HomeMy WebLinkAboutRFQ Behavioral Health-Homeless Resource Center-Details
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THE CITY OF RENTON
COMMUNITY SERVICES DEPARTMENT
HUMAN SERVICES DIVISION
REQUEST FOR QUALIFICATIONS (RFQ)
RFQ NO. (HB1590PROVIDENCE)
NOTE: If you download this RFQ from the City of Renton’s website, you are responsible for sending your
name, address, e-mail address, and telephone number to the RFQ Coordinator in order for your
organization to receive any RFQ amendments or bidder questions/agency answers.
PROJECT TITLE: BEHAVIORAL HEALTH / HOMELESS RESOURCE CENTER
PROPOSAL DUE: September 1, 2021 at 4:00 PM, Pacific Time, Renton, WA
ESTIMATED TIME PERIOD FOR CONTRACT: The period of performance of any contract resulting from
this RFQ is tentatively scheduled to begin on or about MARCH 2022 and end MARCH 2024.
Amendments extending the period of performance, if any, shall be at the sole discretion of the City of
Renton.
The City of Renton reserves the right to extend the contract for two one-year periods.
This timeline is based on the budget being enacted for this program by 1/1/2022. If there is a delay, the
estimated start date would be adjusted accordingly. (Note: Payments will be on a reimbursement basis)
CONSULTANT ELIGIBILITY: This procurement is open to those consultants that satisfy the minimum
qualifications stated herein, have, or will obtain a Renton business license and provide appropriate
insurance.
CONTENTS OF THE REQUEST FOR QUALIFICATIONS:
1. Introduction
2. General Information for Consultants
3. Proposal Contents
4. Evaluation, Weighing and Scoring
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TABLE OF CONTENTS
1. Introduction .........................................................................................................................3
1.1 Purpose and Background ...........................................................................................................3
1.2 Objective and Scope of Work ....................................................................................................3
1.3 Minimum Qualifications ............................................................................................................4
1.4 Funding ......................................................................................................................................4
2. General Information for Consultants ....................................................................................4
2.1 RFP Coordinator ........................................................................................................................4
2.2 Statement of Qualifications (SOQ) ............................................................................................5
2.3 Cost of Proposals .......................................................................................................................5
3. Proposal Content.……………………………………….........................................................................6
3.1 Electronic Proposals ..................................................................................................................6
3.2 Letter of Submittal ……………………………………………………………………………………………………………….6
3.3 Technical Proposal (Scored) …………………………………………………………………………………………….……7
3.4 Management Proposal ……………………………………………………………………………………………………......7
A - Project Management ……………………………………………………….…………………..............................7
4. Evaluation, Weighting and Scoring........................................................................................9
Selection Process………………….………………………………………………………………………………………………….9
Contract Negotiation ………………………………………………………………………………………………………………9
Submittal ………………………………….…………………………………………………………………………………………….10
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1. INTRODUCTION
1.1. PURPOSE AND BACKGROUND
The City of Renton, (City) Washington, is soliciting statements of qualifications from professional social
service providers and behavioral health practitioners hereafter called “CONSULTANTS,” with expertise in
operation, delivery, and evaluation of behavioral health treatment programs and services for vulnerable
populations.
The City seeks consultants with experience in the design, implementation and management of programs
and services that have a proven track record of working with unsheltered residents, providing mental
health services, and navigating both short and long-term housing options that contribute to inadequate
housing for residents. The intent for this work is to contribute to a targeted, systemic approach that
provides continuity and services for residents in need of a behavioral health evaluation and treatment
and may be experiencing or on the verge of homelessness.
The facility/building will be configured to include a shower unit, washing stations, and overnight shelter
when needed (i.e., Cold Weather Shelter with Max capacity 15-25), 3-4 office spaces for staff including
mental health evaluators, a community outreach/data retrieval specialist, and peer navigators.
Interested agencies must submit Statements of Qualifications (SOQ) as outlined below. The expected
start date of this program is April 2022 with daily operations Monday thru Friday, 9a.m. to 5p.m. or a
creative modified weekly schedule that reduce cost.
The City may amend or withdraw this Request for Qualifications (RFQ) at any time, regardless of how
much time and effort agencies have spent on their responses. All submittals are deemed public records
and subject to review by the public as provided in RCW 42.56.070. Disadvantaged, minority, and
women-owned firms are encouraged to respond. Chapter 39.26 RCW.
THE CITY OF RENTON intends to award one contract to provide the services described in this RFQ.
1.2. OBJECTIVES AND SCOPE OF WORK
The selected consultant(s) will provide:
1. Overall Management of the facility, services and programs including operation of the Showers
/Personal Hygiene Station (utilities paid by the contracted service provider).
2. Management of community outreach services and professional mental health evaluations and
counseling to individuals experiencing and/or near homelessness in Renton, including possible
US Mail In-post address location for unsheltered residents.
3. Housing navigation, community outreach & engagement, job training resources and other basic
needs that support a transition to permanent housing and stability.
4. Management of the Emergency Cold Weather Shelter, which the City of Renton will activate
only when necessary, (6-8 nights on average per year, not to exceed 15 nights).
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5. Data collection to support positive outcomes with housing stability, for example, how many
clients are being moved to short term shelter or more permanent housing.
6. A crisis team that is diverse in age, ethnicity, religion, and gender; a team that knows how to
deal with various types of addictions to substances such as Meth, Heroin, and Alcohol.
The selected consultant(s) understands that there is a staffing crisis among mental health professionals
and has demonstrated in their proposal how they plan on overcoming this crisis and retaining mental
health professionals to support this work. It is understood that safety/security of staff and grounds
must be at the forefront when discussing mental health clients and evaluations, to that point security
staff personnel will need to be included in your application proposal.
1.3 MINIMUM QUALIFICATIONS
Minimum qualifications include:
• Licensed to do business with the City of Renton or submit a statement of commitment that it
will become licensed in Washington within thirty (30) calendar days of being selected as the
Apparently Successful Contractor.
• Experience in managing and/or operating programs that serve behavioral health clients and
homeless residents.
• Demonstrated expertise in understanding payment methods and operational guidelines specific
to Behavioral Health / Medical system and collaborating with regional homeless service
providers.
• Experience collecting data and writing reports for the City of Renton.
1.4 FUNDING
THE CITY OF RENTON has budgeted annually, for the next four years an amount not to exceed $750,000
for this project. Proposals in excess of this amount will be considered non-responsive and will not be
evaluated. This project is financed through HB 1590 TAX Funds that the City of Renton will collect
annually. 1590 Tax Funds – collected annually under this section (up to 40%) must be used for the
operation, delivery, or evaluation of mental and behavioral health treatment programs and services or
housing-related services.
Payment Requirements: Consultants should be aware that the City will only pay reimbursable
expenses to the firm upon receipt of an itemized invoice for the reimbursable expenses. No advance
payments will be made, the contracted agency must have the capacity to meet all project expenses
in advance of payments by the City.
Any contract awarded as a result of this procurement is contingent upon the availability of funding.
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2. GENERAL INFORMATION FOR CONSULTANTS
2.1. RFQ COORDINATOR
The RFQ Coordinator is the sole point of contact in the City of Renton for this procurement. All
communication between the Consultant and the City of Renton upon release of this RFQ shall be with
the RFQ Coordinator, as follows:
Contact Name: Guy Williams
E-Mail Address: gwilliams@rentonwa.gov (Please write the RFQ title in the subject line)
Phone Number: 425.430.6652
Any other communication will be considered unofficial and non-binding on the City of Renton.
Consultants are to rely on written statements issued by the RFQ Coordinator. Communication directed to
parties other than the RFQ Coordinator may result in disqualification of the Consultant.
2.2. STATEMENTS OF QUALIFICATIONS (S O Q’s)
Please submit separate statements of qualifications for this project providing the following information:
I. A Submittal Information Form must be completed and attached to the SOQ for the prime service
provider and each sub-agency.
II. On a maximum of four sheets of 8 ½” by 11” paper in size 12 font please provide:
1. Name of proposed service(s)
2. Name, address, email address, and phone number of Prime Consultant/Service Provider.
3. Name, office address, email addresses and phone numbers of proposed project
manager(s), mental health practitioner(s), and consultant director.
4. For the Project
a) Briefly describe your planned approach for this project.
b) List any collaborative partners you plan to use on this project.
c) List current programs related to Behavioral Health and Unsheltered
populations.
d) Provide a detailed budget sheet, i.e., staffing cost, subcontracts,
administrative cost, and overall operation cost.
e) Discuss how you will leverage additional resources with this funding.
2.3. COST PROPOSAL
The maximum reimbursable amount for this contract must not exceed the amount specified in
section 1.4 to be considered responsive to this RFQ.
The evaluation process is designed to award this contract/procurement not necessarily to the
Consultant of least cost, but rather to the Consultant whose proposal best meets the
requirements of this RFQ. However, Consultants are encouraged to submit proposals which are
consistent with the City of Renton and state government efforts to conserve resources.
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➢ Identification of Costs
Identify all costs in U.S. dollars including expenses to be charged for performing the services
necessary to accomplish the objectives of the contract. The Consultant is to submit a fully
detailed budget including staff costs and any expenses necessary to accomplish the tasks and to
produce the deliverables under the contract. Consultants are required to collect and pay
Washington state sales and use taxes, as applicable.
Costs for subcontractors are to be broken out separately. Please note if any subcontractors are
certified by the Office of Minority and Women’s Business Enterprises.
3. PROPOSAL CONTENTS
3.1. ELECTRONIC PROPOSALS:
Proposals must be written in English and submitted electronically to the RFP Coordinator in the
order noted below:
1. Letter of Submittal, including any signed Certifications and Assurances
2. Technical Proposal
3. Management Proposal
4. Cost Proposal
Proposals must provide information in the same order as presented in this document with the same
headings. This will not only be helpful to the evaluators of the proposal, but this should assist the
Consultant in preparing a thorough response.
Items marked “mandatory” must be included as part of the proposal for the proposal to be considered
responsive, however, these items are not scored. Items marked “scored” are those that are awarded
points as part of the evaluation conducted by the evaluation team.
3.2. LETTER OF SUBMITTAL (MANDATORY)
The Letter of Submittal must be signed and dated by a person authorized to legally bind the Consultant
to a contractual relationship, e.g., the President or Executive Director if a corporation, the managing
partner if a partnership, or the proprietor if a sole proprietorship. Along with introductory remarks, the
Letter of Submittal is to include by attachment the following information about the Consultant and any
proposed subcontractors:
A. Name, address, principal place of business, telephone number, and fax number/e-mail address of
legal entity or individual with whom contract would be written.
B. Legal status of the Consultant (sole proprietorship, partnership, corporation, etc.) and the year the
entity was organized to do business as the entity now substantially exists.
C. Federal Employer Tax Identification number or Social Security number and the Washington Uniform
Business Identification (UBI) number issued by the state of Washington Department of Revenue. If the
Consultant does not have a UBI number, the Consultant must state that it will become licensed in
Washington within thirty (30) calendar days of being selected as the Apparently Successful Contractor.
D. Location/office address of the Primary Consultant for this project.
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3.3. TECHNICAL PROPOSAL (SCORED)
The Technical Proposal must contain a comprehensive description of services including the following
elements:
A. Project Approach/Methodology: Include a complete description of the Consultant’s proposed
approach and methodology for the project. This section should convey Consultant’s understanding of
the proposed project.
B. Budget/Work Plan: As noted in section 2.3 include a detailed budget sheet outlining operational,
staffing and program cost to manage and fully operate a successful resource center. In the work plan
include all project requirements and the proposed tasks, services, activities, etc. necessary to
accomplish the scope of the project defined in this RFQ. This section of the technical proposal must
contain sufficient detail to convey to members of the evaluation team the Consultant’s knowledge of
the subjects and skills necessary to successfully manage and operate the project. The Consultant may
also present any creative approaches that might be appropriate and may provide any pertinent
supporting documentation.
C. Project Schedule: Include a sample project schedule indicating the daily hours of operations. Project
schedule must ensure that any deliverables requested are met.
D. Outcomes and Performance Measurement: Describe the impacts/outcomes the Consultants propose
to achieve because of the delivery of these services including how these outcomes would be monitored,
measured and reported to the City.
E. Risks: The Consultant must identify potential risks that are considered significant to the success of the
project. Include how the Consultant would propose to effectively monitor and manage these risks,
including reporting of risks to the CITY contract manager.
F. Deliverables: Fully describe deliverables to be submitted under the proposed contract. Deliverables
must support the requirements set forth in Section 1.2, Objectives and Scope of Work.
3.4. MANAGEMENT PROPOSAL (SCORED)
A. Project Management
1. Project Team Structure and Internal Controls: Provide a description of the proposed project team
structure and internal controls to be used during the course of the project, including any subcontractors.
Provide an organizational chart of your firm indicating lines of authority for personnel involved in
performance of this potential contract and relationships of this staff to other programs or functions of
the firm. This chart must also show lines of authority to the next senior level of management. Include
who within the firm will have prime responsibility and final authority for the work.
2. Staff Qualifications and Experience: Identify staff, including subcontractors, who will be assigned to
the potential contract, indicating the responsibilities and qualifications of such personnel, and include
the amount of time each will be assigned to the project. Provide resumes for the named staff, which
include information on the individual’s particular skills related to this project, education, experience,
significant accomplishments, and any other pertinent information.
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B. Experience of the Consultant
1. Minimum Qualifications (answer with ‘yes’ or ‘no’ and describe further)
➢ Does your organization have experience managing and/or navigating the medical insurance
invoice system? Describe.
➢ Does your organization have demonstrated expertise working with unsheltered individuals with
Behavioral Health issues?
➢ Does your organization have experience managing mental health evaluation appointments and
homeless outreach programs; and/or operating a facility described in this RFQ? If so, explain.
➢ Does your organization have experience invoicing and providing quarterly reports to the City? If
so, explain.
2. Indicate the experience the Consultant and any subcontractors have in the following areas:
▪ Financial Acumen: Expertise in financial planning and analysis of mental health projects and/or
homeless service programs, including knowledge of Medicaid reimbursement funding.
▪ Programmatic knowledge: Specialty knowledge in the operations of Behavioral Health
Evaluations, Permanent Supportive Housing, and familiarity with national best practices
▪ Analyze Data: Demonstrated ability to provide timely invoices and data reports including
outcomes. Implement analytical methods for operational recommendations to public funders,
agencies, and non-profit partners.
3. Describe other relevant experience that indicates the qualifications of the Consultant, and any
subcontractors, for the performance of the potential contract.
4. Include a list of contracts the Consultant has had during the last five years that relate to the
Consultant’s ability to perform the services needed under this RFQ. List contract reference numbers,
contract period of performance, contact persons, telephone numbers, and e-mail addresses.
D. References (MANDATORY)
List names, addresses, telephone numbers, and e-mail addresses of three (3) business references for the
Consultant, briefly describe the type of service provided. Do not include current CITY OF RENTON staff
as references. By submitting a proposal in response to this Work Request, the vendor and team
members grant permission to contact these references and others, who may have pertinent
information. CITY may or may not, at CITY OF RENTON’S discretion, contact references. CITY may
evaluate references at CITY OF RENTON’S discretion.
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4. EVALUATION WEIGHING AND SCORING
The following weighting will be assigned to the proposal for evaluation purposes:
Technical Proposal – 80%
Project Approach/Methodology
Budget/Work Plan
Project Schedule
Outcome and Performance Measurement
Risks
Deliverables
Management Proposal – 20%
Project Management
Experience of Consultant
Total score: Up to 100 points.
SELECTION PROCEDURE
A City panel in conjunction with the Human Services Manager and team will evaluate and score
applications; two to four agencies receiving the highest scores will be invited for interviews. The
invitations will include the questions to be asked during the interview. All those selected for interviews
will be considered fully qualified for the project. Final selection, based upon the interview scores, will be
made on or before October 6, 2021. All agencies submitting SOQ’s will be notified in writing as to their
status following selection. Any disputes will be processed utilizing the City of Renton’s Procurement
Policy.
CONTRACT NEGOTIATIONS
The City will notify the selected agency in writing, meet with the program manager(s) to reach a
complete and mutual understanding of the scope of services, and begin contract negotiations based on
the level of effort deemed appropriate for the project. If a satisfactory contract cannot be negotiated,
the City will terminate the negotiations with that agency and attempt to negotiate a contract with the
next most qualified. The process will continue until an agreement is reached or the search is
terminated.
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SUBMITTAL:
1) The submittals are to be delivered by way of email to the address below. Submittals are due
September 1, 2021, no later than 4:00 p.m. (PDT). Submittals will NOT be accepted after that date
and time.
2) Upon request, the City will provide the Consultant with an acknowledgement of receipt. All RFQs
received will become the property of the City and will not be returned.
3) The City will not be responsible for delays in delivery of submittals due to any electronic/web
delivery service breakdown.
Address submittals to:
ATTN: Guy Williams
RE: Behavioral Health / Homeless Resource Center
gwilliams@rentonwa.gov. Please write the RFQ title in the subject line.
Questions regarding the submittal process, email Guy Williams, Human Services Manager