2014-28482 Reso RESOLUTION NO.' 2014-28482
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
,CITY MANAGER PERTAINING TO THE RANKING OF FIRMS, PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 228-20139 FOR EMERGENCY
SHELTER BEDS TO SERVE HOMELESS POPULATION; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE THREE (3)
PROPOSERS, LOTUS HOUSE WOMEN'S SHELTER, CAMILLUS HOUSE,
AND THE SALVATION ARMY AND FURTHER AUTHORIZING THE MAYOR
AND CITY CLERK TO EXECUTE AGREEMENTS UPON COMPLETION OF
SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
WHEREAS, on October 16, 2013, the Mayor and City Commission approved the
issuance of Request for Proposals (RFP) No. 228-2013 for Emergency Shelter Beds to Serve
Homeless Population; and
WHEREAS, the RFP was issued on October 18, 2013, with an opening date of
December 5, 2013; and
WHEREAS, a pre-proposal conference to provide information to prospective proposers
was held on November 13; and
WHEREAS, the solicitation was advertised and notices were released to prospective
proposers; the RFP resulted in proposals from three (3) firms; and
WHEREAS, on December 6, 2013, the City Manager via Letter to Commission (LTC)
No. 435-2013, appointed an Evaluation Committee (the "Committee") for the purpose of
evaluating the proposals received; and the Committee convened on January 13, 2014 to
evaluate the proposals in accordance with the criteria established in the RFP; and
WHEREAS, the following ranking based on the overall Committee scoring was
presented to the Manager for his due diligence and recommendation: (1)Lotus House Women's
Shelter, (2) Camillus House, and (3) The Salvation Army; and
WHEREAS, after considering the review of the recommendation of City staff, the City
Manager exercised his due diligence and is recommending that the Mayor and City Commission
enter into negotiations with the three (3) proposers: Lotus House Women's Shelter, Camillus
House, and The Salvation Army; and further execute agreements upon completion of successful
negotiations by the Administration.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby accept the recommendation of the City Manager pertaining to the ranking
of proposals pursuant to Request for Proposals (RFP) No. 228-2013, for Emergency Shelter
Beds to Serve Homeless Population; authorizing the administration to enter into negotiations
with the three (3) proposers, Lotus House Women's Shelter, Camillus House, and The Salvation
Army and further authorizing the Mayor and City Clerk to execute agreements upon completion
of successful negotiations by the Administration.
PASSED AND ADOPTED this day of 014.
ATTEST:
Raf I Granado, C' Philip L cX
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:WGENDA\201gry\Pr���r ent\RFR'228- 3 Emergency Shelter Beds-REsolution.doc
APPROVED AS TO
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orney Date
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida, Accepting The
Recommendation Of The City Manager Pertaining To The Ranking Of Proposals, Pursuant To Request For
Proposals RFP No. 228-2013, For Emergency Shelter Beds to Serve Homeless Population.
Key Intended Outcome Supported:
Reduce the Number of Homeless.
Supporting Data (Surveys, Environmental Scan, etc: 42% of residents rate the City's ability to address
homelessness as excellent or good according to the 2012 Resident Satisfaction Survey.
Item Summary/Recommendation:
On October 16, 2013, the Mayor and City Commission approved the issuance of Request for Proposals
(RFP) No. 228-2013 for Emergency Shelter Beds to Serve Homeless Population.The RFP was issued on
October 18, 2013, with an opening date of December 5, 2013.The solicitation was advertised and notices
were released to prospective proposers. The RFP resulted in proposals from the following three firms:
Camillus House; The Sundari Foundation, Inc./Lotus House Women's Shelter; and The Salvation Army.
On December 6, 2013, the City Manager, via Letter to Commission (LTC) No. 435-2013, appointed an
Evaluation Committee (the "Committee"). The Committee convened on January 13, 2013, to consider
proposals received pursuant to the evaluation criteria established in the RFP and interview the proposers.
The Committee was provided with information relative to the City's Cone of Silence and Government in the
Sunshine law, general information on the scope of services, reference responses, and additional pertinent
information from all responsive proposers.The Committee was instructed to score and rank each proposal
pursuant to the evaluation criteria established in the RFP.
After proposer's presentations and interviews, the Committee discussed the proposers' qualifications,
experience, and competence, and further scored and ranked the proposers accordingly. Following the
review of the overall rankings, the Committee made the following qualitative observations:
• The three (3) proposers were qualified to provide the services.
• The proposers have committed or focused their services to a specific gender and the Administration
should negotiate with all of them to be able to fulfill all the City's needs and provide services to all
populations.
• The highest proposer in cost was the only one that could provide services to all populations and fulfill
the overall needs of the City. However, it would be better if the Administration can negotiate with all
the proposers and distribute the allocation of beds according to its needs.
RECOMMENDATION
In accordance with the Committee's recommendation and the due diligence review by the City Manager,the
Administration recommends that the Mayor and City Commission of the City of Miami Beach, Florida accept
the recommendation of the City Manager pertaining to the ranking of proposals, pursuant to Request for
Proposal (RFP) No. 228-2013; authorizing the administration to enter into negotiations with the three (3)
proposers; and further execute agreements upon completion of successful negotiations by the
Administration.
ADOPT THE RESOLUTION
Advisory Board Recommendation:
Financial Information:
Source of Amount Account
Fund W1 $226,958 011.0560.000349
0BP19 Total $226,958
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Alex Denis, Extension 6641
Sign-Offs:
D ent Director Assistant Ci anager City Yqanage r
AD MLR KGB JLM
T:IAGEND 014\February\Procurement\RFP 228-2013 Emergenc helter Beds-Summary(1).doc
A.
MIAMIBEAC` H AGENDA ITEM C 7 C
DATE y
MIAM-1 BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139,
www.miamibeachfi.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Members f the City ommission
FROM: Jimmy L. Morales, City Manager
DATE: February 12, 2014
SUBJECT:A RESOLUTION OF THE MAYO AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACC PTING THE RECOMMENDATION OF THE
CITY MANAGER PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 228-
20'13, FOR EMERGENCY SHELTER BEDS TO SERVE HOMELESS
POPULATION.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
KEY INTENDED OUTCOME SUPPORTED
Reduce the Number of Homeless
FUNDING
Account Number in the amount of$226,958 is allocated in Account: 011.0560.000349.
BACKGROUND
The City, through its Homeless Outreach Program, conducts outreach and engagement to
identify homeless persons who are willing to accept shelter as a means of ending their
personal homelessness. Last calendar year, the Outreach Program served 686 people,
conducted 5,779 contacts and made 239 shelter placements.
Historically, the City has purchased 31 beds from The Salvation Army for men, women and
families with children and an additional 15 beds for men from Miami Rescue Mission. The
City's most recent contract with The Salvation Army terminated on September 30, 2013. The
Miami Rescue Mission contract expires in 2014. At the July 17, 2013 Commission meeting,
the Administration sought and obtained consent to issue a month-to-month extension of The
Salvation Army contract to enable staff an opportunity to review the Request For Applications
(RFA) for emergency shelter beds being issued by the Miami-Dade County Homeless Trust in
September 2013.
While the City's homeless population is down to 106 persons as of the last Point in Time
Census on August 29, 2013, many who remain face addiction, mental illness and often both
conditions. The City has proactively engaged in developing strategic alliances with a variety of
supportive service providers engaged in the Continuum of Care including population-specific
shelters such as Lotus House as well as Homeless Trust-funded shelters such as Camillus
House. However, the need for shelter beds remains high.
The City has contracted with The Salvation Army for emergency shelter services since 2001.
In 2003, the Commission approved the waiving of competitive bid requirements to increase
the total number of contracted beds to 31 at The Salvation Army. The City has maintained
these beds as well as those at Miami Rescue Mission since then.
Commission Memorandum—,RFP#228-2013 Emergency Shelter Beds to Serve Homeless Population
February 12, 2014
Page 2
The Salvation Army provides a variety of services in conjunction with the provision of actual
beds including meals, medical screenings, clothing and case management to assist the clients
in obtaining employment, apply for entitlements and prepare to transition to permanent or
supportive housing.
Traditionally, the contracts for emergency shelter beds reflected those similarly issued though
the Continuum of Care and adhere, at a minimum, to the Miami-Dade County Homeless Trust
Standards of Care. However, as we expand our efforts to address the needs of the chronically
homeless, shelter services should incorporate additional interim measures (to ensure that
homeless clients make progress towards permanent placements) and cooperation between
the City and shelter providers must grow to ensure that recidivists are properly served in
subsequent engagements for service.
Upon review of the Miami-Dade County Homeless Trust RFA, staff determined that its scope
did not adequately address the need for critical interim measures (to ensure that clients are
actively kept on track to successfully transition to permanent placement) and proscribed the
reimbursement fees the County would pay for each bed (which may possibly limit the number
of respondents who may offer additional services justifying a higher bed fee). Under the City's
more P roactive Care Coordination model, homeless clients are expected to adhere to a strict
timetable of success benchmarks to ensure his/her successful transition to more permanent
housing. These interim measures ensure that shelter beds are occupied by people who are
actively seeking ways to eliminate their personal homelessness. Among the specific items
included in the Request For Proposals (RFP)which were not included in the County's RFA but
are considered significant in ensuring successful transitions:
• Requiring shelter providers to accept the initial care plan (terms of service) submitted
by the City at the time of client's placement in shelter;
• Provide weekly progress notes for clients placed in shelter;
• Ensure that care plan timelines are being met; and
• Notify the City if client is failing to meet the terms of his/her care plan including
timelines, among others.
In addition, the RFP requested more specific information about the shelter facilities and their
professional staff including:
• Accessibility to public transportation;
• Number of lower bunks beds available (as this is critical for elderly and mobility
impaired clients);
• Proximity of primary and secondary schools and/or experience and operational
protocols working with homeless children attending Miami-Dade County Public
Schools;
• Experience and efficacy of employment placement services;
• Accessibility to Alcoholics Anonymous and similar support group meetings (either in-
house or in close proximity to facility) to support sobriety goals for those facing
addiction; and
• Accessibility to counseling and mental health support services, among others.
RFP PROCESS
On October 16, 2013, the Mayor and City Commission approved the issuance of Request for
Proposals (RFP) No. 228-2013 for Emergency Shelter Beds to Serve Homeless Population.
The RFP was issued on October 18, 2013, with an opening date of December 5, 2013. The
solicitation was advertised and notices were released to prospective proposers. The RFP
Commission Memorandum—RFP#228-2013 Emergency Shelter Beds to Serve Homeless Population
February 12, 2014
Page 3
resulted in proposals from the following three (3)firms:
1. Camillus House
2. The Sundari Foundation, Inc./ Lotus House Women's Shelter
3. The Salvation Army
On December 6, 2013, the City Manager via Letter to Commission (LTC) No. 435-2013
appointed an Evaluation Committee (the "Committee") consisting of the following individuals:
• Maria Ruiz, Director, Office of Community Services
• Lisa Ware, Chair of the Homeless Committee (Outgoing chair)
• Mark Wohl, resident and leadership Academy Graduate
• Reverend Pedro Martinez, HOP in Miami Beach
• Barbara Hawayek, Call Center/Customer Service Manager
Alternates:
• Reverend Hunter Thompson, Miami Beach Community Church
• Jonathan Kroner, Vice Chair of the Homeless Committee
• Annsheila Turkel, Homeless Committee
The Evaluation Committee (the "Committee") convened on January 13, 2013, to consider
proposals received pursuant to the evaluation criteria established in the RFP and interview the
proposers. The Committee was provided with information relative to the City's Cone of Silence
and Government in the Sunshine law, general information on the scope of services, reference
responses, and additional pertinent information from all responsive proposers.
After proposer's presentations and interviews, the Committee discussed the proposers'
qualifications, experience, and competence, and further scored the proposers accordingly.
The Committee was instructed to score each proposal pursuant to the Step 1 evaluation
established in the RFP.
Stop Q u a I itative, riteria Maximum ' •
Proposer Experience and Qualifications, including 30
Financial Capability
Scope of Services 30
Approach and Methodology 25
TOTAL AVAILABLE.STEP .O
Following the results of Step 1 Evaluation Qualitative criteria, the Department of Procurement
Management added the Step 2 quantitative criteria in accordance with the formula established
in the RFP. Additional points, over the aforementioned potential points were to be allocated, if
applicable and in accordance to the following ordinances.
LOCAL PREFERENCE: The City, through the Procurement Division, will assign an additional
five (5) points to Proposers which are a Miami Beach-based vendor as defined in the City's
Local Preference Ordinance. Please note that no proposer was eligible for local's preference.
i
r
Commission Memorandum—RFP#228-2013 Emergency Shelter Beds to Serve Homeless Population
February 12, 2014
Page 4
VETERANS PREFERENCE: The City, through the Procurement Division, will assign an
additional five (5) points to Proposers which are a small business concern owned and
controlled by a veteran(s) or a service-disabled veteran business enterprise, as defined in the
City's Veterans Preference Ordinance. Please note that no proposer was eligible for Veteran's
preference.
Step 2 - Quantitative Criteria
Cost Proposal 15
Local and Veterans Preference
Miami Beach-Based Vendor 5
Veterans and State-Certified Service-Disabled Veteran 5
Business Enterprises
AVAILABLE TOTAL POINTS
After combining Step 1 and 2 of the Evaluation process, the final rankings are as follows:
�'RFP#.228-2013 For
Emergency Shelter Reverend
Beds To Serve Pedro Low Aggregate
Lisa Jonathan Maria
Homeless Ware Kroner Martinez Ruiz Totals
Po ulation
Camillus House (92) 2 (92) 2 (96) 2 (94) 1 (7) 2
Lotus House (94) 1 (95) 1 (98) 1 (91) 3 (6) 1
The Salvation Arm (88) 3 (70) 3 (95) 3 (92) 2 (11) 3
The following table shows the proposed daily bed rate for each of the proposer:
The Sundari
Camillus.House
Foundation Inc. The Salvation Lotus House Women,s Army, Miami FL
Shelter
Daily Bed $ 24.82 $ 20.00 $ 30.00
Rate
Following the review of the overall rankings, the Committee made the following qualitative
observations:
• The three (3) proposers were qualified to provide the services.
• The proposers have committed or focused their services to a specific gender and the
Administration should negotiate with all of them to be able to fulfill all the City's needs
and provide services to all populations.
• The highest proposer in cost was the only one that could provide services to all
populations and fulfill the overall needs of the City. However, it would be better if the
Administration can negotiate with all the proposers and distribute the allocation of beds
according to its needs.
i
Commission Memorandum—RFP#228-2013 Emergency Shelter Beds to Serve Homeless Population
February 12, 2014
Page 5
MANAGER'S DUE DILIGENCE
After considering the review of the recommendation of City staff, the City Manager exercised
his due diligence and is recommending that the Mayor and City Commission enter into
negotiations with the three (3) proposers: Lotus House Women's Shelter, Camillus House, and
The Salvation Army; and further execute agreements upon completion of successful
negotiations by the Administration.
Each of the three proposers have experience working with distinct subsets of the homeless
population. Camillus House specializes in work with single men and women and does not
have the support structure to serve children. Lotus House works primarily with women though
it can serve mothers with male children up to age 7. The Salvation Army is the only proposer
with experience working with individuals (male and female) as well as families with children
(regardless of gender).
CONCLUSION
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida accept the recommendation of the City Manager pertaining to the ranking of
proposals, pursuant to request for proposals (RFP) No. 2287-2013, for Emergency Shelter
Beds to Serve Homeless Population; authorizing the administration to enter into negotiations
with the three (3) proposers, Lotus House Women's Shelter, Camillus House, and The
p
Salvation Army and further authorizing the Mayor and City Clerk to execute agreements upon
completion of successful negotiations by the Administration.
JLM/KGB/AD/ME
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