DISC 1245 Barbering Services at MacCormick FINAL.pdf

DISC 1245 Barbering Services at MacCormick Secure Center

Title: Discretionary Opportunity (DISC) 1245 Barbering Services at MacCormick Secure Center

Agency: Children & Family Services, NYS Office of Bureau of Contract Management

Contract term: Three years with two optional one-year renewals for a maximum of 5 years beginning on 7/1/2026, or upon OSC approval, whichever is later

Date of issue: 5/6/2026

Due date/time: 6/5/2026 by 4:00 PM Eastern Time

Location: 300 South Road, Brooktondale, NY 14817

Counties: Tompkins

Background

The New York State Office of Children & Family Services (OCFS) announces a Discretionary Opportunity (DISC) for qualified entities to provide barbering services to youths at MacCormick Secure. OCFS is required to provide basic health, educational, and other needs to at-risk youth placed in OCFS custody.

MacCormick Secure Center for Boys is located at 300 South Road, Brooktondale, NY 14817. The facility is situated in Shindagin Hollow State Forest, approximately 15 miles east of the City of Ithaca. Youth are housed in three units connected to central classrooms and a dining/kitchen area. Each unit has a large communal area with individual bedrooms.

The youth served at MacCormick are male juvenile offenders who, while under the age of 16, committed certain violent felonies and were convicted and sentenced in adult criminal court. Depending on the sentence, these youth may remain in OCFS custody up to 21 years of age.

MacCormick Secure Center is currently seeking applicants that possess a valid New York State Barbering License (Master Barber preferred) to provide barbering services to approximately fifty (50) youth monthly. Applicants must agree to provide all tools, materials, and supplies necessary to provide barbering services. MacCormick Secure Center will supply one (1) barbering chair. Please refer to the Scope of Work and Eligibility sections for additional information.

OCFS intends to select one (1) contractor based on the criteria outlined in this announcement.

The purpose of this solicitation is to invite any eligible and interested entities to inform OCFS by submitting a Letter of Interest (LOI). To be considered responsive, your organization’s LOI should be received no later than the deadline specified on the first page of this announcement. Please see the How to Respond section for additional information and submission requirements.

This opportunity is authorized under Section 163 of State Finance Law as a discretionary purchase. OCFS intends to contract pursuant to its discretionary purchasing authority under State Finance Law Section 163(6), which authorizes purchases without a formal competitive process in certain circumstances. This funding opportunity is limited to purchases up to the discretionary buying threshold from respondent organizations qualified as:

• NYS certified Minority-and/or Women-owned Business Enterprise (MWBE)

• NYS certified Service-Disabled Veteran-Owned Business (SDVOB)

• NYS Small Business Enterprise (SBE)

NYS-certified MWBE and SDVOB are qualified pursuant to Article 15-A of State Executive Law and Article 3 of Veterans’ Services Law. In accordance with Section 160(8) of State Finance Law and Article 4-B of Economic Development Law, a NYS small business resides in New York State, independently owned and operated, not dominant in its field, and employs 100 or less persons.

Respondents that are certified and/or qualify as a small business, MWBE or SDVOB should complete, sign, and submit the Attachment 3 – Affirmation of Business Status provided with this solicitation.

Scope of Work

As a contracted barber at MacCormick Secure Center, the expectation is to provide haircuts to all eligible youth. Haircut services provided would include standard and specialty haircuts, as approved by facility staff (i.e. skin fades, skin tapers, and line-up’s).

All haircuts must be in accordance with OCFS rules and policies. Certain services are prohibited, including but not limited to hair designs, eyebrow slashes, or any artistic or cosmetic alterations beyond basic grooming. Beard and facial hair removals may be offered, subject to facility approval and additional compensation, which are anticipated to be requested by the youth and paid through their account in the facility’s resident withdrawal financial system. Such haircuts must be completed in the visitation room where the barber chair is located.

Haircuts must be provided to all eligible youth monthly. Equipment and supplies must be brought into the facility by the contracted barber only for the duration of services and removed from the facility at the end of each service day; no equipment or supplies will be stored at MacCormick Secure Center.

All services rendered must be fully documented in receipt fashion (i.e. name of services rendered, date of each service, and cost of each service) to enable precise record keeping, tracking of costs, and accurate billing.

Services must be rendered at times mutually agreed upon with the Facility Director or designee, as it is necessary for the haircuts to occur at a logical time that fits into the facility schedule. The contractor must comply with established facility security, https://www.nysenate.gov/legislation/laws/STF/163 https://www.nysenate.gov/legislation/laws/EXC/A15-A https://www.nysenate.gov/legislation/laws/EXC/A15-A https://www.nysenate.gov/legislation/laws/VET/A3 https://www.nysenate.gov/legislation/laws/STF/160 https://www.nysenate.gov/legislation/laws/STF/160 https://www.nysenate.gov/legislation/laws/COM/A4-B confidentiality, and other procedures and must be available on a day/time convenient to the facility (e.g., non-school days and/or after-school hours to provide services) which will be subject to change.

The contractor will provide haircuts to all eligible residents once during a 30-day period, with no more than one haircut per resident per month. This is estimated to be about 50 haircuts per month, but quantity is not guaranteed. The anticipated quantities are estimates, and payments will be based on the actual number of haircuts provided.

The amount of time needed to complete this service may vary from month to month, based on the number of youth needing/requesting haircuts.

The result of each haircut and beard/facial hair removal must be found satisfactory by the youth and facility staff, as applicable, to ensure reasonable quality of service is being provided. Completed services deemed by OCFS to be unsatisfactory will be discussed with the contractor and might not be reimbursed, at the sole discretion of

OCFS.

Applicants may not subcontract any component of the scope of work.

Eligibility Criteria

Interested parties who meet the following criteria are eligible to respond:

• Agree to provide the services outlined in the Scope of Work section.

• Licensed to do business in the state of New York, or agree to become licensed in the state of New York, if selected for award.

• Be one of the following NYS-certified entity types:

• Minority-and/or Women-owned Business Enterprise (MWBE)

• Service-Disabled Veteran-Owned Business (SDVOB)

• Small Business Enterprise (SBE)

• Have a minimum of three (3) years of experience providing barbering services to individuals.

• Possess a valid NYS Barbering License.

• Provide three (3) professional references, one of which must have been received within the past 12 months, using Attachment 4 – References.

Preferred Qualifications:

Preference may be given to interested parties that possess the following:

• Have experience providing barbering services to youth ages 12-21.

• Possess a valid NYS Master Barber License.

Funding Details

Payments will be made on a per-service basis as follows:

• Per haircut (one price to include standard and approved specialty cuts)

• Per beard trim or facial hair removal (if approved and provided)

No reimbursement will be provided for travel time, mileage, or any other expenses. The bid rates submitted on your Attachment 1 – Letter of Interest must include all overhead and ancillary costs necessary to perform the services identified in the Scope of Work section.

Funding for this project may be subject to change and is contingent upon the availability of funds in the state and/or federal budgets

Payments will be made monthly, following submission and approval of a proper invoice/claim by the contractor, as directed by OCFS and in accordance with the Appendix C-1 of the resulting contract.

Term of Contract

Contract(s) awarded in response to this solicitation are anticipated to be for 3 years, with up to two 1-year annual renewals, for a maximum contract term of up to 5 years. The anticipated start date is July 1, 2026, or upon execution by the New York State Office of the State Comptroller, whichever is later. Funding is anticipated to be available for the first year of the contract. The award of a contract does not guarantee funding will be available for subsequent years. Contractors may not begin providing services before the contract start date; OCFS has no obligation to pay for services rendered before the New York State Office of the State Comptroller and the Office of the Attorney General approve the contract. Additional approvals might be required by the Department of Civil Service and the Commission on Ethics in Lobbying and Government prior to contract execution.

How to Respond

To be considered responsive, interested parties should complete and submit all required documents in conformance with the format and content requirements as explained in this document. A response that does not provide all the information requested may be subject to rejection. The response should contain sufficient information to assure OCFS of its accuracy. The information provided should, wherever possible, verify your organization meets the requirements in the Eligibility Criteria section of this solicitation.

Responses must be emailed to funding@ocfs.ny.gov and should be received by the due date and time specified on the first page of this announcement.

Interested parties should complete and provide the following documents:

• Attachment 1 – Letter of Interest

• Attachment 2 – Submission Checklist

• Attachment 3 – Affirmation of Business Status

• Attachment 4 – References

• Proof of valid NYS Barbering License and Master Barber License necessary

Additionally, the following documents should also be completed and provided in the bid, otherwise they may be required to be completed and submitted later in the process:

mailto:funding@ocfs.ny.gov

• NYS Required Forms o Non-Collusive Bidding Certification o NYS Required Certifications Identifying Data o Offerer’s Certification of Adherence to Executive Order 177 o Offerer’s Certification of Adherence to New York State Finance Law o Sexual Harassment Prevention Certification Form o Freedom Of Information Law Redaction Request o Offerer’s Certification of Adherence to Executive Order No. 16 o Offerer Assurance of No Conflict of Interest or Detrimental Effect o Gender-Based Violence and the Workplace Certification

• Vendor Responsibility Questionnaire (or proof of online VendRep certification)

• OCFS-3460, MWBE Equal Employment Opportunity (EEO) Policy Statement Form

• OCFS-4821, CMS User Authorization

• OCFS-4715, Confidentiality Non-Disclosure Agreement

• OCFS-4716, Contractor Employee and Volunteer Background Certification

OCFS reserves the right to require the provision of these forms prior to making an award.

Failure to provide required forms may result in your response being disqualified from consideration. If requested, forms should be provided to OCFS within 5 business days.

The subject line of the email submission of your response should include the following information: DISC 1245 Barbering Services at MacCormick Secure Center.

Additionally, please clearly identify the vendor’s name in the body of the email and in the file names of attached documents to ensure your submission is processed efficiently.

Early submissions are encouraged, as late responses may be subject to rejection.

Please limit your Letter of Interest to a maximum of 4 page(s), Arial 12-point font, single line spacing and one-inch margins. Attachment 1 – Letter of Interest is provided for your reference.

Email delivery or read receipts are recommended. OCFS will provide a confirmation email that the submission has been received. Bidders are responsible for contacting OCFS prior to the deadline if confirmation has not been received. OCFS will not be liable for any costs incurred by interested parties in the preparation of documents submitted in response to this solicitation. Vendors may modify or withdraw, in writing, the content of any submission at any time prior to the due date and time specified on page one of this announcement.

Questions

Questions should be submitted via email to funding@ocfs.ny.gov prior to the due date and time specified on the first page of this announcement. The subject line should include the following information: DISC 1245 Barbering Services at MacCormick Secure Center. Please submit your question(s) with adequate time for response. OCFS recommends allowing at least five business days. Late questions may not be addressed.

Under the requirement of the Procurement Lobbying Act, all communications regarding advertised projects are to be channeled only through the primary contact identified herein.

https://ocfs.ny.gov/forms/nys/NYS-Required-Forms-2025.pdf https://www.osc.state.ny.us/state-vendors/vendrep/vendor-responsibility-forms https://ocfs.ny.gov/main/Forms/Contracts/OCFS-3460.docx https://ocfs.ny.gov/main/Forms/Contracts/OCFS-3460.docx https://ocfs.ny.gov/forms/omtv/OCFS-4821.docx https://ocfs.ny.gov/forms/ocfs/OCFS-4715.pdf https://ocfs.ny.gov/main/Forms/Contracts/OCFS-4716%20Contractor%20Employee%20Background%20Certification.dot

Evaluation Process

An internal review by OCFS will confirm eligibility. This solicitation is not a guarantee or promise of funding. Available funding to support this initiative will be limited to the amount(s) appropriated in the enacted budget for this purpose and will be awarded among those interested organizations who are deemed to meet the eligibility requirements and are determined by OCFS to be suited for the program.

OCFS may require additional information from an organization before deciding whether the interested organization is eligible and can supply the requested commodities or services. If OCFS requests additional information, it must be provided within five business days from request or as otherwise directed in the request.

Upon determination of eligibility, OCFS will notify eligible organizations of their status and the proposed award amount (if any). OCFS will also request a work plan and budget with justifications in addition to other completed documents necessary to develop contracts.

OCFS reserves the right to conduct a reference check at any time during this process.

Awards might be contingent upon NYS Department of Civil Service approval, if services are being provided by an individual, and contingent upon NYS Commission on Ethics in Lobbying and Government approval, if the individual providing services is a current or past employee of New York State.

Awards are contingent upon vendors maintaining and certifying a Vendor Responsibility Questionnaire through the New York State VendRep System. Vendors must be found responsible and cannot be listed on the OGS non-responsible entities list or DOL database of debarred entities. Vendors must provide their New York State vendor identification number when enrolling. To request a vendor identification number or for direct VendRep System user assistance, contact the OSC Help Desk at 866-370-4672 or 518-408-4672, or by email at itservicedesk@osc.ny.gov.

OCFS Reserved Rights

OCFS reserves the right to withdraw, amend, or postpone this solicitation, without notice and without liability, to any applicant or other party, and may exercise these rights at any time. In addition, OCFS reserves the right to:

• place a monetary cap on the funding amount made in each contract award;

• change any of the schedule dates stated in the solicitation;

• make an award under this solicitation in whole or in part;

• disqualify any applicant whose conduct and/or response fails to conform to the requirements of this solicitation;

• reject any response if, in the sole discretion of OCFS, it determines the applicant is not a responsible vendor;

• request all applicants who submitted responses to present supplemental information clarifying their proposals either in writing or by formal presentation;

• direct all organizations who submitted responses to prepare modifications addressing https://www.osc.ny.gov/state-vendors/vendrep/vendrep-system https://www.osc.ny.gov/state-vendors/vendrep/vendrep-system https://ogs.ny.gov/debarred-and-non-responsible-entities https://apps.labor.ny.gov/EDList/searchPage.do https://apps.labor.ny.gov/EDList/searchPage.do mailto:itservicedesk@osc.ny.gov solicitation amendments;

• make funding decisions that address and maximize compliance with the outcomes identified in this solicitation;

• fund only one portion, or selected activities, of the selected applicant’s response and/or adopt all or part of the selected applicant’s response based on federal and state requirements;

• eliminate any solicitation requirements unmet by all applicants, upon notice to all parties that submitted responses;

• waive procedural technicalities, or modify minor irregularities, in responses received, after notification to the applicant involved;

• correct any arithmetic errors in any proposal, or make typographical corrections to responses, with the concurrence of the applicant;

• negotiate with the eligible applicant(s) prior to contract award;

• require that all responses be held valid for a minimum of 365 days from the closing date for receipt of applications, unless otherwise expressly provided for in writing;

• fund any or all of the responses received in response to this solicitation. However, issuance of this solicitation does not commit OCFS to fund any proposals. OCFS can reject any proposals submitted;

• use the responses submitted in response to this solicitation as part of an approved contract. At the time of contract development, awardees may be asked to provide additional budget and program information for the final contract;

• utilize any and all ideas submitted in the responses received where an award is ultimately made;

• make inquiries of third parties, including but not limited to applicant’s references, regarding the applicant’s experience or other matters deemed relevant by OCFS. By submitting a response to this solicitation, the applicant gives its consent to any inquiry made by OCFS; and

• where applicable, require contractors to participate in a formal evaluation of the program to be developed by OCFS. Contractors may be required to collect data for these purposes. The evaluation design will maintain participants’ confidentiality and recognize practical constraints of collecting this kind of information; and

• when applicable, consider statewide distribution and regional distribution within New York City, including borough distribution methodology, in evaluating proposals; and

• reject any extraneous terms, alternate activities/work to be performed, added conditions, or exceptions stated by applicants within their response. This includes, but is not limited to, proposed changes to the standard terms and conditions of the resulting contract(s).

Contract Documents

By submitting a response to this solicitation, the respondent agrees with all terms and conditions of the State of New York Contract for Grants Standard Terms and Conditions and/or Standard Clauses for all OCFS Contracts. Please review the sample contract templates provided here: https://ocfs.ny.gov/main/contracts/samples.php.

https://ocfs.ny.gov/main/contracts/samples.php

The contract documents consist of the following:

1. Face Page

2. Signatory Page

3. OCFS Agreement

4. Appendix A: Standard Clauses for NYS Contracts

5. Appendix A-1: Standard Clauses for all OCFS Contracts

6. Appendix A-2: Program-Specific Clauses

7. Appendix A-3: Federal Assurances and Certifications & Federal Fund Vendor

Determination (when applicable)

8. Appendix B: Budget

9. Appendix C: Payment and Reporting Terms and Conditions

10. Appendix D: Work Plan

11. Appendix HIPPA (when applicable)

12. Appendix MWBE Minority- and Women-owned Business Enterprises

13. Appendix E: Notice of Grant Award, if federally funded

14. Appendix X: Modification Agreement

The following documents may be required during the contract development process:

• Proof of Workers’ Compensation Insurance (if applicable)

• Proof of Disability Benefits Coverage (if applicable)

• ST-220-CA Contractor Certification to Covered Agency (if applicable)

• OCFS-4631, MWBE Utilization Plan Form (if applicable)

• OCFS-4629, Project Staffing Plan Form

• SDVOB 100, Service-Disabled Veteran-Owned Business Utilization Plan (if applicable)

• OCFS-4441, MWBE Quarterly Report Form (Required during contract term. See Attachment MWBE/Appendix MWBE for more information.)

Contact Information

Primary contact:

Director of Contracts Office of Children & Family Services 52 Washington Street Room 202S – Procurement Unit Rensselaer, NY 12144 funding@ocfs.ny.gov

Submit to contact:

Director of Contracts Office of Children & Family Services 52 Washington Street Room 202S – Procurement Unit Rensselaer, NY 12144 funding@ocfs.ny.gov http://www.wcb.ny.gov/content/main/forms/AllForms.jsp http://www.wcb.ny.gov/content/main/forms/AllForms.jsp https://www.tax.ny.gov/pdf/current_forms/st/st220ca_fill_in.pdf http://ocfs.ny.gov/main/Forms/Contracts/OCFS-4631%20M-WBE%20Utilization%20Plan%20Form.dot https://ocfs.ny.gov/forms/ocfs/OCFS-4629.docx https://ogs.ny.gov/sdvob-100-utilization-plan http://ocfs.ny.gov/main/Forms/Contracts/OCFS-4631%20M-WBE%20Utilization%20Plan%20Form.dot https://ocfs.ny.gov/main/contracts/docs/mwbe/MWBE-Attachment.pdf http://ocfs.ny.gov/main/bcm/MWBE-Appendix.pdf

Attachments

Please see the following attachments to this announcement, which are available on the New York State Contract Reporter website at https://www.nyscr.ny.gov or the OCFS website at https://ocfs.ny.gov/main/contracts/funding/.

• Attachment 1 – Letter of Interest*

• Attachment 2 – Submission Checklist*

• Attachment 3 – Affirmation of Business Status*

• Attachment 4 – References*

* Attachments marked with an asterisk must be completed and included with your response submission.

https://www.nyscr.ny.gov/ https://ocfs.ny.gov/main/contracts/funding/