SpecificationCity_of_Newark_Emergency_Housing_Program_(002).pdf

City of Newark

Office of the Mayor

Homeless Division

City of Newark Emergency Housing Program

Individuals and Families

Request for Proposals (RFP)

THEPATH HOME

In recognition that homelessness is a crisis, the City of Newark's Strategic Plan on Homelessness provides achievable recommendations to end chronic homelessness. Importantly, the outcomes are measurable, in order to monitor progress. During the pandemic, the crisis of homelessness became more apparent. The

City and its providers rose to the challenges presented to serve those most in need. New opportunities became available along with new funding streams. The homeless services delivery system was faced with unprecedented challenges, and they responded. Successful approaches were tried, and lessons were shared on what worked. This plan builds off the momentum built during the pandemic that cut through barriers to deliver services under difficult circumstances and seeks to address the most pressing challenges going forward.

Through a comprehensive planning process, the City developed a vision: Newark will strive to end chronic homelessness for all individuals over the next three years through collaboration, prevention, and housing and when it cannot be prevented it will be a rare, brief and a nonrecurring experience. The homelessness landscape is constantly shifting, and Newark needs a plan that can adapt. The homelessness strategic plan lays the foundation to address chronic homelessness by developing a more proactive service system that prevents housing loss when possible, quickly shelters and stabilizes those in need, and promptly facilitates connection back to permanent housing with any necessary supportive services.

A key part of the plan's implementation will be the consistent review of data and outcomes. Newark will leverage new data resources and community partnerships to see what is working and make adjustments as needed. We are committed to taking action to address homelessness over the next three years and community feedback will continue to be a critical component of the plan's implementation. In order to address the complex needs of this population we are seeking to partner with emergency shelters that are aligned with the key strategies of this plan.

KEY STRATEGIES

As outlined in our plan and as demonstrated over the past year, the City is seeking to identify high-quality Emergency Housing Services that will improve access for the unsheltered and transform the culture in shelters to better support residents in their transition to housing stability through the following key strategies:

1. Improve shelter conditions and experience by setting clear expectations and policies, including consistent and accessible grievance policies and protocols, and expectations for length of stay.

2. Implement staff-wide training on de-escalation techniques and other best practices like motivational interviewing to improve engagement and support for shelter residents

3. Integrate employment and income resources to support transition to housing.

4. Implement a housing-focused model with trained housing navigators to help clients find housing and move out of shelter and track and monitor outcomes such as reducing the average length of stay, improving exits to permanent housing, and decreasing recidivism.

5. Create partnerships to provide connections to behavioral health services onsite or via telehealth.

6. Integrate CoC’s Coordinated Entry program to improve access to housing options for residents.

7. Provide private room options for the hardest to house residents.

PURPOSE

The Mayor’s Office of Homeless Services (OHS) is seeking multiple qualified vendors to operate emergency housing sites for Newark residents. The contract amount will be for a twelve (12) month period with one-year options to renew upon Municipal Council approval. These sites must be managed by licensed, qualified, non-profit organizations in sites that may be owned by for profit organizations or private businesses, including hotels and motels. These sites will provide temporary housing accommodations and supportive services to homeless Newark residents until they secure stable housing.

EXPERIENCE

● The contractor must have tax-exempt not-for-profit status under 501(c)(3) of the internal revenue code.

● The contractor and/or sub-contractors, if any, would have at least three (3) years of successful demonstrated experience, within the last six (6) years, in providing social services to vulnerable populations and homeless residents, must provide list of subcontractors at the time of proposal submission, also low-barrier homeless residences and/or low-income housing programs.

● The contractor must have a license to operate temporary sheltering services in New Jersey.

● The contractor and/or subcontractors, if any, would have the organizational capability to manage the administrative, social service, and financial components of this program.

● If applicable, a current license to operate hotel, motel issued by the Department of

Community Affairs, Division of Codes and Standards

● The contractor must have applicable certificates from local and state authorities, including but not limited to Occupancy, Sanitary, Fire Code, Sprinklers, and Pest Control.

PROGRAM INTAKE

Public Assistance

● This City of Newark is the payer of last resort, therefore, the contractor must ensure that residents apply for all benefits that they may be eligible for, including Division of Family

Assistance and Benefits (DFAB), Social Services for the Homeless (SSH), Ryan White or HOPWA

Housing Services, and other benefits that assist in securing emergency housing.

● The contractor must provide OHS with documentation that residents applied to these programs within three (3) business dates from intake.

Intake/Orientation

● The contractor would only accept residents referred to the respective residence by OHS or partnering organizations; all OHS-referred residents will be accepted into the program on a twenty-four (24) hour, seven (7) day a week basis.

● The contractor will accept referrals during a Code Blue or Red declaration as defined by the City of Newark and County of Essex.

● The contractor would conduct a basic needs interview for incoming residents at entry and an extensive housing and service plan completed in seven (7) calendar days by the designated Case

Manager and Housing Navigator.

● The contractor would orient new residents to the facility, which includes, but is not limited to, explaining program expectations, providing new residents with a list of rights and responsibilities, OHS’ grievance complaint procedure, housekeeping items, and assigning them to their placement.

● The contractor would provide each client with a thorough explanation of the OHS RIghts and

Code of Conduct statement. The signing of the statement would initiate the resident’s understanding of this process.

RESIDENTIAL SERVICES

Health Services

● The contractor would establish a relationship via a medical linkage agreement with a fully accredited medical institution or clinic for referral and care coordination of residents and emergency treatment. Whenever possible, a clinic that has experience in serving homeless individuals should be selected.

● The contractor would develop infection control protocol with approval of the Newark

Department of Health Community Wellness to ensure that communicable diseases are promptly identified; the medical provider is contacted immediately, or the resident sent to the hospital, and that those affected are isolated, if appropriate.

● The contractor would ensure that at least one (1) staff person with first aid and CPR and Opioid

Overdose Prevention Response training would be on duty at all times.

● The contractor would provide access to sharps disposal containers for residents who use needles to inject medications.

● The contractor would provide access to a lockable refrigerator in a secure area for residents who may be on medications that require refrigeration.

● The contractor would refer to psychiatric outpatient services and substance use services, including medication-assisted treatment for opiate dependence, syringe exchange programs, detoxification services, residential rehabilitation, and smoking cessation counseling and tools.

● The contractor would develop and implement an appropriate and effective plan for emergency response, and for transferring clients to hospitals or clinics for treatment when necessary.

Food Services

● Consistent with N.J.A.C. 5:15-3.4 Client Services: facilities with children, Class III and shelters for all-day adult and individual sheltering Class I must provide access to three meals a day.

● Consistent with N.J.A.C. 5:15-3.4 (c) every Class III emergency shelter providing food shall have a space for dining and leisure activity.

● The contractor is responsible for obtaining any necessary Food Service Handling or

Establishment permits.

● The contractor may choose to partner with Community Food Bank of NJ (CFBNJ) providers, sub-contract with experienced food service vendors or, in locations with appropriate commercial kitchens, the contractor may propose preparing food on site.

● A kitchen or food preparation area must be well it, ventilated with adequate equipment and include a refrigerator and stove in good working order.

SUPPORTIVE SERVICES

Case Management

The contractor must designate Case Managers in their emergency housing site to provide the following supports or activities:

● Engage residents in educational and/or vocational training, mental health and substance use services, and other services.

● Leverage resources from the local community in order to support clients and their ability to live independently and attain stable and/or increased earnings.

● Counseling clients when confronting issues adversely affecting their lives (e.g., mental illness, addiction, abuse, loss).

● Establishing and maintaining working relationships with public agencies concerning public benefits, employment services, and other supportive services.

● In partnership with Housing Navigators, Case Managers would connect clients to opportunities in the community based on their needs and promote stable employment earnings and public assistance, where needed, to sustain permanent housing.

● Utilize HMIS to regularly conduct intakes, needs assessments, create and monitor service plans, and record case notes. Prepare service engagement reports.

Housing Navigation

The contractor must designate (1) Housing Navigator for every thirty-five (35) residents in their emergency housing site to support residents in their transition into housing and meet housing placement targets set by the OHS. The Housing Navigator will perform the following functions:

● Develop a housing stability plan in partnership with Case Managers that connect the client to stable housing.

● Ensure that each resident is obtaining and completing appropriate housing applications, including local, county, and state affordable housing programs and following up on housing appointments.

● Provide appropriate forms to document housing search efforts, and verify all housing rejections, including the reason for rejections.

● Prepare clients for housing and program interviews and accompany clients on housing searches, when appropriate.

● Maintaining relationships with landlords/brokers, housing partners, and other housing-related community organizations.

● Securing a pool of available apartments of all sizes and rent levels to be offered to residents.

● Assist residents throughout the entire housing process, including submitting an application, meeting prospective landlords and programs, lease signing, and moving activities.

● Meeting regularly with assigned residents about their housing plans.

● Preparing housing status and placement reports.

Shelter Monitoring

● The contractor will station residential monitors twenty-four (24) hours a day, seven (7) days a week on all floors, common areas, and facilities to support the needs of residents and ensure a safe and secure facility.

● The responsibilities of monitors include but are not limited to program admissions, meal and service support, safety inspections, communication logs, emergency response, and conflict de-escalation.

STAFFING PLAN

● The contractor would employ adequate staffing to ensure operational success; this must include a Shelter Director or Manager and other required staff.

● The contractor must ensure an appropriate staff ratio for key positions, including security, case managers, housing navigators, and other critical staff.

● The contractor must hire supervising staff with a minimum of 1 year of experience supervising a homeless shelter facility (N.J.A.C. 5:15-1.1 et seq), a minimum of a Bachelor’s degree from an accredited College or an Associate’s degree plus two years of relevant experience for case managers, and GED or a High School Diploma for all other staff.

● The contractor’s proposed staff would have the appropriate qualifications to effectively provide the requisite services to meet the needs of the target population (ex.

De-escalation and crisis intervention experience) and have opportunities for ongoing professional development and training.

● Appropriate staff would have a level of computer literacy that allows them to perform case management and operational functions in HMIS.

● The contractor would employ mechanisms for providing ongoing and consistent staff supervision, ensuring adequate staff coverage (provide staffing schedule including back-up staff, and justifications for each position), procedures for evaluating staff performance and protocols for employee discipline and termination.

● The contractor would hire staff that are culturally sensitive and able to communicate in the languages of the clients being served including language line and certified sign language interpretation services.

● The contractor would have the capacity to maintain staffing levels within established guidelines.

● The contractor may not hire shelter residents as case managers or other shelter staff.

SECURITY, FACILITIES, AND BUILDING MANAGEMENT

Security and Emergencies

● The contractor would create a security plan that is approved by the Newark Police Department and follows New Jersey Department of Community Affairs regulations.

● The proposed security plan would delineate how the contractor will provide security services, twenty-four (24) hours a day, seven (7) days a week, including but not limited to the number of security staff to be provided per shift, location and number of cameras, equipment (e.g., metal detectors, wands) and procedures for accessing the facility (e.g., bag inspections at entry points).

● The contractor must provide the Office of Homeless Services with updated security plans outlining shelter security measures, personnel and qualifications, client safeguard measures, and incident reporting procedures at time of proposal.

● The contractor must provide the Office of Homeless Services with updated emergency evacuation plans at time of proposal and annually if awarded contract for services.

● The contractor must outline a plan to respond to emergencies in coordination with Police, EMS, Crisis Services, and other emergency services.

● The contractor must have staff trained in CPR, preferably in the use of defibrillators, first aid, and the use of Naloxone, as an emergency measure.

● The contractor is expected to provide incident report(s) to the Office of Homeless Services within twenty-four (24) hours of incidents.

Facility and Maintenance

● The contractor would implement a Property Management Plan as approved by OHS.

● The contract must ensure regular maintenance of the facility, which includes but not limited to building and grounds, equipment and furnishings, walls, floors, ceilings, electrical, plumbing, ventilation systems, fire code and sprinkler systems, pest control, and sanitation.

● The contractor would perform regular maintenance of sleeping areas and respond to client maintenance requests in a timely manner.

● The contractor would handle emergency repairs and provide preventive maintenance on a schedule approved by OHS.

● The contractor would hire qualified duly licensed individuals to perform specialized maintenance work wherein the trade or legal requirements mandate licensing or certification to do such work.

● The contractor must maintain adequate supplies and equipment for housekeeping activities.

● The contractor must ensure that security equipment is in operable condition with regular maintenance.

● The contractor must provide immediate notification within twenty-four (24) hours to the City of

Newark Office of Homeless Services of any facility, maintenance, and/or safety issues.

● The contractor must abate deficiencies noted by the Office of Homeless Services or other local and state agencies. Repairs or abatement must be completed by a licensed contractor.

● The City of Newark reserves the option, at any time, to transfer existing residents and/or discontinue placements until all issues have been abated and City and State inspections have been completed.

Equipment Furnishings and Supplies

● The contractor must provide equipment and furnishings, which support the daily activities of the clients when they are staying in the shelter.

○ Each resident, adult or child shall be supplied with:

■ A bed or cribs for infants, which is solidly constructed, in good repair with a clean mattress.

■ Bed bug proof encasements for each mattress.

■ Clean sheets, pillowcase and at least one (1) blanket.

■ Towel, soap, and toilet tissue.

■ Toothbrush and toothpaste.

Shelter Operations

Program Expectations

○ Contractors must have clear expectations for residents and consequences for residents that do not meet them. These expectations must be posted in a central location and a copy given to each resident upon admission to the shelter. A copy of the program expectations must be included with the proposal. These program expectations should center on keeping guests, staff, and visitors safe; and around the work to support people in obtaining permanent housing.

○ These expectations should contribute to a low-barrier environment and should not impede guests’ ability to access shelter and obtain permanent housing. They must include, but are not limited to:

Resident responsibilities for themselves, their actions, and their housing plan.

Attending resident meetings.

Abstaining from behavior that is disruptive and unacceptable to others.

Examples include: verbal, physical, or sexual harassment, threats and/or violent behavior, nudity, possessing weapons, drug dealing, etc.

Keeping their room, bed and common areas clean.

Prohibit smoking inside and allowable only in designated areas.

No firearms or other Weapons allowed in the facility.

Possession, use, or distribution of alcohol or illegal drugs is not allowed within the shelter.

● Operations Manual

○ Contractors must have a manual that is primarily focused on guiding and supporting the operations of emergency shelters. This manual must be submitted along with your proposal and must include, but not limited to:

● Facility Guidelines ● Intake Procedures

● Residential and supportive services

● Confidentiality and personal records

● Visitation Protocol

● Grievance Process

● Discharge Policy

● Sleeping Accommodations

○ Temporary accommodations for adults, with or without children, which are safe, clean, in good repair, maintained on a daily basis, free of pests, and poisonous substances.

○ Sleeping areas for men, women, and adults with children must be separated by floor or building.

○ A common room or dormitory for adults without children must have at least two feet between the beds and aisles.

○ Separate rooms for adults with children. The adult client must be able to secure the door from the inside and the keys shall be available to the supervisory staff at all times.

○ The following bath and toilet facilities are required:

○ Facilities that are easily accessible, in good working condition, with hot and cold water. The hot water must be maintained at a temperature of 120 degrees

Fahrenheit.

○ A minimum of one (1) tub or shower, one (1) sink and one (1) toilet for every twenty (20) individual clients.

○ Separate facilities for male and female adults without children.

○ Private and/or separate toilet facilities for adults with children.

Adequate equipment for bathing infants and young children.

● Site Visits

○ The Office of Homeless Services shall have access to conduct shelter site inspections and visits prior to contract award.

○ The Office of Homeless Services shall have access to conduct scheduled or unscheduled site visits to the shelter at any time and will set the frequency of scheduled site visits.

○ The contractor must notify the Office of Homeless Services within 24 hours, in writing of

DCA or other agency inspection deficiency list found during inspections and must be advised of the timeframe in which deficiencies must be abated. DATA MONITORING AND REPORTING

The contractor must use the Homeless Management Information System (HMIS) to collect, monitor and report information on residents, services, and outcomes. In addition to monthly invoice and weekly census reports, the following are reports that will be required on a monthly basis:

● Housing Progress and Outcome report that will be produced by Housing Navigators and will report on Housing Plan statuses, progress, and outcomes.

● Service Engagement reports that will be produced by Case Managers and will report on referrals made, services received, and outcomes.

● The Office of Homeless Services reserves the right to modify both the method of data collection as well as data elements collected.

PROPOSAL CONTENT AND SUBMISSION

Contract Execution

The Office of Homeless Services will enter into a contract with successful respondents subject to the approval of the City of Newark Municipal Council. Upon selection, a successful respondent will be invited to execute a contract. The contents of the selected proposal, together with the RFP, will be incorporated into and made part of the final contract. All successful respondents are expected to comply with the contractual obligations and are subject to monitoring and inspection by the Office of Homeless Services, DCA and/or state and other City of Newark departments. The respondent may not assign this contract or subcontract to another party for sheltering services.

Proposal Content Outline

All potential respondents must submit one (1) proposal package in the form of a narrative and required documents stipulated throughout the RFP and below. In the electronic procurement portal.

1. Proposal Narrative

2. Proposal Budget Summary

3. Facility

a. Floor plan

b. Bed/Room Inventory and Capacity

c. Current Certificates

4. Property Management Plan

5. Organizational chart

6. Key Staff Resumes

7. One (1) support letter from the Essex County CEAS/CoC

8. Three (3) support letters from community organizations

9. Linkage agreement(s) from medical organizations providing services that support the achievement of program participants’ service plan goals.

10. Linkage agreement from organizations providing services that support the achievement of program participants service plan goals.

11. Other Required Documents:

● Evidence of Insurance:

○ Comprehensive General Liability Comprehensive General Automobile Liability and Property Damage.

○ Workmen's Compensation and Employer's Liability Insurance Professional

Liability Insurance.

● Statement of Political Contributions.

● Certification of paid or Outstanding Municipal Taxes, Water and/or Sewer

Obligation.

● State of New Jersey Business Registration Certificate (for profits only).

● Shelter License/Certificate from the NJ Department of Community Affairs, Division of

Codes and Standards.

● Per Diem Rate Approval Letter issued by the NJ Department of Human Services, Division of Family Development or affirmative states in writing that Respondent does not do business with the NJ Department of Human Services and therefore does not have an approved Per Diem Rate Letter.

● Current financial records showing sources of revenue other than City of Newark

● Non-profit 501 (c) 3 certification, if applicable

Proposal Evaluation Procedure and Criteria

It is intended that this RFP describe the requirements and response format in sufficient detail to secure comparable proposals. Respondents shall submit proposals that are complete, thorough and accurate. A

Respondent's failure to comply with all provisions of the RFP may disqualify the respondent's response.

All proposals will be evaluated by the City and/or its consultants or representatives. The City may conduct oral interviews with finalists to clarify information provided in the proposals. The City will make its final selection based upon such factors as deemed by the City to be in its best interests, in accordance with the criteria set forth in this RFP. The award shall be made to the most responsive and responsible respondent meeting the specifications set forth in the RFP, price and other factors considered.

No proposal information or results will be provided via telephone. Conditional proposals will not be accepted. Proposals received after the proposal due date will not be considered.

The City reserves the right to accept or reject, in whole or in part, any or all responses to the RFP. The

City will reject the response of any respondent that is determined not to be responsible and consistent with applicable law, or that is deemed non-responsive. The City reserves the right to waive minor variances or irregularities in responses to this RFP if the City deems such a limited waiver to be in the best interests of the City. Any such waiver will not modify any other RFP requirements nor excuse any respondent from full compliance with the RFP specifications and other legal requirements.

The scoring criteria and basis considered in the evaluation of each proposal are listed below. Proposals will be evaluated and scored based on the following criteria, which will be accorded the relative weight indicated and used to select the respondent most advantageous to the City.

Scoring Criteria

0 - 20 Points Experience and Qualifications

Respondent has strong capabilities, experience, expertise, and financial stability with a proven track record and favorable reputation for implementing and delivering shelter services.

0 - 20 Points Strategic Alignment

Proposal is aligned with Mayor Baraka’s seven (7) key strategies to improve access for the unsheltered and transform the culture in shelters to better support residents in their transition to housing stability.

0 - 20 Points Program Cost Cost of shelter services are comparable to similarly scored proposals and are clearly outlined with prices, charges, and fees explained.

0 - 15 Points

Residential and Supportive Services

Proposal provided assurance that the respondent has the capabilities, experience, and expertise to deliver the residential and supportive services outlined in the RFP.

0 - 15 Points

Security, Facilities, and Building

Management

Proposal provided assurance that the respondent has the capabilities, experience, and expertise to manage a shelter facility as outlined in the RFP.

0 - 10 Points Collaboration Respondents will partner with one (1) or more organization on this RFP to manage the property or provide residential or supportive services.

100 Points

Scoring Basis

Non-responsive Poor Satisfactory Good

Does not meet the criteria

Marginally meets in criteria

Meets most of the criteria

Meets all stated criteria