RFP J28004.pdf

The Judiciary State of Hawaii

Request for Proposals

RFP J28004

(RFP-J28004-CC1)

CASE MANAGEMENT SERVICES FOR THE ADULT

CLIENT SERVICES BRANCH, FIRST CIRCUIT, THE

JUDICIARY,

STATE OF HAWAII

FOR THE PERIOD

JULY 1, 2027 – JUNE 30, 2029

DIRECT QUESTIONS OR ISSUES RELATING TO THE ACCESSIBIITY OF THIS RFP

(INCLUDING THE ATTACHMENTS AND EXHIBITS AND ANY OTHER

DOCUMENT RELATED TO THIS RFP) AND REQUESTS FOR ACCOMMODATIONS

FOR PERSONS WITH DISABILITIES IN CONNECTION WITH THIS RFP TO:

MR. CAELAN O’MEARA

EMAIL: caelan.m.omeara@courts.hawaii.gov

OCTOBER 22, 2026

THE JUDICIARY, STATE OF

HAWAII HONOLULU, HAWAII

REQUEST FOR PROPOSAL NO. J28004

RFP ADMINISTRATIVE INFORMATION

RFP Title CASE MANAGEMENT SERVICES FOR THE

ADULT CLIENT SERVICES BRANCH,

FIRST CIRCUIT, THE JUDICIARY, STATE

OF HAWAII

RFP Project Description (See Section Two) RFP Point of Contact: (See Buyer Information) Buyer Name – Mr. Caelan O’Meara

Agency Name - Judiciary Buyer email – caelan.m.omeara@courts.hawaii.gov

Submit proposals electronically via Hawaii Electronic Procurement System (HlePRO):

(See Electronic Submission of Proposals)

Electronic Submission hiepro.ehawaii.gov

RFP Orientation October 30, 2026, at 9:00 A.M., Hawaii Standard Time (HST)

Orientation meeting will be conducted virtually through Microsoft Teams.

Meeting ID: 270 465 301 784 174 Passcode: fu3sr23u

Deadline to Receive Questions:

(See Procurement Timetable)

November 2, 2026; 2:00 P.M. Hawaii Standard Time (HST)

Question & Answers:

(Sections Schedule and Significant Dates and Electronic Submission of Questions)

All questions, including those about Terms and Conditions, must be submitted through HlePRO.

Questions must be submitted by the question deadline date.

RFP Closing Date: (See Schedule and Significant Dates)

December 3, 2026

RFP Closing Time: (See Schedule and Significant Dates)

12:00 P.M. Hawaii Standard Time (HST)

Initial Term of Contract and Renewals:

(See Period of Performance)

July 1, 2027 – June 30, 2029

The contract may be extended for an additional two (2) year period, subject to the appropriation and availability of funds and satisfactory performance of services by providers.

TAKE NOTE THE MANDATORY .75% (.0075) TRANSACTION FEE TO HAWAII INFORMATION

CONSORTIUM, LLC DBA NIC HAWAII IS BASED ON SALES FOR AWARDS MADE IN HIEPRO.

(DETAILED IN SECTION 1.8 ELECTRONIC PROCUREMENT)

COMPETITIVE PURCHASE OF HEALTH & HUMAN SERVICE

TABLE OF CONTENTS

PAGE

SECTION ONE – ADMINISTRATIVE OVERVIEW

1.1 Procurement Timetable 1-1

1.2 Website Reference 1-2

1.3 Authority 1-2

1.4 RFP Organization 1-3

1.5 Contracting Office 1-3

1.6 Orientation 1-3

1.7 Governing Laws and Regulations 1-4

1.8 Electronic Procurement 1-4

1.9 Submission of Questions 1-4

1.10 Electronic Submission of Questions 1-5

1.11 Submission of Proposals 1-5

1.12 Discussion with Applicants 1-7

1.13 Opening of Proposals 1-7

1.14 Additional Materials and Documentation 1-7

1.15 RFP Amendments 1-7

1.16 Final Revised Proposals 1-7

1.17 Firm Proposal 1-8

1.18 Cancellation of Request for Proposal 1-8

1.19 Costs for Proposal Preparation 1-8

1.20 Provider Participation in Planning 1-8

1.21 Rejection of Proposals 1-8

1.22 Notice of Award 1-9

1.23 Proposals and Awards 1-9

1.24 Protests 1-10

1.25 Availability of Funds 1-11

1.26 Monitoring and Evaluation 1-11

1.27 General and Special Conditions of Contract 1-11

1.28 Cost Principles

SECTION TWO – SERVICE SPECIFICATIONS

2.1 Introduction

1-11

2-1

2.2

2-92.3

SECTION THREE – PROPOSAL APPLICATIONS INSTRUCTIONS

3.0 General Instructions 3-1

3.1 Program Overview 3-1

3.2 Experience and Capability 3-1

3.3 Project Organization and Staffing 3-2

3.4 Service Delivery 3-3

3.5 Financial 3-3

3.6 Other

SECTION FOUR – PROPOSAL EVALUATION

4.1 Introduction

3-5

4-1

4.2 Evaluation Process 4-1

4.3 Evaluation Criteria 4-2

SECTION FIVE – ATTACHMENTS

ATTACHMENT A: Proposal Application Checklist

ATTACHMENT B: Proposal Application Identification Form, Application, and Sample Table of Contents

ATTACHMENT C: Form SPOH-205 (Budget)

ATTACHMENT D: Contract General Conditions (Pursuant to 103F, HRS)

Contract Special Conditions

Hawaii Judiciary Policy Discrimination/Harassment-Free Workplace

General Requirements Scope of Work

2-6

SECTION ONE

ADMINISTRATIVE

OVERVIEW

1-1

SECTION ONE - ADMINISTRATIVE OVERVIEW

Applicants are encouraged to read each section of this RFP thoroughly. While sections such as the administrative overview may appear similar among RFPs, state purchasing agencies may add additional information as applicable. It is the responsibility of the applicant to understand the requirements of this

RFP.

1.1 Procurement Timetable

Note that the procurement timetable represents the Judiciary’s best estimated schedule. If an activity on this schedule is delayed, the rest of the schedule will likely be shifted by the same number of days. Contract start dates may be subject to the issuance of a notice to proceed.

Activity Scheduled Date A. Public Notice Announcing RFP October 22, 2026

B. Distribution of RFP October 22, 2026 – December 3, 2026

C. RFP Orientation Session(s)

9:00 a.m. H.S.T., October 30, 2026

D. Deadline for Submission of Applicants’ Written Questions for Written Responses

2:00 p.m. H.S.T., November 2, 2026

E. Judiciary’s Response to Applicants’ Written Questions 4:30 p.m. H.S.T., November 10, 2026

F. Discussions with Applicants Prior to Submittal Deadline (optional).

October 22, 2026 – December 3, 2026

G. PROPOSAL SUBMITTAL DEADLINE IN HIePRO 12:00 p.m. H.S.T., December 3, 2026

H. Discussions with Applicants After Submittal Deadline (optional) December 2026

I. Final Revised Proposals (optional) December 2026

J. Proposal Evaluation Period December 2026-January

K. Provider Selection and Award December 2026-January

L. Notice of Statement of Findings and Decisions December 2026-January

M. Contract Development December 2026-January

N. Contract Start Date (tentative) July 1, 2027

1-2

1.2 Website Reference

The Judiciary Website is http://www2.hawaii.gov/jud under “Doing Business with the Judiciary/Solicitations”.

Item

Website

1 Procurement of Health and Human Services http://spo.hawaii.gov/for-vendors/vendor-guide/methods-of-procurement/health-human-services/competitive-purchase-of-services-procurement-method/cost-principles-table-hrs-chapter-103f-2/

2 RFP website http://hawaii.gov/spo2/health/rfp103f/

Hawaii Revised Statutes (HRS) and Hawaii Administrative Rules (HAR) for Purchases of Health and Human Services http://spo.hawaii.gov Click on the “References” tab.

4 General Conditions, AG-103F13 http://hawaii.gov/forms/internal/department-of-the-attorney-general/ag-103f13-1/view

5 Forms http://spo.hawaii.gov

Click on the “Forms” tab.

6 Cost Principles http://spo.hawaii.gov

Search: Keywords “Cost Principles”

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

8 Hawaii Compliance Express

(HCE)

http://spo.hawaii.gov/hce/

9 Hawaii Revised Statutes http://capitol.hawaii.gov/hrscurrent

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

11 Department of Labor and Industrial Relations http://labor.hawaii.gov

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

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

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

(Please note: website addresses may change from time to time. If a State link is not active, try the State of Hawaii website at http://hawaii.gov)

1.3 Authority

This RFP is issued under the provisions of the Hawaii Revised Statutes, Chapter 103F and its administrative rules. All prospective applicants are charged with presumptive http://www2.hawaii.gov/jud

1-3 knowledge of all requirements of the cited authorities. Submission of a valid executed proposal by any prospective applicant shall constitute admission of such knowledge on the part of the prospective applicant.

1.4 RFP Organization

This RFP is organized into five sections:

SECTION ONE: Administrative Overview--Provides applicants with an overview of the procurement process.

SECTION TWO: Service Specifications--Provides applicants with a general description of the tasks to be performed, delineates applicant responsibilities, and defines deliverables (as applicable).

SECTION THREE: Proposal Application--Describes the required format and content for the proposal application.

SECTION FOUR: Proposal Evaluation--Describes how proposals will be evaluated by the Judiciary.

SECTION FIVE: Attachments --Provides applicants with information and forms necessary to complete the application.

1.5 Contracting Office

The Contracting Office is responsible for receiving and for the execution of the contract(s) resulting from this RFP. The Contracting Office is:

The Judiciary, State of Hawaii Financial Services Division

Contracts and Purchasing Office 1111 Alakea Street, 6th Floor

Honolulu, Hi 96813-2807 Phone: (808)538-5805 Fax: (808) 538-5802 Email: Kelly.Y.Kimura@courts.hawaii.gov

1.6 Orientation

Orientation meeting for applicants will be held on the date and at the locations and time indicated in the “NOTICE TO PROVIDERS THROUGH THE STATE OF HAWAII ELECTRONIC PROCUREMENT SYSTEM (HIePRO) of this RFP.

Applicants attending the orientation should have their RFP packets with them. Applicants are encouraged to submit written questions prior to the orientation to HIePRO.

Impromptu questions will be permitted and spontaneous answers provided at the orientation at the Judiciary’s discretion. Verbal answers provided at the orientation are only intended as general direction and may not represent the Judiciary’s position. Formal official responses will be provided in writing. To ensure a written response from the Judiciary, questions should be mailto:Kelly.Y.Kimura@courts.hawaii.gov

1-4 submitted in writing following the close of the orientation, but no later than the date indicated in HIePRO, in order to generate a written Judiciary response. All questions shall be submitted through HIePRO.

1.7 Governing Laws and Regulations

This procurement is conducted by the Judiciary in accordance with the regulations and laws of the State of Hawaii. Venue for any administrative or judicial action relating to this procurement, evaluation, and award shall be in the State of Hawaii.

1.8 Electronic Procurement

The State Procurement Office has established the Hawaii State eProcurement (HlePRO) System to promote an open and transparent system for vendors to compete for state contracts electronically. Applicants interested in responding to this solicitation must be registered on HlePRO. Registration information is available at the State Procurement Office (SPO) website:

https://hiepro.ehawaii.gov/welcome.html, select HlePRO Vendor Registration and then Vendor Registration Guide.

The Judiciary will use HlePRO to issue the RFP, receive proposals, and issue Addenda to the RFP. Addenda and the other information and materials shall be provided by the Judiciary through HlePRO, including additions or changes with respect to the dates in the Procurement Timetable.

The Judiciary is not responsible for any delay or failure of any Applicant to receive any materials updated through the RFP Process on a timely basis.

As part of this procurement process, Applicants are informed that awards made for this solicitation, if any, shall be done through the HlePRO and shall, therefore, be subject to a mandatory .75% (.0075) transaction fee, not to exceed $5,000 for the total contract term.

HlePRO Special Instructions. Applicant shall review all special instructions located in HlePRO.

Applicants are responsible for ensuring that all necessary files are attached to their proposal prior to the proposal deadline.

Applicants are advised that they should not wait until the last minute to submit their proposal on HlePRO. Applicants should allow ample time to review their submitted proposal, including attachments, prior to the proposal deadline.

1.9 Submission of Questions

If a Prospective Applicant believes that any provision of the RFP is unclear, potentially defective, or would prevent from providing a meaningful Proposal, the Applicant shall submit questions regarding this solicitation through HIePRO on or before the deadline indicated in Procurement Timetable. Each question shall identify the page, section number, paragraph, and line or sentence of such provision(s) of the RFP to which the question applies. The Judiciary will respond by the response date specified in the Procurement Timetable. The Judiciary may issue Addenda in response to written questions received regarding the RFP

1-5

1.10 Electronic Submission of Questions

All questions must be submitted through the Hawaii State eProcurement System (HlePRO).

Questions must be submitted by the question deadline date and time shown in Schedule and Significant Dates. Answers will be given via the Hawaii State eProcurement System (HlePRO) site as noted in Schedule and Significant Dates.

Applicants are cautioned about including context in questions that may reveal the source of questions. The identity of potential Applicants will not be published with the answers, but the text of questions will be restated, to the extent possible, to exclude information identifying potential Applicants.

1.11 Submission of Proposals

1.11.1 Forms/Formats

Forms, with the exception of program specific requirements, may be found on the State Procurement Office website at: www.spo.hawaii.gov, click Procurement of Health and Human Services and For Private Providers. Please refer to the Proposal Application Checklist (SECTION FIVE, ATTACHMENT A) for the location of program for information on: 1) where to obtain the forms/instructions; 2) additional program specific requirements; and 3) the order in which all components of the application should be assembled and submitted to the Judiciary. Proposals must contain the following components:

(1) Proposal Application Identification Form – Provides applicant proposal identification. Applicants shall use the hard copy of the Judiciary Proposal Application Identification Form included in SECTION FIVE, ATTACHMENT B of this RFP.

(2) Proposal Application Check List – Provides applicants with information on where to obtain the required forms; information on program specific requirements; which forms are required and the order in which all components should be assembled and submitted to the Judiciary.

(3) Table of Contents - A sample table of contents for proposals is located in

SECTION FIVE: ATTACHMENT B. This is sample and meant as a guide. The table of contents may vary depending on the RFP.

(4) Proposal Application (Form SPO-H-200A) - A sample application showing the format of the application headings is located in SECTION FIVE, ATTACHMENT B. Applicant shall submit comprehensive narratives that addresses all of the issues contained in the Proposal Application Instructions, including a cost proposal/budget if required. (Refer to Section 3 of this RFP)

1.11.2 Program Specific Requirements - Additional program specific requirements are included in SECTION TWO, Service Specifications, and/or SECTION THREE, Proposal Application, as applicable. If Federal and/or State certifications are required, they are listed on the Proposal Application Checklist located in Section 5.

1.11.3 Multiple or alternate proposals - Multiple or alternate proposals shall not be accepted http://www.spo.hawaii.gov/

1-6 unless specifically provided for in SECTION TWO of this RFP. In the event alternate proposals are not accepted and an applicant submits alternate proposals, but clearly indicates a primary proposal, it shall be considered for an award as though it were the only proposal submitted by the applicant.

1.11.4 Provider Compliance. All providers shall comply with all laws governing entities doing business in the State.

• Tax Clearance. Pursuant to HRS §103-53, as a prerequisite to entering into contracts of $25,000 or more, providers are required to have a tax clearance from the Hawaii State Department of Taxation (DOTAX) and the Internal Revenue Service (IRS). Refer to Section 1.2, Website Reference for DOTAX and IRS website address.

• Labor Law Compliance. Pursuant to HRS §103-55, providers shall be in compliance with all applicable laws of the federal and state governments relating to workers' compensation, unemployment compensation, payment of wages, and safety. Refer to Section 1.2, Website Reference for the Department of Labor and Industrial Relations (DLIR) website address.

• Business Registration. Prior to contracting, owners of all forms of business doing business in the state except sole proprietorships, charitable organizations, unincorporated associations and foreign insurance companies shall be registered and in good standing with the Department of Commerce and Consumer Affairs (DCCA), Business Registration Division. Foreign insurance companies must register with DCCA, Insurance Division. More information is on the DCCA website. Refer to Section 1.2, Website Reference for DCCA website address.

Providers may register with Hawaii Compliance Express (HCE) for online compliance verification from the DOTAX, IRS, DLIR, and DCCA. There is a nominal annual registration fee for the service. The HCE’s online “Certificate of Vendor Compliance” provides the registered provider’s current compliance status as of the issuance date, and is accepted for both contracting and final payment purposes. Refer to Section 1.2, Website Reference, for HCE’s website address.

Providers not utilizing the HCE to demonstrate compliance shall provide paper certificates to the purchasing agency. All applications for applicable clearances are the responsibility of the providers. All certificates must be valid on the date it is received by the purchasing agency. The tax clearance certificate shall have an original green certified copy stamp and shall be valid for six months from the most recent approval stamp date on the certificate. The DLIR certificate is valid for six months from the date of issue. The DCCA certificate of good standing is valid for six months from date of issue.

1.11.5 Wages Law Compliance - If applicable, by submitting a proposal, the applicant certifies that the applicant is in compliance with HRS §103-55, Wages, hours, and working conditions of employees of contractors performing services. Refer to Section 1.2, Website Reference for statutes and DLIR website address.

1.11.6 Campaign Contributions by State and County Contractors - HRS §11-355 prohibits campaign contributions from certain State or county government contractors during the term of the contract if the contractors are paid with funds appropriated by a legislative

1-7 body. Refer to Section 1.2, Website Reference for statutes and Campaign Spending Commission website address.

1.11.7 Confidential Information - If an applicant believes any portion of a proposal contains information that should be withheld as confidential, the applicant shall request in writing non-disclosure of designated proprietary data to be confidential and provide justification to support confidentiality. Such data shall accompany the proposal, be clearly marked, and shall be readily separable from the proposal to facilitate eventual public inspection of the non-confidential sections of the proposal.

Note that price is not considered confidential and will not be withheld.

1.11.8 Proposal Submittal - All proposals and proposal forms shall be submitted electronically through the State of Hawaii Electronic Procurement System (HIePRO) at https://hiepro.ehawaii.gov/welcome.html.

1.12 Discussions with Applicants

1.12.1 Prior to Submittal Deadline - Discussions may be conducted with potential applicants to promote understanding of the purchasing agency’s requirements.

1.12.2 After Proposal Submittal Deadline - Discussions may be conducted with applicants whose proposals are determined to be reasonably susceptible of being selected for an award, but proposals may be accepted without discussions, in accordance with the administrative rules (Section 3-143-403, HAR.).

1.13 Opening of Proposals

Proposals shall be received electronically through HIePRO. HIePRO shall make available to the Judiciary documents after the proposal deadline. The HIePRO system does not allow access to documents received by the Judiciary until after the proposal deadline.

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

1.14 Additional Materials and Documentation

Upon request from the Judiciary, each applicant shall submit any additional materials and documentation reasonably required by the Judiciary in its evaluation of the proposals.

1.15 RFP Amendments

The Judiciary reserves the right to amend this RFP at any time prior to the closing date for the final revised proposals.

1.16 Final Revised Proposals

The applicant’s final revised proposal, as applicable to this RFP, will be received in HIePRO by https://hiepro.ehawaii.gov/welcome.html

1-8 the proposal submittal deadline indicated in HIePRO. Any final revised proposal received after the date and time specified in HIePRO or at a location other than the HIePRO website will not be considered. If a final revised proposal is not submitted, the previous submittal shall be construed as the applicant’s best and final offer/proposal. Only the section(s) of the proposal that are amended shall be submitted by the applicant, along with the Proposal Application Identification Form (SPO-H-200). After final revised proposals are received, final evaluations will be conducted for an award.

1.17 Firm Proposal

Responses to this RFP, including proposed prices and/or fees will be considered firm for 90 days from the proposal due date.

1.18 Cancellation of Request for Proposal

The request for proposal may be canceled and any or all proposals may be rejected in whole or in part, when it is determined to be in the best interests of the Judiciary.

1.19 Costs for Proposal Preparation

Any costs incurred by applicants in preparing or submitting a proposal are the applicants’ sole responsibility.

1.20 Provider Participation in Planning

Provider participation in the Judiciary’s efforts to plan for or to purchase health and human services prior to the Judiciary’s release of a request for proposals, including the sharing of information on community needs, best practices, and providers’ resources, shall not disqualify providers from submitting proposals if conducted in accordance with sections 3-142-202, 3-142- 203 and 3-143-618 of the Hawaii Administrative Rules for Chapter 103F, HRS.

1.21 Rejection of Proposals

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

A proposal may be automatically rejected for any one or more of the following reasons: (Relevant sections of the Hawaii Administrative Rules for Chapter 103F, HRS are parenthesized.)

A. Rejection for failure to cooperate or deal in good faith. (Section 3-141-201)

B. Rejection for inadequate accounting system. (Section 3-141-202)

C. Late proposals. (Section 3-143-603)

D. Inadequate response to request for proposals. (Section 3-143-609)

1-9

E. Proposal not responsive. (Section 3-143-610(a) (1)

F. Applicant not responsible. (Section 3-143-610(a) (2)

1.22 Notice of Award

A statement of findings and decision shall be provided to all applicants by mail upon completion of the evaluation of competitive purchase of service proposals.

Any agreement arising out of this solicitation is subject to the approval of the Judiciary’s Staff Attorney as to form.

No work is to be undertaken by the awardee prior to the contract commencement date. The Judiciary is not liable for any costs incurred prior to the official starting date.

1.23 Proposals and Awards

In accordance with Act 69, Session Laws of Hawaii 2010, HRS Chapter 103F has been amended by adding a new section as follows:

(a) No contract proposals shall be accepted from any applicant who lacks any license necessary to conduct the business being sought by the request for proposals. This section prohibits contract proposals from being accepted from any applicant, who lacks any license necessary to conduct the business being sought by the RFP. If a provider is required to be licensed, accredited, or certified to perform the services being solicited under the RFP, the proposal shall include written verification or proof from the State of Hawaii, Department of Commerce and Consumer Affairs, or from the appropriate licensing, accrediting, or certifying body, of an active license, or of current accreditation or certification. Proposals submitted by an applicant, who lacks the necessary licensure, accreditation, or certification, will be rejected and not evaluated. A provider who enters into a contract with the Judiciary shall maintain the necessary license, accreditation, or certification, in good standing for the duration of the contract period; a failure to maintain the necessary credentials may be grounds for termination of the contract by the Judiciary.

(b) Proposals submitted under this chapter shall include all costs, fees, and taxes, and any award or contract shall be for the amount of the proposal. No award or contract shall include any other payment, rebate, or direct or indirect consideration that is not included in the proposal, such as insurance premium or general excise tax rebates to or waivers for an applicant or bidder. The amount of a contract or award shall be negotiated by the parties based on the cost items presented in the applicant’s proposal. The contract amount may not be greater than the negotiated contract cost, except as subsequently agreed to under an amendment or extension of the contract.

The contract amount may be adjusted during the term of the contract based upon availability of funds and pursuant to applicable statutes, or as provided for in this Request for Proposals:

1. The contract amount may be increased, subject to negotiation, if there is a change in the scope of service such as reinstatement of prior scheduled services, extending the hours of service, increasing the number of referrals, increasing the number of groups and

1-10 individual sessions per client, expansion of services, etc., provided that the provider shall submit a revised scope of service in support of the adjustment.

2. The contract amount may be decreased, subject to negotiation, if there is a change in the scope of service such as reduction of prior scheduled services, reducing the hours of service, decreasing the number of referrals, decreasing the number of groups and individual sessions per client, reduction of services, etc., provided that the provider shall

In the case of cost reimbursement contracts, the contract costs are subject to adjustment by the Judiciary, based upon availability of funds and pursuant to applicable statutes, or as agreed upon during the term of the contract. Cost adjustments shall be permitted as follows:

1. The contract amount may be increased, subject to negotiation, if there is a change in the scope of service such as reinstatement of prior scheduled services, extending the hours of service, increasing the number of referrals, increasing the number of groups and individual sessions per client, expansion of services, etc., provided that the provider shall submit a revised scope of service in support of the adjustment.\

2. The contract amount may be decreased, subject to negotiation, if there is a change in the scope of service such as reduction of prior scheduled services, reducing the hours of service, decreasing the number of referrals, decreasing the number of groups and individual sessions per client, reduction of services, etc., provided that the provider shall

By submitting a proposal in response to this RFP, the applicant agrees to all of the provisions, terms, and conditions contained in the RFP.

1.24 Protests

Pursuant to HRS §103F-501 and HAR Chapter 148, an applicant aggrieved by an award of a contract may file a protest. The Notice of Protest form, SPOH-801, and related forms are available on the SPO website. Refer to Section 1.2, Website Reference for website address. Only the following matters may be protested:

(1) A state purchasing agency’s failure to follow procedures established by Chapter 103F of the Hawaii Revised Statutes;

(2) A state purchasing agency’s failure to follow any rule established by Chapter 103F of the

Hawaii Revised Statutes; and

(3) A state purchasing agency’s failure to follow any procedure, requirement, or evaluation criterion in a request for proposals issued by the state purchasing agency.

The Notice of Protest shall be postmarked by USPS or hand delivered to 1) the head of the state purchasing agency conducting the protested procurement and 2) the procurement officer who is conducting the procurement (as indicated below) within five working days of the postmark of the Notice of Findings and Decision sent to the protestor. Delivery services other than USPS shall be considered hand deliveries and considered submitted on the date of actual receipt by the state purchasing agency.

1-11

Lori Okita

Chief Court Administrator, First Circuit Ka’ahumanu Hale

777 Punchbowl Street Honolulu, HI 96813

Questions regarding protests may be directed to the applicable procurement officer, identified as the specifications contact person for the service specifications described in SECTION TWO of this RFP.

1.25 Availability of Funds

The award of a contract and any allowed renewal or extension thereof is subject to allotments to be made by the Administrative Director of the Courts and subject to the availability of State and/or Federal funds.

1.26 Monitoring and Evaluation

The criteria by which the performance of the contract will be monitored and evaluated are:

A. Performance/Outcome Measures

B. Output Measures

C. Quality of Care/Quality of Services

D. Financial Management

E. Administrative Requirements

1.27 General and Special Conditions of Contract

The general and special conditions that will be imposed contractually are attached (See

SECTION FIVE, ATTACHMENT C).

1.28 Cost Principles

To promote uniform purchasing practices among state purchasing agencies procuring health and human services under HRS Chapter 103F, state purchasing agencies will utilize standard cost principles as outlined on the SPO website. Refer to Section 1.2 Website Reference for website address. Nothing in this section shall be construed to create an exemption from any cost principle arising under federal law.

END OF SECTION ONE

SECTION TWO

SERVICE SPECIFICATIONS

2-1

Section 2 Service Specifications

2.1 Introduction

A. Overview, purpose or need

The mission of the Hawai‘i’s Women’s Court is to assist and guide the participants in meeting their legal and statutory responsibilities and to facilitate change in the participants wellbeing by providing gender responsive services that upholds the mission of the Hawai‘i State Judiciary and Adult Client Services Branch. Additionally, to enhance community safety by reducing recidivism through evidenced based, trauma informed care, and cultural practices.

When the Hawaii Women’s Court clients are placed in the program, they may lack the community support, such as case management services, to assist them with housing, treatment, and independent living. Some female clients do not know where to find the resources in the community.

Having case management services for the Hawaii Women’s Court will assist the client’s individual needs/barriers for them to be successful in life. Without the guidance of a case management program to assist the clients with independent living, the clients can easily revert back to their old ways and remain stagnant in their life.

The ACSB, Women’s Court client(s) will receive case management services either while living at the contracted clean and sober home/s or while in the community. The case management program will meet the client at the clean and sober home or in the community and provide an individualized approach to the client by addressing their basic needs while utilizing some motivational interviewing skills to assist them with being successful in their recovery. The case manager will meet with the client at the clean and sober home or in the community weekly to review their case plan and make an adjustment to the plan, if needed.

Case management services have been budgeted through general funds for approximately forty (40) clints, four (4) hours per week, for up to thirty-four (34) weeks.

B. Planning activities conducted in preparation for this RFP

2-2

The Judiciary posted Requests for Information seeking the public’s input on the availability of potential service providers and staffing capabilities for services.

Information on planning activities may be obtained on the State Procurement Office (SPO) website (See HAR §3-142-301)

C. Description of the service goals The applicant shall furnish case management services for persons who have been placed on probation, is living in a contracted clean and sober house or in the community and is supervised by the ACSB on the island of Oahu. Applicant is required to provide case management services, specific but not limited to: assistance with obtaining a state identification and/or birth certificate, application for welfare and medical benefits, assistance with employment, vocational and/or educational needs; and assistance with finding permanent housing.

D. Description of the target population to be served

The target population are persons placed on probation in Hawaii Women’s Court, in the First Circuit, on the Island of Oahu, who may have been recently released from jail; struggling with homelessness; and/or struggling to find stability in the community.

E. Geographic coverage of service

Service areas include, First Circuit, Island of Oahu.

F. Probable funding amounts, source, and period of availability

Probable funding amounts:

FY 2028 FY 2029 FY 2030 FY 2031

Funding amounts are not being stated at this time. Applicants should propose funding amounts in their proposals based on their best estimate of the cost of providing the services described in these specifications. Please provide the hourly rate for case management services.

Funding source: State general funds.

Period of availability: The Judiciary anticipates awarding contracts with

2-3 a term of twenty-four months starting July 1, 2027 to June 30, 2029 and may be extended for the period of July 1, 2029 through June 30, 2031.

Contract Monitoring and Evaluation The criteria by which the performance of the contract will be monitored and evaluated are:

(1) Performance/Outcome Measures

(2) Output Measures

(3) Quality of Care/Quality of Services

(4) Financial Management

(5) Administrative Requirements

2.2 General Requirements

A. Specific qualifications or requirements, including but not limited to licensure or accreditation

1. The applicant must have demonstrated its competence or qualifications to perform the required services. Have knowledge of island resources, criminal justice field, cultural sensitivity and homeless population.

2. The applicant shall have an accounting system, with acceptable accounting practices and standards.

3. The applicant shall submit in a timely manner upon request by the Judiciary, any additional information needed by the Judiciary to make a decision on the applicant’s proposal. The Judiciary may request an oral discussion or presentation in support of the proposal.

On-site or virtual visits may be made.

4. The applicant shall comply with the Chapter 103F, HRS

Cost Principles for Purchase of Health and Human Services identified in SPO-H-201, which can be found on the SPO website (See Section 5, Proposal Application Checklist, for the website address).

5. Client Management Requirements

a. The applicant shall ensure client input into all aspects of case planning inclusive of service-related-decisions.

2-4

b. The applicant shall notify the Judiciary of incidents that may include grievances, and appeals and efforts to address the situation and improve services.

d. Confidentiality: The applicant agrees to keep confidential and to take reasonable precautions to prevent the unauthorized disclosure of any and all medical records and information required to be prepared or maintained by the applicant, its employees, contractors or the Judiciary pursuant to chapter 323B, Hawaii Revised Statutes.

e. When organization vehicles are used for activities outlined in this RFP, the vehicle shall be maintained according to safety and legal standards.

f. Insurance Policies. In addition to the provisions of the

General Conditions, the applicant, at its sole cost and expense, shall procure and maintain policies of liability insurance and other insurance necessary to insure the applicant and its employees against any claim or claims for damages arising by reason of personal injuries or death occasioned directly or indirectly in connection with the performance of the contract.

The applicant shall obtain, maintain, and keep in force throughout the period of this Contract the following types of insurance:

a) General Liability Insurance issued by an insurance company in the amount of at least

ONE MILLION AND NO/100 DOLLARS

($1,000,000.00) for bodily injury and property damage liability arising out of each occurrence and not less than TWO MILLION AND NO/100

DOLLARS

($2,000,000.00) in the aggregate annually.

b) Automobile Insurance issued by an insurance company in the amount of at least ONE

MILLION AND NO/100 DOLLARS

($1,000,000.00) bodily injury per person, $1,000,000 bodily injury per accident, and

2-5

$1,000,000.00 property damage per accident.

The insurance shall be obtained from a company authorized by law to issue such insurance in the State of Hawaii (or meet Section 431:8-301, Hawaii Revised Statutes, if utilizing an insurance company not licensed by the State of Hawaii)

For general liability and automobile liability insurance, the insurance coverage shall be primary and shall cover the insured for all work performed incidental thereto or directly or indirectly connected therewith. The applicant shall maintain in effect this liability insurance until the State has certified that the applicant’s work under the contract has been completed satisfactorily.

The Applicant will immediately provide written notice to the contracting department or agency should any of the insurance policies evidenced on its Certificate of Insurance form be cancelled, limited in scope, or not renewed upon expiration.

Furthermore, The Judiciary shall be added as an additional insured as respects to operations performed for The Judiciary, State of Hawaii, and it is agreed that any insurance maintained by The Judiciary, State of Hawaii will apply in excess of, and not contribute with, insurance provided by this policy.

Failure of the contractor to provide and keep in force such insurance shall be regarded as material default under this contract, entitling the Judiciary to exercise any or all of the remedies provided in this contract for a default of the contractor.

Prior to execution of the contract, the successful offeror shall provide proof of coverage of insurance requirements set forth under this section.

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

After-the-fact secondary purchases will be allowed.

Planned secondary purchases

There are no planned secondary purchases C. Multiple or alternate proposals

2-6

(Refer to HAR §3-143-605)

Allowed Unallowed D. Single or multiple contracts to be awarded

(Refer to HAR §3-143-206)

Single Multiple Single & Multiple

Multiple contracts may be awarded if such awards are deemed to be in the best interest of the Judiciary and will be based on the highest ranked proposals.

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

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

A multi- term contract will be awarded based on a determination that it is in the best interest of the Judiciary. The Judiciary anticipates awarding contracts with an initial term of twenty months starting 7/1/2027 to 6/30/2029 and may be extended for the period of July 1, 2029 through June 30, 2031. All State funds are contingent on appropriation.

F. RFP Contact person

The individuals listed below are the points of contact from the date of release of this RFP until the selection of the winning provider or providers. Written questions should be submitted through the State of Hawaii Electronic Procurement System (HIePRO) before day and time specified in HIePRO.

Buyer Information:

Contracts and Purchasing Office Kelly Kimura at (808) 538-5805 Email: Kelly.Y.Kimura@courts.hawaii.gov

Specifications Contact Information:

Adult Client Services, First Circuit Caelan ‘O Meara at (808) 954-8095 Email: Caelan.M.Omeara@courts.hawaii.gov mailto:Kelly.Y.Kimura@courts.hawaii.gov mailto:Caelan.M.Omeara@courts.hawaii.gov

2-7

2.3 Scope of Work

The scope of work encompasses the following tasks and responsibilities:

A. Service Activities

The applicant shall provide case management services specific but not limited to: assistance with obtaining a state identification and/or birth certificate, application for welfare and medical benefits; assistance with transportation, employment, vocational and/or educational needs; and assistance with treatment (Substance use) referrals.

1. The applicant shall help the client solve issues related to finding permanent housing, connecting with community agencies, and other needed resources.

2. In conjunction with providing the case management services, the applicant shall provide the following management services

A. The applicant must provide orientation to any new client placed in their program for case management services.

B. The applicant must be able to provide services to a wide variety of clientele, including limited English proficiency persons and persons with disabilities.

C. The applicant/ case manager must meet the client at various locations (i.e. clean and sober home; probation office, or in the community) and provide an individualized approach to the client by addressing their basic needs while utilizing some motivational interviewing skills to identify strengths, needs, and goals and assist them with being successful with their recovery.

2-8

D. The applicant/case manager will meet the client weekly to create and review their case plan to include identifying client goals, identifying challenging circumstances unique to the client, identify and fill resource gaps, and make any adjustments to the plan, if needed, and follow-up with any paperwork that is needed to achieve the client’s specific goals.

E. The applicant will continue case management services after the client moves into their own independent residence to provide a smooth transition for the client.

F. The applicant must communicate with the client’s assigned probation officer or designee on the client’s progress with case management goals. The applicant shall notify the Judiciary, ACSB of any non-compliance of the referred client.

B. Management Requirements (Minimum and/or mandatory requirements)

1. Personnel

a. The applicant shall possess and document knowledge, capacity skills, and experience working with the targeted population.

b. Applicants shall describe its program for increasing staff competencies in case management and providing multiple services to clients.

c. The applicant shall conduct a State and Federal fingerprint- based criminal history record check for any person, including, but not limited to any officer, employee, volunteer, subcontractor, who performs work or services which necessitates close proximity to or unsupervised access to

2-9 vulnerable clients such as children, disabled, and/or the elderly, or other program related vulnerable clients. In addition, the applicant will conduct a search of the State and National Sex Offender Registries, http://sexoffenders.ehawaii.gov (State Sex Offender Registry) and the www.nsopr.gov (National Sex Offender Public Registry). The minimum record check will be conducted once every four years, if applicable, for each person, and/or at the outset of the contract period if such checks have never been conducted.

d. The applicant shall submit an organization-wide program specific organization chart as part of their response to the RFP for direct care and supervisory staff. The program-specific chart shall show the position of each staff and the line of responsibility including clinical and administrative supervision.

f. The staff and volunteers, if used by the applicant, shall be under the supervision of the program director or his or her designee and shall, accordingly, be trained in client confidentiality issues and program quality assurance requirements.

2. Administrative

a. The applicant shall describe their policies and procedures which clearly identify the target population (Hawaii Women’s Court clients) for each type of service, the program content, and the methods of service delivery.

b. Court testimony by an applicant representative shall be provided as needed.

3. Quality assurance and evaluation specifications http://sexoffenders.ehawaii.gov/ http://www.nsopr.gov/

2-10

a. The applicant shall have a quality assurance plan which identifies the mission of the organization, what services will be provided, how services are delivered, who is qualified to deliver the services, who is eligible to receive the services, and what standards are used to assess or evaluate the quality and utilization of services

b. Contract compliance may be monitored by conducting site visits and reviews without prior notice.

A program assessment may be conducted to assess the applicant’s implementations of effective practices in working with ACSB clients. Program assessments will be coordinated by the Judiciary, ACSB. If any areas of improvement are identified, the Judiciary, ACSB will assist the applicant in addressing the area/s in need of improvement.

c. Applicants shall provide their most recent program monitoring assessment or most recent evaluation reports, or most recent audit.

4. Output and performance/outcome measurements

a. The applicant shall provide requested output measures for program data collection.

b. Outcome: The applicant shall propose measurement tools by which effectiveness of the services may be determined, as well as utilize any provided by the Judiciary.

a. The applicant or their designee shall meet with the Judiciary or their designee on a quarterly basis to discuss problems and/or clarifications of contract agreement, outcomes, and goals.

Additional meetings may be scheduled as needed.

2-11

5. Coordination of services Applicants are required to demonstrate the coordination of services with other involved agencies or partners in the community.

6. Reporting requirements for program and fiscal data.

a. The applicant shall provide a monthly invoice listing the names, date of birth, and applicable identification number (if any), for each client on Case Management Services no later than the 5th working day of the month to parties designated by the Judiciary.

b. The applicant shall submit written quarterly reports summarizing output and outcome data, performance accomplishments, challenges, and actual expenditures. Reports shall consist of a statement by the applicant relating to the work accomplished during the reporting period and shall include statements of the nature of the work performed, identification of persons served by the applicant during the reporting period, identification of any immediate problems encountered during the reporting period, and any recommendations deemed pertinent by the applicant, as well as a statement of what activities are proposed to be accomplished during the next reporting period. In addition to the written progress reports, the applicant, upon request, shall be required to meet with representatives of the Judiciary to discuss the progress of the work required.

c. The applicant shall, at the completion of the contract period, submit a final written report to the Judiciary. The report shall include documentation of the provider's overall effort towards meeting the project goals and objectives, to include information on the outcome(s) of quality improvement activities in which the program is engaged. Furthermore, the provider shall furnish any additional reports or information that the Judiciary may from time to time require or request.

2-12

d. Quarterly reports are due 30 days after the end of the quarter. Year-end reports are due 45 days after the end of each fiscal year and/or at the end of the contract period, as applicable

C. Facilities As the applicant will be required to meet with the Hawaii Women’s Court client at their clean and sober home; probation office, or in the community.

1.2 COMPENSATION AND METHOD OF PAYMENT

Pricing methodology shall be a negotiated unit of service/s. The applicant shall submit unit of service rates for each service activity. Payments shall be made monthly upon submission of an invoice and required data collection forms.

The estimated number of total participants on Oahu is forty (40) per year on the island of Oahu. This includes four (4) hours of case management services per week, up to thirty- four (44) weeks per client.

Estimated units of service (per year)

Case management services

FY 2028, FY 2029, FY 2030,

FY 2031

Number of clients per year

Approximately 40

SECTION THREE

PROPOSAL

APPLICATION

INSTRUCTIONS

3-1

SECTION THREE

PROPOSAL APPLICATION INSTRUCTIONS

3.0 General instructions for completing applications:

• Proposal Applications shall be submitted to the Judiciary using the prescribed format outlined in this section.

• The numerical outline for the application, the titles/subtitles, and the applicant organization and RFP identification information on the top right-hand corner of each page should be retained. The instructions for each section, however, may be omitted.

• Page numbering of the Proposal Application should be consecutive, beginning with page one and continuing through the complete proposal.

• Book marking of…