I. Introduction
The City of Alameda (City) invites Interim Supportive Housing and Emergency Supportive Housing Providers to submit proposals to provide property management and supportive services for either or both homeless shelter programs described in the following section. The Interim Supportive Housing and Emergency Supportive Housing Service Provider plays a critical role with the residents’ transition toward housing readiness, housing navigation, and serving vulnerable individuals and families in a dignified manner with integrity, collaboration, and expertise. The City intends to award a five-year service provider agreement, substantially in form of the one shown in Exhibit A to the respondent(s) deemed most qualified, based on the evaluation criteria contained in this Request for Proposals (RFP).
Please read the information contained in this RFP to understand how to submit the proposal, what documents must accompany the proposal and what legal obligations apply when submitting a proposal. To be considered for this work, it is required to submit all information requested in this RFP and, if invited, participate in an evaluation interview panel.
II. Background
In July 2024, the City Manager’s Office created the Housing and Human Services Division (HHS) to prioritize and address the concerns of individuals experiencing homelessness and low-income residents. Interim Supportive Housing at Dignity Village and Emergency Supportive Housing provide a short to medium-term solution with the goal being a long-term, permanent housing solution. The City seeks a collaborative and skilled social service provider to operate Interim Supportive Housing at Dignity Village and Emergency Supportive Housing and serve vulnerable Alamedans, provide interim housing support services, including all facility management and operations, prepare clients for permanent housing, and produce monthly reports with qualitative and quantitative data.
Responsive providers may submit a proposal to operate either Interim Supportive Housing at Dignity Village or Emergency Supportive Housing or submit one proposal to operate both programs.
Interim Supportive Housing at Dignity Village
Dignity Village is a two story, 47-unit interim supportive housing project, located at 2350 Fifth Street in Alameda. Its neighbors include the College of Alameda, immediately adjacent to the South and East; affordable and market rate housing across Fifth Street to the West; and commercial district with restaurants and retailers such as Safeway and Target.
Dignity Village opened in May 2024 and can house up to 61 formerly homeless individuals, with five units specifically set aside for homeless youth aged between 18 to 24. There are 12 ADA units and seven (7) hearing and sight impaired units. Each of the 47 units measures 138 square feet and is equipped with a private, ensuite bathroom. Dignity Village also contains additional community buildings, including a dining space with food storage but no kitchen facilities, meeting rooms, private offices for support services staff, laundry room, and storage for resident belongings. The City’s goal is to stabilize and prepare residents to move into permanent housing within 12 months.
Funding for Dignity Village comes from a combination of federal, state and local funding sources, including: HOME Investment Partnerships American Rescue Plan Program (HOME-ARP) disbursed through the County of Alameda (County), a California Department of Housing and Community Development Homekey 2.0 grant (Homekey), Permanent Local Housing Allocation (PLHA) funds, City appropriated American Rescue Plan Act (ARPA) funds, and City General Fund dollars.
Intake and referrals come through the County’s Coordinated Entry System. As required by the California Department of Housing and Community Development Homekey program, services on-site are funded through to January 31, 2028.
Emergency Supportive Housing
Emergency Supportive Housing is an interim housing program with 26 beds located in four (4) City-owned properties at Alameda Point.
Two homes, known as the Big Whites, are five bedroom, three and a half bathroom homes with a shared kitchen, dining room, living room, outdoor space, as well as staffing offices and meeting space. The Big Whites contain twenty-six (26) congregate, adult beds with onsite staffing required year-round, 24 hours per day, seven days per week.
The two homes are dedicated for families and collectively contain fourteen (14) beds for adults and children. One home has three bedrooms and two bathrooms with a kitchen, dining, living, and outdoor space. The second home has four bedrooms and two and a half bathrooms with a kitchen, dining, living, and outdoors space. The program is currently funded through City appropriated ARPA and General Funds. Staffing is not co-located within the family homes, but all four homes are clustered in close proximity and staffing is accessible to all program participants.
III. Scope of Work and Budget Proposal
The City expects the Interim Supportive Housing and Emergency Supportive Housing Service Provider(s) to present a scope of work for high-quality services and cost-effective fee proposal with a five-year budget.
Both the Interim Supportive Housing Service Provider and Emergency Supportive Housing Service Provider must demonstrate a proven record of serving encamped individuals, families, pets, and working on long- and short-term solutions with individuals living on the street and/or in a vehicle with a trauma informed care approach to mental health needs, substance use disorders, immediate medical needs, and more. The City seeks responsive Service Provider(s) capable of building and managing relationships with residents, neighbors and businesses, other service providers, and City staff, collecting data and providing ongoing reports, coordinating and assisting with housing navigation services, providing support services, managing the facility and surrounding area, and communicating frequently and transparently with the City and partners to serve the unhoused community.
A proposal for on-site services must include:
- General provision of services using industry best practices including, de-escalation, trauma informed care, etc.
- Staffing and supervision twenty-four (24) hours a day, seven (7) days a week, 365 days during the year (24/7)
- Resident management
- Intake and assessment
- Case management including benefits advocacy and assistance
- Onsite activities with resident input and coordination, including support groups, social events and activities that support physical and/or mental well being
- Support Groups
- Social Events
- Organized Classes and Activities
- Referrals and connection with services
- Wellness checks
- Referrals and coordination of services
- Implementation of Good neighbor Policy, Pet Plan and Agreement, and any other agreement that facilitates the client success
- Exit planning and after-care services
- For Dignity Village: Work in tandem with the full-time mental health clinician on-site who is managed by Alameda Family Services and tasked with the delivery of clinical groups, one-on-one therapy, and referral and resource connection
- For Emergency Supportive Housing: Savings plan development and management
- Housing navigation/housing focused case management and housing readiness preparation
- Meal service – selecting a provider and distributing two meals per day on site
- Property management, Security and Janitorial – on site, along the exterior perimeters in the immediate neighborhood within at least a two block radius.
- Collaboration with City and County services and social service partners in the City of Alameda throughout the County of Alameda
- Transportation support and management as necessary
- Managing data collection with monthly reporting to the City.
If submitting a proposal for both Interim Supportive Housing at Dignity Village and Emergency Supportive Housing, please separately identify the scope of work and costs associated with each program.
IV. RFP Schedule
RFP Issued Tuesday, July 23
Deadline for RFP Questions Monday, August 5 by 4:00 PM PST
RFP Q&A Posted Monday, August 12
Proposals Due Monday, August 19 by 9:00 AM PST
RFP Interviews Week of August 26
Selection of Firm Week of September 9
V. Submittal Instructions
Please submit your proposal electronically to humanservices@alamedaca.gov by 9:00 AM PST on Monday, August 19, 2024.
The proposal should be submitted as a single .pdf file, with the subject line: (Name of Organization) Response to RFP: City of Alameda Interim and Emergency Supportive Housing services provider. In the email, please specify whether the submission is for Interim Supportive Housing at Dignity Village, Emergency Supportive Housing or both.
Late Proposals will not be accepted.
VI. Questions
Please email questions regarding the RFP to Housing and Human Services, at humanservices@alamedaca.gov by 4:00 PM PST on Monday, August 5. Answers will be posted on the RFP webpage on Monday, August 12 on the City’s RFP page: https://www.alamedaca.gov/BUSINESS/Bid-on-City-Contracts
VII. Submittal Requirements
The City is requesting that submitted proposals contain the following information in the ensuing order:
- Letter of Interest: A letter expressing interest in being considered for the Interim Supportive Housing and/or Emergency Supportive Housing services provider. Please clearly state whether the submission is to provide services for Interim Supportive Housing at Dignity Village, for Emergency Supportive Housing or both.
Please also include a statement as to whether the Proposer’s organization (including any previous version of Proposer’s organization under a different corporate or other entity name), either presently or in the past, was involved in any litigation, bankruptcy, or reorganization for any reason. If so, please provide dates and resolution; a statement as to whether the organization, or any officer or employee of the company who has a proprietary interest in it, has ever been disqualified, removed, or otherwise prevented from proposing on, or completing a federal, state, or local government project because of a violation of law or safety regulation and if so, to explain the circumstances (1 page maximum).
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Team Organization and Description: Include an organizational chart and information about the specific relevant experience for the proposed employees and applicable staff. One employee must be designated as the principal contact for the City (1-page maximum).
- Key Staff/Team Experience: For principals, employees, agents, and sub-service providers assigned to this project, describe the qualifications (including education, training, certifications licenses, and experience) of each individual; the approximate number of hours each will devote to the contract; and the type of work to be performed by each individual. Also include a description of the training program for all staff and which staff are trained in HMIS (5-page maximum).
- Program Management Experience: Provide a list of projects of similar size, scope, and complexity as Interim Supportive Housing at Dignity Village or Emergency Supportive Housing, including the project name, contact name/phone/email for references, address, number and type of units (i.e., shelter beds, interim, transitional, permanent, permanent supportive) (2 page maximum).
- Scope of Work and Budget. Provide a detailed scope of work with coverage 24 hours per day, seven days a week, 365 days of the year. Provide a definitive and clear approach, a well-developed and descriptive specific scope of service for all tasks and components and methods or procedures to perform each task. If submitting a proposal for both Interim Supportive Housing at Dignity Village and Emergency Supportive Housing, please provide a separate scope of work (and/or define where scope is combined across both programs) and separate costs for each program. The scope of work should align with the City’s Core Principles (see Exhibit C).
The following outline provides a set of tasks and deliverables (5-page maximum).
Harm Reduction Outreach
- Utilize harm reduction and motivational interviewing skills to build trust and engage clients around priority felt and basic needs or emergency situations – food, health, income, transportation, etc.
- Establish communication links with and for clients – phone/cell phone, mailing address, e-mail, meeting locations, social support contacts.
- Provide psychological/emotional preparation and support for clients around obtaining housing – realistic expectations of wait times, realistic expectations of housing options within budget, benefits and challenges of living with others, remaining hopeful, addressing fears/ambivalence of being housed, addressing unhealthy coping skills/street behavior that could disrupt housing, tenant obligations, conflict resolution preparation, etc.
- Develop rapport and build ongoing relationships with clients via regular and consistent contact.
Linkages
- Link clients with clinical care management and other service resources as needed and desired.
- Link clients with housing resource centers, housing navigation services, and interim or bridge housing resources, as desired and available, with the goal of helping individuals move from unsheltered to sheltered situations.
- Link clients with public benefits, including income supports and health insurance.
- Link clients with appropriate health care services – primary care, behavioral health, dental, etc. – based on their expressed needs and priorities.
- Link clients with appropriate legal resources – homeless caring court, record expungement services, and probation housing resources.
- Provide transportation assistance in the form of bus tickets or via cab or companion public transportation to assist clients with accessing benefits and services.
- Accompany clients to appointments, as needed, to obtain benefits and services.
Case Management: Office-Based
- Provide Case Management services focused on housing goals and assistance with navigating the systems for achieving positive housing outcomes provided onsite on a drop-in or appointment basis.
- Engage clients in services focused on fulfilling housing goals and support clients in achieving positive housing outcomes.
- Assess client needs, make relevant referrals, provide support in navigating various systems, connect clients with appropriate resources, and advocate for addressing client needs.
Housing Preparation
- Assess clients to address housing histories and barriers – positive references, credit history, rental history and prior convictions, criminal history, registered sex offender status, outstanding debts, and outstanding warrants. Use housing history to inform preparation work, complete early to avoid surprises.
- Get to know members or potential members of the client’s household including pets and companion animals.
- Assess for potential to reconnect with family/friends for housing.
- Assess eligibility for permanent housing resources - deposit/move-in financial assistance, rapid re-housing, affordable housing, and permanent supportive housing.
- Assess the client’s financial and resources situation and potential budget for housing – help with income and benefits acquisition, develop plan to help fund move-in costs.
- Help clients create tenant resumes – gather appropriate documentation including I.D., SS cards, proof of citizenship, child custody, and other key information to use on housing applications.
- Help identify and refer Home Stretch eligible clients to the Home Stretch registry.
- Expand life skills by encouraging participation in community chores and activities, community engagement, maintaining personal space, etc.
Reporting and Coordination/Collaboration with City and City Partners
- Meet with City staff a minimum of every two weeks in addition to other trainings and other meetings, as needed.
- Host one community meeting, at least quarterly, to hear and respond to feedback from neighbors.
- Ensure staff training on record keeping and data collection as well as timely submission of monthly, annual, and other reports as requested by the City.
- Submit monthly reports by the 10thof each month for services provided the prior month, including data required by the City.
- Submit an annual narrative report by July 15, which summarizes the previous fiscal year’s accomplishments
- Submit a final narrative report 15 days after the completion of the contract
- Actively participate in the City's Collaboration Advancing Resources, Efforts, and Supports (CARES) for Alameda’s Homeless and its activities, including attending regular meetings and serving on workgroups and subcommittees, as appropriate.
- Actively participate in the City's Coordinated Outreach Team (COT) by attending regular meetings and serving on workgroups and subcommittees, as appropriate.
- Coordinate with Alameda Day Center and Safe Parking Program Administrator regarding unsuccessfully exited residents.
- Collaborate and coordinate with the Housing Resource Center. Administer follow-up surveys to help improve service delivery and program effectiveness of the Interim Supportive Housing and/or Emergency Supportive Housing program.
Facility Management
- Create policies and procedures for appropriate service provision and facility management that are approved by the City
- Manage site cleanliness
- Maintain cleanliness in the immediate neighborhood (2 block radius), consistent with the Good Neighbor Policy listed in Exhibit D
- Provide email and phone access for neighbors to report issues in the surrounding area and describe response protocols
- Security personnel and protocols
6. The selected firm will be required to execute the Service Provide Agreement included in template form as Exhibit A. All proposers are directed particularly to review all Indemnification, Hold Harmless and Insurance requirements set forth in this Agreement. If Proposer wishes to take exception to any of the terms and conditions contained in the Agreement for Service, these should be identified specifically; otherwise include a statement of no exception, labeled as Exhibit A in the submitted proposal. Failure to identify contractual issues of dispute can later be the basis for the City disqualifying a proposer. Any exceptions to terms, conditions, or other requirements must be clearly stated.
VIII. Selection Process
Based upon the submitted written responses to this RFP, the City’s selection team will review and rank the proposals according to the following criteria:
- The service provider’s past experience and results with similar projects. (25 percent)
- The quality, experience, and background of key staff persons who will be working on the project. (20 percent)
- The services provider’s demonstrated understanding of the proposed project and the Alameda community. (20 percent)
- The service provider’s proposed Scope of Work (SOW) and ability to deliver services with a competitive five-year budget proposal. (35 percent)
- The service provider’s ability to meet the City’s standard contract requirements through execution of the Service Provider Agreement attached as Exhibit A; written confirmation of this condition is required to be eligible to a submit proposal.
IX. General Conditions
- Nondiscrimination: Applicants for this RFP shall not discriminate against any interested individual, firm or applicant on the grounds of race, religious creed, color, national origin, ancestry, handicap, disability, marital status, pregnancy, sex, age, or sexual orientation.
- Permits, Licenses, and Insurance: The successful applicant for this RFP shall, at its sole expense, obtain and maintain during the term of any agreement executed pursuant to this RFP all appropriate permits, certificates, licenses, and insurance including, but not limited to, a City of Alameda Business License which may be required in connection with the performance of services hereunder.
- Signatures and Declarations: Each proposal responding to this RFP must be signed on behalf of the submitting entity by an officer authorized to bind the entity to its proposal.
- City’s Right to Waive: The City reserves the right, in its sole discretion, to waive any immaterial irregularities in a proposal responding to this RFP or in the submission of a proposal.
- City’s Right to Modify the RFP: The City reserves the right, in its sole discretion, to modify this RFP should the City deem that it is in its best interests to do so. Any changes to the RFP requirements will be made by written addendum posted on the City’s website. The failure of an applicant to read any addenda shall have no effect on the validity of such modification.
- City’s Right to Suspend or Cancel the RFP: The City reserves the right, in its sole discretion, to suspend or cancel this RFP in part or in its entirety should the City deem that it is in the City’s best interests to do so.
- City’s Right to Reject Any Proposal: The City reserves the right, in its sole discretion, to reject any proposal responding to this RFP that the City determines does not satisfy the conditions set forth in this RFP, or contains false, misleading, or materially incomplete information. The City reserves the right, in its sole discretion, to reject all applicants and not to award to any applicant should the City deem that it is in its best interests to do so.
- City’s Right to Reject All Proposals: The City reserves the right, in its sole discretion, to reject all applicants and not to award to any applicant should the City deem that it is in its best interests to do so.
- City’s Right to Extend RFP Deadlines: The City reserves the right, in its sole discretion, to extend any of the deadlines listed in this RFP by written addenda should the City deem that it is in its best interests to do so.
- Cost of Proposals: All costs incurred during proposal preparation or in any way associated with an applicant’s preparations, submission, presentation or oral interview (if any) shall be the sole responsibility of Applicant.
- Liability for RFP Errors: Applicants are solely responsible for all errors and omissions contained in their responses to the RFP.
- Proposals Property of City: Upon receipt, each proposal responding to this RFP that an applicant submits to the City becomes the sole property of the City and will not be returned to the applicant.
- Oral and Written Explanations: The City shall not be bound by oral explanations or instructions given at any time during the process or after the award. Oral explanations given during the review process and after award become binding only when confirmed in writing by an authorized City official. Written responses to question(s) asked by one proposer will be provided to all applicants to this RFP.
- Public Record: All proposals submitted to the City are subject to the California Public Records Act.
EXHIBITS
Exhibit A: City’s Standard Service Provider Agreement
Download a PDF of Exhibit A here(PDF, 1MB).
Download a PDF of this RFP here(PDF, 642KB).