7-Special Provisions.pdf

IMPORTANT NOTICE

RFP2000004209: Emergency Food & Housing Assistance

THIS IS AN ELECTRONIC PROCUREMENT (eBID)

SUBMISSIONS WILL ONLY BE ACCEPTED ELECTRONICALLY VIA THE BONFIRE PORTAL

Fairfax County Government uses a procurement portal powered by Bonfire Interactive for accepting and evaluating proposals.

To register, visit https://fairfaxcounty.bonfirehub.com.

For additional assistance and technical questions related to a submission contact Bonfire at support.bonfire@eunasolutions.com or click on the link “Technical Support”. Note: it takes an average of 16 minutes to an hour for a response, and support is provided Monday to Friday from 8 AM – 8 PM EST/EDT. Therefore, offerors shall take the necessary steps to submit their proposals in advance.

Registration and proposal submission in Bonfire is Mandatory. Solicitation Responses submitted by paper, telephone, facsimile (“FAX”) transmission, or electronic mail (e-mail) will not be accepted.

Fairfax County strongly encourages offerors to submit proposals well in advance of the proposal submission deadline.

A proposal submission is not considered successful unless all necessary files have been uploaded and the ‘Submit & Finalize’ step has been completed. Offerors are responsible for the consequences of any failure to plan ahead in the submission of its Proposal.

Documents may be uploaded at any time during the open period. The official time used for receipt of proposals/modifications is the time stamp within the Bonfire portal. No other clocks, calendars or timepieces are recognized.

Offerors can view the Vendor Knowledge Base on the Euna Customer Hub for Euna Procurement. The Knowledge Base provides articles with step-by-step instructions regarding the use of Bonfire at:

https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub

Listed below are some helpful articles that will assist offerors regarding Registration and Submission:

a. Vendor Registration

b. Creating and uploading a submission

If, at the time of the scheduled proposal closing Fairfax County Government is closed due to inclement weather or another unforeseeable event, the proposal closing will still proceed electronically through the Bonfire system

Technical Information: Uploading large documents may take time, depending on the size of the file(s) and your Internet connection speed. You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

It is the Offeror's responsibility to clearly identify and to describe the services being offered in response to the Request for Proposal. Offerors are cautioned that organization of their response, as well as thoroughness is critical to the County's evaluation process. The RFP forms must be completed legibly and in their entirety; and all required supplemental information must be furnished and presented in an organized, comprehensive and easy to follow manner.

https://fairfaxcounty.bonfirehub.com/ mailto:support.bonfire@eunasolutions.com https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub https://customer.eunasolutions.com/public/s/article/vendor-registration https://customer.eunasolutions.com/public/s/article/creating-and-uploading-a-submission

SPECIAL PROVISIONS RFP2000004209

1. SCOPE OF SERVICES:

1.1. The purpose of this Request for Proposal is to solicit sealed proposals to establish a contract or contracts through competitive negotiation to provide Emergency Food and Emergency Housing Assistance to individuals and families living in the County of Fairfax, Virginia.

1.2. Total available funding is projected to be $5 million, allocated at approximately 25% ($1.25 million) for Emergency Food and 75% ($3.75 million) for Emergency Housing. This funding is contingent upon final approval and allocation by the Fairfax County Board of Supervisors and is made available from the County’s General Fund.

1.3. Offerors may collaborate to submit a proposal. Collaboration means two or more organizations joining together through written agreement to provide services based on common goals and shared funding. Partners agree to pool resources and jointly plan, implement, and evaluate new services and procedures. They also agree to delegate individual responsibility for the outcomes of their joint efforts. Only one of the organizations will submit a proposal on behalf of the collaboration.

1.4. Offerors may be physically located outside of Fairfax County; however, proposed program(s) must serve only eligible residents of Fairfax County, City of Fairfax, and the Towns of Clifton, Herndon, or Vienna.

1.5. If applying to provide both Emergency Food and Emergency Housing, the Offeror must submit a separate Technical and Cost Proposal.

1.6. There are no limits on the number of programs an Offeror can submit.

2. ADDITIONAL INFORMATION:

2.1. County owned or leased property may be provided to the Contractor under this contract; therefore the Contractor will be required to sign a License Agreement with the County Facilities Management Department for occupancy during the effective period of this Contract.

2.2. The County uses Virginia's online electronic procurement system (eVA), to publicly announce contract awards, which requires Contractor registration. In anticipation of receiving an award, vendors should register by clicking the Register Now link on the eVA website homepage https://eva.virginia.gov/.

2.3. The current contract for these services can be viewed on the Fairfax County Contract Register by entering contract numbers listed below in the contract number field.

4400012646 4400012657 4400012666 4400012720

4400012648 4400012658 4400012668 4400012724

4400012655 4400012662 4400012685 4400012731

4400012656 4400012663 4400012714 4400012732

2.4. All communications and requests for information and clarifications shall be directed to:

Vincenza Githens, CPPB, Contract Specialist II Department of Procurement and Material Management Telephone: 703-324-6168 Email: Vincenza.Githens@fairfaxcounty.gov

3. OPTIONAL PRE-PROPOSAL CONFERENCE:

3.1. An optional pre-proposal conference will be held on Monday, December 8, 2025, at 1:30 PM EST via Microsoft Teams web conferencing. Participants are required to register prior to the pre-proposal web conference. Use the registration URL https://events.gcc.teams.microsoft.com/event/1617a042-f2da-4c5b-9286-c4aa228b8f0b@a26156cb-5d6f-4172-9d7d-934eb0a7b275 to register and receive the password to enter the meeting. Participants will be asked to wait in the waiting room until the host allows the participants to join the meeting.

3.2. The purpose of the pre-proposal conference is to give potential offerors an opportunity to ask questions and to obtain clarification about any aspect of this Request for Proposal. Offerors may submit any questions pertaining to the RFP, in writing, prior to the pre-proposal conference to Vincenza.Githens@fairfaxcounty.gov.

3.3. While attendance at this conference will not be a prerequisite to submitting a proposal, offerors who intend to submit a proposal are encouraged to attend. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

3.4. To request reasonable ADA accommodations, call the Department of Procurement and Material Management ADA representative at 703-324-3201 or TTY 711. Allow seven working days in advance of the event to make the necessary arrangements.

https://eva.virginia.gov/ https://www.fairfaxcounty.gov/cregister/ mailto:Vincenza.Githens@fairfaxcounty.gov https://events.gcc.teams.microsoft.com/event/1617a042-f2da-4c5b-9286-c4aa228b8f0b@a26156cb-5d6f-4172-9d7d-934eb0a7b275 https://events.gcc.teams.microsoft.com/event/1617a042-f2da-4c5b-9286-c4aa228b8f0b@a26156cb-5d6f-4172-9d7d-934eb0a7b275 mailto:Vincenza.Githens@fairfaxcounty.gov

4. CONTRACT PERIOD AND RENEWAL:

4.1. This contract period will be for two (2) years with three (3) one-year renewal options.

4.2. Automatic contract renewals are prohibited. Contract renewals must be authorized by and coordinated through the County’s Department of Procurement and Material Management (DPMM) based on performance, continued need, and availability of funds.

4.3. The obligation of the County to pay compensation due the Contractor under the contract or any other payment obligations under any contract awarded pursuant to this Request for Proposal is subject to appropriations by the Fairfax County Board of Supervisors to satisfy payment of such obligations. The County’s obligations to make payments during subsequent fiscal years are dependent upon the same action. If such an appropriation is not made for any fiscal year, the contract shall terminate effective at the end of the fiscal year for which funds were appropriated and the County will not be obligated to make any payments under the contract beyond the amount appropriated for payment obligations under the contract. The County will provide the contractor with written notice of non-appropriation of funds within thirty (30) calendar days after action is completed by the Board of Supervisors. However, the County’s failure to provide such notice shall not extend the contract into a fiscal year in which sufficient funds have not been appropriated.

5. BACKGROUND:

5.1. The Importance of Housing and Food Security in Fairfax County:

a. Stable housing and reliable access to food are fundamental determinants of community well-being. They serve as essential “opportunity structures,” enabling individuals and families to pursue health, education, and economic advancement. When these basic needs are unmet, stress and instability can trap households in cycles of hardship, limiting life opportunities.

5.2. Housing Instability:

a. Financial Strain: High housing costs in Fairfax County contribute to financial stress, reducing money available for other necessities, including food. Families considered “rent-burdened” (spending more than 30% of income on housing) are three times more likely to experience food insecurity.

b. Health and Well-Being: Housing instability is linked to negative health outcomes, including anxiety, depression, and chronic diseases. For children, frequent moves disrupt schooling and social development, contributing to poor academic performance.

c. Pandemic Effects: The economic fallout from COVID-19 has intensified housing insecurity, making eviction and utility payment difficulties more common, and further destabilizing families. Between Fiscal Years 2015 and 2019, requests for housing payment assistance ranged between 5,215 and 5,207 but were approximately 9,300 in FY25.

5.3. Food Insecurity:

a. Health Impacts: Food insecurity increases risks of obesity, cardiovascular disease, and diabetes, often due to reliance on cheaper, less nutritious food options.

b. Local Prevalence: According to the Capital Area Food Bank’s 2025 Hunger Report, approximately 26% of Fairfax County residents experience some level of food insecurity. Calls to Coordinated Services Planning (CSP) tied to emergency food assistance have gone up 41% from FY23 - FY25 (3866 to 5447).

c. Children and Families: Free or reduced-price meal eligibility in Fairfax County Public Schools rose from 31% in 2019–2020 to nearly 37% in 2024–2025, reflecting growing financial stress among households.

Food insecurity adversely affects child development, leading to developmental delays, behavioral issues, and disrupted education.

5.4. Intersection of Housing and Food Insecurity:

a. Housing and food insecurity are deeply interconnected; financial strain from housing costs often reduces food access, compounding stress and negative health outcomes.

b. Both forms of insecurity are particularly harmful during emergencies, underscoring the need for coordinated response systems that can stabilize households quickly.

5.5. Policy and Community Implications

a. Emergency housing and food assistance programs are crucial for immediate relief while linking families to longer-term supports that promote resilience, equity, and upward mobility.

b. Addressing these challenges aligns with Fairfax County’s vision of a thriving, inclusive community where all residents have the opportunity to succeed.

https://hunger-report.capitalareafoodbank.org/report-2025/?_gl=1*d6gns5*_gcl_au*NDUyOTQyMTAxLjE3NTgxMzM2Njc.*_ga*MjExMTU0ODcyNi4xNzU4MTMzNjY3*_ga_SG11M6VT2Q*czE3NTk4NjEzMzQkbzEyJGcwJHQxNzU5ODYxMzM0JGo2MCRsMCRoOTcyOTgzNTMw

5.6. The combined effects of high housing costs, food insecurity, and lingering pandemic-related economic pressures create profound challenges for Fairfax County residents. Supporting families through targeted housing and food programs not only addresses urgent needs but also fosters long-term health, educational, and economic outcomes, building stronger, more resilient communities.

6. STATEMENT OF NEEDS:

6.1. The County is seeking proposals to provide Emergency Food & Housing services from qualified offerors. All services performed under any resulting contracts should align with the County’s overarching goals to:

a. Prevent homelessness and hunger through intervention and rapid response;

b. Ensure equitable access to emergency housing and food supports across all regions and demographics;

c. Strengthen coordination among County agencies, nonprofits, and faith-based and community organizations;

d. Promote long-term stability by linking residents to appropriate County or community resources that address underlying needs contributing to housing and food insecurity; and,

e. Establish alternative food access strategies such as gift card programs, food vouchers, and mobile markets that address food insecurity by promoting dignity, choice, and access to fresh, healthy food options, especially in underserved areas.

f. 60% or above of the budget must go towards direct services.

6.2. Criminal background checks are required for individuals providing indirect or direct services within public schools, after-school programs, etc. via State Police and Child Protective Services. Employees working with other vulnerable populations (e.g. persons with disabilities, older adults, etc.) must also have criminal-record checks.

6.3. Below are the Funding categories, Outcome Statements and Services Examples.

Service examples are provided for illustrative purposes and are not exhaustive. These funding categories reflect priority needs aligned with the County’s Health and Human Services determinants, with a focus on addressing housing stability and food security, which are essential to preventing crises, supporting recovery, and fostering overall community well-being. Funded programs and services should aim to reduce barriers and provide meaningful pathways toward stability, resilience, and self-sufficiency.

Outcome statements are designed to be inclusive and community-centered, recognizing the diverse needs of individuals, families, and communities across all income levels, abilities, and ages.

6.4. Emergency Food Assistance Funding Category provides critical/urgent support through access to food resources and as needed, related case management. These supports can be short-term or ongoing, depending on the nature of the need. Programs must provide direct client food assistance and should include food that reflects the cultural, religious, and situational needs of the recipients. Programs are encouraged to implement direct-access approaches that minimize stigma, reduce transportation barriers, and provide households with flexibility and choice in how they obtain food, without requiring them to visit a traditional food pantry. Food programs should address issues with unreliable supply, inconsistent nutritional quality, barriers to access, and the persistent stigma associated with using methods such as food pantries.

a. Outcomes and Service Examples:

OUTCOME STATEMENT SERVICE EXAMPLES

Individuals and families have reliable and immediate access to unrestrictive, ample, affordable, and nutritious food that is culturally appropriate and available through direct, flexible, and choice-based methods that reduce barriers and stigma.

• Neighborhood distribution sites and pop-up or mobile markets that provide convenient local access

• Emergency food distribution programs that increase access to grocery stores, farmers markets, or create emergency pop-up markets

• Food pantries that incorporate self-selection, extended hours, or minimal eligibility barriers to enhance dignity and convenience

• Food deliveries and home-delivered grocery options

• Pre-paid/Re-loadable cards and digital or paper grocery vouchers

• Distribution of grocery store gift cards that promote food access and choice

b. Each program must select the Overall Stability and Basic Needs Program Outcomes:

Standardized Program Outcomes Standardized Program Indicators

Children and adults have access to community safety-net resources that promote stability.

Percent of households receiving services that contribute to a stable living environment for children and/or adults.

Individuals have improved access to emergency basic needs assistance.

Percent of adults receiving services who are successfully connected to additional resources that support their emergency basic needs.

c. Each program must select at least two Emergency Food Outcomes:

Standardized Program Outcomes Standardized Program Indicators

Individuals and families experience increased food security.

Percent of households where all members report reduced hunger on a weekly basis as a result of program participation.

Individuals and families experience increased autonomy and dignity.

Percent of households that report program participation has increased access to food choices that meet religious or cultural needs

Percent of households that report program participation has increased access to food choices that support healthful diets.

Individuals and families face fewer difficult trade-offs between food and other necessities.

Percent of families that report program participation increased their ability to meet basic/fundamental needs while experiencing a decrease in food insecurity

Individuals and families who access food cards experience strengthened autonomy, dignity, and sense of belonging through greater choice and control in meeting their food needs.

Percent of households that report food card access increased their sense of dignity, independence, and belonging, and improved their ability to make food choices that align with their values and circumstances.

6.5. Emergency Housing Assistance Category provides short-term support services to prevent eviction, address housing crises and resolve housing instability. These services are not long-term housing programs but are intended to help residents maintain or regain safe, stable living conditions.

a. Outcomes and Service Examples:

OUTCOME STATEMENT SERVICE EXAMPLES

Individuals and families have access to safe, stable, and accessible living accommodations along with other basic necessities.

• Short-term rental assistance

• Utility payments

• Provision of temporary or emergency shelter and supportive services to individuals and families, including youth, experiencing housing instability and homelessness

• Legal or case management services addressing eviction prevention or housing crises

• Legal services payments

b. Each program must select the Overall Stability and Basic Needs Program Outcomes:

Children and adults have access to community safety-net resources that promote stability.

Percent of households receiving services that contribute to a stable living environment for children and/or adults.

Individuals have improved access to emergency basic needs assistance.

Percent of adults receiving services who are successfully connected to additional resources that support their emergency basic needs.

c. Each program must select at least two Emergency Housing Outcomes:

Individuals and families experience increased housing stability.

Percent of households able to pay housing costs because of program support.

Individuals and families experience a reduced risk of homelessness or increased support services while experiencing homelessness.

Percent of individuals less likely to be evicted because of program support.

Percent of individuals and families connected to supportive services that result in housing stability.

Individuals and families avoid eviction due to program support.

Percent of families that report program participation increased their ability to meet basic/fundamental needs while experiencing a decrease in food insecurity

7. CONTRACTOR RESPONSIBILITIES:

7.1. Security of Records: The Contractor Shall:

a. Provide a secure place with controlled access for storage of records. Only employees, volunteers or other individuals who must access client information in order to carry out duties assigned or approved by the Contractor shall be authorized access to the storage area.

b. Allow only authorized individuals to remove a record from the storage area and the authorizing individual shall be responsible for the security of the record until it is returned to the storage area.

c. Establish procedures to prevent the unauthorized or accidental disclosure of client information from both paper and electronic systems.

7.2. Information Protection: Access to a County approved reporting and invoicing system will be provided. Access is limited to authorized individuals for approved purposes only. User activities are subject to monitoring, and entry into the system indicates an acknowledgement by the user of the County’s Information Protection policies currently governing the protection and use of County information resources (available upon request).

7.3. Contract Oversight: The Contractor’s staff assigned to the program must be available for on-site monitoring visits as requested. County staff will conduct monitoring for compliance with the proposed budget and programmatic terms and conditions. A financial review may be conducted at least once during the Contract term.

County staff shall have access to:

a. Observation of service delivery activities as identified in the offeror’s program proposal;

b. Client service records;

c. Program activity records;

d. Program and client assessment data and outcome measurement system (including tools);

e. Personnel records, operational policies, insurance records, board meeting minutes; and

f. Financial records, receipts, vouchers, books, audits and management letters, tax reports and documents, and Board of Directors meeting agendas and minutes.

7.4. Personnel Policies: The Contractor Shall:

a. Establish written personnel policies that are available for examination by the County upon request.

b. Establish and maintain job descriptions indicating duties of all personnel involved in the program or project. These job descriptions shall be available for examination by the County or its authorized representative. The Contractor shall not make any material changes to personnel assignments that would adversely affect program or project operations or the Contractor’s obligation under the contract.

Notwithstanding the foregoing, if personnel changes occur for reasons outside the Contractor’s control, the Contractor shall promptly notify the County, identifying the potential impact of such changes and the actions it intends to take. Thereafter, the Contractor, with the County’s consent, shall take necessary actions to ensure that the program or project continues to operate properly and in accordance with all contract requirements.

7.5. Criminal Background Checks: Contractors providing service to youth or other vulnerable populations must obtain Criminal Background Records checks through the Virginia State Police and Child Protective Services for all employees and volunteers who are directly or indirectly providing services to clients in Fairfax County Public Schools and/or community settings. Additional records checks may be needed for any Contractor employees or volunteers residing in states outside of Virginia.

If it is known that the employee or volunteer has moved from another state and has worked with youth or other vulnerable populations within one year prior to employment or volunteering, a background check from that state must also be completed. Records check request forms must be submitted to the State Police and Child Protective Services (and other state records check offices, if applicable) by time of award and completed within 45 days thereafter.

7.6. Driver’s License Checks: Employees of Contractors transporting Fairfax County Public School students or other program clients must hold a valid driver's license. The Contractor must conduct a driver's license background check for all employees who provide transportation to Fairfax County Public School students or other program clients prior to beginning transportation duties. The driver's license check must show no more than two (2) moving violations or chargeable accidents within a three-year period, neither of which may involve a DWI or DUI offense.

7.7. Reversion of Assets: Upon termination of the contract, the Contractor shall immediately transfer to the County any unexpended County-allocated funds on hand at the time of expiration and any accounts receivable attributable to the use of County.

8. TECHNICAL PROPOSAL INSTRUCTIONS:

8.1. Offeror must submit their response to the Technical Proposal as instructed in Bonfire containing the following information. This information will be considered the minimum content of the proposal.

8.2. Form 1: Complete and sign the Fairfax County Cover Sheet (DPMM32)

a. The offeror's legally authorized representative must sign a Cover Sheet for each proposal submitted.

Proposals without signed cover sheets may be deemed non-responsive and may not be considered for funding. If the proposal is submitted jointly by multiple organizations, the Cover Sheet should identify one organization as the primary contact.

b. Offerors must list the name of the Executive Director or Chief Executive Officer of the organization as the contact person on the Cover Sheet (DPMM 32).

8.3. Form 2: Funding categories and ZIP codes - Indicate the funding category that best matches the proposed program and the ZIP codes where services will be provided.

8.4. Form 3: Technical Narrative - Offerors are required to respond to all questions on the Demonstration of Need, Approach, Outcomes, and Organizational Capacity sections.

a. Program Position Descriptions: Include required skills, program management, and fiscal staff positions.

b. Program Staff Resumes: Provide resumes for key personnel assigned to work on the program

8.5. Form 4: Program Outcome Worksheet - Standardized program outcomes are required for this RFP.

8.6. Forms 5A-5G: DPMM Forms

8.7. Other Attachments for nonprofit organizations:

a. Current Board of Directors Roster: Include phone numbers and email addresses.

b. Audited Financial Statements: Submit the most recent financial audit and management letter that adheres to the required schedule of submitting the audit within 180 days after the end of offeror’s fiscal year.

1) Offerors whose fiscal year ends June 30 must submit a financial audit and management letter for period ending June 30, 2024. Offerors whose fiscal year ends December 31 must submit a financial audit and management letter, if available, for the period ending December 31, 2024.

2) Audits for the periods ending June 30, 2024, or December 31, 2024 (depending on the organization’s fiscal year), will be collected from successful offerors during contractual monitoring after execution of the contract.

3) Offerors who do not have an audit at the time of submission must provide written justification for lack thereof. If funded, the organization will be required to submit an audit following the first year of operation.

c. 2024 Federal Tax Form 990: If not available, explain why and submit the most recent filing.

d. Copy of 501(c)(3) Certification or Application for 501(c)(3) status

e. All issued addenda, signed

8.8. Other Attachments for entities not identifying as nonprofit organizations:

a. Audited Financial Statements: Submit the most recent financial audit and management letter that adheres to the required schedule of submitting the audit within 180 days after the end of offeror’s fiscal year.

1) Offerors whose fiscal year ends June 30 must submit a financial audit and management letter for period ending June 30, 2024. Offerors whose fiscal year ends December 31 must submit a financial audit and management letter, if available, for the period ending December 31, 2024.

2) Audits for the periods ending June 30, 2024, or December 31, 2024 (depending on the organization’s fiscal year), will be collected from successful offerors during contractual monitoring after execution of the contract.

3) Offerors who do not have an audit at the time of submission must provide written justification for lack thereof. If funded, the organization will be required to submit an audit following the first year of operation.

b. All issued addenda, signed

8.9. There are no limits on the number of programs an organization can submit. Each proposal must be submitted separately with all requested forms and attachments. The Technical Narrative Response Form, excluding requested forms and attachments, should not exceed ten (10) single-sided, 8.5 by 11-inch pages.

Proposal forms and attachments are exempt from the page limitation. Each Offeror responding to this RFP must supply all the documentation required, including attachments. Failure to provide documentation with the offeror’s response may result in the disqualification.

9. COST PROPOSAL INSTRUCTIONS:

9.1. Offeror must submit the Cost Proposal Forms listed below as instructed in Bonfire fully supported by cost and pricing data adequate to establish the reasonableness of the proposed fee.

a. Form 6: Cost Narrative - Offerors are required to respond to all questions.

b. Form 7: Program Budget

c. Form 7A: Program Personnel Budget

d. Form 7B: Program Budget Justification

e. Form 8: Estimated Program Revenues - All funding requests must be rounded to nearest whole dollar

10. PRICING:

10.1. The fee(s) will remain firm and will include all charges that may be incurred in fulfilling the requirements of the contract during the first 365 days. Changes in cost for any subsequent contract years will be handled as follows:

in fiscal years where the Department of Neighborhood and Community Services’ Adopted Budget Plan includes a Contract Rate increase, Contractor may be eligible for an increase in the unit price. The request for a change in the unit price shall include as a minimum, (1) the budgetary and programmatic causes for the increase; and

(2) the amount of the change requested with documentation to support the requested adjustment. The availability of a price increase is dependent upon budgetary appropriations and is not guaranteed. Should a price increase be granted the prices will remain firm for 365 days.

11. TRADE SECRETS/PROPRIETARY INFORMATION:

11.1. Trade secrets or proprietary information submitted by an offeror in connection with a procurement transaction shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, offerors must invoke the protections of this section prior to or upon submission of the data or other materials.

11.2. The offeror must identify the data or other materials to be protected and state the reasons why protection is necessary. Disposition of material after award(s) should be stated by the offeror.

11.3. Offeror shall complete the Request for Protection of Trade Secrets or Proprietary Information to identify and protect trade secrets or proprietary information from disclosure under the Virginia Freedom of Information Act.

11.4. The classification of an entire proposal document, line-item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and may result in rejection of the proposal.

12. REQUIRED SUBMITTALS:

12.1. Each Offeror responding to this Request for Proposal must supply all the documentation required in the RFP.

Failure to provide documentation with the Offeror's response to the RFP may result in the disqualification of the Offeror's proposal.

13. ADDENDA:

13.1. Offerors are reminded that solicitation changes, in the form of addenda, are often issued between the issue date and within ten (10) days before the due date. All addenda should be signed and submitted before the due date/time or must accompany the proposal.

13.2. Notice of addenda will be posted on eVA and Bonfire. It is the Offeror’s responsibility to monitor the web page for the most current addenda at https://fairfaxcounty.bonfirehub.com.

13.3. The last day to submit question to be addressed in the addendum will be addressed in Bonfire under “Questions Due Date.”

14. PROPOSAL ACCEPTANCE PERIOD:

14.1. Any proposal submitted in response to this solicitation shall be valid for 180 days. At the end of the days the proposal may be withdrawn at the written request of the offeror. If the proposal is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

15. BASIS FOR AWARD:

15.1. This Request for Proposal is being utilized for competitive negotiation. Under the competitive negotiation process, a contract may be awarded to the responsible offeror whose proposal is determined to be the most advantageous to the County, taking into consideration price and the evaluation criteria listed below. The County reserves the right to make multiple awards from this solicitation.

15.2. A Selection Advisory Committee (SAC) has been established to review and evaluate all proposals received.

15.3. No Offeror, including any of their representatives, subcontractors, affiliates and interested parties, shall contact any member of the Selection Advisory Committee or any person involved in the evaluation of the proposals.

SAC members will refer all calls related to this solicitation to the procurement official named in 2.4. above.

Failure to comply with this directive may, at the sole discretion of the County, result in the disqualification of an offeror from the procurement process.

https://fairfaxcounty.bonfirehub.com/

15.4. The SAC shall conduct a preliminary evaluation of all proposals on the basis of the information provided with the proposal, and the evaluation criteria listed below. Based upon this review, the cost proposals of the highest rated offeror(s) will then be reviewed.

15.5. Based on the results of the preliminary evaluation, the highest rated offeror(s) may be invited by the County Purchasing Agent to make oral presentations to the SAC. This committee will then conduct a final evaluation of the proposals. Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals, on the basis of the factors involved in the Request for Proposal, including price if so stated in the Request for Proposal.

15.6. Negotiations shall then be conducted with each of the offerors so selected. After negotiations have been conducted with each offeror so selected, the County shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror.

15.7. Should the County determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The Committee will make appropriate recommendations to the County Executive and Board of Supervisors, if appropriate, prior to actual award of contract.

15.8. Proposal Evaluation Criteria:

The following factors will be considered in the award of this contract:

1. Demonstration of Need (10 points)

2. Approach (30 points)

3. Outcomes (15 points)

4. Organization Capacity (25 points)

5. Budget and Budget Justification (20 points)

15.9. Fairfax County reserves the right to make on-site visitations to assess the capabilities of individual offerors and to contact references provided with the proposal.

15.10. The County Purchasing Agent may arrange for discussions with firms submitting proposals, if required, for the purpose of obtaining additional information or clarification.

15.11. Offerors are advised that, in the event of receipt of an adequate number of proposals, which, in the opinion of the County Purchasing Agent, require no clarifications and/or supplementary information, such proposals may be evaluated without further discussion. Consequently, offerors should provide complete, thorough proposals with the offerors most favorable terms. Should proposals require additional clarification and/or supplementary information, offerors should submit such additional material in a timely manner.

15.12. Proposals which, after discussion and submission of additional clarification and/or supplementary information, are determined to meet the specifications of this Request for Proposal will be classified as "acceptable".

Proposals found not to be acceptable will be classified as "unacceptable" and no further discussion concerning same will be conducted.

15.13. The County may cancel this Request for Proposal or reject proposals at any time prior to an award and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous.

16. INSURANCE:

16.1. The Contractor is responsible for its work and every part thereof, and for all materials, tools, equipment, appliances, and property of any and all description used in connection therewith. The Contractor assumes all risk of direct and indirect damage or injury to the property or persons used or employed on or in connection with the work contracted for, and of all damage or injury to any person or property wherever located, resulting from any action, omission, commission or operation under the contract.

16.2. The Contractor must during the continuance of all work under the contract provide the following:

a. Statutory Workers' Compensation and Employer's Liability insurance in limits of not less than $1,000,000 to protect the Contractor from any liability or damages for any injuries (including death and disability) to any and all of its employees, including any and all liability or damage which may arise by virtue of any statute or law in force within the Commonwealth of Virginia.

b. Commercial General Liability insurance in the amount of $1,000,000 per occurrence, $2,000,000 in aggregate, to protect the Contractor, its subcontractors, and the interest of the County, its officers and employees against any and all injuries to third parties, including bodily injury and personal injury, wherever located, resulting from any action or operation under the contract or in connection with the contracted work.

c. Owned, non-owned, and hired Automobile Liability insurance, in the amount of $1,000,000 per occurrence/aggregate, including property damage, covering all owned, non-owned, borrowed, leased, or rented vehicles operated by the Contractor. In addition, all mobile equipment used by the Contractor in connection with the contracted work, will be insured under either a standard Automobile Liability policy, or a Commercial General Liability policy.

d. Cyber Insurance, in an amount not less than $1,000,000 per claim and annual aggregate, covering all acts, errors, omissions, negligence, and including infringement of intellectual property (except patent and trade secret) in the performance of services for or on behalf of the County hereunder. Contractor’s policy will provide for Data Security & Privacy “Cyber” coverage (including coverage for unauthorized access and use, failure of security, breach of confidential information, of privacy perils, as well as breach mitigation costs and regulatory coverage). Such insurance will be maintained in force at all times during the term of the agreement and for a period of two years thereafter for services completed during the term of the agreement.

16.3. Liability Insurance "Claims Made" basis:

a. If the liability insurance purchased by the Contractor has been issued on a "claims made" basis, the Contractor must comply with the following additional conditions. The limit of liability and the extensions to be included as described previously in these provisions, remain the same.

b. The Contractor must either:

1. Agree to provide certificates of insurance evidencing the above coverage for a period of two years after final payment for the contract. This certificate shall evidence a "retroactive date" no later than the beginning of the contractor's or sub-contractor's work under this contract, or

2. Purchase the extended reporting period endorsement for the policy or policies in force during the term of this contract and evidence the purchase of this extended reporting period endorsement by means of a certificate of insurance or a copy of the endorsement itself.

16.4. Liability insurance may be arranged by a combination of primary and excess or umbrella policies.

16.5. Any deductibles and/or self-insured retentions greater than $50,000 must be disclosed to and approved by the County’s Risk manager prior to the commencement of services. Use of large deductibles and/or self-insured retentions will require proof of financial ability as determined by the County.

16.6. After a period of five-years from Agreement Date, the County may reasonably require higher limits of insurance or additional insurance coverage against other hazards for which insurance is reasonably obtainable and which, at the time, are commonly insured against in the case of similar properties conducting similar activities within the geographic area of the Property, whether or not such additional insurance requirements are otherwise described or contemplated herein.

16.7. The Contractor agrees to provide insurance issued by companies admitted within the Commonwealth of Virginia, with the Best's Key Rating of at least A: VII.

16.8. European markets including those based in London, and the domestic surplus lines markets that operate on a non-admitted basis are exempt from this requirement provided that the Contractor's broker can provide financial data to establish that a market is equal to or exceeds the financial strengths associated with the A.M. Best's rating of A: VII or better.

16.9. The Contractor will provide an original, signed Certificate of Insurance citing the contract number and such endorsements as prescribed herein and The County of Fairfax, its officers, employees and agents shall be named as an “additional insured” for all liability policies and it shall be stated on the Insurance Certificate that this coverage “is primary to all other coverage the County may possess.”

16.10. The Contractor will secure and maintain all insurance certificates of its subcontractors, which shall be made available to the County on demand.

16.11. Contractor waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against the County and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Contractor or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance maintained by the Contractor or its subcontractors. Where permitted by law, Contractor must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.

16.12. The Contractor will provide on demand certified copies of all insurance policies related to the contract within ten business days of demand by the County. These certified copies will be sent to the County from the Contractor's insurance agent or representative.

16.13. No change, cancellation, or non-renewal shall be made in any insurance coverage without a 30-day written notice to the County. The Contractor shall furnish a new certificate prior to any change or cancellation date. The failure of the Contractor to deliver a new and valid certificate may result in suspension of all payments until the new certificate is furnished.

16.14. Compliance by the Contractor and all subcontractors with the foregoing requirements as to carrying insurance shall not relieve the Contractor and all subcontractors of their liabilities provisions of the contract.

16.15. Nothing contained in the specifications shall be construed as creating any contractual relationship between any subcontractor and the County. The Contractor is as fully responsible to the County for the acts and omissions of the subcontractors and of persons employed by the Contractor as it is for acts and omissions of person directly employed by Contractor.

16.16. Precaution shall be exercised at all times for the protection of persons (including employees) and property.

16.17. The Contractor and all subcontractors are to comply with applicable federal, state, and local occupational safety and health requirements, including, but not limited to, the Occupational Safety and Health Act of 1970, Public Law 91-596, as it may apply to this contract.

17. METHOD OF ORDERING:

17.1. As requirements arise, authorized individuals may place orders for specific quantities of items covered in this contract. Regardless of the method of ordering used, the contract and any subsequent modifications determine performance time and dates. Performance under this contract is not to begin until receipt of the purchase order, Procurement Card order, or other notification to proceed by the County Purchasing Agent and/or County agency to proceed.

18. REPORTS AND INVOICING:

18.1. The Contractor must maintain all records in compliance with federal and state regulations. The Contractor(s) must submit to each program administrator, monthly statistical reports and an annual tabulated report detailing the following (list is not all inclusive).

a. Demographics of individuals and households served;

b. Number of individuals and households served;

c. Number of individuals and households achieving identified outcomes;

d. Challenges and barriers experienced during program delivery;

e. Qualitative data that highlights program successes;

f. Types of services/supports provided to individuals and households (e.g. pounds of food distributed, number of pre-loaded/gift cards provided, evictions prevented, and other quantifiable service indicators).

18.2. The Contractor must invoice each County department using the final contract separately. Invoices for all users of the contract must meet County requirements, unless otherwise indicated. The Contractor must send each department an itemized monthly invoice (or as agreed to between the parties), which must include the information listed below:

a. Employee name;

b. Name of the County department;

c. Date of services

d. The type of services; and,

e. The itemized cost for each item/service

f. Purchase Order Number

g. Contract Number.

18.3. County departments must receive monthly invoices by the 10th of each month following the month the Contractor provided the service. In addition, the Contractor will provide each County department a monthly and year-to-date utilization report which lists all information shown above in paragraph 18.2, a-g. The Contractor will mail the invoices and the utilization reports to the individuals identified in the final contract.

19. CHANGES:

19.1. Fairfax County may, at any time, by written order, require changes in the services to be performed by the Contractor. If such changes cause an increase or decrease in the Contractors cost of, or time required for, performance of any services under this contract, an equitable adjustment shall be made, and the contract shall be modified in writing accordingly. The County Purchasing Agent must approve all work that is beyond the scope of this Request for Proposal.

19.2. No services for which an additional cost or fee will be charged by the Contractor shall be furnished without the prior written authorization of the Fairfax County Purchasing Agent.

20. ACCESS TO AND INSPECTION OF WORK:

20.1. The Fairfax County Purchasing Agent and using agencies will, at all times, have access to the work being performed under this contract wherever it may be in progress or preparation.

21. DATA SOURCES:

21.1. The County will provide the Contractor with all available data possessed by the County that relates to this contract. However, the Contractor is responsible for all costs for acquiring other data or processing, analyzing or evaluating County data.

22. SAFEGUARDS OF INFORMATION:

22.1. Unless approved in writing by the County Purchasing Agent, the Contractor may not sell or give to any individual or organization any information, reports, or other materials given to, prepared or assembled by the Contractor under the final contract.

23. ORDER OF PRECEDENCE:

23.1. In the event of conflict, the Acceptance Agreement, provided at contract award, and the Special Provisions of this contract shall take precedence over the General Conditions and Instructions to Bidders.

24. SUBCONTRACTING:

24.1. If one or more subcontractors are required, the contractor is encouraged to utilize small, minority-owned, and women-owned business enterprises. For assistance in finding subcontractors, contact the Virginia Department of Small Business and Supplier Diversity https://www.sbsd.virginia.gov; local chambers of commerce and other business organizations.

25. NEWS RELEASE BY VENDORS:

25.1. As a matter of policy, the County does not endorse the products or services of a Contractor. News releases concerning any resultant contract from this solicitation will not be made by the Contractor without the prior written approval of the County. All proposed news releases will be routed to the Purchasing Agent for review and approval.

26. AMERICANS WITH DISABILITIES ACT REQUIREMENTS:

26.1. Fairfax County Government is fully committed to the Americans with Disabilities Act (ADA) which guarantees non-discrimination and equal access for persons with disabilities in employment, public accommodations, transportation, and all County programs, activities and services.