City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council authorize the release of a Request for Proposals
(“RFP”) for Homeless Outreach Services.
BACKGROUND/DISCUSSION:
In an effort to address providing services to the homeless population, the City Council ,
among other proactive measures, released a RFP for “Homeless Outreach Service” on
February 9, 2005. The RFP sought an organization to conduct homeless outreach,
supportive services linkages and data collection. Over fifty (50) agencies received the
RFP, four (4) responded and were evaluated. The contract was awarded to Saint
Joseph Center. Since August of 2005, Saint Joseph’s staff has responded to numerous
city requests and provided case management services to 79 people who are homeless
in Culver City, making 34 emergency, transitional or permanent housing placements.
The agreement with Saint Joseph Center will expire at the end of July 2008. In
preparation for the expiration of the contract, the Committee on Homelessness has
reviewed and recommends that Council authorize staff to release the attached RFP.
The Council Homelessness Subcommittee (Vice Mayor Silbiger and Councilmember
Weissman) along with a subcommittee from the Committee on Homelessness with
city staff from Police, Fire, Housing and Senior & Social Services will convene to
evaluate all transmitted proposals. Each proposal will be evaluated on the following
criteria:
Meeting Date: 05/27/08 Item Number: C-5
AGENDA ITEM: Authorization of the Release of a Request for Proposals for
Homeless Outreach Services.
Contact Person/Dept.: Armando Abrego,
Senior & Social Services Manager
Phone Number: (310) 253-6724
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Public Notification: Master Notification List (05/21/08)
Department Approval: William La Pointe,
Director of Parks, Recreation and
Community Services (05/15/08)
City Attorney Approval:
Carol Schwab (by H. Baker) (05/21/08)
Fiscal Impact Review:
Jeff Muir (by M. Noller) (05/21/08)
City Manager Approval:
Jerry B. Fulwood () City of Culver City, California
City Council Agenda Item Report
Qualifications/Organizational Capacity (20%)
Project Plan (20%)
Supportive Services Linkages (20%)
Data Collection/Needs Assessment (20%)
Budget/Financial Statements (20%)
Based on the criteria above, the most qualified responsible organization will be
selected and recommended to Council to conduct homeless outreach, supportive
services, and data collection.
Should Council authorize the release of the RFP, the following table provides
tentative dates for the next steps in this process:
Item Date
Publication and Mailing May 28, 2008
Opening by City Clerk June 26, 2008
Consideration of Award of Contract by City Council July 14, 2008
New Contract Effective Date August 1, 2008
FISCAL ANALYSIS:
Funding for this RFP is included in the 2008-09 Proposed Budget. As part of the
proposed Budget for Fiscal Year 2008/2009, staff has requested funding in the
amount of $52,000 for a Homeless Outreach services through the Senior & Social
Services Division Budget (account # 10134100.619800/Other Contractual Services).
ATTACHMENTS:
1. Notice Requesting Proposals – Request for Proposals for Homeless Outreach
Services for the City of Culver City.
MOTION:
That the City Council:
Authorize staff to release the Request for Proposals for Homeless Outreach
Services for the City of Culver City.
MEETING DATE: May 27, 2008
AGENDA ITEM: Authorization of the Release of a Request for Proposals
for Homeless Outreach Services.
ATTACHMENTS
Pages
1. Notice Requesting Proposals: RFP #1388 1-10ATTACHMENT
NOTICE REQUEST NG•PROPOSALS
RFP#1388
Notice is hereby given that sealed proposals will be received by the City of Culver City,
California, for furnishing the following:
REQUEST FOR PROPOSALS FOR HOMELESS ASSISTANCE, OUTREACH, DATA
COLLECTION, AND CASE MANAGEMENT SERVICES
in strict accordance with the Specifications on file in the office of the CITY
PURCHASING OFFICER, 4343 Duquesne Avenue, Culver City, California, 90232.
Copies of specifications and proposal documents may be obtained from the
PURCHASING OFFICE at that address, telephone number (310) 253-6550.
Original and TEN (10) copies of the proposal must be filed with the CITY CLERK in
CITY HALL, 9770 Culver Boulevard, Culver City, California, 90232, not later than 3:00
p.m. on Thursday, June 26, 2008, at which time they will be publicly opened in the
Council Chambers on the first floor of City Hall, Facsimile proposals will not be
accepted. Any bidder may withdraw his proposal, without obligation, at any time prior to
the scheduled closing time for receipt of proposals. A withdrawal will not be effective
unless made personally or by telephonic notification received prior to the closing date.
Proposals may later be referred to the City Council for appropriate action. The City
reserves the right to reject any or all proposals as the best interests of the City may
dictate.
By: Ela Valladares, Deputy City Clerk
Published in The Culver City News on May 28, 2008etlitteACITY
SENIOR AND SOCIAL SERVICES DIVISION
TABLE OF CONTENTS
Page(s)
I. COVER SHEET 3
IL INTRODUCTION 4
III. PURPOSE 5
IV. SERVICES REQUESTED
V. PROPOSAL CONTENTS 6
Transmittal Letter 6
Qualifications/Organization Capacity 6
Proposal Plan 6
Supportive Services Linkages 7
Data Collection/Needs Assessment 7
Budget/Financial Statements 7
VI. EVALUATION CRITERIA AND SELECTION PROCESS 7
TECHNICAL ASSISTANCE VII.
VIII. PROPOSAL CONDITIONS AND RESERVATIONS 8
IX. PROPOSAL SUBMISSION PROCEDURES AND SCHEDULE 9
X. CHECKLIST 10|1010|Page 2Chet CITY
SENIOR AND SOCIAL SERVICES DIVISION
REQUEST FOR PROPOSALS
HOMELESS ASSISTANCE, OUTREACH, DATA COLLECTION,
AND CASE MANAGEMENT SERVICES
I. COVER SHEET
Legal Name of Organization: Address of Organization: City: Zip: Program Title: Program Address: City: Zip: (If different from main organization address)
Executive Director: Telephone: Contact Person: Telephone: The above named agency hereby submits a proposal to the City of Culver City, PRCS
Department, Senior and Social Services Division pursuant to a Request for Proposals (RFP).
The agency warrants that all information in the application package is true to the best of its
knowledge and belief. The agency further agrees to abide by all conditions and requirements
in the RFP. The agency also understands that this proposal is the agency's entire proposal
and cannot be amended after submission, except as provided for in the RFP. This proposal is
submitted as a firm and fixed offer valid and open from 45 days of the submission deadline.
Authorized Signature: Title: Type Name of Authorized Signature: DEADLINE FOR SUBMISSION: June 26, 2008.
*No Postmarks, Facsimiles (FAX) or electronic emails accepted.
Proposals submitted after 3:00pm will not be accepted.
Submit proposal to:
CITY CLERK
CITY OF CULVER CITY
9770 Culver Boulevard
Culver City, CA 90232
3
Page 3I. INTRODUCTION
The City of Culver City, with a population of approximately 40,000 people, is
eight miles from Downtown Los Angeles and five miles from the Pacific
Ocean, near the intersection of the Santa Monica and San Diego Freeways. A
Charter City which incorporated in 1917, Culver City has a City Manager form
of government and provides a full range of municipal services. The City prides
itself in having stable, delightful neighborhoods with numerous parks,
excellent schools and a diversified economic base. Deeply rooted in the
entertainment industry, the City is home to major movie studios and post-
production houses.
Over time, the City of Culver City has, and is still facing, challenges with
issues of homelessness, which also continue to confront many other
Southern California cities. As the issue of homelessness continues to
increase, children and families make up the fastest growing segment of the
homeless population. It is estimated that 68,608 men, women and children in
Los Angeles County do not have a fixed nighttime residence and live in
places not meant for human habitation (i.e. cars, freeway underpasses, parks,
streets, etc.). Many of these individuals may be victims of domestic violence
or emancipated foster youth, and many more suffer from mental illness and/or
substance abuse.
To date, the exact size, characteristics and locations of Culver City's
homeless population is unknown. It is estimated that the number of homeless
persons in Culver City range anywhere between five (5) and forty (40)
persons who lack a fixed nighttime residence and utilize cars, parks, streets,
etc., as their domicile.
In order to address some of the problems of homelessness and work on
providing solutions to this serious issue, the City Council of the City of
Culver City formed a Homelessness Ad Hoc Committee, comprised of 10
voting members; (7) residential members from the Westside, Eastside,
Foxhills, Lower Crest/Sepulveda-Jefferson, and an at-large residential, (1)
Culver City Homeowners Association, (1) the Chamber of Commerce, (1)
Downtown Business Association. The Committee (since renamed to the
Committee on Homelessness) holds various meetings to analyze
homelessness in Culver City and identify possible solutions to assist the
homeless, reduce the impact on the community, and reduce costs to the
City.
As a result, the Mayor and Members of the City Council approved the City
contracting with an outside agency to provide outreach, data collection, and
case management services to work with our City's homeless population.|1010|Page 4Ill. PURPOSE
The Parks, Recreation and Community Services Department/Senior and
Social Services Division is inviting Request for Proposals ("RFP") and is
currently seeking outreach, supportive services, and data collection in
conjunction with case management, referrals, and supportive services
linkages to assist homeless individuals/families that will address a variety of
needs.
This solicitation for Request for Proposals is designed to offer a number of
possible short and long-term actions to effectively deal with homelessness in
Culver City as a result of various strategic and informational meetings
conducted with the Committee on Homelessness.
IV. SERVICES REQUESTED
Consultant shall have a minimum of three (3) years of experience assisting
the homeless and will perform the following:
> Through a field outreach team at minimum of twice per week, provide
outreach to no less than 15 and up to 40 newly encountered homeless
persons within City's jurisdictional boundary in an effort to establish
rapport and allow for ongoing relationships
> Provide ongoing case management as required to no less than 25 and up
to 40 homeless in the field in City or at a defined social service center.
Assist clients in the development and/or reassessment of their case
management plan that identifies barriers to stability. Monitor and provide
resources to support each individual's plan.
> Provide mental health and/or substance abuse assessments and
appropriate referrals to treatment to at least 15 homeless individuals.
> Provide ongoing support to at least 15 homeless clients so that they will
maintain mental health and/or substance abuse treatment.
> Assist at least 15 clients in obtaining or maintaining permanent housing.
> Collect, analyze and report outcome data on a monthly basis to the Senior
and Social Services Manager. These reports will include statistical data,
complaint descriptions and summaries of outreach activities.
> On a quarterly basis, provide an oral and written update report to the
Committee on Homelessness, City Council, The Parks and Recreation
Commission and other organizations as requested by City staff.
> On an annual basis, collect base line data on at least 75% of the
homeless individuals who have been contacted through outreach. This
data will include identifying information (coded for confidentiality) includins
Page 5gender and perceived racial/ethnfc information and may include (when
individuals are willing to report) age, family status, amount of time being
homeless, which city they originally became homeless, veteran status,
income source and amount and disability(s).
On a monthly basis contact selected City employees and police in order to
further map known areas of homeless encampment and activity.
Sustain cooperative relationships with police (City's and City of Los
Angeles') and other social service providers and establish open
communication with business owners and residents.
V. PROPOSAL CONTENTS
All proposals must include all the following documents to be considered
complete and responsive:
Transmittal Letter (1 — 2 pages)
This letter should provide a brief overview of your agency and the
services that it provides and a description of the supportive and
outreach services the participants will receive and the overall approach
for its implementation. The letter should also include highlights of your
agency's qualifications; development of supportive service coordination
methods; contact person with telephone and facsimile numbers.
Qualifications/Organizational Capacity (1-2 pages)
Describe the specific types of experience and qualifications directly
related to carrying out the proposed RFP and experience working with
the homeless. include a copy of your Executive Director's résumé as
well as resumes of all key personnel who will implement the proposed
program. if the positions are vacant, please provide copies of the job
descriptions. Both the fiscal and programmatic capabilities of the
proposer will be considered. Please note that the résumés will be
considered as attachments and not subject to the 1-2 page limitation.
Proposal Plan (3 — 5 pages)
Describe the plan that your agency is proposing to implement in the
City of Culver City and explain how this plan will address and serve the
needs of the homeless in the City.
The Proposal must demonstrate an understanding of homelessness in
the City of Culver City and commitment of the proposer to maximize
program funds to the benefit of the homeless persons served. 6
Page 6The City will also evaluate the strategies proposed to surmount
existing barriers to service experienced by the homeless population.
Supportive Services Linkages (2-3 pages)
Describe your network and the relationships that your agency has with
other homeless service providers/supportive social service providers,
and how they will be utilized to serve the homeless individuals in the
City.
Data Collection/Needs Assessment (1 page)
Describe how your agency plans to collect and maintain records on
clients, and what types of methods and instruments are utilized to
collect and maintain their information.
D Budget/Financial Statements (2-3 pages)
To assure that your agency is fiscally sound, please provide a copy of
your agency's most recent audited financial statement. Also provide
the amount of funding being requested for each type of service and the
number of individuals who will be served.
VI. EVALUATION CRITERIA AND SELECTION PROCESS
Each Proposal will be evaluated by the following criteria and on its own merits
for content, responsiveness, clarity, relevance, and adherence to the
instructions given. Final scoring will be based on the proposal submitted.
Incomplete packages will not be considered.
Criterion (maximum score 100%)
Qualifications/Organizational Capacity 20%
Proposal Plan 20%
Supportive Services Linkages 20%
Data Collection 20%
Financial Capacity 20%
An evaluation committee will be organized to evaluate, rank and select
eligible proposals based on the criteria listed. The evaluation process
includes reviewing each proposal in detail and possibly an oral interview if the
evaluation committee determines it is necessary. If an oral interview is
requested, failure to participate will disqualify the proposer.|1010|Page 7VII. TECHNICAL ASSISTANCE
Culver City Senior and Social Services Division staff is available for all
questions you may have regarding this RFP. For all questions and inquiries,
please call Armando Abrego, Senior and Social Services Manager, at (310)
253-6724, or e-mail your questions to Armando.Abrego@CulverCity.org .
If it becomes necessary for the Culver City Senior and Social Services
Division to revise any part of this RFP, or to provide additional information or
clarification after the RFP is released, a written addendum will be sent to each
recipient of record of this REP by e-mail, fax, or mail.
VIII. PROPOSAL CONDITIONS AND RESERVATIONS
All costs of proposal preparation shall be borne by the proposer
organization. The City shall not, in any event, be liable for any pre-
contractual expenses incurred by the bidder in the preparation and/or
submission of the proposal. The proposer shall not include any such
expenses as part of the budget in the proposal.
The City reserves the right to retain all submitted proposals and the
proposals shall become the property of the City. Proposals may be
disclosed under the California Public Records Act after final awards
are made. Any department of the City shall have the right to use any
or all ideas presented in proposals submitted in response to this RFP
without any change or limitation. Selection or rejection of a proposal
does not affect these rights.
)%. The City reserves the right to extend the RFP submission deadline
should such action be in the best interest of the City. The proposer
may revise its bid in the event the deadline is extended.
• The City reserves the right to reject any or all proposals received in
answer to this RFP if it is deemed inappropriate, incomplete or not in
the best interest of the City.
The City reserves the right to withdraw this RFP at any time without
prior notice. Further, the City makes no representation that any
contract will be awarded to any proposer responding to this RFP.
• The City reserves the right to verify information submitted in the
proposal. If the information in the proposal cannot be verified, and if
the errors are not willful, the City reserves the right to reduce the rating
points awarded.
)=' The City reserves the right to negotiate services and costs and to
revise proposals submitted as it sees fit to better meet the City's needs
or requirements. 8
Page 8The City reserves the right to fund all or a portion of a proposal and/or
requires that a proposer collaborate with another in the provision of a
specific service if it is in the best interest of the City.
IX. PROPOSAL SUBMISSION PROCEDURES AND SCHEDULE
Applicants are encouraged to submit their respective proposals as early as
possible. All proposals must be typed with numbered pages. Proposal
responses must comply with the requirements detailed in this RFP.
Proposals that are incomplete, have inadequate number of copies, lack
required attachments, or have other content errors may be rejected.
Proposals that are disqualified will not be reviewed and rated.
Please submit one (1) unbound original, with "Original" marked on the
cover page, and ten (10) copies of the proposal to:
City of Culver City
City Clerk's Office
9770 Culver Boulevard
Culver City, CA 90232
NOTE: All proposals must be received by 3:00 p.m., Thursday, June 26,
2008. Proposals submitted after 3:00 pm or proposals via facsimile or
email will not be accepted.elletWACITY
SENIOR AND SOCIAL SERVICES DIVISION
REQUEST FOR PROPOSALS #1388
HOMELESS ASSISTANCE, OUTREACH, DATA COLLECTION,
AND CASE MANAGEMENT SERVICES
X. CHECKLIST
In submitting this proposal, it should contain all the below requested items:
El COVER SHEET
[ TRANSMITTAL LETTER
[] QUALIFICATIONS/ORGANIZATIONAL CAPACITY
I PROPOSAL PLAN
E SUPPORTIVE SERVICES LINKAGES
I DATA COLLECTION/NEEDS ASSESSMENT
I PROGRAM BUDGET AND FINANCIAL STATEMENTS
I RÉSUMÉS