TO: Mayor and Members of City Council
THRU: Kelly Olivera, Assistant City Manager
FROM: Christopher Cauley, Economic and Community Development Director
Alex Baker, Assistant Economic and Community Development Director
DATE: June 10, 2024
RE:
Title
Scope of Work for Day Resource Center - Manna Dream Center Operation
end
COUNCIL DISTRICT(S):
Council District(s)
District 2
b
Relationship To Strategic Plan:
GOAL II: The City of Fayetteville will have a Responsive City Government supporting a diverse and viable economy.
- Objective 2.2: To invest in community places to ensure revitalization and increase quality of life
Goal IV: Desirable Place to Live, Work and Recreate
- Objective 4.6: To reduce poverty and homelessness.
Executive Summary:
The Day Resource Center (DRC) is a multi-disciplinary service center for people at risk or currently experiencing homelessness. The DRC is located at 128 South King Street and opened in August 2023. The City issued a Request for Proposals (RFP) in March 2024 for a new operator. On May 6, 2024, City Council accepted a recommendation by the DRC Committee and staff to enter into a one-year contract with Manna Dream Center to operate the Fayetteville DRC. This administrative report details the scope of work in that agreement and, where highlighted, shows additions to the scope from the original Request for Proposals.
Background:
During the development of the scope of work for a nonprofit to serve as the operator of the DRC, a clause from a different RFP was inadvertently included. Under the “Key Contract Terms and Conditions” section, language governing agreements for Downtown Management Services was included, particularly stating that the final contract “(3) Shall specify the scope of services to be provided by the contracted agency. The City Council shall approve any changes to that scope of services.” As this statement is clear but was included in error, the City Manager and City Attorney requested that Council be briefed on any clarifications, omissions, or additions to the Scope of Work put out in the RFP as compared to the Contract for DRC operations.
Issues/Analysis:
The scope of work for the RFP was framed with the following key factors:
• Services Plan that Promotes Partnerships
• Building Management
• Promotion and Marketing
• Volunteer and Service Recruitment
• Organizational Support, and Conflict resolution
However, ECD staff has written the Contract’s scope of work in 10 sections that establish clearer operational requirements and goals based on the City’s experience in the first year of operating. Below is a detailed accounting of those changes.
[RFP Language] Services Plan that Promotes Partnerships:
• Execution of a plan that offers integrated care, fundamental services and self-sufficiency programs with partnerships to support clients and visitors;
• Integrated care should maximize services with partnerships that provide case management, limited medical services, mental health support, and housing navigation;
• Support development and provision of fundamental services at the center that include necessities like showers and hygiene services, laundry, barbershop, storage, ID access or replacement, and meal/food access;
• Provide and execute a plan that serves visitors as an in-house resource connector;
• Demonstrate analysis and expansion ability for the provision of in-house services that promotes and recruits new service opportunities;
• Report on the analytics of service provision and resource connection; and
• Manage the needs of providers and clients that foster collaboration and results in resident transition.
[Contract Language]
RECIPIENT shall offer space to all nonprofit/governmental social service providers that are in good standing without regard to religious affiliation, subject to adherence to RECIPIENT’s Policies and Procedures, once approved by CITY. (The requirement for developed policies and procedures were added after the RFP) Policies and Procedures shall be drafted by RECIPIENT within ninety (90) days of operation and contain at a minimum the following items:
A. Agencies shall offer services to visitors free of charge;
B. All services offered shall be free from religious proselytization and violations of the Establishment Clause of the United States Constitution.
C. Guidelines for managing workstations for providers;
D. Protection of financial and personal safety of clients, visitors, and providers; and,
E. Appeal process to the advisory committee for nonprofits or government agencies denied access to provide services.
[RFP Language] Building Management:
• City provides a $6.99 million building for the provision of services with utilities included;
• Includes four (4) showers;
• Includes five (5) washers and five (5) dryers;
• Eight (8) offices with 12 open intake cubicles;
• Two (2) medical exam rooms and one (1) dental exam;
• Catering kitchen with dining and multi-purpose area;
• Conference room;
• Playroom for children;
• Responsible for managing cleanliness; and
• Security provision with reception and staff work/break areas.
[Contract Language]
RECIPIENT shall ensure that the facility operates, offers resource information, and welcomes visitors, volunteers, and providers for a (The requirement to operate a minimum of 40 hours per week was added after the RFP) minimum of forty (40) hours over five (5) days per week from Monday to Friday, and shall maintain regular, posted hours of operation except for observed governmental holidays which may be open at the RECIPIENT’s discretion and financial resources. (The requirement to follow the City’s actions or coordinate was added after the RFP) RECIPIENT follows the CITY’s course of action during times of emergency closure, unless otherwise discussed with CITY. RECIPIENT shall identify, develop, institute, and promote opportunities and partnerships for (The requirement to explore additional hours was added after the RFP) additional hours of operation during the week with the addition of weekend operations and report on these efforts quarterly.
RECIPIENT shall offer (All requirements in this section were added after the RFP) direct services to the public to include private shower and public laundry facilities for at least six (6) hours per day and facilitate a community provided meal during lunch from 12:00PM to 1:00PM. RECIPIENT will:
A. Coordinate and order supplies for the laundry, shower, and general office equipment and needs;
B. Provide for, oversee, and maintain sanitary conditions and general cleanliness of the facility, including maintaining trash in and around the property and disinfection of the showers and bathrooms.
C. Develop and promote a policy that advertises, and accommodates, the scheduling and facilitation of food service provision by local churches, nonprofits, organizations, and interested parties when requested within a prescribed time period;
D. Develop, train, and enforce a safety and security policy to include banning or suspension, active shooter, bloodborne pathogens, Narcan administration, automated external defibrillator, and hands-only cardiopulmonary resuscitation.
[RFP Language] Promotion and Marketing:
• Advertise, promote, and showcase collective day resource opportunities for community involvement and resident access;
• Advertise and promote volunteer opportunities;
• Maintain a professional, attractive, and constantly-updated website promoting Fayetteville Day Resource Center events, activities, and resources;
• Lead the efforts for community support with donations, volunteerism and services;
• Market the Fayetteville Day Resource Center as the one-stop shop destination for residents at-risk or experiencing homelessness;
• Maintain an aggressive, targeted social media presence on behalf of the Fayetteville Day Resource Center;
• Target marketing efforts to attract more service providers and volunteers; and
• Create a place-based identity through the use of recognizable branding and marketing.
[Contract Language]
RECIPIENT shall create and maintain a website (This performance metric was added after the RFP) within ninety (90) days of operation designed to share services, recruit volunteers, and accept donations. The website shall provide a (This requirement was added after the RFP) calendar of activities at the facility and be updated routinely. The RECIPEINT shall market the facility as a one-stop shop destination for residents at-risk or experiencing homelessness and maintain an aggressive, targeted social media presence on behalf of the facility while creating a place-based identity with recognizable branding and marketing. RECIPIENT shall serve as a consistent voice of advocacy for the facility.
[RFP Language] Volunteer and Service Recruitment:
• Create and support efforts to foster systems that recruit volunteers and service opportunities at the Fayetteville Day Resource Center;
• Create, develop, and expand service/volunteer opportunities for integrated care, fundamental services and self-sufficiency programs with partnerships to support clients and visitors;
• Identify, develop, and promote opportunities/partnerships for the addition of weekend opportunities;
[Contract Language]
RECIPIENT shall recruit, manage, and coordinate volunteers as appropriate to maintain the minimum level of service described above and ensure the safety of visitors to the facility. The RECIPIENT’s efforts shall provide for the following:
A. Administer and complete (The requirement for background checks was added after the RFP) background checks and clearance on all volunteers to ensure the protection of vulnerable populations,
B. (This requirement was added after the RFP) Orientation for the implementation, awareness and training on the safety and security policies and procedures developed in Section 2 above,
C. (This requirement was added after the RFP) Communication for reporting incidents, disclosing conflicts of interests and confidentiality agreement,
D. (This requirement was added after the RFP) Ensure that volunteers understand and adhere to the no proselytization policy and the Establishment Clause of the United States Constitution.
RECIPIENT shall serve as an in-house resource connector by recruiting, encouraging, and facilitating partnerships that offer programs and services to support clients and visitors while managing the needs of providers to foster collaboration. RECIPIENT shall monitor and evaluate services provided or needed at the facility and design, implement, or revise programs and partnerships to provide comprehensive services as needed. Services may include but not be limited to the following:
A. Integrated case management, self-sufficiency programs, limited medical services, mental health support, housing navigation, free hygiene services (haircuts and dental), access to identification, mail and meal/food access; and
B. (The requirement to explore computer services was added after the RFP) Computer and internet resources with training opportunities for workforce and/or educational development.
[RFP Language] Partnership, Organizational Support, and Conflict resolution:
• Work closely with other Fayetteville area partner organizations engaged in homeless support to include Coordinated Entry and the Continuum of Care;
• Serve as a consistent voice of advocacy for the Fayetteville Day Resource Center;
• Serve as liaison with City staff and departments on behalf providers, volunteers, and residents at the Fayetteville Day Resource Center;
• Provide a mechanism for ongoing public feedback regarding services provided the Fayetteville Day Resource Center;
• Welcome visitors, volunteers and providers and offer resource information;
• Serve as a convener and facilitator of complex and challenging issues facing those residents at-risk or experiencing homelessness and visiting the Fayetteville Day Resource Center for services;
• Monitor and evaluate services provided or needed at the Fayetteville Day Resource Center, and design, implement, or revise programs and partnerships to provide comprehensive services as needed by those visiting;
• Provide vigilance in monitoring and reporting safety or security concerns, while reporting maintenance issues to maintain facility; and
• Communicate promptly with City or contracted staff on reporting any safety, maintenance, volunteer, or partner issues.
[Contract Language]
RECIPIENT (this language was added to clarify the first bullet above after the RFP) shall host and assist with the facilitation of the Fayetteville Continuum of Care (CoC) Executive, Board, and Membership meetings to realize the facility’s goals of a collaborative system of care. Access to adequate space in one back office, the multipurpose room, and conference room shall not be unreasonably withheld during hours of operation, so long as access does not impede the provision of services to the target population.
RECIPIENT shall maintain (if requested) an adequate space for the agency charged with Coordinated Entry (this language was added to clarify the first bullet above after the RFP) and assist in the normal operations of this program by allowing for access, printing, internet, and phone services. The agency charged with Coordinated Entry will be subject to the same policies and procedures as other partnering agencies.
RECIPIENT shall report quarterly (this language was added to clarify the last three bullets above after the RFP) to the CITY’s advisory committee for the facility by reviewing (1) the number of persons served and the number of agencies active within the facility, (2) the number of meals served and by the number of agencies providing meals, and (3) visitor feedback to include safety incidents, success stories, complaints, and any other pertinent issues. RECIPIENT shall serve as a liaison with CITY staff and departments on behalf of providers, volunteers, and residents at the facility and communicate promptly with CITY or CITY contracted staff to report any safety, maintenance, volunteer, or partner issues.
RECIPIENT shall report annually (this language was added to clarify the last three bullets above after the RFP) to the CITY a community needs assessment to determine any gaps in services provided by community partners at the facility. This report should include a review of best practices from similar programs for providing homeless services and homeless prevention services throughout the Country for evaluation and consideration.
Budget Impact:
There is no budget impact as this contract is funded from American Rescue Plan Funds until Fiscal Year 2026 and this administrative report only serves to update City Council on the above.
Options:
This report is for informational purposes, no action is needed.
Recommended Action:
This report is for informational purposes, no action is needed.
Attachments:
None.