Domestic Violence Shelter Services_RFPFY27_SSD_26_POS_9897.pdf

State of Hawaii Department of Human Services

Social Services Division

Request for Proposals (RFP)

SSD-26-POS-9897

Domestic Violence Shelter Services -

Statewide

RFP Posting Date: 10/25/2026

RFP Proposal Submission Deadline:

11/25/2026, 4:30 p.m., Hawaii Standard Time

NOTE: It is the Applicant’s responsibility to access the State of Hawaii eProcurement system (HIePRO) and the Hawaii Awards and Notices Data System (HANDS) on the State Procurement Office (SPO) website for information on Bidding Opportunities (Notices for Solicitations) or to contact the RFP Contact Person identified in this RFP regarding any subsequently issued addenda for this RFP. The State shall not be responsible for incomplete proposals submitted as a result of Applicants’ not knowing about issued addenda, including additionally requested information or attachments regarding this RFP.

AN EQUAL OPPORTUNITY AGENCY

JOSH GREEN, M.D.

GOVERNOR

KE KIAʻĀINA

STATE OF HAWAII

KA MOKUʻĀINA O HAWAIʻI

DEPARTMENT OF HUMAN SERVICES

KA ʻOIHANA MĀLAMA LAWELAWE KANAKA

Social Services Division Administration 1010 Richards Street, Room 216

Honolulu, Hawaii 96813

October 23, 2026

JOSEPH CAMPOS II

DIRECTOR

KA LUNA HOʻOKELE

TRISTA SPEER

DEPUTY DIRECTOR

KA HOPE LUNA HOʻOKELE

LOR-LEI APONTE

DEPUTY DIRECTOR

KA HOPE LUNA HOʻOKELE

SSD 26-098

MEMORANDUM:

TO:

FROM:

SUBJECT:

REQUEST FOR PROPOSAL APPLICANTS

KARLAN FIELDS

SOCIAL SERVICES DIVISION ADMINISTRATOR

RFP No.: SSD-26-POS-9897

The State of Hawaii, Department of Human Services, Social Services Division, is currently soliciting proposals from qualified applicants to provide Domestic Violence Shelter Services. The attached request for proposals (RFP) SSD-26-POS-9897 to provide this service is being issued under Hawaii Administrative Rules (HAR) and Hawaii Revised Statutes (HRS) Chapter 103F. Please see the following “Proposal Submission Information Sheet” for important proposal submission information.

An RFP Orientation will be held on November 5th, 2026, 1:00 pm-2:00 pm, Hawaii Standard Time (HST). See 1.7 Orientation, Section 1 of this RFP for further information. All prospective applicants are encouraged to attend the Orientation. For further information about the Orientation, to participate by phone via teleconference, or for special accommodations, please contact Ms. Kelsey Mills, POS Specialist/RFP Contact Person, at (808) 586-5709 or at kmills@dhs.hawaii.gov.

For questions regarding this RFP, see 1.8 Submission of Questions, Section 1 of this RFP for information on the question-and-answer process.

Thank you for your interest. The DHS looks forward to receiving and reviewing your proposals.

Attachment

RFP No.: SSD-26-POS-9897

PROPOSAL SUBMISSION INFORMATION SHEET

I. PLEASE READ CAREFULLY AS THIS PROPOSAL SUBMISSION INFORMATION

HAS BEEN REVISED FROM PREVIOUS RFPs.

II. PROPOSAL SUBMISSION DEADLINE:

11/25/2026, 4:30 P.M., HAWAII STANDARD TIME.

III. A COMPLETE PROPOSAL SUBMISSION IS ALL COMPONENTS RECEIVED BY

THE SPECIFIED DATE AND TIME. NO EXCEPTIONS SHALL BE MADE.

IV. THE APPLICANT SHALL:

A. Submit a complete proposal in Portable Document Format (PDF) to the solicitation posted to the State of Hawaii eProcurement system (HIePRO).

1. Proposal submissions attempted after 11/25/2026, 4:30 p.m., Hawaii Standard Time (HST), SHALL NOT be accepted.

2. If the electronic copies of the proposal are not received as described, or not received by the specified date and time, the proposal’s submission shall be considered incomplete or late and SHALL NOT BE ACCEPTED for consideration.

3. All submitted proposal information becomes the property of the Department of Human Services (DHS).

B. Submit proposals in PDF format in at least three (3) parts for ease of transmission and reviewing.

1. The Applicant shall title their proposal PDF files with the RFP number, their initials, and a brief description of the PDF’s contents, as shown in the following PDF Title examples.

2. PDF Title Examples:

a. 26.9897.DHS.Service_Delivery_Workplan,

b. 26.9897.DHS.Program_Staffing,

c. 26.9897.DHS.Financial_Attachments.

C. Additionally, Applicants shall submit a Cost Proposal in the original Excel format (not

PDF or an alternative file format) using the Cost Proposal Template published with this solicitation.

D. Applicants who submit proposals or amendments electronically are fully responsible for ensuring that their documents are received by the purchasing agency. This includes making certain that the documents are complete, correctly formatted, legible, and submitted on time.

Applicants assume the risk that the electronic copies may not be readable by the DHS.

E. The following is the address and RFP contact information for proposal submissions:

a. STATE OF HAWAII EPROCUREMENT SYSTEM (HIEPRO):

https://hiepro.ehawaii.gov/

b. RFP CONTACT PERSON:

Ms. Kelsey Mills, POS Specialist

Phone: (808) 586-5709 Email: kmills@dhs.hawaii.gov

PLEASE BE ADVISED:

A. The Applicant is strongly encouraged to submit all electronic copies of the proposal submission in advance of the proposal submission deadline. This will allow the Applicant the opportunity to ensure that the electronic copies have been received by the DHS in a timely manner.

B. Proposals sent by facsimile (fax) shall not be accepted.

C. It is the Applicant’s responsibility to access the State of Hawaii eProcurement system

(HIePRO) and the Hawaii Awards and Notices Data System (HANDS) on the State Procurement Office (SPO) website for information on Bidding Opportunities (Notices of Solicitations) or to contact the RFP Contact Person identified above with further questions.

PLEASE NOTE: Should an Applicant be awarded a Contract, the Applicant shall be required to subsequently submit in Word or Excel format, as applicable, the proposal’s Narrative, Performance Measurement Forms, Organization and Program Charts, Job Descriptions (no resumes), Budget forms (including the Administrative Budget forms), and Work Plan (as required) which shall be used to complete the final Contract.

https://hiepro.ehawaii.gov/ i

RFP Table of Contents

Section 1: Administrative Overview

1.1 Procurement Timetable ................................................................................... 1-1

1.2 Website Reference ........................................................................................... 1-2

1.3 Authority ......................................................................................................... 1-2

1.4 RFP Organization ............................................................................................ 1-3

1.5 Contracting Office ........................................................................................... 1-3

1.6 RFP Contact Person ......................................................................................... 1-3

1.7 Orientation ....................................................................................................... 1-3

1.8 Submission of Questions ................................................................................. 1-4

1.9 Submission of Proposals ................................................................................. 1-4

1.10 Discussions with Applicants ........................................................................... 1-6

1.11 Opening of Proposals ...................................................................................... 1-6

1.12 Additional Materials and Documentation ....................................................... 1-7

1.13 RFP Amendments ............................................................................................ 1-7

1.14 Cancellation of Request for Proposals ............................................................ 1-7

1.15 Costs for Proposal Preparation ........................................................................ 1-7

1.16 Provider Participation in Planning .................................................................. 1-7

1.17 Rejection of Proposals ..................................................................................... 1-8

1.18 Notice of Award .............................................................................................. 1-8

1.19 Protests ............................................................................................................ 1-8

1.20 Availability of Funds ....................................................................................... 1-9

1.21 General and Special Conditions of the Contract ............................................. 1-9

1.22 Cost Principles ................................................................................................. 1-9

1.23 General Requirements ................................................................................... 1-10

A. Secondary Purchaser Participation ........................................................ 1-10 B. Multiple or Alternate Proposals ........................................................... 1-10 C. Single or Multiple Contracts to be Awarded ......................................... 1-10 D. Single or Multi-Term Contracts to be Awarded .................................... 1-10 E. Subcontracting ....................................................................................... 1-11

Section 2: Service Specifications

2.1 Introduction

A. Overview and Purpose ............................................................................. 2-1 B. Description of the Service ........................................................................ 2-2 C. Description of Target Population to be Served ........................................ 2-5 D. Geographic Coverage of Service ............................................................. 2-5 E. Facilities ................................................................................................... 2-6 F. Period of Available Funds, Probable Funding Amounts, and Sources .... 2-7

2.2 Scope of Work – Service Activities ................................................................. 2-8 A. Service Overview ..................................................................................... 2-8 B. Shelter Facility Requirements and Services ............................................ 2-9 C. Shelter Intake and Referral .................................................................... 2-10 D. Shelter Discharge ................................................................................... 2-11 E. Support Services .................................................................................... 2-12 ii

F. 24-Hour Hotline ..................................................................................... 2-17 G. Transitional Housing .............................................................................. 2-17 H. Follow-Up and Outreach Services ......................................................... 2-18 I. Service Delivery Coordination .............................................................. 2-18 J. Shelter and Services Policy and Procedures .......................................... 2-19

2.3 General, Administrative and Management Requirements .............................. 2-21 A. General Requirements ............................................................................... 2-21 B. Law and Rule Compliance......................................................................... 2-23 C. Experience and Capabilities ...................................................................... 2-23 D. Quality, Language Assistance, and Accommodations ........................... 2-24 E. Coordination and Administrative Activities .......................................... 2-25 F. Personnel Requirements......................................................................... 2-25 G. Background Checks ............................................................................... 2-27 H. Subcontracting ....................................................................................... 2-28 I. Training .................................................................................................. 2-28 J. Dispute and Conflict Resolution Procedures ......................................... 2-30 K. Case Files and Records .......................................................................... 2-30 L. Reporting Requirements ........................................................................ 2-31 M. Quality Assurance and Evaluation ......................................................... 2-34 N. Contract Monitoring and Evaluation ..................................................... 2-34 O. Technology Requirements ..................................................................... 2-35 P. Insurance Requirements ......................................................................... 2-36

2.4 Compensation and Method of Payment ............................................................. 2-36 A. Pricing Structure Methodology .............................................................. 2-36 B. Method of Compensation and Payment ................................................. 2-37

2.5 Performance Measures and Corrective Action Plans...................................... 2-37 A. Performance Measures ........................................................................... 2-37 B. Corrective Actions and Payment Withholds .......................................... 2-38 C. Provider Service Tracking Forms A, B, and C .......................................... 2-40

Section 3: Proposal Application Instructions

General Instructions for Completing Applications ...................................................... 3-1

3.1 Program Overview ............................................................................................ 3-2

3.2 Experience, Capabilities, and Facilities ............................................................ 3-2

3.3 Staffing and Project Organization ..................................................................... 3-3

A. Staffing ....................................................................................................... 3-3 B. Project Organization .................................................................................. 3-4

3.4 Service Delivery.................................................................................................. 3-5

3.5 Financial .............................................................................................................. 3-7

A. Pricing Structure: Proposed Budget ........................................................... 3-7 B. Other Financial Related Materials ............................................................. 3-8

3.6 Attachments ........................................................................................................ 3-9 A. Litigation Information ................................................................................ 3-9 B. Special Conditions, Certification Regarding Lobbying ............................. 3-9 C. Administrative Assurances ........................................................................ 3-9 D. Hawaii Compliance Express Certification ................................................. 3-9

Section 4: Proposal Evaluation iii

4.1. Introduction ....................................................................................................... 4-1

4.2. Evaluation Process ............................................................................................ 4-1

4.3. Evaluation Criteria ............................................................................................ 4-2

A. Phase 1 – Evaluation of Proposal Requirements ................................ 4-2 B. Phase 2 – Evaluation of Proposal Application ................................... 4-3 C. Phase 3 – Recommendation for Award .............................................. 4-7

Section 5: Attachments

Attachment A. Proposal Application Identification Form (SPO-H-200) Attachment B. Proposal Application Checklist Attachment C. Example Proposal Application Table of Contents Attachment D. Criminal History Check and Protective Services Central Registry Standards Attachment E. General Conditions Attachment F. Special Conditions and Certificate Regarding Lobbying Attachment G. Administrative Assurances Attachment H. Sample Program and Fiscal Forms

1. Annual Budget and Justification forms

2. Monthly Expenditure Report and Invoice

3. CEL and LEP Reports

4. DHS Interpreter Form

5. Proposal Rating Worksheet

Section 1

Administrative Overview

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Section 1 Administrative Overview

The Applicant is highly encouraged to read each section of the RFP thoroughly. While sections such as the Administrative Overview may appear similar among RFPs, State purchasing agencies may add or delete information, as applicable. It is the responsibility of the Applicant to understand the requirements of this specific RFP.

1.1 Procurement Timetable

Note: The Procurement Timetable represents the State’s best estimated schedule. If an activity is delayed, subsequent activities may be delayed by the same number of days.

Activity

Scheduled Date

Public notice announcing Request for Proposals (RFP) 10/25/2026 Distribution of RFP 10/25/2026 RFP orientation session 11/05/2026, 1 – 2 pm, HST Deadline to submit questions in HIePRO for written responses 11/06/2026, 4:30 pm, HST State purchasing agency's response to questions submitted in HIePRO 11/13/2026 Discussions with applicants prior to proposal deadline (optional) As needed Deadline to submit proposals 11/25/2026 Discussions with applicant after proposal deadline (optional) As needed Final revised proposals (optional) As needed Proposal evaluation period 11/27/2026 – 12/04/2026 Provider selection 12/07/2026 Notice of statement of findings and decision 12/07/2026 Contract start date 12/28/2026

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1.2 Website Reference

The State Procurement Office (SPO) website is http://spo.hawaii.gov/ For: Website:

Hawaii Awards and Notices Data System (HANDS) for Bidding Opportunities (Notices of Solicitations) https://hands.ehawaii.gov/hands/opportunities

Hawaii Revised Statutes (HRS) and Hawaii Administrative Rules (HAR) for Purchases of Health and Human Services http://spo.hawaii.gov/references/hrs/ and http://spo.hawaii.gov/references/har/hhs/

3 Cost Principles http://spo.hawaii.gov/for-vendors/vendor-guide/methods-of-procurement/health-human-services/competitive-purchase-of-services-procurement-method/cost-principles-table-hrs-chapter-103f-2/

4 Forms http://spo.hawaii.gov/all-forms/

5 Protest Procedures/Forms http://spo.hawaii.gov/for-vendors/vendor-guide/protests-for-health-and-human-services/

Non-SPO websites Note: Website addresses may change from time to time. If a link is not active, try the State of Hawaii website at https://portal.ehawaii.gov/

For: Website:

6 Hawaii Compliance Express

(HCE)

https://vendors.ehawaii.gov/hce/splash/welcome.html

7 Department of Taxation http://tax.hawaii.gov/

Department of Commerce and Consumer Affairs, Business Registration http://cca.hawaii.gov/ Click on “Business Registration”.

9 Wages and Labor Law Compliance, HRS §103-055 http://www.capitol.hawaii.gov/hrscurrent/Vol02_Ch0046- 0115/HRS0103/HRS_0103-0055.htm

10 Campaign Spending Commission http://ags.hawaii.gov/campaign/

11 Internal Revenue Service http://www.irs.gov/

1.3 Authority

This RFP is issued under the provisions of Hawaii Administrative Rules (HAR) and Hawaii Revised Statutes (HRS) Chapter 103F. The Applicant is charged with presumptive knowledge of all requirements of the cited authorities. Submission of a valid executed proposal by the Applicant shall constitute admission of such knowledge on the part of the Applicant.

http://spo.hawaii.gov/ http://spo.hawaii.gov/references/hrs/ http://spo.hawaii.gov/references/har/hhs/ http://spo.hawaii.gov/for-vendors/vendor-guide/methods-of-procurement/health-human-services/competitive-purchase-of-services-procurement-method/cost-principles-table-hrs-chapter-103f-2/ http://spo.hawaii.gov/for-vendors/vendor-guide/methods-of-procurement/health-human-services/competitive-purchase-of-services-procurement-method/cost-principles-table-hrs-chapter-103f-2/ http://spo.hawaii.gov/for-vendors/vendor-guide/methods-of-procurement/health-human-services/competitive-purchase-of-services-procurement-method/cost-principles-table-hrs-chapter-103f-2/ http://spo.hawaii.gov/for-vendors/vendor-guide/methods-of-procurement/health-human-services/competitive-purchase-of-services-procurement-method/cost-principles-table-hrs-chapter-103f-2/

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1.4 RFP Organization

This RFP is organized into five sections:

Section 1, Administrative Overview: Provides the Applicant with an overview of the procurement process.

Section 2, Service Specifications: Provides the Applicant with a description/detail of the tasks to be performed, delineates the Provider’s responsibilities, and defines deliverables, as applicable.

Section 3, Proposal Application Instructions: Describes the required format and content for the proposal Application.

Section 4, Proposal Evaluation: Describes how proposals shall be evaluated by the State purchasing agency.

Section 5, Attachments: Provides the Applicant with information and forms necessary to complete the proposal Application.

1.5 Contracting Office

The Contracting Office is responsible for overseeing the contracts resulting from this RFP including systems operations, fiscal agent operations, and monitoring and assessing the Provider’s performance. The Contracting Office is:

Department of Human Services Social Services Division Purchase of Services Unit 1010 Richards St, Room 216 Honolulu, Hawaii 96813

1.6 RFP Contact Person

From the release of this RFP until the full execution of the contracts for the awarded Providers, any communication regarding this RFP shall be directed to the sole point-of-contact identified below unless otherwise directed:

Ms. Kelsey Mills Purchase of Services Unit Phone: (808) 586-5709 Email: kmills@dhs.hawaii.gov

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1.7 Orientation

An RFP Orientation for Applicants regarding this RFP shall be held as follows:

Date: 11/05/2026 Time: 1 pm – 2 pm Location: Department of Human Services via Microsoft Teams Teleconference

To attend the Orientation, the Applicant shall contact Ms. Kelsey Mills at (808) 586-5709 or kmills@dhs.hawaii.gov as soon as possible and provide their name, agency, telephone number, and email address as well as the number of people planning to attend the meeting. The invitation to attend the Microsoft Teams meeting will be provided upon RSVP and will include a phone number for call-in participants.

1.8 Submission of Questions

The Applicant is encouraged to submit written questions pertaining to the RFP on HIePRO prior to the Orientation. The Applicant shall have the opportunity to ask questions at the Orientation and answers will be provided at the State purchasing agency's discretion. However, answers provided at the Orientation are intended only as general responses and may not fully represent the State purchasing agency's position. To ensure an answer to either a question from the Orientation or a question that develops after the Orientation, the Applicant shall submit the question in writing after the Orientation but no later than the Applicants’ submission of written questions deadline. Formal official responses to the Applicants’ written questions shall be provided in writing by the State purchasing agency via an addendum to the RFP posted on HIePRO.

The Applicants’ submission of written questions deadline is 11/06/2026, 4:30 p.m., Hawaii Standard Time.

The State purchasing agency’s response to the Applicants’ written questions deadline is 11/13/2026.

1.9 Submission of Proposals

A. Forms/Formats

Forms, with the exception of program-specific forms, may be found on the SPO website (see 1.2 Website Reference, Section 1 of this RFP). For program-specific forms, see the Proposal Application Checklist, Section 5 of this RFP.

1. Proposal Application Identification Form (SPOH-200) This form provides the Applicant’s proposal identification.

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2. Proposal Application Checklist This checklist provides the program specific requirements, the reference and location of required forms, and how the proposal components shall be ordered and submitted to the State purchasing agency.

3. Table of Contents This sample format is meant to be a guide (see Section 5 of this

RFP).

4. Proposal Application (SPOH-200A) This form provides a framework within which the Applicant may submit comprehensive narratives to address the requirements specified in the Proposal Application Instructions, Section 3 of this RFP, including a complete budget. The Applicant may also choose to develop its own framework within which to address the requirements. Regardless of the framework used, the Applicant must address all of the requirements in this RFP as specified.

B. Program-Specific Requirements

See Service Specifications, Section 2 and Proposal Application Instructions, Section 3 of this RFP. For required State and/or Federal certifications, see Proposal Application Checklist, Section 5 of this RFP.

C. Multiple and Alternate Proposals

Multiple proposals and alternate proposals shall not be accepted (see Service

Specifications, Section 2 of this RFP).

D. Hawaii Compliance Express (HCE)

All Providers shall comply with all laws governing entities doing business in the State. Providers shall register with HCE for on-line compliance verification from the Hawaii State Department of Taxation (DOTAX), Internal Revenue Service (IRS), Department of Labor and Industrial Relations (DLIR), and Department of Commerce and Consumer Affairs (DCCA). There is an annual registration fee for the service (currently $12.00). The HCE’s on-line “Certificate of Vendor Compliance” provides the registered Provider’s current compliance status as of the Certificate’s issuance date and is accepted for both contracting and final payment purposes. See 1.2 Website References, Section 1 of this RFP for the HCE website address.

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1. Tax Clearance

Pursuant to HRS §103-53, as a prerequisite to entering into a contract of $25,000.00 or more the Provider shall be required to have a tax clearance from DOTAX and the IRS. See 1.2 Website References, Section 1 of this RFP for the DOTAX and the IRS website addresses.

2. Labor Law Compliance

Pursuant to HRS §103-55, the Provider shall be in compliance with all applicable laws of the State and federal governments relating to Payment of Wages, Safety, Workers' Compensation, and Unemployment Compensation. See Section 1, 1.2 Website Reference of this RFP for the DLIR website address.

3. DCCA Business Registration

Prior to entering into a contract, the owner of any entity doing business in the State, except the owner of a sole proprietorship, charitable organization, unincorporated association, or foreign insurance company, shall be registered and in good standing with the DCCA, Business Registration Division. Also, a foreign insurance company must register with the DCCA, Insurance Division. See 1.2 Website References, Section 1 of this RFP for the DCCA website address.

E. Wages Law Compliance

By submitting a proposal, the Applicant certifies that it is in compliance with HRS §103-55 Wages, Hours, and Working Conditions of Employees of Contractors Performing Services. See 1.2 Website References, Section 1 of this RFP for the DLIR website address.

F. Campaign Contributions by State and County Providers/Contractors

HRS §11-355 prohibits campaign contributions from certain State and county government providers/contractors during the contract term if the providers/contractors are paid with funds appropriated by a legislative body.

See 1.2 Website Reference, Section 1 of this RFP for the Campaign Spending Commission website address.

G. Confidential Information

If the Applicant believes any portion of a proposal contains information that should be withheld as confidential, the Applicant shall request in writing that the non-disclosure of designated proprietary data be confidential and provide justification to support confidentiality. Such data shall accompany the proposal, be clearly marked, and be readily separable from the proposal

1-7 to facilitate eventual public inspection of the non-confidential sections of the proposal.

Note: Price (i.e., proposed budgets) is not considered confidential and will not be withheld.

H. Proposal Submission

Applicants shall refer to the Proposal Submission Information Sheet at the beginning of this RFP for submission details.

1.10 Discussions with the Applicant

A. Prior to the proposal submittal deadline: Discussion may be conducted with an Applicant to promote understanding of the State purchasing agency’s requirements.

B. After the proposal submittal deadline: Discussion may be conducted with an Applicant whose proposal is determined to be reasonably susceptible of being selected for award, however, a proposal may be accepted without discussion per HAR §3-143-403.

1.11 Opening of Proposals

All proposals received shall be secured by the State purchasing agency and not examined for evaluation purposes until after the proposal submittal deadline.

Procurement files shall be open to public inspection after a contract has been awarded and fully executed.

1.12 Additional Materials and Documentation

Upon request from the State purchasing agency, the Applicant shall submit any additional documentation/materials reasonably required by the State purchasing agency for its evaluation of the proposal.

1.13 RFP Amendments

The State reserves the right to amend this RFP at any time prior to the final revised proposals deadline.

1.14 Cancellation of Request for Proposals

This RFP may be canceled and any or all proposals may be rejected, in whole or in part, when it is determined to be in the best interest of the State.

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1.15 Costs for Proposal Preparation

Any cost incurred by the Applicant in preparing or submitting a proposal is the Applicant’s sole responsibility.

1.16 Provider Participation in Planning

Applicants awarded a contract resulting from this RFP shall be required to participate in the State purchasing agency’s future development of a service delivery plan pursuant to HRS §103F-203.

The Providers’ participation in the State purchasing agency’s efforts to plan for or to purchase Health and Human Services prior to the release of an RFP, including the sharing of information about community needs, best practices, and the Providers’ resources, shall not disqualify the Providers from submitting proposals if conducted in accordance with HAR §3-142-202 and §3-142-203.

1.17 Rejection of Proposals

The State reserves the right to consider only those proposals submitted in accordance with all requirements set forth in this RFP, which comply with the service specifications, and which demonstrate an understanding of the problems involved as acceptable. A proposal offering any other set of terms and/or conditions may be rejected without further notice.

A proposal may be automatically rejected for one or more of the following reasons:

A. Inadequate response to RFP (HAR §3-143-609) B. Late proposal (HAR §3-143-603) C. Applicant not responsible (HAR §3-143-610(a)(2)) D. Proposal not responsive (HAR §3-143-610(a)(1)) E. Inadequate accounting system (HAR §3-141-202) F. Failure to cooperate or deal in good faith (HAR §3-141-201)

1.19 Notice of Award

A Statement of Findings and Decision (Notice of Award) shall be provided by mail (USPS) to all responsive and responsible Applicants for the award or non-award of a contract upon completion of the evaluation of all proposals. The Statement shall provide information regarding only the individual Applicant, not all of the Applicants, as well as the name of the Applicant that the contract was awarded to.

Any contract resulting from this RFP is subject to the approval of the State Department of the Attorney General (DAG) as to form and to all further approvals, including the approval of the Director, as required by statute, rule, regulation, order, or other directive.

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No work is to be undertaken by a Provider awarded a contract prior to the contract start date. The State is not liable for any costs incurred prior to the official contract start date.

1.20 Protests

Pursuant to HAR Chapter 148 and HRS §103F-501, an Applicant aggrieved by an award of a contract may file a protest. For the Notice of Protest form (SPOH-801) and related forms see 1.2 Website Reference, Section 1 of this RFP. Only the following matters may be protested:

A. A State purchasing agency’s failure to follow any procedure established by HRS Chapter 103F.

B. A State purchasing agency’s failure to follow any rule established by HRS Chapter 103F.

C. A State purchasing agency’s failure to follow any requirement, procedure, or evaluation criterion in the RFP issued by the State purchasing agency.

The Notice of Protest shall be postmarked by the USPS or hand delivered to: 1) the Head of the State purchasing agency (HOPA) conducting the procurement, and 2) the procurement officer conducting the procurement within five (5) working days of the postmark of the Statement of Findings and Decision (Notice of Award) sent to the Applicant protestor. If delivery services other than the USPS are used they shall be considered hand delivery and the Notice of Protest shall be considered submitted on the date received by the State purchasing agency.

Head of State Purchasing Agency Procurement Officer Name: Joseph Campos II Name: Kelsey Mills Title: Director Title: Purchase of Services Specialist Mailing Address:

Department of Human Services P.O. Box 339 Honolulu, Hawaii 96809-0339

Mailing Address:

1010 Richards Street #216 Honolulu, Hawaii

Business Address:

Department of Human Services 1390 Miller Street, Room 209 Honolulu, Hawaii 96813

Business Address:

1010 Richards Street #216 Honolulu, Hawaii

1.21 Availability of Funds

The contract award and any allowed extension thereof is subject to allotments made by the State Director of Finance pursuant to HRS Chapter 37 and subject to the availability of State and/or Federal funds.

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1.22 General and Special Conditions of Contract

Both General and Special Conditions shall be contractually required (see 1.2 Website Reference, Section 1 and Section 5 of this RFP).

1.23 Cost Principles

To promote uniform purchasing practices among State purchasing agencies procuring Health and Human Services under HRS Chapter 103F, State purchasing agencies shall utilize standard Cost Principles (SPOH-201) (see 1.2 Website Reference, Section 1 of this RFP). The State Cost Principles shall not exempt the Provider from complying with any cost principles under federal law.

1.24 General Requirements

A. Secondary purchaser participation (Refer to HAR §3-143-608)

1. After-the-fact secondary purchases shall be allowed.

2. Planned secondary purchases shall not be allowed.

B. Multiple or alternate proposals (Refer to HAR §3-143-605)

1. Multiple proposals shall not be allowed.

2. Alternate proposals shall not be allowed.

C. Single or multiple contracts to be awarded (Refer to HAR §3-143-206)

☐ Single ☒ Multiple ☐ Single & Multiple

DHS shall award one (1) single contract per geographic area.

D. Single or multi-term contracts to be awarded (Refer to HAR §3-149-302)

☐ Single term (2 years or less) ☒ Multi-term (more than 2 years)

1. Initial contract term: December 28, 2026 through June 30, 2027

a. The initial term shall commence on the contract start date.

b. Number of possible extensions: four (4) extensions.

c. Length of extensions: Up to one (1) year.

2. Maximum contract term:

December 28, 2026, through June 30, 2032, subject to the Option to Extend the provision of the contract (see Special Conditions, Section 5 of this RFP).

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E. Subcontracting

1. The PROVIDER shall be allowed to subcontract under this contract (see General Conditions).

2. The PROVIDER shall ensure that its subcontractors comply with all the contract requirements of this scope of work, as applicable.

3. The PROVIDER shall include any subcontractor as additional insured under its insurance policies or provide to the DHS a separate Certificate of Liability Insurance (COLI) and endorsements for each subcontractor.

Any subcontractor shall comply with the exact insurance requirements as the PROVIDER.

4. The PROVIDER shall submit any subcontracts and subcontractor’s compliance documentation with the contract requirements to the DHS for review and approval.

Section 2

Service Specifications

RFP No: SSD-26-POS-9897

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Section 2 Service Specifications

2.1 Introduction

A. Overview and Purpose

1. As the State Agency receiving the Family Violence Prevention and Services Act (FVPSA) Grant, authorized under 42 USC Section 10401, Department of Human Services (DHS) Child Welfare Services (CWS) is seeking proposals from Providers to provide Domestic Violence Shelter services to adults with or without children throughout the State who are survivors of domestic violence, dating violence, or family violence. In addition to the FVPSA Grant funding, DHS relies on other funding sources to provide supportive and advocacy services in the shelter to help prevent future violent incidents from occurring and empower survivors to break the cycle of violence in their lives. The survivors of domestic violence, dating violence, or family violence that are the intended recipients of FVPSA-funded services shall be referred to as clients throughout Section 2.

2. For the purposes of this service:

a. Domestic or dating violence is a course of conduct or a pattern of assaultive or coercive behaviors, including physical, sexual, psychological, and emotional abuses, as well as economic coercion that adults use against their intimate partners to gain power and control in the relationship.

b. Domestic or dating violence is more than physical assault. Domestic or dating violence can also mean endangerment, criminal coercion, kidnapping, unlawful imprisonment, trespassing, harassment, and stalking. The controlling tactics batterers use are reinforced by societal and cultural stereotypes and institutions that overall give more status and power to the batterer. Cultural norms stress the importance of the client staying in the relationship regardless of the consequences.

c. Domestic or dating violence is present in all ethnic cultures, socio-economic classes, and religions. It is important to understand how beliefs may affect a person’s perception and reaction to domestic violence, as well as seeking out and utilizing services.

d. Alcohol abuse, legal or illegal drug abuse, and mental illness can co-occur with domestic or dating violence and present additional challenges.

e. Family violence is any act or threatened act of violence that results or threatens to result in physical injury and is committed by a person who is related by blood, is or was related by marriage, or is or was otherwise legally related.

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f. More than half of the children whose parents are battered are likely to be physically abused themselves. Whether or not children are physically abused, they often suffer emotional and psychological trauma from living in homes where a parent is abused. Thus, services to children are an important component of the service array.

g. Strengths- and needs-based practice is a fundamental and essential component of CWS service provision. Service activities shall be respectful of, responsive to, and build on the strengths, needs, values, and preferences of children and families to their culture and community. Service activities shall address the physical, emotional, educational, and social needs of children and the abilities of families to protect children.

B. Description of the Service

1. The following service goals, in alignment with the objectives of 42 U.S.C § 10401, are designed to ensure and promote client safety and independence and to strengthen child resilience:

a. Client and child safety is the overarching goal of the services and interventions.

b. Client and child safety and independence shall be enhanced through supports and services.

c. Partnership with the client is a critical component to intervention and service delivery.

d. Clients shall not be burdened with unnecessary services or blamed for the batterer’s behavior.

e. Clients and children shall be encouraged but not mandated to participate in services.

f. The safety of clients increases the safety for their children.

g. Children, whenever appropriate, shall remain together with the client. For children, the strongest assurance of healing from trauma is the provision of stability and nurturance.

h. Children shall receive services that support emotional wellbeing and healing from the exposure and impact of domestic violence. Services for children help reduce the possibility of them becoming a client or a batterer in the future.

i. Service activities shall provide clear and attainable goals and objectives for each client and child.

j. Service activities shall include the cultural and community supports of each

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2. The PROVIDER shall provide Domestic Violence Shelter services that are:

a. Are age and developmentally appropriate.

b. Are client-centered, designed to meet the unique needs of the clients and build on their strengths to promote and enhance their safety and independence.

Service planning and delivery and discharge planning shall be designed in conjunction with the clients to the extent possible and shall be guided by the clients’ needs, desires, and perspectives. Service activities may need to be scheduled outside of normal office hours, such as in the evenings or on the weekends, to accommodate the clients’ schedules.

c. Are evidence-based or evidence-informed and follow best practice principles.

d. Are provided using a resilience focused approach that centers an understanding of how trauma affects clients’ and children’s lives and develops their understanding of the traumatic effects of abuse and how that could impact how they access emotional and physical safety, as well as how they process information.

e. Facilitate the clients’ increased access to safety, resources, and legal protections and support them in removing any barriers to receiving services.

f. Are provided in an environment that is welcoming, inclusive, de-stigmatizing, and not re-traumatizing.

g. Assist clients in strengthening their psychological ability to deal with the multiple and complex issues they face in accessing safety, recovering from the traumatic effects of domestic violence and other abuse, and rebuilding their lives.

h. Are culturally and linguistically appropriate, in accordance with 42 USC Section 10408(b)(1)(E), 10408(b)(2), 45 CFR § 1370.2, and 45 CFR § 1370.5(e), fully serving clients and their children with Limited English Proficiency (LEP). This includes an understanding that mental health and substance use may be experienced differently across cultures and therefore services may need to be adapted.

i. Are fully accessible and accommodate clients with any disability, including mental health or substance use experiences, in compliance with the Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act and FVPSA 45 CFR §1370; 45 CFR § 1370.5(e). The PROVIDER shall ensure all communications related to services shall be effective for individuals with

2-4 disabilities per 45 CFR §1370.10(b)(2)(v)).

3. To achieve these service goals, the PROVIDER shall be responsible for delivering the following services for clients and their children:

a. Shelter: Provide clients and their children with assistance for shelter, food, safety, and other essentials.

b. Emergency Alternative Accommodations: May be arranged if there is no bed space at the PROVIDER's shelter. Alternative accommodations are intended to occur in limited, ad hoc situations, depending on the shelter being at capacity or to meet the specific needs of a client, and are otherwise analogous to services provided at the PROVIDER's shelter (i.e., in another contracted provider’s shelter). Individual cases proposed by the PROVIDER to be served via Emergency Alternative Accommodations shall be submitted to DHS in writing for approval.

c. Transitional Housing Services: Provide coordination for interim housing and support to enable clients and their children to achieve permanent housing, stability, and independence. Transitional Housing Services represent a planned supportive service offering to help clients obtain housing and support (i.e., subsidized rentals in the community) as they transition from staying at the PROVIDER's shelter or instead of staying at the PROVIDER's shelter.

d. Support Services: Support services shall be available to clients in shelter, Emergency Alternative Accommodations, and Transitional Housing Services and may include the following:

i. Service and Safety Plan development

ii. Case Management

iii. Services, Benefits, and Referral Support

iv. Survivor Advocacy

v. Legal Advocacy

vi. Crisis Intervention

vii. Group Sessions

viii. Services for Children, including:

a) Assessment

b) Individual or Group Sessions

c) Survivor Advocacy

d) Crisis Intervention

ix. Community Education

x. Community Outreach

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e. 24-Hour Hotline: Provide clients with crisis assistance, information regarding available services and referrals, screening, and preliminary assessment for intake into the shelter program.

4. All clients and their children are voluntary participants in the Domestic Violence Shelter services described herein (including the Shelter Services, Support Services, 24-Hour Hotline, and Transitional Housing Services) and are not required to participate in any Domestic Violence Shelter services.

C. Description of the Target Population to be Served

1. The target population to be served is adults with or without children who are at risk of or are survivors of domestic violence, dating violence, or family violence and either require emergency shelter to ensure their safety or require transitional housing to extend housing services and supports to achieve stability and independence. Additionally, in accordance with 45 CFR §1370.10(d), the PROVIDER shall safely screen for and identify survivors of human trafficking who are also survivors of domestic violence, dating violence, or family violence and provide services that support their unique needs.

2. The target population shall include underserved populations as referenced in 42 U.S. Code § 10402 (14).

3. Individuals who meet the criteria of the target population may be referred by CWS, providers of Voluntary Case Management (VCM) Services, or providers of Family Support Services (FSS). The PROVIDER shall accept referrals from other agencies and self-referrals, via the PROVIDER’s Hotline service.

D. Geographic Coverage of Service

1. The PROVIDER shall be responsible for the provision of the full range of contracted services throughout the contracted area(s), including service capacity and staffing that is sufficient to provide a minimum number of bed spaces for each geographic area. The State has provided the minimum number of bed spaces necessary for Shelter Services in each geographic area. Vendors may respond for any geographic area(s) of interest.

a. East Hawaii Minimum Number of Beds: 20

b. West Hawaii Minimum Number of Beds: 20

c. Kauai Minimum Number of Beds: 18

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d. Maui and Lanai Minimum Number of Beds: 30

e. Molokai Minimum Number of Beds: 10

f. Central Oahu Minimum Number of Beds: 30

g. Leeward Oahu Minimum Number of Beds: 30

h. Windward Oahu Minimum Number of Beds: 30

2. DHS is soliciting a single PROVIDER for each geographic area described above.

Offerors may submit proposals and be awarded to provide services in more than one geographic area, but it is DHS’s intention to award only one (1) PROVIDER per geographic area. A PROVIDER may submit a proposal to serve multiple geographic areas, but multiple PROVIDERS shall not be awarded to serve one geographic area.

3. The referring party shall be responsible for determining the appropriate geographic area based on the client’s circumstances and will refer the client to the PROVIDER serving that region. A PROVIDER may decline a referral in the event that a client does not fall under the target population description, as described in Section 2.1.C.

When a referral cannot be accepted due to bed availability per Section 2.1.D.1, the PROVIDER receiving the initial referral shall coordinate with DHS and other PROVIDERs to identify a placement or other such Emergency Alternative Accommodations. In all eligible cases per the target population in Section 2.1.C, the PROVIDER shall offer referrals to Support Services, as needed.

4. A PROVIDER may accept referrals, including self-referrals via the Hotline, from outside their geographic area if they have surplus available bed space and the PROVIDER serving the client’s geographic area of residence does not have any available beds. A PROVIDER may also accept a referral outside their geographic area, if the PROVIDER and the client mutually determine that it would be advantageous to the client and their children, upon consultation with DHS.

Documentation of these exceptions shall be maintained in the client files.

E. Facilities

1. The PROVIDER shall obtain and maintain adequate facilities to satisfactorily deliver contracted services by the effective date of the contract. If the PROVIDER requires an implementation period to begin service provision in an adequate

2-7 facility, the PROVIDER shall propose a transition plan (including timeline and potential start-up payments) to DHS in writing, as part of their RFP response, for DHS consideration and approval.

2. The PROVIDER shall provide Shelter Services at the PROVIDER’s facility. The PROVIDER may provide Support Services at the PROVIDER’s facility as space and service planning allow. Transitional Housing Services shall be coordinated by the PROVIDER, as outlined in Section 2.2.G.

3. The PROVIDER may assist in coordinating Support Services to be provided in community locations (including in the cases of Emergency Alternative Accommodations or Transitional Housing Services), as detailed in the Service and Safety Plans (see Section 2.2.E.1), or other referral sources, as applicable.

4. The PROVIDER’s facility shall meet Americans with Disabilities Act (ADA) requirements and provide any special equipment necessary for service…