25-DCYF-EL-014 Racial Equity Services Training.pdf

Competitive Solicitation RFQQ # 25-DCYF-EL-014 Page 1 of 30

COMPETITIVE SOLICITATION

REQUEST FOR QUALIFICATIONS AND QUOTATIONS

RFQQ NO. 25-DCYF-EL-014

Project Title: Racial Equity Services Training

Estimated Contract Performance Period: May 1, 2025 through May 1, 2026. Amendments extending the period of performance, if any, shall be at the sole discretion of Department of Children, Youth & Families

(DCYF).

Response Due Date: All responses must be received in their entirety by Pacific

Time set forth in Section C.1 of this Solicitation Document unless an Amendment is issued modifying the Solicitation Schedule.

Submit Response To: Responses must be submitted to:

Lucia Barbu, Coordinator Email: dcyf.contracts@dcyf.wa.gov

Solicitation and Amendments Will Be Posted on WEBS: WEBS Website: https://fortress.wa.gov/es/webscust/

Applicable WEBS Commodity Codes: 952-43 Family and Social Services 918-27 Community Development Consulting 924-05 Educational/Training Services 918-83 Organizational Development Consulting 924-64 Partnering Workshop Facilitation Services

Additional Resource: Washington APEX Accelerator (formerly Washington

PTAC) website: www.washingtonapex.org http://www.washingtonapex.org/

Competitive Solicitation RFQQ # 25-DCYF-EL-014 Page 2 of 30

TABLE OF CONTENT

A. OVERVIEW, BIDDER QUALIFICATIONS, AND CONTRACT TERM

1. PURPOSE AND BACKGROUND

2. OBJECTIVE AND SCOPE

3. MINIMUM QUALIFICATIONS

4. PERIOD OF CONTRACT PERFORMANCE

5. FUNDING

B. DEFINITIONS

C. EXPLANATION OF SOLICITATION PROCESS

1. SOLICITATION SCHEDULE

2. SOLICITATION COORDINATOR

3. POSTING OF SOLICITATION DOCUMENTS

4. AMENDMENT, CANCELLATION AND REISSUANCE OF SOLICITATION

5. QUESTIONS AND ANSWERS

6. COMPLAINTS

7. SMALL AND DIVERSE BUSINESSES

8. PROCUREMENT PRIORITIES AND PREFERENCES

9. COST TO PREPARE RESPONSE

10. JOINT PROPOSALS

11. WITHDRAWAL OF RESPONSES

12. WAGE THEFT PREVENTION

13. WAGE VIOLATIONS

14. PAY EQUALITY

15. WORKER’S RIGHTS

16. MOST FAVORABLE TERMS

17. ANNOUNCEMENT OF SUCCESSFUL BIDDER(S)

18. ETHICS, POLICIES AND LAW

D. PROPOSAL CONTENT, FORMAT AND SUBMISSION

1. ATTACHMENT B - CERTIFICATIONS AND ASSURANCES (REQUIRED)

2. ATTACHMENT C - BIDDER RESPONSE FORM (REQUIRED; PORTIONS SCORED)

3. PROPRIETARY INFORMATION/PUBLIC DISCLOSURE

4. PREBID CONFERENCE (OPTIONAL)

5. SUBMISSION OF RESPONSES

6. ACCEPTABLE ELECTRONIC FORMATS FOR SUBMISSION OF RESPONSES

7. ALTERNATIVE SUBMISSION METHODS

E. EVALUATION OF PROPOSALS

1. BID RESPONSIVENESS; ADMINISTRATIVE REVIEW

2. ERRORS IN BIDDER RESPONSE

3. EVALUATION FOR EXECUTIVE ORDER 18-03 (CONTRACTORS WITHOUT MANDATORY INDIVIDUAL ARBITRATION FOR

EMPLOYEES)

4. EVALUATION CRITERIA AND SCORING OF RESPONSES

5. WRITTEN EVALUATION PROCEDURE

6. ORAL PRESENTATIONS MAY BE REQUIRED

7. LETTERS OF REFERENCE (REQUIRED)

8. SELECTION OF APPARENT SUCCESSFUL BIDDER

Competitive Solicitation RFQQ # 25-DCYF-EL-014 Page 3 of 30

F. DEBRIEFING AND PROTEST PROCEDURE

1. DEBRIEFING CONFERENCES

2. PROTEST PROCEDURE

G. CONTRACTING PROCEDURES

1. CONTRACT EXECUTION

2. BIDDER ISSUES, CONCERNS, EXCEPTIONS OR OBJECTIONS

3. INSURANCE

4. NON-ENDORSEMENT

5. ELECTRONIC PAYMENT

Competitive Solicitation RFQQ # 25-DCYF-EL-014 Page 4 of 30

A. OVERVIEW, BIDDER QUALIFICATIONS, AND CONTRACT TERM

1. Purpose and Background This Competitive Solicitation is issued in order to assist the Washington State Department of Children, Youth & Families (DCYF) in seeking qualified Contractor(s) to provide comprehensive racial equity-based services. The contractor(s) will be expected to provide in-person and virtual training grounded in an explicit equity framework for Early Learning Coordination Plan Network members and DCYF staff. The trainings are intended to prepare trainees to lead and facilitate the co-design of policy and system solutions with communities affected by them, explicitly focusing on racial equity and social justice. In addition, the selected contractor will facilitate virtual spaces for leaders of color within the Network, at DCYF, and other identified partners to support capacity-building and racial affinity groups, further advancing the goals of racial equity and social justice. The contractor will also provide a platform for access to resources related to the equity framework to support facilitation and other work.

DCYF, in accordance with Washington law, encourages small and diverse businesses to compete for and participate in DCYF procurements as contractors and as subcontractors to awarded Bidders. See, e.g., RCW 39.19 (OMWBE certified businesses); RCW 43.60A.200 (DVA certified veteran-owned businesses); and RCW 39.26.005 (Washington Small Businesses).

In support of the state’s economic goals and to support a diverse supplier pool, DCYF has established the following voluntary numerical goals for DCYF Competitive Solicitations:

Ten percent (10%) Office of Minority and Woman Owned Businesses;

Ten percent (10%) Veteran-Owned Businesses; and Twenty percent (20%) Washington Small Businesses, Achievement of these goals is encouraged whether directly or through subcontractors.

2. Objective and Scope

As part of their proposal, the Contractor should identify:

The Bidder should identify the key personnel it shall utilize in performing this Contract;

their strategy, approach, and methodology to this type of work; and their experience and qualifications, as part of its proposal. If awarded a Contract, Bidder shall not make changes to such key personnel during the term of the Contract except as requested or approved by DCYF.

The Washington State Department of Children, Youth & Families (DCYF) is seeking a Contractor to provide comprehensive training services focused on racial equity, social justice, and community-driven policy and system solutions for Early Learning Coordination Plan Network members and DCYF staff. The selected Contractor will be responsible for the following:

https://app.leg.wa.gov/RCW/default.aspx?cite=39.19 https://app.leg.wa.gov/RCW/default.aspx?cite=43.60A.200 https://app.leg.wa.gov/RCW/default.aspx?cite=43.60A.200 https://app.leg.wa.gov/RCW/default.aspx?cite=39.26.005

Competitive Solicitation RFQQ # 25-DCYF-EL-014 Page 5 of 30

• Design and Delivery of Racial Equity-Based Training: The Contractor will design and deliver both in-person and virtual training sessions that are explicitly grounded in racial equity and social justice frameworks. The training will focus on co-designing policies and system solutions with affected communities, with an emphasis on racial equity, cultural responsiveness, and social justice.

• Facilitation of Virtual Spaces for Leaders of Color: The Contractor will create and facilitate virtual spaces for leaders of color within the Early Learning Coordination Plan Network, DCYF, and other identified partners. These spaces will serve as platforms for capacity-building, racial affinity groups, and peer support to advance the goals of racial equity and social justice across the organization and its partners.

• Provision of Resources to Support Equity Framework Implementation: The Contractor will develop and provide access to a range of resources that align with the equity framework, aimed at supporting the ongoing facilitation of training, learning, and capacity-building. These resources will be made available to participants to ensure continued development and application of equity-based practices.

• Capacity Building and Ongoing Support: The Contractor will support the growth and development of individuals and groups participating in the training by offering tools, guidance, and ongoing support. The aim is to foster long-term, sustainable change in policy and system design with a focus on racial equity and social justice.

The Contractor will be expected to:

• Utilize Key Personnel: The Bidder must identify key personnel who will be responsible for delivering the training and facilitating virtual spaces. These individuals should have expertise in racial equity, social justice, and facilitation, with demonstrated experience in leading similar projects. Bidder proposals should include detailed information on the qualifications, roles, and responsibilities of key personnel, as well as the proposed methodology and approach to training and facilitation.

• Demonstrate a Strong Approach and Methodology: The Bidder’s proposal should outline a clear strategy and approach for conducting the work, including the training curriculum, facilitation methods, and strategies for engaging diverse groups, including communities of color. The methodology should be grounded in best practices for racial equity and social justice.

• Ensure Consistency in Key Personnel: Once selected, the Bidder will be expected to maintain the identified key personnel throughout the term of the contract. Any changes to key personnel must be approved by DCYF, ensuring continuity in the delivery of services.

By providing high-quality, equity-focused training and resources, the Contractor will support DCYF's ongoing efforts to advance racial equity and social justice in early learning coordination and system transformation.

Competitive Solicitation RFQQ # 25-DCYF-EL-014 Page 6 of 30

3. Minimum Qualifications

Bidders submitting a proposal must complete and submit Bidder Response forms C.1 and C.2 for evaluation purposes. Bidder must respond to each requirement as noted in the instructions below.

• Mandatory Pass/Fail (M): Minimum requirement; Bidder that does not meet this requirement will not be considered any further.

• Mandatory Scored (MS): Critical requirement; Bidders will score based on the degree to which Bidder's response meets the requirements.

• Desirable Scored (DS): Desirable requirement; evaluators will score based on the degree to which Bidder's response meets the requirement.

a. Mandatory Pass/Fail (M):

1. Must be licensed to do business in the state of Washington or provide a commitment that it will become licenses in Washington within thirty (30) days of being selected as the Apparent Successful Bidder (ASB).

2. Must have a Unique Entity Identifier (UEI) number or provide a commitment that it will acquire a UEI number within thirty (30) days of being selected as the Apparent Successful Bidder (ASB).Information on how to obtain a UEI number can be found at the following location: https://sam.gov/content/entity-registration

3. Bidder must certify that they have not been debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in transactions by any federal department or agency. 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.

b. Mandatory Scored (MS):

1. Experience in designing and delivering training focused on racial equity, social justice, and community-driven policy and system solutions.

a. The contractor should demonstrate significant experience in creating and facilitating training that is explicitly grounded in racial equity and social justice frameworks, with a focus on co-designing policies with affected communities.

2. Experience working with diverse populations, including communities of color, and facilitating equity-based group processes

a. The contractor should be able to demonstrate that they have relevant expertise in engaging diverse groups and supporting racial affinity groups or other communities of color in a facilitative and inclusive manner.

3. Proven ability to facilitate both in-person and virtual learning environments with strong engagement strategies.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fsam.gov%2Fcontent%2Fentity-registration&data=05%7C02%7Clucia.barbu%40dcyf.wa.gov%7Cabc5eb8cbc984bcb3cc808dcfd0ccfb3%7C11d0e217264e400a8ba057dcc127d72d%7C0%7C0%7C638663479665326678%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=j%2BzJM%2BN9%2Bzv7m1%2BFBKYqZmTnetKXBzVymsm36t0QWus%3D&reserved=0

Competitive Solicitation RFQQ # 25-DCYF-EL-014 Page 7 of 30

a. The contractor should have demonstrated experience in delivering both in-person and virtual training sessions, with techniques that promote high engagement and effective learning.

b. The contractor will be designing and delivering new training focused on racial equity, social justice, and community-driven policy and system solutions.

c. The contractor shall provide approximately 40 hours of virtual trainings and support and 4 full-day, in person trainings or learning sessions.

Trainings will not exceed more than 75 participants per training.

4. Strong knowledge of and experience with equity frameworks and their application in system and policy design.

a. The contractor must show they have a deep understanding of equity frameworks, ideally those focused on racial equity and social justice, and how to apply these frameworks in practice..

c. Desirable Scored (DS):

1. Experience providing support to leaders of color and building capacity for racial affinity groups.

a. The contractor ideally should demonstrate that they have specific experience in working with leaders of color, and in creating or facilitating spaces that support these leaders' growth and collaboration, particularly in the realm of racial equity.

2. Familiarity with the Washington State Department of Children, Youth, and Families (DCYF) priorities and initiatives related to early learning, racial equity, and social justice.

a. Familiarity with DCYF’s programs, goals, and policies would be beneficial in understanding the context in which the trainings and initiatives will take place, helping to align the contractor's approach with state priorities.

3. Ability to provide ongoing access to resources and materials related to equity frameworks for ongoing capacity-building and learning.

a. The contractor’s ability to offer resources (such as online platforms, guides, toolkits, or other materials) that can support the continued development of staff and community leaders beyond the training itself would be a valuable asset.

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.

4. Period of Contract Performance

DCYF intends to award up to one (1) Contract to provide the services described in this

RFQQ.

Competitive Solicitation RFQQ # 25-DCYF-EL-014 Page 8 of 30

The period of performance for the Contract shall start May 1, 2025 and run through May 1, 2026. The term of the Contract may be extended by Amendment up to two (2) times for up to one (1) year per Amendment and will not exceed the date of May 1, 2028.

Additional services that are appropriate to the scope of this RFQQ, as determined by DCYF, may be added to the resulting Contract(s) by a written Amendment mutually agreed to and executed by both parties.

5. Funding

DCYF initial total amount for the Contract shall not exceed $50,000. Additional funds may be available for a proposed Amendment to the Contract which results from this RFQQ. DCYF may reject any proposal in excess of that amount.

6. Auxiliary Aids and Services for American with Disabilities Act (ADA)

DCYF will provide access to this Solicitation Document to individuals with disabilities.

Please contact the Coordinator to request auxiliary aids and services.

If an individual believes that the Department has discriminated on the basis of a disability, please contact the DCYF Solicitation Coordinator.

Competitive Solicitation RFQQ # 25-DCYF-EL-014 Page 9 of 30

B. DEFINITIONS

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:

1. DCYF – The Washington State Department of Children, Youth & Families.

2. Amendment – A unilateral change to the Solicitation that is issued by DCYF at its sole discretion and posted on WEBS.

3. Apparent Successful Bidder or ASB – The Bidder selected as the entity to perform the anticipated services, subject to completion of Contract negotiations and execution of a written Contract.

4. 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.

5. 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.

6. Bidder– An individual or entity who submits a Bid, quotation, or proposal in response to a Solicitation issued for such goods or services by DCYF per RCW 39.26.010(3).

7. Complaint – Is a process that may be followed by a Bidder prior to the deadline for Bid submission to alert DCYF of certain types of asserted deficiencies in the Solicitation per

RCW 39.26.170.

8. Contract – A written agreement entered into between an Apparent Successful Bidder and DCYF as a result of this Solicitation.

9. Contractor – An individual or entity whose Bid has been accepted by the DCYF and is awarded a fully executed, written Contract.

10. Coordinator or Solicitation Coordinator – An individual or designee who is employed by DCYF within the DCYF Contracts Unit Office and who is responsible for conducting this Solicitation.

11. Debriefing – a short meeting an Unsuccessful Bidder may request with the Coordinator following the announcement of the ASB for the purpose of receiving information regarding the review and evaluation of that Bidder’s Response.

12. Evaluator – Is a person designated by DCYF to evaluate proposals received in response to a Competitive Solicitation Document.

Competitive Solicitation RFQQ # 25-DCYF-EL-014 Page 10 of 30

13. Office of Minority and Women’s Business Enterprises (OMWBE) Certified Business – Means business or the status of a business that has been examined by the Washington State Office of Minority and Women’s Business Enterprises (OMWBE) and deemed to be a Minority Business Enterprise (MBE), a Women’s Business Enterprise (WBE), a Minority Women’s Business Enterprise (MWBE), a Combination Business Enterprise (CBE), or a Socially and Economically Disadvantage Business Enterprise (SEDBE) per chapter 39.19 RCW.

OMWBE Certification. The Bidder must have provided certification documentation to the OMWBE and be certified by OMWBE and listed as such on OMWBE’s website (OMWBE’s Directory of Certified Businesses).

14. Project - The undertaking or work for which contracted Services are being requested pursuant to this Solicitation.

15. Protest – A process that may be followed by a Bidder after the announcement of the ASB to alert DCYF to certain types of alleged errors in the evaluation of the Solicitation.

16. RCW – The Revised Code of Washington. All references to RCW chapters or sections shall include any successor, amended, or replacement statute.

17. RFQQ – The Request for Qualification and Quotations set forth in this Solicitation document.

18. Services – Are labor, work, analysis, or similar activities provided by a Contractor to accomplish a specific Statement of Work per RCW 39.26.010 (21).

19. 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 (50) or fewer employees; or (ii) a gross revenue of less than seven (7) million dollars annually as reported on its federal income tax return or its return filed with the department of revenue over the previous three (3) consecutive years; or (b) Is certified with the Office of Women and Minority Business Enterprises under Chapter 39.19 RCW.

20. 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 DCYF in contracting to meet its needs. This RFQQ is a Solicitation.

21. Solicitation Document – Is a document that outlines the requirements and process for submitting a proposal or Bid to acquire services or goods that DCYF desires, and is released to prospective Bidders or other interested persons. Competitive Solicitation documents include Request for Proposal (RFP’s), Request for Qualifications and Quotation (RFQQs), Request for Qualifications (RFQs), Request of Quotation(s) (RFQs), and Request for Applications (RFAs).

https://omwbe.wa.gov/directory-certified-businesses

Competitive Solicitation RFQQ # 25-DCYF-EL-014 Page 11 of 30

22. Statement of Work – The detailed description services to be performed by the Contractor and set forth in the Contract.

23. Subcontractor – An individual or other entity contracted by Bidder to perform part of the services or to provide goods under the Contract resulting from this Solicitation.

Subcontractors are subject to the advance approval of DCYF.

24. Veteran-Owned Business – means businesses certified by the Department of Veterans Affairs (DVA) as a Certified Veteran-Owned Business. See RCW 43.60A.010(7) & RCW 43.60A.190. Such firms must meet three requirements:

a. 51% Ownership. The firm must be at least fifty-one percent (51%) owned and controlled by:

(1) A veteran as defined as every person who at the time he or she seeks certification has received a discharge with an honorable characterization or received a discharge for medical reasons with an honorable record, where applicable, and who has served in at least one of the capacities listed in RCW 41.04.007;

(2) A person who is in receipt of disability compensation or pension from the department of veterans’ affairs; or

(3) An active or reserve member in any branch of the armed forces of the United States, including the national guard, coast guard, and armed forces reserves.

b. Washington Incorporation/Location. The firm must be either an entity that is incorporated in the state of Washington as a Washington domestic corporation or, if not incorporated, an entity whose principal place of business is located within the State of Washington.

DVA Certification. The firm must have provided certification documentation to the DVA and be certified by DVA and listed as such on DVA’s website (WDVA – Veteran-Owned Businesses).

25. Washington APEX Accelerator - formerly Washington Procurement Technical Assistance Center (PTAC) – Works to give businesses the opportunity to thrive in the government-contracting marketplace. Their website can be found at www.washingtonapex.org

26. Washington Electronic Business Solution or WEBS – Washington’s Electronic Business Solution, the Bidder notification system found at https://fortress.wa.gov/es/webscust/ and maintained by the Washington State Department of Enterprise Services.

http://www.washingtonapex.org/ https://fortress.wa.gov/es/webscust/

Competitive Solicitation RFQQ # 25-DCYF-EL-014 Page 12 of 30

C. EXPLANATION 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.

Action Date

Posts Competitive Solicitation February 21, 2025 Pre-bid Conference 10am March 4, 2025 Bidder may submit written questions until 4 p.m.

Pacific Time.

March 18, 2025

DCYF will post responses to written questions as an Amendment.

March 20, 2025

Bidders may submit written Complaints by 5 p.m.

Pacific Time

March 27, 2025

Issue an additional Amendment(s) to RFQQ (if applicable)

April 4, 2025

Bidder must submit Response by 4 p.m. Pacific Time April 4, 2025 Evaluation of written Responses April 7-9, 2025 Oral presentations, if requested by DCYF (May Be Required)

Announce ASB(s) and notify unsuccessful Bidders April 14, 2025 Unsuccessful Bidders may request a Debriefing conference until 4 p.m. Pacific Time

April 17, 2025

Holds Debriefing conferences, if requested April 24, 2025 Negotiate Contract

April 14-25, 2025

Contract start date (DCYF will postpone signing a Contract with the ASB until all Protests have been resolved.)

May 1, 2025

2. Solicitation Coordinator

The Solicitation Coordinator is the sole point of contact for DCYF for this Solicitation. All communications concerning this Solicitation must be directed to the Coordinator listed on the cover page and below of this subsection of this Solicitation Document.

Competitive Solicitation RFQQ # 25-DCYF-EL-014 Page 13 of 30

With the exception of the response which shall be submitted as provided in Section D, Proposal Content, Format and Submission, communications with the Coordinator should be sent via email. DCYF may disqualify any Bidder who communicates with anyone in DCYF other than the Coordinator regarding this Solicitation.

Lucia Barbu, Coordinator

Email: dcyf.contracts@dcyf.wa.gov

a. DCYF considers all oral communications unofficial and non-binding. Bidders are to rely only on written statements issued by the Coordinator.

b. Any communication directed to parties other than the Coordinator may result in disqualification of the Bidder.

3. Posting of Solicitation Documents

DCYF shall post this Solicitation, and all Amendments and announcements relating to this Solicitation, on WEBS. WEBS can be accessed at https://fortress.wa.gov/es/webscust/.

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).

4. Amendment, Cancellation and Reissuance of Solicitation

a. DCYF may amend or cancel or reissue this Solicitation at any time, in whole or in part, prior to execution of a Contract.

b. DCYF may reject all Bids and cancel or rebid this Solicitation. In the event it becomes necessary to revise any part of this Solicitation, Amendment(s) shall be posted on WEBS.

c. DCYF may reject all Bids and cancel or rebid this Solicitation. In the event it becomes necessary to revise any part of this RFQQ, an Amendment will be provided to all who receive the RFQQ. 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.

d. For this purpose, the published questions and answers from the pre-bid conference and any other pertinent information shall be provided as an Amendment to the

RFQQ.

5. Questions and Answers https://fortress.wa.gov/es/webscust/

Competitive Solicitation RFQQ # 25-DCYF-EL-014 Page 14 of 30

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.

DCYF will document all questions received in writing by posting an Amendment to the Solicitation on WEBS. Only Bidders who have properly registered and downloaded the original Solicitation directly via the WEBS system at https://fortress.wa.gov/es/webscust/ / will receive notification of Amendments and other correspondence pertaining to this Solicitation.

6. Complaints

a. DCYF provides prospective Bidders a period of time to voice Complaints about this Solicitation in order to promote a transparent, fair, and competitive process.

Prospective Bidder must provide the Coordinator the Complaint in written form no later than five (5) business days prior to when the Bids are due. The Complaint must clearly articulate the basis for the Complaint and should include a proposed remedy.

Complaint topics are inclusive of:

(1) Unnecessary restricts competition;

(2) Contains an unfair or flawed evaluation/scoring process; or

(3) Inadequate or insufficient requirements so a response is difficult to prepare.

b. Complaint raised in communication with the Coordinator will be documented and responded to in written form. A copy of the Complaint and response will be posted on WEBS. The DCYF decision regarding a Complaint is final and no further administrative appeal is available. The Complaint may not be raised again during the Protest period.

7. Small and Diverse Businesses

DCYF in accordance with Washington law, encourages small and diverse businesses to compete for and participate in state procurements as contractors and as subcontractors to awarded bidders. See, e.g., RCW 39.19 (OMWBE certified businesses); RCW 43.60A.200 (WDVA certified veteran-owned businesses); and RCW 39.26.005 (Washington small businesses). In support of the state’s economic goals and to support a diverse supplier pool.

a. Office of Minority and Women’s Business Enterprises (OMWBE) Participation

Bidders may contact the Office of Minority and Women’s Business Enterprises (OMWBE) at http://omwbe.wa.gov/ to obtain information on certified firms for potential subcontracting arrangements or for information on how to become certified.

Nothing in this section is intended to prevent or discourage participation from non- MWBE businesses.

http://omwbe.wa.gov/

Competitive Solicitation RFQQ # 25-DCYF-EL-014 Page 15 of 30

b. Washington State Small Business Participation

In accordance with the legislative findings and policies set forth in Chapter 39.26 RCW, the state of Washington encourages participation in all of its Contracts by Bidders defined as a Small Business. Participation may be either on a direct basis in response to this Solicitation or on a Subcontractor basis.

Bidder is a Washington Small Business as defined in RCW 39.26.010. To qualify as a Washington Small Business, Bidder must meet both of the following requirements:

Location. Bidder’s principal office/place of business must be located in and identified as being in the State of Washington. A principal office or principal place of business is a firm’s headquarters where business decisions are made and the location for the firm’s books and records as well as the firm’s senior management personnel.

Size. Bidder must be owned and operated independently from all other businesses and have either: (a) fifty (50) or fewer employees; or (b) gross revenue of less than seven million dollars ($7,000,000) annually as reported on Bidder’s federal income tax return or its return filed with the Washington State Department of Revenue over the previous three consecutive years.

c. Certified Veteran-Owned Business Participation

In accordance with the legislative findings and policies set forth in Chapter 43.60A.200 RCW, the state of Washington encourages participation in all of its Contracts by firms certified by the Department of Veterans’ Affairs (DVA).

Bidder is a Certified Veteran-Owned Business under RCW 43.60A.190. To qualify as a Certified Veteran-Owned Business, Bidder must meet four (4) requirements:

51% Ownership. Bidder must be at least fifty-one percent (51%) owned and controlled by:

A veteran as defined as every person who at the time he or she seeks certification has received a discharge with an honorable characterization or received a discharge for medical reasons with an honorable record, where applicable, and who has served in at least one of the capacities listed in RCW 41.04.007;

A person who is in receipt of disability compensation or pension from the department of veterans affairs; or

An active or reserve member in any branch of the armed forces of the United States, including the national guard, coast guard, and armed forces reserves.

Bidder must have provided certification documentation to the Washington Department of Veterans’ Affairs WDVA) and be certified by WDVA and listed as such on WDVA’s website (WDVA – Veteran-Owned Businesses).

Competitive Solicitation RFQQ # 25-DCYF-EL-014 Page 16 of 30

8. Procurement Priorities and Preferences.

DCYF will apply the following Priorities and Preferences, as set forth in this RFP.

a. Evaluation for Executive Order 18-03 (Contractors without Mandatory Individual Arbitration for Employees)

Pursuant to RCW 39.26.160(3) (best value criteria) and consistent with Executive Order 18-03 – Supporting Workers’ Rights to Effectively Address Workplace Violations (dated June 12, 2018), DCYF will evaluate bids for best value and provide a bid preference in the amount of Five percent (5%) to any bidder who certifies, pursuant to the certification attached as Attachment B – Bidder Certification and Assurances, that their firm does NOT require its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waiver

9. Cost to Prepare Response

DCYF will not be liable for any costs incurred by the Bidder in preparing of a Bid submitted in response to this Solicitation, conducting a site assessment and/or presentation, any other activities related to responding to this Solicitation, and/or submitting a response to this Solicitation.

10. Joint Proposals

If Bidders submit a joint response with one or more other persons or entities, these persons or entities must designate a prime Bidder. The prime Bidder will be DCYF sole point of contact through the Solicitation process. If selected as the ASB, the prime Bidder shall sign the Contract and any Amendments and will be liable and responsible to DCYF for all performance under the Contract.

11. Withdrawal of Responses

After a response has been submitted, Bidders may withdraw their response at any time up to the response due date and time as specified in Section C.1, Solicitation Schedule.

A written request to withdraw the response, signed by an Authorized Representative of the Bidder, must be submitted to the Coordinator. After withdrawing a response, the Bidder may submit another response at any time up to the response submission date and time.

12. Wage Theft Prevention Bidder certifies that Bidder has not, within the three (3) year period immediately preceding the date of release of this Competitive Solicitation, been determined by a final and binding citation and notice of assessment issued by the state of Washington Department of Labor and Industries or through a civil judgment to have willfully violated state minimum wage laws (RCW 49.38.082; Chapters 49.46 RCW, 49.48 RCW, or 49.52 RCW). Bidder attests under penalty of perjury that the foregoing statement is true and

Competitive Solicitation RFQQ # 25-DCYF-EL-014 Page 17 of 30 correct. Bidder must submit, Attachment B, attached hereto and incorporated herein as though set forth in full.

13. Wage Violations

Contractor represents and warrants that, during the term of this Contract and the three

(3) year period immediately preceding the effective date of this Contract, it is not determined, by a final and binding citation and notice of assessment issued by the Washington Department of Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction, to be in willful violation of any provision of Washington State wage laws set forth in RCW Chapters 49.46, 49.48, or 49.52. For purposes of this Section 12 and pursuant to RCW 49.48.082 as now or hereafter amended, “willful” shall mean a knowing and intentional action that is neither accidental nor the result of a bona fide dispute, as evaluated under the standards applicable to wage payment violations under RCW 49.52.050(2).

14. Pay Equality

Contractor represents and warrants that, as required by Washington State law (Laws of 2019,Chap. 415, §225(4)(f)), during the term of this Contract the Contractor agrees to equality among its workers by ensuring similarly employed individuals are compensated as equals.

a. For purposes of this Section 13, employees are similarly employed if the individuals work for the same employer, the performance of the job requires comparable skill, effort, and responsibility, and the jobs are performed under similar working conditions. Job titles alone are not determinative of whether employees are similarly employed.

b. For purposes of this Section 13, the Contractor may allow differentials in compensation for its workers based in good faith on any of the following: a seniority system; a merit system; a system that measures earnings by quantity or quality of production; a bona fide job-related factor or factors; or a bona fide regional difference in compensation levels.

(1) A bona fide job-related factor or factors may include, but not be limited to, education, training, or experience, that is: consistent with business necessity; not based on or derived from a gender-based differential; and accounts for the entire differential.

(2) A bona fide regional difference in compensation level must be consistent with business necessity; not based on or derived from a gender-based differential;

and account for the entire differential.

15. Worker’s Rights

Pursuant to the Washington State Governor’s Executive Order 18-03 (dated June 12, 2018), DCYF is seeking to contract with qualified entities and business owners who

Competitive Solicitation RFQQ # 25-DCYF-EL-014 Page 18 of 30 certify that their employees are not, as a condition of employment, subject to mandatory individual arbitration clauses and class or collective action waivers.

16. Most Favorable Terms

DCYF reserves the right to make an award without further discussion of the Bid submitted. Therefore, the Bid should be submitted initially on the most favorable terms which the Bidder can propose. DCYF does reserve the right to contact a Bidder for clarification of its Bid.

The Bidder should be prepared to accept this RFQQ for incorporation into a Contract resulting from this RFQQ. Contract negotiations may incorporate some or all of the Bidder’s Bid. It is understood that the Bid will become a part of the official Solicitation file on this matter without obligation to DCYF.

17. Announcement of Successful Bidder(s)

DCYF shall announce the ASB(s) via email on the date indicated in Section C.1., Solicitation Schedule. All announcements of ASB(s) are subject to the negotiation of a Contract satisfactory to DCYF.

18. Ethics, Policies and Law

This Solicitation, the evaluation of responses, and any resulting Contract will be made in conformance with applicable Washington State laws and policies.

Specific restrictions apply to contracting with current or former state employees pursuant to RCW 42.52. Bidders should familiarize themselves with the requirements prior to submitting a Response. Bidders must include information regarding any current or former state employees who are employed by, or subcontracted with Bidder in Attachment C-1, Administrative Requirements Response.

Competitive Solicitation RFQQ # 25-DCYF-EL-014 Page 19 of 30

D. PROPOSAL CONTENT, FORMAT AND SUBMISSION

Bidders shall submit their responses utilizing the forms set forth on Attachments B and C1, C2 and C3 to this Competitive Solicitation. Each attachment represents a separate section of the response. Failure to complete and submit all required attachments, and to sign them, if applicable, may result in Bidder disqualification. Responses should be neatly typed in 12-point font, using proper grammar, spelling and punctuation and should be submitted in the following order with each section of the response clearly labeled.

1. Attachment B - Certifications and Assurances (Required)

All Bidders must submit a completed Certifications and Assurances in the form and with the minimum contents set forth on Attachment B, which must include all of the required acknowledgments and information. The Certifications and Assurances must be signed by an individual authorized to bind the Bidder contractually.

2. Attachment C - Bidder Response Form (Required; Portions Scored)

Using Attachment C1, C2 and C3, Bidders must provide answers to the questions set forth on the Bidder Response Form to demonstrate satisfaction of administrative requirements and, as applicable to this Solicitation, their qualifications, approach and proposed pricing to provide the services as outlined in this Solicitation, including the sample Contract set forth on Attachment A.

The Bidder Response Form is posted separately from this Solicitation Document in Microsoft Word and Excel format. Except for limits that are noted on the Bidder Response Form, Bidders may utilize as much space as is reasonably required to respond to each question, provided all questions are repeated and remain numbered and ordered as set forth in Attachment C2. If additional pages are needed, they should be attached to the page containing the initial portion of the response to a question and should be marked clearly to indicate that they provide a continuation of Bidder’s answer to a specific numbered question. Bidders should not submit product brochures, white papers, and customer testimonials, cut sheets, or other pre-prepared materials in response to any of the questions.

Bidders must submit complete, well-organized explanatory answers that address all of the specific questions asked in the Bidder Response Form. Bidders should not assume that Evaluators will be familiar with their businesses before conducting the evaluation.

Use of Attachment C1, C2 and C3 assures that Bidder responds to specific questions in space immediately below those questions and helps to avoid confusion among Evaluators about the question that is being responded to. Failure to use the form set forth on Attachment C1, C2 and C3, and failure to respond to all questions and/or failure to submit any documents requested in the Bidder Response Form may result in Bidder’s disqualification.

If Bidder is awarded a Contract, DCYF will require the Bidder Response Form to be incorporated, in whole, into the Contract.

Competitive Solicitation RFQQ # 25-DCYF-EL-014 Page 20 of 30

3. Proprietary Information/Public Disclosure

Materials submitted in response to this Solicitation shall be deemed public records as defined by RCW 42.56. All responses and accompanying documentation shall become the property of DCYF upon receipt and will not be returned.

The Bidder’s response must include, on Attachment C, a statement identifying the pages of its response, if any, which contain information the Bidder considers proprietary. Each page claimed to be proprietary must be clearly marked by stating the word “Proprietary” printed on the lower right-hand corner of the page. Bidders must be reasonable in designating information as proprietary or confidential. Bidders may not mark their entire Response proprietary. Doing so will not be honored and will disqualify your Response from further consideration.

If DCYF receives a request to view or copy a Bidder’s response, DCYF will respond according to applicable law and DCYF’s policy governing public disclosure. DCYF will not disclose any information marked “Proprietary” in a response without giving the Bidder ten (10) calendar days’ notice to seek relief in superior court per RCW 42.56.540.

Bid submissions and Bid evaluations are exempt from disclosure until DCYF announces the ASB

a. DCYF will consider a Bidder’s request for exemption from disclosure; however, the DCYF will make a decision predicated upon Chapter 42.17 RCW and Chapter 136- 06 of the Washington Administrative Code. Marking the entire Bid exempt from disclosure will not be honored. The Bidder must be reasonable in designating information as confidential. If any information is marked as proprietary in the Bid, such information will not be made available until the affected proposer has been given an opportunity to seek a court injunction against the requested disclosure.

b. Bidders may not include any DCYF client information in their responses. Doing so will result in disqualification of the Response from further consideration. If you wish to include examples of any forms or processes, use a blank form or ensure that all client information is completely redacted.

c. A charge may be made for copying and shipping, as outlined in RCW 42.17.300. No fee shall be charged for inspection of Contract files, but twenty-four (24) hours’ notice to the Coordinator is required. All requests for information should be directed to the DCYF Public Records Office at https://www.dcyf.wa.gov/public-records.

4. Prebid Conference (Optional)

A Zoom prebid conference is scheduled to be held on March 4, 2025 at 10 am, Pacific Time. All prospective Bidders should attend; however, attendance is not mandatory.

Competitive Solicitation RFQQ # 25-DCYF-EL-014 Page 21 of 30

Zoom link:

https://dcyf.zoom.us/j/83964328828?pwd=jh4keneryz0qQaxF5a8CDIQPfg5yNW.1

Meeting ID: 839 6432 8828

Passcode: 222573

DCYF will be bound only to DCYF’S written answers to questions. Questions arising at the pre-bid conference or in subsequent communication with the Coordinator will be documented and answered in written form. A copy of the questions and answers will be posted in WEBS.

5. Submission of Responses Bid responses must be stored in an acceptable electronic format as set forth in Section 5, below. Bid responses must be emailed directly to the Coordinator at the email address provided on the cover sheet of this Solicitation. Bid responses must be received by the Coordinator in their entirety on or before the due date and time set forth in Section C.1., Solicitation Schedule, unless a posted Amendment to this Competitive Solicitation changes this due date and time. Bidder’s completed version of each of the Attachments B and C to this Solicitation shall be included as a separate attachment to the Bidder’s email(s).

Bidders assume all risks for the timely submission of the response. Bidders are responsible for allowing sufficient time to ensure timely electronic receipt of their response by DCYF. DCYF does not assume responsibility for problems with the Bidder’s email or network. However, if DCYF email is not working properly, appropriate allowances will be made.

DCYF will not accept late responses. Late responses will be automatically disqualified from further consideration, unless the DCYF’S e-mail is found to be at fault. DCYF will disqualify any response and withdraw it from consideration if it is received after the response submission due date and time. All Bids and any accompanying documentation become the property of the DCYF and will not be returned.

6. Acceptable Electronic Formats for Submission of Responses Attachment C1 and C2, Bidder response Form, should be submitted in Microsoft Word.

or a Portable Document Format (Adobe Acrobat PDF). Attachment C3 and other spreadsheet documents must be submitted in Microsoft Excel and in a live, unprotected file that includes all formulas, macros, and computations that are relied on or used to calculate any rates or values presented therein. When scanning documents to be submitted in PDF format, scanner resolution should be set to at least 200 dots per inch.

NOTE: DCYF cannot receive emails that are larger than 30MB. To keep file sizes to a minimum, Bidders are cautioned not to use unnecessary graphics in their responses. If your response approaches or exceeds 30MB, you must break it up and send it by more than one email so that no single email exceeds 30MB.

https://dcyf.zoom.us/j/83964328828?pwd=jh4keneryz0qQaxF5a8CDIQPfg5yNW.1

Competitive Solicitation RFQQ # 25-DCYF-EL-014 Page 22 of 30

7. Alternative Submission Methods

Bidders wishing to request an alternative method for submitting their response must contact the Coordinator at least ten (10) days before the response submission date. No alternative submission method will be accepted unless agreed to by the Coordinator in writing prior to the response deadline.

Competitive Solicitation RFQQ # 25-DCYF-EL-014 Page 23 of 30

E. EVALUATION OF PROPOSALS

1. Bid Responsiveness; Administrative Review

All responses will be reviewed by the Coordinator to determine compliance with administrative and minimum qualification requirements and instructions specified in this Solicitation. DCYF may reject a response as non-responsive at any time for any of the following reasons:

a. Incomplete response;

b. Failure to meet the minimum Bidder qualifications or to comply with any requirement set forth in this Solicitation Document, including Attachments;

c. Submission of incorrect, misleading, or false information; and

The Coordinator may contact any Bidder for clarification of the response. If a response is deemed non-responsive, it shall be removed from further consideration. DCYF shall notify non-responsive Bidder(s) of this determination and the supporting reasons.

If a response meets all administrative and Bidder qualification requirements and submittal instructions, DCYF shall continue with the written evaluation and, if applicable, the oral evaluation.

DCYF also reserves the right, however, at its sole discretion to waive minor administrative irregularities.

2. Errors in Bidder Response

Bidders are responsible for all errors or omissions contained in their responses. Bidders will not be allowed to alter response documents after the deadline for response submissions.

DCYF reserves the right to contact any Bidder for clarification of the Response contents.

In those cases, where it is unclear to what extent a requirement has been addressed, the evaluation panel may, in their discretion and acting through the Coordinator, contact a Bidder to clarify specific matters in the submitted response.

3. Evaluation for Executive Order 18-03 (Contractors without Mandatory Individual Arbitration for Employees)

Pursuant to RCW 39.26.160(3) (best value criteria) and consistent with Executive Order 18-03 – Supporting Workers’…