RFA #3127 – Outdoor Rx: Expanding Opportunities for Veterans Page 1 of 27

Request for Application #3127

Solicited by

New York State Office of General Services

On behalf of

New York State Department of Veteran Services for

Outdoor Rx: Expanding Opportunities for Veterans On New York States’ Public Lands

Issue Date: July 8, 2026 Application Due Date: August 19, 2026, at 2:00pm EST

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Table of Contents

1. INTRODUCTION

1.1 Overview

1.2 Designated Contact

1.3 Mandatory Applicant Qualification

1.4 Pre-Qualification for Not-for-Profit Organizations

1.5 Optional Pre-Submission Webinar

1.6 Key Events

1.7 Glossary of Terms

2. SCOPE OF WORK

2.1 General Scope

2.2 Application Requirements

2.3 Reporting Requirements

3. APPLICATION SUBMISSION

3.1 RFA Questions and Clarifications

3.2 Application Submission Format and Content

3.2.1 Applicant’s Response

3.2.1.1 Cover Letter

3.2.1.2 Mandatory Applicant Qualification

3.2.1.3 Complete Application

3.2.1.4 Work Plan

3.2.1.5 Project Budget

3.2.2 Administrative Response

3.3 Application Submission Preparation

3.4 Packaging of RFA Response

3.5 Instructions for Application Submission

4. EVALUATION AND SELECTION PROCESS

4.1 Application Evaluation

4.2 Notification of Award

5. ADMINISTRATIVE INFORMATION

5.1 Issuing Office

5.2 Method of Award

5.3 Term of Contract

5.4 Distribution of Grant Funds

5.5 Funding

5.6 Electronic Payment

5.7 Exceptions and Extraneous Terms

5.8 Dispute Resolution

5.9 Rules of Construction

5.10 Examination of Contract Documents

5.11 Debriefings

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5.12 Procurement Rights

6. CONTRACT CLAUSES AND REQUIREMENTS

6.1 Appendix A / Order of Precedence

6.2 Past Practice

6.3 Freedom of Information Law / Trade Secrets

6.4 General Requirements

6.5 Extent of Services

6.6 Termination

6.7 NYS Vendor Responsibility

6.8 New York State Vendor File Registration

6.9 Ethics Compliance

6.10 Indemnification

6.11 Force Majeure

6.12 Encouraging Use of New York State Businesses in Contract Performance

6.13 Sexual Harassment Prevention

6.14 Participation Opportunities For New York State Certified Service-Disabled Veteran-Owned

Businesses

RFA Appendix A…….Standard Clauses for New York State Contracts RFA Appendix B…….Required Forms RFA Appendix C.…...Sample Master Grant Contract RFA Appendix D……Insurance Requirements RFA Appendix E…....MWBE and EEO Requirements

RFA Attachment 1…. Grant Application/Workplan RFA Attachment 2…. Project Budget & Budget Narrative RFA Attachment 2A.. Salary Expense Breakdown RFA Attachment 3…. Application Submission Checklist

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1. Introduction

1.1 Overview

On Veterans Day 2020, New York States’ Outdoor Rx Act became law. The new statute called upon the New York State Division of Veterans’ Services (hereinafter DVS) to assemble the Outdoor Rx Committee (“Committee”), comprised of public sector and private sector subject-matter experts and produce a report reviewing issues related to veterans’ abilities to access State parks, lands, and facilities. In 2021, DVS delivered the Committee’s report to the Governor and to the designated members of the New York State Legislature recommending continued engagement and support for community-based organizations working to increase access for veterans to medical treatment and nature-based therapy and programs on New York public lands, with particular focus on inclusion, equity, and accessibility for minority, marginalized, and disabled veteran populations.

This year’s allocation in the States’ executive budget will take the next step of providing tangible support for community-based efforts to engage veterans, Gold Star families, and other military-connected individuals with outdoor therapeutic settings and activities and/or wilderness therapy on New York public lands within the framework recommended by the Outdoor Rx Committee’s report. Given that the Committee emphasized the importance of localized and regionalized services and opportunities, DVS recommends that funds be distributed through the competitive granting process to up to six recipients in allocations of $25,000 per award or the proportionate share of the total Grant based on the number of contracts awarded. This structure will allow for meaningful investment in Outdoor Rx initiatives in multiple regions of New York State.

1.2 Designated Contact

In reference to the subject Request for Application, Matt Courcelle, Contract Management Specialist 2, NYS Office of General Services, Division of Financial Administration has been designated as the Primary Contact for this procurement and may be reached by email or phone for all inquiries regarding this Solicitation.

Matt Courcelle, Contract Management Specialist 2 NYS Office of General Services Financial Administration / Agency Procurement Office 32nd Floor, Corning Tower Bldg., Empire State Plaza Albany, New York 12242 Phone: 518-474-6921 Email: matthew.courcelle@ogs.ny.gov

In the event the designated contact is not available, the alternate designated contact is:

Jessicca McDonald, Contract Management Specialist 3 NYS Office of General Services Financial Administration / Agency Procurement Office 32nd Floor, Corning Tower Bldg., Empire State Plaza Albany, New York 12242 Phone: 518-474-6921 Email: Jessicca.McDonald@ogs.ny.gov mailto:matthew.courcelle@ogs.ny.gov mailto:Jessicca.McDonald@ogs.ny.gov

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For inquires related specifically to Minority and Women-Owned Business Enterprises (MWBE) and to Service-Disabled Veteran Owned Businesses (SDVOB) provisions of this procurement Solicitation, the designated contact is:

Theresa Chiweteoke, Compliance Specialist 2 NYS Office of General Services Office of Business Diversity / MWBE / SDVOB 29th Floor, Corning Tower Bldg., Empire State Plaza Albany, New York 12242 Phone: 518-408-0432 Email: OGS.sm.MWBE@ogs.ny.gov

For inquiries related specifically to insurance requirements of this procurement Solicitation, contact:

NYS Office of General Services Bureau of Risk and Insurance Management 32nd Floor, Corning Tower Bldg., Empire State Plaza Albany, New York 12242 Phone: 518-473-0310 Email: ogs.sm.insrev@ogs.ny.gov

1.3 Mandatory Applicant Qualification

Applicants are advised that the State’s intent is to ensure that only responsive, responsible, qualified and reliable contractors enter into a contract to perform the work as defined in this document.

The State considers the following qualification to be a pre-requisite in order to be considered as qualified Applicant for purposes of the solicitation. Applicants not meeting the qualification below will be disqualified. Applicants may not use a subcontractor’s or any other entity’s qualifications to meet requirements.

The following minimum requirement must be met by each Applicant:

• Applicant must be an established Not-For-Profit organization that engages Veterans, Gold Star families, and other military-connected individuals with outdoor therapeutic settings and activities and/or wilderness therapy.

• Applicant must have their principle place of business located in New York State.

1.4 Pre-Qualification for Not-for-Profit Organizations

Not-for-profit organizations must ensure that their prequalification status is current in the NYS Statewide Financial System (“SFS”) at the time of the application due date.

Failure to do so will mean that their applications will not be reviewed and will automatically be disqualified. Not-for-profit organizations must maintain their pre-qualification status on a yearly basis by providing up- to-date IRS 900, CHAR 500 and audit review documents. Additional mailto:OGS.sm.MWBE@ogs.ny.gov mailto:ogs.sm.insrev@ogs.ny.gov

RFA #3127 – Outdoor Rx: Expanding Opportunities for Veterans Page 6 of 27 information and resources on how to get prequalified can be found here: Get Prequalified | Grants Management

1.5 Optional Pre-Submission Webinar

There will be an optional webinar for all prospective Applicants to be held on July 15, 2026, at 10:00am ET. Applicants are encouraged to submit questions to the OGS designated contact in advance of the webinar. Applicants are not required to register for the webinar, as it is open to the public. You may access the webinar at the following link:

https://teams.microsoft.com/meet/215571158651472?p=8icn3HelaxM6doIZJt

1.6 Key Events

The Table below outlines the schedule for important action dates.

OGS Issues Request for Application (RFA) #3127 July 8, 2026

Applicant Pre-Submission Webinar July 15, 2026, at 10:00am ET

Deadline for Submission of Applicant Questions August 5, 2026

OGS Issues Responses to Written Questions (estimated) August 12, 2026

Application Due Date August 19, 2026 at 2:00pm EST

Contract Start Date October 1, 2026

1.7 Glossary of Terms

“Issuing Office” shall mean the Office of General Services Department of Financial Administration on behalf of the New York State Department of Veterans’ Services.

“Request for Application”, “RFA”, or “Solicitation” shall mean this document.

The “State” shall mean The People of the State of New York, which shall also mean the New York State Office of General Services.

“Commissioner” shall mean the Commissioner of The Office of General Services or duly authorized representative.

“Director” shall mean the Director of Administration of the NYS Department of Veteran Services.

“Applicant” or “Offeror” shall mean any person, partnership, firm, corporation or other authorized entity submitting a response to the State pursuant to this solicitation.

“Application” or “Response” shall mean any submission in response to this solicitation.

“Grant Recipient” shall mean grantee or awarded grantee.

“Grantor” shall mean the New York State Division of Veteran’s Services, the entity issuing the grant.

“OSC” shall mean the Office of the New York State Comptroller.

https://grantsmanagement.ny.gov/get-prequalified https://grantsmanagement.ny.gov/get-prequalified https://teams.microsoft.com/meet/215571158651472?p=8icn3HelaxM6doIZJt

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“OGS” shall mean the New York State Office of General Services.

“Prime Contractor” shall mean the entity awarded and entered into a contract with New York State.

“Sub-Contractor” shall mean a third-party Contractor hired by the Grant Recipient to perform services pursuant to this solicitation.

“SFS” shall mean the New York State Statewide Financial System.

“Veterans” shall include veterans as well as active-duty service members.

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2. Scope of Work

2.1 General Scope

The New York State Division of Veterans’ Services (DVS) is seeking to award grants to up to six New York State not-for-profit organizations in the amount of $25,000 each or a proportionate share of the total Grant amount based on the number of contracts awarded as part of the Outdoor Rx initiative. Organizations who are eligible to compete for these funds must be those that provide continued engagement and support for community-based organizations working to increase access for veterans to medical treatment and nature-based therapy and programs on New York public lands, with particular focus on inclusion, equity, and accessibility for minority, marginalized, and disabled veteran populations.

2.2 Application Requirements

The Applicant’s response must include the following:

A. Staff Qualifications – Qualifications of program staff to deliver safe, therapeutic, inclusive, and culturally-competent outdoor activities and experiences to diverse populations of military-connected individuals, including individuals with physical, cognitive, and emotional disabilities.

B. Organizational Qualifications – Descriptions and details of any accreditations, licenses, and other relevant certifications held by the organization supporting competent delivery of outdoor therapeutic activities on New York State public lands.

C. Program Description – The program’s proposed objectives, activities, evidence-based practices, and outputs.

D. Program Budget – The program’s proposed costs, including staffing, transportation, licenses and usage fees, supplies and equipment, etc.

E. Outreach & Inclusion Strategy – The program’s proposed strategy for outreach to and engagement with specific populations of military-connected individuals (e.g. – Veterans;

active military members; Guard/Reserve members; veterans with service-connected disabilities; isolated populations of urban or rural veterans; low-income, formerly homeless, or formerly incarcerated veterans; women and gender minority veterans; racial, ethnic, and/or religious minority veterans; LGBTQ+ veterans; Gold Star family members; veteran and/or military family members; etc.). The strategy must address access for populations of military-connected individuals who have faced substantial barriers to participation in outdoor programs as described in the Outdoor Rx Report which can be accessed at:

https://www.google.com/url?sa=t&rct=j&esrc=s&source=appssearch&uact=8&cd=0&cad=rja& q&sig2=zMKutEGpPdn_7pZaxMsHw&ved=0ahUKEwivleb4_YP9AhXxwscKHd_5CZA4ABAB KAAwAA&url=https://veterans.ny.gov/system/files/documents/2022/11/dvs_outdoor_rx_report

_final.pdf&usg=AOvVaw24adGkdRWAQDJgQoZvkk75.

https://www.google.com/url?sa=t&rct=j&esrc=s&source=appssearch&uact=8&cd=0&cad=rja&q&sig2=zMKutEGpPdn_7pZaxMsHw&ved=0ahUKEwivleb4_YP9AhXxwscKHd_5CZA4ABABKAAwAA&url=https%3A//veterans.ny.gov/system/files/documents/2022/11/dvs_outdoor_rx_report_final.pdf&usg=AOvVaw24adGkdRWAQDJgQoZvkk75 https://www.google.com/url?sa=t&rct=j&esrc=s&source=appssearch&uact=8&cd=0&cad=rja&q&sig2=zMKutEGpPdn_7pZaxMsHw&ved=0ahUKEwivleb4_YP9AhXxwscKHd_5CZA4ABABKAAwAA&url=https%3A//veterans.ny.gov/system/files/documents/2022/11/dvs_outdoor_rx_report_final.pdf&usg=AOvVaw24adGkdRWAQDJgQoZvkk75 https://www.google.com/url?sa=t&rct=j&esrc=s&source=appssearch&uact=8&cd=0&cad=rja&q&sig2=zMKutEGpPdn_7pZaxMsHw&ved=0ahUKEwivleb4_YP9AhXxwscKHd_5CZA4ABABKAAwAA&url=https%3A//veterans.ny.gov/system/files/documents/2022/11/dvs_outdoor_rx_report_final.pdf&usg=AOvVaw24adGkdRWAQDJgQoZvkk75 https://www.google.com/url?sa=t&rct=j&esrc=s&source=appssearch&uact=8&cd=0&cad=rja&q&sig2=zMKutEGpPdn_7pZaxMsHw&ved=0ahUKEwivleb4_YP9AhXxwscKHd_5CZA4ABABKAAwAA&url=https%3A//veterans.ny.gov/system/files/documents/2022/11/dvs_outdoor_rx_report_final.pdf&usg=AOvVaw24adGkdRWAQDJgQoZvkk75

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2.3 Reporting Requirements

The following reports must be submitted on a monthly basis:

1) A complete itemized account of every expenditure for which the grant funding was used for the program and documentation to support every expenditure (e.g., copies of receipts, certified personnel pay records). The State reserves the right to refuse to reimburse expenditures as necessary. Refer to Section 5.4.

2) A listing of each client assisted (using case numbers, not names) and the present status of each case.

The following reports must be submitted at the end the grant period:

1) A description of the program, including the target population(s) served by the program, the unmet needs that the program seeks to address, and all relevant metrics demonstrating the progress that the program has made during the reporting period in serving the needs of its target population.

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3. Application Submission

3.1 RFA Questions and Clarifications

There will be an opportunity for submission of questions and/or requests for clarification.

Questions and/or clarifications must be submitted via email to the Designated Contact:

Matt Courcelle, Contract Management Specialist 2 NYS Office of General Services Financial Administration / Agency Procurement Office 32nd Floor, Corning Tower Bldg., Empire State Plaza Albany, New York 12242 Phone: 518-474-6921 Email: Matthew.Courcelle@ogs.ny.gov

All questions must cite the particular page, section, and paragraph number, where applicable.

Please submit questions as early as possible following receipt of the RFA. The final deadline for submission of any questions/clarifications regarding this RFA is listed in Section 1.6 – Key Events.

Questions received after the deadline may not be answered. OGS will post an addendum at https://ogs.ny.gov/procurement/bid-opportunities with all questions and responses on or about the date listed in Section 1.6 – Key Events. Any additional addenda will be posted to the same location.

3.2 Application Submission Format and Content

In order for the State to evaluate applications fairly and completely, Applicants are strongly encouraged to follow the format set forth herein and should provide all of the information requested. All items identified in the following list should be provided and addressed as concisely as possible in order for an application to be considered complete. Failure to conform to the stated requirements may necessitate rejection of the application.

Applicants are encouraged to include all information that may be deemed pertinent to their submission. Applicants may be requested to provide clarification based on the State’s evaluation procedure. Any clarification will be considered a formal part of the Applicant’s original submission.

If further clarification is needed during the evaluation period, OGS will contact the Applicant.

Note: OGS and DVS reserve the right to request any additional information deemed necessary to ensure that the Applicant is able to fulfill the requirements of the grant opportunity.

3.2.1 Applicant’s Response

3.2.1.1 Cover Letter

The cover letter should confirm that the Applicant understands all the terms and conditions contained in this RFA and will comply with all the provisions of this RFA. Further, should the grant be awarded to your organization, you would be prepared to begin services on the date indicated in Section 1.6 – Key Events. The cover letter should also include the full contact information of the Applicants Representative that OGS and/or DVS shall contact regarding the application. An Applicant representative authorized to make contractual obligations must sign the cover letter.

mailto:Matthew.Courcelle@ogs.ny.gov https://ogs.ny.gov/procurement/bid-opportunities

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3.2.1.2 Mandatory Applicant Qualification

Applicants must submit sufficient information to prove their ability to meet the mandatory qualification as set forth in Section 1.3.

3.2.1.3 Complete Application

Applicant must complete and submit the following:

1. RFA Attachment 1…..Grant Application

2. RFA Attachment 2…. Project Budget & Budget Narrative

3. RFA Attachment 2A.. Salary Expense Breakdown

4. RFA Attachment 3…. Application Submission Checklist

3.2.1.4 Work Plan

The Work Plan must include the following: RFA Attachment 1 – Grant Application

3.2.1.5 Project Budget

Applicants must submit their budget by completing RFA Attachment 2 – Project Budget & Budget Narrative, as well as RFA Attachment 2A – Salary Expense Breakdown. These forms must be completed in detail to fully represent how the grant funds will be spent.

The State of New York will not be held liable for any cost incurred by applicants for work performed in the preparation and production of an application or for any work performed prior to the formal execution and approval of a contract.

3.2.2 Administrative Response

i. All required completed forms from RFA Appendix B.

ii. Signed application addenda (if any)

iii. Important Notes:

a. Insurance – Applicants are reminded of the insurance requirements as described in RFA Appendix D. The selected Applicant will be required to provide all necessary documentation upon notification of selection.

b. M/WBE & EEO Requirements- Applicants are reminded of the requirements as described in RFA Appendix E. MWBE goals may be applicable to your award.

If goals are applicable, you will be notified in your notification of award with the next steps.

c. Vendor Responsibility - Applicants are reminded of the requirement as described in Section 6.7 and are requested to complete the online questionnaire located on the OSC VendRep System website prior to application submission. If the vendor has previously certified responsibility online, it shall ensure that the VRQ was recertified in the last six months.

d. Document Consistency - An award will only be made to the entity which has submitted application. All submitted documents must be consistent with official name of Applicant entity, FEIN and NYS Vendor ID number.

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3.3 Application Submission Preparation

All applications must be completed in ink or machine produced. Application submissions submitted handwritten in pencil will be disqualified.

3.4 Packaging of RFA Response

Please complete and submit all forms as indicated in Section 3.2 – Application Submission Response Format and Content:

A. RFA Attachment 1- Grant Application/Workplan – One original copy B. RFA Attachment 2 – Project Budget, Budget Narrative – One original copy C. RFA Attachment 2A - Salary Expense Breakdown – One original copy D. Administrative Forms - One original of all required completed forms and information as stated in Section 3.2.2 – Administrative Response

A thumb drive containing all items in Section 3.2 must be provided. If there are any differences between the paper submissions and the electronic submission, the paper submission shall take precedence.

Originals must contain a unique wet signature for each of the signed and notarized pages. Exact copies can be photocopied and do not require a unique wet signature.

All documents must be submitted by mail, hand delivery, overnight carrier or certified mail. The following information must be stated on the outside of the sealed package:

a. Applicant's complete name and address

b. Solicitation Number – 3127

c. Application Due Date and Time: (as indicated in Section 1.6 - Key Events)

d. DVS Outdoor RX Application Assistance Grant Program.

Failure to complete all information on the Application envelope and / or packages may necessitate the premature opening of the Application and may compromise confidentiality.

3.5 Instructions for Application Submission

Note that these instructions supersede the generic instructions posted on the OGS website bid calendar and NYS Contract Reporter.

Only those Applicants who furnish all required information and meet the mandatory requirements will be considered.

Submit all required documents to the NYS Office of General Services - Division of Financial Administration at the following address:

OGS Financial Administration, Agency Procurement Office 32nd Floor, Corning Tower Bldg., Empire State Plaza Albany, NY 12242 Attn: Matt Courcelle

RFA # 3127

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E-MAIL APPLICATION SUBMISSIONS ARE NOT ACCEPTABLE AND WILL NOT BE

CONSIDERED.

The State of New York will not be held liable for any cost incurred by the Applicant for work performed in the preparation and production of a application or for any work performed prior to the formal execution and approval of a contract.

Applications must be received in the above office on or before 2:00 PM on the date indicated in Section 1.6 – Key Events. Applicants assume all risks for timely, properly submitted deliveries.

Applicants mailing their application must allow sufficient mail delivery time to ensure receipt of their application at the specified location no later than the specified date and time.

The received time of applications will be determined by the clock at the above noted location.

Any Application received at the designated location after the established time will be considered a Late Application. A Late Application may be rejected and disqualified from award. Notwithstanding the foregoing, a Late Application may be accepted in the Commissioner’s sole discretion where (i) no timely Applications meeting the requirements of the Solicitation are received, or (ii) the Applicant has demonstrated to the satisfaction of the Commissioner that the Late Application was caused solely by factors outside the control of the Applicant. However, in no event will the Commissioner be under any obligation to accept a Late Application.

The basis for any determination to accept a Late Application shall be documented in the procurement record.

Applications must remain open and valid for 180 days from the due date, unless the time for awarding the contract is extended by mutual consent of NYS OGS and the Applicant. An application shall continue to remain an effective offer, firm and irrevocable, subsequent to such 180-day period until either tentative award of the contract(s) by issuing Office is made or withdrawal of the application in writing by Applicant. Tentative award of the contract(s) shall consist of written notice to that effect by the issuing Office to the successful Applicant. This RFA remains the property of the State at all times, and all responses to this RFA, once delivered, become the property of the State.

Important Building Access Procedures for Delivered Applications:

Building Access procedures are in effect at the Corning Tower. Photo identification is required.

All visitors must register for building access, for delivering applications. Vendors are encouraged to pre-register by contacting the designated contact(s) Phone: 518-474-6921- at least 24 hours prior to arrival. Pre-registered visitors are to report to the visitor desk located at the Concourse level of the Corning Tower. Upon presentation of appropriate photo identification, the visitor will be allowed access to the building.

Upon arrival at the visitor desk, visitors that have not pre-registered will be directed to a designated phone to call the OGS Finance Office. The Finance Office will then enter the visitor’s information into the building access system. Access will not be allowed until the system has been updated. Visitors are encouraged to pre-register to ensure timely access to the building. Vendors who intend to deliver applications or conduct business with OGS should allow extra time to comply with these procedures. These procedures may change or be modified at any time.

Visitor parking information can be viewed at the following OGS web site:

https://empirestateplaza.ny.gov/parking https://empirestateplaza.ny.gov/parking

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4. Evaluation and Selection Process

4.1 Application Evaluation

The Application will be evaluated and scored based upon the criteria set forth in this Section. The Application will be evaluated for the best value to the State.

All applications that satisfy the minimum qualifications, as set forth in sections 1.3 and 1.4 will proceed to be reviewed by a panel of evaluators, which will be comprised of a team of The Department of Veteran Services employees. Each application will be reviewed by 2 individuals, with an additional evaluator being utilized in the event of a disparate score (defined as greater than a 20-point difference in the evaluator’s scores of a single application).

A standard rating tool will be used by all evaluators to score each application. The maximum score will be 100 points. Each category (Workplan and Budget) within an application will be scored and those category scores will be totaled for a combined overall score. The final evaluation score of each application will be an average of the 2 evaluators’ scores, unless a third evaluator is utilized in the event of a disparate score, in which case the final evaluation score will be the average of the 3 scores.

Awards will be made to those applications receiving the highest final overall scores 65 and above.

Funds will be distributed until all available funds are exhausted or up to 6 successful applicants are funded.

The Department of Veteran Services reserves the right to check references as part of the evaluation process. It is the responsibility of the Applicant to ensure availability of the provided references. The inability to contact a given reference may be reflected in the technical scoring and/or may result in rejection of the Application. Also refer to Section 3.2.1.4 – Work Plan.

Scores from each of the Applicants will be totaled on a scale of 1-100. Applications from qualified Applicants that receive a score below 65 will not be considered for award. The Applicant having the highest score will be ranked number one; the Applicant with the second highest total score will be ranked number two and so on.

A. WORK PLAN (60%)

RFA Attachment 1 – Grant Application will be evaluated as the “Workplan” of your application. Each application will be evaluated as to the opportunities offered by the proposing organization to provide access for Veterans, Gold Star families, and military-connected individuals to medical treatment and nature-based therapy and programs on New York public lands, with particular focus on inclusion, equity, and accessibility for minority, marginalized, and disabled veteran populations.

B. PROJECT BUDGET (40%)

RFA Attachment 2 – Project Budget & Budget Narrative will be evaluated. This evaluation will include an assessment of the reasonableness, justification and cost-effectiveness of the proposed expenditures.

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4.2 Notification of Award

After the evaluation, all Applicants will be notified of the name(s) of the selected Applicants. The selected Applicants will be notified that their submitted Response has been selected and that a contract will be forthcoming for execution. The original Application and any additions or deletions to the Application become part of the contract.

Public announcements or news releases pertaining to any contract resulting from this Solicitation shall not be made without prior written approval from the Issuing Office.

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5. Administrative Information

5.1 Issuing Office

This RFA is being released by the New York State Office of General Services, Division of Financial Administration, on behalf of The Department of Veteran Services.

5.2 Method of Award

This RFA is intended to be a multi-award grant solicitation. DVS intends to award up to six grants to the highest scoring, responsive and responsible Applicants. These awards shall be based on the criteria stated in Section 4.1 – Application Evaluation. Grants will not be awarded to any Applicants receiving a score below 65.

Each awarded Grantee will receive a grant in the amount of $25,000.00 or a proportionate share of the total Grant based on the number of contracts awarded. There will be a maximum of six grants awarded under this RFA totaling $150,000.00. If less than six grants are awarded, the unused funding may be distributed evenly among the successful applicants.

Upon determination of each best value Applicant, a Grant Contract Agreement, a sample of which is attached to the RFA as “RFA Appendix C – Sample Master Grant Contract”, will be completed with the successful Applicant’s information and response, and shall be appended to this RFA to form the contract between the parties. This contract will be forwarded to the successful Applicants for execution and returned to the Issuing Office to be processed for all necessary signatures and State approvals. Upon final approval, a fully executed copy will be forwarded to the Grant Recipients.

5.3 Term of Contract

Each grant contract awarded under this solicitation will commence on October 1, 2026 and terminate on September 30th, 2027 with the option of a single 2-year renewal period.

5.4 Distribution of Grant Funds

Funds will be paid in arrears. The grant recipients will be required to submit a claim for payment voucher for reimbursement. Full reimbursement for the entire grant amount for each Grantee is contingent upon the expenditures indicated in the submitted reports.

This voucher must contain the complete Contract ID number (i.e.: DVA01-C00XXXX-1390000).

DVS will receive and review the vouchers. The Business Services Center (BSC) will process the payment in the Statewide Financial System (SFS).

All invoices/claims are to be submitted for payment to:

administration@veterans.ny.gov mailto:administration@veterans.ny.gov

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5.5 Funding

All Agreements and funding are subject to the availability of funds. Funding is not guaranteed.

Modifications or additional requirements may be imposed during the Agreement period. This revenue source does not guarantee a consistent funding level year-to-year and cannot be considered automatically renewable from one year to the next. DVS is, however, committed to sustaining grant-funding levels contingent upon adequate state budget appropriations.

5.6 Electronic Payment

Contractor shall provide complete and accurate billing invoices in order to receive payment. Billing invoices submitted must contain all information and supporting documentation required by the contract, the agency, and the State Comptroller. Payment for invoices submitted by the Contractor shall only be rendered electronically unless payment by paper check is expressly authorized by the Commissioner, in the Commissioner’s sole discretion, due to extenuating circumstances.

Such electronic payment shall be made in accordance with ordinary State procedures and practices. The Contractor shall comply with the State Comptroller’s procedures to authorize electronic payments. Contractor must arrange for electronic payment through the NYS Statewide Financial System (SFS) Vendor Portal. Information regarding SFS Vendor Portal is available at the following website: http://www.sfs.ny.gov/index.php/vendors. If Contractor doesn’t have SFS Vendor Portal credentials, they may request them via e-mail at Helpdesk@sfs.ny.gov, or phone at 518-457-7717. The Contractor acknowledges that it will not receive payment on any invoices submitted under this Contract if it does not comply with the State Comptroller’s electronic payment procedures, except where the Commissioner has expressly authorized payment by paper check as set forth above.

5.7 Exceptions and Extraneous Terms

The Issuing Office will consider all requests to waive any Solicitation requirement. The term “Solicitation requirement” as used herein shall include any and all terms and conditions included in the Solicitation documents. Applicants should be aware that failure to obtain a waiver of any application requirement in advance of application submission, and/or inclusion of extraneous terms in the form of exceptions, assumptions, qualifiers, ranges, modifications, etc. with application submission, may result in rejection of Applicant’s application and disqualification from the proposing process.

Applicants wishing to obtain an exemption or waiver for any part of this Solicitation must contact the Issuing Office in writing by the ‘Questions Due Date’ as identified in the Section 1.6 – Key Events. The request must cite the specific section and requirement in question and clearly identify any proposed alternative. Requests will be considered and responded to in writing, either with the ‘Answers to Questions’ as identified in the Key Events section (if the response results in a change to the Solicitation), or directly to the requesting vendor.

5.8 Dispute Resolution

It is the policy of the Office of General Services’ Financial Administration to provide Applicants with an opportunity to administratively resolve disputes, complaints or inquiries related to application Solicitations, contract awards, and contract administration. OGS Financial Administration encourages vendors to seek resolution of disputes informally, through consultation with OGS Financial Administration staff, prior to commencing a formal dispute process. All such matters will be accorded full, impartial and timely consideration. A copy of the OGS Financial Administration Dispute Resolution Procedures for Vendors may be obtained by contacting the designated contact person identified in the Solicitation.

http://www.sfs.ny.gov/index.php/vendors mailto:Helpdesk@sfs.ny.gov

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During the term of the contract, if either party notifies the other of a dispute or dissatisfaction, the other party will make a good faith effort to solve or settle dispute amicably, including meeting with the other party to diligently attempt to reach a satisfactory result. In the event of a dispute, the parties will continue to fulfill their obligations hereunder during the dispute resolution process. The parties agree to proceed in good faith to avoid disputes and resolve disputes that cannot be avoided at the lowest level possible. If party representatives are unable to resolve the dispute or reach a satisfactory result within twenty days of written notice of a dispute, the dispute will be referred to successive higher levels of each organization for final decision.

5.9 Rules of Construction

Words of the masculine and feminine genders shall be deemed and construed to include the neuter gender. Unless the context otherwise indicates, a singular word shall include the plural and vice versa, and words importing persons shall include corporations and associations, including public bodies, as well as natural persons. The terms “hereby,” “hereof,” “hereto,” “herein,” “hereunder,” and any similar terms, as used in this RFA, refer to this RFA.

5.10 Examination of Contract Documents

A. Each Applicant is under an affirmative duty to inform itself by personal examination of the specifications of the proposed work and by such other means as it may select, of the character, quality, and extent of the work to be performed and the conditions under which the contract is to be executed.

B. Each Applicant shall examine specifications and all other data or instruction pertaining to the work. No pleas of ignorance of conditions that may be encountered or of any other matter concerning the work to be performed in the execution of the contract will be accepted by the State as an excuse for any failure or omission on the part of the Applicant to fulfill every detail of all the requirements of the documents governing the work. The Applicant, if awarded the contract, will not be allowed any extra compensation by reason of any matter or thing concerning which such Applicant might have fully informed itself prior to applying.

C. Any Applicant in doubt as to the true meaning of any part of the specification or the proposed contract documents shall submit to Matt Courcelle, NYS Office of General Services, Division of Financial Administration, 32nd Floor, Corning Tower Building, Empire State Plaza, Albany, New York 12242, or Email: matthew.courcelle@ogs.ny.gov a written request for an interpretation thereof. If a major change is involved to which all Applicants must be informed, such request for interpretation shall be delivered, in writing, no later than the question due date listed in Section 1.6 – Key Events. Any interpretation of the proposed documents will be made only by an addendum duly issued.

D. Any addendum issued prior to the ‘Application Due Date’ as stated in Section 1.6 - Key Events, must be acknowledged by signature, dated, and be submitted as part of the Administrative portion of the Application. In awarding a contract, any addenda will become a part thereof.

E. Any verbal information obtained from, or statements made by, representatives of the Commissioner of General Services at the time of examination of the documents, pre-application conference, or site visit shall not be construed as in any way amending contract documents. Only such corrections or addenda as are issued, in writing, to all Applicants shall become a part of the contract.

mailto:matthew.courcelle@ogs.ny.gov

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5.11 Debriefings

Pursuant to Section 163(9)(c) of the State Finance Law, any unsuccessful Applicant may request a debriefing regarding the reasons that the application submitted by the Applicant was not selected for award. Requests for a debriefing must be made within 15 calendar days of notification by OGS that the application submitted by the Applicant was not selected for award. Requests should be submitted in writing to a designated contact(s) identified in the Solicitation.

5.12 Procurement Rights

The State of New York reserves the right to:

A. Reject any and all applications received in response to this Solicitation.

B. Disqualify an Applicant from receiving the award if the Applicant, or anyone in the

Applicant’s employ, has previously failed to perform satisfactorily in connection with public application or contracts.

C. Correct Applicants’ mathematical errors and waive or modify other minor irregularities in applications received, after prior notification to the Applicant.

D. Adjust any Applicant's expected costs of the application price based on a determination of the evaluation committee that the selection of the said Applicant will cause the State to incur additional costs.

E. Utilize any and all ideas submitted in the applications received.

F. Negotiate with Applicants responding to this Solicitation within the Solicitation requirements to serve the best interests of the State.

G. Begin contract negotiations with another application Grant Recipient(s) in order to serve the best interests of the State of New York should the State of New York be unsuccessful in negotiating a contract with the selected Grant Recipient within 21 days of selection notification.

H. Waive any non-material requirement not met by all Applicants.

I. Not make an award from this Solicitation.

J. Make an award under this Solicitation in whole or in part.

K. Make multiple contract awards pursuant to the Solicitation.

L. Have any service completed via separate competitive application or other means, as determined to be in the best interest of the State.

M. Seek clarifications of applications.

N. Disqualify any Applicant whose conduct and/or application fails to conform to the requirements of the RFA.

O. Prior to the application opening, amend the RFA specifications to correct errors or oversights, or to supply additional information, as it becomes available.

P. Waive any requirements that are not material.

Q. If two or more applications are found to be substantially equivalent, the Department of

Veteran Services Director of Administration, at their sole discretion, will determine award using the pre-established process.

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Note: The State is not liable for any cost incurred by a Proposer in the preparation and production of an application or for any work performed prior to the issuance of a contract.

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6. Contract Clauses and Requirements

6.1 Appendix A / Order of Precedence

Appendix A — Standard Clauses for New York State Contracts, dated June 2023, attached hereto, is hereby expressly made a part of this Solicitation document as fully as if set forth at length herein. The agreement resulting from a successful award will include the following documents. Conflicts between these documents will be resolved in the following descending order of precedence:

1. Appendix A (June 2023)

2. The Master Grant Contract

3. Request for Application #3127, including any Addenda

4. Selected Applicant’s Submission

6.2 Past Practice

The failure to exercise any right hereunder in the past shall not operate as a waiver of such right.

No breach of this Agreement shall be deemed waived unless such waiver shall be in writing and signed by the party claimed to have waived said right. No waiver of any breach of the Agreement at any time in the past shall constitute a waiver of subsequent breach.

6.3 Freedom of Information Law / Trade Secrets

During the evaluation process, the content of each application will be held in confidence and details of any application will not be revealed (except as may be required under the Freedom of Information Law or other State law). The Freedom of Information Law (FOIL) provides for an exemption from disclosure for trade secrets or information the disclosure of which would cause injury to the competitive position of commercial enterprises. This exception would be effective both during and after the evaluation process. Should you feel your firm’s application contains any such trade secrets or other confidential or proprietary information, you must submit a request to except such information from disclosure. Such request must be in writing, must state the reasons why the information should be excepted from disclosure and must be provided at the time of submission of the subject information. This can be accomplished by completion of the applicable question on the Contractor Information page in RFA Appendix B hereto. Requests for exemption of the entire contents of an application from disclosure have generally not been found to be meritorious and are discouraged. Kindly limit any requests for exemption of information from disclosure to bona fide trade secrets or specific information, the disclosure of which would cause a substantial injury to the competitive position of your firm.

6.4 General Requirements

A. The Applicant agrees to adhere to all State and Federal laws and regulations in connection with the contract.

B. The Applicant agrees to notify the State of any changes in the legal status or principal ownership of the firm, 45 days in advance of said change.

C. The Applicant agrees that in any contract resulting from this RFA it shall be completely responsible for its work, including any damages or breakdowns caused by its failure to take appropriate action.

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D. The Applicant agrees that any contract resulting from this RFA may not be assigned, transferred, conveyed or the work subcontracted without the prior written consent of the State.

E. For reasons of safety and public policy, in any contract resulting from this RFA, the use of illegal drugs and/or alcoholic beverages by the Contractor or its personnel shall not be permitted while performing any phase of the work herein specified.

F. For purposes of any contract resulting from this RFA, the State will not be liable for any expense incurred by the Contractor for any parking fees or as a consequence of any traffic infraction or parking violations attributable to employees of the Contractor.

G. The State’s interpretation of specifications shall be final and binding upon the Contractor.

H. The Commissioner of OGS will make no allowance or concession to the Applicant for any alleged misunderstanding because of quantity, quality, character, location or other conditions.

I. Should it appear that there is a real or apparent discrepancy between different sections of specifications concerning the nature, quality, or extent of work to be furnished, it shall be assumed that the Applicant has based its application on the more expensive option. Final decision will rest with the State.

J. INSPECTION – For purposes of any contract resulting from this RFA the quality of service is subject to inspection and may be made at any reasonable time by the State of New York.

Should it be found that quality of services being performed is not satisfactory and that the requirements of the specifications are not being met, the State may terminate the contract and employ another Contractor to fulfill the requirements of the contract. The existing Contractor shall be liable to the State of New York for costs incurred on account thereof.

K. STOP WORK ORDER – the State reserves the right to stop the work covered by this RFA and any contract(s) resulting there from at any time that it is deemed the Contractor is unable or incapable of performing the work to the State’s satisfaction. In the event of such stopping, the State shall have the right to arrange for the completion of the work in such manner as it may deem advisable and if the cost thereof exceeds the amount of the application, the Contractor shall be liable to the State of New York for any such costs on account thereof. In the event that the State issues a stop work order for the work as provided herein, the Contractor shall have ten working days to respond thereto before any such stop work order shall become effective. Provided, however, that if an emergency situation exists, as reasonably determined by the State, then the stop work order shall be effective immediately.

L. The State reserves the right to reject and bar from the facility any employee hired by the Contractor.

6.5 Extent of Services

The State reserves the right to re-negotiate at its discretion, to reduce the amount of services provided under any contract resulting from this Solicitation. This reduction in services shall be effectuated by written amendment to the contract and subject to approval by the Office of the State Comptroller.

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6.6 Termination

A. Termination

The Office of General Services may, upon thirty 30 days’ notice, terminate any contract resulting from this Solicitation in the event of the awarded Applicant’s failure to comply with any of the application requirements unless the awarded Applicant obtained a waiver of the requirement.

In addition, OGS may also terminate any contract resulting from this Solicitation upon ten days’ written notice if the Contractor makes any arrangement for assignment for the benefit of creditors.

Furthermore, OGS shall have the right, in its sole discretion, at any time to terminate a contract resulting from this Solicitation, or any unit portion thereof, with or without cause, by giving 30 days’ written notice of termination to the Contractor.

B. Procurement Lobbying Termination

The Office of General Services reserves the…