RFA #202607118 -STOP Violence Against Women Formula Grant_FINAL.docx

STATE OF MAINE

Department of Public Safety Commissioner’s Office

RFA# 202607118

STOP Violence Against Women Formula Grant

RFP Coordinator

Submitted Questions Due Date

August 5, 2026, no later than 4:00 p.m., local time

TABLE OF CONTENTS

Page

A. PURPOSE AND BACKGROUND

B. GENERAL PROVISIONS

C. ELIGIBILITY TO SUBMIT BIDS

D. AWARDS

E. CONTRACT TERM

F. APPLICABLE LEGISLATION

A. VENDOR SELF SERVICE SYSTEM (VSS)

B. SUBMISSION OF QUESTIONS

C. AMENDMENTS

D. APPLICATION SUBMISSION

A. EVALUATION PROCESS – GENERAL INFORMATION

B. SCORING WEIGHTS AND PROCESS

C. NEGOTIATIONS

D. SELECTION AND AWARD

E. APPEAL OF CONTRACT AWARDS

A. CONTRACT DOCUMENT

B. STANDARD STATE CONTRACT PROVISIONS

APPENDIX A – CERTIFICATION OF OUT-OF-SCOPE ACTIVITIES FORM

APPENDIX B – CONSULTATION/COLLABORATION FORM

PUBLIC NOTICE

State of Maine Department of Public Safety

RFP# 202607118

STOP Violence Against Women Formula Grant

The State of Maine is seeking proposals from eligible applicants for grant projects under the STOP (Services • Training • Officers • Prosecutors) Violence Against Women Formula Grant Program (STOP Program) to support Maine communities in their efforts to develop and strengthen effective law enforcement and prosecution strategies to respond to violent crimes against women and to develop and strengthen victim services in cases involving violent crimes against women.

A copy of the RFA and all related documents can be obtained through Vendor Self Service (VSS): https://mevss.hostams.com/PRDVSS1X1/AltSelfService

Applications must be submitted to the Office of State Procurement Services, via Vendor Self Service (VSS). Application submissions must be received no later than 4:00 p.m., local time, on August 17, 2026. Applications will be opened the following business day.

RFA TERMS/ACRONYMS with DEFINITIONS

The following terms and acronyms, as referenced in the RFA, have the meanings indicated below:

State of Maine Department of Public Safety) (Commissioner’s Office)

RFA# 202607118

STOP Violence Against Women Formula Grant

PART I INTRODUCTION

A. Purpose and Background

The Department of Public Safety (DPS), through the Justice Assistance Council (JAC), is seeking applications to support Maine communities in their efforts to develop and strengthen effective law enforcement and prosecution strategies to respond to violent crimes against women and to develop and strengthen victim services in cases involving violent crimes against women as described in this RFA. This document provides instructions for submitting applications, the procedure and criteria by which the awarded Applicant(s) will be selected, and the contractual terms which will govern the relationship between the State of Maine (State) and the awarded Applicant(s).

The STOP (Services, Training, Officers, Prosecution) Program promotes a coordinated, multidisciplinary approach to enhancing advocacy and improving the criminal justice system’s response to violent crimes against women. It encourages the development and improvement of effective law enforcement and prosecution strategies to address violent crimes against women as well as the development and improvement of advocacy and services in cases involving violent crimes against women. DPS has been the State Administrative Agency (SAA) for the U.S. Department of Justice, Office of Violence Against Women, Stop Violence Against Women Formula Grant Program since 1995.

STOP Program funding may support personnel, training, technical assistance, data collection, and equipment costs to enhance the apprehension, prosecution, and adjudication of persons committing violent crimes against women, and to provide or improve services for victims. The Violence Against Women Act (VAWA) stipulates that the use of the funds must address one or more of the twenty-four (24) STOP VAWA federal program purpose areas. Additional information on the STOP Program as well as the details of the federal program purpose areas can be found on the DPS grants webpage at: https://www.maine.gov/dps/about/justice-assistance-council.

B. General Provisions

1. From the time this RFA is issued until award notification is made, all contact with the State regarding this RFA must be made through the RFA Coordinator identified on the cover page of this RFA. No other person/State employee is empowered to make binding statements regarding this RFA. Violation of this provision may lead to disqualification from the application process, at the State’s discretion.

2. Issuance of the RFA does not commit the Department to issue an award or to pay expenses incurred by an Applicant in the preparation of a response to the RFA. This includes attendance at personal interviews or other meetings, where applicable.

3. All applications must adhere to the instructions and format requirements outlined in the RFA and all written supplements and amendments (such as the Summary of Questions and Answers), issued by the Department. Applications must follow the format and respond to all questions and instructions specified in Part III of the RFA.

4. Applicants will take careful note that in evaluating an application submitted in response to this RFA, the Department will consider materials provided in the application, information obtained through interviews/presentations (if any), and internal Departmental information of previous contract history with the Applicant (if any). The Department also reserves the right to consider other reliable references and publicly available information in evaluating the Applicant’s experience and capabilities.

5. The application must be signed by a person authorized to legally bind the Applicant and must contain a statement that the application and the pricing contained therein will remain valid and binding for a period of 180 days from the date and time of the bid opening.

6. The RFA and the awarded Applicant’s application, including all appendices or attachments, will be the basis for the final contract, as determined by the Department.

7. Following announcement of an award decision, all records and documents regarding this RFA, including bid submissions, will be public records, available for public inspection pursuant to 5 M.R.S. §1825 B (6 &15) and the State of Maine Freedom of Access Act (FOAA) (1 M.R.S. § 401 et seq.). State contracts and information related to contracts, including all records, documents, supporting documents, and bid submissions, are public records unless otherwise excepted by statute (Id).

8. Subject to the above and pursuant to applicable law, in the event that an Applicant believes any information that it submits in response to this RFA is confidential, it must mark that information accordingly, and include citation to legal authority in support of the Applicant’s claim of confidentiality. In the event that the Department receives a FOAA request that includes submissions marked as confidential, the Department shall evaluate the information and any legal authority from the Applicant to determine whether the information is an exception to FOAA’s definition of public record. If the Department determines to release information that an Applicant has marked confidential, it shall provide advance notice to the Applicant to allow for them to seek legal relief.

9. The Department, at its sole discretion, reserves the right to recognize and waive minor informalities and irregularities found in applications received in response to the RFA.

10. If awarded a contract resulting from this RFA, vendors shall be required to disclose, in writing and in accordance with applicable Maine law, any actual or potential conflicts of interest. Such disclosure must include any financial, professional, or personal relationships that could give rise to a conflict of interest or the appearance of a conflict of interest. Failure to disclose a known conflict or appearance of conflict may result in disqualification, contract termination, or other remedies as provided by law.

11. All applicable laws, whether or not herein contained, shall be included by this reference. It shall be the Applicant’s responsibility to determine the applicability and requirements of any such laws and to abide by them.

C. Eligibility to Submit Applications

Applicants must not have outstanding debt or delinquent reports due to DPS for STOP to be eligible for award under this RFA.

Applicants must comply with all applicable Federal Funding Accountability and Transparency Act (FFATA) reporting requirements. Applicants that meet all of the following criteria are subject to executive compensation reporting under FFATA:

· Received 80% or more of their annual gross revenues from Federal awards during the preceding fiscal year.

· Received $25 million or more in annual gross revenues from Federal awards during the preceding fiscal year.

· The public does not have access to information about the compensation of the senior executives of the applicant organization.

Eligible Applicants include organizations falling under one or more of the following classifications:

1. Law Enforcement

0. Municipal Police Departments

0. Sheriff’s Offices

0. Maine State Police

0. Other State law enforcement agencies

0. Tribal Police Departments

2. Courts

a. Tribal Courts

b. Administrative Office of the Courts

3. Prosecution

a. Maine District Attorney’s Office

b. Office of the Attorney General

4. Victim Services Providers

a. Non-profit, non-governmental domestic violence or sexual assault victim service organizations.

b. Non-Profit Organizations Applicants must submit written documentation showing that you are a public or private non-profit organization to submit a proposal under this RFA. You must provide documented proof of non-profit status for the current year along with your proposal.

i. Documented proof of non-profit status could be a copy of your current State of Maine Articles of Incorporation authorization document (Form MNPCA-6 from the Secretary of State, Corporate Examining Section), or a copy of the authorization from the Federal Department of the Treasury, certifying Exemption under Section 501(c)(3) of the Internal Revenue Code or a state sales tax exemption certificate.

ii. If you are currently established as a public non-profit organization, such as a public school, a State, County or municipal government organization, acceptable documentation would be a cover letter indicating such, submitted on appropriate agency stationery and signed by a public official authorized to enter into contracts on behalf of the public entity.

c. Culturally Specific Organizations, Community Based Organizations The term ‘community-based organization’ means an organization that:

i. Focuses primarily on domestic violence, dating violence, sexual assault, or stalking;

ii. Has established a specialized culturally specific program that addresses domestic violence, dating violence, sexual assault, or stalking;

iii. Has a primary focus on underserved populations (and includes representatives of these populations) and domestic violence, dating violence, sexual assault, or stalking; or

iv. Obtains expertise, or shows demonstrated capacity to work effectively, on domestic violence, dating violence, sexual assault, and stalking through collaboration; and

v. Is primarily directed toward racial and ethnic minority groups; and

vi. Is providing services tailored to the unique needs of that population.

Note: The organization must do more than merely provide services to the targeted group; rather, the organization must provide culturally competent services designed to meet the specific needs of the target population.

d. Faith Based Organizations Consistent with 28 C.F.R. Part 38, faith-based, and community organizations that statutorily qualify as eligible applicants are invited and encouraged to apply.

Recipients of direct financial assistance from the Department must not discriminate on the basis of religion in the delivery of services or benefits in Department-funded social service programs.

i. Recipients of direct financial assistance from the Department cannot use Department funding to support religious activities such as worship, religious instruction, and proselytizing;

ii. Recipients of direct financial assistance from the Department that engage in religious activities must ensure that:

1. the activities are separate in either time or location from Department-funded activities; and

2. the beneficiaries of the DOJ funded activities freely choose to participate in the recipients’ religious activities; Grant-funded programs are not permitted to discriminate in the provision of services based on a beneficiary’s religion and

iii. Faith-based or religious organizations are eligible to participate in Department programs on the same basis as other organizations and, in doing so, shall retain their independence and may continue to carry out their missions, including the definition, practice, and expression of their religious beliefs.

D. Awards

Congress has prescribed a distribution of funds to fulfill the mission of the STOP VAWA. For this release, applications will only be accepted in the categories with funding in the approximate amounts provided in the table below. When completing the application, please select the applicable category for the work being proposed.

1. At least 5% of the anticipated award amount will be allocated for the state, local, or tribal courts;

1. At least 25% will be allocated for Law Enforcement;

1. At least 25% will be allocated for Prosecution; and

1. At least 30% will be allocated for Victim Services, of which at least 10% is to be distributed to culturally specific community-based organizations.

1. Under VAWA 2013, 20% of the total funds granted to a state shall be allocated for programs or projects in two (2) or more allocations (victim services, courts, law enforcement, and prosecution) that meaningfully address sexual assault, including stranger rape, acquaintance rape, alcohol or drug-facilitated rape and rape within the context of an intimate partner relationship.

1. The remaining 15% is discretionary, may be used for any of the categories at the discretion of the JAC, and are used to fund projects consistent with the intent of the Violence Against Women Act, including those fostered by agencies/organizations that would not ordinarily qualify for funding under the other categories. Discretionary funding is not a category that can be applied for but will be awarded by the reviewers.

What this means is that any applicant deemed eligible to apply for STOP funding must apply to the category that is the focus of their proposal. For example, a victim service organization that is proposing to do training for law enforcement can apply under the Law Enforcement allocation. Do not select multiple categories and make sure that the selection is clear and distinct. Likewise, for example, a prosecutor who is proposing to hire a victim-witness advocate may apply under the Victim Services allocation.

The amounts provided for FY2026 are anticipated and may be revised depending on the final allocations from the Federal STOP program.

The anticipated FY26 funding has been decreased by 10% from the anticipated award to allow for the administration of the grant. The Department anticipates making multiple awards as a result of this RFA.

E. Contract Term

The dates of the contract period for the contract(s) resulting from this RFA are estimated and may be adjusted, as necessary, in order to comply with all procedural requirements associated with the RFA and the contracting process. The actual contract start date will be established by a completed and approved contract.

The period of performance for these awards is anticipated, resulting from the RFA, is defined as follows:

F. Applicable Legislation

The legislation and regulations governing the STOP VAWA program as noted below can be found on the OVW website at https://justice.gov/ovw/legislation.htm.

PART II ACTIVITIES AND REQUIREMENTS

A. Required Activities

1. Match Requirement

a. There is a 33% match requirement imposed on grant funds under this program. Awards made under this grant program may support up to 67% of the total cost of each project. The Applicant must specifically identify the source of the 33% non-federal portion of the budget and how match funds will be used. Applicants must satisfy this match requirement with either cash or in-kind services.

The formula to calculate matching funds is:

(Federal Funds requested / 0.67) x 0.33 = match

Example:

Exception: VAWA 2005, as amended, created a provision eliminating the match in certain circumstances and providing for waivers of match in other circumstances. Specifically, Violence Against Women - 42 U.S.C. § 13925 (b) https://law.justia.com/codes/us/2012/title-42/chapter-136/subchapter-iii/ provides:

i. No matching funds will be required for any tribe, territory, or victim service provider under the victim services allocation category; or

ii. Other entities may petition for a waiver of match conditions because of significant financial need.

2. Maine’s Program Priority Areas

a. The Office of Violence Against Women requires that each state develop an implementation plan that describes how states will use STOP funding to enhance responses to victims of sexual assault, domestic violence, dating violence, and stalking in accordance with Federal purpose areas. Maine has identified six (6) priority areas that will assist in carrying out the goals of the STOP Violence Against Women Program. See “STOP Additional Information” PDF document found at https://www.maine.gov/dps/about/justice-assistance-council.Grant funds must be used for activities that address one or more of the Federal purpose areas and one or more of Maine’s priority areas. Other considerations are to address the needs of underserved populations and equitable distribution of funds on a geographic basis, need, and population.

b. The implementation plan represents the work of the JAC and stakeholders from law enforcement, prosecution, judiciary, and victim services. The priority areas represent types of grant projects/activities that will be supported by the grant funding. Maine’s STOP Implementation Plan can be found on the DPS website at https://www.maine.gov/dps/about/justice-assistance-council.

c. Please see the 2022 – 2025 implementation plan for the specific priority areas: . https://www.maine.gov/dps/about/justice-assistance-council.

B. Allowable Use of Funds

1. The STOP Grant is for increasing a victim’s access to services and intervention rather than prevention and education.

2. STOP funds must be used for projects that serve or focus on adult and teen women victims of domestic violence, dating violence, sexual assault, or stalking. Children’s services supported with the funds must be the direct result of providing services to an adult primary victim. In general, victims served with STOP funds must be adults or teens. STOP funds may support “complementary new initiatives and emergency services for victims and their families”.

3. Prohibition on Public Awareness or Community Education The subgrantee agrees that grant funds will not be used to conduct public awareness or community education campaigns or related activities. Grant funds may be used to support, inform, and for outreach to victims about available services.

4. Prohibition on Curriculum Development The subgrantee agrees that grant funds will not be used to support the development or presentation of domestic violence, sexual assault, dating violence, and/or stalking curriculum for primary or secondary schools. The subgrantee further agrees that grant funds will not be used to teach primary or secondary school students from an already existing curriculum.

As always, projects can continue to conduct interventions in schools and can fund outreach about available services. For example, a subgrantee could conduct dating violence support groups in schools, as this would constitute an intervention.

Example: Teens may not know what an abusive relationship is, so they would not be able to access the services without some education to help them understand why they would need the services in the first place as well as what services are available. However, education on topics such as healthy versus unhealthy relationships would cross the line into prevention rather than access to services.

5. Grant funds are subject to Federal accounting and audit requirements including the prohibitions on co-mingling funds. Organizations that receive Violence Against Women Act STOP funding along with other Federal funds must treat the funds independently with separate cost and reporting centers.

6. Consultant costs must follow the applicable federal grant guidelines, Office of Management and Budget Cost Principles 2 CFR Part 200, Subpart E: Cost Principles(200.400 - 200.475) which can be found at https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-E, and State policy.

7. Nothing above current State rates are to be used for calculating mileage (currently $.56 per mile). Per Diem rates are found at https://www.maine.gov/osc/travel and lodging rates are found at https://www.gsa.gov/travel/plan-book/per-diem-rates.

C. Non-Allowable Use of Funds

1. No arrangement must be made by the subgrantee with any other party for furnishing any services herein contracted for without prior review and approval of the contracting agreement by the Grant Administrator.

2. No grant funds must be spent for construction, office furniture, or other like purchases, e.g., copiers, air conditioners, heat lamps, fans, file cabinets, desks, chairs, and rugs.

3. Activities That May Compromise Victim Safety and Recovery The subgrantee agrees that grant funds will not support activities that may compromise victim safety, such as pre-trial diversion programs not approved by OVW or the placement of offenders in such programs; mediation, couples counseling, family counseling or any other manner of joint victim-offender counseling; mandatory counseling for victims, penalizing victims who refuse to testify against their abusers, or promoting procedures that would require victims to seek legal sanctions against their abusers (e.g., seek a protection order, file formal complaint); or the placement of perpetrators in anger management programs.

4. Grant funds under the STOP Program must not be used for unauthorized purposes, including but not limited, to the following activities:

a. Lobbying;

b. Fundraising;

c. Research projects;

d. Physical modifications to buildings, including minor renovations.

e. Purchase of real property

f. Construction

D. Meaningful Sexual Assault Services The State will evaluate whether the interventions (projects) are meaningful sexual assault services that are tailored to meet the specific needs of sexual assault victims, including ensuring that projects have a legitimate focus on sexual assault and that personnel funded under such projects have sufficient expertise and experience on sexual assault.

The State will assess the degree to which the project addresses sexual assault and count this toward the State’s overall set aside requirement.

Questions asked to determine Meaningful Sexual Assault Services:

a. Are services driven by the needs of the victims?

b. Do the services provided have a purpose or objective?

c. What is the rate of utilization?

d. Do the services improve the lives of victims?

e. Is the data collected statistically significant?

E. Demonstrated Victim Service Involvement Applicants must consult with tribal, State, or local victim service programs during the development of their grant applications to ensure that proposed services, activities, and equipment are designed to promote the safety, confidentiality, and economic independence of victims of domestic violence, sexual assault, stalking and dating violence.

A signed Consultation/Collaboration Agreement must be submitted with the application unless the applicant is the victim service entity (see Appendix B). Letters of consultation/collaboration must provide details about the role of partners in the development of the project, the history of collaboration among the partners, what each will contribute to the project, and the financial or in-kind compensation that will be provided.

PART III KEY RFA EVENTS

A. Vendor Self Service System (VSS)

The Office of State Procurement Services Vendor Self Service System website is found at the link below: https://www.maine.gov/dafs/bbm/procurementservices/vendors/vendor-self-service-system A copy of the RFP and all associated documents will be published in VSS.

Only documents published in VSS will be considered binding.

Any interested party may view open solicitations in VSS using the Public Access feature.

Vendors must have an active User ID and password in VSS to submit questions and respond to solicitations, including this RFP.

Vendor registration instructions and User Guide may be found at the link above, which include steps for searching for an existing account/User ID, or registering for a new account/User ID.

Vendors interested in responding to a solicitation are encouraged to obtain a User ID and password for VSS as soon as possible.

Vendors must have an active Vendor Code (VC or VS) to contract with the department.

B. Submission of Questions

1. General Instructions: It is the responsibility of all Applicants and other interested parties to examine the entire RFA and to seek clarification, in writing, if they do not understand any information or instructions.

a. Questions must be submitted in VSS as soon as possible but no later than the date and time published in VSS.

b. Questions should be clearly stated and reference the applicable section and/or page number of the RFA.

c. The Department assumes no liability for assuring accurate/complete/on time transmission and receipt.

2. Question & Answer Summary: Responses to all questions will be compiled in writing and published in VSS no later than seven (7) calendar days prior to the Proposal Submission Deadline. It is the responsibility of all interested parties to go to VSS to obtain a copy of the Question & Answer Summary. Only those answers issued in writing in VSS will be considered binding.

C. Amendments

All amendments released in regard to the RFA will be published in VSS. It is the responsibility of all interested parties to go to VSS to obtain amendments. Only those amendments published in VSS are considered binding.

D. Application Submission

1. Proposals Due

a. Application submissions must be received no later than the application Submission Deadline (closing date) published in VSS.

b. Any application submissions or any additional or revised application files received after the Application Submission Deadline will be rejected without exception.

2. Delivery Instructions

a. Application submissions must be submitted to the Office of State Procurement Services via VSS.

b. Only proposal submissions received via VSS will be considered. The Department assumes no liability for assuring accurate/complete receipt.

c. Submissions containing links to file sharing sites or online file repositories will not be accepted as submissions. Only proposal submissions that have the actual requested files attached will be accepted.

d. Encrypted submissions received which require opening attachments and logging into a proprietary system will not be accepted. Bidders should work with their Information Technology team to ensure that the proposal submission will not be encrypted due to any security settings.

e. File size limits are 15MB per file. Bidders may separate their submissions into multiple files, as necessary, due to file size concerns.

3. Submission Format:

a. Applicants must submit multiple files, with each file named and containing the required information as defined below.

File 1 Application Form (found in Part VII of the RFA) PDF format preferred, and must include:

· Must contain: Applicant’s completed Application Form and all required information and attachments as stated in the form.

File 2 Certification of Out-of-Scope Activities Form PDF format preferred, and must include:

· Appendix A (Certification of Out-of-Scope Activities Form)

File 3 Consultation/Collaboration Agreement Form PDF format preferred, and must include:

· Appendix B (Consultation/Collaboration Agreement Form)

PART IV APPLICATION SUBMISSION REQUIREMENTS

This section contains instructions for Applicants to use in preparing their applications. The Department seeks detailed yet succinct responses that demonstrate the Applicants qualifications, experience, and ability to perform the requirements specified throughout the RFA.

Applicants applications must follow the outline used below, including the numbering, section, and sub-section headings. Failure to use the outline specified in PART IV, or failure to respond to all questions and instructions throughout the RFA, may result in the proposal being disqualified as non-responsive or receiving a reduced score. The Department, and its evaluation team, has sole discretion to determine whether a variance from the RFA specifications will result either in disqualification or reduction in scoring of a proposal. Rephrasing of the content provided in the RFA will, at best, be considered minimally responsive.

Applicants are not to provide additional attachments beyond those specified in the RFA for the purpose of extending their response. Additional materials not requested will not be considered part of the proposal and will not be evaluated. Applicants must include any forms provided in the submission package or reproduce those forms as closely as possible. All information must be presented in the same order and format as described in the RFA.

Application Format and Contents

Application submissions must include:

i. Application Form (found in Part VII of the RFA) completed with all required information and attachments as stated in the form.

ii. Certification of Out-of-Scope Activities Form (Appendix A) completed/signed. If the Applicant’s proposal does not include this Certification, the proposal will be considered incomplete and will not be considered for a 2026 STOP Award.

iii. Consultation/Collaboration Agreement Form (Appendix B) completed/signed by each partner organization.

PART V PROPOSAL EVALUATION AND SELECTION

Evaluation of the submitted proposals will be accomplished as follows:

A. Evaluation Process – General Information

1. An evaluation team, composed of qualified reviewers, will judge the merits of the proposals received in accordance with the criteria defined in the RFA.

2. Officials responsible for making decisions on the award selection will ensure that the selection process accords equal opportunity and appropriate consideration to all who are capable of meeting the specifications. The goals of the evaluation process are to ensure fairness and objectivity in review of the proposals and to ensure that the contract is awarded to the Bidder whose proposal provides the best value to the State of Maine.

3. The Department reserves the right to communicate and/or schedule interviews/presentations with Bidders, if needed, to obtain clarification of information contained in the proposals received. The Department may revise the scores assigned in the initial evaluation to reflect those communications and/or interviews/presentations.

4. Changes to proposals, including updating or adding information, will not be permitted during any portion of the evaluation process. Therefore, Bidders must submit proposals that present their rates and other requested information as clearly and completely as possible.

B. Scoring Weights and Process

1. Scoring Weights: Proposal scores will be based on a 100-point scale and will measure the degree to which each application meets the following criteria.

Past project performance may affect the rating and ranking of an application. Factors that may be included in the past performance review may include the following:

· Applicant compliance with programmatic and financial reporting requirements

· Applicant adherence to special conditions in prior awards

· Applicant timely completion of project work and use of funds in prior award

2. Scoring Process: For applications that demonstrate meeting the eligibility requirements defined in Part I, if applicable, the evaluation team will use a consensus approach to evaluate and score all sections listed above. Members of the evaluation team will not score those sections individually but, instead, will arrive at a consensus as to assignment of points for each of those sections.

C. Negotiations

1. The Department reserves the right to negotiate with the awarded Bidder(s) to finalize a contract. Such negotiations may not significantly vary the content, nature, or requirements of the proposal or the Department’s Request for Proposal to an extent that may affect the price of goods or services requested.

2. The Department reserves the right to terminate contract negotiations with an awarded Bidder who submits a proposed contract significantly different from the proposal they submitted in response to the advertised RFA.

3. In the event that an acceptable contract cannot be negotiated with the highest ranked Bidder, the Department may withdraw its award and negotiate with the next-highest ranked Bidder, and so on, until an acceptable contract has been finalized. Alternatively, the Department may cancel the RFA, at its sole discretion.

D. Selection and Award

1. The final decision regarding the award of the contract will be made by representatives of the Department subject to approval by the State Procurement Review Committee.

2. Notification of conditional award selection or non-selection will be made in writing by the Department.

3. Issuance of the RFA in no way constitutes a commitment by the State of Maine to award a contract, to pay costs incurred in the preparation of a response to the RFA, or to pay costs incurred in procuring or contracting for services, supplies, physical space, personnel or any other costs incurred by the Bidder.

4. The Department reserves the right to reject any and all proposals or to make multiple awards.

E. Appeal of Contract Awards

Any person aggrieved by the award decision that results from the RFA may appeal the decision to the Director of the Bureau of General Services in the manner prescribed in 5 M.R.S.A. § 1825-E and 18-554 Code of Maine Rules Chapter 120. The appeal must be in writing and filed with the Director of the Bureau of General Services, 9 State House Station, Augusta, Maine, 04333-0009 within fifteen (15) calendar days of receipt of notification of conditional contract award.

PART VI CONTRACT ADMINISTRATION AND CONDITIONS

A. Contract Document

1. The awarded Bidder will be required to execute a State of Maine Service Contract with appropriate riders as determined by the issuing department.

All exceptions will be negotiated between the awarded Bidder(s) and the State. The State will not accept any proposed exceptions as part of this RFA process. The State is not obligated to accept, negotiate, or compromise of any proposed exceptions.

The complete set of standard State of Maine Service Contract documents, along with other forms and contract documents commonly used by the State, may be found on the Office of State Procurement Services’ website at the following link: Office of State Procurement Services Forms Page

2. Allocation of funds is final upon successful negotiation and execution of the contract, subject to the review and approval of the State Procurement Review Committee. Contracts are not considered fully executed and valid until approved by the State Procurement Review Committee and funds are encumbered. No contract will be approved based on an RFA which has an effective date less than fourteen (14) calendar days after award notification to Bidders. (Referenced in the regulations of the Department of Administrative and Financial Services, Chapter 110, § 3(B)(i).)

This provision means that a contract cannot be effective until at least fourteen (14) calendar days after award notification.

3. The State recognizes that the actual contract effective date depends upon completion of the RFA process, date of formal award notification, length of contract negotiation, and preparation and approval by the State Procurement Review Committee. Any appeals to the Department’s award decision(s) may further postpone the actual contract effective date, depending upon the outcome. The contract effective date listed in the RFA may need to be adjusted, if necessary, to comply with mandated requirements.

4. In providing services and performing under the contract, the awarded Bidder must act as an independent contractor and not as an agent of the State of Maine.

B. Standard State Contract Provisions

1. Contract Administration Following the award, a Contract Administrator from the Department will be appointed to assist with the development and administration of the contract and to act as administrator during the entire contract period. Department staff will be available after the award to consult with the awarded Bidder in the finalization of the contract.

PART VII APPLICATION FORM

As defined in Part III, D, 3 of the RFA, Applicants must complete the Application Form embedded below and produce all required attachments.

The Application Form may be obtained in a Word (.docx) format by double clicking on the document icon below.

Viewing this RFA in a web browser will likely not allow for opening of the embedded document. Download the RFA and view it in the desktop application to access the embedded Application Form below.

PART VIII LIST OF RFA APPENDICES AND RELATED DOCUMENTS

Appendix A – Certification of Out-of-Scope Activities Form

Appendix B – Consultation/Collaboration Agreement Form

APPENDIX A CERTIFICATION OF OUT-OF-SCOPE ACTIVITIES FORM

APPENDIX B CONSULTATION/COLLABORATION AGREEMENT FORM

A signed Consultation/Collaboration Agreement must be submitted with the application unless the applicant is the victim service entity.

The form (Word) may be obtained by double clicking on the icon below.

State of Maine RFA# 202607118 1 Rev. 04/17/2026 – DAFS/Office of State Procurement Services image1.jpeg image2.emf

F2026 STOP RFA APPLICATION.docx State of Maine - Department of Public Safety

APPLICATION COVER PAGE

Applicant’s Name:

Chief Executive - Name/Title:

Project Director’s Name/Title:

Tel:

E-mail:

Headquarters Street Address:

Headquarters City/State/Zip:

(Provide information requested below if different from above)

Lead Point of Contact for Application - Name/Title:

Tel:

E-mail:

Street Address:

City/State/Zip:

Federal Tax ID#:

State of Maine Vendor#:

Unique Entity Identifier (UEI) # / Expiration Date:

Project Title:

Project Allocation Category:

Project Period – From:

To:

Congressional District Served:

Population of Project Area:

Federal Proposed Cost:

Proposed Match:

1.

Received 80% or more of the Subgrant Recipient’s annual gross revenues in Federal awards in the preceding fiscal year.

YES ☐ NO ☐

2.

Received $25 million or more in annual gross revenues from Federal awards in the preceding fiscal year.

YES ☐ NO ☐

3.

The public does not have access to the information about the compensation of the senior executives of the Subgrant Recipient.

(PLEASE NOTE: The public has access to State and local government agency records (e.g. salary information), as well as information about State and local law enforcement agencies. Therefore, these entities don’t meet Requirement #3 and do not have to report requested information)

YES ☐ NO ☐

If the Subgrant Recipient (Applicant) meets all three criteria above, fill in the following information for the five most highly compensated officers of the Applicant’s organization:

Name

Total Compensation

Officer 1

Officer 2

Officer 3

Officer 4

Officer 5

· This Application and the pricing structure contained herein will remain firm for a period of 180 days from the date and time of the bid opening.

· No personnel currently employed by the Department participated, either directly or indirectly, in any activities relating to the preparation of the Applicant’s Application.

· No attempt has been made, or will be made, by the Applicant to induce any other person or firm to submit or not to submit an Application.

· The above-named organization is the legal entity entering into the resulting contract with the Department should they be awarded the contract.

· The undersigned is authorized to enter contractual obligations on behalf of the above-named organization.

To the best of my knowledge, all information provided in the enclosed application, both programmatic and financial, is complete and accurate at the time of submission.

Name (Print):

Title:

Authorized Signature:

Date:

RESPONSIBLE BIDDER CERTIFICATION

Applicant’s Name:

By signing this document, I certify to the best of my knowledge and belief that the aforementioned organization, its principals and any subcontractors named in this application:

a. Are not presently debarred, suspended, proposed for debarment, and declared ineligible or voluntarily excluded from bidding or working on contracts issued by any governmental agency.

b. Have not within three years of submitting the application for this contract been convicted of or had a civil judgment rendered against them for:

i. Fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a federal, state, or local government transaction or contract.

ii. Violating Federal or State antitrust statutes or committing embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property.

c. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or Local) with commission of any of the offenses enumerated in paragraph (b) of this certification.

d. Have not within a three (3) year period preceding this application had one or more federal, state, or local government transactions terminated for cause or default.

e. Have not entered into a prior understanding, agreement, or connection with any corporation, firm, or person submitting a response for the same materials, supplies, equipment, or services and this application is in all respects fair and without collusion or fraud. The above-mentioned entities understand and agree that collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards.

f. Is not a foreign adversary business entity (https://www.maine.gov/oit/prohibited-technologies).

g. Is not on the list of prohibited companies (https://www.maine.gov/oit/prohibited-technologies) or does not obtain or purchase any information or communications technology or services included on the list of prohibited information and communications technology and services https://www.maine.gov/oit/prohibited-technologies (Title 5 §2030-B).

h.

Name (Print):

Title:

Authorized Signature:

Date:

Eligibility

Applicants must provide documentation to demonstrate meeting the eligibility requirements stated in Part I of the RFA.

Does the Applicant have any outstanding debt or delinquent reports due to DPS for STOP?

☐ YES ☐ NO

If yes, please explain:

Applicant’s Organization type:

☐ Law Enforcement

☐ Courts

☐ Prosecution

☐ Victim Services Provider

If the Applicant is a public or private non-profit, include documentation to prove this designation:

i. Documented proof of non-profit status could be a copy of your current State of Maine Articles of Incorporation authorization document (Form MNPCA-6 from the Secretary of State, Corporate Examining Section), or a copy of the authorization from the Federal Department of the Treasury, certifying Exemption under Section 501(c)(3) of the Internal Revenue Code or a state sales tax exemption certificate.

ii. If you are currently established as a public non-profit organization, such as a public school, a State, County or municipal government organization, acceptable documentation would be a cover letter indicating such, submitted on appropriate agency stationery and signed by a public official authorized to enter into contracts on behalf of the public entity.

Organization Qualifications and Experience

Applicants must describe their qualifications and skills to provide the requested services in the RFA. Describe the Applicant’s experience working on domestic violence, dating violence, stalking, and/or sexual assault issues.

Subcontractors

If subcontractors are to be engaged, Applicants must describe the application and review process the Applicant will use to evaluate the qualifications and experience of potential subcontractors, and how the Applicant will ensure that debarred, suspended, or otherwise ineligible parties are excluded from all subcontract relationships.

Subcontractor 1

Subcontractor Name:

Contact Person:

Telephone:

E-Mail:

Brief Description of Anticipated Role and Qualifications

Subcontractor 2

Subcontractor Name:

Contact Person:

Telephone:

E-Mail:

Brief Description of Anticipated Role and Qualifications

Organizational Chart

Applicants must provide an organizational chart. The organizational chart must include the project being proposed. Each position must be identified by position title and corresponding to the personnel job descriptions.

The organizational chart may be included below or may be attached to the application separately and appropriately labeled.

Litigation

Applicants must include a list of all current litigation in which the Applicant is named and a list of all closed cases that have closed within the past five (5) years in which the Applicant paid the claimant either as part of a settlement or by decree. For each, list the entity bringing suit, the complaint, the accusation, amount, and outcome.

Licensure/Certification

Applicants may provide documentation of any applicable licensure/certification or any specific credentials required to provide the proposed services.

Certificate of Insurance

Bidders must provide a certificate of insurance on a standard ACORD form (or the equivalent) evidencing the bidder’s general liability, professional liability and any other relevant liability insurance policies that might be associated with the proposed services.

The Certificate of Insurance may be included below or may be attached to the application separately and appropriately labeled.

Proposed Project

Does this project meaningfully address sexual assault? If yes, please provide details in project narrative below.

YES ☐ NO ☐

Federal Purpose Area:

Maine Priority Area:

Is this a culturally specific community-based organization?

YES ☐ NO ☐

Funds received through this grant will be used to supplement, not supplant, funds allocated for the program.

YES ☐ NO ☐

Is this proposal a continuation of a previously funded grant program? If yes, please provide details in the narrative below.

YES ☐ NO ☐

For continuation grant, please provide a summary of how the prior grant funding was used and include data from grant reports to demonstrate the project’s effectiveness at meeting the project goals and objectives and if applicable, any barriers the project may have encountered.

Describe the need that will be addressed by the proposed project.

If this proposed project meaningfully addresses sexual assault, please provide details how the project activities will do so. Please include an approximate % of project budget that is geared towards sexual assault.

Provide evidence of the problem to be addressed through qualitative or quantitative data, or anecdotal evidence.

Describe one or more project goals that are related to one or more priority areas and identified needs.

Describe the project objectives that are designed to help the Applicant meet the project’s stated goals.

Describe the project activities that are designed to meet the project’s stated objectives.

Describe all products developed during the project period and how those products will be disseminated.

Provide a detailed project timeline.

Discuss the Applicant’s plan for evaluating the success of the project.

Describe the overall capacity of the Applicant’s organization to carry out the proposed activities.

Describe the Applicant’s consultation efforts and resulting partnerships with local domestic violence or sexual assault agencies and/or Statewide domestic violence or sexual assault coalitions.

For those who are applying for law…