Project Information

Bid Title

Emergency Homeless Shelter Operations - Single Adult Men, Ages 18+

Issuing Agency

Montgomery County

Location

Ohio

Published Date

Jan 29, 2025

Closing Date

Feb 26, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Project ID:

Title: Emergency Homeless Shelter Operations - Single Adult Men, Ages 18+

Addenda: 0

Release Date: 1/29/2025

Due Date: 2/26/2025

Post Information

Posted At:Wed, Jan 29, 2025 7:30 AMSealed Bid Process:Yes (Bids Sealed / Pricing Sealed)Private Bid:No

Overview

Summary

Montgomery County is soliciting information from agencies interested in taking over operations of the community's lone Emergency Homeless Shelter for Single Adult Men age 18+. This is a congregate shelter facility and is located at:

Gettysburg Gateway

1921 S Gettysburg Ave, Dayton, OH 45417 - Gettysburg Gateway Map

Operations are to be taken over by the interested agency from the existing operator no later than July 1, 2025. While this Request for Proposals should not in itself be misinterpreted as an official offer to enter into a contractual agreement, we hope to enter c ontract negotiations and execution processes with the chosen vendor sooner than operations takeover, hopefully by months. The intent is to be under contract with the new operator soon enough to have a transition period and warm hand off from the current operator, whose contract end date is June 30, 2025. Any contract for Shelter Operations will be on a reimbursement basis.

Unlike the earlier RFI round, this Request for Proposals will seek details of budgeting and staffing and will include a bidders conference(s); facility tours; and vetting of required documentation, etc.

The Need:

The Single Men's Emergency Homeless Shelter will need to be open and staffed 24 hours a day / 7 days a week, 365 days per year, including all holidays. Operations will include all necessary elements of running an emergency homelessness shelter, including but not limited to adequately staffing the location for provision of:

• both night-time sleeping space and day-time activities;
• provision of 3 meals per day, every day, for all shelter residents; (note the facility contains a warming kitchen but not full food preparation facilities)
• cleaning and maintenance of the facility as a whole including: bathrooms, showers, laundry, sleeping spaces and all common areas;
• security and emergency preparedness;
• maintaining and updating furnishings in the location, as deemed necessary;
• maintaining the physical plant, structure and utilities of the shelter;
• performance of required client intakes and data entry into the Homeless Management Information System data-base;
• and more (see fuller list in Scope of Work for additional duties)

The average nightly census across all nights was 229 men for the time period from July 1, 2023 through June 30, 2024 . The highest number of men in shelter on a single night in that year was 279 and the lowest nightly census in that timespan was 183 men. Under the current operator, there has not been a max or cap on the number of men who could enter shelter on a given night (other than fire code capacity), nor is there a maximum number of nights or length of allowed stay for a given person.

This table shows census data for the Men's Shelter on four Point in Time Count days (the last Wednesday of the first month of each quarter). There was an average of 242 persons in the Single Men’s Shelter across those given PIT nights.

Points in Time	7/26/2023	10/25/2023	1/31/2024	4/24/2024	Average PIT Census
Census at Single Men’s Shelter	258	236	253	219	242

Ongoing shelter case management services were the subject of a separate RFP which recently closed and contract negotiations are underway with that vendor.

Questions and answers submitted through the prior Request for Information round are available for review under that RFI project, here on OpenGov.

Background

A vendor selected in this RFP process will be expected to:

• Have experience working with sheltering or housing persons in facility-based locations;
• Be willing to work collaboratively with a range of other service providers in the homelessness and housing community;
• Be capable of performing all aspects of Shelter Operations as listed in the Scope of Work herein;

Preferred Qualifications will include:

• Experience providing emergency shelter for an average of 200+ persons over an extended period of time;
• Experience working with persons experiencing homelessness;
• Demonstrated capability of adequately staffing up ahead of the target start date;
• Experience with the Coordinated Entry system;
• Experience with HMIS, and particularly with the Wellsky platform; and
• Demonstrated commitment to best practices in homelessness services.

Timeline

Proposal Post Date:

January 29, 2025

Pre-Proposal Conference (Non-Mandatory):

February 12, 2025, 9:30am

1921 S. Gettysburg Ave. Dayton OH 45417

Proposer Questions Deadline:

February 17, 2025, 4:00pm

Question Response Deadline:

February 21, 2025, 4:00pm

Proposal Submission Deadline:

February 26, 2025, 1:30pm

Commodity Codes

• NAICS 624221Temporary Shelters

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