C7G-Issue RFLI Grants W- Children�s Trust State Funding Agencies Private FoundatCOMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Authorizing The Issuance Of A Request For Letters of Interest (RFLI) For Providing Human Services To Yo
Families And The Elderl Within The Cit .
e lives of elderly residents.
Enhance learnin o ortunities for outh.
Supporting Data (Surveys, Environmental Scan, etc.): The 2009 Community Satisfaction Survey reported that 26.1% of
residents believed the "65 years of age and older" demographic should benefit most from limited resources during tough
economic times.
Issue;
I Should the City issue the Request For Letters of Interest?
Item Summary/Recommendation:
Since 2007, the City has partnered with a variety of human service agencies to create the Miami Beach Service Partnership,
a collaborative seeking to build capacity among service providers and improve the quality of services provided to our
community's youth, families and the elderly. Initial funding for this effort was provided by The Children's Trust. The City is
now in its last year of funding under this agreement which expires July 31, 2013. The Request For Proposals for continuing
funds is expected to be issued by The Children's Trust (Trust) sometime after November 1, 2012.
In anticipation of the Trust's RFP issuance, the Office of Community Services is seeking to issue a Request For Letters of
Interest (RFLI) to identify human service providers who can partner with the City. In the past, the City partnered with any
agency agreeing to the terms of membership with the Miami Beach Service Partnership which has included the execution of
a Memoranda Of Understanding, attendance at the monthly board meetings and the promotion of the Partnership and its
services. Through the issuance of an RFLI, we believe that additional providers will be identified to broaden the scope of
services offered by the Partnership, thereby improving access to our community's residents. Targeted services will include,
but not limited to: advocacy for disabled youth and adults; bullying prevention; counseling {individual, group and family};
educational programming; Family Group Conferencing; financial literacy; health education and prevention screening; intake
and assessment; job training and employment opportunities; literacy; nutrition education; preventive health; youth
development; and violence prevention, among others.
In addition to anticipating a submission to The Children's Trust RFP, the Office of Community Services will seek to partner
with the entities identified through the RFLI process to pursue other funding opportunities that support the goals of the
Miami Beach Service Partnership. This may include State, Federal and private foundation funding.
Advisory Board Recommendation:
l N/A
Financial Information:
Source of Funds: Amount Account
N/A
Financial Impact Summary:
The RFLI is being issued to pursue additional grant funds. No funds will be expended at this time. At a minimum, the City
antici ates receivin the same level of fundin from the Children's Trust and will ursue additional funds from other sources.
ent Director ager
T:\AGENDA\2012\9-12-12\Community Services RFLI Summary.dd"o_
MIAMI BEACH
214
AGENDA ITEM-.,...----
DATE......:-___ ;;__................._.._
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Members of the City C iss ion
FROM: Kathie G. Brooks, Interim City Manager
DATE: September 12,2012
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF A REQUEST
FOR LETTERS OF INTEREST (RFLI) IN ANTICIPATION OF PURSUING GRANT
OPPORTUNITIES THROUGH THE CHILDREN'S TRUST, AND STATE AND
FEDERAL FUNDING AGENCIES, AND PRIVATE FOUNDATIONS; AND
AUTHORIZING THE CITY MANAGER OR HER DESIGNEE TO EXECUTE
MEMORANDA OF UNDERSTANDING WITH SELECTED ENTITIES, IN
FURTHERANCE OF AND CONSISTENT WITH THE AFORESTATED FUNDING
OPPORTUNITIES.
ADMINISTRATION RECOMMENDATION
Adopt the resolution.
KEY INTENDED OUTCOMES
• Improve the lives of elderly residents
• Enhance learning opportunities for youth
BACKGROUND
Since 2007, the City has partnered with a variety of human service agencies to create the
Miami Beach Service Partnership, a collaborate seeking to build capacity among service
providers and improve the quality of services provided to our community's youth, families
and the elderly. The mission of the Partnership is "to work collaboratively to effectively
deliver holistic, culturally-competent, outcomes-based services that ensure the success of
our community's youth and families."
Initial funding for the Partnership was obtained by The Children's Trust in 2007 to establish
the framework and planning of the Partnership. Subsequently, the City was awarded an
implementation grant creating Success University, the first coordinated, inter-dependent
service model in our City uniting agencies to serve youth at-risk of truancy.
Our Partner agencies have included:
• ASPIRA of Florida
• Ayuda, Inc.
• Barry University
• Choices Et AI, Inc.
• Get Credit Healthy
• Jewish Community Services
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Community Services RFLI
September 12, 2012
City Commission Meeting
Page 2 of4
• Junior Achievement of Greater Miami
• Miami-Dade County Public Schools/ Miami Beach Feeder Pattern
• National Foundation for Teaching Entrepreneurship
• Stand Up for Those Who Can't
• Switchboard of Miami's
• Teen Job Corps
• Unidad of Miami Beach
The City is entering its last year of funding under the existing grant agreement with The
Children's Trust. We anticipate that the new Request For Proposals (RFP) will be issued
sometime after November 1, 2012 to enable proposal submissions, review by staff and
subsequent funding recommendations by The Children's Trust Board of Directors by May
2013.
In anticipation of the issuance of the RFP, the Office of Community Services would like to
issue a Request For Letters of Interest (RFLI) to identify the pool of human service providers
available to partner with the City for The Trust funding as well as State, Federal and private
foundation funding opportunities to serve youth, families and the elderly.
This is the first time the Office of Community Services has issued an RFLI for possible
service partners. In the past, the City partnered with any agency agreeing to the terms of
membership with the Miami Beach Service Partnership which has included the execution of
a Memoranda Of Understanding, attendance at the monthly board meetings and the
promotion of the Partnership and its services. Through the issuance of an RFLI, we believe
that additional providers will be identified to broaden the scope of services offered by the
Partnership.
CURRENT SCOPE OF SERVICES
The existing grant from The Children's Trust funds Success University, a program enabling
the City and its partners serve youth at risk of truancy and their families with the following
services, among others:
• Intake and assessment
• Referral coordination
• Family Group Conferences
• Home visits (to document client progress and identify new service needs) including
Care Plan Contacts and Care Plan Closeouts
• Mental health assessment
• Counseling
• Job training and employment
• Bus passes
• 7 Habits of High Effective Farrilies training
• 7 Habits of Highly Effective Teens training
ANTICIPATED SCOPE OF SERVICES
It is anticipated that the next Service Partnership RFP issued by The Children's Trust will
encourage the expansion of services within set geographic areas where service partnerships
currently exist. As such, the City anticipates expanding its programming beyond services for
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Community Services RFLI
September 12, 2012
City Commission Meeting
Page 3 of 4
youth at-risk of truancy and possibly including advocacy for youth with disabilities, increased
family involvement in schools and bullying prevention. Without the benefit of knowing what
the RFP will require, we are issuing the RFLI seeking a broad range of services and
providers who can expand our current service menu with their respective expertise and
experience in various services including:
• Advocacy for disabled youth and adults
• Arts education
• Bullying prevention
• Counseling (individual, group and family)
• Educational programming
• Entrepreneurship training
• Environmental education
• Family Group Conferencing
• Financial literacy
• Health education and prevention screening
• Homemaker services
• Gang prevention education and intervention
• Intake and assessment
• Job training and employment placement
• Literacy
• Mental health screenings
• Nutrition education
• Parenting Classes
• Preventive health
• Scholarship services
• Truancy prevention
• Tutoring services
• Youth development
• Violence prevention
In addition to anticipating a submission to The Children's Trust RFP, the Office of
Community Services will seek to partner with the entities identified through the RFLI process
to pursue other funding opportunities that support the goals of the Miami Beach Service
Partnership. This may include State, Federal and private foundation funding.
MINIMUM REQUIREMENTS & PRICE
Qualifying agencies must document/demonstrate the following, at a minimum, via the
RFLI process:
• Experience in the provision of the targeted service;
• Execution of Memoranda Of Understanding which will stipulate:
• Monthly representation at the Miami Beach Service Partnership meeting
• Adherence to the Miami Beach Service Partnership Policies &
Procedures (which includes a Code of Ethics)
• Promotion of the Miami Beach Service Partnership within the agency's
site as well as its online and social media presence
• Timely and accurate submission of monthly reporting documentation
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Community Services RFLI
September 12, 2012
City Commission Meeting
Page 4 of4
• Assent to the public disclosure of the agency's Parlner Performance
Rating (the numerical evaluation of the agency's performance under the service
contract)
• Assent to established reimbursement rate for each service; and
• Assent to other terms established by the RFP.
While we cannot ascertain the fees that will be allowed by the RFP until its issuance, these
were the reimbursement rates for 2009 through 2012:
• Intake and assessment ($140 each)
• Family Group Conferences ($175 each)
• Home visits (to document client progress and identify new service needs)
including Care Plan Contacts ($18 each) and Care Plan Closeouts ($1 00 each)
• Mental health assessment ($195 each)
• Counseling ($75 each session)
• Job training and employment ($9.86 per employee hour and $24.44 per
supervisor hour)
EVALUATION PROCESS
The following is the RFLI evaluation process:
1. The RFLI is issued on September 24, 2012.
2. A meeting with prospective respondents is held to address any questions the week
of September 24, 2012.
3. RFLI submissions are received by the City no later than October 24, 2012 at 1 pm.
4. RFLI submissions are reviewed by staff for eligibility and responsiveness.
5. The list of eligible providers is published on the City's website and drawn upon for
the pursuit of grant funds for youth and elder services.
CONCLUSION
The issuance of an RFLI will enable the identification of qualified, experienced human
services providers who can, in turn, partner with the City to pursue grant funds to provide a
variety of needed, quality services to the youth, families and elderly in our community.
KGB/M~~
T:\AGENDA\2012\9-12-12\Community Services RFLI Memo.doc
218
RESOLUTION NO. _____ _
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF A
REQUEST FOR LETTERS OF INTEREST (RFLI) IN ANTICIPATION OF
PURSUING GRANT OPPORTUNITIES THROUGH THE CHILDREN'S
TRUST, AND STATE AND FEDERAL FUNDING AGENCIES, AND PRIVATE
FOUNDATIONS; AND AUTHORIZING THE CITY MANAGER OR HER
DESIGNEE TO EXECUTE MEMORANDA OF UNDERSTANDING WITH
SELECTED ENTITIES, IN FURTHERANCE OF AND CONSISTENT WITH
THE AFORESTATED FUNDING OPPORTUNITIES.
WHEREAS, the City is a founding member of the Miami Beach Service Partnership; and
WHEREAS, the Miami Beach Service Partnership seeks to create a holistic service
delivery system among those agencies providing human services and support services to our
City's residents; and
WHEREAS, initial funding for the Miami Beach Service Partnership was provided
through a grant by The Children's Trust; and
WHEREAS, that grant will be up for renewal through the issuance of a Request For
Proposals (RDP) expected sometime after November 1, 2012; and
WHEREAS, the City would like to pursue additional state, federal and fdundation funds
to further expand services to our community's youth, families and the elderly; and
WHEREAS, the City wishes to increase the number of agencies participating in the
Miami Beach Service Partnership to further increase our community's service capacity; and
WHEREAS, the issuance of a Request For Letters of Interest (RFLI) will enable the
identification and screening of potential partnering agencies to better serve our community's
youth, families and the elderly; and
WHEREAS, funders, including The Children's Trust, will require Memoranda of
Understanding between the City and selected entities to establish the terms of collaboration for
the pursuit of grant funds; and
WHEREAS, it is further recommended that the Mayor and City Commission hereby
authorize the City Manager or his designee to negotiate Memoranda Of Understanding with
selected entities for the pursuit of grant funds through The Children's Trust, State and Federal
funding agencies and private foundations.
219
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 authorizes the issuance of a Request For Letters of Interest (RFLI) in
anticipation of pursuing grant opportunities through The Children's Trust and State and Federal
funding agencies and private foundations; and authorizing the City Manager or her designee to
execute Memoranda Of Understanding with selected entities, in furtherance of and consistent
with the aforestated funding opportunities.
PASSED and ADOPTED this ___ day of _____ , 2012.
ATTEST:
MAYOR
CITY CLERK
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220
of Miami 1700 Convention Center Drive, Miami Beach, Fiorida 33139, vvww.miamibeachf.gov
HUMAN RESOURCES DEPARTMENT Tei: (305) 673-7524, Fax: (305)673-7529
September 24, 2012
RE: REQUEST FOR EXPRESSION OF INTEREST PERTAINING TO THE ENGAGEMENT
WITH THE CITY OF MIAMI BEACH FOR QUALIFIED HUMAN SERVICE FIRMS TO
PROVIDE PROFESSIONAL SERVICES IN CONJUNCTION WITH THE PROVISION OF
HUMAN SERVICES TO RESIDENTS OF THE CITY OF MIAMI BEACH AS FUNDED.
The City of Miami Beach was funded by The Children's Trust to create and operate a service
collaborative, the Miami Beach Service Partnership, for youth at-risk of truancy and their
families. The collaborative provided the following contracted services at the indicated
reimbursement rates:
• Intake and assessment ($140 each)
• Referral coordination (Included in intake and assessment fee and Care Plan
Contacts)
• Family Group Conferences ($175 each)
• Home visits (to document client progress and identify new service needs) including
Care Plan Contacts ($18 each) and Care Plan Closeouts ($100 each)
• Mental health assessment ($195 each)
• Counseling ($75 each session)
• Job training and employment ($9.86 per employee hour and $24.44 per supervisor
hour)
• 7 Habits of High Effective Families training (provided in-kind by City but valued at
$299 each)
• 7 Habits of Highly Effective Teens training (provided in-kind by City but valued at
$299 each)
While reimbursement rates cannot be determined at this time, rates are expected to either
remain unchanged or increase at the rate of the Consumer Price Index.
The funding agreement with The Children's Trust expires July 31, 2013. The City anticipates
that The Children's Trust will issue a Request For Proposals (RFP) for continuation funding
of existing service collaborative in Miami-Dade County. In anticipation of this RFP, the City is
seeking partners with which to pursue programming funds.
Accordingly, the attached "Expression of Interest" form has been prepared and submitted to
you for consideration. Should your agency wish to be considered, please complete the
attached form and return to the attention of City Attorney Jose Smith at
mestevez@miamibeachfl.gov, NO LATER THAN October 24, 2012 at 1:00 PM. All
questions and inqUines must be directed in writing to Maria Estevez at
mestevez@m iam ibeachfl.gov.
Following its receipt and review of the responses submitted to this Request for Expression of
Interest, the City reserves the right to contact such firm (or firms) as the City, in its sole
discretion and determination, may wish to interview, in further determining the most qualified
firm (or firms) to perform the required recruitment and other related professional services
solicited pursuant to this process.
NOTWITHSTANDING THE ABOVE, OR ANYTHING CONTAINED IN THE ATTACHED
FORMS, THE CITY RESERVES THE RIGHT, AT ANY TIME DURING THE PROCESS,
AND IN ITS SOLE AND ABSOLUTE DISCRETION, TO REJECT ANY AND ALL
RESPONSES RECEIVED PURSUANT TO THE REQUEST FOR EXPRESSION OF
Vv'e commifte:i " .!, '221'"1
INTEREST, AND/OR INITIATE AN ALTERNATE PROCESS FOR PROCUREMENT OF
THE AFORESTATED PROFESSIONAL SERVICES (WHICH PROCESS MAY INVOLVE,
WITHOUT LIMITATION, EITHER RETENTION/ENGAGEMENT OF A QUALIFIED FIRM
THROUGH A WAIVER OF COMPETITIVE BIDDING, AS PERMITTED PURSUANT TO THE
CITY OF MIAMI BEACH CODE, OR THROUGH INITIATION OF A FORMAL COMPETITIVE
BIDDING PROCESS). FURTHERMORE, ALL FIRMS SUBMITTING A RESPONSE TO THE
REQUEST FOR EXPRESSION OF INTEREST AGREE AND ACKNOWLEDGE, AND -BY
SUBMITTAL OF A RESPONSE-ARE THEREBY DEEMED TO UNDERSTAND THAT BY
SUBMITTAL OF SUCH RESPONSE, NO CONTRACTUAL OR OTHER LEGAL RIGHT OR
INTEREST OF ANY KIND SHALL BE DEEMED TO HAVE BEEN CREATED OR TO EXIST
BETWEEN THE SUBMITTING FIRM AND THE CITY, UNTIL AND UNLESS A CONTRACT
HAS BEEN AGREED TO AND EXECUTED BY BOTH PARTIES.
If you have any questions, please contact Maria Estevez at mestevez@miamibeachfl.gov,
'222
EXPRESSION OF INTEREST
Professional Services Related to the Provision of Human Services
The City of Miami Beach is in need of professional services related to the provision of
human services. This "Expression of Interest" is serving as an informal procurement
process in lieu of the competitive bidding process.
It is anticipated that a Professional Services Agreement (PSA) will be executed for such
services. Fees will be negotiated. The Scope of Work that will be required, pursuant to
this PSA, is as follows, but will be more thoroughly defined with the successful firm(s):
• Participation in the Miami Beach Service Partnership and execution of a
Memoranda Of Understanding that stipulates:
• Attendance at monthly Partnership meetings;
• Adherence to the Miami Beach Service Partnership Policies & Procedures
(which includes a Code of Ethics);
• Promotion of the Miami Beach Service Partnership within the agency's site as
well as its online and social media presence;
• Timely and accurate submission of monthly reporting documentation; and
• Assent to the public disclosure of the agency's Parlner Petformance Rating
(the numerical evaluation of the agency's performance under the service
contract).
• Provision of human services, as defined and specifically delineated, of the
following services to City of Miami Beach residents:
o 7 Habits of Highly Effective Families training
o 7 Habits of Highly Effective Teens training
o Advocacy for disabled youth and adults
o Aftercare
o Arts education
o Bullying prevention education
o College preparation
o Counseling (individual, group and family)
o Skills development for disabled youth
o Educational programming
o Employment placement
o Employment training
o Entrepreneurship training
o Environmental education
o Family Group Conferencing
o Financial literacy
o Gang prevention
o Health education and prevention screening
o Homemaker services
o Intake and assessment
o Job training and employment
o Literacy
o Mental health assessments
o Nutrition education
o Parenting classes
o Preventive health
\l\le ore comrni!ted lo providing excellent public service and ;223 J/1 who live, work and ploy in our vibrant, tropical, historic community.
o Referral coordination
o Scholarship services
o Truancy prevention
o Tutoring (primary and secondary grades)
o Youth development (infant to 18 years of age)
o Violence prevention education
Firms wanting to express their interest in this work shall complete the information on the
following page and return their responses to the attention of City Attorney Jose Smith at
mestevez@miamibeachfl.gov, by no later than 1:00 p.m. on October 24, 2012. The
City will contact those firms it wishes to interview to determine which firm will be selected
to enter into a PSA with the City and perform the work.
VVc ce=rnmfffc::ci b vibron!,
EXPRESSION OF INTEREST
Professional Services Related to the Provision of Human Services
Agency Name
Agenc;i~CorporateiFu:maa Aaaress
Agency ~orporate 1 e1epnone Numoer Agency ..,orporate r-ax NUmoer
soutn Florit:la A<l<lress liT amerem man aoove1
;:,oum ·1orma 1, !l11terent man aoove1 :soutn t-lonaa t-ax liT amerent man aoove)
l'omt or ~omact Name I'Oint or ~omact 1me
I'Oint or ~omact 1 e1epnone Numoer I'Oint or ~omact t:.-mau Aaaress
Please complete the following questions.
1. Is your agency a 501 (c) 3 corporation as recognized by the Internal Revenue Service?
DYes 0 No
Please attach copy of 501(c) 3 designation letter issued by Internal Revenue Service.
2. Briefly describe your agency's organizational structure, including key personnel:
3. Please list your service sites (locations of business or provision of service}:
\,;llY l
City
Aaaress (.;l!y Zip coae
l;lty
L;ity
!
\1\le
4.
5. Have you contracted with municipal government in the past?
DYes D No
If I" d d 'd d so, please list mun1c1pallt1es, year contracts an serv1ces prov1 e . .
IVIUi11Cipa11Iy rearts1 ServiCeS 1-'TOVIOeO
IVIUn1Cip81ilY • rear(s) Serv;ces 1-'rov;oea
MUniCipa!;\y • rearrsJ serv1ces 1-'rOviaea
rear(sJ , 1-'TOVIOea
Year(s; "'"' "'""" r'f0V1080
6. PI r t ease 1s t ~ any con rae s orw h' h IC ou h ave d f It d e au e .
rear or uerault I
I
contracting !-'arty lll Keason
Contracting !-'arty Keason ror ueraull
Year Of Defaull
contracting Party lll
7. PI ease r t th IS emem b f ers o your B oar d f o· t 0 1rec ors:
Name f"OSl!IOniAITIIa\IOn
Name f"OSitiOniAITIIa\IOn
Name j f"OSI!IOn/ATTIIIaiiOn
Name t1on
Name f"OSil10niATI1118liOn
Name f"OSitiOniAf!illatiOn
Name ;oosltlontAmnanon
Name POSI!IOn/Af!lllatiOn
Name f"OSiliOniATIIIIatiOn
Name f"OSI!IOniAITIIIatiOn
Name f"OSI!IOniAITII18liOn
Please attach resumes for key personnel.
9. Please provide the name and contact information of references from organizations the
agency has served. Please provide at least three (3).
I
;oerson 1 elepnone
erson ! TelephOne
I ~.;omact 1-'erson
10 PI r ease 1st current grants f rom Th Ch'ld e I , T ren s rust:
Grant Name I :serv1ce ;orov1oeo
• ~.oramAmoum
a me 0rant Amount ::>8fVIC8 r'f0VIC80
\.:irant Name
convniffex.i
11 . Pease r t IS curren t corporate an d f d r f d. oun a1on un tng:
Grant Amount e>erv1ce 1-'rovHJea
Grant Amount e>en11ce Provldeo
Grant Amount i e>erv1ce Provided
Grant Amount i :::>erv1ce 1-'fOVIaeo
1 Funding Entity Grant Amount <::>erv1ce Prov1aea
r unding Lntity i ~.;rant Amount <::>erv;ce 1-'rov1aed
12. If funded, is your agency prepared to participate in monthly Miami Beach Service
Partnership Board meetings currently held the third Wednesday of the month at 9:30am?
DYes D No
13. If funded, is your agency prepared to adhere to the Miami Beach Setvice Partnership
Policies and Procedures?
DYes D No
14. If funded, is your agency prepared to post a link from its website to the Miami Beach Service
Partnership webpage located on the City of Miami Beach website?
DYes D No
15. If funded, is your agency prepared to submit accurate, monthly reports with required
documentation by the third of the following month of service provision?
DYes D No
16. If funded, is your agency prepared to assent to the full disclosure of the agency's Partner
Performance Rating (the numerical evaluation of the agency's performance under the
service contract)?
DYes D No
17. If funded, is your agency prepared to provide documentation ensuring that all employees
and/or contractors providing services to minors or the elderly have passed a Level II
background screening?
DYes D No
18. Please provide any additional information regarding your agency or its ability to provide
human services to the Miami Beach community:
Please attach documentation of pertinent certifications, trainings, etc.
'228Jiiwho in
Please attach the following to your submission:
1. Copy of 501(c) 3 designation letter issued by Internal Revenue Service (if
applicable).
2. Articles of Incorporation.
3. Resumes for key personnel.
4. Documentation of pertinent certifications, trainings, etc.
5. Documentation of current liability and Workman's Compensation insurance
coverage.
Return your response to the attention of City Attorney Jose Smith at
mestevez@miamibeachfl.gov, by no later than 1:00 p.m. on October 24, 2012. The City will
contact those firms it wishes to interview to determine which firm will be selected to collaborate
with the City to seek funding and the subsequent provision of services.
e<ce!!enf '229'1/wiro