RFP - Developmental Disabilities Department Community Project Grants

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REQUEST FOR PROPOSAL 2024 /2025 CONTRACT TERM Thurston County Public Health and Social Services 412 Lilly Road NE Olympia, WA 98506 www.co.thurston.wa.us/health/ssdd | General Information RFP Release Date: August 30 , 2023 Due Date: September 29, 2023 Application Submission: DDFunding@co.thurston.wa.us Summary of Expected Results: This RFP is seeking proposals for services which provide support to individuals with developmental disabilities and their families in our local community. The purpose is to carry out the stated mission by supporting innovative solutions and funding additional services that foster community involvement in alignment with the goals and object ives of our shared counties. Timeline for Selection: Proposal Review/Evaluation Contract Award Notification Contract Start Date October 2 - 31, 2023 By November 15 , 2023 January 1, 2024 Exhibits and Attachments: County Coversheet Proposal Overview Budget Sheet Spending Plan Sample County Professional Services Agreement Eligibility: Respondents must demonstrate the capacity and readiness to deliver the services proposed within the RFP timeframe in accordance with all contractual requirements. If the Respondent is unable to demonstrate a comprehensive plan for achieving the intended goal, the Respondent will not be considered for funding under this RFP. To be eligible for consideration, Respondents must: 1. Demonstrate the ability to provide the service(s) to individuals with developmental disabilities and their families as described in the proposal. 2. Demonstrate an understanding of and the ability to comply with the County Guidelines . 3. Demonstrate the potential to provide services that are consistent with the goals and objectives of the Thurston/Mason County Developmental Disabilities program. Proposal Materials: https://www.thurston countywa.gov/departments/public -health -and-social -services/administration/fiscal/funding -announcements Contact: Mark Moffett, Program Manager (360) 867 -2597 mark.moffett@co.thurston.wa.us | Program Mission Our mission in the Thursto n/Mason County Developmental Disabilities (T/MCDD) program is to work with people with developmental disabilities, their families and the community to promote everyone's well-being, rights, choices a nd opportunities in living as valued, contributing and integrated members of the community . Program Funding T/MCDD program utilizes Washington State Department of So cial and Health Services (DSHS) grants and local property tax revenue (millage) to provide services consistent with this mission. Contracts with the Developmental Disabilities Administration (DDA) and the Division of Vocational Rehabilitation (DVR) provide employment, community inclusion and transition services to adults with developmental disab ilities. Millage funds are utilized to pay for services that are not authorized under these contracts. Some examples of these services may include individual technical assistance, specialized training, and benefits planning. The Washington State Legislatur e provides funds for the coordination and provision of community services for persons with developmental disabilities through RCW 71A.20.170 . This statute directs the governing authori ty of each county in the state to levy a tax and create a community trust account specifically dedicated to ensuring availability and accessibility of services to individuals with developmental disabilities and their families. Successful proposals will be funded primarily through these county funds. Request for Proposal Overview and Current Program Funding Priorities A Request for Proposal (RFP) is an opportunity for agencies to submit proposals for consideration to receive funding for specific programs and/or services. The purpose of the RFP funding process is to develop community partnerships which foster collaboration and expansion of services that support individuals in our local community with developmental disabilities. This RFP specificall y requests proposals from programs or projects which provide innovative solutions and services in the following areas: Inclusive Community Arts The goal is to provide an inclusive, integrated community art space where individuals with developmental disabil ities are free to express themselves through various artistic methods. Programs will allow artists to work independently or with appropriate levels of support to conceptualize their own creative vision. Participants will experience enhanced independence, g ain increased confidence and valuable communication skills through art and interaction with class participants and instructors. Programs will provide accessible workshop space, art materials/supplies and offer a collaborative environment that promotes hea lthy communication, personal expression, friendships, and a sense of community and belongin g. | Educational Partnership The goal is to provide individualized tutoring, mentorship, and training to assist individuals with developmental disabilitie s in identifying, understanding, and taking steps towards achieving their personal interest and/or educational goals. Services will provide individuals access to educational partners who can assist with identifying personal interests and developing an educational plan . Participants will obtain valuable information regarding researching and mapping their educational and personal interest goals. They will gain knowledge and information in their chosen area(s) of study and will be able to com plete, or make progress towards completing an educational program or personal interest project. Programs will provide dedicated and qualified staff and access to educational materials needed to meet the participants' educational and personal goals. Behavi oral Support and Life Skill Services The goal is to provide individualized behavioral support and/or life skill services to adults with developmental disabilities who are participating in the High School Transition program and/or Individual Supported Emplo yment services. Services will be directed toward providing individual assistance and support in developing interpersonal communication, self -advocacy, and conflict resolution skills . Through a referral from T/MCDD, program providers will complete an intake /assessment to determine appropriate services for the individual, develop goals in collaboration with the individual and their family, schedule and provide direct service sessions and make recommendations for future services. Program providers will have well-qualified staff who have experience working with individuals with developmental disabilities and their families and will provide on -going feedback to T/MCDD regarding each participants' progress . Healthy Relationship Education The goal is to provide in formation and education regarding creating and maintaining healthy , interpersonal relationships. Services will be in an integrated, community setting that is accessible to all with a target audience of individuals with developmental disabilities and their families. Program content should include topics such as: o Setting and understanding healthy personal boundaries o Learning and utilizing effective communication skills o Developing and practicing self -advocacy skills o Personal safety o How to report abuse and/or c oncerns Materials and information should be presented in a wa y that can be easily understood, transfer red to daily interactions and accessible to participants. Program providers will have well-qualified staff who have experience working with individuals with developmental disabilities and instructors who have attended a Healthy Relationships certified training course. | Proposal Selection Process All proposals will be assessed and scored b y a volunteer panel comprised of individuals who do not have a vested interest in the process, who do not have a current proposal pending and who have knowledge of community needs regarding individuals with developmental disabilities. Upon completion of th e review process, the panel members will submit recommendations to the Thurston County Board of County Commissioners (BoCC) for consideration. T/MCDD staff provide technical and administrative support to the panel but do not participate in the process of s electing proposals for recommendation to the BoCC. The panel will review and discuss all proposals to: o Assess the level of need for the proposed services o Determine how each proposal will fulfill the need of available services to individuals with developmen tal disabilities o Evaluate whether the proposed services align with T/MCDD 's mission o Consider whether the proposal is well -articulated and identifies realistic, attainable goals o Evaluate if the anticipated benefit to the community is in line with the cost o f services To fully understand any proposal, the panel may request additional information to be presented in writing or may request to interview the applicant. For proposals requesting a continuance of currently provided services, the panel will additional ly take into consideration factors measuring current contract performance and may suggest alterations to the proposal. The panel's final recommendation will be forwarded to the BoCC for approval. Funding Contracts are for a maximum of two years and are sch eduled to begin on January 1, 2024 and end no later than December 31, 2025 . Up to $700,000 will be available for Thurston County contracts and up to $300,000 will be available for Mason County contracts. These amounts only apply to funding years 2024 and 2025 . Future and continued funding is not guaranteed. Resources are limited and typically there are insufficient resources to fund all submitted proposals. Th e County prefers to award several smaller contracts rather than a limited number of larger contracts. Submission Instructions Completed proposal packets, including the application and any supporting documents, should be emailed in a single pdf attachment t o DDFunding@co.thurston.wa.us . All submissions should be sent by no later than Friday, September 29, 2023 . Proposal packets not emailed to this email address or that are received after this date will not b e considered for funding. All proposal packets must contain the following: o County Coversheet and Narrative Questions o Proposed Budget Spreadsheet o Proposed Salary Spending Plan Spreadsheet T/MCDD program reserves the right to modify, reject or negotiate any proposal submitted with the proposing organization prior to recommending funding of the proposa l. | Thurston/Mason County Developmental Disabilities Community Project Grant Proposal Coversheet Proposal TitleProposal Summary (1,000 max characters) Requested Funds for 2024 -2025 Thurston County Grant $ Mason County Grant $ Agency or Organization Name Street Address City State Zip Code Mailing Address City State Zip Code Primary Contact Phone Fax Title E-mail | Page 1 of 2 Thurston/Mason County Developmental Disabilities Community Project Grant Proposal Narrative Questions Answers must be typed on 8 1/2 by 11 -inch paper using a standard type font. Responses must be presented in the same order as below . The identifying question number should be presented before the response. All pages must be single sided and numbered. Applications ma y be submitted electronically in a single attachment or a hard copy can be mailed or hand delivered. Applications received with incomplete documents or missing information may be rejected. The following documents are required with all application packets: * County Coversheet * Narrative Questions with responses typed on 8 1/2 by 11 -inch paper * Proposed Budget Spreadsheet * Proposed Salary Spending Plan Spreadsheet * Additional documents requested in the Narrative Questions with the identifying question number clearly stated at the top of the document Questions 1. Provide a detailed summary of your proposal . Details should include information such as: a. Target service audience/population b. Type of service(s) to be provided c. Information about agency location and accessibility d. Specific areas of Thurston/Mason county to be served e. Frequency of service(s) to be provided and/or program hours f. Details about how the proposed service(s) will benefit the target service audience/population and the community and fill existing service gaps 2. Provide a clear Statement of Work that describes goals and intended outcomes of your proposal. Goals and anticipated outcomes should be Specific, Measurable, Attainable, Realistic and Time -bound (SMART). 3. Describe the need for services and any identified service gaps your proposal addresses. Funding priority will be given to services that are not provided or funded by DSHS programs such as Division of Vocational Rehabilitation or Developmental Disabilities Administration. a. If you are currently providing services under the previous Community Project Grant, your new proposal must: * Identify the service(s) you provide under your current agreement * Demonstrate the need for continuation of services * Include details regarding the outcomes achieved in comparison to the initial program projections b. If you are proposing a new service or project, your proposal must include: * Data to support the need for your proposal * Cited sources for data that demonstrates service need | Page 2 of 2 4. The mission of the Thurston/Mason County Developmental Disabilities program is : "To work with people with developmental disabilities, families and the community to promote everyone's well -being, rights, choices and opportunities in living as valued, contributing and integrated members of our community" . What is your agency's mission and how does the service(s) you provide align with Thurston/Mason County Developmental Disabilities program's mission? 5. Clearly indicate how your proposal will promote one, or all, of the following needs for people with developmental disabilities : a. Education and personal safety b. Community accessibility and inclusivity c. Personal growth and independence d. Services or supports that benefit individuals with developmental disabilities 6. Indicate how much this proposal will cost through the Proposed Budget and Proposed Salary Spending Plan spreadsheets. Include other funding sources that will pay for the costs not proposed. If the full amount requested is not awarded, how will you modify t he request and/or service(s)? 7. Add any additional information and/or supporting documentation you would like the review panel to consider when reviewing your proposal. | Professional Services Agreement (0 8-2021 ) Page 1 of 31 Thurston and Mason Counties Developmental Disabilities PROFESSIONAL SERVICES AGREEMENT Contract Number: This Professional Services Agreement is entered into in duplicate originals between Thurston County through its Public Health & Social Services Department , Developmental Disabilities Program , hereinafter "County ," and the Contractor identified below, hereinafter "Contractor." PARTIES TO THE AGREEMENT CONTRACTOR COUNTY Thurston County through its Public Health & Social S ervices Department Developmental Disabilities Program 412 Lilly Road NE Olympia, Washington 98506 -5132 Telephone: 360 -867-2597 FAX: 360 -867-2601 TERM OF AGREEMENT: The term of this Agreement is January 1, 2022 through December 31, 2023. STATEMENT OF WORK . Refer to the descriptions in Section 3 and Exhibit B of this Agreement. EXHIBITS: The following exhibits are attached and are incorporated into this Agreement: Exhibi t A, Business Associate Agreement Addendum Exhibit B, Statement of Work Exhibit C, Compensation By their signatures below, the parties agree to the terms and conditions of this Professional Services Agreement and all documents incorporated by reference. No other understandings or representations, oral or otherwise, regarding the subject matter of this Professional Services Agreement shall be deemed to exist or bind the parties. The parties signing below certify that they are authorized to sign this Pr ofessional Services Agreement. The parties hereto acknowledge that the waiver of immunity set out in section 11 was mutually negotiated and specifically agreed to by the parties herein. FOR TH E CONTRACTOR FOR THE COUNTY _______________________________________________ AGENCY CEO/REPRESENTATIVE ______________________________________________ Date: __________________________________________________ Schelli Slaughter , Director Public Health & Social Services ____________________________________________________ Date: Approved as to form: Rick Peters for Jon Tunheim, Deputy Prosecuting Attorney | Professional Services Agreement (08 -2021) Page 2 of 31 GENERAL TERMS AND CONDITIONS 1. Definitions The words and phrases listed below, as used in this Agreement, shall each have the following definitions . 1.1. Agreement (or "Contract") means this Thurston and Mason Counties Developmental Disabilities Professional Services Agreement and any exhibits and other documents attached or incorporated by reference. 1.2. Client means a person with a developmental disability as defined in Chapter 388 -823 WAC who has been deemed eligible to receive services under this Agreement . 1.3. Confidential Information means information that is exempt from disclosure to the public or other unauthorized persons under Chapter 42.56 RCW or other federal or state laws. Confidential Information includes, but is not limited to, Personal Information. 1.4. County Staff means the Thurst on-Mason County Coordinator for Developmental Disabilities and his/her designees. 1.5. Personal Information means information identifiable to any person, including, but not limited to, information that relates to a person's name, health, finances, education, business, use or receipt of governmental services or other activities, addresses, telephone numbers, soc ial security numbers, driver license numbers, other identifying numbers, and any financial identifiers . 1.6. Quality Assurance means an adherence to all Program Agreement requirements as well as a focus on reasonably expected levels of performance, quality and practice. 1.7. Quality Improvement means a focus on activities to improve performance above minimum standards and reasonably expected levels of performance, quality and practice. 1.8. RCW means the Revised Code of Washington. All references in this Agreement and any Program Agreement to RCW chapters or sections shall include any successor, amended or replacement statute. 1.9. WAC means the Washington Administrative Code. All references in this Agreement and any Program Agreement to WAC chapters or sections shall include any successor, amended, or replacement regulation. 2. References The Contractor is required to comply with all of the following policies and articles that are incorporated herein by reference in performing services pursuant to this Agreement with the County . The DDA Policy Manual is located on the DDA web site . Thurston -Mason County Guidelines are on the Thurston County De velopmental Disabilities website. DDA Policy Manual : 5.01 Background Check Authorizations 5.02 Necessary Supplemental Accommodations 5.13 Protection from Abuse : Mandatory Reporting 6.08 Incident Management and Mandatory Reporting Requirements for County and County Contracted Providers Washington Administrative Code (WAC) : WAC 388 -06 Background/Criminal History Checks | Professional Services Agreement (08 -2021) Page 3 of 31 Revised Code of Washington (RCW) : RCW 74.34.020(14) Contractor as a Mandated Reporter RCW 74.34.035 , 040 and Chapter 26.44 Reporting R equirements for Abuse of Vulnerable Adults and Children RCW 43.43.830 -845 Background Checks -Access to Children or Vulnerable Persons Thurston -Mason County Guidelines : Incident Reporting Monthly Billing 3. Statement of Work The Contractor shall provide the services and staf f and otherwise perform all tasks necessary for or incidental to the performance of work. A detailed description of the services to be performed by the Contrac tor is set forth in Exhibit B. The Contractor shall perform the following services: The Contractor agrees to: 3.1. Provide its own labor and materials. Unless otherwise indicated in this Contract, no material, labor, or facilities will be furnished by the County. 3.2. Perform according to standard industry practice of the work specified by this Contract. 3.3. Complete its work no later than the Contract termination date and in accordance with the schedule agreed to by the parties. 3.4. Submit monthly status or service delivery reports with the submission of monthly billing. 4. Services Provided by the County In order to assist the Contractor in fulfilling its duties under this Contract, the County may provide information, technical assistance, and supplemental resources as identified in Exhibit B or Exhibit C. 5. Credentials and Minimum Requirements: 5.1. Qualified Service Provider The Contractor assures that it possesses the necessary expertise, knowledge, training, skills, and has the necessary licenses and/or certification s to perform the services set forth in this Agreement as well as documentation indicating the Contractor has adequate internal control systems and appropriate fiscal safeguards and budgetary oversight mechanisms . The County may implement a provisional contr act status if a determination is made that the agency is out of compliance with the requirements outlined in this Agreement . The County may restrict new referrals under provisional status. 5.2. Compliance with Applicable Law At all times during the term of this Agreement, the Contractor shall comply with all applicable federal, state and local laws, regulations, and rules, including but not limited to, nondiscrimination laws and regulations and the Health Insurance Portability and Accountability Act of 1996 ( HIPAA ). 5.3. Fiscal management and oversight The Contractor shall safeguard public funds including maintaining books, records, documents and other materials relevant to the provision of goods and services. Documents used to verify compliance may include but are not limited to employee training records, Contractor's written policies, client and program records, personnel records, | Professional Services Agreement (08 -2021) Page 4 of 31 employee timesh eets and calendars, attendance records, newsletters, board roster, board minutes, program announcements, and emergency preparedness plans. 5.4. Establish and maintain adequate internal control system The Contractor shall establish and maintain adequate in ternal control systems, including the maintenance of written policy /procedural manuals for information systems, personnel and accounting/finance in sufficient detail such that operations can continue should staffing change or absences occur. 5.5. Background/Criminal History Check and Fingerprinting Requirements The Contractor shall verify background/criminal history clearance for all employees, subcontractors, and/or volunteers who may have unsupervised access to vulnerable clients, in accordance w ith RCW 43.43.830 -845, RCW 74.15.030 and Title 388 WAC as part of the hiring process and every three years thereafter. Any new employee or staff that has lived outside the state for the past 36 months must also submit the New Hire Background Check for Fingerprints through the DSHS Background Check System (BCS) . If the entity reviewing the application elects to hire or retain an individual after receiving notice that the applicant has a conviction for an offense that would disqualify the applicant from having unsupervised access to vulnerable adults as defin ed in Chapter 74.34 RCW , the County shall deny payment for any subsequent services rendered by the disqualified individual provider. In addition, the Contractor shall have in place a sy stem to ensure all background/criminal history clearance results are checked by someone other than the employee, subcontractor, intern and/or volunteer for whom it was submitted. 5.6. Reporting Abuse and Neglect The Contractor , including its administration, staff and any volunteers, is a mandated reporter as defined under RCW 74.34.020(1 4), and must comply with reporting requirements described in RCW 74.34.0 35, 040 and Chapter 26.44 RCW. If the County is notified that a n employee, officer or agent of the Contractor has been cited or is on the registry for a substantiated finding , the employee, officer or agent will be prohibited from providing services under this Agreement . 5.6.1. The Contractor shall promptly report to the County per DDA Policy 5.13 Protection from Abuse, and DDA Policy 6.08, Incident Management and Reporting Re quirements for County and County Contracted Providers if: there is reasonable cause to believe that abandonment, abuse, financial exploitation or neglect (as defined by RCW 74.34.020 ) of a person who has a developme ntal disability (as defined in RCW 71A.10.020 ) has occurred . 5.6.2. If the Contractor has reason to suspect that sexual or physical assault of such a person has occurred, the Contractor shall also immediately report to the appropriate law enforcement agency. 5.6.3. If the client is the suspected or alleged perpetrator of abandonment, abuse, f inancial exploitation, neglect, or physical or sexual assault as defined by RCW 74.34.020 , the Contract or shall immediately report the alleged incident to the County , Adult Protective Services, and/or Law Enforcement in accordance with DDA Policy 5.13 and DDA Policy 6.08. 5.7. Incident Reporting The Contractor is required to report , track , and analyze serious and emergent incidents harming and/or threatening the health and safety of clients in accordance with the Thurston -Mason County Incident Reporting Guideline s. 5.8. On-site Evaluation The County will evaluate, and review services delivered to reasonably assure compliance and quality. The County may conduct at least one on -site visit during the period of this Agreement. The County will document all evaluations, recommendations and corrective | Professional Services Agreement (08 -2021) Page 5 of 31 action. The Contractor shall take the action s necessary to carry out the recommendation s and corrective action s, maintain compliance with this Agreement and retain copies of the documentation provided by the County. If the Contractor fails to correct identified issues or is determined to be out of compliance with th is Agreement , the County may impose a provisional contract status or terminate the Agreement . 5.9. Emergency Preparedness Pla n The Contractor shall have in place an emergency plan that includes, at a minimum, staff roles and responsibilities, contact information, and procedures during an emergency/disaster . The Contractor shall have an easily accessible, detailed description of each client's personal emergency contact information, medical conditions (medication, diet restrictions, allergies, etc.), worksite emergency p lan, and documentation of client support needs and identif ication of who will provide th e supports in the event of an emergency . 6. Billing and Payment 6.1. Approval of Fees The Contractor shall not charge rates or fees for services provided in excess of those approved by the County . 6.2. Payment for Service 6.2.1. For the services performed hereunder, the Contractor shall be paid as set forth in Exhibit C, attached hereto and incorporated herein by reference. No payment shall be made for any work performed by the Contractor, except for work identified and set forth in this Contract. The Contractor shall not be paid for services rendered under this Contract until and unless they have been performed to the satisfaction of the County. Unless otherwise provided for in this Contract, the Contractor will not be paid for an y invoices present ed for payment prior to the execution of this Contract or after its termination. The maximum total amount payable by the County to the Contract or under this Agreement shall not exceed $__ for the Contract term. 6.2.2. Monthly Invoices with Documentation The Contract or may submit invoices, as applicable, in accordance with Exhibit C for payment of completed work during the billing period. The County shall pay the Contractor for services rendered in the month following the actual delivery of the work and will remit payment within thirty (30) days from the date of receipt of approved i nvoice. All requests for reimbursement by the Contractor for performance hereunder must be submitted on a County -approved invoice . 6.2.3. Timelines and Modifications to Billings All initial invoices with documentation must be received within ten (10) calendar days following the last day of the month in which the service is provided. If an invoice or required documentation is incorrect, it may be returned to the Contractor. The Cont ractor can expect to receive payment from a correct invoice and documentation within thirty (30) days from time of receipt and approval by the County. The Contractor must also ensure that all requests for reimbursement have documented evidence of service h ours provided (such as accompanying receipts, case notes , or monthly client/service/status report ). If such documentation cannot be produced upon request by the County, those service hours will not be reimbursed. 6.2.4. Payment Withholding Due to Non -Performance and Recovery o

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