Newark_Hope_Village_II_Operators.pdf

REQUEST FOR PROPOSALS

2024-48

NEWARK HOPE VILLAGE II OPERATORS

City of Newark

47-63 Green Street, 1st Level

Newark, NJ 07102

RELEASE DATE: September 4, 2024

DEADLINE FOR QUESTIONS: September 18, 2024

RESPONSE DEADLINE: September 26, 2024, 10:15 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/newarknj https://secure.procurenow.com/portal/%7bproject.government.code%7d

REQUEST FOR PROPOSALS

Newark Hope Village II Operators

I. Legal Notice II. Introduction

III. Instruction to Proposers IV. RFP Standard Information V. Proposer Qualifications

VI. Project Details VII. Evaluation Criteria

VIII. Vendor Submissions IX. Pricing Table

Attachments:

A - Letter_of_Qualification_and_Letter_of_Intent (26)

B - Vendor Submission Forms

Request for Proposals #2024-48 Title: Newark Hope Village II Operators

1. Legal Notice

1.1. Notice

CITY OF NEWARK

DEPARTMENT OF ADMINISTRATION

NOTICE TO BIDDERS

NOTICE IS HEREBY GIVEN that sealed proposals will be received by the Division of Central Purchasing on

Thursday, September 26, 2024, up to and until 10:15 am (prevailing time) in the City’s electronic procurement portal at which time proposals will be opened and read in public for:

2024-48Newark Hope Village II Operators

Specifications and other proposal information may be obtained on the City’s electronic procurement portal: https://procurement.opengov.com/portal/newarknj.

Proposals shall be submitted via the City's electronic procurement portal:

https://procurement.opengov.com/portal/newarknj. Any proposal received after 10:15 A.M. shall not be accepted. Only electronic proposals shall be accepted.

Respondents are required to comply with N.J.S.A. 10:5-31, et seq., P.L. 1975, c. 127, N.J.A.C. 17:27-1 et seq., and all other applicable laws, regulations, or ordinances concerning affirmative action goals and equal employment opportunity.

The City of Newark reserves the right to reject any and all proposals in accordance with N.J.S.A. 40A:11-

4, 40A:11-13.2 and 40A:11-23.2, and waive minor informalities not considered material defects under

N.J.S.A. 40A:11-1 et seq.

The City of Newark will conduct and broadcast the bid opening in real time at the Division of Central

Purchasing. Respondents and the public have the option of remotely accessing and viewing the bid opening through a Zoom conference with visual and audio capability. Bidders may join the virtual bid opening using the information below:

https://zoom.us/join

Meeting ID: 949 706 0885

If there are any questions regarding the bid opening process, please contact the Division of Central

Purchasing at 973-733-3776.

Phyllis Glanton

Interim Purchasing Agent https://procurement.opengov.com/portal/newarknj https://procurement.opengov.com/portal/newarknj

2. Introduction

2.1. Summary

The City of Newark, NJ will receive RFP responses via the City's e-Procurement Portal for 2024-48, Newark Hope Village II Operators. RFP responses will be received until 10:15 am on Thursday, September 26, 2024 and then publicly opened and read aloud. Any proposal received after 10:15 am shall not be accepted in the OpenGov system.

Only electronic proposals shall be accepted.

NOTE: It is important to note that this process should be completed well in advance of the bid deadline / bid opening. PLEASE DO NOT WAIT UNTIL THE LAST MINUTE. The City's electronic procurement portal will not allow electronic bids to be submitted once the deadline has passed, even if you've already started the process. The deadline is based on the countdown timer found on the

OpenGov bid submission page.

2.2. Background

• This RFP is an opportunity to engage shelter providers to operate:

• Newark Hope Village Il, developments of low-barrier shelter villages with capacity to shelter up to 20 homeless individuals and/or families from the City of Newark.

• The City of Newark encourages small and large capacity shelter providers to participate in this

RFP.

• The City of Newark is awarding two contracts to operate at the respective sites.

2.3. Contact Information

Project Contact:

Joanette Hinnant

Senior Buyer

47-63 Green Street

Newark, NJ 07102

Email: hinnantj@ci.newark.nj.us

Phone: (973) 733-3777

Procurement Contact:

Joanette Hinnant

Senior Buyer

47-63 Green Street

Newark, NJ 07102

Email: hinnantj@ci.newark.nj.us

Phone: (973) 733-3777

Department:

Division of Central Purchasing mailto:hinnantj@ci.newark.nj.us tel:(973)733-3777 mailto:hinnantj@ci.newark.nj.us tel:(973)733-3777

Department Head:

Phyllis Glanton

Interim QPA

2.4. Timeline

Release Project Date September 4, 2024

Question Submission Deadline September 18, 2024, 12:00pm

Submission Deadline September 26, 2024, 10:15am

3. Instruction to Proposers

3.1. Project Overview

The City seeks Proposals from qualified individuals or organizations with experience providing Newark

Hope Village II Operators

3.2. Contract Term.

The term of the contract will be established for twelve (12) consecutive months. The City of Newark reserves an option to renew the contract for an additional twelve (12) consecutive months.

3.3. Single Point of Contact.

From the date this RFP is issued until a proposer is selected and the selection is announced by the

Purchasing Agent, proposers may not communicate with any City staff, commissioners or officials regarding this procurement, except at the direction of the Purchasing Agent in charge of the solicitation.

Any unauthorized contact may disqualify the proposer from further consideration. Contact information for the single point of contact can be found in the #Introduction.

3.4. Review RFP.

Proposers should carefully review all instructions, mandatory requirements, specifications, standard terms and conditions set out in this RFP and promptly notify the Purchasing Agent identified above in writing of any ambiguity, inconsistency , unduly restrictive specifications, or error which they discovered upon examination of this RFP. This should include any terms or requirements within the RFP that either preclude the proposer from responding to this RFP or add unnecessary cost.

This notification must be accompanied by an explanation and suggested modification and be received by the deadline for receipt of inquires set forth below. The City will make any final determination of changes to the RFP.

3.5. Form of Questions.

Proposers with questions or requiring clarification or interpretation of any section within this RFP must address these questions in writing, via the ProcureNow Question/Answer Tab via the City's e-

Procurement portal, on or before, Wednesday, September 18, 2024 by 12:00 pm. Each question must provide clear reference to the section, page, and item in question. Questions received after the deadline may not be considered. All questions submitted and answers provided shall be electronically distributed to bidders following this solicitation on the City's e-Procurement Portal.

3.6. City Response.

The City will provide written answers to proposers’ questions. Any other form of interpretation, correction, or change to this RFP will not be binding.

3.7. Pre-Proposal Conference

No pre-proposal conference is scheduled.

https://procurement.opengov.com/portal/newarknj/projects/113244/document?section=1034647

3.8. Acceptance of Standard Terms and Conditions/Contract.

By submitting a response to this RFP, proposer agrees to acceptance of the standard terms and conditions as set out in this RFP. Much of the language included in the standard terms and conditions reflects requirements of New Jersey law. Requests for additions or exceptions to the standard terms and conditions including any necessary licenses, or any added provisions must be submitted via the e-

Procurement Portal by the date for receipt of written questions and must be accompanied by an explanation of why the exception is being sought and what specific effect it will have on the proposer’s ability to respond to the RFP or perform the contract. Any material exceptions requested and granted to the standard terms and conditions language will be addressed in any formal written addendum issued for this RFP and will apply to all proposers submitting a response to this RFP. The City will make any final determination of changes to the standard terms and conditions.

3.9. Resulting Contract.

This RFP and any addenda, the proposer’s RFP response, including any amendments and any clarification question responses, shall be included in any resulting contract. The City’s contract contains the contract terms and conditions which will form the basis of any contract between the City and the selected proposer. In the event of a dispute as to the duties and responsibilities of the parties under this contract, the contract, along with any attachments prepared by the City, will govern in the same order of precedence as listed in the contract.

3.10. Mandatory Requirements.

To be eligible for consideration, a proposer must meet the intent of all mandatory requirements. The

City will determine whether a proposer’s RFP response complies with the intent of the requirements.

RFP responses that do not meet the full intent of all requirements listed in this RFP may be subject to point reductions during the evaluation process or may be deemed non-responsive.

3.11. Understanding of Specifications and Requirements.

By submitting a response to this RFP, proposer agrees to an understanding of and compliance with the specifications and requirements described in this RFP.

3.12. Proposer’s Signature.

The proposals must be submitted by an individual authorized to legally bind the business submitting the proposal. The proposer’s submission of a proposal in response to this RFP guarantees that the offer bas been established without collision and without effort to preclude the City from obtaining the best possible supply or service. Proof of authority of the person signing the RFP response must be furnished upon request.

3.13. Offer in Effect for sixty (60) Days.

A proposal may not be modified, withdrawn or canceled by the proposer for a sixty (60) day period following the deadline for proposal submission as defined in the Schedule of Events and proposer agrees in submitting the proposal.

3.14. Pay-to-Play Disclosure.

Business entities are advised of their responsibility to file an annual disclosure statement of political contributions with the New Jersey Election Law Enforcement Commission (ELEC) pursuant to N.J.S.A.

19:44A-20.27, if they receive contracts in excess of $50,000.00 from public entities in a calendar year.

Business entities are responsible for determining if filing is necessary. Additional information on this requirement is available from ELEC at 888-313-3532 or www.elec.state.nj.us.

3.15. Submitting a Proposal.

A. Content of Proposal. Proposer should address all requests for information and qualifications set forth in this RFP.

B. Failure to Comply with Instructions. Proposers failing to comply with the instructions in this RFP may be subject to point deductions.

C. Copies Required and Deadline for Receipt of Proposals. Proposers must submit one (1) proposal to the City via the e-Procurement Portal prior to 10:15 am on Thursday, September 26, 2024.

D. Late Proposals. Regardless of cause, late proposals will not be accepted and will automatically be disqualified from further consideration. It shall be the proposer’s sole risk to assure submission by the designated time. Late proposals will not be accepted in ProcureNow system.

3.16. Cost of Preparing a Proposal.

A. City Not Responsible for Preparation Costs. The costs for developing and delivering responses to this RFP and any subsequent presentations of the proposal as requested by the City are entirely the responsibility of the proposer. The City is not liable for any expense incurred by the proposer in the preparation and presentation of their proposal or any other costs incurred by the proposer prior to execution of a contract.

B. All Timely Submitted Materials Become City Property. All materials submitted in response to this

RFP becomes the property of the City.

4. RFP Standard Information

4.1. Authority

This RFP is issued under the authority of the City of Newark. The RFP process is a procurement option allowing the award to be based on the attached Evaluation Criteria. No other evaluation criteria, other than as outlined in the RFP, will be used.

4.2. Proposer Competition

The City encourages free and open competition among proposers. Whenever possible, the City will design specifications, proposal requests, and conditions to accomplish this objective, consistent with the necessity to satisfy the City’s need to procure technically sound, cost-effective services and supplies.

4.3. Public Information

All information received in response to this RFP, including copyrighted material, subject to public disclosure and may be made available for public viewing after the time for receipt of proposals has passed with the following four exceptions: (1) bona fide trade secrets meeting the requirements of the

Uniform Trade Secrets Act, Title 30, chapter 14, part 4, MCA, that have been properly marked, separated, and documented; (2) matters involving individual safety as determined by the City; (3) any company financial information requested by the City to determine vendor responsibility, unless prior written consent has been given by the proposer and (4) other constitutional protections, or as otherwise not subject to disclosure according to OPRA guidelines.

4.4. Purchasing Agent Review of Proposals

Upon opening the proposals received in response to this RFP, the Purchasing Agent in charge of the solicitation will review the proposals and separate out any information that meets the referenced exceptions in Section 2.2.1 above, providing the following conditions have been met:

• Confidential information is clearly marked and separated from the rest of the proposal.

• The proposal does not contain confidential material in the cost or price section.

• An affidavit from a proposer’s legal counsel attesting to and explaining the validity of any trade secret claim asserted by the proposer.

Information separated out under this process will be available for review only by the Purchasing Agent, the evaluation committee members, and limited other designees. Proposers must be prepared to pay all legal costs and fees associated with defending a claim for confidentiality in the event of an open public records request from another party.

4.5. Initial Classification of Proposals as Responsive or Non-Responsive

All proposals will initially be classified as either “responsive” or “non-responsive.” Proposals may be found non-responsive any time during the evaluation process if any of the required information is not provided; the submitted price is found to be excessive or inadequate as measured by attached

Evaluation Criteria; or the proposal is not within the plans and specifications described and required in the RFP. If a proposal is found to be non-responsive, it may be subject to point deductions.

4.6. Determination of Responsibility

The City will determine whether a proposer has met the standards of responsibility. Such a determination may be made at any time during the evaluation process if information surfaces that would result in a determination of non-responsibility. If a proposer is found non-responsive, the determination must be in writing, made a part of the procurement file and mailed to the affected proposer.

4.7. Evaluation of Proposals

The City will evaluate the proposals and recommend whether to award the contract to the firm determined to best meet the needs of the City or, if necessary, to seek discussion in order to determine the firm to be selected. All responsive proposals will be evaluated based on stated evaluation criteria.

The City may consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFP responses in terms of differing quality and contractual factors. These will be used to determine the most advantageous offering to the City.

4.8. Completeness of Proposals

Selection and award will be based on the proposer’s proposal and other items outlined in this RFP.

Submitted responses may not include references to information located elsewhere, such as internet websites or libraries, unless specifically requested. Information or materials presented by proposers outside the formal response or subsequent discussion may not be considered.

4.9. Opportunity for Discussion and/or Oral Presentation/Product Demonstration

After receipt of all proposals and prior to the determination of the award, the City may initiate discussions with one or more proposers should clarification be necessary. Proposers may also be required to make an oral presentation and/or product demonstration to clarify their RFP response or to further define their offer. In either case, proposers should be prepared to send qualified personnel to the City of Newark to discuss technical and contractual aspects of the proposal. Oral presentations/demonstrations, if requested, shall be at the proposer’s expense.

4.10. Contract Award

Contract awards, if any, will be made to the proposer who the City determines who best can provide the services required and provides all required documents. Formal contracts incorporating this RFP, including attachments hereto, and the selected proposals, will be executed by all parties

4.11. Termination of Contract

The City reserves the right to terminate any contract entered into as a result of this RFP provided written notice has been given to the proposer at least thirty (30) days prior to such proposed termination date.

4.12. Excise and Sales Tax

The prices herein shall not include any Federal or Excise Taxes of Sales Tax imposed by any state or municipal government. All taxes must be deducted from prices quoted and must be shown separately under items where applicable. The City will not furnish Federal Tax Exemption certificates unless the tax is shown separately. The City's purchase order (Vendor's Copy) will serve as the State Tax Exemptions

Form.

4.13. Statutes and Ordinance

No officer, or employee, elected or appointed in any municipality shall be interested directly, or indirectly, in any contract or job for work or materials, or the profits thereof, or services to be furnished or performed for such municipality (R.S. 40:69A 163 Chap.210--P.L. 1950).

Pursuant to P.L. 1971, c. 198 (40A:11-18) the proposer must agree to comply with the provision of

American goods and products to be used where possible.

On all contracts for public works, the respondent must comply with the provisions of R.S. 34:11-56, et.

seq., which law provides that laborers, workers and mechanics while engaged on work under the contract shall work not more than eight hours in any one day, except as otherwise provided for in said statute, and that the prevailing rate of daily wages in the locality where the work is performed shall be paid to the mechanics, workmen and laborers engaged in the work under the contract. It is understood and agreed by the Contractor that, in addition to the abovementioned provision, the said Contractor will obey and comply with the Laws of the State of New Jersey, and in the event said Contractor shall violate the provisions of New Jersey State Statutes Annotated, R.S. 34:11-56, and Chapter 213, Public Laws of the State of New Jersey 1962, or any other statutes of the State of New Jersey, then this contract shall be voided at the option of the City of Newark. The Contractor shall pay to all mechanics, workmen and laborers employed in the work contained under this contract the prevailing rate of wages pursuant to the provisions of New Jersey Statutes Annotated; R.S. 34:11-56 and shall further comply with all of the provisions of New Jersey Statutes Annotated; R.S. 34:11-56. The Contractor further agrees that he shall comply with Chapter 213, Public Laws of the State of New Jersey 1962. The provisions of same shall be considered part of these specifications. It is further understood and agreed that all labor employed by the Contractor on this project shall be such as will work with other trades employed on the project so that there will be no dissension between trades. All labor employed on this project shall conform to local labor Union practices.

Pursuant to Revised Statutes 10:2-1 et seq., Respondent agrees that:

• In the hiring of persons for the performance of work under this contract or any subcontract hereunder, or for the procurement, manufacture, assembling or furnishing of any such materials, equipment, supplies or services to be acquired under this contract, no contractor, nor any person acting on behalf of such contractor or subcontractor, shall, by reason of race, creed, color, national origin, ancestry, marital status, gender identity or expression, affectional or sexual orientation or sex, discriminate against any person who is qualified and available to perform the work to which the employment relates.

• No contractor, subcontractor, nor any person on his behalf shall, in any manner, discriminate against or intimidate any employee engaged in the performance of work under this contract or any subcontract hereunder, or engaged in the procurement, manufacture, assembling or furnishing of any such materials, equipment, supplies or services to be acquired under such contract, on account of race, creed, color, national origin, ancestry, marital status, gender identity or expression, affectional or sexual orientation or sex.

• There may be deducted from the amount payable to the contractor by the contracting public agency, under this contract, a penalty of $ 50.00 for each person for each calendar day during which such person is discriminated against or intimidated in violation of the provisions of the contract.

• This contract may be canceled or terminated by the contracting public agency, and all money due or to become due hereunder may be forfeited, for any violation of this section of the contract occurring after notice to the contractor from the contracting public agency of any prior violation of this section of the contract.

• This contract may be canceled or terminated by the City of Newark, and all money due or becomes due hereunder may be forfeited, for a second or any subsequent violation of the terms or conditions of this section of the contract.

All contracts and purchases of materials and supplies are subject to the provisions of Section 2:4-14 of the City Administration Code, Revised Ordinances of the City of Newark, New Jersey, which follows:

(a) All contracts hereafter made by or on behalf of the City of Newark or any of its departments or subdivisions with any corporation, person or persons for the performance of any kind of work or the sale, furnishing or delivery of any material or supplies of any nature shall contain a provision that the laborers, workers and mechanics engaged in said work or in the manufacture, sale or delivery of said material or supplies shall not work more than eight hours in any one day while so engaged; and that the said laborers, workers and mechanics shall be paid the prevailing rate of wages for the type of work to be done in the territory in which it is to be performed; and shall contain a further provision that the violation of the foregoing provision shall constitute a breach of the Contract, and that the said foregoing provision shall be considered to be a contractor for the benefit of said workers, laborers and mechanics upon which said laborers, workers and mechanics shall have the right to maintain action for the difference between the prevailing rate of wages and the wages actually received by them; and all such contracts shall contain the further provision that in case any dispute arises as to the amount of the prevailing rate of wage, said dispute shall be referred to the Commissioner of Labor of the State or to such person as will be designated by said Commissioner of Labor as an arbitrator to settle said dispute, the parties to be bound by decision of such arbitrator.

(b) All advertisements for Request for Proposals and all specifications in pursuance of any law requiring the advertisement for Request for Proposals shall include specific reference to this section.

4.14. City’s Rights Reserved

While the City has every intention to award contracts as a result of this RFP, issuance of the RFP in no way constitutes a commitment by the City to award and execute any contract. Upon a determination that such action would be in its best interest, the City, in its sole discretion, reserves the right to cancel or terminate this RFP; reject any or all proposals received in response to this RFP; waive any undesirable, inconsequential, or inconsistent provisions of this RFP which would not have significant impact on any proposal; not award if it is in the best interest of the City not to proceed with contract execution; or if awarded, terminate any contract if the City determines adequate funds are not available.

4.15. Non-Discrimination in Employment

The proposer shall agree to comply with all Federal and State legislation and regulations governing Fair

Employment Practice, including but not limited to Title VI of the Civil Rights Acts of 1964, Executive

Order 11246 September 1965 and the rules, regulations and relevant orders of the Secretary of Labor.

No employee of the City of Newark or a member of the immediate family of an employee of the City of

Newark may submit a proposal for this contract, nor should an employee of the City of Newark be an employee of the contractor submitting a proposal on this contract.

4.16. Indemnification and Insurance

The proposer shall indemnify, defend and hold harmless all City members and agents of the City against claims, demands, losses, liabilities, costs, and expenses (including reasonable attorney’s fees) without limitation, and claims of personal or bodily injury or death. The proposer shall maintain for the duration of the contract, at its own expense, insurance as required in the Scope of Work.

4.17. Primary Insurance

The bidder’s insurance coverage shall be primary insurance with respect to the City of Newark, its officers, officials, employees, volunteers and program participants and shall apply separately to each project or location. Any insurance or self-insurance maintained by the city of Newark, its officers, officials, employees, volunteers and program participants shall be excess of the bidder/vendor’s insurance.

4.18. Additional Insured Status

The City of Newark is to be listed as additional insured for liability arising out of activities performed by or on behalf of the bidder/vendor. This can be achieved by providing (A) and (B) below:

A. The following language on the face of the insurance certificate: The City of Newark is included as additional insured.

B. Provide the City with a copy of the Additional Insured Broad Endorsement Form.

4.19. Worker’s Compensation Insurance

Workers Compensation insurance shall be maintained in full force during the life of the contract, covering all employees engaged in performance of the contract pursuant to N.J.S.A. 34:15-12(a) and

N.J.A.C. 12:235-1.6.

4.20. General Liability Insurance

General liability insurance shall be provided with limits of not less than $200,000 any one person and

$300,000 any one accident for bodily injury and $100,000 aggregate for property damage and shall be maintained in full force during the life of the contract.

Note:

The shelter operator is required to maintain insurance for the duration of the contract in the following minimum amounts:

All insurance shall be written for up to the following limits of liability.

General Liability Insurance: $1,000,000.00 per occurrence

$2,000,000.00 aggregate

Commercial Liability Insurance: $1,000,000.00 per occurrence

Professional Liability: $1,000,000.00

Workers Compensation $500,000.00 each accident

$500,000.00 by disease

$100,000.00 per bodily injury

4.21. Other Provisions

1. Both parties agree to comply with all requirements of the Federal Health Insurance Portability and

Accountability act of 1996 (“HIPPA”) as may be amended from time to time, and the corresponding

HIPPA regulations for the confidentiality and security of medical information. If awarded the bid, the contract shall:

• Not share or disclose protected health information other than as permitted or required by law

• Use appropriate safeguards to protect the confidentiality of the information

• Report any use or disclosure not permitted

Proposer, by execution of the contract, shall thereby indemnify and hold the City of Newark harmless from any and all liabilities, claims, actions, costs and penalties which may be incurred as the result of the failure of the contractor to comply with the requirements of HIPPA or any other statute or case law protecting the privacy of persons using its services.

2. The City of Newark shall retain all of its rights and interest in any and all documents and property both hard copy and digital furnished by the City to the successful proposer (contractor) for the purpose of assisting the contractor in the performance of the contract. None of the documents and/or property shall, without the written consent of the City, be disclosed to others or used by the contractor or permitted by the contractor to be used by their parties at any time except in the performance of the resulting contract.

3. Award of any contract pursuant to these specifications shall in all cases be subject to availability of funds duly appropriated for these purposes. Any contract as awarded shall immediately cease to be in effect at such time as funds cease to be available for these purposes.

4. Proposers shall comply with the applicable regulations of the Secretary of Labor, United States

Department of Labor, made pursuant to the so-called "Anti- Kickback Act" of June 13, 1934 (48 Stat.

948:62 State. 862; title 18 U.S.C., Sec 874; and Title 40 U.S.C. Section 276c) and any amendments or modifications thereto.

5. Proof of licensure for any activity regulated by the State of New Jersey and required to do the work required under this specification, for either the firm or the person responsible for the work, shall be provided as required by the City of Newark.

4.22. Payment Terms

Although total contract costs will not be the determining factor, budget or allocations of funds will be considered.

• For the Services set forth in the Scope of Work, the Proposer shall submit a Rate Schedule for services related to the Proposal (cost details), including the hourly rate of each of the individuals who will be performing the services.

• The Proposer shall be paid hourly rates for typical classification of personnel for the program.

The Proposer shall provide with its statement of qualifications a list of all persons anticipated to provide work on the contract and their job classifications.

• The Proposer shall submit a detailed invoice, including hours of work performed, rates and disbursements, including incidental costs. Proposer shall execute the standard City purchase order as a requirement for payment.

5. Proposer Qualifications

5.1. References

Proposers shall provide a minimum of three (3) references that are using services of the type proposed in this RFP. The references may include the state, county government or municipalities where the proposer, preferably within the last three (3) years, has successfully completed three (3) contracts of this type. At a minimum, the proposer shall provide the entities name, the location where the services were provided, contact person(s), contact’s position, customer’s telephone number, a complete description of the service type, dates the services were provided, and cost of services. These references may be contacted to verify proposer’s ability to perform the contract. The City reserves the right to use any information or additional references deemed necessary to establish the ability of the proposer to perform the conditions of the contract.

5.2. Resumes/Company Profile and Experience

Proposer shall specify how long the individual/company submitting the proposal has been in the business of providing services similar to those requested in this RFP and under what company name. A resume or summary of qualifications, work experience, education, skills, etc., which emphasizes previous experience in this area should be provided for all key personnel who will be involved with any aspects of the contract.

5.3. Detail and Supporting Documentation

Contractor will provide sufficient detail, information, supporting documentation or examples of the following:

• Name of Individual assigned primary responsibility for the project.

• Names, addresses, and telephone numbers of anticipated sub-contractors.

• Organization’s experience with governmental agencies: Federal, State, County, and Local.

• Detail experience in administering similar projects. Explain the extent of your experience, how each element is addressed and whether the service is done in-house or contracted out.

• Describe how your firm ensures good communication with clients (client report mechanisms, etc.)

• Has contractor worked with New Jersey counties or municipalities on previous projects? Is contractor familiar with the terrain of the City of Newark?

5.4. General Abilities/Method of Providing Services

Proposer should provide a description of the work plan and the methods to be used that will convincingly demonstrate to the City what the proposer intends to do, the ability to accomplish the work, and how the work will be accomplished.

• The proposal submitted in response to the RFP may be used as an example of a professional document produced by the contractor.

• The contractor should have experience in all aspects of administering similar projects.

Contractor and staff must be familiar with Federal and State statutes, regulations, and procedures.

• The contractor must have the ability to work with the government agencies at various levels, Federal, State, and Local. History of good working relationships with counties and municipalities, specifically in New Jersey is helpful.

6. Project Details

6.1. Important Instructions for Electronic Submittal

The City of Newark is accepting electronic bid submissions. Bidders shall create a FREE account with

ProcureNow by signing up at https://secure.procurenow.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

6.2. Scope of Work or Project Details

City of Newark

Office of Homeless Services

Newark Hope Village II

Operator Specifications

RFP Key Points

• This RFP is an opportunity to engage shelter providers to operate:

o Newark Hope Village II,” a low-barrier safe sleeping village. The design development is low-barrier shelter village consisting of recycled shipping containers each with capacity to shelter 20 homeless individuals and/or families from the City of Newark.

• The City of Newark encourages small and large capacity shelter providers to participate in this

RFP.

• The City of Newark is awarding the contract to one vendor demonstrating experience and the capacity to manage such a program.

INTRODUCTION

NEWARK Hope Village II is an innovative program with a no requirements-come-as-you-are model. It is a safe sleeping village where people experiencing homelessness have access to shelter and supportive services including assistance with transition to permanent housing. Designed to attract individuals that are shelter adverse and have been disengaged from traditional shelters and supportive homeless services, the service model aims to transition chronically homeless individuals through targeted street outreach to a catalytic atmosphere within the village that can promote healthy living and a continuum of social service supports.

https://secure.procurenow.com/signup

Hope Village II consist of four residential clusters with capacity to shelter 20 homeless individuals, within the City of Newark Southward. Fully ADA compliant containers, which have been converted into code-compliant modular residences, consist of 20 dorm-style rooms, and two utility structures with private shower rooms and a multipurpose structure. The rooms have simple furnishings including a heater, bunk bed with extra storage and a small dresser.

This project was a critical solution and emergent response to the global pandemic and code blue season.

PURPOSE

The purpose of this RFP is to award one shelter operator a contract to operate each low-barrier container village, NEWARK Hope Village II located on Elizabeth Ave., Newark. The term of the contract will commence upon Notice to Proceed to Vendor and terminate within 12 months, of executed contract.

Only proposals from qualified, experienced shelter providers who can prove successful outcomes of individuals via intensive case management and access to wrap around services to Newark’s homeless populations will be accepted.

SCOPE OF SERVICES

The City of Newark will provide or arrange for:

• Medical care services for the homeless population through connection with the City of Newark

Federally Qualified Health Center (FQHC) as needed;

• Mental health services;

• Outreach and engagement;

• Personal protective equipment;

• Regular maintenance of the facility, which includes the building and grounds, equipment and furnishings.

Shelter Operator

The shelter operator for each Newark Hope Village II is required to provide the following goods and services:

o Shelter Accommodation, including:

▪ Beds

▪ Mattresses

▪ Sheets and pillowcases

▪ Blankets

▪ Pillows

▪ Toiletry items, including toothbrushes and toothpaste

▪ Cleaning supplies

Shelter Accommodation o Temporary residential accommodations for adults. which are safe, clean, in good repair, maintained on a daily basis, free of pests, and poisonous substances.

o Equipment and furnishings, which support the daily activities of the residents when they are staying in the shelter.

o Each resident with:

▪ A bed which is solidly constructed, in good repair with a clean mattress;

▪ Clean sheets, pillowcase and at least one (1) blanket;

▪ Towel, soap, and toilet tissue; and

▪ Toothbrush and paste.

o Adequate supplies and equipment for housekeeping activities.

o Three (3) balanced and nutritious meals each day.

Intensive Case Management o Intensive case management to include the development of a service plan for each resident

(to include steps a person will take to obtain an affordable and permanent place of residence);

o Medical and Social Service Referrals

Shelter Rules and Regulations

• Written rules for shelter residence, to be provided to City of Newark before execution of agreement.

• A progressive disciplinary policy shall be provided to the City of Newark with proposal.

• Inform and provide a copy to each resident at admission.

• Enforce uniformity of regulations to ensure safety of residents and provide incident reports to the City of Newark within twenty-four (24) hours of violations, which result in involuntary discharge from container shelters.

o The vendor shall notify the City of Newark, welfare, advocacy or other social service partners for assistance and advice for alternate living arrangements before removing a resident.

o In the event of transfer to a health, mental health or other facility, the licensee shall send identifying information and identification of the residents to representative and physician, if available.

o Prior to removal of a resident for breach of the house rules, the vendor shall explain to the resident the basis for removal and give the resident an opportunity to correct the behavior.

A resident who is a threat to him or herself or another may be removed with the notice required above.

o All involuntary discharges may be subject to investigation by the City of Newark and decisions reversed subsequently pending investigation.

Staffing and Supervision

• Vendor is required to have the staff and supervision at the facility outlined below:

o Supervision Staff must have a minimum educational requirement of a Bachelor (1-2) years of administrative experience, excellent oral and written communication skills, and ability preparing fiscal and programmatic reports, ability to execute policies and procedures and prepare incident reports.

o Staff providing social service must possess an Associate Degree and or degree or some college in a Social Service or related field or minimum of (3) years of experience serving the chronically homeless population.

o Supervisory Staff must have experience with the following:

▪ Facility surveillance

▪ Emergency response

▪ Complaint and incident investigation

▪ Intake and discharge processes

▪ Daily census reporting

▪ Compliance with regulations

• Minimum Staffing Plan Requirement o Full-time administrative personnel, business hours, 5 days/week, including 1 designated supervisor whom shall be responsible for the oversight of staff. facility, registration of residents, provide health screenings, manage bathroom, food and supplies.

o 1 full-time social workers, 1 full time LCSW social worker, business hours, 5 days/week, responsible for conducting screenings, connecting the residents to alternative housing options, implementing exit and housing stabilization plans while offering supportive wrap-around services in collaboration with partner agencies.

o 3 full-time site monitors, will be responsible for monitoring facility and residents during 24/7 shifts of three 3, 7 days/week, ensuring residents are logging in as they enter and exit the facility, reporting incidents and issues that arise during their shift and reporting findings in writing to their supervisor.

o 2 full-time janitorial staff 7 days/week, will be responsible to maintain and clean the property including bathrooms, common areas and sleeping quarters (Note: Janitorial staff will be residents residing at the shelter) o 1 full-time housekeeping technician, business hours, 5 days/week, responsible for washing linen, towels and blankets, folding, stocking and maintaining inventory of such.

• Staffing schedule must be posted visibly.

• Vendor must participate in City of Newark authorized training opportunities.

• Vendor must provide training for all staff on the services including, but not limited to the following:

o Shelter rules o Shelter Discharge Process o Regulations o Procedures o Emergency response o Incident reporting

General supervision services

Supervision services shall include, but shall not be limited to:

• Intake

• Recording a daily census

• Monitoring residents to identify abrupt or progressive changes in behavior or appearance which may signify the need for assessment and service

• Surveillance of the grounds facility, and activities of residents to prevent theft and resident harm

• Handling individual emergencies including arranging for medical care or other services

• Investigation and recording of incidents involving resident endangerment

• Guidance to assure residents attend meals if available and maintain appropriate nutritious intake

• Guidance to assure that necessary personal hygiene and grooming activity are performed

• Staff shall be trained in the means of rapidly evacuation and guiding residents from the site

• One staff person shall be designated to guide evictions should they be necessary

• In the event a resident develops a medical condition which requires immediate or continued treatment which cannot be provided on an outpatient basis or which constitutes a risk to self or others vendor shall:

o Inform the City of Newark o Make arrangements for transfer of such resident to appropriate medical facility; and, o Notify the residents representation or next of kin

• In the event that a resident perishes on site vendor shall:

o Contact appropriate authorities o Inform the City of Newark designated official immediately o Immediately Inform the residents next of kin and/emergency contact o Write an incident report and submit to the City of Newark with in (24) hours of incident

• In the event that a resident exhibits behavior which constitutes a danger to self or others, the vendor shall:

o Refer the resident for appropriate professional evaluation of the resident’s condition

(agency contacts will be provided by the City of Newark) o Notify the residents representative or next of kin, if known; and, o If necessary, arrange for transfer of the individual to a facility providing the proper level of care

▪ In this case the vendor shall

• Provide an incident report

• Submit incident report to the City of Newark within 24 hours of transfer

Admission

• Except as forth in below, the vendor shall admit and care for only those individuals referred directly by the City of Newark and/or designated agency(s) by the City of Newark.

• Each resident is required to be interviewed and provided an intake within 24 hours of entry to determine the immediate needs of the resident.

• Written Rules shall be provided to resident at time of admission and verbally provided to resident at intake, within 24 hours of entry.

• Vendor shall not permit occupancy to exceed the allotted units (provided above).

Homeless Diversion

Vendor will include homeless diversion screening at intake to ensure that those with alternative resources will not be accessing the homeless system. Vendor will either provide direct referrals or collaborate with an agency that can offer successful diversion assistance.

Vendor must respond in detail and provide information as to prior experience, past projects, capability, successful outcomes and other pertinent information regarding case management. Provide proof, including HMIS reports detailing the interactions with various homeless populations with whom you have assisted and the outcomes.

Ancillary and Referral Services

• Residents shall have regular access to a network of community resources in Newark and Essex

County to meet their personal needs.

o Vendor will provide office space to agencies provided by City of Newark to partner and cooperate ultimately to address resident’s needs.

• Vendor will be required to participate in frequent case collaborative coordinated by the City of

Newark with agency partners to promote the transition of residents into permanent housing.

• Information and referral services shall include but not be limited to:

o Making referrals to services from public and private sources for medical, housing, social services o Cooperating with providers of services essential to residents; and o Assisting residents to secure services needed

• Cooperate with service providers in executing a plan for services for each resident.

City of Newark Access and Site Visits

• City of Newark will have access to conduct announced and unannounced site visits.

• City of Newark will set the frequency of site visits based on an inspection schedule.

• City of Newark will visit any time based on referrals or complaints.

• City of Newark will notify shelter of any deficiencies found during site visits and will be advised of the timeframe in which deficiencies must be abated.

Security and Emergencies

• Vendors are required to hire (24) hour armed security guards to monitor and secure each site location

• Vendors are required to have three floor monitors at the site.

• Vendors must provide the City with updated floor monitor/security plans delineating personnel and qualifications, resident safeguard measures, and incident reporting procedures at time of proposal.

• Vendors must provide the City of Newark, Office of Homeless Services with updated emergency evacuation plans following award.

• Display active participation, coordination and membership in a community-based network of social service providers to support the community residents.

• Possess a valid NJ DCA issued license and other required certificates necessary to operate in the

State of New Jersey.

Reporting Requirements

• Vendor shall provide weekly and monthly reports as requested by the City of Newark o HMIS reporting monthly o Intake reports weekly (every Sunday) o Census Reports daily o Client Transition reports weekly (every Sunday) o Attendance Logs weekly (every Sunday)

• Vendor must ensure weekly client reviews, client transition, attendance logs and census reports are completed accurately with appropriate client signatures and sent to City of Newark timely as indicated above.

• Vendor is required to update the Homeless Management Information System (HMIS) upon intake discharge and following engagement of any resident at the shelter. The City of Newark may at any time conduct random monitoring and evaluation as well as request HMIS documentation.

Incident Reports

• Vendor must notify and send documentation to City of Newark within 24 hours of the occurrence and or issue.

• Vendors must notify operator and immediately and send documentation to City of Newark in cases where there is bodily harm.

Housekeeping Services

• Vendor shall be responsible for washing linen, towels and blankets, folding, stocking and maintaining inventory of such.

• Vendor will be responsible to maintain and clean the property including the grounds, bathrooms, common areas and sleeping quarters.

INSURANCE REQUIREMENTS

General Requirements: The shelter operator is required to maintain insurance for the duration of the contract in the following minimum amounts:

All insurance shall be written for up to the following limits of liability.

General Liability Insurance: $1,000,000.00 per occurrence

Commercial Liability Insurance: $1,000,000.00 per occurrence

Professional Liability: $1,000,000.00

Workers Compensation $500,000.00 each accident

$500,000.00 by disease

$100,000.00 per bodily injury

Primary Insurance: The shelter operator’s insurance coverage shall be primary insurance as respect to the city, its officers, officials, employees and volunteers and shall apply separately to each project or location. Any insurance or self-insurance maintained by the City of Newark, its officers, officials, employees or volunteers shall be excess of the shelter operator’s insurance and shall not contribute with it.

Additional Insured Status: With respect to General Liability Insurance, the city is to be listed as additional insured for liability arising out of activities performed by or on behalf of the

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