Emergency_Shelter_Heat_Related_Respite_Operator_and_Supportive_Services.pdf

REQUEST FOR QUALIFICATION

RFQu-22-HSD-69-1

EMERGENCY SHELTER/HEAT RELATED RESPITE

OPERATOR AND SUPPORTIVE SERVICES

CITY OF PHOENIX

HUMAN SERVICES

200 W WASHINGTON AVE

PHOENIX, AZ

85003

RELEASE DATE: August 20, 2025

DEADLINE FOR QUESTIONS: September 8, 2025

RESPONSE DEADLINE: September 29, 2025, 5:00 pm

City of Phoenix

REQUEST FOR QUALIFICATION

RFQu-22-HSD-69-1

Emergency Shelter/Heat Related Respite Operator and

Supportive Services

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Acceptance of Offer Form 2025

Request For Qualification #RFQu-22-HSD-69-1 Title: Emergency Shelter/Heat Related Respite Operator and Supportive Services

1. Introduction

1.1. Contact Information

Miranda Ortega

Human Services

Email: miranda.ortega@phoenix.gov

Phone: (602) 534-5528

1.2. Schedule of Events

The City reserves the right to change dates, times, and locations, as necessary. The City does not always hold a Pre-Offer Conference or Site Visit. All times in the Schedule of Events are

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Miranda Ortega) at (602) 534-5528/Voice or 711/TTY, or miranda.ortega@phoenix.gov, no later than two (2) weeks prior to the meeting.

Solicitation Issue Date: August 20, 2025

Written Inquiries Due Date: September 8, 2025, 5:00pm

Offer Due Date: September 29, 2025, 5:00pm

2. Instructions

2.1. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the solicitation and other related data.

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and other related documents.

D. The City does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The Offeror is responsible for all costs incurred in responding to this solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.2. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/182468. Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Human Services Department, 200 W. Washington Street, 18th Floor, Phoenix, AZ 85003. It is the Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.3. Exceptions

Offeror must not take any exceptions to any terms, conditions or material requirements of this solicitation. Offers submitted with exceptions may be deemed non-responsive and disqualified from further consideration in the City’s sole discretion. Offerors must conform to all the requirements specified in the solicitation. The City encourages Offerors to send inquiries to the

Procurement Officer rather than including exceptions in their Offer.

2.4. Inquiries

All questions that arise relating to this solicitation should be directed via City’s Procurement

Portal and must be received by the due date indicated in the Schedule of Events. The City will not consider questions received after the deadline.

No informal contact initiated by Offerors on the proposed service will be allowed with members of City’s staff from date of distribution of this solicitation until after city council awards the contract. All questions concerning or issues related to this solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s Procurement Portal.

2.5. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this solicitation. Any changes will be in the form of an addendum. The Offeror must acknowledge receipt of any/all addenda through the City's

Procurement Portal.

2.6. Licenses

If required by law for the operation of the business or work related to this Offer, Offeror must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.

2.7. Certifications

By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:

https://procurement.opengov.com/portal/phoenix/projects/182468

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

• The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Offer.

2.8. Submission of Offer

Offers must be in possession of the Department on or prior to the exact time and date indicated in the Schedule of Events. Late offers will not be considered. The prevailing clock will be the

City Department’s clock.

Offers should be submitted electronically via the City’s Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/182468. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s Procurement Portal will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

For assistance with submittals, vendors are welcome to use the OpenGov support chat (blue chat bubble in the bottom right corner) to connect with a member of OpenGov's support team who will be able to assist you with your submission.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

2.9. Withdrawal of Offer

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s

Procurement Portal.

2.10. Offer Results

Offers will be opened on the offer due date, time and location indicated in the Schedule of

Events, at which time the name of each Offeror, may be read. Offers and other information received in response to the solicitation will be shown only to authorized City personnel having a legitimate interest in them or persons assisting the City in the evaluation. Offers are not https://procurement.opengov.com/portal/phoenix/projects/182468 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed available for public inspection until after the City has posted the award recommendation on the

City's Procurement Portal.

The City will post a preliminary offer tabulation on the City's Procurement

Portal: https://procurement.opengov.com/portal/phoenix/projects/182468 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its

Offer, each Offeror agrees that this posting of the award recommendation to the City's

Procurement Portal effectively serves as the Offeror’s receipt of that notice of award recommendation. The City has no obligation to provide any further notification to unsuccessful

Offerors.

2.11. Certificates of Insurance

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this solicitation. Insurance requirements are non-negotiable.

2.12. Award of Contracts

Inclusion on the qualified vendor list that will result from this solicitation does not guarantee a contract will be awarded to any Offeror. Contracts will be awarded to qualified vendors on an as-needed and if-needed basis. The City may request price or cost proposals from qualified vendors when considering the award of a specific contract.

Contract award(s) may be made to responsive, responsible Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

A. Factors that may be considered by the City include:

1. Technical capability of the Offeror to accomplish the scope of work required in the

Solicitation. This may include performance history on past and current government or industrial contracts; and,

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation; and,

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

C. A response to a solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Offers do not become https://procurement.opengov.com/portal/phoenix/projects/182468 contracts until they are executed by the Chief Procurement Officer or Department

Director.

2.13. Solicitation Transparency Policy

Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City

Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the

Procurement Officer of the City’s intent to reissue the same or similar solicitation.

As long as the solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement

Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or

City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT

VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.14. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the solicitation, cancel or re-bid.

Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all solicitation dates and deadlines, including timely filing of an offer, regardless of filing a protest.

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the

City’s full and final discretion.

All protests will be in writing, filed with the Procurement Officer identified in the solicitation and include the following:

• Identification of the solicitation number;

• The name, address and telephone number of the protester;

• A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents;

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.15. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.16. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.17. Contract Award

The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts. The City reserves the right to award contracts to qualified vendors based on price or cost proposals for specific contracts that may be identified over the life of the qualified vendor list established through this solicitation.

2.18. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of any required minimum qualifications, and completeness and compliance with the solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The solicitation states criteria that determine responsiveness, and the solicitation includes terms and conditions that if included or excluded from Offers will render an Offer nonresponsive.

Responsibility: To obtain true economy, the City must conduct solicitations to minimize the possibility of a subsequent default by the Offeror, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the Offeror be a responsible Offeror. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.

3. Scope of Work

3.1. EMERGENCY SHELTER/HEAT RELATED RESPITE OPERATOR

The following scopes of work reflect anticipated needs. Scopes of work for contracts that may offered under this qualified vendors list may differ.

A. BACKGROUND

The City of Phoenix Office of Homeless Solutions (OHS) provides support and services for persons experiencing homelessness and is committed to ending homelessness through a comprehensive, regional approach to housing and services. With the dramatic rise of unsheltered individuals experiencing homelessness during the COVID-19 pandemic, the OHS is allocating additional resources to serve this population and focus on housing and services for those most vulnerable.

B. OBJECTIVE

The City of Phoenix seeks to obtain a list of qualified Offerors to provide temporary emergency shelter/heat related respite operator serving individuals or families experiencing homelessness.

Qualified Offerors may be asked to contract with the City of Phoenix to quickly begin operations of a facility (or facilities) selected by the City to provide (at a minimum) indoor space for individuals or families experiencing homelessness where they can receive shelter services and additional support to help connect them with resources that will result in ending their homelessness.

Emergency shelter/heat respite contracts may be offered to qualified Offerors during the term of the qualified vendor list.

C. ELIGIBLE PARTICIPANTS AND COSTS

1. Eligible participants include: persons experiencing homelessness meeting the

HUD definition of “homeless” as defined by HUD in 24 CFR §578.3.

a. Literally homeless

b. Imminent risk of homelessness

c. Homeless under other federal statutes

d. Fleeing/attempting to flee violence

2. Eligible Costs include: Salaries and employee related expenses, security services, case management services, engagement, shelter operational expenses, materials, and program supplies to include PPE related to the homeless prevention services being provided. The City will only reimburse such costs to the extent they are

“allowable costs” within the meaning of 2 CFR Part 200 and other applicable federal guidance.

D. FACILITY – EMERGENCY SHELTER OR HEAT-RELATED RESPITE SERVICES -

SCOPE OF WORK

The Subrecipient shall:

1. Provide emergency shelter or heat-related respite services for individuals experiencing homelessness, regardless of origin of residence, 24 hours per day, 7 days per week including holidays.

2. Provide access to a telephone and post emergency telephone numbers conspicuously near the telephone.

3. Maintain adequate staff to always provide for the supervision and wellbeing of all clients.

4. Post, distribute, and maintain the following documents with culturally appropriate language and access to translation services for clients as needed:

A. Program description including conditions for termination.

B. Residents' rights and responsibilities including the grievance process.

C. Notice of availability of reasonable accommodation for individuals with disabilities.

1. The Subrecipient shall comply with the following administrative requirements, among others specified in Section III or otherwise applicable under law:

a. American With Disabilities Act

A. Provide equal access to programs and services for individuals with disabilities in compliances with the Americans with Disabilities Act. The Subrecipient shall provide reasonable accommodation for clients in the following categories: visual impairments, hearing impairments, mobility impairments and/or mental impairments.

b. Fair Housing Act

A. Provide equal opportunity for individuals seeking housing assistance. The Subrecipient shall not discriminate against individuals seeking housing assistance based on race, color, national origin, religion, sex, familial status, or disability.

c. Administration

A. Be required to comply with Coordinated Entry protocol, policies and procedures approved by the Continuum of Care (CoC) Governing Board.

B. Provide secure storage space for confidential documents relating to clients and personnel.

C. Maintain a policy manual that includes program mission and goals; population served;

program description; intake procedures; data entry procedures; non-discrimination policy; fingerprinting procedure; confidentiality statement; and client termination policies.

D. Maintain personnel training documentation.

E. Be responsible for hiring, managing, training, and terminating staff as necessary, in accordance with Subrecipient's established policy and procedures. Policy and procedures must be available at time of monitoring

F. Report incidents that may involve a liability issue, significant disruptions in services or unusual or dangerous interactions that may leave the City open for public scrutiny. Agency will report incident to City Homeless Services staff by telephone as soon as possible within 24 hours following occurrence and will provide a detailed incident report to City Homeless Services staff within three business days following occurrence.

F. STANDARDS

The Subrecipient shall be required to affect qualitative and quantitative outcome measures with respect to its target populations and corresponding funding component requirements on a monthly, quarterly, and annual basis.

G. PERFORMANCE GOALS & OUTCOMES

respect to its target population on a monthly, quarterly, and annual basis.

5. Performance Measures & Outcomes

a. Ensure that 100% of clients are engaged with the Maricopa Regional

Coordinated Entry System have or receive a VI-SPDAT assessment within 72 hours of shelter entry.

b. Case manage 100% of eligible clients

6. Indicators

a. Number of people served per day

b. Average and total length of stay (days) in emergency shelter or heat related respite for all clients.

c. Percent of clients who move to positive permanent housing situation determined by the recorded clients in HMIS with a positive permanent housing placement out of the total clients served.

d. Number of unduplicated clients served in overnight shelter.

e. Exit destinations that indicate positive exits, negative exits and unknown exits

f. Number and percent of clients that received case management services.

I. REPORTING REQUIREMENTS

The Subrecipient will submit program invoices, supporting documentation and monthly reports via email to: hsd.homelessinvoices@phoenix.gov no later than the 15th day following the end of the month being reported (i.e. February 15th for January report) and include the following:

• Program Invoices and Supporting Documentation

• Contract Payment Request (CPR) Form

• City of Phoenix Outcomes Report to include success stories

• HMIS Demographic Report

• HMIS Consolidated Annual Performance and Evaluation Report (CAPER)

• HMIS Return to Homelessness Report

• HMIS Exit Destination Report

• HMIS Length of Stay

• HMIS Bed Utilization Report

7. Provide any other report as requested by the City including aggregate or client level data through the HMIS System and according to approved CoC Data Sharing agreements. Such reporting shall be for the purposes of improving access to service.

The City reserves the right to add, remove or revise reporting requirements at its discretion.

8. Subrecipient will provide the City with full access, read only, to the project in HMIS for the purpose of monitoring client files no more than once per quarter. Subrecipient is responsible for notifying HMIS Lead Agency and granting access to the City within

3 business days of monitoring notice.

9. Provide Quarterly report indicating the expenditure percentage of the yearly budget with a budget narrative describing the status and any programmatic or financial issues. This report is to include all funding sources.

10. Prior to the start of the contract, Subrecipient shall provide the following:

• Finalized Itemized Service Budget, including all funding sources and costs mailto:hsd.homelessinvoices@phoenix.gov

• Audited financial statements or single audit from the previous year

• Tax form 990 from the previous year

• Federal Unique Entity Identifier

Subrecipient will conduct yearly subcontractor performance monitoring to ensure compliance with administrative requirements.

Subrecipient will comply, and provide all information necessary for the City’s compliance, with will all applicable reporting requirements under 2 CFR Part 200, 24 CFR Part 576, and/or 24

CFR Part 570, as applicable.

K. CONTRACTOR’S REQUIREMENTS AND QUALIFICATIONS

The Subrecipient shall be required to meet applicable performance measures, which will be monitored through the submission of monthly reports.

L. CONTRACTOR’S RESPONSIBILITIES

(Program and Operational Requirements)

The Subrecipient shall:

11. Ensure clients have access to safe, secure shelter, basic needs and services.

12. Participate in a Subrecipient orientation provided by the City;

13. Inform the City of vacancies of funded positions in writing within five business days of the vacancy;

14. Request clarification and/or technical assistance to resolve barriers to service in a timely manner;

15. Maintain a policy manual that includes program mission and goals, shelter policy and procedures; population served; case management policy and procedures; non-discrimination policy; fingerprinting procedure; confidentiality statement; and client termination policies.

16. Participate in the annual Point-in-Time Count coordinated by the Maricopa Regional

Continuum of Care and HUD census requirements.

17. Participate in regular Coordinated Entry System Case Conferencing.

18. Subrecipient will ensure all shelter staff are trained in CPR, First Aid, and CPI (Crisis

Prevention Intervention), Trauma Informed Care, Motivational Interviewing, Critical

Time Intervention, and appropriate resources to provide to clients as needed. At time of monitoring, records of training should be made available to the City.

19. Maintain a daily census of residents in the emergency shelter or heat-related respite using the Homeless Management Information System (HMIS).

20. Post, distribute, and maintain the following documents with culturally appropriate language and access to translation services for clients as needed:

a. Program description including conditions for termination;

b. Residents' rights and responsibilities including the grievance process;

c. Notice of availability of reasonable accommodation for individuals with disabilities;

d. How to access case management and support services.

21. Agree to provide full access and share client level with the City as requested including HMIS data records through the HMIS system in accordance with approved

Continuum of Care (CoC) data sharing policies and procedures

22. Share aggregate data at the request of the City within 7 days prioritize individuals with last known addresses within the City of Phoenix.

23. Establish eligibility and issue a homeless verification letter within 72 hours of entry.

24. All staff funded under this contract are to have the primary goal of supporting clients in exiting shelter to permanent housing. This involves all staff being trained on trauma informed care, motivational interview, and appropriate resources to provide to clients as needed. Make documentation of these trainings available for monitoring.

25. All clients will receive an initial intake with support and resources provided based on their identified needs within the first 24 hours of residency.

26. All clients will have access to ad hoc support services upon request in order to have the tools and resources to resolve their identified needs.

27. Collect and maintain documents for housing readiness and coordination.

28. Facilitate connection to state licensed mental health and chemical dependency treatment program as necessary.

29. Enter client information into Homeless Management Information Systems ("HMIS”).

(Case Management)

The Subrecipient may be requested to provide Case Management at an emergency shelter/heat respite center, if so it shall:

1. Case Management is long term supportive services with regular meetings, resource provision, and support for the client until they leave the shelter.

2. Provide written policies and procedures for Case Management and Extensive Case

Management including eligibility criteria, enrollment and assignment protocols to the client.

3. Ensure Case Management is assigned to all clients who:

a. Are chronically homeless using HUD definition; or

b. Have experienced over 12 months of homelessness; or

c. Have a VI-SPDAT score for any housing intervention as provided by Coordinated

Entry System (4+); or

d. Have a source of income; and/or length of stay in shelter for 30 days or more.

e. Those who have requested case management services.

4. Standard levels of case management services include:

a. Case Management will be individualized and the varying degree in which the case manager meets with the participant will be determined in their housing plan with no less than one meeting per week

b. Develop and execute a housing plan with the client.

9.23.3. Coordinate with internal and external providers to assist the participant with fully accessing their housing plan.

9.23.4. Provide support in accessing other services such as: mainstream benefits, healthcare services, state licensed mental health and chemical dependency treatment programs, employment and income services, identifications, etc.

9.23.5. Attend case conferencing and provide updates for participants residing in the shelter.

O. CITY’S RESPONSIBILITIES

The City shall:

30. Provide Contract Payment Request (CPR) Form and non-HMIS forms electronically.

31. Monitor the Subrecipient’s compliance with fiscal and programmatic performance under the terms and conditions of this Agreement. On-site visits for compliance monitoring may be made by either the City at any time during the Subrecipient’s normal business hours, announced or unannounced. During an on-site visit, the

Subrecipient shall make all its records and accounts related to work performed under this Agreement available to the City for inspection and copying.

32. Conduct desk monitoring monthly when financial and programmatic reports are submitted.

33. Conduct on-site monitoring at least annually in conjunction with other funders in order to review outputs, outcomes and requirements described in the scope of work.

SCOPE OF WORK – 2

SUPPORTIVE SERVICES

A. BACKGROUND

The City of Phoenix Office of Homeless Solutions (OHS) provides support and services for persons experiencing homelessness and is committed to ending homelessness through a comprehensive, regional approach to housing and services. With the dramatic rise of unsheltered individuals experiencing homelessness during the COVID-19 pandemic, the OHS is allocating additional resources to serve this population and focus on housing and services for those most vulnerable.

B. OBJECTIVE

The City of Phoenix seeks to obtain a list of qualified Offerors to provide supportive services to individuals or families experiencing homelessness. Qualified Offerors may be asked to contract with the City of Phoenix to quickly provide a range of services to assist and support individuals in developing their skills to gain access to needed medical, behavioral health, housing, employment, social, educational, and other services essential to meeting basic human services to individuals or families experiencing homelessness that will result in ending their homelessness.

Contracts for supportive services to individuals or families experiencing homelessness may be offered to qualified Offerors during the term of the qualified vendor list.

Supportive Services could include services such as: Case Management, Outreach and

Engagement, Emergency Health Services, Emergency Mental Health Services, and/or

Transportation.

C. ELIGIBLE PARTICIPANTS AND COSTS

1. Eligible participants include: persons experiencing homelessness meeting the

HUD definition of “homeless” as defined by HUD in 24 CFR §578.3.

a. Literally homeless

b. Imminent risk of homelessness

c. Homeless under other federal statutes

d. Fleeing/attempting to flee violence

2. Eligible Costs Include: Salaries and employee related expenses, security services, case management services, engagement materials, mileage, training, and program supplies related to the homeless prevention services being provided. Other eligible costs include costs of providing essential services necessary to reach out to unsheltered homeless people; connect them with emergency shelter, housing, or critical services; and provide urgent, non-facility-based care to unsheltered homeless people who are unwilling or unable to access emergency shelter, housing, or an appropriate health facility. The City will only reimburse such costs to the extent they are “allowable costs” within the meaning of 2 CFR Part 200 and other applicable federal guidance.

E. SUPPORTIVE SERVICES - SCOPE OF WORK

The Subrecipient shall:

1. Provide supportive services for individuals experiencing homelessness, regardless of origin of residence.

2. Maintain adequate staff to always provide for the supervision and wellbeing of all clients.

3. Post, distribute, and maintain the following documents with culturally appropriate language and access to translation services for clients as needed:

A. Program description including conditions for termination.

B. Clients' rights and responsibilities including the grievance process.

C. Notice of availability of reasonable accommodation for individuals with disabilities.

1. The Subrecipient shall comply with the following administrative requirements, among others specified in Section III or otherwise applicable under law:

a. American With Disabilities Act

A. Provide equal access to programs and services for individuals with disabilities in compliances with the Americans with Disabilities Act. The Contractor shall provide reasonable accommodation for clients in the following categories: visual impairments, hearing impairments, mobility impairments and/or mental impairments.

b. Fair Housing Act

A. Provide equal opportunity for individuals seeking housing assistance. The Subrecipient shall not discriminate against individuals seeking housing assistance based on race, color, national origin, religion, sex, familial status, or disability.

c. Administration

A. Be required to comply with Coordinated Entry protocol, policies and procedures approved by the Continuum of Care (CoC) Governing Board.

B. Maintain a policy manual that includes program mission and goals; population served;

program description; intake procedures; data entry procedures; non-discrimination policy; fingerprinting procedure; confidentiality statement; and client termination policies.

C. Maintain personnel training documentation.

D. Be responsible for hiring, managing, training, and terminating staff as necessary, in accordance with Contractor's established policy and procedures. Policy and procedures must be available at time of monitoring

E. Report incidents that may involve a liability issue, significant disruptions in services or unusual or dangerous interactions that may leave the City open for public scrutiny. Agency will report incident to City Homeless Services staff by telephone as soon as possible within 24 hours following occurrence and will provide a detailed incident report to City Homeless Services staff within three business days following occurrence.

F. PERFORMANCE GOALS & OUTCOMES

respect to its target population on a monthly, quarterly, and annual basis.

4. Performance Measures & Outcomes

a. Ensure that 100% of clients receive support services as necessary to help reduce their length of time homeless or unsheltered.

b. Case manage 100% of eligible clients

5. Indicators

a. Number of people served per day.

b. Number of unduplicated clients served.

c. Number and percent of clients that received supportive services

d. Exit destinations that indicate temporary, permanent, and other exits.

e. Exit destinations that indicate positive exits, negative exits and unknown exits.

f. Number and percent of clients who move to positive permanent housing situation determined by the recorded clients in HMIS with a positive permanent housing placement.

L. REPORTING REQUIREMENTS

The Subrecipient will submit program invoices, supporting documentation and monthly reports via email to: hsd.homelessinvoices@phoenix.gov no later than the 15th day following the end of the month being reported (i.e. February 15th for January report) and include the following:

• Program Invoices and Supporting Documentation

• Contract Payment Request (CPR) Form

• City of Phoenix Outcomes Report to include success stories

• HMIS Demographic Report

• HMIS Consolidated Annual Performance and Evaluation Report (CAPER)

• HMIS Return to Homelessness Report

• Outreach Data Quality Summary

• HMIS Exit Destination Report

6. Provide any other report as requested by the City including aggregate or client level data through the HMIS System and according to approved CoC Data Sharing agreements. Such reporting shall be for the purposes of improving access to service.

The City reserves the right to add, remove or revise reporting requirements at its discretion.

7. Subrecipient will provide full access, read only, to the project in HMIS for the purpose of monitoring client files no more than once per quarter. Contractor is responsible for notifying HMIS Lead Agency and granting access to the City within 3 business days of monitoring notice.

8. Provide Quarterly report indicating the expenditure percentage of the yearly budget with a budget narrative describing the status and any programmatic or financial issues. This report is to include all funding sources.

9. Prior to the start of the contract, Subrecipient shall provide the following:

• Finalized Itemized Service Budget, including all funding sources and costs

• Audited financial statements or single audit from the previous year

• Tax form 990 from the previous year.

mailto:hsd.homelessinvoices@phoenix.gov

Subrecipient will comply, and provide all information necessary for the City’s compliance, with all applicable reporting requirements under 2 CFR Part 200, 24 CFR Part 576, and/or 24 CFR

Part 570, as applicable.

N. CONTRACTOR’S REQUIREMENTS AND QUALIFICATIONS

The Subrecipient shall be required to meet applicable performance measures, which will be monitored through the submission of monthly reports.

O. CONTRACTOR’S RESPONSIBILITIES - Program and Operational Requirements

The Subrecipient shall:

10. Participate in a Subrecipient orientation provided by the City;

11. Inform the City of vacancies of funded positions in writing within five business days of the vacancy;

12. Request clarification and/or technical assistance to resolve barriers to service in a timely manner;

13. Maintain a policy manual that includes program mission and goals; population served; case management policy and procedures; non-discrimination policy;

fingerprinting procedure; confidentiality statement; and client termination policies.

14. Participate in the annual Point-in-Time Count coordinated by the Maricopa Regional

Continuum of Care and HUD census requirements.

15. Participate in regular Coordinated Entry System Case Conferencing.

16. Contractor will ensure all staff are trained in CPR, First Aid, and CPI (Crisis

Prevention Intervention), Trauma Informed Care, Motivational Interviewing, Critical

Time Intervention, and appropriate resources to provide to clients as needed. At time of monitoring, records of training should be made available to the City.

17. Maintain a daily census of residents receiving case management services using the

Homeless Management Information System (HMIS);

18. Agree to provide full access and share client level with the City as requested including HMIS data records through the HMIS system in accordance with approved

Continuum of Care (CoC) data sharing policies and procedures; and

19. Share aggregate data at the request of the City within 7 days.

Q. CONTRACTOR’S RESPONSIBILITIES - Support Services

Selected vendor(s) may be requested to provide any of the support services listed below and offered a contract to cover one or more of the following interventions:

Case Management

The Subrecipient shall provide any of the following services as needed to help individuals and families experiencing homelessness end their homelessness permanently:

20. Case Management is long term supportive services with regular meetings, resource provision, and support for the client.

21. Provide written policies and procedures for Case Management and Extensive Case

Management including eligibility criteria, enrollment, and assignment protocols to the client.

22. Ensure Case Management is assigned to all clients who:

a. Are chronically homeless using HUD definition; or

b. Have experienced over 12 months of homelessness; or

c. Have a VI-SPDAT score for any housing intervention as provided by Coordinated

Entry System (4+); or

d. Have a source of income; and/or length of stay in a shelter for 30 days or more.

e. Those who have requested case management services.

23. Standard levels of case management services include:

d. Case Management will be individualized and the varying degree in which the case manager meets with the participant will be determined in that participant’s housing plan with no less than one meeting per week;

e. Assessing housing and service needs, and arranging, coordinating, and monitoring the delivery of individualized services;

f. Utilizing the centralized or coordinated assessment system, including verifying and documenting eligibility;

g. Counseling, developing, and securing and coordinating services;

h. Obtaining Federal, State, and local benefits;

i. Monitoring and evaluating program participant progress;

j. Providing information and referrals to other providers; and

k. Developing an individualized housing and service plan, including planning a path to permanent housing stability.

Outreach and Engagement

3. Standard levels of engagement services include:

a. Locating, identifying, and building relationships with individuals or families living in unsheltered settings for the purpose of providing immediate support, intervention, and connections with homeless assistance programs or mainstream social services and housing programs.

Emergency Health Services

1. Standard levels of emergency health services include:

a. Outpatient treatment of urgent medical conditions by licensed medical professionals in community-based settings (e.g., streets, parks, and campgrounds;

b. Direct outpatient treatment of medical conditions that are provided by licensed medical professionals operating in community-based settings, including streets, parks, and other places where unsheltered homeless people are living;

c. Eligible treatment consists of assessing a program participant's health problems and developing a treatment plan;

d. Assisting program participants with understanding their health needs;

e. Providing directly or assisting program participants with obtaining appropriate emergency medical treatment; and

f. Providing medication and follow-up services.

Emergency Mental Health Services

1. Standard levels of emergency mental health services include:

a. Outpatient treatment of urgent mental health conditions by licensed professionals in community-based settings (e.g., streets, parks, and campgrounds). These services are eligible only to the extent that other appropriate mental health services are inaccessible or unavailable within the area;

b. Direct outpatient treatment by licensed professionals of mental health conditions operating in community-based settings, including streets, parks, and other places where unsheltered people are living;

c. Mental health services which include the application of therapeutic processes to personal, family, situational, or occupational problems in order to bring about positive resolution of the…