RFP2534-871P.A.Refugee School Impact Program.pdf

Competitive Solicitation #RFP 2534-871

Updated Form 2/21/2025

JJE

Responses must be submitted to Amel A. Alsalman, Coordinator, Department of Social and Health Services; Facilities, Finance and Analytics Administration;

Central Contracts and Legal Services Email: amel.alsalman@dshs.wa.gov

Solicitation and Amendments will be posted on:

DSHS Procurement Website: https://www.dshs.wa.gov/ffa/procurements-and-contracting

WEBS Website: https://pr-webs-vendor.des.wa.gov/

Applicable WEBS Commodity Codes: 952-43, 918-32 Consulting Services Code# 918-38 Education and Training Consulting

Auxiliary Aids and Limited English Proficient (LEP) Services:

DSHS will provide access to this Solicitation document to individuals with disabilities and Limited English Proficient individuals. Please contact the Coordinator to request auxiliary aids and services.

Solicitation Schedule

Event Date and Time

DSHS posts Competitive Solicitation. April 30, 2025, Pre-Bid Conference at 4:00 p.m. Pacific Time.

Link

May 6, 2025, 4:00pm

Bidder questions are due by 5 p.m. Pacific Time. May 14, 2025, 5pm

Proposals are due by 5 p.m. Pacific Time. June 4, 2025, 5pm

Anticipated Contract Executed start date. October 1, 2025

Estimated Contract Performance Period October 1, 2025-September 30, REQUEST FOR PROPOSALS

NO. 2534-871

Title: Program Administration -

Refugee School Impact Program

DSHS Administration:

ESA/CSD

mailto:amel.alsalman@dshs.wa.gov https://www.dshs.wa.gov/ffa/procurements-and-contracting https://pr-webs-vendor.des.wa.gov/

TABLE OF CONTENTS

Section A. Contract Requirements

Section B. Definitions

Section C. Explanation of Solicitation Process

Section D. Instructions Regarding Content, Format and Submission of Response…..

Section E. Evaluation of Responses

Section F. Debriefing and Protest Procedure

Section G. Contracting Procedures

Attachments:

Attachment A: Sample Contract Attachment B: Sample Bid Submission Letter Attachment C: Bidder Certifications and Assurances Attachment D: Bidder Response Form Attachment E: Contractor Inclusion Plan Attachment F: Budget Form

Updated Form 2/21/2025

SECTION A

CONTRACT REQUIREMENTS

1. Purpose

This competitive Solicitation is issued to assist the Office of Refugee and Immigrant Assistance (ORIA), Economic Services Administration, Office of the Assistant Secretary of the Washington State Department of Social and Health Services (DSHS) in seeking qualified Contractor to serve as the statewide Program Administrator for the Refugee School Impact program, which provides federal funding for activities that lead to the effective integration and education of eligible children and youth.

1. Background

Washington state boasts a vibrant and sizable immigrant community and has consistently ranked in the top ten states in the U.S. for refugee resettlement.1 Between 2022 and 2024 Washington welcomed over 67,000 refugees and other populations eligible for federal resettlement benefits. ORIA’s goal is for refugee and immigrant families and individuals to succeed and thrive in Washington state. ORIA currently has 21 programs that provide a continuum of services to support eligible clients from the time they arrive in Washington state until naturalization (typically after five years in the U.S.).

ORIA’s network of over 100 contracted service providers specialize in offering services that are culturally specific and linguistically appropriate. This network includes community-based non-profit organizations, public agencies, for-profit organizations, ethnic community-based organizations and refugee resettlement agencies. Services include, but are not limited to, refugee foster care, refugee health and mental health services, employment services, youth mentoring, housing stabilization, English language instruction, social services and community orientation, and specialized services for refugee children and refugee elders.

In federal fiscal year 2024, Washington welcomed nearly 29,000 refugees and other federally qualified humanitarian immigrants. The top populations arriving to Washington were from Ukraine and Afghanistan, with sizeable populations arriving from Syria, Eritrea, the Democratic Republic of Congo, Cuba, Haiti, and Venezuela. The counties that have welcomed the highest number of refugees in the past year include King, Snohomish, Pierce, Clark, Spokane, Whatcom, and Benton-Franklin. Approximately 12% of refugee arrivals are children ages 0-4 and approximately 34% are ages 5 through 18. Approximately 2,500 refugee children and 400 parents were served in the RSI program in federal fiscal year 2024.

Most refugee children experience a number of challenges that bar them from being able to take advantage of available educational opportunities. A high proportion of refugee students are limited-English proficient. Many have little or no formal educational background. Parents of refugee children may struggle to find appropriate educational opportunities for them, whether it be preschool or other early learning opportunities, or after-school enrichment activities. Most refugee children have experienced some level of trauma and stress from fleeing their home country. Most have experienced separation or loss of family members which leads to ongoing feelings of grief and compounds the

1 Refugee Processing Center: Admissions & Arrivals — Refugee Processing Center https://www.wrapsnet.org/admissions-and-arrivals/

Updated Form 2/21/2025 trauma. In total, these emotional experiences often compromise their learning capacity in a new environment.

To address the challenges faced by refugee children and their families, the federal Office of Refugee Resettlement (ORR) invests funding to states to design services and programs that meet the goals of the RSI program. The RSI program is divided into two components: the general Refugee School Impact (RSI) program for school-aged refugees (generally between the ages of 5 through 18) and the Early Refugee School Impact (ERSI) program for children before they enter Kindergarten (generally between the ages of birth through 5). These program components have the following focus areas and allowable activities:

Refugee School Impact Program (RSI) for School-Aged Children (ages 5-18):

a. Providing specialized approaches and support for eligible students, such as English as a Second Language classes, tutoring, newcomer or transitional programs, after school and summer programs, mentoring, behavioral health supports, and programming that supports integration.

b. Supporting families learning to navigate the U.S. education system, such as school-specific orientation for both families and students, navigators or cultural brokers, and language access.

c. Developing capacity for school staff and systems, through activities and resources such as specialized trainings for school staff around the unique and varied needs of ORR-eligible populations, ensuring language access by translating critical documents, interpretation, and specialized staff dedicated to working with ORR-eligible school-aged children, youth, and families.

Early Refugee School Impact Program (ERSI) for Young Children (ages Birth-5)

a. Facilitating child care and preschool access by supporting families with systems navigation, including the subsidy application process, and helping families enroll their children in day care, Head Start/Early Head Start, the Early Childhood Education and Assistance Program (ECEAP)/Early ECEAP, or other appropriate preschool.

b. Supporting the academic and social preparation of children for formal schooling (preschool or Kindergarten), through providing specialized services that support the cognitive, social, and emotional growth of preschool-aged children, administering developmental screening tools, such as the Ages and Stages Questionnaire, Third Edition (ASQ-3), and working with districts to determine special education eligibility.

c. Supporting parent engagement, through providing parenting classes or peer support groups that focus on topics such as: healthy early childhood development, developmental milestones, the rights of children with disabilities, school systems, and U.S. child welfare laws, and through home visiting services that enhance a parent’s ability to support early childhood development.

2. Project Scope

DSHS-ORIA is interested in receiving proposals from qualified organizations that can serve as the statewide RSI Program Administrator, overseeing programming for refugee children ages birth-18. The majority of the Contract funding will be passed through the RSI Program Administrator to subrecipients who will provide a diverse array of programming for refugee children and youth.

The Program Administrator will:

a. Develop a framework for the RSI program.

The Program Administrator will develop a framework for the RSI Program that supports the integration, adjustment, and academic success of newly arrived refugee children and their families. Direct services must focus on the allowable areas determined by ORR.

b. Manage the Subawarding of Contract Funds.

The Program Administrator will oversee and manage the subawarding process and contracts with school districts and CBOs. As part of the subawarding process the Program Administrator will complete the following tasks:

i. Develop and launch multiple Notice of Funding Opportunities for School Districts for District Partnerships to award RSI funding and for CBOs to award RSI, Ukrainian RSI, and Early RSI funds.

ii. Provide an information session and technical assistance to potential applicants.

iii. Establish criteria for funding and ensure funding decisions are made in an equitable and fair way, that prioritizes direct services for refugee children and youth. Funding decisions shall be made in conjunction with DSHS-ORIA.

iv. Execute Contracts with School Districts and CBOs. All awards to subrecipients shall be in a cost-reimbursement model. The Bidder shall ensure that each subrecipient meets the DSHS required insurance levels, which have different requirements for school districts and CBOs, prior to contract execution.

v. Provide ongoing oversight and monitoring of all subrecipients. Provide training and technical assistance to the subrecipients, as needed, to ensure contract success.

vi. Act as a thought partner and connector when there are challenges in the RSI program at the School District or in CBOs. Support subrecipients in brainstorming and resolving challenges in a timely manner.

Updated Form 2/21/2025

To prevent interruption of the RSI program during the procurement process.

DSHS-ORIA will approve partnerships and develop a tentative award plan for the FFY 2026 contract period (October 2025-September 2026).

c. Provide Training and Technical Assistance.

The provision of training and technical assistance is a key function of the RSI Program Administrator. Ongoing training and technical assistance opportunities support district and CBO partners in maintaining contractual compliance, developing best practices, and enhancing service delivery to best meet the needs of refugee children. Further, training opportunities for the general public and daycare/preschool/school staff, work to build capacity amongst service providers by promoting skills that allow for the creation of welcoming, inclusive, and culturally and linguistically responsive environments for refugee students and their families. At a minimum, the Program Administrator shall:

a. Provide two annual convenings for partners in the RSI program, at least one of which must be in-person. The topics for the convenings shall be agreed upon in conjunction with DSHS-ORIA. The convenings serve as opportunities for partners to learn about contractual requirements, best practices, and strategies for providing specialized educational and integration support to refugee children. Expert speakers may be brought in to address emerging trends or needs within the refugee population.

b. In addition to the two annual convenings, provide at least four virtual trainings for RSI partners and other service providers who may interact with refugee children (birth – 18).

c. Provide ongoing opportunities for technical assistance to RSI partners around contractual compliance, immigration eligibility, monitoring and evaluation, and other topics, as needed.

d. Develop and manage a public webpage that describes the RSI program, lists the partners, and provides a broad array of technical support, information and resources. Post relevant and helpful articles, curriculum, resource guides, or best practices highlights to support the RSI program.

d. Provide Program Evaluation and Monitoring.

The Program Administrator shall develop a Program Evaluation and Monitoring framework. This shall include developing and tracking specific, measurable, achievable, relevant, and time-bound annual program outcomes for all RSI activities. Outcomes used for school districts may differ from those used for community-based organizations. Historically, pre- and post-scores from the WIDA (World-Class Instruction Design and Assessment), or other statewide standardized tests were collected from School Districts. Outcomes for CBOs working with school-aged children must, at a minimum, incorporate outcomes from the RSI Outcome Measures Warehouse, which offers outcomes in the areas of academic support, school and social integration, and social emotional learning (SEL) measures.

file://dshsfloly4100a1/SHARED/DEAP/Office%20of%20Refugee%20&%20Immigrant%20Assistance/Refugee%20School%20Impact%20Program%20(RSIP)/2024-2025%20School's%20Out%20WA/Procurement%20for%20FY26/RSI%20Outcomes-Warehouse.pdf

Updated Form 2/21/2025

The Program Administrator must provide contract oversight with school districts and community-based organizations, which includes programmatic and fiscal compliance. The Program Administrator will complete onsite monitoring at least once per organization during each fiscal year, unless an exception is provided by

DSHS-ORIA.

The Program Administrator shall ensure that only eligible children access the RSI program. The Program Administrator must collect from its subrecipients, or otherwise obtain, copies of immigration documents that verify proof of refugee status (valid types of documentation may be seen here). Eligibility for the RSI program is determined by Congress and is communicated to states through policy letters by ORR. Currently, ORR-funded services, including the RSI program, are available to eligible individuals from the following groups:

a. Refugees

b. Asylees (who have been granted asylum)

c. Cuban and Haitian entrants

d. Iraqi and Afghan Special Immigrants

e. Amerasians

f. Certified victims of human trafficking

g. Afghan Humanitarian Parolees (who meet ORR eligibility)

h. Ukrainian Humanitarian Parolees (who meet ORR eligibility)

Program eligibility is subject to change based on federal policy changes. The Program Administrator will stay apprised of immigration eligibility changes and will support its subrecipients in maintaining compliance.

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

3. Bidder Minimum Qualifications

All Bidders must meet the following minimum qualifications:

a. Licensed to do business in Washington state.

b. The organization has at least (3) years of verifiable experience working with educational entities to include contract management, coordination of supplemental educational services and training.

c. The organization has at least three (3) years of verifiable experience working with community-based organizations serving newly arrived refugee communities.

d. Working knowledge of and experience supporting supplemental educational services for English Language Learners.

https://acf.gov/orr/policy-guidance/status-and-documentation-requirements-orr-refugee-resettlement-program

Updated Form 2/21/2025

e. Experience developing and maintaining a website.

f. Knowledge of the Common Core State Standards Initiative, English language proficiency assessments such as the WIDA, and other standardized tests that measure student progress.

g. Knowledge of the refugee resettlement process and other humanitarian pathways that bring newcomers to the state.

h. Ability to comply with federal requirements to serve as a subrecipient.

i. The Contractor has (3) years of verifiable experience in conducting contractual monitoring of federally-funded programs.

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

4. Period of Contract Performance

DSHS-ORIA intends to award one Contract(s) for the Services described in this Competitive Solicitation. The period of performance under the Contract shall be October 1, 2025, through September 30, 2026. The term of the Contract may be extended by amendment up to four times for up to one year per amendment at the sole discretion of DSHS and upon federal funding availability. Additional services that are appropriate to the scope of this Solicitation, as determined by DSHS, may be added to the Contract in a mutually agreeable amendment.

5. Funding

DSHS-ORIA has budgeted an amount not to exceed $7,000,000 for this Project. DSHS may reject any Response in excess of that amount. Funding that will be used to fund the federal fiscal year 2026 contract has been received by DSHS. Any Contract awarded is contingent upon the availability of funding.

DSHS is looking for competitive bids that invest the majority of available funding in district partnerships and community-based organizations for the purpose of direct service provision to students. For the upcoming federal fiscal year, DSHS estimates at least the following amounts be allocated:

Expense Estimated Funding Level

Percentage of Total Funding

Subawards to School Districts $3,100,000 44%

Subawards to CBOs serving Ukrainian children (URSI)

$1,000,000 14%

Subawards to CBOs serving any nationality of refugee children

$1,000,000 14%

Subawards for Early Refugee School Impact $1,350,000 20%

Updated Form 2/21/2025

(ERSI)

Contractor Administrative Costs; Training and Technical Assistance Expenses; Other

$550,000 8%

TOTAL $7,000,000 100%

The contract between DSHS-ORIA and the Program Administrator will be a cost-reimbursement model.

6. Reporting Requirement

The Program Administrator will be responsible for reporting requirements related to the RSI program. Participant demographic and service information must be maintained in ORIA’s case management database, CareSphere, unless the Program Administrator’s pre-existing database is approved by DSHS-ORIA for use in the RSI program. The Contractor must collect, at a minimum, from its subrecipients the following demographic fields for use in federal reporting:

a. Alien number

b. First, middle, and last name

c. Date of birth

d. Immigration status

e. Sex

f. Nationality

g. Zip code, city, and county of residence

h. Immigration eligibility date

i. Service enrollment date

j. Service exit date

Immigration eligibility must be confirmed by the Program Administrator to ensure accurate reporting. In addition to demographic information, the Program Administrator shall report on:

a. The total number of participants (students and parents) served, and services received, broken down by program type;

b. Outcomes and evaluation performance measures;

c. Activities, accomplishments, and new initiatives;

Updated Form 2/21/2025

d. Challenges and emerging issues;

e. Monitoring activities including if corrective action was identified; and

f. Client success stories.

The Program Administrator will comply with the following reporting schedule:

Type of Data Needed Reporting Period Deadline

Program Narrative, Participant Demographic Information

Federal Fiscal Year Quarters 1 and 2

May 5, 2026

Program Narrative, Participant Demographic Information

Federal Fiscal Year Quarters 3 and 4

November 5, 2026

Participant Demographic Information

Full Federal Fiscal Year December 15, 2026

Subgrantee List and Funding Amount

Full Federal Fiscal Year November 1, 2026

Contract activities performed by the Program Administrator

Monthly Due 30 days after the month that is being reported on. For example, the report for October 2026 is due November 31, 2026.

7. Sub-recipient Status

The successful Program Administrator will serve as a subrecipient of federal awards as defined by the Office of Management and Budget (OMB) Circular A-133 to include:

a. Maintain records that identify, in its accounts, all federal awards received and expended and the federal programs under which they were received, by the title and number, award number and year, name of federal agency, and name of the pass-through entity;

b. Maintain internal controls that provide reasonable assurance that the Program Administrator is managing federal awards in compliance with laws, regulations, and provisions of contracts or grant agreements that could have a material effect on each of its federal programs;

c. Prepare appropriate financial statements, including a schedule of expenditures of federal awards;

d. Incorporate 2 CFR Part 200, Subpart F audit requirements into all agreements

Updated Form 2/21/2025 between the Program Administrator and its subcontractors who are subrecipients;

e. Comply with all applicable requirements of 2 CFR Part 200, including any future amendments to 2 CFR Part 200, and any successor or replacement Office of Management and Budget (OMB) Circular or regulation; and

f. Comply with the Omnibus Crime Control and Safe streets Act of 1968, Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Title II of the Americans with Disabilities Act of 1990, Title IX of the Education Amendments of 1972, The Age Discrimination Act of 1975, and The Department of Justice Non-Discrimination Regulations, 28 C.F.R. Part 42, Subparts C.D.E.

and G, and 28 C.F.R. Part 35 and 39. (Go to www.ojp.usdoj.gov/ocr/ for additional information and access to the aforementioned Federal laws and regulations.)

If the Program Administrator expends $1,000,000 or more in federal awards from any and/or all sources in any fiscal year, the Program Administrator shall procure and pay for a single audit or a program-specific audit for that fiscal year. Upon completion of each audit, the Program Administrator shall:

a. Submit to the DSHS contact person the data collection form and reporting package specified in 2 CFR Part 200, Subpart F, reports required by the program-specific audit guide (if applicable), and a copy of any management letters issued by the auditor;

b. Follow-up and develop corrective action for all audit findings; in accordance with 2 CFR Part 200, Subpart F; prepare a “Summary Schedule of Prior Audit Findings” reporting the status of all audit findings included in the prior audit's schedule of findings and questioned costs.

If it is determined by DSHS, or during the course of a required audit, that the Program Administrator has been paid unallowable costs under this or any Program Agreement, DSHS may require the Program Administrator to reimburse DSHS in accordance with 2 CFR Part 200.

Updated Form 2/21/2025

SECTION B

DEFINITIONS

Additional definitions for Contract-specific terms are found in the Sample Contract set forth as Attachment A to this Solicitation and shall apply to those terms as they are used in this Solicitation. The following terms have the meanings set forth below:

Agency or DSHS – The Washington State Department of Social and Health Services.

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

Apparent Successful Bidder (ASB) – A Bidder submitting a Response to this Solicitation that is evaluated, identified, and announced by DSHS as providing the best value to the Agency. Upon execution of a Contract, the ASB is referred to as the successful bidder or the Contractor.

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

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

Bidder – An individual, organization, public or private Agency or other entity submitting a bid, quotation, response or proposal in response to this Solicitation.

Contract – A written agreement entered into between a successful Bidder and DSHS as a result of this Solicitation.

Complaint – A process that may be followed by a Bidder prior to the deadline for bid submission to alert DSHS of certain types of asserted deficiencies in the Solicitation.

Community-Based Organization or CBO – CBOs are subrecipients of the RSI program, and are eligible to apply for general RSI funding, Ukrainian RSI (URSI) funding, and Early RSI funding.

Coordinator or Solicitation Coordinator – An individual or designee who is employed by DSHS within the DSHS Central Contracts and Legal Services Office and who is responsible for conducting this Solicitation.

Debriefing – A short meeting a Bidder may request with the Coordinator following the announcement of the Apparent Successful Bidder for the purpose of receiving information regarding the review and evaluation of that Bidder’s Response.

Direct Services – Services provided directly to refugee children, or their parents. Examples of direct services include, but are not limited to: tutoring, after-school programming, literacy club, coding classes, mentoring, college preparation, conflict resolution groups, play and learn groups, and administrating developmental questionnaires.

Updated Form 2/21/2025

District Partnership – A District Partnership is the partnership between a School District and a community-based organization that are working together to serve refugee students and families in the RSI program. School Districts are required to partner with a CBO in the RSI Program.

Early Refugee School Impact (ERSI or Early RSI): Funding appropriated from ORR to provide RSI services to young refugee children (ages birth-5) and their parents.

Key Personnel – Staff being proposed to do the work under this Proposal.

ORR – Office of Refugee Resettlement - The federal office that administers the refugee program. It is within the U.S. Department of Health and Human Services, Administration for Children and Families.

Inclusion plan - a detailed plan showing a Bidder’s actions toward meeting Washington Small and Diverse Business goals on a specific competitive procurement.

Procurement - The broad process of identifying goods and services for purchase or acquisition, of effecting the purchase or acquisition, and of managing the purchase or acquisition. This Solicitation is a part of an overall Procurement process. Despite the broader meaning attributed to “procurement”, for purposes of this Solicitation, the terms Solicitation, RFP/RFQ/RFQQ and Procurement are interchangeable.

Project - The undertaking or work for which contracted Services are being requested pursuant to this Solicitation.

Protest – A process that may be followed by a Bidder after the announcement of the apparent Successful Bidder to alert DSHS to certain types of alleged errors in the evaluation of the Solicitation.

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

Refugee – Any person who is outside their country of nationality or habitual residence, and is unable or unwilling to seek protection of that country due to a well-founded fear of persecution based on race, religion, nationality, membership in a particular social group, or political opinion. For the purposes of this RFP, the term “refugee” also refers to other eligible populations as defined by ORR:

a. Refugees;

b. Asylees;

c. Certified Victims of Human Trafficking;

d. Amerasians;

e. Cuban-Haitian Entrants;

f. Special Immigrant Visa Holders from Iraq and Afghanistan;

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g. Afghan Humanitarian Parolees (who meet ORR eligibility); and

h. Ukrainian Humanitarian Parolees (who meet ORR eligibility).

Refugee School Impact (RSI): Funding appropriated by ORR to provide activities that lead to effective integration and education of eligible children and their families.

Responsible Bidder – An individual, organization, public or private Agency, or other entity that has demonstrated the capability to meet all the requirements of the Solicitation and to meet the elements of responsibility. (See RCW 39.26.160 (2))

Responsive Bidder – An individual, organization, public or private Agency, or other entity who has submitted a Bid that fully conforms in all material respects to the Solicitation and all its requirements, in both form and substance.

RFP/RFQ/RFQQ – The request for proposals, qualifications, quotations, or qualifications and quotations set forth in this Solicitation document.

Services – Labor, work, analysis, or similar activities provided by a contractor to accomplish a specific scope of work.

Small Business – An in-state business, including a sole proprietorship, corporation, partnership, or other legal entity, that certifies under penalty of perjury that they are Washington Small Business as defined in RCW 39.26.010(22).

Solicitation or Competitive Solicitation – A formal process providing an equal and open opportunity for bidders culminating in a selection based upon predetermined criteria. A Competitive Solicitation requests the submission of bids, quotations, or proposals for the consideration of DSHS in contracting to meet its needs. This RFP/RFQ/RFQQ is a Solicitation.

Solicitation Document – This RFP/RFQ/RFQQ document, including all attachments and all amendments that are issued by the Coordinator.

Statement of Work – The detailed description of services to be performed by the Contractor and outlined in the Contract.

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

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

Ukrainian Refugee School Impact (Ukrainian RSI or URSI) – Funding appropriated by ORR to provide RSI services to specific Ukrainian populations. Allowable activities are the same as the general RSI program.

Veteran-owned business – A business that is certified by the Department of Veterans Affairs (DVA) in the state of Washington. (See RCW 43.60A.200)

WEBS – Washington’s Electronic Business Solution, the Bidder notification system found at https://pr-webs-vendor.des.wa.gov/ and maintained by the Washington State Department of Enterprise Services.

http://apps.leg.wa.gov/rcw/default.aspx?cite=39.26.160 https://apps.leg.wa.gov/rcw/default.aspx?cite=39.26.010 https://app.leg.wa.gov/RCW/default.aspx?cite=43.60A.200

Updated Form 2/21/2025

SECTION C

EXPLANATION OF SOLICITATION PROCESS

1. Solicitation Schedule

The Solicitation Schedule set forth below outlines the tentative schedule for important events relating to this Solicitation. Except as modified in an Amendment issued by the Coordinator, the dates and times listed through the Response Submission date are mandatory deadlines. The remaining dates are estimates and may change without the posting of an Amendment. Failure to meet the Response deadline will result in Bidder’s disqualification.

Item Action Date

1. DSHS posts Competitive Solicitation. 4/30/25

2. Prospective Bidders should register as a Vendor on WEBS using one of the commodities codes on the cover page of this Solicitation as soon as possible to receive notifications.

As soon as possible

3. Bidders must RSVP for the Pre-Bid Conference by 5 p.m. Pacific Time. By sending a confirmation email to amel.alsalman@dshs.wa.gov. A Microsoft Teams link will be provided upon receipt of the confirmation.

5/5/25

4. Pre-Bid Conference at 4:00 p.m. Pacific Time. 5/6/25

5. Bidders may submit written questions or requests for change in Solicitation Requirements until 5 p.m. Pacific Time.

5/14/25

6. DSHS posts responses to written questions. 5/21/25

7. Bidders may submit written Complaints by 5 p.m. Pacific Time. 5/27/25

8. Bidders must submit a Response by 5 p.m. Pacific Time. 6/4/25

9. DSHS evaluates Written Responses. 6/5/25-6/19/25

10. Oral presentations, if requested by DSHS. 6/24/25- 6/27/25

11. DSHS announces the Apparent Successful Bidder(s) on WEBS and begins contract negotiations.

7/11/25

12. DSHS notifies unsuccessful Bidder(s). 7/11/25

13. Bidders may request a Debriefing conference until 5 p.m. Pacific Time. 7/16/25

14. DSHS holds Debriefing conferences, if requested. 7/21/25

15. Deadline for submission of Protests by Bidders who participated in a debriefing conference.

Five business days after the date of the Debriefing mailto:amel.alsalman@dshs.wa.gov

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Item Action Date

16. DSHS considers Protests, if any, and issues determination. 10 days after receipt of the Protest.

17. Contract Execution/Start Date. 10/1/25

2. Posting of Solicitation Documents

DSHS shall post this Solicitation, and all amendments and announcements relating to this Solicitation, on WEBS. WEBS can be accessed at: https://pr-webs-vendor.des.wa.gov/. In order to inform the largest number of potential bidders about this opportunity, DSHS shall also post documents relating to this Solicitation on the Procurements page of the DSHS website, found at:

https://www.dshs.wa.gov/ffa/procurements-and-contracting

All Bidders must register as a vendor on WEBS, using an appropriate commodities code listed on the front page of this Solicitation, and download this Solicitation from WEBS. This should be done as soon as possible in order for Bidder to receive notifications automatically generated on WEBS, but no later than the date set forth in Section C.1., Solicitation Schedule for Announcement of the Apparent Successful Bidder(s).

8. Amendment, Cancellation/Rejection of Bids, Reissuance of Solicitation

DSHS may amend or add to, retract from or cancel this Solicitation at any time, in whole or in part, and without penalty. DSHS may reject all bids and cancel or reissue this Solicitation. All amendments and notifications of cancellation shall be posted on WEBS.

In the event of a conflict between amendments or between an amendment and this Solicitation Document, the document issued latest shall control.

9. Communications regarding Solicitation

Upon the posting of this Solicitation, all communications concerning this Solicitation must be directed to the Coordinator listed on the cover page of this Solicitation document. With the exception of the Response, which shall be submitted as provided in Section D, Instructions Regarding Content, Format and Submission of Written Responses, communications with the Coordinator should be sent via email. DSHS may disqualify any Bidder who communicates with anyone in DSHS other than the Coordinator regarding this Solicitation.

DSHS considers all oral communications unofficial and non-binding on DSHS. Bidders should rely only on written statements issued by the Coordinator. Email shall be considered an official method of communication unless otherwise specified in this document.

10. Pre-Bid Conference

Bidders are invited to attend a Pre-Bid Conference, which shall be held virtually at the date https://www.dshs.wa.gov/ffa/procurements-and-contracting

Updated Form 2/21/2025 and time set forth below. The Pre-Bid Conference is an opportunity for Bidders to learn more about the conditions under which a Contract will be performed and to discuss the inclusion plan, especially when subcontracting opportunity may be a part of the Contract.

At the Pre-Bid Conference, Bidders will have an opportunity to ask questions and to hear presentations from knowledgeable DSHS personnel. DSHS shall summarize the information shared at the Pre-Bid Conference and post that summary on the DSHS procurement web page and on WEBS as an Amendment to this Solicitation. Bidders may only rely upon information that is included in this Amendment in preparing their Responses.

Bidders must RSVP for the Pre-Bid Conference by May 5, 5:00 p.m. Pacific Time by sending a confirmation email to amel.alsalman@dshs.wa.gov . A Microsoft Teams link will be provided upon receipt of the confirmation.

3. Questions and Answers

Bidders may send written questions concerning this Solicitation to the Coordinator by the date and time set forth on the Solicitation Schedule in Section C.1. for submission of Questions. Questions should be sent via email and should include the number and title of this Solicitation in the subject line.

DSHS may consolidate Bidder questions and shall respond by posting one or more Amendments on WEBS and on the DSHS Procurement website on or around the date specified in the Solicitation Schedule. Only Bidders who have properly registered and downloaded the original Solicitation directly via the WEBS system: https://pr-webs-vendor.des.wa.gov/ will receive notification of Amendments and other correspondence pertaining to this Solicitation.

11. Request for Change in Solicitation Requirements

If Bidder believes that this Solicitation contains requirements which would unreasonably prohibit or restrict Bidder’s participation, or believes that different requirements would provide better value to the State, Bidder shall submit a written explanation of the issue together with proposed alternative requirements to the Coordinator no later than the deadline for Bidder Questions as stated in the Solicitation Schedule outlined in Section C.1. The Coordinator shall not be required to consider requests for changes after this date.

If any changes are made to the Solicitation requirements, an Amendment setting forth those changes will be posted on WEBS.

12. Complaints

In the event a Bidder believes that this Solicitation either: (a) unnecessarily restricts competition; (b) contains an unfair or flawed evaluation or scoring process; or (c) contains inadequate or insufficient information to permit preparation of a Response, the Bidder shall submit a written complaint to the Coordinator. The Coordinator will forward the complaint to the DSHS Chief of Central Contracts and Legal Services for review. The complaint shall include a proposed remedy and shall be submitted no later than five (5) business days prior to the date when Responses are due. DSHS shall post its Response to the Complaint on WEBS and on the DSHS procurement web page.

mailto:amel.alsalman@dshs.wa.gov

Updated Form 2/21/2025

Should a Bidder’s complaint identify a change that would be in the best interest of DSHS to make, DSHS may issue an Amendment modifying this Solicitation. The DSHS decision regarding a complaint is final and no further administrative appeal is available. If no complaint is filed, a Bidder cannot later file a protest based on any of the above complaint criteria.

13. Minority & Women’s Business Enterprises (MWBE) and Veteran-Owned

Business Enterprises

In accordance with the legislative findings and policies set forth in RCW 39.19, 43.60A.200, 39.26.240 and 39.26.245, the State of Washington encourages participation by Veteran-owned, Minority-Owned, and Women-Owned businesses either self-identified or certified by, respectively, the Department of Veterans Affairs or the Office of Minority and Women’s Business Enterprises (OMWBE). While the State does not give gender or race-based preferential treatment, it does seek equitable representation from Washington Small Businesses as well as the veteran, minority, and women-owned business communities.

According to Chapter 39.26.010 RCW, to qualify as a Washington Small Business, Bidder must meet three (3) requirements:

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

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

c. WEBS Certification: Bidder must have certified its Washington Small Business status in Washington’s Electronic Business Solution (WEBS).

According to Chapter 43.60A.190 RCW, to qualify as a Certified Washington Veteran- Owned Business, Bidder must meet four (4) requirements:

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

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

RCW 41.04.007;

(2) A person who is in receipt of disability compensation or pension from the http://www.omwbe.wa.gov/ http://www.omwbe.wa.gov/

Department of Veteran’s Affairs; or

(3) An active or reserve member in any branch of the armed forces of the United States, including the national guard, coast guard, and armed forces reserves.

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

c. WEBS Certification. Bidder must have certified its Veteran-Owned Business status in Washington’s Electronic Business Solution (WEBS).

d. WDVA Certification. Bidder must have certification documentation to the

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

DSHS encourages Washington Small, Veteran-owned, and MWBE Bidder participation both directly in Response to this Solicitation and as subcontractors to a Prime Bidder.

Bidders may contact the Office of Minority and Women’s Business Enterprises (OMWBE) at http://omwbe.wa.gov/ and/or the Department of Veterans Affairs at http://www.dva.wa.gov/program/veteran-owned-business-certification in order to obtain information on certified firms for potential subcontracting arrangements or for information on how to become certified. Nothing in this section is intended to prevent or discourage participation from non-MWBE firms or non-Veteran-owned businesses.

14. Auxiliary Aids and Limited English Proficient (LEP) Services:

DSHS will provide access to this Solicitation document to individuals with disabilities and Limited English Proficient individuals. Please contact the Coordinator to request auxiliary aids and services.

If an individual believes that the Department has discriminated against them based on a protected status, please contact the DSHS Investigations Unit for the Nondiscrimination Policy Brochure and complaint process. The brochure can be found at https://www.dshs.wa.gov/sites/default/files/publications/documents/Non-discrim%2022- 171.pdf

15. Cost to Prepare Response

DSHS will not be liable for any costs incurred by the Bidder in preparing, conducting a site assessment, or submitting a Response to this Solicitation.

16. Acceptance of Solicitation Terms

In submitting a Response, Bidder must include a signed Bid Submission Letter in the form set forth on Attachment B, as well as signed Bidder Certifications in the form set forth on https://pr-webs-vendor.des.wa.gov/ https://www.dva.wa.gov/ http://www.omwbe.wa.gov/ http://omwbe.wa.gov/ http://www.dva.wa.gov/program/veteran-owned-business-certification https://www.dshs.wa.gov/sites/default/files/publications/documents/Non-discrim%2022-171.pdf https://www.dshs.wa.gov/sites/default/files/publications/documents/Non-discrim%2022-171.pdf

Updated Form 2/21/2025

Attachment C. Bidder must acknowledge that in submitting a Response, it accepts all terms of this Solicitation Document, including all of its Attachments, and that Bidder’s Response constitutes a binding offer. Bidders may not alter or redline the solicitation terms or requirements in their Response. Submitting altered or redlined solicitation terms or requirements in the Bidder Response may result in bidder disqualification.

17. Joint Proposals

If Bidders submit a joint Response with one or more other persons or entities, these persons or entities must designate a prime Bidder. The prime Bidder will be DSHS’s sole point of contact through the Procurement process. If selected as the Apparent Successful Bidder, the prime Bidder shall sign the Contract and any amendments and will be liable and responsible to DSHS for all performance under the Contract.

18. Withdrawal of Responses

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

A written request to withdraw the Response must be submitted to the Coordinator. After withdrawing a Response, the Bidder may submit another Response at any time up to the Response submission date and time.

19. Ownership of Responses

All materials submitted in response to this Solicitation become the property of DSHS, unless received after the deadline in which case the Response shall be returned to the sender. DSHS shall have the right to use any of the ideas presented as part of the process in any manner as it deems appropriate or beneficial, regardless of whether it is contained in a Response that results in selection for a Contract.

20. DSHS Award Options; Improvement of Bid Offers

After Responses are received and written evaluations are completed, DSHS may (but shall not be required to) request best and final offers from one or more Responsible and Responsive Bidders. The written Responses of Bidders invited to provide a best and final offer may be re-evaluated and the point values may be adjusted based upon changes to pricing or proposed services, deliverables or methodologies that are included in a best and final offer, prior to DSHS’ determination of the Apparent Successful Bidder.

Alternatively, after reviewing all Responses, DSHS may enter into negotiations with the highest ranked Responsive and Responsible Bidder in order to determine if the Bid may be improved before identification of the Apparent Successful Bidder.

DSHS shall not be required to request best and final offers or to enter into negotiations and reserves the right to make a Contract award without further discussion of the Response. Therefore, the Response should be submitted on the most favorable terms that Bidder intends to offer.

21. Oral Interviews or Presentations

Updated Form 2/21/2025

After bids are received and written evaluations are completed, DSHS may request that one or more Responsible and Responsive bidders participate in an oral interview and/or presentation or demonstration. If this option is elected, additional points shall be awarded as set forth in Section E.3, Evaluation Criteria and Scoring of Responses.

22. Announcement of Successful Bidder(s)

DSHS shall announce the Apparent Successful Bidder(s) on WEBS on the date indicated in Section C.1., Solicitation Schedule. All announcements of Apparent Successful Bidders are subject to the negotiation of a Contract satisfactory to DSHS.

Bidders may request a debriefing conference with the Coordinator to discuss information regarding the review and/or evaluation of their bid and may, under certain circumstances, file a formal protest requesting that DSHS provide an identified remedy if Bidder believes certain types of errors occurred. A more detailed description of these processes is set forth in Section F, Debriefing and Protest Procedure.

23. Ethics, Policies and Law

This Solicitation, the evaluation of Responses, and any resulting contract will be made in conformance with applicable Washington State laws and Policies.

Specific restrictions apply to contracting with current or former state employees pursuant to RCW 42.52. Bidders should familiarize themselves with the requirements prior to submitting a Response. Bidders must include, in their Letter of Submittal, information regarding any current or former state employees who are employed by, or subcontracted with, Bidder.

Updated Form 2/21/2025

SECTION D

INSTRUCTIONS REGARDING CONTENT, FORMAT AND SUBMISSION OF

WRITTEN RESPONSES

Bidders shall submit their Responses utilizing the forms set forth on Attachments B, C, D, E and F to this Competitive Solicitation. Each Attachment represents a separate section of the Response. Failure to complete and submit all required Attachments, and to sign them, if applicable, may result in Bidder disqualification. Responses should be typed in 12-point font and should be submitted in the following order with each section of the Response clearly labeled.

1. Attachment B: Bid Submission Letter (Required, not scored)

All Bidders must submit a completed bid submission letter in the form and with the minimum contents set forth on Attachment B, which must include all of the required acknowledgments and information. The Bid Submission Letter must be signed by an individual authorized to bind the Bidder contractually. Bidder’s completed and signed Attachments B, C, E, and F, together with any documents that are required to be attached, and Bidder’s answers to administrative questions set forth on Attachment D, Bidder Response Form, comprise the Administrative component of the Response.

24. Attachment C: Bidder Certifications and Assurances (Required, not scored)

All Bidders must submit the Bidder certifications and assurances form set forth on Attachment C, signed by an individual…