with subcontractors, affiliates,
any subcontractor’s payments and reporting shall the responsibility of the Contractor. The County intends to execute one
contract to meet the goal of at least 150 program participants.
Offerors are to complete, execute and submit:
A. One (1) original hardcopy (clearly marked “ORIGINAL”).
B. Seven (7) hard copies (Clearly marked “COPY”).
The submittal shall include all information requested by the solicitation, and utilize without modification the forms provided
by the solicitation. All questions must be answered and each form completed in full, as a condition of the RFP.
Proposal will be:
Typed
Contain a Table Of Contents
Each page consecutively numbered at the bottom (by section)
One side of the paper only
Assembled and organized in Sections each section shall contain applicable forms and required documentation
Each section TABBED with the Section Letter that corresponds with the Form title as per the outline format
indicated below:
Instructions to Offerors PRCUID 318001
Revised 10/11/18
Page 3 of 5
Solicitation No: RFP-PO-1900001
Title: Permanent Supportive - Housing First Pilot Project
Section
Form Title
Section A) Cover Letter and Table of Contents Company creates and includes as a part of Section A
Section B) Attachment 1: Proposal Certification Form
Section C) Attachment 2: Minimum Qualifications Verification Form
Section D) Attachment 3: Questionnaire (Form)
This Questionnaire is a Word document consisting of five (5) forms. Each TAB (1-5 ) is considered a form and must be fully
completed as requested and submitted as a hardcopy as a part of the proposal:
TAB 1 Project Plan Form
TAB 2 Exhibit B: Cost Budget Plan Form excel spreadsheet
TAB 3 Company Experience Form
TAB 4 Key Personnel Form
TAB 5 Sustainability Form
Section E) Deviation Requests Company creates and includes as a part of Section E.
County must receive and time stamp proposals at the specified location at or before the Due Date and Time as stated in
the Request for Proposals. The County’s “time-stamp” will be the official time used to determine the timeliness of the
submittal. County will not accept or will return unopened any proposals or modifications that County receives after the
Due Date and Time. County will open and record timely submittals promptly after the Due Date and Time.
An authorized agent of the offeror must sign proposals and offeror must submit them in a sealed envelope marked or
labeled with the offeror’s firm name, solicitation number, title, solicitation due date and time, to the location and not later
than the Due Date and Time specified in the Request for Proposals.
Failure to comply with the solicitation requirements may be cause for County to reject the offeror’s proposal as non-
responsive.
7. BEST AND FINAL PROPOSAL:
County reserves the right to request additional information and/or clarification with responsible offerors who submit
proposals determined to be reasonably of being selected for award for the purpose of clarification to assure full
understanding of, and conformance to, the solicitation requirements.
In the event that County holds discussions and requests clarifications, County will issue a written request for best and final
proposals. The request will set forth the date, time, and place for the submission of best and final proposals. If offerors fail
to respond to the request for best and final proposal or fail to submit a notice of withdrawal, County will consider their
immediate previous proposal as their best and final proposal.
8. COMPLIANCE WITH AGREEMENT:
County will execute an agreement with the successful Offeror by issuance of a Master Agreement.
The offeror agrees to establish, monitor, and manage an effective administration process that assures compliance with all
requirements of the agreement. In particular, the offeror agrees that they will not provide goods or services in excess of
the executed agreement items, item quantity, item amount, or agreement amount without prior written authorization by
revision or change order properly executed by the County. Any items provided in excess of the quantity stated in the
agreement will be at the Offeror’s own risk. Offerors will decline verbal requests to deliver items in excess of the
agreement and must report all such requests in writing to the Pima County Procurement Department within one (1)
workday of the request. The report will include the name of the requesting individual and the nature of the request.
9. INQUIRIES & NOTICE OF RECOMMENDATION FOR AWARD (NORFA):
County will not provide results of this procurement in response to telephone inquiries. Interested parties may attend the
public opening at the time and date stated in this solicitation. A tabulation of submittals will be on file at the Procurement
Department. No oral interpretations or clarifications made to any respondent as to the meaning of any of the solicitation
documents will be binding on Pima County. If a prospective respondent believes a requirement of the solicitation
documents to be needlessly restrictive, unfair, or unclear, the respondent will notify the Pima County Procurement
department in writing identifying the solicitation number, page and paragraph number and clearly stating the issue and
suggested solution prior to the date set for receipt of the bid or proposal. County will respond by written addendum sent to
all known potential respondents. County may not answer issues that are not submitted within 8 days prior to the closing
date and time of the solicitation.
Instructions to Offerors PRCUID 318001
Revised 10/11/18
Page 4 of 5

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