RFP DOCUMENTS

THE UNIFIED GOVERNMENT OF

ATHENS-CLARKE COUNTY(ACCGov)

DATE: 4/15/2022

TO: Qualified Consulting Firms

SUBJECT: RFP #01070 Plan to Reduce and Prevent Homelessness

You are invited to submit a proposal to provide for the facilitation and preparation of a comprehensive, short and long-term plan to reduce and prevent homelessness for the Housing and Community Development Department.

Inquiries regarding proposals should be made to Toro Holt, Senior Buyer at accbids@accgov.com. Technical questions may be directed to Andrew Saunders, Interim Director, Housing and Community Development Department, at 706-613-3155 or email: Andrew.Saunders@accgov.com.

Attached hereto is the Request for Proposal (RFP) instruction document. The written requirements contained in this (RFP) shall not be changed or superseded except by written addendum from the Unified Government of Athens-Clarke County Purchasing Division of the Finance Department. Failure to comply with the written requirements for this proposal may result in rejection of the proposal by the Unified Government of Athens- Clarke County.

One (1) USB Flash drive with a copy of the Proposal WITHOUT Pricing and one (1) additional USB Flash drive with a completed copy of section V-D Price Proposal Schedule must be submitted. Proposals are to be sealed, marked with the offeror's name and address, and labeled, “RFP #01070 Plan to Reduce and Prevent Homelessness and delivered to:

The Unified Government of Athens-Clarke County Finance Department, Purchasing Division 375 Satula Avenue

Athens, Georgia 30601

Not later than 3:00 P.M. ET, TUESDAY, MAY 17, 2022

A qualified interpreter for the hearing impaired is available upon request at least 10 (ten) days in advance of the proposal opening date. Please call (706) 613-3088 for more information. This service is in compliance with the Americans with Disabilities Act (ADA).

Hand delivered copies may be delivered to the above address ONLY between the hours of 8:00 a.m. and 5:00 p.m. E.T., Monday through Friday, excluding holidays observed by the Unified Government of Athens-Clarke County.

The Unified Government of Athens-Clarke County reserves the right to reject any and all proposals, to waive any technicalities or irregularities, and to award the contract based on the highest and best interest of the Unified Government of Athens-Clarke County.

mailto:accbids@accgov.com mailto:Andrew.Saunders@accgov.com

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TABLE OF CONTENTS

SECTION TITLE

I REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

II REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

III SCOPE OF SERVICES

A. INTRODUCTION AND PURPOSE

B. GENERAL REQUIREMENTS

C. ADDITIONAL REQUIREMENTS

D. DEFINITIONS

E. SPECIFIC TASKS

IV SELECTION PROCESS AND EVALUATION CRITERIA

V MANDATORY PROPOSAL FORMS

A: PROPOSAL FORM

B: ADDENDA ACKNOWLEDGEMENT

C: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT

CONTRACTOR AFFIDAVIT & AGREEMENT

D: PRICE PROPOSAL SCHEDULE

(Must be submitted in a separately sealed USB Flash drive)

VI OPTIONAL FORMS

A: BID LIST APPLICATION – should be submitted prior to the bid submission if you have never registered to do business with ACCGov.

VII DOCUMENTS CHECKLIST

ATTACHMENT A: WHAT YOUR BUSINESS NEEDS TO KNOW ABOUT GEORGIA’S E- VERIFY

REQUIREMENTS

ATTACHMENT B: MASTER CARD E-PAYABLES PROGRAM WELCOME LETTER

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SECTION I - REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

ALL PROPOSALS RECEIVED WILL BECOME A PART OF THE OFFICIAL CONTRACT FILE AND

MAY BE SUBJECT TO DISCLOSURE.

A complete signed proposal must include the documents listed below:

PROPOSAL FORMAT: Offerors are expected to examine the specifications, price schedule, and all instructions. Failure to do so will be at the offeror’s risk. Each offeror shall furnish the information required by the solicitation. The proposal and price schedule must be signed by an officer of the company who is legally authorized to enter into a contractual relationship in the name of the offeror.

All proposals received will become a part of the official contract file and may be subject to disclosure.

PROPOSAL FORMAT: Proposals may not exceed 25 pages, excluding mandatory ACCGov forms. All proposals should include the information outlined below and in the following order:

1. Cover Letter: A brief cover letter of introduction and interest.

2. Table of Contents: Including all sections and subsections.

3. Business Information: State the full name and address of your organization and the branch office or subordinate element that will perform the services described in this proposal. Include a telephone number, the point of contact and official signature of an authorized company representative. Indicate whether you operate as a single proprietorship, partnership, or corporation. Include the state(s) in which you are incorporated and/or licensed to operate.

4. Qualifications and Experience: Include an organizational chart and summary resumes of key personnel proposed for the project, including, but not limited to, designations of the team leader, the person responsible for all proposed communications with the owner, other key project personnel and all proposed sub-consultants and a description of their roles. This section shall also identify the current project assignment(s) and the currently identified completion date(s) for projects currently being managed by the key individuals proposed for our project.

5. Understanding of the Project: Statement of the firm's understanding of the project and proposed approach for providing requested services. This should also identify what, if any, additional services that might be required for a successful project.

6. References: Include a minimum of three references for contracts of a similar nature, preferably public sector references. Include the name, address, telephone number, point of contact and description of the contract for each reference. Examples of no more than three "reference projects" which represent the design team’s approach to design solutions for projects of similar scale and complexity, and the information on these projects must indicate the contributions of proposed key personnel in the design and development of the "referenced projects" cited in the submittal.

6. Financial Information and Documentation: Provide relevant information regarding organizational stability and strength. Documentation may include:

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a. A statement of organizational structure (e.g., sole proprietorship, partnership, corporation, joint venture, etc.), information regarding the make-up of that structure (e.g., owner, partners, board of directors joint venture partners, etc.), a listing of financial references.

b. Failure to Complete Prior Projects - disclose whether the Offeror (or any general partner or joint venture of the Offeror) has ever failed to complete a similar project. If so, list the date of commencement of the project and the entity for which the project was to be performed, and explain why the project was not completed.

c. Disclose information and provide an explanation regarding any contracts involving the offeror or joint venture firm within the last three years which exceeded initial program or project budget, exceeded initial schedule, and any contract penalties or damages assessed.

d. Disclose any history of litigation, including items settled out of court, for any companies/consultants affiliated with your proposal.

7. Schedule/Time/Cost Procedures: Provide a gantt chart or similar outlining the project schedule and relevant project milestones. Please also include a statement discussing your firm's procedures for controlling project time and cost during the design and construction phase.

8. Other Relevant Information: Include any other relevant information concerning the project in this section.

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SUBMITTAL FORMAT: ALL proposal copies must be submitted in a sealed envelope or container with the OUTERMOST container stating the company name, address, telephone number, the RFP number and TITLE (RFP #01070 Plan to Reduce and Prevent Homelessness). If you have an ACCGov Vendor Number, please include it on the sealed envelope or container. If you do not know your vendor number, please call (706)-613- 3088 or email: purchasing@accgov.com If you do not have a vendor number, please fill out a Vendor Registration Form found here (https://www.accgov.com/377/Become-a-Vendor) so one may be issued to your company. The ACCGov Vendor Number is not required to submit a bid but we encourage companies to apply.

One (1) USB Flash drive with a copy of the Proposal WITHOUT Pricing One (1) additional USB Flash drive with a copy of section V-D Price Proposal Schedule

Offerors are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring that the required address information appears on the outer wrapper or envelope used by such service.

No responsibility shall attach to the Unified Government of Athens-Clarke County for the premature opening of a proposal not properly addressed and identified, and/or delivered to the proper or Improper address. Proposals via facsimile will NOT be considered.

ALL DOCUMENTS SUBMITTED ON USB FLASH

DRIVE MUST BE IN A SINGLE PDF FILE

mailto:purchasing@accgov.com https://www.accgov.com/377/Become-a-Vendor

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THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY

REQUEST FOR PROPOSAL (RFP)

RFP #01070 PLAN TO REDUCE AND PREVENT HOMELESSNESS

HOUSING AND COMMUNITY DEVELOPMENT DEPARTMENT

ATHENS, GEORGIA

SECTION II - REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

A. INTRODUCTION

PURPOSE

The Unified Government of Athens-Clarke County desires to solicit competitive proposals from responsible vendors to provide a proposal for facilitating and preparing a comprehensive, short and long-term plan to reduce and prevent homelessness, for the Housing and Community Development Department, Athens, Georgia.

The contractor will provide services per the scope of services as indicated in Section III of this request for proposal (RFP).

B. RFP TIMETABLE

The anticipated schedule for the RFP and contract approval is as follows:

Proposal Documents Available ......................... Friday, April 15, 2022 Deadline for submission of questions ............... Friday, April 29, 2022

Deadline for receipt of proposal ....................... 3:00 P.M. ET, Tuesday, May 17, 2022 Evaluation/Selection Process: ........................... Wednesday, May 18, 2022 to Friday, May 27, 2022

Proposals Valid Until ....................................... Friday, August 19, 2022

C. CONTACT PERSON

The contact person for this RFP is Toro Holt, Senior Buyer. Explanation(s) desired by the offeror(s) regarding the meaning or interpretation of this RFP must be requested from the contact person, in writing at accbids@accgov.com. Technical questions may be directed to Andrew Saunders, Interim Director, Housing and Community Development Department, at 706-613-3155 or email:

Andrew.Saunders@accgov.com.

Offerors are encouraged to contact only the contact persons stated above to clarify any part of this RFP.

Any such unauthorized contact shall not be used as a basis for responding to this RFP and also may result in the rejection of the offeror's submittal.

D. MINIMUM PROPOSAL ACCEPTANCE PERIOD

Proposals shall be valid and may not be withdrawn for a period of 90 days from the date specified for receipt of proposals.

E. ADDITIONAL INFORMATION/ADDENDA

The Unified Government of Athens-Clarke County will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the proposal due date.

Offerors should not rely on any representations, statements or explanations other than those made in this RFP or in any addendum to this RFP. Where there appears to be a conflict between the RFP and any addenda issued, the last addendum issued will prevail.

mailto:accbids@athensclarkecounty.com mailto:Andrew.Saunders@accgov.com

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Request for additional information or clarifications must be made in writing no later than the date specified in the RFP Timetable. The request must contain the offeror's name, address, phone number and email address.

Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the offeror’s receipt of any addendum will result in the rejection of the proposal if the addendum contained information which substantively changed the Owner’s requirements

Offerors who obtain this Request for Proposal from Georgia Procurement Registry or Athens Clarke County/Purchasing (https://www.athensclarkecounty.com/Bids.aspx) or from other than the Purchasing Division are advised to re-visit the above websites to obtain any addenda which may be issued prior to the proposal closing date. The Unified Government of Athens-Clarke County assumes no responsibility for Offerors’ failure to acknowledge any addenda issued

F. LATE PROPOSALS, WITHDRAWALS, MODIFICATIONS AND REJECTIONS

Proposals shall not be modified, withdrawn, or canceled by the offeror for a period of ninety (90) days following the time and date designated for the receipt of proposals, and each offeror so agrees in submitting his proposal. Negligence on the part of the Offeror in the preparation of their proposal shall not be grounds for the modification or withdrawal of a proposal after the time set for proposal closing.

Proposals received after the proposal due date and time are late and will not be considered. Modifications received after the proposal due date are also late and will not be considered

G. PROPOSAL CLOSING

Proposal schedule prices will not be opened or read aloud publicly. A list of names of firms providing proposals may be obtained from Georgia Procurement Registry or Athens Clarke County Bids or via email request to E-Mail: accbids@accgov.com after the proposal due date and time stated herein. A tabulation of prices may be obtained upon award.

H. NON-COLLUSION AFFIDAVIT

By submitting a proposal, the offeror represents and warrants that such proposal is genuine and not sham or collusive or made in the interest or on behalf of any person not therein named, and that the offeror has not directly or indirectly induced or solicited any other offeror to put in a sham proposal, or any other person, firm or corporation to refrain from proposing and that the offeror has not in any manner sought by collusion to secure to that offeror any advantage over any other offeror.

By submitting a proposal, the offeror represents and warrants that no official or employee of the Unified Government of Athens-Clarke County has, in any manner, an interest, directly or indirectly, in the proposal or in the contract which may be made under it, or in any expected profits to arise therefrom.

I. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

By submitting a proposal and executing the attached Affidavits, the offeror verifies its compliance with O.C.G.A. §13-10-91. The offeror further agrees to maintain records of such compliance and shall provide a copy of each such verification to Unified Government of Athens-Clarke County at the time the subcontractor(s) is retained to perform such services.

https://ssl.doas.state.ga.us/gpr/index http://www.athensclarkecounty.com/index.aspx?NID=375 http://www.athensclarkecounty.com/index.aspx?NID=375 https://www.athensclarkecounty.com/Bids.aspx https://ssl.doas.state.ga.us/gpr/index http://ga-athensclarkecounty.civicplus.com/Bids.aspx mailto:accbids@athensclarkecounty.com

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J. COST INCURRED BY OFFERORS

All expenses involved with the preparation and submission of proposals to the Unified Government of Athens-Clarke County, or any work performed in connection therewith, shall be borne by the offeror(s).

No payment will be made for any responses received or for any other effort required of, or made by, the offeror(s) prior to the commencement of work as defined by a contract approved by the governing body of the Unified Government of Athens-Clarke County.

K. EQUAL OPPORTUNITY POLICY STATEMENT

It is the policy of the Athens-Clarke County government that no person or business shall be excluded from participation, denied the benefits of, or otherwise discriminated against in relation to the award and performance of any contract or subcontract on the grounds of race, color, creed, national origin, age, or sex.

L. HOLD HARMLESS AND INDEMNIFICATION

The Offeror agrees, insofar as it legally may, to indemnify and hold harmless the Unified Government of Athens-Clarke County, its officers, employees and agents from and against all loss, costs, expenses, including attorneys' fees, claims, suits and judgments, whatsoever in connection with injury to or death of any person or persons or loss of or damage to property resulting from any and all operations performed by Offeror, its officers, employees, and agents under any of the terms of this contract.

M. SITE VISIT:

Offerors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

N. AWARD OF CONTRACT

This is a past performance/technical/price trade-off source selection in which competing offeror’s past and present performance history and technical ability will be evaluated on a basis approximately equal to price. Award will be made to the responsible offeror whose proposal represents the best value after evaluation in accordance with the factors listed in Section IV herein. The Unified Government of Athens- Clarke County may reject any or all proposals if such action is in the Unified Government’s interest.

O. MULTIPLE AWARDS

The Unified Government of Athens-Clarke County reserves the right to make multiple awards, or to award a contract by individual line items, or alternatives by a group of line items or alternatives, or to make an aggregate award, whichever is deemed most advantageous to the Unified Government. If the Unified Government determines that an aggregate award to one offeror is not in the Unified Government's best interest, "all or none" offers shall be rejected.

P. QUALIFICATION OF OFFERORS

The Unified Government of Athens-Clarke County may make such reasonable investigations as deemed proper and necessary to determine the ability of the offeror to perform the work, and the offeror shall furnish to the Unified Government all such information and data for this purpose as may be requested.

The Unified Government reserves the right to reject any proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy the Unified Government that such offeror is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

The Unified Government of Athens-Clarke County contractors/vendors must have a current Athens-

Clarke County business license if they are physically located in Athens-Clarke County or if they perform a service in Athens-Clarke County.

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Proposals from any offeror that is in default on the payment of any taxes, license fees, or other monies due to the Unified Government will not be accepted.

Q. ALTERNATE PROPOSALS

Alternate proposals or proposals that deviate from the requirements of this solicitation will not be considered. Offerors shall not insert in their proposal any written statement which will have the effect of making any material change or changes in the Scope of Services or in any contract between the parties covering subject matter thereof.

R. OPEN RECORDS

In accordance with OCGA Section 50-18-72(a)(34) Any trade secrets obtained from a person or business entity that are required by law, regulation, bid, or request for proposal to be submitted to an agency. An entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10. If such entity attaches such an affidavit, before producing such records in response to a request under this article, the agency shall notify the entity of its intention to produce such records as set forth in this paragraph.

If the agency makes a determination that the specifically identified information does not in fact constitute a trade secret, it shall notify the entity submitting the affidavit of its intent to disclose the information within ten days unless prohibited from doing so by an appropriate court order. In the event the entity wishes to prevent disclosure of the requested records, the entity may file an action in superior court to obtain an order that the requested records are trade secrets exempt from disclosure. The entity filing such action shall serve the requestor with a copy of its court filing. If the agency makes a determination that the specifically identified information does constitute a trade secret, the agency shall withhold the records, and the requester may file an action in superior court to obtain an order that the requested records are not trade secrets and are subject to disclosure;

S. CONFLICT OF INTEREST

Offerors must abide by the provisions of 2 C.F.R. §§ 317 and 318 which include (but are not limited to) the following:

• If awarded this project, the vendor shall maintain a written code or standards of conduct that shall govern the performance of its officers, employees or agents engaged in the award and administration of contracts supported by Federal funds.

• No employee, officer, or agent of vendor shall participate in the selection, or in the award, or administration of, a contract supported by Federal funds made available under this project, or program income generated hereunder, if a conflict of interest, real or apparent, would be involved.

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SECTION III - SCOPE OF SERVICES

The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to prepare and provide a five year strategic plan to reduce and prevent homelessness in the local community and to strengthen the mental health and social service support systems for unhoused residents for Housing and Community Development, as per the scope of services outlined below.

A. INTRODUCTION AND PURPOSE

The Unified Government of Athens-Clarke County (ACCGov), Georgia is seeking a consultant, or a team of consultants, to prepare a five-year strategic plan to reduce and prevent homelessness in our community and to strengthen the mental health and social service support systems for our unhoused residents. The strategic plan should:

• Create a framework to include a tiered approach, including the sanctioned homeless encampment, expansion of existing shelter programs that serve individuals and families, and expansion and creation of additional permanent supportive housing and affordable housing.

• Incorporate a systematic analysis of our existing continuum of homeless services that demonstrates both the extent of need within our area, as well as performance outcomes of existing services. Specifically:

o Annualized count of individuals accessing services across established homeless service providers o Service volume indicators for shelters, housing programs, outreach programs, and support service providers o Report on specifically defined outcome measures to include housing stability, income, and social connectedness outcomes defined by HUD

• Develop measurable goals (including those captured in the LSA & SPM) and strategies for housing and provide clear implementation timelines.

• Include a proposed HOME-ARP allocation plan to guide expenditure of $2,506,309 dollars in HOME-

ARP funding.

• Provide specific guidance related to how ACCGov can transition the temporary sanctioned homeless encampment to a more permanent solution.

• Engage the individuals and families experiencing homelessness, the community, and homeless partners to be part of the solution.

• Develop a shared vision interdepartmentally and county-wide.

The COVID-19 global pandemic has created a renewed awareness to homelessness. A strategic plan should also consider the rapidly changing needs of the homeless community, as well as the financial and economic impacts of the global pandemic. Building consensus and buy-in among the Athens-Clarke County community, the Athens Homeless Coalition, homeless service providers, various ACCGov departments, and other key stakeholders will be critical to the success of this plan. The strategic plan should also include the participation and input of individuals with lived experience to the greatest extent possible.

The Unified Government of Athens-Clarke County Mayor and Commission, ACCGov staff and the Athens Homeless Coalition desire a strategic plan that will not only provide the points made above – it should also provide clear expectations for outcomes. These outcomes are as follows:

• Reduce the number of evictions

• Strengthen re-entry programs (e.g. from hospitals, foster care, prison, substance use and mental health treatment, etc.)

• Strengthen programs focused on prevention (e.g. employment training, short-term financial assistance, etc.) and diversion

• Identify and develop additional incentives to encourage homeless providers to participate in data collection including the Homeless Management Information System (HMIS)

• Decrease the amount of time a person or family experiences homelessness

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• Increase collaboration and communication between all community organizations working with individuals and families experiencing homelessness

• Increase the number of permanent housing units

• Increase the number of non-congregate, transitional housing and low-barrier emergency shelter units

• Increase capacity of organizations serving individuals and families experiencing homelessness by increasing staff and training

• Enhance the connection between homeless case managers and housing partners

• Enhance the connection and collaboration between homeless service providers and auxiliary services

• Expand access to primary care, substance use treatment, mental and behavioral health services and domestic violence support services

• Increase in-patient and mobile rehabilitation services

• Expand access to affordable childcare for families experiencing homelessness

• Expand access to affordable transportation for individuals and families experiencing homelessness

Athens-Clarke County’s Continuum of Care (GA-503), is a regional hub of activity with a community of approximately 129,000 residents in Northeast Georgia. For years, Athens-Clarke County has been a community that has experienced a sizable homeless population. The Point-in-Time (PIT) Count conducted by the Athens Homeless Coalition in collaboration with Athens-Clarke County, is a count of unsheltered and sheltered individuals on one night. Although the sheltered count is an accurate representation of sheltered individuals and families in Athens, the unsheltered count is not as accurate due to multiple variables including survey participation and camp location. Although the unsheltered PIT Count is not an accurate representation of all of the unsheltered individuals in Athens-Clarke County, it does provide an estimate that other municipalities multiply and data that can be extrapolated. In 2020, data from the PIT Count found 210 people experiencing homelessness in the county, 67 unsheltered individuals and 143 sheltered individuals and families. In 2021, data from the PIT Count found 229 people experiencing homelessness in the county, 96 unsheltered individuals and 133 sheltered individuals and families. Anecdotally, we understand the primary causes of homelessness are mental health disorders, substance use disorders, evictions, incarceration, as well as larger structural issues such as cyclical poverty and lack of affordable housing.

Being a regional urban center, the community hosts many non-profits that provide critical services to persons without shelter. Traditionally, as a local government, ACCGov’s role in homeless services has been performed through two primary functions:

• Conduit for federal grants and resources – over the years, ACCGov has conveyed such funds to local non-profits for the purpose of supporting and sheltering homeless persons; and

• Facilitator for coordination of homeless service provider efforts and data collection.

Although ACCGov has not previously played a role as a direct service provider, the Athens Homeless Coalition serves as the liaison between ACCGov and homeless service providers. However, the narrative around the local government’s role in this space has changed recently. For example, ACCGov procured an operator for a government sanctioned homeless encampment. While not playing the role of a direct provider, this type of facilitation is new territory.

In addition, ACCGov has traditionally worked with local affordable housing partners, including Athens Housing Authority, Athens Land Trust, and Athens Area Habitat for Humanity to increase the affordable housing stock through the conveyance of federal grant funds in the form of Community Development Block Grant funds or HOME Investment Partnerships funds from HUD. The local government is witnessing an increased expectation to play a larger role in this space, as well. For example, ACCGov is currently deliberating the best way to implement inclusionary zoning.

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The lack of housing supply in the entire continuum of affordable housing, compounded with increased demand, has created a housing affordability issue in our community. Also add the health/substance abuse issues in the community andthis equals an increase in our homeless population.

The local government has supported homelessness for years via local and federal programs. Since the pandemic, ACCGov Mayor and Commission has provided funding for additional programmatic support to assist with increased demand for services.

These funded programs include:

1. Hotel Shelter Programs

2. Eviction Prevention Program

3. Financial Assistance Programs

4. Sanctioned Homeless Encampment Program

5. Food Assistance Programs

6. Indigent Services Programs

As evidenced by our new programs and projects, the ACCGov has a firm commitment to supporting and housing our unhoused neighbors. However, the long-term nature of the solutions to homelessness, the incomplete scale and scope of immediate services, and legal constraints and limited options can be a cause of frustration for Athens residents and businesses, as well as for staff, homeless service providers, and advocates. Given these constraints and the challenges faced by individuals and families experiencing homelessness, an overarching policy of reducing and preventing homelessness through a series of short, medium, and long-term strategies is required. In addition, Athens is dealing with the aftermath of the COVID-19 crisis emergency eviction and other measures protecting the most vulnerable populations -being lifted. With many current sources of funding ending, or under threat due to the current economic crisis, such planning is critical.

Work shall include, but not be limited to the following:

Scope of work: ACCGov looks to the Consultant Team to present a high-quality scope of work and cost-effective fee proposal.

The estimated schedule for completion of the strategy, including large-scale involvement of service providers, the community and presentations to the Athens Homeless Coalition and Mayor and Commission, is 6-8 months.

The Consultant Team must remain available to the extent of any scheduling delays.

B. GENERAL REQUIREMENTS

This Request for Proposal, and the top accepted proposal, will serve as the contractual documents for this project. A purchase order will be issued to the most responsive bidder using these documents. As such, the following provisions apply to this RFP:

1. Physical Security: The contractor shall safeguard all Unified Government of Athens-Clarke

County property provided for contractor use. At the close of each work period, vehicles, facilities, support equipment, and materials shall be secured.

2. Access Control: When public facilities are used, Athens-Clarke County staff will facilitate access.

3. Equipment and Materials: If requested, Athens-Clarke County will make public spaces available for the engagement and facilitation portions of this project. The contractor is to provide all other labor, equipment, and materials required to complete this project.

4. Contract Performance Period: Contract performance period shall be from the date of award for the period identified in the top ranked proposal. It is anticipated that this entire process will not take more than nine months unless terminated by either party giving to the other written notice of termination in writing thirty (30) days prior to the proposed date of termination. Termination by

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5. Hours of Operation: Athens-Clarke County generally operates on Monday through Friday, 8 am to 5 pm, excluding holidays. In some cases, the consultant shall expect to work evenings and/or weekends so as to facilitate meaningful and accessible stakeholder and community engagement.

6. Ordering and Payment: Performance will be ordered by issuance of a purchase order for the period of performance. Payment for work performed shall be paid on a monthly basis using an hourly rate basis with a not-to-exceed price for the total project. 50% of payments for accrued fees will be retained until project completion. Payments will be issued upon receiving invoicing with an attached copy of each certificate of receipt of service for that month signed by the Director of the Housing and Community Development Department. The contractor shall ensure that all invoices clearly reflect the purchase order number. All original invoices must be mailed or hand-delivered to Athens-Clarke County Accounts Payable, P.O. Box 1748, Athens, GA 30603 or Athens-Clarke County Accounts Payable, 375 Satula Avenue, Room 175, Athens, GA 30601. A duplicate invoice may be submitted to the department. Failure to comply with this provision may result in delayed payments for services rendered.

a. The Contractor shall prepare and submit invoices to the Finance Office address specified on individual orders. If the invoice does not comply with these requirements, the Finance Office will return it with the reasons why it is not a proper invoice. A proper invoice must include the items listed below.

(i) Name and address of the Contractor.

(ii) Invoice date and invoice number. (The Contractor should date invoices as close as possible to the date of the mailing or transmission.)

(iii) Purchase order number for services performed.

(iv) Description and unit of measure by position for services performed.

(v) Name and address to whom payment is to be sent.

(vi) Name (where practicable), title, phone number, and mailing address of the person to notify in the event of a defective invoice.

(vii) Any other information or documentation required by the contract (e.g., evidence of shipment).

C. ADDITIONAL REQUIREMENTS

1. TERMINATION FOR CAUSE: The Unified Government of Athens-Clarke County reserves the right to terminate the resulting contract, in whole or in part, for failure to comply with any provisions of the contract as outlined by providing a written notice to the successful vendor at least ten (10) days before the effective date of termination. The successful vendor will not be relieved of any outstanding responsibilities or unfinished obligations under this contract.

2. TERMINATION WITHOUT CAUSE: The Unified Government of Athens-Clarke County reserves the right to terminate the contract at any time without cause, in whole or in part, by providing a written notice to the other party at least thirty (30) days before the effective date of termination. The other party will not be relieved of any outstanding responsibilities or unfinished obligations under this contract that were incurred prior to termination.

3. REPORTING DISPUTES: The contractor shall report any contract disputes and/or problems to the Purchasing Administrator, both verbally and in writing, within 48 hours of their occurrence.

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4. INDEPENDENT CONTRACTOR: The contractor shall not be an employee of the Unified Government of Athens-Clarke County, but shall be an independent contractor. Nothing in this agreement shall be construed as authority for the contractor to make commitments which shall bind the Unified Government or to otherwise act on behalf of the Unified Government, except as the Unified Government may expressly authorize in writing.

6. AUDITS & INSPECTIONS: All records with respect to any matters covered by this RFP award shall be made available to the ACCGov and the Comptroller General of the United States or any of their authorized representatives, at any time during normal business hours, as often as deemed necessary, to audit, copy, examine, and make excerpts or transcripts of all relevant data, books, records, reports, documents, and papers as they reasonably deem necessary for as long as such records, reports, books, documents, and papers are retained. This right also includes timely and reasonable access to Provider’s personnel for the purpose of interview and discussion related to such documents.

7. SAFETY: The contractor shall take every precaution at all times for the protection of persons and property, including the Unified Government of Athens-Clarke County's employees and property and its own. The contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the work under this contract.

8. RESTRICTIONS ON THE USE OF PROJECT FUNDS: The contractor is prohibited from using this project for: political activities; inherently religious activities; lobbying; political patronage; and nepotism activities.

9. OPEN RECORDS AND OPEN MEETINGS: This project is subject to requirements of the Georgia

Open Records Act (O.C.G.A. §§ 50-18-70 - 77) and the Georgia Open Meetings Act (O.C.G.A. §§ 50-14-1 - 6).

10. SUBCONTRACTS: No portion of the work shall be subcontracted without the prior written consent of the Unified Government of Athens-Clarke County Purchasing Division. If a portion of the work is approved for subcontracting, the contractor shall remain fully liable and responsible for the work to be done by the subcontractor(s) and shall assure compliance with all requirements of this contract. This provision does not apply to the identified sub-contractors and their associated services as listed in the contractor’s proposal; however an increase in sub-contractor scope is still subject to approval by Athens-Clarke County.

11. CHANGES: Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

12. INSURANCE.

a. The Contractor shall, at its own expense, provide and maintain during the entire performance of this contract, at least the kinds and minimum amounts of insurance specified below. The insurer shall be in good standing within the state of Georgia through the Insurance Commissioner’s Office and must be rated “A” or better, with AM Best Company.

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b. Before commencing work under the contract, the Contractor shall provide to Athens Clarke County, Attn: Purchasing Administrator, a Certificate of Insurance evidencing the required kinds and amounts of insurance. The minimum kinds and amounts of insurance shall be:

i. Workers’ Compensation – Contractors are required to comply with applicable Federal and Georgia State workers’ compensation statutes. Policies covering Workers’ Compensation liability shall provide coverage of statutory benefits and employers liability of at least $1,000,000 each accident.

ii. General Liability - $2,000,000 aggregate; $1,000,000 per occurrence. Coverage should be on a per occurrence basis.

iii. Automobile Liability – Automobile liability insurance shall be written on the comprehensive form of policy – Combined single limit of at least $1,000,000 to include Hired Autos and Non-owned Autos. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract.

iv. Professional Liability: $1,000,000.

v. Excess Liability - $2,000,000 on a per occurrence basis

c. The Certificate of Insurance evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting The Unified Government of Athens Clarke County’s interest shall not be effective until 60 days after the insurer or the Contractor gives written notice to the Purchasing Administrator.

d. Each coverage except for Workers Compensation and Professional Liability must include an additional insured endorsement naming The Unified Government of Athens Clarke County as additional insured and an endorsement for Primary and non-contributory in favor of ACCGov.

Language should be in the contract requiring these endorsements.

e. The Certificate of Insurance shall reference the proposal and project name as evidencing this requirement.

f. The Contractor shall insert the substance of this requirement, including this paragraph, in subcontracts under the contract that require work on The Unified Government of Athens- Clarke County property and shall require subcontractors to provide and maintain a copy of all subcontractors’ proofs of required insurance, and shall make copies available to the Purchasing Administrator upon request.”

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SECTION IV - SELECTION PROCESS AND EVALUATION CRITERIA

The Unified Government of Athens-Clarke County intends to evaluate proposals and award a contract after conducting discussions with offerors whose proposals have been determined to be within the competitive range.

If it is determined that the number of proposals that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the Unified Government may limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition among the most highly rated proposals. Therefore, the offeror's initial proposal should contain the offeror's best terms from a price and technical standpoint.

EVALUATION CRITERIA

Based on the proposal format as outlined in Section I, the evaluation criteria in order of importance are as follows:

a. UNDERSTANDING OF THE PROJECT and proposed technical approach. Assesses whether the contractor has given sufficient evidence of having understood the requirements stated in the SOW. Assesses whether the project timeline is appropriate for the scope of work and in line with Athens-Clarke County’s nine month target (30 points).

b. PROJECT TEAM assesses the strength and expereince of the project team, the diversity of skills provided, and current workload of key personnel, and the track record of success for the team (20 points).

c. COMMUNITY ENGAGMENT AND FACILITATION assesses the proposed approach to achieving meaningful commuity engagement that reaches across the community and influences the final recommendations of the plan. Consideration will be given to approaches that can be modified to account for periods of high COVID transmission (15 points).

d. COST/PRICE assesses if the total project cost is competitive for the scope and timeline (15 points).

e. REFERENCES & REFERENCE PROJECTS, including applicable past work with the Athens-Clarke

County Government. Reference projects are relevant to this project and customer contacts are documented to be satisified with the team’s prior work (15 points).

f. STABILTY AND PERFORMANCE: assesses the firms history of litigation, ability to complete projects and organiztional stability (5 points).

PROPOSAL EVALUATION AND CONTRACT AWARD

Based on the evaluation criteria, the Selection Committee will review and assign a score to each proposal.

Proposals which rank highest upon completion of the scoring process will be short-listed. The number of short-listed firms will depend on the total number of submitted proposals. These shortlisted firms may be invited to make a formal presentation/interview of their firm's experience, project approach, and qualifications and will be invited to provide a cost/price proposal. Upon completion of the short-listed firms presentations/interviews, the Selection Committee will then score each presentation and the highest rated firm, after the presentation/interview scoring process, considering price and price-related factors, will be recommended for award.

SECTION V – PROPOSAL FORMS

A: PROPOSAL FORM

Proposal of___________________________________________________________

(Hereinafter called "Offeror"), organized and existing under the laws of the State of

__________________________, doing business as ________________________________*.

In compliance with your RFP, the Offeror hereby proposes and agrees to perform and furnish all work for the requirement known as RFP #01070 Plan to Reduce and Prevent Homelessness in strict accordance with the Proposal Documents, within the time set forth therein, and at the price proposed.

By submission of this Proposal, the Offeror certifies, and in the case of a joint Offer, each party thereto certifies as to its own organization that:

1. The Offeror has examined and carefully studied the Proposal Documents and the Addenda, receipt of all of which is hereby acknowledged at Section V-B.

2. The Offeror agrees that this proposal may not be revoked or withdrawn after the time set for the opening of proposals but shall remain open for acceptance for a period of ninety (90) days following such time.

Company:

Contact:

Address:

Phone: Fax

Email:

By checking this box, I acknowledge that I have read ATTACHMENT B - MASTER CARD

E-PAYABLES PROGRAM WELCOME LETTER

By checking this box, I acknowledge that I have read all insurance requirements and will meet requirements listed in RFP #01070 Plan to Reduce and Prevent Homelessness if awarded.

Authorized Representative/Title (print or type)

Authorized Representative (Signature)

Date

MANDATORY SUBMITTAL

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B: ADDENDA ACKNOWLEDGEMENT

The Offeror has examined and carefully studied the Specifications and the following Addenda, Receipt of all of which is hereby acknowledged:

Addendum No.

dated

Acknowledgement

Initial

Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the offeror’s receipt of any addendum will result in the rejection of the proposal if the addendum contained information which substantively changes the Owner’s requirements.

Company Name (printed):

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C: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT

The Unified Government of Athens-Clarke County and Contractor agree that compliance with the requirements of O.C.G.A.

§ 13-10-91, as amended, and Rule 300-10-1-.02 of the Rules of the Georgia Department of Labor are conditions of this Agreement for the physical performance of services.

The Contractor further agrees that its compliance with the requirements of O.C.G.A. § 13-10-91, as amended, and DOL Rule 300-10-1-.02 is attested to on the executed Contractor Affidavit and Agreement attached hereto.

If employing or contracting with any subcontractor(s) in connection with this Agreement, Contractor further agrees:

(1) To secure from the subcontractor(s) an affidavit attesting to the subcontractor’s compliance with O.C.G.A. § 13-10-91, as amended, and DOL Rule 300-10-1-.02; such affidavit being in the form attached hereto; and

The failure of Contractor to supply the affidavit of compliance at the time of execution of this Agreement and/or the failure of Contractor to continue to satisfy the obligations of O.C.G.A. § 13-10-91, as amended, and DOL Rule 300-10-1-.02 as set forth in this Agreement throughout the contract period shall constitute a material breach of the contract. Upon notice of such breach, Contractor shall be entitled to cure the breach within ten days, upon providing satisfactory evidence of compliance with the terms of this Agreement and State law. Should the breach not be cured, Athens-Clarke County shall be entitled to all available remedies, including termination of the contract and damages.

SEE AFFIDAVIT ON FOLLOWING PAGE

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C: CONTRACTOR AFFIDAVIT & AGREEMENT UNDER O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, as amended, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of The Unified Government of Athens-Clarke County, Georgia, has registered with, is authorized to use, and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the provisions and deadlines established in O.C.G.A. § 13- 10-91, as amended.

Furthermore, the undersigned will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization Company Identification Number Date of Authorization

Name of Contractor: _______________________________________________________________

Name of Project: _______________________________________________________________

Name of Public Employer: The Unified Government of Athens-Clarke County

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ____, ___________, 202__ in _______________________, _____________________.

Signature of Authorized Officer or Agent

Printed Name and…