RFP 202603036 Vendor Question_FINAL.xlsx
XLSX spreadsheet 16 KB Posted
- Solicitation number
- RFP - 03A - 202603036
- Issued by
- Cumberland County, Maine
About this file
This is a vendor question-and-answer document issued by the State of Maine Department of Corrections, Division of Juvenile Services, in response to inquiries regarding RFP 202603036 for community-based diversion programming services for justice-involved and at-risk youth ages 11-21. The RFP seeks proposals across three juvenile justice regions, with bidders required to submit separate proposals for each region they wish to serve. Eligible services include community service, alternatives to suspension, diversion to assets, after-school programming, and recreational programming. Questions must be submitted by April 3, 2026, at 4:00 p.m. local time, with proposals due April 24, 2026, at 4:00 p.m. local time via the Vendor Self Service system. The initial contract period runs from January 1, 2027, through June 30, 2028 (18 months), with subsequent annual terms and two optional renewal periods extending through June 30, 2031. Bidders must maintain current 501(c)(3) nonprofit status, demonstrate evidence-based or promising practices, conduct comprehensive background checks on all staff and volunteers, and provide trauma-informed care training with a minimum of twelve continuing education units annually.
The initial 18-month contract period (January 1, 2027, through June 30, 2028) is funded at $412,000.00 total, with subsequent annual funding of $672,000.00 statewide. The contract is structured as fee-for-service with quarterly or monthly reimbursement at the awarded bidder's discretion based on invoiced services rendered. No set youth service numbers are mandated; bidders identify anticipated youth served based on current program capacity within proposed service areas. Current contractors previously funded through sole-source agreements include Maine After School Network ($80,562.00 annually, serving Augusta and Bucksport with 19 referrals), LearningWorks ($270,000.00 annually, serving York and Cumberland Counties with 117 referrals), and Alfond Youth and Community Center ($170,000.01 annually, serving Kennebec and Somerset Counties with 29 referrals). Bidders must complete all sections of the Technology Assessment Form to demonstrate compliance with Maine's Office of Information Technology security policies and NIST standards, with architecture diagrams required. Records must be maintained for five years from contract termination. The Department reserves the right to make one or multiple awards and anticipates awarding contracts to organizations capable of serving entire regions, though individual county proposals within regions are permitted.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP 202603036 Community-Based Diversion_FINAL.docx | DOCX document | |
| RFP 202603036 Vendor Question_FINAL_Amended.xlsx | XLSX spreadsheet | |
| RFP 202603036 AMD1.docx | DOCX document | |
| RFP 202603036 Vendor Question_FINAL.xlsx | XLSX spreadsheet | |
| Title VI FHWA Assurance package.pdf | ||
| RFP 202603036 Community-Based Diversion_FINAL.docx | DOCX document | |
| RFP 202603036 Community-Based Diversion_FINAL.docx | DOCX document |
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Text version
Sheet1
| Q&A Summary | ||
| Question | Answer |
| 1 | How many youth are expected to be served each year in each region? | There is no set amount, as this is dependent on the program capacity within the county identified in the proposed services. The bidder may identify the number of youth anticipated to be served based on current capacity. |
| 2 | Is there a dollar amount available per year for the whole state, and if so, how much is this? | The first initial period of performance is 18 months, 1/1/27 to 6/30/28, and will be a total of $412,000.00. Following that initial period, the yearly total is $672,000.00 for the whole state. |
| 3 | The RFP states that the sole source contracts with community diversion programs is no longer appropriate. Does this mean that the current funded community programs will not be funded unless they apply through this RFP or they become subcontractors? | Yes. |
| 4 | Who was the recipient of the sole-source contract? | Under the “Diversion” definition within the Division of Juvenile Services, the following contractors had sole-source contracts: Maine After School Network (Diversion to Assets), Learning Works, Alfond Youth and Community Center |
| 5 | What was the amount awarded per year? | For Fiscal Year 2026 (7/1/25 to 6/30/26): Maine Afterschool Network received $80,562.00; LearningWorks recevied $270,000.00; and Alfond Youth and Community Center recevied $170,000.01 |
| 6 | Did they serve the whole state or just a region? | For Fiscal Year 2026 (7/1/25 to 6/30/26): Maine Afterschool Network received served Augusta and Bucksport; LearningWorks served York and Cumberland County; and Alfond Youth and Community Center served Kennebec and Somerset Counties. |
| 7 | How many youths did they serve per year? | For Fiscal Year 2026 (7/1/25 to 6/30/26): Maine Afterschool Network had 19 new referrals;; LearningWorks had 117 new referrals; and Alfond Youth and Community Center had 29 new referrals. |
| 8 | The Technical Assessment Form is complicated. Are we supposed to respond to all the tabs on the Excel spreadsheet? Or just the NIST? Many of the terms or requirements are unfamiliar concepts or terminology. | See PART II: section C and section F: All technology used to support any aspect of the services provided in this RFP, and to store any data collected for these services, must have the appropriate security controls in place to protect the State’s sensitive and/or confidential information. All sections of the Technology Assessment Form must be completed to demonstrate that the technology products used by the Bidder to support their Diversion Program, meet all appropriate compliance mandates. The architecture diagram further describes the underlying technology used in the provision of services. |
| 9 | How will funds be distributed? A lump sum of the contract award or invoice as reimbursement? If latter, quarterly, monthly? | The contract(s) are fee for service. This means reimbursement quarterly or monthly, as the discretion of the awarded bidder(s). |
| 10 | Can funds be used to purchase equipment and/or vehicles (vans) for transportation? | Yes, but it must directly impact the services proposed in the application and if awarded the bidder (s) will be asked to compelte a detailed budget. |
| 11 | The Data Collection section of Part Two states that the bidder must "provide the technology to satisfy the data requirements." Are there explicit technology specs that must be satisfied? | The “Specs” are individualized based on the bidder(s) identified scope of work. Refer to Policies & Standards | Maine IT for more information. |
| 12 | We currently complete most of the required background checks, with the exception of Child & Family Services. How do we set up an account to access this information? | The link to the background check information of the Office of Child and Family Services can be found here: https://www.maine.gov/dhhs/ocfs/provider-resources/ocfs-background-check-unit |
| 13 | With regard to driving suspensions, is there a timeframe for prior offenses by prospective employees? | There is no timeframe, but it is at the discretion of the department to allow, for instance, as described in Part II E-3. |
| 14 | Can DOC outline its expectations for records retention? | See IT Service Contract Rider B, 12 “Accounting, Records, and Audit,” for the full list of expectations. In short, the bidder(s) must maintain records for 5 years from the date of contract termination as it pertains to the work performed in the contract. |
| 15 | In addition to the cost proposal form, does the bidder need to submit a detailed budget? If so, is there a preferred format? | No, the Cost Proposals Form (Appendix G) is the only budget form needed for submission. |
| 16 | Is there a cap on the award amount that a bidder can request? | The first initial period of performance is 18 months, 1/1/27 to 6/30/28, and will be a total of $412,000.00. Following that initial period, the yearly total is $672,000.00 for the whole state. |
| 17 | What is the Department's anticipated length of participation for youth engaged in programming? | Due to differing fidelity models per chosen Evidence-based program, there is no anticipated length of participation as this will be dependent on the chosen program. |
| 18 | Does the Department have a definition for successful completion of diversion or should the applicant define within the program proposal? | Due to differing fidelity models per chosen Evidence-based program, the provider will be responsible for defining success. |
| 19 | Part II B 7 requests a copy of the program handbook detailing existing policies & procedures. Is this to be included within the 12 page limit or something that should be submitted as an attachment or upon award? Where do we attach if so? | No this is not included in the 12-page limit, it may be submitted as an attachment. This will be submitted in the Vendor Self Service System when the bidder submits their application. |
| 20 | For Region 3, how many youth do DOC anticipate being served within each county? | There is no set amount, as this is dependent on the program capacity within the county identified in the proposed services. The bidder may identify the number of youth anticipated to be served based on current capacity. |
| 21 | What is DOC's definition of Alternatives to Suspension? | Alternatives to Suspension is a disciplinary strategy, restorative practices, and educational supports designed to keep students in school, maintain academic progress, and address the root causes of behavioral issues, rather than excluding them through traditional out-of-school suspension. |
| 22 | What is DOC's definition of Diversion to Assets? | Diversion to Assets is a community-based strategy that redirects young people away from formal juvenile justice system processing (court, detention, or formal probation) and toward services that build on their strengths, talents, and resources to prevent future delinquency. |
| 23 | Pg. 10, D: Bidders must attend (staff/mentors) "Contractor Training" before entering LCYDC. What is LCYDC? | Long Creek Youth Devleopment Center. If a bidder (s) are proposing to work inside the facility or meet with youth in the facility, they must attend training prior to completing work in the facility. |
| 24 | How much money is expected to be awarded throughout this RFP process? | The first initial period of performance is 18 months, 1/1/27 to 6/30/28, and will be a total of $412,000.00. Following that initial period, the yearly total is $672,000.00 for the whole state. |
| 25 | Is this new funding or existing funding? Is it connected to recent legislation? | Existing Funding. |
| 26 | Is this a cost-settled service? | The contract(s) are fee for service. This means reimbursement quarterly or monthly, as the discretion of the awarded bidder(s). |
| 27 | How will agencies bill for services to receive payment? | The contract(s) are fee for service. This means reimbursement quarterly or monthly, as the discretion of the awarded bidder(s). |
| 28 | What is the expected duration of services for youth? | Due to differing fidelity models per chosen Evidence-based program, there is no anticipated length of participation as this will be dependent on the chosen program. |
| 29 | What are the most common crimes which lead to youth involvement with DOC? | Please refer to the https://www.maine.gov/corrections/juvenileservices/reports “Juvenile Overview Report” for more details. |
| 30 | What is the caseload of a JCCO? | The average JCCO caseload is 30. |
| 31 | Will new programs be considered as well? If new programs are considered, will the bidder's inability to provide success rates over the past 2 years negatively affect the application (pg. 9, B6)? | Yes, new programs will be considered. If a bidder (s) does not have success rates over the last two years, they may use the other similar projects to describe how they will be successful. |
| 32 | Is there a page limit to Appendix C? | No. |
| 33 | Is there a page limit to Appendix F? | Yes, it may not exceed 12 pages. See Part II, Page 2, top of page. |
| 34 | Can Appendix E, the Technical Assessment form, be submitted as a PDF? | Excel is preferred. |
| 35 | Is the only proposed budget information to be submitted Appendix G, the Cost Proposal form? Are any other budget detail and/or budget narrative required? | No, the Cost Proposals Form (Appendix G) is the only budget form needed for submission. |
| 36 | Page 9 - Part II - Section A - says "Bidders must submit a separate proposal for each Juvenile Region they wish to provide services in." Is this one RFP response per bidder per Region, or one RFP response per bidder with a File1-4 per each Region? | One response per bidder per region. For example, if a provider is submitting for statewide, they must submit 3 separate proposals (Region 1, 2, and 3) with all the necessary documentation, as listed in the RFP. |
| 37 | Referencing to Technical Assistance Document: This form appears to more closely align with the purchase of a software or system by the State, please verify what components, questions, tabs, etc. of the form are required to comply with the RFP. | Refer to line 11 for answer. |
| 38 | Referencing to Technical Assistance Document: What Architecture Diagram is required for what solution? | Refer to line 11 for answer. |
| 39 | Referencing to Technical Assistance Document: BoM tab is asking for "products" included in the bid. The bid is for services, please advise on the use and need for this tab? | Refer to line 11 for answer. |
| 40 | Referencing to Technical Assistance Document: MaineIT tab is asking about hosting and Application Solution, again, what is the use and relevance of the requested information for a bid of services? | Refer to line 11 for answer. |
| 41 | Referencing to Technical Assistance Document: Information Security Standards tab questions S1 and S2 refer to protection of State Information Systems, how is this relevant to the bid or offering of services? | Refer to line 11 for answer. |
| 42 | Referencing to Technical Assistance Document: Cloud Service Provider Reqs tab appears to refer to an application or IT hosting solution, this bid is for services, please explain need for this tab and data? | Refer to line 11 for answer. |
| 43 | Referencing to Technical Assistance Document: NIST Requirements Tab appears to refer to an application or IT hosting solution, this bid is for services, please explain need for this tab and data? | Refer to line 11 for answer. |
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