Bid Specifications - OVP Nieghborhood Investment IRFP- 7 7 2026.docx

INFORMAL REQUEST FOR PROPOSAL (IRFP)

Violence Prevention Community Awards Event Number: 7112 Proposals Due: 7/21/2026 Introduction The Public Safety and Justice Services Office of Violence Prevention (OVP) in Cuyahoga County seeks to strengthen a countywide approach that prioritizes prevention, partnership, and community engagement through three one-time awards of $15,000. This monetary investment seeks to aid in the expansion of strategies that reach residents most impacted by violence while building safer, healthier neighborhoods.

Vendor Qualifications For proposals to be considered responsive, vendors must meet these minimum qualifications:

1. Have at least (3) years of experience with community engagement and violence prevention.

2. Focus on targeted hotspot engagement in areas identified through data from the Cuyahoga County Sheriff’s Department and local law enforcement partners.

3. Vendors cannot, currently or at the time of contracting, be listed on any federal, state, or county debarment lists.

Scope of Services The County seeks to offer 3 mini grants of $15,000 each to support three (3) community-based organizations to implement target violence prevention strategies in neighborhoods most impacted by violence. A successful vendor will focus on community organization, youth engagement, violence interruption, and/or mentoring.

Awards will be made in each of the three categories:

1. Youth Engagement & Prevention Programming – Mentor youth through structured programming, life-skills development, and positive recreational activities designed to reduce risk factors associated with violence involvement.

2. Violence Interruption & Hotspot Outreach – Street outreach workers able to engage individuals in high-risk areas to mediate conflicts, interrupt potential violence, and connect residents to employment, behavioral health, and social services.

3. Mentoring, Court Advocacy & Prevention Education – Support justice-involved youth through mentorship, court navigation support, family engagement, and violence prevention education workshops.

Expected Deliverables Potential vendors:

1. Focus on targeted hotspot areas identified through data from the Cuyahoga County Sheriff's Department and local law enforcement partners.

2. Intentionally engage individuals at highest risk to build relationships, reduce harmful interactions with the justice system, and connect residents to positive opportunities.

3. Support young people through mentorship, legal system navigation, and connection to positive support.

4. Provide violence interruption and conflict mediation to de-escalate disputes and prevent retaliation.

5. Link residents to county services including workforce development, behavioral health services, youth programming, housing support, and other departments across Cuyahoga County

6. Provide community healing and engagement activities that address trauma and strengthen neighborhood relationships.

7. All projects must be completed by 10/31/2026 with all invoices submitted by 11/16/2026.

Vendor Proposal Criteria All responses to this RFP must answer all questions and submit the required information. Documents should be emailed in PDF format.

1. Program Understanding

a. Describe your organization’s understanding of violence prevention and community leadership.

2. Scope

a. Describe violence prevention strategies your organization will engage in.

b. Describe your target audience. Describe why that audience was selected.

c. Describe how you will engage your target audience

d. Provide details on key groups that need to be engaged for your project. If a partnership currently exists, provide information on previous projects completed together. If a partnership needs to be developed, identify engagement strategies.

3. Qualifications and Experience

a. Describe the experience and expertise of your agency in working with the target population.

· Who are some of your key partners?

· What’s your primary demographic?

4. Anticipated Work Schedule

a. Indicate your ability to complete project by 10/31/2026

b. Provide a project timeline. The timeline should include planning, development, milestones, and execution of the project.

5. Budget

a. Submit a proposed budget not to exceed $15,000. Include a budget narrative.

b. Describe your preferred pricing method (reimbursement, actual cost, per hour, per task, etc.).

c. Provide a proposed schedule of payments.

6. Customer References

a. Provide the name and phone number for at least two (2) references for similar projects your organization has completed. Cuyahoga County staff is limited to one (1) total reference. The vendor acknowledges that Cuyahoga County and participating communities may contact vendor references.

· Each reference must be complete with the name of the organization, address, phone number and person to contact.

· The reference check shall be a procedure to aid the County in determining a qualified Vendor.

RFP Contact If you have any questions during the proposal time, all inquiries must be directed to the following individual:

Destiny Smith Department of Public Safety and Justice Services

(216) 443-7466 dsmith01@cuyahogacounty.gov

CONTRACT TERMS AND CONDITIONS

Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Contractor, his agents, representatives, employees or subcontractors.

Nothing in this Agreement shall be construed to be a waiver of defenses or immunities afforded to the County under applicable law.

MINIMUM SCOPE AND LIMIT OF INSURANCE

Coverage shall be at least as broad as:

(a) Worker’s Compensation Insurance as statutorily required by the State of Ohio.

For Contractors with employees working outside of Ohio, Worker’s Compensation Insurance as required by the various state and Federal laws as applicable including Employers’ Liability coverage with limits of no less than $1,000,000 per accident for bodily injury or disease.

(b) Commercial General Liability Insurance with limits of liability not less than:

$1,000,000 each occurrence bodily injury & property damage;

$1,000,000 personal & advertising injury;

$2,000,000 general aggregate;

Such insurance shall be written on an occurrence basis on the Insurance Services Office (ISO) form CG 00 01 or its equivalent. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this specific project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.

This policy must include coverage for Sexual Abuse and Molestation in the same amount. This must be explicitly noted on the Certificate of Insurance.

Such insurance may also be used to meet the limit requirements under the umbrella insurance requirement herein but must carry the required endorsements.

(c) Umbrella/Excess Liability Insurance to provide additional insurance limits for commercial general liability and/or automobile liability, with limits of liability not less than:

$1,000,000 each occurrence $1,000,000 general aggregate $1,000,000 products/completed operations aggregate Such insurance shall be written on an occurrence basis and be provided on a true “following form” or broader coverage basis. Such insurance may also be used to meet the limit requirements of the underlying insurance, so long as the total limit provided by the contractor is equivalent to the limits required in this contract for both primary and excess/umbrella coverage.

Such insurance may also be used to meet the limit requirements under the commercial general liability policy so long the umbrella/excess liability carries the required endorsement coverages.

(d) Professional Liability Insurance/Errors & Omissions Liability Insurance appropriate to the contractor’s profession providing coverage for claims arising out of the provision of design, architectural, engineering, consultants, counselors, medical professionals, legal and/or other professional services with a limit of liability not less than:

$1,000,000 per occurrence;

$2,000,000 aggregate.

Insurance Coverage Terms and Conditions

1. Nothing in this Agreement shall be construed to be a waiver of defenses or immunities afforded to the County under applicable law.

2. All insurance policies of the Contractor required for this Contract shall:

(i) Provide that, for each insurance policy provided above, coverage shall not be canceled except with notice to the County of Cuyahoga.

(ii) Name The County of Cuyahoga, its officers, officials, employees, and volunteers as additional insureds with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations. This provision shall apply to all insurance policies evidenced by the Contractor except for Workers’ Compensation.

(iii) Be primary and non-contributory as respects the County of Cuyahoga, its officers, officials, employees, and volunteers for any claims related to the work or operations of the Contractor under this contract. Any insurance or self-insurance maintained by the County of Cuyahoga, its officers, officials, employees, or volunteers, shall be excess of the Contractor’s insurance and shall not contribute to Contractor’s insurance. This provision shall apply to all insurance policies evidenced by the Contractor except for Workers’ Compensation.

(iv) Grant the County of Cuyahoga a waiver of any right to subrogation which any insurer of said Contractor may acquire against the County of Cuyahoga by virtue of the payment of any loss under such insurance.

(v) Provide the County of Cuyahoga with a Certificates of Insurance evidencing policy coverage as well as reference to and provide evidence (via physical policy endorsement) that each of the terms and conditions identified in Sections 2. (ii) through 2. (iv) have been met by the Contractor and their respective insurer(s) by providing proof of Additional Insured, Primary and Noncontributory, and Waiver of Subrogation via policy endorsements.

3. The insurance required for this Contract shall be provided by insurance carrier(s) licensed to transact business and write insurance in the state(s) where operations are performed and shall carry a minimum A.M. Best’s rating of A-VII or above, or a state regulated captive also licensed to transact business and write insurance in the state(s) where operations are performed

4. The terms of this Contract shall be controlling and shall not be limited by any insurance policy provision.

5. These insurance provisions shall not affect or limit the liability of the Contractor stated elsewhere in this Contract or as provided by law.

6. The Contractor shall require any and all of its subcontractors to procure, maintain, and pay premiums for the insurance coverages and limits of liability outlined above with respect to products, services, work and/or operations performed in connection with this Contract. Any deviation from the above insurance requirements shall require prior approval from the County of Cuyahoga Risk Management.

7. The County reserves the right to require insurance coverages in various amounts or to modify or waive insurance requirements on a case-by-case basis whenever it is determined to be in the best interest of the County.

8. If the Bid/Proposal/RFQ specifies the need for higher limits of liability for any applicable insurance provision, the Bid/Proposal/RFQ specifications shall govern.

9. Where coverages are made on a claims-made basis the claims-made retroactive date on the policy shall be prior to the commencement of professional activity related to this Contract. Where Commercial General Liability is claims-made policy such General Liability policy shall provide coverage for claims arising out of the incidents that occur during the policy period, regardless of when claims are reported.

a) The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work.

b) Insurance must be maintained, and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.

c) If coverage is canceled or non-renewed and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of work.

10. The Contractor shall furnish a Worker’s Compensation Certificate and Certificate of Insurance evidencing the insurance coverages required herein are in full force and effect.

11. Acceptance of a non-conforming certificate of insurance by the County shall not constitute a waiver of any rights of the parties under this Contract.

12. The Certificates of Insurance evidencing the above coverage shall contain the following language or equivalent where applicable:

“Cuyahoga County and its officers, officials, employees and volunteers, are included as additional insureds on a primary and non-contributory basis with respects to each of the insurance policies referenced within this certificate of insurance except for Workers’ Compensation. A Waiver of Subrogation is granted in favor of Cuyahoga County and its officers, officials, employees and volunteers with respect to each of the insurance policies referenced within this certificate of insurance. Any applicable Umbrella or Excess Liability policy referenced within this certificate of insurance shall follow form to the underlying Commercial General Liability, Commercial Automobile Liability and Employer’s Liability policies referenced within this certificate of insurance and not contain exclusionary language restricting coverage afforded within the underlying insurance policies.”

13. Proof of Additional Insured status from Contractor’s Commercial General Liability policy must be evidenced in the form of an endorsement to said policy and be at least as broad as ISO Form CG 20 10 11 85, or through the combination of the CG 20 10, CG 20 26, CG 20 33, or CG 20 38 endorsement; and CG 20 37 endorsement if a later edition is used.

14. Cyber Liability and Professional Liability Insurance shall cover third-party claims.

15. Policies shall contain no “insured vs. insured” exclusion that would limit the insurance company from paying for damages incurred by the County due to Vendor’s negligence. If the policy contains an “insured vs. insured” exclusion, the additional insured endorsement shall contain a clause or phrase that overrides the “insured vs. insured” exclusion.

SPECIAL CONDITIONS

1. The successful provider may be required to register with the Cuyahoga County Inspector General. Information can be accessed on the Internet at www.inspectorgeneral.cuyahogacounty.us. Contact the Agency of the Inspector General at 216-698-2101 for further details.

PAYMENT

Payment by Cuyahoga County will be submitted after the receipt of properly itemized invoices are received. Invoice must show the contract number, date services provided, and services provided. Invoices are to be sent to Cuyahoga County Department of Public Safety and Justice Services, Grants/Fiscal Division, 2079 E 9th Street, Suite 5-200, Cleveland, Ohio 44115. All financial inquiries should be directed to Mary Beth Vaughn, Business Services Manager, at 216-443-5906 or email: mvaughn@cuyahogacounty.gov.

The project is grant funded. All invoices must be received by 11/15/2026.

SELECTION PROCEDURE

Review 1 – Proposal Review:

All proposals will be reviewed to determine if they are responsive. They will then be evaluated by an Evaluation team.

Review 2 – Optional Vendor Meeting:

The County reserves the right to schedule a meeting and site visit with the vendors submitting the top-rated proposals (up to five (5) vendors) to discuss and further evaluate the vendor’s proposal and qualifications.

The evaluation process is designed to award the contract to the vendor(s) with the best combination of attributes based upon the evaluation criteria, not necessarily to the vendor with the lowest cost.

Event Number: 7112 Proposals Due: 7/21/2026

Your submission can be submitted on the Infor Supplier Portal or sent to Destiny Smith via email at dsmith01@cuyahogacounty.gov