Youth_Council_Coordinator_under_the_Best_Practice_Tobacco_Control_Grant.pdf

REQUEST FOR PROPOSAL

HEX049266

YOUTH COUNCIL COORDINATOR UNDER THE BEST

PRACTICE TOBACCO CONTROL GRANT

CITY OF BRIDGEPORT

DEPARTMENT OF PUBLIC PURCHASES

999 BROAD STREET

BRIDGEPORT CT 06604

Submission Deadline:

Tuesday, June 2, 2026 by 2:00 pm

Table Of Contents

1. Introduction

2. Scope of Work

3. Submission Guidelines

4. Evaluations

5. Evaluation Criteria

6. Selection Process

7. Terms and Conditions

8. Required Response Format

9. Vendor Submissions/Uploads

10. Appendix A

Attachments:

A - FINAL Master Agreement with Task Order for SG Task Order

1. Introduction

The City of Bridgeport seeks proposals for Youth Council Coordinator under the Best

Practice Tobacco Control Grant.

The requirements of this project are outlined in greater detail under Scope of Work.

The selected awardee must meet all municipal, State and Federal practices and requirements.

The Selected Contractor shall be available to start once a fully executed contract is in place through December 31, 2028 unless either party to said contract terminates the relationship sooner. Written acknowledgement from vendor will be required.

1.1. City Background

Bridgeport, the most populous city in Connecticut and the fifth-most populous in New England, is situated in eastern Fairfield County at the mouth of the Pequonnock River on Long Island

Sound. With a population of 148,654 in 2020, it is 60 miles from Manhattan and 40 miles from

The Bronx, forming part of the New York metropolitan area. The city borders Trumbull to the north, Fairfield to the west, and Stratford to the east. Bridgeport is a significant part of the

Greater Bridgeport Planning Region and the Bridgeport-Stamford-Norwalk-Danbury metropolitan statistical area, the second largest in Connecticut.

Since the early 21st century, Bridgeport has seen extensive redevelopment in its downtown and other neighborhoods. Bridgeport is home to several educational institutions, including the

University of Bridgeport, Housatonic Community College, Paier College, and part of Sacred

Heart University, as well as the state's only zoo, Connecticut's Beardsley Zoo. The city is also nicknamed "Park City" for its 35 public parks, covering 1,300 acres, including two large parks.

Despite not being headquartered in the city, over a dozen Fortune 500 companies are based in the metropolitan area shared with Stamford.

Bridgeport is a culturally vibrant city with three museums, numerous parks, and significant venues like Seaside Park, the Total Mortgage Arena, and the Hartford HealthCare Amphitheater.

The Barnum Museum and Connecticut's Beardsley Zoo are notable attractions, enhancing the city's cultural and recreational appeal. Recognized for its diversity, Bridgeport is consistently ranked among the 25 most ethnically and culturally diverse cities in the United States.

1.2. Project Overview and Summary

The City of Bridgeport Department of Health and Social Services received state funding to support an anti-tobacco campaign. The focus of the campaign is schools and in particular middle school students currently enrolled in the BYC program, a middle school option for participants of the Lighthouse Program. Students will craft ad campaigns designed with their peers in mind.

Participants will also learn about state and local laws, how proposed legislation becomes law, the impact of tobacco product use and hold an annual summit.

The Council Coordinator will work 40 hours per week at $30.00 per hour.

Primary responsibilities include training of BYC Coordinators at select schools, ongoing visits to ensure fidelity of curriculum, lead a select group of youth council members, coordinator youth council in person or TEAMS meetings, be available nights and weekends as needed, support community compliance checks as needed, assist the project manager/coordinator in achieving grant goals and meeting workplan deadlines. The successful candidate must also be available for statewide meetings/calls.

2. Scope of Work

2.1. SCOPE OF SERVICES

The Council Coordinator shall be responsible for implementation of specific goals within the

Best Practice Tobacco Control Program grant which focuses on strategies to reduce the rate of

Tobacco Product use among youth within the Bridgeport region as more fully described below:

• Adhere to timeline of tasks specific to the Council Coordinator within the funder’s contract with the Health and Social Services Department.

• Provide training of identified anti-tobacco curriculum to BYC Coordinators at designated

Lighthouse After School Sites.

• Provide support and direction to the BYC Coordinators at designated schools as it pertains to his/her responsibilities under this grant.

• Periodically check in with after school staff to ensure program goals are being met.

• Coordinate with additional subcontractors and partners under the grant as it pertains to their individual responsibilities. i.e. Schools, Lighthouse Program, HIA, Communications and Police Department as well as Sacred Heart University.

• Ensure the timeline for grant objectives is met by each partner in which the Council

Coordinator is responsible.

• Develop and facilitate a youth council. Engage youth participants and coordinate meetings and activities.

• Involve new partners as necessary to meet or expand upon grant goals.

• Submit required documents to the Program Coordinator for submittal to the state for review and approval within the specified timeline.

• Attend quarterly meetings as requested by the Program Coordinator, Health Department or funder.

• Take minutes of program coordinator meeting for distribution to partners.

• Ensure all materials developed contains specific “funder required” language.

• Support the Program Coordinator in the planning and development of Yearly Summit

• Assist the Program Coordinator as needed in meeting grant timelines

• Work with partners on compliance check calendar and ensure parental permission in place.

• Submit reports as required and attend occasional evening/weekend activities as needed.

2.2. OPERATIONAL TERM

The Selected Contractor shall be available to start once a fully executed contract is in place through December 31, 2028 unless either party to said contract terminates the relationship sooner.

2.3. PARTICIPATING SCHOOLS/LIGHTHOUSE PROGRAM SITES:

• Barnum/Waltersville

• Blackham

• Cesar Batalla

• Columbus

• Discovery Magnet

• Geraldine Johnson

• JFK Campus

• Jettie Tisdale

• Luis Munoz Marin

• Park City Magnet

• Read

• Roosevelt

2.4. CONTRACT EXPECTATIONS:

In addition to the attached Scope of Services, individuals submitting a proposal for this contract position must be willing to comply with the following

• Complete mandatory background checks (DCF, State and Federal) prior to commencing and must hold the required insurance minimums as well as SAM insurance (sexual abuse and molestation) as required by contract.

• Must be willing to travel throughout the City of Bridgeport and Statewide as needed to fulfill grant requirements.

2.5. ASSIGNMENT OF TASKS

The Services required by this Agreement will be assigned by Task Order to the Consultant.

The City shall identify and inform the Consultant of Tasks that it wishes the Consultant to perform, each such

Task to be set forth in a written Task Order upon mutual agreement of the terms and conditions thereof between the City and the Consultant.

A format for a Task Order is attached as Exhibit A. Its inclusion as part of this Agreement illustrates the general framework to be used in authorizing each and every Task Order requiring the Consultant’s Services for the duration of this Agreement.

3. Submission Guidelines

3.1. Contacting the City of Bridgeport

The exclusive means by which all prospective respondents may obtain RFP packages, direct inquires, request and receive addenda and supplemental information, and submit proposals shall be through the City of Bridgeport’s bidding platform.

The City of Bridgeport has made it possible for vendors to view our solicitations, download bid packages and ask questions, free of charge.

Instructions to do so are as follows:

1. Go to https://procurement.opengov.com/portal/bridgeportct

2. Click on any bid you see. It will take you to that bid’s page.

3. On the right-hand side of the page, click on Register now for free!

4. After you register, you'll be able to view/download or ask questions on any bid you have interest in.

If you have any trouble registering, please contact OpenGov using the chat feature or send an email to procurement-support@opengov.com

Addenda Notification: Respondents are required to register on OpenGov. Once the respondent has completed registration, they will receive addenda notifications in their email. Ultimately, it is the sole responsibility of each respondent to periodically check the site for any addenda.

3.2. Electronic Submission Instructions

THIS METHOD IS PREFERRED.

Submissions are encouraged to be made electronically through the OpenGov site at https://procurement.opengov.com/portal/bridgeportct no later than 2:00 pm on Tuesday, June 2, 2026.

https://procurement.opengov.com/portal/bridgeportct mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/bridgeportct

Questions and Answers: It is the responsibility of each firm to inquire about additional information or clarification as to any aspect of the RFP or the Project by submitting questions. The City of Bridgeport will receive questions until Thursday, May 21, 2026 at 12:00 pm Eastern Standard Time (EST) and will promptly provide answers to such questions no later than Wednesday, May 27, 2026 at 2:00 pm by publishing them on the Procurement Portal and the All firms are obligated to become familiar with such questions and answers and to submit or revise their proposals accordingly. The City of Bridgeport assumes no responsibility for a firm’s failure to read questions or answers and to revise their responses accordingly.

Late Submissions: City will not assume responsibility if a submission is misdirected, or its delivery is delayed. It shall be the sole responsibility of the submitter to pay for any type of delivery service charge, and to see that the Office of the Purchasing Agent receives his/her submission on time. The clock used shall be the Purchasing Agent’s official date and time stamp clock. The City does not assume financial responsibility for late deliveries by the U.S. Postal

System or any other delivery service.

Expenses: The City shall not be responsible for and/or shall not pay any costs associated with the preparation, submission, or presentation of any submission, or costs incurred by the responding firms during the interview and negotiations phase of the solicitation process

Information and Materials: Any information or materials submitted to this RFP shall become the property of the City of Bridgeport and will not be returned. All submitted materials will be available for public review.

Dates: Please keep in mind dates are estimates only and are subject to change.

NOTE: IF THE MARGARET E. MORTON GOVERNMENT CENTER, 999 BROAD STREET

BRIDGEPORT,CT IS CLOSED FOR ANY UNFORESEEN EVENT, BIDS WILL BE DUE AT

THE SAME TIME ON THE NEXT BUSINESS DAY THAT THE MARGARET E. MORTON

GOVERNMENT CENTER IS OPEN

3.3. Paper Submission Instructions

Submissions may also be made as follows:

ONE (1) ORIGINAL, ONE (1) COPY AND ONE (1) ELECTRONIC VIA THUMBDRIVE

MUST BE SUBMITTED.

Sealed submissions must be received and time-stamped by the Department of Public Purchases prior to RFP closing time. No submission received after closing time will be considered. The opening will be in the City of Bridgeport Department of Public Purchases’ Conference Room. To ensure proper handling and avoid misdirected delivery, please mark your RFP envelope as follows:

HEX049266-Youth Council Coordinator under the Best Practice Tobacco Control Grant

Send your submissions to:

Laura DeMoura City of Bridgeport Department of Public Purchases 2nd floor, 999 Broad Street Bridgeport, CT 06604

RFP submissions are due:

Tuesday, June 2, 2026 at 2:00 pm Eastern Standard Time (EST)

3.4. Timeline

Release Project Date: May 11, 2026

Question Submission Deadline: May 21, 2026, 12:00pm

Question Response Deadline: May 27, 2026, 2:00pm

Response Submission Deadline: June 2, 2026, 2:00pm

4. Evaluations

Selection of the successful proposal will be based upon submission of proposals meeting the evaluation criteria shown in the Evaluation Criteria Section. Proposal evaluations will be based on a points scale, using the Evaluation Criteria listed.

The selection committee will consist of at least three of the following: Representative from the

Board of Education, Representative from the Youth Services/Lighthouse Program, Representative from the Department of Health and Social Services, Representative from Central

Grants office and the grant manager/coordinator.

In addition to any other rights reserved herein, the City reserves the right to interview new applicants. The Interview portion, if any, will be used to confirm the scores on the selection criteria based upon the written Proposals.

The City Reserves the right to cancel this RFP at any time or reject an or all proposals received as a result of this RFP if it is in the best interest of the City. The City reserves the right to waive any informality in any proposal.

5. Evaluation Criteria

Proposals will be evaluated utilizing an evaluation matrix based on a City Selection Committee’s project specific or weighted criterion. Typical decision criteria are listed in the chart below. The decision criteria in the chart below are for demonstration purposes, only. The decision criteria can vary based on project scope or request for proposal (RFP) type.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Past experience working within school settings or conducting programs/trainings for schools

0-100 Points 30 (30% of Total)

2. Past experience facilitating youth council meetings or youth engagement programs 0-100 Points 30

(30% of Total)

3. Past experience with tobacco cessation programming 0-100 Points 20

(20% of Total)

4. Past experience in planning and implementing special events 0-100 Points 20

(20% of Total)

6. Selection Process

The City Selection Committee will review the responses to compliance with the required documentation to determine responsiveness.

The City Selection Committee, comprised of key internal stakeholders, will review, evaluate proposals, and score them and rank the responses on a 100-point scale . Upon completion of the evaluation and scoring, the City Selection Committee may conduct post-evaluation interviews with the most qualified suppliers prior to a final decision. The City of Bridgeport reserves the right to reject any or all submissions and cancel this request for proposal (RFP), without liability.

7. Terms and Conditions

7.1. Openness of Procurement Process

Written responses, other discussions, correspondence, and all other pertinent records shall be handled as public records in compliance with State and Federal open records statutes and regulations.

7.2. Errors and Omissions

Once a response is submitted, the City of Bridgeport may consider requests by any contractor to correct errors or omissions but shall retain sole discretionary authority to determine the outcome of such a request.

7.3. Collusion

By offering a response to this RFP the suppler certifies that no attempt has been made or will be made by the consultant to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition. All persons interested in this project, principal or principals being named therein, and no other person have an interest in this project or in the

Agreement which they may participate in. No person or agency has been employed or retained to solicit or secure this Agreement upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting legitimate employees or established commercial agencies maintained by the consultant for the purpose of doing business. All firms interested in this project (including the firm's employees, representatives, agents, lobbyists attorneys and subconsultants) will refrain, under penalty of disqualification, from direct or indirect contact for the purpose of influencing the selection or creating bias in the selection process with any person who may play a part in the selection process, including the evaluation panel and other administrative staff. The policy is intended to create a level playing field for all potential firms; assure that contract decisions are made in public and to protect the integrity of the selection process.

7.4. Suspension and Debarment

The City will not participate in contracts with parties that have been debarred, suspended or excluded from Federal assistance programs per 2 CFR part 180 and part 1532 and 40 CFR part

31.35. Further, the respondent is required to verify that the respondent, or its principals, as defined at 49 CFR 19.995, or affiliates, as defined at 49 CFR 29.905, are excluded or disqualified as defined at 49 CFR 29.40 and 29.945

The respondent is required to comply with 49 CFR 29, Subpart C and must include the requirement to comply with 49 CFR 29, Subpart C in any lower tier covered transaction it participates in.

By signing and submitting its bid or proposal, the respondent or proposer certifies as follows:

The certification in this clause is a material representation of fact relied upon by the City if it is later determined that the respondent or proposer knowingly rendered an erroneous certification, in addition to remedies available to the City the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment. The respondent or proposer agrees to comply with the requirements of 49 CFR 29, Subpart C while this offer is valid and throughout the period of any contract that may arise from this offer. The respondent or proposer further agrees to include a provision requiring such compliance in its lower tier covered transactions.

7.5. City of Bridgeport Reservation of Rights

This solicitation is for a “Request for Proposal (RFP) only”. This request for proposal is not to be construed as a specific proposal or an offer to buy any products or services. Notwithstanding anything else herein to the contrary, the City expressly reserves all rights in its sole discretion and in the best interests of the City at any time prior to the selection of a preferred respondent and participating in a final contract, without any liability therefore, to:

• Modify any dates or other terms of the RFP upon posting notice,

• Waive any informality or non-material deficiencies in submissions,

• The consultant misstates or conceals any material fact in the proposal,

• Reject any and/or all proposals,

• Withdraw the RFP,

• Decline to select qualified vendors from the respondents to the RFP,

• Select one, more than one, or no respondents

• Not liable to any Respondent for damages of any type however arising.

8. Required Response Format

8.1. Proposal Submission Requirements: In addition to submitting the Proposal Form, please provide your EXPERIENCE AND QUALIFICATIONS in the manner as follows:

It is strongly recommended that proposals submitted for consideration be no more than 3 pages in length. Single or 1.5 spacing is acceptable. 12 point font recommended. All questions below must be answered in their entirety.

1. Please describe your past experience in supporting programs within schools and/or an after school or day camp setting. Clearly state age range of youth previously served, activities offered, any training provided, location of programs, staffing ratios and any information you feel supports your application to partner with the City of Bridgeport Lighthouse Program in Bridgeport public schools.

2. Please describe your past experience in facilitating youth councils. If you have no prior experience, please explain the steps you would take to encourage and maintain youth participation.

3. Please describe your past experience in planning and implementing one day events involving youth, municipal and school leaders, guest presenters, food service entities, volunteers, etc.

4. Please describe any experience you have with tobacco cessation programs, tobacco cessation messaging, compliance checks and curriculum designed to prevent youth from tobacco use. If no experience exists, please discuss how you would research and implement the above.

5. Any information deemed by the submitting agency to be confidential under the Freedom of

Information Act must be placed in a separate envelope with the Proposal and marked as “Confidential or Exempt”. The City will then notify a respective agency of any request under FOIA before responding to same and offer the agency the opportunity to defend against such release.

8.2. References

Please provide three (3) client references applicable to your value proposition.

9. Vendor Submissions/Uploads

1. No Conflicts/Disclosure Form (Signed and notarized)***

Every business or individual that is issued a notice of intent to award pursuant to the city’s purchasing ordinance (section 3.08.070, as amended), must fully and accurately complete this disclosure form. If there is insufficient space for any answer, attach additional sheets.

No Conflicts/Disclosure Form are included in Attachment D of this RFP.

*Response required

2. PROGRAM PROPOSAL FORM + RESUME*

This Proposal Response Form MUST be accompanied by your proposal documentation along with your resume.

*Response required

3. References*

Please provide 3 references

*Response required

10. Appendix A

Professional Services Insurance Rider

As a provider of Professional Services, the Consultant shall provide and maintain insurance coverage related to its services in connection with the Project in compliance with the following requirements.

The insurance required shall be written for not less than the scope and limits of insurance specified hereunder, or required by applicable federal, state and/or municipal law, regulation or requirement, whichever coverage requirement is greater. It is agreed and understood that the scope and limits of insurance specified hereunder are minimum requirements and shall in no way limit or preclude the City from requiring additional limits and coverage to be provided under the

Consultant's policies.

The insurance obligations under this agreement shall be (1) all the insurance coverage and/or limits carried by or available to the Consultant; or (2) the minimum insurance coverage requirements and/or limits shown in this agreement, whichever is greater.

Minimum Scope and Limits of Insurance:

Workers' Compensation: With respect to all operations the Consultant performs, it shall carry workers' compensation insurance in accordance with the requirements of the laws of the State of

Connecticut, and Employer's Liability limits of One Hundred Thousand Dollars ($100,000) coverage for each accident, One Hundred Thousand Dollars ($100,000) coverage for each employee by disease, Five Hundred Thousand Dollars ($500,000) policy limit coverage for disease.

Commercial General Liability: With respect to all operations the Consultant performs it shall carry Commercial General Liability insurance providing for a total limit of One Million Dollars

($1,000,000) coverage per occurrence for all damages arising out of bodily injury, personal injury, property damage, products/completed operations, and contractual liability coverage for the indemnification obligations arising under this Agreement. The Annual Aggregate limit shall not be less than Two Million Dollars ($2,000,000).

Automobile Liability: With respect to each owned, non-owned, or hired vehicles the

Consultant shall carry Automobile Liability insurance providing One Million Dollars

($1,000,000) coverage per accident for bodily injury and property damage.

Professional Liability: The Consultant shall provide Professional Liability Insurance covering errors and omissions. Such insurance shall be in an amount no less than $1,000,000 for each claim and $1,000,000 Aggregate. Such insurance coverage shall remain in place for seven years after City’s acceptance of Consultant’s work, and if Consultant’s insurance coverage is written on a “claims made” basis, such seven-year requirement can be satisfied through a combination of an extended reporting period and tail coverage.

Acceptability of Insurers: The Consultant's policies shall be written by insurance companies licensed to do business in the State of Connecticut, with an AM Best rating of A-VII, or better. Additionally, all carriers are subject to approval by the City of Bridgeport.

Subcontractors: The Consultant shall require all subcontractors to provide the same "minimum scope and limits of insurance" as required herein. All Certificates of Insurance shall be provided to the City's Office of the City Attorney and to the City’s Purchasing Department required herein

Deductibles and Self-Insured Retentions: Any deductible or self-insured retention must be declared to and approved by the city. All deductibles or self-insured retentions are the sole responsibility of the Consultant to pay and/or to indemnify.

Notice of Cancellation or Nonrenewal: Each insurance policy required shall be endorsed to state that coverage shall not be suspended, voided, cancelled, or reduced in coverage or in limits before the expiration date except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. Notwithstanding this requirement, the

Consultant is primarily responsible for providing such written notice to the City thirty (30) days prior to any policy change or cancellation that would result in a change of the amount or type of coverage provided. In the event of any such change the Consultant shall provide comparable substitute coverage so that there is no lapse in applicable coverage or reduction in the amount of coverage available to the City related to the Consultant’s Services.

Waiver of Governmental Immunity: Unless requested otherwise by the City, the Consultant and its insurer shall waive governmental immunity as defense and shall not use the defense of governmental immunity in the adjustment of claims or in the defense of any suit brought against the City.

Additional Insured: The liability insurance coverage, (excluding Workers' Compensation &

Professional Liability, if included) required for the performance of the Services shall include the

City as an Additional Insured with respect to the Consultant's activities to be performed under this Agreement. Consultant’s insurance shall be primary and shall not seek contribution from any other insurance carried by the additional insured in the payment of a claim.

Waiver of Subrogation: Consultant hereby waives the right to subrogate or seek recovery from

City of Bridgeport and its insurance carriers. This waiver of subrogation does not apply to

Professional Liability coverage.

Certificate of Insurance: Prior to the commencement of services under this Contract, the

Consultant shall furnish Certificate(s) of Insurance to the City. The Certificate(s) will specify all parties who are endorsed on the policy as Additional Insureds (or Loss Payees). The Certificates and endorsements for each insurance policy are to be signed by a person authorized by the insurer to bind coverage on its behalf. Renewals of expiring Certificates shall be provided prior to expiration but no more than fifteen (15) days after policy renewal.

Certificates shall designate the City in the following form and manner:

“City of Bridgeport, its elected officials, officers, department heads, employees, agents, servants, successors and assigns ATIMA Margaret E. Morton Government Center 999 Broad Street, 2nd Floor Bridgeport, Connecticut 06604”

All insurance documents required should be mailed to the Office of the City Attorney 999 Broad

Street 2nd Floor Bridgeport, Connecticut 06604.

Waiver of requirements: The City Attorney may vary these insurance requirements at her sole discretion if it determines that the City's interests will be adequately protected by the provision of different types or other amounts of coverage.

10. Appendix A