RFP: Violence Prevention through Community Engagement Initiative
| Location: | New York |
|---|---|
| Posted: | Apr 12, 2025 |
| Due: | May 14, 2025 |
| Agency: | City of Rochester |
| Type of Government: | State & Local |
| Category: |
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| Publication URL: | To access bid details, please log in. |
RFP: Violence Prevention through Community Engagement Initiative
Proposal Submission:
The City of Rochester, NY (the “City”) is seeking proposals from qualified Consultant(s) to establish a program focused on reducing violent crime through structured collaborative engagement (the “Project”). The City is interested in using the Omaha 360 program as a model and framework. Qualified organizations, firms, and individuals may team up to respond.
Documents Timeline| Activity | Date |
| RFP Released | 4/11/2025 |
| Deadline for Questions or Request for Clarification via email to RFP Contact | 4/17/2025 ; 4:00 PM EST |
| City to Post Responses to Final Questions Online | 4/21/2025; 4:00 PM EST |
| Respondent's deadline to submit RFP Proposal | 5/14/2025; 4:00 PM EST |
| Respondent Selection and Notification | 6/09/2025 |
| Anticipated Agreement Start Date | 8/1/2025 |
Written proposals must be received electronically by the City no later than May 14, 2025 at 4:00 PM EST to RFP.Coordinator@cityofrochester.gov . No physical copies, please.
Questions:Please direct questions, requests for clarifications, or any other inquiries concerning this RFP, to the following RFP Contact :
Kareem Morris
Office of Project Management
185 Exchange Boulevard, 5 th Floor
City of Rochester, NY 14614
Attachment Preview
City of Rochester
Request for Proposals
Violence Prevention through Community Engagement
Initiative
Proposals to be received by 4:00 PM
May 12, 2025
Submit Proposals to:
RFP.Coodinator@CityofRochester.gov
REQUEST FOR PROPOSAL
The City of Rochester, NY (the “City”) is seeking proposals from qualified Consultant(s) to establish a
program focused on reducing violent crime through structured collaborative engagement (the “Project”).
The City is interested in using the Omaha 360 program as a model and framework. Qualified
organizations, firms, and individuals may team up to respond.
BACKGROUND
In 2024, as participating members of the US Department of Justice Public Safety Partnership, the City
became aware of the Omaha 360 model – a nationally recognized collective action initiative that brings
together law enforcement, community human service and health organizations, neighborhood groups,
and other interested parties in understanding and addressing violent crime. In Omaha, what began as a
grassroots demand for improved police-community communication, evolved into a well-resourced and
expertly moderated forum. The initiative has enabled police to report out in a direct and timely manner
to the public. Over time, this forum has enabled collaboration across various stakeholders in addressing
violent crime. In turn, improved trust, coordination and collaboration have resulted in Omaha.
Goals of this initiative:
1) Improve collaboration and understanding between police, community partners, and the public
2) Reduce violent crime
3) Inform, inspire, and facilitate cooperative public safety efforts in the City.
Link to Resources for more background:
https://empoweromaha.com/omaha-360/
https://kccommongood.org/blog/what-is-360/
Timeline
Activity
RFP Release
Deadline for questions
Response for questions
submitted
Proposals due
Consultant Selection and Award
Notification
City Council Approval of
agreement with Consultant
Agreement Start Date
Time
4:00 pm
4:00 pm
4:00 pm
Date
April 11, 2025
April 17, 2025
April 21, 2025
May 12, 2025
June 9, 2025
July 22, 2025
August 1, 2025
The dates shown above may be subject to change within the City of Rochester’s sole discretion and upon
written notification as set forth herein.
Communications
All communications by parties who have indicated an intent to submit or have submitted a proposal in
response to this RFP (“Respondents”), including any questions or requests for clarifications, submission of
the proposal, requests for status updates about the proposal selection process and any other inquiries
whatsoever concerning this RFP shall be sent, in writing, to the following City staff person (“City Contact”):
RFP.Coordinator@CityofRochester.gov
No contact is permitted with any other City staff member with regard to this RFP during the RFP process
unless specifically authorized in writing. Prohibited contact may be grounds for disqualification.
To ensure that all Respondents have a clear understanding of the scope and requirements of this RFP, the
City will respond to all timely questions submitted via e-mail to the City Contact by the question deadline
stated above. Questions and the responding answers will be sent via e-mail to all Respondents who have
provided an e-mail address to the City Contact and will be posted on the City’s web page for this RFP. The
City’s failure to timely respond or provide responses to any questions shall not delay or invalidate the
City’s right to make a decision to award an agreement pursuant to this RFP.
The City will make every reasonable effort to keep Respondents informed about the RFP process.
Notifications about Timeline date changes, amendments to the RFP and other information about the RFP
will be sent by e-mail to Respondents who have provided an e-mail address to the City Contact and will
be posted on the City’s website for this RFP. The City’s failure to provide such information shall not delay
or invalidate the City’s right to make a decision to award an agreement pursuant to this RFP.
SCOPE OF SERVICES
The City is seeking the services of a Respondent(s) to perform the following services to implement the
Project. Respondents’ proposals must address each of the following services, using the same identifying
language, including any paragraph or section numbers or letters as used in the RFP. A detailed description
of the Respondent’s services, methods, and process should be included.
1) Program overview and key program components
a) Selected Respondent will organize and implement biweekly meetings that include
representatives from law enforcement, community human service and health organizations,
neighborhood groups, and other interested parties in understanding and reducing violent crime.
b) Meeting topics will include:
1. Violent crime updates from Rochester Police Department.
2. Periodic presentations on public safety topics, including but not limited to: new and
continuing RPD and Office of Violence Prevention data and analysis related to violence;
updates on RPD training initiatives, policy, and process changes
3. Community Q&A
c) Targeted launch: September 2025
2) Respondent to provide or secure a sufficient space for the biweekly meeting, that meets the
following requirements:
a) Space sufficient for up to at least 100 individuals, with possible room for expansion
b) ADA accessibility required
c) Lecture hall-style space preferred
d) Provide audio-visual equipment – microphone, projection screen
e) Location convenient to all areas of city, with sufficient parking, ideally on a bus line
3) Respondent to provide or retain meeting facilitator meeting the following requirements:
a) Dedicated individual to facilitate meetings with diverse community members, organizations, City
and other public agencies.
b) Facilitation services must be neutral, promote transparent communication, collaborative
problem-solving, and timely sharing of information.
c) Must have knowledge and awareness of Rochester community
d) Demonstrated experience in facilitating difficult conversations
4) Respondent will provide public promotion and outreach
a) Work with the City to develop a comprehensive communications plan and to promote the Project
b) Work with the City to identify and invite participants
c) Maintain email list of participants and communicate Project updates.
5) Meeting management
a) Preparation of meeting agenda – liaise with RPD, Office of Violence Prevention, and community-
based organizations to establish the scope of each meeting
b) Keep meeting on topic and within allotted time
c) Provide or retain ASL interpreter and have provision for Spanish translation on demand
d) Establish protocols and practices for meeting documentation, follow-up, and accountability or
action tracking
e) Coordinate sub-groups related to individual public safety topics, as needed
6) Performance measurement
a) Assist in creating performance measurement tools, dashboards, or public-facing reports to
monitor program impact.
b) Provide recommendations for continuous quality improvement as the Project evolves.
A Professional Services Agreement resulting from this RFP shall include a term of one year, with possible
options for renewals upon agreement of the parties and available funding. Awards are not anticipated to
exceed $50,000 for the initial program year.
PROPOSAL PREPARATION AND SUBMISSION PROCESS
Proposals must be received by the City via email no later than 4:00 pm on May 12, 2025. Please provide
an electronic version of the proposal to the following:
RFP.Coordinator@CityofRochester.gov
This RFP is designed to facilitate the evaluation and selection of a Respondent(s) that is/are best able to
achieve the City’s objectives. The proposal shall contain a table of contents. All pages shall be numbered
and major sections and all attachments shall be referenced in the table of contents. The proposal should
also be searchable. In order to enable the City to effectively review the information contained in the
proposals, proposals shall reference the numbered and lettered sections of the RFP. The response to
each section shall be clearly indicated and addressed or an explanation provided for why the respondent
is not submitting a proposal for a specific section or requirement of the RFP. If desired, the proposal may
include an executive summary of no more than two pages.
Each proposal shall be signed by an individual authorized to enter into and execute contracts on the
Respondent’s behalf. Unless otherwise specified in its proposal, Respondent represents that it is capable
of meeting or exceeding all requirements specified in this RFP.
Submission of a proposal shall be deemed authorization for the City to contact Respondent’s references.
Evaluation of proposals will be conducted by the City based on information provided in the Respondent’s
proposals and on such other available information that the City determines to be relevant. The evaluation
of proposals may include an on‐site assessment, meetings with authorized personnel, and may involve
the use of a third‐party consultant.
The Respondent selected by the City will be required to enter into a Professional Services Agreement
(PSA) with the City (see Attachment A, the City’s standard PSA form). The establishment of a PSA is
contingent upon approval by City Council for all Agreements in excess of $10,000 or for a period of more
than one year and upon the availability of funds for such an agreement. Unless otherwise stated in the
proposal, the Respondent’s response to this RFP shall be deemed its acceptance of the terms of this PSA.
(Note: Attention is directed to the City’s Living Wage requirements and Minority and Women‐ owned
Business Enterprise (MWBE) and Workforce Utilization Goals.)
Respondents shall provide sufficient information in their written proposals to enable the City review
team to make a recommendation to the Mayor. The City reserves the right to invite any or all
Commented [LJ1]: May 12 is the date above.
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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