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King County, WA Veterans, Seniors, and Human Services Levy
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King County, WA
Veterans, Seniors, and Human Services Levy

VSHSL Benefit Application and Appeals Assistance (FS 3)

CLOSED Deadline 8/9/2024

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Description [hide this]

Thank you for your interest in the VSHSL Benefit Application and Appeals Assistance (FS 3) RFP!

Please refer to the RFP document under the RFP Documents tab to see the full RFP details.

OVERVIEW:

This RFP seeks to fund entities to provide advocacy, not-for-profit or pro bono legal services that assist low-income or disabled veterans, older adults, or resilient communities living in King County in making initial applications and appeals for federal and state income-generating benefits.

Please note: The VSHSL Implementation Plan requires funding at least one physical location in each King County Council district for this strategy. Thus, this RFP will also consider the geographic reach of applicants.

TIMELINE:

RFP Release Date	June 28, 2024
Information Session	July 8, 2024 10:00am - 11:30am
Final Day to Submit Questions	August 1, 2024 by 5pm
Proposals Due:	August 9, 2024 by 2:00 PM
Notifications Sent	October 2024
Anticipated Contract Start Date	November 2024

COMMUNICATION:

All documents to be submitted in response to this RFP should be uploaded through ZoomGrants. Be sure to upload required documents, not links to documents.

The RFP Lead is the sole point of contact for this procurement. All communication regarding the subject matter of this opportunity between the applicants and DCHS upon release of this RFP must be through ZoomGrants or the RFP Lead, as follows:

Frank Video
Procurement Lead
GeneralistTeam@KingCounty.gov

Any other communication will be considered unofficial and non-binding on DCHS. Applicants are to rely on written statements issued by the RFP Lead. Communication directed to parties other than the RFP Lead on this opportunity may result in disqualification of the applicant.

The full RFP and associated attachments are available for download under the Library tab. Applicants are advised to review these documents in their entirety for guidance on the purpose, requested program models, application questions, and deadlines. Applicants are responsible for regularly checking ZoomGrants for any updates, clarifications, or amendments that may be uploaded.

INFORMATION SESSION:

A virtual information session will be held on July 8th from 10:00 to 11:30am.

Join by Zoom:
https://kingcounty.zoom.us/j/87931366636

Meeting ID: 879 3136 6636

Passcode: 269607

Join by phone:
Phone # +1 253 205 0468 US

Requirements [hide this]

This request is open to for-profit and nonprofit organizations, community-based organizations, tribes and tribal organizations, and public or governmental agencies serving communities in King County. Small nonprofit, community-based Black, Indigenous, and other Communities of Color-led organizations are encouraged to submit proposals.

Eligible Applicants must meet the following qualifications:

1. At least 1 year experience actively informing, engaging, assisting, and supporting veterans, seniors, or resilient communities to apply for, receive, and retain government benefits that increase financial and household stability.

2. Submit a complete and timely application within the scope of work of this RFP as outlined in Section II. C., RFP OVERVIEW: The Request.

Please note: The VSHSL Implementation Plan requires funding at least one brick-and-mortar location in each King County Council district for this strategy. Thus, this RFP will also consider the geographic reach of applicants.

RFP Documents [hide this]

Description	File Name	Date Uploaded	File Type
FS 3 RFP 2nd Revision	Attachment_A_FS3RFPrr.pdf	8/1/2024 11:44:48 AM	PDF
FS 3 Summary Questions Revised	Attachment_B_FS3RFPSummaryQuestionsr.pdf	8/1/2024 11:45:17 AM	PDF
FS 3 Narrative Questions Revised	Attachment_C_FS3RFPNarrativeQuestionsrr.pdf	8/1/2024 11:45:39 AM	PDF
FS 3 Budget Form Revised	Attachment_D_FS3RFPBudgetTemplater.xlsx	8/1/2024 11:46:58 AM	XLSX
FS 3 Application Assistance Consultant Roster Revised	Attachment_E_FS3GrantApplicationAssistancer.pdf	8/1/2024 11:47:17 AM	PDF
FS 3 King County Council Districts Map	Attachment_F_FS3CouncilDistrictsMap.pdf	8/1/2024 11:47:51 AM	PDF
Info Session Video Recording 7/8/24	LINK	8/1/2024 11:48:24 AM	LINK
FS 3 FAQ #5 (Frequently Asked Questions)	FS3RFPFAQ5.pdf	8/1/2024 11:49:02 AM	PDF

USD$ 0.00 requested

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Application Completion [hide this]
By entering your initials here you certify this submission truthfully and accurately represents your application and is hereby submitted for review. Submission of this application does not, in any way, guarantee that your application will yield a favorable result. Submission of this application also indicates your agreement to the terms of using ZoomGrants™. Thank you for your interest in the King County Department of Community and Human Services (DCHS) VSHSL Benefit Application and Appeals Assistance RFP. This email confirms receipt of your submission. After your submission is reviewed, you will be contacted directly regarding the funding decision. We would like to hear about your experience applying for this funding opportunity. Please follow this link to respond to a 5-question survey about your experience: https://forms.office.com/g/qqFjrNhH9e. To answer Question #1, please copy & paste the following text into the text box: VSHSL FS 3 RFP. Your responses to survey questions will be anonymous and will not impact the outcome of awards. DCHS will review the feedback we receive to improve the experience of our community partners applying for DCHS funding opportunities. Thank you! DCHS Contracts and Procurement Unit	Some fields are still empty... Initials
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Summary Questions Part 1 Summary Questions Part 2 Narrative Questions Budget Activity Log

Summary Questions Part 2

(answers are saved automatically when you move to another field)

Ask a Summary Questions Part 2 Question

Instructions Show/Hide

The following questions help King County’s Department of Community and Human Services understand the characteristics of organizations that are applying for this RFP.

These questions will not be used in the RFP scoring.

Contact Information (continued)

1. Who is the agency's main contact for this RFP?

	I am the main contact
	Our Organization's CEO/ED is the main contact.
	A different person is the main contact.

2. If you checked a different person is the main contact above. Please provide their name, title/role, telephone# and Email Address.

Questions

3. In which Council Districts are you proposing to provide services? This may include all service types such as through a physical location, outreach services, mobile services, and/or virtual services. Please check the Council Districts below to share where you are proposing to serve clients. Select "All 9 Districts" if you are planning and able to provide services in every district within King County.
While these questions will not be used in the RFP scoring, responses will be evaluated to ensure geographic distribution of services as required by the Implementation Plan.

	District 1
	District 2
	District 3
	District 4
	District 5
	District 6
	District 7
	District 8
	District 9
	All 9 Districts

4. If your agency has one or more physical locations, please confirm in which district(s) it is located.

	District 1
	District 2
	District 3
	District 4
	District 5
	District 6
	District 7
	District 8
	District 9
	All 9 Districts

5. If you selected more than three (3) Council Districts in Question #3, please describe in detail how you propose to serve each district. (a) If your agency will provide services in a physical location, physical outreach services within the community, or mobile services, etc., please describe below. (b) If your agency will provide services remotely/virtually, please describe below. Include a description of how you will outreach each Council District to ensure community members residing in these districts are served.

6. The following questions help King County’s Department of Community and Human Services understand the characteristics of organizations that are applying for this RFP. These questions will not be used in the RFP scoring.
How would these funds support your organization? Check all that apply.

	Enable the creation of a new program
	Stabilize an existing service at its current capacity
	Enable an existing program to use a new model of service delivery
	Enable an existing program to serve additional clients
	Enable an existing program to better serve a specific sub-population
	Enable an existing program to serve individuals in a wider geographic area
	Other (explain below--question 7)

7. If you answered “Other” to Question 6, please briefly explain.

Organizational Size

8. The following questions will help us identify the number of large, medium, and small agencies applying for these funds.
What was your organization’s annual operating budget the past fiscal year? If you are a satellite office of a larger organization, please provide the budget for your stand-alone entity.

9. How many full-time equivalents (FTE) does your organization employ? If you are a satellite office of a larger organization, please provide the FTE for your stand-alone entity.
Please calculate FTE by converting hours worked by part-time employees into full-time equivalent hours (e.g., two employees working 20 hours per week equals one FTE).

Capacity Building (CB) Funds

10. The VSHSL may provide Technical Assistance and Capacity Building to help broaden organizations’ ability to serve the community. Ordinance 19604 directs at least ten percent of the levy proceeds for Regional Impact Initiatives to be used to fund technical assistance and capacity building. This question will help us identify where Capacity Building is needed to support the success of applicants and programs proposed in this RFP.
Do you anticipate needing Capacity Building supports to strengthen infrastructure or build capacity to effectively provide services and manage County funds (e.g. data reporting, fiscal management, etc.)? If so, please describe.

Sustainability

11. The following question will help us understand more about your organization’s financial capability during the contracting phase and through the end of the contract should you be awarded funding.
VSHSL requires invoices and makes reimbursement payments on a monthly basis. At the beginning of the contract could your organization float expenses for up to 2-months?

Program Highlight

12. Provide a succinct summary of your organization’s mission statement, RFP proposal and goals you hope to achieve if awarded funding under this RFP. This summary should be a sort of “elevator speech” that could be used to introduce the proposal in a conversation. Summary should not be more than three sentences, and 80 words total.
For comparison, this question is itself four sentences and 70 words long.

Submit Summary Questions Part 2

Narrative Questions

(answers are saved automatically when you move to another field)

Instructions Show/Hide

Each question below needs to be answered.

Please note the character word limits. Answers need to be complete while concise.

Each of the following questions will be rated based on the criteria in Section IX. A., SELECTION PROCESS: Rating Criteria of the RFP.

Organizational Capacity and Experience
total of 20 points

1. Please describe your organization’s work helping clients access government benefits by addressing the following elements of your organization: mission, physical space(s), services, and activities provided either in person or remotely. [10 points]

2. Please describe the characteristics and unique needs of the King County population(s) you serve. Include potential stigmas and compounding barriers that impact the communities you serve or are proposing to serve. [10 Points]

Program Model
total of 25 points

3. Please describe your proposed program model by answering the following questions: (a.) Describe your proposed program model and how you will incorporate the program requirements outlined in Section II. B.1., RFP OVERVIEW: The Request: Scope of Work. (b.) List the specific activities to help individuals access federal and state government benefits your program(s) proposes for the population(s) you expect to serve. Explain how your proposed activities address needs expressed by the focus populations described in Section II. B.2., RFP OVERVIEW: The Request: Focus Population. (c.) Describe how the focus populations have been or will be involved in the design of the program. [15 Points]

4. How will you outreach and engage with low-income or disabled individuals to assess their needs? Which services and resources can your agency provide? [5 Points]

5. How is your proposed program model responsive and flexible to address the needs of low-income or disabled individuals? [5 Points]

Language Access
total of 10 points

6. Please describe your organization’s current language access and service capacity, including outreach, and how multilingual services are administered e.g., multi-lingual staff, phone interpretation, contracted interpreters, translation, etc. [5 Points]

7. What language access needs do you anticipate your program participants will have based on your program model? What does your organization need be able to meet these anticipated needs? [5 Points]

Partnerships and Collaboration
total of 5 points

8. Describe your agency’s history of collaborating with partners serving low-income or disabled individuals. Please include the names of organizations you have collaborated with and the outcome(s) of those collaborations. [5 points]

Equity, Racial and Social Justice
total of 20 points

9. How have your services and programs been designed and informed by the unique needs of the population you intend to serve to include equity and social justice (ESJ) issues and the underlying context in which they receive culturally relevant services? [10 Points]

10. How are ERSJ values reflected in your organization’s employment practices (i.e., recruiting, hiring, retention, etc.)? Please describe your commitment to hiring culturally diverse staff who are able to successfully work with low-income or disabled individuals. If your staff does not currently reflect the community(ies) identified in this RFP, please describe the steps you will take to create a more inclusive representation. [5 Points]

11. Specifically, describe the diversity of your staff, leadership, and board. How does your staff reflect the lived experience of the community(ies) identified in this RFP? [5 Points]

Budget and Fiscal
total of 15 points

12. Provide a detailed annualized budget for the proposed period. We ask that you think holistically and realistically about the costs associated with your proposed program model including any ramp-up time that may be needed before providing services. See the provided budget template in Attachment D. We understand that exact costs related to things such as collaborations, data collection, and evaluation may depend on extenuating circumstances and as such may not be currently known. We ask that you do your best to estimate these costs in your proposed budget knowing you will have an opportunity to adjust accordingly during the contracting process, should your program be funded. Upload a proposed budget using the provided template (Attachment D). If you would like to include a narrative to accompany your budget, you may do so. [Upload Attachment D in the Budget tab.]
I uploaded a completed budget using the provided template (Attachment D).

13. Describe how you intend to manage public funds should you be awarded VSHSL funding, including the organization’s ability to produce a detailed general ledger separated by fund source. If this is your first time managing public funds, do you anticipate needing capacity building (CB) supports from VSHSL? If so, please indicate this in Summary Question #9.

14. Describe any audit findings or concerns during the last 24 months as well as the resolution of each (this can be a financial statement audit, federal single audit, monitoring site visit by King County or another federal, state, or local agency). If there was a summary report of the outcome produced for any audit, please upload this report to the Required Documents tab in ZoomGrants. Do not provide website links.

15. Explain how your organization handles its finances. How do you make sure your accounting follows good practices and that there are checks in place to prevent errors or misuse of funds? If your organization is new or just starting out, describe how you plan to set up these financial systems. Will you use experienced staff in-house, will you out-source the work, or do you anticipate needing CB supports from VSHSL? If so, please indicate this in Summary Question #9.

Data Collection and Evaluation
total of 5 points

16. Describe your organization’s capacity to collect and report data to King County. If your organization currently uses that data for CQI, please give examples (i.e., type of data, systems used to collect, how it informed programming, etc.). If your organization has not used data for CQI previously, please give examples of ways that you would like to use data to inform programming in the future. Do you anticipate needing Capacity Building supports from VSHSL to support data collection and reporting? If so, please indicate this in Attachment B: Summary Questions #9. [5 Points]

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