2023-1.v2.04222024 RFP – Agency Solicitation Specifications Page 1 of 12 Revised 2/4/2026

RFP27006985 - AGENCY SOLICITATION SPECIFICATIONS

TITLE: OER STEPS INITIATIVE PROGRAM

SECTION A: BACKGROUND

The Rhode Island Office of Energy Resources (“OER”) is soliciting proposals for an education and workforce training provider that can recruit, match, mentor, and track eligible college students for the next three summer sessions (2027-2029) of the Rhode Island Clean Energy Internship Program (the “CEIP”, the “Program”, or the “Internship Program”). The CEIP is a workforce development initiative co-managed by OER and the Renewable Energy Fund (“REF”). The program connects undergraduate, graduate students, and recent alumni with clean energy employers across RI through paid internship placements. The CEIP hosts three programming rounds each year: summer, fall, and spring. Qualifying students are matched with clean energy host companies for a 12-week internship totaling no more than 480 working hours.

The cost of the internship is subsidized by REF at minimum wage, up to 40 hours a week, for 12 weeks. The link to the Clean Energy Internship website can be found here:

https://refinternships.commerceri.com/clean-energy-internship-program/.

Since 2024, OER and REF have partnered with a workforce and education provider to incorporate energy education and professional development programming into the summer rounds of the CEIP. Now, entering its third year, this initiative has been branded as the Student Training and Experience for Professional Success (“STEPS”) Initiative. STEPS offers in-person and virtual career workshops, mentorship circles, and networking events to all students participating in the summer round of the CEIP. Additionally, the initiative offers tailored recruitment support specifically for eligible students.

OER is seeking an energy education and workforce training provider to manage the professional development and energy workforce education component of the RI Clean Energy Internship Program, known as the STEPS Initiative. The goal of this initiative is to:

1. recruit eligible college students, recent graduates, and clean energy employers

2. Provide opportunities for mentorship with energy industry professionals

3. Track the professional development and progress of eligible students

4. Offer virtual and in-person career readiness workshops and networking events

5. Provide tailored career counseling and personalized pathway guidance to eligible students https://refinternships.commerceri.com/clean-energy-internship-program/

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6. Prepare final reports to evaluate performance and inform program design parameters

Key Definitions With a clearer understanding of the terms defined in the section below, OER is seeking a vendor who can recruit, match, mentor, and track eligible college students for internships with host companies during the summer rounds of the CEIP. The vendor should have substantial experience in recruiting, supporting, and mentoring eligible college students for work-based learning experiences in Rhode Island. Additionally, a successful vendor should have experience designing and facilitating effective career readiness workshops that can support successful outcomes during the internship program and beyond. Given the importance in building relationships with host companies, affinity groups, and career centers at academic institutions, it is important that the vendors experience is specific to the Rhode Island landscape and/or it’s neighboring states.

Eligible Student: An “Eligible Student,” for purposes of this RFP, is a student who is a Pell Grant recipient, a first-generation college student, or a resident of an Environmental Justice (EJ) community, and who meets the following criteria:

• A student currently matriculated at a Rhode Island community college, four-year college, graduate college, or a recent graduate who is considering career opportunities in clean energy (recent graduates are defined as college students who graduated from undergraduate or graduate college/university within a year of their application). Law School students, Ph.D. candidates, or students who have been previously enrolled or matriculated in a Ph.D. or Ed.D. program are not eligible to participate in the Program.

• An undergraduate, graduate, or recent graduate student currently residing in Rhode Island.

Host Company: A “Host Company” or “Employer,” for purposes of this RFP, is defined as “an employer engaged in whole or in part in goods and services or advanced and applied technologies that significantly reduce or eliminate the use of energy from non-renewable sources, including, but not limited to: energy efficiency; demand response; energy conservation and those technologies powered in whole or in part by the sun, wind, water, biomass, alcohol, wood, fuel cells, any renewable, non-depletable, or recyclable fuel.” The host company must have an operating office within Rhode Island to be eligible for the CEIP and STEPS initiative.

OER and REF, in their sole discretion, make the determination of whether an employer is an eligible host company.

Career Workshops: A “Career Workshop” or “workshop,” for the purpose of this RFP, is defined as a virtual and/or in-person gathering between the vendor and participant students of the summer round of the CEIP (not just eligible students) focused on clean energy education and professional skills development. These workshops provide opportunities to network with Rhode Island clean energy professionals through guest speaker engagements and in-person events.

Mentorship Circle: A “Mentorship Circle,” for the purpose of this RFP, is a virtual session between a small group of participating students and several industry mentors from participant host employers. Industry mentors will meet with their cohort of students on a set day and time (preferably during lunch time) across three sessions. While each group will follow its own meeting schedule, all of them will engage in the same themed sessions including career pathways, storytelling and professional identity, and workplace skills and relationship building.

This model will give students the chance to build deeper connections with a consistent pair of mentors while also participating in a shared learning experience with their peers across the program's summer rounds.

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Mentor Orientation Session: A “Mentor Orientation Session,” for the purpose of this RFP, is defined as an orientation session required for those who volunteer to be mentors. This session shall include information on what to expect from Mentorship Circles, and best practices for engaging with interns. These sessions will be recorded and sent to mentors who couldn’t attend.

Mid-Program Pulse Checks: For the purpose of this RFP, this section refers to a mentorship circle session, which will include a mid-program pulse check for real-time feedback on the students' summer experience. This will enable OER and the vendor to identify opportunities for strengthening mentorship and internship alignment in future cohorts.

Networking Event: A “Networking Event,” for the purpose of this RFP, is defined as an in-person capstone event to provide all participating students with a real-world opportunity to practice their networking skills. The selected vendor will be in charge of all aspects of event planning, including securing a designated space, and determining the date and time for this in-person event. This event is open to all participating students of CEIP (not just eligible students), all host companies, mentors and supervisors, in addition to other members of the clean energy ecosystem in Rhode Island.

Student Interest Intake Form: A “Student Interest Intake Form,” for the purpose of this RFP, is defined as a brief, barrier-free digital form through which prospective students express interest in the STEPS initiative. The form should not require authentication requirements (i.e., Google sign-in) to ensure contact information is collected at the time of in-person interaction, such as college career fairs. Additionally, the chosen platform for student intake forms must allow OER to have access to survey results in real-time. Information collected includes, but is not limited to, the student’s name, contact information, academic institution, anticipated (or actual) graduation year, field of study, and a self-attestation question regarding the eligibility criteria (Pell Grant status, first-generation college student status, or EJ community residency). If the student is deemed eligible, the completion of this form is followed by a screening call.

Employer Interest Intake Form: An “Employer Interest Intake Form,” for the purpose of this RFP, is defined as a brief digital form through which prospective host companies express interest in participating in the STEPS initiative and the broader CEIP summer round. Like the student interest form, it must be free from authentication barriers and must allow OER real-time access to responses. Information collected includes, but is not limited to, the organization’s name, industry sector, primary contact, a description of the internship being offered, the location of said internship, and the hourly wage they’ll offer. Completion of this form initiates the employer onboarding and orientation process.

Screening Calls: A “Screening Call,” for the purpose of this RFP, is defined as a 1:1 virtual intake interview with all eligible students who completed the interest intake form. These screening calls provide individualized guidance on program eligibility, portal navigation, profile creation, and allow the vendor to assess the resume, cover letter, and interview readiness for each eligible student. This reduces the selection burden on host companies.

Student Orientation: A “Student Orientation,” for the purpose of this RFP, is defined as an orientation, which may be co-hosted by the vendor and OER, for all students, after the interest intake form deadline. This orientation aligns expectations for the STEPS initiative and outlines the schedule for the summer programming, including time commitments such as workshops, mentorship circles, and the network event.

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Employer Orientation: An “Employer Orientation,” for the purpose of this RFP, is defined as an orientation, which may be co-hosted and/or distributed by the vendor and OER, for all new host employers, after the interest intake form deadline. This orientation aligns expectations for the STEPS initiative and outlines the schedule for the summer programming, including the interns’ time commitments such as workshops, mentorship circles, and the network event.

Tailored Career Counseling and Recruitment Support: for the purpose of this RFP, this section refers to a suite of individualized support services offered exclusively to eligible students.

This support begins during the screening call and continues throughout the matching session period. Career counseling services include:

- A personalized assessment of the student's academic background, career interests, and professional readiness;

- Targeted feedback on resume and cover letter materials to strengthen competitiveness for internship placements;

- 1:1 interview preparation and coaching;

- Guidance on navigating the CEIP portal and application process; and

- Individualized guidance and recommendations that connect the student's skills and interests to specific clean energy sectors, roles, and professional networks in Rhode Island.

This support is distinct from the workshops, which are available to all CEIP participating students, and is intended to close gaps in access to professional development resources.

Personalized Pathway Guidance: for the purpose of this RFP, this section refers to a suite of individualized support services offered exclusively to eligible students who weren’t paired with a host employer during the current program year. This support is designed to address barriers that limit access to clean energy careers so that students remain engaged and competitive for placement in a future program round. These barriers include, but are not limited to, limited professional networks, a lack of sector-specific knowledge, unclear career pathways, and unfamiliarity with local opportunities. Services may include:

- A personalized assessment of the student’s academic background and career interests;

- Targeted feedback on application materials;

- Guidance on relevant training or credentialing pathways;

- Building connections to clean energy professionals and networks in Rhode Island

The vendor will maintain contact with unmatched eligible students through the duration of the summer session, to support their readiness for future internship placement.

SECTION B: SCOPE OF WORK AND REQUIREMENTS

The scope of work outlined below is intended to help vendors prepare a proposal demonstrating their qualifications, approach, and capacity to perform the required tasks. The specific scope and annual work plan for each contract year will be finalized collaboratively by OER, REF, and the selected vendor. In prior years, this initiative has supported between 25-35 college students. At a minimum, vendors should demonstrate their ability to perform the following tasks:

TASK 1 – Recruitment of students and employers for the STEPS Initiative

1. Launch yearly recruitment efforts at the beginning of each spring semester to align with academic calendars.

2. Maintain the recruitment pipeline through the STEPS recruitment deadline;

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3. Create online interest forms for student and host employer intake, supported by a robust intake process to assess students’ readiness for interviews.

4. Conduct 1:1 screening calls to provide individualized recruitment support and evaluate each student's resume, cover letter, and performance during interviews. The vendor will assist students in strengthening these materials and skills to improve readiness for placement and expedite onboarding. Screening calls should also include individualized guidance on understanding CEIP and STEPS, navigating the portal, and supporting profile creation, if necessary.

5. Conduct an employer orientation. This could take the form of a best practices guide, a virtual webinar, an in-person session, or any combination of these approaches. The orientation will outline expectations and time commitments for students during the summer sessions, best practices for supporting students, and program expectations.

6. The vendor shall conduct structured outreach to at least eight (8) RI academic institutions, including but not limited to:

• Community College of Rhode Island

• University of Rhode Island

• Johnson and Wales

• Rhode Island College

• Brown University

• Bryant University

• Providence College

• New England Institute of Technology

c. Academic/Affinity recruitment tracker: To help build deeper partnerships with RI academic institutions, greater transparency into the vendor’s communications with schools and affinity groups will be helpful. The vendor shall maintain an “academic/affinity recruitment tracker” (ART) shared with OER, documenting:

The name of institution/affinity group The contact information of key personnel Meetings (dates and outcome) Plans for follow-up

TASK 2 – Retention of students through the STEPS initiative

1. Student Orientation: OER and the vendor will co-host a student orientation after the interest intake form deadline. This orientation aligns expectations for the STEPS initiative and outlines the schedule for summer programming, including time commitments such as workshops, mentorship circles, and the network event.

2. Mentorship Circles: OER and the vendor will identify approximately energy industry professionals in Rhode Island to participate in and lead mentorship circles of 4-6 students each. OER and the vendor will collaboratively build a sense of community amongst the

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3. OER Mentor Orientation Session: OER and the vendor will host a mentor orientation session. This session will be required for those who volunteer to be mentors. This session shall include information on what to expect from Mentorship Circles, and best practices for engaging with interns. These sessions will be recorded and sent to mentors who couldn’t attend.

4. Mid-Program pulse checks: One mentorship circle session shall include mid-program pulse checks for real-time feedback on the students' summer experience. This will enable OER and the vendor to identify opportunities for strengthening mentorship and internship alignment in future cohorts.

TASK 3 – Tracking professional progress

1. Pre- and Post-Program Surveys: OER and the vendor will distribute a unified pre- and post-program survey to assess growth and satisfaction from both host companies and interns.

2. OER and the vendor shall strategize on best practices to ensure the highest survey response rate amongst host companies and participating students.

3. Alumni Network: Include CEIP LinkedIn Alumni page as a mechanism to continue student engagement and stay connected with program staff after their internship has ended.

4. The vendor will be added as an administrator to the CEIP Alumni LinkedIn page to streamline post-internship tracking.

TASK 4 – Workshops and Networking Events

1. Workshops: The vendor will host 3-4 workshops, which will be split between in-person and virtual settings. At least one workshop will be held in-person. OER may choose to host at least one virtual workshop. In the cost proposal, please provide the price per workshop.

2. Networking event: OER and the vendor shall host one networking event, which will culminate the skills learned during the summer session and bring all students and participating employers into one space where students can practice professional networking, showcase their experiences, and engage in meaningful conversations with employers about potential internship and career opportunities in the clean energy sector.

3. STEPS Programming calendar: The vendor shall create a collaborative calendar containing all relevant workshop dates, and a file-sharing mechanism for all workshop content. In addition to the information provided during employer orientation, the vendor will communicate workshop expectations to interns and host companies via email at least five (5) days in advance (including weekends). This information should also be included in the marketing plan.

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Task 5 – Marketing support

1. Develop marketing materials to be used by OER/REF at career fairs to collect student information, including:

a. Student flyers, with QR code to interest forms

b. Employer flyers, with QR code to interest forms

c. STEPS flyers and 2-page program primers for email and in-person distribution.

Content should describe the initiative (workshops, network events, and mentorship circles)

i. Note: All interest forms should have no required attachments or authentication requirements (i.e., Google sign-in or required resume upload) to ensure contact information is collected at the time of in-person interaction. Additionally, the chosen platform for employer and student intake forms must allow OER to have access to survey results in real-time.

2. Marketing Plan: The vendor will develop a written marketing plan which shall address a week-by-week, actionable approach for regular communications and programmatic processes with host companies and students from the beginning of recruitment through the conclusion of the summer session. The marketing plan should also include details and actionable items that build deeper partnerships/relationships with RI academic institutions. The marketing plan should incorporate the Program’s timeline related to outreach, recruitment, interest forms (student and host employer), orientations (student and host employer), workshops, mentorship circles, and the in-person network event. Calendar invitations should be created and shared with OER and REF for coordination purposes.

TASK 6 – Meetings

Meetings will be held weekly before transitioning to bi-weekly once the marketing plan and the workshop content are finalized. The following deliverables will be developed, discussed, and finalized during check-ins:

i. Program design and timeline

ii. Marketing materials and plan

iii. Workshop content and guest speakers

iv. Mentorship circle content

TASK 7 – Personalized Pathway Guidance

OER intends on utilizing this task as a part of the overall scope of work, however, OER may not have an annual need for this task and/or available budget. OER is seeking a vendor capable of providing these services, however cost in relation to this task will be captured for informational purposes. The vendor will provide Personalized Pathway Guidance to eligible students who are not matched with a host employer during the current program year. This service is intended to help students remain engaged in the STEPS Initiative and strengthen their readiness for future internship and career opportunities in the clean energy sector.

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Personalized Pathway Guidance shall address barriers that may limit access to clean energy careers, including but not limited to limited professional networks, lack of sector-specific knowledge, unclear career pathways, and unfamiliarity with local internship opportunities and clean energy career pathways. The vendor shall provide individualized support throughout the summer session to help students identify and pursue next steps toward their academic and professional goals, ensuring that recruitment efforts are reinforced through sustained engagement and continued development of a qualified student pipeline for future program cycles.

Personalized Pathway Guidance may include, but is not limited to, the following:

1. Individual Career and Academic Assessments: The vendor shall conduct individualized assessments of each student's academic background, career interests, skills, and professional goals to identify opportunities for future engagement in the clean energy workforce.

2. Application and Career Readiness Support: The vendor shall provide targeted feedback on resumes, cover letters, professional profiles, interview preparation, and other application materials to improve students' competitiveness for future internships and employment opportunities.

3. Training and Credentialing Guidance: The vendor shall provide information on relevant educational opportunities, training programs, certifications, credentials, and other professional development resources that may support a student's career goals within the clean energy sector.

4. Professional Networking and Industry Exposure: The vendor shall facilitate connections to clean energy professionals, industry networks, professional associations, and career development opportunities in Rhode Island and the broader New England region, as appropriate.

5. Ongoing Student Engagement: The vendor shall maintain regular communication with unmatched eligible students throughout the summer session to provide guidance, monitor progress, and support continued engagement with the STEPS Initiative and future internship opportunities.

The vendor shall document participation in Personalized Pathway Guidance activities and report outcomes to OER as part of its regular program reporting requirements. Since the anticipated volume of students who may take advantage of this service is not yet determined, please provide the cost of personalized pathway guidance per student in the cost proposal.

TASK 8 – Final Report

1. The vendor will complete a final report on an annual basis to be submitted to OER and REF at the conclusion of the summer session.

2. The final reports will play a critical role in educating OER and REF about the program's growth and depth, as well as the challenges it faces. The reports will also evaluate how the STEPS Initiative can be optimized to best support students and employers while advancing a just energy transition in Rhode Island.

3. The final reports will include, but may not be limited to, the following data:

• An overview of the program and the tasks performed;

• The recruitment process and outcome;

• Demographic information from participating students;

• The workshop, mentorship circles, and network event process and outcomes;

• Retention activities;

• Evaluation of the program through surveys;

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• Barriers and lessons learned;

• Recommendations and opportunities for the following year;

• Comparison of current-year and prior-year program metrics, including the number of interest form submissions, portal accounts created, students placed in internships, workshop participants, mentorship circle participants, and networking event attendees.

4. In response to recommendations from the 2025 final report, metrics and description of activities related to career center engagement must be included.

The final reports will play a critical role in educating OER and REF about the program's growth and depth, as well as the challenges it faces. The reports will also evaluate how the STEPS Initiative can be optimized to best support students and employers while advancing a just energy transition in Rhode Island.

SECTION C: PROPOSAL

1. Technical Proposal Narrative and format: vendors must submit a technical proposal that addresses each of the following elements and is limited to twenty (20) pages (this excludes any appendices and resumes of key staff that will provide services covered by this request.)

Staff Qualifications: All responses must identify all personnel who will provide services under this RFP, including the day-to-day lead and individuals responsible for each task. Provide one to two paragraph summaries of each technical and business expertise relevant to this RFP.

Resumes must be included as an appendix and do not count toward the 20-page limit. Disclose any OER contracts awarded to the vendor or subcontractors in the past five (5) years.

Capability, Capacity, and Qualifications of the Vendor: All vendors must provide a statement of qualifications describing their organization's history, size, and project portfolio.

Include the date of founding and a description of relevant experience providing services similar to each task outlined in the Scope of Work. Identify any proposed subcontractors. Include at least three client references with a contact person, address, email, and phone number, preferably clients for whom the vendor has provided similar services. Through this RFP, OER seeks to engage a vendor with demonstrated experience in recruiting and training eligible college students and managing workforce development programs similar in scope to the STEPS Initiative. Experience working in Rhode Island and the broader New England region is strongly preferred, given the importance of establishing and maintaining relationships with employers, academic institutions, and other key stakeholders in Rhode Island. At a minimum, please demonstrate the following characteristics that highlight the vendor’s experience, organizational capability, and demonstrated qualifications to carry out the following:

1. Recruit and track interns and employers in the clean energy sector while building meaningful relationships with program participants. Description of what software is utilized and the process for tracking points of contact will be particularly helpful in demonstrating capability.

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2. Designing and facilitating energy education and professional development workshops that support successful outcomes of energy workforce training

3. Track record of preparing final reports similar to those outlined in task 8 of the Scope of Work

Work Plan: Using the scope of work provided above, all vendors must submit a proposed work plan covering the full three-year contract period (2027–2029), broken down by each task numbered in the scope of work and requirements section of this RFP.

Approach/Methodology: Please provide the estimated number of hours and the approach/methodology for each task in the technical proposal. Specifically, the vendor must address how they will engage with Rhode Island academic institutions in an effective manner that drives program participation, and how they will approach and implement each task outlined in the scope of work. Regarding the data tracking, the vendor must describe the tools and platforms they will use to track student and employer outreach, recruitment outcomes, workshop participation, mentorship circle completion, and pre- and post-survey results. The vendor must demonstrate how OER will have real-time access to all data. Vendors must also address their approach to communicating with OER, timeline management, and subcontractor oversight (if applicable).

2. Cost Proposal

Responses must include a detailed cost proposal that clearly identifies the anticipated costs associated with each task and the overall scope of services. The cost proposal must include an annual “not to exceed” amount for the base term and each option year, with a clear breakdown of costs by task.

The cost proposal must include fee schedules for all team members responsible for program implementation and all subcontractors, if applicable. Vendors may provide a “not to exceed” estimate where costs may vary based on proposed options or level of service. Any assumptions or factors that may affect proposed costs must be clearly identified.

The cost proposal should include the following:

1. Annual “not to exceed” amount for the base term and each option year.

2. Per-task cost breakdown for the base term and each option year.

3. Fee schedule for all personnel responsible for program implementation and all subcontractors, if applicable.

4. Total estimated cost for each task and for the overall scope of services for the base term and each option year.

5. Cost per workshop, as described in Task 4.

6. Cost per student for personalized pathway guidance, as described in Task 7 (for informational purposes) The cost proposal must clearly identify all costs associated with the proposed services and distinguish between base and optional costs, as applicable.

3. Supplemental Bidder Attestation Form

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

4. ISBE Proposal

See Appendix B on the “Overview” tab in Ocean State Procures™ for information and the MBE, WBE, and/or Disability Business Enterprise Participation Plan form(s). The vendor is 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.

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC

Technical proposals must receive a minimum of 60 (85.71%) out of a maximum of 70 points to advance to the cost evaluation phase. Technical proposals scoring less than 60 points shall not have the accompanying cost or ISBE participation proposals opened or evaluated; such proposals shall not receive further consideration.

Technical proposals scoring 70 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

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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 and 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, and 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

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC