.
REQUEST FOR EXPRESSION OF
INTEREST
LGBTQ2S Youth Focused Emergency Shelter or
Transition to Housing Program
SUBMISSION REQUIREMENTS AND
APPLICATION
Deadline for submissions:
Thursday, September 4, 2014
5:00 p.m.
Table of Contents
1.0 SUBMISSION INSTRUCTIONS AND CHECKLIST ........................................................... 4
1.1
1.2
1.3
SUBMISSION INSTRUCTIONS ............................................................................................................4
SSHA CONTACT ............................................................................................................................4
SUBMISSION CHECKLIST .................................................................................................................4
2.0 PURPOSE .......................................................................................................................... 5
3.0 BACKGROUND ................................................................................................................. 5
3.1
OVERVIEW OF THE SERVICES PROVIDED TO LGBTQ2S HOMELESS YOUTH IN THE CITY ....................5
OF TORONTO ...............................................................................................................................................5
3.2
NEED FOR AN EMERGENCY SHELTER OR TRANSITION TO HOUSING PROGRAM FOR LGBTQ2S ..........6
YOUTH 6
4.0 SCOPE OF WORK ............................................................................................................. 7
5.0 SCHEDULE OF EVENTS ................................................................................................... 8
5.1
5.2
INFORMATION SESSION ...................................................................................................................8
QUESTIONS ....................................................................................................................................8
6.0 EVALUATION CRITERIA AND SELECTION PROCESS .................................................. 9
6.1
EVALUATION COMMITTEE ................................................................................................................9
6.2
SELECTION PROCESS .....................................................................................................................9
6.3
SUBMISSION EVALUATION/SELECTION CRITERIA ..............................................................................9
6.3.1
Organization Eligibility ........................................................................................................... 9
6.3.2
Financial Stability .................................................................................................................10
6.3.3
Interest, Intent and Experience ............................................................................................10
6.3.4
Philosophy of Service Delivery ............................................................................................10
6.3.5
Program Model ....................................................................................................................10
6.3.6
Capacity to Assume Operation ............................................................................................10
6.3.7
Suitability of Location and Building ......................................................................................10
6.3.8
Proposed Budget .................................................................................................................11
6.4
6.5
CLARIFICATIONS ...........................................................................................................................11
EVALUATION RESULTS ..................................................................................................................11
7.0 SECONDARY APPLICATION PHASE ............................................................................ 12
7.1
7.2
7.3
REQUEST FOR PROPOSALS ...........................................................................................................12
INTERVIEWS .................................................................................................................................12
DECISION .....................................................................................................................................12
8.0 APPLICATION PACKAGE............................................................................................... 13
8.1
GENERAL OVERVIEW ....................................................................................................................13
8.2
ORGANIZATIONAL DETAILS ............................................................................................................13
8.2.1
Contact Information .............................................................................................................13
8.2.2
Organizational Eligibility ......................................................................................................13
2
8.3
8.4
8.5
8.6
8.7
8.8
8.9
FINANCIAL STABILITY ....................................................................................................................14
INTEREST, INTENT AND EXPERIENCE..............................................................................................14
PHILOSOPHY OF SERVICE DELIVERY..............................................................................................15
PROGRAM MODEL ........................................................................................................................15
CAPACITY TO ASSUME OPERATION................................................................................................15
BUILDING INFORMATION ................................................................................................................16
PROPOSED BUDGET .....................................................................................................................17
9.0 APPENDIX A: ANTI-RACISM, ACCESS AND EQUITY POLICY AND GUIDELINES ..... 18
10.0 APPENDIX B: POLICY ON THE CONSIDERATION OF UNRESTRICTED ..................... 24
RESERVES AND OPERATING SURPLUSES IN THE ASSESSMENT................................... 24
PROCESS ............................................................................................................................... 24
11.0 APPENDIX C: REOI PROCESS TERMS AND CONDITIONS ......................................... 26
11.1
11.2
11.3
11.4
11.5
11.6
11.7
11.8
11.9
11.10
RESPONDENT'S RESPONSIBILITY ...................................................................................................26
ACCEPTANCE OF RESPONSES .......................................................................................................26
ADDENDA .....................................................................................................................................26
OMISSIONS, DISCREPANCIES AND INTERPRETATIONS .....................................................................26
EXCEPTIONS TO MANDATORY REQUIREMENTS, TERMS AND CONDITIONS ........................................26
INCURRED COSTS.........................................................................................................................27
POST-SUBMISSION ADJUSTMENTS AND W ITHDRAWAL OF RESPONSES ............................................27
VERIFICATION ...............................................................................................................................27
CONFLICTS OF INTEREST ..............................................................................................................27
OWNERSHIP AND DISCLOSURE OF RESPONSE DOCUMENTATION .....................................................27
12.0 APPENDIX D: EXPRESSION OF INTEREST EVALUATION FORM ............................... 28
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1.0
1.1
SUBMISSION INSTRUCTIONS AND CHECKLIST
Submission Instructions
Please ensure your submission:






Is complete.
Meets all requirements outlined in Sections 4, 6 and 8.
Includes four (4) fully-assembled paper copies, one signed original and three copies.
Is in a sealed envelope with agency’s name and phone number marked.
Is not faxed or e-mailed.
Is received by 5:00 p.m., Thursday, September 4, 2014 at:
City of Toronto
Shelter, Support and Housing Administration Division
55 John Street, Metro Hall
6th Floor Reception Desk
Toronto, Ontario M5V 3C6
Please note that late or incomplete submissions will not be accepted.
1.2 SSHA Contact
Please direct all enquiries to Viktoriya Zemlyanukhina at 416-397-4102 or vzemlya@toronto.ca.
1.3 Submission Checklist
Please use the checklist below to ensure that your submission contains the following:
PROPOSAL CHECKLIST
Four (4) copies of all materials.
Completed application package, addressing all required criteria.
Most recent audited financial statement of your agency. Please include a detailed
list of all funding received from the City of Toronto.
List of Current Board of Directors, including their city of residence.
Organization chart of your agency. Include how this program would fit within your
current structure.
Date of your last Annual General Meeting.
The City of Toronto Anti-racism, Access and Equity Policy.
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2.0
PURPOSE
The purpose of this Expression of Interest is to identify one or more existing shelter operators or
agencies providing services to marginalized individuals, youth, individuals who are homeless, or
LGBTQ2S (Lesbian, Gay, Bisexual, Trans, Queer/Questioning, and Two-spirited) youth to
operate:
a) An emergency shelter, and/or;
b) A transition to housing facility for youth from the LGBTQ2S community.
The requirement for service of LGBTQ2S homeless youth may be met through conversion of an
existing emergency shelter location or opening of a new emergency shelter or transition to
housing facility.
The agency will be responsible for identifying a physical structure (building) to operate the
emergency shelter and/or transition to housing program, as well as the provision of programs and
services to residents. The agency may form partnerships with other agencies when responding to
this Expression of Interest. The agency will be bound by a purchase of service agreement with
the City of Toronto.
This Expression of Interest is the first stage in a two stage application process. This Expression of
Interest will lead to a Request for Proposals. Proponents must apply to this Expression of Interest
in order to qualify to respond to the second stage of the application process.
Responding to this REOI does not commit the agency to commence operations. Acceptance of
this REOI submission does not commit the City to proceed with a Request for Proposals or a
purchase of service agreement.
This REOI is governed by the Process Terms and Conditions in Appendix C.
3.0
BACKGROUND
Shelter, Support and Housing Administration (SSHA) delivers housing and homelessness
services and programs that build on the Housing First strategic objectives that were identified in
Housing Opportunities Toronto: An Affordable Housing Action Plan (HOT), which was adopted by
City Council in August 2009.
In December 2013, City Council adopted the 2014-2019 Housing Stability Service Planning
Framework, building on the strategic directions in HOT, which will shape the transformation of
Toronto's housing and homelessness services into an integrated, client-centered, outcomefocused service system that will enable residents to remain in their homes longer and improve
their well-being. The Framework identifies the strategic importance of supporting the transition to
permanent housing for people experiencing homelessness. In addition, a number of key actions
relate to improving access to and equity in the delivery of housing stability services as well as
strengthening partnerships and coordination to enhance service delivery.
3.1
Overview of the Services Provided to LGBTQ2S Homeless Youth in the City
of Toronto
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The shelter system currently has 520 beds available for youth experiencing homelessness. The
beds are located at 12 shelters operated by community agencies through purchase of service
agreements. There are currently no LGBTQ2S youth focused shelters in the City of Toronto.
The Streets to Homes Program employs three youth street outreach counsellors who engage with
youth who are living outside and/or are street involved and support their transition into stable
housing. LGBTQ2S homeless youth may access their services. Respite services and supports
are also available for youth, including LGBTQ2S youth, at the Streets to Homes Assessment and
Referral Centre (SHARC).
SSHA also funds a number of other youth specific services and services that may be accessed by
the LGBTQ2S community. These include drop-in services for youth, supports to help find and
keep housing, employment and pre-employment programs, a training initiative for service
providers on trans access issues, homeless prevention initiatives and supports for young parents.
3.2
Need for an Emergency Shelter or Transition to Housing Program for LGBTQ2S
Youth
SSHA identified the need for the emergency shelter/transition to housing program for LGBTQ2S
youth through the 2013 Street Needs Assessment, the 2014-2019 Housing Stability Service
Planning Framework, and the conclusions of a stakeholder working group.
The 2013 Street Needs Assessment found that twenty one percent of respondents in youth
shelters identified as part of the LGBTQ2S community, more than twice the overall rate for all
survey respondents (9%). Given the stigma which can be associated with 'coming out' as
LGBTQ2S, combined with the fact the survey was administered by volunteers who were
strangers to the respondents, it is possible that the response rate is an under estimate of the total
number of LGBTQ2S people who are homeless. These results confirmed that a significant
proportion of youth who are homeless identify as LGBTQ2S. The report is available through the
following link: http://app.toronto.ca/tmmis/viewAgendaItemHistory.do?item=2013.CD23.5
One of the strategic directions under the 2014-2019 Housing Stability Service Planning
Framework is to improve access and equity by developing comprehensive strategies to ensure
that housing services are responsive to the needs of specific client groups, including clients from
LGBTQ2S communities. The report is available through the following link:
http://app.toronto.ca/tmmis/viewAgendaItemHistory.do?item=2013.CD25.10
In response to a Community Development and Recreation Committee directive in December,
2013, SSHA appointed a working group made up of community stakeholders to develop a work
plan to address the over representation of LGBTQ2S youth in the emergency shelter system.
Stakeholders identified that a service gap exists within the emergency shelter and housing
service system. Consequently, the working group supports the need to create a standalone
emergency shelter and/or transition to housing program for LGBTQ2S youth.
Validating the need to open an emergency shelter or transition to housing program serving
Lesbian, Gay, Bisexual, Trans, Queer/Questioning, and Two-Spirited youth experiencing
homelessness, City Council authorized the General Manager, Shelter, Support and Housing
Administration, to issue a Request for Expression of Interest (REOI) in 2014 to explore
community interest in operating an emergency shelter or transition to housing program for
LGBTQ2S homeless youth. City Council also requested the General Manager, Shelter, Support
and Housing to report back to the Community Development and Recreation Committee on August
14, 2014 on the feasibility of allocating 25 percent of shelter beds to Lesbian, Gay, Bisexual,
Trans, Queer/Questioning, and Two-Spirited (LGBTQ2S) youth in an existing youth shelter
6
facility. The report and Council request are available through the following link:
http://app.toronto.ca/tmmis/viewAgendaItemHistory.do?item=2014.CD30.8
4.0
SCOPE OF WORK
The intent is to set up an emergency shelter and/or transition to housing facility to provide
services to LGBTQ2S youth who are experiencing homelessness. The scope of work will include,
but not limited to, the following:
1.
The facility will be accessible to and have programs specifically designed to support
LGBTQ2S youth.
2.
The operating model for the program will include:
 24-hour/ 7 day a week operation;
 Provision of healthy meals;
 Commitment to ongoing development of partnerships;
 Operation as a facility that accepts referrals from Central Intake and the Streets to
Homes Assessment & Referral Centre (as required); and
 Enhanced case management supports, including housing help services.
3.
The agency will:
 Provide a safe and welcoming space for LGBTQ2S youth;
 Provide programs and services to residents in a supportive manner that is client
focused and accommodating persons with a variety of needs and issues;
 Assist youth to find and keep permanent housing;
 Assist youth with family mediation and reunification when possible;
 Identify and respond to the complex needs of LGBTQ2S youth using an approach
that includes harm reduction and trauma-informed care;
 Have capacity and commitment to hiring, training and supporting peers; and
 Connect LGBTQ2S youth with appropriate community resources.
4.
The emergency shelter or transition to housing program will fully meet all of the
requirements of the Toronto Shelter Standards. The Shelter Standards may be accessed
at the following link:
http://www1.toronto.ca/city_of_toronto/shelter_support__housing_administration/files/pdf/s
helter_standards.pdf
5.
Counselling and case management, and provision of housing help and support services,
are expected of shelter and transitional program providers by the City of Toronto, in
accordance with the Client Support Services Framework. The Client Support Services
Framework may be accessed at the following link:
http://www1.toronto.ca/wps/portal/contentonly?vgnextoid=bad1ab2cedfb0410VgnVCM100
00071d60f89RCRD
6.
The agency should have the capacity to deliver ongoing service, including a commitment to
annual program evaluation and improvement in consultation with residents and SSHA in
order to ensure continued focus on meeting the needs of the LGBTQ2S youth.
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7.
The operator will assume operation of the program/facility for a minimum of a three (3) year
period.
8.
SSHA will consider providing some financial assistance to the successful Proponent for
start up related costs.
9.
The agency will be expected to work with the City to create an Advisory Committee of City
Staff, service providers and service users to refine the service model.
10.
The agency will be expected to work with the City and with other funders (e.g., LHINs,
private sector, etc.) to access additional resources.
11.
The agency will be expected to work with the community in which the shelter or transition
to housing facility is located to maintain a positive community relationship.
5.0
SCHEDULE OF EVENTS
This Expression of Interest will be governed generally by the following schedule:
REOI Process Timeline
Release of Expression of Interest
Information Session
Deadline for Written Questions from Agencies
Release of Addendum, if required
Closing Date for Submissions
Submission Review and Identification of a Short list
Communication of Results
Dates
August 6, 2014
August 19, 2014, 1 pm
August 25, 2014, 6 pm
August 29, 2014
September 4, 2014, 5 pm
September 5 – 22, 2014
September 30, 2014
This schedule is subject to change and appropriate notice in writing of any changes will be
provided where feasible.
5.1
Information Session
Agencies are encouraged to attend the scheduled information session. Participants may preregister for the session by emailing csantar@toronto.ca. The information session will be held on
August 19, 2014 at 1:00 p.m. at Metro Hall, 55 John Street, Room 304.
5.2
Questions
All contact and questions concerning this REOI should be directed in writing to the City Contact
indicated in section 1.2 of the Proposal Guidelines. Questions and answers will be posted
electronically as an addendum to the REOI at www.toronto.ca/housing.
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6.0
6.1
EVALUATION CRITERIA AND SELECTION PROCESS
Evaluation Committee
All submissions will be evaluated through a comprehensive review and analysis by the Evaluation
Committee, which will include members from the Shelter, Support and Housing Administration
Division and other relevant City staff and stakeholders, where necessary.
The Evaluation Committee may at its sole discretion retain additional committee members or
advisors.
The Evaluation Committee will select a short list of Submissions, which in its opinion meet or
exceed the City's requirements under this REOI and provide the best overall value to the City. By
responding to this REOI, Proponents will be deemed to have agreed that the decision of the
Evaluation Committee will be final and binding.
6.2
Selection Process
The Evaluation committee will score each Expression of Interest using consistent selection
criteria in order to determine and rank the feasibility of each proposed emergency shelter or
transition to housing program. The criteria are described in Section 6.3 and evaluation table
attached in Appendix D. If the submission fails any of the mandatory requirements outlined in
Sections 8.2 to 8.9 the submission will be rejected.
Those agencies that fulfill the requirements identified in sections 8.2 to 8.9 will be moved to the
second stage of the application process.
The City, in its sole discretion, reserves the right to either cancel the REOI or to re-issue a new
REOI to pre-qualify Proponents.
6.3
Submission Evaluation/Selection Criteria
Each submission will be evaluated using consistent selection criteria in order to determine and
rank the feasibility of the each proposal and each agency's capacity to provide a) emergency
shelter, and/or b) transition to housing program to LGBTQ2S youth (The evaluation table is
attached in Appendix D).
Responses will be evaluated and scored based on the following:
6.3.1 Organization Eligibility
Organization information will be assessed to determine eligibility to receive funding from the City
of Toronto, based on the following criteria (as per Section 8.2):
 Be located in the city of Toronto with primary activities taking place within the city of
Toronto;
 Have at least 50% of Board members who reside in the city of Toronto;
 Be in good standing with the City of Toronto and/or other government funders (i.e.
recipients of funding must have met the terms and conditions of previous funding).
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Serve individuals who are homeless or those at risk of homelessness, marginalized
individuals, youth, or LGBTQ2S (Lesbian, Gay, Bisexual, Trans, Queer/Questioning, and
Two-spirited) youth;
Be an incorporated non-profit. Unincorporated organizations, or incorporated
organizations without a recent audited financial statement, may apply with a trustee;
Be financially stable as per audited financial statements (e.g. surplus, deficit, state of
reserves etc.); and,
Be able to comply with the City of Toronto Anti-racism, Access and Equity Policy (see
Appendix A).
6.3.2 Financial Stability
When eligibility is established, financial stability of the organization, as reflected in audited
financial statements submitted with the submission (surplus, deficit, state of reserves, etc.), will be
evaluated (as per Section 8.3).
The organization should be in good standing with the City of Toronto, if applicable (refers to
organizations that have received operational or grants funding from the City in the past and have
met the terms and conditions of all previous funding), and be able to demonstrate reasonableness
of its unrestricted reserves (see Appendix B).
6.3.3 Interest, Intent and Experience
The organization should be able to demonstrate interest, expertise and experience serving
LGBTQ2S youth who are homeless (as per Section 8.4).
6.3.4 Philosophy of Service Delivery
The organization should demonstrate a philosophy of service delivery that is consistent with the
needs of LGBTQ2S homeless youth (as per Section 8.5).
6.3.5 Program Model
The organization should demonstrate that the proposed service delivery model, its structure, and
implementation timelines are consistent with the needs of the LGBTQ2S homeless youth and
support the principles of harm reduction and trauma-informed care. The organization should also
demonstrate readiness to establish collaborative relationships with other agencies serving
LGBTQ2S youth (as per Section 8.6).
6.3.6 Capacity to Assume Operation
The organization should demonstrate its management and staffing structure and practices, and its
administrative systems are suitable to assume operation of a) an emergency shelter, and/or b)
transition to housing service and meet the objectives of service delivery as outlined in section 4.0
of this document (as per Section 8.7).
6.3.7 Suitability of Location and Building
The organization must currently own or rent the proposed location or have the ability to do so.
Key criteria for evaluation of potential sites include, but are not limited to general location and
10
building suitability, appropriate zoning, and availability and suitability of administrative and
resident space (as per Section 8.8).
Any new shelter facility will meet the requirements set out in the City of Toronto's By-law No. 1382003, Municipal Shelter By-law, including the provisions that:
 Any new buildings or additions comply with all other applicable zoning provisions of the
zone or district;
 The lot on which the municipal shelter is located on a major arterial road or minor arterial
road as described on the Road Classification System, as amended, for the City of
Toronto;
 The lot on which the municipal shelter is located is at least 250 metres from any other lot
with a municipal shelter or emergency shelter, hostel or crisis care facility.
Site visits may be conducted to evaluate the suitability of each proposed location.
6.3.8 Proposed Budget
The proposed budget should reflect reasonable project operating costs (as per Section 8.9).
Other sources of funding and/or in-kind supports are not a requirement, but will be assessed
favourably.
Proposed renovations should also be identified on the Capital Costs spreadsheet. Eligible
expenses include, but are not limited to, renovations to meet the key criteria listed in section 8.8
of this document.
Staffing and project revenue and expenditures will be scored. Capital estimates will be used for
information purposes only and will not be scored as a part of this Expression of Interest.
6.4
Clarifications
As part of the evaluation process, the Evaluation Committee may make requests for further
information with respect to the content of any submission in order to clarify the understanding of
the Proponent’s response. The clarification process will not be used to obtain required information
that was not submitted at time of close.
The Evaluation Committee may request this further information from one or more Proponents and
not from others.
6.5
Evaluation Results
Upon conclusion of the evaluation process, a recommendation will be made by the Evaluation
Committee to the General Manager, Shelter, Support and Housing Administration.
Submission evaluation details are the property of the City and are subject to MFIPPA. The City
does not intend to disclose evaluation details, under any circumstances, either before, during or
after the Expression of Interest process. By responding to this Expression of Interest, Proponents
agree to accept the recommendations of the Evaluation Committee as final and binding.
All Proponents will be notified of the decision on their application.
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7.0
7.1
SECONDARY APPLICATION PHASE
Request for Proposals
This Expression of Interest is the first stage in a two stage application process. In order to be
considered for the second stage, a response to this Expression of Interest is required. The results
of this Expression of Interest will be used to determine a short list of Proponents eligible to
respond to a Request for Proposals. The City will request supplementary information from the list
of pre-qualified Proponents only.
The second application stage will require supplementary information including:
 Proposed programming and program delivery;
 Capacity to assume operations; and
 Detailed program budget.
Agencies selected as part of the short list stage may also be requested to attend an interview and
participate in a site visit.
The City will provide additional information and evaluation criteria related to this requirement
when supplementary information is requested.
7.2
Interviews
The City reserves the right to incorporate interviews into the evaluation process at the short list
stage. The Interview will serve as the mechanism for further evaluation of supplementary
submissions of short-listed Proponents at an in-depth and more detailed level to establish the
finalist(s) for Preferred Proponent status.
7.3
Decision
The Proponent(s) whose proposed building, submission and interview best meet the
requirements of the City, will be designated as the Preferred Proponent(s). No obligation arises,
however, until a mutually acceptable Agreement, based on the requirements of the City is
negotiated and executed. The Agreement will be contingent on establishment of funding allocated
to the project and Council approval.
The relevant terms/text/content of this Expression of Interest and Preferred Proponent’s
submission will be incorporated into that written Agreement.
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8.0
8.1
APPLICATION PACKAGE
General Overview
The procedures set out in this REOI are designed to ensure that submissions are received
through an open, competitive process, and that Proponents receive fair and equitable treatment in
the solicitation, receipt and evaluation of their submissions. The City may reject the submissions
of any Proponent who fails to comply with any such procedures.
Submissions must address the REOI content requirements as outlined below, should be well
ordered, detailed and comprehensive. Clarity of language, adherence to suggested structuring,
and adequate accessible documentation is essential to the Evaluation Committee's ability to
conduct a thorough evaluation.
For any supplementary documents, the headings used in this section are to be the same
headings used in the submission.
8.2
Organizational Details
8.2.1
Contact Information
Proponent Organization Name:
Current Legal (Incorporated) Name:
Street Address:
City:
Postal Code:
Executive Director or Equivalent
Name:
Telephone #:
Fax #:
E-mail:
Signature:
8.2.2
Contact Person
Name and Title:
Telephone #:
Fax #:
E-mail:
Signature:
Organizational Eligibility
a) Confirm that your organization's primary activities are taking place within the city of Toronto.
b) Describe your organization's current services. Describe how your organization is serving one
or more of the following groups: youth, LQBTQ2S youth, youth in institutional settings,
individuals who are homeless or those at risk of homelessness, or other marginalized groups.
c) Attach the following as appendices to your submission. If you have submitted any of this
information to Shelter, Support and Housing Administration in the last year, you do not need
to resubmit:
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


8.3
List of current Board of Directors, including their city of residence.
Organization chart of your agency. Include how this program would fit within your
current structure.
Signed the City of Toronto Anti-racism, Access and Equity Policy (provided in
Appendix A).
Financial Stability
Attach the following as appendices to your submission:



Most recent audited financial statement of your agency;
Please include a detailed list of all funding received from the City of Toronto;
Date of your last Annual General Meeting.
If you have submitted any of the above information to Shelter, Support and Housing
Administration in the last year, you do not need to resubmit. Please indicate the name of
program/project and the contact person within SSHA.
8.4
Interest, Intent and Experience
a) State whether your agency is interested in operating the LQBTQ2S youth focused a)
emergency shelter, or b) transition to housing service, or c) a combination of an
emergency shelter and transition to housing service. Please describe program capacity,
indicating the maximum number of residents per night (Please note that no points will
be awarded for the information provided. SSHA will use this information for
information and planning purposes only).
b) State why your organization is interested in operating the LQBTQ2S youth focused a)
emergency shelter, and/or b) transition to housing service and confirm your intention to
serve LQBTQ2S youth.
c) Outline your organization's expertise and experience working with LGBTQ2S youth who
are experiencing homelessness.
d) Describe your experience working with individuals in overnight or residential operations.
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8.5
Philosophy of Service Delivery
a) Outline your organizations approach to serving LGBTQ2S homeless youth in the space
that is accessible to and specifically designed to support LGBTQ2S youth.
b) Outline how the proposed program will intersect with other services available in the
community for youth.
8.6
Program Model
Please provide comprehensive information on the following:
a) Describe the proposed service delivery model including:
 Outreach in the community;
 Intake and assessment procedures;
 Support and programming available to youth;
 Capacity of the program;
 Discharge to permanent housing in the community; and
 Ongoing support to youth once housed.
b) How will the principles of harm reduction and trauma-informed care will be incorporated in
the proposed service delivery model.
c) List any proposed partnerships established with other agencies serving LGBTQ2S youth
and explain how these partnerships will enhance service delivery and housing outcomes
for service users.
8.7
Capacity to Assume Operation
a) Indicate the capacity/readiness of your organization to assume operation of this program
related to administration, staffing and service delivery. Please include:
a. An organizational chart or proposed staffing structure indicating how this program
would fit within your current structure.
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b. Details on the management and staffing practices that would ensure that the
organization has the capacity to be fully functional in 2015.
b) What is the earliest date you would be able to open a) an emergency shelter, and/or b)
transition to housing program?
8.8
Building Information
Provide as much information as is known at this time about your proposed site, including
information on all of the following:
Address:
Ward:
History of building use, including current use
Building ownership. If building is leased, please attach a copy of current lease. If a building is
not leased yet, please include any information on lease details.
Site statistics, including zoning and dimensions of site
Proposed/existing layout of space, including total number of proposed beds, bed types (single
or bunk), and number of beds per room.
Availability and number of shower and washroom facilities (Single stall toilets and showers or
other design that respects dignity of residents are recommended).
Availability of laundry and kitchen facilities, lockers.
Please describe any renovations that would be required
Please complete the following checklist. If the proposed location does not currently meet a
requirement, but proposed renovations will allow the facility to do so, please check the category
below and include details about the renovations in the box above. You may attach supplementary
building information, as required.
The proposed location:
Is compliant with AODA standards. The AODA standards may be accessed at the following
link:http://www.mcss.gov.on.ca/en/mcss/programs/accessibility/built_environment/index.aspx
Meets the requirements set out in the City of Toronto's By-law No. 138-2003, Municipal
Shelter By-law. The By-law may be accessed at the following link:
http://www.toronto.ca/legdocs/bylaws/2003/law0138.pdf
Complies with section 6.1 of the Toronto Shelter Standards.
Is located in close proximity to 24-hour public transportation.
16
Has administrative area, including administration offices, reception area.
Has sleeping space, including sufficient number of bedrooms.
Has kitchen facilities onsite.
Has dining room space.
Offers common space for youth.
Offers common area that may be utilized for programming.
Has private or semi-private, secure outdoor space.
Has a laundry facility.
Has showers and washrooms (single stall)
8.9
Proposed Budget
Please provide a one year projected operating budget, including a total contract amount, in the
attached budget spreadsheet. Official quotes are not required at this phase of the application
process. Order of magnitude estimates are acceptable to reflect proposed project scope.
Complete the Project Staffing, Budgeted Project Revenue and Expenditures and Capital Costs
tabs in the spreadsheet.
Please estimate any capital investment required to create a suitable space for LGBTQ2S youth.
Capital estimates will be used for information purposes only and will not be scored as a part of
this Expression of Interest.
Additional information on capital funding will be made available in a secondary application phase
and SSHA will work with applicants on development of a capital budget during this phase.
17
9.0
Appendix A: Anti-Racism, Access and Equity Policy and Guidelines
Appendix A - City of Toronto Grants Policy
Anti-Racism, Access and Equity Policy and Guidelines
Applicable to Recipients of Grants from the City of Toronto and its agencies, boards and
commissions
Approved by City Council, December 16 & 17, 1998
(Strategic Policies & Priorities Committee Report 6, Clause 5)
I. Policy Statement:
The population of the City of Toronto is made up of people from diverse communities and
equity-seeking groups, e.g., women, people with disabilities, ethno-cultural and racial minorities,
immigrants and refugees, faiths, the socio-economically disadvantaged, Aboriginal peoples,
lesbian, gay, bisexual, transgendered persons. In recognition and support of this diversity, the
City as a funder will ensure that:
(1)
It provides access for organizations representing these communities to the grants
programs provided by the City of Toronto. This includes access to grants information,
applications, staff resources, decision-making and funding; and
(2)
The services, programs and decision-making provided by organizations receiving grants
are accessible to all residents of Toronto and that organizations receiving City grants are
free from discrimination.
This policy recognizes that the changing nature of the population has implications for the
operation of the City's grants programs as well as the delivery of services supported by City
grants. In this context, the City recognizes that:
(1)
Barriers to services exist for members of the City's diverse communities, particularly for
equity-seeking groups;
(2)
Organizations representing equity-seeking groups (e.g., women's organizations,
Aboriginal organizations, ethno-specific and disability organizations) must continue to
play a critical role in service delivery; and
(3)
The City of Toronto, as a funder, must act as a positive force in assisting the elimination
of these barriers by providing support to both mainstream and equity-seeking
organizations through the change process.
Access to services is the ability or extent to which communities or residents can attain needed
services and achieve full participation in the planning, development, administration and delivery
of those services. Access includes consumer/client access and organizational access.
To achieve this:
(1)
The City of Toronto will ensure its diverse communities, particularly those facing barriers
and other forms of discrimination and disadvantage, have equitable access to its own
18
services, resources and decision-making in order that all communities can fully
participate in the City's social, economic, cultural and political life.
(2)
The City of Toronto will also require organizations receiving City grants to undertake
planned and coordinated activities aimed at enabling diverse communities, particularly
those facing barriers and other forms of discrimination and disadvantage, to participate
fully in their services, programs and decision-making.
(3)
The City of Toronto undertakes this because it believes that when every individual makes
a conscious effort to bring about equality and to engage in egalitarian practices, the City
will be able to effect the systemic and social changes needed to create a community
where all people live with dignity and peace. The City of Toronto also believes that its
diverse communities need to partner with and assist each other in developing actions to
eradicate discrimination and attain equality in our society and that the City can play a
proactive and supportive role in this process.
II. Implementation
To implement these principles, the City of Toronto's grants programs will ensure that:
(1)
All organizations receiving City grants are non-discriminatory and promote the goals of
anti-racism, access and equity;
(2)
All organizations receiving City grants take reasonable steps to ensure their services,
programs and decision-making reflect the community they serve;
(3)
The City of Toronto's grants programs are accessible to organizations from Toronto's
diverse communities, including organizations representing equity-seeking communities;
and
(4)
All required documentation and conditions will be reasonable and grants will not be
withheld if the applicant is taking reasonable steps to comply with City policy.
Actions required to do this are described below.
(1)
Declaration of Non-Discrimination:
Every person has the right to live, work and serve in an environment free of individual as
well as systemic harassment and discrimination. Regarding the operation of the City's
grants programs, the City of Toronto requires that all individuals and organizations adopt a
policy of access and non-discrimination based on the City's Human Rights Policy as a
condition of receiving a grant or other support from the City's grants programs.
Discrimination means someone is being treated unfairly because of her/his status. In
some cases, discrimination also means someone is being treated unfairly because he or
she receives welfare, or if the person has been pardoned for a criminal offence. The
Declaration of Non-Discrimination Form must be completed by individuals and
organizations applying for grants or other supports.
Discrimination is prohibited on the grounds of Age, Ancestry, Citizenship, Creed (religion),
Colour, Disability, Ethnic Origin, Family Status, Gender Identity, Level of Literacy, Marital
Status, Membership in a union or staff association, Place of Origin, Political Affiliation,
19
Race, Receipt of Public Assistance, Record of Offences, Sex, Sexual Orientation or any
other personal characteristic. (The City of Toronto’s Human Rights & Harassment policy
protects grounds which are in addition to those protected under the Ontario Human Rights
Code. These grounds are: gender identity, level of literacy, political affiliation. The
Human Rights & Harassment policy has been approved by City of Toronto Council at its
meeting on December 16-17, 1998 as embodied in Clause 2 in Report No. 19 of the
Corporate Services Committee).
Discrimination could occur on the basis of employment, services, contractual
arrangements, or membership in unions. It is essential to develop complaint/ mediation
policies for incidents that could occur between employees, employees and management,
employees and volunteers, employees and consumers, as well as between agencies.
(2)
Anti-Racism, Access and Equity Components:
The following components are provided as guidelines to assist organizations receiving
City grants in their efforts to integrate anti-racism, access and equity throughout their
operations. The components address anti-racism, access and equity in the following
areas: (a) Governance; (b) Employment; (c) Services; (d) Choice; (e) Training and
Education; and
(f) Information and Communications.
(a)
Access to Governance - Organizations receiving City grants will ensure that
members of the City's diverse communities have equitable access to the
organization's decision-making process. This includes decision-making,
policymaking, budgeting and allocations. The Board of Directors, its volunteer
committees and staff need to be representative of the diversity of the community it
serves, as well as be responsive to the changing demographics. New board
members should be educated and trained to effectively govern the organization.
The Board has to be accountable to its members and communities.
(b)
Access to Employment - Organizations receiving City grants will ensure that
members of the City's diverse communities have equitable access to employment.
This includes recruitment, selection, staff development, performance evaluation,
retention, promotion, termination. It also requires the identification and removal of
systemic barriers so that the organization's staff are representative of diverse
communities and are able to serve the needs of the changing population.
(c)
Access to Services - Organizations receiving City grants will ensure that they
undertake planned and co-ordinated activities aimed at making their services and
programs accessible to diverse communities. This includes examining and making
appropriate changes to those who provide the organization's services, those who
are receiving services and the way in which services are provided to ensure they
are non-discriminatory and promote the goals of anti-racism, access and equity. In
this context, the organization's outreach, communications, and structures for
intake, referral, needs assessment, program planning, monitoring and evaluation
must be examined and appropriately changed.
In addition, organizations receiving City grants must take into consideration provision of
services to disadvantaged individuals, low-income persons, families in poverty, and
equity-seeking communities.
20
(d)
Access to Choice - Organizations receiving City grants will ensure that their
services, programs and decision-making provide a range of service options that
enable the consumer or the community to make their own decisions about their
lives and their community issues.
(e)
Access to Training and Education - Organizations receiving City grants will ensure
that those involved in the delivery of services and programs are able to participate
in appropriate education and training aimed at improving their knowledge,
understanding and skills in order to work with and provide services to members of
diverse communities, particularly equity-seeking communities.
Such training and education may involve Board members, staff and volunteers and
include orientation and development in the areas of anti-racism, human rights,
accommodation for people with disabilities, sexual orientation in the workplace and the
community, etc.
(f)
Information and Communications - Organizations receiving City grants will ensure
that information on its services, programs and decision-making and how they can
be accessed as well as all of the organization's communications appropriately
portray and are accessible to diverse communities. This includes external and
internal communication and must address multilingual requirements as well as
accommodate those who are sight and hearing impaired.
It is essential that the components listed above are implemented with an anti-racist approach. In
this context, organizations receiving City grants will be involved in the development and
promotion of unbiased attitudes, beliefs, policies and procedures as well as the identification and
elimination of derogatory behaviours, actions, and practices of Board members, staff, volunteers,
community members, residents and the organization's policies and procedures that have a direct
or adverse impact on Aboriginal, ethno-racial and linguistic minority communities.
III. Access to City Grants Programs:
In terms of the City's responsibilities, each City grant program will include the following into the
operations of their grants programs:
(1)
Environmental Scanning and Priority Setting:
This will require all grants programs to identify demographic, community and service
trends, priorities of other funders, gaps in service and program delivery. This is done to
enable grants programs to establish priorities for funding on a regular basis and, thereby,
to encourage grants applicants to establish programs and services which meet community
issues and needs.
(2)
Allocation of Funds:
This will require all grants programs to undertake to provide funding based on both
indicators of community need and community demographics. The issue of need as well as
community demographics are determined in the environmental scanning process. In
considering the allocation of funds, each grants program will need to determine the
demographic make-up of the organizations seeking and receiving funding and undertake
21
to ensure an equitable distribution of funds. Particular consideration will be given to
organizations representative of equity-seeking communities.
(3)
Outreach and Community Development:
This will require all grants programs to determine the most appropriate strategies to
provide community outreach and development. Each grants program will ensure a
planned and co-ordinated approach to these activities in order to increase the capacity of
diverse communities and their organizations, particularly those representing
equity-seeking groups.
(4)
Setting Performance Standards and Monitoring Results:
This will require all grants programs to establish performance measures to guide the
administration of grants programs and to set ways in which the grants administration
process can be reviewed, assessed and improved. Monitoring results of grants
administration is also essential to ensuring such programs are achieving their objectives,
particularly respecting equity-seeking groups.
(5)
Assessment of Organizations:
This will require each grants program to ensure that its funded organizations or recipients
of other supports fulfil the anti-racism, access and equity policy outlined above. The policy
is designed to ensure full civic participation of all communities and specifically to engage
in efforts to achieve equality for all of Toronto's communities.
In addition, each grants program will require organizations receiving funds to develop access and
equity action plans and to submit a report on this annually along with the grants application form.
This information will be used in the grants assessment as well as become part of the information
which will be analysed and submitted to Council.
IV. Policy Implementation:
All of the City's grants programs are required to integrate the above policy and principles within
their operations. This will be done in ways that are appropriate to the operations of each grants
program and their capacity to undertake the activities identified above. To ensure this is being
done, all grants programs will report annually on actions being taken to implement this policy.
In addition to reporting out annually, all grants programs will work together to streamline requests
from organizations receiving grants from more than one City grant program.
In terms of organizations receiving grants:
(1)
All organizations will be required to file a Declaration of Non-Discrimination;
(2)
Organizations with total annual operating budgets greater than $25,000.00 will be required
to submit documentation regarding their anti-racism, access and equity policies.
22
(3)
Organizations receiving one-time grants will be required to include in their grant request
how they intend to address the City's policy principles.
The City of Toronto recognizes that inequities, discrimination and disadvantage are generated
and maintained through various means, including individual and systemic practices. To address
this, the City recognizes that it, as well as organizations seeking and receiving City grants, needs
to support the creation of an equitable society. Failure or unwillingness to engage in such
activities could result in negative consequences and result in the withholding of City funding or the
rejection of an application for funding.
Clause # 5, Report # 6 of the Strategic Policies and Priorities Committee Adopted by Toronto City
Council December 16 & 17, 1998
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10.0
Appendix B: Policy on the Consideration of Unrestricted
Reserves and Operating Surpluses in the Assessment
Process
Reserves
“Unrestricted” reserves are those funds that have not been restricted by the donor and whose
use is, therefore, at the discretion of the Board of Directors of the organization or one of its
affiliated organizations (such as a trust fund, property corporation or foundation).
“Restricted” reserves are funds designated for a specific purpose by the donor and over which the
Board of the organization and its affiliates have no discretion.
It is desirable for organizations to have a reasonable level of unrestricted reserve funds to meet
the following kinds of needs:





Offsetting operating deficits
Establishing new or expanded programs
Repairing and renewing fixed assets
Capital expansion
Positive cash flow.
The size of an applicant organization’s unrestricted reserve will be considered by SSHA during
the assessment and allocations process.
Thresholds
As part of the assessment and allocations process, applicant organizations are required to
provide information necessary to determine the size of their unrestricted reserves in terms of
months of operating expenditures.
Unrestricted reserves that are greater or equal to 1 month of operating expenses and less than or
equal to 3 months operating expenses will not generally receive further consideration during
assessment or allocations process (because they are considered to be reasonable.)
Unrestricted Reserves in Excess of Three Months Operating Expenditures
Applicant organizations with unrestricted reserves larger than 3 months of operating expenditures
will be required to submit additional information to establish the reasonableness of the size of the
reserves.
An assessment of the “reasonableness” of the size of the reserves will include:




An examination of the intended use of the fund
An examination of the previous use of the fund
A review of the Board approved policies and procedures related to the fund
A review of the organization’s sources of funding.
24
If an organization’s unrestricted funds are assessed as being larger than reasonable, the project
requests submitted by the organization will be considered a low priority in the assessment and
allocations process.
Unrestricted Reserves Less than One Months Operating Expenditures
Applicant organizations with unrestricted reserves of less than 1 month operating expenditures
will be required to submit additional information demonstrating the organization’s ability to meet
its legal and financial obligations, and its financial viability.
If an organization’s unrestricted funds are assessed as smaller than required to meet legal and
financial obligations, or to impact on the organization’s financial viability, the project requests
submitted by the organization will be considered a low priority in the assessment and allocations
process.
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11.0
Appendix C: REOI Process Terms and Conditions
The following terms and conditions will govern the REOI process.
11.1 Respondent's Responsibility
It shall be the responsibility of each Respondent to:
a) Examine all the components of this REOI, including all appendices, forms and addenda;
and
b) Acquire a clear and comprehensive knowledge of the required services before submitting
a Response.
11.2 Acceptance of Responses
The City shall not be obliged to accept any Response to this REOI. The City may, without
incurring any liability or cost to any Respondent:



Accept or reject any or all Response(s) at any time;
Waive immaterial defects and minor irregularities in any Response; and
Modify and/or cancel this REOI prior to accepting any Response.
The City is relying on the experience and expertise of the Respondent. The City reserves the right
to disqualify any Respondent who has given inaccurate, incomplete, false or misleading
information in the sole opinion of the City.
11.3 Addenda
If it becomes necessary to revise any part of this REOI, post questions and answers or clarify
aspects of the REOI, the information will be by Addendum posted electronically on the City’s
website at www.toronto.ca/housing. Agencies SHOULD MONITOR THAT SITE as frequently as
they deem appropriate until the day of the Deadline.
11.4 Omissions, Discrepancies and Interpretations
A Respondent who finds omissions, discrepancies, ambiguities or conflicts in any of the REOI
documentation or who is in doubt as to the meaning of any part of the REOI should notify the City
Contact in writing not later than ten business days before the Closing Deadline. If the City
considers that a correction, explanation or interpretation is necessary or desirable, the City will
issue an Addendum. The decision and interpretation of the City shall be final and binding, from
which there is no appeal. No oral explanation or interpretation shall modify any of the
requirements or provisions of the REOI document.
11.5 Exceptions to Mandatory Requirements, Terms and Conditions
If a Proponent wishes to suggest a change to any mandatory requirement, term or condition set
forth in any part of this REOI, it should notify the City in writing not later than the deadline for
questions. The Proponent must clearly identify any such requirement, term or condition, the
proposed change and the reason for it. If the City wishes to accept the proposed change, the City
26
will issue an Addendum as described in the article above titled Addenda. The decision of the
City shall be final and binding, from which there is no appeal.
11.6 Incurred Costs
The City will not be liable for, nor reimburse, any potential Respondent or Respondent, as the
case may be, for costs incurred in the preparation, submission or presentation of any Response,
for interviews or any other activity that may be requested as part of the evaluation process or the
process for the negotiation or execution of an Agreement with the City, as the case may be. The
rejection or non-acceptance of any or all Responses shall not render the City liable for any costs
or damages to any firm that submits a Response.
11.7 Post-Submission Adjustments and Withdrawal of Responses
A Respondent may withdraw its Response prior to the Closing Deadline by notifying the City in
writing. A Respondent who has withdrawn a Response may submit a new Response, but in
accordance with the terms of the REOI.
If the City makes a request to a Respondent for clarification of its Response, the Respondent will
provide a written response accordingly, which shall then form part of the Response.
11.8 Verification
The City reserves the right to verify with any Respondent or with any other person any information
provided in its Response but shall be under no obligation to receive further information.
11.9 Conflicts of Interest
In its submission, the Proponent must disclose to the City any potential conflict of interest. If such
a conflict of interest does exist, the City may, at its discretion, refuse to consider the submission.
The Proponent must also disclose whether it is aware of any City employee, Council member,
member or employee of a City agency, board or commission having a financial interest in the
Proponent and the nature of that interest. If such an interest exists or arises during the evaluation
process the City may, at its discretion, refuse to consider the submission or withhold the awarding
of any Agreement to the Proponent until the matter is resolved to the City's sole satisfaction.
11.10 Ownership and Disclosure of Response Documentation
The documentation comprising any Response submitted in response to the REOI, along with all
correspondence, documentation and information provided to the City by any Respondent in
connection with, or arising out of this REOI, once received by the City:
a) Shall become the property of the City and may be appended to the Agreement and or any
secondary agreements with the Successful Proponent; and
b) Shall become subject to the Municipal Freedom of Information and Protection of Privacy
Act ("MFIPPA"), and may be released, pursuant to that Act.
Because of MFIPPA, prospective Respondents are advised to identify in their Response any
confidential information, the disclosure of which could cause them injury.
27
12.0
Appendix D: Expression of Interest Evaluation Form
STAGE 1. EVALUATION CRITERIA
Mandatory Response Criteria
a. Organization Eligibility (as per Section 8.2).
Points Available
Pass/Fail
Evaluated Submission Content
a)
b)
c)
Financial stability of the organization as reflected in
audited financial statements submitted with submission
(surplus, deficit, state of reserves, etc.) (as per Section
8.3).
Interest, intent, experience and qualifications in providing
services to the LGBTQ2s youth experiencing
homelessness (as per Section 8.4).
Philosophy of service delivery and program model (as per
Sections 8.5 and 8.6).
d)
Capacity to assume operations (as per Section 8.7).
e)
Suitability of location and physical asset (as per Section
8.8).
f)
Proposed budget for the program (as per Section 8.9).
TOTAL of Stage 1
10
20
20
15
25
10
100
28