RFP K5327v1.pdf

WASHINGTON STATE DEPARTMENT OF AGRICULTURE

Food Safety and Consumer Services Division

Food Assistance

REQUEST FOR PROPOSAL (RFP)

TECHNICAL ASSISTANCE AND TRAINING

RFP NO K5327

The Washington State Department of Agriculture (WSDA) Food Assistance (FA) is solici�ng Requests for Proposals from non-profit organiza�ons with current tax-exempt status under sec�on 501 (c)(3) of the Internal Revenue Code (IRC) for the project described below. Proposers must be registered in the Washington Electronic Business Solu�on (WEBS) systems to be considered. You are responsible for maintaining current contact informa�on in WEBS in order to receive no�ces of any RFP amendments or Proposer ques�ons/WSDA responses.

Informa�on regarding this RFP will also be posted on the WSDA website at Contracts and Procurement | Washington State Department of Agriculture.

If you require this RFP in an alterna�ve format, or in a different language, please contact the RFP Coordinator listed below in sec�on 2.1. for assistance.

PROJECT TITLE: Statewide support, training, and technical assistance for emergency food providers par�cipa�ng in the Food Assistance (FA) programs managed by the Washington State Department of Agriculture (WSDA) and the emergency food system at large.

WSDA FA intends to award ONE (1) Grant to provide the services described in this RFP.

PROPOSAL DUE DATE: May 30, 2024, to be received no later than 11:59 pm, PDT.

Emailed Proposals will be accepted. Faxed proposals will not.

ESTIMATED TIME PERIOD FOR GRANT: July 1, 2024 – June 30, 2025. WSDA FA reserves the right to extend the Grant for up to two addi�onal two-year periods at the sole discre�on of WSDA FA.

PROPOSER ELIGIBILITY: This procurement is open to those Proposers that sa�sfy the minimum qualifica�ons stated herein and that are available for work in Washington State.

CONTENTS OF THE REQUEST FOR PROPOSALS:

1. Introduc�on

2. General Informa�on for Proposers

3. Proposal Contents

4. Evalua�on and Grant Award

5. Exhibits

A. Cer�fica�ons and Assurances

B. Minimum Qualifica�ons

C. Cost Proposal

D. Dra� Grant Agreement https://agr.wa.gov/about-wsda/contracts-and-procurement

Request for Proposal No. K5327 Page 2 of 21

Table of Contents

1. Introduction

1.1 Purpose and Background

1.2 Objectives and Scope of Work

1.3 Minimum Qualifications

1.4 Funding

1.5 Period of Performance

1.6 Contracting with Current or Former State Employees

1.7 Definitions

1.8 Americans with Disabilities Act (ADA)

2. General Information for Proposers

2.1 RFP Coordinator

2.2 Estimated Schedule of Procurement Activities

2.3 Pre-proposal Conference (Optional and by Request Only)

2.4 Submission of Proposals

2.5 Proprietary Information & Public Disclosure

2.6 Revision to the Request For Proposal

2.7 Complaints

2.8 Utilization of Diverse Business

2.9 Minority & Women-Owned Business Participation

2.10 Acceptance Period

2.11 Responsiveness

2.12 Most Favorable Terms

2.13 Agreement and General Terms and Conditions

2.14 Costs to Propose

2.15 No Obligation to Contract

2.16 Rejection of Proposals

2.17 Commitment of Funds

2.18 Electronic Payment

2.19 Insurance Coverage

3. Proposal Contents

3.1 Letter of Submittal (Mandatory)

3.2 Qualifications

3.3 Technical Proposal (Scored)

3.4 Management Proposal (Scored)

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3.5 Cost Proposal (Scored)

4. Evaluation and Grant Award

4.1 Evaluation Procedure

4.2 Evaluation Weighting and Scoring

4.3 Notification to Proposers

4.4 Debriefing of Unsuccessful Proposers

4.5 Protest Procedure

5. Request for Proposal (RFP) Exhibits

5.1 Exhibit A Certification and Assurances

5.2 Exhibit B Minimum Qualifications

5.3 Exhibit C Cost Proposal

5.4 Exhibit D Draft Grant Agreement

Request for Proposal No. K5327 Page 4 of 21

1. INTRODUCTION.

1.1. PURPOSE AND BACKGROUND. The purpose of this Request for Proposals (RFP) is to provide on-going support, training, and technical assistance for emergency food providers within the state of Washington on behalf of the Washington State Department of Agriculture (WSDA) Food Assistance (FA) programs.

This includes suppor�ng projects and ini�a�ves directed by WSDA FA programs. WSDA FA provides federal and state resources to over 500 food banks, tribes and tribal organiza�ons, food pantries, meal programs and works with a broad stakeholder community including the agricultural community.

WSDA FA intends to award one (1) Grant to provide the services described in this RFP.

1.2. OBJECTIVES AND SCOPE OF WORK. The objec�ve of this Request for Proposal is to iden�fy a non-profit partner to provide on-going support, training, and technical assistance for emergency food providers within the state of Washington. This includes suppor�ng projects and ini�a�ves directed by WSDA FA programs.

These ac�vi�es shall include, but are not limited to:

a. Ac�vity 1. Ensuring the availability of technical assistance and support to community-based emergency food providers. This assistance may be provided in-person, by telephone or in writen format.

b. Ac�vity 2. Ensuring training is available at no cost to community-based emergency food providers to assist them in offering effec�ve and efficient services to their clients. This includes, but is not limited to preparing and distribu�ng informa�onal/introduc�on packets for new providers and various training tracks on such subjects as loca�ng food and financial resources, working with volunteers, food safety, con�nuity of opera�ons, how to engage in local and community awareness efforts, how to develop an effec�ve and ac�ve board of directors, Washington State Department of Agriculture (WSDA) Food Assistance (FA) Program’s policies and procedures and other appropriate tracks as the Proposer deems necessary and useful. Training may be statewide, regional, or local training sessions as appropriate, requested, and needed. Annual comprehensive statewide conference supported in part with WSDA FA funding.

c. Ac�vity 3. The Proposer may collaborate with nutri�on experts including but not limited to those within Washington State Department of Health, WSU Coopera�ve Extension, and others as necessary, to develop and support nutri�on educa�on.

d. Ac�vity 4. Iden�fying and promo�ng effec�ve best prac�ces, developing strong peer-to-peer rela�onships, and promo�ng local collabora�ons among food programs, other community-based organiza�ons, and programs and among statewide organiza�ons and agencies.

e. Ac�vity 5. Ensuring the availability of web-based informa�on on training informa�on noted above; links to other food and nutri�on programs, other training, and helpful resources, and relevant WSDA FA informa�on and documents.

f. Ac�vity 6. The Proposer shall act as a go-between to provide input from emergency food providers to WSDA FA on policies, procedures, and program structure. The Proposer shall do this through the Food Assistance Advisory Commitee (FAAC), which consists of emergency food providers, hunger relief advocates, stakeholders, including subject mater experts, and WSDA Food Assistance staff. The Proposer shall make arrangements for FAAC mee�ngs, including securing loca�on, sending out no�ces, and providing food as well as preparing agendas and sending minutes to par�cipants and interested par�es. The Proposer shall work with the FAAC Chair and WSDA FA staff to iden�fy agenda items to be discussed at the mee�ngs.

g. Ac�vity 7. The Proposer will disperse informa�on to emergency food providers through newsleters, emails, and social media that will assist them in providing excellent service and strengthen their agencies and the emergency food system as a whole. Select and develop an

Request for Proposal No. K5327 Page 5 of 21 ar�cle based on one of WSDA FA’s programs (i.e., EFAP, EFAP-Tribal, TEFAP, CSFP, and farm to community ini�a�ves) on a quarterly basis. These ar�cles should be developed in partnership with WSDA FA staff.

h. Ac�vity 8. Where the Proposer uses a significant percentage of WSDA FA program funding to fund conferences, training or producing writen material and documents, the Proposer shall acknowledge WSDA FA’s support, or other funders as required by WSDA FA in no�ces about the events and in writen material produced.

i. Ac�vity 9. Solici�ng annual nomina�ons from emergency food providers regarding outstanding partnerships and projects involving the agricultural community. The award name, recipient, and announcement will be developed in partnership between the Proposer and WSDA FA. Compile the top ideas generated from the nomina�ons received and publish those in a newsleter to emergency food providers.

j. Ac�vity 10. The Proposer is to recommend an addi�onal ac�vity that is not proposed in Ac�vi�es 1 through 9.

1.3. MINIMUM QUALIFICATIONS. Minimum qualifica�ons include:

a. The Proposer must be designated as one of the following: a non-profit corpora�on, a charitable organiza�on, or both, or an unrecognized tribe or tribal organiza�on, all of which must have current tax-exempt status under sec�on 501 (c)(3) of the Internal Revenue Code (IRC). The Proposer may be designated as a Federally recognized tribe, which is not required to have or maintain tax exempt status under sec�on 501 (c)(3) of the IRC.

b. The Proposer must maintain ac�ve tax-exempt status under sec�on 501 (c)(3) of the Internal Revenue Code (IRC) and file �mely reports as required by the IRC.

c. The Proposer must be registered with the Washington Secretary of State as a non-profit corpora�on and or as a charitable organiza�on and maintain current ac�ve filing status as required.

d. The Proposer must be licensed to do business in the state of Washington or provide a commitment that it will become licensed in Washington within thirty (30) calendar days of being selected as the Apparent Successful Proposer.

e. The Proposer must be registered as a statewide vendor for the state of Washington within thirty

(30) calendar days of being selected as the Apparent Successful Proposer.

f. The Proposer must be registered in the System for Award Management (SAM) and con�nue to maintain an ac�ve SAM registra�on with current informa�on at all �mes during the Grant period.

g. The Proposer must not be presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded in any Federal or State department or Agency from par�cipa�ng in transac�ons.

h. The Proposer will have five years’ experience providing annual statewide or regional conferences focusing on issues related to the emergency food system.

i. The Proposer will have five years’ experience working with non-profit food banks, food pantries, tribes, and meal programs.

j. The Proposer will have experience working collabora�vely with state agencies, emergency food providers, and stakeholders to develop projects that benefit the emergency food system and the agricultural community.

Request for Proposal No. K5327 Page 6 of 21

k. The Proposer will have or the ability to develop a dedicated website within thirty (30) days of the Grant award.

l. The Proposer will have the ability to develop educa�onal materials and news ar�cles regarding best prac�ces and general emergency food system informa�on with minimal oversight and input from WSDA FA. The Proposer should be able to iden�fy training and topics of educa�onal materials needed for hunger relief organiza�ons, perform outreach and distribu�on of materials and training, and ac�vely integrate feedback to improve the effec�veness of materials.

m. The Proposer must be able to clearly evaluate, document, and explain the value of their work and agree upon outcomes or deliverables to WSDA FA.

n. The Proposer will communicate on a regular basis with the individual providers within the emergency food system via web and writen materials.

o. The Proposer will have the ability to provide direct support to the Food Assistance Advisory Commitee (FAAC).

p. The Proposer will have established internal controls and fund accoun�ng procedures to ensure accurate accoun�ng for all funds provided. Errors in reimbursement requests and record keeping must be minimal to ensure good stewardship of funds.

Proposers who do not meet these minimum qualifica�ons will be rejected as non-responsive and will not receive further considera�on. Any proposal that is rejected as non-responsive will not be evaluated or scored.

1.4. FUNDING. The overall budget for this project is es�mated to not exceed Two hundred thousand dollars ($200,000) for the fiscal year. These funds may include both state and federal funding. In the event addi�onal funding becomes available, any Grant awarded may be renego�ated to provide for addi�onal related services.

Any Grant awarded as a result of this procurement is con�ngent upon the availability of funding.

1.5. PERIOD OF PERFORMANCE. The period of performance of any Grant resul�ng from this RFP is tenta�vely scheduled to begin on or about July 1, 2024, and to end on June 30, 2025. Amendments extending the period of performance, if any, shall be at the sole discre�on of WSDA FA. WSDA FA reserves the right at its sole discre�on to extend the Grant for two addi�onal two-year periods.

1.6. CONTRACTING WITH CURRENT OR FORMER STATE EMPLOYEES. Specific restric�ons apply to entering into a contract with current or former state employees pursuant to chapter 42.52 of the Revised Code of Washington (RCW). The Proposer should familiarize themselves with the requirements prior to submi�ng a proposal that includes current or former state employees.

1.7. DEFINITIONS. Defini�ons for the purposes of this RFP include:

Agency. The Washington State Department of Agriculture (WSDA) Food Assistance (FA) is a unit within the Department of Agriculture, which is an agency of the state of Washington that issuing this RFP.

Apparent Successful Proposer. The Proposer selected as the en�ty to perform the an�cipated services, subject to comple�on of nego�a�ons and execu�on of a Grant.

Proposer. Individual, company, or firm (bidder) submi�ng a proposal in order to atain a Grant with the Agency.

Proposal. A formal writen offer (bid) submited in response to this Request for Proposals.

Request for Proposals (RFP). Formal procurement documents in which a service or need is iden�fied but no specific method to achieve it has been chosen. The purpose of an RFP is to permit the Proposer community to suggest various approaches to meet the need at a given price. Also known as the solicita�on.

Request for Proposal No. K5327 Page 7 of 21

WSDA Food Assistance Lead Agency. Means a non-profit organiza�on, which has entered into a writen Agreement directly with WSDA Food Assistance Programs, that collects, warehouses, and distributes food, edible commodi�es, or other product to food pantries, meal programs, and other relief agencies on a regional or county basis. May also be known as a provider.

WSDA Food Assistance Sub Agency. Means a non-profit organiza�on, which has entered into a writen Agreement directly with a WSDA Food Assistance Grantee, which provides food and services directly to clients. May also be known as a food pantry.

1.8. AMERICANS WITH DISABILITIES ACT. WSDA FA complies with the Americans with Disabili�es Act (ADA).

Proposers may contact the RFP Coordinator to receive this Request for Proposals in an alternate format.

2. GENERAL INFORMATION FOR PROPOSERS.

2.1. REQUEST FOR PROPOSAL (RFP) COORDINATOR. The RFP Coordinator is the sole point of contact in the Agency for this procurement. All communica�on between the Proposer and the Agency upon release of this RFP shall be with the RFP Coordinator, as follows:

Name: Deborah (Debbie) Ornellas

Phone Number: (360) 974-9761

Email Address: deborah.ornellas@agr.wa.gov

Any other communica�on will be considered unofficial and non-binding on the Agency. Proposers are to rely on writen statements issued by the RFP Coordinator. Communica�on directed to par�es other than the RFP Coordinator may result in disqualifica�on of the Proposer.

2.2. ESTIMATED SCHEDULE OF PROCUREMENT ACTIVITIES. *WSDA FA reserves the right to revise this schedule as needed.

Issue Request for Proposal April 15, 2024

Ques�on & Answer Period April 15-22, 2024

Last Date to request RFP material to be translated April 22, 2024

Preproposal Virtual Conference (if requested by May 7, 2024, 11:30 am)

May 10, 2024

Issue Addendum to RFP (if applicable) May 20, 2024

Complaints (will be accepted and responded to) Up to five (5) business days prior to the proposal due date.

May 24, 2024

Proposals are DUE to be Received by WSDA FA by 11:59 pm, PDT.

May 30, 2024 (45 days)

Proposal Evalua�on Period May 30 – June 7, 2024

Announce “Apparent Successful Proposer” and send no�fica�ons via email to Unsuccessful Proposer(s)

June 10, 2024

Hold Individual Debriefing Teleconferences (if requested) June 11-14, 2024

Deadline for filing Protest June 14, 2024

Request for Proposal No. K5327 Page 8 of 21

Nego�a�on of Grant June 17-21, 2024

Start date of Grant July 1, 2024

2.3. PRE-PROPOSAL CONFERENCE. (Op�onal and by request only). If requested by May 7, 2024, 11:30 am PDT, a preproposal virtual conference will be scheduled on May 10, 2024, at 2:00 pm PDT. All Proposers will be no�fied of the proposal virtual conference by email but are not required to atend.

a. WSDA FA will be bound only to WSDA FA’s writen answers to ques�ons. Ques�ons arising at the pre-proposal conference or in subsequent communica�on with the RFP Coordinator will be documented and answered in writen form. A copy of the ques�ons and answers will be posted on the Washington Electronic Business Solu�on (WEBS) and the WSDA Internet site at: WSDA Contracts and Procurement.

2.4. SUBMISSION OF PROPOSALS. Proposals are required to be submited electronically. Proposals must be received by May 30, 2024, no later than 11:59 pm PDT. The date and �me of the email submission will determine whether proposal was received in a �mely manner.

a. The proposal is to be sent to the RFP Coordinator at the email address noted above. The subject line should clearly iden�fy the RFP number and the Project �tle i.e. RFP # K5327, Project Title – WSDA FA Training and Technical Assistance.

b. It is the responsibility of the Proposer to ensure that their submission has been sent and received prior to the due date. The Agency assumes no responsibility for delays caused by any email interrup�on of service. Proposals may not be transmited using facsimile transmission.

c. Late proposals will not be accepted and will be automa�cally disqualified from further considera�on.

d. All proposals and any accompanying documenta�on become the property of the Agency and will not be returned.

2.5. PROPRIETARY INFORMATION & PUBLIC DISCLOSURE. Proposals submited in response to this compe��ve procurement shall become the property of the Agency. All proposals received shall remain confiden�al un�l a Grant, if any, resul�ng from this RFP is signed by the WSDA Food Assistance Program Manager and the Apparent Successful Proposer; therea�er, the proposals shall be deemed public records as defined in Chapter 42.56 of the Revised Code of Washington (RCW).

a. Any informa�on in the proposal that the Proposer desires to claim as proprietary and exempt from disclosure under the provisions of Chapter 42.56 RCW, or other state or federal law that provides for the nondisclosure of your document, must be clearly designated. The informa�on must be clearly iden�fied and the par�cular exemp�on from disclosure upon which the Proposer is making the claim must be cited. Each page containing the informa�on claimed to be exempt from disclosure must be clearly iden�fied by the words “Proprietary Informa�on” printed on the lower right-hand corner of the page. Marking the en�re proposal exempt from disclosure or as Proprietary Informa�on will not be honored.

b. If a public records request is made for the informa�on that the Proposer has marked as "Proprietary Informa�on" the Agency will no�fy the Proposer of the request and of the date that the records will be released to the requester unless the Proposer obtains a court order enjoining that disclosure. If the Proposer fails to obtain the court order enjoining disclosure, the Agency will release the requested informa�on on the date specified. If a Proposer obtains a court order from a court of competent jurisdic�on enjoining disclosure pursuant to Chapter 42.56 RCW, or other state or federal law that provides for nondisclosure, the Agency shall maintain the confiden�ality of the Proposer's informa�on per the court order.

https://pr-webs-customer.des.wa.gov/

Request for Proposal No. K5327 Page 9 of 21

c. If a public records request is made, a charge for copying and shipping may apply, as outlined in Chapter 42.56 RCW.

2.6. REVISIONS TO THE REQUEST FOR PROPOSAL. In the event it becomes necessary to revise any part of this RFP, addenda will be posted on the Washington Electronic Bid No�fica�on System (WEBS) and the WSDA Internet site at WSDA Contracts and Procurement.

The Agency also reserves the right to cancel or to reissue the RFP in whole or in part, prior to execu�on of a Grant.

2.7. COMPLAINTS. Proposers can submit a complaint, before proposals are due to the agency based on any of the following:

a. The solicita�on unnecessarily restricts compe��ons;

b. The solicita�on evalua�on or scoring process is unfair or flawed; or

c. The solicita�on requirements are inadequate or insufficient to prepare a response.

The complaint process must allow the Agency to have discre�on to extend the proposal submission deadline if necessary to allow sufficient �me for responses and review of complaints (e.g., the nature or complexity of the complaint requires addi�onal �me and/or the availability of the response to a complaint is too close to the proposal submission deadline not allowing sufficient �me for Proposers to prepare a proposal submital.

Proposers can submit complaints up to five (5) business days prior to the proposal due date deadline.

All complaints must:

a. Be in wri�ng.

b. Be sent to the RFP Coordinator, during the complaint process period.

c. Should clearly ar�culate the basis for the complaint.

d. Should include a proposed remedy.

e. The RFP Coordinator will respond to complaints in wri�ng.

The proposal submission deadline will not conclude before the requestor has been provided with the applicable writen responses to all complaints and provided a reasonable amount of �me to review the same, which may be relevant to the proposer’s proposal submital.

The response to complaints, including any changes to the RFP will be posted as an amendment on the statewide bidder no�fica�on system (WEBS).

The agency head will be no�fied of all complaints and be provided with a copy of the agency's response.

Please note the purpose of a complaint is to resolve issues before proposals are due. The complaint may not be raised again during the protest period.

2.8. UTILIZATION OF DIVERSE BUSINESSES. The State of Washington works towards providing the maximum prac�cable opportunity for small and diverse businesses in the performance of all State Grants. The Proposer shall use genuine efforts to u�lize race- or gender-neutral means to allow opportuni�es for small and diverse businesses to par�cipate in subgrants, where par�cipa�on opportuni�es are present.

The Proposer shall make genuine efforts to ensure all available business enterprises, including small and diverse businesses, have equal opportunity for par�cipa�on which might be presented under this Grant.

a. Examples of genuine efforts include, but are not limited to, the following:

1. Submit inclusion plans with genuine efforts to meet the aspira�onal goals on the project.

2. Engaging in targeted outreach.

Request for Proposal No. K5327 Page 10 of 21

3. Providing training.

4. Using the OMWBE & DBA cer�fied business directories to locate cer�fied minority, women-and veteran-owned businesses, and WEBS to search for qualified small business.

The Proposer shall include a similar provision in all subgrants awarded for work to be performed under the Grant with the Agency.

2.9. MINORITY & WOMEN-OWNED BUSINESS PARTICIPATION. In accordance with the legisla�ve findings and policies set forth in Chapter 39.19 RCW, the state of Washington encourages par�cipa�on in all of its Grants by firms cer�fied by the Office of Minority and Women’s Business Enterprises (OMWBE).

Par�cipa�on may be on a direct basis in response to this solicita�on. However, no preference will be included in the evalua�on of proposals, no minimum level of OMWBE par�cipa�on shall be required as a condi�on for receiving an award and proposals will not be rejected or considered non-responsive on that basis.

WSDA’s established annual procurement par�cipa�on goals for MBE is ten (10%) and for WBE, four (4%,) for this type of project. These goals are voluntary. Proposers may contact OMWBE at (360) 753- 9693 to obtain informa�on on cer�fied firms.

2.10. ACCEPTANCE PERIOD. Proposals must provide sixty (60) days for acceptance by WSDA FA from the due date for receipt of proposals.

2.11. RESPONSIVENESS. All proposals will be reviewed by the RFP Coordinator to determine compliance with administra�ve requirements and instruc�ons specified in this RFP. The Proposer is specifically no�fied that failure to comply with any part of the RFP may result in rejec�on of the proposal as non-responsive.

2.12. MOST FAVORABLE TERMS. The Agency reserves the right to make an award without further discussion of the proposal submited. Therefore, the proposal should be submited ini�ally on the most favorable terms which the Proposer can propose. The Agency does reserve the right to contact the Proposer for clarifica�on of its proposal.

a. WSDA FA also reserves the right at its sole discre�on to waive minor administra�ve irregulari�es.

b. The Proposer should be prepared to accept this RFP for incorpora�on into a Grant resul�ng from this RFP. Agreement nego�a�ons may incorporate some or all of the Proposer’s en�re proposal.

c. It is understood that the proposal will become a part of the official procurement file on this mater without obliga�on to the Agency.

2.13. AGREEMENT AND GENERAL TERMS & CONDITIONS. The Apparent Successful Proposer will be expected to enter into an Agreement. In no event is a Proposer to submit its own standard General Terms and Condi�ons in response to this solicita�on. The Proposer may submit excep�ons as allowed in the Cer�fica�ons and Assurances sec�on, Exhibit A to this solicita�on. The Agency will review requested excep�ons and accept or reject the same at its sole discre�on.

2.14. COSTS TO PROPOSE. The Agency will not be liable for any costs incurred by the Proposer in prepara�on of a proposal submited in response to this RFP, in conduct of a presenta�on, or any other ac�vi�es related to responding to this RFP.

2.15. NO OBLIGATION TO CONTRACT. This RFP does not obligate the state of Washington or the Agency to enter into an agreement for services specified herein.

2.16. REJECTION OF PROPOSALS. The Agency reserves the right at its sole discre�on to reject any and all proposals received without penalty and not to issue a Grant as a result of this RFP.

2.17. COMMITMENT OF FUNDS. The WSDA FA Program Manager or the Agency Director or the Director’s delegate are the only individuals who may legally commit the Agency to the expenditure of funds for a

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Grant resul�ng from this RFP. No cost chargeable to the proposed Grant may be incurred before receipt of a fully executed Grant.

2.18. ELECTRONIC PAYMENT. The state of Washington prefers to u�lize electronic payment in its transac�ons.

The Apparent Successful Proposer must be registered with the Office of Financial Management and obtain a Statewide Vendor number.

2.19. INSURANCE COVERAGE. The Proposer is to furnish WSDA FA with a cer�ficate(s) of insurance executed by a duly Authorized Representa�ve of each insurer, showing compliance with the insurance requirements set forth below.

The Proposer shall, at their own expense, obtain and keep insurance coverage which shall be maintained in full force and effect during the term of the Grant. The Proposer shall furnish evidence in the form of a Cer�ficate of Insurance that insurance shall be provided, and a copy shall be forwarded to WSDA FA within fi�een (15) days of the Grant effec�ve date.

a. Liability Insurance:

1. Commercial General Liability Insurance. The Proposer shall maintain Commercial General Liability (CGL) insurance and, if necessary, commercial umbrella insurance, with a limit of not less than One million dollars ($1,000,000) per each occurrence. If CGL insurance contains aggregate limits, the General Aggregate limit shall be at least twice the “each occurrence” limit. CGL insurance shall have products-completed opera�ons aggregate limit of at least two �mes the “each occurrence” limit. CGL insurance shall be writen on ISO occurrence from CG 00 01 (or a subs�tute form providing equivalent coverage). All insurance shall cover liability assumed under an insured Grant (including the tort liability of another assumed in a business contract) and contain separa�on of insureds (cross liability) condi�on.

Addi�onally, the Proposer is responsible for ensuring that all Subgrantees provide adequate insurance coverage for the ac�vi�es arising out of subgrants.

2. Business Auto Policy. As applicable, the Proposer shall maintain business auto liability and, if necessary, commercial umbrella liability insurance with a limit not less than One million dollars ($1,000,000) per accident. Such insurance shall cover liability arising out of “Any Auto.” Business auto coverage shall be writen on ISO form CA 00 01, 1990 or later edi�on, or subs�tute liability form providing equivalent coverage.

b. Employers Liability (“Stop Gap”) Insurance. In addi�on, the Proposer shall buy employers liability insurance and, if necessary, commercial umbrella liability insurance with limits not less than One million dollars ($1,000,000) each accident for bodily injury by accident or One million dollars ($1,000,000) each employee for bodily injury by disease.

c. Addi�onal Provisions. Above insurance policy shall include the following provisions:

Addi�onal Insured. The Washington State Department of Agriculture, its elected and appointed officials, agents, and employees shall be named as an addi�onal insured on all general liability, excess, umbrella, and property insurance policies. All insurance provided in compliance with this Grant shall be primary as to any other insurance or self-insurance programs afforded to or maintained by the state.

Cancella�on. The Washington State Department of Agriculture shall be provided with writen no�ce before cancella�on or non-renewal of any insurance referred to therein, in accordance with the following specifica�ons. Insurers subject to 48.18 RCW (Admited and Regula�on by the Insurance Commissioner): The insurer shall give the state forty-five (45) days advance no�ce of cancella�on or non-renewal. If cancella�on is due to non-payment of premium, the state shall be given ten (10) days advance no�ce of cancella�on. Insurers subject to 48.15 RCW (Surplus lines):

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The state shall be given twenty (20) days advance no�ce of cancella�on. If cancella�on is due to non-payment of premium, the state shall be given ten (10) days advance no�ce of cancella�on.

Iden�fica�on. The policy must reference the state’s Grant number and the agency name.

Insurance Carrier Ra�ng. All insurance and bonds should be issued by companies admited to do business within the state of Washington and have a ra�ng of A-, Class VII or beter in the most recently published edi�on of Best’s Reports. Any excep�on shall be reviewed and approved by WSDA Risk Manager or the Risk Manager for the state of Washington, before the Grant is accepted, or work may begin. If an insurer is not admited, all insurance policies and procedures for issuing the insurance policies must comply with Chapter 48.15 RCW and 284-15 WAC.

Excess Coverage. By requiring insurance herein, the state does not represent that coverage and limits will be adequate to protect the Proposer and such coverage and limits shall not limit the Proposer’s liability under the indemni�es and reimbursements granted to the state in this Grant.

d. Workers’ Compensa�on Coverage. The Proposer will at all �mes comply with all applicable workers’ compensa�on, occupa�onal disease, and occupa�onal health and safety laws, statutes, and regula�ons to the full extent applicable. The state will not be held responsive in any way for claims filed by the Proposer or their employees for services performed under the terms of this Grant.

3. PROPOSAL CONTENTS. Proposals must provide informa�on in the same order as presented in this document with the same headings. This will not only be helpful to the evaluators of the proposal but should assist the Proposer in preparing a thorough response.

a. Items in this sec�on marked “mandatory” must be included as part of the proposal for the proposal to be considered responsive, however, these items are not scored.

b. Items marked “scored” are those that are awarded points as part of the evalua�on conducted by the evalua�on team.

c. The five major sections of the proposal are to be submited in the order iden�fied below as 3.1.

through 3.5

3.1. LETTER OF SUBMITTAL (MANDATORY). The Leter of Submital and the atached Cer�fica�ons and Assurances form (Exhibit A) must be signed and dated by a person authorized to legally bind the Proposer to a contractual rela�onship, e.g., the President or Execu�ve Director if a corpora�on, the managing partner if a partnership, or the proprietor if a sole proprietorship. Along with introductory remarks, the Leter of Submital is to include the following informa�on about the Proposer and any proposed Sub Agencies:

a. Name, address, principal place of business, telephone number, and email address of legal en�ty with whom the Grant would be writen.

b. Name, address, and telephone number of each principal officer (President, Vice President, Treasurer, Chairperson of the Board of Directors, etc.) Legal status of the Proposer (partnership, corpora�on, etc.) and the year the en�ty was organized to do business as the en�ty now substan�ally exists. Federal Employer Tax Iden�fica�on number and the Washington Uniform Business Iden�fica�on (UBI) number issued by the state of Washington Secretary of State’s office or the Department of Revenue.

e. If the Proposer does not have a UBI number, the Proposer must state that it will become licensed in Washington within thirty (30) calendar days of being selected as the Apparent Successful Proposer.

f. Loca�on of the facility from which the Proposer would operate within the state of Washington.

Request for Proposal No. K5327 Page 13 of 21

g. List names, addresses, telephone numbers, and email addresses of three (3) business references for the Proposer and three (3) business references for the lead staff person for whom work has been accomplished and briefly describe the type of service provided. Do not include current WSDA staff as references. The Proposer and the lead staff person must grant permission to WSDA FA to contact the references and others who may have per�nent informa�on regarding the Proposer’s and the lead staff person’s qualifica�ons and experience to perform the services required by this RFP. WSDA FA may evaluate references at WSDA FA’S discre�on.

h. If the Proposer or any of the Proposer’s Subgrantees have contracted with the state of Washington during the past twenty-four (24) months, indicate the name of the agency, the Grant number and project descrip�on and/or other informa�on available to iden�fy the Grant.

i. Iden�fy any state employees or former state employees employed or on the firm’s governing board as of the date of the proposal. Include their posi�on and responsibili�es within the Proposer’s organiza�on. If following a review of this informa�on, it is determined by WSDA FA that a conflict of interest exists, the Proposer may be disqualified from further considera�on for the award of a Grant.

j. If the Proposer’s staff or the Proposer’s Subgrantee’s staff was an employee of the state of Washington during the past twenty-four (24) months, or is currently a Washington State employee, iden�fy the individual by name, the agency previously or currently employed by, job �tle or posi�on held and separa�on date.

k. If the Proposer has had a Grant terminated for default in the last five (5) years, describe such incident. Termina�on for default is defined as no�ce to stop performance due to the Proposer’s non-performance or poor performance and the issue of performance was either (a) not li�gated due to inac�on on the part of the Proposer, or (b) li�gated and such li�ga�on determined that the Proposer was in default.

l. Submit full details of the terms for default including the other party's name, address, and phone number. Present the Proposer’s posi�on on the mater. WSDA FA will evaluate the facts and may, at its sole discre�on, reject the proposal on the grounds of past experience. If no such termina�on for default has been experienced by the Proposer in the past five years, indicate so.

m. The Proposer, at its op�on, may include proof of cer�fica�on issued by the Washington State Office of Minority and Women’s Business Enterprises (OMWBE) if cer�fied minority-owned firm and/or women-owned firm(s), small or veteran owned businesses will be par�cipa�ng on this project. For informa�on: htp://www.omwbe.wa.gov.

3.2. QUALIFICATIONS. Explana�on of how the Proposer meets the minimum qualifica�ons.

a. MINIMUM QUALIFICATIONS (MANDATORY). Complete and submit Exhibit B.

3.3. TECHNICAL PROPOSAL (SCORED). The Technical Proposal must contain a comprehensive descrip�on of services including the following elements:

a. Project Approach/Methodology. Include a complete description of the Proposer’s proposed approach and methodology for the project. This section should convey the Proposer’s understanding of the proposed project.

b. Work Plan. Include all project requirements and the proposed tasks, services, activities, etc.

necessary to accomplish the scope of the project defined in this RFP. This section of the technical proposal must contain sufficient detail to convey to members of the evaluation team the Proposer’s knowledge of the subjects and skills necessary to successfully complete the project.

Include any required involvement of WSDA FA staff. The Proposer may also present any creative http://www.omwbe.wa.gov/

Request for Proposal No. K5327 Page 14 of 21 approaches that might be appropriate and may provide any pertinent supporting documentation.

c. Project Schedule. Include a project schedule indicating when the elements of the work will be completed. Project schedule must ensure that any deliverables requested are met. If on-going activities, describe the frequency that such activities will occur.

d. Outcomes and Performance Measurement. Describe the impacts/outcomes the Proposer proposes to achieve as a result of the delivery of these services including how these outcomes would be monitored, measured, and reported to WSDA FA.

e. Risks. The Proposer must identify potential risks that are considered significant to the success of the project. Include how the Proposer would propose to effectively monitor and manage these risks.

f. Deliverables. Fully describe deliverables to be submitted under the proposed Grant. Deliverables must support the requirements set forth in Section 1.2, Objectives and Scope of Work.

3.4. MANAGEMENT PROPOSAL (SCORED).

a. Project Management. Project Team Structure/Internal Controls - Provide a brief description of the proposed project team structure and internal controls to be used during the course of the project, including any pass-through entities that provide any of the services identified in the proposal.

b. Staff Qualifications/Experience. Identify staff, including other pass-through entities, who will be assigned to the potential Grant, indicating the key responsibilities and qualifications of such personnel. Provide current organizational chart.

3.5. COST PROPOSAL (SCORED). The overall budget for this project is es�mated to not exceed Two hundred thousand dollars ($200,000.00) for the fiscal year beginning July 1, 2024 and ending June 30, 2025. In the event addi�onal funding becomes available, any Grant awarded may be renego�ated to provide for addi�onal related services.

The evalua�on process is designed to award this procurement not necessarily to the Proposer of least cost, but rather to the Proposer whose proposal best meets the requirements of this RFP. However, Proposers are encouraged to submit proposals which are consistent with state government efforts to conserve state resources.

a. IDENTIFICATION OF COSTS BY CATEGORY (SCORED). Complete and Submit Exhibit C. Iden�fy all costs in U.S. dollars including expenses to be charged for performing the services necessary to accomplish the objec�ves of the Grant. The Proposer is to submit a fully detailed budget including staff costs and any expenses necessary to accomplish the tasks and to produce the deliverables under the Grant. Proposers are required to collect and pay Washington state sales and use taxes, as applicable. Costs for pass-through en��es are to be broken out separately.

Please note if any Subgrantee’s are cer�fied by the Office of Minority and Women’s Business Enterprises.

b. COMPUTATION. The score for the cost proposal will be computed by dividing the lowest cost proposal received by the Proposer’s total cost. Then the resul�ng number will be mul�plied by the maximum possible points to determine each Proposer’s points for the cost proposal sec�on.

Request for Proposal No. K5327 Page 15 of 21

4. EVALUATION AND GRANT AWARD.

4.1. EVALUATION PROCEDURE. Responsive proposals will be evaluated strictly in accordance with the requirements stated in this solicita�on and any addenda issued. The evalua�on of proposals shall be accomplished by an evalua�on team(s), to be designated by WSDA FA, which will determine the ranking of the proposals.

The RFP Coordinator may contact the Proposer for clarifica�on of any por�on of the Proposer’s proposal.

4.2. EVALUATION WEIGHTING AND SCORING. The following weigh�ng and points will be assigned to the proposal for evalua�on purposes:

Technical Proposal: 70%

70 points

Project Approach/Methodology………………..… 15 points (maximum)

Quality of Work Plan………………………………….… 20 points (maximum

Project Schedule………………………………………..… 15 points (maximum)

Deliverables / Outcomes………………..……………. 20 points (maximum)

Management Proposal: 10% 10 points

Project Team Structure and Internal Controls…… 5 points (maximum)

Staff Qualifica�ons and Experience………………..… 5 points (maximum)

Cost Proposal: 20%

Iden�fica�on of Costs by Category (Exhibit C)…..20 points (maximum)

20 points

Grand Total 100 points

4.3. NOTIFICATION TO PROPOSERS. WSDA FA will no�fy the Apparent Successful Proposer of their selec�on in wri�ng upon comple�on of the evalua�on process. Individuals or firms whose proposals were not selected for further nego�a�on or award will be no�fied separately by email.

4.4. DEBRIEFING OF UNSUCCESSFUL PROPOSERS. Upon request, a debriefing conference will be scheduled with an Unsuccessful Proposer. The request for a debriefing conference must be received by the RFP Coordinator.

a. WSDA FA reserves the right to award the Grant to the Proposer whose proposal is deemed to be in the best interest of WSDA FA and the state of Washington.

b. Coordinator within five (5) business days a�er the No�fica�on of Unsuccessful Proposer leter is e-mailed to the Proposer. The debriefing must be held within three (3) business days of the request.

c. Discussion will be limited to a cri�que of the reques�ng Proposer’s proposal. Comparisons between proposals or evalua�ons of the other proposals will not be allowed. Debriefing conferences will be conducted on the telephone and will be scheduled for a maximum of one hour.

Request for Proposal No. K5327 Page 16 of 21

4.5. PROTEST PROCEDURE. Protests may be made only by Proposers who submited a response to this solicita�on document and who have par�cipated in a debriefing conference.

a. Upon comple�ng the debriefing conference, the Proposer is allowed three (3) business days to file a protest of the acquisi�on with the RFP Coordinator. Protests must be received by the RFP Coordinator no later than 2:30 PM, local �me, in Olympia, Washington on the third (3) business day following the debriefing. Protests may be submited by e-mail.

1. Proposers protes�ng this procurement shall follow the procedures described below. Protests that do not follow these procedures shall not be considered. This protest procedure cons�tutes the sole administra�ve remedy available to Proposers under this procurement.

2. All protests must be in wri�ng, addressed to the RFP Coordinator, and signed by the protes�ng party or an authorized Agent. The protest must state the RFP number, the grounds for the protest with specific facts and complete statements of the ac�on(s) being protested.

A descrip�on of the relief or correc�ve ac�on being requested should also be included.

3. Only protests s�pula�ng an issue of fact concerning the following subjects shall be considered:

• A mater of bias, discrimina�on, or conflict of interest on the part of an evaluator;

• Errors in compu�ng the score;

• Non-compliance with procedures described in the procurement document or WSDA policy.

b. Protests not based on procedural maters will not be considered. Protests will be rejected as without merit if they address issues such as: 1) an evaluator’s professional judgment on the quality of a proposal, or 2) WSDA’S assessment of its own and/or other agencies’ needs or requirements.

c. Upon receipt of a protest, a protest review will be held by WSDA FA. The WSDA FA Program Manager or an employee delegated by the Program Manager who was not involved in the procurement will consider the record and all available facts and issue a decision within five (5) business days of receipt of the protest. If addi�onal �me is required, the protes�ng party will be no�fied of the delay.

d. In the event a protest may affect the interest of another Proposer that also submited a proposal, such Proposer will be given an opportunity to submit its views and any relevant informa�on on the protest to the RFP Coordinator.

e. The final determina�on of the protest shall:

• Find the protest lacking in merit and uphold WSDA FA’s ac�on; or

• Find only technical or harmless errors in WSDA FA’s acquisi�on process and determine WSDA FA to be in substan�al compliance and reject the protest; or

• Find merit in the protest and provide WSDA FA op�ons which may include:

• Correct the errors and re-evaluate all proposals, and/or Reissue the solicita�on document and begin a new process, or Make other findings and determine other courses of ac�on as appropriate.

If WSDA FA determines that the protest is without merit, WSDA FA will enter into a Grant with the Apparent Successful Proposer. If the protest is determined to have merit, one of the alterna�ve ac�ons noted in the preceding paragraph will be taken.

Request for Proposal No. K5327 Page 17 of 21

5. REQUEST FOR PROPOSAL (RFP) EXHIBITS. List of all Exhibits.

5.1. Exhibit A: CERTIFICATION AND ASSURANCES.

5.2. Exhibit B: MINIMUM QUALIFICATIONS.

5.3. Exhibit C: COST PROPOSAL.

5.4. Exhibit D: DRAFT GRANT AGREEMENT.

Request for Proposal No. K5327 Page 18 of 21

RFP NO. K5327 TECHNICAL ASSISTANCE and TRAINING

EXHIBIT A: CERTIFICATION AND ASSURANCES

1. I/we make the following cer�fica�ons and assurances as a required element of the proposal to which it is atached, understanding that the truthfulness of the facts affirmed here and the con�nuing compliance with these requirements are condi�ons precedent to the award or con�nua�on of the related Grant:

2. I/we declare that all answers and statements made in the proposal are true and correct.

3. The prices and/or cost data have been determined independently, without consulta�on, communica�on, or agreement with others for the purpose of restric�ng compe��on. However, I/we may freely join with other persons or organiza�ons for the purpose of presen�ng a single proposal.

4. The atached proposal is a firm offer for a period of 60 days following receipt, and it may be accepted by the WSDA FA without further nego�a�on (except where obviously required by lack of certainty in key terms) at any �me within the 60-day period.

5. In preparing this proposal, I/we have not been assisted by any current or former employee of the state of Washington whose du�es relate (or did relate) to this proposal or prospec�ve Grant, and who was assis�ng in other than his or her official, public capacity. If there are excep�ons to these assurances, I/we have described them in full detail on a separate page atached to this document.

6. I/we understand that WSDA FA will not reimburse me/us for any costs incurred in the prepara�on of this proposal. All proposals become the property of WSDA FA, and I/we claim no proprietary right to the ideas, wri�ngs, items, or samples, unless so stated in this proposal.

7. Unless otherwise required by law, the prices and/or cost data which have been submited have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by him/her prior to opening, directly or indirectly, to any other Proposer or to any compe�tor.

8. I/we agree that submission of the atached proposal cons�tutes acceptance of the solicita�on contents and the atached sample Grant and general terms and condi�ons. If there are any excep�ons to these terms, I/we have described those excep�ons in detail on a page atached to this document.

9. No atempt has been made or will be made by the Proposer to induce any other person or firm to submit or not to submit a proposal for the purpose of restric�ng compe��on.

10. I/we grant WSDA FA the right to contact references and others, who may have per�nent informa�on regarding the ability of the Proposer and the lead staff person to perform the services contemplated by this RFP.

11. If any staff member(s) who will perform work on this Grant has re�red from the…