ࡱ> 5@ Ibjbj22 AmXX>H H H H H,~} !@2#t#<|||||||$R#} D!"!DD#}H H 8}PPPDH p R|PD|P<PR0 T "m` P:pE0H`tN}0~}J؃F ؃m`t\HH H H H ؃ m`# l-P<4t9$ ####}#}P( State of Hawaii Department of Human Services Housing and Community Development Corporation of Hawaii Homeless Programs Branch Request for Proposals RFP No. HPB 2006-03 Community Reintegration for Exiting Offenders May 5, 2006 Note: If this RFP was downloaded from the State Procurement Office RFP Website each applicant must provide contact information to the RFP contact person for this RFP to be notified of any changes. For your convenience, you may download the HYPERLINK "http://www4.hawaii.gov/spoh/rfpinterest.doc"RFP Interest form, complete and e-mail or mail to the RFP contact person. The State shall not be responsible for any missing addenda, attachments or other information regarding the RFP if a proposal is submitted from an incomplete RFP. May 5, 2006 REQUEST FOR PROPOSALS COMMUNITY REINTEGRATION FOR EXITING OFFENDERS RFP No. HPB 2006-03 The Department of Human Services (DHS), Housing and Community Development Corporation of Hawaii (HCDCH), is requesting proposals from qualified non-profit agencies to provide shelter and supportive services for the Community Reintegration for Exiting Offenders, transitioning from prison to the community in the counties of Hawaii and Oahu. The contract term will be from July 1, 2006 through June 30, 2008. Proposals shall be mailed and postmarked by the United States Postal Service on or before June 2, 2006, or hand delivered no later than 3:30 p.m., Hawaii Standard Time (HST), on June 2, 2006, at the drop-off sites designated on the Proposal Mail-in and Delivery Information Sheet. Proposals postmarked or hand delivered after the submittal deadline shall be considered late and rejected. There are no exceptions to this requirement. The Homeless Programs Branch will conduct an orientation on May 9, 2006 from 1:00 p.m. to 2:00 pm HST, at 1002 School Street Building L, Honolulu, Hawaii. All prospective applicants are encouraged to attend the orientation. The deadline for submission of written questions is 3:30 p.m., HST, on May 9, 2006. All written questions will receive a written response from the State on or about May 17-18, 2006. Inquiries regarding this RFP should be directed to the RFP contact person, Ms. Phyllis Ono at 1002 N. School Street, Building H, Honolulu, Hawaii 96817, telephone: (808) 832-5930, fax: (808) 832-5932, e-mail:  HYPERLINK "mailto:phyllis.ono@hcdch.hawaii.gov" phyllis.ono@hcdch.hawaii.gov . PROPOSAL MAIL-IN AND DELIVERY INFORMATION SHEET NUMBER OF COPIES TO BE SUBMITTED: Original and 4 copies ALL MAIL-INS SHALL BE POSTMARKED BY THE UNITED STATES POSTAL SERVICE (USPS) NO LATER THAN June 2,2006 and received by the state purchasing agency no later than 10 days from the submittal deadline. All Mail-insDOH RFP COORDINATORHCDCHSandra J MiyoshiHomeless Programs BranchFor further info. or inquiries1002 N School StreetPhone: 832-5930Honolulu, Hawaii 96817Fax: 832-5932 ALL HAND DELIVERIES WILL BE ACCEPTED AT THE FOLLOWING SITES UNTIL 3:30 P.M., Hawaii Standard Time (HST) June 2, 2006. Drop-off Sites Oahu:HCDCH Homeless Programs Branch 677 Queen Street, Suite 300 Honolulu, Hawaii 96813  BE ADVISED: All mail-ins postmarked by USPS after June 2, 2006, or not received within 10 days of May 30,2006 will be rejected. Hand deliveries will not be accepted after 3:30 p.m., HST, June 2, 2006. Deliveries by private mail services such as FEDEX shall be considered hand deliveries and will not be accepted if received after 3:30 p.m., HST, June 2, 2006. RFP Table of Contents Section 1 Administrative Overview Procurement Timetable 1-1 Website Reference 1-2 Authority 1-2 RFP Organization 1-2 Contracting Office 1-3 Orientation 1-3 Submission of Questions 1-4 Submission of Proposals 1-4 Discussions with Applicants 1-6 Opening of Proposals 1-6 Additional Materials and Documentation 1-7 RFP Amendments 1-7 Final Revised Proposals 1-7 Cancellation of Request for Proposals 1-7 Costs for Proposal Preparation 1-7 Provider Participation in Planning 1-7 Rejection of Proposals 1-8 Notice of Award 1-8 Protests 1-8 Availability of Funds 1-9 Monitoring and Evaluation 1-9 General and Special Conditions of the Contract 1-10 Cost Principles 1-10 Section 2 - Service Specifications Introduction 2-1 Overview, Purpose or Need 2-1 Planning activities conducted in preparation for this RFP 2-1 Description of the Goals of the Service 2-2 Description of the Target Population to be Served 2-3 Geographic Coverage of Service 2-3 Probable Funding Amounts, Source, and Period of Availability 2-3 General Requirements 2-3 Specific Qualifications or Requirements 2-3 Secondary Purchaser Participation 2-4 Multiple or Alternate Proposals 2-5 Single or Multiple Contracts to be Awarded 2-5 Single or Multi-Term Contracts to be Awarded 2-5 RFP Contact Person 2-6 Scope of Work 2-6 Service Activities 2-6 Management Requirements 2-8 Facilities 2-15 Section 3 - Proposal Application Instructions General Instructions for Completing Applications 3-1 Program Overview 3-2 Experience and Capability 3-2 Necessary Skills 3-2 Experience 3-2 Quality Assurance and Evaluation 3-2 Coordination of Services 3-2 Facilities 3-2 Project Organization and Staffing 3-3 Staffing 3-3 Project Organization 3-3 Service Delivery 3-3 Financial 3-4 Pricing Structure 3-4 Other Financial Related Materials 3-4 Other 3-5 Litigation 3-5 Section 4 Proposal Evaluation Introduction 4-1 Evaluation Process 4-1 Evaluation Criteria 4-2 Phase 1 Evaluation of Proposal Requirements 4-2 Phase 2 Evaluation of Proposal Application 4-2 Phase 3 Recommendation for Award 4-5 Section 5 Attachments Attachment A. Competitive Proposal Application Checklist Attachment B. Sample Proposal Table of Contents Attachment C. Work Plan Section 1 Administrative Overview Section 1 Administrative Overview Applicants are encouraged to read each section of the RFP thoroughly. While sections such as the administrative overview may appear similar among RFPs, state purchasing agencies may add additional information as applicable. It is the responsibility of the applicant to understand the requirements of each RFP. Procurement Timetable Note that the procurement timetable represents the States best estimated schedule. Contract start dates may be subject to the issuance of a notice to proceed. ActivityScheduled DatePublic notice announcing RFPMay 5, 2006Distribution of RFPMay 5, 2006RFP orientation sessionMay 9, 2006 1:00 pm-2:00 pmClosing date for submission of written questions for written responsesMay 15, 2006 3:30 pmState purchasing agency's response to applicants written questionsMay 17-18, 2006Discussions with applicant prior to proposal submittal deadline (optional)NAProposal submittal deadlineJune 2, 2006Discussions with applicant after proposal submittal deadline (optional)N/AFinal revised proposals (optional)N/AProposal evaluation periodJune 3-5, 2006Provider selection June 7, 2006Notice of statement of findings and decisionJune 13, 2006Contract start dateJuly 1, 2006 Website Reference The State Procurement Office (SPO) website is  HYPERLINK "http://www.spo.hawaii.gov" www.spo.hawaii.gov ForClick1Procurement of Health and Human Services Health and Human Services, Chapter 103F, HRS2RFP websiteHealth and Human Services, Ch. 103F and RFPs3Hawaii Administrative Rules (HAR) for Procurement of Health and Human ServicesStatutes and Rules and Procurement of Health and Human Services4FormsHealth and Human Services, Ch. 103F and For Private Providers and Forms5Cost PrinciplesHealth and Human Services, Ch. 103F and For Private Providers and Cost Principles6Standard Contract -General ConditionsHealth and Human Services, Ch. 103F For Private Providers and Contract Template General Conditions7Protest Forms/ProceduresHealth and Human Services, Ch. 103F and For Private Providers and ProtestsNon-SPO websites (Please note: website addresses may change from time to time. If a link is not active, try the State of Hawaii website at  HYPERLINK "http://www.hawaii.gov" www.hawaii.gov) ForGo to8Tax Clearance Forms (Department of Taxation Website)  HYPERLINK "http://www.hawaii.gov/tax/" http://www.hawaii.gov/tax/ click Forms9Wages and Labor Law Compliance, Section 103-055, HRS, (Hawaii State Legislature website) HYPERLINK "http://www.capitol.hawaii.gov/" http://www.capitol.hawaii.gov/ click Bill Status and Documents and Browse the HRS Sections. 10Department of Commerce and Consumer Affairs, Business Registration HYPERLINK "http://www.hawaii.gov/dcca" http://www.hawaii.gov/dcca click Business Registration11Campaign Spending Commission HYPERLINK "http://www.hawaii.gov/campaign" www.hawaii.gov/campaign  Authority This RFP is issued under the provisions of the Hawaii Revised Statutes (HRS), Chapter 103F and its administrative rules. All prospective applicants are charged with presumptive knowledge of all requirements of the cited authorities. Submission of a valid executed proposal by any prospective applicant shall constitute admission of such knowledge on the part of such prospective applicant. RFP Organization This RFP is organized into five sections: Section 1, Administrative Overview--Provides applicants with an overview of the procurement process. Section 2, Service Specifications--Provides applicants with a general description of the tasks to be performed, delineates applicant responsibilities, and defines deliverables (as applicable). Section 3, Proposal Application Instructions--Describes the required format and content for the proposal application. Section 4, Proposal Evaluation--Describes how proposals will be evaluated by the state purchasing agency. Section 5, Attachments --Provides applicants with information and forms necessary to complete the application. Contracting Office The Contracting Office is responsible for overseeing the contract(s) resulting from this RFP, including system operations, fiscal agent operations, and monitoring and assessing provider performance. The Contracting Office is: Housing and Community Development Corporation of HawaiiDepartment of Human Services677 Queen Street, Suite 300Honolulu, Hawaii 96813Phone (808)832-5930Fax: (808)832-5932 Orientation An orientation for applicants in reference to the request for proposals will be held as follows: Date:May 9, 2006Time:1:00 p.m. 2:00 p.m.Location:1002 N. School Street, Bldg L, Honolulu, Hawaii 96813 Applicants are encouraged to submit written questions prior to the orientation. Impromptu questions will be permitted at the orientation and spontaneous answers provided at the state purchasing agency's discretion. However, answers provided at the orientation are only intended as general direction and may not represent the state purchasing agency's position. Formal official responses will be provided in writing. To ensure a written response, any oral questions should be submitted in writing following the close of the orientation, but no later than the submittal deadline for written questions indicated in the next paragraph (VII. Submission of Questions). Submission of Questions Applicants may submit questions to the RFP Contact Person identified in Section 2 of this RFP. All written questions will receive a written response from the state purchasing agency. Deadline for submission of written questions: Date:May 15, 2006Time:3:30 p.m. HSTState agency responses to applicant written questions will be provided by: Date:May 17-18, 2006 Submission of Proposals Forms/Formats - Forms, with the exception of program specific requirements, may be found on the State Procurement Office website (See page 1-2, Websites Referred to in this RFP. Refer to the Proposal Application Checklist for the location of program specific forms. Proposal Application Identification (Form SPOH200) - Provides identification of the proposal. Proposal Application Checklist Provides applicants with information on where to obtain the required forms; information on program specific requirements; which forms are required and the order in which all components should be assembled and submitted to the state purchasing agency. Table of Contents - A sample table of contents for proposals is located in Section 5, Attachments. This is a sample and meant as a guide. The table of contents may vary depending on the RFP. Proposal Application (Form SPO-H-200A) - Applicant shall submit comprehensive narratives that addresses all of the issues contained in the Proposal Application Instructions, including a cost proposal/budget if required. (Refer to Section 3 of this RFP.) Tax Clearance A certified copy of a current valid tax clearance certificate issued by the State of Hawaii, Department of Taxation (DOTAX) and the Internal Revenue Service (IRS) will be required either at the time of proposal submittal or upon notice of award at the discretion of the purchasing agency. Refer to Section 4, subparagraph III.A.1, Administrative Requirements, and the Proposal Application Checklist (located in Section 5) to determine whether the tax clearance is required at time of proposal submittal for this RFP. Tax clearance application may be obtained from the Department of Taxation website. (See paragraph II, Website Reference.) Program Specific Requirements - Additional program specific requirements are included in Sections 2 and/or 3, Service Specifications and the Proposal Application Instructions, as applicable. If Federal and/or State certifications are required, they are listed on the Proposal Application Checklist located in Section 5. Multiple or Alternate Proposals - Multiple or alternate proposals shall not be accepted unless specifically provided for in Section 2 of this RFP. In the event alternate proposals are not accepted and an applicant submits alternate proposals, but clearly indicates a primary proposal, it shall be considered for award as though it were the only proposal submitted by the applicant. Wages and Labor Law Compliance - Before a provider enters into a service contract in excess of $25,000, the provider shall certify that it complies with section 103-55, HRS, Wages, hours, and working conditions of employees of contractors performing services.  HYPERLINK "http://www.capitol.hawaii.gov/hrscurrent/Vol02_Ch0046-0115/HRS0103/HRS_0103-0055.htm" Section 103-55, HRS may be obtained form the Hawaii State Legislature website. (See paragraph II, Website Reference.) Compliance with all Applicable State Business and Employment Laws. All providers shall comply with all laws governing entities doing business in the State. Prior to contracting, owners of all forms of business doing business in the state except sole proprietorships, charitable organizations unincorporated associations and foreign insurance companies be register and in good standing with the Department of Commerce and Consumer Affairs (DCCA), Business Registration Division. Foreign insurance companies must register with DCCA, Insurance Division. More information is on the DCCA website. (See paragraph II, Website Reference.) Campaign Contributions by State and County Contractors. Contractors are hereby notified of the applicability of Section 11-205.5, HRS, which states that campaign contributions are prohibited from specified State or county government contractors during the term of the contract if the contractors are paid with funds appropriated by a legislative body. For more information, Act 203/2005 FAQs are available at the Campaign Spending Commission webpage. (See paragraph II, Website Reference.) Confidential Information If an applicant believes any portion of a proposal contains information that should be withheld as confidential, the applicant shall request in writing nondisclosure of designated proprietary data to be confidential and provide justification to support confidentiality. Such data shall accompany the proposal, be clearly marked, and shall be readily separable from the proposal to facilitate eventual public inspection of the non-confidential sections of the proposal. Note that price is not considered confidential and will not be withheld. Proposal Submittal - Proposals must be postmarked by United States Postal System (USPS) and received by the State purchasing agency no later than the submittal deadline indicated on the attached Proposal Mail-in and Delivery Information Sheet. All hand deliveries shall be received by the State purchasing agency by the date and time designated on the Proposal Mail-In and Delivery Information Sheet. Postmarked after the designated date; or Postmarked by the designated date but not received within 10 days from the submittal deadline; or If hand delivered, received after the designated date and time. The number of copies required is located on the Proposal Mail-In and Delivery Information Sheet. Deliveries by private mail services such as FEDEX shall be considered hand deliveries and shall be rejected if received after the submittal deadline. Dated USPS shipping labels are not considered postmarks. Not accepted faxed proposals and/or submission of proposals on diskette/CD or transmission by e-mail, website or other electronic means Discussions with Applicants Prior to Submittal Deadline. Discussions may be conducted with potential applicants to promote understanding of the purchasing agencys requirements. After Proposal Submittal Deadline - Discussions may be conducted with applicants whose proposals are determined to be reasonably susceptible of being selected for award, but proposals may be accepted without discussions, in accordance section 3-143-403, HAR. Opening of Proposals Upon receipt of proposal by a state purchasing agency at a designated location, proposals, modifications to proposals, and withdrawals of proposals shall be date-stamped, and when possible, time-stamped. All documents so received shall be held in a secure place by the state purchasing agency and not examined for evaluation purposes until the submittal deadline. Procurement files shall be open to public inspection after a contract has been awarded and executed by all parties. Additional Materials and Documentation Upon request from the state purchasing agency, each applicant shall submit any additional materials and documentation reasonably required by the state purchasing agency in its evaluation of the proposals. RFP Amendments The State reserves the right to amend this RFP at any time prior to the closing date for the final revised proposals. Final Revised Proposals If requested, final revised proposals shall be submitted in the manner, and by the date and time specified by the state purchasing agency. If a final revised proposal is not submitted, the previous submittal shall be construed as the applicants best and final offer/proposal. The applicant shall submit only the section(s) of the proposal that are amended, along with the Proposal Application Identification Form (SPO-H-200). After final revised proposals are received, final evaluations will be conducted for an award. Cancellation of Request for Proposal The request for proposal may be canceled and any or all proposals may be rejected in whole or in part, when it is determined to be in the best interests of the State. Costs for Proposal Preparation Any costs incurred by applicants in preparing or submitting a proposal are the applicants sole responsibility. Provider Participation in Planning Provider participation in a state purchasing agencys efforts to plan for or to purchase health and human services prior to the state purchasing agencys release of a request for proposals, including the sharing of information on community needs, best practices, and providers resources, shall not disqualify providers from submitting proposals if conducted in accordance with sections 3-142-202 and 3-142-203 of the Hawaii Administrative Rules for Chapter 103F, HRS. Rejection of Proposals The State reserves the right to consider as acceptable only those proposals submitted in accordance with all requirements set forth in this RFP and which demonstrate an understanding of the problems involved and comply with the service specifications. Any proposal offering any other set of terms and conditions contradictory to those included in this RFP may be rejected without further notice. A proposal may be automatically rejected for any one or more of the following reasons: (Relevant sections of the Hawaii Administrative Rules for Chapter 103F, HRS, are parenthesized) Rejection for failure to cooperate or deal in good faith. (Section 3-141-201, HAR) Rejection for inadequate accounting system. (Section 3-141-202, HAR) Late proposals (Section 3-143-603, HAR) Inadequate response to request for proposals (Section 3-143-609, HAR) Proposal not responsive (Section 3-143-610(a)(1), HAR) Applicant not responsible (Section 3-143-610(a)(2), HAR) Notice of Award A statement of findings and decision shall be provided to all applicants by mail upon completion of the evaluation of competitive purchase of service proposals. Any agreement arising out of this solicitation is subject to the approval of the Department of the Attorney General as to form, and to all further approvals, including the approval of the Governor, required by statute, regulation, rule, order or other directive. No work is to be undertaken by the awardee prior to the contract commencement date. The State of Hawaii is not liable for any costs incurred prior to the official starting date. Protests Any applicant may file a protest against the awarding of the contract. The Notice of Protest form, SPO-H-801, is available on the SPO website. (See paragraph II, Website Reference.) Only the following matters may be protested: A state purchasing agencys failure to follow procedures established by Chapter 103F of the Hawaii Revised Statutes; A state purchasing agencys failure to follow any rule established by Chapter 103F of the Hawaii Revised Statutes; and A state purchasing agencys failure to follow any procedure, requirement, or evaluation criterion in a request for proposals issued by the state purchasing agency. The Notice of Protest shall be postmarked by USPS or hand delivered to 1) the head of the state purchasing agency conducting the protested procurement and 2) the procurement officer who is conducting the procurement (as indicated below) within five working days of the postmark of the Notice of Findings and Decision sent to the protestor. Delivery services other than USPS shall be considered hand deliveries and considered submitted on the date of actual receipt by the state purchasing agency. Head of State Purchasing AgencyProcurement OfficerName: Lillian B. Koller, Esq.Name: Stephanie AveiroTitle: DirectorTitle: Executive DirectorMailing P.O. Box 339 Address: Honolulu, Hawaii 96809Mailing P.O. Box 17907 Address: Honolulu, Hawaii 96817Business Queen Liliuokalani Building Address: 1390 Miller Street Honolulu, Hawaii 96813 Business 677 Queen Street, Suite 300 Address: Honolulu, Hawaii 96813 Availability of Funds The award of a contract and any allowed renewal or extension thereof, is subject to allotments made by the Director of Finance, State of Hawaii, pursuant to Chapter 37, HRS, and subject to the availability of State and/or Federal funds. Monitoring and Evaluation The criteria by which the performance of the contract will be monitored and evaluated are: Performance/Outcome Measures Output Measures Quality of Care/Quality of Services Financial Management Administrative Requirements General and Special Conditions of Contract The general conditions that will be imposed contractually are on the SPO website. (See paragraph II, Website Reference). Special conditions may also be imposed contractually by the state-purchasing agency, as deemed necessary. Cost Principles In order to promote uniform purchasing practices among state purchasing agencies procuring health and human services under Chapter 103F, HRS, state purchasing agencies will utilize standard cost principles outlined in Form SPO-H-201 which is available on the SPO website (see paragraph II, Website Reference). Nothing in this section shall be construed to create an exemption from any cost principle arising under federal law. Section 2 Service Specifications Section 2 Service Specifications Introduction Overview, purpose or need The Homeless Programs Branch of the Housing and Community Development Corporation of Hawaii (HCDCH) oversees programs to address the needs of the homeless in Hawaii, and is responsible for the following activities: (1) administering and funding the State Homeless Shelter Stipend Program, State Homeless Outreach Program, and the State Homeless Emergency Loans and Grants Program, (2) developing programs to prevent and abate homelessness, (3) managing and developing properties to serve the needs of the homeless and homeless at risk, (4) coordinating the statewide Homeless Point-In-Time count in partnership with all the counties, (5) facilitating the activities of the State Interagency Council on Homelessness, (6) facilitating the Statewide Coalition of Continuums; and (7) implementing the Homeless Management Information System. Through these activities HCDH is able to work to stabilize homeless families and individuals, increase their ability to obtain and retain permanent housing and move the homeless toward economic self-sufficiency However, there is a need for alternatives to releasing exiting prisoners to the streets, where safety cannot be guaranteed and the basic facilities need for successful reintegration is limited in availability. The lack of appropriate options for exiting prisons results in various negative outcomes, including parole and probation violation, and relapse, (etc.) leading back to re-incarceration and increase recidivism rates. The FY 2007 supplemental budget proposed additional funds to address the problem of homeless in Hawaii. The additional funds will increase the capacity of homeless service needs. The State Homeless Programs Branch, along with the Continuum of Care consortium of service providers and the State Interagency Council on Homelessness has identified services to the homeless that can significantly improve their chances to become self-sufficient. This project is to initiate a model program, which will provide community reintegration for offenders who are exiting the State prison/jail. As an identified homeless gap this request for proposals is to meet the need for transitions plan in the county of Hawaii, to provide better exit supports, reduce entry into homelessness, and reduce recidivism. Planning activities conducted in preparation for this RFP An emergency meeting to discuss housing solution for the homeless was conducted by the Governor on March 30, 2006. The Community Reintegration for Exiting Offenders was created to serve homeless persons being exiting from the state prisons. A notice of a Request for Information meeting (RFI-01) was posted on the State Procurement web site  HYPERLINK "http://www.spo.hawaii.gov" www.spo.hawaii.gov on April 5, 2006. The out come of the meeting was to seek written suggestion and comments from interested provider agencies on the RFP for the Community Reintegration for Exiting Offenders. Description of the goals of the service The over all goals of the State Homeless Programs is to help Hawaiis homeless person increase their stability in the health, housing and social areas so that they may be able to obtain and retain permanent housing and maintain economic independence and self-sufficiency for the long-term. Programs designed to assist homeless persons are more effective and efficient when carried out through carefully planned and systematic approaches, otherwise known as the Continuum of Care systems. Transitional housing with appropriate supportive services help people progress towards self-sufficiency. Such services include case management, job training and placement, substance abuse treatment, short-term mental health services, and independent living skills training, and permanent housing or permanent supportive housing arrangements. Since homeless persons and their individual needs exist along a continuum, the goals for a specific program may vary along this continuum based on the particular needs, situations, and abilities of the individuals participating in the program or project. However, the ultimate goal of permanent housing and economic independence should be held as the ideal. The States goal is to create a coordinated network of providers and jurisdictions working to collaboratively to address the needs of the homeless. The purpose of the Community Reintegration for Exiting Offenders is to assist provider agencies in paying for their costs involved in providing shelter and services to eligible exiting offenders. The program is authorized by Chapter 103F, HRS. The Community Reintegration for Exiting Offenders will provide exiting offenders a housing option so that they may be able to obtain and retain permanent housing and maintain economic independence and self-sufficiency for the long term by: Stabilizing exiting offenders by providing a safe, decent and sanitary transitional shelter; Addressing the obstacles which prevent homeless person from obtaining and retaining permanent housing through coordinated efforts of health, housing , financial and social services; Transitioning exiting offenders to permanent housing and ensuring this transition is for the long term. Description of the target population to be served To be eligible for the Community Reintegration for Exiting Offenders, a participant must be exiting from the State prison system, including parolees at risk of violating parole, who have met the requirements for community custody and/or pretrial detainees who are granted supervised release The service provider will be required to accept applicants who have been assessed as being appropriate, unless the service provider present the Branch justifiable reason that a particular offender should not be accepted into the program. Geographic coverage of service Community reintegration services shall be provided on Hawaii and Oahu only. Probable funding amounts, source, and period of availability The total funding for this RFP inclusive of both project on Hawaii, is approximately $300,000.00 from July 1, 2006 to July 31, 2008. General Requirements Specific qualifications or requirements, including but not limited to licensure or accreditation All programs shall have the requirements listed below: Be a profit organization incorporated under the laws of the State or nonprofit organization determined by the Internal Revenue Service to be exempt from federal income tax and with a governing board whose members have no material conflict of interest and serve without compensation and with bylaws or policies that describe the manner in which business is conducted and policies that relate to nepotism and management of potential conflict of interest situations; Have at least one year's experience with the project or in the program area in dealing with the homeless or, with inmates and their families. (exceptions may be granted by the Executive Director of the HCDCH where an agency has otherwise demonstrated the necessary experience or expertise in the program area) Service provider must have a minimum of one year of successful experience; Have addressed any instances of non-compliance found in past audit and monitoring reports conducted for the State Homeless Programs to the satisfaction of the HCDCH; Have no outstanding balances owing to the HCDCH (exceptions may be granted by the Executive Director of the HCDCH for debts recently acquired and for debts which have a repayment plan approved by the Executive Director of the HCDCH); Be in good standing with the Department of Commerce and Consumer Affairs and the State Department of Taxation; and Internal Revenue Service. Have a functioning accounting system that is operated in accordance with generally accepted accounting principles, or have a designated entity that will maintain a functioning accounting system for the organization in accordance with generally accepted accounting principles Selected applicants shall retain any book, document, paper, file or other record of the performance of services for the purposes of monitoring, evaluating, or auditing the contractors performance of services and the program, and management and fiscal practices for at least three years, except in any litigation, investigation, audit or other action that is underway. HCDCH and any of their authorized representatives shall have the right of access to any records that are related to the performance of services. The right of access shall not be limited to the required retention period but shall last as long as the records are retained. Monitor participants behavior to ensure compliance with all State and Federal Laws. The applicant shall be required to comply with all laws, ordinances, codes, rules and regulations of the federal, state and local governments as they relate to the operations of the project and adhere to the instructions prescribed by the HCDCH The applicant shall maintain written policies and procedures for the required services including personnel standards, operating procedures, documentation and record keeping, data gathering and reporting, financial administration, quality assurance and monitoring; The applicant shall operate in a fashion that does not deprive any individual of any right protected by the Fair Housing Act (42 U.S.C. 3601-19), Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 974), the Americans with Disabilities Act of 1990 (42 U.S.C. 12101 et seq.), Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d) or Age Discrimination Act of 1975 (42 U.S.C. 6101); The applicant shall comply with the State of Hawaii Codes of Regulations (i.e. Fire Code, Health Code, etc.) The applicant shall indemnify the State of Hawaii and the Housing and Community Development Corporation of Hawaii and shall obtain the following insurance Automobile Liability $300,000 Comprehensive Liability $1,000,000 Secondary purchaser participation (Refer to 3-143-608, HAR) After-the-fact secondary purchases will be allowed. Planned secondary purchases None Multiple or alternate proposals (Refer to 3-143-605, HAR)  FORMCHECKBOX  Allowed  FORMCHECKBOX  Unallowed Single or multiple contracts to be awarded (Refer to 3-143-206, HAR)  FORMCHECKBOX  Single  FORMCHECKBOX  Multiple  FORMCHECKBOX  Single & Multiple Criteria for multiple awards: Single or multi-term contracts to be awarded (Refer to 3-149-302, HAR)  FORMCHECKBOX Single term (< 2 yrs)  FORMCHECKBOX  Multi-term (> 2 yrs.) Contract terms: 1 year Initial term of contract: 1 year Length of each extension: N/A Number of possible extensions: _N/A_ Maximum length of contract: N/A Conditions for extension: Must be in writing, must be executed prior to expiration, etc. RFP contact person Phyllis Ono Homeless Programs Specialist Housing and Community Development Corporation of Hawaii (HCDCH) P.O. Box 17907 Honolulu, Hawaii 96817 Telephone: (808) 832-5930 Fax: (808) 832-5932 Scope of Work The scope of work encompasses the following tasks and responsibilities: Service Activities: At a minimum, the following services shall be provided Adequate meals: at least one meal per day and/or cooking facilities or appliances (refrigerator, stove or microwave, sink) with access to food supplies. Adequate clothing: or access to a clothing bank. Adequate shelter: For transitional shelters, 24-hour access to a secured, enclosed building, bed, mailing address and locked storage space for participants' use. Adequate sanitation needs: Access to sufficient sanitary facilities that are in proper operating condition, may be used in privacy and are adequate for personal cleanliness and the disposal of human waste. Specifically: each living unit (exception: for single-room occupancy facilities, common bathroom facilities For transitional shelters, shower or tub, sink and toilet for are acceptable). Adequate case management Intake - obtaining information regarding participant's (and participant's family members' where applicable) name, age, sex, social security number, ethnicity, martial status, dependent children, employment status, income and financial status, citizenship or alien status, education level, health and medical history, homeless status, cause of homelessness, family network system, previous social services received and veteran status, including signing a waiver for release of information. Assessment - identifying the needs and barriers to attaining and retaining permanent housing through self-sufficiency. Development and implementation of social services plan - identifying the needs and barriers to obtaining and retaining permanent housing, defining the goals, strategies and timeline in a plan to address these needs and barriers through counseling, education, referrals or advocacy, and incorporating this plan into a social services agreement with the participant. Services shall include referrals to public and private social services, vocational placement agencies, mental health services, etc. and monitor the integration process from community residential to independent living. Provide counseling for participants, including crisis intervention, when warranted, assistance with family matters, and assistance in adjusting to independent living in the community. Assist participants with personal budgeting to ensure that they have a viable plan to meet their financial obligations and accumulate savings for use after completion of program. Assist each participant in seeking, obtaining, and maintaining, approved employment. Social services plans shall be developed within two weeks of entry and at least a minimal of two (2) contacts per month for counseling in the implementation of the social service plans shall be provided, or reasons for not meeting this requirement in a timely fashion should be documented. Quarterly updates of participant's social service plan shall be completed and to include ongoing enforcement of house policies. Provide urinalysis testing for the use of drugs and alcohol, either on-site or in coordination with other agencies/services providers (i.e. Parole, Probation, or Drug Court, etc.) in accordance with federal/state policy and procedure. Monitoring and follow-up Housing counseling contact shall be documented in the client case file, which shall include but not limited to the progress of participants as well as ongoing enforcement of house policies. Program fees collected by contractors shall be in accordance with 17-1199, Hawaii Administrative Rules, which states that program fees shall not exceed the current maximum stipend limits. Program fees shall include the cost of utilities (gas, water and electricity). All homeless facilities are required to have written house rules that are made available to participants upon entry. Report all violations promptly to the Department of Parole and Probation. Management Requirements (Minimum and/or mandatory requirements) Personnel The contractor shall provide adequate staffing to ensure the delivery services. Personnel shall have minimum qualifications, including experience for staff assigned to the program. The on-site staff must demonstrate experience in handling the day-to-day operation or have equivalent skills, which will ensure the success of the management activities. On-site services shall include 24-hour care, as well as qualified staff to provide case management, social services, and meals. Case managers must have some experience in client assessment and be able to keep accurate case note documenting the participants objectives and outcomes and the ability to direct the participant to the appropriate resources. The contractor shall also provide transitional housing and security to provide a safe environment for all tenants. Administrative Independent Contractor The contractor shall be an independent contractor with the HCDCH and be responsible to control and direct the performance and details of the work and services required. The contractor shall be responsible for securing all employee-related insurance coverage and paying all applicable taxes and fees. Insurance and Indemnity Requirements The contractor shall indemnify the State of Hawaii and the Housing and Community Development Corporation of Hawaii and shall obtain the following insurance: Comprehensive Liability $1,000,000.00 Automobile Liability - Bodily Injury $300,000.00 - Property Damage $50,000.00 Federal and State Tax Clearance The contractor shall provide a tax clearance certificate (issued within the past six (6) months) from the federal and state tax offices, prior to entering into a contract with the HCDCH. Additional tax clearance certificates are required to amend and/or close a contract. Subcontracting The contractor shall not assign or subcontract any of the contractor's duties, obligations, or interests without the prior written consent of the HCDCH. If approved, the contractor shall be responsible for monitoring the performance of any subcontractor and ensuring that all contract terms and conditions are satisfactorily fulfilled. Grievance Procedures The contractor shall establish a formal and documented process that provides to the individuals served or seeking services due process, including: Written notification to the applicant or participant containing a clear statement of the reasons for termination or denial of assistance, the specific date for which assistance will cease, the right of the applicant or participant to have a review of the decision, instructions on how the applicant or participant is to evoke this review, the right of the applicant or participant to review the records and the right to counsel at this review; Upon request by the applicant or participant, a review of the decision in which the applicant or participant is given the opportunity to present written or oral objections, be represented by counsel if the applicant or participant so desires, before a person other than the person (or a subordinate of that person) who made or approved the termination or denial decision and to question witnesses and present evidence; and Prompt service of the final decision in writing to the applicant or participant. Compliance with Laws and HCDCH Rules The contractor shall comply with all laws, ordinances, codes, rules and regulations of the federal, State and local governments which in any way affect its operations and to adhere to instructions prescribed by the HCDCH for the effective administration of a program. Confidentiality Attach as Exhibit IV: Policies and procedures that are used by agency staff regarding the handling of participant files and other confidential information. Americans with Disabilities Act Describe your agencys efforts to ensure that homeless persons with disabilities are provided with reasonable access to services. i Homeless Management Information System (HMIS) The collection of information of a person experiencing homelessness is required by the Federal Department of Housing and Urban Development (HUD). The HMIS system assists in providing current information regarding the number of homeless, as well as aid in the coordination and tracking of assisted programs. Providers and government entities are able to pull out information from the HMIS, in order to make more appropriate funding decisions. The contractor shall participate in the State HMIS. Quality assurance and evaluation specifications Performance of all contracted agencies will be monitored on an ongoing basis by the HCDCH through file reviews, site inspections and other methods. Failure to comply with reporting requirements or to adequately address monitoring findings may result in the suspension or cancellation of payments or the contract. The contractor shall agree to make their participant files available to the HCDCH for the purposes of monitoring. The State, the HCDCH, the Comptroller of the State of Hawaii, and any of their authorized representatives, the committees and their staffs of the Legislature of the State of Hawaii, and the Legislative Auditor shall have the right of access to any book, document, paper, file, or other record of the contractor (and any of its subcontractors) that is related to the performance of services in order to conduct an audit or other examination or to make excerpts and transcripts for the purposes of monitoring and evaluating the contractor's performance of services and the contractor's program, management and fiscal practices. The right of access shall not be limited to the required retention period but shall last as long as the records are retained. The contractor shall be required to retain all records for at least three years, except if any litigation, investigation, audit or other action is underway. Output and performance/outcome measurements Applicant must have outcome measures, benchmarks and data collection methods relative to the proposed scope of services. The program objectives and outcome indicators should be appropriate and achievable with regard to the target client group, the stated problem and proposed service activities. Number of participants accepted into the program. Total number of participants referred for job placement. Number of participants referred to each treatment component. Number of participants successfully completing each service component. Number of participants dropping out of each service component. Number of participants terminated from the program due to misconducts (positive urinalysiss, assault, etc.). Number of participant terminated due to criminal offences. Total number of drug tests (positive and negative). Number of participants completing the program. Of the participants completing the program, how many remain drug free. Of the participants who complete the program, how many remain arrest and conviction free. Number of participants transition to permanent housing. Numbers of participants who remain in permanent housing after 6 months. Long term measures of success include recidivism rates and adjustment in the community. Experience Applicant must have a minimum of one year experience in providing services to the homeless population, or to ex-offenders. Applicant shall have an established record of managing state, local and/or federal grant funds. Applicant must demonstrate that all current staff meet all licensing and or credential requirements Coordination of services The applicant must have capability to coordinate services with other (non-homeless targeted) agencies and other mainstream health and employment programs, mental health, and social services. The Applicant must have the ability to coordinate program activities, appointment and interviews, with parole/probation officers, and community based ex-offender treatment programs. Reporting requirements for program and fiscal data Contractors shall submit semi annual activity and financial reports no later than forty-five (45) days after the end of each 6 months of the State fiscal year(s) or as otherwise instructed by the HCDCH. These quarterly reports shall summarize program and financial activities, including but not limited to, numbers served, levels of services performed, outcome objectives achieved, demographic data, problems and recommendations to remedy, income and expenditures to date, and their relationship to the contractor's approved budget. Contractors shall submit a final report no later than sixty (60) days after the end of the State fiscal year(s) or a sooner termination date or as otherwise instructed by the HCDCH. The final reports shall document the contractor's overall efforts toward meeting contract requirements, list expenditures actually incurred and contain explanations of variances in said budget. Contractors shall submit other information or records as may be requested from time to time by the HCDCH in the form required by the HCDCH, including but not limited to, demographic and program activity information for use in a centralized database and/or any community-based planning efforts. Contractors shall submit all required reports in a timely manner and in the appropriate forms as prescribed by the HCDCH. Pricing structure or pricing methodology to be used Pricing Structure shall be based on the number of available living units for exiting offenders, and adjusted for vacancy rates Units of service and unit rate Stipend Rate Determination The stipend limits are based on the size of the units, not on the numbers served. The "approximate number of participants" is a guideline. Based on the requests submitted, the availability of funds, the degree of need, the level of services being provided or the cost and efficiency of operation of the shelter, the HCDCH may prioritize eligible projects and eligible activities and rank the proposals accordingly and then determine the amount of stipend (if any) to be awarded to each project in conjunction with the selection process described earlier. The Hawaii Revised Statutes states that effective July 1, 1998, homeless shelter stipend limits per shelter unit of zero bedrooms, shall be adjusted by HCDCH on July 1, 1998, and each first day of July thereafter, pursuant to standards established by rule. The homeless shelter stipend at transitional shelters for larger shelter unit sizes shall be related to the difference in unit size. Transitional Shelters Approx. No. Unit Size of Participants Stipend Limit Studio (room with no bedrooms) 1-4 $426 One-bedroom 1-4 $426 Two-bedroom 3-6 $634 Fiscal Year 2004 Stipend Range Studio $65 to $426 One-bedroom $130 to $426 Two-bedroom $350 to $634 Selected applicants will be required to enter into a formal, written contract with the HCDCH in accordance with the laws, rules and regulations of the State of Hawaii. Applicants should review the requirements contained in this RFP as applicants will be held to fulfilling all such requirements if awarded a contract. Applicants should also review the General Conditions attached to this Request-for-Proposal as these conditions become part of any contract with the HCDCH. Please note that the content of successful proposals shall be incorporated into the contract, subject to revisions requested by the HCDCH. Method of compensation and payment Payments for the programs shall be made in quarterly disbursements in advance, pursuant to specific written instructions from the HCDCH. Payments request requirements are subject to the availability of funds and allotment by the Director of Finance. Payment shall be made according to the Stipend rates awarded the contractor. There will be an initial payment, upon encumbrance of the contract, and quarterly payment request there after, with a five per cent (5%) withholding payment upon completion and approval form HCDCH of all required reports. If a reported expenditure is determined by the HCDCH to be inappropriate, an allowed, or not made in accordance with the approved budget, the HCDCH may require that an equivalent amount of monies be refunded by the contractor to the HCDCH. An amount equal to five percent (5%) of the total contract amount shall be withheld as final payment subject to satisfactory submittal of all reports and a valid tax clearance. Upon the termination date of the contractors agreement for what ever reason, any and all unexpended funds advanced by the HCDCH shall be remitted to the HCDCH within 45 days. Funds shall be considered expended if the contractor has written verification that an expense was occurred during the time of performance (not to exceed the termination date of the agreement) any if made in accordance with the approved budget. Facilities The applicant shall provide a description of its facilities and demonstrate its adequacy in relation to the proposed services. If facilities are not presently available, describe plans to secure facilities. Also, describe how the facilities meet ADA requirements, as applicable and special equipment that may be required for the services. The applicant shall have site control at the time of contract. Section 3 Proposal Application Instructions Section 3 Proposal Application Instructions General instructions for completing applications: Proposal Applications shall be submitted to the state purchasing agency using the prescribed format outlined in this section. The numerical outline for the application, the titles/subtitles, and the applicant organization and RFP identification information on the top right hand corner of each page should be retained. The instructions for each section however may be omitted. Page numbering of the Proposal Application should be consecutive, beginning with page one and continuing through for each section. See sample table of contents in Section 5. Proposals may be submitted in a three ring binder (Optional). Tabbing of sections (Recommended). Applicants must also include a Table of Contents with the Proposal Application. A sample format is reflected in Section 5, Attachment B of this RFP. A written response is required for each item unless indicated otherwise. Failure to answer any of the items will impact upon an applicants score. Applicants are strongly encouraged to review evaluation criteria in Section 4, Proposal Evaluation when completing the proposal. This form (SPO-H-200A) is available on the SPO website (see Section 1, paragraph II, Website Reference). However, the form will not include items specific to each RFP. If using the website form, the applicant must include all items listed in this section. The Proposal Application comprises the following sections: Proposal Application Identification Form Table of Contents Program Overview Experience and Capability Project Organization and Staffing Service Delivery Financial Other Program Overview Applicant shall give a brief overview to orient evaluators as to the program/services being offered. Experience and Capability Necessary Skills The applicant shall demonstrate that it has the necessary skills, abilities, and knowledge relating to the delivery of the proposed services. Experience The applicant shall provide a description of projects/contracts pertinent to the proposed services. List experience as an agency providing housing and social services. List experience as an agency providing services to ex-offenders and their families. List prior contact with the public sector in providing services in general for male and female ex-offender specifically. Discuss any problems or difficulties encountered in prior contracts. Applicant shall provide a point of contact and telephone number for each contract listed. The Department reserves the right to contact any of the listed points of contact to inquire about the applicants past service performance and personnel. Describe success applicant has had in recruiting and retaining quality staff, and Provide applicants current financial statement and any financial audits completed in the last three years. Quality Assurance and Evaluation The applicant shall describe its own plans for quality assurance and evaluation for the proposed services, including methodology. Coordination of Services The applicant shall demonstrate the capability to coordinate services with other agencies and resources in the community. Include letters of agreement which describe the services to be provided. Facilities The applicant shall provide a description of its facilities and demonstrate its adequacy in relation to the proposed services. If facilities are not presently available, describe plans to secure facilities. Also describe how the facilities meet ADA requirements, as applicable and special equipment that may be required for the services. The applicant shall have site control at the time of contract. Project Organization and Staffing Staffing Proposed Staffing The applicant shall describe the proposed staffing pattern, client/staff ratio and proposed caseload capacity appropriate for the viability of the services. (Refer to the personnel requirements in the Service Specifications, as applicable.) Staff Qualifications The applicant shall provide a list of services the minimum qualifications (including experience) for staff assigned to the program. (Refer to the qualifications in the Service Specifications, as applicable) Project Organization Supervision and Training The applicant shall describe its ability to supervise, train and provide administrative direction relative to the delivery of the proposed services. Organization Chart The applicant shall reflect the position of each staff and line of responsibility/supervision. (Include position title, name and full time equivalency) Both the Organization-wide and Program organization charts shall be attached to the Proposal Application. Service Delivery Applicant shall include a detailed discussion of the applicants approach to applicable service activities and management requirements from Section 2, Item III. - Scope of Work, including (if indicated) a work plan of all service activities and tasks to be completed, related work assignments/responsibilities and timelines/schedules. Program philosophy; Program components; Description of case management services proposed, including record keeping and report writing methods; Description of how basic services will be provided; Description of how the range of services including elements and methods, will be provided for all the required services. Description of how the agency will provide basic and treatment services to a fluctuating population with changing needs. Description of onsite supervision on participants. Financial Pricing Structure Applicant shall submit a cost proposal utilizing the pricing structure designated by the state-purchasing agency. The cost proposal shall be attached to the Proposal Application. Pricing shall be based on unit of service pricing structure. Proposal shall identify the unit cost for each bed per day as well as the estimated number of beds to be provided. The pricing shall include all taxes, and all inclusive cost to the state. All budget forms instructions and samples are located on the SPO web site, See the Proposal Application Check list in section for website address. The following budget form(s) shall be submitted with the Proposal Application: SPO-H-205, B Budget SPO-H-205, A Organizational Wide Budget, by source of funds SPO-H-206 A, Budget Justification- Personal- Salaries and Wages. SPO-H-206 B, Budget Justification-Personal Payroll Taxes, Assessment and Fringe Benefits. SPO-H-206F, Budget Justification-Contractual Services-Subcontracts Other Financial Related Materials Accounting System In order to determine the adequacy of the applicants accounting system as described under the administrative rules, the following documents are requested as part of the Proposal Application (may be attached): Applicants current financial statement and any financial audits completed in the last three years, Other Litigation The applicant shall disclose any pending litigation to which they are a party, including the disclosure of any outstanding judgment. If applicable, please explain. Section 4 Proposal Evaluation Section 4 Proposal Evaluation Introduction The evaluation of proposals received in response to the RFP will be conducted comprehensively, fairly and impartially. Structural, quantitative scoring techniques will be utilized to maximize the objectivity of the evaluation. Evaluation Process The procurement officer or an evaluation committee of designated reviewers selected by the head of the state purchasing agency or procurement officer shall review and evaluate proposals. When an evaluation committee is utilized, the committee will be comprised of individuals with experience in, knowledge of, and program responsibility for program service and financing. The evaluation will be conducted in three phases as follows: Phase 1 - Evaluation of Proposal Requirements Phase 2 - Evaluation of Proposal Application Phase 3 - Recommendation for Award Evaluation Categories and Thresholds Evaluation Categories Possible PointsAdministrative RequirementsProposal Application (100 Points)Program Overview10 pointsExperience and Capability20 pointsProject Organization and Staffing15 pointsService Delivery45 pointsFinancial10 PointsTOTAL POSSIBLE POINTS100 Points Scoring Procedures: For each category, evaluators will read the corresponding section in the applicants proposal. Scoring will be as follows: 100% of possible points = Applicant has addressed all elements of the RFP in a logical, comprehensive, detailed manner. 50% of possible points = Applicant has addressed some of the required elements of the RFP. 25% of possible points = Applicant has not clearly addressed the required elements for the RFP. Evaluation Criteria Phase 1 - Evaluation of Proposal Requirements Administrative Requirements Application Checklist Registration (if not pre-registered with the State Procurement Office) Proposal Application Requirements Proposal Application Identification Form (Form SPO-H-200) Table of Contents Program Overview Experience and Capability Project Organization and Staffing Service Delivery Financial (All required forms and documents) Program Specific Requirements (as applicable) Phase 2 - Evaluation of Proposal Application (100 Points) Program Overview The State will evaluate the applicants ability describe a through understanding of the purpose and scope of the service activity. Program Overview (10 pts)The proposed service is designed to meet the pertinent issues and problems related to the service activity 5 ptsThe goals and objectives are in alignment with the proposed service activity. 5 pts Experience and Capability (20 Points) The State will evaluate the applicants experience and capability relevant to the proposal contract, which shall include: Necessary Skills (4 pts)Demonstrated skills, abilities, and knowledge relating to the delivery of the proposed services.4ptsExperience (4 pts) One year experience providing services to the homeless population4 ptsQuality Assurance and Evaluation (4 pts)Sufficiency of quality assurance and evaluation plans for the proposed services, including methodology.4 ptsCoordination of Services (4 pts)Demonstrated capability to coordinate services with other agencies and resources in the community.4 ptsFacilities (4 pts)Adequacy of facilities relative to the proposed services.4 pts Project Organization and Staffing (15 Points) The State will evaluate the applicants overall staffing approach to the service that shall include: Staffing (8 pts)Proposed Staffing: That the proposed staffing pattern, client/staff ratio, and proposed caseload capacity is reasonable to insure viability of the services.4 ptsStaff Qualifications: Minimum qualifications (including experience) for staff assigned to the program.4 ptsProject Organization (7 pt)sSupervision and Training: Demonstrated ability to supervise, train and provide administrative direction to staff relative to the delivery of the proposed services.4 ptsOrganization Chart: Approach and rationale for the structure, functions, and staffing of the proposed organization for the overall service activity and tasks.3 pts Service Delivery (45 Points) Evaluation criteria for this section will assess the applicants approach to the service activities and management requirements outlined in the Proposal Application. Service Delivery (45 pts)Program philosophy5ptsProgram components10 ptsCase Management services10 ptsDescription of basic services10 ptsDescription of the range of services5 ptsDescription of how the service provider will provide service to fluctuating population needs 5 pts Financial (10 Points) Financial Points (10 pts)Personnel costs are reasonable and comparable to positions in the community  2 pts Competitiveness and reasonableness of unit service as applicable 2 ptsThe budget fully supports the scope of service and requirements of the RFP 2 ptsAdequacy of accounting system4 pts Phase 3 - Recommendation for Award Each notice of award shall contain a statement of findings and decision for the award or non-award of the contract to each applicant. Section 5 Attachments A. Proposal Application Checklist B. Sample Table of Contents C. Workplan Forms Proposal Application Checklist Applicant:RFP No.: The applicants proposal must contain the following components in the order shown below. This checklist must be signed, dated and returned to the purchasing agency as part of the Proposal Application. SPOH forms ore on the SPO website. See Section 1, paragraph II Website Refer An amount equal to five percent (5%) of the amount issued under the final payment request shall be withheld as final payment subject to satisfactory submittal of all reports and subject to sections 103-53 and 237-45, Hawaii Revised Statutes, which require a valid tax clearance certificate from the Director of Taxation, State of Hawaii, and the Internal Revenue Services showing that all delinquent taxes, if any, levied or accrued under state law against the PROVIDER have been paid. ence.* ItemReference in RFPFormat/Instructions ProvidedRequired by Purchasing AgencyCompleted by ApplicantGeneral:Proposal Application Identification Form (SPO-H-200)Section 1, RFPSPO Website*XProposal Application ChecklistSection 1, RFPAttachment AXTable of ContentsSection 5, RFPSection 5, RFPXProposal Application (SPO-H-200A)Section 3, RFPSPO Website*XTax Clearance Certificate (Form A-6)Section 1, RFPDept. of Taxation Website (Link on SPO website)*Cost Proposal (Budget)SPO-H-205Section 3, RFPSPO Website*XSPO-H-205ASection 3, RFP SPO Website* Special Instructions are in Section 5XSPO-H-205BSection 3, RFP, SPO Website* Special Instructions are in Section 5XSPO-H-206ASection 3, RFPSPO Website*XSPO-H-206BSection 3, RFPSPO Website*XSPO-H-206CSection 3, RFPSPO Website*XSPO-H-206DSection 3, RFPSPO Website*XSPO-H-206ESection 3, RFPSPO Website*XSPO-H-206FSection 3, RFPSPO Website*XSPO-H-206GSection 3, RFPSPO Website*SPO-H-206HSection 3, RFPSPO Website*SPO-H-206ISection 3, RFPSPO Website*SPO-H-206JSection 3, RFPSPO Website*Certifications:Federal CertificationsSection 5, RFPXDebarment & SuspensionSection 5, RFPXDrug Free Workplace Section 5, RFPXLobbyingSection 5, RFPXProgram Fraud Civil Remedies ActSection 5, RFPXEnvironmental Tobacco SmokeSection 5, RFPXProgram Specific Requirements:Authorized SignatureDate Proposal Application Table of Contents Program Overview 1 Experience and Capability 1 Necessary Skills 2 Experience 4 Quality Assurance and Evaluation 5 Coordination of Services 6 Facilities 6 Project Organization and Staffing 7 Staffing 7 Staff Qualifications 9 Project Organization 10 Supervision and Training 10 Organization Chart (Program & Organization-wide) (See Attachments for Organization Charts) Service Delivery 12 Financial 20 See Attachments for Cost Proposal Litigation 20 Attachments Cost Proposal SPO-H-205 Proposal Budget SPO-H-206A Budget Justification - Personnel: Salaries & Wages SPO-H-206B Budget Justification - Personnel: Payroll Taxes and Assessments, and Fringe Benefits SPO-H-206C Budget Justification - Travel: Interisland SPO-H-206E Budget Justification - Contractual Services Administrative Other Financial Related Materials Financial Audit for fiscal year ended June 30, 1996 Organization Chart Program Organization-wide Performance and Output Measurement Tables Table A Table B Table C Program Specific Requirements Work Plans Community Reintegration for Exiting Offenders Homeless Programs Branch Workplan Forms and Instructions for Fiscal Year 2007-08 1: Type Of Participant Type of Homeless: Exiting Offenders Complete the chart below by projecting the number of each type of participant to be served at each community reintegration facility. If the homeless facility serves as transitional shelters, complete one for each type. Attach additional sheets as necessary. Facility Name: ___________________________________  FORMCHECKBOX  Community Reintegration Table 1 TYPE OF PARTICIPANTFY 2007 Proposed FY 2008 Proposed Unsheltered homeless Count shall be unduplicated unsheltered homeless individuals (i.e., living on the beach, park, streets, etc.).  Sheltered (from emergency shelters) Count shall be unduplicated sheltered transitional individuals (i.e., sheltered at Nakolea Transitional Shelter, Onemalu Transitional Shelter, etc.).  Sheltered (from transitional shelters) Count shall be unduplicated at risk individuals  Sheltered (Other: drug treatment, mental hospital, YWCA, YMCA, cheap hotel, medical hospital) Unduplicated individuals  At-risk homeless. Count Shall be unduplicated at risk individuals, including those existing prison or jails.  Total 2. Input Objectives: Levels of Services Provided (Community Reintegration) Complete the following chart by specifying the levels of services. Facility Name: _______________________________________________ Table 2 Community Reintegration SERVICE: FY 2007 Proposed FY 2008 ProposedNumber of Intake/ Assessments (unduplicated entry only) Number of intakes should reflect the number of participants served.Number of participants covered by a housing case plan (unduplicated entry only) Count only number of participants who have completed the first /initial social services plan and are ready for intermediate and long term service plansNumber of counseling contacts (duplicated) must contain documentation relating to the participants case plan.Number of referrals to outside agencies (duplicated) With an organization relating to the participants case plan. Life skills (e.g. budgeting, financial, independent living skills, coping skills, anger/stress management, etc.). Educational classes (GED, Diploma, Higher Education, Cultural classes) Employment: (referral for employment)Job training Family (parenting, reunification, parent support groups, etc.)Alcohol or drug abuse treatmentMental health servicesHealth related services (e.g. nutrition, medical, gerontology, therapeutic massage, aerobics) Other (explain) Other (explain)On site programsLife skills (e.g. budgeting, financial, independent living skills, coping skills, anger/stress management, etc.) (outside of case management)Family (Parenting, reunification, parent support groups) Educational classes (GED, Diploma, Higher Education, Cultural classes)Community-related classes (e.g. community development, program community meeting, formal volunteering program etc.)Support Groups (e.g. AA/NA meetings, specialized support groups, emotional fitness, etc.).Health services (e.g. nutrition, medical, gerontology, therapeutic massage, aerobics). Other (explain) Other (explain)Employment: if participant obtained and retained employment for 3 months.a. if participant obtained and retained employment for 6 monthsb. if participant obtained and retained employment for 1 year or more.Legal: Completed Parole or ProbationOther (please specify) 3. Outcome Objectives (Community Reintegration) Complete the following chart by specifying the levels of outcome objectives that were and will be achieved. Facility Name: _______________________________________________ Table 3 Community Reintegration OUTCOME: FY 2007 Proposed FY 2008 ProposedNumber of Intake/ Assessments (unduplicated entry only) Number of intakes should reflect the number of participants served.Number of participants covered by a housing case plan (unduplicated entry only) Count only number of participants who have completed the first /initial social services plan and are ready for intermediate and long term service plansNumber of counseling contacts (duplicated) must contain documentation relating to the participants case plan.Number of referrals to outside agencies (duplicate) With an organization relating to the participants case plan. Life skills (e.g. budgeting, financial, independent living skills, coping skills, anger/stress management, etc.). Educational classes (GED, Diploma, Higher Education, Cultural classes) Employment: (referral for employment)Job training Family (parenting, reunification, parent support groups, etc.)Alcohol or drug abuse treatmentMental health servicesHealth related services (e.g. nutrition, medical, gerontology, therapeutic massage, aerobics) Other (explain) Other (explain)On site programsLife skills (e.g. budgeting, financial, independent living skills, coping skills, anger/stress management, etc.) (outside of case management)Family (Parenting, reunification, parent support groups) Educational classes (GED, Diploma, Higher Education, Cultural classes)Community-related classes (e.g. community development, program community meeting, form al volunteering program etc.)Support Groups (e.g. AA/NA meetings, specialized support groups, emotional fitness, etc.).Health services (e.g. nutrition, medical, gerontology, therapeutic massage, aerobics). Other (explain) Other (explain)Number of participants who obtained and retained employment for 3 months.a. if participant obtained and retained employment for 6 monthsb. if participant obtained and retained employment for 1 year or more.Number of unduplicated participants who completed Parole or ProbationNumber of unduplicated participants who transitioned to permanent housing Number of unduplicated participants retaining permanent housing for at least six months after exiting the programOther (please specify) 4. Facilities Description Complete one Section 3, Facilities Description, per homeless facility. For Scattered Site applicants, summarize information on all sites into one Section 3. Attach as Exhibit VI: Proof of ownership or management control of each facility (lease or management contract). Facility Name:___________________________________________________  FORMCHECKBOX  Community Reintegration Living Units: Complete the following table. (1) Type of living unit(2) Size of living unit (square feet)(3) # of units available(4) Range of persons(5) Program Fee charged for unitSample: One-bedroom500 sq. ft.202 - 4$300 Total Number of Living Units: ____________ Note: "Type of living unit" means dorm room, studio, one-bedroom, two-bedroom, common sleeping room, etc. Self-explanatory. "Number of units available" means the number of living units, which are being applied for under the Community Reintegration for Exiting Offenders Program. "Range of persons" means the number of individuals who can reside in each living unit type/size. Self-explanatory. If program fee changed is by formula (based on income, for example), then indicate formula, any minimum or maximum fees charged, and any income limits enforced. B. Minimum Services: Complete the following for each Community Reintegration facility. Facility Name: _________________________________________________  FORMCHECKBOX  Community Reintegration Does this facility meet or exceed the minimum level of adequate meals or cooking facilities required in Section 2. Part III.A.1. of the RFP?  FORMCHECKBOX  YES  FORMCHECKBOX  NO Does this facility have a clothing bank on-site or access to an off-site clothing bank?  FORMCHECKBOX  YES  FORMCHECKBOX  NO Location of clothing bank: ___________________ Does this facility have laundry facilities on-site available for the project participants' use?  FORMCHECKBOX  YES  FORMCHECKBOX  NO Location of laundry facility: __________________ This facility has  FORMCHECKBOX  24-hour  FORMCHECKBOX  12-hour access to living units. Does this facility provide on-site phone access for participants in the event of an emergency?  FORMCHECKBOX  YES  FORMCHECKBOX  NO Location of on-site phone: __________________ Does this facility have a mailing address available for participants?  FORMCHECKBOX  YES  FORMCHECKBOX  NO Does this facility have locked storage space for participants?  FORMCHECKBOX  YES  FORMCHECKBOX  NO Location of locked storage space: ____________ Does this facility meet or exceed the minimum level of sanitation needs required in Section 2. Part III.A.1. of the RFP?  FORMCHECKBOX  YES  FORMCHECKBOX  NO Does this facility require health clearances, first aid, CPR and other emergency training for staff and/or volunteers?  FORMCHECKBOX  YES  FORMCHECKBOX  NO Attach as Exhibit VII: Emergency procedures in the cases of: 1) fire, 2) violence and fighting, and 3) medical emergencies. Include details of how participants are informed of such procedures and how often fire drills are conducted. C. Plans to Upgrade: Describe any plans to upgrade facilities, equipment, or health and safety precautions at the homeless facility. Inspection and Housing Quality Standards (for Scattered Site agencies only): If you have existing sites, do all of them meet or exceed applicable building, housing and zoning codes, including occupancy standards?  FORMCHECKBOX  YES  FORMCHECKBOX  NO Attach as Exhibit VIII: Policies and procedures on housing quality standards and inspection. Include a copy of any forms used to document housing inspections. (Note: The HCDCH may require that these be amended.) Except for such variation as are proposed by the applicant and approved by HCDCH, housing must meet the following requirements: Structure and materials. The structures must be structurally sound so as not to pose any threat to the health and safety of the occupants and so as to protect the residents from the elements. Access. The housing must be accessible and capable of being utilized without unauthorized use of other private properties. Structures must provide alternate means of egress in case of fire. Space and security. Each resident must be afforded adequate space and security for themselves and their belongings. Each resident must be provided an acceptable place to sleep. Interior Air Quality. Every room or space must be provided with natural or mechanical ventilation. Structures must be free of pollutants in the air at levels that threaten the health of residents. Water supply. The water supply must be free from contamination. Sanitary facilities. Residents must have access to sufficient sanitary facilities that are in proper operating condition, may be used in privacy, and are adequate for personal cleanliness and the disposal of human waste. Illumination and electricity. The housing must have adequate natural or artificial illumination to permit normal indoor activities and to support the health and safety of residents. Sufficient electrical sources must be provided to permit use of essential electrical appliances while assuring safety from fire. Food preparation and refuse disposal. All food preparation areas must contain suitable space and equipment to store, prepare, and serve food in a sanitary manner. Sanitary condition. The housing and any equipment must be maintained in sanitary condition. Fire safety. (1) Each unit must include at least one battery-operated or hard-wired smoke detector, in proper working condition, on each occupied level of the unit. Smoke detectors must be located, to the extent practicable, in a hallway adjacent to a bedroom. If hearing-impaired persons occupy the unit, smoke detectors must have an alarm system designed for hearing-impaired persons in each bedroom occupied by a hearing-impaired person. (2) The public areas of all housing must be equipped with a sufficient number, but not less than one for each area, of battery-operated or hard-wired smoke detectors. Public areas include, but are not limited to, laundry rooms, community rooms, day care centers, hallways, stairwells, and other common areas. E. Project Leveraging: Describe how leveraged resources will be used in the proposed project and attempts by your agency to secure additional/supplemental resources during the past fiscal year. Describe any plans for future efforts to obtain additional resources to be used in the proposed project. 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