COMMUNITY-BASED_VIOLENCE_INTERVENTION_PROGRAMS_HIGH_RISK_INTERVENTION_GRANT.pdf

REQUEST FOR PROPOSALS

2025-RFP-012

COMMUNITY-BASED VIOLENCE INTERVENTION PROGRAMS

HIGH RISK INTERVENTION GRANT

City of Newark

47-63 Green Street, 1st Level

Newark, NJ 07102

RELEASE DATE: September 24, 2025

DEADLINE FOR QUESTIONS: October 8, 2025

RESPONSE DEADLINE: October 15, 2025, 10:15 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/newarknj https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Newark

REQUEST FOR PROPOSALS

COMMUNITY-BASED VIOLENCE INTERVENTION PROGRAMS HIGH RISK

INTERVENTION GRANT

I. Legal Notice II. Introduction

III. Instruction to Proposers IV. RFP Standard Information V. Proposer Qualifications

VI. Project Details VII. Evaluation Criteria

VIII. Vendor Submissions

Attachments:

A - City of Newark - HRI RFP 2025-2026

B - Letter_of_Qualification_and_Letter_of_Intent_ (19)

C - Vendor Submission Forms (2025)

D - W-9 (March2024)

Request for Proposals #2025-RFP-012 Title: COMMUNITY-BASED VIOLENCE INTERVENTION PROGRAMS HIGH RISK INTERVENTION GRANT

1. Legal Notice

2. Introduction

2.1. Summary

The Department of Administration, Office of Violence Prevention and Trauma Recovery, is now accepting proposals from Newark organizations to serve as providers of community-based violence intervention programs in High Risk Intervention and Domestic Violence. The Request for Proposal (RFP) process will commence on September 24, 2025 and end on October 15, 2025. Proposals must be completed and submitted electronically via the City of Newark’s Procurement Portal at https://procurement.opengov.com/portal/newarknj by 10:15 a.m. on Wednesday, October 15, 2025.

Processing of Proposals

The Department of Administration, Office of Violence Prevention and Trauma Recovery (OVP), is the intake office for all proposal submissions. OVP determines whether or not a proposal is eligible for funding and meets program objectives. OVP convenes a review committee to evaluate eligible proposals in terms of program priorities, quality, and cost effectiveness. Under the supervision of the Business

Administrator, the highest rated proposals will be considered and funded under the 2025-2026 program years to implement community-based violence intervention programs.

Paper and mailed applications will not be accepted; please do not mail or drop them off at any City

Office or with any City Employee. Proposals received after the deadline will not be considered.

All communications concerning this RFP or the RFP process shall be directed via e-mail to the Office of

Violence Prevention and Trauma Recovery with the following subject line: “Newark Community Based

Violence Intervention Programs (High Risk Intervention) 2025-2026 RFP Question,” and using the following email address: Info.OVPTR@ci.newark.nj.us.

Specifications and other proposal information may be obtained on the City’s electronic procurement portal: https://procurement.opengov.com/portal/newarknj. In addition, more information about setting up a profile in Newark’s Procurement Portal can be found here:

https://help.procurement.opengov.com/en/articles/2482165-vendor-registration.

Grantee Options

The City of Newark at its sole and absolute discretion may reject any and all proposals in part or entirety; re-advertise this RFP; postpone or cancel at any time this RFP process; or waive any irregularities in this RFP or in the proposals received as a result of this RFP. The submission of an application will be considered by the City of Newark as constituting a firm offer by the Proposer to perform the required services at the stated fees. No modifications to a proposal will be permitted after the proposal has been submitted to the City of Newark. All expenses associated with the preparation and submission of proposals shall be borne by the Proposer. All awards are subject to Municipal Council

Approval.

Eligibility https://procurement.opengov.com/portal/newarknj mailto:Info.OVPTR@ci.newark.nj.us https://help.procurement.opengov.com/en/articles/2482165-vendor-registration

Eligible applicants may be for-profit or non-profit organizations, neighborhood organizations, cultural organizations, places of worship/faith organizations, and any other community-centered applicants or individuals. Government agencies are not eligible to apply.

Requirements for Providers*

1. The Provider must be a not-for-profit organization, a for-profit business entity, a sole proprietor, or other community centered applicant or individual that:

a. If for-profit or not-for-profit, has been in operation for at least one year, does not apply to sole proprietorship.

b. If not-for-profit, currently designated as a 501(c)(3) organization by the IRS.

c. If not-for-profit, currently designated as a tax-exempt organization by the State of New Jersey.

d. Has obtained and maintained in good standing all licenses and registrations necessary to operate as a tax-exempt organization or business entity in the State of New Jersey.

e. If for-profit, must be registered as a Corporation, LLC, or Sole Proprietorship.

2. Must demonstrate that it has the necessary infrastructure in place to achieve the program’s goals.

3. Must have both programmatic and fiscal oversight staff in place, either as employed staff members or contracted services.

*All requirements must be demonstrated in the proposal. Proposals submitted without this information will be deemed non-responsive.

*If an agency wishes to apply, but does not meet the above requirements, the City of Newark will accept proposals submitted using a fiscal sponsorship arrangement under an “umbrella” agreement or

Memorandum of Understanding. A fiscal sponsor is an organization, traditionally a not-for-profit, that provides fiduciary oversight, financial management, and other administrative services to help build the capacity of a smaller less established organization. The fiscal sponsor’s role can include, but is not limited to, administrative functions, including receiving and administering grant funding on behalf of the sponsored organization. A fiscal sponsor may charge an administrative fee, which would be an allowable expense under the grant.

Level of Effort & Funding

All services requested in the RFP are on an “as needed” basis and the dollar values referred to in no way constitute a guarantee of the level in this effort that may be requested of the selected proposer or guarantee a certain dollar amount to the proposer. Those selected to be awardees must invoice the City of Newark for each individual service for which a contract is awarded, on a monthly basis, on or before the 15th day of each month following the month in which services are delivered. Reimbursement shall be on the basis of unit cost, fee for service, or line item budget for all services and shall include monthly reports of service utilization data. If an awardee is not spending at a rate, based on average monthly reimbursements, that indicates it will expend its full allocation within the contract period, the City of

Newark reserves the right to reduce the dollar amount awarded to the awardee

NOTE: The City of Newark reserves the right to increase or decrease funding based on an Awardee’s rate of spending or lack thereof as delineated in their contract.

Funding Priorities

Community Violence Intervention

Community Violence Intervention is an evidence-based approach that uses strategies to reduce violence by providing direct support to those at the greatest risk of perpetrating violence and those who are already connected to violence.

Providers can apply for the sub-category listed below.

High Risk Intervention Programs to address violence – Providers will develop High-Risk Intervention

Programs that involve various strategies and services. These include:

• Hiring, training, and deploying Outreach Workers, Violence Interrupters, and Mediators.

• Providing peacemaking & peacekeeping, violence interruption, and community engagement services.

• Employing community members as Credible Messengers to serve as case managers;

• Organizing events aimed at fostering community.

• Working with service providers to provide resources and referrals.

• Contracting with legal service providers to provide legal services to individuals with prior contact with the criminal justice system.

• Hiring bilingual staff who can communicate with diverse populations and provide outreach, education, crisis intervention, and mediation services to prevent and reduce violence.

• Training and deploying Outreach Workers, Violence Interrupters, and Mediators who can intervene in conflicts, promote peace, and engage with the community.

• Employing Credible Messengers as case managers who can support individuals with their needs and goals.

• Organizing events that foster community cohesion and resilience.

• Implement 24-hour hotlines that offer immediate assistance, hospital liaisons, and referrals to all parties affected by the violence.

• Deploy HRI Response Teams that work with service providers to offer resources and referrals for survivors.

• Contract legal service providers to provide legal liaisons who can assist individuals with their legal rights, restraining orders, court accompaniment, and criminal justice system navigation.

The goals of the above programming are to:

• Reduce crime and violence in the City of Newark;

• Create trust, healing, and community based public safety for those impacted by violence;

• Fund impactful youth and adult development programs that prioritize community-centered interventions;

• Bolster delivery of services by building connections between Providers and the community; and

• Improve the quality of services offered to individuals who have or are at risk of experiencing violence.

Applicants with experience in working in the above categories are encouraged to consider the funding priorities identified above and submit proposals that support the City in achieving its desired goals and objectives. Proposals submitted outside of the specified priority funding areas will not be considered.

Technical Assistance

The City of Newark will host a technical assistance workshop for organizations that intend to solicit financial support under one of the two categories. The workshop will introduce the City’s funding priorities and provide clarification on all phases of the pre-award and post-award processes, as well as eligible activities, proposal preparation, the contracting process, program outcomes and expectations, and compliance with City and federal standards. The schedule for the workshop series is provided in

Appendix 3. If you have specific questions, regarding the eligibility of proposed activities and/or their compliance with national objectives or technical questions regarding specific activities proposed for grant funding, please contact the Office of Violence Prevention and Trauma Recovery at (973)733-5655.

Limited assistance is also available by appointment only by contacting the office listed above.

Process of Making Awards

Proposals will be reviewed, rated and ranked by a Selection Committee comprised of staff from the

Department of Business Administration, community representatives, Rutgers subject matter experts, and Municipal Council members and/or staff. On the basis of their rating and ranking, the Selection

Committee will make recommendations on which applicants to fund and at what level. The recommendations will be reviewed by the Business Administrator and the Mayor’s Office, and then presented to City Council for approval. The review, approval, and program delivery steps are as follows:

A. Review of applications by Selection Committee.

B. Recommendations prepared for City Council by Selection Committee.

C. Award Letters sent out requesting updated information from awardees.

D. Preparation of contracts for awardees.

E. Approval of funded contracts by City Council.

F. Completion of deliverables by awardees – must be during the 2025-2026 calendar years, and will be based on individual start and end dates in your Proposal Narrative (Part 3, Section 2(c) of the application form). All activities must be completed no later than October 26, 2025.

Evaluation Considerations

The process for reviewing proposals is designed to increase efficiency and standardize the evaluation of proposals. The Administration intends to ensure transparency and the delivery of unbiased recommendations to the Municipal Council for approval of awards to the selected public, private, and non-profit partners. New applicants and those organizations that have previously been funded are encouraged to apply.

Before submitting a proposal, organizations should consider the following:

• Whether the proposed activities or services will assist with Newark’s violence reduction initiative to provide community-based violence intervention programs;

• Applicant’s capacity to complete the requested forms and submit the required documentation by the October 15, 2025 deadline;

• Capacity to deliver proposed projects, activities, or services and meet expected program outcomes and deliverables;

• Ability to comply with municipal, state, and federal standards related to the receipt of grant funding; and

• Current standing with the City of Newark, including performance on grants from previous program years, and status of accounts with the Departments of Water and Sewer Utility, Division of Revenue Collection, and Special Taxes.

Evaluation Criteria

Before applications are considered, they must be complete and submitted via the City of Newark’s

Procurement Portal at https://procurement.opengov.com/portal/newarknj by the October 15, 2025 deadline. A complete application includes ALL requested forms and documentation.

All complete and timely applications that are determined eligible for funding will be evaluated using the following criteria:

Threshold Criteria

Applicants and applications must meet the following minimum requirements in order to receive funding.

• Good Standing with City: These requirements are described above. Good standing will be verified prior to execution of the funding contract.

• Good Standing with State and Federal Governments. If the applicant is a corporation or partnership, it must in good standing with the State of New Jersey regarding corporate registration requirements, employee tax withholding and other legal requirements. If the applicant is organized as a tax-exempt nonprofit, its federal tax exemption must be approved and in good standing. An applicant may not be debarred by any federal agency.

• Ability to Reduce Crime and Violence in the City of Newark: Proposed activities should implement strategies aimed at reducing crime and violence in Newark in collaboration with federal, state, and county officials, as well as community stakeholders, including universities, business leaders, and philanthropic organizations.

• RFP requirements. An application must be complete and must conform to all requirements of this RFP in order to be considered. Applications must be complete and submitted via the City of

Newark’s Procurement Portal at https://procurement.opengov.com/portal/newarknj.

Scoring Criteria for Applications:

Applications will be ranked and rated based on the following criteria and maximum possible scoring points per criteria, with 100 points possible.

• Ability to Reduce Crime and Violence in the City of Newark. Points will be given to activities that implement strategies aimed at reducing crime and violence in Newark in collaboration with federal, state, and county officials, as well as community stakeholders, including universities, business leaders, and philanthropic organizations. (0-4 points)

• Efforts to secure other funding. Points will be awarded based on the applicant’s documented efforts to secure other funding for the activity. (0-4 points)

• Collaboration. Points will be given for a demonstration of collaboration in service delivery through documented evidence, including thorough description of verifiable organizational partnerships and/or contractual agreements in the proposal. Maximum points will be awarded for three or more such collaborations. (0-4 points)

• Application professionalism. Points will be awarded based on layout and completeness of responses. Applications that have not been signed will not be considered. (0-4 points)

• Activity need. The activity will be evaluated in terms of the documentation and justification of the need for the activity. Activities with excellent documentation and justification will be awarded the maximum points. (0-8 points)

• Cost reasonableness and effectiveness. The activity will be evaluated in terms of: 1) its impact on the identified need, and 2) its implementation costs and funding request relative to its financial and human resources. Evaluation will include the cost incurred per person per unit, project budget, and the justification for a particular level of funding. (0-8 points)

• Activity implementation. Points will be awarded to applicants based on documentation and information provided, showing that the resources, such as funding, staffing, established partnerships, etc., needed to implement the proposed activity are available and ready.

Maximum points will be given to activities that are ready to move forward quickly. These criteria take into consideration factors that may accelerate or slow down the ability to implement the activity in a timely manner. (0-8 points)

• Activity implementation – outcomes. Points will be awarded to applicants based on documentation and information provided that demonstrates what the project will accomplish and how the effectiveness, success, and implementation of the project will be measured. (0-8 points)

• Experience. The experience of the applicant, including the length of time in business, qualifications and tenure of project staff, and experience in undertaking projects of similar complexity as the one for which funds are being requested, will be evaluated. (0-8 points)

• Past performance – activity evaluation. The applicant will be evaluated in terms of its past performance in relation to any local, state, or Federal funding program. The past performance will refer to attainment of objectives in a timely manner, expenditure of funds at a reasonable rate, and compliance with the contract, including but not limited to submission of reports and adherence to the Scope of Services. For those applicants that have not received funding from the City of Newark in the past, allocation of points up to the maximum may be awarded, dependent upon thorough documentation of similar past performances. (0-8 points)

• Past performance – organizational evaluation. The applicant will be evaluated in terms of its past performance and business relationship with the City of Newark, including documented reports, recommendations, and input from City of Newark agencies and local non-profits or other organizations that have a prior history of oversight, monitoring, and/or working directly with the applicant. (0-8 points)

• Activity management. Points will be awarded to applicants based on documentation and information provided, showing that the resources needed to manage the proposed activity are available and ready, and that the commitment for operation and maintenance, where applicable, has been certified. In addition, for applicants that have received OVP program funds in the past, their record of maintenance for the funded activity will be evaluated. (0-14 points)

• Matching contributions. Points will be awarded based on the ratio of the amount of eligible matching funds to the amount of program funds requested:

1.1 or more (12-14 points)

0.76-1.0 (9-11 points)

0.51-.75 (6-8 points)

0.25-.50 (3-5 points) less than .25 (0-2 points)

General Application Guidelines

Applicants must adhere to the following general guidelines for submitting the application for funding.

The application must be submitted with the required content via the City of Newark’s Procurement

Portal at https://procurement.opengov.com/portal/newarknj.

A. Complete and submit the entire application package electronically via the City of Newark’s

Procurement Portal at https://procurement.opengov.com/portal/newarknj. Documents submitted in any other format will not be transferred to the review committee or evaluated.

B. Proposals must address the items specified in the Proposal Narrative section. Proposals that have incomplete responses to questions will lose points in the evaluation process in accordance with the corresponding Evaluation Criteria.

C. Submit only the documents specified in the Required Documentation sections. Do not submit annual proposals, video tapes, flyers, paraphernalia, or any other materials not requested at this time. Additional materials will not contribute to the evaluation process and will be discarded.

D. Submit ALL DOCUMENTATION requested. Before applications are considered, they must be complete. A complete application includes ALL requested forms and documentation.

Applications that are missing any required documentation will not be transferred to the review committee or evaluated.

E. Submit one (1) complete proposal for each funding request. Organizations applying for funding in more than one priority area (described on pages 4-5) should submit a separate application for each project. Copies of all requested forms and documentation should be included in each application.

F. Complete and submit proposals electronically via the City of Newark’s Procurement Portal at https://procurement.opengov.com/portal/newarknj. Proposals will only be accepted if submitted via the Procurement Portal at https://procurement.opengov.com/portal/newarknj by 10:15 a.m. on Wednesday, October 15, 2025.

Do not deliver proposals to any other office or staff person of the City of Newark, including the

Departments of Administration, Child and Family Well-Being, Neighborhood and Recreational Services, and Public Safety; the Offices of the Mayor and Agencies, City Clerk, and Business Administrator/OVP;

and/or the Municipal Council. Proposals submitted after the deadline and/or submitted via any format other than the Procurement Portal at https://procurement.opengov.com/portal/newarknj will not be accepted or reviewed.

https://procurement.opengov.com/portal/newarknj https://procurement.opengov.com/portal/newarknj https://procurement.opengov.com/portal/newarknj https://procurement.opengov.com/portal/newarknj https://procurement.opengov.com/portal/newarknj

The Administration reserves the right to request additional information or documentation not specified in this Request for Proposals at any stage during the process. Applicants will be expected to respond and comply with any additional requests in the time set by the Administration.

Application Content, Format, and Order

This Application is divided into three (3) parts: (1) Application Cover Sheet; (2) Application Form; and

(3) Proposal Narrative(s). A complete application must include the items listed below as indicated.

Applications must be completed and submitted electronically via the City of Newark’s Procurement

Portal at https://procurement.opengov.com/portal/newarknj:

Part 1: Application Cover Sheet (all applicants)

Part 2: Application Form (all applicants as specified)

• Section One

• Part A. Applicant/Organization Profile

• Section Two – Financial Information

• Section Three – Scope of Services

• Part A. Organization Information

• Part B. Location and Target Information

• Part C. Accomplishments (Quantifiable)

• Part D. Project Narrative/Description

• Part E. Project Budget

• Attachment 1 – Budget/Cost Categories and Elements of Cost

• Attachment 2 – Costs Summary

• Attachment 3 – Schedule A. Personnel Costs

• Attachment 4 – Schedule B. Consultant Services Costs

• Attachment 5 – Schedule C. Other Cost Categories

Part 3: Proposal Narrative

• Section One – Organization Summary

Part A. Agency Background

Part B. Current Programs and Activities

Part C. Statement of Achievements

Part D. Organizational Staffing Qualifications

• Section Two – Project Summary

Part A. Need Addressed by the Proposed Project

Part B. Project Goals

Part C. Project Implementation Strategies

Part D. Specific Collaboration Strategies

Part E. Project Outcomes

Part F. Methods of Evaluating Project Effectiveness

Part G. Overcoming Barriers to Service Delivery

Part H. Project Staff Qualifications

• Appendix 2 - Required City of Newark Forms

* These documents MUST BE NOTARIZED AND/OR INCLUDE THE CORPORATION SEAL

• Declaration*

• Counterterrorism Compliance Form*

• Disclosure Statement for Non-profit Sub-recipients (Non-profits only)*

• Name of Person Authorized to Sign Contract and Other Official Documents*

• Non-Collusion Affidavit*

• Stockholder Disclosure Certification (For-profit organizations only)*

• Hold Harmless Agreement*

• Certificate of Compliance with NJ Charitable Registration Act (Non-profits only)*

• Certification of Compliance with Executive Order on Pay to Play Reform (For profit organizations only)*

• Newark Political Contribution Disclosure Form (For profit organizations only)*

• Exhibit A - Affirmative Action Compliance*

• Statement of Ownership Disclosure*

• Disclosure of Investment Activities in Iran and Russia*

• Prohibited Activities in Russia and Belarus and Investment Activities in Iran*

• Criminal Conviction Questionnaire Certification*

• American with Disabilities Act Form*

• State Required Record Retention Agreement*

• Required Documents for All Proposals o Letters of Recommendations:

• Recommendations Summary Sheet (See Attachment 6, page 13)

• Three (3) Letters of Recommendation o Organization Documents:

• Articles of Incorporation/By-Laws: Documents must include names of board members, officers, and date agency was incorporated. NOTE: On a separate sheet of paper attached to the end of the incorporation documents, the agency must provide a list of the names, phone numbers, and addresses of all individuals who are authorized to sign official papers and documents on behalf of the organization.

• Audit Report and IRS Form 990: Applicants are required to submit a 2024 Financial Audit or

2024 IRS Form 990 (if applicable). NOTE: The 2024 Audit may not have an end date prior to

December 31, 2024. If the 2024 Financial Audit is unavailable, please submit most current

Financial Audit along with an official letter stating when the 2021 Financial Audit will be complete.

• Certified Financial Statement: Applicants are required to submit a Certified Financial Statement for 2024. NOTE: The 2024 Financial statement may not have an end date prior to December 31, 2024. (Not necessary if 2024 Financial Audit is submitted.)

• Proof of IRS Status Determination: Legal documentation listing the IRS status of the firm or agency.

• State of New Jersey Business Registration Certificate (For-profit organizations only)

• Form NJ-Reg-A (Business Registration Certificate for individuals not operating as a business/For profit only)

• Certificate of Employee Information Report (can be submitted post award) o Certificate of Insurance (can be submitted post award) o Broad Endorsement Form (can be submitted post award)

Special Provisions for All Awarded Proposals

A. Letter/Certificate from NJ Attorney General Confirming Charitable Registration

If a non-profit organization is selected as a sub-recipient, the non-profit organization is required to provide a copy of the Letter/Certificate issued by the State of New Jersey Attorney General confirming charitable registration.

B. Certificate of Insurance (Required Coverage and Endorsement)

If the organization is selected as a sub-recipient, the organization becomes a vendor and must provide a certificate of insurance from an insurer with a Best’s rating of no less than A- indicating compliance with the required coverage to the City of Newark. The VENDOR must notify the CITY immediately, of any material change in insurance coverage, such as changes in limits, coverage, change in status of policy, etc. As part of the certificate of insurance submission a broad endorsement form/additional insured endorsement form that lists the City of Newark as additional ensured must also be included. The CITY reserves the right to require complete copies of insurance policies at all times.

A. General Requirements: The VENDOR shall maintain for the duration of the contracts, at its cost and expense, insurance against claims for injuries to persons or damages to property, including contractual liability, which may arise from or in connection with the performance of the work by the VENDOR, it agents, employees, representatives, assigns or subcontractors. This insurance shall cover such claims as may be caused by any negligent act or omission and shall be in the amounts of $1,000,000 per occurrence and $2,000,000 aggregate.

B. Primary Insurance: The VENDOR’S insurance coverage shall be primary insurance as respect to the CITY, its officers, officials, employees, agents, and representatives shall apply separately to each project or location. Any insurance or self-insurance maintained by the CITY, its officers, officials, employees or volunteers shall be excess of the VENDOR’S insurance and shall not contribute with it.

C. Workers Compensation Insurance: The VENDOR shall maintain for the duration of the contract, at its cost and expense, Workers Compensation Insurance in the statutory amounts pursuant to

N.J.S.A. 34 et seq.

E. Additional Insured Status: The CITY must be listed as additional insured for liability arising out of activities performed by or on behalf of the VENDOR. As part of the certificate of insurance submission a broad endorsement form/additional insured endorsement form that lists the

City of Newark as additional ensured must also be included.

F. Special Conditions: The insurer must indicate on the Certificate of Insurance that it agrees to defend, indemnify, and hold harmless the City of Newark, NJ its agents, servants, and administrators from any and all complaints arising out of work or duties to be performed under this contract between the City of Newark and the VENDOR.

G. Amounts: All insurance shall be written up for the following limits of liability:

Bodily Injury Liability Insurance: $1,000,000.00 each person

$1,000,000.00 each occurrence

Property Damage Liability Insurance: $1,000,000.00 each person

Professional Liability: $1,000,000.00

Submission Deadline

Interested non-profits must complete and submit the entire application package electronically via the

City of Newark’s Procurement Portal at https://procurement.opengov.com/portal/newarknj by 10:15 a.m. on the October 15, 2025 deadline to be considered for Community-Based Violence Intervention

Program funding.

*Do not submit proposals in any format other than the Procurement Portal at https://procurement.opengov.com/portal/newarknj or to any other office or staff person of the City of

Newark, including the Departments of Administration, Child and Family Well-Being, Neighborhood and

Recreational Services, and Public Safety; the Offices of the Mayor and Agencies, City Clerk, and Business

Administrator/OVP; and/or the Municipal Council.

Failure to meet the submission deadline by 10:15 p.m. on October 15, 2025 via the City of Newark’s

Procurement Portal at https://procurement.opengov.com/portal/newarknj, shall preclude a proposal from consideration by the City of Newark.

2.2. Contact Information

Project Contact:

Isaac Green

Manager Program Operations

10 17th Avenue https://procurement.opengov.com/portal/newarknj

Newark, NJ 07102

Email: greeni@ci.newark.nj.us

Phone: (862) 231-1876

Procurement Contact:

Hufsa Chaudry

Grants Manager

920 Broad Street

Room 207

Newark, NJ 07102

Email: chaudryh@ci.newark.nj.us

Phone: (973) 733-6176

Department:

Office of Violence Prevention

Department Head:

Lakeesha Eure

Director

2.3. Timeline

Release Project Date September 24, 2025

Pre-Bid/Pre-Proposal Meeting (Mandatory) October 2, 2025, 10:00am

1st Floor Conference Room, 47-63 Green Street

Question Submission Deadline October 8, 2025, 5:00pm

Submission Deadline October 15, 2025, 10:15am mailto:greeni@ci.newark.nj.us tel:(862)231-1876 mailto:chaudryh@ci.newark.nj.us tel:(973)733-6176

3. Instruction to Proposers

3.1. Project Overview

The City seeks Proposals from qualified individuals or organizations with experience providing

COMMUNITY-BASED VIOLENCE INTERVENTION PROGRAMS HIGH RISK INTERVENTION GRANT

3.2. Contract Term.

The contract term is six months to one year.

3.3. Single Point of Contact.

From the date this RFP is issued until a proposer is selected and the selection is announced by the

Purchasing Agent, proposers may not communicate with any City staff, commissioners or officials regarding this procurement, except at the direction of the Purchasing Agent in charge of the solicitation.

Any unauthorized contact may disqualify the proposer from further consideration. Contact information for the single point of contact can be found in the #Introduction.

3.4. Review RFP.

Proposers should carefully review all instructions, mandatory requirements, specifications, standard terms and conditions set out in this RFP and promptly notify the Purchasing Agent identified above in writing of any ambiguity, inconsistency , unduly restrictive specifications, or error which they discovered upon examination of this RFP. This should include any terms or requirements within the RFP that either preclude the proposer from responding to this RFP or add unnecessary cost.

This notification must be accompanied by an explanation and suggested modification and be received by the deadline for receipt of inquires set forth below. The City will make any final determination of changes to the RFP.

3.5. Form of Questions.

Proposers with questions or requiring clarification or interpretation of any section within this RFP must address these questions in writing, via the ProcureNow Question/Answer Tab via the City's e-

Procurement portal, on or before, Wednesday, October 8, 2025 by 5:00 pm. Each question must provide clear reference to the section, page, and item in question. Questions received after the deadline may not be considered. All questions submitted and answers provided shall be electronically distributed to bidders following this solicitation on the City's e-Procurement Portal.

3.6. City Response.

The City will provide written answers to proposers’ questions. Any other form of interpretation, correction, or change to this RFP will not be binding.

3.7. Pre-Proposal Conference

No pre-proposal conference is scheduled.

https://procurement.opengov.com/portal/newarknj/projects/200440/document?section=1872786

3.8. Acceptance of Standard Terms and Conditions/Contract.

By submitting a response to this RFP, proposer agrees to acceptance of the standard terms and conditions as set out in this RFP. Much of the language included in the standard terms and conditions reflects requirements of New Jersey law. Requests for additions or exceptions to the standard terms and conditions including any necessary licenses, or any added provisions must be submitted via the e-

Procurement Portal by the date for receipt of written questions and must be accompanied by an explanation of why the exception is being sought and what specific effect it will have on the proposer’s ability to respond to the RFP or perform the contract. Any material exceptions requested and granted to the standard terms and conditions language will be addressed in any formal written addendum issued for this RFP and will apply to all proposers submitting a response to this RFP. The City will make any final determination of changes to the standard terms and conditions.

3.9. Resulting Contract.

This RFP and any addenda, the proposer’s RFP response, including any amendments and any clarification question responses, shall be included in any resulting contract. The City’s contract contains the contract terms and conditions which will form the basis of any contract between the City and the selected proposer. In the event of a dispute as to the duties and responsibilities of the parties under this contract, the contract, along with any attachments prepared by the City, will govern in the same order of precedence as listed in the contract.

3.10. Mandatory Requirements.

To be eligible for consideration, a proposer must meet the intent of all mandatory requirements. The

City will determine whether a proposer’s RFP response complies with the intent of the requirements.

RFP responses that do not meet the full intent of all requirements listed in this RFP may be subject to point reductions during the evaluation process or may be deemed non-responsive.

3.11. Understanding of Specifications and Requirements.

By submitting a response to this RFP, proposer agrees to an understanding of and compliance with the specifications and requirements described in this RFP.

3.12. Proposer’s Signature.

The proposals must be submitted by an individual authorized to legally bind the business submitting the proposal. The proposer’s submission of a proposal in response to this RFP guarantees that the offer bas been established without collision and without effort to preclude the City from obtaining the best possible supply or service. Proof of authority of the person signing the RFP response must be furnished upon request.

3.13. Offer in Effect for sixty (60) Days.

A proposal may not be modified, withdrawn or canceled by the proposer for a sixty (60) day period following the deadline for proposal submission as defined in the Schedule of Events and proposer agrees in submitting the proposal.

3.14. Pay-to-Play Disclosure.

Business entities are advised of their responsibility to file an annual disclosure statement of political contributions with the New Jersey Election Law Enforcement Commission (ELEC) pursuant to N.J.S.A.

19:44A-20.27, if they receive contracts in excess of $50,000.00 from public entities in a calendar year.

Business entities are responsible for determining if filing is necessary. Additional information on this requirement is available from ELEC at 888-313-3532 or www.elec.state.nj.us.

3.15. Submitting a Proposal.

A. Content of Proposal. Proposer should address all requests for information and qualifications set forth in this RFP.

B. Failure to Comply with Instructions. Proposers failing to comply with the instructions in this RFP may be subject to point deductions.

C. Copies Required and Deadline for Receipt of Proposals. Proposers must submit one (1) proposal to the City via the e-Procurement Portal prior to 10:15 am on Wednesday, October 15, 2025.

D. Late Proposals. Regardless of cause, late proposals will not be accepted and will automatically be disqualified from further consideration. It shall be the proposer’s sole risk to assure submission by the designated time. Late proposals will not be accepted in ProcureNow system.

3.16. Cost of Preparing a Proposal.

A. City Not Responsible for Preparation Costs. The costs for developing and delivering responses to this RFP and any subsequent presentations of the proposal as requested by the City are entirely the responsibility of the proposer. The City is not liable for any expense incurred by the proposer in the preparation and presentation of their proposal or any other costs incurred by the proposer prior to execution of a contract.

B. All Timely Submitted Materials Become City Property. All materials submitted in response to this

RFP becomes the property of the City.

4. RFP Standard Information

4.1. Authority

This RFP is issued under the authority of the City of Newark. The RFP process is a procurement option allowing the award to be based on the attached Evaluation Criteria. No other evaluation criteria, other than as outlined in the RFP, will be used.

4.2. Proposer Competition

The City encourages free and open competition among proposers. Whenever possible, the City will design specifications, proposal requests, and conditions to accomplish this objective, consistent with the necessity to satisfy the City’s need to procure technically sound, cost-effective services and supplies.

4.3. Public Information

All information received in response to this RFP, including copyrighted material, subject to public disclosure and may be made available for public viewing after the time for receipt of proposals has passed with the following four exceptions: (1) bona fide trade secrets meeting the requirements of the

Uniform Trade Secrets Act, Title 30, chapter 14, part 4, MCA, that have been properly marked, separated, and documented; (2) matters involving individual safety as determined by the City; (3) any company financial information requested by the City to determine vendor responsibility, unless prior written consent has been given by the proposer and (4) other constitutional protections, or as otherwise not subject to disclosure according to OPRA guidelines.

4.4. Purchasing Agent Review of Proposals

Upon opening the proposals received in response to this RFP, the Purchasing Agent in charge of the solicitation will review the proposals and separate out any information that meets the referenced exceptions in Section 2.2.1 above, providing the following conditions have been met:

• Confidential information is clearly marked and separated from the rest of the proposal.

• The proposal does not contain confidential material in the cost or price section.

• An affidavit from a proposer’s legal counsel attesting to and explaining the validity of any trade secret claim asserted by the proposer.

Information separated out under this process will be available for review only by the Purchasing Agent, the evaluation committee members, and limited other designees. Proposers must be prepared to pay all legal costs and fees associated with defending a claim for confidentiality in the event of an open public records request from another party.

4.5. Initial Classification of Proposals as Responsive or Non-Responsive

All proposals will initially be classified as either “responsive” or “non-responsive.” Proposals may be found non-responsive any time during the evaluation process if any of the required information is not provided; the submitted price is found to be excessive or inadequate as measured by attached

Evaluation Criteria; or the proposal is not within the plans and specifications described and required in the RFP. If a proposal is found to be non-responsive, it may be subject to point deductions.

4.6. Determination of Responsibility

The City will determine whether a proposer has met the standards of responsibility. Such a determination may be made at any time during the evaluation process if information surfaces that would result in a determination of non-responsibility. If a proposer is found non-responsive, the determination must be in writing, made a part of the procurement file and mailed to the affected proposer.

4.7. Evaluation of Proposals

The City will evaluate the proposals and recommend whether to award the contract to the firm determined to best meet the needs of the City or, if necessary, to seek discussion in order to determine the firm to be selected. All responsive proposals will be evaluated based on stated evaluation criteria.

The City may consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFP responses in terms of differing quality and contractual factors. These will be used to determine the most advantageous offering to the City.

4.8. Completeness of Proposals

Selection and award will be based on the proposer’s proposal and other items outlined in this RFP.

Submitted responses may not include references to information located elsewhere, such as internet websites or libraries, unless specifically requested. Information or materials presented by proposers outside the formal response or subsequent discussion may not be considered.

4.9. Opportunity for Discussion and/or Oral Presentation/Product Demonstration

After receipt of all proposals and prior to the determination of the award, the City may initiate discussions with one or more proposers should clarification be necessary. Proposers may also be required to make an oral presentation and/or product demonstration to clarify their RFP response or to further define their offer. In either case, proposers should be prepared to send qualified personnel to the City of Newark to discuss technical and contractual aspects of the proposal. Oral presentations/demonstrations, if requested, shall be at the proposer’s expense.

4.10. Contract Award

Contract awards, if any, will be made to the proposer who the City determines who best can provide the services required and provides all required documents. Formal contracts incorporating this RFP, including attachments hereto, and the selected proposals, will be executed by all parties

4.11. Termination of Contract

The City reserves the right to terminate any contract entered into as a result of this RFP provided written notice has been given to the proposer at least thirty (30) days prior to such proposed termination date.

4.12. Excise and Sales Tax

The prices herein shall not include any Federal or Excise Taxes of Sales Tax imposed by any state or municipal government. All taxes must be deducted from prices quoted and must be shown separately under items where applicable. The City will not furnish Federal Tax Exemption certificates unless the tax is shown separately. The City's purchase order (Vendor's Copy) will serve as the State Tax Exemptions

Form.

4.13. Tariffs Surcharges

1. All applicable tariffs’ fees must be clearly itemized and supported by official documentation from the corresponding regulatory authority, for example the United States International Trade Commission, The Department of Commerce and the like.

2. The City shall not pay surcharges beyond tariffs’ fees established by regulatory agencies or guidelines.

3. Vendors must comply with all applicable tariffs regulations and provide proof of adherence upon request.

4.14. Statutes and Ordinance

No officer, or employee, elected or appointed in any municipality shall be interested directly, or indirectly, in any contract or job for work or materials, or the profits thereof, or services to be furnished or performed for such municipality (R.S. 40:69A 163 Chap.210--P.L. 1950).

Pursuant to P.L. 1971, c. 198 (40A:11-18) the proposer must agree to comply with the provision of

American goods and products to be used where possible.

On all contracts for public works, the respondent must comply with the provisions of R.S. 34:11-56, et.

seq., which law provides that laborers, workers and mechanics while engaged on work under the contract shall work not more than eight hours in any one day, except as otherwise provided for in said statute, and that the prevailing rate of daily wages in the locality where the work is performed shall be paid to the mechanics, workmen and laborers engaged in the work under the contract. It is understood and agreed by the Contractor that, in addition to the abovementioned provision, the said Contractor will obey and comply with the Laws of the State of New Jersey, and in the event said Contractor shall violate the provisions of New Jersey State Statutes Annotated, R.S. 34:11-56, and Chapter 213, Public Laws of the State of New Jersey 1962, or any other statutes of the State of New Jersey, then this contract shall be voided at the option of the City of Newark. The Contractor shall pay to all mechanics, workmen and laborers employed in the work contained under this contract the prevailing rate of wages pursuant to the provisions of New Jersey Statutes Annotated; R.S. 34:11-56 and shall further comply with all of the provisions of New Jersey Statutes Annotated; R.S. 34:11-56. The Contractor further agrees that he shall comply with Chapter 213, Public Laws of the State of New Jersey 1962. The provisions of same shall be considered part of these specifications. It is further understood and agreed that all labor employed by the Contractor on this project shall be such as will work with other trades employed on the project so that there will be no dissension between trades. All labor employed on this project shall conform to local labor Union practices.

Pursuant to Revised Statutes 10:2-1 et seq., Respondent agrees that:

• In the hiring of persons for the performance of work under this contract or any subcontract hereunder, or for the procurement, manufacture, assembling or furnishing of any such materials, equipment, supplies or services to be acquired under this contract, no contractor, nor any person acting on behalf of such contractor or subcontractor, shall, by reason of race, creed, color, national origin, ancestry, marital status, gender identity or expression, affectional or sexual orientation or sex, discriminate against any person who is qualified and available to perform the work to which the employment relates.

• No contractor, subcontractor, nor any person on his behalf shall, in any manner, discriminate against or intimidate any employee engaged in the performance of work under this contract or any subcontract hereunder, or engaged in the procurement, manufacture, assembling or furnishing of any such materials, equipment, supplies or services to be acquired under such contract, on account of race, creed, color, national origin, ancestry, marital status, gender identity or expression, affectional or sexual orientation or sex.

• There may be deducted from the amount payable to the contractor by the contracting public agency, under this contract, a penalty of $ 50.00 for each person for each calendar day during which such person is discriminated against or intimidated in violation of the provisions of the contract.

• This contract may be canceled or terminated by the contracting public agency, and all money due or to become due hereunder may be forfeited, for any violation of this section of the contract occurring after notice to the contractor from the contracting public agency of any prior violation of this section of the contract.

• This contract may be canceled or terminated by the City of Newark, and all money due or becomes due hereunder may be forfeited, for a second or any subsequent violation of the terms or conditions of this section of the contract.

All contracts and purchases of materials and supplies are subject to the provisions of Section…