Reentry_Welcome_Center_Supporting_Returning_Citizens_to_the_City_of_New_Haven_(Addendum_#1_Revision).pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/newhavenct

City of New Haven, CT

REQUEST FOR PROPOSAL

2025-RFP-257

REENTRY WELCOME CENTER SUPPORTING RETURNING

CITIZENS TO THE CITY OF NEW HAVEN

RELEASE DATE: August 14, 2025

RESPONSE DEADLINE: September 16, 2025, 11:00 am

Please refer to the project timeline in this document for all important deadlines.

Request For Proposal #2025-RFP-257

Title: Reentry Welcome Center Supporting Returning Citizens to the City of New Haven

Table Of Contents

1. Project Summary

1.1. Summary

1.2. Timeline

1.3. Procurement Contact

2. Instructions to Respondents

2.1. Internet Access

2.2. Solicitation Downloads

2.3. Inquiries for Clarification

2.4. Addendum to Bid Documents

2.5. Contract Term

2.6. Insurance Requirements

2.7. Certification and Licenses

2.8. Unit Prices, Solicitation Quantities and Tax-Exempt Status

2.9. Equal Employment Opportunity

2.10. Construction Related Permits

2.11. Alternate Responses

2.12. Pricing Sheet

2.13. Solicitation Process and Submission

2.14. Solicitation Protest

2.15. Award of Contract

2.16. Execution of Contract

2.17. Notice to Proceed

2.18. No Purchase Order – No Payment Policy

2.19. Electronic Invoice Policy

2.20. Payment Policy

3. Project Details

3.1. Proposal Specifications

3.2. Evaluation Criteria

3.3. Response Submittals

3.4. Attachments

Attachments:

A - 9a-Exhibit _RFP Standard Form of Agreement - City of New Haven

B - 9b-Exhibit_ RFP Standard Terms Part II - City of New Haven

1. Project Summary

1.1. Summary

Contract Name: Reentry Welcome Center Supporting Returning Citizens to the City of New Haven

Solicitation #: 2025-RFP-257

Department: Community Services Administration

The City of New Haven’s Office of Violence Prevention (OVP) is seeking proposals from qualified, community-rooted organizations to operate a Reentry Welcome Center, which is a critical part of OVP’s strategy to prevent and reduce gun violence. Each year, nearly 900 individuals return home from incarceration to New Haven, and providing meaningful reentry support is essential to stabilizing these residents and disrupting cycles of trauma, retaliation, and recidivism that often drive gun violence in our communities.

The Reentry Welcome Center will serve as a safe and supportive hub offering intensive case management, employment and vocational services, basic needs assistance (including care packages and transportation), direct cash assistance, housing navigation, and connections to mental health, substance use, and medication management services. A strong emphasis will be placed on engaging individuals at the highest risk of involvement in gun violence, either as victims or perpetrators, through trauma-informed, relationship-based interventions. In addition to post-release services, vendors are encouraged to provide pre-release in-reach services inside correctional facilities to support early engagement and seamless transitions. Applicants should demonstrate experience working with justice-involved populations impacted by community violence and a commitment to public safety grounded in healing, equity, and opportunity.

This is a one-year contract with the option for renewal based on performance and funding.

1.2. Timeline

Solicitation/Advertise Date: August 14, 2025

Pre-Proposal Meeting (Non-Mandatory): August 20, 2025, 2:45pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjY2NTQwNDEtMjEz

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Question & Clarification Deadline: September 3, 2025, 5:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjY2NTQwNDEtMjEzZS00ZDNiLTkzMjYtYzkyNjNlNjVjMTE0%40thread.v2/0?context=%7b%22Tid%22%3a%22dd83ce47-326d-4fe9-a0e5-7530887f77ab%22%2c%22Oid%22%3a%22d0757c76-88bc-49bd-8c7f-95fb43b98f4d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjY2NTQwNDEtMjEzZS00ZDNiLTkzMjYtYzkyNjNlNjVjMTE0%40thread.v2/0?context=%7b%22Tid%22%3a%22dd83ce47-326d-4fe9-a0e5-7530887f77ab%22%2c%22Oid%22%3a%22d0757c76-88bc-49bd-8c7f-95fb43b98f4d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjY2NTQwNDEtMjEzZS00ZDNiLTkzMjYtYzkyNjNlNjVjMTE0%40thread.v2/0?context=%7b%22Tid%22%3a%22dd83ce47-326d-4fe9-a0e5-7530887f77ab%22%2c%22Oid%22%3a%22d0757c76-88bc-49bd-8c7f-95fb43b98f4d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjY2NTQwNDEtMjEzZS00ZDNiLTkzMjYtYzkyNjNlNjVjMTE0%40thread.v2/0?context=%7b%22Tid%22%3a%22dd83ce47-326d-4fe9-a0e5-7530887f77ab%22%2c%22Oid%22%3a%22d0757c76-88bc-49bd-8c7f-95fb43b98f4d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjY2NTQwNDEtMjEzZS00ZDNiLTkzMjYtYzkyNjNlNjVjMTE0%40thread.v2/0?context=%7b%22Tid%22%3a%22dd83ce47-326d-4fe9-a0e5-7530887f77ab%22%2c%22Oid%22%3a%22d0757c76-88bc-49bd-8c7f-95fb43b98f4d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjY2NTQwNDEtMjEzZS00ZDNiLTkzMjYtYzkyNjNlNjVjMTE0%40thread.v2/0?context=%7b%22Tid%22%3a%22dd83ce47-326d-4fe9-a0e5-7530887f77ab%22%2c%22Oid%22%3a%22d0757c76-88bc-49bd-8c7f-95fb43b98f4d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjY2NTQwNDEtMjEzZS00ZDNiLTkzMjYtYzkyNjNlNjVjMTE0%40thread.v2/0?context=%7b%22Tid%22%3a%22dd83ce47-326d-4fe9-a0e5-7530887f77ab%22%2c%22Oid%22%3a%22d0757c76-88bc-49bd-8c7f-95fb43b98f4d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjY2NTQwNDEtMjEzZS00ZDNiLTkzMjYtYzkyNjNlNjVjMTE0%40thread.v2/0?context=%7b%22Tid%22%3a%22dd83ce47-326d-4fe9-a0e5-7530887f77ab%22%2c%22Oid%22%3a%22d0757c76-88bc-49bd-8c7f-95fb43b98f4d%22%7d

Solicitation Due Date: September 16, 2025, 11:00am

1.3. Procurement Contact

Prajna Mishra

Procurement Specialist

200 Orange st

New Haven, CT 06510

2. Instructions to Respondents

2.1. Internet Access

A. The City cannot guarantee that equipment involved in Solicitation Submission and/or solicitation technology will be available to provide information or receive transmittals. It is your responsibility to ensure that you have current information and that your Submission is received at the designated location complete and on time. The City is not responsible for the confidentiality of information transmitted over the Internet.

B. Downloading solicitations of any type does not obligate the City to send you future notifications of solicitations or addendum updates.

C. It is the Respondent's responsibility to review your status on our website and update your contact information accordingly.

D. The City does not recommend waiting till the last day to start and/or submit your response.

2.2. Solicitation Downloads

A. Every part of this document may be downloaded from the website at no cost to you. If you require a third party to print the specifications and/or drawings, that cost will be borne by you.

B. Drawing File Format: PDF

C. Click on the "Downloads" to download the drawings.

D. If you don't have Adobe Acrobat and you wish to view the files in PDF format, Download the application here: https://get.adobe.com/reader/

E. Drawings - The following three local firms are examples of companies that can reproduce drawings and/or any portion of the documents. These suggestions are not to be considered endorsements in any way. Any other firm with the AutoCAD, DWG, DXF, DWF & CSF Viewers will also be able to reproduce the drawing files.

2.3. Inquiries for Clarification

A. The City will not respond to a Respondent's request(s) for oral interpretation and/or clarification of the

Solicitation Specifications for any reason.

B. The City will respond to a Respondent’s written request(s) for interpretation and/or clarification of the

Solicitation Specifications.

1. Any written Inquiry for Clarification must be received seven (7) or more business days prior to the

Closing Date. Any request received by the City after this deadline will not be given consideration.

2. Every request for such an interpretation shall be made in writing via City’s e-Procurement Portal's

Question & Answer feature.

https://procurement.opengov.com/portal/newhavenct/projects/187534 https://get.adobe.com/reader/ https://procurement.opengov.com/portal/newhavenct/projects/187534

3. Please do not send questions or requests for clarification in a PDF format.

4. Every interpretation made to a Respondent will be in the form of an Addendum or Question &

Answer to the Solicitation Documents.

2.4. Addendum to Bid Documents

A. All Addenda to the Solicitation Documents shall become part of the Solicitation. Respondents are required to check the Website for Addendum. Each Respondent shall be bound by such Addenda whether or not received/viewed by the Respondent.

B. Questions are submitted through your account and the selected solicitation Web Address:

https://procurement.opengov.com/portal/newhavenct/projects/187534, through the “Question &

Answer” section to submit your question(s).

C. We will endeavor to post Addendums regarding Inquires for Clarification, not less than five (5) calendar days prior to the Bid Closing Date and Time.

D. Addendums regarding extension of time will be posted on the City website, any time prior to the

Solicitation Closing Date and Time.

2.5. Contract Term

The term of the contract is one (1) year with 2 - one (1) year renewal option(s). All renewals will be at the sole discretion of the City and pursuant to the same terms and conditions.

2.6. Insurance Requirements

Proof of insurance is not required to be submitted with your response unless specifically requested, but will be required prior to the City's award of the contract. Refer to the Insurance requirements in the "Insurance

Requirements" section of this document.

The City requires all contractual work to be insured as identified in the following sections.

The term “Contractor” and/or “subcontractor” as used in this section, shall mean, and include Contractors and subcontractors of every tier.

Each Solicitation, Agreement and/or Award will include a specific Risk Template which will detail all the insurance requirements for the project.

Any policies maintained by the contractor and its owned and/or rented equipment and materials shall contain a provision requiring insurance companies to waive their rights of subrogation against the City of New Haven

(Owner) and all other Indemnities named in the contract.

City of New Haven requires all contractors and vendors whose work or services may bring them into direct contact with youth under the age of 21 years to carry a minimum of $1 million in Abuse and Molestation insurance coverage.

Direct contact refers to situations where vendors directly interact with, supervise, or provide services to youth under the age of 21.

Examples of vendors subject to this requirement include:

Therapists Medical professionals Before and after-school program providers

Vendors excluded from this requirement include:

On-call facility-related repair services and construction services (e.g., plumbers, electricians, general contractors, roofers) who do not have direct contact with youth.

This requirement applies to all vendors working on projects within:

City of New Haven facilities New Haven Public Schools (NHPS) facilities

Subcontractors

All subcontractors must provide General Contractor with a valid COI naming the City of New Haven as

Additional Insured with coverage and limits as required by the GC.

Snow Plow/ Contractor's Liability

A form of general liability tailored for snow removal operations, covering third-party injuries or property damage due to plowing. Auto Liability does NOT automatically provide this coverage. If scope of services requires snow plowing this endorsement MUST be listed on the COI.

Certificates of Insurance

The successful bidder shall provide certificates with a minimum AM Best’s rating of “A-“VIII of insurance, showing coverage by an insurance carrier authorized by the State of Connecticut to write insurance in the State.

The certificates shall show the City as an additional name insured. Said certificate should contain the following endorsements.

PLEASE NOTE THAT ALL CERTIFICATES OF INSURANCE MUST INCLUDE:

A. The City of New Haven shall be named as an additional insured with subrogation.

B. Endorsement shall include the work description, Contract/Project name and location.

C. Insurance agent contact information, name, email and phone number

D. An endorsement that the insurance company will give at least thirty (30) days written notice to the City prior to any modification or cancellation of any such insurance coverage.

POLICY REVIEW AND APPROVAL

At the discretion of the City, the Contractor may be asked to submit to the City copies of insurance policies for review and approval. The City may, in writing, notify the Contractor of any disapproval of any such policies, and satisfactory policies shall be provided in place of those disapproved.

The Respondent shall submit an insurance certificate in addition to a copy of each policy if requested. The

Contractor shall require its subcontractors to obtain policies of similar insurance before each commences work.

All such insurance shall be carried with financially responsible insurance companies, licensed in the State and approved by the City and shall be kept in force until the Contractor’s work is accepted by the City, which expire before the Contractor’s work is accepted by the City shall be renewed and submitted to the City for its approval.

A. Insurance will be required for the entire term of the contract. The insurance agent contact information(name , email, phone number) must be on the COI. COI are to be emailed to your project contact(see award notice) and NHpurchasingCOI@newhavenct.gov.

B. Renewal Certificates of insurance should email to support@certificail.com

Contractor/Vendor shall agree to always maintain in force during the contract the following minimum coverage and shall name the City of New Haven as an Additional Insured (1) on a primary and non-contributory basis to all policies except Workers Compensation and Professional Liability. All policies, except Professional Liability, should also include a Waiver of Subrogation.

2.6.1. General Liability

Minimum Limits (dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence $1,000,000 Y Y

Combined

Aggregate

$2,000,000 Y Y

Products/Completed Operations

Aggregate

$2,000,000 Y Y

2.6.2. Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits

Minimum Limits (dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Workers'

Compensation

Statutory Limits mailto:NHpurchasingCOI@newhavenct.gov mailto:support@certificail.com

EL EACH $500,000 --- Y

EL DISEASE $500,000 --- Y

EL POLICY $500,000 --- Y

2.6.3. Auto Liability (includes all owned, hired & non-owned autos)

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Combined Single

Limit Each accident including endorsements

$1,000,000 Y Y

2.6.4. Excess/Umbrella Liability

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence --$1,000,000 Y Y

Combined Aggregate --$1,000,000 Y Y

2.6.5. Professional Liability

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

--$1,000,000 -- --

2.6.6. Additional Information

If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two years from the completion date of this contract. If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for the policy in effect during the contract for two) years from the completion date.

Original, completed Certificates of Insurance must be presented to the City of New Haven via Certificial prior to contract issuance. Contractor/Vendor agrees to provide replacement/renewal certificates at least 30 days prior to the expiration date of the policies. Should any of the polices be cancelled, limits reduced, or coverage altered, 30 days written notice must be given to the City.

2.6.7. Notes

• Additional Insured & Waiver of Subrogation boxes must be checked off on the COI.

• If contractor/vendor will be providing a service in proximity or serving youth under the age of 21, Abuse and Molestation coverage must be included.

• City of New Haven is the Certificate holder and the additional insured.

City of New Haven 200 Orange Street Rm 301 New Haven, CT 06510

2.7. Certification and Licenses

If the service(s) that you are providing is a service for which a certification, license or other form of qualification is required, please provide documentation with your statement of qualifications.

2.8. Unit Prices, Solicitation Quantities and Tax-Exempt Status

A. The Unit Prices for each of the Solicitation items include its pro rata share of overhead so that the sum of the products obtained by multiplying the quantity shown for each item by the unit price represents the total Bid. Special attention is called to this section because in the event it is necessary to revise the quantities, increase or decrease thereof may be made without limit and adjustment and compensation shall be made on the basis of the Unit Prices for such items.

B. Unit Prices should not include federal excise or state sales taxes. State Sales Tax is exempt under

Connecticut General State Statute Sec. 12-412. The City is also exempt from transportation taxes when goods are consigned to the City. Tax Exemption certificates will be furnished by the Supervisory

Auditor - Accounts Payable upon satisfactory proof of delivery to the City.

C. It is understood an agreed that the Unit Prices shall control the Contract award.

D. The quantities noted in this Solicitation are approximate (estimated only for use in comparing Bids); and that the sums obtained by multiplying the Unit Prices by the estimated quantities, and also the Total of these sums, are inserted for the purpose of checking this Solicitation and for the convenience of the

Respondent. The Unit Prices paid are for the actual ordered quantities only.

E. Shipments should be consigned to the City in care of the Contractor.

F. Unbalanced high or low Bid Unit Prices will be reviewed and may be grounds for rejection.

G. Pricing and Supply of Good and Services submitted by vendor as a result of this solicitation must be maintain for at least twelve (12) months from the date of bid submission, unless an increase in length is noted in the specification section of this solicitation.

2.9. Equal Employment Opportunity

A. A pre-award conference concerning equal employment opportunity compliance by the Awardee will be scheduled the week prior to the City’s authorizing the award. The contractor will receive forms and other documentation that must be completed and returned to the City prior to the date of the pre-award conference. The Contractor's Affirmative Action/Equal Opportunity compliance report will represent the major focus of discussion at the pre-award conference. The contractor is responsible for satisfying the affirmative action/equal opportunity provisions as set forth in or referred to in these Solicitation

Documents.

B. Any proposed subcontract under this Contract must submit a certification regarding Equal Employment

Opportunity, similar to that submitted by the Respondent. Approval of the subcontractor award cannot be given by the owner unless and until the proposed subcontractor has submitted the certification and/or other evidence that it has fully complied with any reporting requirements to which it is or was subject.

C. Although the Respondent is not required to attach such certification by proposed subcontractors to its

Response, the Respondent is herein advised of this requirement so that appropriate action can be taken to prevent subsequent delay in subcontract awards.

D. The Equal Employment Opportunity ordinance can be found in Section 12 ½ of the City of New

Haven’s Code. Please review for further details

2.10. Construction Related Permits

The contractor is responsible for all fees associated with Permits.

2.11. Alternate Responses

No alternate responses will be considered unless alternate responses are specifically requested by the City.

2.12. Pricing Sheet

A. Please provide your pricing matrix via Response Submittals. The City of New Haven must be readily able to discern your pricing Qualifications at a quick glance.

B. A brand name, model number or other designation that identifies the product of a manufacturer may be indicated. Other brands will be considered, provided they meet the quality standards of the brands listed within. Product literature, i.e. (M.S.D.S.) must accompany any substituted product with your submission.

2.13. Solicitation Process and Submission

2.13.1. Solicitation Process

A. Early Submittal of Digital Responses - Responses received prior to the advertised hour of closing are kept sealed on the City's e-Procurement Portal.

B. Solicitation Closing - At the time fixed for the submission deadline of responses, the City will open the

Digital Response received by the submission deadline utilizing the City's e-Procurement Portal. Pricing information will be available publicly and can be accessed at:

https://procurement.opengov.com/portal/newhavenct/projects/187534 in the "Results" tab. Respondents and other interested parties can visit the City's e-Procurement Portal for the list of respondents and their respective pricing information. To receive notifications regarding the pricing results, interested parties must click on "Follow" on the Public Solicitation Portal.

C. Late Submittals – with the advent of complete digital bidding, no submission will be accepted after the closing date and time.

D. Withdrawal of Responses - Responses may be withdrawn by you prior to the submission deadline of responses by you retracting your digital response submission.

E. Response Rejections - The City reserves the right to reject any and all responses which do not meet the requirements. Some reasons for rejection include, but are not limited to: altered or qualified contractual terms, non-conforming Response, incomplete or erroneous paperwork, and/or not habitually performing with the Respondent's own forces.

F. Solicitation Rejection Notification - Should the City reject a response for any reason, the Submitter shall be notified. In case of such rejection, the City will return the Bid Bonds to the Respondent(s). No other part of a Respondent's Submission will be returned.

2.13.2. Solicitation Submission

A. Electronic/digital Submissions - Follow instruction on the portal for bid submission – all required forms are indicated as such.

B. Each solicitation response must be submitted in the prescribed format. All blank spaces must be filled in as noted. Responses must give the prices in numerical figures. No changes shall be made to the City’s documents for any reason.

C. The Respondent shall sign their Response in the blank space provided for this purpose. If the solicitation response is made by a partnership or corporation, the name and address of the partnership or corporation shall be indicated and the Response Submission must be acknowledged by a corporate officer as applicable. Any partner of corporate stockholder owning 25% or more of the business shall also be disclosed.

D. The City may consider any Submission not prepared and submitted in accordance with the provisions hereof, and may, at its option, waive any informalities.

E. No Respondent may withdraw a submission within one hundred twenty (120) days after the actual date of the opening thereof.

2.14. Solicitation Protest

A. Any Solicitation protest must be submitted in writing. Respondents may file a written protest of the

Solicitation results with the City's Purchasing Agent, within 48 hours of the posting of the Solicitation results on the City Website.

B. A protest must be submitted via email, purchasing@newhavenct.gov, or Fax, 203-946-8206.

C. The City will acknowledge receipt of written protest. If the Purchasing Agent or representative has not acknowledged receipt of the protest by the close of business on the following day, please contact the

Bureau of Purchases at 203-946-8201 or by Fax at 203-946-8206.

2.15. Award of Contract

A. No contract shall be awarded to any contractor, if the entity, or any owner, officer or director thereof is delinquent in any tax or other financial obligation to the city, including, without limitation, a current or ongoing contract dispute concerning performance under an agreement with the municipal government if, in the opinion of the Corporation Counsel, the current or ongoing contract dispute is related to the requirements of the solicitation.The fact that any other entity of which the owner or principal of any contractor is an officer or director is delinquent in the payment of any tax or other financial obligation to the city, shall be a negative factor in the selection or award of such contractor until such obligation is settled.

B. The City will endeavor to award a contract for this Solicitation within one hundred and twenty (120) days after the date of the Solicitation opening. All Respondents acknowledge their Response submittal will be valid for the duration of the one hundred and twenty (120) days timeframe.

C. The City reserves the right to separately Solicitation or secure pricing from additional contractors that may relate to the goods and/or services in the instant Solicitation, whether or not such goods and/or services are additional to the quantities stated in the instant Solicitation.

D. The City of New Haven reserves the right to award one or more contracts as a result of this solicitation.

E. The City will not award to any contractor who is ineligible under any of applicable regulations issued by the Secretary of Labor and United States Department of Labor.

F. The City will not award to any contractor who is not qualified under applicable State and local laws and regulations.

G. Without limiting the generalities of the foregoing, a contractor will be deemed ineligible if they are not current with any taxes or other outstanding obligations to the City of New Haven.

H. Should a Contract be awarded, it will be awarded by the City to the lowest responsible qualified

Respondent based on the lowest Base Bid.

mailto:purchasing@newhavenct.gov

I. Availability of funds – The awarding of all contracts is contingent upon the availability of appropriate funds. If funding is not available at the time of award and/or execution of the contract the City reserves the right to cancel the Solicitation.

J. All Bid Bonds will be returned to all Respondents upon the execution of the contract documents to the awarded Respondent.

K. Certificate of Insurance must be email to project manager (see award notice) and to

NHpurchasingCOI@newhavenct.gov

2.16. Execution of Contract

A. In executing the Agreement, the Awardee will be required to reaffirm and restate all representations made in its Response Submission.

B. After the notice of award and within ten (10) days after the prescribed forms are presented for signature, the Awardee shall execute and deliver to the City the Agreement in the form included in the Contract

Documents, in such number of copies as the City shall require.

C. The failure of the Awardee to execute such Agreement, pay any taxes due, to supply the required bonds or submit the Certificate of Insurance, all within ten (10) days after the prescribed forms are presented for signature, or within such extended period as the City grants based upon reasons determined sufficient by the City, shall constitute a default and the City reserves the right to any remedies available at law or in equity including pursuit of Bid Bond. The City may either award the Contract to the next lowest responsible Respondent or re-advertise the Solicitation.

D. Performance Labor and Material Bonds - (see Project Summary for applicability)Having satisfied all conditions of award as set forth elsewhere in these documents, the successful Respondent shall, within the period specified in paragraph "A" above, furnish a bond in a penal sum not less than the amount of the Contract as awarded, as security for the faithful performance of the Contract, and a labor and material bond for payment of all persons, firms or corporations to whom the Contractor may become legally indebted for labor, materials, tools, equipment, or services of any nature including utility and transportation services, employed or used by him in performing the work. Such bonds shall be in the same form as those included in the Solicitation Documents and shall bear the same date, or a date after that of the Agreement. These bonds shall be signed and issued by a guaranty or surety company satisfactory to the City, authorized and qualified to do business in the State of Connecticut, and listed in the latest issue of the U.S. Treasury Circular 570, and the penal sum of any such bond shall be within the maximum specified for such company in said Circular 570. The current power of attorney for the person who signs for any surety company shall be attached to such bonds.

E. Commencement of Work – The City will not be responsible for payment of any work performed or materials supplied by the successful respondent before the Contractor receives a fully executed agreement unless an emergency situation has been declared by a City employee duly empowered to do so, and the vendor receives written authorization from this individual to proceed. Note: Responsibility mailto:NHpurchasingCOI@newhavenct.gov for payment shall be limited to only that work deemed necessary by the City to alleviate the immediate emergency

2.17. Notice to Proceed

Once a contract is formally signed and in effect, the specific City department that initiated the need for the contracted work will then issue a Notice to Proceed (NTP). This official written communication formally authorizes the contractor to commence the contracted services or project. The NTP typically specifies the start date of the work and may also include important details such as:

• Project name and contract number: For clear identification.

• Contact information: For relevant City and contractor personnel.

• Project schedule and milestones: Outlining key deadlines and deliverables.

• Specific instructions or clarifications: Regarding the execution of the work.

• Conditions for commencement: Any prerequisites that must be met before work can begin.

2.18. No Purchase Order – No Payment Policy

Policies and Procedures

The City of New Haven has implemented a 'No Purchase Order, No Payment Policy’ effective July 1, 2019 to reduce cost overruns, unauthorized work, while automating the steps for payment of invoices. This means that without an official Purchase Order number and/or enough unencumbered funds available, payment of supplier invoices will be rejected or significantly delayed until the change order or adjustments can be processed and approved.

This policy aims to ensure that:

A. All spend shall be supported by an authorized PO prior to requesting the provision of goods/services.

B. Efficient processes are implemented so that goods are delivered when required.

C. The recipient of the goods shall receipt in Munis as soon as the goods are delivered/services performed

(i.e. not upon receipt of the invoice);

D. Cost control is effective and therefore:

E. all expenditure incurred by the City of New Haven is valid and appropriately authorized; and

F. minimizing transactional costs associated with payment for goods and services.

2.19. Electronic Invoice Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/e-invoicing-policy

2.20. Payment Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/general-information/policies-and-procedures https://www.newhavenct.gov/government/departments-divisions/purchasing-division/e-invoicing-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/payment-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/payment-policy

3. Project Details

3.1. Proposal Specifications

3.1.1. Reentry Welcome Center Specifications

The City of New Haven’s Office of Violence Prevention (OVP) is inviting proposals from community-based organizations to operate a Reentry Welcome Center, a pivotal component of the city's strategy to prevent and reduce gun violence. With nearly 900 individuals returning from incarceration to New Haven annually, delivering meaningful reentry support is essential to stabilizing residents and interrupting cycles of trauma, retaliation, and recidivism—factors often linked to gun violence. This center is a critical part of the city's gun violence prevention strategy, aiming to provide comprehensive support for those at risk. The selected community-based organization must demonstrate a strong commitment to a trauma-informed, relationship-based approach. The Office of Violence Prevention is committed to significantly reducing firearm-related injuries and deaths by serving as a central hub that fosters collaboration among law enforcement, community agencies, and residents. The broader violence prevention goals focus on prioritizing community engagement and transparent, data-driven strategies to implement comprehensive programs, policies, and partnerships. These efforts emphasize proactive prevention, intervention, and support to build safer, healthier communities.

The proposed Welcome Center would provide a safe, supportive hub offering a broad array of services, including:

• Intensive case management, pairing clients with peer specialists and social workers to develop tailored reentry plans

• Employment and vocational assistance, ranging from job training and workforce linkage to broader employability support

• Basic-needs support, such as care packages, hygiene essentials, transportation vouchers, and initial cash assistance

• Housing navigation, including but not limited to help with securing housing, financial aid, and documentation like IDs and SNAP enrollment

• Connections to clinical services, encompassing mental health counseling, substance-use interventions, medication management, and transitional medical care

1. Service Delivery & Model

The Reentry Welcome Center must operate as a safe, accessible, and supportive hub for individuals returning to

New Haven from incarceration. The model should prioritize early and sustained engagement, focusing on those at the highest risk of gun violence involvement.

• Trauma-Informed Care: All services must be delivered through a trauma-informed lens, recognizing the profound impact of violence and incarceration on an individual's well-being.

• Target Population: The center will serve individuals returning to New Haven from state or federal correctional facilities, with a specific focus on those identified by OVP as being at the highest risk for gun violence involvement.

• Relationship-Based Approach: The center must prioritize building trust and rapport with clients from the initial point of contact through long-term support.

• Pre-Release Services: The organization should have the capacity to provide pre-release services (in-reach) within correctional facilities to establish initial contact and begin the transition process before an individual's release.

• Post-Release Engagement: The center must provide a low-barrier entry point for services immediately following release, with a goal of engaging clients as early as possible.

• Hours of Operation: The center must maintain regular, accessible hours of operation, including some evening or weekend availability to accommodate client schedules.

2. Core Service Offerings

The center must provide a comprehensive and coordinated suite of services, either directly or through established partnerships.

• Intensive Case Management:

o Each client will be paired with a dedicated case manager and/or a peer specialist.

o Case managers will work with clients to develop individualized reentry plans that outline goals and milestones.

o Services must include regular check-ins and progress monitoring.

• Basic Needs Support:

o The center will provide immediate resources such as care packages (including hygiene products), transportation vouchers, and initial financial assistance to help clients stabilize upon release.

o Assistance with obtaining vital documents (e.g., state IDs, birth certificates) and enrolling in programs like SNAP is required.

• Housing Navigation:

o Staff must assist clients in securing stable housing, including connecting them with emergency shelters, transitional housing, and long-term housing options.

o The center must help clients apply for housing assistance programs and financial aid for security deposits or rent.

• Employment & Vocational Assistance:

o Services must include job readiness training, resume building, interview skills, and digital literacy.

o The center will provide direct linkages to job training programs, vocational schools, and employment opportunities with local businesses.

• Clinical Service Linkages:

o The center must have established partnerships with providers to ensure seamless referrals to mental health counseling, substance use interventions, and medication management.

o Staff will facilitate connections to transitional medical care and primary care physicians.

3. Organizational Capacity & Qualifications

Applicants must demonstrate the following to be considered for this contract.

• Experience & Expertise:

o Applicants must have a proven track record of successfully serving justice-involved individuals, particularly those affected by community violence.

o The organization must show expertise in implementing equitable and healing-centered interventions.

• Service Delivery Capacity:

o Applicants must have the infrastructure and staffing to effectively deliver the full range of services described.

o Staffing plans must include qualified social workers, case managers, and peer specialists with relevant experience and training.

• Partnerships & Collaboration:

o Applicants must provide a list of established or planned partnerships with local organizations, correctional systems, and service providers.

o The organization must be willing to collaborate with OVP and other city departments to align with broader violence prevention goals.

• Alignment with OVP's Mission:

o Proposals must clearly articulate a philosophy of public safety that is grounded in providing opportunity and equity for community members.

• Data & Reporting:

o The organization must be prepared to collect and report on key performance indicators (KPIs) to

OVP on a regular basis, including the number of clients served, services accessed, and client outcomes.

This is a one-year contract, with the possibility of renewal based on demonstrated performance and funding availability.

3.2. Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Physical Environment

• Description of the facility where the

Reentry Welcome Center will be housed, including size, layout, and accessibility.

• Demonstrated ability to provide a safe, welcoming, and trauma informed space for justice involved individuals.

• Awareness of and sensitivity to neighborhood violence dynamics, including gang/group territorial boundaries, and strategies to ensure participant and staff safety.

• Proximity to public transportation and other critical resources (courts, service providers, employment centers).

• Capacity to accommodate private case management sessions, group programming, and walk-in traffic during operating hours, including

DOC weekend drop-offs.

Points Based 20 (20% of Total)

2. Organizational Capacity and Staffing

• Organizational history, relevant experience, and capacity to manage the program.

• Staff qualifications, supervision, training plans, and diversity/cultural competency.

• Demonstrated experience working with justice involved and high-risk populations, particularly those impacted by gun violence.

• Adequate staffing levels and organizational infrastructure to ensure program coverage during required hours, including weekends and DOC drop-offs.

• Demonstrated experience with intensive case management for justice-involved individuals.

• Culturally competent and trauma-informed approaches included.

• Description of case management model, frequency of contact, service planning, and follow-up procedures

Points Based 18 (18% of Total)

3. In-Reach Services and Pre-Release

Engagement

• Demonstrated ability to provide in-reach services within correctional facilities (jails, prisons, or detention centers).

• Coordination with facility staff for pre-release planning, assessments, and relationship-building prior to release.

• Development of reentry plans that begin pre-release and continue seamlessly into community-based services.

• Use of in-reach to build trust, reduce recidivism risk, and increase early post-release engagement

Points Based 14 (14% of Total)

4. Data, Reporting and Evaluation Plan

• Systems to track client outcomes, services provided, and program performance.

• Description of how data will inform service improvements and meet funder requirements.

• Clear plan for measuring impact on key outcomes such as recidivism reduction, housing stability, and employment.

• Capacity to participate in collaborative data sharing and reporting processes with the Office of

Violence Prevention and partner agencies.

• Existence of formal or draft data-sharing agreements (where applicable) that include provisions for client consent, data privacy protections and compliance with legal standards

Points Based 14 (14% of Total)

5. Ongoing Funding and Sustainability Plan

• Demonstrated ability to secure and maintain funding source outside the

City of New Haven to reduce reliance on singular source of funds to sustain

RWC activities

• Presence of written, actionable sustainability plan with defined revenue targets, grant calendar, and contingency planning

Points Based 14 (14% of Total)

6. Collaborative Case Conferencing

• History of, and clear plan for, participation in multi-disciplinary reentry planning and case conferencing teams.

• Description of structure, frequency, and staff involvement

• Experience coordinating or participating in collaborative care models or reentry teams.

• Description of how the organization will share and receive relevant case information while protecting client confidentiality.

• Demonstrated capacity to support cross-agency follow-up and accountability in reentry planning

Points Based 10 (10% of Total)

7. Basic Needs & Direct Cash Assistance

• Description of how basic needs (food, clothing, hygiene, transportation) will be met.

• Provision of care packages upon intake or release that include essential items for stabilization and dignity.

• Availability of transportation support, such as transit passes for appointments, housing, job interviews, etc.

• Clear protocols for distributing direct cash assistance, eligibility criteria, and accountability measures.

• Focus on stability during immediate post-release phase.

• Include vital statistics document access

Points Based 4 (4% of Total)

8. Memorandum of Understanding (MOU) with Key Stakeholders

• Evidence of executed or draft MOUs with relevant agencies, including

Parole, Probation, Department of

Correction (DOC), courts, shelters, workforce agencies, behavioral health providers, and substance abuse/medical management providers.

• Clarity of roles, responsibilities, and referral pathways outlined in the

MOUs.

• Level of commitment from partners

(e.g., in-kind support, staff participation, data sharing, referrals).

• Demonstrated history or plan for regular coordination and communication with these stakeholders.

• Inclusion of culturally competent and community-rooted partners in the proposed network.

Points Based 6 (6% of Total)

3.3. Response Submittals

1. Technical Proposal (without cost)* *Response required

2. Cost Proposal* *Response required

3. City Forms Signature Sheet* You are required to complete the following DocuSign form. Please download the below document, complete and have notarized. An online notarization option will be provided for you when responding.

Click here to go to the form

*Response required

4. DISCLOSURE & CERTIFICATION AFFIDAVIT*

Your are required to complete the following DocuSign form. Please download the below document, complete and have notarized. An online notarization option will be provided for you when responding.

Click here to go to the form

*Response required https://na3.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=f5c2312b-a468-49f8-8e4b-21b845ae0a04&env=na3&acct=c571f5cd-3c19-4987-8f37-23d14aa4ba02&v=2 https://na3.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=fc2842d4-2626-4a80-865b-41e2d926ce22&env=na3&acct=c571f5cd-3c19-4987-8f37-23d14aa4ba02&v=2

5. Current Workforce Certificate* Please download the below documents, complete, and upload.

• Current_Workforce_Certifica...

*Response required

6. PPP - Priority Payment Program Application* Please download the below documents, complete, and upload.

• Priority_Payment_Program.pdf

*Response required

7. Statement of Qualifications for City Statement of Qualifications:

Each solicitation response shall include a Statement of Qualifications in the format provided in this

Solicitation upon stationary of the responding entity.

All questions must be answered, and the data given must be clear and comprehensive. The respondent may submit any additional information he/she desires.

7.1. Permanent Main Office Address*

*Response required

7.2. When Organized*

*Response required

7.3. Legal form of ownership. If a corporation, where incorporated.*

*Response required

7.4. How many years have you been engaged in services, under your present name?*

*Response required

7.5. Have you ever failed to complete any work awarded to you? If so, where and why?*

*Response required

7.6. Have you ever defaulted on a contract? If so, where, and why?*

*Response required

7.7. Describe any pending litigation or other factors, which could affect your organization's ability to perform this agreement.*

*Response required

7.8. Names, titles, reporting relationships, and background and experience of the principal members of your organization, including the officers. Indicate which individuals are authorized to bind the organization in negotiations with the City of New Haven.*

*Response required https://government-project.s3.us-west-2.amazonaws.com/84780/54909ddb-005f-4f67-84aa-87b301443feb_Current_Workforce_Certificate.xlsx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4NZKLWZNH%2F20250822%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250822T163852Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEL%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIBFjrtOs5WS%2F%2Fk0Elv5odugJzc%2B77Q8Rs6BSyqvzCz00AiEAnrX0CI0O7NIFmOb1CDisjI5uUQHXE0kCJXpXRq4BLz8qigUIGBACGgw4OTIzNjQ2ODc2NzIiDD8icWckwl%2BCAG15jSrnBLblV6WWAza03SH5cXSZf9RN7dwRx0nyexhEY36bCsN8ctAFnLvMNo71tRYNXU2LBolPXn7XsxVsAcMQpBnesx42Z87WiX0mgHAXpMkRTIWwVxax7E%2BM%2BBkLIj1loZDIlfQnedO95Et%2BGxQjGXlHxNXtHDoytm6cMCMfT97WLt1QbtzaskjT9fKYb1hQ8o3RQ1xcMaIrjqGB5f3oFvGmAVET10aiRYiyvnoNa5be6kwOEd2yXubAa5tytI0sjxGaGmrvKnjUQSJPyD%2B6DNy5pxgiY15i3nW0yNv47vesOjtIkqPsl33E%2FFA49%2BclTjXQb6pldc%2B1vcWeCyy0Zj74CQ6M%2F7iHbO0Sfr8wqLZEvrrZNo%2FYEP0hsd%2B%2Fx%2FwIerjWocQmKGlMFBNNXvtQ7gXmOiLG3hxM4v8r3gIaavY%2BpXvkd4MY1zL0esiSrPgae4El4iMSBmZYVZLq9eSqwx3bYIm%2Fu7j1ivMv4uAVhcYJQIPiMru1p%2FuH1oV0kwzfKysz%2ByhKZtYt%2F8cKOCdZkOW3jZ7P0uFtAHW5z6Zm9ZNGJHn6ZhaqfxFDg%2FSj3JvJ4x52hez%2Fq6laD1bEIqlU2rn96v8j5%2FhmVmruPmpvqP6f%2F2mU00Z6xaEUwA3BDoKrHWbJ2U6vTUr3Q11XpZ4qZtbJE8jZzvbJq7xEDBYj677ymAJO5Srv1Im6%2BIHrgIlOfVNyyQR%2FMapInGm7i0O4saz8QK%2FBFWC1Iy1jb4f1LpCS6WaY59ikv3YrZs%2F%2BZqQTIBK8CKpeJnTkqZ5Evq4lvA8qs9dD0GcHi7uWHid9bj%2F1rEvZvJrSunIRhTCgiaLFBjqbAQW4DpVSL4qJazKhjKKSe0v9AJ2%2FluN9Q07HPcfmE7Py6h486QAFjCEWZtSuLOWf5894hlILoGk%2FKVEdi3UOooO5ZTskRlswnkhfygThXL4YOkFmDR3ZxAbQZUT39JqcKjY2kBUOplPUV1BCr98fb723gC51ZjMmHfzTA76mwFbmiCRJnehEld8n%2FLP4lNUqQoUI3V2Wpq%2ForYJp&X-Amz-Signature=5284bbb7cbf13e3c4e0e5ddc40def38ae98156f0ceaac7e79569397cb98911f7&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Current_Workforce_Certificate.xlsx%22&x-id=GetObject…