2026 Summer Enrichment Program IRFP - FINAL.pdf

REQUEST FOR PROPOSAL (RFP)

SUMMER ENRICHMENT PROGRAM FOR YOUTH IN

THE DETENTION CENTER

Cuyahoga County Court of Common Pleas, Juvenile Court Division

Project Title: 2026 Summer Enrichment Programming

Organization Name:

Organization Address:

City: State: Zip Code:

Contact Person: Tax Exempt No:

Contact E-Mail: Phone Number:

CERTIFICATION

I hereby certify to the best of my knowledge and belief that the data in this application is true and correct and that this document has been authorized by the governing body of the applicant organization.

Authorized Official’s Name and Title

Authorized Signature Date

GENERAL INFORMATION

A. Court Overview

Cuyahoga County Court of Common Pleas, Juvenile Court Division serves as the only Court of law for all juvenile delinquent and status offenders in Cuyahoga County. In addition, the Court hears all juvenile traffic offenses, abuse, neglect and dependency charges, parent/child relationship cases, private custody cases and many child support cases filed within the County. The Court also operates a Juvenile Detention Center, where youth are held pending their next court hearing for reasons of public safety or threat of non-attendance at future court proceedings. The mission of

Juvenile Court states: to administer justice, rehabilitate juveniles, support and strengthen families and promote public safety.

B. Program Overview

This Request for Proposal (RFP) seeks responses from vendors interested in providing services to the Court for the Summer Enrichment Program for residents of the Detention Center. The project may begin as early as June 15, 2026 and run through August 2, 2026. The Court seeks to have programming available throughout the week during school hours to minimize idle time. The goal of the program is to enhance social and emotional learning through hands-on, self-instructional approaches. Youth will benefit from the program by engaging in positive activities provided by vendors and increasing exposure to new social, emotional, and cultural experiences.

These experiences will aid youth in creative expressions to counter pro-criminal thinking. The program objectives include teaching the youth problem-solving skills and engaging youth in pro-social activities. Another purpose of the program is to support a curriculum in lieu of a traditional education environment during these summer weeks to enhance the detained youth’s emotional well-being. The Court seeks collaboration with those vendors that have experience with this population and are able to provide specific programming for youth that are underserved and may have emotional/behavioral issues.

C. Funding

The funding for the Summer Enrichment Program will be available on a per hour unit cost basis.

Funding for the project is contingent upon the availability of funds and the effectiveness of the program. The project may begin as early as June 15, 2026, and run through August 2, 2026.

The dates for this project may fluctuate based upon the dates the residents must be in school.

D. Issuing Office

This RFP is being issued by the Cuyahoga County Court of Comon Pleas, Juvenile Court Division.

All contract negotiations will be with the Court based upon this RFP.

All vendor communications concerning the RFP must be directed to the contact person listed below. Any oral communication will be considered unofficial and non-binding on the agency.

Vendors should only rely on written statements issued by the Court.

Name: Sharon Allen, Contract Specialist

Agency: Cuyahoga County Juvenile Court, 4th Floor, Fiscal Resources

Address: 9300 Quincy Avenue, Cleveland, Ohio 44106

Telephone: (216) 698-4785

E-Mail: Sallen@cuyahogacounty.gov mailto:Sallen@cuyahogacounty.gov

E. Proposal Submission Deadline

Proposals must be electronically submitted to Sallen@cuyahogacounty.gov no later than

Thursday, May 14, 2026, at 4:30pm

REQUIREMENTS FOR APPLICANTS

A. Target Population The target population for the Summer Enrichment Program shall be all residents of the Cuyahoga

County Detention Center between the ages of twelve (12) and twenty (20).

Potential vendors shall provide services to groups of youth according to the Detention Center group assignments. The projected range of residents that would participate in each category would be approximately ten (10) to fifteen (15) youth per session/per day. Genders shall not be mixed.

However, ages may range from twelve (12) to twenty (20) years old, based on a determination by the Detention Center staff. Groups will be monitored by the Detention Officers and all Detention

Center policies for safety shall be enforced by the Detention Officers during all groups.

B. Scope of Services

Vendors may submit proposals for one (1) or more categories as listed below. Please clearly define and separate each category that is being applied for:

Category 1: Creative and Expressive Art

Vendor(s) shall provide services to youth in the Detention Center with a Creative and

Expressive Arts curriculum. The selected vendor(s) may engage youth via group activities such as, but not excluded to music lessons, therapeutic and cultural drum circles, arts and craft activities, creative writing activities, discussion groups, spoken word groups, and/or drama activities.

Category 2: Health & Wellness

Vendor(s) shall engage the youth in activities with the intent of increasing their exposure to healthy decision-making through group discussions, hands-on lessons, nutritional education, social and emotional education lessons, physical activities, demonstrations, or workshops. The purpose of this category is to help youth learn and choose to make pro-social decisions after acquiring new skills to manage stress and environmental triggers.

Category 3: Cultural and Social Competency

Vendor(s) shall engage youth by promoting pro-social decision-making through social and cultural experiences. Such groups may include, but are not limited to the following:

workshops, group activities, group discussions, psycho-educational groups centered around pro-social decision-making processes, character-building exercises, coping skills, and to increase culture awareness and education. The purpose of this category is to increase awareness and educate youth to recognize cultural connections that promote strong values and pro-social decision-making.

mailto:Sallen@cuyahogacounty.gov

Category 4: Education and Life skills

Vendors shall engage youth by providing groups or activities focused on literacy, math skills, financial, job readiness, interpersonal skills. Such groups may include, but are not limited to the following: workshops, group activities, group discussions, psycho-educational groups. The purpose of this category is to offer comprehensive educational opportunities and practical life skills training to empower these young individuals during their time in detention and to support their successful reintegration into society upon release.

Vendor(s) must specify availability of the days of the week and indicate the range of hours anticipated to conduct the sessions.

Group sessions will last between an hour and an hour and a half. Depending on the need of the service requested, vendors may provide services from one (1) day per week up to four (4) days per week.

PROSPOSAL FORMAT

In order to permit effective comparisons of proposals submitted, the following format is requested of all applicants:

1. Cover Page – Please complete page one (1) of this RFP. The proposal must also contain an authorized signature.

2. Introduction - The introduction shall provide, at a minimum, an overview of the proposed scope of work and a description of the purpose and background of your organization.

3. Proposed Approach/Minimum Services and Deliverables - Please describe how your program envisions the operation and provision of services for the chosen category.

a. Service Provision - List specific services to be provided, the method of providing those services, rationale for services, as well as the frequency and duration of the service provision.

b. Outcome Reporting - Indicate the type of information you plan to collect on the program (aggregate records) and on the individual youth in the program. How successful and unsuccessful case outcomes shall be defined? Please also state how you plan on communicating with the Court, and what types of forms, if any, will be utilized.

4. Vendor Experience/Qualifications - Identify the qualifications that your program brings to this project. Explain what differentiates your services from others in the market. The vendor must provide a brief description including history; number of years your organization has been providing the type of services you wish to provide.

5. Vendor Capabilities - The following questions, where applicable, must be answered within the proposal:

a. Headquarters of Organization: Address, city, state, zip code, phone number, and e-mail address.

b. Vendor Legal Status: Describe legal status (i.e. corporation, partnership, non-profit, sole proprietor, etc.).

c. Contact Information: Include the name, title, address, telephone number, and e-mail address of the person in your organization who has primary responsibility for this proposal and to whom technical questions may be addressed. Also include the person who is authorized to negotiate the proposed contract.

6. Proposed Costs - Please include your proposed budget that also includes the following:

a. Total cost of proposal.

b. The per hour unit cost is based on the proposed budget. The unit rate cost should be inclusive of all services. In determining the rate, certain expenses are not allowable costs as defined: research activities, team meeting participation, orientation session participation; fund raising expenses; staff awards; profit-oriented expenses; contributions and donations; entertainment for staff; and awards or incentives.

c. Budget narrative that explains the various cost categories of the budget.

d. Only identify expenses associated with the proposed service.

e. Please describe your organization’s capacity to await payment after submitting the invoice.

f. Provide a written statement certifying that the cost of the proposal was arrived at without any conflict of interest.

7. Conflict of Interest - Each vendor shall include a statement indicating whether or not the organization or any of the individuals working on the project has a possible conflict of interest and, if so, the nature of that conflict (i.e.: Court employee having a familial or financial interest associated with the vendor). The Court reserves the right to cancel the award if any interest disclosed from any source could either give the appearance of a conflict or cause speculation as to the objectivity of the program to be developed by the vendor. The Court’s determination regarding any questions of conflict of interest shall be final.

8. Barriers to Service Delivery

Applicants should identify and describe potential challenges in implementing the proposed services. The applicant should describe how the agency anticipates addressing and/or minimizing these barriers in collaboration with the Court.

Applicants are also asked to describe their organization’s ability to operate while waiting for payment for services, as there may be delays in the County’s payment services.

In-person summer enrichment activities shall be conducted in accordance with Cuyahoga

County Juvenile Detention Center (CCJDC) guidelines as directed by the Cuyahoga County

Board of Health and the CCJDC Medical Authority. Should the Board of Health/ CCJDC

Medical Authority guidelines restrict or prohibit the provision of in-person services, the COURT shall notify all service providers within a reasonable time. If the provision of in-person services is prohibited, the VENDOR shall be responsible to provide equivalent programming within a reasonable time frame of notification of the programming status change. Prospective vendors shall submit an explanation of their plan to ensure continuity of the provision of services.

CONTRACT TERMS AND CONDITIONS

The following terms and conditions and those terms and conditions stated elsewhere in the RFP shall be applied to the contract between the Court and selected vendor(s):

A. Indemnity- The vendor hereby indemnifies, defends and holds harmless Cuyahoga County and the Court, their respective officers, officials, directors, board members, employees, and agents, from and against all claims, damages, losses, liens, causes of action, suits, judgments and expenses (including attorney’s fees and other costs of defense), of any nature, kind or description, that result from (a) the negligent acts or omissions of the vendor, including all of its officers, owners, principals, subcontractors, employees, and agents, or (b) breach or default by the vendor under any terms or provisions of this contract.

The vendor acknowledges that, as political subdivisions of the State of Ohio, the Cuyahoga

County and the Court does not indemnify any person or entity. The vendor agrees that no provision of this contract or any other contract or agreement between the vendor, the

Cuyahoga County and/or the Court may be interpreted to obligate the Cuyahoga County and the Court to indemnify or defend the vendor or any other party.

B. Insurance - The vendor shall carry any necessary or required insurance (i.e.: general liability, property damage, worker’s compensation, malpractice insurance) to insure against any and all claims which may arise out of vendor operations under the terms of this contract. Such coverage may be through insurance policies or self-insurance programs maintained by the vendor.

C. Anti-Discrimination - The Court will follow its policies of non-discrimination. The vendor hereby agrees that in all matters pertaining to the employment of labor, skilled or unskilled, in the performance of this Contract, the vendor shall at all times conduct its business in a manner that assures there shall be no discrimination exercised against any person because of race, color, national origin, religion, age, handicap, veteran status or any factor as specified in the Civil Rights Act of 1964 and subsequent amendments. It is further agreed that the vendor shall fully comply with all appropriate Federal and State laws regarding such regulations including the Americans with Disabilities Act.

D. Confidentiality - The vendor shall comply with the provisions of the Privacy Action of

1974 and Ohio Juvenile Rule 37(B). The vendor shall instruct its employees to use the same degree of care as it uses with its own data to keep confidential information concerning client data, the business of the Court, its financial affairs, its relations with its citizens and its employees as well as any other information which may be specifically classified as confidential by the Court. Client-related information is highly confidential. All Federal and State regulations and statutes related to confidentiality shall be applicable to the vendor and the vendor shall have an appropriate agreement with its employees to that effect.

E. Amendment - This contract constitutes the entire contract of the parties in the subject matter hereof and may not be changed, modified, discharged or extended except by written contract executed by the Court and the vendor. The vendor agrees that no representation or warranties shall be binding upon the Court unless expressed in writing herein or in a duly executed amendment hereof.

F. Termination - In the event that the contract is terminated by the Court, thirty (30) calendar days advance written notice shall be given to the vendor. The vendor shall provide all services and/or materials required by the contract and the specifications up to the date of termination. Under no circumstances shall the Court be responsible for any type of penalty payment upon the cancellation of the contract. The vendor, however, shall be paid for all services and/or materials provided to the date of termination.

G. Governing Law and Jurisdiction - The contract shall be subject to interpretation under the laws of the State of Ohio.

H. Criminal Record Check - The vendor shall comply with the provisions as specified in the

Ohio Revised Code 109.572 regarding criminal records checks for prospective employees and volunteers. The Court shall receive upon request verification of police checks, reference checks and confirmation of educational requirements for all employees and volunteers of the vendor assigned to this program.

I. Incurring Costs - The Court shall not be responsible for any costs incurred by the vendor prior to award of the contract.

J. Reporting Child Abuse or Neglect Cases - The vendor shall comply with the provisions as specified in the Ohio Revised Code 2151.421 regarding the report of suspected child abuse or neglect cases to the Cuyahoga County Department of Children and Family

Services.

K. Social Security Act - The vendor shall be and remain an independent contractor with respect to all services performed hereunder and agrees to and does hereby accept full and exclusive liability for payment of any and all contributions or taxes for social security, unemployment insurance, or old age retirement benefits, pensions, or annuities now or hereafter imposed under any Local, State or Federal Law which are measured by the wages, salaries, or other remuneration paid to persons employed by the vendor for work performed under the terms of this Contract and further agrees to obey all lawful rules and regulations and to meet all lawful requirements which are now or hereafter may be issued or promulgated under said respective laws by and duly authorized State or Federal officials;

and said vendor also agrees to indemnify and save harmless Cuyahoga County from such contributions or taxes or liability.

L. Commitment of the Court - The issuance of this RFP in no way constitutes any commitment by the Court to award a contract, to pay any cost incurred in preparation of the response to the request or accept other acts on the part of the respondents to procure or contract for services.

M. Independent Price Determination - A proposal will not be considered for award if the price in the proposal was not arrived at independently without collusion, consultation, communication or agreement as to any matter relating such prices with any other offer or with any competitor. Should a conflict of interest be detected at any time during the contract, the contract may be null and void and the vendor shall assume all costs of this project until such time that a new vendor is selected.

N. Disclosure of Proposal Contents - The vendor and the Court, agree that all information communicated between them before the effective date of the agreement shall be received in strict confidence, shall not be disclosed by the receiving party, its agents, or employees without prior written consent of the other party. Such material shall be kept confidential subject to State and Federal disclosure laws. Upon signing of the contract by all parties, terms of the contract become available to the public pursuant to the provisions of the statutes of the state of Ohio.

O. Rejection Of Proposals - The Court reserves the right to request necessary amendments, reject all proposals, reject any proposal that does not meet the mandatory requirements, or cancel this RFP, according to the best interest of the Court. The Court also reserves the right to waive minor irregularities in proposals providing such action is in the best interest of the Court. Where the Court may waive minor irregularities, such waiver shall in no way modify the RFP specifications and other contract requirements if the provider is awarded the contract.

P. Acceptance of Proposal Content - Should a contract stem from the RFP process, the contents of the proposal may become a part of the contract. Failure of the potential provider to agree to this provision may result in rejection of the proposal.

Q. Electronic Signatures - By entering into this contract, the vendor agrees on behalf of the contracting business entity, its officers, employees, subcontractors, subgrantees, agents or assigns, to conduct this transaction by electronic means by agreeing that all documents requiring county signatures may be executed by electronic means and that the electronic signatures affixed by Cuyahoga County to said documents shall have the same legal effect as if the signature was manually affixed to a paper version of the document. The vendor also agrees on behalf of the aforementioned entities and persons to be bound by the provisions of chapters 304 and 1306 of the Ohio Revised Code as they pertain to electronic transactions, and to comply with the electronic signature policy of Cuyahoga County.