Shelter RFP2024_Solo.pdf

AGENCY OF HUMAN SERVICES/DEPARTMENT FOR CHILDREN AND FAMILIES

280 State Drive, Waterbury, VT 05671-1070 Vermont Department for Children and Families (DCF) | Department for Children and Families

SEALED BID

REQUEST FOR PROPOSAL

EMERGENCY SHELTER PROGRAM

ISSUE DATE December 10, 2024 QUESTIONS DUE Ongoing STATE’S RESPONSE TO QUESTIONS Ongoing RFP RESPONSES DUE BY This RFP will remain open until filled SELECTION NOTIFICATIONS This RFP will remain open until filled PROPOSED START DATE OF CONTRACT This RFP will remain open until filled.

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS

ASSOCIATED WITH THIS RFP WILL BE POSTED AT:

Vermont Business Registry and Bid System - Home

THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH

UPDATED INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO

PERIODICALLY CHECK THE ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS,

RELEASES AND ADDENDUMS ASSOCIATED WITH THIS RFP.

STATE CONTACT: Susan Whitney, Grants and Contracts Administrator, DCF

E-MAIL: AHS.DCFContractsandGrantsRFP@vermont.gov

1. OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Agency of Human Services (hereinafter the “State”) is seeking to establish contracts with one or more companies that can support an EMERGENCY SHELTER PROGRAM.

https://dcf.vermont.gov/ https://www.vermontbusinessregistry.com/ mailto:AHS.DCFContractsandGrantsRFP@vermont.gov

1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of 5-6 months with an option to renew for up to two additional twelve-month periods. The State anticipates the start date for such contract(s) will be determined based on when a successful bid is received.

1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing to the State Contact listed on the front page of this RFP. Actual or attempted contact with any other individual from the State concerning this RFP is strictly prohibited and may result in disqualification.

1.4. BIDDERS’ CONFERENCE: A bidders’ conference will not be held

1.5. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this RFP or wishing to comment on any requirement of the RFP must submit specific questions in writing no later than the deadline for question indicated on the first page of this RFP. Questions may be e-mailed to the point of contact on the front page of this RFP. Questions or comments not raised in writing on or before the last day of the question period are thereafter waived. At the close of the question period a copy of all questions or comments and the State's responses will be posted on the State’s web site Vermont Business Registry and Bid System - Home. . .

Every effort will be made to post this information as soon as possible after the question period ends, contingent on the number and complexity of the questions. All information provided by vendors during this process will be public and bidders shall not provide confidential information, except as described in 4.1 below.

1.6. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State through the issuance of an Addendum to this RFP and posted online at Vermont Business Registry and Bid System - Home. Modifications from any other source are not to be considered.

1.7. SOURCE OF FUNDS:

This project may be funded in whole or in part using federal monies. If a bidder requires assistance in preparing their proposal, registering with SAM.gov or needs guidance on socioeconomic certifications, the bidder may contact the Agency of Commerce & Community Development (ACCD), Department of Economic Development (DED), APEX Accelerator. The Vermont APEX Accelerator (formerly the Procurement Technical Assistance Center (PTAC)) specializes in helping small businesses navigate the documentation associated with State and Federal procurement. There is no cost to the Contractor for assistance provided by APEX Accelerator. Their website is: https://accd.vermont.gov/economic-development/programs/ptac

2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:

The purpose of this Request for Proposal (RFP) is to obtain competitive quotes from qualified entities who are interested in providing the State of Vermont Agency of Human Services (AHS) with qualified, comprehensive staffing and/or services that may result in one or more contracts being signed.

Congregate/semi-congregate shelter(s):

Provide immediate, temporary congregate/semi-congregate emergency shelter to individuals experiencing homelessness, with rapid shelter or staffing ramp up and ramp down. The capacity and location(s) of these shelter(s) will be set in response to needs identified by the State.

Requirements: These requirements are expected at all sites by Contractor(s).

Contractor:

• In addition to the insurance required in Attachment C, upon commencing work on this Contract and throughout the term of this Contract, Contractor agrees to procure and maintain:

https://www.vermontbusinessregistry.com/ https://www.vermontbusinessregistry.com/ https://www.vermontbusinessregistry.com/ https://accd.vermont.gov/economic-development/programs/ptac

Abuse and Molestation Coverage of $1,000,000.00 per claim, and $1,000,000.00 aggregate

• Ensure all shelter staff are properly vetted and trained by: conducting background checks, including child and adult abuse registry checks, of all personnel supporting the project, including subcontractors. The required level of check for personnel will be dependent on service provided;

Staffing:

• Provide appropriate, safe staffing levels for one-multiple congregate/semi-congregate shelters, family shelters or shelters for individuals

• Provide services that promote independence, health, and wellbeing.

• Ensure safety, hygiene, and access to essential services.

• Provide case management to assist guests with virtual medical appointments, coordination of health and social services, childcare, transportation, housing navigation, and other needs.

Service Delivery Expectations:

• Trauma-Informed Care: All staff must be trained in trauma-informed care and harm reduction practices.

• Staff Training: Staff must receive comprehensive training in trauma responsive care, harm reduction and overdose prevention, CPR/First Aid, de-escalation and respectful communication training, motivational interviewing, overview of Vermont System of care – Programs and Resources, coordinated entry, and the care management platform they will use and training of staff

• Health and Social Services: Each site must include case management to facilitate access to virtual healthcare, coordinate transportation, assist with housing navigation, and support education and childcare needs.

• If laundry is available onsite, provide laundry assistance (for example: coaching how to properly operate laundry equipment and facilitate timeslots that work for guests).

• Contractor(s) will provide a safe, welcoming, enriching environment for people experiencing homelessness.

• Contractor(s) will work with State and community partners to ensure seamless care delivery to ensure each family’s health and social health needs are met.

Reporting and Accountability:

• Contractor(s) is required to track all intake and discharge activities, and provide incident reporting, grievance procedures, and outcome reporting.

• Participation in the Homeless Management Information System (HMIS) Point-In-Time Count will be encouraged.

• Data and outcome reporting will be expected in conjunction with local Coordinated Entry and Housing providers.

Pricing:

• Bidders should include detailed pricing for staffing roles and services.

Policies and Procedures:

• The selected Contractor(s) will also be responsible for developing and managing shelter policies and procedures including intake and discharge procedures.

Reporting:

• The Contractor(s) should have a system to capture all intake and discharge activity as well as incident reporting and grievance procedures.

Equipment:

• Contractor(s) shall supply their own computers, phones, printers, and other equipment required by staff at each site.

Location(s) and Capacity:

• Contractor(s) should be prepared to staff multiple locations throughout Vermont with different capacity requirements, pricing should reflect this.

As-Needed Services: These services are location dependent, not all locations will require these services, they are in anticipation of the state’s needs evolving over time as shelters are brought online. If vendors are able to provide these services, they should be priced accordingly in the Price Schedule.

Meal Services:

• Pricing for up to three meals plus two snacks per guest per day per site, including cleanup.

Laundry Services:

• Pricing to provide laundry services to all individuals per site as required by the state.

• If laundry is available onsite, provide laundry assistance (for example: coaching how to properly operate laundry equipment and facilitate timeslots that work for guests).

Site Selection Services:

• Pricing to establish lease(s) in buildings to host emergency shelter(s), including building maintenance, in Vermont.

Internet Access:

• Pricing to provide internet access for staff and guests.

• The Contractor(s) is responsible for providing internet access in all non-state-owned buildings, if applicable.

The purpose of this Request for Proposal (RFP) is to obtain competitive quotes from qualified entities who are interested in providing the State of Vermont Agency of Human Services (AHS) with qualified, comprehensive staffing and services to provide immediate, temporary congregate and/or semi-congregate emergency shelter to people experiencing homelessness, with rapid shelter or staffing ramp up and ramp down.

2.1. AHS desires to enter into contract(s) with a Contractor(s) who will provide qualified personnel with the knowledge and experience managing and/or operating temporary emergency shelters as described in Attachment A, Scope of Work (SOW).

2.2. In addition, insurance requirements and associated costs will be dependent on the service(s) Contractor(s) will provide.

2.3. Referrals to access new temporary overnight emergency shelters will be coordinated by AHS in partnership with the awarded Contractor(s) to quickly respond to changing conditions.

3. GENERAL REQUIREMENTS:

3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that Bidder wishes the State to consider must be submitted for consideration. If applicable, all equipment pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be honored. All equipment shall be delivered assembled, serviced, and ready for immediate use, unless otherwise requested by the State.

3.1.1. Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of materials and/or services required.

3.1.2. Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive bidding process with another state and/or cooperative are welcome to submit the pricing in response to this solicitation.

3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals and performance requirements outlined in this RFP. The State of Vermont reserves the right to obtain clarification or additional information necessary to properly evaluate a proposal.

Failure of bidder to respond to a request for additional information or clarification could result in rejection of that bidder's proposal. To secure a project that is deemed to be in the best interest of the State, the State reserves the right to accept or reject any and all bids, in whole or in part, with or without cause, and to waive technicalities in submissions. The State also reserves the right to make purchases outside of the awarded contracts where it is deemed in the best interest of the State.

3.2.1. Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a BAFO. The state reserves the right to request BAFOs from only those Bidders that meet the minimum qualification requirements and/or have not been eliminated from consideration during the evaluation process.

3.2.2. Presentation. An in-person or webinar presentation by the Bidder may be required by the State if it will help the State’s evaluation process. The State will factor information presented during presentations into the evaluation. Bidders will be responsible for all costs associated with providing the presentation.

3.3. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply with the following provisions and requirements.

3.3.1. Self Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the appropriate section in the attached Certificate of Compliance for purposes of self-reporting information relating to past violations, convictions, suspensions, and any other information related to past performance relative to coding and classification of workers. The State is requiring information on any violations that occurred in the previous 12 months.

3.3.2. Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby notified that upon award of contract, and prior to contract execution, the State shall be provided with a list of all proposed subcontractors and subcontractors’ subcontractors, together with the identity of those subcontractors’ workers compensation insurance providers, and additional required or requested information, as applicable, in accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54). This requirement does not apply to subcontractors providing supplies only and no labor to the overall contract or project. This list MUST be updated and provided to the State as additional subcontractors are hired. A sample form is available online at http://bgs.vermont.gov/purchasing-contracting/forms. The subcontractor reporting form is not required to be submitted with the bid response.

3.4. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE

PROCUREMENTS:

For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change Considerations in State Procurements Certification, which is included in the Certificate of Compliance for this RFP.

After consideration of all relevant factors, a bidder that demonstrates business practices that promote clean energy and address climate change as identified in the Certification, shall be given favorable consideration in the competitive bidding process. Such favorable consideration shall be consistent with and not supersede any preference given to resident bidders of the State and/or products raised or manufactured in the State, as explained in the Method of Award section. But such favorable consideration shall not be employed if prohibited by law or other relevant authority or agreement.

3.5. METHOD OF AWARD: Awards will be made in the best interest of the State. The State may award one or more contracts and reserves the right to make additional awards to other compliant bidders at any time if such award is deemed to be in the best interest of the State. All other considerations being equal, preference will be given first to resident bidders of the state and/or to products raised or manufactured in the state, and then to bidders who have practices that promote clean energy and address climate change, as identified in the applicable Certificate of Compliance.

3.5.1. Evaluation Criteria: Consideration shall be given to the Bidder’s project approach and methodology, qualifications and experience, ability to provide the services within the defined timeline, cost, and/or success in completing similar projects, as applicable, and to the extent specified below.

Criteria Total Possible Score

Experience: 40

• Prior experience

• Experience with managing congregate or semi-congregate shelter facilities, including managing personnel, guest admissions and exits

• Experience implementing best practices: trauma-informed care, incorporating perspectives of people with lived experience, low barrier shelter

• Experience providing culturally competent services

Organization 5

• Bidder’s organization size and structure in relation to the work

Qualifications 35

• Quality of staff - Qualification of key personnel to be assigned

• Bidders understanding of work - Quality of understanding of work

• Bidders understanding of work - Adequate access to staff to meet requirements

Costs 20

• Overall cost

3.6. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select one or more bidders with which to negotiate a contract, based on the evaluation findings and other criteria deemed relevant for ensuring that the decision made is in the best interest of the State. In the event State is not successful in negotiating a contract with a selected bidder, the State reserves the option of negotiating with another bidder, or to end the proposal process entirely.

3.7. COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in the preparation of a response to this RFP and shall be responsible for all expenses associated with any presentations or demonstrations associated with this request and/or any proposals made.

3.8. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State, including the Standard Contract Form and Attachments C, D, E, & F as attached to this RFP for reference. If IT Attachment D is included in this RFP, terms may be modified based upon the solution proposed by the Bidder, subject to approval by the Agency of Digital Services.

3.8.1. Business Registration. To be awarded a contract by the State of Vermont a bidder (except an individual doing business in his/her own name) must be registered with the Vermont Secretary of State’s office https://sos.vermont.gov/corporations/registration/ and must obtain a Contractor’s Business Account Number issued by the Vermont Department of Taxes http://tax.vermont.gov/ .

3.8.2. The contract will obligate the bidder to provide the services and/or products identified in its bid, at the prices listed.

3.8.3. Payment Terms. Percentage discounts may be offered for prompt payments of invoices;

however, such discounts must be in effect for a period of 30 days or more in order to be considered in making awards.

3.8.4. Retainage. In the discretion of the State, a contract resulting from this RFP may provide that the State withhold a percentage of the total amount payable for some or all deliverables, such retainage to be payable upon satisfactory completion and State acceptance in accordance with the terms and conditions of the contract.

3.8.5. Quality. If applicable, all products provided under a contract with the State will be new and unused, unless otherwise stated. Factory seconds or remanufactured products will not be accepted unless specifically requested by the purchasing agency. All products provided by the contractor must meet all federal, state, and local standards for quality and safety requirements. Products not meeting these standards will be deemed unacceptable and returned to the contractor for credit at no charge to the State.

3.9. LEGAL SERVICES: Not applicable

4. CONTENT AND FORMAT OF RESPONSES: The content and format requirements listed below are the minimum requirements for State evaluation. These requirements are not intended to limit the content of a Bidder’s proposal. Bidders may include additional information or offer alternative solutions for the State’s consideration. However, the State discourages overly lengthy and costly proposals, and Bidders are advised to include only such information in their response as may be relevant to the requirements of this solicitation.

4.1. Unsolicited Bidder-Confidential Information Prohibited. Bidders are hereby expressly directed not to include any confidential information in their proposal submissions, except as specifically permitted below, and so marked. By submitting a proposal in response to this RFP, bidders acknowledge and agree to abide by the terms and conditions outlined in this document, including the prohibition on submitting confidential information. This prohibition reduces the burden on the State while preventing bidder-confidential information from entering the public record.

4.1.1. Disclosure under Public Records Act. All information received by the State in response to this RFP will become part of the contract file and subject to Vermont public records law. Responses by any bidder may become available to the public once a contract has https://sos.vermont.gov/corporations/registration/ http://tax.vermont.gov/ been executed or otherwise following conclusion of this procurement process, in accordance with the State’s Public Records Act, 1 V.S.A. § 315 et seq., or the State may choose to publicly post them.

4.1.2. Unsolicited Confidential Materials. The State intends to redact or withhold only those confidential materials specifically requested below. All other materials, including those marked as confidential by bidders, are subject to disclosure if requested under the Public Records Act, or public posting.

4.1.3. State Not Responsible for Disclosure of Unmarked Bidder-Confidential Information. It is the sole responsibility of the bidder to ensure that, other than where specifically directed or permitted by this RFP and accordingly marked as described below, no information that should not be publicly disclosed is included in their proposal materials, including any 1) trade secrets or intellectual property, 2) proprietary financial or business information, 3) personal information, or 4) any other information that should not be disclosed to the public. For example, bidders should avoid including specific details of their proprietary technologies or methodologies that they consider confidential, and any references to previous client engagements should be presented in a manner that does not disclose the client's confidential information.

4.2. The bid should include a Cover Letter, Technical Response, and Price Schedule.

4.3. COVER LETTER:

4.3.1. Exceptions to Contract Terms and Conditions. The State will not consider exceptions to contract terms and conditions included with this RFP.

4.4. TECHNICAL RESPONSE. In response to this RFP, a Bidder shall:

4.4.1. Provide details concerning your form of business organization, company size and resources.

4.4.2. Describe your capabilities and particular experience relevant to the RFP requirements.

4.4.2.1. Identify all current or past State projects.

4.4.2.2. Identify your staffing plan for the project.

4.4.2.3. Share samples of operating policies and procedures.

4.4.2.4. Identify the care management platform to be used and examples of data reporting functionality.

4.4.3. Identify the names of all subcontractors you intend to use, the portions of the work the subcontractors will perform, and address the background and experience of the subcontractor(s), as per RFP section 4.3.2 above.

4.5. REFERENCES. Provide the names, addresses, and phone numbers of at least three companies with whom you have transacted similar business in the last 12 months. You must include contact names who can talk knowledgeably about performance.

4.6. REPORTING REQUIREMENTS: Provide a sample of any reporting documentation that may be applicable to the Detailed Requirements of this RFP.

4.7. PRICE SCHEDULE: Bidders shall submit their pricing information in the Price Schedule attached to the RFP.

4.8. CERTIFICATE OF COMPLIANCE: This form must be completed and submitted as part of the response for the proposal to be considered valid.

5. SUBMISSION INSTRUCTIONS:

5.1. CLOSING DATE: Bids must be received by the State by the due date specified on the front page of this RFP. Late bids will not be considered.

5.1.1. The State may, for cause, issue an addendum to change the date and/or time when bids are due. If a change is made, the State will inform all bidders by posting at the webpage indicated on the front page of this RFP.

5.1.2. There will not be a public bid opening. However, the State will record the name, city and state for any and all bids received by the due date.

5.2. STATE SECURITY PROCEDURES: Please be advised extra time will be needed when visiting and/or delivering information to State of Vermont offices. All individuals visiting State offices must present a valid government issued photo ID when entering the facility.

5.2.1. State office buildings may be locked or otherwise closed to the public. If this RFP permits hand delivery of bids, delivery instructions will be posted at the entrance to the State facility.

Any delay caused by State Security Procedures will be at the bidder’s own risk.

5.3. BID DELIVERY INSTRUCTIONS:

5.3.1. ELECTRONIC: Electronic bids will be accepted.

5.3.1.1. E-MAIL BIDS. Emailed bids will be accepted. Bids will be accepted via email submission to AHS.DCFContractsandGrantsRFP@vermont.gov. Bids must consist of a single email with a single, digitally searchable PDF attachment containing all components of the bid. Multiple emails and/or multiple attachments will not be accepted. There is an attachment size limit of 40 MB (40,960KB). It is the Bidder’s responsibility to compress the PDF file containing its bid if necessary in order to meet this size limitation. It is also the Bidder's responsibility to ensure that their own email system can send and receive messages up to this size.

6. BID SUBMISSION CHECKLIST:

Required Number of Copies (not applicable) Cover Letter

Technical Response Redacted Technical Response, if applicable References Price Schedule Signed Certificate of Compliance

7. ATTACHMENTS:

7.1. Certificate of Compliance

7.2. Price Schedule

7.3. Worker Classification Compliance Requirement; Subcontractor Reporting Form

7.4. Standard State Contract with its associated attachments, including but not limited to, Attachment C: Standard State Provisions for Contracts and Grants (October 1, 2024)

7.5. Attachment E - Business Associate Agreement (revision date 5/22/2020)

7.6. Attachment F – Agency of Human Services’ Customary Contract/Grant Provisions (revision date 6/19/2024)

RFP/PROJECT: Emergency Shelter Program

DATE: _________

CERTIFICATE OF COMPLIANCE

For a bid to be considered valid, this form must be completed in its entirety, executed by a duly authorized representative of the bidder, and submitted as part of the response to the proposal.

A. NON-COLLUSION: Bidder hereby certifies that the prices quoted have been arrived at without collusion and that no prior information concerning these prices has been received from or given to a competitive company. If there is sufficient evidence to warrant investigation of the bid/contract process by the Office of the Attorney General, bidder understands that this paragraph might be used as a basis for litigation.

B. CONTRACT TERMS: Bidder hereby acknowledges that is has read, understands and agrees to the terms of this RFP, including Attachment C: Standard State Contract Provisions, and any other contract attachments included with this RFP.

C. WORKER CLASSIFICATION COMPLIANCE REQUIREMENT: In accordance with Section 32 of

The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), the following provisions and requirements apply to Bidder when the amount of its bid exceeds $250,000.00.

Self-Reporting. Bidder hereby self-reports the following information relating to past violations, convictions, suspensions, and any other information related to past performance relative to coding and classification of workers, that occurred in the previous 12 months.

Summary of Detailed Information

Date of Notification Outcome

Subcontractor Reporting. Bidder hereby acknowledges and agrees that if it is a successful bidder, prior to execution of any contract resulting from this RFP, Bidder will provide to the State a list of all proposed subcontractors and subcontractors’ subcontractors, together with the identity of those subcontractors’ workers compensation insurance providers, and additional required or requested information, as applicable, in accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), and Bidder will provide any update of such list to the State as additional subcontractors are hired. Bidder further acknowledges and agrees that the failure to submit subcontractor reporting in accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54) will constitute non-compliance and may result in cancellation of contract and/or restriction from bidding on future state contracts.

DATE: ___________

D. Executive Order 05 – 16: Climate Change Considerations in State Procurements

Certification

Bidder certifies to the following (Bidder may attach any desired explanation or substantiation. Please also note that Bidder may be asked to provide documentation for any applicable claims):

1. Bidder owns, leases or utilizes, for business purposes, space that has received:

Energy Star® Certification LEED®, Green Globes®, or Living Buildings Challenge℠ Certification Other internationally recognized building certification:

2. Bidder has received incentives or rebates from an Energy Efficiency Utility or Energy

Efficiency Program in the last five years for energy efficient improvements made at bidder’s place of business. Please explain:

3. Please Check all that apply:

Bidder can claim on-site renewable power or anaerobic-digester power (“cow-power”). Or bidder consumes renewable electricity through voluntary purchase or offset, provided no such claimed power can be double-claimed by another party.

Bidder uses renewable biomass or bio-fuel for the purposes of thermal (heat) energy at its place of business.

Bidder’s heating system has modern, high-efficiency units (boilers, furnaces, stoves, etc.), having reduced emissions of particulate matter and other air pollutants.

Bidder tracks its energy consumption and harmful greenhouse gas emissions. What tool is used to do this? _____________________

Bidder promotes the use of plug-in electric vehicles by providing electric vehicle charging, electric fleet vehicles, preferred parking, designated parking, purchase or lease incentives, etc..

Bidder offers employees an option for a fossil fuel divestment retirement account.

Bidder offers products or services that reduce waste, conserve water, or promote energy efficiency and conservation. Please explain:

4. Please list any additional practices that promote clean energy and take action to address climate change:

DATE: ___________

E. Executive Order 02 – 22: Solidarity with the Ukrainian People

By checking this box, Bidder certifies that none of the goods, products, or materials offered in response to this solicitation are Russian-sourced goods or produced by Russian entities. If Bidder is unable to check the box, it shall indicate in the table below which of the applicable offerings are Russian-sourced goods and/or which are produced by Russian entities. An additional column is provided for any note or comment that you may have.

Provided Equipment or

Product

Note or Comment

F. Certification Regarding Use of Contract Funds for Lobbying - Applicable to contracts over $100,000.00 when federal monies are involved - this clause must be included in all subcontracts over $100,000.00.

1. The prospective contractor certifies, to the best of his or her knowledge and belief, under the penalties of perjury under the laws of the State of Vermont and the United States that on behalf of the person, firm, association, or corporation he or she represents, that:

a. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

b. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.

2. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31 U.S.C. 1352. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

3. The prospective contractor also agrees that they shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such recipients shall certify and disclose accordingly.

Bidder Name: Contact Name:

Address: Fax Number:

Telephone:

E-Mail:

By: Name:

Signature of Bidder (or Representative) (Type or Print)

END OF CERTIFICATE OF COMPLIANCE

PRICE SCHEDULE

A. Hourly Labor Rates:

Service Category/Title of Positions Hourly Rate

B. As Needed Services:

As-Needed Services Cost (example: Laundry services at a site for X many guests costs $Y per day/week/month)

Shelter supplies and equipment (beyond Contractor(s) equipment)

Beds, mattresses, bedding, pillows, and towels

Partitions, and/or other furnishings

Secure/locking storage spaces for personal belongings

Space and equipment for secure storage of medications, which may include access to a secure refrigerator.

Equipment to create and maintain a designated smoking area on-site, outside of the building

Make laundry available onsite for each location.

Basic cleaning supplies for guest use at every site for family rooms.

Custodial services for common use areas, common bathrooms (including paper goods, hand/dish soap, etc. stocking), and kitchen area(s) (including paper goods, hand/dish soap, etc. stocking) at least once a day, 7 days a week.

Provide masks and COVID-19 testing kits at each site

Up to three meals plus two snacks per guest per day per site, including cleanup.

Establish lease(s) for rental building(s) for shelter(s) in identified area(s).

Perform building maintenance for leased property including: mowing, plowing, shoveling, sand/salt, garbage, recycling, compost, pest control, internet service for public and Contractor(s) use, and custodial services for all common areas.

C. This contract can be extended up to one (1) additional 24-month period with mutual agreement between both parties at a rate not to exceed ___%

Name of Bidder:

Signature of Bidder:

Date:

SUBCONTRACTOR REPORTING FORM

This form must be completed in its entirety and submitted prior to contract execution and updated as necessary and provided to the State as additional subcontractors are hired.

The Department of Buildings and General Services in accordance with Act 54, Section 32 of the Acts of 2009 and for total project costs exceeding $250,000.00 requires bidders to comply with the following provisions and requirements.

Contractor is required to provide a list of subcontractors on the job along with lists of subcontractor’s subcontractors and by whom those subcontractors are insured for workers’ compensation purposes.

Include additional pages if necessary. This is not a requirement for subcontractor’s providing supplies only and no labor to the overall contract or project.

Subcontractor Insured By Subcontractor’s Sub Insured By

Date:

Name of Company: Contact Name:

Address: Title:

Phone Number:

E-mail: Fax Number:

By: Name:

Failure to adhere to Act 54, Section 32 of the Acts of 2009 and submit Subcontractor Reporting: Worker Classification Compliance Requirement will constitute non-compliance and may result in cancellation of contract and/or forfeiture of future bidding privileges until resolved.

Send Completed Form to: Office of Purchasing & Contracting 133 State Street, 5th Floor

Montpelier, VT 05633-8000

STANDARD CONTRACT FOR SERVICES

1. Parties. This is a contract for services between the State of Vermont, _____________ (hereinafter called “State”), and _____________, with a principal place of business in _____________, (hereinafter called “Contractor”). Contractor’s form of business organization is _____________. It is Contractor’s responsibility to contact the Vermont Department of Taxes to determine if, by law, Contractor is required to have a Vermont Department of Taxes Business Account Number.

2. Subject Matter. The subject matter of this contract is services generally on the subject of an Emergency Shelter Program. Detailed services to be provided by Contractor are described in Attachment A.

3. Maximum Amount. In consideration of the services to be performed by Contractor, the State agrees to pay Contractor, in accordance with the payment provisions specified in Attachment B, a sum not to exceed $________.00.

4. Contract Term. The period of Contractor’s performance shall begin on _____________, 20__ and end on _____________, 20__.

5. Prior Approvals. This Contract shall not be binding unless and until all requisite prior approvals have been obtained in accordance with current State law, bulletins, and interpretations.

6. Amendment. No changes, modifications, or amendments in the terms and conditions of this contract shall be effective unless reduced to writing, numbered and signed by the duly authorized representative of the State and Contractor.

7. Termination for Convenience. This contract may be terminated by the State at any time by giving written notice at least thirty (30) days in advance. In such event, Contractor shall be paid under the terms of this contract for all services provided to and accepted by the State prior to the effective date of termination.

8. Attachments. This contract consists of ___ pages including the following attachments which are incorporated herein:

Attachment A - Statement of Work Attachment B - Payment Provisions Attachment C - “Standard State Provisions for Contracts and Grants” a preprinted form (revision date 10/01/2024) Attachment D - Other Provisions for IT Professional Services (revision date 1/12/2024) Attachment E - Business Associate Agreement (revision date 5/22/2020) Attachment F – Agency of Human Services’ Customary Contract/Grant Provisions (revision date 6/19/2024)

9. Order of Precedence. Any ambiguity, conflict or inconsistency between the documents comprising this contract shall be resolved according to the following order of precedence:

(1) Standard Contract

(2) Attachment D

(3) Attachment C

(4) Attachment A

(5) Attachment B

(6) Attachment E

(7) Attachment F

WE THE UNDERSIGNED PARTIES AGREE TO BE BOUND BY THIS CONTRACT

By the State of Vermont: By the Contractor:

Date: Date:

Signature: Signature:

Name: Name:

Title: Title:

DRAFT ATTACHMENT A –STATEMENT OF WORK

PROGRAM BACKGROUND

The Vermont Department for Children and Families’ (DCF) mission is to foster the healthy development, safety, well-being, and self-sufficiency of Vermonters. The Department is structured around six (6) Divisions that deliver programs and services to Vermonters.

As part of its vision and mission work DCF provides safe, temporary locations for children and families who are without housing, cannot afford housing, and/or experienced a catastrophic situation resulting in a loss of housing.

With the closing of the pandemic hotel housing program, the State is operating emergency shelters and contracting with providers for services necessary to manage safe shelters for unhoused Vermonters.

A. Services to be Provided

The Contractor will provide necessary services to support the State in its operation of emergency shelters.

The Contractor shall:

1. Follow all written policies and procedures and all applicable state and federal laws;

2. Ensure all staff are trained in the following areas:

a. trauma responsive care,

b. harm reduction and overdose prevention,

c. Rescue Breathing and emergency protocols,

d. de-escalation and respectful communication training,

e. motivational Interviewing, and

f. confidentiality, records management, and any applicable record management system.

3) Provide site administration, shelter staffing, and case management services at each facility which shall, at a minimum, include:

a. Adequate staffing to support the needs of the shelter d. Staff trained and qualified to support the emergency shelter, including but not limited to, the following functions:

facility management; guest admission and intake; record keeping and reporting; food service of prepared meals (as applicable); and coordination/provision of screening and referrals to services;

b. a safe, welcoming, enriching environment for families experiencing homelessness; and

c. open communication between the State and community partners to allow seamless care delivery to ensure each family’s health and social health needs are met

4) Contractor provided staff are not state employees and are therefore not eligible for state benefits or HR policies/procedures (e.g. grievance procedures). Contractor shall direct staff work according to the applicable State operations, policies, and procedures;

5) Ensure all subcontracts are pre-approved by the State in writing, are in compliance with the terms of this contract, and assure that no authorized subcontractor submits invoices directly to State;

6) Coordinate public transportation to and from essential appointments and routine trips to stores and pharmacies for families who do not have adequate transportation, and provide backup transportation;

7) Document all entries, exits, resource requests, and safety incidents at the facility and provide routine reporting to the State, as agreed by parties and/or outlined in State policies, including but not limited to approved critical incident reporting protocols;

8) Report all building, maintenance, and equipment issues within the building and surrounding property to the State;

9) Provide computers, phones and any other office equipment, in good working order, as needed by Contractor’s staff;

10) Conduct staff interviews and ensure all shelter staff are properly vetted and trained by:

conducting background checks, including child and adult abuse registries checks, of all personnel supporting the project. The required level of check for personnel will be dependent on service provided;

11) Provide a written rapid mobilization or “ramp-up” plan and a plan for demobilization;

12) Participate in planning, activation and deployment so that services are able to begin on the date identified by the State;

13) Be responsible for all supply provisions and costs for travel expenses, including lodging and meals, for participating staff; and

14) Be prepared to continue to provide services until demobilized by the State or reassigned to another shelter location. When closing, support closing efforts as directed and approved by the State.

B. Shelter and Guest Management:

The Contractor shall:

1) Follow all policies, procedures, and operations of the facility, and provide written policies to the guests as directed;

2) Coordinate communication, outreach, and transportation with relevant partners, including other emergency shelters;

3) Maintain records for all guests and bed utilization;

4) Maintain adequate pest control prevention and response protocols;

5) Ensure adequate staff available seven (7) days per week;

6) Coordinate services with the onsite State providers;

7) Provide first aid supplies to guests;

8) Provide language access: offer language assistance, in writing and verbally, to all individuals who have limited English proficiency and/or other communication needs, at no cost to the guest;

9) Ensure shelter is provided in a manner that follows federal and state anti-discrimination laws, including Vermont’s Fair Housing and Public Accommodations Act, as well as the federal Americans with Disabilities Act (ADA) requirements, including reasonable accommodations to persons with disabilities;

10) Support safety and security of the shelter facility, and the surrounding areas for Shelter

Guests and staff;

11) Maintain confidentiality of all shelter guests per State privacy rule(s), which only allow disclosing names of guests with prior guest authorization;

12) Submit incident reports to the State on an agreed upon schedule; and

13) With preapproval of the State, provide access to basic essential items on a limited basis (e.g., coffee, snacks, hygiene and personal care products, diapers).

C. Site Maintenance and Janitorial Services

The contractor shall:

1. Maintain onsite cleaning protocols for rooms;

2. Timely report any site maintenance issues or concerns to the State; and

3. Through the intake process ensure all guest vehicles parked onsite are operable and carry insurance with an up-to-date inspection and registration.

D. Infection Control, Hygiene and Sanitation Services

The Contractor shall:

1. Provide laundry assistance (for example: coaching how to properly operate laundry equipment and facilitate timeslots that work for the families) when laundry is available onsite; and

2. Implement infection prevention and mitigation policies and best practices, as needed. and request any necessary supplies from the State (e.g. masks, COVID test kits, etc.)

E. Supplies and Maintenance:

1. The State shall equip the shelter with the following supplies and equipment:

• TBD per location, may include

F. As-Needed Services: These services are location dependent and may not be needed at all sites:.

site for X many guests costs $Y per day/week/month) goods, hand/dish soap, etc. stocking), and kitchen area(s) (including paper goods, hand/dish soap, etc. stocking) at least once a day, 7 days a week.

shoveling, sand/salt, garbage, recycling, compost, pest control, internet service for

ATTACHMENT B – PAYMENT PROVISIONS

The maximum dollar amount payable under this contract is not intended as any form of a guaranteed amount. The Contractor will be paid for products or services actually delivered or performed, as specified in Attachment A, up to the maximum allowable amount specified on page 1 of this contract.

1. Prior to commencement of work and release of any payments, Contractor shall submit to the State:

a. a certificate of insurance consistent with the requirements set forth in Attachment C, Section 8 (Insurance), and with any additional requirements for insurance as may be set forth elsewhere in this contract; and

b. a current IRS Form W-9 (signed within the last six months).

2. Payment terms are Net 30 days from the date the State receives an error-free invoice with all necessary and complete supporting documentation.

3. Contractor shall submit detailed invoices itemizing all work performed during the invoice period, including the dates of service, rates of pay, hours of work performed, and any other information and/or documentation appropriate and sufficient to substantiate the amount invoiced for payment by the State. All invoices must include the Contract # for this contract.

4. Contractor shall submit invoices to the State in accordance with the schedule set forth in this Attachment B. Unless a more particular schedule is provided herein, invoices shall be submitted not more frequently than monthly.

5. Invoices shall be submitted to the State at the following address:

AHS.DCFBOGrantsContracts@vermont.gov

6. The payment schedule for delivered products, or rates for services performed, and any additional reimbursements, are as follows:

A. Staffing Rate Card:

B. As-Needed Services:

site for X many guests costs $Y per day/week/month) goods, hand/dish soap, etc. stocking), and kitchen area(s) (including paper goods, hand/dish soap, etc. stocking) at least once a day, 7 days a week.

shoveling, sand/salt, garbage, recycling, compost, pest control, internet service for

C. Additional Direct Costs:

D. Mobilization/Demobilization:

ATTACHMENT C: STANDARD STATE PROVISIONS

FOR CONTRACTS AND GRANTS

REVISED OCTOBER 1, 2024

“Attachment C: Standard State Provisions for Contracts and Grants” (revision version dated October 1, 2024) constitutes part of this Agreement and is hereby incorporated by reference as if fully set forth herein and shall apply to the Contractor and to the purchase of all goods and/or services by the State under this Agreement. A copy of this document is available online at:

https://bgs.vermont.gov/purchasing-contracting/forms.

https://bgs.vermont.gov/purchasing-contracting/forms

ATTACHMENT D

INFORMATION TECHNOLOGY PROFESSIONAL SERVICES

TERMS AND CONDITIONS (rev. 01/12/2024)

1. INSURANCE COVERAGES

In addition to the insurance required in Attachment C to this Contract, as soon as possible after commencing work on this Contract and throughout the term of this Contract, Contractor agrees to procure and maintain:

Abuse and Molestation Coverage of $1,000,000.00 per claim, and $1,000,000.00 aggregate.

Contractor must provide certificates of insurance to show that the foregoing minimum coverages are in effect.

2. OWNERSHIP AND LICENSE IN DELIVERABLES

2.1 Contractor Intellectual Property. Contractor shall retain all right, title and interest in and to any work, ideas, inventions, discoveries, tools, methodology, computer programs, processes and improvements and any other intellectual property, tangible or intangible, that has been created by Contractor prior to entering into this…