TOMPKINS COUNTY

REQUEST FOR PROPOSALS

RFP # JW-0000000134-RFP

FOR

ASSISTED COMPETITIVE EMPLOYMENT (ACE)

RFP RELEASE DATE: Thursday, September 3, 2026

DEADLINE FOR QUESTIONS: Tuesday, September 29, 2026

PROPOSALS DUE: Tuesday, October 6, 2026

Introduction

Important Notice

Responses submitted to any RFP (a list of defined terms appears below) become the property of the County and are subject to the County's Policy on Public Access to Records. Any confidential information, such as a Proposer's financial status, if required by the specifications, shall be uploaded as a separate file with the word

“CONFIDENTIAL” in the file name.

Minority Business Enterprises (MBEs), Women Business Enterprises (WBEs), Disadvantaged Business Enterprises

(DBEs), Airport Concessions Disadvantaged Business Enterprises (ACDBEs), Veteran Business Enterprises

(VBEs), Service-Disabled Veteran-Owned Businesses (SDVOBs), Small Business Enterprises (SBEs), and Majority

Minority Lead Businesses, as applicable, are encouraged to respond.

Tompkins County Whole Health (TCWH) was formed in January 2023 through the integration of the County’s

Public Health and Mental Health departments, creating a unified organization with shared leadership, mission, and values. Proposers must show that their services and environment align with the vision, mission and values of

TCWH.

MISSION: The mission is to build a healthy, equitable community in Tompkins County by addressing the root causes of health disparities and integrating mental, physical, and environmental health.

VALUES:

• Learning

• Innovation

• Collaboration

• Compassion

• Integrity

Purpose

Tompkins County is seeking one or two qualified agencies to be identified through the county’s Request for

Proposal (RFP) process to provide new vocational services under Program Code 1380: Assisted Competitive

Employment (ACE). Preference will be given to an agency or agencies with local community knowledge and a history of grassroots success in providing vocational services to individuals who may be justice involved, un-housed, and have untreated co-occurring substance use disorder in additional to their serious mental illness.

Approximately $127,926 in funding from the New York State Office of Mental Health (OMH) is available for one or two agencies under a one-year contract, with yearly renewals based on program performance reviews conducted by the local government unit (LGU) and OMH.

Background

OMH funds several programs designed to assist adults (18+) with serious mental illness in achieving competitive employment. These evidence-based programs are primarily supported through non-Medicaid state funding and focus on skill development, job placement, and ongoing support to ensure long-term employment success. OMH-funded employment services are delivered by local community providers and are designed to assist individuals to overcome barriers pertaining to mental illness as they prepare for, pursue, obtain, and sustain integrated, competitive employment.

OMH State Aid Funded Employment Programs (SAFEP) serve adults 18+ who have mental health barriers related to employment. Each of these vocational program types should provide employment services with a focus on addressing the impact the individual’s ongoing mental health needs have on sustaining employment. Each program will offer counseling on disability benefits and disability disclosure decisions. All OMH vocational program types shall adhere to full program definitions as described in the NYS SED Consolidated Fiscal Reporting and Claiming

Manual.

https://www.oms.nysed.gov/rsu/Manuals_Forms/Manuals/CFRManual/documents/FINALCAL2020APPENDICES.pdf https://www.oms.nysed.gov/rsu/Manuals_Forms/Manuals/CFRManual/documents/FINALCAL2020APPENDICES.pdf

State Aid funding is intended to:

• Support individuals 18+ years old who are experiencing psychiatric barriers to an employment goal

• Directly link to appropriate mental health supports, as needed

• Provide employment supports that lead to the attainment of integrated competitive employment with as-needed ongoing support to maintain employment

• Address temporary barriers to the individual’s employment success including but not limited to initial and time-limited cost of transportation for interviews, orientation, onboarding, etc.

Funding for Assisted Competitive Employment (ACE) Programming:

The ACE program model offers short-term pre-employment services followed by ongoing supported employment to provide mental health supports to those seeking or working in competitive, integrated settings. ACE services are designed to assist people diagnosed with severe and persistent mental illnesses with choosing, finding, and maintaining employment in the competitive job market.

These new vocational services will be provided to anyone age 18 and older diagnosed with a serious mental illness who experiences mental health barriers related to employment. However, data shows that justice involved and unhoused individuals have significant additional challenges in securing employment due to employer bias, skill gaps, and systemic barriers. Therefore, the chosen provider(s) should demonstrate preparedness to serve justice-involved and unhoused individuals through previous experience, efficacy and sensitivity to the extended timeframes often needed to achieve stability.

While OMH certification is not a requirement to deliver ACE programming, OMH strongly recommends the implementation of Individual Placement and Support (IPS) in all employment and rehabilitation programs. IPS is an evidence-based approach proven to improve employment outcomes for individuals experiencing psychiatric barriers.

IPS emphasizes rapid engagement and person-centered rehabilitation interventions. To learn more about IPS visit the IPS Employment Center Website.

The Center for Practice Innovations (CPI) Learning Community offers online training modules on IPS that are available for all staff who work in OMH funded employment programs.

The chosen Provider(s) should be prepared to complete relevant training modules.

Oversight:

OMH funding for employment services is allocated to the LGU fromOMH. Tompkins County Whole Health, as the

LGU, provides oversight at the local level for contracts with OMH state passthrough funding. The provider(s) are responsible for completing the Consolidated Fiscal Report (CFR) annually.

To ensure efficient use of these funds, the LGU and OMH Regional Field Office will communicate and collaborate to review expected outcomes.

The Tompkins County LGU requires contracted providers to submit quarterly and annual program and financial performance data for review by the Tompkins County Community Services Board using a Results-Based

Accountability (RBA) report, with measures to be co-developed during the contracting period.

Preference is given to grassroots agencies working with adults with serious mental illness, preferably who are unhoused and/or justice-involved.

In 2025-2026, sweeping changes have been enacted which impact the Medicaid eligibility4 of some of our community’s most vulnerable populations, particularly around work requirements for Able-Bodied Adults Without

Dependents (ABAWD). Providers applying for this funding should be prepared to describe how they will: 1) support program participants in completing the minimum required work, volunteer, and/or education requirements to maintain their Medicaid coverage, and 2) provide supports to individuals who may participate in the program but are no longer receiving their Medicaid benefits.

https://ipsworks.org/index.php/what-is-ips/ https://practiceinnovations.org/learning-community-login https://www.cms.gov/newsroom/fact-sheets/medicaid-community-engagement-requirement-certain-individuals-interim-final-rule-comment-period-cms

Project Identification

Title: Assisted Competitive Employment

Requesting Department: Tompkins County Department of Whole Health

Bid Due Date/Time: Tuesday, October 6, 2026 Before 2 pm

Timeline

Release Project Date: September 3, 2026

Question Submission Deadline: September 29, 2026, before 5 pm

Response Submission Deadline: October 6, 2026, before 2 pm

Term of Bid/Contract

The term of this contract is December 1, 2026 through November 30, 2027

Contract Extension

Option of (2) one-year extensions when both parties agree by written mutual consent dependent upon funding availability.

Defined Terms

Capitalized terms used in this RFP shall have the meanings set forth below:

ACDBE: Airport Concession Disadvantaged Business Enterprise, as defined in applicable federal and/or state regulations and publications.

ADA: Americans with Disabilities Act.

Affiliate: Refers to an entity that directly or indirectly owns, operates, or controls a Proposer, or one that is directly or indirectly owned, operated, or controlled by a Proposer.

Agreement: The formal contract entered between the County and the selected Bidder, Proposer, or Respondent through the procurement process. The terms Contract and Agreement are used interchangeably in this RFP.

Bidder: A person or entity making a formal proposal in response to an RFP. The terms Bidder, Proposer, and

Respondent are used interchangeably in this RFP.

Compliance Program: The Tompkins County Compliance Program, which can be viewed at County Compliance

Program. A copy of the Compliance Program may also be obtained from the County Administration Department.

Contract: The formal contract entered between the County and the selected Bidder, Proposer, or Respondent through the procurement process. The terms Contract and Agreement are used interchangeably in this RFP.

County: Tompkins County, New York.

County Standard Terms: The standard contract terms used by the County in contracts it enters.

DBE: Disadvantaged Business Enterprise, as defined in applicable federal and/or state regulations and publications.

Livable Wage Attestation: The Tompkins County Livable Wage Attestation, to be provided on a form made available by the County as amended from time to time.

Major Stockholder: Refers to each owner of ten percent (10%) or more of the ownership interests in a Proposer, whether in the form of stock of a corporation, limited partnership interests or membership interests in an LLC or other form of legally recognized ownership interest.

MBE: Minority Business Enterprise, as defined in applicable federal and/or state regulations and publications.

M/WBE: Minority and/or Women-Owned Business Enterprise, as defined in applicable federal and/or state regulations and publications.

Principal: Refers to the owner of a Proposer that is a sole proprietorship, each partner of a general partnership that is a Proposer, each owner of ten percent (10%) or more of the ownership interests (in the form of stock of a corporation, limited partnership interests or membership interests in an LLC) of a Proposer, and the Proposer’s

Chief Executive, Chief Operating, and Chief Financial Officers.

Principal Owner: The Principal Owner(s) of a Proposer includes the owner of a sole proprietorship and each partner of a general partnership that is the Proposer and also includes Major Stockholders of the Proposer as defined herein.

Procurement Portal: Tompkins County website at: https://www.tompkinscountyny.gov/All-Departments/Finance-

Department/Purchasing-Division and selecting and selecting ‘Open Solicitations’. This will take you to Bidnet

Direct where the RFP information is posted for the public. Bidders who do not have, or cannot obtain, internet access must contact the Purchasing Division via email (preferred), purchase@tompkins-co.org or by telephone,

(607) 274-5500 for further instructions.

Proposer: A person or entity making a formal proposal in response to an RFP. The terms Bidder, Proposer, and

Purchasing Division: The Tompkins County Department of Finance, Purchasing Division.

Respondent: A person or entity making a formal proposal in response to an RFP. The terms Bidder, Proposer, and

RFP: Request for Proposals.

SBE: Small Business Enterprise, as defined in applicable federal and/or state regulations and publications.

SDVOB: Service-Disabled Veteran-Owned Business, as defined in applicable federal and/or state regulations and publications.

VBE: Veteran-Owned Business Enterprise, as defined in applicable federal and/or state regulations and

WBE: Women-Owned Business Enterprise, as defined in applicable federal and/or state regulations and

User: A person or entity that accesses the Procurement Portal via the internet.

https://www.tompkinscountyny.gov/All-Departments/Finance-Department/Purchasing-Division mailto:purchase@tompkins-co.org

SCOPE

ACE services are designed to assist people diagnosed with severe and persistent mental illnesses with choosing, finding and maintaining satisfying jobs in the competitive employment market. The selected provider(s) will provide short-term pre-employment services followed by ongoing supported employment to provide mental health support to those seeking or working in competitive, integrated settings.

PROGRAM OBJECTIVES

Primary objectives for the ACE (1380) program are to assist individuals with severe mental illness to:

• Overcome employment barriers

• Prepare for and secure competitive jobs

• Support job retention and advancement

• Promote integrated employment

• Provide ongoing mental health and vocation supports

• Use evidence-based practices

• Support benefits and financial literacy

REQUIRED PROGRAM PARAMETERS

Regulations

The contracted provider(s) must adhere to all definitions and requirements outlined in the Guidance for OMH State

Aid Funded Employment Programs. The LGU may have additional requirements beyond those outlined in the linked document. The selected provider is expected to work with the LGU to ensure all requirements are met.

Eligibility

To be eligible for this funding, proposers must meet the following criteria:

• Follow all proposal guidelines to be considered

• Currently providing services to adults with severe mental illness with the demonstrated knowledge and resources (including this funding) to provide vocational supports to the target population

• Commitment to completing Individual Placement and Support training and following the evidence-based model

Preference:

Preference will be given to programs which can demonstrate preparedness to serve justice-involved and unhoused individuals through previous experience, efficacy and sensitivity to the extended timeframes often needed to achieve stability.

FOCUS POPULATIONS

While these new vocational services will be provided to anyone age eighteen (18) and older diagnosed with a serious mental illness who experiences mental health barriers related to employment, these new services will be especially designed to meet the vocational needs of individuals who may be justice involved, un-housed or experiencing other unmet social health needs, and have limited social support.

MONITORING AND REPORTING FOR PROGRAM AND FISCAL COMPLIANCE

Agencies receiving SAFEP funding are subject to audit by the State. The selected provider(s) will also be required to submit quarterly program reports and financial performance measure data to the LGU (Tompkins County Whole

Health) using a Results-Based Accountability (RBA) report, with measures to be co-developed during the contracting period.

https://omh.ny.gov/omhweb/adults/supported-employment-services/safep-guidance.pdf https://omh.ny.gov/omhweb/adults/supported-employment-services/safep-guidance.pdf

PROPOSAL EVALUATION

The proposal should be no more than fifteen (15) pages typed, double-spaced, single-sided on 8 ½ by 11-inch paper.

Pages should be paginated. Font should be 12-point Times New Roman, and all margins should be .5 inches wide.

Letters of support, budget forms, figures or tables will not count towards the 15-page limit. If an Application

Narrative exceeds the page limit above, Tompkins County may limit its review to information provided within the page limit.

The purpose of the Proposal is to demonstrate an understanding of the objectives and services to be provided, how the Proposer’s objectives will be operationalized and evaluated, and the responsiveness to the initiative’s goal through the proposed activities. The Proposal should address all the following sections in order:

1. Cover Page

Please provide the following information as a cover page for the proposal:

• Organization name, mailing address, telephone and website

• Primary contact name, email, and phone number

• Names of principals, officers, and directors

2. Summary of organizational qualifications

• Qualifications – Provide a general overview of your organization and the vocational services it provides. *If your organization does not have experience providing vocational services, please describe related services provided and your plan to include vocational services to the target population.

• Knowledge of intended service population – describe your knowledge of and experience serving the intended focus population for this program, including in Tompkins County. Describe strategies your organization has successfully used to engage and provide responsive services to this population.

• Key personnel – For all key personnel to be involved in the program, provide names, titles, credentials, period of service with the organization, and any relevant technical education and/or training.

3. Location information

• Location – Provide the location of the offices where the services will be provided. Describe any other programs and services that are available at the location by your agency, if any, or by other agencies that are co-located in the building. If you do not currently have offices in Tompkins

County but plan to in the future to provide the services, describe the steps you will take to identify an appropriate setting and outline the factors you will consider in making your decision.

• Engagement and Client Support – Describe how you will effectively engage with service recipients and provide the necessary support to meet their needs if you do not plan to have an office located in Tompkins County.

• Additional Services Available – Describe any other services your agency provides in Tompkins

County and where those services are located, if applicable.

4. Methodology, Philosophy, and Approach

• Collaboration – Identify any current or anticipated local partnerships your organization will leverage to support the delivery of vocational services, including in Tompkins County. Include key data measures such as service volume, client satisfaction, and quality of care, etc.

• Approach – Describe how your organization will provide vocational services to the target population in Tompkins County. Include your philosophy of care and how your staff demonstrate it in the delivery of services. Describe best practices and adherence to requirements identified in applicable OMH guidance. Provide specific examples of how these strategies (A) will be incorporated into program guidance, and (B) be incorporated into program operation.

• Implementation – Provide an implementation plan to begin providing these services in Tompkins

County.

• Mission and Values - Describe how your organization’s operations and culture align with the mission and values of Tompkins County Whole Health.

5. Demonstrated Ability

• Service Record – Describe your organization’s record of successfully delivering this service or similar services, including in Tompkins County. Include key data measures such as service volume, client satisfaction, and quality of care, etc.

• Resources and Capacity – Identify and describe currently available organizational resources that will facilitate rapid program start-up and service delivery, including staff, facilities, existing and policies and procedures.

• References – Provide two (2) letters of reference and contact information, names, telephone numbers and email addresses who can speak to your organization’s experience and/or capacity to deliver ACE services successfully. (Response to this section can be included in attachments and not included in the 15-page limit.)

• Describe anticipated program operations, including the following:

Timeline

• Provide a timeline for ACE vocational services to be in operation with an emphasis on date of opening, any construction/renovations to the location, and equipment acquisition.

Staffing

• Provide specific details on current and proposed staffing for the ACE vocational services consistent with OMH regulations. Specify employee type, number of employees, roles, and responsibilities based on projected need and how these services will be integrated into your current services.

6. Budget & Narrative

• Budget – Please submit a complete operational budget that includes both total costs and detailed budget line items. If applicable, please provide separate budgets for the program start-up period and full program operations. Please also include any additional revenue that will be utilized to support program operations/sustainability, if available.

• Narrative – Provide a detailed narrative justifying key expenses included in the proposal budget.

7. Information on Preferred Categories

• Provide a description of your experience in providing vocational services in another county. (10 additional points)

8. Additional Required Documentation in Attachments

Please ensure that the following documents and required forms in Attachments A-D at the end of this RFP document have been signed and included in your proposal submission:

o Copy of most recent audited financials o Certification of Award Requirements o Affidavit of Non-Collusion o Anti-Discrimination Clause o Bidder’s Statement on Sexual Harassment o Contractor’s Representation – Livable Wage Policy o Tompkins County Hold Harmless and Insurance Requirements o Vendor Responsibility Questionnaire o Tompkins County Business Demographic Survey

The proposals to be reviewed must be complete and must comply with all requirements of this RFP. A proposal may be excluded from funding consideration for any of the following reasons:

• Goals or outcomes that are not in accordance with the objectives of this program.

• Did not follow RFP guidelines, i.e., not meeting proposal submission deadline date and time.

• Activities specifically that are not allowed by federal, state, or local laws.

• History of contract non-compliance or poor past or current contract performance.

• Facilities not in full compliance with the Americans with Disabilities Act (ADA).

All proposals meeting minimum requirements will be evaluated by a Review Committee with representation from

Tompkins County LGU (Director of Community Services and members of the Community Services Board (CSB) or its subcommittees.) Proposals shall be evaluated based on applicants’ written responses to the evaluative sections described above and according to the selection criteria detailed in the subsequent section.

SELECTION CRITERIA

Proposals meeting the minimum RFP requirements will be evaluated based on, but not limited to, the following criteria.

Evaluation

Section

Scoring Criteria Points

Qualifications

Qualifications: Organization/agency has expertise and qualifications related to

Vocational services with the identified target population(s).

Knowledge of intended service population: Proposal demonstrates Proposer’s knowledge of and experience serving the intended focus population

Key Personnel - Key personnel involved in the project have appropriate credentials, training, and experience.

Criteria for Designation: No OMH designation is required to provide these services, but proposers should describe their commitment to evidence-based

Individual Placement and Support (IPS) model.

Methodology, Philosophy, and

Approach

Approach: Proposed approach demonstrates clear understanding of project goals, required parameters, best practices, and core program elements.

Philosophy: Person centered, strengths based, using a trauma informed lens that is culturally inclusive and linguistically diverse.

Collaboration: Approach identifies relevant local partnerships ensuring rapid referrals, access to comprehensive treatment, and continuity of care for program clients.

Demonstrated

Ability

Service Record: Organization has recent record of successful service delivery, as demonstrated by key data measurements related to service utilization, participant satisfaction and quality of care.

Application Narrative & Attachments are complete, detailed and realistic.

Resources & Capacity: Organization currently has sufficient staff, facilities, and administrative resources to meet rapid program start-up and service delivery expectations.

References: References demonstrate organization’s experience and/or capacity to successfully provide SAFEP ACE vocational programming.

Planning: Projected utilization, staffing plan, proposed timelines to complete program start-up are feasible and time efficient.

Budget &

Narrative

Budget - Budget is reasonable, cost-effective, and includes additional revenue to support/sustain program operations

Narrative - Narrative sufficiently justifies key expenses

Audited Financials – provided and there is no “going concern” letter or disclosure in the organization’s most recent audit (reflecting the auditor’s substantial doubt that the organization will remain a going concern over the next twelve months) without a clear explanation of how the organization is addressing these issues.

Total possible points

Additional points may be given if proposal meets the following criteria

Proposal describes experience (past or current) providing vocational services, to the identified populations, OR describe

Maximum Total

Points

Instructions to Proposers

Qualifications

All proposers shall complete all supplied forms and answer all questions included as part of this RFP.

Tompkins County may make such investigations it deems necessary to determine the ability of the proposer to provide the services and/or goods described within the specifications. The proposer shall furnish to the County all such information and data for this purpose as may be requested within five (5) days of such request.

RFP Documents

Complete sets of RFP documents must be used in preparing proposals. The County does not assume responsibility for errors or misinterpretations resulting from the use of incomplete sets of proposals. An updated and complete set of RFP documents can be obtained from the Tompkins County, NY Procurement Portal. No other source, written or otherwise, is considered official and responses based on information obtained from sources other than the

Procurement Portal may not be complete.

Specification Clarifications

Requests for Clarification, Inquiries, Questions to the specifications must be submitted through Bidnet Direct before 5 pm on Tuesday, September 29, 2026. Answers to questions will be publicly posted on Bidnet Direct once available.

Submission Deadline

The deadline for submission of proposals is Tuesday, October 6, 2026 before 2 pm.

Addenda

Any addendum issued as a result of any change to this RFP as originally posted shall become a part of the RFP and all shall be acknowledged by a Proposer as part of their submittal or an individual proposal may be deemed non-responsive. At the time an individual addendum is released, all Bidnet Direct users following this RFP will be automatically emailed a notification regarding such addendum. It shall be the Vendor's responsibility to check for any addenda issued as part of this RFP. All addenda issued as part of this RFP will be posted on Bidnet Direct.

Submission of Proposals

Proposals and any other required documents shall be submitted online through the Tompkins County, NY

Procurement Portal. Please allow ample time to upload and complete your submission prior to the deadline.

Proposers who do not have, or cannot obtain, internet access must contact the Purchasing Division via email

(preferred), purchase@tompkins-co.org, by telephone, (607) 274-5500, or in person at 125 East Court Street, Ithaca, New York 14850 for further instructions. Please add purchase@tompkins-co.org to your email address book to ensure timely notifications regarding the project(s) you have requested.

Proposals shall be submitted no later than the date and time indicated in the Timeline for this RFP.

The County reserves the right to reject any or all proposals in whole or in part, to waive any and all informalities, and to disregard all non-conforming, non-responsive or conditional proposals to make the award in a manner deemed to be in the best interest of the County, and to correct any award erroneously made as the result of a clerical error on the part of the County.

*NOTE: If you experience difficulty submitting your proposal, contact the Purchasing Division via email

(preferred), purchase@tompkins-co.org or by telephone, (607) 274-5500, or in person at 125 East Court Street, Ithaca, New York 14850. If you do not receive a response from the Purchasing Division, you may contact the

Finance Team (607) 274-5544.

Submission Instructions

Proposers shall submit their proposal response per the instructions below. Proposers who do not follow these instructions may have their proposals rejected as incomplete or non-responsive.

Proposers shall read all documents contained in this specification package and complete all sections and attachments. Failure to do so does not excuse proposer from abiding by all instructions, terms or conditions.

Responses shall be submitted through the Tompkins County, NY Procurement Portal and in the format indicated in the specifications no later than the date and time indicated.

Proposers must submit their questions regarding any portion of the specifications by posting them on the Q&A tab found in the solicitation on Bidnet Direct before 5 pm on Tuesday, September 29. Answers will be provided no later than five (5) days prior to the Proposal due date.

The County reserves the right to amend the specifications prior to the due date by written addenda. It is the

Proposer’s responsibility to ascertain whether any addenda have been issued prior to submitting their proposal.

Proposers shall submit all forms that require signatures with their proposal response.

All responses submitted become the property of the County and are subject to the County's Policy on Public Access to Records.

This invitation to respond does not commit the County to award a Contract, nor shall the County be responsible for any cost or expense that may be incurred by the Proposer in preparing and submitting their response or any cost incurred prior to the execution of a Contract.

Proposal Modifications

If a Proposer wishes to amend a proposal after submittal but prior to the deadline for submittal they may temporarily withdraw their proposal. Proposers shall submit their modified proposal again prior to the deadline for submittal of proposals or their proposal will not be considered for evaluation. Proposals not in "Submitted" status will not be given consideration by the County for evaluation and award.

Withdrawal of Proposals

A Proposer may withdraw their proposal at any point prior to the deadline for submittal and any proposal not in a

"Submitted" status as of the deadline shall not be considered.

Disqualification

1. The County reserves the right to refuse to issue a Contract to a Proposer should such Proposer be in default for any of the following reasons:

a. Failure to comply with any pre-qualification regulations of the County, if such regulations were cited, or otherwise included in the specifications as a requirement for responding.

b. Proposer’s default under previous contracts with the County.

c. Proposer’s unsatisfactory work on previous contracts with the County.

2. Responses received from Proposers who have previously failed to complete contracts within the time required, or who have previously performed similar work in an unsatisfactory manner, may be rejected. A response may be rejected if the Proposer cannot show that it has the necessary ability, plant and equipment to commence the work at the time prescribed and thereafter to perform and complete the work at the rate or time specified. A response may be rejected if the Proposer is already obligated for the performance of other work which would delay the commencement, performance or completion of the work if the Proposer is not able to demonstrate the ability to fulfill the requirements of the proposal in a manner agreed upon by the County and the Proposer.

3. Tompkins County reserves the right to reject any proposal if the information submitted by, or investigation of, such Proposer fails to satisfy the County that such Proposer is properly qualified to carry out the obligations of the Contract and to complete the work contemplated therein.

4. Proposals will be considered irregular and shall be subject to rejection for the following reasons:

a. If there are unauthorized additions, conditional or alternate pay items, or irregularities of any kind which make the proposal incomplete, indefinite, or otherwise ambiguous.

The County reserves the right to award the Contract to the Proposer who submits the proposal that proves to be in the best interest of the County. The County has the sole discretion and reserves the right to cancel this request, reject any/all responses, award in part or in whole, to waive any/all informalities and/or irregularities if it is deemed to be in the best interest of the County to do so. A notice of Contract award shall not be binding upon the County until a valid and enforceable contract has been fully executed by both parties.

Contract Award

The Contract award, if any, will be made by October 20, 2026. The Contract shall be awarded to the Respondent(s) who submit the proposal that proves to be in the best interest of the County.

The resulting Contract will incorporate the County Standard Terms, this RFP, any addendum, and Proposer's response thereto, all additional agreements and stipulations, and the results of any final negotiations. The terms and conditions as contained in the Contract for services shall take precedence over any conflicting terms.

Non-Collusive Bidding Certificate

A signed Non-Collusion Bidding Certificate must be submitted with each proposal on the form provided by the

County.

Conflict of Interest

No officer or employee of the County shall participate in any decision relating to the Contract which affects their personal interest or the interest of any corporation, partnership, or association in which they are directly or indirectly interested.

Deviations

Deviations to the specifications shall be noted and fully explained on a separate document and provided with the proposal.

New York State Sexual Harassment Legislation

By submitting a response to this RFP, the Proposer hereby represents that it complies with all federal and New York state laws and regulations prohibiting sexual harassment in the workplace including, without limitation, that it has implemented a written policy addressing sexual harassment prevention in the workplace and provides annual sexual harassment prevention training to all of its employees.

Living Wage:

Tompkins County must consider the wage levels and benefits, particularly health care, provided by Contractors when awarding bids or negotiating contracts, and to encourage the payment of livable wages whenever practical and reasonable.

If Contractor certifies on Tompkins County Livable Wage attestation that its employees directly providing services outlined in the Contract are NOT paid a living wage, the department contract representative may have a conversation with the Contractor to understand the cost implications of achieving the living wage threshold, whether there are structural barriers impacting the ability to pay the living wage, plans to improve wages over time, generous fringe benefits, or other considerations that should be applied when addressing the question of whether it is practical or reasonable to meet the living wage threshold including the cost required to bring the Contract to the living wage threshold.

Regulatory Compliance

The Proposer agrees to comply with all federal, state, and local laws and regulations governing the provision of goods and services under this Contract. To the extent that federal funds are provided to the Proposer under this

Contract, the Proposer agrees that it will comply with all applicable federal laws and regulations, including but not limited to those laws and regulations under which the federal funds were authorized.

Further, Proposer agrees to comply with the County’s Compliance Plan regarding Federal and State fraud and abuse laws; the Compliance Plan can be reviewed at HERE or a copy can be obtained from Tompkins County

Administration, 125 East Court Street, Ithaca, NY 14850.

If New York State Labor Law at Articles 8 and/or 9 are applicable under the agreement and/or scopes of work, the statute requires that contractors and subcontractors pay the prevailing rate of wage and supplements (fringe benefits) to all workers under a public work contract and follow other requirements. Employers must pay the prevailing wage rate set for the locality where the work is performed. Prevailing wage is the pay rate set by the New York

Department of Labor for work on public work projects. This applies to all laborers, workers or mechanics employed under a public work contract. Every contractor and subcontractor must keep and provide certified original payrolls or transcripts subscribed and affirmed as true under penalty of perjury. These must be made available to the County at its request. Payrolls must be maintained for at least three (3) years from the projects date of completion.

Additionally, as per Article 6 of the Labor Law, contractors and subcontractors are required to establish, maintain, and preserve for not less than six (6) years, contemporaneous, true, and accurate payroll records. At a minimum, payrolls must show the following information for each person employed on a public work project: Name; Address, Last 4 Digits of Social Security number, Classification(s) in which the worker was employed, Hourly wage rate(s) paid, Supplements paid or provided, and Daily and weekly number of hours worked in each classification. Payroll records and transcripts are required to be kept on site during all the time that work under that the contract is being performed.

Proposers that are providers of healthcare services must certify that the Proposer, and all employees, directors, officers, and subcontractors of the Proposer, are not “excluded individuals or entities” under federal and/or New

York state statues, rules, and regulations.

The Proposer shall promptly notify the County if any employee, director, officer, or subcontractor is on or has been added to the exclusion list. The County reserves the right to immediately cancel this Contract, at no penalty to the

County, if any employee, director, officer, or subcontractor is on or has been added to the exclusion list.

By submitting a response to an RFP, you are attesting to the fact that you and/or the provider that you represent have not been sanctioned nor excluded by any of the aforementioned entities.

Proposal Evaluation

To be reviewed, a proposal must be complete and must comply with all requirements of this RFP. A proposal may be excluded from consideration for any of the following reasons:

• Goals or outcomes that are not in accordance with objectives of this program

• Did not follow RFP guidelines, i.e.: More than 15 total pages (except for items not counted toward page count); and/or forms not completed; and/or not meeting proposal submission deadline date and time.

• Activities specifically not allowed by federal, state, or local laws

• History of contract non-compliance or poor past or current contract performance

• Training site and facilities not in full compliance with the ADA and comparable state and local laws.

https://www.tompkinscountyny.gov/files/assets/county/v/1/administration/documents/county-compliance-program/2019_compliance-program-document_final-posted.pdf

Standard Terms & Conditions

Term of Contract

Contract period shall be from December 1, 2026 – November 30, 2027

Contract Extensions

The County agrees, subject to and to the extent permitted by the New York General Municipal Law to allow all authorized users who wish to utilize any Contract awarded as a result of this solicitation to do so. However, it is understood that the extension of such Contract is at the discretion of the Respondent and the Respondent is only bound to the Contract between itself and the County.

Contract may be extended: Annually

Payment Terms

Payment terms to be negotiated. Interest penalties to the County will not be allowed. Tompkins County is not subject to federal, state, or local taxes.

Non-Appropriation Clause

In accordance with New York State General Municipal Law, the County will not be liable for any purchases or contracts for goods or services for which funding is not available. As a result, the Respondent agrees to hold the

County harmless for any contracts let for which funding either does not currently exist, or for which funding has been removed prior to the authorization to proceed. Should it become necessary for the County to cancel a project after the order to proceed has been issued, the County will only be liable for, and the Respondent agrees, to only assess those financial damages that it can prove to have incurred because of the contract termination.

Indemnification, Hold Harmless, and Insurance

The successful Proposer shall release, waive, indemnify, hold harmless, and defend the County and its officers, employees, agents and elected officials from and against any and all claims, demands, actions, causes of action, suits, or judgements, including but not limited to, losses, costs, expenses, penalties, or other damages or liability brought against the County and its officers, employees, agents and elected officials for injury, illness, or death to any person or persons or damage to property arising out of the performance of the Contract by the successful Proposer, its employees, subcontractors or agents with the exception of actions and claims arising out of the negligence of the

County. The indemnification will survive the term of the Contract whether it is terminated or expired. The successful proposer shall maintain, at its expense, the minimum limits of insurance as outlined by this Agreement in

Attachment B or as required by law, whichever is greater.

No work shall be commenced under the Contract until the successful Proposer has delivered to the County proof of issuance of all policies of insurance required by the Contract. If at any time, any of said policies shall expire or become unsatisfactory to the County, the successful Proposer shall promptly obtain a new policy and submit proof of insurance of the same to the County for approval. Upon failure of the successful Proposer to furnish, deliver and maintain such insurance as above provided, the Contract may, at the election of the County, be forthwith declared suspended, discontinued or terminated. Failure of the successful Proposer to procure and maintain any required insurance, shall not relieve the successful Proposer from any liability under the Contract, nor shall the insurance requirements be construed to conflict with the obligations of the successful Proposer concerning indemnification.

Training

If required, training shall take place during regular business hours. Training shall be provided until all County personnel involved in the Contract are adequately trained.

M/WBEs, DBEs and other Underrepresented Businesses

The County is committed to inclusion in our procurement processes and to support underrepresented businesses.

MBEs, WBEs, SDVOBs, and other Disadvantaged Business Enterprises (if applicable to this procurement) are encouraged to complete the Business Demographic Survey within this RFP.

Workforce Diversity and Inclusion

The County is committed to promoting and sustaining a diverse and fully inclusive workplace that strengthens our organization and enhances our ability to adapt to change by developing and maintaining:

A. An organization-wide understanding and acceptance of the purpose and reasons for diversity.

B. Recruitment and retention policies that promote and sustain a diverse workforce.

C. A workplace environment that is welcoming and supportive of all.

D. Awareness, understanding and education regarding diversity issues.

E. Zero tolerance for expressions of discrimination, bias, harassment, or negative stereotyping toward any person or group.

F. A workforce ethic that embraces diversity and makes in the norm for all interactions, including delivery of services to the public.

All Respondents must comply with the Workforce Diversity and Inclusion terms and conditions as well as sign an Anti-discrimination Certificate. Respondents are encouraged to include an outline of their diversity policy in their proposal response.

Contract Re-Assignment

The Respondent shall not re-assign any portion of any Contract without the express written consent of the County.

Governing Law

Any resulting Agreement and any controversies arising hereunder, shall be interpreted, governed, and construed under the laws of the State of New York. The Proposer consents to the exclusive jurisdiction of, and venue in, the state courts within Tompkins County, New York or the United States District Court for the Northern District of New

York if federal jurisdiction is sought. Any such Agreement is binding on all successors, heirs, executors, administrators, representatives, and assigns of all the Proposer.

The successful Proposer is responsible for complying with all current labor rates and regulations throughout the duration of any contract resulting from this solicitation.

Interpretation

In the event of any discrepancy, disagreement or ambiguity among the documents which comprise this RFP, and/or, the Agreement (between the County and the successful Proposer) and its incorporated documents, the documents shall be given preference in the following order to interpret and to resolve such discrepancy, disagreement or ambiguity: 1) the Agreement; 2) the RFP; 3) the proposal.

Remedy for Breach

In the event of a breach of the Contract by the successful Proposer, said Proposer shall pay to the County within ninety (90) days all direct and consequential damages caused by such breach, including, but not limited to, all sums expended by the County to procure a substitute contractor to satisfactorily complete the contract work, together with the County’s own costs incurred in procuring a substitute contractor. All legal and equitable claims against the

County of Tompkins shall be brought in the Supreme Court of Tompkins County or the United States District Court for the Northern District of New York if federal jurisdiction is sought.

Attachment A

CERTIFICATION

Bidders must certify that they will comply with the following requirements if funding is awarded as a result of this

RFP. All awardees of funds shall:

1. Sign an Anti-discrimination Clause and comply with all Equal Opportunity Laws, including the Americans with

Disabilities Act of 1990;

2. Sign a "Certification Regarding Debarment, Suspension, and Other Responsibility Matters," indicating that they have not been debarred or suspended from participating in federal programs because of crimes, fraud, or other serious violations of federal laws and regulations;

3. Sign a certification regarding lobbying, indicating that no federal funds will be used to attempt to influence any federal officer, employee, or elected official;

4. Sign a certification that they provide a drug-free workplace and have a written drug-free workplace policy;

5. Sign a certification that they have and have implemented a written policy addressing sexual harassment prevention in the workplace and provides annual sexual harassment prevention training to all of its employees;

6. Agree to provide training without any duplication of costs;

7. Provide a copy of their most recent financial audit before Contract execution;

8. Agree to allow on-site inspections and audits of any records related to their programs.

I certify that (name of bidder organization) will comply with the above requirements.

Name

Title

Signature and Date

Tompkins County

Request for Proposal – Submission Instructions

Respondents shall submit their proposal response per the instructions below. Respondents who do not follow these guidelines may have their proposals rejected as incomplete or non-responsive.

• Respondents shall read all documents contained in this specification package and complete all sections and attachments. Failure to do so does not excuse respondent from abiding by all instructions, terms or conditions.

• Responses shall be submitted to the location and in the format indicated in the specifications no later than the date and time indicated.

• Respondents must submit their questions regarding any portion of the specifications by posting them on the

Q&A tab found in the solicitation by the date provided. Answers will be provided no later than five (5) days prior to the Proposal due date.

• The County reserves the right to amend the specifications prior to the due date by written “Addenda”. It is the

Respondent’s responsibility to ascertain whether any Addenda have been issued prior to submitting their proposal.

• Bids and any other required documents shall be submitted online through the Tompkins County website at:

https://www.tompkinscountyny.gov/All-Departments/Finance-Department/Purchasing-Division and selecting

‘Open Solicitations’.

• Respondents shall submit all forms that require signatures with their proposal response.

• All responses submitted become the property of the County and are subject to the County’s Policy on Public

Access to Records.

• This invitation to respond does not commit the County to award a Contract, nor shall the County be responsible for any cost or expense that may be incurred by the Respondent in preparing and submitting their response or any cost incurred prior to the execution of a Contract.

The County reserves the right to cancel the Contract without cause with a minimum of thirty (30) days written notice.