Community Services Division
REQUEST FOR PROPOSALS (RFP)
Services for Cahill Place
Permanent Supportive Housing for Families
RFP Release Date:
February 8, 2019
For Questions & Information: Tim Trumpy
Proposal Due Date:
March 8, 2019
Submit Proposals To:
Community Services Administration
1 Mendota Rd W, Suite 500
West St. Paul, MN 55118-4773
To access this document online, visit our website at:
RFP Template (CSRev. 03-17)
A. Purpose and Scope
To secure a vendor(s) to provide services for Cahill Place, a housing development supporting families located
in Inver Grove Heights, MN. Cahill Place is a 40-unit apartment building which will be located at 6070 Cahill
Ave (approximately) in Inver Grove Heights scheduled to open in fall of 2020. Center City Housing Corp will
develop and own the building and will contract out the property management services to CommonBond
The following scope of services for the identified target population is needed:
1. Target Population (Client Profile):
A. Families with minor children
B. Families who have experienced homelessness, housing instability or who need housing to reunify
C. Families meeting the definition of High Priority Homeless and/or disabled
D. Families needing on-site support services to maintain housing stability
2. Service, Site, and Program Expectations:
Front desk staff 365 days per year, 24-hours per day.
On-site case management services and whole-family programming provided
Request and process referrals through the Coordinated Entry System for High Priority
Homeless (HPH) units; pre-screening eligibility determination.
Maintain waitlist for non-HPH units.
Jointly shared responsibilities to communicate resident issues in a timely and effective
manner to appropriate parties.
Services and programming that includes, but is not limited to: Independent Living Skills
groups and materials, social and recreational activities, database administration, housing
stability supports, and client assistance.
Access to mainstream funding sources to pay for ongoing services.
Outreach to community agencies to develop strong working relationships, specifically schools
and other local community agencies.
Services that meet the needs of disenfranchised communities.
3. Budget, Payment and Contract Term
A. Dakota County may contract with the selected vendor(s) for services to the residents of Cahill Place
from mid-year 2020 – December 31, 2022, pending authorization of the Dakota County Board of
Commissions, with the possibility of an additional two-year contract extension, if mutually agreed upon
by both parties. The following funds may be available toward total service and operating costs,
contingent on approval of funds in the 2020 county budget process (if services cost more than the
amount indicated below, additional fundraising by selected vendor will be necessary):
a. Services contract rate from Dakota County is approximately $650,000 annually.
B. Instructions for Submitting Proposals
Proposals, one (1) original, and 5 paper copies, along with (1) electronic copy via disk or
email, OR (1) electronic copy via email, must be received by 4:00 pm (CDT), March 8, 2019.
Late or incomplete proposals may not be accepted. Proposals should be sent to:
Dakota County Community Services
1 Mendota Road West, Suite 500
West Saint Paul, MN 55118-4773
RFP Template (CSRev. 03-17)
The proposal must be no more than 20 pages in length, including a cover letter and the
Contractor Fact Sheet, Exhibit 1, Trade Secret Information Form, Exhibit 2, and Non-Collusion
and Conflict of Interest Statement, Exhibit 3. The document must be double-spaced and have a
font size of no less than 10 point. Pages must be numbered.
There will be a RFP informational meeting with a question and answer period, on
2/19/2019, from 8:30 to 10:00 AM, at Dakota County Northern Service Center, 1 Mendota Rd
W, West St Paul, MN 55118 in room 501.
Attendance at the meeting is not mandatory but is highly recommended. Tim Trumpy, Contract
Specialist, will accept written questions prior to the informational meeting via e-mail at
email@example.com. Verbal answers provided in response to questions at the
informational meeting will be non-binding; however, written binding responses will be available to
all prospective applicants via the County’s Internet website
aspx within one week after the informational meeting.
No further questions about the RFP will be accepted after the completion of the
informational meeting. In the interest of fairness, any responses to questions received after the
informational meeting would need to be shared with all potential applicants. Due to the fact that
proposals are due on March 8, 2019, there would not be time to send out binding responses to all
C. Terms and Conditions
Rejection of Proposals
Dakota County reserves the right to reject any or all proposals, which do not, in its opinion, serve
the best interest of Dakota County or the intent of this project.
Dakota County will not be liable for any expenses incurred by the Responder in connection with
the preparation or submittal of a response to this RFP.
Economy of Preparation/Proposal Presentation
Proposals should be prepared simply and economically, providing a straight forward and concise,
but complete and detailed, description of the Responders’ ability to meet the requirements of the
RFP. Emphasis should be on completeness and clarity of content.
This RFP was released on February 8, 2019. Dakota County reserves the right to amend this
RFP at any time. In the event it becomes necessary to amend, alter or delete any part of the
RFP, changes to the RFP will be posted on the web site at the address:
Responders are encouraged to check the web site regularly for changes to the RFP or schedule
of important dates.
This RFP is intended to provide potential contractors with information necessary to prepare a
complete and comprehensive proposal and to present guidelines for proposal submission and
review. While it is the County’s intent to enter into contracts with qualified responders for the
provision of professional and technical services set forth herein, this RFP does not obligate the
County to complete the RFP process or to enter into a contract if it is considered to be in its best
interest. The County reserves the right to cancel this RFP at any time for any reason. The
County also reserves the right to reject any and all applications received as a result of this RFP.
Ownership of Proposals
All proposals submitted on time become the property of Dakota County upon submission, and the
proposals will not be returned to the Responders. By submitting a proposal, the Responder
agrees that Dakota County may copy the proposal for purposes of facilitating the evaluation or to
respond to requests for public records. The Responder consents to such copying by submitting a
RFP Template (CSRev. 03-17)
proposal and warrants that such copying will not violate the rights of any third party, including
Public Records and Requests for Confidentiality
Pursuant to the Minnesota Government Data Practices Act, Minnesota Statutes Section 13.591,
the names of all entities that submitted a timely proposal to Dakota County will be public once the
proposals are opened. All other information contained in the proposals remains private until
Dakota County has completed negotiating a contract with the selected Responder. After a
contract has been negotiated, all information in all proposals received is public information except
“trade secret” information as defined in Minnesota Statutes Section 13.37. All information
submitted by a Responder therefore shall be treated as public information by Dakota County
unless the Responder properly requests that information be treated as a confidential trade secret
at the time of submitting the proposal.
Any request for confidential treatment of trade secret information in a Responder’s proposal must
sufficiently describe the facts that support the classification of information as confidential trade
secret. The request must include the name, address, and telephone number of the person
authorized by the Responder to answer any inquiries by Dakota County concerning the request
for confidentiality. This information shall be provided on the Trade Secret Information Form, see
Exhibit 2. Dakota County reserves the right to make the final determination of whether data
identified as confidential trade secret by a Responder falls within the trade secret exemption in the
Minnesota Government Data Practices Act.
The envelope or mailing container of any documents submitted with the proposal that the
Responder believes contain confidential trade secret information must be clearly marked as
containing confidential trade secret information. Each page upon which trade secret information
appears must be marked as containing confidential trade secret information.
In addition to marking the documents as confidential, the Responder must submit one paper and
one digital copy of the proposal from which the confidential trade secret information has been
excised. The confidential trade secret information must be excised in such a way as to allow the
public to determine the general nature of the information removed while retaining as much of the
document as possible.
The Responder’s failure to request confidential treatment of confidential trade secret information
pursuant to this subsection will be deemed by Dakota County as a waiver by the Responder of
any confidential treatment of the trade secret information in the proposal.
Requests by the public for the release of information held by Dakota County are subject to the
provisions of the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13.
Responders are encouraged to familiarize themselves with these provisions prior to submitting a
By submitting this bid/proposal, Responder agrees to indemnify and hold the County, its agents
and employees, harmless from any claims or causes of action relating to the County’s withholding
of data based upon reliance on the below representations, including the payment of all costs and
attorney fees incurred by the County in defending such an action.
Prime Responder Responsibilities
The selected Responder will be required to assume responsibility for all services offered in its
proposal whether or not Responder provides them. Furthermore, the selected Responder will be
the sole point of contact with Dakota County Community Services Administration with regard to
the contractual matters, including payment of any and all charges resulting from the contract.
Dakota County will give permission for successful Responders to enter into subcontract(s) under
terms of the contract.
RFP Template (CSRev. 03-17)
The County will negotiate contract terms with the Responder(s) whose proposal, references, and
oral interview, as determined by Dakota County, shows them to be among the best qualified,
responsible, and capable of performing the work in a cost effective manner. Negotiations will be
conducted between the qualified Responder(s) and designated staff from Dakota County.
The County will contract with the selected vendor(s) for services from mid-2020 to December 31,
2022, pending authorization by the Dakota County Board of Commissioners, with the possibility of
an additional two-year contract extension if mutually agreed upon by both parties.
Responder should be aware that any contract established may include the following conditions
regarding contract termination:
Notwithstanding any provision of this Contract to the contrary, the County may immediately
terminate this Contract if it does not obtain funding from the Minnesota Legislature, Minnesota
Agencies or other funding source, or if its funding cannot be continued at a level sufficient to allow
payment of the amounts due under this Contract. Written Notice of Termination sent by the
County to Contractor by facsimile is sufficient notice under the terms of this Contract. The County
is not obligated to pay for any services that are provided after written Notice of Termination for
lack of funding. The County will not be assessed any penalty or damages if the Contract is
terminated due to lack of funding.
Termination may be affected by the failure of the Contractor to fulfill any provision of the contract.
Contractor shall immediately notify the County in writing whenever it is unable to, or reasonably
believes it is going to be unable to, provide the agreed upon quality and quantity of services.
Upon such notification, the County and Contractor shall determine whether such inability requires
a modification or cancellation of the contract.
All claims that arise or may arise against Contractor, its officers, employees and/or agents as a
consequence of any act or omission on the part of Contractor, its officers, employees and/or
agents while engaged in the performance of this Contract shall in no way be the obligation or
responsibility of the County. Contractor shall indemnify, hold harmless and defend the County, its
officers, employees and agents against any and all liability, loss, costs, damages, expenses,
claims or actions, including attorney's fees that the County, its officers, employees and/or agents
may sustain, incur or be required to pay, arising out of or by reason of any act or omission of
Contractor, its officers, employees and/or agents, in the execution, performance, or failure to
adequately perform Contractor's obligations pursuant to this Contract.
Selected vendor(s) will be required to meet Dakota County insurance requirements, which are
attached as Exhibit 4. A certificate of insurance to evidence such coverage must be submitted to
Dakota County prior to execution of a contract.
If there are components of the proposal that authorize employees to receive or distribute monies
on the part of clients, a fidelity bond will be required. Evidence of such coverage must be
submitted to Dakota County prior to execution of the contract.
If licensure or certification is required related to the service(s), the selected vendor(s) shall
provide proof of applicable licensure or certification prior to the execution of a contract.
Selected vendor(s) will be required to abide by all Federal, State or local laws, statutes,
ordinances, rules and regulations now in effect or hereinafter adopted pertaining to the facilities,
programs and staff for which the selected vendor(s) are responsible, which includes, but is not
limited to, all Standard Assurances, attached as Exhibit 5.
RFP Template (CSRev. 03-17)