The Downtown Community Improvement District of Columbia, Missouri

RFP: Assertive Outreach and Detoxification

August 6, 2019 

REQUEST FOR PROPOSAL – PROFESSIONAL SERVICES

Assertive Outreach and Detoxification Program – The Downtown Community Improvement District, Columbia, MO

The Downtown Community Improvement District (CID) in the city of Columbia, Missouri, is seeking proposals for an outreach service for The District.  The Downtown CID is an independent organization dedicated to keeping Columbia’s downtown – The District – vital.

The District is a live/work/play neighborhood that fosters the creative, the eclectic, and the local.  It is a constantly adapting community of people, with tradition blending harmoniously with high tech and the latest trends in fashion, food and the arts.

The District encompasses 50 square blocks, more than 300 individual properties, 1200 residences and over 600 businesses, non-profits and government entities.  (See Exhibit A) Bounded by 3 Universities and Colleges and City Government buildings, the area offers both a strong day and night economy.

Our goal is to secure a qualified partner to provide an assertive outreach and detoxification program for the downtown area.

It is the policy of The District to negotiate contracts for professional services on the basis of demonstrated competence and qualifications for the professional services required and such services shall be at fair and reasonable prices.  

Introduction

The Downtown CID announces the release of a Request for Proposal (“RFP”) for the provisions of an assertive outreach and detoxification program in downtown Columbia, Missouri.  The personnel assigned to those varied functions must come from one vendor that specializes in providing outreach services to the public and private sector.  The contract will commence on approximately October 1, 2019 for a period of twelve (12) months.

The vendor will be expected to provide staffing and adjust staffing needs to fulfill existing and future contract needs. Staffing levels may increase or decrease as a result of organizational and contract requirements, and the vendor is expected to readily adapt to our requirements.

Scheduling

The program will entail various days, including nights and weekends.

General Required Training of Employees

The District requests that the vendor provide specialized training and employee instruction that will be provided to personnel working on this program.  Additionally, the vendor must comply with all government mandated training programs.

Scope of Services

  1. Needs Assessment

To identify a baseline level of activity, a survey must be conducted to identify the number of panhandlers, individuals who appear to be homeless, and individuals who appear to be homeless and intoxicated will be conducted in the downtown area.  The survey must be conducted on various days of the week at various times.

  • Assertive Outreach

A trained community outreach worked will walk the identified downtown locations at various times on various days of the week.  The outreach worker will engage with, in a friendly manner, and present and inform the individual that there are resources available to address their situation. Linkage with existing programs and services will be highlighted to move the person out of the Assertive Outreach stage as quickly as possible and into a continuum of care with a payer source to minimize project resources.

  • Social Setting Detox

Provide a social setting detoxification program services for someone downtown with problematic public intoxication and is ready to accept help.

  • Reporting and Invoicing

Invoicing and status reports of individuals contacted and results achieved.

The District requires the vendor to provide prospective employees of sufficient quality so as to meet the demanding nature of the work. The vendor will be required to be diligent in finding persons qualified to handle and thrive in The District’s work environment.  

Budget

Responses to this RFP should provide detailed billing rates for each listed position as well as all supervisors and overhead costs. All equipment and supplies provided by the vendor, as outlined above.  

Payments

In order to receive payment for Services, the Vendor will be required to submit a monthly invoice setting forth in detail, for the period for which payment is requested, the Service actually rendered during that period itemized by location and the amount of payment requested and due therefor. Invoices may not be submitted more than once a month.  All invoices shall be subject to the CID’s review, verification and approval, and all payments shall be conditioned upon the CID’s sole determination that all Services have been performed satisfactorily and in accordance with the terms of the Contract.  Provide vendor payment bond, as required by law.

Sales and Use Tax

The CID is exempt from state and local sales and use tax. SUCH TAXES SHALL NOT BE INCLUDED IN PROPOSALS or in invoices submitted under the Contract, and unless otherwise agreed in writing, vendor shall pay any and all taxes, excises, assessments or other charges of any kind levied by any governmental authority in connection with the Contract and any services provided thereunder including, but not limited to, any such governmental charge of any kind levied on the production, transportation, sale or lease of any equipment, supplies, materials or other property or services of any kind used or transferred in the performance of the services.  Vendor and all members of the Vendor Team shall hold the CID harmless from the payment of any and all such taxes, contributions, penalties, excises, assessments or other governmental charges.  The CID will provide the selected Vendor with appropriate sales and use tax exemption certificate evidencing the CID’s tax-exempt status.

Contract Conditions

The acceptance of any proposal and selection of any Vendor shall be subject to, and contingent upon, the execution by the CID of a Contract.  The contract shall contain, among other terms, certain provisions required by law and by policies of the CID including, without limitation, the following providing that the Vendor:

  1. Shall defend, indemnify and hold harmless the CID, including employees and directors, against any claims or damages relating to its acts and omissions;
  2. Shall maintain financial and other records relating to the Contract, including, without limitation, payroll records for a period of seven (7) years from the end of the Contract Term, and shall make such records available for inspection and audit;
  3. Shall maintain insurance with insurers licensed or authorized to provide insurance and in good standing with the State of Missouri, such policies shall be in a form acceptable to, and include any conditions reasonably required by the CID, and naming the CID, employees and directors as additional insured’s; 
  4. Shall be licenses to conduct business in the State of Missouri;
  5. Shall represent and warrant that neither it nor any of its directors, officers, members, or employees has any interest, nor shall they acquire any interest, directly or indirectly, which would conflict in any manner or degree with the performance of the Services as set forth in the Contract.  Further, the Vendor must agree that it shall employ no person having such a conflict of interest in the performance of the Services; and
  6. Shall agree to Boone County, Missouri as the venue in any legal action or proceeding between the Vendor and the CID.

State Sunshine Law

All Submissions submitted to the CID in response to this request may be disclosed in accordance with the standards specified in the Sunshine Law.  The CID is a “public governmental body” pursuant to said Sunshine Law, therefore, all proposals may be disclosed.

Costs

The CID shall not be liable for any cost incurred by the respondent in the preparation of its Submission or for any work or services performed by the respondent prior to the execution and delivery of the Contract. The CID is not obligated to pay any costs, expenses, damages or losses incurred by any respondent at any time unless the CID has expressly agreed to do so in writing.

CID Rights

This is a “Request for Proposals” and not a “Request for Bids”.  The CID shall be the sole judge of whether a proposal conforms to the requirements of this RFP and of the merits and acceptability of the individual proposals. Notwithstanding anything to the contract contained herein, the CID reserves the right to take any of the following actions in connection with this RFP:  amend, modify or withdraw this RFP; waive any requirements of this RFP; require supplemental statements and information from any respondents to this RFP; award a contract to as many or as few or none of the respondents as the CID may select; to award a contract to entities who have not responded to this RFP; accept or reject any or all proposals received in response to this RFP; extend the deadline for submission of proposals; negotiate or hold discussions with one or more of the respondents; permit the correction of deficient proposals that do not completely conform with the RFP; waive any conditions or modify any provisions of this RFP with respect to one or more respondents; reject any or all proposals and cancel this RFP; in whole or in part, for any reason or no reason, in the CID’s sole discretion.  The CID may exercise these rights at any time, without notice to any respondents or other parties and without liability to any respondent or other parties for their costs, expenses or other obligations incurred in the preparation of this proposal or otherwise.  All proposals become the property of the CID.

Applicable Law

This RFP and any Contract, Subcontract or any other agreement resulting henceforth shall be governed by the Laws of Missouri, and are subject to all applicable laws, rules, regulations and executive orders, policies, procedures and ordinances of all Federal, State and City authorities, as the same may be amended from time to time, including, without limitation, equal employment opportunity laws.

Brokerage Fees or Commissions

The CID shall not be obligated to pay any fee, cost or expense for brokerage commissions or finder’s fees with respect to the execution of this Contract.  The Respondent agrees to the pay the commission or other compensation due any broker or finder in connection with the Contract, and to indemnify and hold harmless the CID from any obligation, liability, cost and/or expense incurred by the CID as a result of any claim for commission or compensation brought by any broker or find in connection with this Contract.

Additional Work

During the Contract, the CID, at its sole discretion, may choose to work with the selected Vendor and/or hire its services for projects other than the Scope of Services or projects that exceed the Scope of Services. The CID’s decision to do so may be based on the firm’s relevant experience and its successful performance under the contract.

Insurance

The Vendor and all approved subcontractors shall carry and maintain, during the Term, insurance issues by insurance companies authorized to provide insurance and in good standing in the State of Missouri. Vendor shall provide certificates of insurance and proof of payment.  *Umbrella policy with coverage of $3,000,000 – $5,000,000 preferred

Employment Standards

Vendor is expected to provide employment standards for recruiting staff, conducting employee background checks, drug testing, grooming and other personnel policies and practices and policies for working in inclement weather.

Questions

Respondents may submit questions and/or request clarifications from the CID by submitting them in writing to the contact person at the contact person’s email address listed below.  All questions and clarifications must be submitted no later than the mandatory pre-submission meeting.

Disclaimer

The CID, and its respective officers, directors, members and employees make no representation or warranty and assume no responsibility for the accuracy of the information set forth in this RFP. Further, the CID does not warrant or make any representation as to the quality, content, accuracy or completeness of the information, text, graphics or any other facet of this RFP, and hereby disclaim any liability for any technical errors or difficulties of any nature that may arise in connect with any website on which this RFP has been posted, or in connection with any other electronic medium utilized by the respondents or potential respondents in connection with or otherwise related to this RFP.

Letter of Interest & Qualifications

A Sealed Bid including fifteen (15) copies of the letter of interest and qualifications should be delivered and emailed to:  

Executive Director

The District

11 S. Tenth St.

Columbia, MO  65201 

[email protected]

Proposals are due by 4:00 p.m. (CDT) on Friday, August 16, 2019.

Information submitted shall include the following:

  1. Itemized pricing for each element of scope of services
  • Brief description of the firm, its history, and its background in the field
  • Bidder’s Federal Employee Identification Number
  • Qualifications of the firm
  • List of all sub consultants (if any) and their background and contact information
  • List of key personnel for the project, including relevant experience of each. 
  • List of similar work performed for municipalities or agencies, including a description of the work, cost of the project, and a list of references with phone numbers
  • Provide a methodology for tracking and reporting all data and work performed. 
  • Provide a description of how performance of all services will be measured and the reporting methods that will be used.
  1. A copy of bidder’s certificate of corporate good standing or fictitious name registration from the Missouri Secretary of State of other evidence acceptable to The District.
  1. A statement that the bidder is current on payment of its: (i) Federal income tax withholdings; and (ii) State income tax withholding and unemployment insurance payments, either in Missouri for companies doing business in Missouri, or in the state in which the bidder has its principal office.

Selection Process

Proposals will be screened by a committee for adequacy of content, technical competency and experience.  

Criteria for the selection shall be as follows:

1.         Proposal content

2.         Background and similar experience

3.         Capacity and capability of professional firm to perform the work required, including specialized services 

4.         Experience of key people, including project specific experience for each person

5.         Satisfactory references

6.         Demonstrated success in outreach services

7.         Past record of performance for professional firm with respect to such factors as control of costs, quality of work and ability to meet deadlines.

8.         Sensitivity to context of Columbia, Missouri 

Contact Information for Questions:

Executive Director

[email protected]

(573) 442-6816