HomeMy WebLinkAboutRFR- Emergency Assistance Hotel/Motel Services 4/13/23 dhcd
massachuscll,
Department of Housing and
Community Development
100 Cambridge Street
Boston, MA 02108
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Request for Response (RFR)
Document Title:
Emergency Assistance Hotel/Motel Services
Date: 4/13/2023
COMMBUYS Bid #: BD-23-1076-0CDDE-HS003-87275
Agency Document#: DHCD2023-39
Attention: DHCD previously posted a World Trade Organization (WTO) Intent to Post under bid number
BD-23-1076-OCDDE-HS003-85968,providing notice of its intent to procure EA Hotel Motel Provider Services.
Because, unlike the original posting under that bid number,this RFR provides for acceptance of bids on a
rolling basis, DHCD has been required to create a new COMMBUYS bid number for this procurement,which is
BD-23-1076-OCDDE-HS003-87275. Please be advised that this RFR represents the procurement contemplated
in the WTO Intent to Post previously posted under bid number BD-23-1076-OCDDE-HS003-85968.
1. Description or Purpose of Procurement:
The Department of Housing and Community Development (DHCD) operates the Emergency Assistance
family shelter system. Due to increased demand for shelter services, DHCD is seeking additional
shelter capacity for families experiencing homelessness.
Through this RFR, DHCD is seeking both a) hotel vendors, and/or b) hotel brokers through whom the
agency can enter into short-term room rentals.These rentals would be utilized for temporary
emergency shelter for families receiving Emergency Assistance (EA) or similar benefits, and would
operate as temporary shelter sites.
2. Applicable Procurement Law
Check Type of Purchase Applicable Laws
Appropriate
Box ("X"):
Executive Branch Goods and Services
Goods and Services MGL c. 7, §22; c. 30, § 51,§ 52;801 CMR
21.00
❑ Human and Social Services MGL c. 7, § 22, § 22N; c.30, § 51, §52; 801
CMR 21.00;808 CMR 1.00
❑ Legal Services MGL c. 30, §51, §52 and § 65; c. 7, § 22;
and 801 CMR 21.01(2) (b)
❑ Grants MGL c. 7A, § 7;St. 1986 c. 206, § 17;815
CMR 2.00
3. Acquisition Method:
Check All Applicable("X"): Category
Fee-For-Service
❑ Outright Purchase
❑ Rental (not to exceed 6 months)
❑ Term Lease
❑ License
❑ Other: [specify, e.g.,TELP]
4. Whether Single or Multiple Contractors are Required for Contract:
Check One("X"):
❑ Single Contractor
® Multiple Contractors
a. Estimated Number of Awards
The target maximum number of Contractors is 15.the Purchasing Department may award more or
fewer contracts, if it is in the best interests of the Commonwealth to do so.
b. Adding Contractors after initial Contract Award
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This procurement is a rolling procurement, meaning that DHCD will review responses monthly, unless
otherwise posted on Comm buys.
5. Entities Eligible to Use the Resulting Contract
Check One("X"): Eligible Entities
Limited User Contract—Restricted to Use by Defined Entities Only. Any
® Contract(s) resulting from this Bid will be open for use by the issuing Purchasing
Department and the following other entities:
❑ Limited User Contract—Restricted to Use by Issuing Entity Only.
6. Expected Duration of Contract(Initial Duration and any Options to Renew):
Contract Number of
Number of Options
Duration Years/Months
Initial 11 months
Duration
Renewal 10
Options
Total 9 years and 2 months
Maximum
Contract
Duration
7. Anticipated Expenditures, Funding,or Compensation:
The funding for any contract resulting from this procurement is conditioned upon receipt of final award
letter and funding appropriation.
8. Contract Performance and Business Specifications:
DHCD is seeking respondents who can provide, at a minimum:
• Hotel, motel,or other lodging rooms for up to one year that comply with all applicable local,state
and federal statutes, laws and regulations, including but not limited to applicable
o Zoning code
o Building code
o Health code
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o Occupancy permits
• Housekeeping service at least weekly,and agreement to allow regular announced and unannounced
inspections by DHCD personnel
• Rooms that include,at a minimum
o Beds(including cribs meeting appropriate safety standards),pillows,and linens
o Functional refrigerator and microwave
o Laundry services or access to shared laundry services
o Access to wireless internet service at no additional charge to the family
• Ability to accept new placements into shelter between 9 a.m.and 8 p.m.,and provide access to
DHCD,families,and DHCD contracted vendors 24 hours per day without exception and equally to all
EA Families regardless of the race,color,religious creed,national origin,sex,gender identity,sexual
orientation,age,genetic information,ancestry,marital status,veteran status or disability
• Ability to bill monthly for services rendered
• Ability to track occupancy by room and complaints,and resolve complaints and abandonments in
accordance with DHCD policies
• Ability to treat families with respect and acknowledgement of the trauma many have experienced
• Not be delinquent in any local,state,or federal taxes
• Contractor is required to:(1)inquire of a family's preferred language at placement,using the(-
SPEAK cards and the Language access line,if necessary,(2)provide each family with the DHCD
language access information and have it readily available at the front desk at all times,and(3)
provide copies of the EA Uniform Shelter Rules to a family at placement both in English and in the
family's designated language.Contractor shall use bilingual staff and/or Language Line to translate
any provision of the rules that the EA Family is unclear on.
• Contractor shall have a good working fax transmission service or other forms of electronic for
communication with DHCD,other state agencies,social service and medical providers,and legal
services.
• Contractor shall make reasonable accommodations(as defined in the Americans with Disabilities
Act),upon DHCD's request,to enable persons with disabilities to have full use of its premises.
• Contractor shall provide all services in a non-discriminatory manner in conformance with applicable
state and federal regulations,administrative guidance,policies,and requirements,and shall
maintain and hold all files and records containing personal data in the format specified by DHCD
such that the confidentiality and security of the data is protected.
DHCD also prefers,but does not strictly require,sites that:
• Include access to shared kitchens or in-room kitchenettes
• Can facilitate large-scale feeding operations if kitchenettes are not available,including securing
an onsite or third-party food vendor and space within the hotel
• Are close to public transportation
DHCD also welcomes proposals from hotel brokers who represent multiple hotel owners or chains.
Site Operations
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Families experiencing homelessness present at one of DHCD's field offices and/or call the agency's
telephonic intake system. Once determined eligible,the only pathway for entry into the EA shelter
system—including into hotel rooms procured through this RFR—is via DHCD referral, unless otherwise
agreed.
Depending on the number of rooms rented, DHCD would work with a human service provider—
procured via a separate procurement—to provide adequate support.
Fiscal Terms:
Payment for services will be on a cost reimbursement basis and payments would be issued monthly.
DHCD will only accept proposals that guarantee room rates below advertised rates for the same day.
9. Supplier Diversity Plan (SDP) Plan
Program Background
Pursuant to Executive Order 565,the Commonwealth's Supplier Diversity Program (SDP) promotes
business-to-business relationships between awarded Contractors and diverse businesses and non-profit
organizations("SDP Partners") certified or recognized (see below for more information) by the Supplier
Diversity Office (SDO).
Financial Commitment Requirements
All Bidders responding to this solicitation are required to make a significant financial commitment("SDP
Commitment")to partnering with one or more SDO-certified or recognized diverse business
enterprise(s) or non-profit organization(s).This SDP Commitment must be expressed as a percentage of
contract sales resulting from this solicitation that would be spent with the SDP Partner(s).
After contract award (if any),the Total SDP Commitment shall become a contractual requirement to be
met annually on a Massachusetts fiscal year basis (July 1—June 30)for the duration of the contract.The
minimum acceptable Total SDP Commitment in response to this solicitation shall be 1%. Bidders shall be
awarded additional evaluation points for higher SDP Commitments.
No contract shall be awarded to a Bidder without an SDP Commitment that meets the requirements
stated herein. This requirement extends to all Bidders regardless of their own supplier diversity
certification.
Eligible SDP Partner Certification Categories
SDP Partners must be business enterprises and/or non-profit organizations certified or recognized by
the SDO in one or more of the following certification categories:
• Minority-Owned Business Enterprise(MBE)
• Minority Non-Profit Organization (M/NPO)
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• Women-Owned Business Enterprise(WBE)
• Women Non-Profit Organization(W/NPO)
• Veteran-Owned Business Enterprise(VBE)
• Service-Disabled Veteran-Owned Business Enterprise(SDVOBE)
• Disability-Owned Business Enterprise(DOBE)
• Lesbian,Gay,Bisexual,and Transgender Business Enterprise(LBGTBE)
Eligible Types of Business-to-Business Relationships
Bidders and Contractors may engage SDP Partners as follows:
• Subcontracting,defined as a partnership in which the SDP partner is involved in the provision of
products and/or services to the Commonwealth.
• Ancillary Products and Services,defined as a business relationship in which the SDP partner
provides products or services that are not directly related to the Contractor's contract with the
Commonwealth but may be related to the Contractor's own operational needs.
Other types of business-to-business relationships are not acceptable under this contract.All provisions
of this RFR applicable to subcontracting shall apply equally to the engagement of SDP Partners as
subcontractors.
Program Flexibility
The SDP encompasses the following provisions to support Bidders in establishing and maintaining
sustainable business-to-business relationships meeting their needs:
• SDP Partners are not required to be subcontractors.
• SDP Partners are not required to be Massachusetts-based businesses.
• SDP Partners may be changed or added during the term of the contract,provided the
Contractor continues to meet its SDP Commitment.
SDP Plan Form Requirements
All Bidders must complete the SDP Plan Form included in this solicitation and attach it to their bid
response.In addition to proposing an SDP Commitment,each Bidder must propose one or more SDP
Partner(s)to utilize to meet its SDP Commitment.Certified diverse Bidders may not list their own
companies,or their subsidiaries or affiliates,as SDP Partners and may not meet their SDP Commitment
by spending funds internally or with their own subsidiaries or affiliates.
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Bidders may propose SDP Partners that are:
• Certified or recognized by the SDO:Such partners appear in the SDO Directory of Certified
Businesses or in the U.S. Dept of Veterans Affairs VetBiz Vendor Information Pages directory.
After contract award (if any), spending with such partners will contribute to meeting the
Contractor's SDP Commitment.
• Not yet certified or recognized by the SDO: Such partners must be certified in eligible
categories by a third-party certification body,such as another city or state supplier diversity
certification office,the National Minority Supplier Development Council,the Women Business
Enterprise National Council, Disability: IN,or the National LGBT Chamber of Commerce (NGLCC),
but are not listed in the above-mentioned directories. Self-certification is not acceptable. While
Bidders may list such proposed SDP Partners on their SDP Plans,spending with such partners
will not contribute to meeting the Contractor's SDP Commitment unless they apply for and are
granted SDO supplier diversity certification or recognition. If proposed SDP Partners do not
receive SDO supplier diversity certification or recognition,the Contractor must find alternative
SDP Partners to meet the SDP Commitment.
It is the responsibility of the Contractor to ensure that their proposed SDP Partners obtain such
certification or recognition by the SDO after contract award (if any).The issuing department and the
SDO will not conduct outreach to proposed SDP Partners to ensure their certification. Furthermore, no
guarantee may be made that a proposed SDP Partner will be certified,or regarding the time it may take
to process a proposed SDP Partner certification. Contractors may direct partners to the SDO's
homepage, www.mass.gov/sdo and the Certification Self-Assessment Tool for guidance on applying for
certification.
It is desirable for Bidders to provide an SDP Focus Statement that describes the Bidder's overall
approach to increasing the participation of diverse businesses in the provision of products and services
under this proposal/contract(subcontracting)and in the Bidder's general business operations(ancillary
products and services).Such a description may include but not be limited to:
• A clearly stated purpose or goal.
• Specific types of diverse and small businesses targeted.
• Which departments/units within the business are responsible for implementing supplier
diversity.
• Types of opportunities for which diverse and small businesses are considered.
• Specific measures/methods of engagement of diverse and small businesses.
• An existing internal supplier diversity policy.
• Public availability of the Bidder's supplier diversity policy.
It also is desirable for Bidders to use the SDP Plan Form to describe additional creative initiatives(if any)
related to engaging, buying from, and/or collaborating with diverse businesses. Such initiatives may
include but not be limited to:
• Serving as a mentor in a mentor-protégé relationship.
• Technical and financial assistance provided to diverse businesses.
• Participation in joint ventures between nondiverse and diverse businesses.
• Voluntary assistance programs by which nondiverse business employees are loaned to diverse
businesses or by which diverse business employees are taken into viable business ventures to
acquire training and experience in managing business affairs.
Evaluation of SDP Forms
To encourage Bidders to develop substantial supplier diversity initiatives and commitments as measures
valuable to the Commonwealth, at least 25%of the total available evaluation points for this bid
solicitation shall be allocated to the evaluation of the SDP Plan submissions. Because the purpose of the
SDP is to promote business-to-business partnerships,the Bidders'workforce diversity initiatives will not
be considered in the evaluation.
SDP Spending Reports and Compliance
After contract award, Contractors shall be required to provide reports demonstrating compliance with
the agreed-upon SDP Commitment as directed by the department,which in no case shall be less than
annually.
Spending with SDP Partners that appear in the SDO Directory of Certified Businesses or in the U.S. Dept
of Veterans Affairs VetBiz Vendor Information Pages directory shall be counted toward a Contractor's
compliance with their SDP Commitment. Spending with SDP Partners that do not appear in the
directories above shall not be counted toward meeting a Contractor's SDP Commitment.
It is the responsibility of the Contractor to ensure they meet their SDP Commitment. The SDO and the
issuing department assume no responsibility for any Contractor's failure to meet its SDP Commitment.
SDP Spending Verification
The SDO and the contracting department reserve the right to contact SDP Partners at any time to
request that they attest to the amounts reported to have been paid to them by the Contractor.
Program Resources and Assistance
Contractors seeking assistance in the development of their SDP Plans or identification of potential SDP
Partners may visit the SDP webpage,www.mass.gov/sdp,or contact the SDP Help Desk at
sdp@mass.gov.
10. Environmentally Preferable Products
Products and services purchased by state agencies must be in compliance with Executive Order 515,
issued October 27,2009. Under this Executive Order, Executive Departments are required to reduce
their impact on the environment and enhance public health by procuring environmentally preferable
products and services (EPPs)whenever such products and services perform to satisfactory standards and
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represent best value, consistent with 801 CMR 21.00. In line with this directive, all Contracts,whether
departmental or statewide, must comply with the specifications and guidelines established by OSD and
the EPP Program. EPPs are products and services that help to conserve natural resources, reduce waste,
protect public health and the environment,and promote the use of clean technologies, recycled
materials, and less toxic products. Bid responses must identify how a contractor meets these goals.
11. Evaluation Criteria
Contractors must submit responses that meet all the submission requirements of the RFR.
Responses will be evaluated with attention toward:
• Number of rooms with accessibility features,fully accessible rooms(preferred) (5 points)
• Experience serving guests experiencing homelessness (5 points)
• Physical condition of the rooms and common areas (10 points)
• Amenities for children (especially play space area(s)) (10 points)
• Proximity to public transportation,grocery, and other services (10 points)
• Total budget, cost for service (20 points)
• Access to kitchen/cooking facilities (15 points)
• Supplier Diversity Plan (25 points)
Only responsive proposals that meet the submission requirements will be evaluated, scored,and ranked
by the evaluation team according to the evaluation criteria. Additional information may be requested
for evaluation purposes and to use other available information as may be necessary to complete its
review.
12. Instructions for Submission of Responses:
Only electronic quotes submitted via COMMBUYS will be accepted in response to this RFR. Responses
must be sent via the"Create Quote"functionality in COMMBUYS. For instructions concerning how to
submit a Quote, please see Appendix B. Bidders may also contact the COMMBUYS Helpdesk at
COMMBUYS@mass.gov or the COMMBUYS Helpline at 1-888-MA-STATE.
Any submission that fails to meet the submission requirements of the RFR will be found non-responsive
without further evaluation unless the evaluation team, at its discretion, determines that the non-
compliance is insubstantial and may be corrected. In these cases,the evaluation team may allow the
vendor to make minor corrections to the submission.
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13. Estimated Procurement Calendar
Procurement Calendar Date/Time
Announcement of Intent to Procure March 20,2023
COMMBUYs Bid Release Date April 13,2023
Deadline for Submission of Questions through COMMBUYS Rolling;generally
monthly
Anticipated Posting of Answers Rolling;generally
monthly
Final Submission of Bids in COMMBUYS Rolling, until May 1,
2032
Site Inspections for Selected Bidder(s) (Estimated) Rolling
Notification of Apparent Successful Bidder(s) (Estimated) Rolling
Negotiations(Estimated) Within 2-4 weeks of
submission
Estimated Contract Start Date Rolling
Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this Bid.
DHCD reserves the right to amend or delay the dates or times reflected above,as well as any other
timeframes or deadlines referenced throughout this RFR, if such a change is in the best interests of the
Commonwealth.
a. Online Questions(Bid Q&A)
Written Questions must be entered using the "Bid Q&A"tab for the Bid in COMMBUYS no later than the
"Online Questions Due" date and time indicated in the Estimated Procurement Calendar(above).The
issuing department reserves the right to not respond to questions submitted after this date. It is the
Bidder's responsibility to verify receipt of questions.
It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active
registration in COMMBUYS and to keep current the email address of the Bidder's contact person and
prospective contract manager, if awarded a contract,and to monitor that email inbox for
communications from the Purchasing Department, including requests for clarification.The Purchasing
Department and the Commonwealth assume no responsibility if a prospective Bidder's/awarded
Contractor's designated email address is not current,or if technical problems, including those with the
prospective Bidder's/awarded Contractor's computer, network, or internet service provider(ISP) cause
email communications sent to/from the prospective Bidder/Awarded contractor and the Purchasing
Department to be lost or rejected by any means including email or spam filtering.
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Written Responses to Questions will be released on or about the"Responses to Questions Posted
Online"date indicated in the Estimated Procurement Calendar(above).
(Written questions and responses will be posted on the Bid Q&A Tab for this Bid in COMMBUYS.)
b. Bid Amendment Deadline
The Purchasing Department reserves the right to make amendments to the Bid after initial publication.
It is each Bidder's responsibility to check COMMBUYS for amendments,addenda,or modifications to
this Bid, and any Bid Q&A records related to this Bid.The Purchasing Department and the
Commonwealth accept no responsibility and will provide no accommodation to Bidders who submit a
Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.
c.Quotes(Bid Responses) Deadline(Bid Opening Date/Time)
See the Quotes(Bid Responses) Deadline(Bid Opening) Date and Time indicated in the Estimated
Procurement Calendar(above).
d. Estimated Contract Start Date
This is the approximate start date.The actual start date will be the Contract Effective Date which is
the date the Contract is executed by the parties.
14. Required Forms
Responses to this RFR must contain the following documents:
✓ • EA Hotel RFR Response Form (Attachment 1),with information about the proposed site(s)and
cost
✓ Supplier Diversity Plan (Attachment 2),outlining the respondent's plans to contract with diverse
entities
The above attachments are available as part of the Bid record on COMMBUYS.
After contracting, respondents will be required to sign/submit:
o Commonwealth Standard Contract Form,agreeing to the Commonwealth Terms and Conditions,
including a final negotiated budget
o Massachusetts W-9 Form
o Contractor Authorized Signatory Listing
o Authorization for Electronic Funds Transfer
o Prompt Pay Discount Form
These forms are not required as part of the initial response to the RFR.
The selected Bidder(s)will be required to enter into contracts with DHCD, including all related
attachments, addenda, and exhibits that DHCD may require to the Commonwealth Standard Contract
Form. The website link to the Commonwealth's Standard Contract Form is included here for illustration
purposes: https://www.mass.gov/lists/osd-forms#contract-forms-and-attachments-for-all-goods-and-
services-. DHCD shall have no obligations toward a Bidder until a formal contract has been entered into.
•
15. RFR Attachments
Appendix A: Required Specifications
https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services
Appendix B: Electronic Quote Submission Instructions
https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids
Appendix C: Required Specifications for Information Technology
https://www.mass.gov/doc/rfr-required-specifications-for-information-technology/download
16. Acceptable Forms of Signature
Effective June 15, 2021,for all 1)CTR forms, including the Standard Contract Form, W-9s, Electronic
Funds Transfer(EFT)forms, ISAs,and other CTR-issued documents and forms, or 2)documents related
to state finance and within the statutory area of authority or control of CTR (i.e.contracts, payrolls,and
related supporting documentation),CTR will accept signatures executed by an authorized signatory in
any of the following ways: 1.Traditional "wet signature" (ink on paper); 2. Electronic signature that is
either: a. Hand drawn using a mouse or finger if working from a touch screen device;or Page 2 b. An
uploaded picture of the signatory's hand drawn signature 3. Electronic signatures affixed using a digital
tool such as Adobe Sign or DocuSign. If using an electronic signature,the signature must be visible,
include the signatory's name and title,and must be accompanied by a signature date. Please be advised
that typed text of a name not generated by a digital tool such as Adobe Sign or DocuSign, even in
computer-generated cursive script,or an electronic symbol,are not acceptable forms of electronic
signature.
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