TO: FROM: MEETING DATE: SUBJECT:

Members of the Committee of the Whole Ken Doherty, Director of Community Services April 16, 2012 Report CSSS12 CSSS12-004 RFP-13-12 Community Drop-in Centre 12

PURPOSE
A report to inform Committee of the Whole of the results of RFP-13-12; Provision of 12; Facilities, Management and Operation of a Community Drop Drop-in Centre and to seek direction.

RECOMMENDATIONS S
That Council approve the recommendation outlined in Report CSSS12recommendations -004 dated April 16, 2012, of the Director of Community Services as follows: Services, a) b) That the RFP (P13-12) for Provision of Facilities, Management and Operation of 12) a Community Drop-in Centre, be cancelled; n That staff be directed to consider a broader range of service options including but not limited to a Community Drop in Centre, seasonal warming and cooling Drop-in rooms, and other proposals that could provide support to the target audience and to consider issuing anot nother Request for Proposals; That the budget for the provision of the service be increased from the current $100,000 up to a total of $150,00 as the municipal contribution, with the balance $150,000 , for 2012 to be drawn from the Social Services Reserve Reserve;

c)

Report CSSS12-004-RFP P-13-12 Community Drop-in Centre Page 2 d) That the current contract with Our Space not be extended beyond the current April 30, 2012 date.

BUDGET AND FINANCIAL IMPLICATIONS

The City of Peterborough has budgeted $100,000 of municipal funding to contribute to the cost of operating the Community Drop-in Centre. Based on the last two RFPs issued and on-going funding challenges, consideration should be given to increasing the municipal contribution up to a total of $150,000. If the municipal funding is increased, the mid-year amount of funding required would be $25,000, which can be accommodated within the Social Services Reserve. The full amount of the increase for 2013 would have to be considered as part of budget deliberations.

BACKGROUND
The City is seeking a proponent to provide the facilities, management and operation for a Community Drop-in Centre capable of the following: Provides a Community Drop-in Centre for low income individuals and/or persons with mental health and addiction issues; Meets the conditions and regulations of the Accessibility for Ontarians with Disabilities Act, 2005; Operates six (6) hours per day, between 9:00 am and 6:00 pm, seven (7) days per week, 365 days per year, though some flexibility will be considered, depending on the existence of other community programs or partnerships; Provides occasional evening hours at the discretion of the organization, and with the Citys approval; Provides social inclusion activities; Provides a mid-day meal and beverages; Provides staff supervision for the management of the program and facility; Maintains adequate and effective paid staffing levels in order to provide a safe and secure environment; Provides referral to, or on-site access, to agencies that deal with issues related to addictions, mental/physical health, literacy and housing insecurity; Supports life skills and personal growth; and Promotes overall healthy living, personal hygiene and physical activity.

RFP document P-13-12 was issued on February 16, 2012 and closed on March 8, 2012 at 3:00 pm. City staff prepared the RFP. Upon closing, there were two submissions opened: Our Space and Canadian Mental Health Peterborough.

Report CSSS12-004-RFP P-13-12 Community Drop-in Centre Page 3 On March 9, 2012, the Selection Committee reviewed the proponents submission. The Selection Committee included the following City staff: Director of Community Services, Associate City Solicitor, Manager of the Social Services Division, Homelessness/ Addictions Program Manager, and Housing Division Program Manager. This solicitation process was a Request for Proposals where a number of criteria were identified to evaluate submissions. The criteria and the evaluation were clearly outlined in the RFP document. Section 6.4.1 (e) of RFP-13-12 states a proposal will be rejected if not complete. The Committee determined that they were not able to rate the submission from Our Space due to significant gaps in the required information. The submission from CMHA was deemed complete and therefore evaluated based on the following evaluation criteria of RFP-13-12: MAXIMUM SCORE CMHA FINAL SCORE

EVALUATION CRITERIA Overall Clarity/Understanding of Requirements -Proposal is complete, organized and presented in a clear manner according to RFP requirements; -Proposal demonstrates an understanding of the RFP requirements. Client programs and workshops demonstrate partnerships with other community agencies. Demonstrates related and effective experience Location and Facility

10%

7/10

30% 20% 20% 20% 100%

19/30 17/20 18/20 14/20 75%

Additional revenue for viability of program. Rating Total

The bid from the CMHA was complete; however, section 8.11 of their submission indicated an anticipated shortfall in funding of approximately $50,000 for the services to be provided. The submission indicated a commitment to attempt to fund-raise the difference but also asked that the City guarantee to provide the additional budget if fundraising did not raise the full amount required to operate the program. This would require an increase in the City contribution from the current $100,000 to $150,000. Section 6.16 of RFP-13-12 indicates that where the proposal exceeds the approved budget allocation, the director (or designate) may approach the proponent to seek options to change the scope of the work and obtain a corresponding price change.

Report CSSS12-004-RFP P-13-12 Community Drop-in Centre Page 4

The Social Services Division Manager and Homelessness Program Manager met with the CMHA Executive Director along with CMHAs Director of Programs and Services to discuss the scope of work and possible reduction in budget. During this process, CMHA decided to withdraw their proposal, based on the funding challenges and the availability of an appropriate downtown space. Our Space The current contract with Our Space for the provision of a Community Drop-in service expires on April 30, 2012. There are several advantages to extending the current contract. It provides continuity in terms of the service provider and there would be no short term gap in service. The volunteers and supporters of the existing program would be maintained. There are also several compelling disadvantages to extending the current program. The organizations inability to submit a complete application may reflect some current organizational and governance challenges. Changes in the boards composition raises concerns about the organizations on-going viability. Partnerships with other organization appear to be limited as a result of differences in philosophy and governance models. Extending the contract does not resolve space and neighbourhood issues. It is, therefore, recommended that the current contract with Our Space not be extended and that other models of service delivery to this client group be explored.

SUMMARY
RFP-13-12 for the Provision of Facilities, Management and Operation of a Community Drop- in Centre was issued in accordance with the Citys Purchasing By-Law 06-175. There were two submissions. Our Spaces application was incomplete and therefore rejected. The CMHA application was complete but requested additional funding. Subsequently CMHA withdrew. Staff recommends that the current contract not be extended beyond April 30, 2012 and that other service delivery models be explored. Submitted by,

Ken Doherty Director of Community Services

Linda Mitchelson Social Services Division Manager

Report CSSS12-004-RFP P-13-12 Community Drop-in Centre Page 5

Contact Name: Suzie Johnson, Program Manager, Homelessness and Addiction Services Phone: 705-748-8830 Ext. 3703 Fax: 705-876-4620 Email: sjohnson@peterborough.ca