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: Innovative Housing Solutions and Intensive Supports

2. Requesting Department: Tompkins County Whole Health

3. Due Date/Time: Friday, February 23, 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

During the past decade, opioid-related overdoses and deaths have increased significantly in both Tompkins County1 and New York State2 overall. In 2023, the New York State Office of Addiction Services and Supports (OASAS) began distributing Opioid Settlement Fund Regional Abatements to fifty-five Local Government Units (LGUs) and five cities for initiatives addressing and reducing the impact of addiction and opioid use disorder in their local communities. Tompkins County and the City of Ithaca have agreed to combine their regional abatements, yielding a total of approximately $1.03 million between 2022-2024. These funds can be spent over multiple years and comprise the first installments of varying amounts anticipated through the year 2040.

PLEASE NOTE

Opioid Settlement Fund Regional Abatement amounts are subject to change as new settlements are decided.

However, abatements for 2022-2024 have already been received by Tompkins County and the City of Ithaca and will be available for funding this Request for Proposals.

PURPOSE OF REQUEST

Tompkins County Whole Health is seeking proposals from nonprofit organizations with proven histories of providing housing and case management for the design and implementation of an emergency housing and wraparound services program. This program is intended to serve individuals in Tompkins County who are experiencing or at-risk of homelessness who have substance use and/or co-occurring mental health disorders contributing to frequent use of crisis response services or interactions with law enforcement.

The decision to utilize the Opioid Settlement Funds for this purpose was recommended and approved by the

Tompkins County Community Services Board on April 3, 2023, following a cross-walk of local priorities outlined in the Tompkins County Local Services Plan3 and the Opioid Settlement Fund Approved Use of Funds4 and Priority

Funding Areas5. The recommendation was further informed by three guiding themes for Opioid Settlement Fund activities stipulated by OASAS: 1) service integration to best treat co-occurring disorders, 2) service equity, and 3) meaningful evaluation that demonstrates reduced suffering and positive impacts on the social determinants of health.5

PROGRAM OBJECTIVES

The contracted organization will coordinate rapid access to emergency housing, Intensive Case Management and peer support, and streamlined care for individuals experiencing or at-risk of homelessness who have substance use and/or co-occurring mental health disorders contributing to frequent use of crisis response services or interactions with law enforcement. The overall program objective is to stabilize individuals living in a cycle of crisis and bridge the gap between crisis response services and permanent supportive housing and other community-based care.

To achieve this objective, the contracted organization will perform or facilitate the following three primary activities on behalf of program clients:

• Securing and management of emergency housing units.

• Provision of Intensive Case Management (ICM) and peer support for linkage and access to services.

• Streamlined coordination of client access to services and care.

In performing these activities, the contracted organization will contribute to the following short- and long-term outcomes:

• Reduced number of days spent homeless and using the local emergency shelter.

• Improved housing stability and access to permanent supportive housing.

• Increased participation in community-based services and care.

• Improved overall wellbeing via access to the Social Determinants of Health.

• Reduction in Emergency Department visits for behavioral health concerns and interactions with law enforcement.

• Reduced utilization of crisis response services and the criminal justice system.

https://www.tompkinscountyny.gov/files2/health/mh/csb/TCWH-Local-Services-Plan-2024-2028.pdf https://oasas.ny.gov/system/files/documents/2023/02/approved-uses.pdf https://oasas.ny.gov/opioid-settlement-funding-initiatives#:~:text=These%20priority%20areas%20include%3A%20harm%20reduction%2C%20treatment%2C%20investments,housing%2C%20recovery%2C%20prevention%2C%20transportation%2C%20public%20awareness%20and%20research.

https://oasas.ny.gov/opioid-settlement-funding-initiatives#:~:text=These%20priority%20areas%20include%3A%20harm%20reduction%2C%20treatment%2C%20investments,housing%2C%20recovery%2C%20prevention%2C%20transportation%2C%20public%20awareness%20and%20research.

REQUIRED PROGRAM PARAMETERS

Tompkins County Whole Health is committed to supporting innovative proposals that meaningfully engage and improve the wellbeing of individuals and communities who have been harmed by the opioid epidemic and the broader criminalization of substances. The following key parameters have been included to support organizations in the development of their proposals.

Intent

The desired program is intended to achieve positive housing and health outcomes for individuals experiencing or at-risk of homelessness and who have severe service needs due to substance use and/or co-occurring mental health disorders. Successful proposals will be explicit as to how the proposed housing, Intensive Case Management, peer support, and care coordination strategies go beyond “business as usual” to meet the unique needs of this population.

They will also discuss both current best practices and their own prior organizational outcomes in support of their proposed program design.

Structure

Tompkins County Whole Health welcomes proposals for a variety of housing and care coordination structures.

However, proposals must include a combination of the following core program elements, which are described in further detail in the Program Elements section:

Emergency Housing

The desired program must include a variety of housing options (e.g., congregate care, studio, 1 bedroom, 2 bedroom) to meet the unique needs and preferences of individual clients. Housing must be provided to each client for between six and twelve months with an average duration of nine months, enabling both stabilization and transitions to traditional permanent support housing. Overall housing occupancy rates must remain at 90% or above to ensure efficient use of funding. Housing shall be contingent upon a signed Occupancy Agreement stipulating 1) expectations for both program clients and case/property management, 2) policies and procedures for addressing complaints and incidents, and 3) a plan for mental health crisis response during evening hours. Housing shall NOT be contingent upon client sobriety or participation in support services.

Intensive Case Management and Peer Support

Required program personnel include both an Intensive Case Manager(s) and a Peer Support Specialist(s). Staff in both positions must have completed relevant trainings and certifications. Intensive Case Managers must maintain a maximum caseload of no more than ten clients at one time to ensure adherence to the best practices of Intensive

Case Management. Peer Support Specialists will be responsible for helping clients access program services in addition to providing emotional and crisis support. The Intensive Case Manager should be a full-time position, while the Peer Support Specialist may be part- or full-time.

Coordination of Services and Treatment

The desired program must also include funding for a Program Coordinator who will be responsible for securing and coordinating client housing, streamlined linkages to care and services, overseeing Intensive Case Managers and Peer

Support Specialists, and monitoring and reporting program updates and outcomes to Tompkins County Whole

Health. This position does not need to be full-time, if appropriate.

Duration

The desired program will run for a pilot period of three years, with potential funding in future years contingent upon successful implementation and adherence to funding requirements as well as availability of Opioid Settlement Fund

Regional Abatements.

Budget

The program budget must adhere to the following parameters:

• Up to 10% of funds may be used for administrative costs.

• 25% of funds must be reserved for housing and services for individuals residing within Ithaca city limits.

• Funds may not be used for capital projects.

FOCUS POPULATIONS

This program will serve individuals in both rural and urban areas of Tompkins County who are experiencing or at-risk of homelessness and who have substance use and/or co-occurring mental health disorders contributing to frequent use of crisis response services or interactions with law enforcement. Clients do not need a formal diagnosis upon admission but must exhibit symptoms and/or patterns of behavior indicating significant substance use. Specific participation criteria include:

• A history of substance use, or co-occurring substance use and mental health disorders that significantly impacts the individual’s ability to care for self in the community setting,

• A history of repeat Emergency Department visits without meeting criteria for hospital admission OR at-risk of criminal justice system involvement due to crimes related to severe substance use and/or co-occurring mental health disorders,

• Limited natural community supports and significant needs,

• Multi-system involvement without meaningful engagement necessary to benefit from services and supports offered, and

• Desire to participate in the program, including regular meetings with the Intensive Case Manager and Peer

Support Specialist.

PROGRAM ELEMENTS

This RFP is issued to solicit proposals for a program providing emergency housing, Intensive Case Management, peer support, and streamlined care coordination to people experiencing or at-risk of homelessness who have substance use and/or co-occurring mental health disorders contributing to frequent use of crisis response services or interactions with law enforcement. These individuals will be referred to the program by the Tompkins County Crisis

Intervention Team (CIT) workgroup, following a clinical review of eligible candidates screened and compiled by the

Tompkins County Continuum of Care (CoC) Coordinated Entry system. The CIT workgroup is comprised of clinicians and community partners from Cayuga Medical Center, Saint John’s Community Services, REACH

Medical, the Ithaca Police Department and Law Enforcement Assisted Diversion (LEAD) Program, and the

Tompkins County Mental Health Clinic, Sheriff’s Office, Department of Social Services, and Reentry Program, among others. While the contracted organization will ultimately be responsible for accepting program referrals, they will work closely with the CIT workgroup to evaluate referrals, identify and coordinate appropriate care and services, and report program outcomes.

The contracted organization is expected to hire or appoint a Program Coordinator who will serve as a liaison with the CIT workgroup and oversee the core program elements detailed below.

Emergency Housing

The contracted organization will secure, coordinate, and manage low-barrier emergency housing for 10 program clients at a time. As this emergency housing is intended to help stabilize program clients and enable an eventual transition to permanent supportive housing, clients should remain housed for between 6-12 months with an average duration of 9 months.

Proposed housing should reflect best practices for housing the intended population. While housing provided through this program is intended to be transitional, it should incorporate the essential elements of a Housing First approach as outlined by the U.S. Department of Housing and Urban Development6:

• Few to no programmatic prerequisites to housing entry (e.g., no requirements of sobriety).

• Low-barrier admission policies.

• Rapid and streamlined entry into housing.

• Participation in support services is voluntary (except for regular meetings with the Intensive Case Manager and Peer Support Specialist), and access to housing should not be used to compel clients to participate in support services.

• Practices and policies are in place to prevent lease violations and evictions.

Applicants may propose a variety of housing structures and settings, including single-site, scattered-site, or a combination of the two, and should offer a variety of unit options (e.g., congregate care, studio, 1 bedroom, 2 https://files.hudexchange.info/resources/documents/Housing-First-Permanent-Supportive-Housing-Brief.pdf bedroom) to meet the unique preferences and needs of each client. Applicants should consider the advantages and disadvantages of these and other models for the intended program population when designing their housing program, including:

• Transportation requirements for accessing services.

• Onsite staffing needs, including during evening hours.

• Leasing and property management responsibilities.

• Landlord, tenant, and client disputes, and need for landlord mitigation funds.

• Public attention and stigma.

The contracted organization should seek to maintain a housing occupancy rate of 90% or greater for the duration of the contract period. Rental payments can be submitted as invoices as the units are obtained and occupied by program clients.

Given that this program is intended to serve clients with severe substance use and/or co-occurring mental health disorders, the contracted organization should anticipate and put in place policies and procedures to prevent, mitigate, and resolve incidents including property damage and interpersonal violence. This should include considerations for onsite staffing or offsite crisis support, detailed and individualized client (and staff) safety plans, a required

Occupancy Agreement as described below, and landlord mitigation funds (if applicable). When determining appropriate responses to client incidents, the contracted organization is expected to differentiate between property damage and interpersonal violence to avoid unnecessary evictions for behaviors consistent with substance use and/or co-occurring mental health disorders. Restorative justice approaches that provide opportunities for clients to repair interpersonal relationships and property may also be considered.

To support clients in building tenancy and independent living skills, the contracted organization shall develop an

Occupancy Agreement outlining key expectations and policies for both clients and any onsite staff/property management. This agreement should include at a minimum:

• A detailed description of client rights.

• Expectations for regular meetings with the Intensive Case Manager and Peer Support Specialist.

• Expectations for client behavior while on the premises, including policies for acts of violence, property damage, substance use, guests, and pets.

• Expectations for property management and onsite staffing.

• Policies and procedures for addressing client complaints, Occupancy Agreement violations, and criteria for evictions/removals from housing.

Every effort should be made to ensure clients transition to long-term housing at the conclusion of their emergency housing periods. Appropriate models might include transferring the emergency housing unit lease into the client's name at discharge from the program or securing permanent supportive housing units to be leased by clients at program discharge. If long-term housing has not been secured or the client appears to need further program support beyond the 6-12 month emergency housing period, extensions can be made on a case-by-case basis in consultation with the Crisis Intervention Team workgroup.

Intensive Case Management and Peer Support

In addition to emergency housing, the contracted organization must also provide both Intensive Case Management

(ICM) and peer support to each program client for at least the full duration of their emergency housing period (6-12 months).

The contracted organization is expected to hire or appoint an Intensive Case Manager(s) (1.0 FTE) who will provide case management to a maximum caseload of 10 clients at one time. Specific duties of the Intensive Case Manager include:

• Meet in-person with program clients at least 1-2 times per week, or more frequently, as needed.

• Co-develop, monitor, and troubleshoot individualized and person-centered care plans that address the unique service needs and goals of each client, including housing stability and building of natural community supports.

• Develop client safety plans that include considerations for crisis resolution during evening hours.

• Broker community-based service delivery on behalf of program clients to fulfill person-centered care plans.

• Support program clients in accessing services, including by providing transportation and accompanying clients to appointments, as necessary.

• Document client participation in services using the Homeless Management Information System (HMIS).

• Develop and implement a transition/discharge plan for clients that ensures access to permanent supportive housing and continued access to supportive services at the conclusion of their emergency housing period.

The Intensive Case Manager should have demonstrated experience providing case management to people with substance use and/or co-occurring mental health disorders, and a thorough knowledge of local community-based service providers, including but not limited to housing, substance use counseling and treatment, mental health assessment and treatment, physical health assessment and care, financial assistance and public benefits, and education and employment support. They should be comfortable with motivational interviewing, trauma-informed approaches, harm reduction, mental health crisis response, strengths-based approaches, cultural humility, and person-centered care.

The contracted organization is also expected to hire or appoint a Peer Support Specialist(s) (0.5-1.0 FTE) who will provide supplemental support to program clients, including:

• Identification of additional service needs and resources.

• Assistance submitting service application forms and other paperwork.

• Transportation to and from service appointments, as needed.

• Guidance in building tenancy and independent living skills.

• Emotional and crisis support, occasionally during evening hours as necessary.

The Peer Support Specialist should be a current or former recipient of substance use, mental health, or dual diagnosis service with sufficient knowledge of recovery and/or overcoming challenges resulting from a diagnosis of mental illness to assist others with recovery. They should be a New York State Office of Mental Health (OMH)

Certified Peer Specialist (NYCPS), a New York State Office of Addiction Services and Supports (OASAS) Certified

Peer Recovery Advocate (CPRA) or working towards either peer support services credentialing.

Coordination of Services and Care

As described previously, the contracted organization must hire or appoint a Program Coordinator (0.25-1.0 FTE) who will be responsible for general program operations and emergency housing coordination, as well as oversight of

Intensive Case Management, peer support and community-based service access. Specific duties of the Program

Coordinator include:

• Serving as primary liaison with Tompkins County Crisis Intervention Team (CIT) workgroup.

• Evaluation, intake, and enrollment of potential program clients referred by the CIT workgroup.

• Securing and coordination of client access to emergency housing units.

• Assignment and connection of clients to Intensive Case Manager(s) and Peer Support Specialist(s).

• Supervision of Intensive Case Manager(s) and Peer Support Specialist(s), including monitoring the development and implementation of client care plans.

• Development of procedures for expedited triage and service delivery with CIT workgroup partners and community-based service providers.

• Monitoring and reporting client housing status, participation in services, progress towards achieving individual goals, and any program incidents (including removals from housing).

• Providing fiscal reports, data, and program outcomes during quarterly reports to the CIT workgroup

While client care plans may vary depending upon individual needs, the Program Coordinator will ensure services offered include:

• Substance use disorder recovery and treatment.

• Medical assessment and healthcare.

• Mental health assessment and treatment.

• Federal, State, and local benefits enrollment.

• Employment readiness.

• Tenancy and independent living skills.

• Evaluation for vocational, occupational, and speech services through Ithaca College.

The Program Coordinator should have thorough knowledge of local community-based service providers, including but not limited housing and the services described above, as well as demonstrated experience planning, assigning, supervising, and reviewing the work of case managers and other staff. They should be experienced in program management, report and budget preparation, expenditure control, and available to submit reports and present to the

Crisis Intervention Team and other governing bodies at regular intervals.

MONITORING AND REPORTING FOR PROGRAM AND FISCAL COMPLIANCE

As described above, the Program Coordinator will be expected to submit regular quarterly reports to Tompkins

County Whole Health detailing program expenditures, client demographics, and key process and outcome measurements to evaluate program impacts and support continuous quality improvement efforts. Tompkins County

Whole Health will develop and furnish the contracted organization with a required reporting form that will include, at a minimum:

• Estimated and actual program expenditures.

• Client Demographics, including:

o Age o Location of residence at program entry o Sex and/or gender identity o Race and Ethnicity.

• Program Process Metrics o Number of potential program client referrals from CIT workgroup and other partners.

o Number and percent of declined program referrals (by contracted organization).

o Number and percent of declined program referrals (by prospective clients).

o Number of total clients enrolled/served during reporting period.

o Number and percent of housing units occupied by clients during the reporting period.

o Number and frequency of contacts between Intensive Case Manager and client.

o Number and frequency of contacts between Peer Support Specialist and client.

• Program Outcome Measurements o Number and percent of clients participating in community-based services, by service type.

o Number and percent of days stably housed during 6-12 month period, by client.

o Number and percent of clients housed for entire 6-12 month period.

o Number and percent of client exits to permanent supportive housing.

o Number of Emergency Department visits for mental for behavioral health concerns, by client.

o Number of emergency shelter usage instances, by client.

o Number of interactions with law enforcement, by client.

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

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

• Proposal incorporates best practices in housing, Intensive Case Management, and mental health service delivery, including Housing First principles, trauma-informed and person-centered care, and harm-reduction approaches.

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

Organizational Performance

• Organization has substantial demonstrated experience in all core program elements (housing, case management, and service coordination).

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

• 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 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, intended population, and desired outcomes.

• Proposal is cost-effective given the type, quantity, and quality of housing and 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 (45 points)

• Describe your plan for providing emergency housing, Intensive Case Management, peer support, and coordinated services to individuals experiencing or at-risk of homelessness who have severe service needs due to substance use and/or co-occurring mental health disorders. Indicate the number and configuration of housing units (e.g., single site versus scattered sites; studios, one-bedroom, two-bedroom units), how care plans will be developed and managed for clients, and the role of peer support specialists in supporting program clients.

• Discuss the characteristics of individuals experiencing or at-risk of homelessness who have substance use and/or co-occurring mental health disorders. Describe the unique housing, case management, and service needs of this population as justification for the proposed housing and services model your agency 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 evaluate referrals from the Coordinated Entry system for program admission.

Include a discussion of how you will assess safety risks for each referral while ensuring the intended program population is not screened out. Discuss how you will adhere to a low-barrier approach to housing while maintaining the safety of program staff.

• Describe how you will work with program clients, the CIT workgroup, other service providers, and clients’ natural supports to develop and manage person-centered and recovery-focused care plans. Describe your organization’s experience using the Homeless Management Information System to document client participation in services. Discuss how you will work with individuals who may be reluctant to participate in services upon admission to the program.

• Describe and/or attach your policies and procedures for addressing client complaints and incidents, including violations of the required Occupancy Agreements. Describe how you will differentiate between interpersonal violence versus property damage when determining appropriate responses to client incidents.

Describe how you will support clients in recovery while utilizing a harm-reduction approach to substance use where client relapse is anticipated, prevented, and managed to avoid unnecessary evictions. Detail any other eviction prevention practices and steps your organization will take when program clients are at-risk of losing their housing.

Organizational Performance (15 points)

• Describe your organization’s experience providing services and housing to individuals experiencing or at-risk of homelessness and who have severe service needs due to substance use and/or co-occurring mental health disorders. Include one or more past examples of interventions your organization has successfully implemented to help similar populations meet their goals.

• Discuss your organization’s experience securing and managing community-based housing. Describe strategies your organization has used to build positive relationships with landlords and property management. Include examples of how your organization has navigated client-landlord conflicts as well as any property damage and disturbances caused by clients.

• Describe key outcomes demonstrating the success of your organization in serving people experiencing or at-risk of homelessness, such as history of maintaining clients successfully in their housing, ability to transition clients into independent housing, and engagement with community resources relevant to the intended program clients.

• Please attach two letters of reference from partner organizations and/or evidence or correspondence from the most recent monitoring visit for any housing or behavioral health service program your organization operates, that is funded by a city, county, state or federal government agency.

Inclusion and Diversity (10 points)

• Provide a mission statement for this program that specifies your organization’s intent to serve vulnerable and historically underserved populations, including those harmed by the opioid epidemic and/or the broader criminalization of drugs.

• Given the recent rise in opioid-related overdoses and deaths among Black, Indigenous, and People of Color

(BIPOC) in the United States, applicants should have deep experience and demonstrated trust with these communities. Describe how your organization reflects and seeks to support local BIPOC communities, including in addressing disparities in homelessness, substance use and/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 reducing disparities in access to housing 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 (30 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 should reflect total anticipated costs for a program start-up period of 6 months (Year 1) and two subsequent fully operational years (Years 2 and 3) during which all budget items should assume at least 90% utilization of housing units and active Intensive

Case Management and service coordination at the beginning of each year. 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.

Housing Indicate housing costs by type of housing unit (e.g., congregate care, studio, 2 bedroom), quantity, and monthly rental rates. Consider including other housing related costs such as utilities, maintenance/repair, and move-in costs, as appropriate.

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

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 (i.e., Intensive Case Management, Peer Support) 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 and approval of the Tompkins County Community

Services Board in addition to sufficient Opioid Settlement Regional Abatement funds to meet full program costs. Please include a statement of future revenues that may help sustain the program beyond the third year, should the Regional Abatement fund allocation be insufficient to fully fund additional contract years.

KEY EVENTS/TIMELINE

Action Item

Date and Time

RFP Release Date

Wednesday, January 24, 2024

Questions Due By Friday, February 16, 2024 at 5 PM ET

Proposals Due By Friday, February 23, 2024 at 2 PM ET

Award Notification (Tentative) Friday, March 15 at 5 PM ET

Contract Date (Tentative)

Monday, April 1, 2024

REFERENCES

1. Health Alert: Increase in Opioid Related Deaths in Tompkins County; Narcan Training and Distribution

Available to the Community | Tompkins County NY. Accessed November 6, 2023.

https://tompkinscountyny.gov/health-alert-increase-opioid-related-deaths-tompkins-county-narcan-training-and-distribution

2. New York State Opioid Annual Report 2022. New York State Department of Health; 2022.

https://health.ny.gov/statistics/opioid/data/pdf/nys_opioid_annual_report_2022.pdf

3. Tompkins Mental Hygiene Local Services Plan 2024-2028. Tompkins County Community Services Board; 2023.

https://www.tompkinscountyny.gov/files2/health/mh/csb/TCWH-Local-Services-Plan-2024-2028.pdf

4. Schedule C - Approved Uses. Office of Addiction Services and Supports; 2023.

https://oasas.ny.gov/system/files/documents/2023/02/approved-uses.pdf

5. 2023 Annual Report. Opioid Settlement Fund Advisory Board; 2023.

https://oasas.ny.gov/system/files/documents/2023/11/osfab-yearly-report-2023.pdf

6. Housing First in Permanent Supportive Housing. United States Department of Housing and Urban Development;

2014. https://files.hudexchange.info/resources/documents/Housing-First-Permanent-Supportive-Housing-

Brief.pdf

SUBMISSION DEADLINE:

The deadline for submission of proposals is February 23, 2024 at 2:00:00 PM EST.

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 February 16, 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 1, 2024 to April 1, 2027.

Contract Award:

The Contract award, if any, will be made by Friday, March 815 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…