RFP#2535-875_AttD_Bidder_Response_Form.docx
DOCX document 39 KB Posted
- Attached to
- HCS Global Leasing State and local contract opportunity
- Solicitation number
- 2535-875
- Issued by
- Adams County, Asotin County, Benton County, Chelan County, Clallam County, Clark County, Columbia County, Cowlitz County, Douglas County, Ferry County, Franklin County, Garfield County, Grant County, Grays Harbor County, Island County, Jefferson County, King County, Kitsap County, Kittitas County, Klickitat County, Lewis County, Lincoln County, Mason County, Okanogan County, Pacific County, Pend Oreille County, Pierce County, San Juan County, Skagit County, Skamania County, Snohomish County, Spokane County, Stevens County, Thurston County, Wahkiakum County, Walla Walla County, Whatcom County, Whitman County, Yakima County, Asotin City, Clarkston City, Clarkston Heights-Vineland CDP, West Clarkston-Highland CDP, Benton City, Chelan City, Chelan Falls CDP, Clallam Bay CDP, Lewisville CDP, Rock Island City, Pacific Beach CDP, Whidbey Island Station CDP, Mercer Island City, Pacific City, Bainbridge Island City, Kingston CDP, Kitsap Lake CDP, Kittitas City, Klickitat CDP, Okanogan City, Anderson Island CDP, Fort Lewis CDP, Fox Island CDP, Herron Island CDP, Ketron Island CDP, North Fort Lewis CDP, Pacific City, Raft Island CDP, Stevenson City, Hat Island CDP, Lake Stevens City, Snohomish City, Spokane City, Spokane Valley City, Puget Island CDP, Garfield Town, Yakima City, Washington
About this file
This document is a Bidder Response Form (RFP #2535-875) for the Washington State Department of Social and Health Services' Home and Community Living Administration (HCLA), seeking up to six qualified contractors to secure independent rental units for Home and Community Services (HCS) clients. The competitive solicitation covers a contract period from October 1, 2025 to September 30, 2026, with contractors responsible for leasing market-rate housing units in Washington State. Contractors must provide scattered site units, implement low-barrier housing application processes, support landlords with mitigation funds, and demonstrate ability to comply with Washington State landlord-tenant laws.
The solicitation includes detailed scoring criteria across seven sections, with maximum points allocated for management response (100 points), technical response (100 points), and pricing (25 points). Key requirements include being a Washington Small Business or Certified Veteran-owned Business, having NSPIRE-certified staff, maintaining quality assurance processes, and supporting client housing integration. Contractors must provide a comprehensive budget breakdown, including staff, equipment, travel, repairs, maintenance, incentives, and insurance costs, with a 10% administrative fee. The RFP emphasizes landlord support, client choice in unit selection, and compliance with state housing regulations.
View the file
Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| RFP#2535-875_AttE_Contractor_Inclusion.docx | DOCX document | |
| RFP#2535-875_AttB_Bid_Submission_Letter.docx | DOCX document | |
| RFP#2535-875_AttA_Sample_Contract.docx | DOCX document | |
| RFP#2535-875_AttC_Certifications&Assurances.docx | DOCX document | |
| RFP_#2535-875_HCS_Global_Leasing.docx | DOCX document |
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Text version
Competitive Solicitation RFP 2535-875 Attachment D, Bidder Response Form Bidder Name _____________________
ATTACHMENT D: BIDDER RESPONSE FORM
This form is broken into Seven sections: Section 1. Administrative Response; Section 2. EO 18-03 Response; Section 3. Washington Small Business; Section 4. Certified Washington Veteran-owned Business; Section 5. Management Response; Section 6. Technical Response; and Section 7. Quotation/Cost Proposal. Bidders must respond to all questions in the order and in the expandable space provided. If a question requires Bidder to submit additional documents, please attach them to this document and label them clearly as part of your response to this Attachment D.
| 1 |
| BIDDER INFORMATION (ADMINISTRATIVE RESPONSE) |
Bidder’s response to the questions in this Section 1, combined with the information provided in Bidder’s Submittal Letter and Certifications and Assurances, comprise Bidder’s Administrative Response to this Solicitation. While the Administrative Response is not given a number score, the information provided as part of Bidder’s Administrative Response may cause the Bid to be disqualified and may be considered in evaluating Bidder’s qualifications and experience.
MAXIMUM TOTAL POINTS
| a |
| Please indicate whether you employ or Contract with current or former state employees. If the answer is yes, provide the following information with respect to each individual: 1. name of employee or contractor; 2. the individual’s employment history with the State of Washington; 3. a description of the Individual’s involvement with the response to this Solicitation; and 4. the Individual’s proposed role in providing the services under this any Contract that may be awarded. |
| NOT SCORED |
ANSWER:
| b |
| Please list the names and contact information of three individuals you agree may serve as Bidder references and may freely provide information to DSHS regarding the reference’s experience and impressions of Bidder. In providing these names, Bidder represents that it shall hold both DSHS and the organizations and individuals providing a reference harmless from and against any and all liability for seeking and providing such reference. |
| NOT SCORED |
ANSWER:
| c |
| Please indicate whether your Response contains any variations from the requirements of the Solicitation Document. If the answer is yes, list each variation with specificity and include the pertinent page numbers containing the variation. |
| NOT SCORED |
ANSWER:
| d |
| Please indicate whether you are requesting that DSHS consider any exceptions and/or revisions to the sample contract language found in Attachment A. If so, state the page of Attachment A on which the text you request to change is found, and state the specific changes you are requesting. DSHS shall be under no obligation to agree to any requested changes, and will not consider changes to contract language or negotiate any new language not identified in response to this question. |
| NOT SCORED |
ANSWER:
| e |
| If Bidder considers any information that is submitted as part of its Response to be proprietary, please identify the numbered pages of Bidder’s Response containing such information and place the word “Proprietary” in the lower right hand corner of each of these identified pages. |
| NOT SCORED |
ANSWER:
| f |
| Please indicate whether you have had a contract terminated for cause or default within the past five (5) years. If so, please provide the terminating party’s name, address and telephone number and provide a summary describing the alleged deficiencies in Bidder’s performance, whether and how these alleged deficiencies were remedied and any other information pertinent to Bidder’s position on the matter. “Termination for Cause” refers to any notice to Bidder to stop performance due to Bidder’s asserted nonperformance or poor performance and the issue was either (a) not litigated; (b) litigated with a resulting determination in favor of the other party; or (c) is the subject of pending litigation. |
| NOT SCORED |
ANSWER:
| g |
| Please identify any prior contracts Bidder has entered into with the State of Washington within the past ten (10) years and identify the dates and nature of the contract and primary agency contact for each. |
NOT SCORED
ANSWER:
| h |
| Please indicate whether Bidder has been the subject of a lawsuit or administrative proceeding alleging a failure to comply with laws relating to the types of services Bidder proposes to provide pursuant to this Competitive Solicitation. If the answer is yes, please list the nature of the allegations, docket number, disposition and date (if applicable) and Bidder’s explanation of how it has changed its practices or operations relative to any alleged deficiencies since that proceeding was filed. |
NOT SCORED
ANSWER:
| i |
| Please describe your proposed plans for the use of Subcontractors in performing this Contract, listing each Subcontractor, its proposed role, and the estimated percentage of the Contract that will be performed by each Subcontractor. Please indicate whether each Subcontractor self-identifies or is certified as a Washington small business, a minority-owned business, a woman-owned business, a disadvantaged business enterprise, or a veteran-owned business. If the answer is yes, please identify the type of organization(s) and provide details of any certifications. Note that all Subcontractors must be approved by DSHS. |
NOT SCORED
ANSWER:
J Please describe any programs, policies or activities of your organization that support human health and environmental sustainability in your business practices. If a program, policy or activity is specifically applicable to this Contract, please indicate so.
NOT SCORED
ANSWER:
| 2 |
| BIDDER EO 18-03 CERTIFICATION |
| MAXIMUM TOTAL POINTS |
EO
Are your employees required to sign, as a condition of employment, a mandatory individual arbitration clause and/or a class or collective action waiver?
Please Note: Points for this question will be awarded to bidders who respond that they do not require these clauses and waivers. If you certify here that your employees are NOT required to sign these clauses and waivers as a condition of employment, and you are the successful Bidder, a term will be added to your Contract certifying this response and requiring notification to DSHS if you later require your employees to agree to these clauses or waivers during the term of the Contract.
ANSWER:
| 3 |
| BIDDER CERTIFICATION –WASHINGTON SMALL BUSINESS |
| MAXIMUM TOTAL POINTS |
Are you a Washington Small Business as defined under RCW 39.26.010?
According to Chapter 39.26.010 RCW, to qualify as a Washington Small Business, Bidder must meet three 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 of 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).
ANSWER:
| 4 |
| BIDDER CERTIFICATION – CERTIFIED WASHINGTON VETERAN-OWNED BUSINESS |
| MAXIMUM TOTAL POINTS |
Are you a Certified Washington Veteran-Owned Business as defined under RCW 43.60A.190?
According to Chapter 43.60A.190 RCW, to qualify as a Certified Washington Veteran-Owned Business, Bidder must meet four 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 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 provided certification documentation to the Washington Department of Veterans’ Affairs WDVA) and be certified by WDVA and listed as such on WDVA’s website (WDVA – Veteran-Owned Businesses).
ANSWER:
| 5 |
| BIDDER QUALIFICATIONS AND EXPERIENCE (MANAGEMENT RESPONSE) |
| MAXIMUM TOTAL POINTS |
MANDATORY EXPERIENCE AND QUALIFICATIONS
| A |
| Is your firm licensed to do business in the State of Washington? Or can your firm provide a statement of commitment that states you will be licensed to do business in Washington within thirty (30) calendar days of being selected as a Successful Bidder? |
| Pass/Fail |
ANSWER:
| B |
| Is your firm able to make leasing decisions for owned or leased properties that comply with Washington State Landlord tenant laws? |
| Pass/Fail |
ANSWER:
| C |
| Is your firm eligible for the Landlord Mitigation Fund or able to support private landlords in applying? |
| Pass/Fail |
ANSWER:
| D |
| Is your firm able to institute a low barrier or no barrier housing application process for individuals or households referred by HCS? (RFP NOTE: for more information regarding what constitutes a low barrier process, see attachment A, sample contract.) |
| Pass/Fail |
ANSWER:
| E |
| If your firm is a property owner, are you willing to accept rental subsidies from HCS passed through the Spokane Housing Authority, in accordance with applicable housing program regulations and requirements? |
| Pass/Fail |
ANSWER:
DESIRED EXPERIENCE AND QUALIFICATIONS
| I |
| Please describe the experiences, skills and qualifications your organization possesses that are relevant to an evaluation of your ability to perform the Contract that is the subject of this Solicitation, specifically leasing or subleasing housing using market rates. Please ensure that your answer to this question includes all information that you wish DSHS to consider in determining whether you meet the minimum Bidder qualifications set forth in the Solicitation Document. Please include any relevant experience that distinguishes your organization or makes it uniquely qualified for the Contract. |
| 30 |
ANSWER:
| J |
| Please provide the names of the key team members you will assign to this Contract, if you are the Successful Bidder, and provide their proposed roles and copies of resumes describing the relevant experience they possess. Bidder should include staff who are National Standards for the Physical Inspection of Real Estate (NSPIRE) certified, if Bidder does not have NSPIRE certified staff, then bidder should name the staff members that can be NSPIRE certified. NOTE: if awarded a contract, Bidder may not reassign the key personnel identified here from the Project without prior approval of DSHS. |
| 20 |
ANSWER:
| K |
| Please describe your method for assuring that your services and deliverables are provided in accordance with high quality standards and for immediately correcting any deficiencies. What data would you propose to report to DSHS which would permit verification of your quality assurance activity, findings and actions? How does your firm utilize Landlord Mitigation Funds to reimburse clients or your program for damages? |
| 30 |
ANSWER:
| L |
| Please describe the measures you employ to assure that your services and deliverables are provided in a cost effective manner that is consistent with quality outcomes and fair employment practices. In this response, include what measures your firm will use to ensure housing options are individual scattered site units, and not group homes or any type of shared living arrangement. |
| 20 |
ANSWER:
| 6 |
| BIDDER’s SOLUTION AND PROPOSED APPROACH (TECHNICAL RESPONSE) |
| MAXIMUM TOTAL POINTS |
| A |
| Please identify where contracted units will be located in Washington, specifically the city, county and area/neighborhood you intend to provide housing. In addition, please provide a timeline when units will be in service and ready for HCS Global Leasing Referrals, how you will include client choice in your selection of units, and the total number of units you are able to lease within your budget (Section 7 below). |
ANSWER:
| B |
| Please describe your tenant selection plan for an HCS Global Leasing Client Referral, including any reasons you would deny tenancy to an HCS referred client, and any internal policies or protocols designed to help individuals with disabilities integrate into the community via housing access. |
ANSWER:
| C |
| Please describe how you will support landlords in leveraging the Department of Commerce’s Landlord Mitigation Fund, and the communication plan your firm uses to maintain business relationships with community landlords. |
ANSWER:
| 7 |
| BIDDER’S PROPOSED PRICING (QUOTATION OR COST RESPONSE) |
| MAXIMUM TOTAL POINTS |
| A |
| Using the budget template below, please identify all allocated costs, together with the total charges Bidder is willing to accept in consideration of the full performance of the Contract. |
| 25 |
ANSWER: ALLOCATED COST DETAIL AND TOTAL CHARGES (October 1, 2025 – September 30, 2026):
| Description of Budget Item |
| Costs |
| Per Unit Cost |
| $0.00 |
| Staff* |
| $0.00 |
| Equipment |
| $0.00 |
| Travel |
| $0.00 |
| Repairs, Maint, Incentives |
| $0.00 |
| Insurance |
| $0.00 |
| Total |
| $0.00 |
| Admin: 10% |
| $0.00 |
| Grand Total |
| $0.00 |
*Staff working on this project Salaries & Benefits
| Position |
| # of Emps |
| Annual Salary |
| FTE for Contract |
| Total Salary from Contract |
| Benefits |
| Salary + Benefits* |
| Mileage |
Total
| B |
| Please fully describe any assumptions Bidder has made that affect its proposed total charges, if those assumptions are not explicitly addressed in Attachment A, Sample Contract. |
| NOT SCORED |
ANSWER:
| C |
| Bidder should also propose a schedule of payments corresponding to its charges for successfully performing the tasks necessary to accomplish identified milestones corresponding to project objectives and performance measures within each phase. Bidders are required to collect and pay Washington State sales tax, if applicable. |
| NOT SCORED |
ANSWER:
Attachement D Bidder Response Form RFP #2535-875 HCS Global Leasing 7
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