7-RFP 25-036 Domestic Violence Shelters Scope of Services.pdf

Jackson County, Missouri Request for Proposal No. 25-036

1.0 INTRODUCTION

1.1 Jackson County, Missouri is seeking proposals from qualified Respondents for the purpose of developing and providing programs on behalf of the County for the purpose of aiding adults and children who are victims of domestic violence for use by the Jackson County, Missouri Board of Domestic Violence Shelters. The term for any resulting contract shall be a Twelve (12) Month Term.

1.2 Jackson County, Missouri Request for Proposal No. 25-036 has a response deadline of 2:00 p.m., CDT on

September 23, 2025.

1.3 Proposals must be submitted electronically through the Jackson County Bonfire Portal at http://jacksongov.bonfirehub.com. Proposals submitted by any other method will not be accepted.

1.4 All submissions must be uploaded to the Bonfire website by 2 pm September 23, 2025.

Failure to do so will result in the rejection of your submission, as the software does not accept late entries. However, if you submit your proposal early, you can edit it up until the 2 pm deadline.

1.0 If bid documents are obtained by the Respondent from a source other than Bonfire, it will be the Respondents responsibility to verify all due dates and pertinent information (Response Deadline, Questions Deadline, Intent to Bid

Deadline, Addendums) in the Bonfire Portal.

1.5 Jackson County reserves the right to split the contract award.

1.6 Jackson County reserves the right to request clarifications on any proposal.

2.0 QUESTION PROCEDURE

2.1 All Questions regarding this Request for Proposal shall be communicated electronically through the Jackson

County Bonfire Portal via the Opportunity Q&A on the Request for Proposal. All questions must be received on the Bonfire Portal by 5:00 p.m. CDT on September 16, 2025.

2.2 Respondents and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must follow this procedure. Respondent(s) or their agents may not contact any other County personnel regarding matters covered by this Request for Proposal during the solicitation and evaluation process. Inappropriate contact is grounds for REJECTION of the Bidder’s submission.

2.3 All answers to questions will be published via Addenda/Amendment to the Request for Proposal on the Jackson

County Bonfire Portal.

3.0 BIDDING REQUIREMENTS

3.1 All work performed under this Contract shall be performed in the Greater Kansas City Metropolitan Area. If the

Respondent is not located in the Greater Kansas City Metropolitan Area, documentation on Respondent’s letterhead MUST BE submitted with your response detailing how your company would perform the work detailed herein.

3.2 If the Respondent is located in the Greater Kansas City Metropolitan Area, on Respondent’s letterhead provide company name and address and submit with your bid.

4.0 AWARD REQUIREMENTS

4.1 Shelters for victims of domestic violence that receive funds pursuant to Section 455.230 RSMo and

Chapter 87 of the Jackson County Code shall file an annual report with the Board of Domestic Violence

Shelters on or before the thirty-first day of March of the year following the year in which funds were received.

4.2 The annual report shall include statistics on the number of people served by the shelter, the relationship of

The victims of domestic violence to the abuser, the number of referrals made for medical, psychological, financial, education, vocational, childcare services, or legal services.

4.3 The annual report shall include the results of an independent audit.

4.4 The annual report shall not contain information that will identify any person served by the shelter or enable any person to determine the identity of any such person.

4.5 Certificate of Insurance: The Successful Respondent will be required to submit to the Purchasing Department a

Certificate of Insurance meeting or exceeding the provision of Item 15 “General Conditions” and Exhibit A included herein within ten (10) business days after receiving Notification of Award. The Certificate of Insurance must be received by the County prior to the commencement of any work on this contract.

4.6 Exempt Entity: Jackson County, Missouri is an exempt entity under Section 144.062 Revised Statutes of Missouri.

Upon the request of the Successful Respondent, Jackson County will issue a project specific Missouri State Sales

Tax Exemption Certificate to the Successful Respondent and their named subcontractors to be utilized during the performance of this Contract. The certificate must be requested prior to the purchase of any goods, supplies, materials and/or equipment. Under no circumstances will this certificate be backdated to cover goods, supplies, materials, or equipment already purchased.

4.7 W-9 Form: The Successful Respondent must provide a complete IRS W-9 Form for this Contract.

4.8 Other Licenses: The Successful Respondent must provide upon written request, evidence of current required

Federal, State, and Local Occupational Licenses.

4.9 Experience: The Successful Respondent(s) must have a minimum of five (5) years of successful commercial experience providing services comparable to those required under this Request for Proposal.

5.0 SCOPE OF SERVICES

5.1 To be considered for Domestic Violence Shelter Funds, you must submit a proposal in the format detailed below. To facilitate the evaluation of proposals, proposals shall be organized in the following manner:

5.1.1 Cover Letter containing the following information:

Name of Agency

Tax ID Number

Address of Agency

Mailing Address of Agency (if different)

Telephone Number

Fax Number

Email Address

Contact Person and Title

Name of Proposed Program

Amount of Funding Requested

Number of Beds

Number of People Served (Children/ Adult)

Number of Programs (Children / Adults & a reference to learn more about those prog rams in the response

Transitional Housing (provided/ partner with/allowed length of stay) Gross Expenditures

Grants (JACO, outside JACO)

Demographics of residents

Average length of stay

5.1.2 All pages of this Request for Proposal, including all forms, are filled out, signed and notarized where necessary.

5.1.3 Written answers and documentation for questions 5.1.3.1 through 5.1.3.22 listed below:

5.1.3.1 Please attach your current Articles of Incorporation and your current Bylaws.

5.1.3.2 Is a part of your corporate purpose to provide temporary residential services or facilities to family or household members who are victims of domestic violence?

5.1.3.3 Does your corporation have any purpose or activity other than offering services to victims of domestic violence or preventing domestic violence?

5.1.3.4 If your answer to No. 5.1.3.3 above is yes, please list every additional purpose or activity, and indicate in what way the other purpose or activity is related to the domestic violence purpose.

5.1.3.5 If your answer to No. 5.1.3.3 above is yes, please state whether any funds received from this Board could be restricted for use only to provide for domestic violence victims, and state what procedures would be used to ensure the restriction.

5.1.3.6 What percentage of your funds come from sources other than funds distributed by the Board of Domestic Violence Shelters?

These other sources may be public or private and may include contributions of goods and services, including materials, commodities, transportation, office space or other types of facilities or personal services.

5.1.3.7 Please attach a list of your Trustees (Board of Directors and

Officers of both the corporation and the shelter, if different) and indicate by statistical summary the racial, ethnic, and socioeconomic make-up of those trustees.

5.1.3.8 Does at least one of your Trustees have personal experience in confronting or mitigating the problems of domestic violence?

5.1.3.9 Please attach your written policy regarding staff or volunteers to maintain the confidentiality of any information that would identify individuals served by the shelter.

5.1.3.10 Please attach your written policy against discrimination in admissions or provision of services based on race, religion, color, age, marital status, national origin, or ancestry.

5.1.3.11 Do you provide residential services or facilities for children when accompanied by a parent, guardian or custodian who is a victim of domestic violence and who is receiving temporary residential services from you?

5.1.3.12 What is your fiscal year?

5.1.3.13 For your fiscal year that ends in 2024, please attach your working budget.

5.1.3.14 Please list any resources that you have shared or offered to share or plan to share with the other shelters (such as training programs, donated property, funding sources, etc.)

5.1.3.15 Please attach a summary of services your corporation will offer in the following calendar year. Please specify the type of service and the per unit charge associated with the service. Also, please attach a budget sheet that supports the services you have described.

5.1.3.16 If you plan to begin any new project in this or the next fiscal year, please at tach information explaining what the project is, how you plan to fund it, and when you think it will be operational.

5.1.3.17 Please provide an estimate of the number of people your shelter will serve during the following calendar year.

5.1.3.18 Is there any service which you are not able to fund, or for which you need matching funds, or which would benefit all shelters, that would qualify you for a special grant? If so, attach details.

5.1.3.19 Please attach any additional information which you believe the

Board should know about your shelter.

5.1.3.20 Because there may be questions that your corporation may be called upon to answer to the Board of Domestic Violence Shelters, please indicate whether your Executive Director and one to three of your

Board members can meet with the Jackson County Domestic

Violence Board at a mutually agreeable time.

5.1.3.21 Please indicate whether any or all the information included in your Proposal can be shared with other shelters.

5.1.3.22 Please attach your IRS Form 990 from the previous fiscal or calendar year.

5.2 All responses to this request for proposal become the property of Jackson County and will not be returned.

5.3 Expenses and costs incurred in the preparation of proposals in response to this Request for Proposal are the sole responsibility of the Respondent and shall not be reimbursed by the County.

5.4 Failure to include any of the items listed in Section 5.0 may result in the Rejection of your proposal.

6.0 EVALUATION PROCESS

6.1 All proposals that are responsive to the General Conditions, Scope of Services, and other provisions of the Request for proposal will be evaluated.

6.2 The Board of Domestic Violence Shelters will evaluate all proposals. The Board will meet and develop funding recommendations.

6.3 The Board of Domestic Violence Shelters, at its sole discretion, may interview one, none, some or all

Respondents.

6.4 The Evaluation Committee will consider various factors when evaluating the responses for the Request for

Proposal.

6.5 All Evaluation Criteria or weighting of criteria used by The Board of Domestic Shelters is a tool to assist The Board of

Domestic Violence Shelters in selecting the best proposal for the County.

6.6 The County may change criteria and criteria weights at any time including after due date for proposals.

6.7 Notifications will be sent to Respondents by the Jackson County Counselor’s Office.

7.0 REQUIRED SUBMITTALS

7.1 The following information and/or forms MUST be submitted with your response to this Request for Proposal:

7.1.1 Affidavit

7.1.2 Copy of Certificate of Compliance

7.1.3 Acknowledgement of Receipt of Addenda

7.1.4 Greater KC Metropolitan Area Information Memo (per section 3.0 - on Respondents Letterhead)

7.1.5 Page 6 completed

7.1.6 Exhibit F – Bidder’s Exceptions

7.1.7 Proposal Format – Scope of Service Section 5.1 (on Respondents Letterhead)

7.2 Failure to include any of the items listed in this section may result in the REJECTION of your submitted proposal.

8.0 CONTRACT NEGOTIATIONS

8.1 Upon the selection of the Successful Proposal, a Contract/Agreement incorporating the General Conditions, Scope

Of Services, and any other provisions of this Request for Proposal and acceptable to both parties will be prepared and executed by both parties. Should the parties, within a reasonable time frame, as determined by Jackson County, Missouri fail to develop and execute a mutually agreeable Contract/Agreement, and upon a three (3) business day notification to the selected Respondent, the County may reject the proposal and proceed to award the Contract/Agreement to the next

“best” respondent.

8.2 Pursuant to Section 610.021 RSMo, proposals and related documents shall not be available for public review until a

Contract/Agreement has been awarded or all proposals are rejected.

8.3 In no event will the following be considered confidential or exempt from the Missouri Sunshine Law:

8.3.1 Respondent’s entire proposal

8.3.2 Respondent’s pricing

8.3.3 Respondent’s proposed method of performance, including schedule of events, and/or deliverables

8.3.4 Respondent’s experience information including customer lists or references

8.3.5 Respondent’s product specifications unless specifications disclose scientific and technological innovations in which the owner has a proprietary interest.

8.4 The County generally does not use standard contract forms which may be provided by the Respondent. The

Contract/Agreement used by the County will include both the Request for Proposal and the Respondent’s proposal. In the event that conflicts in language exist between the Request for Proposal and the Respondent’s Proposal, the provisions of the Request for Proposal shall govern. The Respondent shall list all exceptions as instructed under General

Conditions, Item Number Four of this Request for Proposal. Please note that the Respondent’s proposal is subject to

Rejections if Exceptions to the County’s General Conditions, Scope of Services and/or forms are requested.

8.5 Respondent must agree to the following standard provisions:

8.5.1 Indemnifications: Contractor/Respondent agrees, to the fullest extent permitted by law, to indemnify and hold the County harmless from damages and losses arising from the negligent acts, errors, or omissions of the

Contractor/Respondent in the performance of the work under this Contract/Agreement, to the extent that the

Contractor/Respondent’s responsible for such damages and losses on a comparative basis of fault and responsibility between Contractor/Respondent and the County. Contractor/Respondent is not obligated to indemnify the County for the County’s own negligence. Contractor/Respondent’s obligations under this section shall be limited to the coverage and limits of insurance that Contractor/Respondent is required to procure and maintain under the Contract/Agreement. Insurance shall be procured and maintained by the

Contractor/Respondent as described in Exhibit A of this Request for Proposal. Contractor/Respondent shall file Certificate of Insurance with the Jackson County Purchasing Department in the form described in Exhibit A within the time limit also described in the Exhibit.

8.5.2 Independent Contractor: Contractor/Respondent acknowledges and agrees that all County information and records are confidential and will not be disclosed or made available to anyone outside the County organization unless authorized to do so in writing.

8.5.3 Complete Agreement: Parties agree that this Contract/Agreement together with the Jackson County, Missouri

Request for Proposal No. 25-036 and Contractor/Respondent’s response thereto constitute the complete and exclusive agreement between the parties which supersedes all prior understandings or agreements, oral or written, and all other communications between parties relating to the subject matter of this Contract/Agreement.

8.5.4 Notices: Any notice which either party shall be required by this Contract/Agreement to give the other shall be in writing and delivered by mail addressed to the respective parties as follows, or to such other addresses, as the respective parties may designate from time to time:

County: Jackson County, Missouri

415 E 12th Street, Room 105

Kansas City, Missouri 64103

Contractor/Respondent: ______________________________________