CountyNY
Posted
Nov 1, 2024
Dec 31, 2027
PROPOSAL NO. RFP-10-24 DMHDSS Commercial Hotel/Motel Use
Intent of Proposal: The County of Chautauqua Department of Mental Hygiene and Social Services (DMHSS), Division of Social Services, is seeking applications from commercial hotel/motels to contract with the County, for the purpose of providing for use of hotel/motel rooms for temporary housing placement to individuals and/or families when no other suitable public or private housing is available. Background: The Chautauqua County Department of Mental Hygiene and Social Services, Division of Social Services is responsible for temporary housing placement for individuals and families when permanent housing or alternative arrangements are not available. The terms and conditions of the attestations listed in this application are based in the legal obligations that must be met by the Chautauqua County Department of Social Service while providing hotel/motel placements in the Temporary Housing Assistance program. A list of cited regulations and guidance is referenced in the RFP (references to federal and state statutes and regulations are included in the Contract Documents). Specification for Services: A. Contract for the use of commercial hotel/motel rooms to be utilized for the purpose of temporary housing placement for individuals and/or families (hereinafter "clients") referred and overseen by the Chautauqua County Department of Mental Hygiene and Social Services, Social Services Division (DMHSS). B. All rules and regulations will be followed per attachment A. C. Payment: Room rate to be determined during contract negotiations. Hotel shall bill no less frequently than monthly by the 15th day of the following month of stay. Rate increases are capped at 3% per year. Current contract rate(s) as well as the corresponding commercial rate(s) must be submitted to the DSS contact no later than 12/15 annually. D. Emergency Contacts: Hotel will provide emergency contact information for hotel management staff (see attachment B). E. Term: 1/01 to 12/31. F. Confidentiality: All individually identifying information, including client names, received by or in the possession of either party in the course of this Agreement shall be kept confidential and shall not be disclosed except in accordance with the terms of this Agreement or as allowed or mandated by applicable law. G. Inspections: Hotel will provide access to rooms for inspections twice per year and whenever complaints have been received by DSS. H. Greater weight shall be given for proposals which provide greater amenities, supports and accommodations. I. Notification shall be given to DSS as soon as possible but no later than the next business day for the following situations: excess belongings that may be a fire hazard, drug paraphernalia, damages outside of normal wear and tear to a room, conditions under the client's control that are likely to increase pests, any refusal to allow entry into the room, unapproved guests in the room and behavioral concerns. J. Hotel/Motel will provide notice of at least 1 business day should it become necessary for a DSS client to exit. K. Hotel/Motel must have contracts in place for regular pest control for bed bugs and cockroaches. These agreements must be submitted with response to RFP. Hotel/Motel must work with DSS to provide alternate arrangements when DSS occupied rooms are infested and must be treated. L. A room(s) which may be used by DMHSS staff to meet with clients approximately 10 hours per week. Additional content in the RFP includes: general terms and conditions, insurance requirements, instructions for submission and proposal format, evaluation criteria, proposer qualifications, award and contract information, model contract language (including payment, indemnification, term, termination, confidentiality, compliance with laws, and operational requirements), detailed Attachment A: Regulations for Use of Commercial Hotels/Motels (standards for placement, maintenance, housekeeping, bedding, safety, ventilation/heating, private bathrooms for families with children, compliance with state and local laws), Attachment B: Emergency Contacts template, application forms and response checklist, minimum insurance requirements and other administrative forms and attestations required to be submitted with the proposal.
