Cost Formula Scoring Methodology for Victim Services Data Integration Project RFP

This document is an educational reference file outlining cost formula scoring methodologies applicable to the City of New Haven, Connecticut's Request for Proposals for the Victim Services Data Integration Project. The RFP seeks qualified contractors to conduct a comprehensive two-phase data systems inventory and integration project for the Victim Services Support Network (VSSN), which serves victims and survivors of firearm-related incidents in New Haven County. Phase 1 requires development of a comprehensive audit of existing data collection practices, current data platforms, data types, roles and responsibilities, and data governance across VSSN partner organizations. Phase 2 requires actionable recommendations for standardized data collection and reporting practices, data-sharing protocols, organizational role definitions, and training and technical assistance delivery. The RFP was released February 10, 2026, with a non-mandatory pre-proposal meeting scheduled for February 19, 2026, at 11:00 AM via Zoom. The question submission deadline is February 24, 2026, at 5:00 PM, with proposals due electronically by 11:00 AM on March 3, 2026. The initial contract term is one year with one optional one-year extension subject to the Purchasing Agent's approval.

Evaluation will be weighted as follows: Technical Approach and Proposed Project Plan (50 points), Organizational Experience (25 points), and Budget (25 points). The budget scoring methodology uses a cost formula approach where the lowest proposal receives the maximum points available, with other proposals receiving proportionally fewer points based on their cost relative to the lowest bid. Compensation shall not exceed a maximum amount specified in the executed contract, provided on a reimbursement basis upon monthly invoice submission. The project is funded through American Rescue Plan Act State and Local Fiscal Recovery Funds with ARPA obligation deadline of December 31, 2024, and full expenditure deadline of December 31, 2026, with indirect costs capped at 10 percent of the total award. Respondents must comply with the City of New Haven's Equal Employment Opportunity provisions, Living Wage Ordinance (for contracts exceeding $25,000), Ban the Box Agreement, and local preference policies. Required insurance includes General Liability ($1,000,000 per occurrence/$2,000,000 aggregate), Professional Liability ($1,000,000), and Cyber Liability ($1,000,000).