CITY OF LAWRENCE REQUEST FOR PROPOSAL (RFP)

Purpose of RFP: 

Case Management Team for Homeless Services

RFP Description: 

Case Management services as per the Task Force on Homeless Services (TFHS) Final Plan and Recommendations.

Department:

            Neighborhood Resources

Contact:

            Margene Swarts

            785-832-3117

            785-832-3110 (fax)

            e-mail at mswarts@ci.lawrence.ks.us

Site Visit Requirements:

            None

Copy Requirements: 

Submit five (5) paper copies of proposal and one (1) copy on PC formatted CD

Due Date & Time:

December 15, 2005

5:00 p.m.

Submit to Address:

City of Lawrence, KS

            Department of Neighborhood Resources

            Margene Swarts

            1 Riverfront Plaza, Suite 110

Lawrence, KS 66044

Introduction:

In May 2003, Mayor David Dunfield appointed the Task Force on Homeless Services (TFHS) to examine current services, identify gaps and to develop a set of recommendations aimed at addressing the problems associated with homelessness in the community.  The TFHS released a Final Plan and Recommendations in June, 2005 that included a case management component to be managed by a local service agency.  For fiscal year 2006, the City Commission budgeted $160,000 for the case management component as outlined in the Final Plan and Recommendations.

Terms of Contract:

The initial term of the agreement shall be for one year, with an option to renew for one or two additional one year terms by mutual agreement of both parties.  The initial term of the agreement will begin starting January 1, 2006 to December 31, 2006.  During this period, the agreement may be cancelled by either party by providing thirty (30) days written notice.

The selected agency will enter into a contract with the City that will include customary independent contractor requirements such as, but not limited to:  liability insurance, worker’s compensation insurance, indemnification provisions, and a requirement that the contractor or contractor employees are appropriately licensed by the State for required professionals.

Background:

The City recognizes that case management is vital in providing needed resources for individuals and families experiencing homelessness.  It is similarly essential for those at-risk of homelessness, as well as for those transitioning from emergency shelter toward permanent housing and independence.  The model that the City has adopted is intended to provide individualized and consistent case management support for individuals and families as they progress through housing options. 

Consistent and quality case management is often the determining factor in a family’s success or failure retaining housing.  Therefore, the case management team should focus on the retention of housing as well as on the initial placement in housing.

The new case management team, in conjunction with agency staff of key agencies working with homeless individuals and families, will meet regularly to evaluate participants’ progress, challenges within the system, personal struggles and strengths, and to establish plans of action for those people for whom services are not working.  The director of the managing agency will act as a liaison between the public and case managers. 

Applicants should note that, although the team will be managed by one agency, the team serves the general homeless population in Lawrence and will be expected to coordinate with all relevant agencies.   In addition, funds are to be expended on additional case managers and are, under no circumstances, to be expended on current and ongoing costs.  

Scope of Services:

The successful proposal must have a place of business open and operating within the Lawrence city limits and in compliance with the Lawrence-Douglas County Zoning requirements.  The selected agency must also be able to provide the following:

• The capacity to perform individual initial assessment according to the TFHS Final Plan, including access to the local Homeless Management Information System (HMIS).
• The management capacity to oversee the effective implementation of the case management component of the TFHS Final Plan.
• Experience in strengths-based case management aimed at working with individuals and families to create personal solutions to homelessness that facilitate positive community membership and encourage personal responsibility and accountability.
• Ability to facilitate weekly meetings of case management team and key agency staff to match the right case manager with each individual or family to ensure that the team is working together to provide comprehensive services.
• Knowledge and experience in determining individual’s income and eligibility for social security, disability, or other supplemental income. 
• Familiarity with benefit programs and supportive services in the community (ie. education opportunities, volunteer opportunities, healthcare, mental health services, etc.)
• Capacity to complete quarterly performance reporting requirements.

Evaluation Criteria:

1. The ability to meet or exceed all requirements listed in the scope of services.
2. Staff qualifications and experience, including professional credentials of case manager positions.
3. Facilities’ “in-house” capabilities.
4. Agency experience and past success facilitating clients’ retention of housing (use data).
5. References.
6. The evaluation team may require an on-site visit of your facility, which may include staff interviews.
7. Cost

During the evaluation process, the City of Lawrence reserves the right, where it may serve the City’s best interests, to request additional information or clarifications from proposers, or to allow corrections of errors or omissions.  At the discretion of the City, agencies submitting proposals may be requested to make oral presentations as part of the evaluation process.

The City reserves the right to retain all proposals submitted and to retain any ideas in a proposal regardless of whether a proposal is selected.  Submissions of a proposal indicates acceptance by the agency of the conditions contained in the Request for Proposal.

Proposal Requirements:

The purpose of the proposal is to demonstrate the qualifications, competence and capacity of agencies to provide services specified herein for the City of Lawrence.  There is no expressed or implied obligation for the City of Lawrence to reimburse responding firms for any expenses incurred in preparing proposals in response to this request.  To be considered, five (5) paper copies and one (1) copy on PC formatted CD, of the proposal must be received by the Department of Neighborhood Resources by 5:00 PM, Thursday, December 1, 2005.  Proposals may be submitted in person or by mail addressed to:

Margene Swarts

                              Community Development Manager

                              1 Riverfront Plaza, Suite 110

Lawrence, KS 66044

Envelopes must be marked “Proposal – Lawrence Case Management Team”

Questions about the RFP process should be directed to:

Margene Swarts

                              785-832-3117

The proposal should demonstrate qualifications of the agency and their staff who will undertake this service and should contain the following based on the Scope of Services and Evaluation Criteria:

A. Qualifications and Experience

The proposal should state the name, location and size of the agency that will provide the services under this proposal, including the number and nature of the staff to be used.  This agency must fully describe its experience in providing services as it relates to this proposal.

B. Financial Management

The proposal should define a detailed budget for funds to be expended and evidence of financial management capacity to successfully complete the project. 

C. References

The proposal should include a minimum of three (3) agency references for which you have provided similar services.  Please include the name and contact information.