COMPETITIVE SOLICITATION
#1713-651
Request for Proposals
Project Title:Washington Gang Repression, Intervention, and Prevention Project (WA-GRIP)
Estimated Contract
Performance Period:October 1, 2017 through June 30,2019.
Response Due Date:All Responsesmust be received in their entirety by 3:00p.m.Pacific Time onSeptember 8, 2017 (Friday) unless an Amendment is issued modifying the Solicitation Schedule set forth in Section C.1 of this Solicitation Document.
Submit Response To:Del Hontanosas, RFP Coordinator
Department of Social and Health Services
Juvenile Rehabilitation
Office Building 2 (OB-2)
Human Services Building (HSB)
1115 Washington St SE
Olympia, WA 98504-5720
(360) 902-8087
Solicitation and Amendments
Will Be Posted on:
DSHS Procurement Website:DSHS Procurements Website
WEBS Website:DES WEBS Link
Applicable WEBS Commodity Codes:
TABLE OF CONTENTS
Section A. Contract Requirements...... 3
Section B. Definitions………………………………………………………….…………...6
Section C. Explanation of Solicitation Process...... 9
Section D. Instructions Regarding Content, Format and
Submission of Written Responses...... ……….…14
Section E. Evaluation of Responses...... 17
Section F. Debriefing and Protest Procedure...... ………………………20
Section G. Contracting Procedures...... ………………………….22
Attachments:
Attachment A: Sample Contract
Attachment B: Sample Bid Submission Letter
Attachment C: Bidder Certifications and Assurances
Attachment D: Bidder Response Form
Attachment E: Contractor Intake Form
Attachment F: Map for Delivery of Proposals
Section Acontract requirements
1.Purpose
This competitive solicitation is issued in order to assist the Rehabilitation Administration, Juvenile Rehabilitation of the Washington State Department of Social and Health Services (DSHS)in seeking qualified contractor(s)for administering effective criminal street gang prevention and intervention programs.
JR seeks proposals from Coalitions that must be composed of, at a minimum, one or more nonprofit, nongovernmental organizations (includes grass roots organizations) and one or more local governmental entities (includes tribes and tribal organizations). At least one member of the Coalition must have a documented history of creating and administering effective criminal street gang reduction, prevention and intervention programs.
Coalition members must designate the Prime Bidder who will serve as the Lead Agency. The proposal will be submitted by the Prime Bidder who shall be DSHS’ sole point of contact. In the event of receiving an award, the Prime Bidder will sign the contract and any amendments, and will bear sole responsibility for performance under the contract. The Prime Bidder may subcontract with collaborative partners for direct client and consultation services. Priority will be given to coalitions that include grass-roots organizations.
Proposals must be for projects delivered in one or more of the following counties: Benton/Franklin, King, Kitsap, Pierce, Snohomish, Spokane, and Yakima. These counties were selected due to having a high number of instances of violent crime by youth and an increased rate of disproportionality.
2.Background
The Washington State Legislature recognized that street gang activities are a serious problem that threatens the long-term economic, social, and public safety interests of Washington State and its counties and cities. Local communities require assistance to reduce criminal street gang activity and to increase criminal street gang intervention and prevention services that can strengthen families, improve school performance, reduce criminal activity, and promote pro-social development and success among our the youth of our State.
3.Project Scope
Projects must provide gang reduction, intervention, and prevention services such as family service coordination, pro-social structured activities, mentor training, substance abuse and mental health treatment, education and employment opportunities to their target populations and demonstrate partnerships with organizations (e.g., school and community-based gang and delinquency prevention programs) that will collaborate on the project.
JR has prioritized the following three (3) main strategies taken from review of various gang intervention and prevention models that must be integrated into your proposed project in part or whole.
- Community Mobilization: Involvement of local citizens, including former gang members and community groups and agencies, local law enforcement, faith-based organizations, and the coordination of programs and staff functions within and across agencies.
• Opportunities Provision: The development of a variety of specific education, training, and employment programs targeting gang-involved youth.
• Social Intervention: Youth-serving agencies, schools, street outreach workers, grassroots groups, faith-based organizations, law enforcement agencies, and other criminal justice organizations reaching out and acting as links between gang-involved youth and their families, the conventional world, and needed services such as mentoring and treatment services.
For an example, see the OJJDP Comprehensive Gang Model: Comprehensive Gang Model Link.
4.Bidder Minimum Qualifications
This solicitation is open to Bidders that meet the following minimum criteria:
- Be licensed to perform work in Washington State. For exceptions to this requirement, please go to the Washington State Business Licensing Service website more information at: Dept. of Revenue Link;
- Coalitions must be composed of one or morenonprofit,nongovernmentalorganizations (includes grass roots organizations) andoneor morelocalgovernmentalentities(includesfederallyrecognizedtribalgovernments, as determined by theSecretary of theInterior).
Bidders failing to demonstrate in their Bids that they meet these minimum qualifications will be considered non responsive and will therefore be disqualified from further consideration.
5.Period of Contract Performance
DSHS intends to award one/multiple Contract(s) for the Services described in this Competitive Solicitation. The anticipated period of performance under the Contract shall beOctober 1, 2017 through June 30, 2019. Additional services that are appropriate to the scope of this Solicitation, as determined by DSHS, may be added to the Contract in a mutually agreeable amendment.
6.Funding
DSHS has budgeted up to $1,000,000 total for one or more contracts describing projects that will be carried out over approximately a 21-month period from October 1, 2017through June 30, 2019.
Up to $500,000is budgeted for SYF18 (October 1, 2017 to June 30, 2018) and up to $500,000 is budgeted for SYF19 (July 1, 2018 to June 30, 2019). Any unexpended funds from SFY18 cannot be carried forward to SFY19.
Funding must be dedicated towards the provision of direct services to youths. Only up to 4% of the total funding may be used for Indirect or Administrative Costs.
The number of awards and amount of funding for each award shall be determined on the basis of the number of contracts awarded and the cost proposal submitted. Any contract awarded is contingent upon the availability of funding. DSHS reserves the right to request modified budgets from one or more top ranked Bidders in order to accommodate multiple Contracts within the total budget.
SECTION BDEFINITIONS
Additional definitions for Contract-specific terms are found in the Sample Contract set forth as Attachment A to this Solicitation and shall apply to those terms as they are used in this Solicitation. The following terms have the meanings set forth below:
Agencyor DSHS– The Washington State Department of Social and Health Services.
Amendment – A unilateral change to the Solicitation that is issued by DSHS at its sole discretion and posted on WEBS.
Apparent Successful Bidder (ASB) – A Bidder submitting a Response to this Solicitation that is evaluated and is identified and announced by DSHS as providing the best value to the Agency. Upon execution of a Contract, the ASB is referred to as the successful bidder or the Contractor.
Authorized Representative – An individual designated by the Bidder to act on its behalf who has the authority to legally bind the Bidder concerning the terms and conditions set forth in this Solicitation and related documents.
Bid - An offer, proposal or quote for goods or services and all related materials prepared and submitted by a Bidder in response to this Solicitation. The terms Bid, Quotation, Response and Proposal are all intended to mean the same thing.
Bidder– An individual, organization, public or private agency or other entity submitting a bid, quotation, response or proposal in response to this Solicitation.
Contract – A written agreement entered into between a successful Bidder and DSHS as a result of this Solicitation.
Complaint – A process that may be followed by a Bidder prior to the deadline for bid submission to alert DSHS of certain types of asserted deficiencies in the Solicitation.
Coordinator or SolicitationCoordinator – An individual or designee who is employed by DSHS within the DSHS Central Contracts and Legal ServicesOffice and who is responsible for conducting this Solicitation.
Debriefing – A short meeting an Unsuccessful Bidder may request with the Coordinator following the announcement of the Apparent Successful Bidder for the purpose of receiving information regarding the review and evaluation of that Bidder’s Response.
Evidence-Based Program - Strategies, activities, or approaches which have been shown through scientific research and evaluation to be effective at preventing and/or delaying an untoward outcome.
Grass Roots Organizations – A Grass Roots Organization can be a public or private nonprofit (including a church or religious entity) that is at a local community level and is engaged in meeting human, educational, environmental, or public safety community needs.
Logic Model - A logic model is a planning tool to clarify and graphically display what your project intends to do and what it hopes to accomplish and impact. A logic model: 1) Summarizes key program elements; 2) Explains rationale behind program activities; 3) Clarifies intended outcomes.
Outcome Measures - A systematic way to assess the extent to which a program has achieved its intended results.
Procurement - The broad process of identifying goods and services for purchase or acquisition, of effectuating the purchase or acquisition, and of managing the purchase or acquisition. This Solicitation is a part of an overall Procurement process. Despite the broader meaning attributed to “procurement”, for purposes of this Solicitation, the terms Solicitation, RFP and Procurement are interchangeable.
Project - The undertaking or work for which contracted Services are being requested pursuant to this Solicitation.
Promising Practices - Programs and strategies that have some scientific research or data showing positive outcomes in delaying an untoward outcome, but do not have enough evidence to support generalizable conclusions.
Protest – A process that may be followed by a Bidder after the announcement of the apparent Successful Bidder to alert DSHS to certain types of alleged errors in the evaluation of the Solicitation.
RCW–The Revised Code of Washington.All references to RCW chapters or sections shall include any successor, amended, or replacement statute.
Responsible Bidder – An individual, organization, public or private agency, or other entity that has demonstrated the capability to meet all the requirements of the Solicitation and to meet the elements of responsibility.(See RCW39.26.160 (2))
Responsive Bidder – An individual, organization, public or private agency, or other entity who has submitted a Bid that fully conforms in all material respects to the Solicitation and all its requirements, in both form and substance.
RFP – The request for proposalsset forth in this Solicitation document.
Scope of Work – The Project or work scope set forth in this Solicitation Document that identifies DSHS’ contractual needs and requirements.
Services – Labor, work, analysis, or similar activities provided by a contractor to accomplish a specific scope of work.
Small Business - An in-state business, including a sole proprietorship, corporation, partnership, or other legal entity, that:(a) certifies, under penalty of perjury, that it is owned and operated independently from all other businesses and has either:(i) fifty or fewer employees; or(ii) a gross revenue of less than seven million dollars annually as reported on its federal income tax return or its return filed with the department of revenue over the previous three consecutive years; or (b) Is certified with the office of women and minority business enterprises under chapter 39.19 RCW.
Solicitation or Competitive Solicitation – A formal process providing and equal and open opportunity for bidders culminating in a selection based upon predetermined criteria. A Competitive Solicitation requests the submission of bids, quotations or proposals for the consideration of DSHS in contracting to meet its needs. This RF* is a Solicitation.
Solicitation Document – This RFP document, including all attachments and all amendments that are issued by the Coordinator.
Statement of Work – The detailed description services to be performed by the Contractor and set forth in the Contract.
Subcontractor – An individualor other entity contracted by Bidder to perform part of the services or to provide goods under the Contract resulting from this Solicitation. Subcontractors, if allowed, are subject to the advance approval of DSHS.
WEBS – Washington’s Electronic Business Solution, the Bidder notification system found at DES WEBS Link and maintained by the Washington State Department of Enterprise Services (DES).
SECTION CEXPLANATION OF SOLICITATION PROCESS
1.Solicitation Schedule
The Solicitation Schedule set forth below outlines the tentative schedule for important events relating to this Solicitation. Except as modified in an Amendment issued by the Coordinator, the dates and times listed through the date of Response Submission are mandatory deadlines. The remaining dates are estimates and may change without the posting of an Amendment. Failure to meet the Response deadline will result in Bidder disqualification.
Item / Action / Date1. / DSHS posts Competitive Solicitation / August 11, 2017
3. / Bidder may submit written questions or requests for change in Contract Requirements until 3:00 p.m. Pacific Time. / August 16, 2017
4. / DSHS will post responses to written questions. / August 18, 2017
5. / Bidders may submit written Complaints by 3:00 p.m. Pacific Time(five business days before Response is Due). / August 31, 2017
6. / Bidder must submit Response by 3:00 p.m. Pacific Time / September 8, 2017
7. / DSHS evaluation of written Responses / September 11 – 22, 2017
8. / Oral presentations, if requested by DSHS / September 11 – 22, 2017
9. / Announcement of Apparent Successful Bidder (ASB) on WEBS and beginning of contract negotiations / On or about September 22, 2017
10. / DSHS notifies unsuccessful Bidder(s) / On or about September 22, 2017
11. / Unsuccessful Bidders may request a debriefing conference until 5:00 p.m. Pacific Time / Within three (3) business days following ASB announcement.
12. / DSHS holds debriefing conferences, if requested / Within two (2) business days of request.
13. / Deadline for submission of Protests by unsuccessful Bidders who participated in a debriefing conferenceuntil 5:00 p.m. Pacific Time / Within five (5) business days following the day of the Bidder’s Debriefing Conference
14. / DSHS considers Protests, if any, and issues determination / Within ten (10) business days following receipt of the Protest.
15 / Anticipated Contract Start Date / October 1, 2017
2.Posting of Solicitation Documents
DSHS shall post this Solicitation, and all amendments and announcements relating to this Solicitation, on WEBS. WEBS can be accessed at:DES WEBS Link. In order to inform the largest number of potential bidders about this opportunity, DSHS shall also post documents relating to this Solicitation on the Procurements page of the DSHS website, found at:DSHS Procurement Website Link.
All Bidders must register as a vendor on WEBS,using an appropriate commodities code listed on the front page of this Solicitation, and must download this Solicitation from WEBS. This should be done as soon as possible in order for Bidder to receive notifications automatically generated on WEBS, but no later than the date set forth on Section C.1., Solicitation Schedule for Announcement of the Apparent Successful Bidder(s).
3.Amendment, Cancellation/Rejection of Bids, Reissuance of Solicitation
DSHS may amend or add to, retract from or cancel this Solicitation at any time, in whole or in part, and without penalty. DSHS may reject all bids and cancel or rebid this Solicitation. All amendments and notifications of cancellation shall be posted on WEBS. In the event of a conflict between amendments or between an amendment and this Solicitation Document, the document issued latest shall control.
4.Communications regarding Solicitation
Upon the posting of this Solicitation, all communications concerning this Solicitation must be directed to the Coordinator listed on the cover page of this Solicitation document. With the exception of the Response, which shall be submitted as provided in Section D, Instructions Regarding Content, Format and Submission of Written Responses, communications with the Coordinator should be sent via email. DSHS may disqualify any Bidder who communicates with anyone in DSHS other than the Coordinator regarding this Solicitation.
DSHS considers all oral communications unofficial and non-binding on DSHS. Bidders should rely only on written statements issued by the Coordinator.
5.Questions and Answers
Bidders may send written questions concerning this Solicitation to the Coordinator by the date and time set forth on the Solicitation Schedule in Section C.1. for submission of Questions. Questions should be sent via email and should include the number and title of this Solicitation in the subject line.
DSHS may consolidate Bidder questions and shall respond by posting one or moreAmendments on WEBS and on the DSHS Procurement website on or around the date specified in the Solicitation Schedule. Only Bidders who have properly registered and downloaded the original Solicitation directly via the WEBS system: DES WEBS Linkwill receive notification of Amendments and other correspondence pertaining to this Solicitation.
6.Request for Change in Mandatory Requirements
If Bidder believes that this Solicitation contains requirements which would unreasonably prohibit or restrict Bidder’s participation, or believes that different requirements would provide better value to the State, Bidder shall submit a written explanation of the issue together with proposed alternative requirements to the Coordinator no later than the deadline for Bidder Questions as stated in the Solicitation Schedule set forth in Section C.1. The Coordinator shall not be required to consider requests for changes after this date. If any changes are made to the Solicitation requirements, an Amendmentsetting forth those changes will be posted on WEBS.
7.Complaints
In the event a Bidder believes that this Solicitation either: (a) unnecessarily restricts competition; (b) contains an unfair or flawed evaluation or scoring process; or (c) contains inadequate or insufficient information to permit preparation of a Response, the Bidder shall submit a written complaint to the Coordinator. The Coordinator will forward the complaint to the DSHS Chief of Central Contracts and Legal Services for review. The complaint shall include a proposed remedy and shall be submitted no later than five (5) business days prior to the date when Responses are due. DSHS shall post its response to the Complaint on WEBS and on the DSHS procurement web page.