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This Request for Proposals (RFP) from the State of Hawaii Department of Human Services, Office of Youth Services (OYS), seeks qualified applicants to provide community-based residential services (CBRS) for minor youth aged 10 to less than 18 years old. The services include screening, needs assessment, and referral services aimed at fostering safe and nurturing environments. CBRS is categorized into two types: Emergency Shelter Home (ESH) for up to 30 days and Transitional Intermediate Shelter (TIS) for up to 270 days. Contracts will be awarded for five statewide geographic locations: Oahu, Maui, Kauai, East Hawaii, and West Hawaii. The initial contract term is 1. 5 years, with potential extensions for up to two additional 24-month periods, for a total maximum term of 5. 5 years. Proposal submissions are due by October 31, 2025, with specific deadlines for USPS mail and hand-delivered proposals. A virtual RFP orientation will be held on October 1, 2025. Written questions are due by October 3, 2025, with responses to be posted as an addendum by October 6, 2025. Key requirements for applicants include demonstrating experience, capability, a sound project organization and staffing plan, a detailed service delivery approach, and a comprehensive financial proposal. Applicants must also comply with all applicable state and federal laws, including tax clearance, labor law compliance, and business registration. Insurance requirements are detailed, including commercial general liability, automobile liability, and professional liability. The RFP outlines specific evaluation criteria for proposals, focusing on administrative requirements, program overview, experience and capability, project organization and staffing, service delivery, and financial aspects. The total possible points for evaluation are 100. Additional documents required include a proposal application checklist, sample table of contents, and performance plan forms. The estimated total funding for the initial 1. 5-year contract term is $750,000, with specific allocations for ESH and TIS services across the five geographic locations.
The bid notice states that proposals submitted via USPS must be postmarked no later than October 31, 2025, and received within ten calendar days following the deadline. Hand-delivered proposals must be received by 2:30 p. m. HST on October 31, 2025. The bid notice also states, Proposals received after the ten 10 day mailing deadline andor the email notifications that is sent and received after 2:30 p. m. on the proposal deadline date of October 31, 2025, shall be considered as late and shall be rejected.
The bid notice states that pricing structure will be based on a cost reimbursement basis, where the state pays the provider for budgeted costs actually incurred and allocable in delivering the services specified in the contract, up to a stated maximum obligation. The notice also mentions, Payments shall be made in accordance with the state of hawaii, state procurement office, chapter 103f, hrs, cost principles, purchases of health and human services and when applicable, in accordance with the office of management and budget omb federal cost principles omb circular a21, a87 or a122 and subject to the following: 1. upon execution of contract, the provider shall submit an annual contract budget within thirty 30 calendar days for approval of expenses anticipated for the delivery of services.
The bid notice states, The state will evaluate the applicants overall staffing approach and project organization that shall include: a. Staffing the number of staff positions allocated to the project are appropriate and sufficient to ensure effective program service delivery. Staffing pattern, clientstaff ratio, and proposed caseload capacity is reasonable to ensure viability of the services. Demonstrates the ability to maintain a plan for recruitment and retention of staff and maintain staffing level ratios that specifically address handling vacancies and absences. Proposed staff have the qualifications and experience necessary to administer and provide services. If proposed staff positions are vacant, the applicant identifies a plan for recruitment of qualified and experienced staff. Proposal includes resumes of key staff that list experience with related or similar services and targeted population. Job descriptions and minimum qualifications including experience for staff assigned to the program are appropriate for service delivery.
The bid notice states, The applicant shall demonstrate a minimum of three 3 years experience in service delivery to the target population as proposed in the rfp: hms501 ****, and provided evidence of additional experience, as applicable to section 2: the applicant identified subcontractors and has clearly documented cbrs qualified experience and knowledge of the respective subcontractors. The applicant andor sub contractors hashave demonstrated intimate knowledge of lived experience of the community and the respective cbrs minor youth they proposed to serve.
The bid notice states, Should the provider fail to file any of the written program or expenditure reports with the state purchasing agency on or before the required dates, the state purchasing agency is authorized to withhold funds owed to the provider until the reports are submitted, reviewed, and deemed acceptable.
The bid notice states, 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 5 working days of the postmark of the notice of findings and decision sent to the protestor.
The bid notice states, Approximate total amount of federal and state funds for second half year term of state fy 2026 january 1, 2026 through and including june 30, 2026 is 250,**** for state fy 2027 july 1, 2026 through and including june 30, 2027 is 500,****.
