HomeMy WebLinkAbout146-23 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 146-23
File Number: 2023-826
INNOVATIVE CONCEPTS FOR HOUSING SOLUTION (ARPA):
A RESOLUTION TO EXPRESS THE CITY COUNCIL'S SUPPORT FOR RFP 23-12, INNOVATIVE CONCEPTS
FOR HOUSING SOLUTIONS AND CASE MANAGEMENT
WHEREAS, during the American Rescue Plan Act (ARPA) funding workshop on May 9, 2023, the Fayetteville City
Council expressed interest in developing an RFP process to solicit proposals to address housing and providing case
management for the homeless population using ARPA funds; and
WHEREAS, RFP 23-12 has been developed to provide a process for organizations to submit proposals for potential
projects.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby expresses its.support for RFP 23-12,
Innovative Concepts Housing Solutions and Case Management and further expresses its intent to consider proposals to
address housing solutions and case management for the homeless population using ARPA funds.
PASSED and APPROVED on June 20, 2023
Page 1
Attest:
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Kara Paxton, City C erk reasurer /
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CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF JUNE 20, 2023
CITY COUNCIL MEMO
2023-826
TO: Mayor Jordan and City Council
THRU: Paul Becker, Chief Financial Officer
FROM: Steven Dotson, Internal Auditor
DATE:
SUBJECT: RFP 23-12, Innovative Concepts for Housing Solutions and Case Management
RECOMMENDATION:
Recommend Council consideration of RFP 23-12 Innovative Concepts for Housing Solutions and Case
Management
BACKGROUND:
Per the ARPA workshop on 5/9/23, Council expressed interest in developing an RFP process to solicit
proposals to address the housing of homeless residents utilizing American Rescue Plan Act funding.
DISCUSSION:
As indicated in the ARPA workshop there is approximately $1.63 Million of the American Rescue Plan Act
funds remaining. Council indicated that they may wish to consider using the remaining ARPA funds on a
project that will address housing and providing case management for the homeless population. RFP 23-12
was developed to provide a process for organizations to submit a proposal. Applicants will be submitting
proposals to implement a project that will address housing solutions and case management for the homeless
population.
BUDGET/STAFF IMPACT:
A budget adjustment will be brought forward to Council along with any final project award documentation, if
Council wishes to approve an application under this RFP.
ATTACHMENTS: RFP 23-12 Innovative Concepts for Housing Solutions and Case Management_060123
Mailing address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
== City of Fayetteville, Arkansas
y 113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
- Legislation Text
File #: 2023-826
RFP 23-12, Innovative Concepts for Housing Solutions and Case Management
A RESOLUTION TO EXPRESS THE CITY COUNCIL'S SUPPORT FOR RFP 23-12, INNOVATIVE
CONCEPTS FOR HOUSING SOLUTIONS AND CASE MANAGEMENT
WHEREAS, during the American Rescue Plan Act (ARPA) funding workshop on May 9, 2023, the
Fayetteville City Council expressed interest in developing an RFP process to solicit proposals to address
housing and providing case management for the homeless population using ARPA funds; and
WHEREAS, RFP 23-12 has been developed to provide a process for organizations to submit proposals
for potential projects.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby expresses its support for
RFP 23-12, Innovative Concepts Housing Solutions and Case Management and further expresses its
intent to consider proposals to address housing solutions and case management for the homeless
population using ARPA funds.
Page 1
CITY OF
FAYETTEVILLE
ARKANSAS
City of Fayetteville, Arkansas
Purchasing Division — Room 306
113 W. Mountain
Fayetteville, AR 72701
Phone: 479.575.8256
TDD (Telecommunication Device for the Deaf): 479.521.1316
Request for Proposal: RFP 23-12, Innovative Concepts for Housing Solutions and Case
Management
DEADLINE: Wednesday, July 19, 2023 before 2:00 PM, local time
Pre -Proposal Conference: Thursday, July 06, 2023 at 10:00 AM, local time; City Hall Room 111
Purchasing Director: Les McGaugh, Imcgaugh@fayetteville-ar.gov
DATE OF ISSUE AND ADVERTISEMENT: 06/25/2023 & 07/02/2023
REQUEST FOR PROPOSAL
RFP 23-12, Innovative Concepts for Housing Solutions and Case
Management
No late proposals shall be accepted. RFP's shall be submitted through the City's third -party
electronic bidding platform or by submitting a sealed physical proposal to the City of Fayetteville,
Purchasing Division at the below location.
City of Fayetteville
Purchasing Division — Room 306
113 West Mountain Street
Fayetteville, AR 72701
All proposals shall be submitted in accordance with the attached City of Fayetteville specifications
and documents attached hereto. Each Proposer is required to fill in every blank and shall supply
all information requested; failure to do so may be used as basis of rejection.
The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms
stated herein, and in strict accordance with the specifications and general conditions of bidding, all of which are
made a part of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the
Proposer/Bidder and City Purchasing Director.
City of Fayetteville, AR
RFP 23-12, Innovative Concepts for Housing Solutions and Case Management
Page 1 of 16
City of Fayetteville
RFP 23-12, Innovative Concepts for Housing Solutions and Case Management
Advertisement
City of Fayetteville, AR
Request for Proposal
RFP 23-12, Innovative Concepts for Housing Solutions and Case Management
The City of Fayetteville is seeking proposals for innovative concepts for housing and case management. Any questions
regarding this RFP shall be directed to Les McGaugh, City of Fayetteville Purchasing Director at Imcgaugh@fayetteville-
ar.gov.
Solicitation documents and addenda shall be obtained at the City of Fayetteville Purchasing Division's electronic bidding
platform at www.fayetteville-ar.gov/bids. All proposals shall be received by Wednesday July 19, 2023 before 2:00 PM, Local
Time utilizing the electronic bidding software or by submitting a sealed physical proposal to the City of Fayetteville,
Purchasing Division. All proposals are due before the time stated; No late proposals shall be accepted. Submitting
electronically is strongly encouraged. The City of Fayetteville shall not be responsible for lost or misdirected proposals, or
for failure of proposer's technical equipment.
A non -mandatory pre -proposal conference will be held Thursday July 06, 2023 at 10:00 AM in Room 111, City Hall.
Information regarding the pre -proposal conference is available on the project page on the City's electronic bidding platform.
All interested parties are strongly encouraged to attend.
All interested parties shall be qualified to do business and licensed in accordance with all applicable laws of the state and
local governments where the project is located.
Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and
women -owned business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of
Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and
women -owned business enterprises.
The City of Fayetteville reserves the right to reject any or all Proposals and to waive irregularities therein, and all parties
agree that such rejection shall be without liability on the part of the City of Fayetteville for any damage or claim brought by
any interested party because of such rejections, nor shall any interested party seek any recourse of any kind against the
City of Fayetteville because of such rejections. The filing of any Statement in response to this invitation shall constitute an
agreement of the interested party to these conditions.
City of Fayetteville
By: Les McGaugh, Purchasing Director
P: 479.575.8289 Imcgaugh@fayetteville-ar.gov
TDD (Telecommunications Device for the Deaf): (479) 521-1316
Date of advertisement: 06/25/2023
This publication was paid for by the Purchasing Division of the City of Fayetteville, Arkansas.
Amount paid: $XXX.XX.
City of Fayetteville, AR
RFP 23-12, Innovative Concepts for Housing Solutions and Case Management
Page 2 of 16
City of Fayetteville
RFP 23-12, Innovative Concepts for Housing Solutions and Case Management
SECTION A: General Terms & Conditions
1. SUBMISSION OF A PROPOSAL SHALL INCLUDE:
Each proposal shall contain the following at a minimum. Proposer must also address detailed requirements
as specified in the Scope of Work.
a. A written narrative describing the method or manner in which the Proposer proposes to satisfy
requirements of this RFP in the most cost-effective manner. The term Proposer shall be in
reference to a firm or individual responding to this solicitation.
b. A description of the Proposer's experience in providing the same or similar services as outlined in
the RFP. This description should include the names of the person(s) who will provide the services,
their qualifications, and the years of experience in performing this type of work. Also, include the
reference information requested in this RFP.
c. The complete fee and cost to the City for all services outlined in this RFP.
d. Statement should be no more than twenty-five (25) pages; single sided, standard, readable, print
on standard 8.5x11 documents. Proposers shall also submit a three (3) page (maximum) executive
summary. The following items will not count toward the twenty-five page limitation: appendix,
cover sheet, 3-page executive summary, resumes (resumes shall be no more than 1 page per
person), and forms provided by the City for completion.
a. Submitting and responding to this RFP: Proposals shall be prepared simply and
economically, providing a straightforward, concise description of its ability to meet the
requirements for the project. Fancy bindings, colored displays, and promotional material
are not required. Emphasis should be on completeness and clarity of content. All
documents physically submitted should be typewritten on standard 8 %" x 11" white
papers and bound in one volume. Exceptions would be schematics, exhibits, one -page
resumes, and City required forms. Limit proposal to twenty-five (25) pages or less,
excluding one -page team resumes, references, and forms required by the City for
completion. All proposals shall be sealed upon delivery to the City of Fayetteville.
Option 1 —Electronic Submittal (strongly encouraged): Proposers can go to
www.faVetteville-ar.gov/bids and follow the prompts to submit a proposal within the
electronic bidding platform. If a proposal is submitted electronically, a physical
submission is not necessary. All Proposers must register in order to be able to submit.
There is no fee for registration.
ii. Option 2 — Physical Submittal: All Proposers shall submit one (1) original copy of their
proposal as well as one (1) electronic copy on a properly labeled USB or other
electronic media device. The electronic copy submitted shall be contained into one
single file.
City of Fayetteville, AR
RFP 23-12, Innovative Concepts for Housing Solutions and Case Management
Page 3 of 16
(1) electronic file and shall be identical to the hard copies provided. The use of
Adobe PDF documents is strongly recommended. Files contained on an
USB or electronic media shall not be restricted against saving or printing.
Electronic copies shall not be submitted via e-mail to City employees by the
Proposer and shall be provided to the City in a sealed manner. FeclEx, UPS,
USPS, or other packages should be clearly marked with the RFP number
on the outside of the mailingpackage.
e. Proposals will be reviewed following the stated deadline, as shown on the cover sheet of this
document. Only the names of Proposer's will be available after the deadline until a contract has
been awarded by the Fayetteville City Council. All interested parties understand proposal
documents will not be available until after a valid contract has been executed.
f. Proposers shall submit a proposal based on documentation published by the Fayetteville
Purchasing Division.
g. Proposals must follow the format of the RFP. Proposers should structure their responses to follow
the sequence of the RFP.
h. Proposers shall have experience in work of the same or similar nature and must provide references
that will satisfy the City of Fayetteville. Proposer shall furnish a reference list of clients for whom
they have performed similar services and must provide information as requested in this document.
i. Proposer is advised that exceptions to any of the terms contained in this RFP or the attached
service agreement must be identified in its response to the RFP. Failure to do so may lead the City
to declare any such term non-negotiable. Proposer's desire to take exception to a non-negotiable
term will not disqualify it from consideration for award.
j. Local time shall be defined as the time in Fayetteville, Arkansas on the due date of the deadline.
Documents shall be received before the deadline time as shown by the atomic clock located in the
Purchasing Division Office or electronic clock located in the City's third -party bidding software.
2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION:
No oral interpretations will be made to any firms as to the meaning of specifications or any other contract
documents. All questions pertaining to the terms and conditions or scope of work of this proposal must be
sent in writing via e-mail to the Purchasing Department. Responses to questions may be handled as an
addendum if the response would provide clarification to the requirements of the proposal. All such addenda
shall become part of the contract documents. The City will not be responsible for any other explanation or
interpretation of the proposed RFP made or given prior to the award of the contract.
3. DESCRIPTION OF SUPPLIES AND SERVICES:
Any manufacturer's names, trade name, brand name, catalog number, etc. used in specifications are for the
purpose of describing and establishing general quality levels. Such references are NOT intended to be
restrictive. Proposals shall be considered for all brands that meet the quality of the specifications listed for
any items.
City of Fayetteville, AR
RFP 23-12, Innovative Concepts for Housing Solutions and Case Management
Page 4 of 16
4. RIGHTS OF CITY OF FAYETTEVILLE IN REQUEST FOR PROPOSAL PROCESS:
In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the right
to the following:
a. The City of Fayetteville reserves the right to rank firms and negotiate with the highest-ranking firm.
Negotiation with an individual Proposer does not require negotiation with others.
b. The City of Fayetteville reserves the right to select the proposal it believes will serve the best
interest of the City.
c. The City of Fayetteville reserves the right to accept or reject any or all proposals.
d. The City of Fayetteville reserves the right to cancel the entire request for proposal.
e. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in the
request for proposal or in proposals submitted.
f. The City of Fayetteville reserves the right to request any necessary clarifications, additional
information or proposal data without changing the terms of the proposal.
g. The City of Fayetteville reserves the right to make selection of the Proposer to perform the services
required on the basis of the original proposals without negotiation.
h. The City reserves the right to ask for a best and final offer from one or more Proposers. The best
and final offer process is not guaranteed; therefore, Proposers shall submit and respond to this
RFP on the most favorable terms available.
5. EVALUATION CRITERIA:
The evaluation criterion defines the factors that will be used by the selection committee to evaluate and score
responsive, responsible and qualified proposals. Proposers shall include sufficient information to allow the
selection committee to thoroughly evaluate and score proposals. Each proposal submitted shall be evaluated
and ranked by a selection committee. The contract will be awarded to the most qualified Proposer, per the
evaluation criteria listed in this RFP. Proposers are not guaranteed to be ranked.
6. COSTS INCURRED BY PROPOSERS:
All expenses involved with the preparation and submission of proposals to the City, or any work performed in
connection therewith, shall be borne solely by the Proposer(s). No payment will be made for any responses
received, or for any other effort required of, or made by, the Proposer(s) prior to contract commencement.
7. ORAL PRESENTATION:
An oral presentation and/or interview may be requested of any firm, at the selection committee's discretion.
8. CONFLICT OF INTEREST:
a. The Proposer represents that it presently has no interest and shall acquire no interest, either direct
or indirect, which would conflict in any manner with the performance or services required
City of Fayetteville, AR
RFP 23-12, Innovative Concepts for Housing Solutions and Case Management
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hereunder, as provided in City of Fayetteville Code Section 34.26 titled "Limited Authority of City
Employee to Provide Services to the City'.
b. The Proposer shall promptly notify Les McGaugh, Purchasing Director, in writing, of all potential
conflicts of interest for any prospective business association, interest, or other circumstance which
may influence or appear to influence the Proposer's judgment or quality of services being
provided. Such written notification shall identify the prospective business association, interest or
circumstance, the nature of which the Proposer may undertake and request an opinion to the City
as to whether the association, interest or circumstance would, in the opinion of the City, constitute
a conflict of interest if entered into by the Proposer. The City agrees to communicate with the
Proposer its opinion via e-mail or first-class mail within thirty days of receipt of notification.
9. WITHDRAWAL OF PROPOSAL:
A proposal may be withdrawn prior to the time set for the proposal submittal based on a written request
from an authorized representative of the firm; however, a proposal shall not be withdrawn after the time set
for the proposal.
10. LATE PROPOSAL OR MODIFICATIONS:
a. Proposal and modifications received after the time set for the proposal submittal shall not be
considered. Modifications in writing received prior to the deadline will be accepted. The City
will not be responsible for misdirected bids. Proposers refer to their submission status in the
online bidding portal or call the Purchasing Division at (479) 575-8289 to ensure receipt of their
submittal documents prior to opening time and date listed.
b. The time set for the deadline shall be local time for Fayetteville, AR on the date listed. All
proposals shall be received in the Purchasing Division BEFORE the deadline stated. The official
clock to determine local time shall be the atomic clock located in the Purchasing Division, Room
306 of City Hall, 113 W. Mountain, Fayetteville, AR.
11. LOCAL, STATE, AND FEDERAL COMPLIANCE REQUIREMENTS:
a. The laws of the State of Arkansas apply to any purchase made under this request for proposal.
Proposers shall comply with all local, state, and federal directives, orders and laws as applicable to
this proposal and subsequent contract(s) including but not limited to Equal Employment
Opportunity (EEO), Disadvantaged Business Enterprises (DBE), & OSHA as applicable to this
contract.
b. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified
small, minority and women -owned business enterprises to bid on and receive contracts for goods,
services, and construction. Also, City of Fayetteville encourages all general contractors to
subcontract portions of their contract to qualified small, minority and women -owned business
enterprises
12. PROVISION FOR OTHER AGENCIES:
Unless otherwise stipulated by the Proposer, the Proposer agrees to make available to all Government
agencies, departments, municipalities, and counties, the proposal prices submitted in accordance with said
proposal terms and conditions therein, should any said governmental entity desire to buy under this
City of Fayetteville, AR
RFP 23-12, Innovative Concepts for Housing Solutions and Case Management
Page 6 of 16
proposal. Eligible users shall mean all state of Arkansas agencies, the legislative and judicial branches,
political subdivisions (counties, local district school boards, community colleges, municipalities, counties, or
other public agencies or authorities), which may desire to purchase under the terms and conditions of the
contract.
13. COLLUSION:
The Proposer, by affixing his or her signature to this proposal, agrees to the following: "Proposer certifies
that their proposal is made without previous understanding, agreement, or connection with any person,
firm or corporation making a proposal for the same item(s) and/or services and is in all respects fair, without
outside control, collusion, fraud, or otherwise illegal action."
14. RIGHTTO AUDIT, FOIA, AND JURISDICITON:
a. The City of Fayetteville reserves the privilege of auditing a Contractor's records as such records
relate to purchases between the City and said Contractor.
b. Freedom of Information Act: City contracts and documents prepared while performing City
contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of
Information Act request is presented to the City of Fayetteville, the (contractor) will do everything
possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas
Freedom of Information Act (A.C.A. §25-19-101 et. seq.). Only legally authorized photocopying
costs pursuant to the FOIA may be assessed for this compliance.
c. Legal jurisdiction to resolve any disputes shall be Arkansas with Arkansas law applying to the case.
15. CITY INDEMNIFICATION:
The successful Proposer(s) agrees to indemnify the City and hold it harmless from and against all claims,
liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any
actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to the
services or any part thereof covered by this order, and such obligation shall survive acceptance of the services
and payment thereof by the City.
16. VARIANCE FROM STANDARD TERMS & CONDITIONS:
All standard terms and conditions stated in this request for proposal apply to this contract except as
specifically stated in the subsequent sections of this document, which take precedence, and should be fully
understood by Proposers prior to submitting a proposal on this requirement.
17. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION:
Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should
call 479.521.1316 (telecommunications device for the deaf), no later than seven days prior to the deadline.
Persons needing translation of this document shall contact the City of Fayetteville, Purchasing Division,
immediately.
18. CERTIFICATE OF INSURANCE:
The successful Proposer shall provide a Certificate of Insurance of professional liability insurance in the
amount of $1 million US dollars, at minimum. Such Certificate of Insurance shall list the City as an additional
City of Fayetteville, AR
RFP 23-12, Innovative Concepts for Housing Solutions and Case Management
Page 7 of 16
insured and not be required unless firm is selected.
19. PAYMENTS AND INVOICING:
The Proposer must specify in their proposal the exact company name and address which must be the same
as invoices submitted for payment as a result of award of this RFP. Further, the successful Proposer is
responsible for immediately notifying the Purchasing Division of any company name change, which would
cause invoicing to change from the name used at the time of the original RFP. Payment will be made within
thirty days of invoice received. The City of Fayetteville is very credit worthy and will not pay any interest or
penalty for untimely payments. Payments can be processed through Proposer's acceptance of Visa at no
additional costs to the City for expedited payment processing. The City will not agree to allow any increase
in hourly rates by the contract without PRIOR Fayetteville City Council approval.
20. CANCELLATION:
a. The City reserves the right to cancel this contract without cause by giving thirty (30) days prior
notice to the Contractor in writing of the intention to cancel or with cause if at any time the
Contractor fails to fulfill or abide by any of the terms or conditions specified.
b. Failure of the contractor to comply with any of the provisions of the contract shall be considered
a material breach of contract and shall be cause for immediate termination of the contract at the
discretion of the City of Fayetteville.
c. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the
right to cancel and obtain from another source, any items and/or services which have not been
delivered within the period of time from the date of order as determined by the City of
Fayetteville.
d. In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify
the Contractor of such occurrence and contract shall terminate of the last day of the current fiscal
period without penalty or expense to the City.
21. ASSIGNMENT, SUBCONTRACTING, CORPORATE ACQUISITIONS AND/OR MERGERS:
a. The Contractor shall perform this contract. No assignment of subcontracting shall be allowed
without prior written consent of the City. If a Proposer intends to subcontract a portion of this
work, the Proposer shall disclose such intent in the proposal submitted as a result of this RFP.
b. In the event of a corporate acquisition and/or merger, the Contractor shall provide written notice
to the City within thirty (30) calendar days of Contractor's notice of such action or upon the
occurrence of said action, whichever occurs first. The right to terminate this contract, which shall
not be unreasonably exercised by the City, shall include, but not be limited to, instances in which
a corporate acquisition and/or merger represent a conflict of interest or are contrary to any local,
state, or federal laws. Action by the City awarding a proposal to a firm that has disclosed its intent
to assign or subcontract in its response to the RFP, without exception shall constitute approval for
purpose of this Agreement.
22. NON-EXCLUSIVE CONTRACT:
City of Fayetteville, AR
RFP 23-12, Innovative Concepts for Housing Solutions and Case Management
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Award of this RFP shall impose no obligation on the City to utilize the Contractor for all work of this type,
which may develop during the contract period. This is not an exclusive contract. The City specifically reserves
the right to concurrently contract with other companies for similar work if it deems such an action to be in
the City's best interest. In the case of multiple -phase contracts, this provision shall apply separately to each
item.
23. LOBBYING:
Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding
request for proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by
the bidder/proposer/protestor or any member of the bidder's/proposer's/protestor's staff, and agent of the
bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an
organization that is responding to the request for proposal, request for qualification, bid or contract, or has
a pending bid protest is strictly prohibited either upon advertisement or on a date established by the City of
Fayetteville and shall be prohibited until either an award is final or the protest is finally resolved by the City
of Fayetteville; provided, however, nothing herein shall prohibit a prospective/bidder/proposer from
contacting the Purchasing Division to address situations such as clarification and/or questions related to the
procurement process. For purposes of this provision lobbying activities shall include but not be limited to,
influencing or attempting to influence action or non -action in connection with any request for proposal,
request for qualification, bid or contract through direct or indirect oral or written communication or an
attempt to obtain goodwill of persons and/or entities specified in this provision. Such actions may cause
any request for proposal, request for qualification, bid or contract to be rejected.
24. ADDITIONAL REQUIREMENTS:
The City reserves the right to request additional services relating to this RFP from the Proposer. When
approved by the City as an amendment to the contract and authorized in writing prior to work, the Contractor
shall provide such additional requirements as may become necessary.
25. SERVICES AGREEMENT:
A written agreement, in substantially the form attached, incorporating the RFP and the successful proposal
will be prepared by the City, signed by the successful Proposer and presented to the City of Fayetteville for
approval and signature of the Mayor.
26. INTEGRITY OF REQUEST FOR PROPOSAL (RFP) DOCUMENTS:
Proposers shall use the original RFP form(s) provided by the Purchasing Division and enter information only
in the spaces where a response is requested. Proposers may use an attachment as an addendum to the RFP
form(s) if sufficient space is not available on the original form for the Proposer to enter a complete response.
Any modifications or alterations to the original RFP documents by the Proposer, whether intentional or
otherwise, will constitute grounds for rejection of such RFP response. Any such modifications or alterations
a Proposer wishes to propose shall be clearly stated in the Proposer's RFP response and presented in the form
of an addendum to the original RFP documents.
27. OTHER GENERAL CONDITIONS:
a. Proposers must provide the City with their proposals signed by an employee having legal authority
to submit proposals on behalf of the Proposer. The entire cost of preparing and providing
responses shall be borne by the Proposer.
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RFP 23-12, Innovative Concepts for Housing Solutions and Case Management
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b. The City reserves the right to request any additional information it deems necessary from any or
all Proposers after the submission deadline.
c. This solicitation is not to be construed as an offer, a contract, or a commitment of any kind, nor
does it commit the City to pay for any costs incurred by Proposer in preparation. It shall be clearly
understood that any costs incurred by the Proposer in responding to this request for proposal is
at the Proposer's own risk and expense as a cost of doing business. The City of Fayetteville shall
not be liable for reimbursement to the Proposer for any expense so incurred, regardless of
whether or not the proposal is accepted.
d. If products, components, or services other than those described in this bid document are
proposed, the Proposer must include complete descriptive literature for each. All requests for
additional information must be received within five working days following the request.
e. Any uncertainties shall be brought to the attention to Les McGaugh immediately via telephone
(479.575.8289) or e-mail (Imcgaugh@fayetteville-ar.gov). It is the intent and goal of the City of
Fayetteville Purchasing Division to provide documents providing a clear and accurate
understanding of the scope of work to be completed and/or goods to be provided. We encourage
all interested parties to ask questions to enable all Proposers to be on equal terms.
f. Any inquiries or requests for explanation in regard to the City's requirements should be made
promptly to Les McGaugh, City of Fayetteville Purchasing Director via e-mail
(Imcgaugh@fayetteville-ar.gov) or telephone (479.575.8289). No oral interpretation or
clarifications will be given as to the meaning of any part of this request for proposal. All questions,
clarifications, and requests, together with answers, if any, will be provided to all firms via written
addendum. Names of firms submitting any questions, clarifications, or requests will not be
disclosed until after a contract is in place.
g. At the discretion of the City, one or more firms maybe asked for more detailed information before
final ranking of the firms, which may also include oral interviews.
h. Any information provided herein is intended to assist the Proposer in the preparation of proposals
necessary to properly respond to this RFP. The RFP is designed to provide qualified Proposers with
sufficient basic information to submit proposals meeting minimum specifications and/or test
requirements but is not intended to limit a RFP's content or to exclude any relevant or essential
data.
i. Proposers irrevocably consent that any legal action or proceeding against it under, arising out of or
in any manner relating to this Contract shall be controlled by Arkansas law. Proposer hereby
expressly and irrevocably waives any claim or defense in any said action or proceeding based on any
alleged lack of jurisdiction or improper venue or any similar basis.
j. The successful Proposer shall not assign the whole or any part of this Contract or any monies due or
to become due hereunder without written consent of City of Fayetteville. In case the successful
Proposer assigns all or any part of any monies due or to become due under this Contract, the
Instrument of assignment shall contain a clause substantially to the effect that it is agreed that the
City of Fayetteville, AR
RFP 23-12, Innovative Concepts for Housing Solutions and Case Management
Page 10 of 16
right of the assignee in and to any monies due or to become due to the successful Proposer shall be
subject to prior liens of all persons, firms, and corporations for services rendered or materials
supplied for the performance of the services called for in this contract.
The successful Proposer's attention is directed to the fact that all applicable Federal and State laws,
municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the
services shall apply to the contract throughout, and they will be deemed to be included in the
contract as though written out in full herein. The successful Proposer shall keep himself/herself fully
informed of all laws, ordinances and regulations of the Federal, State, and municipal governments
or authorities in any manner affecting those engaged or employed in providing these services or in
any way affecting the conduct of the services and of all orders and decrees of bodies or tribunals
having any jurisdiction or authority over same. If any discrepancy or inconsistency should be
discovered in these Contract Documents or in the specifications herein referred to, in relation to any
such law, ordinance, regulation, order or decree, s/he shall herewith report the same in writing to
the City of Fayetteville.
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City of Fayetteville, AR
RFP 23-12, Innovative Concepts for Housing Solutions and Case Management
Page 11 of 16
City of Fayetteville
RFP 23-12, Innovative Concepts for Housing Solutions and Case Management
SECTION B: Request for Concept — Opportunity Statement
1. INTRODUCTION:
The Request for Innovative Concepts (RFIC) is a competitive procurement approach that seeks to engage vendors
and experts to collaborate on designing and executing leading -edge solutions. Instead of asking for a product, or
defined scope of work, the City identifies below the issues for which a holistic solution is needed. Through the
creation of the below Opportunity Statement, the City seeks a comprehensive solution that would provide
effective results that are innovative, uniquely Fayetteville, and may not currently exist. The ultimate goal is to
capitalize on the innovation economy of the residents of the City of Fayetteville and find solutions in the best
interest of the citizens of Fayetteville.
2. COMMUNICATION & RELATED DOCUMENTATION:
The City of Fayetteville is looking for a creative solution, from concept to execution, to address housing instability.
OPPORTUNITY STATEMENT: Applicants are asked to submit projects with a holistic and scalable approach to
addressing permanent housing solutions and case management for the homeless and those facing housing
instability related to effects of the COVID-19 pandemic.
Project proposals should maximize the number of individuals to provide housing using American Rescue Plan Act
funds. Proposed projects must comply with the American Rescue Plan Act final rule. The proposal should clearly
indicate how the Applicant will implement the project, and how the project will provide a benefit to the homeless
population of Fayetteville.
Preference will be given to permanent supportive housing solutions and projects that are sustainable beyond this
funding opportunity. The proposal for each project should provide a budget, a discussion of how many people will
be assisted by the project, and a detailed timeline for the Applicant to implement the project.
Funding will be provided for this project under the City's American Rescue Plan Act award, in the total amount of
$1.63 Million. All aspects of the project will need to be in compliance with the American Rescue Plan Act Final Rule.
3. PROPOSAL FORMAT:
a. Structure of Proposal: Responses shall be organized in the following format and informational
sequence:
Part I — Solution Concept
Part II — Who is the Team, and does it have capacity?
Part III — How do you Implement this Solution?
Part IV — What experience does the team have that makes this solution viable?
Part V - Timeline
Part VI — Long-term predictions and lasting effects.
City of Fayetteville, AR
RFP 23-12, Innovative Concepts for Housing Solutions and Case Management
Page 12 of 16
Part VII - Cost Proposal / Financing Plan
4. PROPOSAL CONTENT: Proposals shall be prepared simply and economically, providing a straightforward,
concise description its ability to meet the requirements for the project. Fancy bindings, colored displays,
and promotional material are not required. Emphasis should be on completeness and clarity of content.
All documents should be typewritten on standard 8 %" x 11" white papers and bound in one volume.
Exceptions would be schematics, exhibits, or other information necessary to facilitate the City of
Fayetteville's ability to accurately evaluate the proposal. Limit proposal to twenty-five (25) pages or less,
excluding one -page team resumes, references, tab dividers, and forms required by the City for
completion.
5. CONTRACT FORMATION: If the negotiation produces mutual agreement, a contract will be considered for
approval by the City of Fayetteville City Council. If negotiations with the highest-ranking Proposer fail,
negotiations may be initiated with the next highest-ranking Proposer until an agreement is reached. The
City reserves the right to reject all offers and end the process without executing a contract.
6. SELECTION CRITERIA: The following criteria will be used by the City to evaluate and score responsive
proposals. Proposers shall include enough information to allow the City to thoroughly evaluate and score
the proposal. Each proposal submitted is not required to be ranked by the selection committee. The
contract may be awarded to the most qualified firm, per the evaluation criteria listed below, based on the
evaluation of the selection committee. Following the evaluation of the proposals, the Selection
Committee may request that the top-ranking firm(s) make an oral presentation or be interviewed. If
presentations are necessary, they will take place in Fayetteville, Arkansas. Notices will be sent by the
Purchasing Division.
1) 20% Qualifications in Relation to Specific Project to be Performed: Information reflecting
qualifications of the consultant, partners, and project team. Indicated specialized
experience and technical competence of the firm in connection with the type and
complexity of the service required. Subcontractors, if used, shall be listed with information
on their organization.
2) 25% Experience, Competence, and Capacity for Performance: Information reflecting the
names, titles, and qualifications (including experience and technical competence) of the
major personnel assigned to this specific project.
3) 35% Proposed Method of Doing Work: A proposed work plan (description of how the project
would be conducted as well as other facts concerning approach to scope) indicating
methods and schedules for accomplishing scope of work. Include with this the amount of
work presently underway.
4) 10% Past Performance: Previous evaluations shall be considered a significant factor. If previous
evaluations with the City are not available, the professional firm's past performance
records with City and others will be used, including quality of work, timely performance,
City of Fayetteville, AR
RFP 23-12, Innovative Concepts for Housing Solutions and Case Management
Page 13 of 16
diligence, and any other pertinent information. Firm will provide a list of similar jobs
performed and person whom the City can contact for information.
5) 10% Cost/Fees: Complete costs and fees as described in this RFP and for delivery of the proposal
including fiscal feasibility and financial stability. All fees shall be clearly identified with RFP
response and be itemized as much as possible. The City's share of the costs should not
exceed the budgeted amount.
7. ADDITIONAL DOCUMENTS AND INFORMATON: The following documents are included with this
solicitation as additional information:
a. Appendix A: Contract Provisions for Non -Federal Entity Contracts Under Federal Awards CODE OF FEDERAL
REGULATIONS TITLE 2 — GRANTS AND AGREEMENTS PART200, APPENDIX II
b. TENTATIVE TIMELINE:
Deliverable and Responsible Party
Date
Initial Selection Committee Review Period
06/02/2023 —
6/20/2023
The City will open and advertise the Request for Qualification (RFQ) process
06/25/2023 &
with the intent to select a firm to provide deliverables identified in the scope of
07/02/2023
work.
Deadline for firms to submit RFQ responses to the City
07/19/2023
ARPA Compliance Review Period
07/19/2023 through
08/01/2023
Selection Committee receives all compliant submittals.
08/01/2023
The City's Selection Committee will review and evaluate statements of
08/08/2023
qualifications. Qualified firms will be shortlisted to a maximum of five firms.
On -site interviews with selected firms. No travel reimbursements shall be
Week of August
provided by the City.
21,2023
Deadline for Contract Negotiations
September 01,2023
The Fayetteville City Council will consider approval of a contract with the
09/19/2023
selected firm.
City of Fayetteville, AR
RFP 23-12, Innovative Concepts for Housing Solutions and Case Management
Page 14 of 16
City of Fayetteville
RFP 23-12, Innovative Concepts for Housing Solutions and Case Management
SECTION C: Signature Submittal
1. DISCLOSURE INFORMATION
Proposer must disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to,
any relationship with any City of Fayetteville employee. Proposer response must disclose if a known relationship
exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of
Fayetteville official.
If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose such
a relationship may result in cancellation of a purchase and/or contract as a result of your response. This form
must be completed and returned in order for your bid/proposal to be eligible for consideration.
PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM:
1) NO KNOWN RELATIONSHIP EXISTS
2) RELATIONSHIP EXISTS (Please explain):
I certify that; as an officer of this organization, or per the attached letter of authorization, am duly authorized to
certify the information provided herein is accurate and true; and my organization shall comply with all State and
Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment.
Pursuant Arkansas Code Annotated §25-1-503, the Contractor agrees and certifies that they do not currently
boycott Israel and will not boycott Israel during any time in which they are entering into, or while in contract,
with any public entity as defined in §25-1-503. If at any time during contract the contractor decides to boycott
Israel, the contractor must notify the contracted public entity in writing.
2. PRIMARY CONTACT INFORMATION
At the discretion of the City, one or more firms may be asked for more detailed information before final ranking
of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit to the City a primary
contact name, e-mail address, and phone number (preferably a cell phone number) where the City selection
committee can call for clarification or interview via telephone.
Corporate Name of Firm:
Primary Contact:
Phone#1 (cell preferred):
E-Mail Address:
Title of Primary Contact:
Phone#2:
City of Fayetteville, AR
RFP 23-12, Innovative Concepts for Housing Solutions and Case Management
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3. ACKNOWLEDGEMENT OF ADDENDA
Acknowledge receipt of addenda for this invitation to bid, request for proposal, or request for qualification by
signing and dating below. All addendums are hereby made a part of the bid or RFP documents to the same extent
as though it were originally included therein. Proposers/Bidders should indicate their receipt of same in the
appropriate blank listed herein. Failure to do so may subject Contractor to disqualification.
ADDENDUM NO.
SIGNATURE AND PRINTED NAME
DATE ACKNOWLEDGED
4. DEBARMENT CERTIFICATION:
As an interested party on this project, you are required to provide debarment/suspension certification indicating
compliance with the below Federal Executive Order. Certification can be done by completing and signing this
form.
Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving
individual awards, using federal funds, and all sub -recipients certify that the organization and its principals are
not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal
department or agency from doing business with the Federal Government.
Signature certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or
agency.
Questions regarding this form should be directed to -the City of Fayetteville Purchasing Division.
NAME OF COMPANY:
PHYSICAL ADDRESS:
MAILING ADDRESS:
TAX ID #: AR. SECRETARY OF STATE FILING #:
PHONE: FAX:
E-MAIL:
SIGNATURE:
PRINTED NAME:
TITLE: DATE:
City of Fayetteville, AR
RFP 23-12, Innovative Concepts for Housing Solutions and Case Management
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