Part 2 Contents of Proposals.pdf

Part 2: Contents of Proposals ATL Homeless and Transient Mitigation RFP

Contents of Proposal

1. General Contents of Proposals: A Proponent must submit a complete Proposal in response to this RFP in the format specified in this RFP; no other format will be considered. A Proposal will consist of two (2) separate documents:

1.1. Informational Proposal; and

1.2. Cost Proposal (Form provided by City, Exhibit A.1). Cost Proposal will become part of the

Professional Services Agreement attached to this RFP if an Agreement is awarded pursuant to this procurement.

2. Informational Proposal: An Informational Proposal is comprised of two (2) sources of information:

2.1. Volume I, information drafted and provided by a Proponent; and

2.2. Volume II, information provided by a Proponent on Required Submittal forms provided by the City (or required to be created by a Proponent) in this RFP.

3. Information Required to Be Included in Informational Proposal:

3.1. Summary: The following is a summary of the information required to be contained in an Informational Proposal:

3.1.1. Information Drafted and Provided by a Proponent: This information should be included in Volume I of the Proposal:

3.1.1.1. Executive Summary;

3.1.1.2. Experience and Qualifications of Key Personnel/ Staff;

3.1.1.3. Experience and Past Performance on Projects of Similar Scope

3.1.1.4. Management Approach

3.1.1.5. Integrated Plan designed to assist with issues of Homelessness at Hartsfield

Jackson Atlanta International Airport over the next 5 years

3.2. Summary: The following is a summary of the information required to be contained in an Informational Proposal:

3.2.1. Information Drafted and Provided by a Proponent: This information should be included in Volume I of the Proposal:

3.2.1.1. Introduction of the Proponent’s company including history, location, qualifications, experience, main line of business, how business is organized (corporation, partnership, public, private, etc.), notable achievements, etc. (not to exceed 1 page).

Executive Summary – The executive summary shall include a brief statement summarizing Proponents approach to the services, understanding of the scope of services, and demonstrated understanding of any potential problems/obstacles to providing these services (not to exceed 2 pages).

3.2.1.2. Contact Information: Name, address, telephone number of one (1) individual to whom all future correspondence and/or communications will be directed.

3.2.2. Experience and Qualifications of Key Staff

Experience & Staff – Description of Proponent’s experience providing have a minimum of two (2) years’ experience within the last five (5) years, providing expertise in maintaining and managing a homeless case management program.

3.2.1.3. Qualified Staff – Each Proponent should describe the competence, qualification and experience of its staff including the following: Providing an organizational chart: submission of the names in the organizational chart constitutes a commitment to use these individuals if the Proponent is selected; provide resumes for each of the top three personnel outlining relevant experience. The resumes should be limited to no more than two (2) pages per person and be organized according to the following: name, title, professional background, current and past relevant employment, education, certifications.

3.2.1.4. Provide a list of any other positions within Proponent’s organization that Proponent will utilize to provide the Services requested.

3.2.3 Experience and Past Performance on Projects of Similar Scope

3.2.3.1. Each Proponent shall have a minimum of two (2) years’ experience within the last five (5) years, providing expertise in maintaining and managing a homeless case management program. (2) projects that involved experience with homelessness, substance abuse and/or mental health issue. It is expected that the successful project will have available qualified, trained, and experienced staff such as outreach case managers and outreach coordinators.

3.2.4. Management Approach

3.2.4.1. Based on the Proponent’s Organizational structure, describe how the Proponent will manage the Services, specifically addressing the following:

3.2.4.1.1 Overall approach for organizing the team to be able to respond timely to as-needed tasks, as well as ensuring the availability of individuals identified in the

Proposal;

3.2.2.2. Provide an Organizational chart that illustrates the team structure and relationships of the proposed team;

3.2.2.3. Plan for coordination and communication with City staff taking into account the potential for engagement across multiple stakeholder departments many of whom are operating remotely;

3.2.2.4. Approach on how the work is to be managed by the Proponent considering that work may be performed by a team comprised of Key Staff and team members from various firms;

3.2.2.5. Description of the proposed Project Management Plan that will drive the execution of the services to be provided under this Agreement and encompasses production of key artifacts including a project plan, project charter, responsibility assignment matrix, detailed functional and technical requirements, architectural diagrams, test plan (including production and non-production environments), status report, communications plan, cutover plan, and RAID log, however, this list may not be exhaustive.

3.2.2.6. Description of the proposed Quality Control/Quality Assurance Program that will be implemented during the execution of the services to be provided under this Agreement;

3.2.2.7. Description of the proposed Maintenance and Support Program that will follow implementation of the services provided under this Agreement to include support within designated business hours for a specified, pre-determined period of time after the initial launch along with support required to conduct software releases and functionality add-ons;

3.2.2.9. Approach and systems used for cost estimating; providing up to date expenditure reports on an as needed basis;

3.2.2.10. Approach and systems used for meeting schedules;

3.2.2.11. Other information deemed important by the Proponent;

3.2.2.12. Special expertise to be provided for the various services requested; including but not limited to providing best practice guidance and recommendations and support necessary to achieve the desired state;

3.2.2.13. Innovative management tools/techniques, as applied to the scope of services;

3.2.2.14. Approach to tracking and mitigating risks, issues, change requests, and key business decisions that arise during project delivery efforts including corrective action plans; and

3.2.2.15. Specifically, based on the Proponent’s Organizational structure, describe how the proponent will manage the Services, specifically addressing the following:

3.2.2.15.1. Ensure proper communication and coordination among pertinent project team members utilizing mediums that take into account dispersed teams and remote working arrangements;

3.2.2.15.2. Assure the City that the scope of work for the project will be kept within the established time and budget constraints;

3.2.2.15.3. Establish and maintain the necessary cooperative relationships;

3.2.2.15.4. Coordinate all necessary project activities within that team relationship to ensure product deliverable is seamless with all disciplines;

3.2.2.15.5. Demonstrate ability to meet and uphold the City’s Information Systems Standards Checklist;

3.2.2.15.6. Demonstrate availability to provide continuous software maintenance and support per contract terms;

3.2.2.15.7. Demonstrate willingness to comply with the City Covid-19 Safety and Health Protocols and the City Covid-19 Travel Restrictions while in effect;

3.2.2.15.8. The work area is in a secured environment therefore each Proponent must report to the appointed location daily and comply with onsite access requirements set forth by the City of Atlanta, Department of Aviation. Each proponent must always display a security identification display area (SIDA) badge when onsite.

3.2.5. Integrated Plan to Assist with issues of Homelessness at HJAIA over the next 5- Years.

An integrated plan designed to engage, assist and mitigate individuals experiencing homelessness, substance abuse, and mental health issues in the Airport

4. Cost Proposal (Responses to Excel Workbooks). You must sign a Confidentiality Agreement (See Appendix C) to receive the Excel Workbooks for the different coverages:

Each Proponent must submit a Cost Proposal using the form provided by the City at Exhibit A.1: Cost Proposal. The Cost Proposal must support the Scope of Services contained in the RFP and fully encompass all activities in the Proponent’s Proposal. The Cost Proposal shall serve as the baseline for final fee negotiation with the City.

Summary: The following is a summary of maximum hourly rates for Key Staff in Cost Proposal:

Program Administration= Case Manager = Outreach Coordinator= Emergency Service Administration=

5. Submission of Proposals:

5.1. All Proposals must be submitted via the ATL Cloud electronic procurement system

5.2. If certain portions of your response are considered confidential and proprietary, we would recommend that you mark any portion of your proposal that you deem to be confidential as such, however, it cannot be guaranteed that the City will not have to disclose such information in accordance with its interpretation of the applicable public records laws.

Please refer to the Georgia Open Records Acts (O.C.G.A. § 50-18-72) for information not subject to public disclosure.

6. Responsiveness and responsibility for each Proponent can be observed as the following:

A. The responsiveness of a Proponent is determined by, but not limited to, the following:

1. A timely and effective delivery of all services, materials, documents, and/or other information required by the City;

2. The completeness of all material, documents, and/or information required by the City; and

3. The notification of the City of methods, services, supplies, and/or equipment that could reduce cost or increase quality.

B. The responsibility of a Proponent is determined by, but not limited to, the following:

1. The ability, capacity, and skill of the Proponent to perform the Agreement or provide the Work required;

2. The capability of the Proponent to perform the Agreement or provide the Work promptly, or within the time specified without delay or interference;

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

4. The quality of performance of previous contracts or work;

5. The previous existing compliance by the Proponent with laws and ordinances relating to the Agreement or Work;

6. The sufficiency of the financial resources and ability of the Proponent to perform the Agreement for providing the Work;

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

8. The successful Proponent shall assume full responsibility for the conduct of his agents and/or employees during the time such agents or employees are on the premises to perform the Work herein specified.

7. The City will carefully evaluate the responsiveness and responsibility of each Proponent. The selection criteria shall include but not be limited to, those factors contained in subsection 2-1188(k) of the City of Atlanta Code of Ordinances; and the following (the responsibility is solely on the Proponent to adhere to all evaluation factors as outlined in the City of Atlanta Code of Ordinances).