HRI Properties Request for Proposals For Community Services Program Contract Manager (CSSP-CM) June 30, 2010
Tentative Schedule June 30: Notice of Public Bid posted in Times Picayune (to run for 30 days) July 9: Last Day to submit questions pertaining to River Garden CSSP Eric Iglesias: EIglesias@HRIProperties.com July 16: Questions answered (PDF to be posted on RiverGardenNewOrleans.com) August 2-4: Interviews with highest-scoring candidates August 6: Successful bidder announced August 16: Anticipated start date for CSSP at River Garden River Garden: New Orleans, Louisiana Request for Proposals, CSSP 2
I. GENERAL HRI Properties requests proposals from qualified responders manage the development, coordination and implementation of a HOPE VI Community and Supportive Services (CSS) case management program. HRI seeks an experienced organization to direct the CSS component of the River Garden HOPE VI project. The goal of the CSSP-CM is to help River Garden residents maximize the benefits of HOPE VI, and achieve greater self-sufficiency and economic independence, to the greatest extent possible. Through the HOPE VI program, HRI and HANO will establish a Community and Supportive Services (CSS) program that will offer an array of supportive services, such as employment training and referrals, youth programs and services for the elderly. HRI anticipates that the case management contractor of the CSSP-CM will include a combination of direct service provision and coordination of, and referral to, services. The selected organization will be hired under a contract for a one-year term renewable for up to three additional twelve-month terms at HRI and the HANO s option. River Garden: New Orleans, Louisiana Request for Proposals, CSSP 3
II. SCOPE OF WORK HRI is seeking a qualified contractor with demonstrated expertise to develop, coordinate, and operate a CSS program, and to provide direct case management services and referrals. The successful case management contractor will report directly to HRI s Regional Property Representative, and will be responsible for providing all tools, transportation, and materials used in performing the tasks under this contract. HRI will provide on-site office space for the case management contractor, if needed. The contractor is expected to work in a coordinated way with HRI and HANO and a network of local service provider partners to ensure that residents receive the services and assistance they need. The contractor is expected to have or develop a system to track households in the program; track the services utilized; and track outcomes at an individual level. The contractor must meet twice per month with resident leadership and resident advocates during the first 4 months of the grant agreement and monthly thereafter to get meaningful resident input. River Garden: New Orleans, Louisiana Request for Proposals, CSSP 4
River Garden s CSS program will do (but not limited to) the following: 1. To assist all adult residents and their dependents to identify and overcome barriers to economic and housing self-sufficiency; 2. To refer residents to programs that help them obtain employment, further education or training, and connect to vocational services, community activities, or community service placements; 3. To maximize residents capacity for independent living; To maximize residents capacity to live successfully in a mixed income community 4. To encourage residents to live harmoniously with other members of the community and to actively participate in community events and programs; 5. To help residents succeed in meeting all of their tenant and leasehold responsibilities; 6. To communicate with residents about supportive services and programs; 7. To leverage additional services and develop partnerships with other service providers in the community; and 8. To develop and implement a high quality plan in consultation with residents. The plan must be financially sustainable over an extended period of time. 9. To partner with other organizations under this grant, including legal services or the resident council, to educate residents about their housing rights and the duties of the landlord to comply with local, federal, and state laws. The case management contractor is expected to perform the following primary tasks: River Garden: New Orleans, Louisiana Request for Proposals, CSSP 5
A. CSSP Management and Coordination The case management contractor will coordinate the array of supportive services that will be available through the HOPE VI effort. The case management contractor is expected to work collaboratively with HRI and HANO to develop a system for overseeing and managing the Community and Supportive Services Program (CSSP) component of the HOPE VI grant. 1. Manage and oversee implementation of case management services and act as the overall coordinating entity for CSS partners. 2. Based on the needs identified in the Individual Development Plans, proactively work with residents to enroll or otherwise participate in services provided by the network of service providers. 3. Work closely with the resident council and network of service providers to coordinate referrals and service delivery to residents. Case management staff will be in contact with service provider on a regular basis to discuss the CSS program and specific client referrals. 4. Develop and implement a communications and outreach strategy to work with residents and the River Garden Resident Council. 5. Maintain updated referral and contact information for CSS service providers including adult education and literacy, job training and placement, child care, health care, mental health care, substance abuse treatment, transportation, legal services, and other support services. 6. Maintain a database of other services in the area, with eligibility requirements and restrictions. 7. Participate in partner and collaboration meetings with HANO and partnering service agencies. These meetings will be used as an opportunity to: (1) coordinate the provision of services across ALL HANO developments; (2) respond to provider and stakeholders questions and suggestions; (3) monitor progress of the network of partners; (4) monitor outcomes of the program; and (5) plan for future programs, events, and services. River Garden: New Orleans, Louisiana Request for Proposals, CSSP 6
8. Track the services provided by service partners. Case management will provide service tracking information to HRI and HANO on a monthly basis. HANO currently uses Tracking-at-a-Glance software and HANO expects case management to utilize this system to avoid duplication and redundancy. 9. Prepare annual budget projection that reflects the actual costs that are anticipated for the program. 10. Establish objectives and measureable goals that must be achieved. Performance measures will be incorporated into provider contract. 11. Participate in resident and community meetings as needed and/or requested by HANO and/or HRI and resident council. B. Resident Outreach and Intake (Needs Assessment) 1. Develop an outreach strategy; conduct regular outreach to all River Garden Public Housing residents, former St. Thomas housing residents, tax credit units, and elderly units to inform them about the program and available services. 2. Complete individualized needs assessment with each household and each adult in the household w The assessments will gather information about the status and needs of each adult and their dependents. Staff will identify the household s assets, barriers to economic and housing self-sufficiency, and service needs. 3. Update household profile with data from onsite manager. C. Development of Individual Development Plans 1. Work with residents to develop Individual Development Plans (IDPs) for each adult (19 and older, which incorporate incremental goals to address identified needs and barriers. As appropriate, each Plan must include specific objectives related to job readiness, basic education, job training, job placement, child care, transportation, health care, substance abuse treatment, and other relevant concerns. The Plan must provide explicit action steps that the participant needs to take River Garden: New Orleans, Louisiana Request for Proposals, CSSP 7
to achieve each objective. IDPs must be dated and signed by the participating adult, and updated bi-annually. 2. For residents who are unemployed, the IDPs must include strategies to address barriers to employment and to obtain living wage jobs. Staff will work with the residents and other local agencies to encourage residents to fully participate in local welfare-to-work and other employment and training programs. 3. For residents who are receiving public benefits (such as Temporary Assistance to Needy Families, SCHIP, etc), staff will identify and establish communications with case management and services staff from other agencies to coordinate services for residents. 4. For residents who are elderly, disabled, and/or have mental health issues, the IDP must include a plan to maximize independent living capabilities, and, as appropriate, to obtain living wage jobs, or vocational or community service placements. The Plan must identify medical treatment issues that will impact the achievement of overall goals and compliance with lease responsibilities. As appropriate, staff will identify and establish communications with other providers to coordinate services to the resident. 5. For residents with children, the IDP must include a strategy to address child care, youth leadership development, and other needs of children. This includes summer and after school activities designed to promote success in school, and general youth development programs that bolster motivation to remain in school and to obtain training and education after high school. 6. For residents without a high school diploma, GED or with low literacy levels, the IDP must include a plan to address literacy challenges and strategies to help resident in meeting their employment goals. 7. For residents with a substance abuse or addiction issue, the IDP must include a strategy to obtain the necessary counseling and/or treatment to overcome the dependency. 8. For residents who are already employed, the IDP must include a plan to upgrade skills and/or education and to assist with wage progression to at least a living wage standard. 9. For all residents, the IDP must include objectives that residents meet all of their lease responsibilities including timely rent payment, housekeeping, and harmonious relations with River Garden: New Orleans, Louisiana Request for Proposals, CSSP 8
neighbors. The plan should include a strategy to help families understand the community rules and avoid evictions and remain lease compliant. 10. For residents interested in working towards homeownership, the IDP must include a plan to improve their financial and credit standing and enroll in homeownership counseling. 11. As appropriate, the IDP will include goals to assist families to transition to unsubsidized housing. 12. All residents facing an eviction such as those shall be referred to the contractor and offered services of CSSP program. D. Case Management Services Following development of the IDP, CSSP-CM will work continuously to assist residents in achieving their goals. For residents who are unemployed, on AFDC/TANF, have health problems that negatively impact their tenancy or who have been identified as at risk of eviction, staff will be required to have biweekly meetings or telephone calls to review progress, offer support, and otherwise intervene to resolve problems and obstacles. For all other participating residents, monthly contacts are generally recommended and quarterly review meetings are required. Contractor may also refer families to the resident council and legal services. 1. On an ongoing basis, CSSP-CM and its case management staff will work to develop relationships based on trust with each resident and to serve as a positive motivating force. Staff will be expected to develop innovative strategies to help coach residents to meet their IDP objectives. 2. Maintain regular contacts with other service agency staff (including other agency case managers) to review resident progress and to help coordinate support activities. For example, if residents are participating in a training activity, new job placement, etc., staff will be expected to help support these efforts in creative and motivational ways including assisting with transportation and child care barriers. Case managers may also need to help residents cope with program and/or employer demands. For example, Case Managers may need to help residents strategize about how to handle routine job stresses, such as a demanding supervisor or personality conflicts with co-workers. River Garden: New Orleans, Louisiana Request for Proposals, CSSP 9
3. For residents who are already receiving case management services through another agency, staff should independently determine if the existing level of support is sufficient for the resident s needs and meet with the resident and the external case manager to coordinate services. The intent of coordination is to ensure that: (1) the resident is receiving adequate case management services; (2) the resident is informed about CSS activities and opportunities; (3) staff are able to gather information (either from the resident or case manager) to monitor the resident s progress; and (4) minimal CSS case management service requirements are met (i.e. number of contacts, referrals, etc.). Release forms should be signed by the resident to facilitate the exchange of information between the CSS case manager and the external case manager. 4. For residents on public assistance, establish relationships with existing case managers to assist resident s access benefits for which they are eligible. 5. For residents enrolled in job training or placed in jobs during the term of the contract, staff will actively track residents post placement to ensure long-term retention. 6. Refer clients for clinical case management diagnosis and treatment, as appropriate. 7. Refer clients to homeownership and financial counseling, as appropriate. 8. Refer residents to workshops offered by resident council. E. Client Tracking and Reporting 1. Actively track all residents needs, service referrals, service utilization, and outcomes for adults and households: a. Baseline demographic and needs data; b. All referrals made and services received to residents. c. Case notes that document household progress and status; d. Resident progress toward achieving goals in IDPs, including outcomes for dependent children; all employment placements will be tracked for the duration of the contract period; River Garden: New Orleans, Louisiana Request for Proposals, CSSP 10
e. Resident outcomes, such as household income, employment status, education achievement, family composition, etc. at grant close out or at the resident s graduation from the CSS case management program. f. Resources leveraged (cash or in-kind). g. Any other relevant resident data that impacts success in the CSS program. 2. Utilize the HANO database to help maintain a comprehensive, electronic tracking database for the CSS program. F. General and Ongoing Requirements 1. On a monthly basis, prepare and submit detailed performance reports indicating the frequency and type of contacts with residents, resident progress in meeting IDP objectives, and other key data such as the number of residents obtaining jobs, participating in specific programs as required by HANO and HRI. 2. Participate in provider meetings with HANO, as requested. 3. Work collaboratively with the Resident Council on a monthly basis and their representatives to develop and implement programs that meet the needs of residents. G. Sustainability Planning 1. Develop a Sustainability Plan for River Gardens that outlines how the CSSP-CM, working with River Gardens and other entities will sustain supportive services at River Gardens beyond the initial funding period. This plan must be submitted to HANO for review and approval within 6 months of the execution of this contract. River Garden: New Orleans, Louisiana Request for Proposals, CSSP 11
III. PROGRAM SIZE The total number of residents at River Garden Development is approximately 1,530, including elderly residents and children. The total number of units is 773; of the 773, 182 are Public Housing units, average income is $15,575.00. The selected contractor is expected to minimally serve all public housing residents, residents in elderly developments and all former St Thomas residents who now reside in tax credit properties. Below is a demographic overview of River Garden residents: Table 1: Total Population Development Units P.H. Units Tax Credit Market Total Residents Elderly 57 0 57 0 72 RGCS 1 296 122 0 174 655 RGCS 2 310 60 64 186 566 RG Historic 37 0 37 0 72 Ownership 73 0 0 58 165 Total 773 182 158 418 1530 River Garden: New Orleans, Louisiana Request for Proposals, CSSP 12
Table 2: Age Breakdown for Family Members Development 0-5 6-12 13-18 18-61 Total Elderly 0 0 0 72 72 RGCS 1 103 107 75 370 655 RGCS 2 98 49 32 387 566 RG Historic 13 10 12 37 72 Ownership 4 9 7 145 165 Total 218 175 126 1011 1530 It is anticipated and desired at least 100% of River Garden Public Housing households will participate in the CSSP. We encourage the respondent to describe their approach to maximize resident participation. IV. CONFIDENTIALITY A. The contractor will protect residents information under the confidentiality provisions of the State of Louisiana and/or Federal law as it applies to HRI Properties and HANO. The contractor shall provide HRI Properties with documentation of its confidentiality policy statement that governs the conduct of the organization and individual case managers V. SUBMISSION REQUIREMENTS A. Interested parties should submit original and 3 copies of the proposal to HRI Properties to be received no later than July 30, 2010. The proposal should be dated and clearly identified as a Proposal for River Garden CSS Case Management Services. Any submission received by HRI Properties later than the designated time and date above specified shall be considered nonresponsive and will be disqualified from consideration. The package should be addressed to: Mr. Eric Iglesias HRI Properties 837 Gravier Street, Suite 304 New Orleans, LA 70112 River Garden: New Orleans, Louisiana Request for Proposals, CSSP 13
B. The proposal must succinctly include the following: 1. Approach and Philosophy a. Provide a detailed description of: 1. The case management approach you propose to accomplish the scope of work; 2. The implementation and management strategy you propose for working with a diverse team of partners. This section should detail all case management principles that will govern this contract, including strategies for working with special needs population such as the elderly, disabled and hard to employ. b. Describe proposal for collaborating with HRI Properties, HANO and the array of service providers that will likely provide services to residents. c. Describe your proposal for developing a comprehensive tracking system or familiarity with the current HANO reporting system. 2. Experience and Qualifications. a. Provide detailed information on the professional and technical competence and experience of the team. This section should clearly delineate management and coordination experience for CSS and related programs, as well as experience in case management provision and outreach. b. Provide a description of experience and past performance in similar projects, including the HOPE VI program. c. Provide a description of experience working with public housing and/or low-income communities, and experience working with community-based task forces. Any Small Disadvantaged Business Concern (SDBC) proposer should state such status specifically. 3. Staffing Plan and Management Approach. a. Provide an overview of the key personnel that will be involved in the project, including a description of their experience and credentials. River Garden: New Orleans, Louisiana Request for Proposals, CSSP 14
b. Provide a description of your proposed case management-staffing ratio. c. Provide a description of how you will manage the caseload. d. Provide employment opportunities to River Garden residents to the maximum extent possible. 4. Leverage. a. Provide a definition and evidence of services that your organization currently provides and will make available to residents, if selected. Include a cost estimate of these services (total and per unit) b. Detail organizational plans for additional fundraising. c. Provide a preliminary outline of how your organization would develop a sustainability plan to ensure services are continued beyond initial contract period. 5. References. a. HRI Properties requires at least three professional references. Provide names, title, agency and a brief statement of relevant work performed. 6. Budget and Costing Approach. a. Provide a detailed budget by proposed tasks and by year. Responders are encouraged to scope four years of services. It is HRI Properties intent to award a one-year performance-based contract, with up to three twelve-month extensions contingent on successful performance. HRI Properties will consider any alternate costing approach proposed by the responder, so long as it incorporates detailed information on proposed tasks and years. 7. Expectation of HRI Properties. a. Provide a detailed description of any assumptions or requirements regarding HRI Properties staff, office space and data. Note: If resident office at 600 Felicity Street is used, contractor must share space with resident council. River Garden: New Orleans, Louisiana Request for Proposals, CSSP 15
VI. SELECTION PROCESS AND CRITERIA The purpose of this RFP is to solicit responsive proposals so that HRI Properties may select, from among a range of proposals, one that best meets its needs and requirements. HRI Properties urges all interested proposers to carefully review the requirements of this RFP. It is the intention of HRI Properties to select the most qualified case management contractor based on the criteria established herein and, if awarded a HOPE VI grant, to negotiate a performance-based contract for case management services. A. Selection Criteria The evaluation panel will use the following five criteria to evaluate each proposal and assign a point score to each criterion. The maximum score for each criterion is indicated below. The range of points that can be given to any proposal is 0 to 100. Respondents will be ranked by their total scores with the highest score receiving the highest ranking. 1. Evidence of team s capacity to perform services as indicated by the staff s education, technical credentials, references, corporate expertise, and previous experience in the direct provision of case management services and coordination within a case management and supportive services delivery system. Maximum score: 40 points 2. Case management approach, methodology, and workplan proposed by the team to accomplish the work. Maximum score: 20 points. 3. Appropriateness of budget or alternative cost approach and previous ability to successfully leverage additional funding. (This information may include pending grant application funding for which it has applied and/or success rate of applying for and receiving grants.) The budget must include a fee schedule and allsalaries that which will be reimbursed by HRI. Additionally, HRI sees great value in applications with joint partnerships and encourages applications that demonstrate collaboration with River Garden: New Orleans, Louisiana Request for Proposals, CSSP 16
existing resources and services. Extent to which responder details a sustainable plan for the organization. Maximum score: 25 points. 4. Extent to which the case management incorporates and engages active and meaningful employment and outreach strategies of River Garden residents. It is important that the case management service provider realize the benefit of including the existing community providers in the immediate neighborhood. Maximum score: 15 points. VII. HRI Properties Options 1. HRI Properties reserves the right to cancel this RFP, or to reject, in whole or in part, any and all proposals received in response to this RFP, upon its determination that such cancellation or rejection is in the best interest of HRI Properties. HRI Properties further reserves the right to waive any minor informalities or the failure of any proposer to comply therewith if it is in the public interest to do so. 2. HRI Properties will reject the proposal of any proposer who is debarred by the U.S. Department of Housing and Urban Development housing authorities. from providing services to public 3. The determination of the criteria and process whereby proposals are evaluated and the decision as to who shall receive a contract award or whether or not an awardshall be made as a result of this RFP shall be atthe sole and absolute discretion of HRI Properties. VIII. Contract Form and Issues 1. Any procurement hereunder will comply with applicable HUD directives, the Laws of the State of Louisiana and HRI Properties Procurement policies. River Garden: New Orleans, Louisiana Request for Proposals, CSSP 17
2. Proposers will be responsible for all costs incurred in preparing a response to this RFP. All material and documents submitted by responders will become the property Properties and will not be returned. of HRI 3. Proposers selected for further interviews and negotiations will be responsible for all costs incurred during these processes. IX. Equal Opportunity Employment HRI Properties will not discriminate on the basis of race, color, gender, sexual preference, religion, age, disability, national origin, marital or familial status, or any other legally protected status. X. Award of Contracts Award of a contract is contingent of the approval, consent and funding of HANO. *NOTE: Contractor shall maintain the following insurance coverage during the term of this Agreement: A. Worker s compensation for statutory limits in compliance with state and federal laws and Employer s Liability with a limit of $500,000. B. Comprehensive General Liability insurance in commercially reasonable amounts for the indemnification article set forth in this Article and Broad Form Property Damage for claims of Bodily/Personal Injury and Property Damage in the amount of $1 million per occurrence and $5 million dollars the aggregate naming HRI and HANO (??) as an additional insured. River Garden: New Orleans, Louisiana Request for Proposals, CSSP 18
C. Automobile Liability, including owned, non-owned and hired automobiles with a combined single limit of $1,000,000 per occurrence and in the aggregate for claims of Bodily/Personal Injury and Property Damage. River Garden: New Orleans, Louisiana Request for Proposals, CSSP 19