Cost_Formula-reward_average_cost_for_RFP.docx

This document is a cost formula reference guide supporting Request for Proposal 2025-RFP-CNH-304 issued by the City of New Haven, Connecticut, Department of Community Services Administration. The RFP seeks qualified organizations to provide essential support services for victims of violence through a trauma-informed, culturally responsive approach as part of the Victim Support Services Network (VSSN) established in 2023. Services include emergency and ongoing basic needs assistance such as food, clothing, transportation, temporary housing or relocation support, safety planning, and connections to community-based resources for victims of firearm-related offenses, domestic violence, sexual violence, and other interpersonal or community violence, with particular emphasis on young adults ages 18 to 34. A non-mandatory pre-proposal meeting is scheduled for February 17, 2026, at 1:00 PM; written 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.

Evaluation criteria are weighted equally across four categories of 25 points each: proposed solution clarity and focus, company staffing assigned to the project, budget realism and transparency, and organization background and capacity, assessed on a pass/fail basis. Proposers must submit responses in two separate parts—a technical proposal without pricing and a detailed 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. The specific award value or budget range is not disclosed in the RFP documentation; however, the City has developed separate contract templates for American Rescue Plan Act (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. Contractors must maintain general liability insurance of $1 million per occurrence and $2 million combined aggregate and comply with the City's Living Wage Ordinance if the contract exceeds $25,000 annually, Executive Order 11246, the Connecticut Fair Employment Practices Act, equal employment opportunity standards, and federal ARPA requirements including indirect cost caps at 10 percent of the total award and 2 CFR 200 compliance.