Administrative Services for the New Haven Civilian Review Board

The City of New Haven, Connecticut, invites proposals for the provision of comprehensive administrative services to support the New Haven Civilian Review Board (CRB). The selected vendor will provide professional administrative assistance, maintaining efficient operations, ensuring adherence to regulatory standards, and supporting the Board’s objectives of transparency, accountability, and community engagement in law enforcement practices.

The CRB plays a critical role in the oversight of police conduct, and as such, it requires a high standard of services tailored to its unique function and responsibilities.

Project Details

• Reference ID: 2026-RFP-CNH-332
• Department: Civilian Review Board
• Department Head: Rivera Berrios (President)

Important Dates

• Questions Due: 2026-04-28T21:00:00.000Z

Evaluation Criteria

• Experience and qualifications (20 pts) —
  1. Experience and qualifications of the vendor and staff

   

   

• Completeness and clarity (20 pts) —
  1. Completeness and clarity of the proposed approach to service delivery.

   

   

• Proposed Solution (1 pts) —

  Clarity and Focus:

  Is the purpose of the demonstration clear? Is it evident what the demonstrator is trying to achieve (e.g., highlight key features, address a specific use case, show a new capability)?

  Is the demonstration focused and concise? Does it avoid unnecessary features or tangents, sticking to the most relevant aspects for the intended audience?

  Is the flow of the demonstration logical and easy to follow? Does it progress in a way that makes sense to the observer?

  Content and Relevance:

  Are the key features and benefits clearly showcased? Does the demonstration effectively highlight what the product does and the value it offers to the user?

  Is the demonstration relevant to the audience's needs and interests? Does it address their potential pain points or goals?

  Are realistic use cases or scenarios presented? Does the demonstration illustrate how the product would be used in a practical context?

  Is the level of technical detail appropriate for the audience? Does it avoid being overly technical or too simplistic?

  Delivery and Presentation:

  Is the demonstrator knowledgeable and confident? Do they exhibit a strong understanding of the product?

  Is the demonstrator engaging and enthusiastic? Do they capture and maintain the audience's interest?

  Is the pace of the demonstration appropriate? Is it not too rushed or too slow?

  Is the language clear, concise, and professional? Does the demonstrator avoid jargon or use it appropriately with explanation?

  Are visuals (if used) clear, effective, and well-integrated? Do slides, screen shares, or other visual aids enhance understanding?

  Is there effective use of the product itself? Is the product interface easy to see and understand during the demonstration?

  Are transitions between topics smooth? Does the demonstration flow naturally from one point to the next?

  Engagement and Interaction:

  Are opportunities for questions and interaction provided? Is the audience encouraged to participate?

  Are questions answered clearly and effectively? Does the demonstrator address audience queries in a helpful manner?

  Is there an understanding of the audience's reactions and adjustments made accordingly? Does the demonstrator adapt to the audience's cues?

  Overall Effectiveness:

  Does the demonstration effectively communicate the product's value proposition? Is it clear why someone would want to use the product?

  Does the demonstration leave a positive and lasting impression? Is the audience likely to remember the key takeaways?

  Does the demonstration achieve its intended purpose? (e.g., generate interest, explain a feature, secure a sale).

  Is the time allocated for the demonstration used efficiently?

• Company Staffing Assigned to Project (1 pts) —

  Objective: To assess the qualifications, experience, and availability of the personnel proposed for the project.

  Relevant Experience:

  Expertise Match: Do the assigned staff members possess direct experience and expertise relevant to the specific tasks and technical requirements of this project?

  Role Alignment: Are the skills and experience of each individual appropriate for their proposed role and responsibilities?

  Qualifications & Certifications:

  Educational Background: Do key personnel have relevant academic qualifications?

  Professional Certifications: Are there any required or highly desirable professional certifications (e.g., PMP, specific technical certifications) that the assigned staff hold?

  Availability & Dedication:

  Time Commitment: Is the proposed time commitment for each staff member sufficient for their assigned tasks, considering other potential commitments?

  Stability: Is there a clear indication of staff availability throughout the project lifecycle?

  Team Structure & Cohesion:

  Clear Roles: Are the roles and reporting lines clearly defined for the entire project team?

  Team Experience: Does the proposed team have a history of working together effectively on similar projects?

  Key Personnel Stability:

  Designated Leads: Are key project leads identified, and do they have a proven track record of leadership in similar projects?

  Succession Planning (if applicable): Is there any indication of how critical roles would be backfilled in case of unforeseen circumstances?

• Pricing competitiveness (20 pts) —
  1. Pricing competitiveness and overall value.
• References (20 pts) —
  1. Feedback and satisfaction levels from references provided.
• Work Plan Address Each Area of Scope of Work (1 pts) —

  Objective: To evaluate how thoroughly and effectively the proposed work plan addresses all components of the project's defined scope.

  Completeness:

  Full Coverage: Does the work plan explicitly address every single item and requirement outlined in the Scope of Work (SOW)?

  No Gaps: Are there any areas of the SOW that are not clearly covered or addressed in the work plan?

  Clarity & Specificity:

  Detailed Methodology: Does the plan describe a clear, logical, and detailed methodology for achieving each part of the SOW?

  Actionable Steps: Are the steps outlined actionable and understandable?

  Understanding of Requirements:

  Interpretation: Does the work plan demonstrate a clear and accurate understanding of the project's objectives and requirements as stated in the SOW?

  Implicit Needs: Does it also address any implicit needs or potential challenges related to the SOW?

  Deliverables & Outcomes:

  Defined Outputs: Does the work plan clearly link specific activities to the production of defined deliverables and desired outcomes for each SOW area?

  Quality Assurance: Does it describe how the quality of deliverables for each SOW area will be ensured?

  Risk Mitigation (per SOW area):

  Identified Risks: Does the plan identify potential risks specific to each area of the SOW?

  Mitigation Strategies: Are there clear and appropriate strategies proposed to mitigate these risks?

• Adherence to the scope of work outlined in this request. (20 pts) —
  1. Adherence to the scope of work outlined in this request.
• Organization Background (1 pts) —

  Objective: To evaluate the overall stability, capacity, and reputation of the proposing organization.

  Experience & Track Record:

  Relevant Projects: Has the organization successfully completed projects of similar scope, complexity, and type?

  Longevity: How long has the organization been in business, and does it demonstrate stability?

  Reputation & References:

  Client Satisfaction: Do references or past performance demonstrate a history of client satisfaction and successful project delivery?

  Industry Standing: Is the organization well-regarded within its industry or field?

  Financial Stability:

  Capacity: Does the organization appear financially stable and capable of undertaking a project of this size without undue risk? (Often assessed through financial statements or credit checks, if requested).

  Organizational Structure & Capacity:

  Resources: Does the organization have the necessary internal resources (e.g., equipment, facilities, support staff) to execute the project?

  Scalability: Can the organization scale its operations to meet the demands of this project?

  Quality Management & Methodologies:

  Processes: Does the organization have established processes for project management, quality control, and risk management?

  Certifications (e.g., ISO): Does the organization hold any relevant quality management certifications?

  Innovation & Adaptability:

  Forward-Thinking: Does the organization demonstrate an ability to incorporate new technologies or innovative approaches?

  Problem-Solving Culture: Does their background suggest a proactive approach to problem-solving?

   

Submission Requirements

• Proposal (without cost) (required)
• Cost Proposal (required)
• Will you be using the On-line Notary feature or Public Notary for the Disclosure Form (required) —

  The City needs you to get the Disclosure Form  notarized. We are offering you a convenient  way to do this online through Notary Online (https://notarylive.com) . However, you don't have to use this online service. If you do choose to use it, it will cost you $25 each time you use it for a notarization. You can explore other ways to get your document notarized if you prefer not to pay this fee, click "No". 

• Disclosure Form for Online Notary (required) —

  An online notarization option will be provided for you when responding.

  Important: If you don't have the document notarized, your response will be disqualified.

  In essence, you must legally verify your identity and the authenticity of your signature on the document. 

• DISCLOSURE & CERTIFICATION AFFIDAVIT (required) —
  1. Download the Disclosure & Certification document: This is a digital document that you'll need to fill out.
  2. Complete the document: Fill in all the required information on the document.
  3. Notarize the document: 
     
     • Take the completed document to a public notary: A notary public can notarize your signature in person.

  Important: If you don't have the document notarized, your response will be disqualified.

  In essence, you must legally verify your identity and the authenticity of your signature on the document. 

• Current Workforce Demographic (required) —

  Please download the below documents, complete, and upload.

• Statement of Qualifications for City —

  Statement of Qualifications:

  Each solicitation response shall include a Statement of Qualifications in the format provided in this Solicitation upon stationary of the responding entity.

  All questions must be answered, and the data given must be clear and comprehensive. The respondent may submit any additional information he/she desires.

• Permanent Main Office Address (required)
• When Organized (required)
• Legal form of ownership. If a corporation, where incorporated. (required)
• How many years have you been engaged in services, under your present name? (required)
• Have you ever failed to complete any work awarded to you? If so, where and why? (required)
• Have you ever defaulted on a contract? If so, where, and why? (required)
• Describe any pending litigation or other factors, which could affect your organization and it's ability to perform this agreement. (required)
• Names, titles, reporting relationships, and background and experience of the principal members of your organization, including the officers. Indicate which individuals are authorized to bind the organization in negotiations with the City of New Haven. (required)
• Name, title, address, and telephone number of the individual to whom all inquiries about this Proposal should be addressed. (required)
• Will you, upon request, fill out a detailed financial statement and furnish any other information or sign a release that may be required by the City of New Haven? (required) —

  Upon the City of New Haven's request, the Business will be obligated to:*

  • Complete a detailed financial statement, providing a thorough overview of its financial position.
  • Furnish any additional information deemed necessary by the City to evaluate its financial stability. This may include, but is not limited to, bank records, tax documentation, and credit references.
  • Sign a release if required, authorizing the City to independently verify the provided financial information from relevant third parties.

  This comprehensive financial review is a necessary step for the City of New Haven to ensure the respondent possesses the financial capacity to successfully undertake and complete the proposed project. Your affirmative response confirms your understanding and willingness to comply with these requirements if requested.

• If you answers no , (required) —

  Briefly describe your reason for answering no.

• Tax Identification number(s) (required)
• Are you able to receive Credit Card Payments for your services rendered? (required)
• Attached in section 3 "City Requirements" of this solicitation are Policy Agreements for Ban the Box, Certificate of non-arrearage, Equal Opportunity Agreement and the Non-Collusion Affidavit your review.. (required) —

  By submitting a response to this solicitation, you acknowledge and accept the terms and condition of each individual policy.

• Public Record Trade Secret or Proprietary Confidential Business Information Exemption Request (required) —

  As a bidder or proposer, any document you submit to the City of New Haven may be a public record and be open for personal inspection or copying by any person. In Connecticut ‘s public records” are defined as all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any agency. Section 1-210, CT. A document is subject to personal inspection and copying unless it falls under one of the public records exemptions created under Connecticut law.  Answer No if : No part of your proposal is exempt from disclosure under the Connecticut public record law.

• By answering Yes, you are agreeing to the following (required) —

  By claiming that all or part of the bid or proposal is exempt from the public records law, the undersigned bidder or proposer agrees to protect, defend, indemnify, and hold the City of New Haven, its officers, employees, and agents free and harmless from and against all claims arising out of a request to inspector copy the bid or proposal. The undersigned bidder or proposer agrees to investigate, handle, respond to, provide defense (including payment of attorney fees, court costs, and expert witness fees and expenses up to and including any appeal) for and defend any such claim at its sole cost and expense through counsel chosen by the City of New Haven and agrees to bear all other costs and expenses related thereto, even if they (claims, etc.) are groundless, false, or fraudulent.

• If you claimed yes, (i.e., you do claim an exemption), explain which part/s are exempt below (required) —

  The following parts of the bid or proposal submitted are exempt from disclosure under the Connecticut public records law because: (list exempt parts and legal justification - e.g., trade secret):

• Conflict of Terms & No External Links (required) —

  Respondent expressly acknowledges that the submission of a response, purchasing agreement, or any supporting documentation shall not contain embedded hyperlinks to external terms and conditions. Any terms and conditions intended to be part of the contract must be provided in full, physical or digital text within the formal submission. Furthermore, any respondent terms that conflict with the City’s Standard Terms and Conditions shall be deemed secondary; the City’s terms shall prevail unless a specific exception is negotiated and signed by both parties."

• The City of New Haven has provided the complete contract details for your thorough examination. While the standard contract terms allow for minor modifications with the City's written approval, it is critical to understand that you will be strictly required to adhere to every term and condition as presented in the attached documents unless such minor changes are formally approved by the City of New Haven (required) —

  By submitting a response to this solicitation, you acknowledge and accept this requirement as a condition of award." 

• Additional Documents (Optional) —

  Please upload additional documents to support your proposal. (optional)

• Project Owner
• Enter Requesting Department Name. (required)
• Enter Project Manager's Name (required)
• Enter Munis Account Number for Ad (nnnnnnnn-nnnnn) (required)
• Funding
• How is this Procurement Funded (required)
• IF funding is City, then does local preference apply? (required)
• If funding is Federal, and project is construction related then federal wage rate required (required)
• If funding is State, and project is construction related; state wage required (required)
• If project is State Funded, does project need be posted on DAS Portal ? (required)
• If funding is a Grant and project is not construction related (required)
• If project is ARPA and is not construction related: (required)
• If Grant funded-required information confirmation (required)
• Please include the full name of the funding agency (not the program). If funding is general fund , enter not applicable: (required) —

  For Example: "Homeland Security"

• Project Setup
• Does this procurement include any of the following (check what applies) (required)
• Has Fleet(DPW) approved your specification?(appear when vehicle) (required) —

  If answered yes, please attached confirmation email from Fleet, in the internal attachment section

• Has IT approved your specifications? (required) —

  If answered yes, please attached confirmation email from the Technology Department , in the internal attachment section of this project.

• Type of Technology included (appears when equals Tech) (required)
• Insurance Requirements —

  Instructions for Project Managers

  Based on the information you currently have, attempt to answer this question to the best of your capability. Ultimately, purchasing will review this carefully and edit and update as needed based on your solicitation requirements. 

  As a standard, all activities for Construction and Service require the following: 

  • General Liability
  • Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits
  • Auto Liability
  • Excess/Umbrella Liability

  Any Professional Services type project (usually Request for Proposals) will require the following: 

  • General Liability
  • Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits
  • Auto Liability
  • Excess/Umbrella Liability
  • Professional Liability

  For Commodity, General Liability is the minimum requirement. 

• Pricing (required) —
  • Option 1 can be leveraged where there are set line items for the solicitation and we need vendors to provide their cost against those line items. 
  • Option 2 will be used when vendors will provide their pricing sheet as we cannot determine the line items required. 
• Are there any License or Certification Requirement? (required) —

  This particular question is to be answered for the company (or their subcontractors) not their employees.

• License or Certification Type: (required) —

  Please enter the specific License or Certification required to be eligible to compete on this solicitation. For example, "CPA - Certified Public Accountant."

• Is this a License from the State of Connecticut Licensing Board? (required)
• Is experience required to be eligible to compete on this solicitation? (required)
• Evaluation Criteria —

  Guidelines used to determine whether a response  is good, effective, or meets expectations of the project

• Select Evaluation Criteria to Include —

  Choose your evaluation factors. Below are example factors you can consider for your Evaluation Criteria. It is important that your actual evaluation of proposals is consistent with the factors and criteria you include in the RFP document. You will be able to add or edit any custom criteria along with the point values (using a 100-point-scale) while you are editing the Evaluation Section of this project.

• Contract Terms —

  The determination of whether a city contract is to be submitted to the board of alders for prior approval pursuant to section 2-376 is if one of the following conditions exist:

  a.

  If its initial term is longer than one year, exclusive of options/renewals that are less than two years.

  b.

  If options/renewals on the initial term exceed two years collectively and/or consecutively, or

  c.

  If any options/renewals materially alter the terms or conditions of a contract in the judgment of the city purchasing agent.

• Base Contract Duration: How many years will be included for the base contract? If pre approved by BOA for initial term of two or greater attach resolution in the internal attachment section of project (required) —

  The determination of whether a city contract is to be submitted to the board of alders for prior approval pursuant to section 2-376 is if one of the following conditions exist:

  a.

  If its initial term is longer than one year, exclusive of options/renewals that are less than two years.

  b.

  If options/renewals on the initial term exceed two years collectively and/or consecutively, or

  c.

  If any options/renewals materially alter the terms or conditions of a contract in the judgment of the city purchasing agent.

• Optional Renewals: How many one-year optional contract renewals will be included with the contract? (required)
• Award Method (required) —

  General definitions and parameters of each approach.

  • Award to the Winner: This is a traditional public procurement where the winning bid or proposal is selected based on the Lowest, Responsive and Responsible Bidder when using a Competitive Bid process; or the Highest Scored Proposal when using the Competitive Selection process.
  • Split Award: A “Split-Award” is designed to specify and distinguish separate Groups of awards based on separate specifications or Scopes of Work. A vendor can respond to any combination of the Groups provided they are responsive and responsible. Each Group is evaluated and awarded independently. Effectively, there could be a separate winner for each Group.
  • Back Up Vendor (RFPs Only): This method is intended to contract with a back up vendor in the event the winner is unable to fulfill the contract.