The Judiciary State of Hawaii

Request for Proposals

RFP J28028

(RFP-J28028-CC2)

SHELTER SERVICES, SECOND 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:

MS. ALYSHA STEPHENSON

EMAIL: Alysha.R.Stephenson@courts.hawaii.gov

OCTOBER 28, 2026

THE JUDICIARY, STATE OF

HAWAII HONOLULU, HAWAII

REQUEST FOR PROPOSAL NO. J28028

RFP ADMINISTRATIVE INFORMATION

RFP Title SHELTER SERVICES, SECOND CIRCUIT, THE JUDICIARY, STATE OF HAWAII

RFP Project Description (See Section Two) RFP Point of Contact: (See Buyer Information)

Buyer Name – Ms. Alysha Stephenson Agency Name - Judiciary Buyer email – Alysha.R.Stephenson@courts.hawaii.gov

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

(See Electronic Submission of Proposals)

Electronic Submission hiepro.ehawaii.gov

RFP Orientation November 6, 2026, at 9:00 A.M., Hawaii Standard Time (HST)

Orientation meeting will be conducted virtually through Microsoft Teams.

Meeting ID: 226 511 315 069 991 0 Passcode: c3VV26Kw

Deadline to Receive Questions:

(See Procurement Timetable)

November 6, 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 1, 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

2-42.3

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

2-2

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 28, 2026

B. Distribution of RFP October 28, 2026 – December 1, 2026

C. RFP Orientation Session(s)

9:00 a.m. H.S.T., November 6, 2026

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

2:00 p.m. H.S.T., November 6, 2026

E. Judiciary’s Response to Applicants’ Written Questions 4:30 p.m. H.S.T., November 12, 2026

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

October 28, 2026 – December 1, 2026

G. PROPOSAL SUBMITTAL DEADLINE IN HIePRO 12:00 p.m. H.S.T., December 1, 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

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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.

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Mr. Ernest Delima

Chief Court Administrator, Second Circuit Hoapili Hale

2145 Main Street Wailuku, Hawaii 96793-1679

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

Page 2-1

JUVENILE CLIENT AND FAMILY SERVICES

2.0 SVC SPEC TITLE: Juvenile Client and Family Services

JCFSS-Shelter Services

2.1 Introduction

A. Description of the goals of the service

The goal of the service is to assist juveniles to resolve various problems and conflicts, help them learn socially acceptable behaviors and function in the community as law-abiding citizens. Services should also be reflective of the court’s balanced and restorative justice philosophy, and the guiding principles of the Juvenile Detention Alternative Initiative (JDAI). The goals of balanced and restorative justice are accountability, competency development, and public safety.

JDAI principles are complementary in that they can help shape and guide jurisdiction’s practice through collaboration and a continuum of services that are culturally competent, relevant and accessible to the youth they serve and reduce the reliance on unnecessary confinement in secured detention.

B. Description of the target population to be served

Juveniles between the ages of 12 to 17 years who are adjudicated or non-adjudicated for law violations and/or status offenses.

C. Geographic coverage of service

Second Circuit - Islands of Maui, Molokai, & Lanai

D. 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.

Funding source: State General Funds.

Period of availability: The Judiciary intends to award a multi-term contract. The aggregate term of the contract shall not exceed four (4) years, e.g., July 1, 2027 to June 30, 20231, subject to the appropriation and availability of funds and satisfactory contract performance. Funds are available for only the initial term of

Page 2-2 the contract which is for two (2) years.

2.2 General Requirements

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

1. Applicant shall have licenses and certificates, as applicable, in accordance with federal, state and county regulations, and comply with all applicable Hawaii Administrative Rules.

2. Applicant must have demonstrated competence or qualifications to perform the required services and shall have a minimum of one-year experience in the provision of services.

3. Applicant must have an accounting system, with acceptable accounting practices and standards.

4. The proposed service must meet all required state licensing or certification standards and provide assurances of fair hearing and grievance procedures for clientele, civil rights compliance, information safeguarding practices, and proof of insurance coverage as applicable. Applicants must also demonstrate a commitment to comply with the Prison Rape Elimination Act (PREA) standards.

5. Applicant shall submit in a timely manner upon request by the Judiciary any additional information needed to make a decision on Applicant’s proposal. The Judiciary may request an oral discussion or presentation in support of the proposal. On-site visits may be made.

6. Applicant shall comply with Chapter 103F, HRS Cost Principles for

Purchases of Health and Human Services identified in SPO-H-201 (Effective 10/01/98), which can be found on the SPO website (See Section 5, Proposal Application Checklist, for the website address).

B. Secondary purchaser participation

(Refer to §3-143-608, HAR)

After-the-fact secondary purchases will be allowed.

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

[ ] Allowed [X] Unallowed

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

[ ] Single [ ] Multiple [X] 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 §3-149-302, HAR)

[ ] Single term (< 2 yrs) [X] Multi-term (> 2 yrs.)

A multi-term contract will be awarded based on a determination that it is in the best interest of the Judiciary. The initial term of the contract shall be for two (2) years, from July 1, 2027 to June 30, 2029. Funds are available for only the initial term of the contract. The contract may be extended for another two (2) years, subject to appropriation and availability of funds and satisfactory performance of services by provider. Execution of a contract amendment is required to extend the contract for another term. The aggregate term of the contract shall not exceed four (4) years, e.g., July 1, 2027 to June 30, 2031. If it is determined that it is not in the best interest of the Judiciary to award a multi-term contract, a single-term contract will be awarded.

F. RFP contact persons

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 shall be submitted on the State of Hawaii eProcurement System (HIePRO) by the day and time specified in HIePRO and Section 1.1 (Procurement Timetable) of this RFP.

Buyer Information:

Judiciary Contracts & Purchasing Office Kelly Kimura at (808) 538-5805 Kelly.Y.Kimura@courts.hawaii.gov

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Specifications Contact Information:

Special Services Branch, Second Circuit Alysha Stephenson at (808) 244-2772

Alysha.R.Stephenson@courts.hawaii.gov

2.3 Scope of Work

The scope of work encompasses the following tasks and responsibilities:

A. Service Activities (Minimum and/or mandatory tasks and responsibilities)

Services are requested for a temporary shelter for youth who require a safe, culturally sensitive, monitored living environment while awaiting return to their own homes, placement in a substitute home, treatment program, or alternative living arrangement.

1. Specific needs include, but are not limited to:

a. The ability to accept referrals within one (1) hour;

b. Accommodation of juveniles up to thirty (30) days, with the possibility of extensions;

c. A counseling component to address individual client needs as appropriate;

Oahu: Counseling component may include cognitive behavioral interventions, i.e. skill building, problem solving and decision-making skills; and discharge planning involving minor, parent/caretaker and probation officer immediately upon admission into the shelter facility and subsequent follow-up with parties to ensure timelines.

d. Transportation; education and medical needs.

e. Twenty-four (24) hour supervision by responsible adult staff at an appropriate level to minimize clients’ unauthorized departure.

2. Family Court will retain sole authority to screen, determine admissibility, and to control placement.

mailto:Alysha.R.Stephenson@courts.hawaii.gov

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

1. Personnel

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

b. Applicant shall conduct a State and Federal fingerprint- based criminal history record check as well as a Child Protective Services System Central Registry check for any person, including, but not limited to any officer, employee, volunteer or subcontractor, who performs work or services which necessitates close proximity to or unsupervised access to vulnerable clients such as children, disabled, and/or the elderly. In addition, 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 for each person, and/or at the outset of the contract period if such checks have never been conducted. Further, Applicant will ensure the continued suitability of any officer, employee, volunteer or subcontractor to work or provide services to vulnerable clients.

Results of all criminal history record inquiries conducted shall be placed in the employee's or volunteer's personnel file and shall be available to Judiciary for review. Applicant further shall have a written plan for addressing any findings that result from a criminal history record check that may affect the treatment milieu (e.g.

actively under the supervision of any criminal justice agency, convicted sex offenders). Prior to commencing any work or services on the contract, Applicant shall ensure that any officer, employee, volunteer or subcontractor is suitable to be performing work or services in close proximity to or with unsupervised access to children, disabled, and/or elderly clients will be of reputable and responsible character and will not pose a risk to the health, safety, security, or well-being of clients, staff and the general public.

c. Applicant shall have on the premises at least one person currently certified in First Aid and CPR.

d. Applicant shall maintain documentation for each employee of an initial and annual tuberculosis (TB) skin test or chest X-ray.

e. The staff and volunteers, if used by 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 http://sexoffenders.ehawaii.gov/ http://www.nsopr.gov/

Page 2-6 program quality assurance requirements.

f. Applicant must have sufficient and relevant training and staff development.

2. Administrative

Applicant shall establish and implement policies and procedures which clearly identify the target population for each type of service, the program content, and methods of service delivery.

3. Quality assurance and evaluation specifications

a. Applicant shall have a quality assurance plan which identifies the mission of the organization, what services will be provided, how they 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. Program evaluation should reflect the documentation of the achievement of the stated goals, using tools and measures consistent with the professional standards of the disciplines involved in the delivery of services.

c. Applicants shall agree, by contract, to be willing to undergo a program assessment and/or audit designed to assess applicant’s implementation of effective practices in working with juvenile offenders. Based on the assessment/audit report, the vendor will develop in concert with the contracting agency, an action plan to address areas which need improvement. There should be at least one quality improvement activity completed annually.

d. Applicants shall provide all program monitoring, assessments and/or evaluation reports completed within the last two (2) years.

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

4. Output and performance/outcome measurements

a. Output: Applicant shall record unduplicated clients served. The unduplicated client count shall be recorded in Applicant’s quarterly reports, culminating in a final unduplicated client count on Applicant’s final report.

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

5. Reporting requirements for program and fiscal data

a. Applicant shall submit written quarterly and year-end reports summarizing output and outcome data, performance accomplishments, challenges, and actual expenditures. Quarterly reports are due 30 days after the end of the quarter. Final reports are due 45 days after the end of each fiscal year and/or at the end of the contract period, as applicable.

b. Reports shall consist of a statement by 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 Applicant during the reporting period, identification of any immediate problems encountered during the reporting period, and any recommendations deemed pertinent by 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, Applicant, upon request, shall be required to meet with representatives of the Judiciary to discuss the progress of the work required.

c. Applicant shall, at the completion of the contract period, submit a final written report to the Judiciary. The report shall include documentation of Applicant’s overall effort towards meeting the program 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.

6. Pricing or pricing methodology to be used:

Negotiated unit rate

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7. Units of service and unit rate Estimated number of units of service:

365 bed days per year

SECTION THREE

PROPOSAL

APPLICATION

INSTRUCTIONS

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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 sections (Recommended).

• Applicants must also include a Table of Contents with the Proposal

Application. A sample format is reflected in SECTION FIVE, Attachment B of this RFP.

• A written response is required for each item unless indicated otherwise. Failure to answer any of the items will impact upon an applicant’s score.

• Applicants are encouraged to take SECTION FOUR, Proposal Evaluation, into consideration when completing the proposal.

The Proposal Application comprises the following sections:

• Proposal Application Identification Form

• Table of Contents

• Program Overview

• Experience and Capability

• Project Organization and Staffing

• Service Delivery

• Financial

• Other

3.1 Program Overview

This section shall clearly and concisely summarize and highlight the contents of the proposal in such a way as to provide the Judiciary with a broad understanding of the entire proposal. Include a brief description of the applicant’s organization, the goals and objectives related to the service activity, and how the proposed service is designed to meet the problem/need identified in the service specifications.

3.2. Experience and Capability

3.2.1 Necessary Skills and Experience

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The applicant shall demonstrate that it has the necessary skills, abilities, knowledge of, and experience relating to the delivery of the proposed services.

3.2.2 Experience

The applicant shall provide a listing of verifiable experience with projects or contracts for the most recent five years that are pertinent to the proposed services.

Applicant shall include points of contact, addresses, email/phone numbers. The State reserves the right to contact references to verify experience.

3.2.2 Quality Assurance and Evaluation

The applicant shall describe its quality assurance and evaluation plans for the proposed services, including methodology.

3.2.3 Coordination of Services

The applicant shall demonstrate the capability to coordinate services with other agencies and resources in the community.

3.2.4 Facilities

The applicant shall provide a description of its facilities and demonstrate its adequacy in relation to the proposed services. If facilities are not presently available, describe plans to secure facilities. Also describe how the facilities meet ADA requirements, as applicable and special equipment that may be required for the services.

3.3 Project Organization and Staffing

3.3.1 Staffing

A. Proposed Staffing

The applicant shall describe the proposed staffing pattern, client/staff ratio and proposed caseload capacity appropriate for the viability of the services. (Refer to the personnel requirements in the Service Specifications, as applicable.)

B. Staff Qualifications

The applicant shall provide the minimum qualifications (including experience) for staff assigned to the program. (Refer to the qualifications in the Service Specifications, as applicable)

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3.3.2 Project Organization

A. Supervision and Training

The applicant shall describe its ability to supervise, train and provide administrative direction relative to the delivery of the proposed services.

B. Organization Chart

The applicant shall reflect the position of each staff and line of responsibility/supervision. (Include position title, name and full-time equivalency) Both the “Organization-wide” and “Program” organization charts shall be attached to the Proposal Application.

3.4 Service Delivery

The Service Delivery Section shall include a detailed discussion of the applicant’s approach to applicable service activities and management requirements from the Scope of Work section within each service specification, including a work plan of all service activities and tasks to be completed, related work assignments/responsibilities and timelines/schedules.

3.5 Financial

3.5.1 Pricing Structure

The applicant shall submit a cost proposal utilizing the pricing structure in SECTION TWO designated by the Judiciary purchasing agency. The cost proposal shall be attached to the Proposal Application.

Total amount (FY 28 + FY 29) on form SPOH-205 shall be the amount entered into HIePRO as the total Bid Amount. Applicants shall use the form SPO H-205 located in Section 5 – Attachments.

3.5.1.1 Pricing Structure Based on Negotiated Unit of Service Rate, if applicable

In order to determine a price (unit rate) for a unit of service, the applicant and state purchasing agency must negotiate the total costs (including agency administration) for operating a program at a specific capacity and divide by the total number of units of service that the program can produce at that capacity. The following forms, which are available on the State Procurement Office website on the “Procurement Forms and Instructions for State Agencies” page, shall be submitted with the Proposal Application:

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Budget - SPOH-205 (Utilize SPOH-205 located in Section 5 – Attachments) Personnel - Salaries and Wages - SPOH-206A Personnel: Payroll Taxes, Assessments, and Fringe Benefits - SPOH-206B Budget Justification, Travel - Inter-Island - SPOH-206C (If applicable) Budget Justification, Travel - Out of State - SPOH-206D (If applicable) Budget Justification, Contractual Services - Administrative - SPOH-206E (If applicable) Budget Justification, Contractual Services - Subcontracts - SPOH-206F (If applicable) Budget Justification, Program Activities - SPOH-206H (If applicable) Budget Justification, Equipment Purchases - SPOH-206I (If applicable) Budget Justification, Motor Vehicle - SPOH-206J (If applicable)

3.5.1.2 Pricing Structure Based on Fixed Price, if applicable

If a state purchasing agency is utilizing a fixed price pricing structure for the RFP, the applicant is requested to furnish a reasonable estimate of services it can provide for which there is sufficient…