RFP 202512164 - 21st Century Community Learning Centers.docx

STATE OF MAINE

Department of Education Elementary and Secondary Education Act (ESEA), Title IV, Part B CFDA #84.287

RFP# 202512164

21st Century Community Learning Centers

RFP Coordinator

Submitted Questions Due Date

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

All forms must be completed using the template provided in Appendix G and be received by the RFP Coordinator by the date and time listed above.

Revised Intent to Apply Form Submission

March 12, 2026

Bidders that receive a letter detailing necessary eligibility revisions must, using the template provided in Appendix G, revise and resubmit their Intent to Apply Form to the RFP Coordinator by the date and time listed above. Bidders with an approved Intent to Apply Form must not submit a second form.

TABLE OF CONTENTS

Page

A. PURPOSE AND BACKGROUND

B. GENERAL PROVISIONS

C. ELIGIBILITY TO SUBMIT BIDS

D. PARTNERSHIPS

E. ALLOWABLE ACTIVITES

F. CONTRACT TERM

G. SIZE OF GRANTS

H. NUMBER OF AWARDS

I. LIMITATIONS

A. VENDOR SELF SERVICE SYSTEM (VSS)

B. INFORMATIONAL WEBINAR

C. QUESTIONS

D. AMENDMENTS

E. INTENT TO APPLY FORM

F. PROPOSAL 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 – PROPOSAL COVER PAGE

APPENDIX B – RESPONSIBLE BIDDER CERTIFICATION

APPENDIX C – PROPOSAL CONTENT & BUDGET

APPENDIX D – SPECIFICATIONS OF WORK TO BE PERFORMED

APPENDIX E – REQUIRED ASSURANCES

APPENDIX F – EQUITABLE SERVICES CONSULTATION FORM

APPENDIX G – INTENT TO APPLY FORM

APPENDIX H – COMPREHENSIVE CENTER EXPECTATIONS

APPENDIX I – MAINE SCHOOLS WITH SCHOOLWIDE PROGRAMS

PUBLIC NOTICE

State of Maine Department of Education

RFP# 202512164

21st Century Community Learning Centers

The State of Maine is seeking proposals for 21st Century Community Learning Center (21st CCLC) grant awards from bidders capable of delivering high-quality after school and summer educational programs for students attending Maine schools. The State of Maine will be accepting applications for new, expansion, and companion awards under this RFP.

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

An informational webinar for this RFP will be available on January 21, 2026 at the following website: https://maine.egrantsmanagement.com/

Proposals must be submitted to the Office of State Procurement Services, via Vendor Self Service (VSS). Proposal submissions must be received no later than 4:00 p.m., local time, on April 7, 2026. Proposals will be opened the following business day.

RFP TERMS/ACRONYMS with DEFINITIONS

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

(1) are NOT in elementary, middle, or high school;

(2) are family members of participating children; and

(3) participate in educational services or other activities appropriate for adults provided by the center.

post-secondary institution or high-quality certification program (i.e. community college, university, technical/vocational programs, apprenticeships, etc.) with a pathway to future advancement in their chosen career path.

financial statement purposes, or $10,000.

This physical location is characterized by defined hours of operation and a dedicated staff that plans and facilitates program activities.

Supplies – Non-consumable Tangible personal property, with a useful life of one year or more and an acquisition cost of $500.00 or more per unit or is considered “highly walkable” (i.e. computers, laptops, iPads, audio-visual equipment, televisions, DVD players, printers, copiers, cameras, hand tools, cell phones, etc.), which must be tagged an inventoried as belonging to the 21st CCLC program.

State of Maine Department of Education Elementary and Secondary Education Act (ESEA), Title IV, Part B CFDA #84.287

RFP# 202512164

21st Century Community Learning Centers

PART I INTRODUCTION

A. Purpose and Background

The Department of Education (Department) is seeking proposals to provide 21st Century Community Learning Center (21st CCLC) programs, as defined in this Request for Proposals (RFP) document. This document provides instructions for submitting proposals, the procedure and criteria by which the awarded Bidder will be selected, and the contractual terms which will govern the relationship between the State of Maine (State) and the awarded Bidder.

The 21st CCLC program is authorized under the Title IV, Part B of the Elementary and Secondary Education Act (ESEA) of 1965, as amended by the Every Student Succeeds Act (ESSA) of 2015. Its purpose is to provide opportunities for communities to establish or expand activities in “community learning centers” that:

1. Provide opportunities for academic enrichment, including providing tutorial services to help students, particularly students who attend low-performing schools, to meet challenging State academic standards;

2. Offer students a broad array of additional services, programs, and activities, such as youth development activities, service learning, nutrition and health education, drug and violence prevention programs, counseling programs, arts, music, physical fitness and wellness programs, technology education programs, financial literacy programs, environmental literacy programs, mathematics, science, career and technical programs, internship or apprenticeship programs, and other ties to an in-demand industry sector or occupation for high school students that are designed to reinforce and complement the regular academic program of participating students; and

3. Offer families of students served by community learning centers opportunities for active and meaningful engagement in their children’s education, including opportunities for literacy and related educational development.

For federal legislation, regulations, and guidance on the 21st Century Community Learning Centers program, please visit the U.S. DOE’s website.

Recipients of 21st CCLC funding from the Department must address all three (3) program components noted above at each program site and such services must be available to all students participating in the program. The structure of local 21st CCLC programs may vary across the state to include before school, after school, weekends, holidays, summer vacation, and other times when schools are not in session. At a minimum, however, Maine’s 21st CCLC programs must offer both school year and summer program services to participating students as outlined in Appendix H.

Approved 21st CCLC programs must link directly to the local School Administrative Unit’s (SAU’s) Consolidated SAU Plan and align with the Maine Learning Results. The Department will be accepting applications from new, expansion, and companion proposals. The combined total funding available for all proposals is projected to be $1,750,000.00 (subject to the final federal allocation for the program).

B. General Provisions

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

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

3. All proposals must adhere to the instructions and format requirements outlined in the RFP and all written supplements and amendments (such as the Summary of Questions and Answers), issued by the Department. Proposals must follow the format and respond to all questions and instructions specified below in the “Proposal Submission Requirements” section of the RFP.

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

5. The proposal must be signed by a person authorized to legally bind the Bidder and must contain a statement that the proposal 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 RFP and the awarded Bidder’s proposal, 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 submissions in response to this RFP will be public records, available for public inspection pursuant to the State of Maine Freedom of Access Act (FOAA) (1 M.R.S. § 401 et seq.). State contracts and information related to contracts, including bid submissions, are generally public records per FOAA.

8. In the event that a Bidder believes any information that it submits in response to this RFP is confidential, it must mark that information accordingly, and include citation to legal authority in support of the Bidder’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 Bidder to determine whether the information is an exception to FOAA’s definition of public record. If the Department determines to release information that a Bidder has marked confidential, it shall provide advance notice to the Bidder 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 proposals received in response to the RFP.

10. If awarded a contract resulting from this RFP, 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, are included by this reference. It is the Bidder’s responsibility to determine the applicability and requirements of any such laws and to abide by them.

C. Eligibility to Submit Bids

Public or private organizations in the State of Maine are considered eligible entities under the 21st CCLC program. Such entities include:

· Public SAUs,

· Non-profit agencies,

· Local government agencies,

· Faith-based organizations,

· Institutions of higher education,

· Indian tribes or tribal organizations, and

· For-profit companies.

For an application to be considered eligible, all potential bidders must:

1. Propose to serve one or more Maine schools, where at least 2/3 of the students the bidder proposes to serve attend:

a. A school eligible for a schoolwide program under Title I, Part A, Section 1114 of the Every Student Succeeds Act, and the families of those students; or

b. A school with at least 40 percent of students eligible for free and reduced-price lunch, and the families of those students.

2. Develop the proposal in partnership with another agency, where the proposal consists of:

a. One lead bidding organization, who will take on the responsibilities of fiscal agent for the proposed program and demonstrate achievement of all deliverables set forth in the proposal; and

b. One lead partner organization, who will have an active and meaningful role in the planning, development, and delivery of the proposed program.

3. Ensure that the proposal aligns with one of the following proposal types:

a. New proposal: A proposal submitted by an eligible entity that currently does not receive, directly or indirectly, any 21st CCLC funding which seeks to establish new program site(s).

b. Expansion proposal: A proposal submitted by an eligible entity that currently operates one or more 21st CCLC program sites, but not does not currently provide programming for the student population and program site(s) targeted in the proposal.

c. Companion proposal: A proposal submitted by an eligible entity who's current 21st CCLC award expires on 6/30/26 and who wishes to continue providing the same level of 21st CCLC programming and services for the same student population and program site(s). This proposal type serves to extend the funding and services of an existing program for another 4-year period.

4. Obtain written assurance from the school organization included within the proposal that it will contribute to no less than 35 percent of the annual transportation cost for the program budget. Both parties to the proposal must also ensure students travel safely to and from the proposed program and no barriers to program participation exist for students whose families are not able to transport their child to and from the program; and

5. Meet all application requirements and deadlines, including accurate completion of all application sections and required signature pages.

A list of Maine schools currently implementing a schoolwide program is available in Appendix I of this RFP document.

For a listing of Free and Reduced Lunch counts for Maine schools in Fiscal Year 2026, please visit: https://www.maine.gov/doe/schools/nutrition/CNDatareports

All bidders must also ensure that the students they propose to serve are not already served by another 21st CCLC program or individual program site. There may be only one 21st CCLC program per school building or other community facility, and the same children may not be served by more than one (1) program. It is allowable for an agency to offer 21st CCLC programming in a different facility for a different cohort of children than are already served by a 21st CCLC program operating in a school or other community facility.

D. Partnerships

Bidders are encouraged to collaborate with partners in carrying out 21st CCLC programs, which include the eligible school(s) that students attend. A partnership is characterized by meaningful involvement in the planning, development, and delivery of the proposed program for students and families. All partners should be defined as a school organization, nonprofit agency, local government agency, faith-based organization, institution of higher education, Indian tribe or tribal organization, and/or for-profit company with a demonstrated record of success in designing and implementing before school, after school, summer learning, or expanded learning activities. Please note that an individual, agency, organization or other entity that only provides products and/or services described in the application and are not involved in the overall planning and implementation of the program is considered a vendor, not a partner. Bidders must have at least one (1) lead partner organization in order to apply for funding. Additional partnerships are encouraged to demonstrate the viability of the program.

E. Allowable Activities

Each bidder that receives 21st CCLC funding under this RFP may use awarded funds to carry out a broad array of activities that advance student academic achievement and support student success. Such activities include the following:

1. Academic enrichment learning programs, mentoring programs, remedial education activities, and tutoring services that are aligned with (1) the challenging State academic standards and any local academic standards and (2) local curricula that are designed to improve student academic achievement;

2. Well-rounded education activities, including such activities that enable students to be eligible for credit recovery or attainment;

3. Literacy education programs, including financial literacy programs and environmental literacy programs;

4. Programs that support a healthy and active lifestyle, including nutritional education and regular, structured physical activity programs;

5. Services for individuals with disabilities;

6. Programs that provide afterschool activities for students who are English learners that emphasize language skills and academic achievement;

7. Cultural programs;

8. Telecommunications and technology education programs;

9. Expanded library service hours;

10. Parenting skills programs that promote parental involvement and family literacy;

11. Programs that provide assistance to students that have been truant, suspended, or expelled to allow students to improve their academic achievement;

12. Drug and violence prevention programs and counseling programs;

13. Programs that build skills in science, technology, engineering, and mathematics (referred to in this paragraph as ‘STEM’), including computer science, and that foster innovation in learning by supporting nontraditional STEM education teaching methods; and

14. Programs that partner with in-demand fields of the local workforce or build career competencies and career readiness and ensure that local workforce and career readiness skills are aligned with the Carl D. Perkins Career and Technical Education Act of 2006 (20 U.S.C. 2301 et seq.) and the Workforce Innovation and Opportunity Act (29 U.S.C. 3101 et seq.).

F. Contract Term

The Department is seeking cost-efficient proposals to provide services, as defined in this RFP, for the anticipated contract period defined in the table below. The dates below are estimated and may be adjusted, as necessary, in order to comply with all procedural requirements associated with the RFP and the contracting process. The actual contract start date will be established by a completed and approved contract.

Contract Renewal: Following the initial term of the contract, the Department may opt to renew the contract for three (3) renewal periods, as shown in the table below, and subject to continued availability of funding and satisfactory performance.

The term of the anticipated contract, resulting from the RFP, is defined as follows:

G. Size of Awards

All awards resulting from the RFP will be based on a funding reduction model, meaning that award amounts will be reduced over time, as outlined in the table below.

Period #1 Renewal Period #2 Renewal Period #3

Potential awards resulting from this RFP will range from a minimum of $75,000 to a maximum of $325,000. At no time will the Department issue an award in an amount of less than $75,000 or greater than $325,000.

Single-site Programs: Bidders proposing to operate a single-site program may request an award ranging from $75,000 to $175,000. Single-site programs are limited to operating a single grant-funded program site. At no time can cost per RLP student exceed $3,000 for a single-site program.

Multi-site Programs: Bidders proposing to operate a multi-site program may request an award ranging from $75,000 to $175,000 for the first site and up to $75,000 for each additional site. Multi-site programs must operate at least two but no more than three grant-funded program sites. At no time can cost per RLP student exceed $2,700 for a multi-site program.

H. Number of Awards

The Department anticipates making multiple awards as a result of this RFP process. The number and size of awards will depend on the number of proposals received and available funds. Based upon the consensus scoring of applications, the Department will rank order applications. Requested amounts will be subtracted from the funding available until insufficient funds remain to make an additional award. Proposals receiving a score of less than 70 points will not be selected for an award under this RFP.

I. Limitations

1. Renewability: The Department does not implement a renewability process for the 21st CCLC program outside of the state’s standard RFP process. In order for an existing 21st CCLC grant award to be renewed, a bidder must be successful in reapplying for funding during the Department’s 21st CCLC grant competition.

2. Program Model: Under this RFP, the Department will only issue awards to successful bidders seeking to implement OST programs and activities for eligible students and their families. The Department will not accept proposals from or issue awards to bidders seeking funding to support ELT programs or activities.

PART II SCOPE OF SERVICES TO BE PROVIDED

A. Program Goals

The Awarded Bidder(s) will deliver, during non-school hours or periods, a learning opportunity program that addresses the stated student service targets, program goals, indicators, and performance measures that are set forth in the application, reflected in the budget forms, and required in progress reporting to include measurement of:

Goal 1 – Academic Improvement: To improve academic performance in reading/language arts & mathematics of students who are low-performing, failing, or at high risk of failure, based on standardized assessments.

Goal 2 – Health and Wellness: To increase the opportunities to improve health and wellness of students, which include programming in the areas of: nutrition, physical fitness, emotional and physical safety, social-emotional development, and substance abuse prevention.

Goal 3 – Educational Enrichment: To enhance students’ educational enrichment opportunities by providing a broad array of age-appropriate, student-driven, and project-based learning opportunities that include STEM, visual and performing arts, multicultural education, community/service learning, and college and career readiness.

Goal 4 – Family Engagement and Education: To develop and implement a plan to provide educational opportunities and activities for parents, caregivers, and families of students that will enhance academic and social-emotional development of those students as well as provide information and resources that promote overall family education, including opportunities and activities for adult parents and caregivers to enhance their own educational development.

Goal 5 – Sustainability and Collaboration: To establish and maintain effective partnerships across schools and communities toward reaching shared student outcomes and overall program sustainability, which includes the formation and on-going development of an Advisory Board that meets regularly for the purpose of planning and implementing strategies for generating program income such as grant writing, fundraising, partners contributing toward program costs, and use of school district, state, and other federal funds; and

Goal 6 – Professional and Staff Development: To provide afterschool staff with shared professional development related to program content alignment, academic curriculum development, enhanced positive youth development practices and data-driven continuous program improvement.

The awarded Bidder(s) will report on the goals above during the contract year, as scheduled and directed by the Department. Awarded Bidder(s) will be required to report program progress and outcomes through a variety of data sources, including academic assessment scores, attendance, and activity data by means of an online reporting and web-based tool provided by the Department. Awarded Bidder(s) will also be required to utilize state-determined evaluation tools throughout the year.

B. Additional Requirements

Awarded Bidders who accept funding through Maine’s 21st CCLC program must also:

1. Focus on serving and improving the academic performance of students who are low performing (LP), as identified through standardized assessments, on a regular (30 days or more) year-round basis for the duration of the grant;

2. Provide comprehensive programming for youth who are LP, at every site, for the duration of the grant, which includes age-appropriate support services in the areas of:

a. academic improvement,

b. health and wellness,

c. educational enrichment, and

d. parent education and family engagement.

3. Ensure adequate space for grant programming at every center/site to include:

a. classrooms,

b. gyms,

c. multi-purpose rooms,

d. cafeterias,

e. libraries,

f. technology labs,

g. outdoor space, and

h. meeting and office space for program staff

4. Conduct school year and summer programs with operational weeks, days, and hours of programming consistent with those outlined in Appendix C, Section 3.c of the approved application or that state’s minimum operational requirements outlined in Appendix H of the application, whichever is greater.

5. Employ a Program Director who must work a minimum of 30 hours per week, year-round, for the duration of the grant in a single-site program or 40 hours per week, year-round, for the duration of the grant for a multi-site program.

6. Employ a Site Coordinator for each program site to be operated, employed at a minimum of 20 hours per week to oversee the daily operations of each proposed program site within a multi-site program or employ a Program Director who also operates as a Site Coordinator for a single-site program.

7. Demonstrate the capacity to effectively manage the administrative and fiscal responsibilities of the grant program, including the adherence to federal and state reimbursement requirements and entering and ensuring the accuracy of all required program data by established deadlines.

8. Use 21st CCLC program data and reports to address individual student needs by developing and updating program goals and plans for continuous program improvement.

9. Implement a staff development plan for regular, ongoing afterschool staff meetings and professional development opportunities for all program staff on topics related to ensuring excellence in programming for out-of-school time program.

10. Utilize a Program Advisory Board to develop and implement a sustainability plan, which includes advocacy and sustainability strategies, in order to continue the program beyond the life of the grant.

11. Maintain a strong linkage between the 21st CCLC program and the school day program, with frequent and regular communication between afterschool staff and administrators, teachers, school-day “specialists” such as nurses, guidance counselors/social workers, Title I, Part A Coordinators, Literacy Specialists, Curriculum Coordinators, etc.

12. Maintain, for the life of the grant, continued commitment of each school organization included within the application that it will continue to contribute, at a minimum, its year one percentage of the overall cost of transporting students to and from the 21st CCLC program and

13. Ensure that the resulting program adheres to all federal and state health and safety protocols and guidelines regarding COVID-19 so that program staff, students, and families remain safe and healthy.

Awarded Bidders will also be held accountable for the achievement of program outcomes and adherence to program assurances outlined in the following appendices:

1. Appendix D – Specifications of Work to be Performed

2. Appendix E – Required Assurances

Please Note:

1. Awarded Bidders are reminded of their obligation under Section 504 of the Rehabilitation Act, which states that no otherwise qualified individual with handicaps in the United States shall, solely by reason of her or his handicap, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance.

2. Awarded Bidders are mandated under Title IX (Uniform Provisions) of the Elementary and Secondary Education Act to consult with private school administrators about their students’ needs and how they can be addressed via federal programs. This must occur in a timely and meaningful way during the design and development of the program. Awarded Bidders must also maintain evidence of ongoing consultation with area non-public schools and must complete and submit Appendix F on the RFP as part of their proposal.

PART III KEY RFP 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. Informational Webinar

The Department will publish a pre-recorded informational webinar concerning this RFP on the date and at the location shown on the RFP cover page. The purpose of this informational webinar is to provide supplemental information to assist potential Bidders in submitting responses to the RFP. The content of the webinar will also be made available in a readable PDF format.

C. Questions

1. General Instructions: It is the responsibility of all Bidders and other interested parties to examine the entire RFP 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 RFP.

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.

D. Amendments

All amendments released in regard to the RFP 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.

E. Intent to Apply Form

Bidders are required to complete and submit the Intent to Apply Form located in Appendix G of the RFP. Submission of this form is required to determine Bidder eligibility for this grant opportunity prior to the development of a competitive grant proposal. This process also ensures that mistakes, which may otherwise deem a Bidder ineligible, have an opportunity to be corrected prior to submission of a full proposal. The Department shall implement a two-phase process for Intent to Apply Form submissions under this RFP, which shall include:

1. Initial Intent to Apply Form (Phase One): The Department will accept Intent to Apply Forms from interested Bidders through the deadline noted on the RFP cover page. All interested Bidders must submit a completed Intent to Apply Form using the template provided in Appendix G of the RFP document. These completed forms must be submitted, via email, to the RFP Coordinator noted on the cover page of the RFP. Bidders must insert the following into the subject line of their e-mail Intent to Apply Form submission:

“RFP# 202512164 Intent to Apply Submission – [Bidder’s Name]”

All Bidders who submit an Intent to Apply Form under the RFP by the deadline noted on the cover page of the RFP will receive a response letter from the RFP Coordinator by March 5, 2026. Response letters will either (a) confirm Bidder eligibility and grant access to the 21st CCLC grant application or (b) deny Bidder eligibility and provide rationale for said denial. Bidders who receive a letter denying eligibility will have an opportunity to revise and resubmit their Intent to Apply Form in phase two below.

2. Revised Intent to Apply Form (Phase Two): Any Bidder whose Intent to Apply Form submission was denied will not be granted access to the 21st CCLC grant application. Bidders who submitted an initial Intent to Apply Form that was rejected will, however, be given the opportunity to revise and resubmit their Intent to Apply Form for a second review. All Bidders submitting revised Intent to Apply Forms must do so using the template provided in Appendix G of the RFP. All revised submissions must be sent via email to the RFP Coordinator by the deadline noted on the cover page of the RFP. Bidders must insert the following into the subject line of their e-mail Intent to Apply Form submission:

“RFP# 202512164 REVISED Intent to Apply Submission – [Bidder’s Name]”

All Bidders who submitted and initial Intent to Apply Form under phase one and submit a revised Intent to Apply Form under phase two by the deadline noted on the cover page of the RFP will receive a response letter from the RFP Coordinator. Response letters will either (a) confirm Bidder eligibility and grant access to the 21st CCLC grant application or (b) deny Bidder eligibility and provide rationale for said denial. Bidders who receive a letter denying eligibility will not have an opportunity to revise or resubmit their Intent to Apply Form and will not be granted access to the 21st CCLC grant application.

Bidders who did not submit an initial Intent to Apply Form by the February 25, 2026, deadline may not submit a new Intent to Apply Form during phase two.

Please note that the Department assumes no liability for assuring accurate/complete/on time transmission and receipt of the Initial or Revised Intent to Apply Form.

F. Proposal Submission

1. Proposals Due

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

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

2. Delivery Instructions

a. Proposal 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. Bidder proposal submissions are to be submitted as a single PDF file and:

i. Use the following file naming convention:

· RFP# 202512164 Proposal Submission – [Bidder’s Name]

ii. Include the following sections:

· Appendix A: Proposal Cover Page

· Appendix B: Responsible Bidder Certification

· Appendix C: Proposal Content & Budget

· Appendix D: Specifications of Work to be Performed

· Appendix E: Required Assurances

· Appendix F: Equitable Services Consultation Form

PART IV PROPOSAL SUBMISSION REQUIREMENTS

This section contains instructions for Bidders to use in preparing their proposals. The Department seeks detailed yet succinct responses that demonstrate the Bidder’s qualifications, experience, and ability to perform the requirements specified throughout the RFP.

Bidders’ proposals 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 RFP, 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 RFP specifications will result either in disqualification or reduction in scoring of a proposal. Rephrasing of the content provided in the RFP will, at best, be considered minimally responsive.

Bidders are not to provide additional attachments beyond those specified in the RFP for the purpose of extending their response.