HomeMy WebLinkAbout2019 02 26 Facilitator RFP
REQUEST FOR PROPOSALS
FACILITATION & SUPPORT SERVICES FOR PLANNING AND FUNDING
HOMELESS HOUSING & AFFORDABLE HOUSING PROGRAMS
DUE BY 4:30 PM APRIL 5, 2019
Table of Contents
I. INTRODUCTION .............................................................................................. 2
II. GUIDELINES .................................................................................................... 2
III. BACKGROUND ................................................................................................ 3
IV. PROJECT OVERVIEW ....................................................................................... 4
V. FACILITATOR SCOPE OF WORK ....................................................................... 5
VI. PROPOSAL ELEMENTS: ................................................................................... 6
Introduction and Summary............................................................................. 6
Qualifications ................................................................................................. 6
Scope and Approach ....................................................................................... 6
Proposal Budget ............................................................................................ 7
Professional References: ................................................................................ 7
VII. RFP SCHEDULE ................................................................................................ 7
VIII. EVALUATION CRITERIA ................................................................................... 7
IX. CONTACT FOR MORE INFORMATION ............................................................. 8
X. REFERENCE MATERIALS: .................................................................................. 8
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REQUEST FOR PROPOSALS
FACILITATION & SUPPORT SERVICES FOR PLANNING AND FUNDING
HOMELESS HOUSING & AFFORDABLE HOUSING PROGRAMS
DUE BY 4:30 PM APRIL 5, 2019
I.INTRODUCTION
Jefferson County (the County) seeks proposals from interested individuals and organizations that
share a passion for helping to advance homeless housing and affordable housing in Jefferson
County, to provide professional services in the form of Facilitation & Support services for planning
and funding homeless housing and affordable housing programs that are funded from dedicated
surcharges. The surcharges are collected by the Jefferson County Auditor pursuant to state law
when people record documents.
As outlined in Section V. of this RFP, the minimum term for services is one year (12 months),
however organizations can propose services for up to three years.
Representatives of the City of Port Townsend (the City) and the County acting jointly, will
evaluate the proposals and recommend a Facilitator. The County will negotiate and administer
a professional services contract with the Facilitator.
II.GUIDELINES
Individuals or organizations wishing to be considered for this important project should submit 5
copies of a written Proposal responsive to this RFP and deliver them to the Jefferson County
Proposal Deadline: On or before 4:30 p.m. April 5, 2019
Office, not postmarked).
Address:
1820 Jefferson Street
P.O. Box 1220
Port Townsend, WA 98368
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III.BACKGROUND
RCW 36.22.178 authorizes surcharges on each recorded document to support Affordable
Housing for extremely low and very low-income households, and RCW 36.22.179 and RCW
36.22.1791 authorize surcharges on each recorded document to support homeless housing
programs and require local governments using those funds to comply with Chapter 43.185C RCW:
Homeless Housing And Assistance.
In November 2018 the City and the County signed an Interlocal Cooperation Agreement (the 2018
ILA) to provide joint oversight on how recording fees are administered to support local homeless
housing services and local affordable housing services throughout the County and the City. Here
is a link to the 2018 ILA for reference.
Under the 2018 ILA, the City and the County have formed a Joint Oversight Board to discuss and
make recommendations on a range of homeless and affordable housing topics, including: the
expenditure recording fees revenues, a local five year homeless housing plan that is required by
RCW 43.185C.050, the operations of the emergency shelter and other homeless housing
programs in Jefferson County, and affordable housing goals of the City and County. The Joint
Oversight Board will review documents prepared by the Facilitator and by a Local Homeless
Housing Task Force, and will make recommendations to the County Commissioners about any
local legislative actions that may be required by Chapter 43.185C RCW. The Joint Oversight Board
will also cooperate with service providers to establish and review county-wide housing needs and
policy documents and will recommend a budget for services to the County Commissioners.
The 2018 ILA also authorized the County to enter into an Interim Homeless Shelter Service
Agreement to fund the operation of homeless shelter services through April 30, 2020 using
recording fee funds. The County contracted with Olympic Community Action Programs (OlyCAP)
for the term to operate the facility and programs at the homeless shelter at the American Legion
in Port Townsend, the Haines Street Cottages to transition homeless people into long-term
housing, and a Housing Assistance Program. How those or similar services will be provided
starting in May 2020 will be determined by the Joint Oversight Board potentially with the
assistance of the Local Homeless Housing Task Force and the Facilitator.
By the end of 2019, the County projects there will be a total fund balance of approximately
$185,000 for affordable housing. In subsequent years, the County anticipates approximately
$48,000 of new revenue each year to be allocated for affordable housing services.
Also, in 2019, the County projects there will be a total fund balance of approximately $330,000
for homeless housing services that are in addition to the Interim Homeless Shelter Service
Agreement, including direct services, this Facilitation Services Agreement. There will be
approximately $305,000 of new revenue each year to be allocated for homeless housing services.
For 2020, $118,683 of ths already been committed for Interim Shelter
Services through April 30, 2020.
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IV.PROJECT OVERVIEW
The 2018 ILA calls for selecting a Facilitator to perform four main functions, described generally,
below:
1.Convene a standing Local Homeless Housing Task Force pursuant to RCW 43.185C.160(1),
RCW 43.185C.010(18) and the 2018 ILA, which shall also include representatives of
affordable housing interests;
2.Provide facilitation and assistance to the Local Homeless Housing Task Force to
recommend three members of the Task Force for potential appointment to also be
members of the Joint Oversight Board;
3.Provide facilitation and assistance to the Local Homeless Housing Task Force to review
and make updates to a Ten Year Plan to end homelessness to become a Local Five-Year
Homeless Housing Plan that meets the requirements of RCW 43.185C.160 and RCW
43.185C.050 and recommend the updated Five-Year Plan to the Jefferson County Board
of Commissioners by October 1, 2019. Under state law, the County must adopt a final
Plan by December 1, 2019; and,
4.As may be necessary, provide facilitation and assistance to the Local Homeless Housing
Task Force to establish any guidelines, if needed, on a variety of shelter and homeless
housing needs and operations. However, none are anticipated at this time.
The Facilitator will be responsible for supporting the Local Homeless Housing Task Force to
c Meetings Act (Chapter 42.30 RCW) and Public
Records Act (Chapter 42.56 RCW).
The Facilitator may perform other duties as delegated by the Joint Oversight Board, as time and
budget allow.
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V.FACILITATOR SCOPE OF WORK
Task
1.Required Services. The Facilitator should propose a scope, approach and budget for
performing the following elements for the first contract year :
1.1.In collaboration with the Joint Oversight Board, convene a Local Homeless Housing Task
Force with membership consistent with RCWs and the 2018 ILA. The Joint Oversight
Board will recommend Task Force members for appointment by both the Board of
County Commissioners and the Port Townsend City Council.
1.2.Provide facilitation and assistance to the Task Force to recommend Task Force members
to fill three appointments to the Joint Oversight Board.
1.3.Provide facilitation and assistance to the Task Force to revise the existing Ending
Homelessness in Jefferson County WA: A Ten Year Plan (click on link) and recommend
revisions to the County by October 1, 2019 for adoption as a Local Five-Year Homeless
Housing Plan that complies with state law.
1.4.Provide facilitation and assistance to the Task Force to establish Guidelines that may be
needed, consistent with state law and the state plan, if any.
1.5.Annual Report, Required by RCW
43.185C.045(3).
1.6.Open Public
Meetings Act and Public Records Act, including but not limited to preparing public
meeting notices of Task Force meetings and meeting minutes.
2.Optional or Added Services. Upon consultation with the Joint Oversight Board, at the
n, and as funded by this Agreement or subsequent amendment, the
Facilitator may perform the following duties:
2.1.Provide facilitation and assistance to the Task Force and to the Joint Oversight Board to
review the 2006 Housing Action Plan, and develop an Affordable Housing Strategy and
Priority Plan.
2.2.Recommend the scope of a Homeless Shelter Service Agreement to replace the Interim
Homeless Shelter Service Agreement, and if directed, conduct a process to solicit,
evaluate and recommend one or more organizations to perform those services.
2.3.Convene, facilitate and support a competitive process for inviting, evaluating and
recommending allocations of recording fee revenues for affordable housing services as
well as any remaining recording fee revenues for homeless housing services outside
those dedicated for 2.2 above, including:
(a)Design a selection process
(b)Prepare and submit a solicitation for proposals
(c)Evaluate the proposals
(d)Make recommendations for funding awards
2.4.Identify and pursue grants and other funding opportunities for Affordable Housing
and/or Homeless Housing services.
2.5.Prepare Other Reports as may be requested by the Joint Oversight Board, as funding
and time allow.
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Scope of Work for Contract years one, two and three.Proposals responding to this RFP:
Must include Task 1 Required Services in the scope of work for the first full Contract year;
May propose any of the Task 2 Optional or Added Services in the scope of work for the
first full Contract year;
May propose to provide Tasks 1.4, 1.5, 1.6 and/or any of the Task 2 Optional or Added
Services in a scope of work for one or two subsequent year(s): the second full Contract
year, and possibly also the third full Contract year.
VI.PROPOSAL ELEMENTS:
Please organize the Proposal so that it contains the following five sections:
Introduction and Summary
Provide a brief introduction and summary of your proposal, up to 1 page long.
Qualifications
List your key person(s) who will work on this project, describe their role on the project,
and attach a resume for each person working on this project.
Describe your prior experience facilitating groups with diverse membership to
successfully perform a task or to make recommendations, especially within a tight
schedule. Provide one or more example(s) of approaches that you used that were
successful in facilitating a .
Describe your prior experience preparing reports and other complex written documents.
Cite some examples.
Describe your knowledge and experience in homeless housing services and affordable
housing services.
Meetings Act and the Public Records Act. If this is a new area for you, how will you learn
what is required to comply with each Act?
When are you available to begin work on this project?
Scope and Approach
What services are you proposing to deliver (in the first year, the second, and possibly the
third year)?
Describe how you will approach the six elements in Task 1 in the first Contract year. In
particular, how will you approach helping the Task Force to successfully prepare a Local
Five Year Homeless Housing Plan that meets state requirements and local needs, for
recommendation to the County Commissioners by October 1, 2019?
Briefly, describe how you will approach any elements in Optional Task 2 that you might
be proposing to provide in the first Contract year.
Describe what Required or Optional Task elements, if any, you are proposing to perform
in the second Contract year, and possibly in the third Contract year.
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Proposal Budget
Propose a budget for the Required Services for the first Contract year.
Propose a budget for any Optional Services you are proposing for the first Contract year.
Please show the cost for each Optional Service element you are proposing.
For the second and third Contract years, if any, propose a budget for each element you
are proposing to provide.
If you have, or plan to obtain funding from other sources, or will provide in-kind services,
to perform the scope of work, please identify the sources and amounts as part of your
budget proposal.
NOTE: Jefferson County can provide meeting space for the Local Homeless Housing Task
the County by the Facilitator, and the County will pay for meeting notices published in
expenses.
Professional References:
Provide the names, organization, email and phone number of at least three professional
references. Describe how each reference knows you and your work professionally.
VII.RFP SCHEDULE
Activity Estimated Date
RFP Issued Mar. 6, 2019
Proposals Due Apr. 5, 2019
Interview(s) Apr. 10, 2019 10am-noon
Evaluation and Selection of a Facilitator Apr. 12, 2019
Professional Services Agreement Negotiated and Executed Apr. 29, 2019
Work Begins May 1, 2019
Upon selection of a Facilitator, the County will negotiate a final scope of work and budget as part
of a professional services agreement that will be executed by the Facilitator and the County.
VIII.EVALUATION CRITERIA
The City and the County representatives will be evaluating the overall quality of proposals on the
basis of the following:
Qualifications, including experience, knowledge and availability.
Quality of Scope and Approach for Required Services and any Optional Services, including
demonstrated capacity to successfully facilitate and assist the Local Homeless Housing
Task Force in preparing a Local Five Year Homeless Housing Plan that meets state
requirements and local needs for recommendation by October 1, 2019.
Reasonableness and cost of budgeted tasks.
, completeness of Proposal.
Quality of professional references.
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IX.CONTACT FOR MORE INFORMATION
If you have questions about this Request for Proposals and the Scope of Work, you can address
questions to County Administrator Philip Morley, at pmorley@co.jefferson.wa.us, or call 360-
385-9100.
X.REFERENCE MATERIALS:
2018 ILA
RCW 36.22.178; RCW 36.22.179; RCW 36.22.1791
Chapter 43.185C RCW: see especially 43.185C.160, 43.185C.050,
43.185C.045, and 43.185C.010(18)
WA Department of Commerce Local Plan Guidelines
Ending Homelessness in Jefferson County WA: A Ten Year Plan
2006 Housing Action Plan
Remember to submit 5 copies of your Proposal by 4:30 p.m.
April 5, 2019 (received, not postmarked), at:
1820 Jefferson Street
P.O. Box 1220
Port Townsend, WA 98368
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