Request for Proposal (RFP) Homeless Initiatives Gaps and Needs Analysis Communications and Planning January 14, 2019
Request for Proposals: Homeless Initiatives Gaps and Need Analysis Purpose of RFP MaineHousing is seeking a qualified consultant to conduct a gaps and needs analysis of the services, resources, and housing available to and needed by those persons and families experiencing homelessness within Maine. MaineHousing is seeking a qualified consultant to conduct a comprehensive gaps and needs analysis of homeless services in Maine utilizing, but not limited to, existing data from MaineHousing, Maine Department of Health and Human Services, and Maine Department of Education. This project will be inclusive by incorporating those who are experiencing homelessness according to the U.S. Department of Housing and Urban Development (HUD) and the U.S. Department of Education (DOE) definitions of homelessness. The analysis will examine the issues contributing to becoming and remaining homeless, including but not limited to: Domestic violence Education Healthcare Housing Mental health Poverty Substance use disorders Transportation Workforce participation and training. The project will include state and regional analyses, requiring travel within Maine and client interviews of persons experiencing all types of homelessness. The completed analysis will be utilized to inform homeless project and services planning in the Maine Continuum of Care (MCoC) and the 2020 2024 Consolidated Plan. MaineHousing is the MCoC s Collaborative Applicant and planning grant recipient. MaineHousing is the state administrator of three of the five grants covered by the Consolidated Plan, HOME Investment Partnership (HOME), Housing Trust Fund (HTF), and Emergency Solutions Grant (ESG). In order to fully incorporate the analysis in the planning of homeless services in 2019 MaineHousing seeks to have a completed report by the end of May 2019. January 14, 2019 2
Selection Process Each vendor will be evaluated using the following criteria: Qualifications of the staff assigned to the project Experience in conducting gaps and needs analysis in human services Proposal outlining the services and time required to accomplish a thorough gaps and needs analysis Ability to meet MaineHousing s timeline Cost of proposal Contract Term Six months. Information Contact All questions and inquiries relating to this RFP must be submitted to MaineHousing by e-mail and include the name of the questioner, telephone number, fax number, and e-mail address. All questions and responses will be posted to the MaineHousing website: www.mainehousing.org The MaineHousing contact for all questions and for RFP submission is: Name: Clyde Barr Title: Policy Analyst Address: MaineHousing, 353 Water Street, Augusta, ME 04330-4633 Telephone: 207-624-5772 Fax: 207-624-0856 E-mail: cbarr@mainehousing.org Submission Timeline January 23, 2019 January 28, 2019 January 31, 2019 Questions regarding the RFP are due no later than 5:00 PM and should be emailed to cbarr@mainehousing.org Anonymous inquiries will not be answered. All questions and answers will be posted on the MaineHousing website no later than 5:00 PM. Proposals are due to MaineHousing, cbarr@mainehousing.org by 5 PM. January 14, 2019 3
Submissions If your organization is interested in working with MaineHousing, please provide the following: General firm information Firm name and contact information (address, phone, email) Name of principal(s) of the firm/organization Name, telephone number and email address of a representative of the firm/organization authorized to discuss this proposal Equal employment opportunity and affirmative action policy Current documentation regarding firm s liability insurance Firm/Organization Capabilities Resume and work samples from person specifically identified in your agency to manage the account, as well as contact information Resume(s) of key staff who will work with MaineHousing Description of your capacity to perform the work Relevant experience (years of experience) in gaps and need analysis Scope of Work Proposal A proposal that outlines the scope of work and a schedule for its accomplishment by the May 31, 2019 due date to include: An analysis of the current state of homelessness An assessment of what is the optimal type and level of services needed to reduce homelessness Proposed methods of collecting the information which may include client interviews, focus groups, surveys Proposed regional breakouts such as counties or shelter catchment areas Your Relationship to MaineHousing Identify any conflict of interest that may arise as a result of business activities or other ties of your firm, its associates, employees, or subcontractors, with MaineHousing, its lenders, and other industry-related partners by completing the Conflicts of Interest questionnaire attached as Attachment A of the RFP Portfolio and Work Tools Up to three samples of work products, including gaps and needs analyses, qualitative and/or quantitative research, human services research A description of the research method(s) you propose to implement for this project Client list and three references, including contact information January 14, 2019 4
Availability Timeframe Once a proposal has been accepted, MaineHousing will request an onsite or online meeting to discuss our initial implementation of this project. This initial meeting will help define the scope and responsibilities of the successful vendor. An initial planning meeting within two weeks of the start of the contract to develop a work plan that identifies the needs of MaineHousing, the responsibilities of the consultant, and an acceptable timeline. Subsequent consultation as agreed upon by both MaineHousing and the consultant. Fee Structures Please provide a fixed rate fee for development and completion of the gaps and needs analysis. Submission Due Date Proposals are due to Clyde Barr at cbarr@mainehousing.org by the close of business January 31, 2019. Total Funds Available MaineHousing has a reasonable budget for this project. Cost will be a scoring factor and the ability to deliver a quality and timely product will be weighed more favorably during scoring. January 14, 2019 5
Additional Terms and Conditions This RFP is subject to the following terms and conditions: MaineHousing expressly reserves the right to modify or withdraw this RFP at any time, whether before or after any responses have been submitted or received. MaineHousing reserves the right to adjust the timetable for this RFP as MaineHousing deems necessary. In the event the respondent selected does not enter into the required contract to deliver the services described in this RFP, MaineHousing reserves the right to reject the respondent and to offer a contract to another respondent. In no event will any obligations of any kind be enforceable against MaineHousing unless and until a written agreement is entered into. MaineHousing reserves the right to waive informalities and minor irregularities in proposals received. MaineHousing reserves the right to negotiate price or other factors included in any proposal submitted to MaineHousing. If MaineHousing is unable to negotiate a mutually satisfactory arrangement with the successful respondent under this RFP, MaineHousing may, in its sole discretion, negotiate with another respondent or cancel this RFP and not select any proposal or MaineHousing may select another proposal. Each respondent bears all costs and expenses of its response and there will be no reimbursement for any costs and expenses relating to the preparation of responses submitted or for any costs or expenses incurred during any negotiations. Information submitted in any proposal becomes public information, and is subject to disclosure in accordance with the Maine Freedom of Access Act, 1 M.R.S.A. Section 401 et seq. ("FOAA"). January 14, 2019 6
About MaineHousing MaineHousing is an independent quasi-state agency that also is one of the top mortgage lenders and affordable housing development lenders in the state. The authority is a $1.6 billion financial institution with a staff of 150+ whose mission is to assist Maine people in obtaining and maintaining quality affordable housing and services suitable to their housing needs. On an annual basis the agency assists more than 90,000 Maine households and invests more than $300 million in Maine s economy, most of it from the sale of tax-exempt revenue bonds, private capital generated by the low income housing tax credit, and federal funds. MaineHousing provides financing and administers programs to assist first-time homebuyers; to develop affordable rental housing; to create housing for people with special needs; to provide housing for people who are homeless; to provide low income households with heating assistance; and to repair or weatherize homes of low-income homeowners. The Homeless Initiatives (HI) department at MaineHousing works with homeless service providers and other organizations toward a shared goal of preventing and eliminating homelessness. The HI department administers grants and programs addressing the needs of persons experiencing homelessness in Maine. These programs and grants provide funding for shelter operations and housing navigation services, permanent and temporary rental assistance, and planning and technical assistance. MaineHousing does not discriminate on the basis of race, color, religion, sex, sexual orientation, national origin, ancestry, physical or mental disability, age, familial status or receipt of public assistance in the admission or access to or treatment in its programs and activities. In employment, MaineHousing does not discriminate on the basis of race, color, religion, sex, sexual orientation, national origin, ancestry, age, physical or mental disability or genetic information. MaineHousing will provide appropriate communication auxiliary aids and services upon sufficient notice. MaineHousing will also provide this document in alternative formats upon sufficient notice. MaineHousing has designated the following person responsible for coordinating compliance with applicable federal and state nondiscrimination requirements and addressing grievances: Louise Patenaude, Maine State Housing Authority, 353 Water Street, Augusta, Maine 04330-4633, Telephone Number 1-800-452-4668 (voice in state only), (207) 626-4600 (voice) or Maine Relay 711. January 14, 2019 7
ATTACHMENT A APPLICANT CONFLICT OF INTEREST DISCLOSURE FORM To ensure that we maintain the continued confidence of Maine people and our partners in carrying out our mission of providing affordable housing, our employees and commissioners and former employees and commissioners must avoid situations which are, or appear to be, at odds with their responsibility to MaineHousing. These situations can include obligations or commitments to other organizations or individuals or personal or financial relationships or interests. Maine law and, when federal funding is involved, federal regulations govern conflicts of interest. In general, these laws prohibit MaineHousing employees and commissioners from working on transactions with applicants with whom they have financial, business, professional, or personal relationships or other ties. In addition, these laws prohibit former MaineHousing employees and commissioners from working on certain transactions for up to two years after leaving MaineHousing. To help ensure the continuing integrity of MaineHousing s business and compliance with these laws, applicants for loans or certain other assistance under MaineHousing s programs must disclose any financial, business, professional, civic, charitable, family (or other personal) relationships, associations or connections that the applicant, its affiliates, employees of applicant who may work on the MaineHousing project, or any parties the applicant intends to hire to work on the MaineHousing project (whether employees, contractors or consultants) may currently have with MaineHousing or any MaineHousing employee or commissioner or may have had within the past two years. An applicant and its affiliates include: if the applicant is one or more individuals, all individuals; if the applicant is a business or nonprofit entity, that entity; the officers and board members of the applicant; employees of the applicant with decision-making authority, including an executive director, manager or someone in a similar position; if the applicant is a business corporation, any shareholder with a controlling interest; if the applicant is a partnership, the applicant s partners; any other business partner or associate of the applicant involved in this MaineHousing project; if the applicant is a limited liability company, the members and managers; a family member (including husband, wife, child, brother, sister) or other person in a personal relationship; If you are unsure whether a relationship, association, or connection you have may constitute a conflict of interest, please consult with MaineHousing s Manager of Internal Audit. January 14, 2019 8
APPLICANT CONFLICT OF INTEREST DISCLOSURE FORM To the best of your knowledge: 1. Are you, any of your affiliates, or any party you intend to hire to work on the project a party to (or financially interested in) any business owned or operated by a MaineHousing commissioner or employee either as an individual or through an interest in a corporation, partnership, limited liability company, or other entity? 2. Do you, any of your affiliates, or any party you intend to hire to work on the project have family relations or other personal associations with any MaineHousing employee or MaineHousing commissioner? 3. Do you or any party you intend to hire to work on the project have any employee who was once an employee or commissioner of MaineHousing? 4. Do you, any of your affiliates, or any party you intend to hire to work on the project have any other type of relationship either with a MaineHousing employee or MaineHousing commissioner that may be construed to be a conflict of interest? 5. Do you, a member of your immediate family, your partner, or an organization which employs you benefit from funds from the U.S. Department of Housing and Urban Development? PLEASE NOTE: If you answered yes to any of the above questions, please describe below (or on back). Name of Applicant: Signed: Printed Name: Date: Title: January 14, 2019 9