STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: February 22, 2023
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Jack Ireland
______________________________________________________________________
SUBJECT
Title
Authorize (1) one-year service contract(s), with two one-year renewal options, contingent on available funding, with a term beginning on October 1, 2022, approved as to form by the City Attorney, with subrecipients for Housing Opportunities for Persons with AIDS programs as follows: (a) Health Services of North Texas, Inc. for Emergency/Tenant Based Rental Assistance in the amount of $620,731.00, which amount includes the ratified amount of $258,637.92; (b) Open Arms, Inc. dba Bryan’s House for Housing Placement and Other Support Services (childcare services) in the amount of $100,000.00, which amount includes the ratified amount of $41,666.67; (c) Legacy Counseling Center, Inc. for Facility Based Housing Services (Cottage) in the amount of $224,700.00, which amount includes the ratified amount of $93,625.00; (d) Legacy Counseling Center, Inc. for Master Leasing/Emergency Voucher Services in the amount of $604,550.00, which amount includes the ratified amount of $251,895.83; (e) Legacy Counseling Center, Inc. for Housing Facilities Rehabilitation Services in the amount of $17,000.00; and (f) Legacy Counseling Center, Inc. for Housing Information Services in the amount of $160,500.00, which amount includes the ratified amount of $66,875.00; (g) PWA Coalition of Dallas, Inc. dba AIDS Services of Dallas for Emergency/Tenant Based Rental Assistance in the amount of $113,288.00 and Housing Placement and Other Support Services in the amount of $60,011.00 for a total contract amount of $173,299.00 (for permanent housing placement and short-term rent/mortgage/utility assistance services); (h) PWA Coalition of Dallas, Inc. dba AIDS Services of Dallas for Facility Based Housing, Master Leasing, and Emergency Voucher Services in the amount of $1,730,190.00, which amount includes the ratified amount of $720,912.50; and (i) PWA Coalition of Dallas, Inc. dba AIDS Services of Dallas for Housing Facilities Rehabilitation in the amount of $745,000.00, most advantageous proposers of four; and (2) ratification(s) for the Office of Community Care to pay outstanding invoices for services provided by the subrecipients - Total not to exceed $4,375,970.00 - Financing: Housing Opportunities for Persons with AIDS Grant Funds
Body
BACKGROUND
This action does not encumber funds; the purpose of a service contract is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis.
These service contracts will provide for HOPWA programs consisting of 1) Emergency/Tenant Based Rental Assistance, 2) Facility Based Housing, Master Leasing, and Emergency Vouchers, 3) Housing Placement and Other Support Services, 4) Housing Facilities Rehabilitation/Repair, and 5) Housing Information Services for persons living with HIV/AIDS (collectively, “Programs.”) These Programs are funded under the Housing Opportunities for Persons with AIDS (HOPWA) Grant from the U.S. Department of Housing and Urban Development (HUD). The Dallas HOPWA Grant Program serves low-income persons living with HIV/AIDS in the Dallas Eligible Metropolitan Area, which includes seven counties: Collin, Dallas, Denton, Ellis, Hunt, Kaufman, and Rockwall.
On October 23, 2019, City Council authorized a twelve-month contract with two 12-month renewal options contingent on available funding with the following subrecipients: 1) Health Services of North Texas, Inc. to provide scattered site housing assistance for persons with HIV/AIDS by Resolution No. 19-1662; 2) Legacy Counseling Center, Inc. to provide housing information services and resource identification for persons with HIV/AIDS by Resolution No. 19-1663; 3) Legacy Counseling Center, Inc. to provide facility based housing assistance and supportive services for persons with HIV/AIDS by Resolution No. 19-1664; 4) Legacy Counseling Center, Inc. to provide master leasing including supportive services and emergency vouchers for homeless persons with HIV/AIDS by Resolution No. 19-1665; 5) Open Arms Inc. dba Bryan’s House to provide child care services for persons with HIV/AIDS by Resolution No. 19-1667; 6) PWA Coalition of Dallas, Inc. dba AIDS Services of Dallas to provide facility based housing assistance and master leasing with supportive services for persons with HIV/AIDS by Resolution No. 19-1668. Those contracts, as amended and/or renewed, expired on September 30, 2022.
A four-member committee from the following departments reviewed and evaluated the qualifications:
• Budget and Management Services (1)
• Office of Community Care (2)
• Office of Homeless Solutions (1)
The committee selected the successful respondents on the basis of demonstrated competence and qualifications under the following criteria:
• Approach and methodology 40 points
• Experience 35 points
• Cost and financial capacity 25 points
As part of the solicitation process and in an effort to increase competition, the Office of Procurement Services used its procurement system to send out email notifications to vendors registered under relevant commodity codes. To further increase competition, the Office of Procurement Services uses historical solicitation information, the Internet, and vendor contact information obtained from user departments to contact additional vendors.
On November 10, 2015, the City Council authorized a living wage policy that requires contractors to pay their employees a “living wage” rate as established annually by the Massachusetts Institute of Technology Living Wage Calculator for Dallas County by Resolution No. 15-2141. The calculated living wage during the solicitation process of this contract is $17.82; the selected vendors meet this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On October 23, 2019, City Council authorized a twelve-month contract with two 12-month renewal options contingent on available funding with the following subrecipients: 1) Health Services of North Texas, Inc. to provide scattered site housing assistance for persons with HIV/AIDS by Resolution No. 19-1662; 2) Legacy Counseling Center, Inc. to provide housing information services and resource identification for persons with HIV/AIDS by Resolution No. 19-1663; 3) Legacy Counseling Center, Inc. to provide facility based housing assistance and supportive services for persons with HIV/AIDS by Resolution No. 19-1664; 4) Legacy Counseling Center, Inc. to provide master leasing including supportive services and emergency vouchers for homeless persons with HIV/AIDS by Resolution No. 19-1665; 5) Open Arms Inc. dba Bryan’s House to provide child care services for persons with HIV/AIDS by Resolution No. 19-1667; 6) PWA Coalition of Dallas, Inc. dba AIDS Services of Dallas to provide facility based housing assistance and master leasing with supportive services for persons with HIV/AIDS by Resolution No. 19-1668.
On June 22, 2022, a public hearing was held to receive comments on the Proposed FY 2022-23 HUD Consolidated Plan Budget for U.S. Department of Housing and Urban Development (HUD) Grant Funds; and at the close of the public hearing, the City Council authorized final adoption of the FY 2022-23 HUD Consolidated Plan Budget for U.S. Department of Housing and Urban Development Grant Funds in an estimated amount of $32,997,962 for the following programs and estimated amounts: (a) Community Development Block Grant in the amount of $14,120,128; (b) HOME Investment Partnerships Program in the amount of $6,440,498; (c) Emergency Solutions Grant in the amount of $1,268,197; (d) Housing Opportunities for Persons with AIDS in the amount of $8,469,139; and (e) estimated Program Income and One-Time Revenue in the amount of $2,700,000 by Resolution No. 22-1024.
FISCAL INFORMATION
|
Fund |
FY 2023 |
FY 2024 |
Future Years |
|
Housing Opportunities for Persons with AIDS Grant Fund |
$4,375,970.00 |
$0.00 |
$0.00 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Policy adopted on September 23, 2020, by Resolution No. 20-1430, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Procurement Category |
M/WBE Goal |
|
$4,375,970.00 |
Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
N/A |
N/A |
|
• This item is Other Services which does not have an availability and disparity participation goal. |
|
• Open Arms, Inc. dba Bryan’s House - Local; Workforce - 44.00% Local • Legacy Counseling Center, Inc. - Local; Workforce - 80.00% Local • PWA Coalition of Dallas, Inc. dba AIDS Services of Dallas - Local; Workforce - 88.00% Local • Health Services of North Texas, Inc. - Non-local; Workforce - 15.25% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Request for Competitive |
• Utilized for high technology procurements, insurance procurements, and other goods and services |
|
Sealed Proposal |
• Recommended offeror whose proposal is most advantageous to the City, considering the relative importance of price, and other evaluation factors stated in the specifications |
|
|
• Always involves a team evaluation |
|
|
• Allows for negotiation on contract terms, including price |
The Office of Procurement Services received the following proposals from solicitation number BRZ22-00018719. We opened them on April 8, 2022. We recommend the City Council award these service contracts to the most advantageous proposers by group.
*Denotes successful proposers
Proposers Address Groups
*Open Arms, Inc. dba Bryan’s 3610 Pipestone Rd. Multiple groups
House Dallas, TX 75212
*Legacy Counseling Center, 4054 McKinney Ave. Multiple groups
Inc. Suite 102
Dallas, TX 75204
*PWA Coalition of Dallas, Inc. 400 South Zang Blvd. Multiple groups
dba AIDS Services of Dallas Suite 210
Dallas, TX 75208
*Health Services of North 4401 North I-35 Multiple groups
Texas, Inc. Suite 312
Denton, TX 76207
OWNERS
Open Arms, Inc. dba Bryan’s House
Abigail Erickson-Torres, Chief Executive Officer
Legacy Counseling Center, Inc.
Brooke Henderson, Executive Director
PWA Coalition of Dallas, Inc. dba AIDS Services of Dallas
Traswell C. Livingston III, President
Health Services of North Texas, Inc.
Doreen Rue, LMSW-AP, Chief Executive Officer