5-RFP-RC-2026-010- Re-Entry-Transitional Mgmt.pdf

Edwin J. Day, County Executive

TITLE: Re-Entry Transitional Management RFP NUMBER:

RFP-RC-2026-010

Department of General Services – Purchasing Division RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Department of General Services Purchasing Division

Request for Proposal

BID DISTRIBUTION - Important Notice - The County of Rockland officially distributes bidding documents from the Bonfire Portal.

Firms wishing to participate in this solicitation can download all of the RFP documents from the link provided below:

https://rocklandgov.bonfirehub.com/portal

Where applicable, see RFP Document for Scheduled Pre-Proposal Meeting and Deadline for Receipt of questions.

Closing date for the Request for Proposal is 3:00 pm, local time, on April 2, 2026.

PRE-PROPOSAL MEETING

A virtual pre-proposal meeting will be held via Microsoft Teams as detailed below. Attendance may or may not be mandatory. A transcript of the questions and answers will be distributed, to all attendees and proposers who have returned the Receipt Confirmation Form. Verbal questions will be allowed at the meeting. However, questions of a complex nature, or questions where the proposer requires anonymity, should be forwarded in writing to the County prior to the meeting.

To attend the virtual pre-proposal meeting please select the link below on the date and time scheduled.

LINK:

Date: March 25, 2026 Time: 11:00AM Location: MS TEAMS

QUESTIONS

All inquiries related to this Request for Proposal are to be in writing to the attention via email to purchasing@co.rockland.ny.us. The Solicitation number and title noted above must appear in the subject line of the email communication.

Paul J. Brennan, FNIGP, NIGP-CPP, CPPO Director of Purchasing

Department of General Services – Purchasing Division 50 Sanatorium Road, Building A, 6th floor

Pomona, NY 10970 Telephone: 845-364-3820

Deadline for submission of questions is March 23, 2026 at 3:00pm. Answers will be given via addenda issued in response to the questions received

Click Here To Join Meeting Meeting ID: 256 248 926 752 81 Passcode: yN6XN7kU https://rocklandgov.bonfirehub.com/portal mailto:purchasing@co.rockland.ny.us https://teams.microsoft.com/meet/25624892675281?p=DqVrtlr5qB8mPo5ajq

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

The County encourages submission of Proposals by certified Minority- and/or Women-Owned Business Enterprises (MWBE) and/or Disadvantaged Business Enterprises (DBE).

The County of Rockland is committed to full compliance with the Americans with Disabilities Act. To that end, the County is committed to creating an accessible environment for all. To request accommodations that you may require, please call (845) 364-3820. Please request these accommodations four (4) business days in advance so that we can seek to meet your needs.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Required forms to be completed and uploaded with the proposal

• Statement of Required Disclosures, Representations and Certifications (see separate attachment)

• Past & Present Performance (see separate attachment)

• Federal Contract Clauses (see separate attachment)

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Receipt Confirmation Form

PLEASE COMPLETE AND RETURN THIS CONFIRMATION FORM WITHIN 5 WORKING DAYS OF RECEIVING

SOLICITATION PACKAGE TO:

EMAIL : purchasing@co.rockland.ny.us

Failure to return this form may result in no further communication or addenda regarding this RFP.

Company Name: ________________________________________________________________________

Address: ______________________________________________________________________________

City: ______________________________________________ State: _________ Zip Code: ________

Contact Person: _________________________________________________________________________

Phone Number: ______________________________EXT:_____ Fax Number: ______________________

Email: _____________________________________

I have received a copy of the above noted RFP.

______ We will be submitting a RFP

______ We will NOT be submitting a RFP – (please indicate reason)

Signature:______________________________________________________________________________

Title:__________________________________________________________________________________

If a bidders meeting has been arranged for this Bid, please indicate if you plan to attend: Yes / No rectconf.frm

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The Rockland County Department of Mental Health (DMH) is seeking proposals from qualified non-profit agencies to provide Transition Management (TM) and Re-entry (RE) services for individuals with Serious Mental Illness (SMI) and/or substance use disorders (SUD) who are being released from the Rockland County Jail (RCJ). The purpose of this initiative is to improve behavioral health outcomes, support successful community reintegration and reduce recidivism through coordinated, person-centered post-release services.

This contract will be awarded to one agency, pending funding from the Office of Addiction Services and Supports (OASAS) and the Office of Mental Health (OMH). Initial contract is expected to begin Contract Commencement to December 31, 2028 with two 1-year options to renew.

This RFP is designed to provide interested offerors with sufficient basic information to submit proposals meeting minimum requirements but is not intended to limit a proposal's content or exclude any relevant or essential data.

Offerors are at liberty and are encouraged to expand upon the specifications to evidence service capability under any agreement.

BACKGROUND

The Rockland County Department of Mental Health (RCDMH), in its role as the Local Governmental Unit (LGU), plans, develops and oversees the behavioral health system of care (SOC) which serves people with mental health concerns, intellectual and developmental disabilities, and substance use disorders. The goal is to develop high quality, comprehensive, integrated, person-centered and recovery-oriented services for Rockland residents. RCDMH seeks to ensure that all population groups are adequately covered, that sufficient services are available, and that there is coordination, cooperation, and continuity of care among local, county and state providers of services.

Individuals with behavioral health disorders face significant challenges upon release from incarceration, including barriers to treatment, housing, employment, and basic needs. Without timely and coordinated support, these individuals are at increased risk of overdose, hospitalization, or death due to untreated mental health or substance use conditions.

Historically, Re-entry services in Rockland County were provided by a local non-profit provider via a grant through the Substance Abuse and Mental Health Services Administration (SAMHSA). Despite these services having success, the program ended due to the conclusion of grant funding. Unfortunately, service provision could not be absorbed by existing programs, and the services ended due to lack of funding.

In late 2024, RCDMH re-evaluated the need for these services and in early 2025 launched a comprehensive Transition Management and Re-entry program. This program was established to improve behavioral health outcomes, reduce recidivism and reduce barriers that impede successful re-integration. This RFP is to identify a provider that can continue the service provision that began in early 2025.

REFERENCES

Unless otherwise stated, proposal must include a minimum of three (3) current projects and two (2) past projects.

ISSUING OFFICE AND RFP REFERENCE NUMBER

The County of Rockland’s Department of General Services – Purchasing Division is the issuing office for this document and all subsequent addenda relating to it, on behalf of the Rockland County Department of Mental Health.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

The reference number for the transaction is Solicitation # RFP-RC-2026-010. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

LENGTH OF CONTRACT

The Contract resulting from this RFP will be for a period of contract commencement through December 31, 2028 with two – one year options.

The County of Rockland reserves the right to review contract(s) on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

DETAILED SCOPE OF WORK

The selected provider will be responsible for delivering a full continuum of transition management and re-entry services to inmates being released from Rockland County Jail (RCJ) with SUD and/or SMI.

The program will hire a Transition Manager/Re-Entry Coordinator to provide a wide variety of supports to participants to help in obtaining and sustaining long-term wellness and recovery through engagement, connection with services and supports and referrals. Referrals will also be made to address social determinants of health for housing, physical health, education and employment, promoting autonomy and independence, providing social supports, and encouraging family relationships.

This voluntary program will begin during incarceration and continue post-release, offering flexible, individualized support for as long as it’s deemed appropriate. The program will serve Rockland County residents incarcerated at RCJ who have been identified as having SMI and/or SUD. Services will be grounded in evidence-based practices and will focus on building rapport, identifying needs, and connecting individuals to critical supports that promote stability and recovery.

The RCJ staff will identify and refer inmates with SMI or SUD to the program. The program staff will engage inmates prior to release. This early engagement will allow for the development of a preliminary transition plan and the establishment of a supportive relationship.

Post-release, the provider will deliver direct services tailored to each individual’s needs. These services will include connection to behavioral health treatment, assistance with public benefits applications (e.g., Medicaid, public assistance), linkage to the Medication Grant Program (MGP), and referrals to housing, employment, transportation, childcare, and life skills programs. The provider will also ensure that clients can attend their behavioral health appointments and will assist in setting up Medicaid transportation as needed.

The program should incorporate evidence-based practices which promote prosocial behavior and effective problem-solving. Weekly case conferencing, individualized service plans, and ongoing service coordination will ensure that clients receive the support they need to reintegrate successfully.

Ongoing coordination and partnership with RCDMH and RCJ will be a key component to the success of the program. The selected provider will be expected to establish the quarterly Rockland County Transition Management and Re-entry Task Force which should include a broad coalition of stakeholders from both the public and private sectors to address the diverse needs of individuals returning to the community from incarceration.

Project Goals The primary objectives of the Transition Management and Re-entry Services Program are to:

• Improve behavioral health outcomes by ensuring timely connection and engagement with behavioral health treatment and support services.

• Enhance client stability by addressing social determinants of health, including housing, employment, transportation, and access to benefits.

• Promote continuity of care through early engagement during incarceration and sustained support post-release.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

• Reduce recidivism by supporting successful community reintegration for individuals with SMI and/or SUD.

• Foster client empowerment through evidence-based practices that build life skills, promote recovery, and support self-management.

• Ensure service coordination through individualized planning, regular case conferencing, and flexible, client-centered engagement.

PROPOSAL REQUIREMENTS

Program/Agency Requirements

• Program staff:

o Should include: 1 FTE of Re-Entry/Transition Coordinator.

o Must be physically located in the jail 3-4 times per week to meet with inmates.

o Must be able to pass all background checks of the Rockland County Sheriff’s office.

• Selected agency will:

o Conduct bi-weekly conflict free case conference that minimally includes RCJ staff and RCDMH staff to discuss cases, determine next steps and support participants.

o Establish and conduct Transition Management/Re-entry Task Force meetings with stakeholders and other identified partners to discuss program progress, identify challenges and work towards building a network of supporters, advocates and providers.

o Have a location in Rockland County where participants can meet with Transition Manager/Re-Entry Coordinator post release.

o Have a history of providing this service.

o Have or establish a working relationship with the Rockland County Jail. Preference will be given to agencies who have an established relationship.

Workflow and service provision will be as follows:

INITIAL CONTACT: Transition management and Re-entry services will be offered to Rockland County residents that are incarcerated in Rockland County Jail with an identified serious mental illness (SMI) and/or substance use disorder (SUD) to increase the likelihood of successful return to the community.

• Initial contact will be made with RCJ inmates within 2 business days of referral to introduce and offer transition management and re-entry services.

REINTEGRATION-TRANSITIONAL MANAGEMENT- RE-ENTRY: Individuals receive supportive services in the community upon release to increase the likelihood of housing stability, employment, social connectivity, and wellness.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

• Individuals are followed up within 5 business days of release from jail to offer/provide services.

• Individuals participating in the service will be contacted by a peer within two (2) weeks of referral.

• Individual service plans will be reviewed quarterly to update accordingly.

BEHAVIORAL HEALTH TREATMENT: Individuals are offered outpatient treatment services for mental health and/or substance use disorders upon release to increase the likelihood of abstinence from substance use, improved mental health, and decreased likelihood of recidivism.

• Individuals who identified the need for BH treatment will be offered a referral to a mental health and/or substance use outpatient treatment provider.

• Individuals referred to treatment will be followed up within a week of first appointment to ensure that they attended their intake appointment.

• Individuals will be followed up with bi-weekly to ensure that they have engaged with services until they report they are adequately connected to the treatment program.

MEDICATION GRANT PROGRAM: Ensure the timely filing of Medicaid applications and enrollment in the Medication Grant Program (MGP) to ensure coverage as soon as possible following release

• Individuals who are eligible for Medicaid will receive assistance with the application and filing process.

• Individuals whose Medicaid application is pending upon release and who have been prescribed medication will be enrolled in the Medication Grant Program.

CONTINGENCY MANAGEMENT:

• Individuals who meet with the Re-entry/Transition Coordinator, post release will receive a gift card (amount and store to be approved by RCDMH)

• Individuals who attend their first clinic appointment for behavioral health treatment will receive a second gift card.

OTHER RESOURCES TO BE PROVIDED:

• Transportation to/from first visit for behavioral health appointment, DSS or Transition Manager/Re-Entry Coordinator meeting will be reimbursed. Must be approved by RCDMH prior to providing transportation

• Basic need bags will be provided that include shampoo, soap, band-aids, etc.

• Resource closet should be offered that can include gently used clothing and other necessities

Narrative Requirements Each item listed below must have a detailed response which is delineated in separate responses. Failure to follow this format may be cause for rejection of a Proposal because adherence to this format is critical for the County's evaluation process

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

A. Organizational Overview

• A description of the agency’s mission, history, and relevant experience providing behavioral health, re-entry, or case management services.

• Organizational structure, including key personnel who will be assigned to this project and their qualifications.

B. Experience and Capacity

• Demonstrated experience working with justice-involved individuals, particularly those with Serious Mental

Illness (SMI) and/or Substance Use Disorders (SUD). Specify whether experience includes Rockland County.

• Description of the agency’s capacity to begin service delivery upon contract award, including staffing, infrastructure, and partnerships.

C. Program Approach

• A detailed narrative describing how the agency will implement the Transition Management and Re-entry Services Program.

• Description of how the agency will coordinate with Rockland County Jail staff to identify and engage eligible individuals prior to release.

• Outline of how individualized service plans will be developed and how services will be delivered post-release.

• Explanation of how the agency will ensure flexibility and client-centered engagement throughout the duration of services.

• Plan for conducting weekly case conferencing and submitting required reports to DMH.

• Plan for the establishment of the Transition Management/Re-Entry Task Force.

D. Service Delivery Plan

• Description of how the agency will coordinate access to:

• Behavioral health treatment (mental health and substance use)

• Public benefits (e.g., Medicaid, public assistance)

• Housing, employment, transportation, and life skills services

• Evidence-based practices such as Interactive Journaling and Wellness Self-Management

• Plan for ensuring clients attend appointments and access transportation services.

• Provide a proposed timeline of service provision for this project.

E. Data Collection and Reporting

• Description of how the agency will track client engagement, service delivery, and outcomes.

F. Budget and Cost Proposal

• Attach a full operational detailed, annual line-item budget for the full three-year contract period using the attached budget.

• Narrative justification for all costs, including staffing, administrative expenses, and service delivery.

• Include calculations that show how shared resources (if any) are allocated (include basis of allocation, square footage, time, etc.).

• Description of any in-kind contributions or leveraged resources.

G. Requirements of RFP

• If your agency cannot meet all of the requirements within the RFP, please explain the reason and propose an alternative solution.

The contract period will be from date of contract execution– 12/31/2028, with two 1-year options to renew pending funding from OASAS and OMH.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Funding available is as follows:

TBD – 12/31/26: $86,250 (up to this amount pending start date) 1/1/27 - 12/31/27: $118,450 1/1/28 - 12/31/28: $122,004 1/1/29 - 12/31/29: $125,664 1/1/30 - 12/31/30: $129,434

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

PROPOSAL EVALUATION CRITERIA

An Evaluation Committee will evaluate proposals against the following weighted criteria.

WEIGHT EVALUATION CRITERIA

200 Points Agency’s demonstrated experience in providing re-entry services to justice involved individuals.

150 Points Agency’s willingness and ability to meet the requirements of the RFP.

150 Points Agency’s knowledge of the Rockland County system of care for both behavioral health and criminal justice

200 Points Agency’s ability to expeditiously implement provision of services.

300 Points Cost proposal and value added services

All proposals in response to this RFP will be evaluated in a manner consistent with the Rockland County Procurement Policy, rules, policies and the evaluation criteria established in the RFP.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

COST PROPOSAL TEMPLATE

A separate budget proposal has been attached. Please complete the attached budget proposal sheet and upload separate.

Cost Proposals are to be uploaded as a separate attachment to your RFP response. Please refer to the separate attachment titled: Proposal Submittal Procedures for instructions on submitting your proposal electronically.

Inclusion of any cost or pricing data within the technical proposal may result in your proposal being judged as non-responsive.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Proposal Submittal Procedures

Please follow these instructions to submit via our Public Portal.

1. Prepare your submission materials:

Requested Information

Name Type # Files Requirement

Does your proposal include exceptions to the County's

Appendix B, Terms

& Conditions?

Data Type: Yes/No N/A Required

Federal Contract

Clauses File Type: PDF (.pdf) Multiple Required

Budget Proposal

File Type: Any (.csv, .pdf, .xls, .xlsx, .ppt, .pptx, .bmp, .gif, .jpeg, .jpg, .jpe, .png, .tiff, .tif, .txt, .text, .rtf, .doc, .docx, .dot, .dotx, .word, .dwg, .dwf, .dxf, .mp3, .wav, .avi, .mov, .mp4, .mpeg, .wmv, .zip)

1 Required

Redacted Technical

Proposal if

Applicable

File Type: PDF (.pdf) 1 Optional

Exceptions to

Appendix B, Terms

& Conditions

File Type: PDF (.pdf) 1 Optional

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Name Type # Files Requirement

Technical Proposal File Type: PDF (.pdf) 1 Required

Past and Present

Performance File Type: PDF (.pdf) 1 Required

Statement of

Required

Disclosures, Representations and

Certifications

File Type: PDF (.pdf) 1 Required

Valid NYS Wkm's

Compensation and

NYS Disability

Certificates or

Attestation of

Exemption

File Type: PDF (.pdf) 1 Optional

Valid Certificate Of

Liability (see sample certificate for coverage and limits required as well as sample language to name the County of

Rockland as additionally insured)

File Type: PDF (.pdf) 1 Optional

Commodity Codes

Commodity Set Commodity Code Title Description

NIGP 91867

Human Services

Consulting, Including

Mental Health

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Commodity Set Commodity Code Title Description

Consulting

NIGP 95259

Human Services

(Not Otherwise

Classified)

NIGP 95262

Mental Health

Services: Vocational, Residential, Etc.

NIGP 95271

Rape and Sexual

Assault Prevention

Services

Requested Documents:

Please note the type and number of files allowed. The maximum upload file size is 1000 MB.

Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

Requested Data:

Please note that text fields have a limit of 2000 characters. We recommend you prepare your responses in advance to ensure they fit within the length restrictions. Learn more about Requested Data at the Euna Procurement Help Center.

2. Upload your submission at:

https://rocklandgov.bonfirehub.com/opportunities/226853

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of Apr 02, 2026 3:00 PM EDT. We strongly recommend that you give yourself sufficient time and at least ONE (1) day before Closing Time to begin the uploading process and to finalize your submission.

Important Notes:

Each item of Requested Information will only be visible after the Closing Time.

https://customer.eunasolutions.com/s/article/whats-a-data-field-or-slot https://rocklandgov.bonfirehub.com/opportunities/226853

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed.

You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

Minimum system requirements: Microsoft Edge, Google Chrome, or Mozilla Firefox. Javascript must be enabled. Browser cookies must be enabled.

Need Help?

Rockland County uses a Euna Procurement portal for accepting and evaluating proposals digitally. Please contact Euna Procurement at support.bonfire@eunasolutions.com for technical questions related to your submission. You can also visit their help forum at https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub/vendor-submission-support mailto:support.bonfire@eunasolutions.com https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub/vendor-submission-support

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

SUBMITTING YOUR PROPOSAL

NOTICE: By submitting a proposal in response to this RFP, offeror is acknowledging that the requirements, scope of work, and the evaluation process, outlined in the RFP are fair, equitable, not unduly restrictive, understood and agreed

to. Any exceptions to the content of the RFP must be protested to the Director of Purchasing prior to the closing date and time for submission of the proposal.

Proposals must be received by the posted due date and time. Proposals received after the deadline will be late and ineligible for consideration.

Proposals must be submitted electronically through the County’s Bonfire Request for Proposal Portal. Please refer to the instructions titled: Proposal Submittal Procedures for instructions on submitting your proposal electronically.

When submitting (uploading) a proposal electronically through the County’s Bonfire Portal, please allow sufficient time to complete the online forms and upload documents. The solicitation will end at the closing time listed in the RFP. If you are in the middle of uploading your proposal at the closing time, the system will stop the process and your proposal will not be received by the system.

PROPOSAL RESPONSE FORMAT

All proposals must include:

• Section I: Executive Summary

• Section II: Detailed Response

• Section III: Value-Added Considerations

• Section IV: Protected Information (if any)

• Section V: Cost Proposal (Upload as separate attachment)

• Section VI: Exceptions to the RFP or Terms and Conditions

• Upload Exceptions as a separate attachment

• The County of Rockland Appendix B – Standard Terms and Conditions for Service Contracts must be downloaded and reviewed prior to submitting your proposal

• Section VII: Redacted Proposal if applicable (Upload as a separate attachment)

• Required Forms: Uploaded Separately on BonFire.

1. Executive Summary. The one or two-page executive summary is to briefly describe the offeror's proposal. This summary should highlight the major features of the proposal. It must indicate any requirements that cannot be met by the offeror. The reader should be able to determine the essence of the proposal by reading the executive summary.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

2. Detailed Response. This section should constitute the major portion of the proposal and must contain at least the following information:

A. A complete narrative of the offeror's assessment of the work to be performed, the offerors ability and approach, and the resources necessary to fulfill the requirements. This should demonstrate the offeror's understanding of the desired overall performance expectations. Clearly indicate any options or alternatives proposed.

B. A specific point-by-point response, in the order listed, to each requirement in the RFP.

C. Statement of Work (SOW) is provided in the RFP. This Statement of Objectives represents the County’s minimum objectives for this project. The Offeror shall use the Statement of Objectives to propose a Statement of Work, which expands upon these minimum objectives to the extent necessary to conduct this acquisition. The proposed Statement of Work shall define the tasks required for the successful completion of the County's goals and objectives ensuring all minimum requirements are met as detailed in the County's

SOO.

The proposed SOW shall consist of tasking statements. Each tasking statement shall reference the deliverables, which will be provided by that task. The proposed SOW shall not contain informational notes, as the Technical Response subsection provides ample opportunity for discussion and description of the offeror’s approach. The tasking statements in the SOW shall use a common numbering system. The proposed SOW, when accepted by the County, will be included in the final contract.

3. Value-Added Considerations. Offeror may include any relevant services or products that will be provided to the County which are not specifically priced in their proposal; but which enhance the Offeror’s proposal.

4. Protected Information. All protected information must be included in this section of proposal response.

Do not incorporate protected information throughout the proposal. Rather, provide a reference in the proposal response directing reader to the specific area of this Protected Information section. .

If applicable, a redacted version of your proposal eliminating trade secrets/confidential information is to be uploaded with your submission. The redacted response will be the one given for any Freedom of Information requests. If you do not provide a redacted response, the response you provided will be sent for any FOIL requests.

5. Cost Proposal. Cost will be evaluated independently from the technical proposal. Please enumerate all costs on the attached Cost Proposal Form. Cost Proposals are to be uploaded as a separate attachment to your RFP response. Please refer to the separate attachment titled: Proposal Submittal Procedures for instructions on submitting your proposal electronically. Inclusion of any cost or pricing data within the technical proposal may result in your proposal being judged as non- responsive.

6. Exceptions to Terms and Conditions. Exceptions to the RFP Terms and Conditions, and/or the Standard Terms and Conditions for Professional Service Contracts (Appendix B) must be submitted with the proposal response.

Exceptions, additions, service level agreements, etc. submitted after the date and time for receipt of proposals

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809 will not be considered.

7. Required Forms. The Statement of Required Disclosures, Representations and Certifications shall be completed and uploaded as separate pdf. file on the Bonfire Portal and includes:

a. Affidavit of Non Collusion

b. Affidavit of Disclosure of Political Contributions

c. Certification Regarding Affirmative Action Plan

d. Business Dealings in Northern Ireland

e. Past and Present Performance Information Form for a minimum of three references

f. Disclosure of Supplier Responsibility Statement

g. Supplier Information Page

h. Certification Regarding Boycott, Divest and Sanctions (BDS) activities

Responsible Offeror: Award will be made only to “responsible” offerors possessing the ability, experience, willingness, and integrity to perform successfully under the terms and conditions of the contract.

Responsibility is a procurement issue that is determined by the recipient after receiving bids or proposals and before making contract award in ascertaining whether or not a bidder is responsible, information may be requested from bidder to discuss and assist in determining responsibility.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

AWARD OF CONTRACT

Award shall be made to the offeror whose proposal is the most advantageous to the County taking into consideration price and the other evaluation factors set forth in this request for proposals.

The County reserves the right to award the contract(s) to a higher technically qualified offeror(s) in the event the total scoring (technical + Cost) offer is determined to not be the best value offered to the County, based on a cost benefit analysis.

The County reserves the right to award a contract in part or in full, or not at all, on the basis of responses received.

If a contract is awarded, it shall be awarded to the responsive and responsible Offeror whose offer conforming to the Request for Proposal will be most advantageous to the County as set forth in the Evaluation Criteria.

When award Occurs: Award of contract occurs when a formal contract has been finalized or other evidence of acceptance by the County is provided to the Offeror. A Recommendation of Award does not constitute award of contract.

CONTRACT TERM – RENEWAL

In addition to any stated renewal periods in the Contract, any contract or unit portion thereof let by the Director of Purchasing may be extended by the Director of Purchasing for an additional period(s) of up to one year (cumulatively) with the written concurrence of the Contractor.

PRICE GUARANTEE PERIOD

The proposed price and/or hourly rates must remain firm through the first contract period with no adjustments allowed.

If the County exercises any of the option years of the contract, the Offeror may submit a request for adjustment on the yearly anniversary date of the contract. Any request for price adjustment(s) must be submitted thirty (30) days in advance of the anniversary date; in writing to the Director of Purchasing. Any and all price adjustments will be limited to the percentage increase in applicable CPI Index for the preceding 12 months. The County reserves the right to reject any request for price increase deemed excessive.

STANDARD TERMS AND CONDITIONS OF THIS RFP

Any contract resulting from this RFP will include the County’s Standard Terms and Conditions for Professional Service Contracts included in the RFP and Appendix B. Exceptions and or additions to the County’s Standard Terms and Conditions are strongly discouraged.

Exceptions to the RFP Standard Terms and Conditions, of this RFP and/or the Standard Terms and Conditions for Professional Service Contracts as provided Appendix B must be submitted with the proposal response. Exceptions, additions, service level agreements, etc. submitted after the date and time for receipt of proposals will not be considered.

The County retains the right to refuse to negotiate on exceptions should the exceptions be excessive and not in the best interest of the County. Offeror must provide all documents in Microsoft WORD format for redline editing. Offeror must provide the name, contact information, and access of the person(s) that will be directly involved in legal negotiations.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

PROTEST PROCEDURES

Protests Prior to RFP Opening: Protests regarding any aspect of the RFP document, attached materials and COUNTY award procedures must be submitted in writing prior to the RFP opening date and time (via e-mail, mail, or FAX) to:

Hon. Edwin J. Day County Executive 11 New Hempstead Road New City, NY 10956

The County Executive or his designee will respond to these protests within ten (10) business days.

Protests After Bid Opening/Notice of Intent to Award: Protests regarding the County’s proposed selection of a Offeror after RFP opening and notice of intent to award announcement must be submitted in writing (via mail, FAX) to the Hon.

Edwin J. Day, County Executive, 11 New Hempstead Road, New City, NY, 10956 (FAX: 845-638-5856). The protest must be submitted within three calendar days after such aggrieved person knows or should have known of the facts giving rise thereto. The County Executive or his designee will respond to these protests within ten (10) business days.

DISCUSSIONS WITH OFFERORS (ORAL PRESENTATION)

An oral presentation by an offeror to clarify a proposal may be required at the sole discretion of the County. However, the County may award a contract based on the initial proposals received without discussion with the Offeror. If oral presentations are required, they will be scheduled after the submission of proposals. Oral presentations will be made at the offerors expense. The County is not required to provide the opportunity for oral presentations to all offerors that submitted a proposal.

CONFIDENTIAL / TRADE SECRET INFORMATION

Offerors should be aware that pertinent facts relating to their proposals, excluding trade secrets or proprietary information, could potentially be released as soon as sixty (60) days after the selection of the successful supplier.

The County of Rockland is subject to New York State’s Freedom of Information law (FOIL). Should your submission, to this RFP, contain “trade secrets”, or other information that the disclosure of which could reasonably be expected to be harmful to business interests, you must insure that such information is clearly identified and marked as such.

Identification must be specific by item or paragraph.

Marked information will be treated as Confidential Third Party Information. Should marked information be the subject of a request under FOIL, you may be requested either to consent to the request, or make representation explaining why the information should not be disclosed.

Unpublished information pertaining to the County or its customers obtained by the proposer as a result of participation in this project is confidential and must not be disclosed without written authorization from the County.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

STANDARD TERMS AND CONDITIONS OF THIS RFP

The term “County” shall mean the County of Rockland.

The term “Offeror” shall mean a person or entity who makes a specific proposal to another (the County) to enter into a contract.

ACCEPTANCE OF PROPOSALS

This RFP is not and should not be construed as a contract to purchase goods or services. The County is not bound to accept the lowest price or any proposal of those submitted.

ACCEPTANCE OF TERMS

All the terms and conditions of this RFP are deemed to be accepted by the Offeror and incorporated in its proposal except those conditions and provisions that are expressly excluded by the Offeror’s proposal.

AMENDMENTS TO REQUEST FOR PROPOSAL

Any verbal information obtained from or statements made by the Director of Purchasing or his designee at the time of pre-proposal meetings or site visits shall not be construed as, in any way, amending the RFP documents. Only such corrections or addenda as are issued by the Director of Purchasing in writing shall become a part of the Contract. Any addendum issued during the RFP process shall be included in proposals and become a part of the Contract Agreement.

BUSINESS CORPORATION LAW

The Offeror shall be licensed to do business in the State of New York and is fully qualified under the Business Corporation Law, Article 13 - Section 1304.

CHANGES TO PROPOSAL WORDING

No changes to wording of the proposal will be accepted after submission unless requested by the County.

CONTRACT ADMINISTRATOR

A County contract administrator will be assigned to oversee the contract awarded to the successful Offeror. In addition, the successful Offeror will be expected to name a counterpart contract administrator. The Offeror’s contract administrator will be responsible for providing scheduled status reports to the County’s contract administrator or his designee.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

COMPLIANCE WITH LAWS

The Offeror shall comply with all the provisions of laws in the County of Rockland, the State of New York and of the United States of America which affect municipalities and municipal contracts, and provide at his expense, any and all permits, licenses and registrations required for the fulfillment of this agreement, and more particularly the Labor Law, the Immigration and Naturalization Laws and Regulation, the General Municipal Law, the Workers’ Compensation Law, the Lien Law, Personal Property Law, State Unemployment Insurance Law, Federal Social Security Law, State, Local and Municipal Health Laws, Rules and Regulation, and any and all regulations promulgated by the State of New York and of amendments and additions thereto, insofar as the same shall be applicable to any contract awarded hereunder with the same force and effect as if set forth at length herein.

FINANCIAL STABILITY

The successful Offeror shall demonstrate financial stability and the County reserves the right to conduct independent background checks to determine the financial strength of any and all organizations or individuals submitting proposals.

FIRM PRICING

Prices quoted in the proposals shall be firm for a period of at least 120 days after the submission deadline.

HIPAA

Offeror agrees and acknowledges that the nature of the services pursuant to this RFP may require the Offeror comply with the provisions of the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), as amended, and any regulations adopted there under. A Business Associate Agreement may be made a part the resulting Agreement.

Offeror warrants and represents that its practices, policies and procedures for patient/medical record confidentiality are in full compliance with the “Standards for Privacy of Individually Identifiable Health Information” set forth in 45 CFR 160 et seq. as amended, if applicable.

INDEPENDENT CONSULTANT

Offeror, as an independent contractor, covenants and agrees that it, its agents, servants and/or employees will neither hold itself/themselves out as, nor claim to be an agent, servant or employee of County, and that it, its agents, servants and/or employees will not make a claim, demand or application to or for any right or privilege applicable to an officer or employee of County including, but not limited to, Workers’ Compensation coverage, unemployment insurance benefits, Social Security coverage or retirement membership or credit.

LABOR DISRUPTIONS

Any contract resulting from this Request for Proposal process is subject to the right of the County to postpone acceptance of delivery and payment by the County in the event of any form of labor disruption.

LIABILITY OF ERRORS

While the County has used considerable efforts to ensure an accurate representation of information in this RFP, all prospective offerors are urged to conduct their own investigations into the material facts and the County shall not be held liable or accountable for any error or omission in any part of this RFP.

LOCAL LAWS AND RESOLUTIONS

Offeror shall comply with all local laws and resolutions of the Legislature of Rockland County, including, but not limited to, the filing of Disclosure Statements and Affirmative Action Plans, if required by law or resolution.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

NEGOTIATION DELAY

If any contract cannot be negotiated within thirty (30) days of notification to the designated offeror, the County may terminate negotiations with that offeror and negotiate a contract agreement with another offeror of its choice.

QUOTES FROM THE MARKETPLACE

The County reserves the right to consider quotes from the marketplace from suppliers other than those invited to respond to this solicitation.

REQUEST FOR PROPOSAL DATES

All dates referenced in the specifications relative to the solicitation timeline are tentative and can be changed in the best interest of the County. The County reserves the right to modify the timeline of the RFP at any time in its sole discretion.

SHORTLIST

Unless there is a successful offeror based on the responses, the evaluation procedure will be to develop a shortlist based on the stated criteria. The shortlist of offerors may be asked to prepare a presentation and/or provide additional information prior to the final selection.

SOCIAL SECURITY TAXES

The Offeror for the agreed consideration promises and agrees to pay the taxes measured by the wages of their employees required by the Federal Social Security Act and all amendments thereto, and to accept the exclusive liability for said taxes. The Offeror further promises and agrees to indemnify and hold the owner harmless on account of any tax measured by the wages aforesaid of employees of the contractor assessed against the owner under authority of said law.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

INSURANCE REQUIREMENTS: THE RFP NUMBER IS TO APPEAR ON ALL INSURANCE CERTIFICATES

COUNTY INSURANCE REQUIREMENTS:

GENERAL LIABILITY: Prior to commencing work, the CONTRACTOR or CONSULTANT must, at its/his/her own cost and expense, procure and maintain insurance to cover his/her/its work, services, employees, agents and servants under the terms of the contract or purchase order which must include, but not be limited to the coverage that is selected on the attached matrix. Insurance must be obtained from insurance companies licensed in the State of New York, carrying a Best’s financial rating of A or better. Upon failure to furnish, deliver and maintain such insurance, the agreement, contract award or purchase order may be declared suspended, discontinued or terminated or canceled. If at any time any of the policies required herein must be or become unsatisfactory to the County, as to form or substance, or if a company issuing any such policy must be or become unsatisfactory to the County, the CONTRACTOR OR CONSULTANT must upon notice to that effect from the County, promptly obtain a new policy and submit same with a certificate for approval by the County.

Forced Placed Insurance. If CONTRACTOR OR CONSULTANT does NOT provide the County of Rockland with evidence of the insurance coverage required by this Agreement, the County may purchase insurance (at Contractor’s or Consultant’s sole expense) to protect the County’s interests. This insurance may, but need not, protect Contractor’s or Consultant’s interest. If the County purchases insurance under this Section, Contractor or Consultant will be responsible for the cost of that insurance, including interest and any other charges the County may impose in connection with the placement of the insurance, until the effective date of the cancellation or expiration of the insurance. The cost of insurance under this Section may be more than the cost of insurance that Contractor or Consultant may be able to obtain on its own.

In relation to purchases that are not a result of a County Bid, RFP or Contract; Vendors who cannot provide the coverage limits on the attached matrix may provide the County with an ACORD Certificate detailing the coverage limits they currently have in place and the County will review such certificates on a case-by-case basis to determine if sufficient coverage is in place in relation to the perceived risks associated with the proposed purchase.

COVERAGES – (SEE ATTACHED MATRIX)

An ACORD Certificate of Insurance will confirm that the required policies have been issued to the named insured; for the policy period indicated. The ACORD Certificate is to be provided to the County of Rockland within five (5) business days of notice of contract award or of notice of intent to issue a Purchase Order. Please NOTE: the Certificate of Insurance must be updated to give the County of Rockland immediate notice of the following:

1. Dilution of the limits of insurance shown on the Certificate of Insurance by more than 20% as a result of the payment of claims or expenses;

2. The downgrading of any insurer listed on the Certificate of Insurance by AM Best to less than an “A” rating;

3. The receipt, from any listed insurer, of a notice of cancellation before the expiration date thereof or non-renewal will be delivered in accordance with the policy provisions;

4. The receipt, from any listed insurer, of any failure of the named insured to comply with an insurance policy term or condition.

All Certificates of Insurance must be updated at least annually to remain valid.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

The ACORD Certificate of Insurance must contain a Description of Operations and include any exclusions or special provisions added by endorsement that in any way restrict coverage. The Contract Number and/or Purchase Order Number and the name of the department requiring the insurance should be stated under the description. The description must also contain a statement to the effect that “The following are named as Additional Insured’s under General Liability and (if required) Automobile Liability, Excess Umbrella Liability, and Professional Liability (if applicable) on a primary basis, and on the broadest form available through the listed insurers with respect to this Contract or Purchase Order:

The County of Rockland, its employees, elected officials and affiliated municipal entities.