City of Toledo One Government Center 640 Jackson Street Toledo, Ohio 43604

REQUEST FOR PROPOSAL

Professional Services

Community Violence Intervention & Prevention Umbrella Organization Purchase Requisition Number 10009010

Issued By Mayor’s Office of Neighborhood Safety & Engagement

Date Issued November 06, 2026

Response Submission Date and Time Tuesday, November 24, 2026 at 1:30 PM EST

Bids will be read at 2:00 PM EST

Submit online at https://pbsystem.planetbids.com/portal/22576/portal-home

Table of Contents

This RFP is supported by Grant No. 15PBJA-24-GG-06062-CVIP awarded by the Bureau of Justice Assistance. The Bureau of Justice Assistance is a component of the Office of Justice Programs, which also includes the Bureau of Justice Statistics, the National Institute of Justice, the Office of Juvenile Justice and Delinquency Prevention, the Office for Victims of Crime, and the Office of Sex Offender Sentencing, Monitoring, Apprehending, Registering, and Tracking. Points of view or opinions in this document are those of the author and do not necessarily represent the official position or policies of the U.S. Department of Justice.

Definitions & Key Terms The City intends for this request for proposals (RFP) to be understandable and accessible to organizations with varying levels of experience in formal community violence intervention. The following terms are used throughout this RFP:

· Community Violence Intervention (CVI): A community-centered approach to reducing shootings and other serious interpersonal violence by engaging people and places at highest risk and using trusted relationships, outreach, conflict mediation, support, and connection to services.

· Violence Prevention: Programs, services, activities, and conditions that address risk factors for violence and strengthen protective factors, safety, stability, and opportunity.

· Credible Messenger: A trusted individual whose lived experience, community relationships, or other relevant experience helps them effectively engage people at elevated risk of violence.

· Core CVI: Organizations whose primary daily mission is reducing community violence, particularly shootings, through direct outreach, mediation, credible messengers, and related CVI practices.

· Growing CVI: Organizations that are incorporating or expanding CVI approaches but for which CVI is not yet the primary daily work.

· Services and Supports: Organizations that serve violence-impacted people and families through services such as behavioral health, housing, employment, reentry, legal aid, victim services, youth development, education, or other supports.

· Coordination and Infrastructure: Provides backbone support, including data stewardship, strategic planning, cross-sector coordination, funding and grant administration, capacity building, and policy.

· Closed-Loop Referral: A referral process that does not end when a referral is made; the referring and receiving partners document whether the person connected to services and, when appropriate, what follow-up is needed.

· Umbrella Organization: Organizations that provide backroom support that allow grassroots and smaller CBOs to focus on their day-to-day work. The Umbrella Organization selected through this RFP will administer the microgrant program, provide fiscal and administrative support, strengthen referrals, support capacity building, and coordinate with the City and community partners.

Introduction & Background The Mayor's Office of Neighborhood Safety and Engagement (MONSE) announces a funding opportunity to serve as an Umbrella Organization for Toledo's CVI ecosystem. This role will provide the administrative, fiscal, and coordination functions that small CVI organizations cannot carry alone so that frontline workers can focus on outreach, mediation, and relationship-building. The contract will not exceed $250,000, including $75,000 in microgrants passed through to community partners.

Rationale Respondents should review Peace in Motion (adopted by City Council, May 2025) and the 2026 Needs Assessment & Landscape Analysis Recommendations and Challenges & Gaps sections.

CVI is a public-safety approach that complements traditional systems by using trusted relationships, focused outreach, conflict mediation, and connections to services to prevent shootings and other serious violence. Toledo has invested in CVI since 2021 through the Save Our Community (SOC) program and MONSE, alongside broader neighborhood, youth, family, behavioral health, employment, reentry, and victim-service partners.

Toledo has made meaningful progress. From the 2021 peak through 2025, the number of persons shot declined 46%, and the Junction & Englewood focus area recorded zero homicides in 2025 and through the first nine months of 2026.

At the same time, the 2026 Needs Assessment & Landscape Analysis, completed by Bowling Green State University's Center for Regional Development and MONSE identified opportunities to strengthen and expand Toledo’s community violence intervention and prevention network.

· A small number of organizations currently perform traditional, daily CVI work such as street outreach, conflict mediation, and incident response.

· Many additional organizations provide services and support that can help prevent violence or stabilize people and families impacted by violence, but they do not conduct or implement specific CVI practices.

· Frontline organizations need stronger administrative capacity, sustainable infrastructure, training, and technical assistance.

· Referral pathways need clearer expectations, follow-up, and accountability so residents are more consistently connected to services.

The ecosystem also has strengths to build on: deep trust in CVI workers, evidence-informed CVI strategies, Peace in Motion - a comprehensive plan developed alongside community and adopted by city council, a broad network of services (behavioral health, housing, employment, reentry, youth development, victim services), and coordinating infrastructure - MONSE, the Community Action Table (CAT), and the Violence Reduction Council (VRC) that did not exist before 2023.

The 2026 Landscape Analysis recommends embedding ecosystem coordination within organizations and entities with community roots and sustainable infrastructure. It also recommends building a referral system with defined response times, accountability, and closed-loop feedback. This contract puts both recommendations into practice. The Umbrella Organization will:

1. Serve, or commit to serving communities most impacted by community violence.

2. Administer 15 competitive microgrants of $5,000 each ($75,000 total) to community-led activities and pilots, in partnership with MONSE and the CAT.

3. Provide back-office capacity building to CVI efforts: grant compliance, financial reporting, data collection support, and connecting to training and capacity building.

4. Improve closed-loop referrals between CVI programs and the Services and Supports network, starting with the 15 highest-priority referral destinations.

5. Act as fiscal agent and pass-through administrator for micrograntees and, as needed, other subawards under the BJA grant.

6. Participate in ecosystem governance via the CAT, VRC, and reporting to MONSE, BJA, and City Council.

Microgrant Priorities Comment by Malcolm Cunningham: @sierra.webb.community@gmail.com Microgrants will fund priorities identified in Peace in Motion and the Landscape Analysis. They are intended to welcome a broad range of community-led proposals that can demonstrate a direct and reasonable connection to preventing violence, reducing risk, strengthening protective factors, supporting people impacted by violence, or improving neighborhood safety. Eligible priorities include, but are not limited to:

· Safe Passage & Community Safety: school routes, recreation centers, transit stops, community spaces, Lagrange Corridor, priority neighborhoods.

· Street Outreach & Violence Interruption: credible messengers, conflict mediation, de-escalation, high-risk outreach, violence interruption.

· Digital Violence Prevention: online conflict intervention, social media outreach, media literacy, digital citizenship, algorithm awareness.

· Youth Development & Mentorship: mentoring, leadership development, positive peer networks, youth engagement, pro-social activities.

· Healthy Relationships & Conflict Resolution: healthy relationships, restorative practices, mediation, communication skills, conflict resolution, social-emotional learning.

· Youth-Led & Community Activities: youth-led projects, neighborhood activations, arts, culture, recreation, community events, safe spaces.

· Healing & Wellness: support groups, grief support, trauma-informed care, healing circles, peer support, wellness activities.

· Family Healing & Strengthening: family healing practices, parent/caregiver support groups, family support groups, parent-child activities, restorative practices, trauma recovery, family communication.

· Family Support & Stabilization: family engagement, protective relationships, resource navigation, crisis stabilization, basic needs support, family strengthening.

· Victim & Survivor Support: victim services, crisis support, survivor support, family assistance, advocacy, healing services, resource connections.

· Employment & Economic Opportunity: job readiness, workforce development, career exposure, entrepreneurship, employment connections, financial empowerment.

· Reentry & Justice-Involved Supports: returning citizens, justice-involved youth and adults, mentoring, stabilization, employment support, service connections.

· Resident & Neighborhood Engagement: resident leadership, neighborhood problem-solving, community organizing, trust building, collective efficacy.

· Community Connection & Belonging: neighborhood gatherings, intergenerational activities, peer networks, relationship building, community cohesion.

· Targeted Community Outreach: high-risk locations, community events, informal gatherings, evening/weekend outreach, priority neighborhoods.

· Other Violence Prevention Approaches: evidence-informed strategies, community-informed solutions, safety, healing, stability, opportunity, protective factors.

Place or population-specific activities must align with the results of the needs assessment and comprehensive plan, including:

· Strengthening or creating activities in current focus areas: Junction, Englewood, Lagrange Corridor, and the areas surrounding Waite, Woodward, and Scott high schools.

· Addressing gaps in CVI coverage in additional focus areas, specifically the Weiler and Greenbelt multifamily housing communities.

· Addressing gaps in coverage at specific places, events, or points in time.

· Those that intend to work in any of these areas should have clear, direct involvement of relevant credible messengers in the design and implementation of the project.

· Additional geographic focus areas may be considered, but require data and community-based evidence of community need.

Work in Consultation with the City The following components will be developed and implemented by the selected Umbrella Organization in consultation with the city. The city will provide direction and approvals where appropriate to ensure alignment with the BJA award, federal requirements, City policies, and the goals of this RFP.

Scope of Work Start-Up & Work Plan

· Meet with MONSE within 10 business days of contract execution.

· Submit a detailed work plan, staffing plan, and quarter-by-quarter timeline.

· Designate a Project Manager as MONSE's single point of contact.

· Proof of performance: Work plan approved by MONSE.

Microgrant Program Design & Solicitation

· Selection design: In consultation with MONSE, draft inclusive eligibility criteria, an application (4 pages max), scoring rubric, and budget template tied to the microgrant priorities. The process should welcome entities across the violence intervention and prevention ecosystem, including those that do not currently identify as traditional CVI providers but can demonstrate mission and program alignment. Materials must use plain language, explain CVI-specific terms, and be available in print and online.

· Outreach and open call: In consultation with MONSE, develop and implement an outreach plan for three rounds of open calls. Outreach must extend beyond existing CVI organizations and intentionally reach grassroots groups, resident-led efforts, youth-serving organizations, faith communities, neighborhood groups, service providers, and organizations that do not typically compete for City funding. Use multiple outreach channels, including community partners, schools, neighborhood networks, digital communications, and in-person information sessions in priority areas. Provide at least one application assistance session per round and clearly communicate eligibility, priorities, deadlines, allowable activities, and available technical assistance. Information sessions in the Lagrange Corridor, Junction & Englewood, and East Side are required.

· Eligibility: Allow groups and grassroots organizations to apply through the Umbrella Organization's fiscal sponsorship.

· Standard: At least 25 eligible applications across all rounds, with at least 5 from entities that have not previously received City / MONSE funding.

Review Panel, Award, & Disbursement

· Review Panel: In consultation with MONSE, establish a formal Review Panel that complies with applicable federal grant requirements, city procurement and conflict-of-interest requirements, and the approved scoring process. The Review Panel will score eligible applications against the approved rubric. The final composition, roles, authority, and conflict-of-interest procedures for the Review Panel must be approved by the city before applications are reviewed.

· Advisory Committee: In consultation with MONSE, establish or utilize an advisory structure that creates meaningful opportunities for community voice, including perspectives from CVI practitioners, young people, residents, service providers, and other violence prevention partners. The Advisory Committee may inform priorities, outreach, implementation, and otherwise, but will not exercise formal award authority unless expressly authorized by the City and permitted under federal requirements.

· Recommend 15 awardees to MONSE with brief written justification. Final awards require City of Toledo approval. Maintain review records and be prepared to explain each decision to the City and to applicants.

· Execute subaward agreements that address required federal terms. Disburse funds within 15 business days of an executed agreement, using deliverable-based or fixed payments where allowable, so small entities can support start-up activity.

· Conflict of interest: the Umbrella Organization, its staff, board members, and affiliates may not receive microgrant funds. Reviewers with a conflict must recuse.

· Standard: 15 awards totaling $75,000, fully executed and disbursed.

Grantee Implementation Support & Capacity Building Funding, administrative and staffing support, and limited knowledge of evidence-based models were identified as clear gaps, along with weak service referral pathways. This task addresses both by focusing on these challenges.

· Technical assistance: Help each grantee plan and deliver its funded activity: logistics, permits, insurance, event safety planning, and problem-solving as needs arise.

· Back-office support: Offer or connect at least six Core or Growing CVI organizations (micrograntees or others identified through MONSE) with support in these areas: budgeting and bookkeeping, grant compliance, contracting, and data collection.

· Shared data standards: Help grantees use MONSE's minimum-standard data forms so activity across the ecosystem can be counted together.

· Standard: Every micrograntee receives at least two documented TA contacts; at least six CVI organizations complete a capacity assessment and an improvement plan.

Closed-Loop Referral System

· Referral directory: Work with MONSE to identify the 15 highest-priority referral destinations using CVI program data, Healing & Compassion Fund data, focus groups with CVI staff, and input from participants and families. Build and publish the Healing Hub referral directory to prioritize the most important referral targets.

· Referral agreements: Secure agreements with providers that set reasonable response-time standards and include a step confirming service delivery outcome.

· Referral outcomes: connected, pending, declined, and unable to reach.

· Standard: Referral agreements in place with at least ten providers; at least 60% of referrals made through the system have a documented outcome within 45 days.

Monitoring & Reporting

· Programmatic: Collect progress reports from micrograntees and report to MONSE monthly on activities delivered, people reached, locations, referrals, and so on. Include quotes from those served and pictures from activities as well.

· Financial: Collect expenditures from grantees and submit a quarterly financial report showing disbursements, expenditures, and remaining balances by grantee.

· BJA reporting. Provide data and narrative MONSE needs for quarterly performance measures (PMT) and semi-annual progress reports.

· Submit a final report summarizing outcomes, lessons learned, and recommendations for sustaining the microgrant and referral functions.

· Standard: All reports submitted complete and on time; any audit or monitoring findings resolved in a timely manner.

Ecosystem Participation

· Attend monthly progress meetings with MONSE and quarterly BJA grant meetings.

· Provide progress updates at the CAT and create space for member feedback.

· Encourage micrograntees to participate in CAT and present their work.

· Standard: Attendance at scheduled meetings.

Additional Requirements

· Comply with 2 CFR Part 200, 2 CFR Part 2800, DOJ Grants Financial Guide, and all BJA award special conditions.

· Professional understanding: the Umbrella Organization and grantees are not law enforcement; participant information will not be shared with law enforcement except as required by law.

· Maintain records for at least five years after final BJA closeout, and make them available to the City, DOJ, and auditors.

Deliverables Due dates are measured from the date of contract execution. Deliverable-based payments will be aligned with the completion of applicable deliverables.

Start-up & Project Management

Microgrant Program

Capacity Building

Activity plans completed (i.e., permits, safety plans, budgets).

Ensure all micrograntees are trained in CVI 101 and have CVI-specific training (i.e., through CVI Academy and/or linkages with CVI providers) Ongoing

Closed-Loop Referral System

Monitoring & Reporting

Quarterly financial report (disbursed, spent, remaining by grantee) Quarterly

Ecosystem Participation

Compensation The applicant must provide a quote for the services not to exceed $250,000 – with $75,000 of the $250,000 provided to community partners - based upon effort needed to complete the scope of work and all deliverables, including (1) a description of the type of activities to be undertaken; (2) a description of the fees to be charged for each activity; (3) the number of hours anticipated to be charged for each of the services rendered; and (4) any miscellaneous expenses, including production of documents, shall be included and estimated as applicable.

PRE-BID MEETING

There will be two pre-bid meetings held on Tuesday, November 10, 2026 at 12:30pm – 3:30pm EST and Thursday, November 12, 2026, 3:30pm – 5:30pm EST at:

Toledo Lucas County Main Library 325 Michigan Street, Toledo, Ohio 43604 Fred H McDonald Community Room, Garage Level. Attendance is strongly encouraged.

Form of Response A. Title Page

· List the RFP title

· The name of the firm

· The name, title, address, telephone number, and email address of the primary contact person.

B. Letter of Transmittal Provide a letter expressly confirming that the firm fully understands the scope of services to be provided and the commitment to perform the services in a timely and cost effective manner. Responders shall indicate an anticipated timeframe to accomplish all objectives set forth in this scope of work. The firm must also commit to assigning to this scope of work professionals who have experience providing services outlined in the RFP.

C. Required Information The proposal must provide all of the information specified in the RFP.

D. Other The proposal may contain any other pertinent information that the firm would like the City to consider.

E. Submission Proposals for this project can only be accepted via electronic submittal through the City of Toledo’s PlanetBids website. Bid submittals or other transmissions of information have not been completed until an email confirmation of the transmission has been issued by PlanetBids. Bids prices shall be to two (2) decimal places (i.e. $0.00). Only one (1) price per line item will be accepted with this bid.

In order to be awarded a contract, the City requires all of the following documents must be submitted with each bid your company submits in 2026 in PlanetBids:

· Letter of Transmittal

· Project Paperwork*

· Acknowledgement and Acceptance of Conditions and Contract Specifications

· Living Wage Contract Addendum

· Primary/Subcontractor Agreement Certificate

· DOJ Certifications fillable

· CVIP Risk Assessment

· Template Privacy Certificate

· SFLLL_1_2_P-V1.2 – Lobbying Disclosure

· Template for review- CVIP Subrecipient Agreement

*Located on the “Documents” tab in PlanetBids.

Beginning with bids advertised on or after March 13, 2026 the following documents will only need to be submitted once for your company for the duration of all contracts with the City. If any information changes, it is the company’s responsibility to notify the city and update the applicable documentation.

City Paperwork:

· Vendor Registration Form, if company is new to doing business with the city

· Business Tax Registration Form, if company is new to doing business with the city

· Child Support Affidavit, notarized

· Vendor Utility

Beginning with bids advertised on or after March 13, 2026 the following documents will only need to be submitted once for all bids your company submits in 2026. If any information changes, it is the company’s responsibility to notify the City and update the applicable paperwork.

Annual Paperwork:

· W-9

· Insurance Certificate, naming the City of Toledo as an additional insurer – requirements available on the “Documents” tab of PlanetBids

· EEO Compliance

· Debarment Certification

· Living Wage Affidavit, updated no later than February 1st

· Bureau of Workers Compensation Certificate

F. Bid Opening Meeting Bids will be open at 2 PM EST on the due date of this bid via Zoom Meeting at: https://link.edgepilot.com/s/72026a0a/vScHndadGUqgTn8jHzPYJQ?u=https://toledo-oh-gov.zoom.us/j/96570601158

Preliminary Bid results will be available within 1-2 business days on the PlanetBids website after bid opening. Bid results will be published to the PlanetBids website once awarded.

Questions regarding the project must be submitted through the PlanetBids’ Q & A tab for the project manager to respond.

Required Information I. Organization

a. Correct legal name, address, and general telephone number.

b. Brief historical sketch of the organization.

c. Number and location of offices.

d. Brief description of the organization of the firm, the number of employees, the locations at which it performs its activities and identities of the members of the board or directors (or owners of a partnership) and principal management (if not otherwise listed).

e. Enclose the portion of the employment manual committing the organization to employ and promote without consideration as to race, religion, national origin or sex.

f. Provide a statement of assurance that your organization is not currently in violation of any regulatory agency rules to a degree that it may have material impact on the firm’s operation.

g. State whether you intend to engage, either as an employee or independent contractor, in performing the services contemplated by the proposal, any employee of the City, or any person who has been an officer or employee of the City, or any entity as to which such an officer or employee (i) is a partner, if the entity is a partnership, (ii) owns or controls more than five percent of the outstanding shares, if the entity is a corporation or (iii) owns, holds or controls more than five percent of the total indebtedness of such entity. If your response is in the affirmative, identify the person or persons and list the details of the activities contemplated to be secured from them.

II. Required Forms City forms must be filled out and attached to the proposal: Project Paperwork (Acknowledgment and Acceptance of Conditions Contract Specifications; Primary and Subcontractor Certificates and Living Wage Contract Addendum); Professional Services Contract; Current Worker’s Compensation Certificate; If not previously provided, City Paperwork: Vendor Registration Form; Business Tax Registration Form; Child Support Affidavit, notarized; Vendor Utility. If this is your first bid with COT for 2026, the following will be required, Annual Paperwork: W-9; Insurance Certificate, naming the City of Toledo as an additional insurer – requirements available on the “Documents” Tab of PlanetBids; EEO Compliance; Debarment Certification; and Living Wage Affidavit.

The following items will be required prior to awarding the contract: Independent Contractor PERS forms; and additional Insurance as Required.

LOCAL PREFERENCE

The description of and procedure to apply local preference to complainant bids received by the City of Toledo can be found under Toledo Municipal Code section 187.34.

The Toledo Municipal Code can be found by searching for the City of Toledo webpage toledo.oh.gov and clicking the “Government” link, then clicking the “City Code” link.

Selection Process and Evaluation Criteria The review of each proposal will be based upon ten criteria. Zero to fifteen points will be awarded for each category per TMC 187.24. Each category will be assigned a rating factor, which will be multiplied by the points awarded. Award will be made to the proposal with the highest cumulative point total. That notwithstanding, the City reserves the right to reject any and all proposals for its convenience. The proposal should respond directly to each criterion. Those responses will be used to award points. The proposal should also provide the required information requested in the evaluation criteria.

Criterion #1 Background and related experience – Factor 15.

The proposal should include a review of the professional services background and experience of the firm and principal(s). It should include a history of the firm and principal(s) and the number of employees. It should include a listing of previous experiences similar to the requested work.

Criterion #2 Location – Factor 10 The proposal should include the location of the primary office and whether or not a local office will be available. It should also include discussion on staff accessibility for the project. This should also include the amount of work to be performed within the City of Toledo. It should also list the location of the home office inside the City of Toledo, as well as the primary office if located elsewhere. The location where the primary work will be done must be designated. If a portion of the work will be done at a location other than the primary location, designate the other location and the type of work to be done there.

Criterion #3 Familiarity with local, state, and federal standards – Factor 10 The proposal should include a description of the firm or principal’s familiarity with all City of Toledo, State of Ohio, and applicable federal standards and requirements.

Criterion #4 Current work load – Factor 5 The proposal should describe the firm or principal’s current workload. This should include a listing of all major projects inside the City of Toledo and outside its boundary. Specific listing of any subcontracting work that the firm or principals have with another company or project should also be included in this section.

Criterion #5 Performance on previous projects – Factor 10 A specific listing of previous contracts with the City of Toledo or similar offices in the State of Ohio, State of Michigan or Federal Government should also be included. In this listing should be a summary of performance for each project relevant to timeliness, performance and any savings or benefits that were provided to the contractee. List the last five (5) completed projects similar to the requested work.

Criterion #6 Understanding of the project – Factor 15 The provider shall completely describe in detail the services to be rendered to complete the project, including all alternative considerations and evaluations which may be prudent to undertake in order to effectively minimize the project budget and most satisfactorily achieve the project goal. Specific points of understanding should be listed to include the professional approach to the project with any related economic benefits which may impact efficiency and effectiveness.

Criterion #7 Schedule, staffing – Factor 10 This criterion shall have a project advancement schedule, including all tasks specifically listed for the project. Identify timeframes, review times, as well as timing for meetings with citizens and public meetings. List your key personnel who will work on this project and their qualifications and experience. Designate the person who will manage this project. Designate other personnel along with their experience and background who will also work on the project.

Criterion #8 Fee – Factor 10 The specifics of the fee shall be listed. The cost can be prepared in an hourly format to include a not-to-exceed figure.

Criterion #9 Disadvantaged Business Enterprise (DBE) Participation – Factor 0 Include a description of any joint ventures, partnerships or subcontracts with DBEs that are certified by the City of Toledo’s Office of Affirmative Action. The description should include the name of the company(s), the description of the work to be performed by the DBE and the amount and percentage of the contract that will be awarded by provider to DBEs.

Criterion #10 Other factors or attributes of your firm – Factor 10 The proposal should list any other factors or distinguishing characteristics of the firm that would provide benefit or advantage to the City.

City of Toledo — Request for Proposals [10009010] — Page 1 of 2 image1.jpeg