Exhibit A - 25-DCYF-EL-004 Crisis Respite RFP.pdf

Competitive Solicitation RFP 25-DCYF-EL-004 Page 1 of 35

COMPETITIVE SOLICITATION

REQUEST FOR PROPOSAL

RFP NO.25-DCYF-EL-004

Project Title: Crisis Respite Exploration and Planning or

Implementation in a community, Tribal Nation, Recognized American Indian Organization, or Native

Serving Organization

Estimated Contract

Performance Period: June 4, 2024 through June 30, 2025. Amendments extending the period of performance, if any, shall be at the sole discretion of Department of Children, Youth &

Families (DCYF).

Response Due Date: All responses must be received in their entirety by 2:00 p.m. Pacific Time set forth in Section C.1 of this Solicitation

Document unless an Amendment is issued modifying the

Solicitation Schedule.

Submit Response To: Responses must be submitted to:

Name: Kris Gorgas

Email: dcyf.contracts@dcyf.wa.gov

Solicitation and Amendments

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

Applicable WEBS

Commodity Codes: 952-43 Family and Social Services

Additional Resource: Washington APEX Accelerator (formerly Washington

PTAC) website: www.washingtonapex.org

Exhibit A - DCYF's RFP 25-DCYF-EL-004 Crisis Respite Exploration and Planning or Implementation file:///C:/Users/kristine.gorgas/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/TC8LCY5L/dcyf.contracts@dcyf.wa.gov https://fortress.wa.gov/es/webscust/ http://www.washingtonapex.org/

Competitive Solicitation RFP 25-DCYF-EL-004 Page 2 of 35

TABLE OF CONTENT

A. OVERVIEW, BIDDER QUALIFICATIONS, AND CONTRACT TERM

1. PURPOSE AND BACKGROUND

2. OBJECTIVE AND SCOPE

3. QUALIFICATIONS

4. PERIOD OF CONTRACT PERFORMANCE

5. FUNDING

B. DEFINITIONS

C. EXPLANATION OF SOLICITATION PROCESS

1. SOLICITATION SCHEDULE

2. SOLICITATION COORDINATOR

3. POSTING OF SOLICITATION DOCUMENTS

4. AMENDMENT, CANCELLATION AND REISSUANCE OF SOLICITATION

5. QUESTIONS AND ANSWERS

6. COMPLAINTS

7. SMALL AND DIVERSE BUSINESSES

8. PROCUREMENT PRIORITIES AND PREFERENCES

9. COST TO PREPARE RESPONSE

10. JOINT PROPOSALS

11. WITHDRAWAL OF RESPONSES

12. WAGE VIOLATIONS

13. PAY EQUALITY

14. WORKER’S RIGHTS

15. MOST FAVORABLE TERMS

16. ANNOUNCEMENT OF SUCCESSFUL BIDDER(S)

17. ETHICS, POLICIES AND LAW

D. PROPOSAL CONTENT, FORMAT AND SUBMISSION

1. ATTACHMENT B - CERTIFICATIONS AND ASSURANCES (REQUIRED)

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

3. LETTERS OF COMMITMENT/SUPPORT (REQUIRED/SCORED)

4. AUTHORIZING LETTERS FOR PROPOSALS WORKING WITH TRIBAL NATIONS, RECOGNIZED AMERICAN INDIAN ORGANIZATIONS, AND NATIVE SERVING ORGANIZATIONS (REQUIRED)

5. PROPRIETARY INFORMATION/PUBLIC DISCLOSURE

6. PREBID CONFERENCE (OPTIONAL)

7. SUBMISSION OF RESPONSES

8. ACCEPTABLE ELECTRONIC FORMATS FOR SUBMISSION OF RESPONSES

9. ALTERNATIVE SUBMISSION METHODS

E. EVALUATION OF PROPOSALS

1. BID RESPONSIVENESS; ADMINISTRATIVE REVIEW

2. ERRORS IN BIDDER RESPONSE

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

EMPLOYEES)

4. EVALUATION CRITERIA AND SCORING OF RESPONSES

5. WRITTEN EVALUATION PROCEDURE

6. ORAL PRESENTATIONS MAY BE REQUIRED

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7. SELECTION OF APPARENT SUCCESSFUL BIDDER

F. DEBRIEFING AND PROTEST PROCEDURE

1. DEBRIEFING CONFERENCES

2. PROTEST PROCEDURE

G. CONTRACTING PROCEDURES

1. CONTRACT EXECUTION

2. BIDDER ISSUES, CONCERNS, EXCEPTIONS OR OBJECTIONS

3. INSURANCE

4. NON-ENDORSEMENT

5. BACKGROUND CHECKS

6. ELECTRONIC PAYMENT

Competitive Solicitation RFP 25-DCYF-EL-004 Page 4 of 35

A. OVERVIEW, BIDDER QUALIFICATIONS, AND CONTRACT TERM

1. Purpose and Background

This Competitive Solicitation is issued to assist the Washington State Department of

Children, Youth & Families (DCYF) in seeking qualified Contractors to develop Crisis

Respite capacity in Washington State communities, Tribal Nations, Recognized

American Indian Organizations (RAIOs) and Native Serving Organizations through one of the following approaches:

• Option 1: Crisis Respite Exploration and Planning: Convene and lead a coalition of community members and leaders, families, family support organizations or professionals, and early learning providers, and other relevant partners to explore prevention crisis-respite-related needs and assets in the community, Tribal Nation, RAIO, or Native Serving Organizations, and develop a plan to meet the identified needs.

• Option 2: Crisis Respite Implementation: Implement prevention Crisis Respite services in a community or Tribal Nation with the intention of sustaining services beyond the period that would be supported by a contract that results from this

RFP.

DCYF’s goal is for these services to support family strengthening and prevention of child abuse and neglect.

Strengthening Families Washington (SFWA), a team within DCYF, will administer and support this project. SFWA manages and supports programs that work towards building community and family strengths and promotes optimal child and youth development to prevent child abuse and neglect. SFWA’s work is grounded in the Strengthening

Families Protective Factors framework, which was developed by the Center for the

Study of Social Policy. (See definition of Protective Factors in Section B Definitions).

Crisis Respite: Need, Description and Terminology

Parenting is a difficult job. All families experience bumps in the road. Sometimes life circumstances can undermine parents’ and caregivers’ good intentions and get in the way of their ability to provide safe and nurturing environments for their children. Having someone they trust to care for their children and keep them safe while they tend to their own needs can help families navigate challenges and have a positive impact on children, their parents and caregivers, and their communities.

Programs that provide short-term care or respite on short notice can alleviate family stressors, reduce the risk of harm to children, and may help prevent otherwise unnecessary child welfare systems involvements and out of home placements. Through managing stress and other difficult life circumstances, parents are afforded greater opportunities to create and strengthen bonds with their children that can last generations.

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In this project, we are calling this service “Crisis Respite.” Crisis Respite is short-term care for children for when parents/caregivers need a break for any reason, whether they are exhausted and worn-out from the demands of parenting or when they experience difficult life circumstances or other unexpected events, and have no safe alternatives for care. Crisis Respite is typically available on short notice, often at any time of day or night, and is usually free of charge. Many Crisis Respite providers offer additional family supports such as concrete goods, support groups, referrals to benefit programs, and other services to further strengthen families and build resilience. Crisis Respite is welcoming and nonjudgmental; it is inclusive and Culturally Responsive to the families it serves. It understands that families are not defined by their circumstances.

Not everyone calls this service “Crisis Respite.” Other terms that are used to describe it include urgent, immediate, and emergency respite or care. Facility-based providers are sometimes called crisis nurseries. Providers should consider what terms resonate with their community and delivery model as well as licensure when deciding how to name and describe their program.

Crisis Respite is defined by the function it fulfills, not how or where it is delivered. It may be provided in designated facilities, private homes, and other community based settings.

This contract is open to any model that is a good fit in the community and can meet applicable licensure/certification requirements.

For more information on Crisis Respite, see Crisis Nurseries: Respite for Children at

Risk of Abuse or Neglect, ARCH National Respite Network and Annotated Bibliography of Respite and Crisis Care Studies, ARCH National Respite Network.

Funding Availability and Focus

This project is supported by one-time federal American Rescue Plan Act (ARPA) funds.

DCYF received these funds as a supplement to our Community Based Child Abuse

Prevention (CBCAP) grant to support child abuse and neglect prevention activities during the pandemic.

CBCAP focuses only on primary and secondary prevention of child abuse and neglect.

Primary prevention activities are directed toward the community at large to prevent child abuse and neglect prior to it occurring. Secondary prevention activities are offered to families experiencing one or more risk factors for child abuse or neglect.1 These funds cannot support direct services to child-welfare-involved families or to foster parents.

DCYF has not identified funds to support Crisis Respite exploration or implementation beyond 2025. One intended outcome of this project is to identify community interest and additional resources to support this service in the future.

1 See What is prevention of child abuse and neglect for information on CBCAP’s approach to prevention.

https://archrespite.org/wp-content/uploads/2022/04/Crisis_Nurseries_01-20.pdf https://archrespite.org/wp-content/uploads/2022/04/Crisis_Nurseries_01-20.pdf https://archrespite.org/library/arch-annotated-bibliography-of-respite-and-crisis-care-studies-6th-edition-2022/ https://archrespite.org/library/arch-annotated-bibliography-of-respite-and-crisis-care-studies-6th-edition-2022/ https://friendsnrc.org/prevention/what-is-prevention-of-child-abuse-and-neglect/

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DCYF, in accordance with Washington law, encourages small and diverse businesses to compete for and participate in DCYF procurements as contractors and as subcontractors to awarded Bidders. See, e.g., RCW 39.19 (OMWBE certified businesses); RCW

43.60A.200 (DVA certified veteran-owned businesses); and RCW 39.26.005

(Washington Small Businesses).

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

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

▪ Ten percent (1%) Veteran-Owned Businesses; and

▪ Twenty percent (20%) Washington Small Businesses, Achievement of these goals is encouraged whether directly or through subcontractors.

2. Objective and Scope

Crisis Respite capacity in Washington State is limited. The need for this type of service is not well understood. The purpose of this RFP is to support community-based and

Tribal Crisis Respite planning or implementation efforts. The outcomes of these efforts will vary, depending on where each community, Tribe or RAIO starts and what they learn. Outcomes for organizations and Tribes that are awarded contracts may include increased understanding of community needs and assets, development of plans for designing and providing services, and implementation of services. Outcomes for the state will include increased understanding of the need for prevention Crisis Respite services and what it will take to address that need. The information learned from these projects will inform future work.

DCYF intends to contract two types of projects (Options 1 and 2) as a result of this

RFP:

• Option 1. Crisis Respite Exploration and Planning

• Option 2. Crisis Respite Implementation

An organization or Tribal Nation may only submit one proposal per geographic community. DCYF will only consider multiple proposals from the same organization if those proposals are for distinct geographic communities without overlapping service areas. If a Bidder submits multiple proposals that cover all or some of the same service areas, those proposals may be disqualified.

DCYF will contract with a maximum of one project per community or Tribe. We encourage applicants to coordinate with community partners when you develop your proposal. If we receive proposals from multiple organizations for the same or overlapping communities, we will only consider contracting with the highest scored proposal for its project option. If there are proposals for both project options for the same https://app.leg.wa.gov/RCW/default.aspx?cite=39.19 https://app.leg.wa.gov/RCW/default.aspx?cite=43.60A.200 https://app.leg.wa.gov/RCW/default.aspx?cite=43.60A.200 https://app.leg.wa.gov/RCW/default.aspx?cite=39.26.005

Competitive Solicitation RFP 25-DCYF-EL-004 Page 7 of 35 community (exploration/planning and implementation), we will prioritize Option 2

(implementation) over Option 1 (exploration and planning).

Proposals that intend to serve a Tribal Nation, RAIO or Native Serving Organization must either be submitted by the Tribal Nation, RAIO or Native Serving Organization, or they must include a letter from the Tribal Nation, RAIO or Native Serving Organization stating that the bidder is authorized to lead the proposed project.

Programs should focus on offering Culturally Responsive services to unserved or underserved populations and to those at highest risk of child welfare involvement.

Projects and services should be tailored specifically to the needs and interests of parents and caregivers in the local community. Projects and services should be linguistically and Culturally Responsive to the community of focus.

DCYF is committed to eliminating racial disproportionality and advancing racial equity in our systems2 and supporting traditionally underserved communities. DCYF is guided by the federal Administration for Children and Families’ commitment to advancing racial equity and support for underserved communities.3 This project will prioritize proposals that expect to serve populations represented in the child welfare system at disproportionately high rates or historically furthest from opportunity, including Black, American Indian/Alaska Native, Hispanic/Latino, families with LGBTQ+ individual(s), children with intellectual/developmental disabilities, or families speaking a primary language other than English.

Programs that are awarded contracts must have the capacity to work effectively with

DCYF staff and contracted expert coaches, building in time for check-in calls, peer learning meetings, and completion of deliverables. (See “Coaching/Technical

Assistance” on page 10 for information about the contracted coaches.)

Option 1. Crisis Respite Exploration and Planning

Projects that are awarded contracts under Option 1 will receive funding and technical assistance from DCYF staff and DCYF-contracted coaches to support exploration and planning to establish a Crisis Respite program in your community, Tribe, RAIO or Native

Serving Organization. Each contracted host organization will act as the lead or designate an appropriate lead to convene and lead a community coalition to explore community

Crisis Respite needs and assets and develop a plan to meet those needs.

Ideally this will be an existing coalition that includes a focus on family strengths promotion or prevention of child abuse and neglect with families of children birth through age 12 who are not involved in the child welfare system. You may need to add new members. You may also form a new coalition.

2 For more information, please see The Department of Children, Youth, and Families Strategic Priorities 2021-2026.

3 Administration for Children & Families, Equity in Action: Prioritizing and Advancing Racial Equity and Support for Underserved Communities, 2022.

https://www.dcyf.wa.gov/practice/strategic-plan https://www.acf.hhs.gov/policy-guidance/equity-action-prioritizing-and-advancing-racial-equity-and-support-underserved https://www.acf.hhs.gov/policy-guidance/equity-action-prioritizing-and-advancing-racial-equity-and-support-underserved

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Recommended coalition participants include but are not limited to parents and caregivers with lived experience, community leaders, family support and early learning providers, DCYF licensors, other partners who have an interest in family strengthening and prevention of child abuse and neglect, representatives of business, faith communities, philanthropy, schools, public policy, and other community groups.

Organizations that are awarded contracts under Option 1 will be expected to do the following:

a. Develop, implement, and manage a project work plan specific to the contracted project. The work plan should include at least the following:

• Project goals, objectives, milestones, assumptions, and risks.

• A timeline of key activities to achieve project milestones, identifying who will be responsible for each activity.

b. Hold a minimum of three coalition or community meetings during the contract period. You may choose to use other methods to increase community input into the process. Examples of other methods include listening sessions, surveys, and key informant interviews.

c. Lead the coalition to develop a community needs and assets assessment related to Crisis Respite. Topics this assessment should address include but are not limited to:

• Prevention services, including respite services, that exist in the community and the extent they are addressing the need for Crisis Respite.

• What does the need for Crisis Respite look like? What are characteristics of families who need services? Under what circumstances do they need services?

• What are the consequences of families not receiving services?

• What historical and cultural factors could impact families’ ability and willingness to access services?

d. Lead the coalition to develop a plan for Crisis Respite in your community. This plan will include but is not limited to:

• Overarching vision and goals for the program.

• Logic model.

• Implementation timeline.

• Identification of the lead agency that will administer the program. This could be an existing agency or a new agency.

• Identification of the service delivery model that will be implemented, description of why it was selected and how it fits conditions in your community.

• Plans for finalizing operational plans including licensure, financing, staffing, community engagement, and outreach.

• Potential barriers to successful implementation, and strategies for overcoming those barriers.

• Community assets that you can leverage.

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• The plan may also include recommendations for policy or regulatory changes to facilitate delivering services that address community needs.

e. Prepare and submit contract deliverables. Deliverable guidance will be provided by the contract manager when the contract is in place and will include:

• Project work plan and evaluation plan.

• Mid- and final-project status reports, documenting coalition membership and meetings and status of project work plan activities.

• Community needs and assets assessment.

• Community Crisis Respite plan and logic model.

f. Attend project meetings.

• Up to 6 one-on-one meetings per contract year between each contracted organization or Tribe and the DCYF contract manager and/or DCYF contracted coach.

• Up to 4 peer learning opportunities with all the contracted organizations or Tribes.

Most of these will be held virtually. There may be one in-person meeting.

Option 2 Crisis Respite Implementation

Projects that are awarded contracts under Option 2 will receive funding and technical assistance to support Crisis Respite implementation. Organizations that haven’t yet begun providing Crisis Respite should demonstrate that they are likely to begin delivering services by January 2025. Organizations that have been providing Crisis

Respite services prior to 2023 will be considered good candidates if they are making significant changes such as adding new services or expanding capacity.

Organizations that are awarded contracts under Option 2 will be expected to do the following:

a. Develop, implement, and manage a project work plan specific to the funded project. The work plan should include at least the following:

• Project goals, objectives, milestones, assumptions, and risks.

• A timeline of key activities to achieve project milestones, identifying who will be responsible for each activity.

b. Create a business plan if you do not already have one.

c. Complete all activities necessary to begin delivering services.

d. Prepare and submit contract deliverables. Deliverable guidance will be provided by the contract manager when the contract is in place and will include:

Competitive Solicitation RFP 25-DCYF-EL-004 Page 10 of 35

(1) Project work plan and evaluation plan.

(2) Final Crisis Respite business plan.

(3) Mid-project status report documenting status of project work plan activities and assessment of your implementation to date.

(4) Final report that includes:

(a) Data on families served, their experience, services provided,

(b) Evaluation of the impact of services on the families served,

(c) Successes,

(d) Lessons learned,

(e) Next steps, and

(f) Optional, recommendations for policy or regulatory changes to facilitate delivering services that address community needs.

g. Attend project meetings.

• Up to 6 one-on-one meetings per contract year between each contracted organization or Tribe and the DCYF contract manager and/or DCYF contracted coach.

• Up to 4 peer learning opportunities with all the contracted organizations or

Tribes. Most of these will be held virtually. There may be one in-person meeting.

Coaching/Technical Assistance

Organizations that are awarded contracts will receive expert coaching, technical assistance, and training to support their success. As much as possible, this assistance will be adapted to the contracted organizations’ needs. It may include but is not limited to assistance with coalition building and support, community engagement, needs assessment, visioning what Crisis Respite could look like in your community, business planning, program implementation and evaluation.

DCYF is concurrently running a request for quotations and qualifications (RFQQ) to solicit a contractor to provide coaching, technical assistance, and training to the contractors. We anticipate the technical assistance will be provided by experts with relevant experience.

Bidder shall identify the key personnel it shall utilize in performing this Contract, and their experience and qualifications, as part of its proposal. If awarded a Contract, Bidder shall not make changes to such key personnel during the term of the Contract except as requested or approved by DCYF.

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3. Qualifications

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

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

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

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

a. Mandatory Pass/Fail (M):

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

(2) Must have a Unique Entity Identifier (UEI) number or provide a commitment that it will acquire a UEI number within thirty (30) days of being selected as the

Apparent Successful Bidder (ASB).

• Information on how to obtain a UEI number can be found at the following location: https://sam.gov/content/entity-registration

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

(4) Option 2 Bidders only must identify a lead agency that is implementing the program.

b. Mandatory Scored (MS):

(1) Option 2 Bidders must be licensed to provide Crisis Respite services or have a clear path to licensure.

c. Desirable Scored (DS):

Option 1 Bidders

(1) Have an existing community coalition or network that is a good fit for this project as described above.

(2) Have strong relationships with community partners in the prevention field.

(3) Coalition or network has a history of interest in Crisis Respite or similar family support services.

(4) Coalition or network has a record of focusing on family strengthening and child abuse and neglect prevention with families of children 0-12 (or a subset of those ages) and clearly demonstrates that the primary focus of this project will be https://sam.gov/content/entity-registration

Competitive Solicitation RFP 25-DCYF-EL-004 Page 12 of 35 services for families who do not have an open child welfare case (okay if the program expects to also offer some services to families with open cases).

(5) Is working with a DCYF licensor and has identified the type of license that will be required to provide services.

Option 2 Bidders

(1) Have a clear vision for providing Crisis Respite that addresses community need and is a good fit for your community.

(2) Demonstrate support to the project from a diverse cross-section of the community.

Bidders failing to demonstrate in their Bids that they meet these minimum qualifications will be considered non-responsive and will therefore be disqualified from further consideration.

4. Period of Contract Performance

DCYF intends to award up to four (4) Contracts to provide the services described in this

RFP.

The period of performance for the Contract shall start approximately June 4, 2024, and run through June 30, 2025. The term of the Contract may be extended up to three (3) months by Amendment and will not exceed the date of September 30, 2025.

Additional services that are appropriate to the scope of this RFP, as determined by

DCYF, may be added to the resulting Contract(s) by a written Amendment mutually agreed to and executed by both parties.

5. Funding

DCYF initial total base amount for the Contract(s) shall not exceed $40,000 for

Exploration and Planning contracts (Option 1) and $60,000 for Implementation contracts

(Option 2). DCYF will reject any proposal in excess of that amount.

In the event additional funds are available, DCYF may add funds to the contracts by amendment.

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

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

Please contact the Coordinator to request auxiliary aids and services.

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

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B. DEFINITIONS

Additional definitions for Contract-specific terms are found in the Sample Contract set forth as

Attachment A to this Solicitation and shall apply to those terms as they are used in this

Solicitation. The following terms have the meanings set forth below:

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

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

3. American Rescue Plan (ARP) Act of 2021 (P.L.117-2) -- Signed into Law by President

Biden on March 11 2021. This law provides relief to address the continued impact of

COVID-19 on the economy, public health, state and local governments, individuals, and businesses.

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

5. Authorized Representative – An individual designated by the Bidder to act on its behalf who has the authority to legally bind the Bidder concerning the terms and conditions set forth in this Solicitation and related documents.

6. Bid - An offer, proposal or quote for goods or services and all related materials prepared and submitted by a Bidder in response to this Solicitation. The terms Bid, quotation, response and proposal are all intended to mean the same thing.

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

8. Community Based Child Abuse Prevention (CBCAP) - CBCAP programs were established through federal legislation under the Child Abuse Prevention and Treatment

Act (CAPTA).

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

RCW 39.26.170.

10. Crisis Respite/Crisis Nursery/Emergency Respite - Crisis Respite is short-term care for children for when parents/caregivers need a break for any reason, whether they are exhausted and worn-out from the demands of parenting or when they experience difficult life circumstances or other unexpected events and have no safe alternatives for care.

Crisis Respite is typically available on short notice, often at any time of day or night, and is usually free of charge. Many Crisis Respite providers offer additional family supports such as concrete goods, support groups, referrals to benefit programs, and other services to further strengthen families and build resilience. Crisis Respite is welcoming and nonjudgmental; it is inclusive and Culturally Responsive to the families it serves. It https://www.congress.gov/bill/117th-congress/house-bill/1319?q=%7B%22search%22%3A%5B%22HR+1319%22%5D%7D&s=2&r=1

Competitive Solicitation RFP 25-DCYF-EL-004 Page 14 of 35 understands that families are not defined by their circumstances. Not everyone calls this service “Crisis Respite.” Other terms that are used to describe it include urgent, immediate, and emergency respite or care. Facility-based providers are sometimes called crisis nurseries. Crisis Respite is defined by the function it fulfills, not how or where it is delivered. It may be provided in designated facilities, private homes, and other community based settings. Different types of licensure or certification may be required, depending on how the service is provided.

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

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

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

14. Culturally Responsive -- Culture includes the shared social behaviors and norms within a society. This can include shared knowledge, beliefs, laws, arts, customs, habits, priorities, expectations, and many other shared practices. Being Culturally Responsive would involve proactively engaging with people in ways that are appropriate within their cultural values, behaviors, and norms.

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

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

17. Office of Minority and Women’s Business Enterprises (OMWBE) Certified

Business – Means business or the status of a business that has been examined by the

Washington State Office of Minority and Women’s Business Enterprises (OMWBE) and deemed to be a Minority Business Enterprise (MBE), a Women’s Business Enterprise

(WBE), a Minority Women’s Business Enterprise (MWBE), a Combination Business

Enterprise (CBE), or a Socially and Economically Disadvantage Business Enterprise

(SEDBE) per chapter 39.19 RCW.

OMWBE Certification. The Bidder must have provided certification documentation to the

OMWBE and be certified by OMWBE and listed as such on OMWBE’s website

(OMWBE’s Directory of Certified Businesses).

18. Protective Factors - Characteristics or conditions that reduce or buffer the effects of risk, stress, or trauma. A protective factor is an asset of some kind. DCYF utilizes the

Protective Factors Framework developed by the Center for the Study of Social Policy.

These five Protective Factors contribute to the health and well-being of families and https://omwbe.wa.gov/directory-certified-businesses https://cssp.org/resource/understanding-the-protective-factors/

Competitive Solicitation RFP 25-DCYF-EL-004 Page 15 of 35 children and are associated with reduced incidence of child abuse and neglect. These

Protective Factors are:

• Knowledge of parenting and child development

• Social connections

• Parental resiliency

• Concrete support in times of need

• Social and emotional competence of children/nurturing and attachment

19. Protest – A process that may be followed by a Bidder after the announcement of the

ASB to alert DCYF to certain types of alleged errors in the evaluation of the Solicitation.

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

21. RFP – The Request for Proposal set forth in this Solicitation document.

22. Small Business - An in-state business, including a sole proprietorship, corporation, partnership, or other legal entity, that: (a) certifies, under penalty of perjury, that it is owned and operated independently from all other businesses and has either: (i) fifty (50) or fewer employees; or (ii) a gross revenue of less than seven (7) million dollars annually as reported on its federal income tax return or its return filed with the department of revenue over the previous three (3) consecutive years; or (b) Is certified with the Office of Women and Minority Business Enterprises under Chapter 39.19 RCW.

23. Solicitation or Competitive Solicitation – A formal process providing and equal and open opportunity for Bidders culminating in a selection based upon predetermined criteria. A Competitive Solicitation requests the submission of Bids, quotations or proposals for the consideration of DCYF in contracting to meet its needs. This RFP is a

Solicitation.

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

Quotation (RFQQs), Request for Qualifications (RFQs), Request of Quotation(s) (RFQs), and Request for Applications (RFAs).

25. Statement of Work – The detailed description services to be performed by the

Contractor and set forth in the Contract.

26. Strengthening Families Washington (SFWA) – A Family Support program in the

DCYF Division of Partnerships, Prevention and Services.

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

Subcontractors, if allowed, are subject to the advance approval of DCYF.

Competitive Solicitation RFP 25-DCYF-EL-004 Page 16 of 35

28. Veteran-Owned Business – means businesses certified by the Department of Veterans

Affairs (DVA) as a Certified Veteran-Owned Business. See RCW 43.60A.010(7) & RCW

43.60A.190. Such firms must meet three requirements:

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

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

41.04.007;

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

(3) An active or reserve member in any branch of the armed forces of the United

States, including the national guard, coast guard, and armed forces reserves.

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

State of Washington.

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

Businesses).

29. Washington APEX Accelerator - formerly Washington Procurement Technical

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

30. Washington Electronic Business Solution or WEBS – Washington’s Electronic

Business Solution, the Bidder notification system found at https://fortress.wa.gov/es/webscust/ and maintained by the Washington State

Department of Enterprise Services.

http://www.washingtonapex.org/

Competitive Solicitation RFP 25-DCYF-EL-004 Page 17 of 35

C. EXPLANATION OF SOLICITATION PROCESS

1. Solicitation Schedule

The Solicitation Schedule set forth below outlines the tentative schedule for important events relating to this Solicitation. Except as modified in an Amendment issued by the

Coordinator, the dates and times listed through the date of response submission are mandatory deadlines. The remaining dates are estimates and may change without the posting of an Amendment. Failure to meet the response deadline will result in Bidder disqualification.

Action Date

Posts Competitive Solicitation March 25, 2024

Pre-bid Conference 10 a.m. April 10, 2024

Bidder may submit written questions until 4 p.m.

Pacific Time.

April 19, 2024

DCYF will post responses to written questions as an Amendment.

April 24, 2024

Bidders may submit written Complaints by 5 p.m.

Pacific Time

April 30, 2024

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

May 8, 2024

Bidder must submit Response by 4 p.m. Pacific Time May 8, 2024

Evaluation of written Responses May 9-16, 2024

Announce ASB(s) and notify unsuccessful Bidders May 17, 2024

Unsuccessful Bidders may request a Debriefing conference until 4 p.m. Pacific Time

May 22, 2024

Holds Debriefing conferences, if requested May 27, 2024

Negotiate Contract

May 20-27, 2024

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

June 4, 2024

2. Solicitation Coordinator

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

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

DCYF other than the Coordinator regarding this Solicitation.

Competitive Solicitation RFP 25-DCYF-EL-004 Page 18 of 35

Name, Kris Gorgas

Email: mailto:dcyf.contracts@dcyf.wa.gov

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

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

3. Posting of Solicitation Documents

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

All Bidders must register as a vendor on WEBS, using an appropriate commodities code listed on the front page of this Solicitation, and must download this Solicitation from

WEBS. This should be done as soon as possible in order for Bidder to receive notifications automatically generated on WEBS, but no later than the date set forth on

Section C.1., Solicitation Schedule for Announcement of the Apparent Successful

Bidder(s).

4. Amendment, Cancellation and Reissuance of Solicitation

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

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

c. DCYF may reject all Bids and cancel or rebid this Solicitation. In the event it becomes necessary to revise any part of this RFP, an Amendment will be provided to all who receive the RFP. All Amendments and notifications of cancellation shall be posted on WEBS. In the event of a conflict between Amendments or between an

Amendment and this Solicitation Document, the document issued latest shall control.

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

5. Questions and Answers

Bidders may send written questions concerning this Solicitation to the Coordinator by the date and time set forth on the Solicitation Schedule in Section C.1. for submission of

Questions. Questions should be sent via email and should include the number and title of this Solicitation in the subject line.

mailto:dcyf.contracts@dcyf.wa.gov

Competitive Solicitation RFP 25-DCYF-EL-004 Page 19 of 35

DCYF will document all questions received in writing by posting an Amendment to the

Solicitation on WEBS. Only Bidders who have properly registered and downloaded the original Solicitation directly via the WEBS system at https://fortress.wa.gov/es/webscust/

/ will receive notification of Amendments and other correspondence pertaining to this

Solicitation.

6. Complaints

a. DCYF provides prospective Bidders a period of time to voice Complaints about this

Solicitation in order to promote a transparent, fair, and competitive process.

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

Complaint topics are inclusive of:

(1) Unnecessary restricts competition;

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

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

b. Complaint raised in communication with the Coordinator will be documented and responded to in written form. A copy of the Complaint and response will be posted on

WEBS. The DCYF decision regarding a Complaint is final and no further administrative appeal is available. The Complaint may not be raised again during the Protest period.

7. Small and Diverse Businesses

DCYF in accordance with Washington law, encourages small and diverse businesses to compete for and participate in state procurements as contractors and as subcontractors to awarded bidders. See, e.g., RCW 39.19 (OMWBE certified businesses); RCW

43.60A.200 (WDVA certified veteran-owned businesses); and RCW 39.26.005

(Washington small businesses). In support of the state’s economic goals and to support a diverse supplier pool.

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

Bidders may contact the Office of Minority and Women’s Business Enterprises

(OMWBE) at http://omwbe.wa.gov/ to obtain information on certified firms for potential subcontracting arrangements or for information on how to become certified.

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

MWBE businesses.

b. Washington State Small Business Participation file:///C:/Users/goffas/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/WBRI7JQJ/:/fortress.wa.gov/es/webscust/%20/ file:///C:/Users/goffas/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/WBRI7JQJ/:/fortress.wa.gov/es/webscust/%20/ http://omwbe.wa.gov/

Competitive Solicitation RFP 25-DCYF-EL-004 Page 20 of 35

In accordance with the legislative findings and policies set forth in Chapter 39.26

RCW, the state of Washington encourages participation in all of its Contracts by

Bidders defined as a Small Business. Participation may be either on a direct basis in response to this Solicitation or on a Subcontractor basis.

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

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

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

c. Certified Veteran-Owned Business Participation

In accordance with the legislative findings and policies set forth in Chapter

43.60A.200 RCW, the state of Washington encourages participation in all of its

Contracts by firms certified by the Department of Veterans’ Affairs (DVA).

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

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

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

41.04.007;

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

An active or reserve member in any branch of the armed forces of the United

States, including the national guard, coast guard, and armed forces reserves.

Bidder must have provided certification documentation to the Washington

Department of Veterans’ Affairs WDVA) and be certified by WDVA and listed as such on WDVA’s website (WDVA – Veteran-Owned Businesses).

8. Procurement Priorities and Preferences.

Competitive Solicitation RFP 25-DCYF-EL-004 Page 21 of 35

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

a. Evaluation for Executive Order 18-03 (Contractors without Mandatory

Individual Arbitration for Employees)

Pursuant to RCW 39.26.160(3) (best value criteria) and consistent with Executive

Order 18-03 – Supporting Workers’ Rights to Effectively Address Workplace

Violations (dated June 12, 2018), DCYF will evaluate bids for best value and provide a bid preference in the amount of Five percent (5%) to any bidder who certifies, pursuant to the certification attached as Attachment B – Bidder Certification and

Assurances, that their firm does NOT require its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waiver

9. Cost to Prepare Response

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

10. Joint Proposals

If Bidders submit a joint response with one or more other persons or entities, these persons or entities must designate a prime Bidder. The prime Bidder will be DCYF sole point of contact through the Solicitation process. If selected as the ASB, the prime

Bidder shall sign the Contract and any Amendments and will be liable and responsible to

DCYF for all performance under the Contract.

11. Withdrawal of Responses

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

A written request to withdraw the response, signed by an Authorized Representative of the Bidder, must be submitted to the Coordinator. After withdrawing a response, the

Bidder may submit another response at any time up to the response submission date and time.

11. Wage Theft Prevention

Bidder certifies that Bidder has not, within the three (3) year period immediately preceding the date of release of this Competitive Solicitation, been determined by a final and binding citation and notice of assessment issued by the state of Washington

Department of Labor and Industries or through a civil judgment to have willfully violated state minimum wage laws (RCW 49.38.082; Chapters 49.46 RCW, 49.48 RCW, or 49.52

RCW). Bidder attests under penalty of perjury that the foregoing statement is true and correct. Bidder must submit, Attachment B, attached hereto and incorporated herein as though set forth in full.

Competitive Solicitation RFP 25-DCYF-EL-004 Page 22 of 35

12. Wage Violations

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

(3) year period immediately preceding the effective date of this Contract, it is not determined, by a final and binding citation and notice of assessment issued by the

Washington Department of Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction, to be in willful violation of any provision of

Washington State wage laws set forth in RCW Chapters 49.46, 49.48, or 49.52. For purposes of this Section 12 and pursuant to RCW 49.48.082 as now or hereafter amended, “willful” shall mean a knowing and intentional action that is neither accidental nor the result of a bona fide dispute, as evaluated under the standards applicable to…