REQUEST FOR PROPOSALS - providenceri.gov€¦ · Request for Proposals ... One Providence for Youth...

BOARD OF CONTRACT AND SUPPLY

CITY OF PROVIDENCE, RHODE ISLAND

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REQUEST FOR PROPOSALS

Item Description: SUMMER EMPLOYMENT OPPORTUNITIES FOR YOUTH

Date to be opened: Tuesday, February 20, 2018

Issuing Department: Office of Economic Opportunity

Bids may be submitted up to 2:15 P.M. on the above meeting date at the Department of the City

Clerk. Room 311, City Hall. 25 Dorrance Street, Providence. At 2:15 P.M. all bids will be publicly

opened and read at the Board of Contract Meeting in the City Council Chambers, on the 3rd floor

of City Hall.

INSTRUCTIONS

Potential vendors must submit 3 copies of their bid in sealed envelopes or packages

labeled with the above captioned Item Description and the city department to which the

RFP and bid are related.

Communications to the Board of Contract and Supply that are not competitive sealed bids

(i.e. product information/samples) should have “NOT A BID” written on the envelope or

wrapper.

Only use form versions and templates included in this RFP. If you have an old version of a

form do not recycle it for use in this bid.

The bid envelope and information relative to the bid must be addressed to:

Board of Contract and Supply Department of the City Clerk – City Hall, Room 311 25 Dorrance Street Providence, RI 02903

Please Note: This bid may include specific instructions for submitting supplemental information SEPARATE from the bid you submit to the City Clerk’s office. All bids submitted to the City Clerk become public record. Failure to follow instructions could result in information you consider private being posted to the city’s Open Meetings Portal as public record.



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BID FORM 1: Bidder’s Blank

1. Bids must meet the attached specifications. Any exceptions or modifications must be noted and fully explained.

2. Bidder’s responses must be in ink or typewritten, and all blanks on the bid form should be completed.

3. The price or prices proposed should be stated both in WRITING and in FIGURES, and any proposal not so stated may be rejected. Contracts exceeding twelve months must specify annual costs for each year.

4. Bids SHOULD BE TOTALED so that the final cost is clearly stated (unless you are submitting a unit price bid), however each item should be priced individually. Do not group items. Awards may be made on the basis of total bid or by individual items.

5. Each bidder is required to state in their proposal their full name and business address and must state the names of all persons or firms with whom they are submitting a joint bid.

6. All bids SHOULD BE SIGNED IN INK.

Name of Bidder (Firm or Individual): ___________________________________________________________

Contact Name:

Business Address:

Business Phone #:

Agrees to bid on (Items(s) to be bid):

Please visit http://www.naics.com/search/ and identify the NAICS Code(s) for items being bid on. Enter the NAICS

code(s) here or in parentheses next to each item listed immediately above:

Delivery Date (when not immediate):

Name of Surety Company (if applicable):

Total Amount in Writing*:

Total Amount in Figures*:

*If you are submitting a unit price bid please insert “Unit Price Bid.”

Use additional pages if necessary for additional bidding details. __________________________________ ____________________________________

Signature of Representative Title

http://www.naics.com/search/



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BID FORM 2: Certification of Bidder (Non-Discrimination/Hiring)

Upon behalf of (Firm or Individual Bidding),

I, (Name of Person Making Certification),

being its (Title or “Self”), hereby certify that:

1. Bidder does not unlawfully discriminate on the basis of race, color, national origin, gender, sexual

orientation and/or religion in its business and hiring practices.

2. All of Bidder’s employees have been hired in compliance with all applicable federal, state and local laws,

rules and regulations. I affirm by signing below that I am duly authorized on behalf of Bidder, on

this day of 20 .

____________________________________

Signature of Representative ____________________________________Printed Name



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NOTICE TO VENDORS 1. The Board of contract and Supply will make the award to the lowest qualified and responsible

bidder. 2. In determining the lowest responsible bidder, cash discounts based on preferable payment

terms will not be considered. 3. Where prices are the same, the Board of Contract and Supply reserves the right to award to

one bidder, or to split the award. 4. No proposal will be accepted if made in collusion with any other bidder. 5. Bids may be submitted on an “equal” in quality basis. We reserve the right to decide equality.

Bidders must indicate brand or the make being offered and submit detailed specifications if other than brand requested.

6. A bidder who is an out-of-state corporation shall qualify or register to transact business in this State, in accordance with R.I. General Laws (as amended) in the Rhode Island Business Corporation Act, RIGL Section 7-1.2-1401, et seq.

7. The Board of Contract and Supply reserves the right to reject any and all bids. 8. Competing bids may be viewed in person at the Department of the City Clerk, City Hall,

Providence, immediately upon the conclusion of the formal Board of Contract and Supply meeting during which the bids were unsealed/opened. Bids may also be accessed electronically on the internet via the City’s Open Meetings Portal.

9. As the City of Providence is exempt from the payment of Federal Excise Taxes and Rhode Island Sales Tax, prices quoted are not to include these taxes.

10. In case of error in the extension of prices quoted, the unit price will govern. 11. The contractor will NOT be permitted to: a) assign or underlet the contract, b) assign either

legally or equitably any monies hereunder or its claim thereto without the previous written consent of the City Purchasing Director.

12. Delivery dates must be shown in your bid. If no delivery date is specified, it will be assumed that an immediate delivery from stock will be made.

13. A certificate of insurance may be required of a successful vendor. 14. For contracts involving construction, alteration and/or repair work, the provisions of State

Labor Laws concerning payment of prevailing wage rates apply (See R.I. General Laws Sec. 37-13-1 et seq. As amended)

15. No goods should be delivered or work started without a Purchase Order. 16. Submit 2 copies of your bid to the City Clerk, unless the specification section of this document

indicates otherwise. 17. Vendor must certify that it does not unlawfully discriminate on the basis of race, color, national

origin, gender, gender identity or expression, sexual orientation and/or religion in its business and hiring practices and that all of its employees are lawfully employed under all applicable federal, state and local laws, rules and regulations. (See Bid Form 2.)

http://providenceri.iqm2.com/Citizens/Default.aspx



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BID TERMS

1. Financial assurances may be required in order to be a successful bidder for Commodity or Construction and Service contracts. If either of the first two checkboxes below is checked, the specified assurance must accompany a bid, or the bid will not be considered by The Board of Contract and Supply. The third checkbox indicates the lowest responsible bidder will be contacted and required to post a bond to be awarded the contract. a) A certified check for $ must be deposited with the City Clerk as a guarantee

that the Contract will be signed and delivered by the bidder.

b) A bid bond in the amount of per centum (%) of the proposed total price, to be deposited with the City Clerk as a guarantee that the contract will be signed and delivered by the bidder; and the amount of such bid bond shall be retained for the use of the City as liquidated damages on account of default.

c) A performance and payment bond with a satisfactory surety company will be posted

by the successful bidder in a sum equal to one hundred per centum (100%) of the awarded contract.

d) No financial assurance is necessary for this item.

2. It is hereby mutually understood and agreed that no payment for extra work shall or will be claimed or made unless ordered in writing by the Board of Contract and Supply.

3. Awards will be made within sixty (60) days of bid opening. All bid prices will be considered

firm, unless qualified otherwise. Requests for price increases will not be honored.

4. Failure to deliver within the time quoted or failure to meet specifications may result in default action in accordance with the general specifications. It is agreed that deliveries and/or completion are subject to strikes, lockouts, accidents and Acts of God.

The following entry applies only for COMMODITY BID TERMS: 5. Payment for partial delivery will not be allowed except when provided for in blanket or term

contracts.

The following entries apply only for CONSTRUCTION AND SERVICE BID TERMS:

6. Only one shipping charge will be applied in the event of partial deliveries for blanket or term contracts.



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7. The successful bidder shall, prior to commencing performance under the contract, attach and submit evidence that they have complied with the provisions of the Rhode Island Worker’s Compensation Act Title 28, Chapter 29, Section 1, et seq. (R.I.G.L.). If the successful bidder is exempt from compliance under the Worker’s Compensation Act, an officer of the successful bidder shall so state by way of sworn Affidavit, which shall accompany the signed contract.

8. The successful bidder shall, prior to commencing performance under the contract, attach

and submit a certificate of insurance, in a form and in the amount satisfactory to the City by which the successful bidder will indemnify and hold harmless the City during the term of the contract from and against all loss or damages arising from the performance under the contract including all claims for personal injury or damages to property sustained by third persons, or their agents, servants and/or those claimed under them.

BID FORM 1: BIDDERS BLANK



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BID PACKAGE SPECIFICATIONS

Request for Proposals Summer Employment Opportunities for Youth

Office of Economic Opportunity (OEO)

PLEASE NOTE: THIS RFP DETAILS THE PROGRAMMATIC AND LEGAL

REQUIREMENTS NECESSARY FOR A BID TO THIS RFP TO BE CONSIDERED.

ALL BIDDERS MUST SUBMIT THE RESPONSE PACKET AND BUDGET WHICH

ARE SEPARATE FROM THIS DOCUMENT, IN ORDER TO APPLY.

SECTION I: PURPOSE In alignment with Mayor Elorza’s vision for a City with economic and educational opportunities for all, the City has created One Providence for Youth, a workforce development system for youth and emerging adults aged 14 to 24. One Providence for Youth brings together government, business leaders, youth, educators and community partners to address the complexities of youth unemployment and achieve tangible impact in the lives of youth. In addition to the economic benefits of having a wage earning job, youth gain valuable real-world work experience, problem-solving and life skills, and access to professional networks through educative and immersion experiences, while employers are able to help prepare the next generation of workers they need. SECTION II: INVESTMENT Proposals are being solicited for multiple qualified entities to implement summer programs that integrate best practices in education, workforce development, and youth development, and serve at least 20 Providence youth and young adults between the ages of 14 and 24. Proposals must:

Integrate youth development principles into project-based service learning and/or work-based experiences for young people

Employ youth to lead and participate in projects that demonstrate a clearly articulated community and/or social benefit

Include meaningful opportunities for youth leadership and reflection on the personal and social impact of their work

Run between 6 to 8 weeks in length Please note: program funding is contingent upon final budget allocation and passage of the FY 2019 City of Providence budget.

http://www.providenceri.gov/oeo



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Program Requirements

A. Qualified Applicants

Established community based organizations

Private non-profit agencies/institutions

Private for-profit companies

Public agencies

Educational institutions

B. Period of Performance & Required Trainings This RFP will cover the operation of six to eight-week programs that may begin as early as 7/1/2018 and must end by 9/30/2018. OEO may opt to extend services contracted under this RFP beyond this time period based on availability of funds and program performance. Providers are required to attend a 90-minute meeting every month from March 2018 to September 2018. Provider staff are additionally required to attend a 25-30 hour professional development/capacity building training with OEO prior to the start date of programs. Reimbursement for staff time to attend the training may be included in the budget.

C. Participant Eligibility

Programs must include a minimum of 20 participants. Proof of Age, Address, US Citizenship/Alien Status and Social Security Number are required for each participant at the time of application. To be eligible to participate in One Providence for Youth Programs, a youth must be:

Between the ages of 14-24 inclusive (at the time of registration)

A legal resident of the City of Providence

Legally eligible to work in the United States

D. Labor Laws All programs and activities must comply with applicable federal and state labor laws including child labor, OSHA, Right-To-Know, and ADA (i.e. hours, working conditions, use of equipment, etc.). OEO reserves the right to impose further restrictions on activities that it may consider inappropriate. In applicable circumstances, Work Permits and/or Certificates of Age are required. NOTE: Programs that fail to acquire required Work Permits for participants will be closed.



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SECTION III: PROGRAM DESIGN

A. Program Models There are currently three major components in the One Providence for Youth career pathway strategy:

Applicants will submit proposals for the Career Exploration through Service Learning and/or Work Experience models that will include the elements below. All programs will also include a Work Readiness curriculum from OEO to be incorporated during the first week of the program. Programs will be youth development focused and include values, principles, attitudes, behaviors and policies that demonstrate effective cultural competence in working effectively with youth, community organizations and businesses. The Advanced Internships Model is funded through a separate process.

Model 1: Career Exploration through Service Learning Service-learning is an approach to teaching and learning in which students use academic knowledge and skills to address genuine community need. Examples of service learning projects at different levels include:

Elementary School Middle School High School Fifth-graders tutored younger students in reading over the course of a school year. The project improved language skills for both younger and older students and helped the tutors develop their organizational and leadership skills.

A middle school science class studying pollution and disease worked with Environmental Protection to learn about the dangers of radon and how to test for it in homes. To educate the community on hazards, testing, and cleanup, students created an infomercial to share with local schools and community groups.

Tackling discrimination against HIV-positive people, tenth-graders wrote skits that drew parallels between the treatment of people living with AIDS and racial discrimination. They built sets, made costumes and programs, and performed their work for the community. Proceeds supported a local AIDS hospice.



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Components: A high-quality Career Exploration through Service Learning Program should integrate the following components:

Standardized work readiness training that OEO will provide curriculum and training for

Placement in a group/team setting that engages all youth in a service project that is meaningful to the participants and the targeted beneficiaries, and addresses real-world issues and needs

Development of specific learning goals and content to promote civic engagement while developing competencies in the five 21st Century Skills listed below:

Communication The ability to convey and receive information effectively, including elements of oral, written, non-verbal and listening skills.

Engagement in Learning The desire to learn and grow, displaying focused attention, participation, eagerness to reflect on experiences and expand learning, and desire to return to activities.

Critical Thinking The ability to reason effectively, using systems thinking, make analytical judgments and decisions, solve non-familiar problems in both conventional and innovative ways.

Perseverance The ability to continue working through a problem when obstacles arise, displaying and thinking “outside the box” when solving problems.

Teamwork The ability to contribute constructively to large and small group settings while establishing and maintaining healthy and rewarding relationships with diverse individuals and groups, including instructors and peers.

Selection of projects that help youth gain understanding, appreciation and respect for people of different backgrounds

Opportunities for participants to explore skills required by growing career fields

Project must be completed by the end of the program

Completion of a workplace portfolio that will document the Service-Learning Project and lessons learned

Programs are to be designed for youth with little or no prior career exploration or work experience

Project Issue To determine project topic, applicant must either:

Consult with youth in community to determine issues of interest and build the proposal around these issues OR

Work with youth participants enrolled in the program to select an issue at the beginning of the program

Applicants are encouraged to utilize the Youth Saving the World Toolkit to develop program curriculum, located at: http://www.providenceri.gov/oeo




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Model 2: Work Experience Work Experience programs are to be designed for youth with some prior work experience or career exploration, still developing skills necessary for success in the workplace.

This program model begins with the standardized work readiness training that OEO will provide curriculum and training to the provider to deliver. Providers will deliver the work readiness curriculum in Week 1 of the program and place each participant in a Work-Based Leaning (WBL) opportunity with an employer the provider has recruited who meets the requirements to be a work site. The goals are as follows:

Provide a structured early work experience combined with learning opportunities to youth who have little or no work experience

Help youth understand how to prepare and present themselves to become active and productive members of the world of work

Expose youth to a specific career area while developing the 21st-century skills necessary to succeed in today’s labor market. Keys to a successful work experience program for youth are (1) intentional skill development and (2) ongoing interaction with a trained adult supervisor

Components: A high-quality Work Experience program should integrate the following components:

Exposure to specific career areas and career options to begin developing Career Pathways for participants

Promote civic engagement, pro-social activities, and appreciation and respect for people of diverse backgrounds

Integrate and elevate “Youth Voice”

Development of and placement in a meaningful work experience with an employer including experience-appropriate tasks valuable for both the youth and the worksite

Coaching and problem-solving during work placement

Weekly group meeting with provider to sign timesheets and provide an opportunity for youth to reflect on and discuss their work placements

Completion of a workplace portfolio that will document the activities and lessons learned

Design:

Week 1: Work Readiness Training (standardized curriculum OEO will provide)

Weeks 2-6: Work Experience Placement 4 days every week. Youth should be visited at least once per week, by appointment at the work site. On the fifth day participants will meet as a group at the provider site for workshops, reflection and problem-solving activities.



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Placement sites should enable participants to gain work maturity, occupational skills, and exposure to the working world. They should focus around high demand occupations in the following priority areas, identified by the RI Department of Labor and Training and City of Providence:

Aquaculture Defense Health Care Manufacturing

Bioscience Arts & Design Hospitality & Tourism

Marine Trades

Construction Finance & Insurance Information Technology

Education

Sustainability Regional Real Jobs RI Partnerships

Social Services

The selection of a worksite for WBL is determined by the needs of the participant and employer. A placement may not be used to reduce current employee work hours. Employers committing to be a worksite must agree to:

Follow State and Federal Child Labor Laws http://www.dlt.ri.gov/ls/childlabor.htm

Provide a meaningful work experience in which youth perform relevant work activities

Provide proper supervision and positive adult role models for youth

Fill out a weekly time sheet / evaluation form

Sign a Worksite Agreement

Fill out an end-of-placement evaluation form

Employer Time commitment: o Supervisor Training (two hours) o Minimum of 20 hours per week for 5 to 7 weeks in July, August, and

September 2018

At Work Placement Sites, Worksite Supervisors (employer staff) must:

Attend a Worksite Orientation before youth arrival.

Comply with all portions of worksite documentation and safety and quality requirements.

Support youth in setting and maintaining realistic goals and expectations.

Establish a safe learning environment including activities that promote development in the 21st century work-readiness skills and other identified skill sets

B. Payments to Youth All youth must be paid for participation in the program at the current minimum wage by age as follows:



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Ages 14-15 14 and 15 year olds who do not work more than 24 hours in a week: $7.58 per hour (75% of applicable minimum)

Ages 16-18 Full-time students under 19 years of age working in nonprofit religious, educational, librarial, or community service organizations: $9.09 per hour (90% of applicable minimum)

Ages 19+ $10.10 per hour.

Note: Minimum wage by age is the amount OEO will reimburse providers for participant wages. Providers may pay higher wages rates if they are willing to cover the additional costs with their own funds. It may be possible to pay stipends to some youth, which will be negotiated in individual contract development. For the proposal budget please use wage format.

Source: http://www.dlt.ri.gov/ls/minwage.htm

Youth participants must be added to the program providers’ payroll for the length of the program (seasonal or trainee) and the provider will make all payments to youth in accordance with their regular payroll schedule. Program providers must have the financial capacity to pay all program costs, up front, including participant wages, and to receive reimbursement for these costs upon submission of invoices and other required materials.

C. Participant Recruitment and Application

Selected providers will be required to:

staff a table at the Summer Opportunities Expo in April 2018 to recruit students (details to follow)

take part in a centralized review and selection process for program enrollment

Interested youth are to be directed to:

complete application through a centralized portal in May and rank program offerings in terms of interest

provide required documentation for summer work program

D. Summer Provider Professional Development and Provider Meetings OEO or its designee will provide 25-30 hours of professional development training in April, May and June to program provider staff. During these sessions, provider staff will

Receive training for the standardized Work Readiness curriculum for this program

Develop specific plans for participants to achieve skill goals throughout the program

Learn measurement tools for program outcomes

Learn about data collection and reporting requirements

OEO staff will additionally meet with providers as a group once each month from March through September 2018.

http://www.dlt.ri.gov/ls/minwage.htm



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SECTION IV: REPORTING AND PAYMENT REQUIREMENTS

A. Administrative Requirements

If selected as a provider through this RFP, you must: 1) Have the financial capacity to pay program costs, including participant wages up front

and receive reimbursement upon submission of invoices and other required materials. 2) Provide your agency’s most recent audit information for contract negotiation 3) Agree to enroll a minimum of 20 participants in your program. Smaller organizations

may partner to submit a proposal that meets the minimum of 20 participants. 4) Refer all interested youth to the centralized application process and ensure submission

of eligibility documentation and work permits 5) Attend Summer Opportunities Expo in April to recruit students for your program 6) Attend interview event to interview applicants and choose participants 7) Place youth participants on your organization’s payroll for the duration of the program,

keep accurate weekly timesheets for all participants, and pay youth at regular agency payroll intervals (weekly or biweekly)

8) Pay each youth for up to 120 documented program hours at the minimum wage per hour by age which includes payment for the first week - the work readiness training.

9) Provide youth with W-2 forms documenting payments and inform youth and parents they will be receiving them at the end of the calendar year

10) Increase Workers Compensation Liability Insurance 11) Attend monthly provider meetings from March through September 2018 12) Attend Professional Development Training provided by OEO (25-30 hours) 13) Document all program activity in forms provided and implement evaluation tools

provided. Reports may include but are not limited to:

Weekly Attendance Roster

Monthly Report of July Activities – due August 6, 2018

Monthly Report of August Activities – due September 4, 2018

Monthly Report of September Activities (if applicable) Oct. 4, 2018

Participant Payroll Ledger With Final Invoice

Incident Report Form (if needed)

Follow-Up Report of Post-Program Activity January 2019 (if known)

Final pre- and post-test and survey findings for all participants 14) Submit final requisition for payment no later than October 31, 2018

B. Types of Contracts and Payments

Contracts awarded through this RFP will be fixed unit price based. Budgets will be negotiated using the line item format in the RFP. The final budget amount will be divided by the number of participants to determine the cost per participant. Payments will be made based on benchmarks achieved per participant.

Payment to summer vendors will be made as follows:



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The Contractor will receive 50 percent of the per participant cost for each individual who is enrolled and completes the first week of the program (standardized work readiness)

The Contractor will receive 50 percent of the per participant cost for each individual who attends at least 70% (100 plus hours) of scheduled activities and receives a certificate of program completion.

Under no circumstances will the Contractor receive reimbursement for any amount that exceeds the maximum contracted amount.

Invoices must include documentation of benchmarks, a general ledger of youth participant payroll and receipts of all costs spent.

C. Maintenance of Effort and Stand Alone

Programs funded through this RFP must not supplant other funds. Proposals must be for programs in addition to those already provided by the applicant agency. Applications must be for new programs or expansion of existing programs if they meet the qualifications.

If funds from other sources will be used in the total budget costs for the proposed program, those outside funds must be assured by date of application. Reliance on other funding applied for but not yet awarded is not permitted. We wish to avoid any instance where a program we approve cannot be implemented because braided funds were not received.

D. Partnership Agreements Respondents partnering with other agencies and employers must complete and sign Partnership Agreements detailing the services to be provided. The signed agreements must be included with the proposal. Form is included in Response Packet.

SECTION V: AWARDS

A. Procurement Timeline Please note: procurement process dates may be subject to change. Check regularly for updates and/or corrections to this RFP at: http://www.providenceri.gov/oeo

Procurement Milestone Date

RFP Release Monday, January 22, 2018

Non-Mandatory Pre-bid Conference Monday, January 29, 2018

Last date to email questions Friday, February 9, 2019

Answers to questions posted on website Wednesday, February 14, 2018

Proposals due Tuesday, February 20, 2018

Notification of Funding Awards Monday, March 19, 2018

Earliest Programs Start Date Monday, July 2, 2018

Latest Date for Completion of Programs Sunday, September 30, 2018

Final Invoices for Payment Deadline Wednesday, October 31, 2018




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Applicants are strongly encouraged to participate in a pre-bid conference on Monday, January 29, 2018 at 9:00 A.M. at the Roger Williams Park Casino (1000 Elmwood Ave, Providence, RI 02907). Applicants may also ask questions regarding the RFP by sending an email to Anne Walsh at [email protected]. Questions must be submitted prior to Friday, February 9, 2018 at 12:00 P.M. Procurement policies require that there be no private conversations with bidders about the RFP. All questions submitted in writing and fielded at the pre-bid conference will be publicly posted and shared by Wednesday, February 14, 2018 at: http://www.providenceri.gov/oeo Respondents will receive written notification of the status of their proposal by March 16, 2018. Respondents not selected may submit a written request for information regarding the reasons for denial to: Anne Walsh, [email protected].

B. Review and Selection Process Proposals failing to satisfy all of the following criteria will be eliminated from considerations and not read or ranked:

Submitted in full and on time

Signed by the signatory authority of the respondent organization

Respondent is not debarred, suspended, or voluntarily excluded from receipt of federal or local funds

Prior experience/performance

Proposals meeting the criteria above will be read and ranked by a team of City and youth workforce development specialists with no conflicts of interest in any proposal. Points will be awarded to each proposal based on the following format. A minimum threshold of 65 points will be required for funding. Recommendations for program funding will be made by OEO to the Board of Contract & Supply. See Attachment A (One Providence for Youth Summer 2018 Proposal Review Form) as a guide to how your responses will be evaluated.

Categories Maximum Score

Experience/organizational qualifications 20

Quality of and ability to deliver planned services 60

Budget/value for services 20

Total 100

C. Limitations This RFP does not commit the City of Providence to award a contract or to pay for any of the costs in the preparation of a proposal. We reserve the right to accept or reject any or

mailto:[email protected]


mailto:[email protected]



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all proposals received as a result of this request or to cancel in part or in its entirety this RFP. We reserve the right not to fund any proposal solely due to the submission of the lowest cost or receipt of the highest ranking. Additional elements to be considered may include target population, agency capacity, geographic location and other factors that will provide equity of opportunity for Providence youth and emerging adults. All contract awards are subject to the availability of funding from the City of Providence and the execution of a contract that is acceptable to both the selected respondent and the Office of Economic Opportunity. OEO will negotiate program budgets with respondents that have been tentatively awarded by the RFP Selection Committee. In all cases, available funding will be used as the initial benchmark for negotiations. Contractors will be required to submit complete and accurate information for contract components, including any revisions, additions or modifications required by OEO. Programs may only begin after the execution of a signed contract.



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Attachment A: One Providence for Youth Summer 2018 Proposal Review Form

Instructions to evaluators:

1) Please evaluate each proposal objectively using the enclosed Rating Definitions for rating

each segment. Assign points available for each segment and total the scores where required.

Comments are requested in the spaces provided and in the margins. Please read and rate

each proposal individually. Following that, raters will participate in a proposal Review Team

Meeting with other readers of the same proposals. This meeting will allow a team review and

discussion of questions.

2) After discussing the proposals at the meeting, readers will have the option to adjust their

scores prior to submitting their final scores. All final ratings submitted must be recorded in ink.

3) At the Team Meeting please complete and submit the following summary:

Proposer: ______________________________________ Proposal #: ______

Proposal Segment Maximum Points Assigned Points

I. Agency Experience/Qualifications 20 _________

II. Program Design (& partner agreements) 60 _________

III. Budget 20 _________

IV. TOTAL POINTS: 100 _________ V. SIGNATURE: This section must be signed by the reader for the evaluation to be valid.

I, the undersigned, have read, evaluated and rated the indicated proposal package.

The scores assigned to each criterion, including any, which may be altered, are my own.

Signature: ______________________________________ Date: _____________



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AGENCY EXPERIENCE/CAPACITY - Up to 20 Points I. In this section of the RFP we requested specific information regarding Past Experience with the target population and Agency Readiness and Capacity. Based on the proposer’s answers, please check the value that best describes the past experience and readiness, then assign a number score to this section between 0 – 20 points.

Excellent: Related past programs and services are clear & relevant. Capacity to administer services is strong. Management structure designed to ensure successful outcomes.

Good: Related past programs and services are somewhat relevant. Capacity to administer services is evident. Management structure designed to ensure successful outcomes.

Poor: Related past service is vague, limited or unsuccessful. Past experience is limited or not relevant. Management structure is either unclear or not sufficient.

Assign a score from 0 – 20:_____ Agency Experience/Capacity Comments:

PROGRAM DESIGN – Up to 60 Points

II. Please read the Program Description, Program Elements, and Partner Agreements (if any) as a whole and rate the proposer’s program design according to the scale below.

Excellent: The bidder has provided required information and demonstrated they will provide exemplary services with effective career exposure and development of 21st Century Skills identified. Services are well planned and well designed to insure successful outcomes, including industry-recognized certificates. Includes effective approaches designed to impact, engage and motivate participating youth. Proposal also includes evidence of community commitment and/or private sector employer involvement and signed partnership agreements for services being provided by anyone other than the applicant. Serves significant number of a targeted population cost effectively.

Good: The bidder has provided required information and demonstrated they will provide good services with career exposure and development of 21st Century Skills identified. Services designed with sufficient detail and clarity to ensure successful outcomes, Includes acceptable approaches designed to impact, engage and motivate participating youth, evidence of community commitment and/or private sector employer involvement and signed partnership agreements for services being provided by anyone other than the applicant. Please include specific comments about the proposal.



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Poor: The bidder has not answered all portions of the response packet and/or the information provided demonstrates that the bidder will not provide adequate services. There is little or no evidence of ability to impact, engage and motivate participating youth or insure successful outcomes. There is little or no evidence of community commitment and/or private sector employer involvement or signed partnership agreements for services being provided by anyone other than the applicant. Approach and services are not sufficient for successful outcomes. Program design is confusing or does not appear to be well planned. Please include specific comments about the proposal. Assign a score between 0 – 60:_____ Program Design Comments:

BUDGET– Up to 20 Points

III. BUDGET SEGMENT SCORE: (10 POINTS)

Excellent: Excellent budget details; consistent with program design; cost effective yet adequate inclusions for quality; includes a significant amount of leveraged and/or in-kind funds to support and enhance the program design.

Good: Sufficiently cost effective in content; demonstrates sufficient attention to detail and consistency with program design, most inclusions reasonable; includes the minimum amount of leveraged and/or in-kind funds to support and enhance the program design.

Poor: Inflated costs and inclusions; inconsistent with program design; difficult to follow; confusing; no leveraged and/or in-kind funds to support and enhance the program design. Assign a score between 0 – 20: _____ Budget Comments:

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Transcript of REQUEST FOR PROPOSALS - providenceri.gov€¦ · Request for Proposals ... One Providence for Youth...