Transitional Housing Needs Assessment

REQUEST FOR PROPOSALS

for

Transitional Housing Needs Assessment

October 3, 2023

Proposals Due:

Wednesday, November 1, 2023 by 11:59 p.m. MST/MDT

Overview

Summit County Government (“County”) is soliciting bids from qualified contractors to provide services for the following Transitional Housing Needs Assessment. Summit County, a rural resort community, is experiencing an unprecedented housing crisis. High housing costs and limited supply of affordable housing place a strain on individuals and families looking for stable housing. The limited availability of affordable housing in Summit County is putting undue strain on the most vulnerable members of Summit County. There are few resources for individuals and families in transition, resulting in a great need for Summit County to support members of the community that are in transition for some of the following reasons: 1) Exiting the criminal justice system, 2) Facing loss of housing, 3) Sober living, 4) Lack of economic security, 5) Job instability, 6) Transition from transitional housing to permanent housing.

The purpose of this Request for Proposal (RFP) is to select a vendor to conduct a thorough needs assessment of the transitional housing landscape in the county that includes actionable solution-oriented steps. The vendor will not only collect new information, but will also build on existing studies and information, relying on the expertise of local subject matter experts. The assessment will involve evaluating the current landscape of transitional housing programs, identifying gaps and limitations of existing options for transitional housing for individuals and families in transition, assessing specific needs and preferences of individuals and families, and developing actionable recommendations to improve access and availability of transitional housing services.

This assessment is intended to provide a baseline of the current state of transitional housing needs, access and availability within Summit County. The study will answer a series of critical questions to create an understanding of what programs are currently available and where the gaps lie. This assessment will set the stage to fill the gaps by providing actionable steps for community leaders and stakeholders to implement.

Copies of the request are available at www.SummitCountyCO.gov under ‘Bids & Proposals’ or by request at the County Manager’s Office. Contact Jenny Wood, Assistant County Manager for additional project information at Jenny.Wood@summitcountyco.gov

Scope of Services

Contractor shall furnish all labor, transportation, and incidentals necessary to perform the Transitional Housing Needs Assessment service.

Work shall be completed as set forth in a contract for this project to be negotiated with the County \ based upon the contractor’s written proposal.

Objectives

The primary objectives of this assessment include the following; 1) Provide an in-depth analysis of access, availability, and current needs for transitional housing in Summit County, 2) Conduct a literature review of all existing relevant studies and reports, 3) Build on existing relevant work, 4) Engage key stakeholders, subject matter experts, and individuals either in transition, or recently experiencing transition to help identify gaps and needs, 5) Create a comprehensive, solution focused, action oriented recommendations.

The Request for Proposal contract duration will be six months, with the goal of completing the needs assessment in four months, with the remaining two months to allow for revisions and community and stakeholder presentations on the findings and recommendations,

Approach

To address the above stated objectives, the vendor will utilize the following core components:

• Multi-faceted survey effort, list of stakeholders for survey to be determined collaboratively by the selected vendor and Summit County Government staff.
• Best-available data assembly for visualization of current landscape of transitional housing and needs for transitional housing.
• Utilizing existing data, surveys, and reports in conjunction with newly obtained information to build upon in developing assessment and recommendations.
• Geocoded data to visually communicate housing issues and demand drivers.

1. Services and deliverables
   1. Provide an executive summary that outlines an understanding of the project objectives, key deliverables, and proposed solution.
   2. Provide a comprehensive assessment and plan.
   3. Research transitional housing initiatives
      1. The vendor will review relevant existing documentation and plans, studies, efforts, organizations, and programs relevant to the availability and need of transitional housing in Summit County.
      2. The vendor will identify sources of funding for technical assistance for transitional housing and other relevant programming.
      3. The vendor will conduct a strengths, weaknesses, opportunities, and threat analysis of the current state of transitional housing landscape.
      4. The vendor will review existing transitional housing programs to identify redundancy, opportunities for coordination and collaboration.
      5. The vendor will meet, and interview key stakeholders identified by Summit County Government (SCG), with the goal to discuss transitional housing needs and existing efforts.
      6. The vendor will synthesize baseline inventory of current services, programs, private, nonprofit, and public transitional housing services within Summit County.
      7. The vendor will provide SCG with a baseline transitional housing initiatives report containing information gathered during research and survey phase of this assessment.
   4. Transitional housing demographic, criminal justice system involvement, human services involvement, behavioral health needs, geographic, and economic data
      1. Vendor will gather specific data relevant to population in need of transitional housing including but not limited to;1) household data, 2) demographic data, 3) employment statistics, 4) current living situation (do they have a bed, nature of situation), 5) unhoused individuals, 6) define circumstances that lead individuals/families to be in transition, 7) Gather data on above mentioned various system involvement.
      2. Vendor will examine trends with unhoused individuals and families, as well as those in need of transitional housing.
      3. The vendor will provide a technical memorandum including maps, graphics, charts, and other relevant depictions of the information gathered.

1. Transitional housing availability, trends, and projections
2. The vendor will review the current transitional housing inventory and provide specific metrics for SCG regarding type of units, requirement for entry, length of stay, path to permanent housing, access to services, etc.
3. The vendor will provide an inventory of existing subsidized housing, including availability, new or future subsidized housing and other dwellings which serve as transitional and emergency housing.
4. The vendor will analyze and identify transitional housing needs.
5. The vendor will provide a summary document of existing transitional housing inventory and project transitional housing trends.
   1. Analysis of transitional housing need
6. The vendor will study trends of all individuals and families who are unhoused or in need of transitional housing.
7. The vendor shall include information on individual and family’s current situation and details on what the need for transitional housing is.
8. The analysis shall include the main themes present for individuals and families in need of transitional housing, such as economic instability, exiting criminal justice system, in need of sober living, job instability, etc.
9. Included in this report should be a summary of trends, historical data, and future projections of the need for transitional housing.
10. The vendor shall provide a summary document containing information related to the need for transitional housing in Summit County.
    1. Develop implementation strategies and recommendations.
11. The vendor will develop recommendations for specific types, rates, and other transitional housing needs based on the information gathered.
12. The assessment will provide recommendations to meet the immediate needs of individuals and families in need of transitional housing.
13. The assessment will include recommendations to increase transitional housing options and housing choices by considering job opportunities, education, strategies for employers, economic growth, and access to services.
14. The vendor will identify sources of funding (federal, state, local and private resources) for technical assistance for transitional housing and other related programs included in the current transitional housing initiatives.
15. The vendor will prepare a summary with the recommended initiatives and impacts.
16. The final assessment should include action steps specific to which entity(ies) would implement and strategies for decision makers to use.
17. The assessment must consider existing programs and need and include these in the recommendations.
18. The vendor will provide a matrix with strategies for implementation, identifying specific stakeholders with the capacity to implement action steps.
19. Final document and presentation to stakeholders
    1. The vendor shall complete a final report , formatted on Summit County Government branded letterhead.
    2. The vendor shall provide paper copies and 1 electronic copy of: the Transitional Housing Needs Assessment Report, the Executive Summary and 1 paper copy and 1 electronic copy of the Power Point presentation(s), 1 electronic copy of all GGIS shape files and maps, and other presentation materials.
    3. The vendor shall provide a presentation to the Board of County Commissioners and other identified groups to include findings and recommendations, not to exceed 3 presentations.
20. Project timeline
    1. Proposal Submission Deadline will be 30 days from posting.
    2. Evaluation Period: Proposals will be evaluated within 30 days of the closing date for submissions.
    3. Final Selection and Notification: Final selections will be made within two weeks from the close of evaluation period and bidders will be notified.
21. Proposal submission – interested bidders are requested to submit the following with their proposal:
    1. Cover letter that provides a brief overview of your organization, outlines your experience with meeting facilitation, and explains your understanding of the project objectives.
    2. Proposed method that explains your experience with an analysis and assessment of similar size and nature. Include your approach and methodology for conducting a needs assessment, including data collection methods, stakeholder engagement, and analysis techniques.
    3. Timeline with key milestones and deliverables.
    4. Relevant experience that details previous projects of a similar nature and references.
    5. Curricula Vitae or Resume detailing relevant experience and qualifications of key staff.
    6. Cost proposal that includes a detailed budget and narrative of the cost structure for proposal, including any additional expenses.

Indemnification and Insurance

Contractor shall indemnify and hold harmless the County from and against all claims, damages, losses, and expenses arising out of or resulting from acts or omissions of the Contractor, Contractor’s sub-contractors or otherwise arising out of the performance of services by Contractor. No later than seven (7) days following the execution of an Independent Contractor Agreement between the County and Contractor, the Contractor shall provide the County with certificates of insurance evidencing the types and amounts of insurance specified below:

1. Worker’s Compensation and Employer’s Liability:
   1. Worker’s Compensation must be maintained with the statutory limits.
   2. Employer’s liability is required for minimum limits of:

• $1,000,000 Each Accident
• $500,000 Disease Policy
• $1,000,000 Disease Each Employee
  1. Commercial General Liability:
     1. $1,000,000 Each Occurrence
     2. $2,000,000 General Aggregate
     3. $2,000,000 Products Completed Operations Aggregate
  2. Automobile Liability: Contractor will maintain business auto liability coverage covering liability arising out of any auto (including owned, hired and non-owned autos) used in the performance of services under this Agreement.
     1. $1,000,000 Combined Single Limit Each Accident

Insurance coverage shall not be reduced below the limits described above or cancelled without the County’s written approval of such reduction or cancellation. Certificates of such insurance, of agents and subcontractors, shall be provided to the County upon request. With regard to all insurance, such insurance shall:

• Be primary insurance to the full limits of liability herein before stated and, should County have other valid insurance, County insurance shall be excess insurance only; and
• Not cancelled without thirty (30) days prior written notice to the County.

Proposal Format

Costs for performing services outlined in this request for proposals shall be clearly stated to allow the County to effectively evaluate each proposal. Potential daily schedule of services should also be included.

Refinements and Improvements

Applicants should feel free during the proposal submission process to provide any suggestions or comments that might be advantageous for the County to consider in terms of any efficiencies, issues or processes. The County is not committed to any single scenario, but efficiency of resources and minimizing impacts are critical in completing this work.

The following pages contain the RFP instructions and owners requirements.

Part I - ADMINISTRATIVE INFORMATION

A. Issuing Officer

This Request for Proposals (“RFP”) is issued by Summit County Government Manager’s Office for questions, please contact Jenny Wood, Assistant County Manager at Jenny.Wood@summitcountyco.gov

B. Purpose

This RFP provides prospective contractors with sufficient information to prepare and submit proposals for consideration by the County. To be considered responsive, each proposal must provide for completion of the tasks outlined in the RFP.

C. Scope

This RFP contains the instructions governing the proposals to be submitted and the materials to be included therein. These are mandatory requirements that must be met to be eligible for consideration.

D. Scheduling

Proposals must be submitted via email to Jenny Wood, Jenny.Wood@summitcountyco.gov

E. Inquiries and Questions

Prospective applicants are welcome to make inquiries and ask questions concerning the RFP to obtain clarification of the any requirements or schedule a site visit to the properties. Direct all inquiries to:

Jenny Wood, Assistant County Manager

County Manager’s Office

(303)517-4332

Jenny.Wood@summitcountyco.gov

Time Schedule:

Friday, October 6, 2023 Request for Proposals publicly advertised and posted on County website

Friday, October 13,2023, Deadline for all Questions

Wednesday, October 18,2023 All Questions, Comments and Responses to Questions posted by the County at Bids and Proposals on www.SummitCountyCO.gov

Wednesday, November 1, 2023 Proposals must be submitted via email to Jenny.Wood@summitcountyco.gov For security reasons, you must enable JavaScript to view this E-mail address. no later than 11:59 p.m. MST/MDT

Thursday, November 2, 2023 Official Bid Opening at 9:00 a.m.

Wednesday, November 8,2023 Interview with short-listed Proposers if necessary

Monday, November 13, 2023 Contract negotiations (week of)

Wednesday, November 15, 2023 Notice of Award and send Unsuccessful Bidder letter (email) to all proposers

F. Instructions for Submission of Proposals

It is imperative, when submitting a proposal, that the outside of the submission email be addressed as follows and with appropriate text in the email subject line and text in the top few lines of the body of the email:

Email Address:

Jenny.Wood@Summitcountyco.gov

Subject Line Text:

Vendor’s Name - Proposal for: Transitional Housing Needs Assessment

Body Text:

ATTN: Jenny Wood, Assistant County Manager

County Manager’s Office

Proposal for: Transitional Housing Needs Assessment

1. Contractor's company name

2. Contact name and phone number

G. Late Proposals

It is the responsibility of each vendor submitting a proposal to ensure that emailed proposals arrive to the County Manager’s Office by 11:59 pm /MDT on November 1 ,2023

H. Proprietary Information

Any restrictions on the use of data contained within a proposal must be clearly stated in the proposal itself.

I. Response Material Ownership

All materials submitted regarding this RFP become the property of the County and will only be returned at the County's option.

J. Incurring Costs

The County is not liable for any costs incurred by those who have submitted proposals prior to issuance of a signed contract.

K. Acceptance of Proposal Content

The contents from the selected contractor’s proposal will become contractual obligations if a subsequent agreement is reached. Failure of the successful contractor to accept these obligations may result in cancellation of the award and such contractor may be removed from future solicitations.

L. Acceptance Time

The County intends to make a proposal selection within 20 business days after the closing date for receipt of proposals.

M. Budget

Costs for performing services must be included in the proposals and should be clearly stated to allow the County to effectively evaluate each proposal.

PART II – PROPOSAL CONTENT

The proposal submitted must clearly address the requirements outlined in the RFP. Any concerns that the contactor may have about meeting these requirements shall be specifically identified in the proposal.

Scope of Work

Provide an outline of the contractor’s understanding of the project. Summarize the basic approach to providing the services, and any recommendations on improving efficiencies in the process.

Qualifications

Contractor shall furnish a summary of experience on similar projects and be prepared to provide examples. Include a brief description of past and current projects. Each summary shall include a brief project description and name, address and phone number of a local contact person involved in the project. The statement of qualifications should also provide a summary of contractor's ability to successfully complete the requirements of this RFP. The statement of qualification shall be brief but shall include at a minimum the following:

1. Description of similar projects
2. Capabilities (including equipment) and staff

The County intends to engage the most qualified contractor available for this assignment while minimizing the costs to the County. Responsiveness to the RFP will be a principle basis for evaluation. Proposals shall provide a straightforward and concise presentation adequate to satisfy the requirements of the RFP. The proposal should clearly express the contractor's understanding of the County's specific requirements, indicating the contractor's qualifications to conduct this service in a thorough and efficient manner.

Failure to disclose a conflict of interest is a misdemeanor criminal offense under Colorado Law. Such conflict may arise if any public official exercises any substantial discretionary function in connection with a government contract, purchase, payment or other pecuniary transaction without necessary disclosures as defined by Colorado Revised Statutes (C.R.S.) Section 18-8-308 as amended.

Selection Process.

1. The County reserves the right to reject any and all proposals, to consider alternatives, to waive irregularities and to re-solicit proposals.
2. The County reserves the right to conduct such investigations of, and discussions with, those who have submitted proposals (“Proponents”) or other entities as it deems necessary to assist in the evaluation of any proposal or to secure maximum clarification and completeness of any proposal.
3. All proposals submitted must be valid for a minimum period of ninety (90) days after the date of the proposal opening. Each Proponent must submit with the proposal a list of all subcontractors, independent contractors or sub-consultants employed or proposed to be employed by the Proponent in the performance of the contract.
4. Selection of a contractor will be made at the sole discretion of the County. The County may consider the following criteria when evaluating proposals that includes but is not limited to:

1. Cost;
2. The reputation, experience and efficiency of the Proponent;
3. The ability of the Proponent to perform the contract or provide the goods and services within the time specified;
4. The comparative quality of the goods and services bid;
5. The Proponent’s performance under previous contracts with Summit County;
6. The number and scope of conditions attached to the proposal;
7. The Proponent’s interest in the project, as well as their understanding of the project scope and the specific requirements of Summit County; and
8. The application of all of the above criteria to any sub-consultants, subcontractors or products to be utilized by the Proponent.

1. Contract negotiations will take place with the most qualified contractor. The County reserves the right to incorporate specific contract provisions into the Proponent’s standard contract if the County’s standard contract cannot be used. Such provisions include but are not limited to insurance and indemnification provisions and governmental immunity provisions. If a contract cannot be negotiated, the negotiations will be terminated in writing and negotiations will begin with the next most qualified contractor.