Cost_Formula-reward_average_cost_for_RFP.docx

This document outlines the cost formula methodology used in the City of New Haven, Connecticut's Request for Proposal 2025-RFP-CNH-304 for Essential Support Services for Victims of Violence. The RFP seeks qualified organizations to provide trauma-informed, culturally responsive support services to victims of firearm-related offenses, domestic violence, sexual violence, and other forms of interpersonal violence, with particular focus on young adults ages 18 to 34. Services include emergency and ongoing basic needs assistance encompassing food, clothing, transportation, temporary housing or relocation support, safety planning, and connections to community-based resources. The evaluation criteria allocate 25 points each across four categories: proposed solution clarity and focus, company staffing assigned to the project, budget realism and transparency, and organization background and capacity. A non-mandatory pre-proposal meeting is scheduled for February 17, 2026, at 1:00 PM; questions must be submitted by February 24, 2026, at 5:00 PM; and proposals are due March 3, 2026, at 11:00 AM via the City's eProcurement Portal. The contract term is one year with one optional one-year extension subject to the Purchasing Agent's approval.

Pricing must be submitted as a separate cost proposal on a firm, fixed basis with all costs including labor, materials, travel, and incidental expenses included, though limited price adjustments may be considered if material or labor costs fluctuate more than 20 percent during the contract term at the City's sole discretion. The RFP does not identify specific set-asides for disadvantaged enterprises, minority-owned businesses, or women-owned businesses. Contractors must comply with the City's Living Wage Ordinance if the contract exceeds $25,000 annually, Executive Order 11246, and Connecticut Fair Employment Practices Act requirements. If funded through State and Local Fiscal Recovery Funds (ARPA), contractors must maintain general liability insurance of $1 million per occurrence and $2 million combined aggregate, comply with 2 CFR 200 (Uniform Guidance), register with SAM.gov, and cap indirect costs at 10 percent of the total award. The City has developed separate contract templates for ARPA awards of $100,000 or less and greater than $100,000, with all ARPA funds required to be obligated by December 31, 2024, and expended by December 31, 2026. No incumbent vendor or current contractor is identified.