Request for Proposals (RFP) for Community Agency & Trusted Messenger Services

Request for Proposals (RFP) for
Community Agency & Trusted
Messenger Services
RFP release date: September 18, 2026
Submission due date: October 23, 2026
Government Center | 14949 62nd Street North | P. O. Box 6 | Stillwater, MN 55082-0006
P: 651-430-6001 | F: 651-430-6017 | TTY: 651-430-6246
www.washingtoncountymn.gov
Washington County is an equal opportunity organization and employer

Table of Contents
1. Introduction ...................................................................................................................................................... 3
1.1. Background Information ................................................................................................................................. 3
1.2. Schedule .......................................................................................................................................................... 4
1.3. Eligible Contractors ......................................................................................................................................... 4
2. Scope of Services ............................................................................................................................................... 5
2.1. Deliverables .................................................................................................................................................... 6
2.2. Billing Requirements ....................................................................................................................................... 6
3. Proposal Content............................................................................................................................................... 6
3.1. Cover Letter .................................................................................................................................................... 7
3.2. Qualifications and Experience ........................................................................................................................ 7
3.3. Person Center Practice and Culturally Responsive Services ........................................................................... 7
3.4. Cost and Fee Schedule .................................................................................................................................... 7
3.5. Conflict of Interest .......................................................................................................................................... 8
3.6. Appendix A - County's Standard Terms and Conditions ................................................................................ 8
3.7. Appendix B - Special Provisions for Federally Funded Procurements ........................................................... 8
3.8. Appendix C - References ................................................................................................................................. 8
4. Proposal Submittal ............................................................................................................................................ 8
5. Proposal Evaluation and Selection .................................................................................................................... 8
5.1. Evaluation Committee .................................................................................................................................... 9
5.2. Evaluation Criteria .......................................................................................................................................... 9
5.3. Interviews/Presentations ................................................................................................................................ 9
5.4. Final Selection ................................................................................................................................................. 9
5.5. Conditions of this RFP ................................................................................................................................... 10
6. Proposal Questions ......................................................................................................................................... 10
P age | 2

Community Agency and Trusted Messenger RFP
1. Introduction
This Request for Proposal (RFP) has been prepared by Washington County to secure Trusted Messenger
services for building relationships with various cultural and/or demographic based groups, crafting relevant
messaging on department programs and services to share with identified communities, and partnering to
advance county priorities and service delivery.
Many social, cultural and demographic-based groups experience barriers to receiving County services. This
includes but is not limited to: youth and seniors, veterans, individuals with disabilities, LGBTQIA+
communities, American Indian, African American, African, Hmong, Latinx, immigrant and/or refugee
populations. These barriers include language, misinformation, transportation, limited access to information,
and lack of trust with government. Washington County seeks to reduce these barriers and advance the
County's mission to provide exceptional services that enhance quality of life and promote a safe, healthy,
and welcoming community for all, by contracting with Trusted Messengers. Trusted Messengers (TM) are
local organizations trusted by the community who partner with the county to give residents better access to
accurate, culturally specific, and linguistically appropriate information and services that align with the
community's needs.
The start date for services under this RFP solicitation is approximately January 1, 2027, with a proposed
contract term through December 31, 2028. The County intends to select Trusted Messengers who will
provide connections to cultural and/or demographic-based communities, as necessary to ensure adequate
coverage across the County's population. Contracts for services will be available for use by multiple county
departments. Contracts will be leveraged based on identified project needs and available funding. Selection
does not guarantee project work or funding. Contracts may be eligible for an annual renewal with a
maximum total term of five (5) years based on continued performance and funds available.
1.1. Background Information
Washington County, Minnesota is the fifth most populous county in Minnesota with a diverse population,
including longtime residents, young professionals and families, and new immigrant communities. Over the
last 20 years, Washington County has experienced rapid growth from a rural, farming community to an
expanding urban area.
The County was established in 1849 and has the powers, duties, and privileges granted counties by state
law, codified in Minn. Stat. 373. The County serves an area of 423 square miles, with an estimated
population of 262,748. The County's fiscal year begins on January 1 and ends on December 31. The County is
governed by a five-member County Board of Commissioners representing separate districts. In addition, the
Offices of County Attorney and Sheriff are elected on a countywide basis.
The County offers a full range of services including property tax administration, law enforcement and
corrections, public works, parks, solid waste management, library, community and environmental health,
community/human services, county extension services, human resources, courts, and general
administration. The County employs approximately 1,400 employees.
It is anticipated that selected Contractor(s) may work with any county department that seek services
underneath the scope of this work.
P age | 3

Community Agency and Trusted Messenger RFP
1.2. Schedule
Washington County anticipates the following schedule:
Schedule Due Date
RFP Release Date 9/18/2026
Question and Answer (Q&A) Registration 10/2/2026
Q&A Virtual Session 10/7/2026 11:00 am
Q&A Summary/Addenda Posted on Website 10/9/2026
Proposals Due 10/23/2026
Notification of Award 12/4/2026
Commencement Date 1/1/2027
The County will host a live virtual Question and Answer (Q&A) session via Microsoft Teams for prospective
Contractors. Contractors wishing to participate must email Nicki Castro,
Nicki.Castro@washingtoncountymn.gov, by October 2 to receive the meeting invitation and submit any
questions they would like addressed during the session. The County will confirm receipt of your email and
reply with the Microsoft Teams meeting link on Monday, October 5.
1.3. Eligible Contractors
Eligible Contractors include governmental, educational, not-for-profit community based and faith-based
organizations or agencies engaged in a public service. Private, for-profit organizations engaged in providing
the requested services to governmental entities or partner organizations may also apply.
Entities that are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily
excluded from participation in this transaction by any Federal or State department or agency are not eligible
to respond to this RFP.
The County embraces and supports person-centered practices and expects Contractors to demonstrate they
do the same. Person-centered practices are structured in a way to support a service recipient's comfort and
ability to express choice, control, and direction in all aspects of service delivery and support. While the
nature of some services and service deliveries is such that it must account for factors beyond the service
recipient's choice, control, and direction, including, but not limited to court orders, the safety of the person
and others, and governing law, the County values consideration of the service recipient's perspective,
knowing that services are more efficient and effective when aligned with personal choice.
The County further recognizes that pervasive racism, discrimination, and other institutional and community
biases, as well as harm from historical trauma, are experienced by cultural communities and that this may
contribute to overrepresentation of cultural communities in some County services. Appropriate service
delivery often requires open discussion considering the real-life experiences of the people served, paying
attention to the impact of pervasive racism and bias. At the referral level, it means inquiring with service
recipient's about how to integrate their family or individual culture into service delivery. At the service level,
it includes attention to outcomes for people receiving services in order to assess whether effectiveness
differs in cultural communities and responding to any differences.
It is expected that while performing services for the County, Contractors shall abstain from unacceptable
behaviors including, but not limited to:
P age | 4

Community Agency and Trusted Messenger RFP
* Racial, ethnic or discriminatory jokes or slurs;
* Hostile, condemning, or demeaning communications, both verbal and written;
* Behavior demonstrating disrespect, dishonesty, intimidation, or disruption to the work relationship;
* Retaliation against any person who reports or addresses unacceptable behavior.
It is the responsibility of the Contractor to demonstrate that staff delivering services for the County are able
to meet these expectations and are trained, as needed, to ensure respectful, cooperative and professional
conduct in interactions with County staff and service recipients. Contractors are expected to have the
competence, knowledge, and expertise to provide interpreter and translation services, as well as qualified
staff and the administrative and fiscal management systems to accomplish the scope of service delivery
stated in this RFP. Providers Contractors selected through this solicitation must adhere to all applicable
federal and state rules, laws, statutes, bulletins, and manuals.
2. Scope of Services
The successful Contractor will have the ability to perform the functions below. Contractors who cannot
provide the full range of requested services may submit a proposal but must clearly note any services listed
in this request which would not be provided. Contractors are also encouraged to highlight any services for
which they possess particularly notable qualifications.
Community Connections & Partner with the County to identify and establish connections with diverse
Engagement cultural, social and demographic-based groups including but not limited to: youth
and seniors, veterans, individuals with disabilities, LGBTQIA+ communities,
American Indian, African American, African, Hmong, Latinx, immigrant and/or
refugee populations. This includes County efforts to engage residents and collect
feedback on county programs and planning efforts.
Examples include but are not limited to facilitating focus groups and listening
sessions, distributing surveys, assistance with attending or coordinating county or
community events.
Communications Support At the request of the County, develop and distribute communication and
messaging to identified communities on County and community programs and
services.
Examples include but are not limited to: review of communications materials,
support in developing and reviewing messaging, sharing information on County
programs and services to County residents.
Collaborative Planning and Assist with and/or lead collaborative planning and implementation of projects
Implementation that advance County plans and initiatives, with the goal of reaching and engaging
identified communities. Some examples of County plans and initiatives include the
Solid Waste Management Plan, County Strategic Plan, Community Health
Improvement Plan, library programming, transportation plans, etc.
Examples of tasks the Trusted Messenger might assist in, include but are not
limited to: Facilitate trainings or workshops with County staff or the public, assist
with attending, promoting, coordinating, and/or evaluating County or community
events.
P age | 5

Community Agency and Trusted Messenger RFP
All services under this contract must occur under the direction of the County. Contractors will track
expenses related to staff time, travel, printed materials, media, etc. Communications: Messaging and
materials created and/or distributed on behalf of Washington County will require prior County approval. The
review and approval process will be discussed by individual project.
The County may select more than one organization and may return to the pool of submitted proposals as
needs arise that relate to stated services around community engagement and culturally appropriate
communications. Contracts will be leveraged based on identified project needs and available funding.
Selection does not guarantee project work or funding.
2.1. Deliverables
Deliverables will depend on the nature and type of project(s) that the Contractor agrees to support. County
staff will request deliverables at the time of a project request. All projects executed through these contracts
will have a workplan agreed to in writing between the County and Contractor.
2.2. Billing Requirements
Contractor must be able to invoice each County department separately. Departments will request services
and make payment through the following process:
* Departments will request services from the Contractor via email/phone and follow up in writing.
* Contractor will provide a quote for the requested project to the departments with itemized costs from
the contract.
* If the quote is accepted, the department will respond in writing with any necessary billing information
including the primary contact where the invoice should be sent.
* Contractor will issue invoices to the department contact person upon completion of services or based
on the schedule that was approved.
* The County processes invoices and pays them 30 days from the date of invoice.
* Contractors may request invoices to be paid upon receipt during the contracting process.
* If the invoice is incorrect or work was not performed as specified, departments will notify the Contractor
who shall provide a corrected invoice. Upon receiving the corrected invoice, departments will make
payment within 30 days of the corrected invoice.
3. Proposal Content
The following will be considered minimum contents of the proposal and must be submitted:
All proposals must contain the following:
Cover Letter
o
Qualifications and Experiences
o
Person Centered Practice
o
Rate sheet, or clearly listed rates for any services to be provided
o
Conflict of Interest
o
Appendix A - County standard terms (signed)
o
Appendix B - Federal certifications (signed)
o
Appendix C - References
o
P age | 6

Community Agency and Trusted Messenger RFP
3.1. Cover Letter
Introduce the Contractor submitting the proposal and state the Contractor's understanding of the services.
Include name, address, telephone number, and email address of the contact person(s), as well as the names
of any others participating in the proposal.
3.2. Qualifications and Experience
Provide demonstrated qualifications and experience for the categories outlined below, as identified in the
scope of services in Section 2:
Community Connections:
Demonstrate existing connection/partnership with diverse cultural, social and demographic-based
o
groups including but not limited to: youth and seniors, veterans, individuals with disabilities,
LGBTQIA+ communities, American Indian, African American, African, Hmong, Latinx, immigrant
and/or refugee populations.
Please describe current connections with Washington County residents and/organizations
o
Engagement experience:
Leading and supporting community engagement practices such as focus groups, listening sessions,
o
survey dissemination, etc.
Communications experience:
Assessing communication needs
o
Providing feedback on communications products
o
Developing communications materials
o
Dissemination of culturally relevant communications
o
Collaborative Planning and Implementation experience:
Collaborating with large organizations or government entities to plan, launch or manage
o
community-based initiatives or action plans
Demonstrated ability to design and facilitate workshops, or training sessions tailored for county
o
staff, community leaders, or the general public
Experience managing the logistics, coordination, and promotion of public or community-focused
o
events.
Indicate experience working in the following sectors: public health, human services, transportation,
o
planning
3.3. Person Center Practice and Culturally Responsive Services
What is your organization's experience utilizing person-centered practices and how are person-
o
centered practices incorporated into service delivery?
What is your organization's experience providing culturally responsive services? Please describe how
o
culturally responsive services are delivered.
3.4. Cost and Fee Schedule
Provide all fees and hourly rates associated with the proposed contract. For communications related costs,
please identify those separately from other fees.
P age | 7

Community Agency and Trusted Messenger RFP
3.5. Conflict of Interest
The Contractor must identify any potential conflict of interest it may have with the County or any other
party or entity that may be affected by the terms of this RFP and responsive proposals. The Contractor
agrees that, should any conflict or potential conflict of interest become known, it will immediately notify the
County of the conflict or potential conflict, and will advise the County whether it will or will not resign from
the other engagement or representation. Unless waived by the County, a conflict or potential conflict may,
in the County's discretion, require withdrawal or rejection of the Contractor's proposal.
3.6. Appendix A - County's Standard Terms and Conditions
Submit a signed Appendix A as the Contractor to whom the contract is awarded shall be required to comply
with the terms and conditions contained therein.
3.7. Appendix B - Special Provisions for Federally Funded Procurements
Submit a signed Certification of Primary Participant Regarding Debarment, Suspension, and Other
Responsibility Matters and a Byrd Anti-Lobbying Certification.
3.8. Appendix C - References
Submit a completed Appendix C which includes three references for organizations currently utilizing your
services that are similar in size and with similar needs as Washington County.
4. Proposal Submittal
Proposals will be limited to no more than five (5) pages in length, excluding a cover sheet, a cover letter,
table of contents, and appendices. The font shall be no smaller than 11-point. The Proposal must be
combined as one document.
All proposals must include Proposal Content set forth in Section 3 and be sent electronically to the County
Authorized Representative below.
Nicki Castro
Nicki.Castro@washingtoncountymn.gov
Contractors must submit to the e-mail address above with a subject line clearly marked as RFP for Trusted
Messenger Services no later than 4pm CST on October 23, 2026. Late submittals will not be considered.
All proposals, once submitted, become the property of the County. They will not be returned to the
Contractor. Submission of a proposal indicates acceptance by the Contractor of the conditions contained in
this RFP unless clearly and specifically noted in the proposal submitted and confirmed in the contract
between the County and the selected Contractor.
5. Proposal Evaluation and Selection
The County will evaluate the information the Contractor provides in response to this RFP.
* The County will review each proposal to determine whether it is responsive to all mandatory
submission requirements. Proposals that fail to meet mandatory submission requirements may be
deemed non-responsive and disqualified from further consideration.
P age | 8

Community Agency and Trusted Messenger RFP
* Responsive proposals will be independently reviewed and scored by members of the evaluation
committee using the evaluation criteria and point weights identified below. The individual scores
assigned by the evaluation committee members will be compiled and averaged to determine an
overall evaluation score for each proposal. Contractors will then be ranked based on their overall
evaluation scores.
5.1. Evaluation Committee
The evaluation committee includes representatives from Washington County Public Health & Environment,
Community Services, Public Works, Administration, and Library.
5.2. Evaluation Criteria
Proposals will be evaluated based on the following criteria and point weights, for a maximum possible score
of 100 points:
Evaluation Criteria Points
Expressed understanding of the services and requirements of 15
this RFP
Community Connections in Washington County 15
Qualifications and Experience 30
Person Centered Practices and culturally responsive services 20
Cost 10
References 10
Total 100
5.3. Interviews/Presentations
Following the initial scoring and ranking, the County will establish a shortlist of the highest-ranked proposals
within each service location and community served. Shortlisted Contractors will be invited to participate in
interviews and/or presentations with the evaluation committee. The County may waive interviews and/or
presentations if doing so is in the County's best interest.
Interviews and/or presentations will not be scored as a separate evaluation criterion and will not carry a
separate point allocation. However, the evaluation committee may revise its individual scores under the
evaluation criteria identified in Section 5.2 based on information obtained during the interview and/or
presentation. Individual scores may be increased or decreased as appropriate. Any revised individual scores
will be compiled and averaged to determine the Contractor's final overall evaluation score and ranking.
5.4. Final Selection
The County intends to make awards to the highest-ranked Contractor(s) within each service location and
community served, as determined necessary by the County to ensure adequate coverage across the
County's population.
It is anticipated but not guaranteed that the selection of a Contractor(s) will be completed by December 4,
2026. Following notification of the selected Contractor(s), the County reserves the right to negotiate project
P age | 9

Community Agency and Trusted Messenger RFP
scope, pricing, and related terms to ensure alignment with project needs and available resources. It is
expected contracts will be executed in January 2027.
5.5. Conditions of this RFP
* This RFP process does not obligate the County to award a contract or complete the services.
* The County reserves the right to waive any minor irregularities.
* The County reserves the right to reject any or all proposals.
* The County reserves the right to request additional information or clarifications from Contractors.
* The County reserves the right to interview any, all, or none of the Contractors.
* The County reserves the right to enter into a contract with more than one Contractor.
* If the RFP process concludes by withdrawal, cancellation or rejection of all proposals, the County
reserves the right to issue another RFP for this service.
* The County shall not be liable for any expenses incurred by the Contractor including but not limited
to expenses associated with the preparation and submission of the proposal.
* Proposals submitted become a matter of public record. All data collected, created, received,
maintained, or disseminated for any purposes by the activities of the Contractor because of this RFP
is governed by the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as
amended, the Minnesota Rules implementing such Act now in force or as adopted, as well as
Federal Regulations on data privacy.
6. Proposal Questions
To notify the County of any inconsistency or ambiguity in this RFP and for questions pertaining to this RFP,
questions and notifications shall be sent via e-mail by October 2, 2026, to the County Authorized
Representative:
Nicki Castro
Nicki.Castro@washingtoncountymn.gov
The County will also host a live virtual Q&A session via Microsoft Teams for prospective Contractors on
October 7. Contractors wishing to participate must email Nicki Castro,
Nicki.Castro@washingtoncountymn.gov, by October 2 to receive the meeting link and submit any questions
they would like addressed during the session.
A summary of that session and any addenda will be posted on the website on October 9, 2026.
P age | 10