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RFP26006807 Youth Development Support (YDS) Services

SECTION A. BACKGROUND

Mission

Build a system of care where every child grows up in a safe and loving family environment that supports the development of strong, resilient families throughout the state of Rhode Island.

Vision

The Rhode Island Department of Children, Youth & Families leads excellence in service delivery by strengthening prevention, ensuring accountability, and respecting the dignity and diversity of every individual and family. Through collaboration, we effectively engage with families and communities, working together to ensure the safety and well-being of the children and youth we serve.

Our Guiding Principles

1. Family, community, and government share responsibility for the safety, protection, and well-being of children, emphasizing prevention over intervention through an integrated continuum of care that reflects a partnership between all parties and is culturally relevant.

2. When a natural family cannot care for a child or youth, it is our responsibility to ensure timely placement in a safe, stable, and nurturing environment.

3. Staff, families, resource caregivers, and service providers are partners in providing timely and appropriate high-quality care.

4. Partnership requires open, honest, and respectful communication, fostering an awareness of the quality of services and clear and agreed-upon responsibilities.

5. Staff are held accountable to a professional code of conduct.

6. As an invaluable resource, staff is entitled to a safe, supportive work environment that fosters professional development.

7. Quality improvement is an ongoing process that utilizes external and internal performance standards.

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DCYF Priorities

In 2024, through collaboration with DCYF staff, community partners, families, and youth, DCYF developed a series of priorities to advance our system.

WELL-BEING: Our objective is to establish a proactive child and family well-being system that prioritizes the voices of youth and families, enhances preventative support, and improves overall outcomes.

RACIAL JUSTICE: We are dedicated to promoting racial equity by identifying and eliminating systemic racism within our child and family well-being system.

TRANSITION: We focus on supporting foster youth in their successful transition to adulthood, paying particular attention to LGBTQIA+ youth, those aging out of care, and other marginalized groups.

WORKFORCE: We aspire to engage our workforce by fostering a well-resourced, well-trained, and supportive organizational culture.

CONTINUUM OF CARE: We are committed to building a robust continuum of care that ensures improved access to a diverse range of therapeutic supports and services.

DCYF’s strategic plan leverages 2024 priorities identified from DCYF, the Governor’s Rhode

Island 2030 Plan, EOHHS, and Listening & Learning.

The Rhode Island DCYF is requesting offers from qualified and responsible Vendors to meet the

Department’s need for providing community-based youth development services and supports to older youth in foster care (aged sixteen and older), who are most likely to remain in care until they reach age eighteen (18), to young adults who remain in care beyond age eighteen (18) until age twenty-one (21) and to young adults who have left foster care and have not yet reached age twenty-one (21).

The successful vendor shall be contracted with for the purpose of assisting the Department in fulfilling its statutory and regulatory obligations to ensure that older youth who are or were in the care and custody of DCYF, are provided with the tools, the resources, and the opportunities, to increase the likelihood that they will achieve permanency and self-sufficiency as they successfully transition from DCYF care into adulthood. The successful vendor will work cooperatively with the Department’s implementation of the Voluntary Extension of Care Act, Public Law 2018, Chapter 47, Article 15.

The purpose of this RFP is to select a Vendor who will assist DCYF in meeting the expectations and obligations of the following federal laws:

• Federal Chafee Foster Care Independence Program (CFCIP), Federal Public Law 106- 169-Foster Care Independence Act;

• Federal Public Law 107-133 Promoting Safe and Stable Families Amendments of 2001

(Specifically, Title II-Foster Care and Independent Living);

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• Federal Public Law 110-351-Fostering Connections to Success and Increasing Adoptions Act of 2008.

Target Population

DCYF is responsible for ensuring the opportunity for youth and young adults who are eligible for the Federal Chafee Foster Care and Independence Act Program (CFCIP) to access youth development and support services focused on ensuring their successful transition to adulthood.

The data provided is for informational purposes only and reflects historical counts from Calendar

Year 2024. These figures are intended to provide an estimate of the potential service population and shall not be construed as a guarantee of volume or referrals under this contract.

This RFP will target the following youth/young adults:

Youth living in DCYF foster care (including all out-of-home placements other than the Rhode

Island Training School) who are at least sixteen (16) years old and have not yet reached their twenty-first (21st) birthday.

• # of youth in out of home placement, excluding adoption and guardianships and the RITS, who turned 16 in CY 2024: 194

• # of youth in out of home placement, excluding adoption and guardianships and the RITS, who turned 17 in CY 2024: 206

• # of youth in out of home placement, excluding adoption and guardianships and the RITS, who turned 18 in CY 2024: 167

• # of youth in out of home placement, excluding adoption and guardianships and the RITS, who turned 19 in CY 2024: 128

• # of youth in out of home placement, excluding adoption and guardianships and the RITS, who turned 20 in CY 2024: 81

Data source: RICHIST, data as of 2/12/2025.

Youth who were adopted or entered a kinship guardianship through DCYF at age sixteen (16) or older.

• # of youth in adoption and guardianships, who turned 16 in CY 2024: 317

• # of youth in adoption and guardianships, who turned 17 in CY 2024: 284

• # of youth in adoption and guardianships, who turned 18 in CY 2024: 276

• # of youth in adoption and guardianships, who turned 19 in CY 2024: 10

• # youth in adoption and guardianships, who turned 20 in CY 2024: 2

Data source: RICHIST, data as of 2/12/2025.

Youth and young adults who were in foster care on or after the individual’s sixteenth (16th) birthday and who choose to participate in the Voluntary Extension of Care (Public Law 2018, Chapter 47, Article 15) and who have not yet reached their twenty-first (21st) birthday. (These youth are included in the counts above).

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Included in the population to be served are youth aged 16 through 21, including LGBTQIA+ youth, and youth who are culturally and linguistically diverse. Young parents will be included in the target population and will be expected to receive specialized services and support to meet their needs.

SECTION B: SCOPE OF WORK AND REQUIREMENTS

The Rhode Island Department of Administration/Division of Purchases, on behalf of the Rhode

Island Department of Children, Youth and Families (“DCYF”) is soliciting proposals from qualified entities to provide a comprehensive array of services that assist youth to successfully transition into adulthood. Services are needed on a state-wide basis.

This is a Request for Proposals, not an Invitation for Bid. Responses will be evaluated based on the relative merits of the proposal, in addition to price; there will be no public opening and reading of responses received by the Division of Purchases pursuant to this Request, other than to name those Vendors who have submitted proposals.

DCYF is seeking one vendor to deliver the following services: The Youth Development Services needed by the Department to serve the target population includes, but is not limited to, the following:

1. Service Delivery Framework and Youth Engagement

The Vendor shall deliver services within a Positive Youth Development framework and create meaningful opportunities for youth engagement, leadership, and participation.

• Expertise in Positive Youth Development and in providing services to adolescents and young adults with a range of needs

• Provision of training as requested to DCYF staff, youth and other providers regarding positive youth development, and other related topics. Training should include assistance with transportation for youth as needed and incentives for youth participation

• A well-established Positive Youth Development Framework: Consistent with best practice recommendations of the Child Welfare League of America (CWLA) Standards of

Excellence

• A proven history of successfully engaging youth

• Services provided by vendors must be culturally competent and grounded solidly in a positive youth development framework

• Manage the RI DCYF Youth Advisory Board

• Youth empowerment services including providing opportunities for youth to be integrally involved in determining their own transition plans

• Opportunities for peer support

The successful vendor shall develop and manage a statewide Youth Advisory Board comprised of youth who have been involved with the DCYF foster care system. This shall include ensuring that youth are trained in effective leadership skills. The successful vendor shall provide evidence of their experience with knowledge of and ability and capacity to develop and manage similar youth

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The Advisory Board shall be representative in terms of race, ethnicity, gender, sexual orientation and gender identity as well as regarding the reason for the youths’ involvement with DCYF. The youth and young adults involved must be between sixteen (16) and twenty-four (24). The purpose of this Advisory Board is to encourage youth to be active participants on a board to advocate for youth in DCYF care, voice their opinions and help inform decisions regarding the DCYF system.

Advisory Board meetings must be at convenient times and locations, and it is required for there to be enough meetings a year so that the youth involved can provide meaningful input. Youth

Advisory Board members should receive training regarding Leadership Roles, Advocacy and other topics which will help them develop their leadership skills and become effective advocates.

2. Life Skills, Education, and Workforce Development

The Vendor shall provide assessment, education, and workforce development services that prepare youth for independent living and sustainable employment.

• Life Skills assessment

• Comprehensive Life Skills education and training, including provision of training in a variety of formats, including, but not limited to in person, TEAMS meetings, Podcasts and

Web-based learning opportunities, including pre and post tests

• Career interest and vocational assessment, vocational education, and job coaching

• Support to improve educational outcomes

• Support to improve workforce development and job placement opportunities

• Job search assistance, including transportation as needed (focus on workforce opportunities that can provide a livable wage)

The successful vendor must demonstrate strong partnerships with other employment initiatives, including, but not limited to, those provided through the Rhode Island Department of Labor and

Training, the Governor’s Workforce Board, and their contracting agents. The vendor must ensure opportunities within their youth development program for youth to engage in meaningful career development and/or workforce opportunities.

3. Housing Stability, Financial Capability, and Economic Security

The Vendor shall support youth in achieving housing stability and developing the financial capability necessary for long-term self-sufficiency.

• Prevent transition into homelessness and establish pathways to economic security

• Housing assistance, including budgeting, housing search assistance, assistance with furnishings, utility connections, and moving as appropriate

• Assistance with identification of and negotiations with appropriate roommates as needed

4. Health, Behavioral Health, and Specialized Supports

The Vendor shall ensure access to health and behavioral health services and provide specialized support tailored to the needs of specific youth populations.

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• Address over-prescription and misuse of psychotropic medication

• Incentivize the use of and assist in coordination of mental health services

• Provisions of specialized services and support to youths of different cultures, races as well as LGBTQIA+ youth

• Provision of specialized services and support to LGBTQIA+ youth

• Provision of specialized services, including education and support, to teen parents

• Health care education and support, including assistance identifying available and appropriate health care professionals and registering for available health insurance

The successful vendor must utilize assessment, evaluation and other tools that are selected/approved by DCYF.

5. Permanency, Mentoring, and Independent Living Supports

The Vendor shall support the development of permanency, relationships, and independent living skills through mentoring, documentation support, and life milestone achievement.

• Relationship support, including enhancing family, fictive kin, and significant other relationships

• Assistance and support establishing permanency, including the development of a

Permanency Plan

• Drivers Education and assistance with obtaining a driver’s license

• Assistance with the procurement of and education regarding appropriate storage of essential documents, including birth certificate, state ID or driver’s license, Social Security card, and Education and Medical records

• Provision of a Mentoring Program

• Administration of the Teen Grant Program

The successful vendor shall implement a mentoring service to help youth create lasting positive relationships with adults within their community. The successful vendor shall provide evidence of their experience with and knowledge of their ability and capacity to develop and manage evidence-informed and/or evidence-based mentoring services for youth and young adults.

The Mentoring Service shall be designed to help participants create relationships with positive adult role models who can give guidance and emotional support. The service should focus on finding adults within the youth’s network, so that the youth may already know who could become a natural support. The service should also recruit adults from the community with no prior connection to the youth to participate in the service and help to facilitate a lasting connection between the mentors and the youth.

6. Data Collection, Performance Measurement, and Statewide Access

The Vendor shall implement systems to collect, track, and report service data and ensure that services are accessible to all eligible youth on a statewide basis.

• Development and maintenance of a Data Collection system and the provision of outcome data to DCYF on a regular (quarterly and annually) basis

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• The full range of services must be accessible to youth on a statewide basis

The Rhode Island Department of Children, Youth and Families, an agency within the Executive

Office of Health and Human Services, is a unified state agency with combined responsibility for child welfare, children’s behavioral health and juvenile corrections. The Department is statutorily designated (RIGL 42-72-5) as “the principal agency of the state to mobilize the human, physical, and financial resources available to plan, develop, and evaluate a comprehensive and integrated statewide program of services designed to ensure the opportunity for children to reach their full potential. Such services shall include prevention, early intervention, outreach, placement, care and treatment and aftercare programs.”

The successful vendor shall provide evidence of their experience with and knowledge of their ability and capacity to work collaboratively with DCYF, other providers, state agencies, and community-based resources. This must include evidence of working collaboratively with DCYF in assisting youth with meeting identified service/transition plan goals. This must also include evidence of their experience with and knowledge of their ability and capacity to work with the

Department of Labor and Training and the Governor’s Workforce Board in relation to all programs and services for which a young adult may be eligible.

A selected list of statutes and regulations relevant to DCYF, and with which all vendors must comply, is attached as Appendix C List of Relevant DCYF Statutes and Regulations.

Program Evaluation

The successful vendor shall provide evidence of their experience, ability and capacity to meet identified outcomes and performance measures and to provide DCYF with performance reports, including outcome data, on a regular basis. The successful vendor must be able to identify baseline levels of performance so that positive outcomes can be clearly measured and identified. DCYF and the successful vendor shall agree on outcome measures, however, the following are examples of known outcome measures DCYF expects from the successful vendor:

Process Outcomes

• Number/ Percentage (#/%) of youth actively participating in the RI Youth Advisory Board.

• Number (#) of youth with a Mentor.

• Number (#) of youth who received Teen Grants while enrolled in the program.

• Number/ Percentage (#/%) of youth who have completed financial literacy program component.

• Number/ Percentage (#/%) of youth who have established relational permanency support, including enhancing family, fictive kin, and significant other relationships.

Impact Outcomes

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• Number/ Percentage (#/%) of youth, who at end of program, have employment, consistent with their Treatment Plan.

• Number/ Percentage (#/%) of youth, who at end of program, have educational involvement, consistent with their Treatment Plan.

• Number/ Percentage (#/%) of youth, who at end of program, have vocational education, consistent with their Treatment Plan.

• Number/ Percentage (#/%) of youth who, at the end of the program, have housing, consistent with their Treatment Plan.

• Number/ Percentage (#/%) of youth with established and demonstrated financial management skills, as defined as each youth having an active savings and checking account.

• Number/ Percentage (#/%) of youth actively participating in the RI Youth Advisory Board.

• Number (#) of youth with a Mentor.

• Number (#) of youth who received Teen Grants while enrolled in the program.

• Number/ Percentage (#/%) of youth who have completed financial literacy program component.

• Number/ Percentage (#/%) of youth who have established relational permanency support, including enhancing family, fictive kin, and significant other relationships.

Impact Outcomes

• Number/ Percentage (#/%) of youth, who at end of program, have employment, consistent with their Treatment Plan.

• Number/ Percentage (#/%) of youth, who at end of program, have educational involvement, consistent with their Treatment Plan.

• Number/ Percentage (#/%) of youth, who at end of program, have vocational education, consistent with their Treatment Plan.

• Number/ Percentage (#/%) of youth who, at the end of the program, have housing, consistent with their Treatment Plan.

• Number/ Percentage (#/%) of youth with established and demonstrated financial management skills, as defined as each youth having an active savings and checking account.

The successful vendor has an affirmative obligation to assess and survey all youth who participate in services, at the beginning of services and at the end of services. These assessments and surveys will be part of what is used to evaluate and measure outcomes.

Please present, in your proposal, how you would demonstrate outcomes based on the work and outcomes requested by DCYF, including providing DCYF with, at a minimum, quarterly and annual reports. Additional data requests may be made to comply with DCYF need to report data

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Courts, etc.

Work Environment

As outlined in Section A.6, the Successful Vendor shall ensure operational hours that are both during the normal work week as well as evenings and weekends. The Vendor must ensure that services are provided at times convenient for youth and young adults. The vendor must have an available venue to host training, and workshops and must have the capacity, either solely through the vendor’s resources or in partnership with other entities, to provide services in locations throughout the State to be able to facilitate access for the broadest number of youth and young adults. The Vendor must also demonstrate their capacity to successfully provide Life Skills

Education in a variety of format, included, but not limited to Web-based, TEAMS meetings, Podcasts, etc.

SECTION C: PROPOSAL

1. Technical Proposal

Narrative and format: Vendors must submit a technical proposal which addresses each of the following elements and is limited to ten (10) pages (this excludes any appendices and as appropriate, resumes of key staff that will provide services covered by this request).

Vendor must present proposal in the same sequence and with the same letter and number scheme and the first sentence of headings shown in this Section. If the vendor believes that a subject has been adequately addressed in another part of the Technical Proposal, then a cross-reference to the appropriate part of the narrative must be provided.

A. Staff Qualifications

A.1. Describe the qualifications, training, and experience of staff involved in service delivery and supervision. DCYF seeks proposals where services are delivered and supervised by highly qualified, well-trained, and culturally competent caregivers and staff, with minimal staff turnover. Include staffing schedule with proposed number of hours/weeks for each person.

Clearly identify the supervision structure for all staff. Provide staff resumes/CV (with identifying information redacted) and describe qualifications and experience of key staff who will be involved in this program, including their experience in Child Welfare Social Work and the successful transition of youth to adulthood.

A.2. Describe the cultural and linguistic diversity of your agency’s proposed staff. Please describe your agency’s ability to provide interpreting services to meet the linguistic needs of changing population of youth. Minimally some staff should be able to communicate in Spanish, and English. Additional languages including Creole, American Sign Language, Portuguese should be available through an interpreting service as needed. If new staff are to be added, 2023-1.v3.04082026 RFP – Agency Solicitation Specifications Page 10 of 17 Revised 4/8/2026 describe the recruitment strategy which will ensure qualified and diverse staff are engaged and retained. In addition, please describe strategies to eliminate racial disproportionality and to promote having diverse staff to reflect the children and youth served

A.3. Describe the composition of the vendor’s executive leadership team, and describe their qualifications, training, and experience. DCYF seeks proposals from Vendors led by highly qualified, well-trained, and culturally and linguistically diverse staff, with minimal staff turnover.

A.4. Describe the training, coaching, and other professional development opportunities offered to staff involved in the proposed services. DCYF seeks proposals that offer regular, relevant training and professional development opportunities for staff. In addition, please describe Vendor strategies for providing effective communication to employed staff to ensure consistency of the delivery of services by all staff and on all shifts. Please provide details of staff training, including number of hours, topics, trainer qualifications, and pre-employment and in-service training requirements.

A.5. Describe the recruitment and retention strategies that will ensure the ability of the Vendor to provide consistent, uninterrupted, high-quality services, to the population it proposes to serve.

B. Capability, Capacity, and Qualifications of the Vendor

Please provide a detailed description of your experience as a provider of transition services to youth involved with DCYF.

Resources and Practices to Support Successful Service Delivery

B.1.1. Describe the components of the proposed service the Vendor intends to be primary provider, and for which, if any, and with whom the Vendor intends to subcontract, and describe any relationships established with other organizations that will have a significant role in the development, delivery, or evaluation of services. DCYF seeks proposals that demonstrate the existence of any necessary organizational relationships, and describe the nature of such relationships, including but not limited to contractual and/or financial obligations.

B.1.2. Describe Vendor’s practices for documenting youth’s assessments, transition and treatment plans, and the services delivered. Describe the capacity to submit reports as required or requested by DCYF, the judiciary, and other State entities. DCYF seeks proposals that demonstrate ability to comprehensively and accurately document client information, regularly review that information for completeness and correctness, cooperate with DCYF record reviews, and generate reports as required or requested.

B.1.3. Describe Vendor’s practices for continuous quality improvement and using quantitative and/or qualitative information to improve performance. DCYF seeks proposals that demonstrate that data and feedback on services and performance are systematically analyzed

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B.1.4. Describe Vendor’s information technology infrastructure, staffing, and operational practices for managing client, program, fiscal, and billing data and information. DCYF seeks proposals that demonstrate resources and ability to securely and accurately collect, store, analyze, and share data in accordance with confidentiality requirements.

B.1.5. Describe the physical infrastructure in place to support service delivery. DCYF seeks proposals that demonstrate that facilities, physical plant, and other resources used in service delivery are safe for children and families, well maintained, conducive to successful outcomes, and meet all DCYF licensing standards. Describe how services will be provided on a statewide basis.

Financial Management

B.2.1. Describe Vendor’s financial management and internal control practices. DCYF seeks proposals that demonstrate financial management and internal control practices and accounting systems that meet the highest standards of fiduciary responsibility, provide protection against waste, fraud, and abuse, comply with generally accepted accounting principles (GAAP), and manage and account for revenue from multiple state and federal funding streams. Any pricing or cost-related information must be submitted separately in accordance with the Cost Proposal requirements. NO BUDGET OR COST

INFORMATION SHALL BE INCLUDED WITHIN THIS SECTION OF THE

PROPOSAL. TECHNICAL PROPOSALS THAT CONTAIN COST PROPOSAL

INFORMATION WILL BE DROPPED FROM CONSIDERATION.

B.2.2. Describe Vendor’s ability to properly invoice for services rendered. DCYF seeks proposals that describe practices to ensure invoices to the Department are accurate and timely, and supported by required documentation, and demonstrate ability to reconcile claims and resolve discrepancies between amounts billed and services rendered.

B.2.3. Describe Vendor’s readiness to direct bill Medicaid and private health plans for covered activities and services. DCYF seeks proposals that demonstrate preparations undertaken to perform direct Medicaid billing for approved services or assist the Department in developing direct Medicaid billing for other services.

Qualifications and Certifications

B.3.1. Demonstrate compliance with all state and federal regulations and statutes, including but not limited to completing background checks for all staff and volunteers who have one-on-one contact with children and youth, and providing a list of all current and relevant organizational certifications, accreditations, licenses, and other regulatory compliance acknowledgments that indicates the expiration dates for any/all of these qualifications and describes plans for continued compliance. DCYF seeks proposals that demonstrate current compliance and willingness and ability to sustain compliance with all state and federal

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B.3.2. Describe any material litigation, administrative proceedings or investigations in which the organization or any of its principals, partners, associates, subcontractors or support staff is currently involved or that has been settled within the past five (5) years, and also describe any critical incidents the organization has experienced over the past five (5) years, including but not limited to, staff assaults, client maltreatment, child deaths, and other infractions. DCYF seeks proposals that have identified and addressed any such proceedings and/or critical incidents that the Vendor has experienced.

Identify and address any conflicts of interest that may arise because of business activities or ventures by the organization or associates of the organization, employees, or subcontractors as a result of any individual’s status as a member of the board of directors of any organization likely to interact with the Department. DCYF seeks proposals that adequately mitigate and respond to perceived, potential, and/or actual conflicts of interest.

C. Work Plan - Please describe in detail the framework within which the requested Youth

Development Services will be performed.

The Work Plan must align with the service requirements outlined in Section B – Scope of

Work and Requirements. Vendors shall describe their approach to implementing these services and achieving the outcomes described, rather than restating the requirements

Approach/Methodology – Outcome Measurement and Reporting - Define the methodology to be used for collection and reporting of outcome data consistent with the requirements outlined in Section B – Scope of Work and Requirements, Program Evaluation.

The successful vendor must be able to identify baseline levels of performance so that positive outcomes can be clearly measured and identified. Describe how all youth who participate in services will be assessed and surveyed at the beginning of services and at the end of services.

These assessments and surveys will be part of what will be used to evaluate and measure outcomes.

Identify any specific assessment tools to be utilized. DCYF must approve all assessment tools.

Present, in the proposal, how outcomes will be demonstrated based on the work and outcomes requested by DCYF, including providing DCYF with, at a minimum, quarterly and annual reports. Additional data requests may be made to comply with DCYF need to report data to entities such as the Governor’s Office, RI State Senate and House, the Federal Government, RI Courts, etc.

2. Cost Proposal

Detailed Budget and Budget Narrative:

A detailed cost proposal must be submitted by each Vendor using: Appendix F - Cost Proposal

Template. The cost proposal shall consist of a budget and a narrative.

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The budget shall include details of cost estimates for work described in this RFP. The Vendor is required to use Cost Proposal to detail costs by category and by budgeted year. The Vendor shall provide values for each applicable element of cost. The Vendor may introduce new elements of cost into the detailed budget but must maintain the overall format and integrity. It is particularly important that, where applicable, the Vendor’s budget maintains existing formulae (as in the summations of hours, in total cost calculations). If the Vendor introduces new formulae into the budget form, the Vendor shall ensure these formulae are intact in the official submission, and that such formulae are explained in the budget narrative. The “Cost

Summary” tab is configured to tabulate all costs entered on the other tabs and to present an overall total cost of the effort.

The Vendor shall submit a comprehensive cost proposal for the required services that includes the following:

• The Vendor will propose a lump sum annual fee to conduct, manage, and deliver all services outlined in the Scope of Work, in accordance with the provided Cost Proposal

Template (Appendix F).

• The proposed fee shall cover the initial one (1) year contract period, with pricing also provided for any optional renewal periods, in alignment with the terms of the RFP. The

Vendor shall clearly present the lump sum cost for each contract year.

• In addition to the lump sum pricing, the Vendor shall provide a detailed budget and budget narrative, outlining cost assumptions, categories, and methodologies used to develop the proposed pricing.

• Any supplemental budgetary or cost-related information provided shall be for informational and planning purposes only and shall not supersede the proposed lump sum pricing.

Cost Element A: Labor

Provide, under Column B in this section of the budget form, a list of all roles or labor categories that will perform work under the proposed technical solution. For each role or category, provide the direct hourly wage (Column C). The Department anticipates that different Vendors will allocate other labor related costs in different ways, so be sure to detail all overhead and / or applicable General and Administrative (G&A) costs associated with labor. Provide details regarding the association of fees with each labor category. In column J provide an estimate for the total number of hours for each labor category. Columns K through

M contain formulae to calculate the total costs (direct + overhead + G&A) * total number of hours) associated with each labor category and the total fee (fee amount * total number of hours) associated with each labor category.

Note: should the Vendor propose the utilization of subcontractors in the performance of required duties, individual subcontractor employees shall be listed in column B of this cost element. The Department does not anticipate that the Vendor will incur G&A or Overhead costs for subcontractor employees. Accordingly, such costs are not allowed. Explain, in the

Cost Proposal Narrative, the basis and rationale of proposed fees.

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Provide justification as to why proposed costs are both reasonable and realistic to perform the required work described in this RFP. Describe the methods used to calculate and allocate overhead and G&A costs. Should subcontractors be proposed, provide the methodology the

Vendor used to determine subcontractor costs reasonable, and detail any fees to be by the prime to the subcontractor.

Cost Element B: Materials

Provide, under column B in this section of the budget form, a list of each type of material expected to be consumed in performance of the work specified in this RFP. For each type of material provide a direct material cost (column C), as well as any associated Material Handling

(MH) rates and costs. Fee is not allowed for material costs. Column F calculates the total material cost for each material type (direct cost + MH cost).

Explain, in the Cost Proposal Narrative, why the specified materials are required for performance of the work specified in this RFP. Provide justification as to why the proposed direct costs are both reasonable and realistic to perform this work. Describe the methods used to calculate and allocate MH costs.

Cost Element C: Other Direct Costs (ODCs)

Provide, under column B of this section of the budget form, a list of each type of ODC expected to be incurred in the performance of the work described in this RFP. For the purposes of this RFP, ODCs are defined as those costs that are directly incurred as a result of performance of the work but not included in proposed labor or material costs. An example of a cost that might fall into this category is a cost incurred for ancillary (consulting) services, or for reimbursable travel. Fee is not allowed for ODCs, but the Department does anticipate that

G&A costs may be associated with certain ODCs. For each type of ODC provide a direct ODC cost, as well as any associated G&A costs. Column F calculates the total cost for each type of

ODC (ODC Cost + G&A costs).

Explain, in the Cost Proposal Narrative, why the specified ODCs are required for performance of the work specified in this RFP. Provide justification as to why the proposed direct costs are both reasonable and realistic to perform the work. Describe the methods used to calculate and allocate G&A costs.

Cost Element D: Indirect Costs

Provide, under column B of this section of the budget form, a list of each type of indirect cost expected to be incurred in the performance of the work described in this RFP.

Indirect costs are those that are not directly allocable to any particular cost object (such as labor or materials) but are incurred in the performance of contractual work. Examples include certain administrative, facility or security costs. Fee is not allowed for indirect costs. The

Department anticipates that the Vendor will calculate and itemize indirect costs based upon

2023-1.v3.04082026 RFP – Agency Solicitation Specifications Page 15 of 17 Revised 4/8/2026 some rate or percentage of a direct cost (e.g., 0.8% of total labor). For each indirect cost provide in column C the value of the basis of cost (e.g., the total proposed labor cost). Provide in column D rate associated with each basis of cost (e.g. 0.8%). Column F calculates the total cost of each type of indirect cost (basis of cost * rate). It is important to note that certain types of indirect costs are not allowable and shall not be reimbursed under the contract resulting from this RFP.

Explain, in the Cost Proposal Narrative, why the specified indirect costs are required for performance of the work specified in this RFP. Provide justification as to why the proposed indirect costs are reasonable and realistic to perform the work. Such justification may include the identification of established indirect rate pools, and any associated validation of those pools by a government accounting or auditing agency.

NOTE: Vendors must complete all tabs of the project budget form, so as to include all required costs for the entire anticipated contract term.

Federal claiming and record keeping

The Department will combine or “blend” funding from many different sources, including state general revenue and various federal sources, such as Title IV-E, which covers room and board costs for foster children; Title IV-B; and Medicaid, which reimburses for mental health and behavioral health and rehabilitation services and for home and community-based services.

Each of these federal funding sources requires specific service and reporting requirements, which can differ by funding source. Providers will be required to support federal claiming by the Department through the following:

• Provide all essential documentation necessary for the Department to submit a claim for individual recipients and ensure records are compliant with relevant federal and state regulations and guidance.

• Submit Medicaid claims directly where feasible to the state’s Medicaid Management

Information System (MMIS) for Medicaid services provided through the Department of

Children, Youth and Families, Department of Human Services, and Department of

Behavioral Healthcare, Developmental Disabilities, and Hospitals.

• Assist the Department with completing time studies for applicable providers and staff to quantify the percentage of staff time spent on federally reimbursable activities. As requested, collaborate with the Department to establish reimbursement procedures and processes when reimbursement for service is possible through Medicaid, Title IV-E or another source.

Providers shall maintain detailed service and expenditure records that will be available for review and auditing by federal and state authorities, upon request. These records shall substantiate cost reports and invoices and support that funded services were delivered in compliance with federal and state requirements, including those contained in Rhode

Island’s Title IV-E, IV-B and Medicaid State Plans. Provider shall possess financial

2023-1.v3.04082026 RFP – Agency Solicitation Specifications Page 16 of 17 Revised 4/8/2026 management and accounting systems capable of generating financial reports on utilization, cost, claims, billing and collections for the Department and other stakeholders.

Documentation must be retained for at least seven (7) years following the month in which a service was delivered.

Invoice submission

For services that are not currently direct billed, the provider will be responsible for submitting a properly completed, Department approved invoice form on a monthly basis that details all expenditures made with department funding. These invoices will include the recipient, service, duration/units delivered, dates of service, diagnosis (when necessary), eligibility and other key information to be used to submit claims for federal reimbursement and reconcile expenditures against activities. The Department reserves the right to request additional supporting documentation. The Department may reject any service expenses included on the invoice that are not related to an appropriate activity.

Providers shall be prepared to develop and perform direct Medicaid billing for approved services as directed by the Department.

Cost allocation plan

Prior to the initiation of services, the successful vendor shall submit a cost allocation plan (CAP) to the Department for approval. This cost allocation plan must be developed in accordance with the appropriate federal cost principles as contained in Federal OMB circular A-122, “Cost

Principles for Non-Profit Organizations.” The CAP must identify the methodologies and procedures used to identify, measure, and allocate allowable direct and indirect costs to each program or service managed by the provider.

3. Supplemental Bidder Attestation Form

See Appendix A on the “Overview” tab in Ocean State Procures™ for information. Vendors are to complete, sign and submit this form with their overall proposal.

4. ISBE Proposal

See the “Overview” tab in Ocean State Procures™ for information and the MBE, WBE and/or

Disability Business Enterprise Participation Plan form(s). Vendors are required to complete, sign and submit these forms with their overall proposal. Please complete separate forms for each MBE, WBE, and/or Disability Business Enterprise subcontractor to be utilized on the solicitation.

2023-1.v3.04082026 RFP – Agency Solicitation Specifications Page 17 of 17 Revised 4/8/2026

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC

Technical proposals must receive a minimum of 55 (78.5%) out of a maximum of 70 points to advance to the cost evaluation phase. Technical proposals scoring less than 55 points shall not have the accompanying cost or ISBE participation proposals opened or evaluated; such proposals shall not receive further consideration. Technical proposals scoring 55 points or higher shall have the cost proposals evaluated and assigned up to a maximum of 30 points, bringing the total potential evaluation score to 100 points.

As total possible evaluation points are determined, vendor ISBE proposals shall be evaluated and assigned up to 6 bonus points for ISBE participation.

Proposals shall be reviewed and scored based upon the following criteria:

Criteria Possible Points

Staff Qualifications 10 Points

Capability, Capacity, and Qualifications of the Vendor 10 Points

Work Plan 30 Points

Approach/Methodology 20 Points

Total Possible Technical Points 70 Points

Cost Proposal 30 Points

Total Possible Evaluation Points 100 Points

ISBE Participation 6 Bonus Points

Total Possible Points 106 Points

The Low bidder will receive one hundred percent (100%) of the available points for cost. All other bidders will be awarded cost points based upon the following formula:

(low bid / vendors bid) * available points

For example: If the low bidder (Vendor A) bids $65,000 and Vendor B bids $100,000 for monthly cost and service fee and the total points available are Thirty (30), Vendor B’s cost points are calculated as follows:

$65,000 / $100,000 * 30 = 19.5

Additional evaluation criteria can be found at:

For those with an OSP account, see the “Requirements” tab of this solicitation in OSP for additional information on the evaluation a n d selection process in the “RFP Standard Specification” section.

For those without an OSP account, public access to the full bid can be found at https://ridop.ri.gov/vendors/bidding-opportunities. Search for this solicitation, open the record, click on the

“Print/Download Solicitation Summary” button in the upper right corner for all the solicitation requirements and supporting documents are found at the bottom of the page in the “Solicitation Attachments” section.

https://ridop.ri.gov/vendors/bidding-opportunities