26-12, Youth Mentoring Program.pdf

RFP # 26-12, Youth Mentoring Program Page 1 of 12

ST. MARY’S COUNTY HEALTH DEPARTMENT (SMCHD)

YOUTH MENTORING PROGRAM

REQUEST FOR PROPOSALS (RFP)

RFP 26-12

OVERVIEW

The St. Mary’s County Health Department is issuing this RFP 26-12 qualified youth mentoring organizations (YMOs) to support our mission of empowering youth and families through mentorship and guidance. We aim to promote positive youth development within our community by offering structured mentoring programs encouraging personal growth, academic achievement, and social skill development. This RFP seeks to identify and establish partnerships with organizations that have demonstrated success in youth mentoring.

The initial term of this agreement will commence upon execution and valid through June 30, 2026. SMCHD Reserves the right to make multiple awards under this RFP. Each award shall not exceed $8,750.

This RFP and resulting contract will allow for four (4) one (1) year optional renewals, with mutual consent, on the anniversary of the agreement in subsequent years, pending grant availability and funding.

ELIGIBILITY REQUIREMENTS

This RFP is open to youth mentoring organizations (YMOs).

Proposers shall:

• Demonstrate experience providing structured youth mentoring programs, ideally centered on at-risk youth within underserved communities.

• Utilize evidence-based or promising practices in youth mentorship, focusing on areas such as adverse childhood experiences (ACEs), homelessness, adolescent pregnancy prevention, substance abuse, academic support, and social skills development.

• Demonstrate a commitment to serving diverse populations, including racial and ethnic minorities, and implement inclusive practices that address the cultural and social needs of the youth served.

• Serve youth within the St. Mary’s County community.

• Demonstrate a history of or commitment to collaboration with other community-based organizations, schools, and social services to enhance program effectiveness and provide comprehensive support for youth.

• Comply with all local, state, and federal regulations relevant to youth mentoring; all staff and mentors must undergo state and federal background checks.

• Possess the resources, training, and staffing required to adhere to the established timelines and fulfill all requirements.

• Demonstrate strong financial management and adhere to financial best practices, ensuring full compliance with applicable state and federal regulations and guidelines.

• Provide the organization’s most recent financial statement.

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PROGRAM EMPHASIS

SMCHD aims to deliver structured, evidence-based mentoring services that address the complex needs of at-risk youth, ages 7-17, in underserved communities across St. Mary’s

County. The program emphasizes comprehensive support, fostering resilience, social connections, and the development of academic and life skills. Key areas of emphasis include fostering safe, trauma-informed relationships between youth and trained mentors, engaging families, and building strategic partnerships to enhance reach and program effectiveness.

Mentors will guide youth in developing healthy coping mechanisms, setting and achieving personal and academic goals, and avoiding risky behaviors.

Additionally, the program will incorporate targeted approaches to reduce the impact of adverse childhood experiences (ACEs), prevent substance abuse, address adolescent pregnancy, and support academic and social skill growth. Organizations are encouraged to integrate evidence-based practices, such as the Botvin Life Skills curriculum and peer mentoring, to reinforce positive youth outcomes and ensure program sustainability.

Proposals should detail methods for continuous program evaluation, including metrics for success and regular reporting on participant progress and program impact. This RFP is intended to either assist a youth mentoring program in an expansion of services, or in the creation of new programs. The RFP is not intended to supplement ongoing programming.

PROGRAM BACKGROUND

Located in St. Mary’s County, Maryland, the SMCHD is responsible for protecting and promoting the health of everyone who lives and works in the community. The department has seven divisions that offer a wide variety of services to the community, including Behavioral Health, Clinical Services, Community Engagement and Health Policy, Environmental Health, Health

Promotions and Community Services, Operations, and Emergency Preparedness and

Response.

SMCHD is committed to ensuring community members have access to public health services to help them achieve their best health and wellness. Through this RFP, the SMCHD seeks proposals to support youth and families through local mentoring organizations within St. Mary’s

County. Supporting youth and mentoring organizations is vital, as they play a crucial role in fostering personal development, resilience, and social skills among young people. These programs empower individuals and, in so doing, create a ripple effect of positive change throughout the community. By investing in mentorship, we cultivate a stronger, more connected society where youth are guided toward healthier choices and successful futures, ultimately enhancing the overall well-being of our community.

PROGRAM REQUIREMENTS

Programs should specifically serve at-risk youth aged 7-17 in underserved communities within

St. Mary’s County. Proposals should outline how the organization will identify, engage, and retain these youth.

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Programs should pair youth with trained mentors who provide consistent guidance, support, and positive reinforcement. Mentors should help youth build resilience, set and achieve personal and academic goals, and develop healthy coping strategies for life challenges.

Proposers shall demonstrate and clearly describe the evidence-based practices to be utilized.

These may include approaches such as Botvin LifeSkills, Cognitive Behavioral Therapy (CBT), trauma-informed care, or peer mentoring models that have been proven effective in improving youth outcomes.

Program shall have a focus on community engagement aiming to Foster partnerships with local schools, community organizations, and stakeholders to enhance program reach and impact.

Proposers shall Participate in community family engagement events sponsored by the SMCHD to enhance community engagement efforts with the targeted population.

Focus Areas:

• Adverse Childhood Experiences (ACEs): Programs should provide trauma-informed mentoring to help youth navigate and heal from adverse experiences.

• Adolescent Pregnancy: Mentoring programs that offer guidance on healthy relationships, reproductive health, and support for pregnant or parenting teens.

• Substance Use and Abuse: Prevention and intervention strategies to help youth avoid or recover from drug and alcohol abuse.

• Academic Support and Social Skills: Structured programs that promote academic success, school engagement, and the development of social and interpersonal skills.

DATA AND REPORTING

Each contractor will be responsible for submitting program reports by the end of each month to reflect on their activities and progress.

Provide quarterly reports detailing program activities, youth served, and progress toward measurable outcomes (e.g., improvements in academic performance, social-emotional skills, or reductions in risky behavior).

Collect and report data on protective factors and any observed secondary effects from the mentoring services, such as increased school engagement or participation in positive activities.

Participate in regular meetings with SMCHD to review program progress and make necessary adjustments to ensure alignment with the health department’s goals.

Awarded proposers shall report monthly on the performance metrics outlined in Attachment 4.

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INVOICING

Invoices for work, services, and items not on the project timeline and/or not approved by

SMCHD may result in the denial of further funding. The awardee must provide receipts and/or other documentation of expenditures. Receipts and proof of payment will be required for reimbursement.

Invoices are to be submitted monthly or quarterly as agreed upon in the service contract by the

15th of the month following the end of the invoicing period to:

smchd.bhgrants@maryland.gov

With a copy to:

Tammy M. Loewe, Behavioral Health Division Director tammym.loewe@maryland.gov

Accounts Payable Team smchd.ap@maryland.gov

AUDITING/MONITORING

The Awardee will make documents and records related to the proposed work available for audit/evaluation to entitled Federal, State, and County officials upon request.

Auditing/monitoring ensures compliance with applicable regulations, laws, and grant requirements. Sub-recipient agrees as per State of Maryland Department of Health Local Health

Department Funding Systems Manual section 2180.04 to be audited by the MDH Chief, Audit

Division or by the St. Mary’s County Health Department Fiscal Chief at least once annually.

Staff will conduct monitoring on an ongoing basis. Monitors may examine but not limited to: the review of monthly and/or quarterly reports as required to include financial reports, chart audits, organization operations, policies and procedures, internal and management controls, complaints, grant subaward-related activities and expenditures, and site visits.

SMCHD reserves the right to modify data reporting requirements as the project progresses and/or as dictated by Maryland Department of Health (MDH) guidelines.

The Awardee must comply with the guidelines outlined in the Human Service Agreements

Manual, which outlines the standards for fiscal reporting, compliance, and other requirements.

The vendor is expected to review and follow the applicable sections of the manual.

AGREEMENT

The Awardee shall enter into an Contract with SMCHD. A blank Contract is provided

(attachment 3). By submitting a response to this RFP, you are agreeing to the terms and conditions outlined in the Agreement and are agreeing to enter into the Agreement upon award.

SMCHD will not enter into any other agreement.

Attachment 3 is provided for reference, proposers do not need to complete and submit these as part of their response.

mailto:smchd.bhgrants@maryland.gov mailto:tammym.loewe@maryland.gov mailto:smchd.ap@maryland.gov

RFP # 26-12, Youth Mentoring Program Page 5 of 12

TERMINATION

Any Agreement resulting from this RFP may be terminated by either SMCHD or the Awardee by giving thirty (30) day's written notice to the other party.

If the Awardee fails to fulfill in a timely and proper manner its obligations under the Agreement, or if the Awardee shall violate any terms of the Agreement, the SMCHD, at its sole discretion, may immediately terminate the Agreement by giving written notice to the Awardee.

AWARD

The Offeror(s) with the highest overall score(s) will be selected to participate in this Contract.

REQUESTS FOR INFORMATION

If any person contemplating submitting a Proposal in response to this RFP, is in doubt to its true meaning, is seeking clarification, has any inquiries or any general questions, they must be submitted in writing to the Procurement Team @ smchd.contracts@maryland.gov. All submissions are due seven (7) calendar days prior to the date and time of the solicitation due date, unless otherwise addressed in an addendum.

In response to requests properly received, the Procurement Team will issue a written response providing determination, interpretation or approval. Every such written response shall be an

Amendment to this Solicitation and shall be posted in accordance with SMCHD Procurement

Policy.

PROPOSAL PROCESS

Proposals submitted in response to this request will be evaluated by a committee using a two-step process. During the first step the committee will review and rank all proposals based on technical qualifications.

All responding Technical Proposals will be reviewed and graded based on the below outlined categories.

Technical Proposals will be evaluated utilizing the following criteria and as identified in

Attachment 1:

Category Points Possible

Expertise and Organizational

Capacity

Program Development 20

Program Structure 25

Recruitment and Training of

Volunteers

Project Timeline 10

Submitted proposals deemed qualified will then have pricing evaluated, with a maximum of 15 points available.

mailto:smchd.contracts@maryland.gov

RFP # 26-12, Youth Mentoring Program Page 6 of 12

DEADLINE AND SUBMISSION

Proposals submitted in response to RFP # # 26-12, Youth Mentoring Program must be submitted by 3:00 PM Eastern Standard Time on April 01, 2026, application instructions are in

Attachment 1.

Submit via email one copy of the Technical Proposal and Pricing Proposal as separate files.

Cover page (Attachment 2) shall be submitted as page one of both the Technical Proposal and

Pricing Proposal. Submission shall be made with the subject line “Response to RFP #26-12” to smchd.contracts@maryland.gov.

Proposals received after the identified deadline will not be considered for review. Faxed, mailed or delivered proposals will not be accepted.

mailto:smchd.contracts@maryland.gov

Attachment 1 – Application Instructions

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ATTACHMENT 1

ST. MARY’S COUNTY HEALTH DEPARTMENT

YOUTH MENTORING PROGRAM

APPLICATION INSTRUCTIONS

Technical Proposals and pricing proposals must be submitted in accordance with RFP # 26-12, Youth Mentoring Program, DEADLINE AND SUBMISSION.

TECHNICAL PROPOSALS

Technical Proposals in response to the RFP # 26-12, Youth Mentoring Program must not exceed 15 single-spaced pages using 12-point font in Times New Roman. Please use headings that correspond to the evaluation criterion outlined below. Please provide detailed information in your narrative to address all the elements in the evaluation criteria listed below:

1. Provider Expertise and Organizational Capacity: Description of provider expertise and organizational capacity to provide services as described.

a. References: Provide sufficient information to allow SMCHD to obtain references related to at least three (3) similar projects that the Offeror has completed that illustrate the ability to perform the services outlined in this RFP. For each reference please include the following information:

i. Project Name and Location

ii. Name, physical and email address and the telephone number of the owner’s representative for the project;

iii. Scope of services provided and duration (month/year of start and month/year of completion date (if applicable) of the project;

iv. Any supplemental information relative to your projects and this RFP.

2. Program Development:

a. Design and implement a mentoring program tailored to the needs of target population.

b. Establish Clear goals and measurable outcomes.

3. Program Structure:

a. Proposals must include a detailed description of the program’s structure, including the frequency of mentoring sessions, group or one-on-one mentoring approaches, and any additional services provided (e.g., tutoring, mental health counseling, or family engagement).

b. Outline methods for ongoing assessment of program effectiveness and participant progress.

4. Recruitment and Training of Volunteers: Outline volunteer recruitment and training plan.

5. Project Timeline: Clear and concise timeline with descriptions for the implementation of project milestones.

6. Data Security Strategies: Describe strategies to be utilized and implemented.

PRICING PROPOSALS

Attachment 2, APPLICATION COVER PAGE must be included as page one of the submitted Pricing Proposal.

Line Item Budget and Budget Narrative:

a. Line Item Budget for FY2026 (April 01, 2026 - June 30, 2026) Budget should align with the proposed activities. Funding may not exceed $8,750.

b. Budget Narrative describing the funding needed to support the proposed services.

The pricing proposal must outline all applicable charges and fees associated with this work.

Attachment 2 – Application Cover Page

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ATTACHMENT 2

APPLICATION COVER PAGE

ORGANIZATION INFORMATION:

LEGAL NAME: ____________________________________________________________________________

FEDERAL ID #: ____________________________________________________________________________ (or SS # if Applicable)

ADDRESS: ____________________________________________________________________________

ADDRESS 2: ____________________________________________________________________________

City, State, Zip: ____________________________________________________________________________

Office Phone Number: ____________________________________________________________________________

Contact Person 1: Title:

Email:

Phone:

Contact Person 2: Title:

Email:

Phone:

Acknowledgment of Amendments:

The offeror acknowledges receipt of amendments to the Solicitation:

Amendment Number: Date:

I DO SOLEMNLY DECLARE AND AFFIRM THAT THE CONTENTS OF THIS APPLICATION ARE TRUE AND CORRECT

TO THE BEST OF MY KNOWLEDGE, INFORMATION, AND BELIEF.

Printed Name Title

Signature Date

Attachment 4 – Performance Metrics

RFP # 26-12, Youth Mentoring Program Page 9 of 12

CONTRACT # (TO BE DETERMINED POST AWARD)

YOUTH MENTORING PROGRAM

BETWEEN THE ST. MARY’S COUNTY HEALTH DEPARTMENT

AND

CONTRACTORS NAME

THIS AGREEMENT (Contract Number #) was made this INSERT DATE between the St. Mary’s

County Health Department (SMCHD) (hereinafter “Grantor”), grantor, and INSERT CONTRACTOR'S

NAME (hereinafter “Contractor”), contractor.

The parties agree as follows:

1. Scope of Contract.

(a) The Contractor shall provide the following goods or services.

i. The project will be titled Youth Mentoring Program

ii. BRIEF PROJECT OVERVIEW. RFP 26-12 and any amendments are hereby incorporated by reference.

iii. The Contractor will meet and confer with the Grantor to facilitate product completion.

iv. The Contractor will provide coordination and oversight services to the Grantor.

(b) Contractor agrees to comply with all applicable laws, regulations, circulars, and guidelines related to the Agreement.

(c) Changes. This Contract may be amended only with the written consent of both parties.

Amendments may not significantly change the scope of the Contract (including the Contract price).

2. Term of the Contract. This contract shall be in effect from INSERT START DATE through June

30, 2026 with FOUR (4) one (1) year renewals

3. Compensation and Method of Payment.

(a) Compensation. The total compensation for services rendered by the Contractor shall not exceed

$INSERT DOLLAR AMOUNT.

(b) Method of Payment. Grantor shall issue fixed grant funding to Contractor. The Contractor accepts the responsibility and related financial compensation ($) to perform the approved grant activities and acknowledges that the terms and conditions of the grant proposal shall be made binding on the Contractor.

(c) Invoices. The contractor agrees to submit monthly invoices by the 15th of each month and provide receipts and/or other supporting documentation of expenditures to the Grantor, Attn:

smchd.bhgrants@maryland.gov, and cc Fiscal Department, smchd.ap@maryland.gov. The invoice must include name, address, tax identification number, contract number (see above), work accomplished, and amount due.

i. Contractor shall retain all records and other documents relevant to this Agreement for no less than three (3) years from the project’s completion date (or longer as required by the terms of

RFP # 26-12, Youth Mentoring Program Page 10 of 12 the award or any pending litigation). The provider shall make the aforementioned records and its administrative offices, personnel, whether full-time, part-time, consultants, or volunteers involved in the project, available to the grantor upon request.

ii. The Grantor will submit the contractor’s invoices to the Comptroller of Maryland for processing within ten (10) days of receipt.

4. Disputes. Disputes arising under this Contract shall be governed by the State Finance and

Procurement Article, Title 15, Subtitle 2, Part III, Annotated Code of Maryland, and by COMAR

21.10 Administrative and Civil Remedies. Pending resolution of a dispute, the Contractor shall continue to perform this Contract, as directed by the Procurement Officer.

5. Insurance.

(a) Grantor does not provide any insurance for Contractor. The contractor is solely responsible for maintaining appropriate and necessary insurance during this Contract.

(b) It is further understood and agreed that the Grantor shall not provide to the Contractor or deduct from his fee any of the benefits generally provided to its regular employees, including, but not limited to, the following:

i. FICA (Social Security)

ii. Health or Life Insurance

iii. Retirement or Pension Plan

iv. Annual, Sick, Personal Leave or Holidays

v. Cost of living wage increases or merit wage increases.

vi. Workmen's Compensation

vii. Unemployment Insurance

viii. State and Federal Income Taxes

6. Indemnification. The grantor does not indemnify the Contractor for any purpose under this contract.

7. Termination for Convenience. Either party may terminate this Contract, in whole or in part, without showing cause upon thirty (30) days' written notification to the other party, specifying the extent and the effective date of the termination. Grantor will pay all reasonable costs associated with this Contract that the Contractor has incurred up to the date of termination, and all reasonable costs associated with termination of the Contract. However, the Contractor may not be reimbursed for any anticipatory profits which have not been earned up to the date of termination.

8. Termination for Default. If the Contractor does not fulfill obligations under this Contract or violates any provision of this Contract, the Grantor may terminate the Contract by giving the

Contractor written notice of termination. Termination under this paragraph does not relieve the

Contractor from liability for any damages caused to the Grantor.

9. Non-Discrimination in Employment. The Contractor shall comply with the nondiscrimination provisions of federal and Maryland law, including, but not limited to, the employment provisions of

§13-219 of the State Finance and Procurement Article, Maryland Code and Code of Maryland

Regulations 21.07.01.08, and the commercial nondiscrimination provisions of Title 19, Subtitle 1, State Finance and Procurement Article, Maryland Code.

10. Maryland Law Prevails. The laws of Maryland shall govern the interpretation and enforcement of this Contract.

RFP # 26-12, Youth Mentoring Program Page 11 of 12

11. Anti-Bribery. The Contractor certifies that, to the Contractor’s best knowledge, neither the

Contractor nor (if the Contractor is a corporation or partnership) any of its officers, directors, partners, or controlling stockholders; nor any employee of the Contractor who is directly involved in the business’s contracting activities, has been convicted of bribery, attempted bribery, or conspiracy to bribe under the laws of any state or of the United States.

12. Commercial Non-Discrimination Policy. The Contractor shall comply with the provisions of the

State Finance and Procurement Article. Title 19, Annotated Code of Maryland.

13. Entirety of Agreement. The parties hereto agree that the above writing constitutes the entire agreement between them concerning this matter and that there is no understanding, promises, or arrangements binding either party hereto that have not been written herein.

WITNESS the parties:

For: CONTRACTOR NAME For: St. Mary’s County Health Department

Signature

Signature

Name

Meenakshi G. Brewster, MD, MPH, FAAFP

Name

Title

St. Mary’s County Health Officer

Title

Date of Signing

Date of Signing

RFP # 26-12, Youth Mentoring Program Page 12 of 12

ATTACHMENT 4

Performance Metrics

Metric Description

Number of Youth Served The total number of youth enrolled in the mentoring program during the reporting period.

Demographics of Participants A breakdown of participants by age, gender, race/ethnicity, geographic location, and school or community affiliation.

Engagement Rates The percentage of youth actively participating in mentoring sessions compared to the total number enrolled.

Number of Mentoring Sessions Held The total number of formal mentoring sessions or interactions conducted during the reporting period.

Types of Activities Offered

A breakdown of mentoring activities, including one-on-one meetings, group workshops, skills-building sessions, field trips, and community service projects.

Frequency of Engagement The number of mentoring sessions or interactions per month, quarter, or year.

Life Skills Development The number of mentees reporting improvements in essential life skills, such as communication, goal-setting, or time

Success Stories Qualitative data, including testimonials, success stories, or case studies, highlighting significant achievements by mentees.

Volunteer or Community Service Participation

The number of youth or mentors participating in community service or volunteer projects as part of the program.

Budget Adherence

Overview of the program's financial management, ensuring that spending aligns with the approved budget and financial projections.