RFP.pdf

TOMPKINS COUNTY

GENERAL INSTRUCTIONS and CONDITIONS

Responses submitted to any Request for Bids, Request for Proposals, or Request for Qualifications become the property of Tompkins County and are subject to Public Information Policy. Any confidential information, such as a company’s financial status, if required by the specifications, shall be submitted in a separate sealed envelope with the word “CONFIDENTIAL” on the outside.

Minority Business Enterprises (MBE) and Woman Owned Business Enterprise (WBE) entities are encouraged to submit bids.

Note: The following terms are used interchangeably: Consultant, Contractor, Respondent, Responder, and Bidder.

Additionally, the following terms may be used interchangeably: Contract and Agreement.

PROJECT IDENTIFICATION:

1. Title: Mobile Supportive Services Program

2. Requesting Department: Tompkins County Whole Health

3. Due Date/Time: March 13, 2024 at 2 PM ET

SPECIFICATIONS:

The County does not assume any responsibility for errors or misinterpretations resulting from the use of incomplete sets of proposals.

SUBMISSION of PROPOSALS:

1. Bids and any other required documents shall be submitted online through the Tompkins County website at:

www.tompkinscountyny.gov/purchase and selecting ‘Open Solicitations’. This will take you to BidNetDirect where the RFP information is posted for the public. Bidders who do not have, or cannot obtain, internet access must contact the Purchasing Division via email (preferred), purchase@tompkins-co.org or by telephone, (607)

274-5500 for further instructions.

2. Please add purchase@tompkins-co.org and contracts@tompkinscountyny.gov to your email address book to ensure timely notifications regarding the project(s) you have requested.

3. Bids shall be uploaded and responded to no later than the date and time indicated in the Notice to Bidders and/or the Bid Identification section above.

4. Tompkins County reserves the right to reject any or all proposals in whole or in part, to waive any and all informalities, and to disregard all non-conforming, non-responsive or conditional proposals.

*NOTE: If you experience difficulty submitting your bid, contact the Purchasing Division via email (preferred), purchase@tompkins-co.org or by telephone, (607) 274-5500. If you do not receive a response from the Purchasing

Division, you may contact the Finance Team (607) 274-5544.

http://www.tompkinscountyny.gov/purchase mailto:purchase@tompkins-co.org mailto:purchase@tompkins-co.org mailto:contracts@tompkinscountyny.gov

BACKGROUND

Calls for welfare checks to law enforcement and requests for responses to community concerns demonstrate a clear and urgent ongoing need for improved access to supportive services throughout Tompkins County, especially for people experiencing non-imminent mental health crises.

In 2021, Tompkins County and the City of Ithaca initiated a Reimagining Public Safety (RPS) process, which produced a recommendation to evaluate and implement non-uniformed alternatives to law enforcement responses for crisis intervention and wraparound health and human services. The Reimagining Public Safety Collaborative further stipulated that these alternative responses should create better and more integrated connections between people in need and the support services available to them, while also reducing unnecessary interactions between uniformed law enforcement officers and members of the public in crisis.

Over the past several years, the separately funded Community Outreach Worker Program (COWP) and Rural

Outreach Worker Program (ROWP) responded to community and business owners’ concerns involving individuals experiencing non-imminent mental health crises. Community outreach workers provided support and care coordination to distressed individuals, including de-escalation, emotional support, supplies to meet basic needs, transportation to shelter or service providers, and assistance making connections to care, services, and other resources for resolving their immediate and long-term needs. In an average year, COWP staff supported approximately 440 individuals over the course of 2300 encounters, while in 2023, the ROWP helped more than 160 individuals through over 450 encounters.

The program described in this Request for Proposals will build upon the knowledge and learnings of these prior models and is designed to move Tompkins County closer to a non-uniformed response to low-acuity crises that do not require a 9-1-1 dispatch for immediate emergency services. This program will complement existing County and

City first responders, including the Mobile Crisis Team, the newly operational Crisis Alternative Response and

Engagement (CARE) Team, Emergency Medical Services (EMS), and law enforcement, thereby fostering a local continuum of crisis responses appropriate to crisis acuity.

PLEASE NOTE

The funding available for this Request for Proposals is for a three-year pilot period based on annual performance reviews by the funding organizations.

PURPOSE OF REQUEST

Tompkins County Whole Health, in partnership with the City of Ithaca and the Downtown Ithaca Alliance, seeks proposals from nonprofit organizations with proven histories of providing community outreach and care coordination for a countywide Mobile Supportive Services program. The selected provider will be responsible for fully staffing, operating, and managing two teams of community outreach workers who will respond to community concerns in Downtown Ithaca and identified areas of need outside of the city, merging the previous separately funded Community Outreach Worker and Rural Outreach Worker programs together into one program. An annual amount of approximately $395,000 is available through 2026, with the potential for longer term funding renewal subject to legislature approval.

Tompkins County Whole Health will be the lead administrative agency for this project and will provide project vision and direction, project management, and contract administration.

PROGRAM OBJECTIVES

The overall goal of the Mobile Supportive Services program is to promote the health and safety of Tompkins County residents through direct support, outreach, education, and connections to local resources. In doing so, the program will improve community access to social supports, thereby reducing health disparities related to poverty, substance use disorders and mental illness. Specific objectives of the program include:

• Improve community awareness of and connections to supportive resources and service providers, including ongoing access to basic needs, mental health support, and medical care, especially in rural areas of the county.

• Enhance supports available to individuals experiencing non-imminent mental health crises for de-escalation, stabilization, and resolution of the root causes of their crises.

• Enhance coordination between emergency services, outreach programs, support service providers, and community stakeholders to establish a continuum of crisis responses appropriate to crisis acuity.

• Promote welcoming, inclusive, accessible, and cohesive public environments for all stakeholders including local businesses and residences.

Specific outcomes associated with the program objectives above include:

• Increased connections made between individuals and supportive services and resources relevant to their unique goals and needs, including housing, medical care, legal and financial assistance, and mental health support.

• Reduced frequency of calls to law enforcement for welfare checks in areas designated as county “hot spots”.

• Reduced frequency of non-emergency/non-imminent crisis calls to law enforcement and emergency medical services.

• Reduced frequency of mental health crises resulting in either arrest or mandated hospitalization.

• Reduced frequency of public disturbances impacting local businesses and residences.

REQUIRED PROGRAM PARAMETERS

While some components of this program are flexible and open to negotiation, all proposals must incorporate and adhere to the following required parameters:

Program Duration

The selected organization is expected to staff and operate this program for a duration of three years, with longer-term funding renewal subject to legislature review.

Staffing Plan

Program personnel must include the following staff and designations:

• Program Coordinator (1, 0.5-1.0 FTE, Clinical Licensure)

• Community Outreach Workers (4, 1.0 FTE)

Areas of Service

Community outreach workers will focus on the Downtown region of the City of Ithaca and areas of need in rural regions of Tompkins County identified by high frequency of calls for welfare checks made to the Tompkins County

Sheriff’s Office. These regions include Lansing, Groton, and the Town of Ithaca.

Outreach workers operating in Downtown Ithaca will prioritize the State Street/MLK corridor (the Ithaca Downtown

Business Improvement District plus the West State Street corridor of West State from Downtown to Fulton Street).

Primary attention will be paid to the Commons and Cayuga Street between the Library and including DeWitt Park and West State/MLK Street to Fulton Street. A full map of the prioritized area can be found in Attachment D.

Outreach workers focused on rural areas will prioritize several specific “hot spots” for support identified by the

Sheriff’s Office, including 6 apartment complexes (three in Lansing, two in the Town of Ithaca, and one in Groton), as well as a hotel in Lansing that is commonly used by the Tompkins County Department of Social Services for people experiencing housing insecurity.

This program is not intended to provide direct outreach to the encampments in the West End of the City of Ithaca, to avoid duplication of effort with outreach programs operated by other local organizations. However, coordination with these programs will be required to ensure sufficient coverage of this area.

Outreach worker routes and areas of focus may be adjusted based on identified needs and mutual agreement between the contracted organization and the funding agencies.

Hours of Operation

Specific hours of operation should attempt to maximize effectiveness of this program for all community stakeholders. The contracted organization should ensure that outreach workers are available during at least part of standard business hours, evenings, and weekends. Appropriate hours might include 12pm-8pm or 1pm-9pm, with some weekend hours based on volume of requests for support from community members. Additionally, the contracted organization must be willing to adjust hours of operation based on need, determined in mutual agreement with the funding organizations.

Budget

The selected organization may utilize up to 10% of the total funding for administrative/indirect costs.

FOCUS POPULATIONS

This program will serve individuals in both rural and urban areas of Tompkins County who are experiencing non-imminent mental health crises, with no evidence suggesting a severe medical condition or an imminent risk of harm to self or others. Outreach workers will respond to concerns regarding individuals who appear distressed or are seeking support due to homelessness, substance use or co-occurring mental health disorders, and other chronic or immediate stressors. Crises must not be so acute that the individual is unable to participate in de-escalation and other supportive techniques, or that higher-acuity responses (e.g., CARE Team, Mobile Crisis Team) are required.

Additionally, outreach workers will provide support to individuals transported to the Cayuga Medical Center (CMC)

Emergency Department under Mental Hygiene Law 9.45 or 9.41 (Emergency assessment for immediate observation, care, and treatment) who are discharged without admission.

PROGRAM ELEMENTS

Program Vision

This program is intended to provide home and community-based support to residents of the City of Ithaca and

Tompkins County. By enhancing connections to local resources and supportive services, this program will contribute to reduced health disparities and unnecessary arrests and psychiatric hospitalizations.

Given current community challenges and needs, this program is anticipated to dedicate significant time and effort to de-escalating, stabilizing, and meeting the needs of individuals experiencing non-imminent mental health crises related to homelessness, substance use disorders, and mental illness. However, this program is not intended to provide long-term case management; rather, outreach shall consist of brief engagements focused on meeting immediate needs and making linkages to local resources and services (e.g., connecting individuals to the local

Continuum of Care/Coordinated Entry rather than providing direct assistance finding shelter or housing).

Importantly, the services and support offered by this program shall align with the policies and overall approaches towards addressing unsheltered homelessness taken by the City of Ithaca and Tompkins County.

This program will operate for a three-year pilot period. During the first year of operation, the program will establish relationships and build trust with community members and stakeholders via active on-the-ground outreach in identified areas of need (e.g., walking established routes or pop-up events at central community locations). By engaging with community members in their natural milieu, outreach workers can better utilize trauma-informed and motivational interviewing techniques to understand and address barriers, strengths, and experiences with supportive services. In the long-term, however, the program is anticipated to transition to a mobile response model in which pairs of outreach workers are dispatched following the receipt, screening, and triage of calls for support. This will ensure that the program is responsive to the diverse needs of the broader public, in addition to individuals encountered during active outreach.

Scope of Work/Services Sought

The contracted organization will directly staff, operate, and manage two teams of two community outreach workers with supervision by a licensed clinical program coordinator. One of these teams will focus on the Downtown area of the City of Ithaca while the second will support individuals residing in surrounding areas of need, including Lansing, Groton, and the Town of Ithaca.

Program staff will provide non-uniformed responses to community concerns involving people experiencing non-imminent mental health crises and/or exhibiting behaviors indicating needed supports or interventions. Specific support provided by outreach workers will include:

• Crisis intervention, de-escalation, conflict mediation, and emotional support.

• Provision of food, supplies, and other immediate necessities

• Linkage to supports and services relevant to the individual’s current crisis, such as housing assistance, mental health and substance use counseling and treatment, medical care, and local community resource hubs.

Outreach workers will have access to a mobile van to provide home and community-based support and to offer transportation to mental health, medical, and legal appointments. Outreach workers will also use tablets to assist individuals with timely and thorough completion of applications for various social services and to provide internet access as needed for information, advocacy, and participation in online community forums related to the individual’s personal needs and goals. The tablets will also be used to facilitate telehealth sessions with medical and mental health providers as well as coordinate transportation options for in-person appointments. When appropriate and with consent, outreach workers may make referrals to other providers and services on behalf of individuals. This may include housing providers, mental health support, substance use counseling and treatment, local community resource hubs, and other supportive services.

As described previously, outreach workers will also provide follow-up support to individuals discharged from

Cayuga Medical Centers's Emergency Department who were transported to CMC under Mental Hygiene Law 9.45 or 9.41 and were not admitted. Outreach workers will engage these individuals and their support networks of friends, family, and service providers to develop an individualized crisis plan that can be shared with local law enforcement, hospital staff, the mobile crisis team, other local outreach programs, and any others identified by the person in need with their consent.

When necessary, outreach workers, particularly those focused on Downtown Ithaca, will respond to community disturbances involving behaviors that are inconsistent with local rules, regulations, and standards of conduct, if the situation is not a risk to the outreach workers’ physical safety. This may include:

• Engagement of community members to promote a universally applied standard of conduct that is inclusive, encourages tolerance, and contributes to a welcoming, accessible, and enjoyable environment for all stakeholders.

• Direct intervention and conflict mediation with individuals involved in public disturbances that do not reach a level requiring a law enforcement response.

• Provision of education and training to business owners and other stakeholders regarding de-escalation and safety when engaging with individuals in distress in or around their businesses and residences.

Personnel, Responsibilities, and Qualifications

The Mobile Supportive Services Program shall be staffed as follows:

• Program Coordinator (1, 0.5-1.0 FTE, Clinical Licensure)

• Community Outreach Workers (4, 1.0 FTE)

The Program Coordinator will be responsible for supervision of both community outreach worker teams and for supporting the overall cohesiveness of linkages to supports and services. They will provide clinical guidance to outreach workers, as necessary. They may also coordinate regular meetings and information exchanges with other local outreach programs, to ensure coverage of identified areas of need and avoid duplication of effort across programs. Finally, they will be responsible for documenting and reporting program costs, outcomes, and needs to a committee comprised of staff from Tompkins County Whole Health, the City of Ithaca, and the Downtown Ithaca

Alliance. This will include regular bi-weekly meetings during the first six-months of the program, quarterly reporting using the Results-Based Accountability (RBA) form described in a subsequent section of this RFP, and annual funding reviews by City and County administration.

To fulfill these responsibilities, the Program Coordinator should have the following qualifications and expertise:

• Clinical licensure is required.

• Thorough knowledge of local community-based service providers.

• Demonstrated experience planning, assigning, supervising, and reviewing the work of outreach workers, case managers, and other staff.

• Skills in program management, report and budget preparation, expenditure control.

Outreach workers will respond to community concerns in pairs and should be cross-trained for both Downtown and rural environments to ensure sufficient coverage. Key responsibilities of the Community outreach workers include:

• Outreach to all stakeholder groups, including individuals who may seek out or need referrals to public/private service agencies.

• Assessment, referral, and linkage of consenting individuals to support services and resources.

• Coordination, consultation and education with area service providers and businesses to foster supportive environments for all and to meet the needs of individuals engaged in services.

• Documentation of all activities to facilitate a baseline assessment of needs of individuals located in the service area, and documentation of any complaints received regarding the program.

• Building and maintaining close working relationships with other service organizations and responders, including Tompkins County Whole Health, Department of Social Services and Sheriff’s Office, as well as the Ithaca Police Department and the Downtown Ithaca Alliance.

Community outreach workers should have the following qualifications and expertise:

• Social service background is preferred but not essential.

• Demonstrated ability to work with diverse populations, including youth and teens, people experiencing or at-risk of homelessness and persons with substance use and/or co-occurring mental health disorders.

• Understanding of social service, mental health support, and accessibility assistance programs and services within the County.

• Demonstrated ability to work with and relate to all stakeholder groups and organizations.

• Excellent interpersonal and conflict resolutions skills.

• Training to include de-escalation, field safety, Mental Health First Aid, Applied Suicide Intervention Skills

Training (ASIST), Safe Zones, trauma-informed care, and harm-reduction approaches.

• Record keeping and reporting ability, including experience with the Homeless Management Information

System (HMIS).

Available Equipment

Tompkins County will furnish the contracted organization with several pieces of equipment used by the previous

Community Outreach Worker and Rural Outreach Worker Programs. These include a mobile van, a satellite phone, and several computer tablets. Should the contracted organization end their contract early or decide not to renew their contract after the three-year pilot period, this equipment shall be returned to Tompkins County.

Given the used status of the van, the contracted organization may consider purchasing a new vehicle for responding to requests for support in rural areas, while retaining the older van for limited-distance transportation within the City of Ithaca.

Triage, Referrals, and Collaboration

The contracted organization must ensure processes are in place for receiving, triaging, and following up on requests for support, including those received outside of program hours of operation. Possible channels by which the contracted organization might receive requests include:

• Calls from businesses to a direct service line.

• Triaged calls to the local crisis line through a monthly contract.

• Referral of low-acuity concerns from other emergency responders such as Tompkins County Sheriff’s

Office, Ithaca Police Department, Emergency Medical Services, the CARE Team, and the Mobile Crisis

Team.

Outreach workers will be expected to maintain close working relationships with other organizations, particularly the

Ithaca Police Department, Tompkins County Whole Health, Department of Social Services, and Sheriff’s

Department, and the Downtown Ithaca Alliance. For example, when necessary, outreach workers may assist emergency responders with acute mental health crises that require psychiatric evaluation at the hospital. Conversely, if a community concern escalates to such a point that the outreach workers can no longer intervene safely, they will engage a high-acuity responder, such as the CARE Team or law enforcement, to assist or take over. Rural outreach workers will also be expected to coordinate with the Mobile Crisis Team or CARE Team if unable to respond on-scene within an hour of any requests for support. Finally, Downtown outreach workers will check in regularly with the Downtown Ithaca Alliance and other local organizations regarding current conditions, challenges, and priorities specific to the Downtown area.

MONITORING AND REPORTING FOR PROGRAM AND FISCAL COMPLIANCE

The contracted organization shall regularly report on program operations and outcomes to an Advisory Committee comprised of members from Tompkins County Whole Health, the City of Ithaca, and the Downtown Ithaca

Alliance.

During the first six months to year of the program, the Program Coordinator is expected to meet weekly or bi-weekly with the Advisory Committee to ensure that program hours of operation, areas of service, and activities meet the current community needs and adhere to the policies and overall approaches towards addressing unsheltered homelessness taken by Tompkins County and the City of Ithaca. These meetings may also be used to identify and troubleshoot program challenges and improve coordination with other local outreach programs.

The contracted organization is also expected to track and report on program processes and outcomes using a quarterly Results-Based Accountability report form, to help identify program strengths and challenges, and suggest future areas of development. This RBA form will be provided by Tompkins County Whole Health and shall include fields for program expenses, client demographics, and outcomes related to Safety, Meeting Basic Needs, and

Connection with Resources. Specific fields will include, at a minimum:

• Estimated and actual program expenses.

• Client Demographics, including:

o Age o Location of residence o Sex and/or gender identity o Race and Ethnicity

• Program Process Metrics o Number of individuals served o Number of encounters o Number of community requests for intervention o Number of individuals requiring behavioral intervention, basic needs, service connections o Number of collaborative community partner contacts

• Program Outcome Measurements o Number/percent of encounters where individuals are successfully de-escalated/stabilized o Number/percent of encounters where basic needs are met o Number/percent of encounters where individuals referred successfully to supportive service agency

The contracted organization is also expected to seek qualitative data through satisfaction surveys completed by clients, property managers in identified areas of need, emergency responders who regularly interact with program staff, and staff in the Emergency Department at Cayuga Medical Center.

Finally, program activities and outcomes will be subject to an annual review by City and County administration and a legislature review at the end of year three for longer-term renewal of funding.

PROPOSAL EVALUATION

To be reviewed, a proposal must be complete and must comply with all requirements of this RFP. A proposal may be excluded from funding consideration for any of the following reasons:

• Goals or outcomes that are not in accordance with objectives of this program.

• Did not follow RFP guidelines, i.e.: More than 30 total pages; and/or forms not completed; and/or not meeting proposal submission deadline date and time.

• Activities specifically not allowed by Federal, State, or local laws.

• History of contract non-compliance or poor past or current contract performance.

• Facilities not in full compliance with the Americans with Disabilities Act (ADA).

• Lack of financial viability, as evidenced by IRS 990 Form submissions

All proposals meeting minimum requirements will be evaluated by a Review Committee and rated and ranked in order of highest score based on applicants’ written responses to the evaluative questions detailed in the next section.

Organizations submitting the highest scoring proposals may be invited to further discuss their proposals during formal interviews.

SELECTION CRITERIA

Proposals meeting the minimum RFP requirements will be evaluated based on, but not limited to, the following criteria.

Evaluation Category Points

Technical Narrative

• Proposal demonstrates good understanding of the objectives of the program and is of high quality

• Proposal adheres to all required program parameters and addresses all core program elements.

• Proposal demonstrates thoughtful rationale for design elements based on characteristics, strengths, and support needs of intended focus population.

• Proposal incorporates best practices in mental health crisis response, including trauma-informed care and harm-reduction approaches.

• Proposal is feasible and appropriate given available resources and program requirements.

Organizational Performance

• Organization has substantial demonstrated experience in the staffing and management of community outreach programs and/or crisis response.

• Organization has demonstrated experience serving individuals facing significant health barriers, including people experiencing or at-risk of homelessness and/or who have substance use and/or co-occurring mental health disorders.

• Personnel assigned to the program have strong qualifications per their included resumes and experience.

• Organization has strong references or evaluations from funding or partner agencies.

Inclusion and Diversity

• Program mission statement demonstrates strong commitment to health equity, social justice, and reducing disparities in the social determinants of health.

• Organization staff reflects local communities, including communities that have been historically underserved AND/OR

• Organization describes and utilizes effective strategies and frameworks for ensuring culturally responsive service delivery.

Budget and Financial Assessment

• Costs are reasonable and appropriate given the proposed design and desired outcomes.

• Proposal is cost-effective given the services provided.

• Proposal includes a detailed Budget Narrative that identifies and justifies program expenses.

Total Proposal Score 100

Scores for the above rubric will be based on submitted responses to the evaluative questions below.

Technical Narrative (40 points)

• Describe your plan for staffing and operating the Mobile Supportive Services program for a three-year pilot period. Define the types of support your program will provide to meet the diverse needs of residents of

Tompkins County and the City of Ithaca. Note: The Scope of Work outlined in this RFP is intended as a general guide, and your plan may recommend modifications to the program as long as requirements detailed in the Required Program Parameters are met.

• Discuss the characteristics of individuals experiencing non-imminent mental health crises that this program will serve. Describe the unique strengths, challenges, and service needs of this population as justification for your program design, including strategies and services your organization will coordinate for program clients.

• Detail the staff that will be hired or appointed, and provide titles, job descriptions, full-time equivalents

(FTEs) and a staffing schedule. Describe the background and expertise each staff member will be expected to have and include the training and supervision staff will receive. Highlight any additional organizational resources that will be made available to implement the program.

• Describe how you will receive, triage, and manage requests for responses to community concerns. Include a discussion of how you will assess safety risks for each request, and coordinate with other crisis responders to address concerns outside of this program’s scope of work. Detail any plans to contract for assistance in request triage and after-hours requests.

• Describe how your organization will collaborate with community stakeholders – including crisis responders, law enforcement, business owners, and support service providers – to identify and address program needs, challenges, and opportunities for success. Discuss how your program will build and maintain effective working relationships with each of these diverse stakeholders to better support individuals experiencing mental health crises.

Organizational Performance (15 points)

• Describe your organization’s experience providing community outreach and/or crisis response to individuals experiencing non-imminent mental health crises, including people experiencing or at-risk of homelessness and/or who have substance use or co-occurring mental health disorders, and the broader public. Include one or more past examples of interventions your organization has successfully implemented to support this population. Describe key outcomes demonstrating the success of such interventions.

• Provide a narrative description of the qualifications of the agency for the proposed project as well as a brief statement on the availability of key personnel to undertake the proposed project. Describe how a mobile supportive services program fits within the mission, scope, and focus areas of your organization.

• Describe your organization’s experience collaborating with other community stakeholders, including crisis responders (e.g., law enforcement, emergency medical services, Mobile Crisis Teams), local businesses and residences, and supportive service providers. Include examples of how your organization has worked with these stakeholders to support individuals in achieving de-escalation and linkage to supports, as well as to promote inclusive, accessible, and enjoyable public environments for all stakeholders.

• Please attach two letters of reference, or provide names, telephone numbers, and email addresses for 2-5 persons to be contacted for references regarding past organizational performance and/or key personnel involved in similar projects.

Inclusion and Diversity (10 points)

• Provide a mission statement for this program that specifies your organization’s intent to support historically underserved populations, including communities harmed by systemic racism and inequitable policies and practices. Describe how your organization represents and seeks to support these communities, including in addressing disparities in homelessness, substance use or co-occurring mental health disorders, and incarceration.

• Identify key policies and procedures, practices, committees/workgroups, and leadership that will support your organization in meeting the objectives of providing culturally responsive supports and reducing disparities in access to resources, services, and care for the intended program population. This may include:

o Staff education and training related to diversity, equity, inclusion, and belonging.

o Quality assurance, quality improvement, and compliance efforts promoting culturally competent service delivery.

o Strategies for recruitment, hiring and retention of staff representative of communities that have been historically underserved or who face structural barriers to housing and care.

o Efforts to meet the language access needs of the intended population for this program (e.g., limited

English proficient, Deaf/ASL).

Budget and Financial Assessment (25 points)

• Please submit a complete operational budget/budget narrative that includes both total costs and detailed budget line items for each of the three contract years. The budget/budget narrative may be submitted using your own organizational budget template; however, please ensure the following categories are included, and that the calculations and/or logic for each category are described according to the narrative guidance below.

Budget Category Budget Narrative Guidance

Personnel Indicate program personnel by Position Title, Full-Time Equivalent (FTE), and annual salary. Include any adjustments to FTE or annual salary in subsequent years (e.g., Cost of Living Adjustments).

Fringe Benefits Indicate fringe benefits for each program personnel as both a total cost and an estimated percentage of annual salary. If fringe benefits exceed 35% of annual salary, please provide a detailed breakdown of included benefits.

Transportation Indicate transportation costs by purpose, estimated distance, estimated frequency, and cost per mile, or total cost per year.

Equipment and Supplies Indicate equipment and supplies by item, item cost, and quantity for each line item. Include a description of the purpose and basis of cost for each item.

Contractual Indicate any contracts by contractor name, purpose, contracting method, description and basis of costs, and total costs. Core program services should be performed by your organization and are not eligible contractual costs.

Other Direct Costs Indicate any items not included in previous categories by type or nature of the expense, purpose, unit cost, quantity, and basis of cost (e.g., quote, invoice, etc.)

Indirect Costs Indicate any indirect/administrative costs by type or nature of the expense and purpose. Indirect costs should not exceed 10% of total budget costs.

• Tompkins County Whole Health intends to fund this program for at least three years. As a piloted program, future funding will be contingent on program outcomes, annual review by Tompkins County Whole Health, the City of Ithaca, and the Downtown Ithaca Alliance, and available funding. Please include a statement of any additional revenues that may help sustain the program, if needed.

KEY EVENTS/TIMELINE

Action Item

Date and Time

RFP Release Date

Monday, February 12, 2024

Questions Due By Wednesday, March 6. 2024 at 5 PM ET

Proposals Due By Wednesday, March 13, 2024 at 2 PM ET

Award Notification (Tentative) Friday, April 5, 2024 at 5 PM ET

Contract Date (Tentative)

Monday, April 29, 2024

SUBMISSION DEADLINE:

The deadline for submission of proposals is March 13, 2024 at 2 PM ET.

SPECIFICATION CLARIFICATION:

Clarification to the specifications must be submitted, via BidNetDirect, no later than seven (7) days prior to the bid/RFP due date before 5 PM. on March 6, 2024. Answers to questions will be posted on BidNetDirect as they are available.

DISQUALIFICATION:

1. The County reserves the right to refuse to issue a Contract to a prospective vendor should such vendor be in default for any of the following reasons:

(a) Failure to comply with any pre-qualification regulations of the County, if such regulations were cited, or otherwise included in the specifications as a requirement for responding.

(b) Contractor’s default under previous contracts with the County.

(c) Contractor’s unsatisfactory work on previous contracts with the County.

2. Responses received from Contractors who have previously failed to complete contracts within the time required, or who have previously performed similar work in an unsatisfactory manner, may be rejected. A response may be rejected if the Contractor cannot show that it has the necessary ability, plant and equipment to commence the work at the time prescribed and thereafter to perform and complete the work at the rate or time specified. A response may be rejected if the Contractor is already obligated for the performance of other work which would delay the commencement, performance or completion of the work if the Contractor is not able to demonstrate the ability to fulfill the requirements of the proposal in a manner agreed upon by the County and the Contractor.

3. Tompkins County reserves the right to reject any proposal if the information submitted by, or investigation of, such Contractor fails to satisfy the County that such Contractor is properly qualified to carry out the obligations of the Contract and to complete the work contemplated therein.

4. Proposals will be considered irregular and shall be subject to rejection for the following reasons:

(a) If there are unauthorized additions, conditional or alternate pay items, or irregularities of any kind which make the proposal incomplete, indefinite, or otherwise ambiguous.

The County reserves the right to award the Contract to the Respondent who submits the proposal that proves to be in the best interest of the County. The County has the sole discretion and reserves the right to cancel this request, reject any/all responses, award in part or in whole, to waive any/all informalities and/or irregularities if it is deemed to be in the best interest of the County to do so. A notice of Contract award shall not be binding upon the

County until the Contract has been fully executed by both parties.

Contract Extension:

The County agrees, under the General Municipal Laws of New York State to allow all authorized users who wish to utilize any Contract awarded as a result of this solicitation to do so. However, it is understood that the extension of such Contract is at the discretion of the Respondent and the Respondent is only bound to the Contract between itself and the County.

Term of Contract:

Contract period shall be from April 29, 2024 to April 29, 2027.

Contract Award:

The Contract award, if any, will be made by Friday, April 5, 2024. The Contract shall be awarded to the

Respondent(s) who submits the proposal that proves to be in the best interest of the County.

The resulting Contract will incorporate Tompkins County Contract Terms and Conditions, this RFP, any addendum, and Bidder’s response thereto, all additional agreements and stipulations, and the results of any final negotiations will constitute the final Contract. The terms and conditions as contained in the Contract for services shall take precedence over any conflicting terms.

Payment Terms:

Payment terms to be negotiated. Interest penalties to the County will not be allowed. Tompkins County is not subject to Federal, State, or Local taxes.

Non-Appropriation Clause:

In accordance with New York State General Municipal Law, the County will not be liable for any purchases or contracts for goods or services for which funding is not available. As a result, the Respondent agrees to hold the

County harmless for any contracts let for which funding either does not currently exist, or for which funding has been removed prior to the authorization to proceed. Should it become necessary for the County to cancel a project after the order to proceed has been issued, the County will only be liable for, and the Respondent agrees, to only assess those financial damages that it can prove to have incurred as a result of the Contract termination.

Indemnification, Hold Harmless, and Insurance:

• The successful bidder shall release, waive, indemnify, hold harmless, and defend the County and its officers, employees, agents and elected officials from and against any and all claims, demands, actions, causes of action, suits, or judgements, including but not limited to, losses, costs, expenses, penalties, or other damages or liability brought against the County and its officers, employees, agents and elected officials for injury, illness, or death to any person or persons or damage to property arising out of the performance of this Agreement by the successful bidder, its employees, subcontractors or agents with the exception of actions and claims arising out of the negligence of the County. The indemnification will survive the term of this Agreement whether it is terminated or expired. The successful bidder shall maintain the minimum limits of insurance as outlined by this

Agreement in Attachment B or as required by law, whichever is greater.

• The successful Bidder will be required to procure and maintain, at its own expense, the minimum limits of insurance as described in or as required by law, whichever is greater.

• No work shall be commenced under the Contract until the successful Bidder has delivered to the County proof of issuance of all policies of insurance required by the Contract. If at any time, any of said policies shall expire or become unsatisfactory to the County, the successful Bidder shall promptly obtain a new policy and submit proof of insurance of the same to the County for approval. Upon failure of the successful Bidder to furnish, deliver and maintain such insurance as above provided, the Contract may, at the election of the County, be forthwith declared suspended, discontinued or terminated. Failure of the successful Bidder to procure and maintain any required insurance, shall not relieve the successful Bidder from any liability under the Contract, nor shall the insurance requirements be construed to conflict with the obligations of the successful Bidder concerning indemnification.

Training:

If required, training shall take place during regular business hours. Training shall be provided until all County personnel involved in the Contract are adequately trained.

Workforce Diversity and Inclusion:

Tompkins County government is committed to creating a diverse and fully inclusive workplace that strengthens our organization and enhances our ability to adapt to change by developing and maintaining:

A. An organization-wide understanding and acceptance of the purpose and reasons for diversity;

B. Recruitment and retention policies that assure a diverse workforce;

C. A workplace environment that is welcoming and supportive of all;

D. Awareness, understanding and education regarding diversity issues;

E. Zero tolerance for expressions of discrimination, bias, harassment, or negative stereotyping toward any person or group;

F. A workforce ethic that embraces diversity and makes in the norm for all interactions, including delivery of services to the public. An organization-wide understanding and acceptance of the purpose and reasons for diversity; All Respondents must comply with the Workforce Diversity and Inclusion terms and conditions as well as sign an Anti-discrimination certificate. Respondents are encouraged to include an outline of their diversity policy in their proposal response.

Contract Re-Assignment:

The Respondent shall not re-assign any portion of the any contract that results from this solicitation without the express written consent of the County.

Governing Law:

Any resulting Agreement and any controversies arising hereunder, shall be interpreted, governed, and construed under the laws of the State of New York. The Bidder consents to the exclusive jurisdiction of, and venue in, the

State and Federal Courts within Tompkins County, New York. Any such Agreement is binding on all successors, heirs, executors, administrators, representatives, and assigns of all the Bidder/Contractor.

The successful bidder is responsible for complying with all current labor rates and regulations throughout the duration of any contract resulting from this solicitation

Interpretation:

In the event of any discrepancy, disagreement or ambiguity among the documents which comprise this RFP, and/or, the Agreement (between the County and the successful Proposer) and its incorporated documents, the documents shall be given preference in the following order to interpret and to resolve such discrepancy, disagreement or ambiguity: 1) the Agreement; 2) the RFP; 3) the Contractor’s proposal.

Remedy for Breach:

In the event of a breach by Contractor, Contractor shall pay to the County within ninety (90) days all direct and consequential damages caused by such breach, including, but not limited to, all sums expended by the County to procure a substitute Contractor to satisfactorily complete the contract work, together with the County’s own costs incurred in procuring a substitute Contractor. All legal and equitable claims against the County of Tompkins shall be brought in the Supreme Court of Tompkins County.

Conflict of Interest:

No officer or employee of the County shall participate in any decision relating to the Contract which affects their personal interest or the interest of any corporation, partnership, or association in which they are directly or indirectly interested.

New York State Sexual Harassment Legislation:

By submitting a response to this solicitation, the Bidder hereby represents that they comply with the New York State

Sexual Harassment Legislation and that said Bidder has implemented a written policy addressing sexual harassment prevention in the workplace and provides annual sexual harassment prevention training to all of its employees.

Living Wage:

Tompkins County must consider the wage levels and benefits, particularly health care, provided by Contractors when awarding bids or negotiating contracts, and to encourage the payment of livable wages whenever practical and reasonable.

If Contractor certifies on Tompkins County Livable Wage attestation that its employees directly providing services outlined in the Contract are NOT paid a living wage, the department contract representative may have a conversation with the Contractor to understand the cost implications of achieving the living wage threshold, whether there are structural barriers impacting the ability to pay the living wage, plans to improve wages over time, generous fringe benefits, or other considerations that should be applied when addressing the question of whether it is practical or reasonable to meet the living wage threshold including the cost required to bring the Contract to the living wage threshold.

Regulatory Compliance:

The Respondent agrees to comply with all Federal, State, and local laws and regulations governing the provision of goods and services under this Contract. To the extent that federal funds are provided to the Respondent under this Contract, the Respondent agrees that it will comply with all applicable Federal laws and regulations, including but not limited to those laws and regulations under which the Federal funds were authorized.

Further, Respondent agrees to comply with the County’s Compliance Plan regarding Federal and State fraud and abuse laws; the Compliance Plan can be reviewed at www.tompkins-co.org or a copy can be obtained from

Tompkins County Administration, 125 East Court Street, Ithaca, NY 14850.

http://www.tompkins-co.org/

In the event that New York State Labor Law at Article 9, Sections 230-239-A are applicable under the agreement and/or scopes of work, the statute requires that contractors and subcontractors pay the prevailing rate of wage and supplements (fringe benefits) to all workers under a public work contract and follow other requirements.

Employers must pay the prevailing wage rate set for the locality where the work is performed. Prevailing wage is the pay rate set by law for work on public work projects. This applies to all laborers, workers or mechanics employed under a public work contract. Every contractor and subcontractor must keep and provide certified original payrolls or transcripts subscribed and affirmed as true under penalty of perjury. These must be made available to the COUNTY at its request. Payrolls must be maintained for at least three (3) years from the projects date of completion. Additionally, as per Article 6 of the Labor Law, contractors and subcontractors are required to establish, maintain, and preserve for not less than six (6) years, contemporaneous, true, and accurate payroll records.