Posted Date: January 23, 2023 | Due Date: February 10, 2023
Overview: The Downtown San Jose Property-Based Improvement District (PBID or District) is a special benefit assessment district that conveys special benefits to the properties located within the district boundaries. It is issuing this Request For Proposal (RFP) in order to solicit proposals from qualified firms.
Proposals are due by 5 p.m. PST on February 10, 2023 and should be submitted to the PBID in care of the San Jose Downtown Association (SJDA), the organization contracted by the PBID to manage District operations.
Definitions (General):
Proposal:
Proposals must be accompanied by a summary sheet addressing the following items in numerical order (please number responses).
Proposals must be received by SJDA Operations Manager Chris Arkley via email at carkely@sjdowntown.com no later than 5 p.m. PST on February 10, 2023.
Term and Length of the Agreement:
Upon selection, Contractor must execute a formal agreement with the term of the resulting contract being one year, with one one-year option that can be exercised at sole discretion of the SJDA. The SJDA reserves the right to negotiate for upgrades to services, equipment, or both, at any point during the contract term upon mutual agreement with the Contractor. Agreement between Contractor and the SJDA for District services may be terminated by the SJDA at any time during the term of the agreement with 60-days written notice to Contractor.
Insurance:
Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from, or in connection with, the performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors. Contactor’s insurance shall be primary in all occurrences associated with the services outlined in this RFP. The cost of such insurance shall be included in the Contractor’s bid, covering, at a minimum, the following categories:
It will be required that the Contractor name: (1) The City of San Jose, its officials, employees and agents, (2) The San Jose Downtown Association, its officers, directors, employees, agents and subcontractors and (3) The San Jose Downtown Property Owners’ Association, its officers, directors, employees, agents and subcontractors as additional insured parties under its policies. Contractor shall provide SJDA with all required certificates and endorsements upon awarding of this contract. Additional provisions, as necessary, will be made available prior to and integrated into the final contract.
Human Resources:
Metrics:
The District will work with the Contractor to determine appropriate service related metrics.. The Contractor will be required to keep these service statistics as defined by the District in order to produce regular benchmarking reports. The Contractor will have an opportunity to make recommendations on modification of these metrics, including data analysis and optimization. Additionally the District will be applying for Homeless Management Information System (HMIS) access to be managed by District staff. District staff will require Contractor to provide metrics and information for entry into HMIS and service coordination efforts.
Training:
Contractor employees are to receive training specific to their assigned role, at the expense of the Contractor, with training process and material reviewed by the Operations Manager. Training should include but is not limited to de-escalation tactics, street level outreach best practices, harm reduction strategies, and culturally competent care. Training must be at a level deemed sufficient to successfully provide the services described in this RFP. Please include in the RFP proposal, how many hours of training each employee will receive upon hire and on an annual basis. Also include examples of training topics and identify how new topics will be developed and incorporated. Training is expected to be an ongoing and an evolving process to ensure that both the Social Impact Team is able to adjust to the changing needs of the District. Collaboration between the Contractor and Operations Manager on District specific training is required.
Evaluation Criteria / Process:
The PBID/SJDA is seeking a highly qualified and experienced contractor to establish the Social Impact Team, which will bridge the gap between our members, downtown’s vulnerable unsheltered population and public and private social service partners. The Contractor will provide a superior service level in a cost efficient manner to help achieve the goals of the District of a safe and inviting place for people to work, live and visit. The Contractor must understand the mission of the District and have a designed program that addresses the unique characteristics and challenges of providing services in the District.
The SJDA and representatives of the San Jose Downtown Property Owners’ Association will evaluate each proposal pursuant to this RFP on the following criteria:
Please be advised that the SJDA reserves the right to reject any and all proposals, or portions thereof.
Up to three (3) finalists may be invited to interview with the PBID Contractor selection committee. These interviews will be conducted February 27 through March 1st, 2023. Notification of the award of the contract is expected no later than March 3rd, 2023.
Should a proposer find a discrepancy in or an omission from this RFP or should be in doubt as to any meaning therein, the proposer shall at once notify SJDA in writing, who will send written instruction to all who received the RFP. Any such notice from a potential proposer must be received by SJDA by February 10th. SJDA will not be responsible for any oral instructions.
Timeline:
RFP Released: January 23, 2023
Deadline for questions and submittal February 10 2023, 5 p.m.
Selection committee interview: February 27-March 1, 2023
Notify contractor no later than March 3, 2023
Begin new contract April 1, 2023
APPENDIX A
SCOPE OF SERVICES
The scope of services for this RFP is broken in, Appendix A.1 covering the requirements for the Social Impact Team. The District area is shown in Exhibit 1.
The performance standards noted in this appendix shall be maintained by the Contractor throughout the term of the contract on a daily basis, seven days a week, unless otherwise noted.
The Operations Manager or designated SJDA representative will monitor compliance on a regular basis. Contractor will accompany the Operations Manager (or SJDA representatives) on a weekly basis to monitor and discuss compliance.
Uniform / Logo Requirements
Contractor is responsible for supplying, at its own expense, uniforms to all employees, which will be specified in style, logo compliance and color by the Operations Manager. All employees are expected to be in uniform while on duty, and the uniform is to be kept clean and in good condition. Employees, likewise, should be neat and clean and present a good image. Contractor must provide employees with sufficient quantities of the uniform and provide replacements as needed. A minimum of 5 sets of the uniform is required. In addition to uniforms, adherence to District branding and imaging requirements provided by the Operations Manager will be required on all equipment and vehicles providing services in the District.
A.1 PERFORMANCE STANDARDS FOR THE SOCIAL IMPACT SERVICES WITHIN THE DISTRICT
The intent of the services detailed in this RFP is to establish a team that will assist the unhoused population in the District in obtaining services. The Social Impact Team members are expected to interact with those experiencing homelessness and responding to disruptive behaviors in the District. The Social Impact Team will utilize resources already provided by the business community, City, County of Santa Clara, and social service agencies, e.g., PATH. The Social Impact Team will employ approximately 4.0 FTEs with daily coverage. The Social Impact Team will supplement, not replace, other ongoing social services provided by the City, County, or social service agencies.
Team members will connect with downtown’s unsheltered population in an effort to connect individuals with low-barrier services and referrals to service provider partners for housing, health, and behavioral health case management. The philosophy to govern the performance of this program is one of service and outreach, with the intent of making downtown San Jose a safer and more inviting place for people to live, work, and visit. When possible, recruiting team members who have lived experience with homelessness, navigating the behavioral health system, or recovery is preferred to compliment the overall effectiveness of the team. When needed, team members will identify conditions that warrant assistance and interventions from clinicians and emergency response. Team members must be professional, assertive, empathetic, and people-oriented individuals. They should be energetic and enthusiastic about interacting with the unhoused community and the various complexities within the District.
Equipment
It is expected that the Contractor will provide the following equipment:
Service Requirements
Please contact:
Chris Arkley
Operations Manager
Email: carkley@sjdowntown.com
Phone: 408-256-2480
28 N. First St., Suite 1000
San Jose, CA 95113
(408) 279-1775