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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 is committed to contracting with contractors best suited to meet the needs of the County’s diverse communities. How we conduct our solicitations is a critical component of meeting this commitment. Therefore, DCHS takes actions to ensure our solicitations:
• Are accessible to any qualified organization and are broadly advertised throughout the community
• Use consistent and transparent application and selection processes
• Assess cultural competence in the context of serving priority communities and populations
• Are accompanied by technical assistance supports
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.
Solicitation content
Solicitations will vary in the specific content, but generally 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
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:
- Information session after the solicitation is posted to respond to questions and support the use of our application platform.
- A “question and answer” period before applications are due to provide additional insight into the opportunity and the process.
- Community outreach and information regarding the solicitation and, when appropriate, technical assistance.
Standard contract terms
The general contents found here apply to most of DCHS' Standard Community Services Grant contracts. 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.
Most recent Standard Terms and Conditions
These Standard Terms and Conditions (sometimes referred to as “The Boilerplate”) are the starting point to contract with organizations for services. A Statement of Work will be appended to these terms, outlining program-specific activities, deliverables, milestones, and payment processes. The only section of the Standard Terms and Conditions that is typically modified is Section 14: Insurance Requirements.
Especially important areas covered in the Standard Terms and Conditions include:
• Internal financial controls and accounting systems (Section 4)
• Compliance with the Health Insurance Portability and Accountability Act (HIPAA), if relevant (Section 8)
• Insurance (Section 14)
• Documentation and management of subcontractors (Section 16)
• Nondiscrimination and equal employment practices and compliance with living wage requirements (Section 17)
• Equity, Race, and Social Justice (ERSJ) requirements? (Section 34)
Letters of Agreement (LOAs) for smaller services with a single payment under $10,000 have fewer requirements, which are outlined in the letter.
All contractors are also subject to routine compliance monitoring. For more information see: DCHS Contract Compliance Monitoring Policy.
It is very important that contractors read, understand, and can ensure compliance with all contract terms and conditions. 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.
Insurance requirements
Click here for more information on insurance requirements and documentation.Program-specific information
Common 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. The name used on this form must be the contractor's legal name and match the tax identification number.
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.
Contracting Glossary
Applicant
The person or entity that prepares and submits an application to a solicitation, which is the method DCHS uses to select those who will enter into negotiating 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 in response to a solicitation. In an actual solicitation, applications may also be called “bids,” “proposals,” “responses,” or something else.
Certificate of Insurance (COI)
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. Click here for more information on insurance requirements and documentation.
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 all parties have signed the contract, the contract is actually executed and binding.
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. Click here for more information on insurance requirements and documentation.
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.
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.
Statement 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.
Subcontractor
An agency that signs a contract to perform part or all of the obligations of another's contract.
Equity, racial 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 interested parties 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.