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COMPETITIVE SOLICITATIONNumber: 2013-757

REQUEST FOR PROPOSALS

Project Title: Domestic Violence Prevention -Multi-Year Domestic Violence Prevention Projects

Estimated Contract Period: January 1, 2021 – June 30, 2023Amendments extending the period of performance shall be at the sole discretion of DSHS

Response Due Date: December 9, 2020

Submit Proposals To: Proposals must be submitted as described in Section E. of this Solicitation Document

Solicitation Coordinator: Stephanie Condon, DSHS Program [email protected]

Solicitation and AmendmentsWill be Posted on: WEBS Website:

https://fortress.wa.gov/ga/webs/

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

Applicable WEBS Commodity Codes: 952-59; 952-85; 952-43

1FY 21-23 DVPA Prevention Competitive Solicitation

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

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


mailto:[email protected]%20

Table of Contents

A. Summary of Solicitation.....................................................................................................3

B. Solicitation Process..........................................................................................................13

C. What Can Be Funded, Eligible Activities, and Contract Expectations.................................21

D. Evaluation of Proposals....................................................................................................26

E. Instructions Regarding Content, Format and Submission of Written Proposals……………….29

F. Application Checklist........................................................................................................34

1.


A. Summary of Solicitation

1. Background

Revised Code of Washington (RCW) 70.123.150 was amended in 2015 to increase deposits into the state’s Domestic Violence Prevention Account (DVPA)1 and, in addition to intervention services, specifically targets funding for prevention efforts.

The Department of Social and Health Services (DSHS) holds to the vision of prevention as described and defined in Prevention Guidelines for Domestic Violence Programs in Washington State (Guidelines), published by the Washington State Coalition Against Domestic Violence (WSCADV).2 The Guidelines promote the perspective that successful prevention efforts seek to bring about change in individuals, relationships, communities, and society.3

2. Purpose of Solicitation

The DSHS Economic Services Administration (ESA) administers funding from the DVPA. Funds in this account are primarily from increases to the filing fee on dissolutions, legal separations, or declarations of marriage invalidity.

a. Expenditures from the DVPA may only be used for funding:

(1) Culturally specific prevention efforts and culturally appropriate community-based domestic violence services for victims of domestic violence from populations that have been traditionally underserved or unserved;

(2) Age appropriate prevention and intervention services for children who have been exposed to domestic violence or youth who have been victims of dating violence; and

1 See also RCW 36.18.016 as amended by ESSB 5631, effective July 24, 2015.2 https://wscadv.org/resources/prevention-guidelines-for-domestic-violence-programs-in-washington-state/3 Prevention efforts are distinctly different from community education. See Section A.8. for the definition of community education and its subparts. See also, The Social-Ecological Model: A Framework for Prevention, Centers for Disease Control and Prevention (CDC). https://www.cdc.gov/violenceprevention/publichealthissue/social-ecologicalmodel.html


https://www.cdc.gov/violenceprevention/publichealthissue/social-ecologicalmodel.html

https://www.cdc.gov/violenceprevention/publichealthissue/social-ecologicalmodel.html

(3) Outreach and education efforts by community-based domestic violence programs designed to increase public awareness about, and primary and secondary prevention of, domestic and dating violence.

b. This Solicitation seeks proposals from eligible organizations to fund prevention efforts focused on:

(1) Culturally specific domestic violence outreach and prevention efforts focused on populations that have been traditionally underserved or unserved,

(2) Age appropriate outreach and prevention efforts focused on children and youth dating violence and children and youth exposed to domestic violence, or

(3) General outreach and domestic violence prevention efforts.

3. Funding

a. DSHS anticipates there will be approximately $607,000 per year for 30 months (two and one-half years) for outreach and prevention as described in 2.b. above. Bidders can request up to a maximum of $121,000 per year (up to a maximum total of $363,000 over the thirty-month project period) contingent upon successful performance and funding availability. Bidders may request up to the annual maximum of $121,000 for the initial 6-month project period and the annual maximum of $121,000 per year for each subsequent 12-month project period.

b. DSHS anticipates awarding contracts to successful bidders for a 30-month period, from January 1, 2021 through June 30, 2023, issued in an initial 18-month contract and a subsequent one (1) year contract.

c. DSHS may reject any proposal in excess of the maximum annual amount indicated above. The amount of each individual contract will depend upon the expense justification and financial need demonstrated to fund the proposed activities. Any contract awarded is contingent upon the availability of funding.

4. Eligible Bidders

This Solicitation is open to new applicants who were not awarded DVPA prevention funds through the prior procurement for the July 1, 2016 – June 30, 2021 period.


You must meet the following minimum requirements to be considered an eligible bidder for this Solicitation. You must be able to comply with all requirements of this Solicitation to submit a proposal. If your proposal does not meet all eligibility requirements for this Solicitation, DSHS may consider your proposal non-responsive and withdraw it from consideration at any time.

To be eligible to bid under this solicitation you must:

a. Be a community-based domestic violence program (CBDVP) as defined by this Solicitation (see A, 4, d) or an agency with a demonstrated history of effective work with children or youth that is partnered with a CBDVP. Joint proposals between child/youth agencies and a CBDVP will require designation of a lead agency and submission of a detailed Memorandum of Understanding (MOU)4.

b. Demonstrate that you have, or will be able to provide, staff and staff supervision who meet the minimum required domestic violence training and experience as described in WAC 388-61A-1080 and WAC 388-61A-1090.

c. You must be licensed, or authorized, to do business in the State of Washington in order to contract with DSHS. For information on a Washington business license, contact:

State of WashingtonDepartment of LicensingBusiness License ServicesPO Box 9034Olympia, WA 98507-9034Telephone: 360-664-1400Website: www.dol.wa.gov

d. A CBDVP means a nonprofit program or organization5, or federally recognized Tribe or tribal organization that provides, as its primary purpose, assistance and advocacy for domestic violence victims. CBDVPs must:

(1) Provide domestic violence assistance and advocacy that includes:

4 Recipients of awards through the prior DVPA Multi-Year Prevention Procurement for the July 1, 2016 – June 30, 2021 period are not eligible for this Solicitation.5 RCW 70.123.020(2) and .070(1)


https://apps.leg.wa.gov/WAC/default.aspx?cite=388-61A-1090

https://apps.leg.wa.gov/WAC/default.aspx?cite=388-61A-1080

(a) Domestic violence advocacy (b) Safety assessment and planning; (c) Self-help or other services for domestic violence victims in a supportive

environment

(2) Provide a physical location to assist victims of domestic violence who have a need for community advocacy or supportive services.

(3) Provide confidential services and requires that persons employed by the CBDVP or volunteering services protect the confidentiality and privacy of domestic violence victims and their families in accordance with RCW 70.123, 5.60.060(8), and WAC 388-61A.

(4) Recruit, to the extent feasible, persons who are former victims of domestic violence to work as volunteers or staff personnel, and make efforts to recruit staff and volunteers from relevant communities to provide culturally and linguistically appropriate services.

(5) Ensure employees and volunteers who provide outreach and prevention activities meet, or will meet, the training requirements as detailed in WAC 388-61A.

(6) Refrain from engaging in activities that compromise the safety of victims or their children including, but not limited to: mediation, couples counseling, family counseling or any other manner of joint victim-offender counseling, mandatory counseling for victims, requiring that victims participate in criminal proceedings, supporting policies or engaging in practices that impose restrictive conditions (e.g., attend counseling, or seek an order of protection) on the victim in order to receive services or when the victim requests that an order of protection be rescinded or modified.

5. Auxiliary Aids and Services

DSHS will provide access to this Solicitation to individuals with disabilities. Please contact the Solicitation Coordinator identified on page 1 at [email protected] to request auxiliary aids and services for this Solicitation.


mailto:[email protected]

If an individual believes that DSHS has discriminated on the basis of a disability, please contact the DSHS Investigations Unit (IU) for the Nondiscrimination Policy Brochure and complaint process. The brochure can be found at https://www.dshs.wa.gov/sites/default/files/publications/documents/22-171.pdf

6. Office of Minority & Women’s Business Enterprises (OMWBE) and Veteran-Owned Business Enterprises

In accordance with the legislative finding and policies set forth in RCW 39.19, 43.60A.200, and 39.29.052, the State of Washington encourages participation by veteran-owned business enterprises and Office of Minority & Women’s Business Enterprises (OMWBE), either self-identified or certified by, respectively, the Department of Veterans Affairs or the Office of Minority & Women’s Business Enterprises (OMWBE). While the State does not give preferential treatment, it does seek equitable representation from the veterans, minority and women’s business communities.

Participation by veteran-owned and OMWBE contractors may be either on a direct basis in response to this Solicitation or as a subcontractor to a contractor. However, no preference will be given in the evaluation of proposals, no minimum level of MWBE or veteran-owned business participation shall be required, and proposals will not be evaluated, rejected, or considered non-responsive on that basis.

Bidders may contact the Office of Minority & Women’s Business Enterprises (OMWBE) at Washington State OMWBE and/or the Department of Veterans Affairs at Veteran Owned Business Certification 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.

7. No Obligation to Contract

This Solicitation does not obligate the State of Washington, DSHS to contract for the services in this Solicitation. All proposals become the property of DSHS and we claim no proprietary right to ideas, writings, items, or samples.

8. Definitions


http://www.dva.wa.gov/program/veteran-owned-business-certification

http://www.dva.wa.gov/program/veteran-owned-business-certification

mailto:https://omwbe.wa.gov/

The following terms which appear in this Solicitation have the meaning that is defined below:

a. Apparently Successful Bidder – A bidder selected as having submitted a successful proposal, based on the final determination of DSHS management, taking into consideration the bidder’s final proposal score and which proposal best meets the needs of DSHS. The bidder is considered an “apparently” successful bidder until a contract is finalized and executed.

b. Agency – DSHS is the agency of the State of Washington that is issuing this Solicitation.

c. Bidder – An individual, organization, public or private nonprofit agency submitting a proposal in response to this Solicitation.

d. Community-Based Domestic Violence Program – As defined in RCW 70.123.020(2) and .070(1)(b), a CBDVP must provide, as a primary purpose, assistance and advocacy for domestic violence victims. Domestic violence assistance and advocacy includes:

(1) Domestic violence advocacy (2) Safety assessment and planning; (3) Self-help or other services for domestic violence victims in a supportive

environment

In addition, RCW 70.123.070(1) requires that CBDVP receiving state funds must:

(1) Have a physical location where it assists victims of domestic violence who need community advocacy or support services.

(2) Provide confidential services and requires that persons employed by the CBDVP or volunteering services protect the confidentiality and privacy of domestic violence victims and their families in accordance with RCW 70.123, 5.60.060(8), and WAC 388-61A.

(3) Recruit, to the extent feasible, persons who are former victims of domestic violence to work as volunteers or staff personnel, and make efforts to recruit staff and volunteers from relevant communities to provide culturally and linguistically appropriate services.


(4) Ensure employees and volunteers who provide outreach and prevention activities meet the training requirements as detailed in WAC 388-61A.

(5) Refrain from engaging in activities that compromise the safety of victims or their children including, but not limited to: mediation, couples counseling, family counseling or any other manner of joint victim-offender counseling, mandatory counseling for victims, requiring that victims participate in criminal proceedings, supporting policies or engaging in practices that impose restrictive conditions (e.g., attend counseling, or seek an order of protection) on the victim in order to receive services or when the victim requests that an order of protection be rescinded or modified.

e. Community Education – Information that is provided in community settings about domestic violence and services related to victims of domestic violence. Community education activities include: trainings, presentations, outreach to specific communities or geographic areas, community events, and media events. Activities are defined as:

(1) Training – Teaching skills to other professionals, institutions, or organizations on domestic violence.

(2) Presentation – Providing general and/or specific information related to domestic violence and/or services related to victims of domestic violence.

(3) Outreach ( as part of community education activities ) – Targeted, proactive movement into a specific community or geographic area for the purpose of building trust and rapport, so that access to domestic violence services and information can be increased.

(4) Community Event – Events focused on raising awareness and providing information about domestic violence, and the domestic violence agency and its services, where the number of recipients of the information cannot be determined. Examples include rallies, fairs, vigils, and other similar events.

(5) Media (Newspaper, Television, or Radio) – Raising awareness about domestic violence and/or services related to victims of domestic violence by means of appearances on radio/TV, newspaper articles, producing PSAs and similar media events where the number of recipients of the information cannot be determined.


f. Community Readiness – Generally defined as the degree to which a community is willing and prepared to take action on an issue.6

g. Contractor – Individual or company whose proposal has been accepted by the Agency and is awarded a fully executed, written contract.

h. Domestic Violence – The infliction or threat of physical harm against an intimate partner, and includes physical, sexual, and psychological abuse against the partner, and is a part of a pattern of assaultive, coercive, and controlling behaviors directed at achieving compliance from or control over that intimate partner. It may include, but is not limited to, a categorization of offenses, as defined in RCW 10.99.020, committed by one intimate partner against another.

i. ESA – Economic Services Administration, which is an administration within DSHS.

j. Emergency Shelter – A place of supportive services and safe, temporary lodging offered on a twenty-four hour, seven-day per week basis to victims of domestic violence and their children. See additional requirements for emergency shelter at RCW 70.123.070(2)(a-e).

k. Intimate Partner – A person who is or was married, in a state registered domestic partnership, or in an intimate or dating relationship with another person at the present or at some time in the past. Any person who has one or more children in common with another person, regardless of whether they have been married, in a domestic partnership with each other, or lived together at any time, shall be treated as an intimate partner.

l. Issue – To mail, post, or otherwise release this Solicitation as a public document to interested parties.

m. Outreach ( as it relates to prevention activities ) – Targeted, proactive movement into a specific community or geographic area as part of a community needs and readiness assessment in relation to domestic violence prevention.

n. Prevention – Efforts that are designed to ultimately eradicate domestic violence through the promotion of healthy, respectful, and nonviolent relationships. Successful domestic violence prevention efforts address change at both the individual and community levels,

6 Community Readiness Assessment: https://wscadv.org/resources/community-readiness-assessment/


and tailor messages to diverse populations. Characteristics of promising prevention practices include working to decrease risk factors for perpetration of abuse as well as victimization while at the same time promoting positive factors that protect individuals from experiencing or perpetrating abuse. Domestic violence prevention is strategies, policies and programs that focus on at least one of the following:

(1) Increasing community dialogue about the root causes of intimate partner violence(2) Shifting cultural norms(3) Building skills for healthy relationships(4) Promoting respectful and healthy relationships

o. Proposal – All material prepared and assembled by a bidder, and which the bidder submits in response to this Solicitation.

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

q. Solicitation – Document requesting proposals.

r. Solicitation Coordinator – The sole point of contact within DSHS regarding this Solicitation for potential bidders and other interested parties.

s. Statement of Work – A statement of work or services which the Contractor is to perform under any contract awarded, and which is generally in the form of an exhibit attached to the contract.

t. Submit – To deliver to DSHS any of several documents described in this Solicitation and in the manner specified in this Solicitation.

u. Underserved or Unserved Populations – Populations who face barriers in accessing and using victim services; populations underserved because of religion, sexual orientation, gender identity; underserved racial and ethnic populations; and populations underserved because of special needs including language barriers, disabilities, immigration status, and age.

v. WAC – Washington Administrative Code. (All references to WAC chapters or sections shall include any successor, amended, or replacement regulation.)


w. WEBS – Washington’s Electronic Business Solution. DSHS encourages all bidders to register with WEBS at https://fortress.wa.gov/ga/webs/.



B. Solicitation Process

1. Solicitation Contact Information

The Solicitation Coordinator for this procurement is indicated on page 1. Upon release of this Solicitation, all communications concerning this Solicitation must be directed only to the Solicitation Coordinator at [email protected]. In most cases, questions regarding the Solicitation must be submitted during the period of time indicated in the Solicitation Schedule indicated in Section B.3.

Any communication directed to DSHS staff or consultants, other than the Solicitation Coordinator may result in disqualification. Proposals should be based on the material contained in this Solicitation, any related amendments, and any questions and answers directed through the Solicitation Coordinator.

2. Questions and Answers

Questions about the Solicitation must be submitted electronically to the email address [email protected], and indicate “Prevention Question –2013-757” in the subject line of the email. Questions will be accepted until the date set forth in Section B.3. Bidders may only rely on written statements issued by the Solicitation Coordinator. Any oral communications are unofficial and are not binding on DSHS. No questions will be answered by telephone.

3. Solicitation Schedule

The Solicitation Schedule outlines the tentative schedule for important action dates and times. All dates after the proposed submission due date are approximate and may be adjusted as conditions indicate, without amending this document. It is the bidder’s sole responsibility to periodically check the DSHS procurement website, and/or WEBS, for amendments to this document.




SOLICITATION SCHEDULE

MULTI-YEAR DOMESTIC VIOLENCE PREVENTION PROJECTS

Number 2013-757

Item Action Date

1. DSHS issues Solicitation. November 16 , 2020

2. Bidder may submit written questions or requests for change in Contract Requirements until 2 p.m. Pacific Time. November 20, 2020

3 DSHS will post written responses to written questions or requests for changes in contract requirements.

November 25, 2020

4. Bidders may submit written Complaints by 2 p.m. Pacific Time (five business days before Response is Due).

November 30, 2020

5. Proposals must be received by DSHS 2:00 p.m. Pacific Time by email. See Section E. for submittal requirements, and p. 1 for email address.

December 9, 2020

6. DSHS evaluates proposals. December 10 – December 16 , 2020

7. DSHS notifies Apparently Successful and Unsuccessful Bidders via WEBS and email.

December 17 , 2020

8. Unsuccessful bidders can request a debriefing by 2:00 p.m. Pacific Time to [email protected] as instructed in Section B.16.

December 23, 2020

9. If requested, debriefing conferences with unsuccessful bidders.

December 24, 2020

10. Unsuccessful bidders can submit a protest(s) by 2:00 p.m. Pacific Time to [email protected] as instructed in Section B.15.

January 4, 2021

11 DSHS considers and responds by email to any protests.

January 15, 2021

12. Anticipated contract execution. January 15, 2021




4. Contract

DSHS intends to award multiple contracts to provide the services described in this Solicitation.

DSHS anticipates awarding contracts to successful bidders for a 30-month period, from January 1, 2021 through June 30, 2023, issued in an initial 18-month contract and subsequent annual, one (1) year contract, contingent upon successful performance and funding availability.

Additional services that are appropriate to the scope of this Solicitation, as determined by DSHS, may be added to the resulting contract by a written amendment mutually agreed to and executed by both parties.

5. Ethics

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 proposal. Bidders must include, in their proposal a list identifying any current or former state employees who are employed by, or subcontract(ed) with, the bidder.

6. Solicitation Amendments

DSHS reserves the right at any time before execution of a contract, to amend all, or a portion, of this Solicitation. Amendments will be posted on the DSHS procurement website and/or WEBS. If there is a conflict between amendments or between an amendment and this document, whichever document was issued last in time shall be controlling.

7. Retraction of this Solicitation

DSHS reserves the right to retract this Solicitation in whole, or in part, at any time without penalty.

8. Submission of Proposals

Proposals must be prepared and submitted no later than the proposal submission date and time specified in Section B.3 and in accordance with instructions specified in Section E.7.


Bidders assume the risk for the method of delivery and for any delay in the delivery of the proposal. DSHS will disqualify any proposal and withdraw it from consideration if it is received after the proposal submission due date and time.

9. Non-Responsive Proposal

The proposals will be reviewed by the Solicitation Coordinator after the proposal due date to determine compliance with the requirements and instructions specified in this Solicitation. It is the bidder’s responsibility to ensure that the proposal contains the required documents. DSHS may reject or withdraw a proposal at any time as non-responsive for any of the following reasons:

a. Incomplete proposal.b. Submission of a proposal that proposes services that deviate from the requirements set

forth in this document.c. Failure to comply with any part of this Solicitation or any exhibit to this Solicitation.d. Submission of incorrect, misleading, or false information.

10. Minor Irregularities

DSHS may waive minor administrative irregularities related to any proposal.

11. Cost to Prepare Proposal

DSHS will not be liable for any costs incurred by the bidder in preparing or submitting a proposal to this Solicitation.

12. Joint Proposals

If bidders submit a joint proposal, with one or more other bidders, the bidders must designate the primary bidder. The primary bidder will be the DSHS sole point of contact, will sign the contract and any amendments, and will bear sole responsibility for performance under the contract.

13. Attachments

Attachments to this Solicitation are:


Attachment A – Bidder Certifications and Assurances Attachment B – Bidder Information Form Attachment C – Bidder Questions Attachment D – Budget Detail Worksheets Attachment E – Modified Total Direct Costs (MTDC) Certification From (if applicable) Attachment F – Sample Contract (for applicant reference only – not to be submitted as

part of a proposal)

14. Withdrawal of Proposals

After a proposal has been submitted, a bidder may withdraw its proposal at any time up to the proposal submission date and time specified in Section B.3. A written request to withdraw the proposal, signed by an authorized representative of the bidder, must be submitted to the Solicitation Coordinator. After withdrawing a proposal, the bidder may submit another proposal at any time up to the proposal submission date and time.

15. Comments, Complaints and Protests

a. Comments . Bidders are encouraged to review the mandatory requirements of this Solicitation carefully. Where mandatory requirements appear to prohibit or restrict participation by your organization or firm, an explanation of the issue with suggested alternative language should be submitted in writing to the Solicitation Coordinator by the deadline for Bidders’ Questions and Comments set forth in Section B.3.

b. Complaints . Bidders may submit any complaints they have concerning the Solicitation requirements up to 5 business days prior to the bid response deadline. Bidders may submit specific complaints to the Solicitation Coordinator if the bidder believes the Solicitation unduly constrains competition or contains inadequate or improper criteria. The complaint must be made in writing to the Solicitation Coordinator before the Bidder Complaints due date set forth in Section B.3. and must clearly articulate the basis for the complaint as well as include a proposed remedy. The Solicitation process may continue.

These complaints will not be handled through the protest procedures; however, the Solicitation Coordinator will forward a copy of the complaint to the DSHS Contracts Administrator. Should a bidder complaint identify a change that would be in the best interest of the DSHS to make, DSHS may modify this Solicitation accordingly. The DSHS decision is final. No further administrative appeal is available.


c. Protests . In order to submit a protest under this Solicitation, a bidder must have submitted a proposal and have requested and participated in a debriefing conference. This protest process is the sole administrative remedy available within DSHS. The following is the process for filing a protest:

(1) Debriefing Conference: Only bidders who have submitted timely proposals, and who have not been disqualified or designated as non-responsive during the Solicitation process, may request a debriefing conference by submitting a request in writing to the Solicitation Coordinator by email to [email protected] by the date and time specified in the Section B.3.

(a) A debriefing conference may, at DSHS’s option, be conducted either in person or by telephone and is limited to a maximum of one hour in length.

(b) Discussion at the debriefing conference will be limited to the following:

(i) Critique of Proposal based on evaluators’ comments.(ii) Review of final score in comparison with other bidders' final scores

without identifying the other bidders. DSHS will not identify the other bidders or allow review of their Proposals or evaluations during debriefing.

(2) Grounds for Protest: A protest may be made based on these grounds only:

(a) Mathematical errors were made by DSHS in computing the score.(b) DSHS failed to follow the procedures established in this Solicitation document, or

to follow applicable State or federal laws or regulations.(c) Bias, discrimination, or conflict of interest on the part of an evaluator.

(3) Protest Form and Content: A protest must state all of the facts and arguments upon which the protest is based, and the grounds for the protest. It must be in writing and signed by a person authorized to bind the bidder in a contractual relationship. At a minimum, the protest must include:

(a) The name of the protesting bidder, mailing address, phone number, fax, email, and name of the individual responsible for submission of the protest.

(b) The Solicitation title and number.(c) A detailed and complete statement of the specific action (s) by DSHS under

protest.(d) The grounds of the protest (see B.15.(c)(2) above).


(e) Description of the relief or correction action requested.(f) Any additional documentation the bidder may have to support their request.

(4) Submitting a Protest: Protests must be in writing and must be signed. Protests must be submitted electronically to [email protected] by the date and time indicated in Section B.3. The subject line of the email must include the words “Prevention Protest – 2013-757”. The “receive date/time” shown on the DSHS email system will be used as the official time stamp but may not reflect the actual time received.

(5) Protest Process: The Solicitation Coordinator will forward the protest to the DSHS designated protest coordinator with copies of the following:

(a) Solicitation and any amendments.(b) Protesting bidder’s proposal.(c) Evaluators’ scoring sheets.(d) Any other documents showing evaluation and scoring of the bidder’s proposal.

In reviewing a protest, DSHS will:

(a) Conduct an objective review of the protest, based on the contents of the written protest, and any other documents showing evaluation and scoring of the proposal.

(b) Send the protestor a written decision by mail and/or email within five (5) days after DSHS receives the protest, unless more time is required to review the protest and make a determination. The protesting bidder will be notified by DSHS if additional time is necessary.

DSHS will make a final determination of the protest and will either:

(a) Find that the protest lacks merit and uphold DSHS’s actions.(b) Find that any errors in the Solicitation process or in DSHS’s conduct did not

influence the outcome of the Solicitation, and uphold DSHS’s actions.(c) Find merit in the protest and provide options for corrective action by DSHS which

may include:

(i) That DSHS correct any errors and re-evaluate all proposals affected by its determination of the protest.


(ii) That DSHS reissue the Solicitation document.(iii) That DSHS make other findings and take such other action as may be

appropriate.

16. Notification to Bidders

DSHS will notify Apparently Successful Bidders (ASB) in writing by email of its selections on or about the date specified in the Section B.3. DSHS will also notify Unsuccessful Bidders on or about the date and time specified in Section B.3.

17. Execution of Contract

a. Apparently Successful Bidders are expected to sign a contract with DSHS and any subsequent amendments that may be required to address specific work or services as needed. DSHS reserves the right to negotiate the specific wording of the Statement of Work (SOW), based on the requirements of this Solicitation and the terms of the winning proposal.

b. If an Apparently Successful Bidder fails or refuses to sign the contract or any subsequent amendment within ten (10) business days of delivery, DSHS may elect to cancel the award and may award the contract to the next-highest ranked finalist.

c. Any subcontracts necessary to perform the contract shall be subject to the prior written approval of DSHS.


C. What Can Be Funded, Eligible Activities, and Contract Expectations

1. What Can Be Funded and Eligible Activities

Prevention is changing the social norms that allow and condone domestic violence. Preventing violence means changing our society and its institutions – targeting attitudes, beliefs, behaviors, environments, and policies to eliminate those that contribute to violence and to promote those that stop the violence. Domestic violence prevention is defined as preventing violence before it occurs.

The following efforts may be funded under this Solicitation:

(1) Culturally specific domestic violence outreach and prevention efforts focused on populations that have been traditionally underserved or unserved,

(2) Age appropriate outreach and prevention efforts focused on children and youth dating violence and children and youth exposed to domestic violence, or

(3) General outreach and domestic violence prevention efforts.

Required Components

a. A core strategy for preventing domestic violence is the promotion of respectful, non-violent relationships through (1) individual, (2) relationship, (3) community, and (4) societal change.7 This solicitation is to fund multi-year domestic violence outreach and prevention efforts that seek to bring about this change through prevention approaches that:

(1) Address the root causes of domestic violence(2) Shift cultural norms(3) Build skills for healthy relationships(4) Promote respectful and healthy relationships

7 Black, M.C., Basile, K.C., Breiding, M.J., Smith, S.G., Walters, M.L., Merrick, M.T., Chen, J., & Stevens, M.R. (2011). The National Intimate Partner and Sexual Violence Survey (NISVS): 2010 Summary Report. Atlanta, GA: National Center for Injury Prevention and Control, Centers for Disease Control and Prevention, pp 89-92. https://www.cdc.gov/violenceprevention/pdf/NISVS_Report2010-a.pdf


https://www.cdc.gov/violenceprevention/pdf/NISVS_Report2010-a.pdf

b. Proposals must be able to clearly show how their proposed outreach and prevention efforts and activities address at least one (1) of the above levels (individual, relationship, community, and society). Moreover, bidders must demonstrate how their efforts are in line with at least one of the above prevention approaches.8

The focus of this Solicitation is domestic violence prevention and not community education.9

c. Activities will vary from community to community and population to population. Prevention efforts that attempt to decrease risk factors for abuse and increase protective factors are the most promising in achieving a specific aim or outcome.10 Examples of prevention activities include:

(1) Creating a community engagement campaign and process with the comprehensive goal of shifting cultural norms.11

(2) Conducting a curriculum-based healthy relationship skills class.12

(3) Convening dating information series for parents and their teens. Become a resource for your community on healthy relationships and skill building.13

d. Bidders are not limited to one prevention initiative. Proposals can include one initiative in a specific community or multiple initiatives in more than one community.

e. Prevention strategies that utilize repeated or multiple skill-building sessions, versus single or one-time activities, are crucial for supporting changes in behaviors and beliefs. One-time, or limited exposure activities, information, or messaging (i.e.., delivering a domestic violence awareness presentation at school assemblies or to a classroom) do

8 See, Prevention Guidelines for Domestic Violence Programs in Washington State, Washington State Coalition Against Domestic Violence, 2015, http://wscadv.org/resources/prevention-guidelines-for-domestic-violence-programs-in-washington-state/. 9 Prevention efforts are distinctly different from community education, although a prevention project may include certain components of community education. See Section A.8. for the definition of community education and its subparts. Also, see this WSCADV resource on the difference between community education and prevention https://wscadv.org/resources/prevention-you-can-do-it/ 10 Guidelines, note 7. See also the work of the Prevention Institute https://www.preventioninstitute.org/focus-areas/preventing-violence and highlights of national domestic violence prevention work https://preventipv.org/11 API Chaya Community Organizing https://www.apichaya.org/community-organizing12 E.g., The comprehensive healthy relationships efforts by the Northwest Network of Bi, Trans, Lesbian and Gay Survivors of Abuse https://www.nwnetwork.org/relationships.13 WSCADV’s “Love Like This” materials https://wscadv.org/resources/love-like-this/


https://wscadv.org/resources/love-like-this/

https://www.nwnetwork.org/relationships

https://www.apichaya.org/community-organizing

https://www.preventioninstitute.org/focus-areas/preventing-violence

https://www.preventioninstitute.org/focus-areas/preventing-violence

https://wscadv.org/resources/prevention-you-can-do-it/

http://wscadv.org/resources/prevention-guidelines-for-domestic-violence-programs-in-washington-state/

http://wscadv.org/resources/prevention-guidelines-for-domestic-violence-programs-in-washington-state/

not provide enough opportunities for skill-building, and proposals for prevention projects utilizing one-time or limited exposure activities will not be considered for funding. Prevention projects which are multi-session, comprehensive, and aim at developing skills and competencies that change behaviors/beliefs will be more competitive in the evaluation process.

f. Proposed prevention programs should be comprehensive. A comprehensive prevention program is one that addresses more than one level (e.g., relationship level and community level) and incorporates more than one prevention approach (e.g., building skills for healthy relationships and shifting cultural norms). Comprehensive approaches are much more impactful.14 Proposals that include project components designed to affect participants at the relationship and/or the community levels will be more competitive in the evaluation process. Components at the relationship and community levels might be those that influence the participants’ relationships with their peers, families, or school staff, while supporting participants in building healthy relationships. At the community level, components might be aimed at influencing community culture though awareness campaigns as part of an overall prevention initiative.

g. Campaigns can be used as one strategy to address identified risks and/or promote positive factors as long as the campaign is logically connected to the overall prevention initiative and is one part of a larger comprehensive prevention project. Costs associated with such a campaign must be reasonable and outlined in the proposed budget.

If the proposed prevention initiative includes a campaign, the proposal must be clear in how the campaign will contribute to the initiative, and must also include a description of a communication strategy. The communication strategy must address key messages of the campaign and the ways those messages will be communicated with the target audience. This information should be clearly reflected in the narrative section of the proposal.

h. Proposed activities with the following primary characteristics are considered ineligible as prevention activities and will not be funded:

(1) Activities that focus on defining domestic violence.(2) Teaching domestic violence data/statistics, dynamics of domestic violence

relationships, and/or the impacts of domestic violence.

14 Guidelines, note 7.


(3) Making one-time trainings, presentations, or events.15

(4) Providing information on how to access domestic violence services or how to help others in accessing services.

2. Community Readiness

a. Bidders should demonstrate that they have engaged with their community to determine readiness16 and a strategy to work with a particular group or population that is ready and able to implement prevention efforts within the first six months of the project.

3. Project Staffing

Bidders must budget funding to support one staff position at a minimum .80 FTE instead of splitting available funds to support several staff/subcontractors at a smaller portion each. An additional portion of an FTE for supervision and other related staffing may be included in the budget so long as funds are allocated for the minimum .80 FTE staff position.

4. Required Training

a. Prior to engaging in any domestic violence prevention project activities, all staff, staff supervisor(s), and volunteers must have completed the twenty (20) hours of initial domestic violence training described in WAC 388-61A-1080 and 1090.

b. Staff, staff supervisors, and volunteers working on prevention project activities who have been in their position(s) for more than 12 months must obtain an annual minimum of twenty (20) hours of continuing education training based on their date of hire, and for each year thereafter. Staff supervisors must ensure they meet the additional training requirements as described in WAC 388-61A-1090.

c. DSHS may require certain training for subcontractors, depending on the proposed prevention project and role of the subcontractor(s).

5. Contract Requirements/Deliverables

a. Funded proposals are required to have a minimum of one (1) domestic violence prevention project at any given time for the duration of the contract period. If, during

15 These efforts, while important, are considered community education activities, not prevention. 16 WSCADV Community Readiness Assessment https://wscadv.org/resources/community-readiness-assessment/


https://wscadv.org/resources/community-readiness-assessment/

the contract period the project ends, the contractor must start another project and notify DSHS. DSHS anticipates that some contractors may have more than one (1) project.

b. It is expected that prevention staff of the contractor will be actively conducting at least one domestic violence prevention project at any given time during the contract period or recruiting/developing for a future prevention project (i.e., engaging in a new community readiness assessment to initiate a new prevention project).

c. Contractors must focus on prevention strategies that are comprehensive, and aimed at promoting protective factors and decreasing risk factors.17 (See definition of prevention in Section A.8.o.)

d. Contractors will be required to submit quarterly project narratives on a form to be provided by DSHS. Quarterly InfoNet reporting may also be required.

17 Guidelines for Primary Prevention of Sexual Violence & Intimate Partner Violence, Virginia Sexual and Domestic Violence Action Alliance, Appendices B-1 and B-2 https://www.communitysolutionsva.org/files/Prevention_Guidelines_20092.pdf


https://www.communitysolutionsva.org/files/Prevention_Guidelines_20092.pdf

D. Evaluation of Proposals

1. Bid Responsiveness; Administrative Review

All proposals will be reviewed by the Coordinator to determine compliance with administrative and minimum qualification requirements and instructions specified in this Solicitation. DSHS may reject a proposal as nonresponsive at any time for any of the following reasons:

a. Incomplete proposal;

b. Submission of a proposal that proposes activities that deviate from the scope and technical requirements set forth in this document except as permitted in an Amendment to this Solicitation;

c. Failure to meet the minimum bidder qualifications or to comply with any requirement set forth in this Solicitation Document, including Attachments; or

d. Submission of incorrect, misleading, or false information.

The Coordinator may contact any bidder for clarification of the proposal. If a proposal is deemed non-responsive, it shall be removed from further consideration. DSHS shall notify non-responsive bidder(s) of this determination and the supporting reasons. Bidders whose proposals are found to be nonresponsive shall be disqualified from further evaluation and shall be notified in writing.

If a proposal meets all administrative and bidder qualification requirements and submittal instructions, DSHS shall continue with the Written Evaluation.

2. Errors in Bidder Proposal

Bidders are responsible for all errors or omissions contained in their Reponses. Bidders will not be allowed to alter proposal documents after the deadline for proposal submissions.DSHS reserves the right to waive minor administrative irregularities contained in any bidder proposal.


3. Evaluation Criteria and Scoring of Proposals

Following the administrative review, proposals shall be evaluated and points shall be awarded for the narrative and budget components of the proposal, as applicable, based upon bidder’s responses to the questions set forth in Attachment C, Bidder Questions and Attachment D, Budget Detail Worksheets.

The maximum number of points available for each bidder is 100. The maximum number of points that may be assigned with respect to specific questions is set forth on Attachment C, Bidder Questions. The overall breakdown for assignment of points in evaluating proposals to this Solicitation is as follows:

Bidder Capacity and Experience 25 pointsNeeds Assessment 20 pointsProposed Work Plan and Activities 40 pointsBudget 15 points

TOTAL 100 points

4. Written Bid Evaluation Process

DSHS shall designate an evaluation team of at least three (3) evaluators to review, evaluate, and score the written question responses and the bidder’s proposed project budget. These evaluators will be selected based on their qualifications, experience, capability and background.

Evaluators shall assign scores up to the maximum points available based on the rating criteria. Individual evaluator points will be totaled and the average points for each bidder will be calculated. The bidder’s average points earned for each question will be added together to determine the bidder’s total written evaluation points.

5. Selection of Apparent Successful Bidder

DSHS program staff and/or management may conduct a final review of the evaluation and scoring of finalists. In this final review, DSHS may consider the following factors:

a. Geographic location.b. The needs of specific underserved and unserved populations.


c. For proposals to conduct culturally specific domestic violence outreach and prevention efforts focused on populations that have been traditionally underserved or unserved, eligible bidders that have a demonstrated history and expertise of serving domestic violence victims from the relevant population they propose to serve. Additional consideration may be given to bidders whose agencies or organizations have a primary mission and history of serving a culturally specific population, Tribes or tribal organizations.

d. For proposals to conduct age appropriate outreach and prevention efforts focused on children and youth dating violence, eligible bidders that have a documented history of effective work in providing advocacy and services to victims of domestic violence or dating violence, or an agency with a demonstrated history of effective work with children and youth partnered with a community-based domestic violence program.

e. Bidder’s history of performance issues including failure to meet deadlines and noncompliance with contract requirements.

DSHS management shall make the final determination as to which bidder(s), initially designated as finalist(s), shall be officially selected and announced on WEBS as the Apparent Successful Bidder(s) on or about the date and time set forth in Section B.3., Solicitation Schedule. DSHS may also notify the Apparent Successful Bidder(s) and the Unsuccessful Bidder(s) of its determination via email on or about the date and time specified in Section B.3., Solicitation Schedule.

In doing so, DSHS management will be guided, but not bound, by the scores awarded by the evaluators. Program staff and DSHS management shall determine which proposals reviewed during this final selection process will best meet the needs of DSHS.DSHS’ decision will be subject to the execution of a Contract satisfactory to DSHS within a reasonable period of time following the announcement of the Apparent Successful Bidder on WEBS. In the event the parties are unable to reach agreement on the final details of a Contract, DSHS shall have the option of negotiating with the next highest ranked bidder and of revising the announcement of the Apparent Successful Bidder.


E. Instructions Regarding Content, Format and Submission of Written Proposals

Bidders shall submit their proposal utilizing the forms set forth on Attachments A, B, C, D, and E (if applicable), to this competitive Solicitation, in addition to the narrative responses to the Bidder Questions which are contained in Attachment C. Each Attachment represents a separate section of the proposal. Failure to complete and submit all required attachments, and to sign them, if applicable, may result in bidder disqualification. Responses should be typed and should be submitted in the following order with each section of the proposal clearly labeled.

1. Attachment A: Bidder Certifications and Assurances (Required; not scored)

Bidders must submit the bidder certifications and assurances form set forth on Attachment A, signed by an individual authorized to bind the bidder contractually.

2. Attachment B: Bidder Information Form (Required; not scored)

Bidders must complete and sign the Bidder Information Form included with this competitive Solicitation as Attachment B. Unless bidder is not required to have a business license, the successful bidder will need to have a Washington Business License before the contract begins. Before the contract begins, bidder will need to obtain a business license, if one is required, through the Washington Department of Licensing. Their web address is: http://www.dol.wa.gov/ Bidder can provide its Washington business license, if required, after the award, but before the contract start date.

3. Attachment C: Bidder Questions (Required; portions scored)

Attachment C includes four (4) sections:

a. Minimum Qualifications/Eligibility Questions (not scored)b. Bidder Qualifications and Experience c. Needs Assessmentd. Proposed Work Plan, Project Activities, and Estimated Timeline

Bidders must provide answers to the questions set forth in the Attachment C instructions to demonstrate satisfaction of the minimum qualifications/eligibility requirements and, as applicable to this Solicitation, their qualifications, approach, and services to be provided. The number of points allocated to each answer is indicated next to the question.


http://www.dol.wa.gov/

Bidders should not submit product brochures, white papers, customer testimonials, or other pre-prepared materials in response to any of the questions.

Bidders must submit complete, well-organized explanatory answers that address all of the specific questions asked in each section of Attachment D. Bidders should not assume that evaluators will be familiar with their organization before conducting the evaluation.

In awarding points, evaluators shall not be obligated to search through the bidder’s answers to questions other than the one being reviewed in order to locate text that is responsive to the question being reviewed. Failure to follow the instructions in Attachment D, failure to respond to all questions and/or failure to submit any documents requested may result in bidder disqualification.

If bidder is awarded a Contract, DSHS may require that bidder’s proposal be incorporated, in whole or in part, into the Contract.

4. Attachment D: Budget Detail Worksheets (Required; scored)

Budgets should be developed based on estimates for the first 18 months of prevention programming (January, 2021 – June 30, 2022). The total budget may not exceed $121,000 for the period January 1, 2021 – June 30, 2021; and may not exceed $121,000 for the period July 1, 2021 – June 30, 2022.

Bidders must complete the Budget Detail Worksheets which are included with this Solicitation as Attachment D. Include on the Worksheets the required narrative on each page for which you are requesting funding, including the method used for calculating shared costs on the Goods and Services Worksheet. The following provides guidance for completing the Worksheets.

For Salaries, list each position to be paid with contract funds, and title. Provide the annual or hourly salary for each position, the portion of the position to be paid with contract funds (i.e., 1 FTE, .5 FTE, etc.) and the total salary amount. Budgets must include a minimum of one prevention staff position at a minimum of .80 FTE.

For Benefits, include the cost of paying payroll taxes, insurance, and other fringe benefits for the staff listed on the Salaries worksheet. Benefits should be based on actual known costs or an established formula.


Subcontracted Services is the cost to pay individuals and/or agencies to provide subcontracted services. Include a detailed description of the services that will be performed by subcontractors, and why you propose to subcontract the service.

Goods and Services are the costs of providing services and activities. Examples of Goods and Services include costs or pro-rated costs of supplies, utilities, rent, professional liability insurance, staff travel and training, and telephone. Shared costs are those that benefit more than one program, such as rent and utilities and should be pro-rated. Your worksheet calculations must show how you pro-rated shared costs.

If your proposed budget includes a line-item for gift card incentives, the following guidelines must be followed:

No single incentive can exceed $15.00 in monetary value No more than $45.00 per stakeholder/program participant can be distributed within

a 6-month period. The contractor must provide a description of how gift card incentives are distributed

and tracked.

Administrative Costs:

Administrative costs that are directly connected and supportive of the contract program can be included in the Salaries, Benefits, and/or Goods and Services budget lines.

Indirect Costs

Contractors may elect one of two methods listed here. The method for recovering these costs should be consistent across other DSHS/OCVA contracts and grants with the organization.

1. Federally Negotiated Indirect Cost Rate (NICR)

If an organization has a NICR, and they wish to recover indirect costs, this is the rate that must be used (cannot use the 10% MTDC method).

Applicants must attach a copy of the approval from the cognizant federal agency of the federal Negotiated Indirect Cost Rate with their application.

2. 10% of the Modified Total Direct Costs (MTDC)

Applicants must obtain verification of the calculation by a CPA (if a nonprofit or a Tribe), or county auditor/treasurer (if a government entity). See the certification form, Attachment E.


Modified Total Direct Cost18 is defined as: All direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel and sub-awards and subcontracts up to the first $25,000 of each sub-award or subcontract (regardless of the period of performance of the sub-awards and subcontracts under the award). MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each sub-award and subcontract in excess of $25,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency for indirect costs.

Additional Guidance

Prevention campaign costs are only eligible for funding if they are a part of a comprehensive prevention strategy and must be a smaller portion of the overall initiative. If the proposed budget includes campaign costs, you must distinguish these costs, by line-item, on the budget worksheets. For example, if you plan to do general advertising for your project that also includes a campaign, you must differentiate in your budget between general and campaign advertising costs. The budget should also clearly identify the resources needed for the campaign and include all estimated costs proposed to be paid from this budget.

5. Attachment E: Modified Total Direct Costs (MTDC) Certification Form (Required if requesting 10% of MTDC as Indirect; not scored

Bidders utilizing the indirect rate option of 10% of the Modified Total Direct Costs (MTDC) must obtain verification of the calculation by a CPA (if a nonprofit or a Tribe), or county auditor/treasurer (if a government entity) on Attachment E. This Attachment must be included with your submittal if you are claiming MTDC as your indirect rate option.

6. Proprietary Information/Public Disclosure

Materials submitted in response to this Solicitation shall be deemed public records as defined by RCW 42.56. All proposals and accompanying documentation shall become the property of DSHS upon receipt, and will not be returned.

The bidder’s proposal must include, on its narrative response to the bidder’s questions, a statement identifying the pages of its proposal, if any, that contain information the bidder considers proprietary. Each page claimed to be proprietary must be clearly marked by stating the word “Proprietary” on the lower right hand corner. Bidders must be reasonable in

18 Federal Management and Budget Office (OMB) Uniform Administrative Requirements, Cost Principals, and Audit Requirements, December 26, 2014 https://federalregister.gov/a/2013-30465


designating information as proprietary or confidential. Bidders may not mark their entire proposal proprietary. Doing so will not be honored and will disqualify your proposal from further consideration.

If DSHS receives a request to view or copy a bidder’s proposal, DSHS will respond according to applicable law and DSHS’s policy governing public disclosure. DSHS will not disclose any information marked “Proprietary” in a proposal without giving the bidder ten (10) days’ notice to seek relief in superior court per RCW 42.56.540.

7. Submission of Proposals

Bid proposals must be submitted in an acceptable electronic format as described in E.8. Bid proposals must be emailed directly to the Coordinator at the email address provided on the cover sheet of this Solicitation Document. Bid proposals must be received by the Coordinator in their entirety on or before the due date and time set forth in Section B.3., Solicitation Schedule, unless a posted Amendment to this Competitive Solicitation changes this due date and time. Bidder’s completed version of each of the Attachments B, C, D, E (if applicable), to this Competitive Solicitation shall be included as separate attachments to the bidder’s submission of email(s).

Bidders assume all risks for the timely submission of the proposal. Bidders are responsible for allowing sufficient time to ensure timely electronic receipt of their proposals by the Coordinator. DSHS does not assume responsibility for problems with the bidder’s email or network. However, if DSHS email is not working properly, appropriate allowances will be made. DSHS will not accept late proposals, nor grant time extensions for individual bidders. DSHS will disqualify any proposal and withdraw it from consideration if it is received after the proposal submission due date and time.

8. Acceptable Electronic Formats for Submission of Proposals

The bidder’s documents in Portable Document Format (Adobe Acrobat PDF). When scanning documents to be submitted in PDF format, scanner resolution should be set to at least 200 dots per inch. NOTE: DSHS cannot receive emails that are larger than 30MB. To keep file sizes to a minimum, bidders are cautioned not to use unnecessary graphics in their proposals. If your proposal approaches or exceeds 30MB, you must break it up and send it by more than one email so that no single email exceeds 30MB.


F. Application Checklist

This checklist is for your convenience and should not be included with your proposal.

Forms

Attachment A –Bidder Certifications and Assurances Attachment B –Bidder Information Form Attachment C –Bidder Questions Attachment D –Budget Detail Worksheets Attachment E –Modified Total Direct Costs (MTDC) Certification From (if applicable)

Attachments Minimum Qualifications (3 page limit) Responses to Bidder Questions – Project Narrative (14 page limit excluding

organizational chart, and MOU) Organizational Chart Memorandum of Understanding, if applicable

Proposals must be received by DSHS 2:00 p.m. Pacific Time on December 9, 2020 See Section E. 7 (p. 34) for submission instructions


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