M4-MM032 Supportive Housing Operator RFP - new.pdf

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The City of Oklahoma City and its Trusts

Request for Proposals

RFP-OCITY-M4-MM032

MAPS 4 Supportive Housing Operating Partner

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SPECIAL PROVISIONS

(Special Instructions and Scope of Services)

Special Provisions are deemed to be part of the Professional Services Agreement and shall supersede any conflicting term, requirement or condition in the Professional Services Agreement.

Minimum Qualifications-

Per the MAPS 4 Resolution of Intent, commencement of construction of this project will be conditional on:

1. Identification of operating funding from a non-municipal source

2. Execution of a future operating agreement with a government agency

Proposers who fail to identify a non-municipal source of operating funding or fail to include a government agency as part of their proposal will be automatically disqualified.

Selection Process-

Each proposal will be evaluated by a selection committee. The selection committee is comprised of but not limited to the following:

• City Manager or designee

• Finance Director or designee

• MAPS Office Program Manager or designee

• MAPS 4 Citizens Advisory Board representative

• MAPS 4 Citizens Advisory Board Subcommittee representative

The committee may make its selection based solely on the submitted proposals, or, at its discretion, conduct interviews and/or request presentations with some or all Proposers. The selection committee will then report the results of its evaluations and make a recommendation for the award. The recommendation must be approved by relevant City leadership, including approval by City Council.

Evaluation Criteria-

As noted in City of Oklahoma City ordinance, Section 2-417, the following factors may be considered when awarding contracts:

1. The ability, capacity and skill to perform under the contract or provide the service required.

2. Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference.

3. The character, integrity, reputation, judgment, experience and efficiency of the bidder.

4. The quality of performance of previous contracts or services.

5. The previous and existing compliance by the bidder with laws and ordinances relating to the contract or services.

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6. The sufficiency of the financial resources and ability to perform under the contract.

7. The quality, availability and adaptability of the supplies, or contractual services to the particular use required.

8. The ability to provide future maintenance and service.

9. The number and scope of conditions and/or exceptions are attached to the bid.

For this solicitation, applicants will be evaluated primarily on factors 1, 4, 6 and 8. However, the selection committee will score proposals on the following:

• Qualifications and Background of Operating Partner Evaluation of respondent’s relevant experience and other qualifications related to the operation of mental health supportive housing.

• Financial Capacity Evaluation of respondent’s financial capacity to develop, operate, and service mental health supportive housing, as well as evaluation of respondent’s business plan and budget.

• Programs, Services, and Program/Activities Schedule Evaluation of respondents’ ability to offer a broad range of programs and services and evaluation of the proposed programs, services and activities. Evaluation of respondent’s ability to assist patrons with transportation needs.

• Staffing and Management Evaluation of respondents’ plan for effective staffing and management of the proposed housing.

• Business Plan Evaluation of respondent’s business plan and budget for the housing, their plan for determining and managing fees, and their plan for using non-municipal funds to operate the proposed housing.

• Public Communication, Marketing, and Enrollment Maintenance Evaluation of the respondent’s plan for marketing and communicating with the public.

• Quality Assurance, Risk Management and Insurance Evaluation of the respondent’s plan to manage risk and ensure quality.

The Opportunity Project Summary The City of Oklahoma City (“City”) is soliciting proposals from qualified government agencies to operate housing solutions for individuals living with and/or recovering from mental illness. It is expected that the majority of the housing units in this project will be longer term in nature, however it is the City’s current preference that at least 30% of the units remain short-term in nature to better ensure availability for individuals exiting mental health facilities in the Oklahoma City metro area, including Mental Health Crisis Centers, the Restoration Center, or other similar facilities. Provision of case management and other 24-hour wrap-around services will be essential to the overall success of this housing and its residents and should be addressed in all proposals.

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Background MAPS 4 is a program intended to improve the quality of life in Oklahoma City. It is funded by an eight-year one-cent sales tax initiative which began in April 2020. The location of MAPS 4 projects spans the entire city at an estimated cost of $1.078B. The MAPS 4 program includes $7.8M for housing for residents experiencing mental illness and homelessness and transitioning out of a crisis center. These funds are part of a larger $44.6M package of projects in MAPS 4 focused on transforming Oklahoma City’s mental health system. The City of Oklahoma City seeks qualified government agencies as partners in the operation of this housing.

The City has included space for this housing project, allowing it to be co-located with the MAPS 4 Restoration Center in the vicinity of Western Avenue between NW 6th St and Linwood Diagonal.

The City has also engaged the services of a qualified architectural/engineering firm, who will work with the City and the selected Operating Partner to complete all required design activities associated with the project. The program anticipates the addition of an operating partner prior to the commencement of design activities to allow ample time for coordination and input. The selected Operating Partner will assist the City in planning and programming during design activities.

Statement of Need The selected Partner will be responsible for the operation and maintenance of all proposed housing, including all costs and expenses associated with these activities, and shall be entitled to all revenues from their operation.

The successful respondent should have relevant experience with the operation of similar facilities, should be able to provide wraparound support services and should have the fiscal and service capacity to manage the resulting residential units. Provision of wraparound services may be self-performed or provided via partner agencies operating under a subcontract. Respondents should demonstrate their experience in residential property management and supportive service delivery and demonstrate their ability to work cooperatively with the City, the operators of the other MAPS 4 mental health facilities, and the community to implement a successful operation. In the absence of direct experience, respondents should describe the capabilities which qualify them for consideration. The City welcomes proposals from single providers or from multiple providers under a common legal entity.

Goals The City will select the most qualified Operating Partner and commence drafting an Operator Agreement from these submittals and such other actions as they deem appropriate to the selection process. It is anticipated that the Operating Partner will enter a multi-year contract with the City and/or one of its Trusts, with annual renewals at the City’s discretion. The Operating Agreement may be preceded by a Binding Terms Agreement or Memorandum of Understanding.

Per the City Council Resolution of Intent, commencement of expenditures is conditional on identification of operating funding from a non-municipal funding source, as well as operating agreements with a government agency that includes measurable benchmarks, all prior to December 31, 2026. Proposers are expected to recommend as part of their proposal a full set of benchmarks by which they may be measured during renewal of the operating agreement and/or operational funding requests from the MAPS 4 Trust.

The Resolution also states that it is the intent of City Council that operating agreements provide prioritization where possible for use of the housing by Oklahoma City residents.

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Scope of Services Description of Services Proposers should design and outline all facets of their proposed program. The following items should be directly addressed in your proposal.

Qualifications and Background

• State your headquarters address and type of governmental agency. If the proposal is from more than one entity, provide the type of legal structure being proposed.

• Provide the name and resume of managing professional(s) or any other key individual(s), affiliate(s) or subcontractor(s).

• Provide information on the location of other facilities you own and/or operate, and a description of the services provided. Highlight any operations that are similar in size and nature to the housing proposed in response to this RFP.

• Describe your experience with mental health, supportive housing projects and service delivery, or in the absence of direct experience, describe the capabilities which qualify your governmental agency for consideration.

• Provide information regarding all grants, contracts or agreements that have been cancelled, terminated, or not renewed within the last five years including entity name, contact person name, title, address and telephone number.

• Note and explain all the litigation involving your organization or its staff in the past ten years, including any litigation, pending or completed, related to the operation of affordable and workforce housing facilities or programs.

Measurable Benchmarks and Citizen Oversight

• Provide your recommendation for a full set of measurable benchmarks which you may be measured against during renewal of the operating agreement. The City will reserve the right to amend these.

• Describe your governmental agency’s history/background, mission and the services you provide.

State how your governmental agency would be eligible to participate per the City Council resolution. Discuss existing oversight of your agency as it relates to the public’s interest in the sound management of these funds.

Programs, Services, and Schedule

• Describe your understanding of Oklahoma City and its need for supportive housing for those either exiting a mental health facility or in need of ongoing mental health services.

• How do you foresee this facility interfacing with the MAPS 4 mental health facilities or other similar facilities already operating in the metro region?

• Explain your approach to supportive housing and your program philosophy and goals.

• Describe the target population(s) for your overall proposed program of housing. Describe your expectation of housing needs for those individuals exiting mental health facilities – including those planned through MAPS 4 – and how that will inform the mix of transitional versus permanent supportive units within the proposed housing project.

• Describe which community partners you will engage to provide wrap around support services for tenants in need, including which specific services they will be providing, their qualifications, and

RFP.SP.VI.2025 RFP-OCITY-M4-MM032 Page 6 your history of working together. Provide letters of support from any new service providers contemplated.

• Describe your approach to providing housing for participants with special needs and/or requiring ADA accommodation.

Staffing and Management

• Provide the names, titles, experience, and qualifications of the staff that will be involved in center oversight at the operating partner/company/executive level.

• Explain your operating policies and procedures for this housing, particularly as it relates to the intended length of stay and eviction procedures.

• Identify any partner(s) and/or subcontractor(s) that will be needed to perform the required services in the proposal and describe their role. Include copies of their Letter of Intent to provide such services.

• A minimum of Click or tap here to enter text. references are required. Provide references from other local government customers when possible.

Business Plan

• Provide a proposed business plan which includes an annual budget for the first five years of operation. Annual revenue and expense projections for each year should be clearly identified. Note that the original MAPS 4 resolution specifically mentions the use of non-municipal funds for annual operating expenses.

• Describe your proposed rent structure for tenants, including any additional fees. State your approach to rent and fee increases.

• Describe and compare comparable housing costs of similar programs either currently available throughout the city or in similar peer cities.

• The City desires that the Operating Partner provide housing and services to some tenants who cannot afford market rate costs. Describe if and how your organization will be able to assist those tenants with financial need.

• Describe the timing of any preparatory activities to be completed during the design and construction phases of the project. In addition, please describe the timing and duration of any activities which will be required at the completion of construction, but prior to the commencement of operations.

Public Communication, Marketing, and Enrollment Maintenance

• Describe how tenants will find this housing, whether it be through marketing, referrals, or any other placement activities.

• Describe policies and procedures for addressing tenant complaints.

• Explain your methods for assessing and maintaining tenant satisfaction.

• Describe your plan for maintaining communication between tenants and your organization.

Quality Assurance, Risk Management, and Insurance

• Describe your approach to risk management at the site. Describe procedures for assessment, planning, control, evaluation, responding to and correcting identified risks.

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• Summarize your organization’s history with risk management as it relates to supportive housing.

• Describe safety programs & training documentation and your plan for their implementation.

• Explain the tools/processes used by your organization for quality assessment.

• Refer to the City’s requirements for insurance coverage and confirm your ability to provide such coverage.

o While the City’s requirements for insurance coverage will be described more comprehensively in an agreement with the Operator Partner, minimum requirements may be summarized as follows:

1. Workers’ Compensation and Employer’s Liability Insurance. The Operating Partner shall provide and maintain, during the term of the Agreement, workers’ compensation insurance as prescribed by the laws of the State of Oklahoma and employer’s liability Insurance in an amount not less than One Hundred Thousand Dollars ($100,000) each for all its employees employed at the project, and in case any work is subcontracted, the Operating Partner shall require the subcontractor similarly to provide workers’ compensation and employer’s liability insurance for all the subcontractor’s employees, unless such employees are covered by the protection afforded by the Operating Partner.

2. Commercial General Liability Insurance. The Operating Partner shall provide and maintain commercial general liability insurance coverage sufficient to meet the maximum cumulative liability of all parties to this Agreement under the Governmental Tort Claims Act, 51 O.S. § 151 et seq., and any amendment or addition thereto. Additionally, the Operating Partner shall provide and maintain commercial general liability insurance coverage for property damage at a minimum of $2,000,000.

3. Automobile Liability Insurance. The Operating Partner shall provide and maintain comprehensive automobile liability insurance coverage as to the ownership, maintenance, and use of all owned, non-owned, leased, or hired vehicles sufficient to meet the maximum cumulative liability of all parties to this Agreement under the Governmental Tort Claims Act, 51 O.S. § 151 et seq., and any amendment or addition thereto.

4. Fidelity and Crime Insurance. Fidelity and Crime Insurance, which includes but is not limited to Burglary, Theft, and Employee Dishonesty with a blanket limit of One Million Dollars ($1,000,000), shall be provided. Such insurance shall also include coverage for money, securities, and valuable papers. The City of Oklahoma City and OCPPA shall be named as loss payee.

Contract Management Expectations The selected operator will remain an important part of the project development team throughout the design and construction process. This will include regular attendance at design and construction meetings. They will be expected to appear before the MAPS 4 Community Subcommittee, MAPS 4 Citizens Advisory Board, and City Council at key points in the development of the project, such as the acceptance of an initial Memorandum of Understanding or Binding Terms Agreement and the later acceptance of an Operator Agreement, at which they may be asked to present on their operational plans for the facility.

Upon the opening of the facility, the selected operator will be expected to provide periodic updates to the City of Oklahoma City per the terms agreed upon in the Operator Agreement and will be assigned an ongoing contract manager, likely within a new department at the City.

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Interested parties are expected to identify measurable benchmarks in their proposal by which they will be measured as a part of the renewal of the operating agreement. The City will reserve the right to amend these.

Proposal Content Complete proposals will include/address the following:

Proposal

☐ Cover Letter • Include name, title, address, and telephone number of the lead contact and the signature of the person(s) authorized to represent the proposer.

☐ Table of Contents

☐ Operations Proposal

• Describe your team’s ability to operate this facility via the bulleted prompts listed in the Scope of Services section.

☐ Any additional Information

• Provide other essential information that may assist in the evaluation of this proposal.

Additional Documents Upon Award: Awarded Proposer(s) will be required to submit the following upon award. We encourage you to take note of these requirements. Please review sample documents in BidNet Direct prior to proposal submission.

☐ Memorandum of Understanding or Binding Terms Agreement

☐ Operator Agreement

☐ Acord Form

☐ Letter of Authorization, if applicable

☐ Any additional requirements.

Proposal Content