(Rev. 8/2012)

State of Hawaii Department of Human Services

Social Services Division

Request for Proposals (RFP)

SSD-26-POS-9886

Kaʻū ʻOhana Support Services -

East Hawaiʻi

RFP Posting Date: 10/23/2026

RFP Proposal Submission Deadline:

11/23/2026, 4:30 p.m., Hawaii Standard Time

NOTE: It is the Applicant’s responsibility to access the State of Hawaii eProcurement system (HIePRO) and the Hawaii Awards and Notices Data System (HANDS) on the State Procurement Office (SPO) website for information on Bidding Opportunities (Notices for Solicitations) or to contact the RFP Contact Person identified in this RFP regarding any subsequently issued addenda for this RFP. The State shall not be responsible for incomplete proposals submitted as a result of Applicants’ not knowing about issued addenda, including additionally requested information or attachments regarding this RFP.

AN EQUAL OPPORTUNITY AGENCY

JOSH GREEN, M.D.

GOVERNOR

KE KIAʻĀINA

STATE OF HAWAII

KA MOKUʻĀINA O HAWAIʻI

DEPARTMENT OF HUMAN SERVICES

KA ʻOIHANA MĀLAMA LAWELAWE KANAKA

Social Services Division Administration 1010 Richards Street, Room 216

Honolulu, Hawaii 96813

October 22, 2026

JOSEPH CAMPOS II

DIRECTOR

KA LUNA HOʻOKELE

TRISTA SPEER

DEPUTY DIRECTOR

KA HOPE LUNA

HOʻOKELE

LOR-LEI APONTE DEPUTY

DIRECTOR

KA HOPE LUNA

HOʻOKELE

SSD 26-097

MEMORANDUM:

TO:

FROM:

SUBJECT:

REQUEST FOR PROPOSAL APPLICANTS

LISA AMADOR

SOCIAL SERVICES DIVISION ADMINISTRATOR - TA

RFP No.: SSD-26-POS-9886

The State of Hawaii, Department of Human Services, Social Services Division, is currently soliciting proposals from qualified applicants to provide Kaʻū ʻOhana Support Services. The attached request for proposals (RFP) SSD-26-POS-9886 to provide this service is being issued under Hawaii Administrative Rules (HAR) and Hawaii Revised Statutes (HRS) Chapter 103F. Please see the following “Proposal Submission Information Sheet” for important proposal submission information.

An RFP Orientation will be held on October 27th, 2026, 2:00 pm-3:00 pm, Hawaii Standard Time (HST).

See 1.7 Orientation, Section 1 of this RFP for further information. All prospective applicants are encouraged to attend the Orientation. For further information about the Orientation, to participate by phone via teleconference, or for special accommodations, please contact Ms. Kelsey Mills, POS Specialist/RFP Contact Person, at (808) 586-5709 or at kmills@dhs.hawaii.gov.

For questions regarding this RFP, see 1.8 Submission of Questions, Section 1 of this RFP for information on the question-and-answer process.

Thank you for your interest. The DHS looks forward to receiving and reviewing your proposals.

Attachment

RFP No.: SSD-26-POS-9886

PROPOSAL SUBMISSION INFORMATION SHEET

I. PLEASE READ CAREFULLY AS THIS PROPOSAL SUBMISSION INFORMATION

HAS BEEN REVISED FROM PREVIOUS RFPs.

II. PROPOSAL SUBMISSION DEADLINE:

11/23/2026, 4:30 P.M., HAWAII STANDARD TIME.

III. A COMPLETE PROPOSAL SUBMISSION IS ALL COMPONENTS RECEIVED BY

THE SPECIFIED DATE AND TIME. NO EXCEPTIONS SHALL BE MADE.

IV. THE APPLICANT SHALL:

A. Submit a complete proposal in Portable Document Format (PDF) to the solicitation posted to the State of Hawaii eProcurement system (HIePRO).

1. Proposal submissions attempted after 11/23/2026, 4:30 p.m., Hawaii Standard Time (HST), SHALL NOT be accepted.

2. If the electronic copies of the proposal are not received as described, or not received by the specified date and time, the proposal’s submission shall be considered incomplete or late and SHALL NOT BE ACCEPTED for consideration.

3. All submitted proposal information becomes the property of the Department of Human Services (DHS).

B. Submit proposals in PDF format in at least three (3) parts for ease of transmission and reviewing.

1. The Applicant shall title their proposal PDF files with the RFP number, their initials, and a brief description of the PDF’s contents, as shown in the following PDF Title examples.

2. PDF Title Examples:

a. 26.9886.DHS.Service_Delivery_Workplan,

b. 26.9886.DHS.Program_Staffing,

c. 26.9886.DHS.Financial_Attachments.

C. Additionally, Applicants shall submit a Cost Proposal in the original Excel format (not

PDF or an alternative file format) using the Cost Proposal Template published with this solicitation.

D. Applicants who submit proposals or amendments electronically are fully responsible for ensuring that their documents are received by the purchasing agency. This includes making certain that the documents are complete, correctly formatted, legible, and submitted on time.

Applicants assume the risk that the electronic copies may not be readable by the DHS.

E. The following is the address and RFP contact information for proposal submissions:

a. STATE OF HAWAII EPROCUREMENT SYSTEM (HIEPRO):

https://hiepro.ehawaii.gov/

b. RFP CONTACT PERSON:

Ms. Kelsey Mills, POS Specialist Phone: (808) 586-5709 Email: kmills@dhs.hawaii.gov

PLEASE BE ADVISED:

A. The Applicant is strongly encouraged to submit all electronic copies of the proposal submission in advance of the proposal submission deadline. This will allow the Applicant the opportunity to ensure that the electronic copies have been received by the DHS in a timely manner.

B. Proposals sent by facsimile (fax) shall not be accepted.

C. It is the Applicant’s responsibility to access the State of Hawaii eProcurement system (HIePRO) and the Hawaii Awards and Notices Data System (HANDS) on the State Procurement Office (SPO) website for information on Bidding Opportunities (Notices of Solicitations) or to contact the RFP Contact Person identified above with further questions.

PLEASE NOTE: Should an Applicant be awarded a Contract, the Applicant shall be required to subsequently submit in Word or Excel format, as applicable, the proposal’s Narrative, Performance Measurement Forms, Organization and Program Charts, Job Descriptions (no resumes), Budget forms (including the Administrative Budget forms), and Work Plan (as required) which shall be used to complete the final Contract.

https://hiepro.ehawaii.gov/

RFP Table of Contents

Section 1: 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 RFP Contact Person ......................................................................................... 1-3

1.7 Orientation ....................................................................................................... 1-3

1.8 Submission of Questions ................................................................................. 1-4

1.9 Submission of Proposals ................................................................................. 1-4

1.10 Discussions with Applicants ........................................................................... 1-6

1.11 Opening of Proposals ...................................................................................... 1-6

1.12 Additional Materials and Documentation ....................................................... 1-7

1.13 RFP Amendments ............................................................................................ 1-7

1.14 Cancellation of Request for Proposals ............................................................ 1-7

1.15 Costs for Proposal Preparation ........................................................................ 1-7

1.16 Provider Participation in Planning .................................................................. 1-7

1.17 Rejection of Proposals ..................................................................................... 1-8

1.18 Notice of Award .............................................................................................. 1-8

1.19 Protests ............................................................................................................ 1-8

1.20 Availability of Funds ....................................................................................... 1-9

1.21 General and Special Conditions of the Contract ............................................. 1-9

1.22 Cost Principles ................................................................................................. 1-9

1.23 General Requirements ................................................................................... 1-10

A. Secondary Purchaser Participation ................................................. 1-10 B. Multiple or Alternate Proposals ................................................... 1-10 C. Single or Multiple Contracts to be Awarded .................................. 1-10 D. Single or Multi-Term Contracts to be Awarded ............................. 1-10 E. Subcontracting ................................................................................ 1-11

Section 2: Service Specifications

2.1 Introduction

A. Overview and Purpose ...................................................................... 2-1 B. Populations to be Served .................................................................. 2-2 C. Geographic Coverage of Service ...................................................... 2-3 D. Probable Funding Amounts and Period of Availability ................... 2-4 E. Guidelines for Service Delivery ....................................................... 2-5 F. Mandated Reporting ......................................................................... 2-5

2.2 Scope of Work ................................................................................................. 2-6 A. Service Activities ............................................................................. 2-6 B. Management Requirements ............................................................ 2-12 C. Facilities ......................................................................................... 2-13

2.3 General, Administrative and Management Requirements .............................. 2-14 A. Law and Rule Compliance .................................................................. 2-14 B. Experience and Capabilities ................................................................ 2-14 C. Coordination and Administrative Activities ..................................... 2-14 D. Response to Requests in Legal Proceedings .................................... 2-15 E. Quality Assurance and Accessibility ................................................ 2-17 F. Personnel Requirements ................................................................... 2-18 G. Background Checks .......................................................................... 2-20 H. Staff Training.................................................................................... 2-21 I. Dispute and Conflict Resolution Procedures .................................... 2-23 J. Reporting .......................................................................................... 2-23 K. Confidentiality .................................................................................. 2-25 L. Contract Monitoring and Evaluation by DHS .................................. 2-25 M. Provider Internal Quality Assurance and Evaluation ....................... 2-26

2.4 Compensation and Method of Payment............................................................. 2-27 A. Pricing Structure ............................................................................... 2-27 B. Method of Compensation and Payment ........................................... 2-27 C. Payment Conditions ......................................................................... 2-28 D. No Additional Obligation to Subcontractors ..................................... 2-28

2.5 Performance Measurements ............................................................................ 2-28 A. Cost Reimbursement Structure ......................................................... 2-28 B. Performance Measures ..................................................................... 2-28

2.6 Corrective Action Plans ................................................................................... 2-32 A. Corrective Actions ............................................................................... 2-33 B. Payment Withholds ........................................................................... 2-34

Section 3: Proposal Application Instructions

General Instructions for Completing Applications ...................................................... 3-1

3.1 Program Overview ............................................................................................ 3-2

3.2 Experience, Capabilities, and Facilities ............................................................ 3-2

3.3 Staffing and Project Organization ..................................................................... 3-3

A. Staffing ............................................................................................... 3-3 B. Project Organization ........................................................................... 3-4

3.4 Service Delivery ................................................................................................ 3-5

3.5 Financial ............................................................................................................ 3-7

A. Pricing Structure: Proposed Budget ................................................... 3-7 B. Other Financial Related Materials ...................................................... 3-8

3.6 Attachments ....................................................................................................... 3-8 A. Litigation Information ........................................................................ 3-8 B. Special Conditions, Certification Regarding Lobbying ..................... 3-8 C. Administrative Assurances ................................................................. 3-8 D. Hawaii Compliance Express Certification ......................................... 3-8

Section 4: Proposal Evaluation

4.1. Introduction ....................................................................................................... 4-1

4.2. Evaluation Process ............................................................................................ 4-1

4.3. Evaluation Criteria ............................................................................................ 4-2

A. Phase 1 – Evaluation of Proposal Requirements ................................ 4-2 B. Phase 2 – Evaluation of Proposal Application ................................... 4-3 C. Phase 3 – Recommendation for Award .............................................. 4-7

Section 5: Attachments

Attachment A. Proposal Application Identification Form (SPO-H-200) Attachment B. Proposal Application Checklist Attachment C. Example Proposal Application Table of Contents Attachment D. Criminal History Check and Protective Services Central Registry Standards Attachment E. General Conditions Attachment F. Special Conditions and Certificate Regarding Lobbying Attachment G. Administrative Assurances Attachment H. Sample Program and Fiscal Forms

1. Quarterly Activity and Performance Measurement Report

2. Annual Budget and Justification forms

3. Monthly Expenditure Report and Invoice

4. CEL and LEP Reports

5. DHS Interpreter Form

6. Proposal Rating Worksheet

Section 1

Administrative Overview

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Section 1 Administrative Overview

The Applicant is highly encouraged to read each section of the RFP thoroughly. While sections such as the Administrative Overview may appear similar among RFPs, State purchasing agencies may add or delete information, as applicable. It is the responsibility of the Applicant to understand the requirements of this specific RFP.

1.1 Procurement Timetable

Note: The Procurement Timetable represents the State’s best estimated schedule. If an activity is delayed, subsequent activities may be delayed by the same number of days.

Activity

Scheduled Date

Public notice announcing Request for Proposals (RFP) 10/23/2026 Distribution of RFP 10/23/2026 RFP orientation session 10/27/2026, 2 – 3 pm, HST Deadline to submit questions in HIePro for written responses 10/28/2026, 4:30 pm, HST State purchasing agency's response to questions submitted in HIePRO 11/04/2026 Discussions with applicants prior to proposal deadline (optional) As needed Deadline to submit proposals 11/23/2026 Discussions with applicant after proposal deadline (optional) As needed Final revised proposals (optional) As needed Proposal evaluation period 11/23/2026 – 11/27/2026 Provider selection 11/30/2026 Notice of statement of findings and decision 11/30/2026 Contract start date 12/28/2026

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1.2 Website Reference

The State Procurement Office (SPO) website is http://spo.hawaii.gov/ For: Website:

Hawaii Awards and Notices Data System (HANDS) for Bidding Opportunities (Notices of Solicitations) https://hands.ehawaii.gov/hands/opportunities

Hawaii Revised Statutes (HRS) and Hawaii Administrative Rules (HAR) for Purchases of Health and Human Services http://spo.hawaii.gov/references/hrs/ and http://spo.hawaii.gov/references/har/hhs/

3 Cost Principles 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/

4 Forms http://spo.hawaii.gov/all-forms/

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

Non-SPO websites Note: Website addresses may change from time to time. If a link is not active, try the State of Hawaii website at https://portal.ehawaii.gov/

For: Website:

6 Hawaii Compliance Express

(HCE)

https://vendors.ehawaii.gov/hce/splash/welcome.html

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

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

9 Wages and Labor Law Compliance, HRS §103-055 http://www.capitol.hawaii.gov/hrscurrent/Vol02_Ch0046- 0115/HRS0103/HRS_0103-0055.htm

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

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

1.3 Authority

This RFP is issued under the provisions of Hawaii Administrative Rules (HAR) and Hawaii Revised Statutes (HRS) Chapter 103F. The Applicant is charged with presumptive knowledge of all requirements of the cited authorities. Submission of a valid executed proposal by the Applicant shall constitute admission of such knowledge on the part of the Applicant.

http://spo.hawaii.gov/ http://spo.hawaii.gov/references/hrs/ http://spo.hawaii.gov/references/har/hhs/ 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/ 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/ 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/ 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/

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1.4 RFP Organization

This RFP is organized into five sections:

Section 1, Administrative Overview: Provides the Applicant with an overview of the procurement process.

Section 2, Service Specifications: Provides the Applicant with a description/detail of the tasks to be performed, delineates the Provider’s responsibilities, and defines deliverables, as applicable.

Section 3, Proposal Application Instructions: Describes the required format and content for the proposal Application.

Section 4, Proposal Evaluation: Describes how proposals shall be evaluated by the State purchasing agency.

Section 5, Attachments: Provides the Applicant with information and forms necessary to complete the proposal Application.

1.5 Contracting Office

The Contracting Office is responsible for overseeing the contracts resulting from this RFP including systems operations, fiscal agent operations, and monitoring and assessing the Provider’s performance. The Contracting Office is:

Department of Human Services Social Services Division Purchase of Services Unit 1010 Richards St, Room 216 Honolulu, Hawaii 96813

1.6 RFP Contact Person

From the release of this RFP until the full execution of the contracts for the awarded Providers, any communication regarding this RFP shall be directed to the sole point-of-contact identified below unless otherwise directed:

Ms. Kelsey Mills Purchase of Services Unit Phone: (808) 586-5709 Email: kmills@dhs.hawaii.gov

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1.7 Orientation

An RFP Orientation for Applicants regarding this RFP shall be held as follows:

Date: 10/27/2026 Time: 2 pm – 3 pm Location: Department of Human Services via Microsoft Teams Teleconference

To attend the Orientation, the Applicant shall contact Ms. Kelsey Mills at (808) 586-5709 or kmills@dhs.hawaii.gov as soon as possible and provide their name, agency, telephone number, and email address as well as the number of people planning to attend the meeting. The invitation to attend the Microsoft Teams meeting will be provided upon RSVP and will include a phone number for call-in participants.

1.8 Submission of Questions

The Applicant is encouraged to submit written questions pertaining to the RFP on HIePRO prior to the Orientation. The Applicant shall have the opportunity to ask questions at the Orientation and answers will be provided at the State purchasing agency's discretion. However, answers provided at the Orientation are intended only as general responses and may not fully represent the State purchasing agency's position. To ensure an answer to either a question from the Orientation or a question that develops after the Orientation, the Applicant shall submit the question in writing after the Orientation but no later than the Applicants’ submission of written questions deadline. Formal official responses to the Applicants’ written questions shall be provided in writing by the State purchasing agency via an addendum to the RFP posted on HIePRO.

The Applicants’ submission of written questions deadline is 10/28/2026, 4:30 p.m., Hawaii Standard Time.

The State purchasing agency’s response to the Applicants’ written questions deadline is 11/04/2026.

1.9 Submission of Proposals

A. Forms/Formats

Forms, with the exception of program-specific forms, may be found on the SPO website (see 1.2 Website Reference, Section 1 of this RFP). For program-specific forms, see the Proposal Application Checklist, Section 5 of this RFP.

1. Proposal Application Identification Form (SPOH-200) This form provides the Applicant’s proposal identification.

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2. Proposal Application Checklist This checklist provides the program specific requirements, the reference and location of required forms, and how the proposal components shall be ordered and submitted to the State purchasing agency.

3. Table of Contents This sample format is meant to be a guide (see Section 5 of this

RFP).

4. Proposal Application (SPOH-200A) This form provides a framework within which the Applicant may submit comprehensive narratives to address the requirements specified in the Proposal Application Instructions, Section 3 of this RFP, including a complete budget. The Applicant may also choose to develop its own framework within which to address the requirements. Regardless of the framework used, the Applicant must address all of the requirements in this RFP as specified.

B. Program-Specific Requirements

See Service Specifications, Section 2 and Proposal Application Instructions, Section 3 of this RFP. For required State and/or Federal certifications, see Proposal Application Checklist, Section 5 of this RFP.

C. Multiple and Alternate Proposals

Multiple proposals and alternate proposals shall not be accepted (see Service

Specifications, Section 2 of this RFP).

D. Hawaii Compliance Express (HCE)

All Providers shall comply with all laws governing entities doing business in the State. Providers shall register with HCE for on-line compliance verification from the Hawaii State Department of Taxation (DOTAX), Internal Revenue Service (IRS), Department of Labor and Industrial Relations (DLIR), and Department of Commerce and Consumer Affairs (DCCA). There is an annual registration fee for the service (currently $12.00). The HCE’s on-line “Certificate of Vendor Compliance” provides the registered Provider’s current compliance status as of the Certificate’s issuance date and is accepted for both contracting and final payment purposes. See 1.2 Website References, Section 1 of this RFP for the HCE website address.

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1. Tax Clearance

Pursuant to HRS §103-53, as a prerequisite to entering into a contract of $25,000.00 or more the Provider shall be required to have a tax clearance from DOTAX and the IRS. See 1.2 Website References, Section 1 of this RFP for the DOTAX and the IRS website addresses.

2. Labor Law Compliance

Pursuant to HRS §103-55, the Provider shall be in compliance with all applicable laws of the State and federal governments relating to Payment of Wages, Safety, Workers' Compensation, and Unemployment Compensation. See Section 1, 1.2 Website Reference of this RFP for the DLIR website address.

3. DCCA Business Registration

Prior to entering into a contract, the owner of any entity doing business in the State, except the owner of a sole proprietorship, charitable organization, unincorporated association, or foreign insurance company, shall be registered and in good standing with the DCCA, Business Registration Division. Also, a foreign insurance company must register with the DCCA, Insurance Division. See 1.2 Website References, Section 1 of this RFP for the DCCA website address.

E. Wages Law Compliance

By submitting a proposal, the Applicant certifies that it is in compliance with HRS §103-55 Wages, Hours, and Working Conditions of Employees of Contractors Performing Services. See 1.2 Website References, Section 1 of this RFP for the DLIR website address.

F. Campaign Contributions by State and County Providers/Contractors

HRS §11-355 prohibits campaign contributions from certain State and county government providers/contractors during the contract term if the providers/contractors are paid with funds appropriated by a legislative body.

See 1.2 Website Reference, Section 1 of this RFP for the Campaign Spending Commission website address.

G. Confidential Information

If the Applicant believes any portion of a proposal contains information that should be withheld as confidential, the Applicant shall request in writing that the non-disclosure of designated proprietary data be confidential and provide justification to support confidentiality. Such data shall accompany the proposal, be clearly marked, and be readily separable from the proposal

1-7 to facilitate eventual public inspection of the non-confidential sections of the proposal.

Note: Price (i.e., proposed budgets) is not considered confidential and will not be withheld.

H. Proposal Submission

Applicants shall refer to the Proposal Submission Information Sheet at the beginning of this RFP for submission details.

1.10 Discussions with the Applicant

A. Prior to the proposal submittal deadline: Discussion may be conducted with an Applicant to promote understanding of the State purchasing agency’s requirements.

B. After the proposal submittal deadline: Discussion may be conducted with an Applicant whose proposal is determined to be reasonably susceptible of being selected for award, however, a proposal may be accepted without discussion per HAR §3-143-403.

1.11 Opening of Proposals

All proposals received shall be secured by the State purchasing agency and not examined for evaluation purposes until after the proposal submittal deadline.

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

1.12 Additional Materials and Documentation

Upon request from the State purchasing agency, the Applicant shall submit any additional documentation/materials reasonably required by the State purchasing agency for its evaluation of the proposal.

1.13 RFP Amendments

The State reserves the right to amend this RFP at any time prior to the final revised proposals deadline.

1.14 Cancellation of Request for Proposals

This RFP 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 interest of the State.

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1.15 Costs for Proposal Preparation

Any cost incurred by the Applicant in preparing or submitting a proposal is the Applicant’s sole responsibility.

1.16 Provider Participation in Planning

Applicants awarded a contract resulting from this RFP shall be required to participate in the State purchasing agency’s future development of a service delivery plan pursuant to HRS §103F-203.

The Providers’ participation in the State purchasing agency’s efforts to plan for or to purchase Health and Human Services prior to the release of an RFP, including the sharing of information about community needs, best practices, and the Providers’ resources, shall not disqualify the Providers from submitting proposals if conducted in accordance with HAR §3-142-202 and §3-142-203.

1.17 Rejection of Proposals

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

A proposal may be automatically rejected for one or more of the following reasons:

A. Inadequate response to RFP (HAR §3-143-609) B. Late proposal (HAR §3-143-603) C. Applicant not responsible (HAR §3-143-610(a)(2)) D. Proposal not responsive (HAR §3-143-610(a)(1)) E. Inadequate accounting system (HAR §3-141-202) F. Failure to cooperate or deal in good faith (HAR §3-141-201)

1.19 Notice of Award

A Statement of Findings and Decision (Notice of Award) shall be provided by mail (USPS) to all responsive and responsible Applicants for the award or non-award of a contract upon completion of the evaluation of all proposals. The Statement shall provide information regarding only the individual Applicant, not all of the Applicants, as well as the name of the Applicant that the contract was awarded to.

Any contract resulting from this RFP is subject to the approval of the State Department of the Attorney General (DAG) as to form and to all further approvals, including the approval of the Director, as required by statute, rule, regulation, order, or other directive.

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No work is to be undertaken by a Provider awarded a contract prior to the contract start date. The State is not liable for any costs incurred prior to the official contract start date.

1.20 Protests

Pursuant to HAR Chapter 148 and HRS §103F-501, an Applicant aggrieved by an award of a contract may file a protest. For the Notice of Protest form (SPOH-801) and related forms see 1.2 Website Reference, Section 1 of this RFP. Only the following matters may be protested:

A. A State purchasing agency’s failure to follow any procedure established by HRS Chapter 103F.

B. A State purchasing agency’s failure to follow any rule established by HRS Chapter 103F.

C. A State purchasing agency’s failure to follow any requirement, procedure, or evaluation criterion in the RFP issued by the State purchasing agency.

The Notice of Protest shall be postmarked by the USPS or hand delivered to: 1) the Head of the State purchasing agency (HOPA) conducting the procurement, and 2) the procurement officer conducting the procurement within five (5) working days of the postmark of the Statement of Findings and Decision (Notice of Award) sent to the Applicant protestor. If delivery services other than the USPS are used they shall be considered hand delivery and the Notice of Protest shall be considered submitted on the date received by the State purchasing agency.

Head of State Purchasing Agency Procurement Officer Name: Joseph Campos II Name: Kelsey Mills Title: Director Title: Purchase of Services Specialist Mailing Address:

Department of Human Services P.O. Box 339 Honolulu, Hawaii 96809-0339

Mailing Address:

1010 Richards Street #216 Honolulu, Hawaii

Business Address:

Department of Human Services 1390 Miller Street, Room 209 Honolulu, Hawaii 96813

Business Address:

1010 Richards Street #216 Honolulu, Hawaii

1.21 Availability of Funds

The contract award and any allowed extension thereof is subject to allotments made by the State Director of Finance pursuant to HRS Chapter 37 and subject to the availability of State and/or Federal funds.

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1.22 General and Special Conditions of Contract

Both General and Special Conditions shall be contractually required (see 1.2 Website Reference, Section 1 and Section 5 of this RFP).

1.23 Cost Principles

To promote uniform purchasing practices among State purchasing agencies procuring Health and Human Services under HRS Chapter 103F, State purchasing agencies shall utilize standard Cost Principles (SPOH-201) (see 1.2 Website Reference, Section 1 of this RFP). The State Cost Principles shall not exempt the Provider from complying with any cost principles under federal law.

1.24 General Requirements

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

1. After-the-fact secondary purchases shall be allowed.

2. Planned secondary purchases shall not be allowed.

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

1. Multiple proposals shall not be allowed.

2. Alternate proposals shall not be allowed.

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

☒ Single ☐ Multiple ☐ Single & Multiple

One single contract shall be awarded.

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

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

1. Initial contract term: December 28, 2026 through June 30, 2027

a. The initial term shall commence on the contract start date.

b. Number of possible extensions: four (4) extensions.

c. Length of extensions: Up to one (1) year.

2. Maximum contract term:

December 28, 2026, through June 30, 2032, subject to the Option to Extend the provision of the contract (see Special Conditions, Section 5 of this RFP).

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E. Subcontracting

1. The PROVIDER shall be allowed to subcontract under this contract (see General Conditions).

2. The PROVIDER shall ensure that its subcontractors comply with all the contract requirements of this scope of work, as applicable.

3. The PROVIDER shall include any subcontractor as additional insured under its insurance policies or provide to the DHS a separate Certificate of Liability Insurance (COLI) and endorsements for each subcontractor.

Any subcontractor shall comply with the exact insurance requirements as the PROVIDER.

4. The PROVIDER shall submit any subcontracts and subcontractor’s compliance documentation with the contract requirements to the DHS for review and approval.

Section 2

Service Specifications

2-1

Section 2 Service Specifications

2.1 Introduction

A. Overview and Purpose

1. The Department of Human Services (DHS), Social Services Division (SSD), Child Welfare Services Branch (CWSB) provides social and case management services to children and their biological, extended, foster, or adoptive families to protect children and ensure safe, nurturing, permanent, and stable families for children in Hawaiʻi. The child welfare continuum of services is guided by the three primary domains in the CWSB: safety, permanency, and child and family well-being, with the safety of children as the paramount concern that guides all child welfare services.

2. CWSB is required to make reasonable efforts to maintain and reunify families, except when it is determined that the child’s safety cannot be assured.

Accordingly, CWSB is committed to strengthening families and supporting children to remain safely with, or return safely to, their families whenever possible. Through the provision of timely, appropriate, quality, and individualized services that build on family strengths and are responsive to identified needs, CWSB seeks to reduce risk, enhance protective capacities, preserve family relationships, and prevent the unnecessary removal of children from their families.

3. When children cannot remain safely in their homes, foster care and other temporary placements should be considered as an extension of the child’s family system rather than a replacement of it. The child’s need for relational stability and attachment preservation should be addressed through ongoing family connections, including regular and meaningful visitation, while strengthening the family as a primary resource for the child whenever safely possible. Ongoing services and supports that help families achieve a safe and permanent home for the child remain a priority whenever appropriate.

4. In alignment with CWSB’s principles and priorities of safety, permanency, and child and family well-being, the DHS is seeking proposals for Kaʻū ʻOhana Support Services, which are community-based child welfare prevention and family support services for families in the Kaʻū district of East Hawaiʻi. The purpose of these services is to strengthen families and prevent unnecessary foster care placement through comprehensive assessments of child and familial needs, individualized program planning, case management, intensive parenting support and family skill-building services, parental life skills groups, and outreach services. The PROVIDER shall deliver these services in a manner that is consistent with CWSB’s principles and priorities.

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5. The PROVIDER shall ensure that all services are delivered using a trauma-informed approach that is responsive to the unique strengths, needs, and challenges of families residing in the rural and geographically isolated Kaʻū community.

B. Description of the population to be served

1. The populations for services under this Request for Proposals (RFP) include individuals and families residing in the Kaʻū district of East Hawaiʻi whose children have been, or are at risk of being abused or neglected, or who are otherwise at risk of child welfare involvement. This includes but is not limited to:

a. families with an open CWSB case;

b. families referred by CWSB for voluntary prevention and family support services; and

c. individuals and families who self-refer or are referred by other professional agencies or community organizations for child abuse and neglect prevention, family preservation, parenting support, or other services available under this Contract.

2. Individuals and family members served under this Contract shall be known as “clients”.

3. Potential clients may be referred for Kaʻū ̒ Ohana Support Services in one of three ways: 1) CWSB Referral – CWSB staff may refer a client for services under this Contract; 2) Self-Referral – Individuals or families may contact the PROVIDER directly to request services; and 3) Non-CWSB Agency Referral – Other professional agencies or community organizations may refer individuals or families for services under this Contract.

a. The PROVIDER shall accept and provide services to CWSB-referred clients and shall maintain sufficient staffing and operational capacity to meet service timelines and requirements under this Contract. CWSB-referred clients shall receive priority for services in the following order:

i. CWSB court-ordered cases;

ii. CWSB non-court-ordered cases; and

iii. Families referred by CWSB for voluntary prevention and family support services.

b. The PROVIDER shall determine and monitor its available capacity to serve self-referrals and non-CWSB agency referrals based on staffing levels, service utilization, and service volumes after ensuring its ability to meet the service needs of CWSB-referred clients. The PROVIDER shall document

2-3 staffing levels, service utilization, and service volumes in the Quarterly Activity Report (QAR) in accordance with Section 2.3.J.

4. The projections below reflect the anticipated number of clients who may receive services during each contract year. These figures are intended to guide program planning and resource allocation and may increase or decrease depending on client demand, referrals, and operational capacity. The PROVIDER may serve more or fewer individuals than projected without penalty, provided all contractual requirements and service specifications are met.

Annual Projected Service Levels

Anticipated # of Clients to be Served Annually (unduplicated)

Families 15 Adults 20 Children 25

5. Proposals shall demonstrate the PROVIDER’s capacity to strengthen and stabilize families experiencing multiple and complex challenges, including substance use disorders, and shall incorporate developmentally appropriate child participation in parenting activities, where appropriate.

C. Geographic Coverage of Service

1. The geographic area of services for this RFP is the Kaʻū district of East Hawaiʻi.

Kaʻū is a close-knit, family-oriented, rural community that consists predominantly of farmer and coastline fishing communities. Kaʻū is the largest and most rural district on the island of Hawaiʻi, spanning nearly 1,000 square miles and includes the areas of South Point (Ka Lae), Hawaiian Ocean View, Nīnole, Waiʻōhinu, Nāʻālehu and Pāhala. Despite its vast area, the estimated population for the entire district is approximately 6,000 individuals.

2. Kaʻū faces significant service access challenges because of its geographic remoteness, isolation, limited transportation infrastructure, and distance to centralized services, which can impact a family’s ability to participate in timely, consistent, in-person services. Travel to service providers located outside the district may require 2-3+ hours of roundtrip driving to Hilo or Kona (without road work or road closures), creating barriers for families with limited resources, work obligations, or caregiving responsibilities. Due to these conditions, effective service delivery in Kaʻū requires approaches that are flexible, relationship-driven, and integrated with existing community resources.

3. The PROVIDER shall demonstrate an understanding of the Kaʻū community, including its rural and geographically isolated context, informal support systems, extended family networks, transportation challenges, and barriers to accessing services. The PROVIDER shall design and deliver services using a place-based approach, meaning that services are tailored to the geographic, environmental, social, and community context of Kaʻū and responsive to the circumstances, 2-4 strengths, needs, local norms, and available resources of families residing in the district. Proposals shall describe how services will be delivered in ways that:

a. Accommodate transportation and distance-related barriers;

b. Utilize in-home, community-based, and virtual service modalities as appropriate.

i. For purposes of this RFP, in-home services means in-person services provided in the client’s home or other residence, including a resource caregiver home, as applicable;

ii. Community-based services means services provided in the local community where the client lives, including the client’s home, community facilities, and other appropriate public or community settings that support accessible, least-restrictive service delivery;

iii. Virtual services means services provided through an appropriate secure remote or electronic method when permitted under the applicable service requirements and appropriate to the client’s needs;

c. Promote continuity of services across remote areas of the district; and

d. Build trust and sustained engagement with families in a remote setting, who may otherwise experience delayed or limited access to support.

D. Probable Funding Amounts and Period of Availability

The Contract may be awarded for an initial term of up to one (1) year and six (6) months with the option to extend the term for additional periods up to two-years each for a total contract term not to exceed five (5) years and six (6) months, except as otherwise provided by law. These multi‑term contract provisions and extensions are administered in compliance with HAR §3‑149‑302.

1. The anticipated funding amount projected for each state fiscal year (SFY) is $197,259. Contract funding shall be pro-rated for periods of less than one (1) year.

2. DHS reserves the right to change this anticipated Contract amount per year, subject to consideration of the submitted offerors’ cost proposals, which contain details and explanations of the estimated operating costs and expenses to maintain these services.

3. If additional funding becomes available, additional services may be added and payments may be increased or expanded if DHS determines that the increase to the services under the Contract is needed in the community. Funding increases and decreases are subject to the availability of State and federal funds, as well as changes in the service specifications (e.g., the geographic location’s needs, 2-5 utilization increases or decreases, service activities, and service delivery) subject to procurement laws, and satisfactory performance by the PROVIDER as determined by the DHS, among other potential factors.

E. Guidelines for Service Delivery

The PROVIDER shall implement and deliver services in a manner that complements and supports CWSB’s guiding principles of family-centered, strengths- and needs-based approach to child welfare practice. Service delivery under this Contract shall be guided by the following principles:

1. Service activities under this Contract must be comprehensive, coordinated, and collaborative, and provided in all designated geographic areas under the Contract.

2. Service activities must be competent, appropriate and responsive to the strengths, needs, values and preferences of the child and family, and delivered in a manner that is respectful of, and builds on, the strengths of the family and the community.

3. Service activities must address the physical, social, emotional, and educational needs of the child and the family’s ability to protect the child.

4. Service activities must provide clear and attainable goals and objectives for each client.

5. Service activities must be individualized, addressing the unique capacities and needs of each child and family.

6. Service activities must empower families to help themselves and to gain and maintain mastery and control over their ability to protect their children.

F. Mandated Reporting

The PROVIDER shall ensure that all personnel providing services to children and families under this Contract are required to report suspected child abuse and neglect in accordance with Chapter 350, Hawaiʻi Revised Statutes (HRS). The PROVIDER shall ensure compliance with these reporting requirements throughout all phases of service delivery, including, but not limited to, referral, initial screening, comprehensive assessment, coordination and linkage activities, individualized program planning, intensive parenting support and family skill-building services, parental life skills groups, outreach services, and all other interactions with clients.

1. If, at any time during service delivery, the PROVIDER identifies information or has reason to believe that a child has been abused or neglected, is at substantial risk of abuse or neglect in the reasonably foreseeable future, or subject to conditions requiring immediate intervention, the PROVIDER shall take appropriate action in accordance with mandated reporting requirements.

2. For clients with open CWSB cases, in addition to mandated reporting

2-6 requirements, the PROVIDER shall immediately notify the assigned CWSB worker of any new or escalating child safety concerns. The PROVIDER shall document all reports and actions taken in the client case file and shall make such documentation available to DHS upon request.

2.2 Scope of Work

A. Service Activities

The following services are to be provided to clients in the Kaʻū community. Services are broadly categorized as either individual or family services to CWSB-involved and non-CWSB-involved clients, or general services to the community. As such, the services shall be community-based, accessible, and responsive to the rural and geographically isolated context of all families in the Kaʻū district. Detailed timelines for each process step are defined in their applicable subsections, but a general overview of process flow can be seen in the graphic below.

Figure 1. Kaʻū ʻOhana Support Services Process Flowchart

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1. Referral, Initial Screening, Comprehensive Assessment, and Coordination and Linkage

a. Referral

Potential clients may be referred to the PROVIDER for an initial screening and determination of the need for a comprehensive assessment in one of the following ways: 1) CWSB Referral - CWSB staff may refer a client for an initial screening and, if indicated, a comprehensive assessment to identify service needs and appropriate interventions; 2) Self-referral - individuals and families may contact the PROVIDER directly to request an initial screening and determination of service needs, including consideration for a comprehensive assessment; or 3) Non-CWSB Agency Referral: other professional agencies may refer individuals or families for an initial screening and determination of the need for a comprehensive assessment. The PROVIDER shall contact the referred client within two (2) business days of receiving the referral.

b. Initial Screening

i. All referred clients shall participate in an initial screening to determine the most appropriate level of service and whether a comprehensive assessment is necessary.