ESBD_361826_1718040704915_Client Personal Item RFP.pdf

REQUEST FOR PROPOSAL

RFP No. 061024 Client Personal Item RFP Southwest Key Programs

06/10/2024

PROPOSAL SUBMISSION:

Procurement Department Southwest Key Programs

6002 Jain Lane Austin, Texas 78721

Bonfire SWK

REFER INQUIRIES TO:

Bonfire SWK

*To access proposal documents on Bonfire SWK, a free registration is required.

PROPOSALS ARE DUE: Monday, June 24th, 2024, by 5:00 PM CST https://swkey.bonfirehub.com/projects

TABLE OF CONTENTS

Table of Contents

1 INTRODUCTION AND OVERVIEW

1.1 Purpose of the Request for Proposal (“RFP”)

1.2 Background Information

1.3 Requirements and Deliverables

1.3.1 Overview

1.3.2 Solicitation Goals

1.3.3 Scope of Work

1.4 Samples

1.5 Subcontract Term/Option to Extend

1.6 Awarded Subcontracts

1.7 SWK Terms and Conditions

2 GENERAL INSTRUCTIONS AND STANDARD PROPOSAL REQUIREMENTS

2.1 Notice of Intent to Submit

2.2 Submission Of Questions

2.3 Proposal Submission, Date, and Time

2.4 Key Dates

2.5 Standard Proposal Requirements

2.6 Non-disclosure Agreements

2.7 Proposal Preparation Costs

2.8 Disclosure of Proposal Content

2.9 Conflict of Interests

3 PROPOSAL FORMAT AND CONTENT

3.1 Proposal Format and Content

3.1.1 Proposal Cover Page

3.1.2 Table of Contents

3.1.3 Response Checklist

3.2 Requirements Plan

3.3 Timelines

3.4 Cost Proposal

3.5 Respondent’s Profile and Financial Responsibility

4 REVIEW OF PROPOSALS

4.1 Review of Proposals

4.2 Selection Criteria

4.3 Discrimination

4.4 Encouraged Participants

4.5 Best and Final Offer

5 CONTRACTUAL REQUIREMENTS

5.1 Respondent’s Proposal

5.2 Material & Product Requirements

5.3 Vendor Performance

5.4 Payment

5.5 Vendor Registration in Oracle

6 Appendix

Attachment A – SWK General Terms and Conditions........................................... Error! Bookmark not defined.

Attachment B – Notice of Intent to Submit a Proposal

Attachment C – Cover Page Suggested Format for Proposal

Attachment D – Respondent Company Profile Form

Attachment E – Respondent References Form

Attachment F – Proposal Specific Language (add anything special to this proposal like patient info, etc.) 16

1 INTRODUCTION AND OVERVIEW

1.1 PURPOSE OF THE REQUEST FOR PROPOSAL (“RFP”)

It is the intent of Southwest Key Programs, Inc. (“SWK”) to solicit proposals for an entity to serve as a supplier providing client personal items. These items are intended to enhance the well-being and comfort of the individuals in SWK programs.

1.2 BACKGROUND INFORMATION

SWK is a national nonprofit organization that exists to create opportunities and improve the quality of life for thousands of youths and families each day by providing safe shelter, alternatives to incarceration, career development and quality education. This is done through three areas of programming:

a. Immigrant Children’s Shelters

b. Youth and Family Services

c. Workforce Solutions

The proposed supply of client personal items directly supports the mission of Southwest Key Programs by enhancing the well-being, comfort, and dignity of the youth and families we serve. By providing essential items such as clothing, footwear, personal hygiene products, and educational materials, SWK aims to create a nurturing and supportive environment that respects the diverse cultural backgrounds and individual needs of our clients. This initiative aligns with SWK's commitment to promoting respect, compassion, and cultural sensitivity, ensuring that every client receives the necessary resources to thrive.

1.3 REQUIREMENTS AND DELIVERABLES

1.3.1 Overview

Southwest Key Programs (SWK) is seeking proposals from Respondents to provide client personal items as part of its mission to support the youth and families we serve. The purpose of this Request for Proposal (RFP) is to procure a diverse range of client personal items, enhancing the well-being and comfort of individuals in SWK programs. Through this solicitation, SWK aims to establish partnerships with Respondents capable of supplying high-quality and diverse personal items that enhance the well-being and comfort of clients.

1.3.2 Solicitation Goals

The primary goal of this RFP is to solicit proposals from qualified Respondents to supply client personal items to SWK programs. The solicitation aims to achieve multiple objectives, including identifying Respondents capable of providing a broad range of client personal items tailored to meet the diverse needs of SWK clients. Additionally, the goal is to establish contracts with Respondents that offer flexibility and responsiveness to accommodate varying client preferences, ages, and cultural backgrounds. Moreover, the procurement process is designed to promote diversity, equity, and inclusion by encouraging participation from a wide range of Respondents, including historically underutilized suppliers.

1.3.3 Scope of Work

A. Statement of Results SWK Aims to Achieve:

SWK aims to procure client personal items that contribute to the well-being, comfort, and dignity of individuals served by its programs. The desired outcome is to establish partnerships with Respondents who can consistently deliver quality products tailored to meet the diverse needs of SWK clients while upholding the organization's values of respect, compassion, and cultural sensitivity.

B. Goals and Objectives:

Identify Respondents: The RFP seeks to identify Respondents capable of supplying a comprehensive range of client personal items, including but not limited to clothing, footwear, personal hygiene products, recreational supplies, and educational materials. Respondents must demonstrate an understanding of the unique needs and preferences of SWK clients and propose solutions that align with the organization's mission and values.

Flexibility and Responsiveness: SWK seeks Respondents that offer flexibility and responsiveness to accommodate varying client preferences, ages, and cultural backgrounds. Respondents should be able to customize product offerings, delivery schedules, and pricing structures to meet the specific needs of SWK programs and clients.

Diversity and Inclusion: SWK is committed to promoting diversity and inclusion in its procurement practices and encourages participation from historically underrepresented Respondents. Respondents must demonstrate a commitment to diversity, equity, and inclusion in their business practices, including supplier diversity initiatives, workforce representation, and product offerings that reflect the cultural diversity of SWK clients. Additionally, Respondents are required to provide a detailed description of their efforts and initiatives to promote diversity and inclusion within their company, including any specific programs or strategies implemented to achieve these objectives.

C. Objectives and Requirements for the Project/Task:

Product Range: Respondents must propose a diverse range of client personal items to meet the needs of SWK programs and clients. This includes but is not limited to clothing, footwear, personal hygiene products, recreational supplies, educational materials, and other relevant items.

Clothing: Respondents must provide a variety of options suitable for different age groups, genders, and sizes, covering ages 0-17 years. Clothing should be appropriate for the age mentioned, including everyday wear, outerwear (such as lightweight and heavy-weight jackets), sleepwear, and activewear.

Options for seasonal clothing should be provided to accommodate various weather conditions.

Footwear: Footwear selections should encompass a range of styles and sizes suitable for children aged between 0-17 years. Offered footwear should be durable and comfortable for both indoor and outdoor use. Additionally, Respondents must offer both lace-up and slip-on shoe options to mitigate ligature risks.

Personal Hygiene Products: Respondents are required to provide a variety of hygiene products, including toiletries, skincare items, oral care products, and feminine hygiene supplies. Products should be of high quality, hypoallergenic, and suitable for individuals with sensitive skin or specific hygiene needs. Emphasis should be placed on environmentally friendly options and products free from harmful chemicals or additives.

Educational Supplies: Respondents are encouraged to propose a comprehensive range of educational supplies aimed at supporting learning and skill development among youth and young adults. These supplies may encompass various types of materials, including but not limited to books, educational toys, learning aids, and school supplies. It is essential that these materials be tailored to different age groups and educational levels to ensure their relevance and effectiveness in meeting the diverse needs of SWK clients.

Additional Items Proposal: In addition to educational supplies, Respondents are invited to propose any other items they deem appropriate within the scope of this RFP. These items could be intended to benefit directly or enhance the quality of life in various ways. Examples may include household essentials, accessories, electronics, assistive devices, or any other products that Respondents believe would contribute to the well-being and comfort of SWK clients.

Quality and Safety: Proposed items must meet high standards of quality, safety, and durability to ensure the well-being and comfort of SWK clients. Respondents must provide evidence of product testing, certifications, and compliance with relevant safety regulations, including material safety data sheets for items such as toothpaste, conditioners, body washes, and other personal hygiene products. *(Material

Safety Data Sheets (MSDS) are documents that contain information on the properties of chemicals, including their potential hazards, safe handling procedures, and emergency measures. In this context, we are asking Respondents to provide MSDS for personal hygiene products to ensure that these products meet safety standards and do not pose any risks to the health or well-being of SWK clients.) *

Clothing: Fabric quality should be breathable and comfortable for extended wear. The stitching must be secure to prevent fraying or tears, and colors should be non-toxic and fade resistant. Clothing items should not contain any choking hazards or potential harm to children, and products for infants must adhere to safety guidelines for sleepwear to ensure safe sleep practices.

Footwear: Materials used in footwear must be sturdy and long-lasting to withstand daily wear and tear.

Shoes should offer adequate arch support and ergonomic design for comfort and proper foot alignment.

Additionally, footwear must meet safety standards for slip resistance, impact protection, and electrical hazard resistance where applicable to ensure client safety.

Cultural Sensitivity: Respondents are expected to demonstrate cultural sensitivity in the selection and provision of client personal items, recognizing the diverse backgrounds and preferences of SWK clients. It is imperative that products be inclusive, respectful of cultural differences, and suitable for use by clients from various ethnic, religious, and socioeconomic backgrounds. Moreover, respondents are expected to assist SWK with sourcing additional client personal items for a wide range of cultures. For example; Islamic

Clothing and Accessories, including Prayer Rugs, Traditional Haitian Apparel, Ukrainian Apparel, and

African Apparel.

Personal Hygiene Products: When proposing personal hygiene products, Respondents must prioritize ingredient safety, particularly considering the well-being of the young individuals in our care. Products should be formulated with safe and non-toxic ingredients, avoiding known allergens and harmful chemicals.

Additionally, hygiene products must comply with standards for labeling, ingredient disclosure, and product testing to ensure their safety and suitability for use by SWK clients.

Recreational Supplies: For recreational supplies, Respondents must ensure that products are manufactured from non-toxic materials, especially for items like slime, glue, and putty. These materials should be safe for use by individuals of all age groups and have the ability to withstand regular use and potential rough handling without breakage or deformation. Similarly, educational materials should be tailored to the target age group in terms of content complexity, language level, and cognitive development to effectively support learning and skill development among SWK clients.

Pricing and Affordability: Respondents must offer competitive pricing for client personal items while ensuring affordability for SWK programs and clients. Pricing structures should be transparent, flexible, and inclusive of any discounts, rebates, or incentives available to SWK as a nonprofit organization serving vulnerable populations.

D. Deliverables:

Comprehensive Product Catalog: Respondents must provide a detailed catalog of client personal items available for SWK, including descriptions, specifications, pricing, and images. The catalog should be user-friendly, accessible to SWK staff, and updated regularly to reflect changes in product availability and pricing.

Punch-Out Integration: For seamless procurement, SWK emphasizes the importance of Punch-Out integration with vendor platforms. This functionality streamlines the purchasing process, enhancing efficiency and accuracy. Respondents are encouraged to outline their Punch-Out solutions, including features, customization options, and support services. SWK values collaborative partnerships that prioritize technological compatibility and user-friendly interfaces, ensuring a smooth integration experience.

Contract Execution: Upon selection, Respondents must agree to Service Level Agreement discussion prior to the executed contract, and must execute contracts with SWK outlining terms, conditions, pricing, and delivery schedules for client personal items. Contracts should be negotiated in good faith, with input from both parties to ensure mutual understanding and agreement on key terms.

Implementation Plan: Respondents must develop and submit an implementation plan outlining the steps and timelines for product procurement, delivery, and ongoing supply management. The plan should include provisions for communication, coordination, and problem-solving to address any issues or challenges that may arise during the implementation process.

Business Volume Disclaimer: SWK clarifies that the issuance of this RFP does not guarantee any specific volume of business to be procured or contracted during the entire term of the agreement. The volume of transactions may vary based on programmatic needs, budgetary considerations, and other factors. SWK reserves the right to negotiate terms and conditions with selected Respondents, and the final contract may include provisions related to the purchase volume. Respondents should acknowledge and understand that participation in this solicitation does not imply a commitment to procure goods or services beyond the scope and terms outlined in the final contract agreement.

Delivery Flexibility: Respondents are expected to demonstrate flexibility in delivery schedules to accommodate SWK's operational needs. This includes the ability to adjust delivery schedules promptly in response to fluctuations in demand, urgent requests, or unforeseen circumstances. Respondents should describe their capacity to expedite deliveries when necessary and provide scheduled deliveries at specific intervals to each of SWK's programs. Provisions for expedited shipping options and flexible delivery arrangements should be detailed in the vendor's proposal. Additionally, Respondents should outline their procedures for communication and coordination regarding delivery adjustments to ensure timely and efficient service to SWK programs.

Cultural Relevance: In consideration of cultural diversity among SWK clients, Respondents should provide examples of culturally relevant items tailored to meet the unique preferences and traditions of the communities served. For instance, special items for cultural celebrations such as Cinco de Mayo or Dia de Los Muertos may be required, along with items such as prayer rugs for individuals from diverse religious backgrounds.

Cost Proposal Breakdown: Respondents are required to provide detailed cost estimates for each item category, including the number of items per pack, unit price, and pack price. For clothing, Respondents must specify the quantity included in each pack and provide the corresponding unit and pack prices. It is important to note that SWK will not be bound to any order minimums, and Respondents should not include minimum order requirements in their cost proposals.

E. SWK or Government-Furnished Property:

SWK will provide Respondents with necessary documentation, specifications, and access to facilities for product evaluation and delivery coordination. Respondents are responsible for providing their own equipment, tools, and transportation for supply delivery. SWK may furnish Respondents with additional resources, such as storage space or logistical support, as needed to facilitate product procurement and delivery.

F. Security Requirements:

Respondents must adhere to security protocols when accessing SWK facilities for product delivery or service provision. Confidentiality of information related to SWK operations and client populations must be maintained at all times. Respondents should implement appropriate measures to protect sensitive data, including encryption, access controls, and employee training on data security best practices.

G. Place of Performance:

Client personal item services are required to be performed at various SWK facilities across (Locations).

Respondents must be able to deliver items to designated locations as specified in the contract terms.

Delivery schedules should be coordinated with SWK staff to ensure timely receipt and distribution of client personal items to program participants.

1.4 SAMPLES

If applicable, SWK requests samples of Client personal items that are due 06/10/2024. Samples must be sent to the address below. If samples are submitted, they must be received withing three (3) days of the solicitation close date.

Southwest Key Programs

Attention: Nayan Vyas

6002 Jain Lane

Austin, Texas 78721

1.5 SUBCONTRACT TERM/OPTION TO EXTEND

The term of any subcontract resulting from this RFP shall be from subcontract award until one (1) year.

SWK, at its own discretion, may extend any subcontract awarded pursuant to this RFP for up to two (2) additional fiscal years under the same or similar terms subject to appropriation of funds by SWK funders or the Office of Refugee Resettlement (“ORR”) for this project.

1.6 AWARDED SUBCONTRACTS

It is anticipated that [# of contracts] subcontract(s) will be awarded as a result of this RFP. Proposals must include a detailed cost proposal in accordance with the requirements of Section XX of this RFP.

1.7 SWK TERMS AND CONDITIONS

By submitting a proposal, the Respondent is accepting SWK Terms and Conditions (https://southwestkey.org/procurement/). Any Respondent not accepting the SWK Terms and Conditions will be deemed non-responsive and not meeting the requirements of the RFP.

Appendix II to 45 CFR 75 - Contract Provisions for Non-Federal Entity Contracts Under Federal Awards shall also apply to this RFP. See Title 45 Part 75 Appendix II Code of Federal Regulations.

Respondent will also be required to adhere to all necessary Office of Refugee Resettlement (ORR) policies. Please see the ORR's Unaccompanied Children Program Policy Guide.

2 GENERAL INSTRUCTIONS AND STANDARD PROPOSAL

REQUIREMENTS

2.1 NOTICE OF INTENT TO SUBMIT

Respondent is encouraged to submit a letter of intent to Bonfire SWK if they intend to submit a proposal in response to this RFP; however, Notice of Intent to Submit is optional. See Attachment B.

2.2 SUBMISSION OF QUESTIONS

Respondent questions shall be submitted to:

Bonfire SWK

2.3 PROPOSAL SUBMISSION, DATE, AND TIME

WITHOUT EXCEPTION – PROPOSALS MUST BE RECEIVED ON OR BEFORE:

[DAY, LONG DATE – TIME, CENTRAL TIME (CT)]

Proposals must reference the RFP number and be submitted to Bonfire SWK by the Respondent’s point-of-contact. PROPOSALS RECEIVED AFTER THE DUE DATE WILL NOT BE CONSIDERED.

2.4 KEY DATES

DATE EVENT

06/10/2024 Publication of Request for Proposal

06/14/2024 Optional Notice of Intent to Submit a Proposal

06/18/2024 Submission of Written Questions

06/22/2024 SWK Written Response to Questions

06/24/2024 Respondent Proposal Submission

July 2024 Proposal Evaluation, Oral Presentations (if required), and Negotiations (if required)

July 2024 Anticipated Award Date

July/August 2024 Anticipated Period of Performance

2.5 STANDARD PROPOSAL REQUIREMENTS

A. Proposals that address only part of the requirements contained in this RFP will be considered non-responsive.

B. SWK Programs reserves the right to:

a. reject any and all proposals.

b. negotiate portions thereof including the submitted cost proposals/budget.

https://www.ecfr.gov/current/title-45/subtitle-A/subchapter-A/part-75#Appendix-II-to-Part-75 https://www.acf.hhs.gov/orr/policy-guidance/unaccompanied-children-program-policy-guide https://swkey.bonfirehub.com/projects

c. select the proposal based on the best value to the company. The Respondent shall furnish additional information that the evaluation team may require in order to complete the evaluation of the proposals submitted. Failure to provide the requested material or information will disqualify the proposal.

d. cancel or re-issue the RFP at any time.

e. request and record and/or videotape all Webinars, Web demos, conference calls, demos, or other communications relative to this RFP.

C. The Respondent must work with SWK staff to clarify the design of the materials, project design, project activities, and/or other products, and modify these items if necessary.

D. Proposals must be valid until the RFP has closed or been awarded.

E. Proposals may be withdrawn at any time prior to the submission time specified in this RFP, provided notification is received in writing. Proposals cannot be changed or withdrawn after the time designated for receipt.

2.6 NON-DISCLOSURE AGREEMENTS

Respondent shall sign a non-disclosure agreement upon award and execution of a subcontract. All information and data furnished to the Respondent during the solicitation process shall be treated as confidential to SWK. Any oral or written disclosure to unauthorized individuals is prohibited and can be grounds for proposal dismissal and termination of any subcontract awarded.

2.7 PROPOSAL PREPARATION COSTS

All costs associated with the preparation, submission, and any other-related activities before award of a subcontract resulting from there are the sole responsibility of the Respondent.

2.8 DISCLOSURE OF PROPOSAL CONTENT

Respondent may protect trade secret and confidential information from public release. If the Respondent asserts that information provided in the proposal is trade secrets or other confidential information, it must be clearly marked. Such information must be in boldface type and include the words “confidential” or “trade secret” at top of the page.

2.9 VENDORS CONFERENCE

Respondent must protect trade secret and confidential information from public release. If the Respondent asserts that information provided in the proposal is trade secrets or other confidential information, it must be clearly marked. Such information must be in boldface type and include the words “confidential” or “trade secret” at top of the page.

SWK, at its sole discretion, may elect to host a vendor conference in relation to this RFP. A vendor conference is designed to complete the following objectives:

Review the formal solicitation and specific requirements with vendors

Allow vendors to ask clarifying questions on the formal solicitation

Respondents are encouraged to notify the Sole Point of Contact and Communications listed below, regarding participation in the conference. People with disabilities who wish to attend the meeting and require auxiliary aids or services should contact the Sole Point of Contact listed below at least seventy-two (72) hours before the meeting in order to have reasonable accommodations made by SWK.

SWK will/will not host a vendor conference for this RFP.

Sole Point of Contact and Communications: financeprocurementsolicitations@swkey.org.

2.10 CONFLICT OF INTERESTS

A Respondent will not be selected if it has a conflict of interest that will or may arise during the performance of its obligations under the subcontract. For this reason, Respondent’s response to this RFP must disclose any existing or potential conflicts of interest or possible issues that might create appearances of impropriety relative to the submission of a proposal from Respondent and its proposed subcontractors, possible selection as successful Respondent, or its performance of the subcontract.

For purposes of this RFP, “personal relationship” is defined as a current or past connection other than a clearly contractual, business, financial, or similar relationship and includes family relationships or other connections outside simply providing a response to this RFP. These connections must be disclosed if a reasonable person could expect the connection to diminish Respondent’s independence of judgment or effectiveness in the performance of Respondent’s responsibilities to SWK Programs under the subcontract.

Connections also fall within this definition if a reasonable person could expect the connection, within the overall context of Respondent’s submission of a proposal, possible selection as successful Respondent, or its performance of the subcontract, to create an issue for the company’s consideration relative to a potential appearance of impropriety or conflict of interest.

By submitting a response, Respondent agrees that it is under a continuing duty to supplement its response under this provision and that the duty to disclosure of any conflicts of interest is an ongoing obligation throughout the term of the subcontract. If the circumstances certified by the Respondent change or additional information is obtained after submission of proposals, Respondent shall submit updated information as soon as reasonably possible upon learning of any change to their affirmation. Report conflicts of interest to:

SWK VP of Compliance and Ethics dberndt@swkey.org

508-725-6151

3 PROPOSAL FORMAT AND CONTENT

3.1 PROPOSAL FORMAT AND CONTENT

Proposals must be submitted in electronic format (i.e., Word, PDF) and include the sections referenced in this Section 3. A transmittal letter must accompany the proposal and include the following details:

a) Respondent’s commitment to performing the implementation of the work within the project schedule.

b) Brief executive summary of the proposal contents.

c) A statement that the signatory of the transmittal letter has the authority to bind the Respondent.

Include name, title, and contact information.

3.1.1 Proposal Cover Page

Proposals should include a cover page which clearly states the name of the firm or organization, business address, and the name, position, and telephone number of the Respondent’s Proposal Administrator who may be contacted regarding the proposal. See Attachment C.

mailto:financeprocurementsolicitations@swkey.org

3.1.2 Table of Contents

Present a clear and comprehensive identification of your proposal's contents by section and page number.

3.1.3 Response Checklist

This checklist is to assist Respondent in ensuring that all information is included in their response.

Respondent must refer to the appropriate section of the RFP for detailed information on the following:

Optional Notice of Intent to Submit a Proposal Attachment B

Transmittal Letter Section 3.1

RFP Cover Page Section 3.1.1 / Attachment C

Table of Contents Section 3.1.2

Requirements Plan Section 3.2

Timelines Section 3.3

Cost Proposal Section 3.4

Respondent’s Profile and Financial Responsibility Section 3.5 / Attachment D & E

Current Certificate of Insurance and Completed W-9 Attachment D

Additional Terms and Conditions Attachment H

Evidence of Historical Underutilized Business, if applicable Section 4.2

3.2 REQUIREMENTS PLAN

The Respondent will outline a concise plan in their proposal to address the scope of work. The proposal, evaluated, will focus on methodology, experience, timeline, deliverables, and communication plan.

Emphasizing a clear understanding of the project timeline, format of deliverables, and a robust communication plan, the proposal will identify key personnel authorized to represent the Respondent's company. This brief yet comprehensive proposal aims for a thorough evaluation of the Respondent's capability in meeting the outlined scope of work and selection criteria.

3.3 TIMELINES

Respondent must plan for a project starting date of no earlier than July 2024, and an ending date of August

2024 if selected as the contractor. The Respondent must submit a task/activity plan specifying, to the degree possible, the tasks and activities which are to be undertaken. Timelines showing beginning and ending dates for each major task are to be included, as well as the name(s) of person(s) responsible for each task. Activities must be sufficiently designed and outlined in the task/activity plan to provide evidence of satisfactory delivery of services and products. Time frames must be logical and appropriate to complete all activities within the beginning and ending dates of the subcontract. Failure to meet this condition shall result in disqualification of the proposal, and the proposal shall receive no further consideration.

3.4 COST PROPOSAL

The Respondent must submit a cost proposal detailing costs necessary to accomplish the project objectives and activities outlined in a task/activity plan. The cost proposal detail must be submitted in Excel or Excel-compatible format. Respondent should carefully consider the costs provided as changes will not be allowed during negotiations.

The Respondent must provide a clear and detailed budget in their proposal, outlining all costs associated with the Client personal items project. This should cover personnel expenses, data collection, analysis tools, and any applicable travel costs. Transparently presenting anticipated indirect costs is essential for evaluation, allowing Southwest Key Programs to assess the financial feasibility of the proposal. A concise and accurate cost breakdown contributes to a transparent evaluation of the overall proposal.

3.5 RESPONDENT’S PROFILE AND FINANCIAL RESPONSIBILITY

Respondent must submit a company profile detailing the following:

a) Basic organizational information, such as the size of the organization, how long the organization has been in business, whether the organization is a public or private entity, etc.

b) Location of the organization’s offices.

c) The range of services provided.

d) List of similar customers.

Respondent must submit a summary of its qualifications (not to exceed 3 pages). The summary should include details about the Respondent’s expertise in the area of Client personal items.

Respondent must submit at least three (3) references where the Respondent provided similar services (Attachment E).

Respondent may be required to submit indicators of financial stability before award. Examples of requested documentation include:

Most recent audited financial statements or certified public accountant compiled financial report.

Articles of organization and/or documents of incorporation.

3.6 ADDITIONAL TERMS AND CONDITIONS

Respondents must provide any additional terms and conditions that it would like considered in addition to SWK's General Terms and Conditions. Additional terms and conditions not provided with Respondent's proposal submission will not be considered if Respondent should be awarded a contract under this RFP.

4 REVIEW OF PROPOSALS

4.1 REVIEW OF PROPOSALS

Review of proposals will begin as soon as practical after receipt. The evaluation team shall consist of SWK staff knowledgeable in the content area. The recommendations of the evaluation team will be assembled and presented to senior executive staff who will:

1. Approve the proposal in whole or in part;

2. Disapprove the proposal; or

3. Defer action on the proposal for such reasons as a requirement for further evaluation.

SWK may not disclose any information until a subcontract is executed by both parties. Additional copies of proposals not selected for funding will be destroyed in accordance with an approved Records Retention

Policy.

4.2 SELECTION CRITERIA

Proposals will be selected based on the ability of each Respondent to carry out all the requirements contained in this RFP. A Respondent who is in default or otherwise not in good standing under any other current or prior subcontract with SWK at the time of selection will not be eligible for award of this subcontract. SWK will base its selection on, among other considerations, demonstrated competence, qualifications of the Respondent, past performance, and proposed budget/cost. The following are the criteria and the total number of points for each portion of the RFP that will be applied in selecting a subcontractor.

SELECTION CRITERIA FOR SERVICES POSSIBLE

POINTS

A. Quality of Technical Component:

1. Adequacy and appropriateness of project design and how well qualifications are met (15 points).

2. Clear description of details for carrying out project (5 points).

Source:

B. Quality of Task/Activity Plan:

1. Activities are of sufficient scope and detail to provide evidence of satisfactory delivery of services and products (15 points).

2. Logical and appropriate time frames for completing project objectives (5 points).

C. Quality of Management Component:

1. Experience of organization in managing projects of similar scope to that described in this RFP (20 points).

2. Personnel qualifications, including appropriate combination of programmatic, research/evaluation, and technical skill sets and experience (10 points).

D. Cost Effectiveness and Appropriateness of Financial Resources Dedicated to Project:

1.Costs are appropriately aligned with major program objectives (20 points).

2.Costs associated with specific activities and tasks are reasonable for the work proposed (10 points).

E. Terms and Conditions

1. The vendor demonstrated and acknowledged a comprehensive understanding and alignment with SWK Terms and Conditions, including all required legal and ethical standards (5 points).

2. The Respondent was clear and transparent in their proposal in explaining how they will adhere to SWK Terms and Conditions and/or proposed additional terms and conditions (5 points).

F. Historical Underutilized Business:

1. Respondents who are classified as an underutilized business or use an underutilized business as a subcontractor and provide evidence of the certification (5 points).

Total 100

4.3 DISCRIMINATION

No person shall, on the grounds of race, color, national origin, sex, age, disability, religion, citizenship status, genetic information, sexual orientation, gender identity, or any other protected class, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any SWK program or activity.

4.4 ENCOURAGED PARTICIPANTS

It is the policy of SWK that the following business enterprises have the maximum opportunity to participate in the purchasing and contracting process: (1) Small Businesses, (2) Women-Owned Businesses, (3)

Minority-Owned Businesses, (4) Labor Surplus Area firms and (5) Veteran-Owned Businesses.

Accordingly, SWK encourages all the aforementioned business enterprises to compete for, win, and receive contracts for goods, services, and construction. Also, SWK encourages all companies to sub-contract portions of any SWK subcontract to the aforementioned business enterprises.

4.5 BEST AND FINAL OFFER

When deemed appropriate, after the submission of proposals but before the final selection of the successful proposal, SWK may request a best and final offer (“BAFO”) from Respondent(s). SWK will provide each Respondent within the competitive range with an equal opportunity for discussion and revision of their proposal. A Respondent may elect not to amend their original proposal. SWK is not bound to accept the best-priced proposal if that proposal is not the most advantageous to SWK as determined by the evaluation team.

5 CONTRACTUAL REQUIREMENTS

5.1 RESPONDENT’S PROPOSAL

Portions of the selected proposal(s) may be incorporated into the subcontract prepared by SWK for signature by the contracting parties.

5.2 MATERIAL & PRODUCT REQUIREMENTS

SWK reserves the right to review any materials, and/or products developed or adapted by the Subcontractor. Upon completion of the subcontract period, all documents will be returned to SWK or destroyed accordingly. All documents created at any time during the subcontract period belong to SWK. A designated SWK staff (i.e., project manager) will establish procedures for communicating phase out and transition of the deliverable(s).

5.3 VENDOR PERFORMANCE

SWK reserves the right to monitor vendor performance including, but not limited to, billing reviews, desk reviews, monitoring visits, vendor questionnaires, and requesting documents or information to validate performance.

5.4 PAYMENT

SWK’s payment terms are Net 30. Payment is only by reimbursement upon satisfactory performance of services or receipt of items. Payment is contingent upon submission of properly prepared and certified invoices. The information provided on each detailed status report must coincide with the tasks outlined in the approved budget, as negotiated by SWK.

5.5 VENDOR REGISTRATION IN ORACLE

Oracle serves as the primary procurement system for SWK, including vendor management. The

Successful Respondent will be required to register in Oracle. Additionally, if the Respondent is to deliver goods to SWK, the Respondent must provide SWK with a list of contracted items for integration into the item data master within Oracle upon award.

Registration instructions are available at Supplier Registration Instructions on our YouTube channel.

Vendors can register using the Supplier Portal link Supplier Registration. Once logged into Oracle, vendors can add the required vendor information, upload the requested documents, and complete the vendor questionnaire located in the Supplier Portal.

6 APPENDIX

ATTACHMENT B – NOTICE OF INTENT TO SUBMIT A PROPOSAL

ATTACHMENT C – COVER PAGE SUGGESTED FORMAT FOR PROPOSAL

ATTACHMENT D – RESPONDENT COMPANY PROFILE FORM

ATTACHMENT E – RESPONDENT REFERENCES FORM

ATTACHMENT F – PROPOSAL SPECIFIC LANGUAGE (ADD ANYTHING SPECIAL TO THIS

PROPOSAL LIKE PATIENT INFO, ETC.)

https://nam11.safelinks.protection.outlook.com/?url=https%3A%2F%2Fyoutu.be%2FBHMegtI36Rc&data=05%7C01%7Cruthrodriguez%40swkey.org%7Ca38c2a7964074a5b056d08da22f00284%7Cd79ee3d4020e4e979d75e509245e0fbd%7C0%7C0%7C637860711486053403%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=KGT1%2FTvYyLQIprRGhX8i42wEPwas0JDw2%2FZv44ORVew%3D&reserved=0 https://nam11.safelinks.protection.outlook.com/?url=https%3A%2F%2Ffa-etsp-saasfaprod1.fa.ocs.oraclecloud.com%2FfscmUI%2Ffaces%2FPrcPosRegisterSupplier%3FprcBuId%3D300000004615823&data=05%7C01%7Cruthrodriguez%40swkey.org%7Ca38c2a7964074a5b056d08da22f00284%7Cd79ee3d4020e4e979d75e509245e0fbd%7C0%7C0%7C637860711486053403%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=JMYloGG65khORvrKAZPFfIe3tcRBqksKfMIv591n5Ms%3D&reserved=0

1 5/17/2023

ATTACHMENT A

All Respondents must reference Southwest Key Program's vendor page for all applicable Terms and Conditions: https://southwestkey.org/procurement/

Respondents encouraged to provide redlines to SWK's Terms and Conditions as part of their proposal submission, if any.

5/17/2023

VENDOR NONDISCLOSURE AGREEMENT

This VENDOR NONDISCLOSURE AGREEMENT (this “Agreement”) is made and entered by and between Southwest Key Programs, Inc. (“SWK”), and the entity or person identified on the signature block below (“Contractor”), and governs the disclosure of Confidential Information (as defined below) between the parties.

Discloser shall mean the party disclosing the Confidential Information. Recipient shall mean the party receiving the Confidential Information.

Recipient understands that Discloser has disclosed or may disclose, either directly or indirectly in writing, orally, or by inspection of tangible objects, to Recipient information relating to Discloser’s business that is confidential or proprietary in nature, whether explicitly designated as such or which in good faith ought to be treated as such given its nature and/or the nature of the disclosure (which to the extent previously, presently or subsequently obtained by Recipient is hereinafter referred to as “Confidential Information”).

Confidential Information may include, but shall not be deemed to be not limited to, the following:

i. non-published patent applications and the information contained therein, trade secrets, inventions (whether patentable or not), discoveries and improvements;

ii. (ii) concepts, know-how, ideas, inventions, products, techniques, processes, methodologies, testing procedures, design and functional specifications, analysis and performance information, sketches, drawings, models, apparatus, equipment, user documentation, internal documentation, engineering information, hardware configuration information, technical or other representations, documentation, diagrams, schematics, flow charts, features, mode of operation and other details of products and services, and information concerning research, experimental work, development, design documents, details and specifications;

iii. (iii) software design and architecture, software programs, source code, object code and other computer code, modules, software source documents, specifications, algorithms, formulas, scripts, data, databases, and formulas related to the current, future and proposed products and services;

iv. (iv) names and expertise of directors, officers, employees and consultants;

v. (v) procurement requirements, purchasing, customer data, customer lists, customer names, suppliers and strategic partners, and lists thereof; and

vi. (vi) technical, business, financial, marketing, customer, supplier and product development plans, schedules, forecasts, strategies, analysis, budgets, materials sales, merchandising, promotional and marketing plans and information.

Without limiting the foregoing, Confidential Information also may include proprietary or confidential information of any third party who may disclose such information to Discloser in the course of Discloser’s business, and for purposes of this Agreement, as between the parties such third-party confidential information shall be deemed Discloser’s Confidential Information.

In consideration of any access Recipient may have to Confidential Information and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties hereto agree as follows:

1. Recipient agrees:

ATTACHMENT A

i. to hold any Confidential Information in strict confidence and to take all reasonable precautions to protect such Confidential Information;

ii. not to divulge any Confidential Information or any information derived therefrom to any third party, including, but not limited to, any affiliated entity (even if owned or controlled by Recipient);

iii. not to make any use whatsoever at any time of any Confidential Information except solely as needed to evaluate whether to enter into a business relationship with Discloser or as otherwise specifically agreed in writing (the “Purpose,” which in no case shall be deemed to extend to allow any use by Recipient that might reasonably cause current or future commercial damage to Discloser);

iv. not to copy or create derivative works of any Confidential Information without prior written approval by Discloser;

v. not to alter or delete any proprietary legends or markings on any Confidential Information; and

vi. not to decompile, disassemble, reverse engineer or otherwise attempt to derive the composition or underlying information, structure or ideas of any Confidential Information.

2. Discloser agrees that the foregoing clauses (i), (ii), (iii), (iv), (v) and (vi) shall not apply or shall cease to apply (as applicable) with respect to any information Recipient can show as a matter of contemporaneous record and otherwise by clear and convincing evidence:

i. (a) was already in Recipient’s possession prior to disclosure by Discloser;

ii. (b) was developed by Recipient without reference to any Confidential Information;

iii. (c) was obtained from a third party who is not prohibited from transmitting the information to Recipient by a contractual, legal or fiduciary obligation to Discloser; or

iv. (d) is or becomes generally available to the public other than as a result of any action or inaction by Recipient;

Provided, however, that should any information come within any circumstance listed in the foregoing clauses (i), (ii), (iii), and (iv) it does not authorize Recipient to infringe any proprietary rights of Discloser.

Recipient may make disclosures of Confidential Information required by court order, provided Recipient promptly notifies Discloser of the disclosure requirement and cooperates with Discloser’s reasonable efforts to resist or narrow the disclosure and to obtain an order or other reliable assurance that confidential treatment will be afforded the Confidential Information.

3. Recipient agrees that it shall take all reasonable measures to protect the secrecy of and avoid disclosure and unauthorized use of the Confidential Information. Without limiting the foregoing, Recipient shall take at least those measures that Recipient takes to protect its own most highly confidential information and shall have its employees, if any, who have access to Confidential Information sign a non-use and non-disclosure agreement in content substantially similar to the provisions hereof, prior to any disclosure of Confidential Information to such employees.

4. Recipient shall reproduce Discloser’s proprietary rights notices on any such approved copies, in the same manner in which such notices were set forth in or on the original.

5. Recipient shall immediately notify Discloser in the event of any unauthorized use or disclosure of the Confidential Information.

6. No terms in this section shall prohibit or restrict Recipient’s ability to report, in accordance with applicable law, any fraud, waste, or abuse of government funds to an investigative or law enforcement representative of a federal department or agency authorized to receive such information.

7. Recipient is prohibited from requiring its employees or contractors to agree to confidentiality agreements or statements that prohibit or restrict the reporting of fraud, waste, or abuse.

8. Recipient agrees not to remove or export from the United States or re-export any Confidential Information or any direct product thereof except in compliance with, and with all licenses and approvals required under, applicable export laws and regulations, including without limitation, those of the United States Department of Commerce.

9. Immediately upon (i) the decision by either party not to enter into a business relationship or (ii) the request of Discloser, Recipient will turn over to Discloser all Confidential Information and all documents or media containing any Confidential Information and any and all copies or extracts thereof. Upon Discloser’s request, Recipient will provide Discloser with a certificate attesting that all Confidential Information has been returned to Discloser. Recipient shall not be required to return or destroy any Confidential Information housed in automated backup system or if required under law to maintain records. Such Confidential Information shall continue to be controlled under this Agreement.

10. Recipient understands and agrees that nothing herein requires Discloser (i) to disclose any Confidential Information, which shall be disclosed, if at all, solely at the option of Discloser, or (ii) to proceed with a business relationship or any relationship in connection with which Confidential Information may be disclosed.

11. ALL CONFIDENTIAL INFORMATION IS PROVIDED “AS IS.” DISCLOSER MAKES NO WARRANTY, EXPRESS OR

IMPLIED, REGARDING THE TIMELINESS, ACCURACY OR COMPLETENESS OF ANY CONFIDENTIAL

INFORMATION.

12. This Agreement does not grant any rights to Recipient under any patent, copyright or other intellectual property right of Discloser, nor shall this Agreement grant Recipient any rights in or to Confidential Information except as expressly set forth herein. As between Recipient and Discloser, all Confidential Information and any derivatives thereof, whether created by Discloser or Recipient, shall remain the sole property of Discloser.

13. Recipient’s obligations under this Agreement will continue until such time as and only to the extent that Confidential Information is publicly known and made generally available through no action or inaction of Recipient.

14. Recipient acknowledges and agrees that due to the unique nature of the Confidential Information, there may be no adequate remedy at law for any breach of Recipient’s obligations hereunder and that any such breach may allow Recipient and/or third parties to unfairly compete with Discloser resulting in irreparable harm to Discloser. Recipient agrees that upon any such breach or any threat thereof, Discloser shall be entitled to seek appropriate equitable and/or injunctive relief in addition to whatever remedies it might have at law (without being required to post a bond or other security) and to be indemnified by Recipient from any loss or harm, including, without limitation, reasonable attorneys’ fees, in connection with any breach or enforcement of Recipient’s obligations hereunder or the unauthorized use or release of any Confidential Information.