City of Madison

Community Development Division

Room 225, 215 Martin Luther King Jr. Blvd.,

Madison, WI 53703-3346

REQUEST FOR PROPOSALS

RFP # 8500-0-2015-LN

Operator for the Park Edge/Park Ridge

Neighborhood Employment Center

Release Date:December 15, 2015

Due Date: 12:00 p.m., Monday February 8, 2016

1

RFP 8500-0-2015-LN

Operator for the PEPR Neighborhood Employment Center

Table of Contents

SECTION PAGE

RFP SUMMARY………………………………………………………………………………………………………………………………………....1

RFP CALENDAR………………………………………………………………………………………………………………………………….….……1

SECTION 1. Scope of Work...... 2

SECTION 2. Proposal Submission Requirements...... 7

SECTION 3. General RFP Administrative Information...... 8

ATTACHMENTS:

Attachment A: Proposed Budget...... 14

Attachment B: Designation of Confidential and Proprietary Information...... 15

Attachment C: Standard Contract for Purchase of Services...... 16

Attachment D: Sample Terms and Conditions...... 28

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RFP 8500-0-2015-LN

Operator for the PEPR Neighborhood Employment Center

RFP SUMMARY

RFP NUMBER / RFP 8500-0-2015-LN

RFP TITLE

/ Operator for the Park Edge/Park RidgeNeighborhood Employment Center
DEADLINE FOR BID SUBMISSIONS / 12:00 P.M. CDT, Monday February 8, 2016
Proposals received after the deadlinewill not be accepted.
PURPOSE / The City of Madison Community Development Division is seeking proposals from nonprofit agencies to operate the proposed, new Park Edge/Park RidgeNeighborhood Employment Center which willoffer quality,employment-focused programming at the center for both adults and youthand space for community gatherings and meetings.
SUBMIT PROPOSAL TO: /
All proposals must be submitted electronically in a pdf or Microsoft Word format.
The proposed budget (Attachment A) must also be submitted.
DIRECTALL INQUIRES TO: / Laura Noel, Community Services Program Coordinator
City of Madison Community Development Division
Phone: 608-266-6520
Email:
RFP CALENDAR / Please Note: These dates are for planning purposes. They represent the City’s desired timeline for implementing this project. Any revision to the Due Date for submission of proposals will be made by addendum. All other dates may be adjusted without notice, as needs and circumstances dictate.
Date / RFP Activity
December 15, 2015 / Release of RFP
12:00 p.m. (CST)
Monday February 8,2016 / DEADLINE FOR SUBMISSION OF PROPOSALS
Week of February 15, 2016 / Vendor Interviews/presentations by invited applicants, if applicable
March 15,2016 / Common Council Approval
March 16, 2016 / Notification of Award
April 1, 2016 / Anticipated contract start date

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RFP 8500-0-2015-LN

Operator for the PEPR Neighborhood Employment Center

SECTION 1: SCOPE OF WORK

1.1.Purpose

The City of Madison’s Community Development Division is seeking proposals from non-profit agencies interested in becoming the operator for a new Park Edge/Park Ridge(PEPR) Neighborhood Employment Center.The primary service population for this center will be the residents of the Park Edge and Park Ridge neighborhoods and the south west side of Madison. The operator will be expected to lead a collaborative effort involvingthe Dane County Job Center and potentially other service agencies in the development and delivery of services, to provide quality employment support and programming to adults and teen-aged youth. The center is also envisioned to provide space for community meetings and events. Services provided at this center will be expected to complement thosethat are offered at the Elver Park Neighborhood Center and be coordinated with efforts being undertaken by other agencies that serve residents inSouthwest Madison.

1.2.Background/Current Operations

The Park Edge/Park Ridge (PEPR) neighborhood is located on Madison’s southwest side in Census Tract 4.07 (2) and 4.05 (4). It is bordered by Schroeder Road on the north, Chapel Hill and FrischRoad on the east, Hammersley Road on the south and McKenna Road on the west. This neigborhood was included in an area that was part of a broader City of Madison planning effort completed in 2008. The Southwest Plan can be found at

Within the larger Park Edge/Park Ridge area, the Park Ridge neigbhorhood is comprised of about 220 households covering 30 acres of land. According to the City of Madison Neighborhood Indicators database,about 40% of those households own their homes. Data compiled by the Capital Area Regional Planning Commission suggests that many residents of this neighborhood confront multiple barriers to opportunity, among them, issues associated with race and ethnicity, language,and educational attainment. The neighborhood also contains higher concentrations of households that qualify for public assistance. The area has a high concentration of children under age 18 and approximately 45% of households pay more than 50% of their income to rent.

In 2014, the City purchased commercial property (the former Griff’s Restaurant, located at 1233 McKenna Blvd) to be converted for use as a facility to primarily serve as a venue for adult and youth oriented employment services, as well as to provide public meeting or gathering space for neighborhood residents.

The City has made a commitment topartner with the Dane County Job Center and utilize those services in this facility. It is expected that CDD staff, County staff and the operator will work together to determine the appropriate role for the Job Center, the services it will offer and the space it will occupy at the facility.

The CDD is in the process of selecting a consultant to provide architectural services associated with renovating the property for its new use. The facility is expected to be ready for occupancy by the third or fourth quarter of 2016. The City intends to maintain ownership of the property.

The existing structure on the site occupies 3,874 sq. ft. The City plans to renovate the structure for its intended use. All costs necessary to renovate the building and prepare it for occupancy will be borne by the City. The renovation will also include the provision of equipment and furnishings for the building as follows:

  • All interior walls, which may include folding or movable walls
  • Tables, desks, and chairs
  • Copier and fax machines
  • Computers and printers intended for use by facility clients. Service providers will be expected to supply their own staff computers and printers.
  • Phone, fax and internet service
  • Equipment/furnishings in restrooms
  • Any kitchen or food service appliances and
  • Other items that may arise from the design phase will be negotiated as needed.

The City’s goal is to select an operator that would work with the architectural services consultant in the project’s design phase.

1.3.Funds Available

The City of Madison’s 2016 adopted operating budget allocates up to $136,000 to support operations of the Center in 2016. This allocation anticipates a mid-year opening date. Future year funding contributions from the City will be informed by the center operator and established by the Common Council in the City’s 2017 annual budget.

The funds available in 2016 are intended for use to support the daily operations of the Center including costs related to staffing, community engagment, programming (provided either by the operator or through subcontracts), computers for staff use and office equipment, insurance, utilities, and space needs other than rent. The operator will not be responsible for lease costs. Any other proposed uses of funds are subject to approval by the City.

It is anticipated that the operator and/or other members of the collaborative will contribute funds to support programming and center operations.

Eligible costs

Eligible costs in 2016 will include 2016 personnel costs specifically related to activities that contribute to planning for or designingor operating the PEPR Neighborhood Employment Center. Funds may also be utilizedfor costs associated with community outreach and engagement activities, daily operations of the center- including staffing, maintenance of the Center spaces, phone, computer and office equipment and utilities, the management and or/ provision, (through subcontracts) of employment focused programming for adults and older teens, and center staffing for neighborhood meetings and events. The operator will not be expected to pay space lease costs to the City of Madison. Other costs may be discussed at the point of contract.

Payment schedule

Will be negotiated at point of contract.

1.4.Project Scope/Description

The City is seeking an experienced non-profit provider to be the operator of the ParkEdge Park Ridge Neigborhood Employment Center. The operator willbe responsible for delivering quality employment programming for youth and adults through the direct provison of services and/or the coordination of a collaborative agreeement with other agencies.The operator will also be responsible for the day to day operations of the facility. Responses submitted to this RFP should address all of the following :

Provision of Employment Services

  1. A plan for the coordinated delivery of an array of employment services to adults that address needs for such things as soft skills training, industry specific employment training, job or internship placements, as well as transportation, child care and other supports likely to ensure a client’s success in employment settings.
  1. A plan for the coordinated delivery of an array of employment services to teens that address needs for soft skills training, employer recruitment training and support, job and internship placements and age appropriate employment support.
  1. Description of specific competencies, experiences or strategies that demonstrate a likelihood that the operator and/or proposed collaborative can successfully engage and serve a culturally diverse clientele. Identify specific strategies that will be utilized to engage residents representing diverse racial, ethnic and socioeconomic backgrounds in the design, implementation and evaluation of services to be provided at the center.
  1. An outline of potential collaborative arrangements. It is possible that details of these collaborations may not be fully developed. However, the operator should, in this proposal, identify potential collaborative partners and their roles in service delivery. Collaborative partners will be asked to submit a Letter of Intent to partner with the RFP response.
  1. Identification of measurable indicators of success for provided services.
  1. Plans forreferral networks and collaborative relationships with providers of supportive services that may be needed by neighborhood residents and program participants.

Center Operations

It is expected that the Center Operator will provide the following:

  1. A welcoming and supportive environment for residents, community groups and organizations that reflect the diversity of the PEPR neighborhood. It is expected that the Center will be open at least 40hours per week, including evening and weekend hours. It is expected that hours of operation will beresponsive to resident needs.
  1. Resource and referral information for residents about services and resources available at the center as well as other programs, activities and opportunities available in the larger community.
  1. Access to available space for residents and community groups to gather, hold meetings, and interact with their neighbors.
  1. Facility management services including reception, scheduling of programs and facility users, security, cleaning and general IT and office equipment maintenance services.
  1. Ability to work with residents to identify and respond to the needs and opportunities within the neighborhood.
  1. Realistic fundraising goals and strategies to augment city investments in these efforts.

The applicant and/or proposed collaborative should demonstrate the following qualifications:

  • Experience operating a successful nonprofit in Madison.
  • Experience providing or collaborating for the provison of effective adult and older teen employment training and supportive services.
  • Demonstrated experience effectively engaging neighborhood groups and organizations and involving residents directly in program and agency development.
  • Demonstrated success providing culturally responsive services within racially, ethnically and economically diverse neighborhoods in Madison.
  • Ability to work collaboratively with other service providers in the best interest of the residents.
  • Demonstrated ability to identify and meet relevant community based outcome measures.
  • Demonstrated history of effective fiscal management, and timely and accurate grant reporting.
  • Demonstrated ability to fundraise and bring other resources to the center and the neighborhood.

1.5 Criteria for Evaluation

Criteria / Point Value
1 / Applicant agency demonstrates organizational experience and capacity in operating a welcoming successful neighborhood focused facility and programming. / 10
2 / Applicant agency and/or proposed collaborative demonstrates experience providing quality adult employment training and assistance services. / 10
3 / Applicant agency and/or proposed collaborative has demonstrated experience providing quality teen employment training and assistance services. / 10
4 / Applicant agency and/or proposed collaborative demonstrate success providing culturally responsive services within racially, ethnically and economically diverse neighborhoods in Madison. / 10
5 / Applicant agency and/or proposed collaborative demonstrate experience working effectively with neighborhood groups and organizations and involving residents in program and agency development. / 10
6 / Applicant agency and/or proposed collaborative demonstrate effectiveness in linking residents through direct service or partnerships with various resources that residents of a low-income, culturally diverse neighborhood might need or want (food pantries, jobs, housing, transportation, JFF, etc.). / 10
7 / Applicant agency and/or proposed collaborative demonstrate the ability to successfully coordinate and collaborate with other service providers, particularly those that provide supportive services for successful employment. / 5
8 / Proposed indicators of success are relevant and measurable. / 5
9 / Applicant agency and/or proposed collaborative demonstrate an ability to fundraise to help meet operating or programmatic costs. / 5
10 / Operator proposes a neighborhood center budget that is appropriate and reasonable given the size of the center and neighborhood. / 5
11 / Operator has demonstrated history of effective fiscal management, timely and accurate grant reporting. / 5
Total Points available / 85

SECTION 2: PROPOSAL SUBMISSION REQUIREMENTS

2.1Response Format

Applicant agencies should prepare a document that addresses the information requested. Response should be complete but succinct. Proposal must be submitted by e-mail, acceptable formats include Microsoft Word or pdf. The budget document must be in pdf or Excel form.

2.2Required Information And Content of Proposals

  1. Describe proposed center operators experience operating a nonprofit agency.
  2. Describe the proposed plan for the provision of employment services. Address the following:
  • A plan for the coordinated delivery of employment services to adults and older teens that address needs for such things as soft skills training, industry specific employment training, job or internship placements, as well as transportation, child care and other supports likely to ensure a client’s success in employment settings.
  • Identify collaborative partners, and their roles in service delivery.
  • Describe the work that has been done and that remains in the development of the service provision plan.
  • Identify measurable indicators of success for the provided services.

3. Identify specific strategies that will be utilized to engage residents representing a diversity of race, ethnicity and socioeconomic status in the design, implementation and evaluation of services to be provided at the center.

4. Describe the proposed plan for the operation of the center facility. Address the following:

  • Proposed hours of operations.
  • Proposed staffing of the facility.
  • Proposed plan for the provision of information and referral for supportive services.
  • Fundraising goals and strategies.

5. Budget: see Attachment A below. A separate budget for is available on the CDD Funding Opportunities website.

6. Letter of Intent to Partner: Please submit a signed Letter of Intent to Partner that documents each collaborativeproposed partners understanding of the proposal, and agreement to enter a collaborative contract that identifies the Center Operator as the lead on the contract.

SECTION 3: GENERAL RFP ADMINISTRATIVE INFORMATION

3.1.Point Of Contact

The RFP contact identified below is the sole point of contact regarding the RFP from the date of release of the RFP until selection of the successful proposer.

Laura Noel, Community Services Coordinator

City of Madison Community Development Division

Phone: 608-266-6520

Email:

All communications relating to this RFP must be directed to the designated contact for this RFP. All bidders, proposers, protestors or individuals acting on their behalf are hereby prohibited from attempting to persuade or influence any City agents, employees or any member of the relevant selection team, for or against a specific cause related to a pending solicitation, unless otherwise directed by the RFP contact.

3.2.Inquiries and Clarification of Specifications

Proposers shall carefully examine the bid and contract documents, correlate their observations with the RFP specifications, and exercise their own judgment as to the nature and scope of the work required.If applicable, visit the Department’s website, CDD Funding Opportunities. Consider federal, state and local laws and regulations that may affect cost, progress, performance or furnishing of the work.

Proposers shall immediately notify the RFP contact of any questions, exceptions, clarification of any ambiguity, error, conflict, discrepancy omission or other deficiency or additions they have concerning the RFP document. Failure to do so will be at bidder’s own risk.

This RFP will serve as the basis for or will become part of the resulting agreement. No plea of ignorance of conditions or difficulties that exist or may hereafter arise in the execution of the work under this contract as a result of failure to make necessary examinations and investigations, shall be accepted as an excuse for any failure or omission on the part of the bidder to fulfill the requirements of the contract.

3.3.Contracting Agency

The contract resulting from this RFP will be administered by Community Development Division, City of Madison.

3.4.Addenda / Official Communication

During the solicitation process for this RFP, all official communication between the City and proposers will be made via the Community Development Division Funding Opportunities Website. The City will post such notices, which will include, but not be limited to, addenda for any modifications to administrative or performance requirements, clarifications to requirements, and the announcement of the apparent winning proposer(s). It shall be the responsibility of the proposers to regularly monitor this website for any such postings. Failure to retrieve such addenda and include their appropriate provisions in your response, may result in your proposal being disqualified.