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How to contract - DCHS
The Department of Community and Human Services (DCHS) often uses a competitive process to select a provider of services to contract with when funding is available. Open funding opportunities with DCHS are advertised through funding opportunities, which are also called solicitations. Interested entities or individuals with the required qualifications are invited to apply.
Solicitation process
DCHS policy
DCHS policies on solicitation processes include:
- Equal accessibility to any qualified organization serving the County's diverse communities.
- Using guidelines for solicitations that facilitate an equitable procurement process.
- Assessing cultural competence in the context of serving priority communities and populations.
- Ensuring services are provided in a culturally competent manner.
- Ensuring all communities have access to funding opportunities.
Guidelines
Most solicitations are posted through an online service called ZoomGrants, and all open opportunities can be viewed here. Through the solicitation process, a wide range of organizations capable of providing the service can learn about solicitations to consider whether to submit an application. Solicitation instructions will clearly state the criteria for evaluating an application.
Information for responding to a solicitation
The solicitation process may include several events designed to assist applicants in understanding the services requested, and the application submission and evaluation processes, including:
- Providing community outreach and information regarding the solicitation and, when appropriate, providing technical assistance.
- Including a “question and answer” period before applications are due to provide additional insight into the opportunity and the process.
- Also, DCHS may conduct an information session after the solicitation is issued to respond to questions.
Solicitation content
Solicitations will vary in the specific content, but generally should include the following:
- Introduction and Background (including open date and due date for accepting applications)
- Scope of Work
- Period of performance
- Minimum qualifications required of proposing agency
- Overview of the evaluation process
- Specifics about the acceptable application format
- A statement about the allowable grounds for appeal and the appeals process
- Requirements from the funding source, if any
- Questions for the applicant to answer, which may be scored
Forms
In order to contract with DCHS, King County requires a special Substitute King County W9 form to be completed and submitted to your program manager. King County cannot accept a regular IRS W9 form unless the agency is registered in the e-procurement portal.
Instructions for businesses (1 MB)
Instructions for individuals (1 MB)
Equal Benefits Compliance Worksheet and Declaration Form (1 MB)
Only for non-government contracts that have been competitively bid and have a value of $25,000 or more.
Contract service areas
The mission of DCHS is to provide equitable opportunities for people to be healthy, happy, self-reliant, and connected to community. We provide the majority of our services through 5 divisions:
Adult Services including the King County Veterans Program
Behavioral Health and Recovery Division
Children, Youth and Young Adults
Developmental Disabilities and Early Childhood Supports
Housing and Community Development
Contact us to get connected: 206-263-9105 or dchs@kingcounty.gov.
What's in a contract?
A contract with DCHS is a binding legal document that describes what each party signing the contract will do. A contract is not considered effective, and services are not authorized, until all parties have signed. DCHS cannot pay for contracted services until a contract is signed by all parties.
Some examples of the terms and conditions a contract with DCHS generally contains include:
General and service -specific requirements
A description of the specific services to be provided, program description, dates of service, expected outcomes, funding source, compensation and method of payment, and reporting requirements.
Required internal controls to ensure the appropriate handling of funds and maintenance of records to document work completed and all expenditures under the contract.
These requirements include having the appropriate types and amounts of insurance, and requirements for providing certificates and endorsements from the insurance carrier.
Non-discrimination in hiring and subcontracting and fair employment practices
This may include attesting that the agency will comply with all County non-discrimination requirements including providing equal employee benefits between employees with spouses/domestic partners.
Questions or concerns about complying with all parts of the contract should be discussed with the DCHS program manager. They will work to explain those parts and determine if those concerns can be met.
Contracting Glossary
Applicant
The person or entity that prepares and submits an application to a solicitation to select those who will enter a contract with DCHS. In an actual solicitation, applicants may also be called “bidders,” “proposers,” “respondents,” or something else.
Application
A written offer submitted to DCHS for a solicitation. In an actual solicitation, applications may also be called “bids,” “proposals,” “responses,” or something else.
Certificate of Insurance
Certificate submitted by the agency or its insurer or insurance broker verifying the agency’s types and limits of insurance coverage, which must comply with the insurance requirements of the contract.
Conflict of interest
The actual or apparent conflict between the public interest and the private financial interest of the individual or agency concerned.
Contract execution
After the contractor has signed the contract with King County, it is upon the signature of King County that the contract is actually executed and binding and at no time prior to such act.
Contractor
Individual or agency that agrees to provide services.
Endorsement of Additional Insured
A legally binding insurance document required by DCHS for contracting and submitted by the agency or its insurer or insurance broker verifying that the agency’s insurance coverage extends to the person or entity named as the “additional insured.” For all King County contracts, organizations are required to also submit an Endorsement of Additional Insured naming King County as an Additional Insured.
Equal benefits ordinance
The King County ordinance that sets forth certain conditions under which contractors doing business with the county must provide benefit packages to their employees’ domestic partners that are equal to the benefits offered to their married employees.
Funding opportunity
The overall process by which DCHS funds community services. This generally is through awarding contracts following a competitive procurement, including the issuance of a solicitation by DCHS, applicants submitting an application, the review and evaluation of those applications and applicants as set forth in the solicitation, and finally the negotiation, drafting, and execution of a contract for the performance of and payment for certain community services.
Non-profit organization
A legally recognized organization, like a 501(c)(3), whose primary objective is to support an issue or matter of public concern such as human services for non-commercial purposes, without concern for monetary profit.
Program manager
DCHS staff that negotiates the terms and conditions in contracts and ensures compliance with the terms and conditions, as well as documents changes that may arise during the term of the contract.
RCW
Refers to the Revised Code of Washington.
Request for Information (RFI)
A research tool used to assist the County to determine or clarify what services are needed.
Scope of Work (SOW)
A specific description of the work to be performed. This description may include tasks, deliverables, schedule, time and place of services, and performance requirements.
Solicitation
The document that details a specific funding opportunity competitive process. The solicitation includes project information and application information and requirements. Solicitations may also be called a Request for Applications (RFA), Request for Bids (RFB), or Request for Proposals (RFP), to name a few alternative names.
Subcontractor
An agency that signs a contract to perform part or all of the obligations of another's contract.
Contract requirements
The general contents found here apply to most of DCHS' grants, including specific requirements for different areas of DCHS services. However, please note that specific requirements will be described in the actual contract negotiated between the agency and DCHS. The final contract as signed contains the language that each party will be bound by.
DCHS standard terms and conditions
These are the standard terms and conditions that are the starting point to contract with organizations for services.
2023 through 2024
2023/2024 Services Standard Terms and Conditions (1MB)
Used for HHCDD pass through for capital project, and Housing Finance Program projects.
2022/2023 Joint Agreement City Agreement (HHCDD) Standard Terms and Conditions (1MB)
Used for HHCDD pass through for city projects
2021 through 2022
2021/2022 Services Standard Terms and Conditions (1MB)
2021/2022 Changes for Contractors (1MB)
Used when contracting with organizations for services in the amount of $10,000 or more.
Used for HHCDD pass through for capital project, and Housing Finance Program projects.
2021/2022 Joint Agreement City Agreement (HHCDD) Standard Terms and Conditions (1MB)
Used for HHCDD pass through for city projects.
Community Development Block Grant and Emergency Solutions Grant General Requirements
Equity and social justice requirements
In October 2010, the county adopted Ordinance 16948, establishing definitions and directing implementation steps to achieve the fair and just principle. Our fair and just ordinance requires that we intentionally consider equity and integrate it into our decisions and policies, our practices, and our methods for engaging all communities.
King County is committed to serving all residents, regardless of race, culture, or ability, by promoting fairness and opportunity, eliminating inequities and working to remove barriers that limit an individual's or a community’s ability to fulfill their full potential. In order to effectively operate and provide services within a culturally responsive framework, an agency shall intentionally consider equity and integrate it into its values and principles, decisions, and policies. King County expects organizations to incorporate the following components:
Accessibility
The agency evaluates and modifies (as warranted) the way in which it provides services, so that services are accessible (language, location, delivery style, facility, environment, etc.) to populations whose modes of engagement are different than the majority population.
Commitment
The agency conducts self-assessments, including obtaining input from culturally diverse populations (both client and non-client) and key stakeholders and uses this feedback in policy making, agency administration and service delivery. The agency also creates opportunities/ensures that its workforce engages in ongoing education regarding culturally and linguistically appropriate policies and practices.
For technical assistance in meeting this requirement, contact your program manager.