Request for Proposals Unsheltered Point in Time Count & Enumeration of Homeless Veterans

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1 Request for Proposals Unsheltered Point in Time Count & Enumeration of Homeless Veterans I. Introduction The Homeless Services Network of Central Florida (hereinafter referred to as HSN), is soliciting Request for Proposals (hereinafter RFP ) from qualified persons/firms ( Subcontractor ) interested in conducting a count of unsheltered homeless persons, including the enumeration of homeless veterans. The overall Point-in-Time (PIT) Count will be overseen by the Homeless Services Network of Central Florida and must take place during the last 10 days of January All homeless count methodology must comply with all regulations set forth by the U.S. Department of Housing and Urban Development ( HUD ). II. Background HUD requires Continuums of Care (CoC) to undertake a community-wide effort to collect information on the number and demographics of individuals and families experiencing homelessness on a single night. HUD requires that CoC s conduct a count of sheltered homeless persons every year. CoC s must also conduct a count of unsheltered homeless persons every other year. Each count is planned, coordinated, and carried out locally. The PIT count process includes collection of demographic data from homeless persons enumerated during the count, which allows the CoC to produce estimates of specific subpopulations including youth (ages 18-24), persons with disabilities, and veterans. The Veterans Administration (VA) has established a goal of ending veteran homelessness by As a result, the VA has changed its approach to its own enumeration of homeless veterans. Instead of conducting its own counts through a number of inconsistent methodologies and data sources, in 2011, the VA chose to designate HUD s annual PIT count as their definitive Federal estimate of homeless veterans. While 2014 is not a year in which HUD requires an unsheltered count, HSN is one of 16 communities nationwide that has received funding from the VA to conduct an unsheltered count in January as part of their own efforts to obtain a nationwide count of homeless veterans.

2 Accurate data on veteran homelessness will assist VA to: Understand changes in trends among homeless populations; Adjust the types of programs and services available according to need and use resources as efficiently as possible; Justify requests for additional resources and/or programming modifications; Comply with reporting requirements for HUD, the VA, other funders, and local stakeholders; Raise public awareness about the issue of homelessness; and, Measure the progress of VA towards preventing and ending veteran homelessness. III. Project Goal The goal of the project is to conduct an unsheltered PIT Count of the three-county area covering Orange, Osceola, and Seminole Counties and assist HSN in estimating the number of unsheltered homeless individuals in the CoC, especially including the enumeration of homeless veterans for the VA. IV. Project Deliverables A. Community Awareness Plan 1. The Subcontractor shall perform the tasks to coordinate a robust community awareness plan that: a) Provides community outreach to allied agencies, the general public, universities, formerly homeless veterans and veteran service providers; b) Promotes a community awareness plan to foster community participation, support, donations, in-kind gifts; and c) Conducts marketing, public relations, promotional activities and interactions with the media 2. The Subcontractor shall plan the recruitment, training and coordination of volunteers.

3 B. Point in Time Count 1. The Subcontractor shall devise a comprehensive training plan that shall address: a) the count methodology and process; b) interaction with homeless veterans and c) the methods used to identify homeless veterans and ensure the most accurate count 2. The Subcontractor shall provide a complete solution/methodology that ensures the most accurate physical count of homeless veterans. Services shall include the: C. Other a) Mapping of the geographical area to be surveyed b) Breakdown of execution for parceling of areas c) Development of interview and survey questions d) Training of volunteers on interactions and etiquette in interviewing homeless persons, with particular attention to handling homeless veterans 1. The Subcontractor shall assist HSN in collecting, reporting, and submitting the data collected during the PIT. Services shall include: 2. Cleaning, analyzing, finalizing, and reporting PIT data results. 3. Submission of the Housing Inventory Count and Point in Time Count data submission to VA and HUD in accordance with the schedule of deliverables.

4 V. Operating Constraints A. The Point-in Time count occurs overnight during a discrete period of time during the final ten (10) days of January as selected by HSN and/or as approved by HUD. B. The collection, reporting, and submission of data must be in accordance with the HUD-issued guidance for 2014 in the Housing Inventory Count and Point-in Time Data Collection Guidance C. The status of data collection and rough data must be reported to VA prior to release of payment. D. IT equipment costs incurred by the Subcontractor for the purpose of conducting the PIT Count (laptops, cell phones, etc.) are not an allowable cost. Use of such devices are optional Subcontractor s discretion) and shall be paid for by the Subcontractor. VI. Selection Criteria The Subcontractor will be selected based on the following factors: A. Quality and feasibility of proposal B. Understanding of objectives set forth in the Request for Proposal and ability to propose feasible mechanisms to accomplish each objective C. Qualifications and experience in conducting surveys, especially with respect to homeless populations D. Familiarity with HUD PIT Count guidelines and methodology E. Price for all or a portion of services F. Experience working with initiatives centered around homelessness and affordable housing.

5 VII. Submission Requirements A. Contents of the Proposal Package All Proposal Packages must contain the following information in the order shown and numbered as follows: 1. A cover letter, which provides the name, mailing address, telephone number, address and fax number of the individual to whom we may communicate regarding the Proposal. The cover letter should clearly state that the Proposal is in response to the Request for Proposal 2. A description of plans for addressing each objective/deliverable outlined above 3. Budget and budget schedule of the fees to be charged for the work. Also include detailed information on how the Proposer computed the fee including hourly rate, additional fees (such as mileage or materials) and estimated hours for each objective. 4. Resumes for all proposed individuals who will be working directly on the project, if the Proposal is accepted. 5. A brief description of the qualifications and capacity to perform the work described above including any related experience B. Proposals must be submitted to the following address: Homeless Services Network of Central Florida 2828 Edgewater Drive Orlando, Florida Attention: Joel Remigio Please include two (2) full original hard copies of the proposal. All proposals must be delivered no later than 5:00 p.m. on November 1, 2013.

6 VIII. Contract Term If selected, the contract period is from November 15, 2013 to April 30, The person/firm agrees to furnish and deliver any and all services at the fee included in the proposal, unless both parties otherwise modify said fee in writing. Contract may be extended based on review of performance by HSN staff. IX. Inquiries Questions about this RFP must be directed in writing or via to: Joel Remigio Homeless Services Network of Central Florida 2828 Edgewater Drive Orlando, Florida From the date that this RFP is issued until a person/firm is selected and the selection is announced, persons/firms are not allowed to communicate for any reason with any HSN employee regarding this RFP other than the contact listed above. No questions other than written will be accepted and no response other than written will be binding.