9.28.26 B23 RFP.pdf

STATE OF CONNECTICUT OEC-26-B23S SEPTEMBER 2026

Request for Proposals (RFP) For Birth to Three Single Point of Entry RFP Name: OEC-26-B23S

Issued by:

Office of Early Childhood

September 2026

The Request for Proposal is available in electronic format on the State Contracting Portal by filtering by Organization for the “Early Childhood, Office of” (https://portal.ct.gov/DAS/CTSource/BidBoard) or from the OEC’s Official Contact:

Name: Kaitlyn Czap E-mail: OEC.RFP.B23@ct.gov Address: Office of Early Childhood

450 Columbus Boulevard Hartford, CT 06103

The RFP is also available on the OEC’s website at: https://www.ctoec.org/rfps/.

Applicants may register for the optional pre-bid conference by clicking on this link.

RESPONSES MUST BE RECEIVED NO LATER THAN

Monday November 9, 2026 5:00pm ET

The Office of Early Childhood (OEC) is an Equal Opportunity/Affirmative Action Employer.

The OEC reserves the right to reject any and all submissions or cancel this procurement at any time if deemed in the best interest of the State of Connecticut (State).

STATE OF CONNECTICUT PROCUREMENT NOTICE

https://www.ctoec.org/rfps/ https://zoom.us/webinar/register/WN_PSyYXbK8Tn6yI9A8KFAGJA#/registration

STATE OF CONNECTICUT OEC-26-B23S SEPTEMBER 2026

Commissioner Letter

Dear Colleagues, The Connecticut Office of Early Childhood (OEC) is soliciting Birth to Three Providers to partner in operating programs that support infants and toddlers with delays, disabilities, or health-related needs, in accordance with IDEA Part C. This procurement seeks both Comprehensive Early Intervention Providers, which deliver all individualized services to referred children, and Deaf and Hard of Hearing (D/HOH) Support Providers, which assist comprehensive programs in serving deaf and hard of hearing children.

Birth to Three is an important part of CT’s early childhood system. Providers applying to this RFP will work closely with the OEC and partners to implement Part C of IDEA on behalf of Connecticut’s Birth to Three System following the service model outlined by the OEC and adhering to all written procedures. Selected Providers will collaborate with community partners to ensure coordinated support across Child Find, resource navigation, and transitions from Part C to Part B or other early childhood services.

Through this RFP process, our goal is to secure a network of Providers capable of delivering high-quality, timely services to families of young children with delays and disabilities throughout the state. The OEC will be hosting a pre-bid conference on October 13, 2026, to review the RFP receive questions from prospective respondents. While this conference is not mandatory, we highly encourage your attendance. Please register for the conference at: [LINK ]

Proposals are due by 5:00 PM EST on November 9, 2026.

Sincerely, Elena Trueworthy, Commissioner Connecticut Early Childhood

STATE OF CONNECTICUT September 2026 OEC-26-B23S

Table of Contents A. Introduction

B. Instructions

II. Purpose of RFP and Scope of Services

A. Office of Early Childhood Overview

B. Proposal Overview

C. Vision for Success

D. Scope Of Service Description

E. Contract Management/Data Reporting

F. Performance Measures

G. Evaluation of Proposals

III. Required Proposal Submission Outline

A. Cover Sheet

B. Table of Contents

C. Executive Summary

D. Main Proposal Submission Questions and Prompts

E. Proposal Attachments

F. Declaration of Confidential Information

G. Conflict of Interest – Disclosure Statement

H. Statement of Assurances

IV. Mandatory Provisions

A. POS Standard Contracts, Parts I AND II

B. Assurances

C. Terms and Conditions

D. Rights Reserved to the State

E. Statutory and Regulatory Compliance

Attachments

Attachment A: Acronyms/Definitions

Attachment B: Statement of Assurances Template

Attachment C: Proposal Checklist

Attachment D: D/HOH Support Program Attestation

Attachment E: IFSP Scenario

Attachment F: Cluster Map

Attachment G: Cluster Selection & Comprehensive Program Attestation

I. General Information

A. INTRODUCTION

1. RFP Name and Number. Birth to Three System: OEC-26- B23S

2. RFP Summary: The Connecticut Office of Early Childhood (OEC) is seeking proposals from private and public organizations to implement Early Intervention services on behalf of the Birth to Three System.

These services are guided by the Individuals with Disabilities Education Act (IDEA) Part C and focus on supporting families using Natural Learning Environment Practices, the Primary Service Provider approach to teaming, and Coaching as a style of interaction to build parents’ and caregivers’ capacity to support their child’s development through everyday activities.

3. RFP Purpose: The Office of Early Childhood is seeking Birth to Three Program partners to support Connecticut’s Birth to Three system.

These Birth to Three Programs provide supports and services to families with eligible infants and toddlers who have delays, disabilities, or other health-related needs, in alignment with the IDEA Part C. This procurement is seeking both Comprehensive Early Intervention Programs, that provide all individualized supports and services to all children referred to the program, and Deaf and Hard of Hearing (D/HOH) Support Programs, which will support the comprehensive programs for children with a documented hearing loss.

Each year, the Birth to Three system receives approximately 13,000 referrals and provides ongoing support to 15,000 children and their families. Our work is grounded in Early Intervention best practices, including using coaching as a style of interactions with families to enhance their child’s development through everyday activities and routines. Through this partnership, families will obtain the resources and guidance they need to support their child’s developmental progress, address health-related needs, and advocate for both their child and their family.

Programs applying through this process are expected to implement Part C of IDEA on behalf of the Birth to Three system. They must follow the service model outlined by the Office of Early Childhood and adhere to all written procedures provided here. Selected programs will collaborate with community partners to ensure coordinated support across Child Find, resource navigation, and transitions.

Through this RFP process, our goal is to secure a network of providers capable of delivering high-quality, timely services to families of young children with delays and disabilities throughout the state.

https://www.birth23.org/for-providers/procedures/

4. Commodity Codes: The services that OEC wishes to procure through this

RFP are as follows:93000000

B. INSTRUCTIONS

1. Official Contacts. OEC has designated the individual listed below as the Official Contact for this RFP. The Official Contacts are the only authorized contact for this procurement and, as such, handle all related communications on behalf of OEC. Applicants, prospective applicants, and other interested parties are advised that any communication with any other OEC employee(s) (including appointed officials) or personnel under contract to OEC about this RFP is strictly prohibited. Applicants or prospective applicants who violate this instruction may risk disqualification from further consideration.

Names:

Address:

E-Mail:

Kaitlyn Czap Office of Early Childhood 450 Columbus Boulevard Hartford, CT 06103 OEC.RFP.B23@ct.gov

Please ensure that e-mail screening software (if used) recognizes and accepts e-mails from the Official Contacts.

2. Registering with State Contracting Portal. Applicants must register with the State of CT contracting portal at:

https://portal.ct.gov/DAS/CTSource/Registration if not already registered. Applicants shall submit the following information pertaining to this application to this portal (on their supplier profile), which will be checked by the OEC contact.

• Secretary of State recognition – Click on appropriate response.

• Non-profit status, if applicable

• Notification to Bidders, Parts I-V

• Campaign Contribution Certification (OPM Ethics Form 1):

https://portal.ct.gov/OPM/Fin-PSA/Forms/Ethics-Forms

3. RFP Information. The RFP, amendments to the RFP, and other information associated with this procurement are available in electronic format from the Official Contact or from the Internet at the following locations:

• Agency’s RFP Web Page: https://www.ctoec.org/rfps/

• State Contracting Portal (go to CTsource bid board, filter by “Early Childhood, Office of”):

https://portal.ct.gov/DAS/CTSource/BidBoard https://ctgovexec.sharepoint.com/sites/OECB23RFP/Shared%20Documents/General/Single%20Point%20of%20Entry%20%20RFP/:%20https:/portal.ct.gov/DAS/CTSource/Registration https://ctgovexec.sharepoint.com/sites/OECB23RFP/Shared%20Documents/General/Single%20Point%20of%20Entry%20%20RFP/:%20https:/portal.ct.gov/DAS/CTSource/Registration https://portal.ct.gov/OPM/Fin-PSA/Forms/Ethics-Forms https://portal.ct.gov/OPM/Fin-PSA/Forms/Ethics-Forms https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.ctoec.org%2Frfps%2Fsfccn-rfp%2F&data=04%7C01%7CAnh.Ton%40ct.gov%7Cab7cd72aa7e74cf26c9a08d95c45c23e%7C118b7cfaa3dd48b9b02631ff69bb738b%7C0%7C0%7C637642276948922189%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=E%2Bb8Hh3lbZA16c9GbI1Ys8vs3BJIwl%2ByVAuIK9bmEB0%3D&reserved=0

It is strongly recommended that any applicant or prospective applicant interested in this procurement check both locations regularly for any solicitation changes. Interested applicants may receive additional e-mails from CTsource announcing addendums that are posted on the portal. This service is provided as a courtesy to help monitor activities associated with State procurements, including this RFP.

4. Procurement Schedule. See table below. Dates after the due date for proposals (“Proposals Due”) are non-binding target dates and are only estimated dates that may be subject to change (*).OEC may amend the schedule as needed. Any change to dates listed below, excluding non-binding dates, will be made by means of an amendment to this RFP and will be posted on the State Contracting Portal and OEC’s RFP Web Page.

Procurement Schedule Table

RFP Released: September 28, 2026 Optional Pre-Bid Conference: October 13, 2026 Optional Letter of Intent Due: October 12, 2026 Q&A Period: September 28, 2026 – October 16, 2026

Questions received by each Friday of the Q&A period will receive responses the following Tuesday.

OEC will collect and respond to questions on the following schedule.

Deadlines for Questions Responses by Friday, October 2, 2026 Tuesday, October 6, 2026 Friday, October 9, 2026 Tuesday, October 13, 2026 Friday, October 16, 2026 Tuesday, October 20, 2026

Proposals Due: Monday November 9, 2026, 5:00PM ET

(*) Proposer Selections: January 4, 2027

(*) Start of Contract: July 1, 2027

5. Contract Awards. The award of any contract pursuant to this RFP is dependent upon the availability of funding to OEC. OEC anticipates the following:

Total Funding Available

Up to $199,568,130.00 is available through this RFP.

Number of Contracts Multiple Awards, a minimum of two (2) providers will be selected per cluster.

Contract Term

7/1/2027 – 6/30/2032

Funding Source

Federal & State Funds

6. Eligibility. Eligible applicants for this RFP are as follows:

All RFP applicants must be legally registered with CT’s Secretary of State or exempt from such registration per State of CT legislation and provide proof of exemption from registration. Applicants claiming nonprofit status must provide proof of nonprofit status, such as a copy of their Internal Revenue Service (IRS) determination letter.

7. Minimum Qualifications of Applicants. To qualify for a contract award, an applicant must:

• Be able to provide sufficient staff at the time of award, including managerial and administrative support to implement the required operational and evaluation services and resources to meet OEC data/technology and reporting requirements defined in the Scope of Service Description, found in Section II.D.

• Be in sound fiscal health, as determined by a recent organizational budget. The applicant’s most recent statement of financial activities (profit and loss statement) and documentation of clean opinions in audited financial statements for the last three (3) years (or whatever number of years are available, for newer organizations) must be made available if requested.

• Adhere to Generally Accepted Accounting Principles.

• Be registered with System of Award Management (SAM) by the time of contract execution.

• adhere to Part II of State of Connecticut's standard contract for health and human services.

8. Letter of Intent. A Letter of Intent (LOI) is not required but encouraged by this RFP. The LOI is non-binding and does not obligate the sender to submit a proposal. The LOI must be submitted to the Official Contact by e- mail by the deadline established in the Procurement Schedule. The LOI must clearly identify the sender, including name, postal address, telephone number, and e-mail address. It is the sender’s responsibility to confirm OEC’s receipt of the LOI.

9. Inquiry Procedures. All questions regarding this RFP or the OEC’s procurement process must be directed, in writing, to the Official Contacts (Section B.1) before the deadline specified in the Procurement Schedule.

The early submission of questions is encouraged. Questions will not be https://sam.gov/SAM/ https://portal.ct.gov/opm/fin-pos/standards/pos-standard-contract-part-ii accepted or answered verbally – neither in person nor over the telephone. All questions received before the deadline(s) will be answered.

However, OEC will not answer questions when the source is unknown (e.g., nuisance or anonymous questions). Questions deemed unrelated to the RFP, or the procurement process will not be answered. At its discretion, OEC may or may not respond to questions received after the deadline. OEC may combine similar questions and give only one answer.

If any answer to any question constitutes a material change to the RFP, the question and answer will be placed at the beginning of the amendment and noted as such.

The agency will release the answers to questions on the date(s) established in the Procurement Schedule. OEC will publish all question and answer documents and, if applicable, amendments to this RFP on the State Contracting Portal and on the OEC’s RFP Web Page. At its discretion, OEC may distribute any amendments to this RFP to prospective applicants who submitted a Letter of Intent or attended the RFP Conference. Question and answer documents will be posted according to the schedule in Part I Section B.4.

10. RFP Bidder’s Conference. The virtual RFP Bidder’s Conference will be held on October 13, 2026 at 12:00pm ET. Attendance at the conference is optional but highly encouraged. OEC will publish conference materials on its website after the conference.

11. Proposal Due Date and Time. The Official Contacts are the only authorized recipients of proposals submitted in response to this RFP.

Proposals and all supporting documentation must be received by the Official Contacts on or before the due date and time: Monday November 9, 2026 5:00pm ET.

Please be aware that delays may occur when emailing submissions with large attachments and plan accordingly. If the proposal and/or any required supporting documentation are received after the due date and time, the proposal will be ineligible for review. OEC will send an official letter alerting late applicants of ineligibility.

An acceptable submission must include the following:

• One (1) conforming electronic copy of the original proposal. The proposal must be complete, properly formatted and outlined, and ready for evaluation by the Screening Committee.

The electronic copy of the proposal must be emailed to the official agency contact for this procurement. The subject line of the email must read: OEC-26-B23S. The main body should be submitted as a PDF, while the completed budget template should be submitted as a spreadsheet. Required forms and appendices may be scanned and submitted as PDFs at the end of the main proposal document.

Please consolidate the main proposal body and attachments into a single PDF file or as few files as possible. Please be sure that each file submitted with your proposal is appropriately titled with your organization name and an indicator of the content. For example, if you are submitting the main body and attachments as one file, an appropriate file title would be “ORGNAME_FullProposal.” If you are submitting the budget, an appropriate file title would be “ORGNAME_Budget.”

Please ensure the entire email submission is less than 25MB as this reflects the OEC’s server limitations. Applicants should work to ensure there are no additional IT limitations from the applicant’s side. It is the sender’s responsibility to confirm OEC’s receipt of the full application.

II. Purpose of RFP and Scope of Services

A. OFFICE OF EARLY CHILDHOOD OVERVIEW

Established in 2013, OEC is the state agency charged with fostering cross-system integration, coordination, and collaboration at the state and local levels to enhance the early learning and development, health and well-being of young children, families, and communities. OEC brings together leadership, expertise, and a wide range of early childhood and family support services formerly housed at five different state agencies. OEC aims to build an integrated early childhood system that includes high-quality services for family support and home visiting services, Early Intervention Services, early care and education programming, and regulation.

OEC provides funding standards, regulations, quality improvement support, technical assistance, and oversight to ensure that early childhood programs for young children:

• Are safe, healthy, and nurturing;

• Effectively support children’s physical, social, emotional, and cognitive development;

• Are accessible to all children, particularly those facing barriers, risks, or challenges to their healthy development and success; and

• Provide equitable access for all.

The Connecticut Birth to Three System’s mission is to support infants and toddlers with delays and disabilities to develop and grow through everyday routines in partnership with families. The Birth to Three System provides equitable access to all families and connections to resources within the community. Each year, Birth to Three evaluates over 13,000 children and serves approximately 15,000 eligible children per year. On any given day there are approximately 8,500 eligible children supported in the System.

The System is designed to ensure that all families have equal access to a coordinated program of comprehensive services and supports that foster collaborative partnerships, are family-centered, occur in natural environments, recognize current best practices in Early Intervention, and are built upon mutual respect and choice.

For more information, visit OEC’s website: https://www.ctoec.org/.

https://www.ctoec.org/

B. PROPOSAL OVERVIEW:

OEC seeks proposals from Providers interested in running Early Intervention Programs on behalf of the Connecticut Birth to Three System. OEC seeks proposals from qualified organizations with extensive experience in IDEA Part C and/or Part B and those with experience working with families of young children.

Background & Problem Statement

The Office of Early Childhood is seeking Birth to Three Providers to support Connecticut’s Birth to Three System. These Birth to Three Providers operate Birth to Three Programs on the System’s behalf. These programs provide supports and services to families with eligible infants and toddlers who have delays, disabilities, or other health-related needs, in alignment with the IDEA Part C. This procurement is seeking both Comprehensive Early Intervention Providers, that provide all individualized supports and services to all children referred to their program, and Deaf and Hard of Hearing (D/HOH) Support Providers, which will support the comprehensive programs for children with a documented hearing loss.

Each year, the Birth to Three System receives approximately 13,000 referrals and provides ongoing support to 15,000 children and their families. Our work is grounded in Early Intervention best practices, including using coaching as a style of interactions with families to enhance their child’s development through everyday activities and routines. Through this partnership, families will obtain the resources and guidance they need to support their child’s developmental progress, address health-related needs, and advocate for both their child and their family.

Providers applying through this process are expected to implement Part C of IDEA on behalf of the Birth to Three System. They must follow the service model outlined by the OEC located here, as well as adhere to all written procedures provided.

Selected programs will collaborate with community partners to ensure coordinated support across Child Find, resource navigation, and transitions.

Through this RFP process, our goal is to secure a network of Providers capable of delivering high-quality, timely services to families of young children with delays and disabilities throughout the state.

Outcome Goals

1. Support all eligible children under the age of three (3) with developmental delays or diagnoses and their families with high-quality Early Intervention Providers.

2. Support all children under the age of three (3) with a diagnosed hearing loss with high-quality specialized support and services.

3. Expand the Birth to Three Provider network to meet the needs and demands of our System so that all families have access to the same services and https://www.birth23.org/about-us/our-approach/ supports no matter where they reside in the state.

4. Strengthen the System’s capacity to provide culturally and linguistically responsive services to Connecticut’s diverse families.

5. Ensure timely response to all referrals within Part C requirements to our

System, including initial contact, evaluations, development of Individualized Family Service Plans (IFSPs), and timely service for all families.

C. VISION FOR SUCCESS

OEC envisions a Birth to Three System where every child and family receives timely, evidence-based, compassionate Early Intervention services that promote developmental growth and strengthen family competence and confidence through coaching as a style of interaction. The System aims to deliver all services with fidelity, integrity, and collaboration with families. Further, the System ensures that all evaluations, IFSPs, service delivery, and transitions meet the highest standards of IDEA Part C and OEC policies. By developing a responsive, well-trained workforce and maintaining strong data quality with a focus on continuous improvement, programs create seamless, family centered Early Intervention services across Connecticut. The Birth to Three System supports positive developmental outcomes, strong partnerships with families and community partners, full regulatory compliance, and a culture where every child’s potential is recognized and supported.

D. SCOPE OF SERVICE DESCRIPTION

Operate IDEA Part C (Birth to Three) Programs on behalf of Connecticut’s Birth to Three System, adhering to all procedures (Birth to Three Procedures) and pedagogy set forth by the Lead Agency.

1. Coordinate all referrals received including contacting the family to review referrals, discuss the evaluation process, and schedule the evaluation with an appropriate two-person team based on the areas of concern stated by the family.

2. Maintain rotation to receive referrals at least 50% of the time for all towns within designated cluster(s). If circumstances arise resulting in a Provider relinquishing a cluster, a minimum of sixty (60) days’ notice to the Lead Agency must be provided.

3. Support all children and their families regardless of their delays and/or diagnoses.

4. Support families using Activity Based Teaming practices including Natural Learning Environment Practices, Primary Service Provider Model, and Coaching as a style of interaction.

5. Maintain all charts for children on rosters in addition to appropriately storing all charts for six (6) years past the date of exit for all children served.

https://sites.ed.gov/idea/regs/c https://www.birth23.org/for-providers/procedures/

6. Respond to all appropriate record requests in a timely manner and document appropriately that these requests were addressed.

7. Accurate and timely data entry within the Birth to Three Data System.

Adhere to and maintain compliance with IDEA Part C

1. Evaluate, determine eligibility, and if eligible, complete the initial Individualized

Family Service Plans (IFSP) within 45 days of referral to the Birth to Three System.

2. Support families with creation of the IFSP focusing on the unique needs of the family including the family’s strengths and needs and what is important to them for their child.

3. Complete all first visits within 45 days of completion of the IFSP.

4. Support all families with the transition processes, maintaining all timelines set forth by IDEA Part C and the Lead Agency.

5. At a minimum of once a month, complete service coordination activities with each family.

Maintain positive experiences for all families and caregivers participating in the Birth to Three System:

1. Participate in the Connecticut Birth to Three System’s annual Family Survey.

2. Review and analyze survey results, incorporating key findings into the Birth to

Three Program’s training plan.

3. Make sure all families and caregivers understand their rights under IDEA Part C and the Connecticut Birth to Three System, including their right to mediation, filing a formal written complaint, and requesting a due process hearing.

4. Ensure families have easy access to contact information for their Birth to Three Program’s designated leadership and the Lead Agency’s Family Liaison.

5. Create a grievance policy and tracking process for receiving and addressing complaints, including clear guidance to families on what steps to take if they are dissatisfied with services.

Outreach

1. Support Child Find efforts on behalf of the Lead Agency, ensuring families are connected with Part C and, if applicable, Part B services.

2. Maintain partnerships with community organizations including Pediatric Medical

Practices, Childcare Centers, Early Head Start/Head Start Programs, Home Visiting Programs, Child Protective Services, and Public-School Systems.

Personnel

1. Ensure teams include, at minimum, a Teacher, a Speech-Language Pathologist, an Occupational Therapist, and a Physical Therapist.

2. All staff must maintain required board certifications, credentials, and licenses while actively practicing. Please see Personnel Standards Procedure for more information.

3. Create and maintain a system for tracking all staff members’ board certifications, credentials, and licenses, along with a clear action plan to follow if any https://sites.ed.gov/idea/regs/c https://www.birth23.org/wp-content/uploads/2024/04/Personnel-Standards-Procedure_PSM-Delivered_Final.pdf requirement expires or lapses.

4. Provide training for all staff that covers procedures, Early Intervention best practices, cultural responsiveness, service coordination standards, Connecticut’s mandated reporter training, and CPR/First Aid.

5. Ensure all staff complete mandated training as designated by the Lead Agency including, but not limited to, Early Intervention Certificate and Service Coordination.

6. Create and implement detailed supervision plans to ensure staff are following all procedures, evidence-based practices, and required timelines.

7. Establish and follow a plan to monitor compliance within the program, along with a clear process for addressing any areas of non-compliance.

Fiscal

1. Accurately enter all insurance information and service delivery data in the Birth to

Three Data System.

2. Sign and submit invoices as designated by the Lead Agency including submission of all additional paperwork for assistive technology (AT).

3. Ensure all insurance claims are processed accurately for private insurance and

Medicaid in partnership with Birth to Three’s third-party biller.

4. Complete fiscal audits as requested by the Lead Agency.

Deaf/Hard of Hearing Support Programs

1. Provide services for all families of D/HOH children throughout the state of

Connecticut.

2. Maintain all equipment needed to support hearing evaluations and fitting of hearing aids.

3. Accurate submission of all documentation and paperwork required for reimbursement for Assistive Technology (AT) (ear molds, hearing aids, FM Systems, etc.).

4. Support families and caregivers in understanding their child’s diagnosis and options available for aural rehab, sign language instruction, types of amplification, navigating cochlear implants and surgery recovery, and maintaining hearing aids.

5. Actively participate in teams with General Comprehensive Birth to Three Programs supporting families of D/HOH children.

6. Support Comprehensive Birth to Three Programs with training of staff to support families of D/HOH children.

7. Maintain partnerships with Audiologists within the state and EHDI Taskforce to support their understanding of the Birth to Three System and how to support their families in accessing Birth to Three services.

E. Contract Management/Data Reporting

As part of the State’s commitment to becoming more outcome-oriented, OEC seeks to actively collaborate with contractors to enhance contract management, improve results, and adjust service delivery and policy based on reacting to and improving processes.

OEC will work with the awarded applicant to set expectations for what contract management will look like. At a minimum, this will include:

1. Provide OEC reports and information as requested in writing by OEC for accountability and monitoring. These may include metrics in Section II.F, Eligibility Reports, IFSPs, visit notes, contact logs and other required documentation.

2. A minimum of at least one Program Representative attend bimonthly Interagency Coordinating Council (ICC) meetings, Provider Meetings, and all other meetings scheduled by OEC.

3. Attend service coordination training, and all other required trainings as outlined in writing by OEC. A minimum of at least one Program Representative attends all bimonthly Provider Meetings and any other meeting outlined in writing by OEC.

F. Performance Measures

The performance measures will be analyzed regularly during the lifetime of the contract following this RFP. The awarded applicant will be responsible for reporting quarterly data which may include the performance metrics indicated below.

The table below highlights desired outcomes and performance that OEC will examine during the contract period. The tables below do not represent an exhaustive list; rather, these metrics are indicators of how OEC will approach analyzing its desired outcomes. OEC looks forward to working with the awarded Contractor to collaboratively refine and define additional important performance metrics.

Performance Measures

Desired Outcomes Metrics Potential Data Source

1. Support all eligible children under the age of three (3) with developmental delays or diagnoses and their families with high-quality Early Intervention Programs.

1.1 100% compliance to all IDEA Part C including all federal and state regulations.

1.2 100% compliance with all Birth to Three Procedures as posted on the Birth to Three

Child’s Records B23 Programs’ Records B23 Data System

Website: CT B23 Procedures

1.3 100% data entry into B23 data system.

2. Support all children under the age of three (3) with a diagnosed hearing loss with high-quality specialized support and services.

2.1 100% compliance to all IDEA Part C including all federal and state regulations.

2.2 100% compliance to all Birth to Three Procedures as posted on the Birth to Three Website: CT B23 Procedures

2.3 100% accurate data entry for service deliver, AT billing.

B23 D/HOH Support Programs Records Child’s Records B23 Data System

3. Expand the Birth to Three program network to meet the needs and demands of our system so that all families have access to the same services and supports regardless of where they reside in the state.

3.1 100% access for all children regardless of their delay(s)/diagnosis and their families including support of a full team.

Child’s Records B23 Programs’ Records B23 Data System

4. Strengthen the system’s capacity to provide culturally and linguistically responsive services to Connecticut’s diverse families.

4.1 100% Compliance with all IDEA Regulations and B23 Procedures regarding culturally and linguistically responsive services.

Child’s Records B23 Programs’ Records B23 Data System

5. Ensure timely response to all 5.1 100% Child’s Records https://www.birth23.org/for-providers/procedures/ https://www.birth23.org/for-providers/procedures/ referrals within Part C requirements to our system, including initial contact, evaluations, development of IFSPs, and timely service for all families.

compliance for eligibility timeline (Complete all eligibility evaluations and IFSP 45 days from the date of referral).

5.2. 100% compliance with all B23 services (45 days from signature date)

5.4 100% compliance for transition timeline (90 days transition conference)

5.5 100% compliance with all federal regulations with regards to IDEA and FERPA.

B23 Programs’ Records B23 Data System

G. EVALUATION OF PROPOSALS

1. Evaluation Process. OEC intends to conduct a comprehensive, fair, and impartial evaluation of proposals received in response to this RFP. When evaluating proposals, negotiating with successful applicants, and awarding contracts, OEC will conform with its written procedures for POS and PSA procurements (pursuant to C.G.S. § 4-217) and the State’s Code of Ethics (pursuant to C.G.S. §§ 1-84 and 1-85). Final funding allocation decisions will be determined during contract negotiation.

2. Evaluation Committee. OEC will designate an Evaluation Committee to evaluate proposals submitted in response to this RFP. The Evaluation Committee will be composed of OEC staff or other designees as deemed appropriate. The contents of all submitted proposals, including any confidential information, will be shared with the Evaluation Committee.

Only proposals found to be responsive (that is, complying with all instructions and requirements described herein) will be reviewed, rated, and scored. Proposals that fail to comply with all instructions may be rejected after review by the Evaluation Committee Chairs. The Evaluation Committee shall evaluate all proposals that meet the Minimum Submission Requirements by score and rank these to make recommendations for awards. Attempts by any applicant (or representative of any applicant) to contact or influence any member of the Evaluation Committee may result in disqualification of the applicant.

3. Minimum Submission Requirements. To be eligible for evaluation, proposals must (1) meet the Proposal Format requirements; (2) follow the required Proposal Outline; and (3) be complete including all required attachments. Proposals that fail to follow instructions or satisfy these minimum submission requirements may be disqualified upon review by the Evaluation Committee Chairs. OEC will reject any proposal that deviates significantly from the requirements of this RFP.

4. Evaluation Criteria and Weights. Proposals meeting the Minimum

Submission Requirements will be evaluated according to the established criteria. The criteria are the objective standards the Evaluation Committee will use to evaluate the proposals' technical merits. Only the criteria listed below will be used to evaluate proposals. The weights are disclosed below.

Evaluation

Criterion Title What Would a Top Score Look Like?

COMPREHENSIVE

APPLICANTS

ONLY -

Compliance/ Operations & Services (35%)

Ideal candidates will:

A. Maintain a continuous Program compliance monitoring plan with a defined process for addressing any non-compliance, and supervision plans that ensure staff adhere toas outlined in IDEA and B23 policies and procedures.

B. Coordinate all referrals received including contacting the family to review referrals, discuss the evaluation process, and schedule the evaluation with an appropriate two-person team based on the areas of concern stated by the family.

C. Support families in developing the IFSP by focusing on their unique needs, strengths, and priorities for their child and family. This includes following the IFSP procedures outlined here: Individualized Family Service Plan Procedure; and collaborating with community https://www.birth23.org/wp-content/uploads/2024/07/Individualized-Family-Service-Plan-Procedure.pdf https://www.birth23.org/wp-content/uploads/2024/07/Individualized-Family-Service-Plan-Procedure.pdf partners and other state contracted specialized support programs.

D. Ensure all team members collaborate effectively within the mixed Birth to Three team, using clear and accessible communication. Teams will share information promptly, engage constructively with each other and with families, and contribute to coordinated problem solving to support children who are Deaf or Hard of Hearing/visually impaired and their families and caregivers.

E. Facilitate and support families through the transition from IDEA Part C to Part B, ensuring all required timelines are met in alignment with IDEA Part C and Lead Agency procedures.

D/HOH

APPLICANTS

ONLY - Support Compliance, Operation, & Service (35%)

A. Maintain all equipment needed to support hearing evaluations, creation of ear molds and fitting of hearing aids.

B. Accurately submit all documentation and paperwork required for reimbursement for AT (ear molds, hearing aids, FM Systems, etc.).

C. Support families and caregivers in understanding their child’s diagnosis including but not limited to: options available for aural rehab, sign language instruction, types of amplification, Cochlear implants and surgery recovery, and maintaining hearing aids.

D. Actively participate in teams with Comprehensive Birth to Three Programs supporting families of D/HOH children including determining initial eligibility, initial assessment, IFSPs, joint visits, and transition from Part C to Part B.

E. Support Comprehensive Birth to Three Programs with training of staff for supporting families of D/HOH children.

F. Maintain partnerships with audiologists within the state and the EHDI Taskforce to support understanding of the Birth to Three System including making appropriate referrals, what services look like, and how to support their families in accessing Birth to Three services.

ALL

APPLICANTS -

Staffing/ Training Plan (25%)

A. Have, at a minimum, complete Early Intervention teams consisting of an appropriate Teacher, Speech-Language Pathologist, Physical Therapist, and Occupational Therapist, as well as administrative staff that support the EI Program, including but not limited to a Program Director, Administrative Assistant(s), Insurance/Billing personnel, and IT support.

B. Implement an internal plan to maintain staff’s required board certifications, credentials, and licenses while actively practicing.

C. Implement an internal plan to support staff training on key Early Intervention practices, cultural responsiveness, service coordination standards, mandated reporter requirements, and basic safety skills, and ensure all staff complete Lead Agency–mandated training, including the Early Intervention Certificate and Service Coordination.

D. Support families using Activity Based Teaming practices including Natural Learning Environment Practices, the?

Primary Service Provider Model, and Coaching as a style of interaction.

ALL APPLICANTS

- Financial Profile (10%)

A. Demonstrate strong fiscal health as determined through clean opinions in the last three (3) years of audited financial statements (or whatever number of years are available, for newer organizations) or the equivalent for for-profit orgnizations; a recent organizational budget;

and the respondent’s most recent statement of financial activities (profit and loss statement.

B. Responsibly and proactively manage its financial systems, with clearly defined internal controls.

C. Have prior experience managing complex financial reporting requirements.

D. Use Generally Accepted Accounting Principles with financial systems.

ALL APPLICANTS

Outreach/Partne rships (10%)

A. Support Child Find efforts on behalf of the Lead Agency ensuring families are connected with Part C and, if applicable, Part B services.

B. Maintain partnerships with community organizations including pediatric medical practices, childcare centers, home visiting programs, child protective services, and public-school systems.

C. Create and utilize marketing materials in accordance with Birth to Three Marketing Procedure.

https://www.birth23.org/wp-content/uploads/2024/04/Marketing-and-Promotions_PSM-Delivered-Final.pdf

ALL APPLICANTS -

Dispute Resolution (10%)

A. Ensure that all families and caregivers understand their rights under IDEA Part C and the Connecticut Birth to Three System—including mediation, filing a formal written complaint, and requesting a due process hearing—and that they have easy access to contact information for your program’s designated leadership and the Lead Agency’s Family Liaison through your program’s grievance policy.

ALL APPLICANTS

- Towns (10%)

A. Designate services to a Town Cluster(s) according to the Town Cluster map in Attachment G. Maintain rotation to receive referrals at least 50% of the time in designated towns/clusters. Public School System applicants are exempt from servicing all towns within a designated cluster and should specify which town they plan to serve using the Town Cluster map in Attachment G.

*All applicants will be scored on a scale of 100% and should apply as either a Comprehensive or D/HOH program.

Note: As part of its evaluation of Organizational Structure and Staffing, the Evaluation Committee will consider the proposer’s demonstrated commitment to affirmative action, as required by the Regulations of CT State Agencies § 46A-68j-30(10).

5. Proposer Selections. Upon completing its evaluation of proposals, the Evaluation Committee will submit the rankings of all proposals to OEC Commissioner. The final selection of successful proposers is at the discretion of the OEC Commissioner. The proposers selected will be notified and awarded an opportunity to negotiate a contract with OEC.

Such negotiations may, but will not automatically, result in a contract.

Pursuant to Governor M. Jodi Rell’s Executive Order No. 3, any resulting contract will be posted on the State Contracting Portal. All unsuccessful proposers will be notified by e-mail, at OEC’s discretion, about the outcome of the evaluation and proposer selection process. OEC reserves the right to decline to award contracts for activities for which the OEC Commissioner considers there are not adequate respondents.

6. Debriefing. Within ten (10) calendar days of receiving notification from OEC, unsuccessful proposers may contact the Official Contact and request information about the evaluation and proposer selection process.

The e-mail sent date or the postmark date on the notification envelope will be considered “day one” of the ten (10) calendar days. If unsuccessful proposers still have questions after receiving this information, they may contact the Official Contacts and request a meeting with OEC to discuss the evaluation process and their proposals.

If held, the debriefing meeting will not include any comparisons of unsuccessful proposals with other proposals. OEC will schedule and hold the debriefing meeting within fifteen (15) business days of the request.

OEC will not change, alter, or modify the outcome of the evaluation or selection process as a result of any debriefing meeting.

7. Appeal Process. Pursuant to General Statutes § 4e-36 (a), any bidder or proposer on a state contract may contest the solicitation or award of a contract to a subcommittee of the State Contracting Standards Board.

Such contest shall be submitted, in writing, no later than fourteen days after such bidder or proposer knew or should have known of the facts giving rise to such contest and shall be limited to the procedural elements of the solicitation or award process, or claims of an unauthorized or unwarranted, noncompetitive selection process.

8. Contract Execution. Any contract developed and executed as a result of this RFP is subject to OEC’s contracting procedures, which may include approval by the Office of the Attorney General. Fully executed and approved contracts will be posted on State Contracting Portal.

III. Required Proposal Submission Outline A. Cover Sheet B. Table of Contents C. Executive Summary D. Main Proposal E. Proposal Attachments (clearly referenced to summary and main proposal where applicable) F. Declaration of Confidential Information G. Conflict of Interest – Disclosure Statement H. Statement of Assurance

A. Cover Sheet

The applicant must include a Cover Sheet capturing the following information:

• RFP Name or Number

• Legal Name

• Federal Employer Identification Number (FEIN)

• Street Address

• Town/City/State/Zip

• Contact Person

• Title

• Phone Number

• E-Mail Address

• Authorized Official Title

• Signature

Legal Name is defined as the name of private provider organization, CT State agency, or municipality submitting the proposal. Contact Person is defined as the individual who can provide additional information about the proposal or who has immediate responsibility for the proposal. Authorized Official is defined as the individual empowered to submit a binding offer on behalf of the applicant to provide services in accordance with the terms and provisions described in this RFP and any amendments or attachments hereto.

B. Table of Contents

Applicants must include a Table of Contents that lists sections and subsections with page numbers that follow the organization outline and sequence for this proposal.

C. Executive Summary

The page limitation for this section is one (1) page briefly describing how the applicant meets the eligibility criteria outlined in the Proposal Overview and a brief overview of why the applicant should be selected for the activities highlighted in the scope of services.

D. Main Proposal Submission Questions and Prompts

***Please note the maximum total page length for the main proposal submission is 15 pages, attachments are not included in the page count. Please describe in detail how the applicant will provide the work described in Section D. Scope of Service Description.

Applicants should respond to the prompts for the program to which they are applying (Comprehensive Program, Deaf/HOH Program Support).

Provide a clear and concise narrative which addresses the following:

Comprehensive Provider Applicants Only

Compliance/Operations & Service (35%):

1. Describe your process for handling referrals received by your program for the evaluation and scheduling the evaluation including for a child who is automatically eligible for Connecticut’s Birth to Three Services.

2. Outline the steps your team takes to ensure a timely and smooth transition for families from Part C to Part B services, and support families’ understanding of the process, including the differences between Part C and Part B services. Provide examples illustrating these steps.

3. Explain how your program collaborates with specialized support services— such as Deaf and Hard of Hearing programs or Services for the Blind— including examples of interdisciplinary teamwork that improve family outcomes and describe how you address differing viewpoints within the team regarding communication or access strategies.

4. When scheduling an IFSP meeting, describe your process for ensuring that a child’s and family’s team best supports a family’s strengths and concerns and for meeting that family’s unique needs when creating the IFSP.

5. As part of a required attachment, provide an example Initial IFSP based on the scenario provided (Attachment E) using the IFSP document located here:

Fillable IFSP

6. Explain how you ensure you remain in rotation for accepting referrals at least 50% of the time in any rolling three (3)month period and how you will manage forced rotation situations.

Staffing/Training Plan (25%):

1. Describe your internal procedures for maintaining a system for tracking all staff members’ board certifications, credentials, and licenses, along with a clear action plan to follow if any requirement expires or lapses.

2. As part of the required attachments, please include your staffing plan using the provided excel spreadsheet including disciplines/role, number of individuals serving in that role, and FTE. If new to EI, please provide us with a proposed staffing plan using the provided excel spreadsheet.

3. For the list of staff/FTE provided, explain how you ensure adequate staffing to meet evaluation, assessment, family needs, and IFSP outcomes.

4. Explain how you ensure fidelity to Evidence‑Based Practices and IDEA procedural safeguards through supervision, observation, and professional development.

5. Describe your process for developing individualized training plans, bi‑annual reviews, and meeting observation requirements for all staff and subcontractors.

https://www.birth23.org/wp-content/uploads/2024/09/3-1-IFSP-fillable-form-expanded-2024.pdf

Outreach (10%):

1. Please describe how your company supports the Lead Agency’s Child Find

System and provide examples of these efforts. As part of the required attachments, please also include any brochures or marketing materials your company uses to support Child Find activities for Birth to Three (Should be no more than three (3) pages). Please refer to Marketing Procedure for additional guidance.

2. Describe how you maintain partnerships with community organizations, including pediatric medical practices, childcare centers, home visiting programs, DCF, and the public-school systems your program frequently collaborates with, and provide examples of these partnerships.

Dispute Resolution (10%):

1. As part of the required attachment, please include your grievance policy that is provided…