The following questions were discussed at the Mandatory Pre-Proposal Meeting held on August 24th, 2018.
1. What is the structure for sheltering clients at the site? Will they be in separate rooms? How are bathrooms set up?
· The site has not been selected. Proposals should assume that the shelter will have a majority of rooms to accommodate two individuals and few rooms with three to four individuals as needed.
· The shelter will have semi-private or private bathrooms and showers.
· All meals served will be stored in a freezer/refrigerator and warmed in a microwave, preferably by the guest themselves.
· Initial proposal shall include a phased process to reach a maximum of 60 beds. For example, a 3 phase plan to provide a subgroup of 20 beds at each phase.
2. Is there a stove in the kitchen for possibly warming up food other than in a microwave?
All food will be warmed in a microwave. There will be no stove.
3. Is there a commercial grade freezer? Will it be provided?
The commercial grade freezer will be provided.
4. What is the relationship between the Shelter Operator and C.A.R.E Team as it relates to referring and placing clients into the shelter? Is this a collaborative decision-making process? Is there a “right to refusal”?
The Operator and C.A.R.E Team will work closely with each other and will establish agreements upon deciding on the level of care and appropriateness of clients to be placed within the shelter. However, the Operator will have the ability to refuse accommodations based on their assessment of the guest to meet or exceed the level of care the shelter provides.
5. Is the expectation that the Operator must hire and pay for security? Identify security? or staff security?
Do not include security cost within the Operations Budget Proposal. Depending on the site selected, the security cost for planned interior and exterior security will be added to the budget at the time of final contract negotiations.
6. How is this RFQ being communicated to the public and the local Neighborhood Association in where the proposed shelter is located?
No site has been selected. One site was suggested; however, no proposal shall be based on any specific site at this point in time. It should be assumed that final site selection would also include neighborhood association agreement on its operations and security.
7. Should the provision of cameras be in the budget?
The camera system will be provided and shall not be included in the Operator’s proposal.
8. Does the Operator need to include the costs of carriers, kennels, and food for pets in their budget?
Yes. The Operator should estimate the number of kennels, supplies and food they may need, however the expectation is that pets stay with their owners based on best practices. The Operator must provide a plan on how they will manage pets overall at the shelter site. There is also opportunity to in-kind these resources.
9. Would clients be expected to have documentation for their pets?
No. We do not want to pose another barrier for accessing the shelter. However, the Operator and partnered agencies on-site should help homeless pet owners obtain documentation and proper care and vaccinations if needed. The Operator would need to determine how to manage this process.
10. Are Animal Services for the County of Stanislaus County involved with the shelter?
Yes. They have and will be involved.
11. Will beds and linens be provided?
Please note this answer has changed from the answer given at the pre-conference meeting.
Please include beds and linens in a start-up Proposers Operations Budget. See question #17 for more info on start-up budget cost.
Shelter residents will be responsible to clean their own linens with the provided standard washer and dryers.
12. Will there be commercial washers and dryers?
As noted in question #11, there will be no commercial washer and dryers. As part of the shelter program, guest will be expected to do their own laundry, at times with limited staff support, of both clothes and bedding linens.
Bed bug heaters should be included in the proposer’s start-up budget.
13. What is the expectation of funding and sustainability after the 2 years? Will this project be long term?
The 2-year project is directly related to the immediate need for an Emergency Low-Barrier Shelter, however, the goal is to move these operations into a permanent Access Center site. The funding for the third year and transitioning to the permanent Access Center will be based on community support for an Emergency Low Barrier Shelter (ELBS) given the outcomes of the first two years.
14. Are there requirements for engagement from the clients?
Given the shelter is low barrier, there is a reasonable accommodation for guest to shelter even with their ambivalence to participate in daily programming, but guest will need to agree to behavior and the overall aim of the program from them – work towards exiting the ELBS into permanent housing. The Operator along with partner service providers will be expected to employ strategies that lead to program engagement.
15. Are the shelter rooms locked or able to be locked?
16. What are the expectations if referred clients have warrants? Will they be placed in the shelter or will this pose as a barrier?
The OEC and C.A.R.E team would address any warrant or criminal justice issues as part of the assessment and placement process and would be included in the agreement with the guest as part of their stay at the ELBS.
17. In terms of the budget, are we including startup costs within the first year of operations?
Please provide an annual operations budget and a separate start-up budget with furniture and equipment needed to open the shelter. Items asked about in the Pre-Proposal Meeting included washing machine and dryer, beds, bed bug heater, and linens. Please include these start-up cost in addition to any other furniture and equipment cost essential to the safe and healthy operations of the shelter.
At the time of final contract negations, a budget will be mutually agreed upon that accounts for phased start-up and any start-up cost that could be covered with additional funding, community donations or with the current allocation of $1,000,000. For example, the start-up budget should include the cost for linens. However, during implementation phase we may secure the linens through donations.
STATEMENT OF PURPOSE
United Way of Stanislaus County in partnership with Stanislaus Community System of Care is seeking a highly qualified and experienced homeless shelter operator to oversee and manage the planning, directing and coordination of the day-to-day operations and programs for an Emergency Low Barrier Shelter located in Modesto, California.
Through a collaboration of private and public partners and funding sources, United Way of Stanislaus County will open and operate the Emergency Low Barrier Shelter (herein referred to as Low Barrier Shelter) for a two-year period in Modesto. This Immediate Action Plan is part of Stanislaus County’s community wide initiative, Focus on Prevention, which is an effort to bring immediate relief to the serious condition of homelessness in our county. The Low Barrier Shelter will provide immediate relief and aide to our homeless population while plans for a Permanent Access Center are developed. The mission of this entire effort is: Through Dignity and Respect, Empowering People at Risk or Experiencing Homelessness Toward a Hopeful and Independent Life.
The Low Barrier Shelter will offer a path from homelessness to stable independent living through a network of partner agencies and community members. This collaborative approach has already produced an Initial Outreach and Engagement Center (IOEC) located in Modesto that is currently serving the homeless population through a multi-faceted team approach. The IOEC staff and other key service providers will be co-located at the Low Barrier Shelter and will work alongside the shelter operator to best serve the shelter residents.
At this time, a short-term location is being developed and not yet selected. Execution of an operator contract will be dependent on final approval of a location for an approximate 60 capacity Emergency Low Barrier Shelter over a two-year period. Concurrently a full site selection process is underway for a Permanent Access Center.
The Low Barrier Shelter will serve up to 60 unsheltered or homeless individuals who, for myriad reasons, cannot or will not access traditional shelters. This may include, but is not limited to, those with pets, large amounts of possessions, and those seeking to shelter with their partners. To ensure effective outreach and targeting, the shelter will operate on a referral-only basis in coordination with the Initial Outreach and Engagement Center and the Stanislaus County Community Assessment Response and Engagement Team.
While at the shelter, IOEC staff, local homelessness services providers, community partners and shelter operator staff will engage residents in accessing supportive and rehabilitative services such as case management, life skills training, social services and access to supportive permanent housing.
The Operator will oversee the coordination of daily programming scheduled at the shelter, ensuring a full spectrum of supportive services is available for the residents. Services will be provided by both the Operator and though the co-located IOEC staff, homelessness service providers, and other key community partners.
TENTATIVE SELECTIONS SCHEDULE
Release of RFQ - Aug 15
Last Day to Submit Questions - Aug 21
Mandatory Pre-Proposal Meeting - Aug 24
Addendum response to Distribution List/RFQ Ammendments - Aug 25
RFQ Closed/Due Date - Oct 19
Potential Interviews of Shortlisted Proposers - TBD
Notification of Results - TBD
Emergency Low Barrier Shelter Opens - TBD