Victim Services Data Integration Project

The City of New Haven, Connecticut, acting on behalf of the Victim Services Support Network (VSSN), is issuing a Request for Proposals seeking a qualified contractor to conduct a comprehensive data systems inventory and integration project serving New Haven County. The procurement encompasses two distinct phases: Phase 1 requires the contractor to develop a comprehensive audit of existing data collection practices, current data platforms, types of data collected by partners, roles and responsibilities for data entry, data quality assessment, and a review of data governance including existing Memoranda of Understanding, Releases of Information, and data-sharing agreements across VSSN partner organizations; Phase 2 requires the contractor to provide actionable recommendations for standardized data collection and reporting practices, develop data-sharing protocols, define organizational roles and responsibilities, and deliver training and technical assistance to partner organizations. The VSSN is a rapid-response system established in 2023 that serves victims and survivors of firearm-related incidents, primarily targeting young adults ages 18 to 34, and currently operates across multiple independent data platforms shaped by differing legal requirements, funding mandates, and organizational capacity, which significantly limits shared visibility into referrals, services provided, and unmet needs across the network. Key qualifications required include evidence of previous work with community-based organizations in social services or public health sectors, capability to develop a detailed project plan with timeline, and expertise in data systems integration and interoperability. The RFP was released on February 10, 2026, with a non-mandatory pre-proposal meeting scheduled for February 19, 2026, at 11:00 AM via Zoom; the question submission deadline is February 24, 2026, at 5:00 PM; and proposals must be submitted electronically through the City's eProcurement Portal by 11:00 AM on March 3, 2026. Evaluation will be weighted as follows: Technical Approach and Proposed Project Plan (50 points), Organizational Experience (25 points), and Budget (25 points), with proposals assessed on completeness, clarity, consistency, verifiability, traceability, feasibility, modifiability, testability of system requirements, effectiveness and alignment with project goals, technical and operational feasibility, financial justification, innovation and differentiation, risk identification and mitigation strategies, clarity of documentation, and sustainability for long-term impact.

The procurement does not designate set-asides for disadvantaged enterprises, but respondents must comply with the City of New Haven's Equal Employment Opportunity provisions, Living Wage Ordinance (applicable if contract exceeds $25,000), Ban the Box Agreement, and local preference policies. All respondents must complete required forms including a Disclosure and Certification Affidavit (notarized), Employee Demographic Form, Statement of Qualifications, Non-Collusion Affidavit, and Certificate of Non-Arrearage, and must submit completed IRS Form W-9 upon contract award. Insurance requirements include General Liability coverage of $1,000,000 per occurrence/$2,000,000 aggregate, Professional Liability of $1,000,000, and Cyber Liability of $1,000,000. The initial contract term is one year with one optional one-year extension period subject to the Purchasing Agent's approval; compensation shall not exceed a maximum amount to be specified in the executed contract, with the total constituting full and complete payment for all costs including salaries, consultant fees, materials, supplies, printing, travel, and related expenses. The project is funded through American Rescue Plan Act State and Local Fiscal Recovery Funds with constraints that all ARPA funds must be obligated by December 31, 2024, and fully expended by December 31, 2026, with indirect costs capped at 10 percent of the total award. The City maintains a "No Purchase Order, No Payment Policy" requiring an authorized PO prior to service provision, and compensation is provided on a reimbursement basis upon submission of monthly invoices certified by a principal of the contractor and approved by the City in accordance with the City's Electronic Invoicing and Invoice Submission & Payment Policy.