Bid Detail

16-134 - RFP: Administration of Flexible Funds for Homelessness Prevention & Rapid Rehousing

I. Introduction

The Springfield-Chicopee-Holyoke-Westfield-Hampden County Continuum of Care (hereafter "CoC"), through its fiscal agent City of Springfield, (hereafter "City"), acting by and through its Office of Procurement and the Office of Housing, seeks one or more qualified homeless service organizations (hereafter "Homeless Service Provider") to administer a pool of funds that will be used as financial assistance for eligible program participants in Hampden County, Massachusetts to prevent and end homelessness during the period April 1, 2016 through July 30, 2016. Funding awards are contingent upon the CoC receipt of funds from the Commonwealth of Massachusetts pursuant to RFR#: 16CBEHSHOMELESSRFR, and may be renewed for the period July 1, 2016 --June 30, 2017 and for up to five years after, provided that ongoing funding is provided by the Commonwealth.

II. Background

The Commonwealth's Executive Office of Health and Human Services (hereafter "EOHHS") released a Request for Responses (See Exhibit A) on December 29, 2016, seeking proposals for Lead Entities to create local Consortiums to provide crisis intervention services to those facing acute housing instability and making available flexible funds to be used for homelessness prevention and rapid rehousing. The CoC, through its fiscal agent the City, submitted a response on February 2, 2016. EOHHS indicates in its RFR that it intends to select Consortiums and enter into contracts with them by March 15, 2016.

The CoC's response indicates that it will subcontract with one to three entities to administer the flexible funds to prevent and end homelessness. The CoC requested a total of $300,000 in its RFR response, of which $270,000 will be available to be distributed as flexible funds for homelessness prevention and rapid rehousing. The remaining amount will pay for administrative costs, at the rate of 5% for the City and 5% for subcontractors administering funds.

The flexible funds for homelessness prevention and rapid rehousing will support the CoC's operation of a coordinated entry system for households at-risk of or experiencing homelessness. The Homeless Service Provider must administer the flexible funds in accordance with eligibility criteria and policies and procedures established by the CoC.

The CoC's goal is to make homelessness prevention and rapid rehousing funds easily accessible to eligible homeless and at-risk households throughout Hampden County. In order to achieve this goal, the Homeless Service Provider must ensure that there is a physical location and staff available for applicants in Chicopee, Holyoke, Westfield and Springfield; the Homeless Service Provider may accomplish this by partnering with non-profit entities which shall serve as Intake Agencies located in these cities. The Homeless Service Provider must also partner with one or more Intake Agencies that serves victims of domestic violence. Intake Agencies must be able to accept and process applications which will be forwarded to the Homeless Service Provider for final approval and payment.

III. Scope of Work

The Homeless Service Provider will process requests for payment of flexible funds to third-party vendors (such as landlords, utility companies and moving companies) upon request from authorized service providers throughout the geographic catchment area. The Homeless Service Provider will advance funds, and will invoice and be paid monthly by the City of Springfield. The Homeless Service Provider will be responsible for entry of data regarding assisted program participants in the Springfield-Hampden CoC Homeless Management Information System (HMIS), which will be made available at no cost to the Homeless Service Provider. The flexible funds must be available to eligible homeless and at-risk households throughout Hampden County, either directly from the Homeless Service Provider, or through partner Intake Agencies throughout Hampden County.

Questions regarding the RFP may be submitted in writing to the Office of Procurement. In order to provide prompt answers to questions, the Chief Procurement Officer requests that all proposers submit written questions by February 24, 2016. Questions may be faxed or emailed. The Procurement Department's fax number is (413) 787-6295, E-mail Lauren Stabilo, CPO at lstabilo@springfieldcityhall.com . The Chief Procurement Officer will compile written answers which will be mailed to all Proposers who requested a copy of the RFP, no later than February 29, 2016.

To maintain a fair and impartial competitive process, the Chief Procurement Officer can only answer written questions. Private communication is not allowed with any Procurement Staff or RFP Review Committee member during the proposal preparation and evaluation period. Proposers who initiate private communication or attempt to violate the process outlined herein may be disqualified. We will only respond to written questions.

IV. Key Dates
a. RFP released: Feb. 8, 2016
b. Questions to be submitted by close of business Feb. 24, 2016
c. City responds to questions in addendum form on Feb. 29, 2016
d. Proposals Due: March 4, 2016, 2:00 PM
e. Anticipated Date of Announcement of Selection: March 10, 2016
f. Grant Period: April 1, 2016 - June 30, 2016

V. Total Funding Available: Up to 285,000, contingent on award from EOHHS
a. The City expects to award 95% of the amount awarded by EOHHS. 90% of funds awarded will be used by the Homeless Service Providers for financial assistance to prevent and end homelessness. The remaining 5% will be available to the Homeless Service Provider as reimbursement for administrative costs.
b. Funds will be available on a reimbursable basis. Reimbursement requests will be submitted monthly.
c. The grantee must submit monthly cost expenditure reports and back up.
d. This grant does not require matching funds.

The City of Springfield supports the goal of twenty percent minority and women participation in all contracts. No questions will be answered unless received by the Chief Procurement Officer at least 7 days prior to the expiration of the time set for submitting bids or proposals. The Chief Procurement Officer reserves the right to waive any informality in and to reject any or all bids if it is in the public interest to do so.

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