ADDENDUM I - RFP #27-21-ADM Temporary Emergency Shelter Service Provider and Facility.pdf

RFP #27-21-ADM Temporary Emergency Shelter Service Provider and Facility Page 1 Addendum I

RFP #27-21-ADM Temporary Emergency Shelter Service Provider and Facility

Questions/Answers

(County responses and changes are in red)

Questions/Answers:

1) Would the County consider this 14-bed, two-site model as a clearly identified alternative, or as part of a partnership with a lead shelter contractor? The County will consider an alternative model if the requirements for at least 30 approved beds shall be operational within 30 calendar days after full execution of the contract and all seventy beds shall be operational within ninety calendar days after full execution.

2) Which minimum staffing, meal, intake, reporting and facility requirements would remain mandatory for such an alternative? Yes, these requirements cannot be waived.

3) How would the low-barrier standards apply to sobriety, criminal-history screening and resident/application fees? As part of the contract, the County would be paying the costs to operate a shelter, therefore no application fees should be collected. Since this RFP is for emergency, temporary shelter, a low barrier standard is a requirement.

4) What site, zoning, occupancy, fire-safety and insurance evidence must accompany an alternative proposal? The site must be in accordance with applicable zoning requirements based on the location of the site. A Fire Marshall inspection must be conducted prior to contracting to inform occupancy. Insurance documents will need to be provided, and the provider should communicate with the Insurance Company the intended purpose.

5) Has the land already been secured? No, this RFP requires the vendor to have a building that would be operational for thirty (30) people within thirty (30) days of the execution of the contract.

6) Nature of the Requirement: Could you please confirm whether this solicitation represents a new requirement or a re-bid, renewal, or replacement of an existing contract? This RFP is a new solicitation.

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7) Incumbent Vendor(s): If these services were previously contracted, could you please identify the current or previous incumbent vendor(s)? This RFP is a new solicitation. There is no previous vendor.

8) Existing Contract Details: If applicable, could you please provide the effective date, expiration date, and current status of the existing contract?

This RFP is a new solicitation. There is no previous vendor.

9) Historical Contract Expenditure: If this is a re-bid or replacement, could you please provide the total amount spent under the current or previous contract to date? This RFP is a new solicitation.

10) Estimated Budget: If this is a new requirement, could you please share the estimated budget or anticipated expenditure for the temporary emergency shelter services being solicited? There has not been an established budget.

The vendor will need to provide an operating budget as part of the proposal response.

11) Historical or Projected Utilization: If available, could you please provide historical or projected utilization data, including the number of individuals served, shelter occupancy rates, bed capacity, number of shelter activations, duration of shelter operations, purchase orders, or other applicable service volume metrics? This is a new solicitation and therefore there is no historical data. For reference, there were 50 White Flag activation days in the fiscal year 2026, data from 2021 shows a gap in shelter beds with a need of at least 120 beds. Salvation Army currently has 60 programing beds.

12) Previous Awardee's Proposal: If permitted under applicable public-records and procurement requirements, could you please provide a copy of the incumbent's or previous awardee's proposal or response? This RFP is a new solicitation. There is no previous vendor.

13) Previous Awardee's Pricing: Could you please provide the incumbent's or previous awardee's pricing proposal, rate sheet, cost proposal, or other available pricing information? This RFP is a new solicitation. There is no previous vendor.

14) Performance and Service Challenges: If this is a re-bid or replacement, has Cumberland County identified any service deficiencies, performance challenges, operational gaps, or areas for improvement with the current or previous arrangement? This RFP is a new solicitation. There is no previous vendor.

15) Licensing and Authorization Requirements: Could you please identify any licenses, permits, registrations, certifications, accreditations, or other authorizations that a successful proposer must possess to provide the

RFP #27-21-ADM Temporary Emergency Shelter Service Provider and Facility Page 3 temporary emergency shelter services and operate the proposed facility under this solicitation? The successful vendor will need to complete a Fire Inspection and complete any requirements noted. The successful vendor will also need to have an Environmental Health Inspection and complete any requirements noted.

16) Local or Geographic Preferences: Could you please confirm whether any local business preference, geographic preference, or other preference applies to proposers maintaining a local office, principal place of business, shelter facility, or other qualifying presence within Cumberland County or the surrounding area? The Temporary Emergency Shelter must be in Cumberland County with a preference within the Fayetteville City limits, however not required.

17) Would the County consider a proposal incorporating modular, single-occupancy sleeping units as part of a temporary emergency shelter facility, subject to applicable safety, accessibility, and site requirements? The County is willing to consider all options; however, the vendor must meet the requirements in the RFP which include operational within 30 days of a fully executed contract. The County does not have land to place the sleeping units on; this would be the responsibility of the vendor.

18) May a shelter-unit manufacturer participate as a subcontractor or equipment supplier to a qualified shelter operator or facility provider? Yes, there are no restrictions related to this in the RFP.

19) Property ownership: Would the vendor be required to own the property, or would a partnership with an existing property owner, through a lease or other authorized land-use agreement, be acceptable? The RFP does not require a vendor to own the property.

20) Geographic requirements: Does the county have specific cities, communities, or preferred areas in mind for the shelter, or would any appropriately zoned and approved location within Cumberland County be considered? The preferred location would be within the City of Fayetteville, cities limits, however, must be within the Cumberland County limits.

21) Partnership structure: If Royality partnered with an established shelter operator and a separate property owner, would the county accept a proposal combining those resources to satisfy the facility and operational requirements? Yes.

22) We’re interested in the next steps. Can you please walk me through what I would need to do in order to get our company considered? You will need to submit a proposal in accordance with the RFP and by the due date.

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23) Would the County consider mobile sleeper trailers as a housing solution, either through a separate proposal or in partnership with an established shelter operator (Sections 2.4, 3.5, and 4.2)? The County is open to reviewing all responsive-responsible proposals as part of the evaluation process. Proposals need to be submitted by the due date to be considered.

24) Facility and award structure

25) Question 2. (Section 3.5) Section 3.5 permits separate or partial awards that allocate facility and operating responsibilities. Will the County accept a proposal for shelter operations only, where the facility is held by the County or by a separate facility respondent? If so, should that be submitted as the base proposal or as an alternative under Section 2.4? The county will accept and review all proposals submitted, however the county does not currently have a facility or land. This RFP requires an operator and a facility to be operational within 30 days of the fully executed contract. A separate or partial award that allocated facility and operating responsibilities would be an alternative response.

26) Question 3. (Section 4.2 A.5) Section 4.2 A.5 requires the proposal to identify a street address and the entity holding ownership or lease control.

Will the County accept a signed letter of intent, option, or conditional lease commitment from a property owner at proposal submission, with an executed lease required before contract execution? Yes, however, the facility must be operational within 30 days of the fully executed contract with the County.

27) Schedule and approvals Question 4. (Section 1.0, Section 4.2 A.5, Section 5.5)Section 1.0 requires thirty approved beds to be operational within thirty calendar days of full execution, while Section 4.2 A.5 requires all zoning, building, occupancy, fire, food-service and environmental-health approvals before residents occupy the facility. Will the County toll or extend the thirty-day and ninety-day milestones where an authority having jurisdiction has not completed its review within those periods, provided the contractor applied promptly and pursued approvals diligently? The County will consider a request for an extension based on good cause.

28) Question 5. (Section 4.2 A.5) Has the County identified any site in Cumberland County that already holds a certificate of occupancy for residential or institutional group occupancy suitable for this use, or does it anticipate that respondents will require a change of use? It is the responsibility of the respondents to provide what is necessary to open a facility based on the RFP requirements.

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29) Insurance Question 6. (Section 5.11)Section 5.11 states that required policy limits, endorsements, additional-insured provisions, and proof of coverage will be specified by the County before the proposal deadline. Will the County publish those requirements by addendum, and by what date?

Respondents cannot price insurance — particularly abuse or molestation coverage — without stated limits. The stated insurance requirements will be addressed based on the selected provider and the facility. Amply time will be provided to secure required insurance pricing.

30) Question 7. (Section 5.11) For abuse or molestation coverage, will the County specify the required per-occurrence and aggregate limits, whether claims-made or occurrence form is required, and whether the coverage must extend to volunteers and to subcontracted partner staff? Upon selection of the provider, a discussion with the county’s Risk Management Office to address this will be set up.

31) Cost and payment Question 8. (Section 3.4)Section 3.4 states that cost evaluation will use common assumptions identified in this RFP or in a written addendum issued before the proposal deadline. The base RFP does not state those assumptions. Will the County publish them — in particular any assumed average occupancy, utility baseline, operating period, and the treatment of startup costs in the cost score? The assumptions are in the RFP and include minimum of 70 beds per night, 24/7 operations to begin at the execution of the contract. Startup costs should be included in the proposal. The County cannot provide a utility baseline as this is completely dependent on the facility size. All these items will be considered in conjunction with the overall operating cost (yearly) submitted for consideration.

32) Question 9. (Section 5.6 and Attachment D, item 6) Does the County have a preferred payment basis among fixed operating payments, available-bed payments, occupied bed-night payments, documented actual expenses, or a defined combination? If no preference is stated, will proposals offering different payment bases be normalized for cost scoring, and if so, how? For this RFP, the County does not have a preferred payment basis. The county will compare the cost to other known shelter operating budgets in NC and within the County.

33) Services, partners and reporting Question 10. (Section 4.1 and Section 4.2 A.3) Section 4.1 allows HMIS participation or a County-approved alternative. Will participation through a Continuum of Care partner's HMIS license and user accounts satisfy this requirement, and does the County have a preferred alternative where a provider is not itself an HMIS

RFP #27-21-ADM Temporary Emergency Shelter Service Provider and Facility Page 6 participating agency? The selected provider will be provided with a HMIS license and will be required to attend training and enter data into the HMIS system in coordination with the CoC.

34) Question 11. (Section 4.2 B, Section 4.2 C, Section 4.2 A.3) Where services such as case management, housing navigation, low-barrier intake, or harm reduction are delivered by an identified partner under written commitment, will that partner's experience and staff qualifications be credited under Qualifications and Relative Experience of Firm (30 points) and Qualifications and Experience of Staff (20 points), or will those factors be scored on the lead contractor alone? Yes, the identified partner’s experience and qualifications will be considered.

35) Question 12. (Section 4.2 J) Will the County accept references for the lead contractor and for identified partners, and should the three required references cover the proposed team collectively or the lead contractor only? The county will accept the references as presented and will be reviewed collectively.

36) We are actively exploring a local facility partner, since we do not currently represent that we control a compliant Cumberland County shelter facility.

Please clarify whether a joint offer with a qualified facility provider is permitted and how the County wishes such partners identified. Please also confirm requirements for staffing, licensure, references and insurance, and whether any pre-award partnering outreach is permitted. We will review the County's formal Q&A/addenda and submit a formal response only in the prescribed manner if qualifications and partner arrangements are met.

Please clearly state in your proposal that you have confirmed a facility and describe what that partnership will entail. The County does not have any requirements for staffing; this should be addressed in the proposal. The facility will need to have a Fire Marshall Inspection and comply with any requirements. Please complete Section 4.2.J regarding references. A discussion with the County’s Risk Management office will occur for the selected provider regarding insurance requirements.