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City of Marietta

 

REQUEST FOR PROPOSAL (RFP)

 

EMERGENCY OVERNIGHT SHELTER PROGRAM

 

Prepared by: City of Marietta Safety Service Department
301 Putnam Street
Marietta, Ohio 45750
Phone (740) 373-1387 / Fax (740) 373-2489

Submission Deadline: December 16, 2022 11:00 A.M.

Question Submission Deadline: December 12, 2022 11:00 A.M.

Questions may be submitted in written or e-mail form no later than December 12, 2022.

RFP Contact Name:        Steve Wetz

Contact Address:             301 Putnam Street

                                        Marietta, Ohio 45750

Telephone Number:       (740) 373-1387

E-Mail Address:               This email address is being protected from spambots. You need JavaScript enabled to view it.

INTRODUCTION

City of Marietta invites individuals and entities to submit proposals for overnight management and housing of citizens within the city limits of the City of Marietta. This overnight housing will be conducted on an emergency as needed basis for those seeking respite from cold and inclement weather. Please take the time to carefully read and become familiar with the proposal requirements. All proposals submitted for consideration must be received by the time as specified above under the “SUBMISSION DEADLINE.”

PROGRAM AND LOCATION

The proposal is being requested for a location within the City of Marietta. The location will be in operation once the contract is signed until March 17, 2023.

PROGRAM MANAGER CONTACT INFORMATION

The following individual (s) are the assigned contacts for the following:

Name:    Steve Wetz

Title:      Director of Public Safety and Service

Phone:    (740) 373-1387

Fax:         (740) 373-2489

E-Mail:    This email address is being protected from spambots. You need JavaScript enabled to view it.

PROGRAM OBJECTIVE

To provide a safe, sanitary, and supervised overnight location within the City of Marietta limits for persons seeking respite from cold and inclement weather when deemed necessary by the proposed provider.

 

PROGRAM SCOPE AND SPECIFICATIONS

Program Scope and Specifications are detailed below. Qualified proposals must:

  1. Have the ability to house multiple persons simultaneously, including multiple persons with mobility devices and wheelchairs.
  2. Have the ability to operate and successfully serve those in need between the hours of 7:00 P.M. – 7:00 A.M. Monday through Sunday. And will make an announcement by 3 P.M. everyday whether or not the shelter will be open based on the National Weather Service forecast for that evening. The temperature must be forecasted at 34 degrees or less in order for the shelter to open. The announcement will be made at the Daytime Drop-In Center and also posted on the provider’s front door.
  3. Provide a trained supervisor to make sure all rules and regulations are followed.
  4. Provide an off-duty or retired police officer, or security guard to assist the supervisor in administering the rules and regulations.
  5. Provide only sleeping and restroom accommodations.
  6. Be a location within the city limits of Marietta.   
  7. Provide a bid proposal stating the cost per night to administer the program.
  8. Provide the necessary insurance for operation.
  9. Be compliant with all code and zoning regulations of the City of Marietta.

 

SCHEDULED TIMELINE

The following timeline has been established to ensure that our program objective is achieved; however, the following program timeline shall be subject to change when determined to be necessary.

 

 

MILESTONE                            DATE

 

RFP Due Date:                           November 18, 2022 11:00 A.M.

RFP Committee Presentations    Week of December 19-23, 2022

Council Legislation                      TBD

Contract Award & Execution       TBD

Notice to Proceed                        TBD

PROGRAM BIDDING REQUIREMENTS

Program Proposal Expectations

All proposals received by the “RFP Due Date” deadline will be scheduled for presentation to the City of Marietta Finance Committee by the proposing persons or entity. The qualifying person or entity will bring forth their proposal to the Finance Committee for the committee to review and make recommendations. The presentation to the Finance Committee will be made during the week of December 19-23, 2022. The bid proposals and council committee recommendations will be reviewed by the administration and if an acceptable bid is chosen, it will be brought before the City of Marietta Council for legislation to award and execute a contract. The City of Marietta shall award the contract to the proposal that best accommodates the program requirements. The City of Marietta reserves the right to award the contract to more than one proposal, and to refuse any proposal or contract without obligation to either the City of Marietta or to any person offering or submitting a proposal.

PROPOSAL SELECTION CRITERIA

Only those proposals received by the stated due date will be considered. All proposals, submitted by the deadline, will be reviewed and evaluated based upon information provided in the submitted proposal. In addition, consideration will be given to cost and performance projections. Furthermore, the following criteria will be given considerable weight in the proposal selection process:

  • Proposals received by the stipulated deadline must be in the correct format.
  • Bidder’s performance history and alleged ability to timely deliver proposed services.
  • Bidder’s ability to provide and deliver qualified personnel having the knowledge and skills required to effectively and efficiently execute proposed services.
  • Overall cost effectiveness and feasibility of the proposal.

The City of Marietta shall reserve the right to cancel, suspend, and/or discontinue any proposal at any time they deem necessary or fit without obligation or notice to the proposing bidder.

PROPOSAL SUBMISSION FORMAT

The following is a list of information that the bidder should include in their proposal submission:

Summary of Bidder Background

  • Bidder’s Address
  • Bidder’s Contact Information (and preferred method of communication)
  • Bidder’s Name
  • Bidder’s Federal Employee Identification Number

Method of Proposal Submission

  • The preferred method of submission is by hand delivery, U.S. Mail, UPS, or Fed Ex. Proposals shall be received by the city in a sealed envelope. No e-mail submissions will be accepted.

Liability Insurance

  • The selected bidder shall provide proof of required general liability insurance to provide overnight boarding.

 
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