(RFP) #HOST-91-2025

Link to RFP: 

Pre-Bid Zoom Meeting Passcode- TjRr0n&T

Pre-Bid Slide Deck 

Addendum 1 - Acceptance Period and Sample Contract

Schedule of Events:

•RFP Issued –, May 30th, 2025, at 10:00 AM MST

•Virtual Pre-Proposal Meeting June 12th, 2025 –, at 1:00PM MST

•Deadline to Submit Additional Questions June 18th, 2025 –, at 5:00 PM MST

•Response to Written Questions/Addendum June 23rd, 2025 –, at 5:00 PM MST

•Proposal Due Date June 30th, 2025 –, at 5:00 PM MST

•Evaluation Period July 3rd – July 14th – (Tentative)

•Anticipated Award Date July 21st, 2025 –(Tentative)

RFP Background Vision and Purpose

HOST invites proposals from qualified Partners to complete the requirements outlined in this RFP. Proposals must clearly demonstrate the Proposer's capacity to meet all project requirements. Evaluation of proposals will be based exclusively on the specified criteria.

The City and County of Denver through the Department of Housing Stability (HOST) is seeking Partners to operate 24/7 non-congregate shelters (NCS) including hotel-based shelters and micro communities. NCS offer immediate and low-barrier access to shelter, focus on client-centered, housing- focused case management, and offer comprehensive support services to promote long-term stability. The Partner may serve a variety of populations including but not limited to single adults, adult couples, families, people with disabilities and other special needs. HOST currently operates multiple non-congregate hotels as 150-300 unit shelters, and micro-communities with 40-60 tiny-home units and welcomes proposals that include alternate sites that align with program goals and priorities.

In addition to NCS operations, Partners must provide necessary support services for people experiencing homelessness. Specifically, HOST seeks a Partner(s) to:

• Utilize a comprehensive approach that addresses the immediate shelter needs of people experiencing homelessness.

• Provider a full range of case management services.

• Offer housing-focused services.

• Assist with benefits enrollment and employment.

• Help with mental health and substance dependency through referrals and/or direct support.

• Offer other services that promote long-term stability and well-being. 

Selected Partners will be expected to help ensure households served throughout the contract term successfully exit homelessness to the appropriate stable housing solutions. Support services must include individualized housing focused case management, assistance with increasing income through benefit enrollment and/or employment, help obtaining vital documents, housing assessments, and direct services and/or referrals to mental health support, substance dependency, and medical care services. 

Partners will be expected to provide Pre-Critical Time Intervention (CTI) services to all households served. Pre-CTI refers to the preparatory phase before the formal implementation of Critical Time Intervention (CTI), an evidence-based, time-limited case management model designed to support people during periods of transition (such as exiting homeless shelters). Pre-CTI is the engagement and planning phase that occurs prior to the official start of CTI, focusing on establishing rapport with the individual, assessing needs and identifying strengths, developing a preliminary support plan, identifying and connecting with key support systems (e.g., family, service providers, housing resources), securing vital documents, and preparing the individual for transition to permanent housing.

The Partner(s) must embrace a collaborative approach and willingness to work with other Partners coordinated through the City. This integrated approach is crucial in addressing the complex and interconnected challenges faced by people experiencing homelessness on their path to stability and successful exits to housing. 

Due to the necessary collaboration and the complexity of services required, HOST is looking for Partners that have strong community ties and can expand upon existing relationships with homelessness and housing service providers and other complementary human service organizations that will enhance resource delivery and avoid duplication of services. HOST also seeks Partners that can deliver culturally responsive and appropriate services, particularly to marginalized populations and communities that are disproportionately represented among people experiencing homelessness. Partners must demonstrate cultural competence in their approach and/or collaborate with culturally specific organizations to ensure services are accessible, relevant, and effective for diverse communities.

Requirements

  A. Minimum Qualifications

Partners selected under this procurement must be well-versed in the operations of low-barrier shelters and service provision for people experiencing homelessness. Minimum qualifications for Proposers include:

•At least three-years’ experience managing shelters or similar programs

•Experience with best-practices for serving people experiencing homelessness including trauma-informed care, harm reduction, and housing first.

•Demonstrated experience with collaborating in a complex social services environment

•Demonstrated experience successfully serving people from diverse backgrounds.

Proposers that do not these qualifications are encouraged to partner with other agencies. HOST strongly encourages more experienced shelter operations to consider working with culturally specific, grassroots organizations on service provision as appropriate.

Please note that if any services will be sub-contracted, Partners must follow the City Procurement Policy to the extent that it requires at least three (3) documented quotes be secured for all purchases or services supplies, or other property that costs more than $10,000.00 in the aggregate. Examples of said services include, but are not limited to maintenance, janitorial services, temporary staffing, and food services.

B. Minimum Service Requirements

Primary shelter operations activities must include, but are not limited to the   following responsibilities:

•General Standards: Shelter operations must facilitate environments that are safe and hygienic and follow HOST’s Shelter Program Standards that will be provided with an executed contract.

•Accessibility: Shelters must be accessible to all guests, including those with Limited English Proficiency, equitable, inclusive, and hospitable.

•Staff Training: Shelter staff must receive training according to HOST’s shelter staff training requirements outlined in the Shelter Program Standards.

•Regulatory Guidelines and Standards: Partners are expected to make accommodations in accordance with the Americans with Disabilities Act (ADA), provide Language Access to persons with Limited English Proficiency (LEP), and ensure designated shelter sites comply with all applicable building codes, health regulations, and safety laws and regulations. 

•Intake: Partners must accept referrals for intake with four hours’ notice and offer intake services weekdays between 9 am and 5 pm. New clients must be entered into the Homeless Management Information Systems (HMIS).

•Community Guidelines: During intake, the Client is expected to review community guidelines and sign a guest agreement that includes each element required by HOST. A sample guest agreement is provided here: 

•Food Services: Services: must be inclusive of 1) full meals (3 daily meals that meet adult daily nutritional needs); 2) food transportation, delivery and utensils; and/or 3) meal preparation (bulk purchases of ingredients necessary to prepare meals). All meals and food services must meet Public Health requirements for food safety and transportation, and meals must be prepared with Serve Safe Guidelines. If food services are subcontracted to an external vendor, Partners must adhere to the City’s procurement standards. 

•Security: Based on property ownership and budgeting constraints, Partners may provide security services including, but not limited to security personnel (patrolling), and the timely reporting of critical incidents to HOST representatives. Partners must provide a security plan that includes patrolling requirements (hourly walk-abouts, times of operations); emergency evacuation plans (including critical incident in case of violent crimes); provided trainings related to staff and guest safety and security (active shooter drills, conflict de-escalation, lock-down procedures, etc.) Partner should clarify if they prefer to provide security with their own staff, contract directly with a security provider, or have the city provide security.

•Shelter Maintenance: Services must include providing regular and emergency general building repair and maintenance services, such as: trash removal from premises to exterior dumpsters, exterior litter removal, pest control, snow removal from sidewalks and egress/regress areas, changing light bulbs, minor repairs to plugged toilets and leaky faucets, and others as necessary.  The Partner may opt for assigning maintenance personnel or sub-contracting services, however sub-contracted services cannot be billed under a Partner's personnel budget line. 

•Custodial Services: Janitorial services must include but are not limited to sanitation, cleaning, and other activities and responsibilities required to facilitate shelter environments that are safe and hygienic. 

•Inspections: The Partner must inspect the facility on a weekly basis and report back to HOST. Inspections include the exterior of the building, building systems, common areas, and individual units.

•Additional Operational Services: When applicable, or as negotiated with HOST, Partners may be expected to oversee the set up and management of shelter site services, such as: water, energy, trash, Wi-Fi, internet and telephone services, cable TV, and parking management. HOST will provide a “Responsibility Matrix of Facility Related Services” during negotiation process.

•Laundry Services: Partners must describe the type of proposed services, such as whether these will be on- or off-site, laundry trucks, subcontracted, etc.)

•Grievance Policy and Reconciliation: Partners must have a process for a grievance policy, and a reconciliation process for a client, when appropriate, to have the opportunity to remain or return to the program.

•Customer Feedback: HOST will install kiosks and provide QR codes for guests to provide feedback; data will be shared with the Partner on a quarterly basis.

•Critical Incidents: Collaborate with City representative(s) to notify and address any critical incidents on site(s).

•Community Relations: Collaborate with community stakeholders, the City, and other organizations to foster positive relationships with the local community to reduce any negative impacts associated with the site and address any concerns. Partners will be expected to:

• Attend one monthly meeting of the local Registered Neighborhood Organization(s) where the site is located.
• Provide the community with a phone number they can call to report concerns.
• Monitor and maintain the perimeter of the site and contact the City if there are issues with loitering, garbage, etc., that they need assistance with.

•Housing First: Utilize low-barrier, Housing First Model programming that is designed to encourage shelter entry through progressive engagement and maximize successful exits into permanent and stable housing.

•Housing Focused Case Management/Navigation: Primary activities will include conducting housing assessment, coordinating co-living opportunities, promoting successful housing retention education and skills development, landlord outreach and engagement, other services that promote long-term stability and well-being.

•Pre-Critical Time Intervention (Pre-CTI) services will be offered to all guests. Pre-CTI are early, time-limited support services offered to individuals before they exit shelter to permanent housing. Services include securing all vital documents needed to apply for housing, mapping support systems, training on living in permanent housing, and a warm handoff to housing navigators or housing Partners.

•Reporting: Provide ongoing reporting and documentation to maintain accurate and up-to-date records in HMIS for client data, services provided, and exits from the program (required, see “B. Data Requirements”).

•General Case Management: Partners are expected to clearly outline the case management activities that constitute successful program participation by the shelter guest. These activities include, but are not limited to, life skills and healthy relationships development and education, group activities (recreational, art), housing search and placement, peer navigation, transportation assistance, comprehensive benefit enrollment, obtaining vital documents, etc. Partners will be expected to administer a full intake process to identify housing barriers (lack of vital docs, etc.).

•Rapid Resolution: Partners must operate a rapid resolution program for shelter participants. Rapid Resolution refers to strategies designed to help individuals or families quickly resolve their housing crisis without entering — or minimizing time in — the formal shelter system. Specifically, Rapid Resolution focuses on:

• Diverting people from shelters at the point they seek assistance (or very early after entry).
• Exploring immediate housing options, such as reuniting with family, moving in with friends, or finding other safe and appropriate alternatives.
• Providing light-touch financial or problem-solving support, like transportation costs, security deposits, short-term mediation with landlords or family members, or small rent payments.
• Note that HOST will provide ongoing Technical Assistant (TA) on rapid resolution to successful Partners.

•Mental, Behavioral, Medical, and Substance Dependency: Activities may include referrals or direct services such as counseling, crisis intervention services, access to substance dependency groups, treatment, and detox programs, on-site/off-site health services including physician-level care and pharmacy services, and referrals for tests. 

•Benefits Assistance: Assist guests with applying for our maintaining benefits such as health insurance, income support, food stamps, etc.

•Workforce Development: Partners should include activities that promote employment education and expand job opportunities through job referrals, interview preparation, coaching, financial assistance, etc.  

•Additional Services: Provide any programmatic services, as deemed necessary, to help drive housing focused outcomes.
 

Pre-Proposal Meeting

A pre-proposal conference will be conducted the date and time listed in the Schedule on the front page of this RFP. This meeting will be conducted using the City’s Zoom meeting platform. This will be the only meeting to discuss this proposal request. 

Host Procurements is inviting you to a scheduled Zoom meeting. 

Join Zoom Meeting 

https://denvergov-org.zoom.us/j/87399051697?pwd=7KGwGgWfB7Z1XK8hWnUwCZtMhTg3ou.1 

Meeting ID: 873 9905 1697 

Passcode: 787444 

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Questions received up to deadline to submit question in the Schedule of Events will be answered in writing per the Schedule of Events. Answers to questions from any Proposer will be provided to all Proposers.  All communications regarding this proposal shall only be through the email listed above. No communication is to be directed to any other City personnel.
    Proposers who feel they are unable to prepare and submit an electronic submittal should submit a request in writing to HOSTProcurements@denvergov.org, no later than the Question due date, for permission and instructions for submitting a hardcopy proposal.