Summer in the City 2026 Planning

City of Indianapolis and Marion County
Request for Qualifications
Release Date March 25, 2026
Request for Qualifications RFQual-19PHS-41
Reference Number
Request for Qualifications Summer in the City 2026 Planning
Title
Agency Office of Public Health and Safety
Agency Contact Emily Koschmeder
Tel: (317) 327-3940
Email: Emily.Koschmeder@indy.gov
Fax: (317) 327 - 4493
Written Questions Due Date: April 1, 2026 at 12:00 noon Eastern Time by email to
Emily.Koschmeder@indy.gov or faxed to (317) 327 - 4493.
Request for Qualifications April 10, 2026 at 12:00 noon Eastern Time
Submittal Deadline Delivery
Due Date and Time (Eastern Delivery by email only to Emily.Koschmeder@indy.gov
Time)
Electronic Submissions Only
DO NOT SUBMIT BUDGET OR COMPENSATION INFORMATION AT THIS STAGE. Any
Vendor submission of compensation/budget will cause your submittal to be rejected
Request for Qualifications Cover

City of Indianapolis Request for Qualifications
Summer in the City 2026 Planning
For the Office of Public Health and Safety
Questions pertaining to the Request for Qualifications (RFQUAL) documents may be directed to
Emily Koschmeder, in writing either by email to Emily.Koschmeder@indy.gov or fax (317) 327-44930, no later than
April 1, 2026 by 12:00 Noon Eastern Time.
NOTE: Any related addenda to this RFQUAL, including written answers to questions, will be
posted on the Purchasing Division's official website at www.indy.gov/purch under the appropriate
project heading. Addenda will NOT be sent directly to vendors. Vendors will be responsible for
periodically checking this website for any related addenda up to and including the due date.
Vendors should print out, sign, and return written acknowledgement(s) with their RFQUAL.
Failure to sign and return the addenda may cause a response to be determined as non-
responsive for review purposes.
The City of Indianapolis and Marion County by and through the Office of Public Health and Safety (OPHS) is
seeking Request for Qualifications (RFQUAL) submittals in regard to the contents herein. The City is looking for
qualified organizations to provide a Summer in the City youth program outline/curriculum and staffing proposal at
a location within Central Indianapolis and Marion County. The City is also looking for qualified organizations to
provide transportation and/or food services, including staffing and equipment on Fridays and Saturdays only, for
an eight (8) week summer program which will be held throughout Marion County. In your submission, please
indicate whether you are applying as: (1) fiscal agent and site manager only, with all programming subcontracted
to partner organizations, or (2) fiscal agent, site manager, and program entity, delivering some of the
programming directly while subcontracting the remainder or (3) fiscal agent, site manager, and full program
provider.
1. Project Overview
Summer in the City violence prevention initiative providing safe, structured, high-energy programming during
high-risk summer hours. The focus is on keeping teens ages 15-17 meaningfully engaged on Friday and
Saturday nights, with strong emphasis on safe transportation and curfew compliance.
2. Role of the Selected Organization
The Lead Convener will serve, at minimum, as fiscal agent, site manager, transportation coordinator, and
safety compliance lead. Key requirements:
Must include OPHS and City branding on programming marketing and materials.
Cannot restrict participation based on organizational membership, affiliation, or eligibility. Eligibility will be
designed jointly based on target population and program needs and success.
Joint submissions with partner or subcontractor organizations are welcome. However, one organization
must serve as lead organization and contract with the City.
3. Qualifications Criteria and Selection Process
Applicants will be evaluated on their ability to meet required programming criteria set forth in section 3.1,
below. Applicants who have been determined, by City, to have met the required criteria in 3.1 will be
considered for final selection and negotiations based on quality of program design and the program
preferences set forth in section 3.2, below. City may invite qualified organizations to conduct in-person/virtual
interviews and submission of proposed program budgets-DO NOT SUBMIT BUDGET/COMPENSATION AT
THIS STAGE. City reserves the right to contract with one or more applicants meeting minimum qualifications
or to not contract with any respondents.
OPHS - Summer in the City 2026 Programming
FINAL - March 2026 RFQual-19PHS-41
2

3.1. Required qualifications and criteria (i.e. minimum qualifications):
Must have at least five years' experience in running similar summer programs.
Must have ability to provide or arrange for a substantial meal provided on-site on each night of
programming. Vendor is responsible for all health regulation compliance.
Must have a transportation and safe dismissal plan that complies with section 5, Transportation & Safe
Dismissal, below.
Must own, lease, or have confirmed access to a facility capable of hosting up to 75 youth (see section
7.3)
Proposals must address/respond to each of Required Program Components (see section 4)
Proposals must address/respond to Special Requirements related to safety and safety planning (see
section 6)
Proposals must include/respond to all Submission Requirements (see section 7)
Proposals must include plan for tracking and maintaining appropriate data and reporting (e.g. resource
referrals, attendance, etc.)
Demonstrated financial capacity to operate and sustain program costs on a reimbursement basis for a
minimum of 60 days
CPR and First Aid Certification
Status as a legal entity
Have sufficient liability insurance coverage. (see requirements listed on page 11 and 12 of this
RFQual)
3.2. Applicants meeting some or all of the following criteria will be preferred:
* List any special certificates and/or licenses
* Facility is located within a City-designated priority zip code: 46218, 46201, 46208, or 46222
* Demonstrated ability to recruit and engage youth in programming
* Demonstrated experience designing and delivering programming specifically for high school-aged youth
(ages 14-18).
* Demonstrated experience managing multi-partner or collaborative initiatives
* Demonstrated partnerships or relationships for resource referral, including but not limited to: workforce
resources, mental health referrals, and mentorship/case management as needed
4. Required Program Components (Each Night)
4.1. Structured Programming
One or two structured activity blocks per night. Examples include workforce readiness, sports/recreation,
arts & music, leadership development, entrepreneurship, STEM, and wellness programming.
Unstructured free time does not qualify.
4.2. On-Site Meal Service
A substantial meal must be provided on-site each night. Vendor is responsible for all health regulation
compliance.
4.3. Nightly Celebration Block
A structured 90 -120 minute high-energy closing block engagement options required each night, such as,
but not limited to, DJ music component themed activities, and supervised environment with clear
behavioral expectations.
4.4. Wrap-Around Supports
Coordinators must connect youth to workforce resources, mental health referrals, and mentorship/case
management as needed. Referral tracking is required.
OPHS - Summer in the City 2026 Programming
FINAL - March 2026 RFQual-19PHS-41
3

5. Transportation & Safe Dismissal
Transportation planning carries significant evaluation weight. The plan must include:
* Dismissals and close-out announcements at 10:00 PM with signal 15 minutes prior.
* Safe return options for youth without reliable transportation.
* Licensed and insured drivers; attendance verification at departure.
* Parent/guardian communication process.
* Curfew compliance ensuring youth arrive home before 11:00 PM.
* Outdoor monitoring during dismissal; no unsupervised loitering near site.
6. Special Requirements
* Enhanced staffing and safety measures are required for the July 4th weekend and any additional
City-designated high-risk weekends.
* Must provide an adequate "Safety SOP."
7. Submission Requirements
All submittals must include the following:
7.1. Cover Letter
Organization name, contact name, address, phone number, and email address.
* Organizational overview and experience managing collaborative initiatives
* Staffing structure and supervision plan.
* Transportation and dismissal plan.
* Safety and incident response plan.
* Site description.
* Implementation timeline.
* Partner/facilitator engagement strategy.
* List of partner/subcontractor organizations and their role
7.2. Qualifications Criteria
* Clearly state which required qualifications criteria (see section 3.1) your organization meets
with reference to where in the proposal that is detailed (e.g. has ability to provide substantial
meal each night, see section XX)
* Clearly state which preferred criteria (see section 3.2) your organization meets with reference
to where in the proposal that is detailed
7.3. Facility
* Organization must own, lease, or have confirmed access to a facility capable of hosting up to
75 youth.
* Facility must be located within a City-designated priority zip code: 46218, 46201, 46208, or
46222.
7.4. Team Experience and Qualifications
* Detail each team member's role on this project.
* Describe experience designing and delivering programming specifically for high school-aged
youth (ages 14-18).
* Describe experience managing multi-partner or collaborative initiatives.
* Meets County and State guidelines for food services.
* Describe experience in running similar summer programs and list number of years.
OPHS - Summer in the City 2026 Programming
FINAL - March 2026 RFQual-19PHS-41
4

* Demonstrated ability to recruit and engage youth in programming.
7.5. Relevant Organizational Experience
Provide a description of the organization's experience in youth orientated planning.
Document the organization's capacity and intent to proceed without delay if selected for this work.
Provide a detailed description of the Organization's ability to implement the Anticipated Scope of
Work as detailed in Section, 4.
Three (3) business references; preference will be given to references where similarly requested
services were performed. Do not include references that are currently employed by City.
References should be formatted as follows:
Name:
Title:
Address:
Phone Number:
Email Address:
Brief description of the services performed:
If applicable, please provide a list of lawsuits that your company has been a party to as related to
the types of services provided in this RFQUAL. For each lawsuit, please provide a brief
description of the facts at issue as well as the resulting outcome.
7.6. MBE/WBE/VBE/DOBE ("XBE") participation form or waiver
It is the policy of the City that Minority Business Enterprises (MBEs), Women Business Enterprises
(WBEs), Veteran Business Enterprises (VBEs), and Disability-Owned Business Enterprises (DOBEs)
shall have the maximum feasible opportunity to participate in the performance of
contracts. Consequently, the City, through Article IV, Section 202-401 of the revised municipal code &
The Consolidated City of Indianapolis and Marion County MBE/WBE/VBE/DOBE Business Utilization
Plan in Indianapolis, has established MBE participation goals of 15%, WBE participation goals of 8%,
VBE participation goals of 3%, and DOBE participation goals of 1% for its dollars spent on public
works, goods, and services.
In order to help accomplish this goal, the City is requesting that you include with your submittal
information regarding your status as an MBE, WBE, VBE, or DOBE. Additionally, please include
contact information for any MBE, WBE, VBE, or DOBE owned Vendors directly participating in your
business operations. The City also requests contact information for any MBE, WBE, VBE, or DOBE
sub-contractors that you might use in the course of doing business with the City. Some examples of
this kind of service include, but are not limited to: office suppliers, courier services, shipping services,
etc. These services can occur at the local, state, or national level. Please include an estimated
percentage or dollar amount that you anticipate using.
Be advised that the information provided on MBE/WBE/VBE/DOBE participation will be included as
part of the scoring criteria for this RFP. Accordingly, it is imperative that you do everything possible to
obtain the information above and supply it as part of the submittal.
In order to be recognized by the City of Indianapolis/Marion County as an MBE/WBE/VBE/DOBE
participant, your company must be certified with the Office of Minority &Women Business Development
(OMWBD). The City will recognize only City of Indianapolis certified firms regardless of any other state
or national affiliation.
If you should need assistance in obtaining information or certification for possible participation in a
contract, please contact the OMWBD on the Internet at www.indy.gov/omwbd or by phone at (317)
327-5262.
OPHS - Summer in the City 2026 Programming
FINAL - March 2026 RFQual-19PHS-41
5

Respondents can view a list of City OMWBD approved MBE/WBE/VBE/DOBE vendors by going to this
web page: https://www.indy.gov/activity/find-omwbd-contractor and selecting the appropriate monthly
"Vendor Listing" spreadsheet.
8. Compensation / Cost
Since this is a Request for Qualifications only, any Vendor submission of compensation will cause your
submittal to be rejected. DO NOT SUBMIT BUDGTS/COMPENSATION INFORMATION AT THIS STAGE.
After the City selects a short list of candidates, negotiations will begin with each Vendor and the City will
encourage, only at that time, innovative responses regarding compensation for representing the City in
providing consulting services.
9. Submission Instructions
Please send your submittal via email to Emily Koschmeder at Emily.Koschmeder@indy.gov on or before
April 10, 2026 at 12:00 Noon Eastern Time. Subject must read:
Summer in the City 2026 Planning - RFQual-19PHS-41.
Late submissions will not be accepted or considered.
Submissions must be signed by a representative of the respondent organization authorized to submit and
establish fees on behalf of the respondent organization and bind the respondent organization to the terms and
conditions of this RFQUAL.
(The rest of this page is left intentionally blank.)
OPHS - Summer in the City 2026 Programming
FINAL - March 2026 RFQual-19PHS-41
6

10. Exception Sheet
Please list and explain any exceptions to the specifications and terms of the request. Please note that the
taking of an exception may cause your submittal to be deemed "non-responsive" if it is determined to be a
material variance.
OPHS - Summer in the City 2026 Programming
FINAL - March 2026 RFQual-19PHS-41
7

11. Sample Agreement
PROFESSIONAL SERVICES/ SERVICES [Choose either Professional Services or Services]
AGREEMENT
BETWEEN
THE CONSOLIDATED CITY OF INDIANAPOLIS AND MARION COUNTY - XXXX
AND
XXXX
FOR
XXXX
This Professional Services/Services Agreement (hereinafter referred to as "Agreement"), entered into by
and between the Consolidated City of Indianapolis and Marion County XXXXXX (hereinafter referred
to as "City") and XXXXX (hereinafter referred to as "Contractor"), is executed pursuant to the terms and
conditions set forth herein. In consideration of those mutual undertakings and covenants, the parties agree
as follows:
SECTION I. INTERPRETATION AND INTENT
1.1. The "Agreement", as referred to herein, shall mean this Agreement executed by City and
Contractor, and shall include these Terms and Conditions, the Attachments described in
Sections II and IV and attached hereto, all addenda issued prior to receipt of RFPs, quotes,
or bids, whether or not receipt thereof has been acknowledged by Contractor, all conditions,
plans, specifications and standards, instructions and notice to vendors, and any written
supplemental agreement or modification entered into between City and Contractor, in
writing, after the date of this Agreement.
1.2. This Agreement constitutes the entire agreement between the parties and supersedes all
prior agreements, written or verbal, between City and Contractor. No statements, promises
or agreements whatsoever, in writing or verbal, in conflict with the terms of the Agreement
have been made by City or Contractor which in any way modify, vary, alter, enlarge or
invalidate any of the provisions and obligations herein stated. This Agreement may be
amended and modified only in writing signed by both City and Contractor.
1.3. In resolving conflicts, errors, discrepancies and disputes concerning the scope of the work
or services to be performed by Contractor or other rights or obligations of City or Contractor
the document or provision thereof expressing the greater quantity, quality or scope of
service or imposing the greater obligation upon Contractor and affording the greater right
or remedy to City, shall govern.
1.4. Any interpretation applied to this Agreement, by the parties hereto, by an arbitrator, court of
law, or by any other third party, shall not be made against City solely by virtue of City or
City's representatives having drafted all or any portion of this Agreement.
1.5. This Agreement shall include, and incorporate by reference, any provision, covenant or
condition required or provided by law or by regulation of any state or federal regulatory or
funding agency.
1.6. Where the term "Revised Code" is stated, it shall mean the municipal ordinances of
Indianapolis-Marion County, Indiana that is formally known as the "Revised Code of the
Consolidated City of Indianapolis and Marion County, Indiana".
OPHS - Summer in the City 2026 Programming
FINAL - March 2026 RFQual-19PHS-41
8

2. DUTIES OF CONTRACTOR
2.1. Contractor shall provide services as specified in Attachment A, ____________, attached
hereto and incorporated into this Agreement.
3. TERM
3.1. The term of this Agreement shall begin upon execution of this Agreement by all parties and
shall terminate on _________ unless terminated earlier in accordance with this Agreement.
3.2. This Agreement may be renewed by agreement of parties. The term of the renewal may
be less but shall not be longer than the term of the original Agreement. A renewal shall be
only by written instrument signed by both City and Contractor and attached hereto as an
amendment. All other terms and conditions of the Agreement shall remain the same as set
forth herein.
4. COMPENSATION
4.1. Contractor proposes to furnish all labor, materials and supplies in accordance with the
conditions of this Agreement necessary to complete the work as defined in Attachment A at
the rates set forth in Attachment B, attached hereto and incorporated herein. However, in
no event shall compensation for services under this Agreement exceed ______________
($XXXX.XX).
4.2. Contractor shall submit a properly itemized invoice for services performed and expenses
incurred under this Agreement and shall cooperate with and provide any other necessary
information to City. City will pay Contractor within thirty (30) days after receipt of such
properly itemized claim forms.
5. GENERAL PROVISIONS
5.1. Independent Contractor. The parties agree that Contractor is an independent contractor as
that term is commonly used and is not an employee of the Consolidated City of Indianapolis
and/or Marion County. As such, Contractor is solely responsible for all taxes and none shall
be withheld from the sums paid to Contractor. Contractor acknowledges that it is not insured
in any manner by City for any loss of any kind whatsoever. Contractor has no authority,
express or implied, to bind or obligate City in any way.
5.2. Subcontracting.
5.02.1 Approval required - The parties agree that Contractor shall not subcontract, assign
or delegate any portion of this Agreement or the services to be performed hereunder
without prior written approval of City. In the event that City approves of any such
subcontracting, assignment or delegation, Contractor shall remain solely
responsible for managing, directing and paying the person or persons to whom such
responsibilities or obligations are sublet, assigned or delegated. City shall have no
obligation whatsoever toward such persons. Contractor shall take sole
responsibility for the quality and quantity of any services rendered by such persons.
Any consent given in accordance with this provision shall not be construed to relieve
Contractor of any responsibility for performing under this Agreement.
OPHS - Summer in the City 2026 Programming
FINAL - March 2026 RFQual-19PHS-41
9

5.02.2 Minority, Women, Veterans, and Disability-Owned Business Enterprise Participation
- To the extent Contractor uses subcontractors or other agents in the performance
of services under this Agreement, Contractor shall either:
5.2.1.1.1. Use, at a minimum, fifteen percent (15%) Minority Business
Enterprises, eight percent (8%) Women's Business Enterprises,
three percent (3%) Veteran's Business Enterprises, and one percent
(1%) Disability-Owned Business Enterprises in the performance of
services under this Agreement; or
5.2.1.1.2. Demonstrate a good faith effort to achieve such percentages,
in compliance with the policies and to the satisfaction of the City of
Indianapolis Office of Minority & Women Business Development.
Failure of Contractor to comply with either (a) or (b), above, shall constitute a breach
of this Agreement.
5.03 Necessary Documentation. Contractor certifies that it will furnish City, if requested, any and
all documentation, certification, authorization, license, permit, or registration required by the
laws or rules and regulations of the City of Indianapolis, the County of Marion, other units
of local government, the State of Indiana, and the United States. Contractor further certifies
that it is now and will remain in good standing with such governmental agencies and that it
is now and will maintain its license, permit, registration, authorization, or certification, as
applicable, in force during the term of this Agreement. Failure of Contractor to comply with
this paragraph shall constitute a material breach of this Agreement.
5.04 Confidentiality.
5.04.1 The obligations of this section shall survive the termination of this Agreement and
shall be applicable to the full extent permissible under statutes governing access to
public records. Contractor understands that the information provided to it or obtained
from City during the performance of its services is confidential and may not, without
prior written consent of City, be disclosed to a person not in City's employ except to
employees or agents of Contractor who have a need to know in order to provide the
services. Further, Contractor's work product generated during the performance of
this Agreement is confidential to City. The failure to comply in all material respects
with this section shall be considered a material breach of this Agreement.
Confidential information shall not include information, that: (a) was known by
Contractor at the time it was received; (b) is, as of the time of its disclosure or
thereafter becomes, part of the public domain through a source other than
Contractor; (c) is made known to Contractor by a third person who does not impose
any obligation of confidence on Contractor with respect to such information; (d) is
required to be disclosed pursuant to governmental authority, law, regulation, duly
authorized subpoena or court order whereupon Contractor shall provide notice to
City prior to such disclosure; or (e) information that is independently developed by
Contractor without references to the confidential information.
5.04.2 Contractor shall not, under any circumstances, release information provided to it by,
or on behalf of, City that is required to be kept confidential by City pursuant to Indiana
law except as contemplated by Section 5.04.1(d), above.
5.04.3 Contractor acknowledges that City will not treat this Agreement as confidential
information and will post the Agreement on the City of Indianapolis website as
OPHS - Summer in the City 2026 Programming
FINAL - March 2026 RFQual-19PHS-41
10