Discretionary Procurement Solicitation C001004 PRF4726.pdf

KATHY HOCHUL

Governor

DRU RAI

Chief Information Officer

Discretionary Procurement No. C001004

Agency: NYS Office of Information Technology Services (ITS) Contract Number: C001004 Contract Term: 3 months post-System Go Live Project Title: Implementation & Development Services for Department of Health

(DOH) Lead Rental System Work Location: Albany, NY

EVENTS TABLE

EVENT DATE

Solicitation Release Date FRIDAY, JULY 17TH, 2026

Vendor Questions Due Date FRIDAY, JULY 31ST, 2026 by 2:30 PM EST

Responses to Vendor Questions FRIDAY, AUGUST 14TH, 2026

Proposal Due Date FRIDAY, AUGUST 28TH, 2026 by 2:30 PM EST

Procurement Lobbying Law/Restricted Period is in effect for this Solicitation Pursuant to New York Lobbying Law and State Finance Law §139-j and §139-k, communications between ITS and Bidders is restricted during the procurement process and is in effect for this procurement. Except for ITS’s designated contacts, communications with any other State staff regarding this procurement, including questions and submissions during the solicitation period, is strictly prohibited and may result in disqualification and rejection of the submission. The designated contacts for external communications are listed below:

Primary Designated Contact: Jessica Zeccardi Secondary Designated Contact: Elizabeth Conroy Email Address: its.sm.MAT.solicitations@its.ny.gov

All Responses Must Be Submitted Electronically Via E-Mail to the designated contacts listed above.

mailto:its.sm.MAT.solicitations@its.ny.gov

C001004 – Implementation & Development Srvcs for DOH Lead Rental System Page 2 of 19

TABLE OF CONTENTS

1.0 INTRODUCTION

2.0 PROJECT BACKGROUND

3.0 CONTRACT TERM

4.0 SCOPE OF WORK

4.1 General Requirements

4.2 Real Property Data Upload

4.3 Lead Hazard Inspection and Sample Result Submission

4.4 Notice

4.5 Remediation Work Plan and Enforcement

4.6 Lead Safety Certification

4.7 Audit/Compliance and Monitoring

4.8 Reports and Dashboards

4.9 Notifications and Alerts

4.10 Users and Roles Management

4.11 Login and Authentication

4.12 Integration

4.13 Accept Data Uploads

4.14 Document Management

4.15 Data Collection Needs

4.16 Business Objective

5.0 PROJECT DELIVERABLES

5.1 Project Management

5.2 Business Requirements and Iterative Development

5.3 System Design

5.4 Integration and Testing of System

5.5 QA/Testing

5.6 User Acceptance Testing (UAT)

5.7 Deployment of Production Ready System

5.8 User Training and Knowledge Transfer

5.9 Warranty/Post Go Live Support

6.0 KEY PERSONNEL STAFFING PLAN

6.1 Proposed Key Personnel

6.2 Narration for Communication Skills

C001004 – Implementation & Development Srvcs for DOH Lead Rental System Page 3 of 19

6.3 Narration for Remote Skills

6.4 Key Personnel Substitution

7.0 PROJECT SCHEDULE

8.0 MINIMUM BIDDER QUALIFICATIONS

9.0 EQUAL OPPORTUNITY AND SUPPLIER DIVERSITY REQUIREMENTS

10.0 HOW TO RESPOND

11.0 VENDOR QUESTIONS

12.0 EVALUATION PROCESS

13.0 ITS RESERVED RIGHTS

14.0 CONTRACT DOCUMENTS

Solicitation Attachments

Attachment 1 – Letter of Interest Attachment 2 – Vendor Financial Response Form Attachment 3 – Vendor Questions Form Attachment 4 – Mandatory Minimum Bidder Qualifications Form Attachment 5 – Key Personnel Staffing Plan Form

C001004 – Implementation & Development Srvcs for DOH Lead Rental System Page 4 of 19

1.0 INTRODUCTION

The New York State Office of Information Technology (ITS) is seeking proposals from qualified entities to provide the services described in this solicitation.

The purpose of this solicitation is to invite any eligible and interested entities to notify ITS of their interest by submitting Attachment 1 - Letter of Interest. To be considered responsive, proposals must be received no later than the Proposal Due Date specified in the Events Table on the first page of this announcement. Section 10.0 – HOW TO RESPOND outlines additional information and guidance for responding to this solicitation.

ITS is authorized under Section §163 of the State Finance Law to pursue this discretionary purchase without a formal competitive process in certain circumstances.

This opportunity is limited to purchases up to the discretionary buying threshold, as set forth in State Finance Law §112 and applicable to the following qualified entities:

a. NYS Certified Minority and/or Women-owned Business Enterprises (M/WBE) (Executive Law, Article 15-A)

b. NYS Certified Service-Disabled Veteran-Owned Business (SDVOB) (Veteran Services Law, Article 3)

2.0 PROJECT BACKGROUND

The New York State Office of Information Technology is announcing a Discretionary Procurement for qualified entities that can provide the services described in this solicitation document.

To address New York State Public Health Law (PHL) §1377, the New York State Department of Health (DOH) is required to develop a registry for all residential rental dwellings with two (2) or more units per building built prior to 1980, located in areas identified by DOH as Communities of Concern (25 areas).

PHL §1377 became effective November 3, 2025. The DOH needs an electronic registry to include all properties within the jurisdiction of the law and to track those properties for compliance.

The current ITS solution leverages Microsoft Dynamics Power Platform to provide a public facing portal for NYS rental property owners to registry and internal platform for DOH, Local Health Departments (LHDs) or local Code Enforcement (or other personnel) to access the registrations. ITS is seeking an automated solution for the following:

a. The Lead Rental Registry will serve as a repository for property owners to register rental properties, report lead hazard inspection findings and sample results, submit exemption requests and documentation, report remediation plans and certify their property is lead safe. Property owners must also receive information entered in the system from LHDs or local Code Enforcement (or other personnel). The group of LHDs or local Code Enforcement (or other personnel) will be referred to as LHDs below for simplicity.

C001004 – Implementation & Development Srvcs for DOH Lead Rental System Page 5 of 19

b. DOH and LHDs must have access to the system to review and approve information submitted by the property owners. Further, DOH and LHDs must have access to report information into the system and submit information to the property owners.

LHDs will use standardized forms to collect information for reporting into the system.

c. Through the standardized forms, the system must capture information collected through field inspections (rental property inspections). Inspectors use tablets, laptops and other portable devices in the field. Reporting in the system should accommodate this reporting. Property owners may also employ third party inspectors to complete inspections on their behalf. The system should accommodate document upload to support this reporting.

i. In addition, support reporting for the Childhood Lead Poisoning Primary Prevention Program allowing inspectors to report inspection information for properties inspected by DOH and LHDs (currently managed by Colnspect).

This is a future state need, and the functionality can be captured within the inspection and sample reporting feature of the system.

d. The system shall serve as a tracking tool for DOH and LHDs to monitor status at a property level and at individual rental unit levels.

e. DOH and LHDs are required to perform annual audits and will report audit findings into the registry. This system will require numerous forms and reporting functions.

f. The DOH’s Commissioner must, each year, submit a report to the Governor, Senate and Assembly describing the activity and implementation of the Public Health Law (PHL).

g. DOH must post information to Health Data NY or other public facing platform(s) to share key metrics, including the status of registrations and Lead Safety Certificates on a property and rental unit level.

C001004 – Implementation & Development Srvcs for DOH Lead Rental System Page 6 of 19

For additional details about this program, review the link below:

Childhood Lead Poisoning Prevention Link

3.0 CONTRACT TERM

The term for the contract(s) awarded in response to this Solicitation will begin upon approval by the Office of the State Comptroller (OSC) and continue for three (3) months following System Go-Live. The Contract, and any related purchase order or procurement transactions, will not be valid or binding until approved by the OSC.

4.0 SCOPE OF WORK

ITS is seeking a qualified, responsive and responsible vendor to implement a secure, low-code comprehensive digital solution for DOH’s Lead Rental Registration, using Microsoft Power Platform and integrating it with document management leveraging Dataverse and SharePoint, NY.Gov ID (NYS identity product) and Active Directory (Single Sign-On).

Implementation will include the vendor gathering detailed requirements during the discovery and planning phase in collaboration with ITS and the agency.

Phase 1 of the Lead Rental Registration went live in November of 2025. Phase 1 functionally provides property owners with a public facing portal to complete a registration.

The DOH and LHDs have the ability to log into the portal (back office) to complete and review registrations. A supplemental Phase is in development to incorporate additional features and work streams. There are three components to this supplemental Phase. The first component includes expanding DOH and LHD user abilities to create a record in the public facing portal in lieu of a property owner completing a registration. The second component is functionality to receive and approve exemption requests. This allows property owners to submit exemption requests in the public facing portal and for DOH and LHDs to approve exemptions. Developing additional functionality for auditing properties with exemption requests will be handled in Phase 2. The third component is Lead Hazard Inspection upload, reporting, review and approval. This feature accommodates inspection upload from property owners in the public facing portal as well as an alternate model of inspection upload/reporting by DOH and LHDs in the back office.

The inspection reporting results can be viewed in both the front and back office and allows for the information to be reviewed and accepted (approved). From the inspection results, Notices must be issued by the DOH and LHDs to the property owners and this feature is part of Phase 2. Phase 2 will also include enhancements in the inspection reporting features.

The Contractor shall implement a low-code Microsoft Power Platform solution that integrates with and extends the Phase 1 Lead Rental Functionality by including the following key functions and requirements:

4.1 General Requirements

a. Allow users to submit registrations and renewals, upload documents, review recommendations, approve requests, track status and correct information accordingly.

https://www.health.ny.gov/environmental/lead/lead_rental_registry.htm

C001004 – Implementation & Development Srvcs for DOH Lead Rental System Page 7 of 19

b. Perform audits and report on findings. Query abilities and export reports with key metrics. Provide forms and reporting capabilities.

c. All requirements apply to the communities of concern listed on Lead Rental Registry

4.2 Real Property Data Upload

a. Load Real Property Data for those properties not registered into the back office

(This is in lieu of a property owner completing registration).

b. Ability to process the loaded Real Property data for communities of concern to establish a property registration record in the system.

c. Allow DOH and LHDs the ability to maintain real property records and integrate into the inspection workflow.

d. Annual reconciliation of Real Property Data to capture changes to ownership, owner mailing information and property classification.

4.3 Lead Hazard Inspection and Sample Result Submission

a. Allow DOH and LHDs the ability to submit findings in a web form in addition to forms and files (complete form in system, upload form(s)/file(s) including reporting from the field on a portable device).

b. Allow DOH and LHDs access to property owner submissions.

c. Allow property owners to view and accept DOH and LHD results and findings.

d. Accommodate inspections at the property level and rental unit level.

e. Accommodate multiple inspections and sample submissions for the same property and same rental unit.

f. Ability for lead hazards to be tracked and resolved leveraging the inspection data tied to the property or rental unit.

4.4 Notice

a. Allow property owners the ability to access and accept notices.

b. Allow DOH and LHDs the ability to generate notices based on the hazards identified from the inspection and/or sample results, and for compliance violations.

c. System shall generate template notices depending on inspection and sample results with the ability for DOH and LHD to add text (open text field) to provide additional instruction to the property owner.

d. Allow DOH and LHDs to generate downloadable letters for mailing to property owners, based on pre-existing templates and customized with their respective letterheads.

e. This is applicable at a property or rental unit level and not bulk electronic notification.

4.5 Remediation Work Plan and Enforcement

(these features won’t be used in most cases)

a. Allow DOH and LHDs the ability to track work plan requests and status.

b. Allow the property owner the ability to submit a work plan [form or file(s)] for DOH and LHD review and approval.

c. Allow DOH and LHDs to accept a work plan from the property owner.

https://www.health.ny.gov/environmental/lead/lead_rental_registry/ https://www.health.ny.gov/environmental/lead/lead_rental_registry/

C001004 – Implementation & Development Srvcs for DOH Lead Rental System Page 8 of 19

d. Allow DOH and LHDs to submit a work plan to the property owner for acceptance.

e. Allow property owner to accept a work plan from DOH and LHD.

f. Allow DOH and LHDs the ability to track enforcement status.

4.6 Lead Safety Certification

a. Allow system to generate lead safety certificate customized with DOH and LHDs respective branding (headers and footers).

b. Allow system to auto-populate fields in the certificate from the inspection data.

c. Allow system to store a copy of the certificate.

d. Allow system to record final status of the certificate and issuance date.

e. Allow system to notify property owner by email that their certificate can be viewed, downloaded and printed from the public facing portal.

f. Ability for DOH and LHDs to download and print the certificate from the back office.

g. Allow DOH and LHDs to rescind a certificate and notify the property owner of the next steps.

4.7 Audit/Compliance and Monitoring

a. Allow DOH and LHDs ability to report audit (field inspection) findings in the system.

b. Allow property owners to access audit findings.

c. Allow property owners to upload supporting documentation in advance of an audit.

d. Allow system to identify properties requiring audit or properties eligible for audit.

e. Allow DOH and LHDs to identify and select properties for audit.

f. Integrate audit feature in the exemption workflow. An audit is required to accept certain types of exemptions.

4.8 Reports and Dashboards

a. Create compliance report for DOH and LHD monitoring [State (DOH) and LHD level data].

b. DOH reporting requirements include number of properties in the registry, with exemptions, inspected with lead hazards identified, with lead hazards resolved, requiring formal notice, requiring a work plan, with enforcement action pending and with enforcement action resolved. Additional reporting elements include but are not limited to the duration of time between when a lead hazard is identified (inspection date) and when the lead hazard is resolved (inspection date).

c. Create report for upload to public facing webpage (Health Data NY).

d. Allow for queries and search features within the system.

4.9 Notifications and Alerts

a. Enable system to send notifications and status updates for deadlines and activities.

b. Enable system to notify DOH and LHDs of unsatisfactory inspection and sample results.

4.10 Users and Roles Management

a. Allow creation and management of property owner information.

b. Accommodate changes in property ownership.

c. Support role-based access control to restrict form interactions.

C001004 – Implementation & Development Srvcs for DOH Lead Rental System Page 9 of 19

4.11 Login and Authentication

a. Client portal for lead rental property owners – Integrate with NY.Gov ID.

b. Back-office App (Model-Driven and/or Canvas) for internal DOH and LHD users –

Integrate with Single Sign-On (SSO).

4.12 Integration

a. Integrate document management in Microsoft Power Platform leveraging

Dataverse and SharePoint.

4.13 Accept Data Uploads

a. Ability for the system to import data files from the LHDs not using the State’s system for their reporting.

b. The data files will be submitted monthly.

c. The data files will include a subset of registration, inspection and audit information, Lead Safety Certificate status and enforcement details.

d. The data files will populate the database for reporting and dashboard purposes and measuring compliance only, not for managing processes.

4.14 Document Management

a. Enable users to upload and view documents.

Notes:

a. Local Codes or Local Subcontractors may perform the duties of LHD.

b. Accept may mean to acknowledge, approve, or certify. An accept function should also include a reject, inquire, or other options.

Specifics on NYS DOH’s lead rental registration instruction can be found at Childhood Lead Poisoning Prevention.

https://www.health.ny.gov/environmental/lead/lead_rental_registry.htm

C001004 – Implementation & Development Srvcs for DOH Lead Rental System Page 10 of 19

4.15 Data Collection Needs

a. Collection of data that is consistent with ability to aggregate for meaningful interpretation.

b. Collection of data that can be done so with uniformity and completeness.

c. Collection of data that includes data validation methods.

4.16 Business Objective

a. Provide a simplified, user-friendly avenue for the property owners to provide NYS DOH and LHDs’ required materials.

b. Offer NYS DOH and LHDs an efficient method to access, organize and track data by property and property owner.

c. Opportunity to conduct outreach as necessary to property owners.

d. Known business benefits – ease of maintenance, system reliability, data integrity, security, reduction in work hours dedicated to data cleaning and maintenance.

5.0 PROJECT DELIVERABLES

Deliverables serve as critical checkpoints in the project and are used to measure progress. The final deliverables and deliverable schedule will be defined and mutually agreed upon by the Contractor and ITS during the discovery and planning phase of the implementation. Such work products may be modified upon mutual agreement by the parties, provided that any modification is documented in writing and approved by the Agency prior to taking effect. This phase will also establish the acceptance criteria and deliverable acceptance process.

The combined total cost for deliverables 5.1 Project Management, 5.2 Business Requirements and Iterative Development and 5.3 System Design Deliverables are not to exceed 80% of project’s total cost.

The combined total cost for deliverables 5.4 Integration and Testing of System, 5.5 QA/Testing and 5.6 User Acceptance Testing (UAT) are not to exceed 15% of project’s total cost.

The combined total cost for deliverables 5.7 Deployment of Production Ready System,

5.8 User Training and Knowledge Transfer and 5.9 Warranty/Post go Live Support deliverables are not to exceed 5% of project’s total cost.

The Contractor is required to provide deliverables in the following categories while executing an Agile methodology.

5.1 Project Management

The Contractor shall provide Project Management Services to plan, coordinate, and oversee all project activities from initiation through completion including but not limited to the following deliverables:

a. Project Charter

b. Project Plan

C001004 – Implementation & Development Srvcs for DOH Lead Rental System Page 11 of 19

i. Scheduling – including tasks, timelines, deliverables and milestones

ii. Communication Plan

iii. Deliverable Management Plan

iv. Risk and Issue Tracker

c. Status Reports

5.2 Business Requirements and Iterative Development

The Contractor shall provide Business Requirements and Iterative Development services including but not limited to the following deliverables:

a. Project Scope

b. Iterative Development

i. Iterative sprints to demonstrate working solutions that validate understanding and incremental progress towards requirements fulfillment/acceptance.

a. Include User Stories that provide key functional/non-functional requirement details and business rules (i.e. field level validations).

ii. Approved Scope and Requirements

5.3 System Design

The Contractor shall provide System Design services including but not limited to the following deliverables:

a. Solution Architecture Document and Data Model

i. Authentication and Authorization Design

b. Approved Solution Architecture Document and Data Model

5.4 Integration and Testing of System

The Contractor shall provide Integration and Testing of System services including but not limited to the following deliverables:

a. Build Application and integrations

b. Unit Testing

c. System Integration Testing (SIT)

5.5 QA/Testing

The Contractor shall provide QA/Testing services including but not limited to the following deliverables:

a. Test Plan – All phases of testing, including performance and penetration testing

b. Test Scripts and Test Execution

c. Defect Tracker

d. Defect and Security Compliance Remediation

e. QA Approved Solution – with issue list, remediation plan and verified security controls

C001004 – Implementation & Development Srvcs for DOH Lead Rental System Page 12 of 19

5.6 User Acceptance Testing (UAT)

The Contractor shall provide UAT services including but not limited to the following deliverables:

a. UAT Plan

b. Test Scripts and Test Execution

c. Defect Tracker

d. User Accepted Solution – with issue list and remediation plan

5.7 Deployment of Production Ready System

The Contractor shall provide Deployment of Production Ready System services including but not limited to the following deliverables:

a. Release Readiness Checklist

i. Rollback plan

b. Live deployment in production and production-ready configuration

5.8 User Training and Knowledge Transfer

The Contractor shall provide User Training and Knowledge Transfer services including but not limited to the following deliverables:

a. Knowledge Transfer Plan and Training

b. Final Project Handoff Package

c. Successful Knowledge Transfer

5.9 Warranty/Post Go Live Support

The Contractor shall provide Warranty/Post Go Live Support services for 3 months post Go-Live including but not limited to the following deliverables:

a. Support and Maintenance Plan

b. Monitor application health

c. Secure and functional application in production

6.0 KEY PERSONNEL STAFFING PLAN

Key Personnel are considered essential to the Vendor's ability to provide the services required under this procurement successfully and must ensure the continued availability of the Key

Personnel for the duration of the Contract. The Vendor shall complete and submit Attachment 5 - Key Personnel Staffing Plan Form, identifying the qualifications of staff proposed to perform the services described in this solicitation, along with narratives describing the organization’s communication practices and remote work capabilities.

The Plan shall include, at a minimum, the following elements:

6.1 Proposed Key Personnel

The Vendor shall identify the personnel it considers to Key Personnel for the successful performance of the Contract. For each proposed key person, the vendor shall provide the individual’s name, proposed role, responsibilities under the Contract, estimated level of commitment, and a current resume. Each resume shall include the individual’s education, C001004 – Implementation & Development Srvcs for DOH Lead Rental System Page 13 of 19 employment history, relevant certifications, and experience performing work similar in scope, complexity, and responsibilities to the services required under this solicitation.

6.2 Narration for Communication Skills

The Vendor shall provide a narrative demonstrating its proven ability to conduct staff projects with personnel possessing excellent communication skills including but are not limited to:

a. Deliver highly effective Knowledge Transfer.

b. Produce thorough written documentation such as architecture diagrams, technology roadmaps, technical specifications, procedures, technical recommendations, testing results, and project management documentation, including risks, issues and schedules.

6.3 Narration for Remote Skills

The Vendor shall provide a narrative demonstrating its proven ability to support remote work and maintain high collaboration levels among project team members, evidenced by successful completion of previous remote projects.

6.4 Key Personnel Substitution

Any proposed substitution of key personnel identified in Attachment 5 – Key Personnel Staffing Plan Form, whether prior to contract award or during the term of the contract, shall require the Contractor to demonstrate that the replacement individual possesses qualifications, experience, and certifications equal to or exceeding those of the individual being replaced. The State reserves the right to review and approve or reject any proposed substitution of key personnel; such approval shall not be unreasonably withheld.

7.0 PROJECT SCHEDULE

The project schedule and timeline are determined by the State; however, it is anticipated this project should be completed within six (6) months.

8.0 MINIMUM BIDDER QUALIFICATIONS

Bidders are advised that the State’s intent is to ensure that only a responsive, responsible, qualified and reliable Vendor enters into an authorized user agreement to perform the work as defined in this document.

The State considers the following qualifications to be a pre-requisite to be considered as a qualified Bidder for purposes of the solicitation. Bidders not meeting the qualifications below will be disqualified.

Bidders must document each of the following qualifications are met on Attachment 1 – Letter of Interest.

a. Are properly licensed to conduct business in the State of New York or provide a commitment to become properly licensed to conduct business in the State of New

C001004 – Implementation & Development Srvcs for DOH Lead Rental System Page 14 of 19

York within 30 calendar days of the date of the award letter, if selected for the award.

b. Are either a NYS-Certified M/WBE or NYS-Certified SDVOB as defined above in Section 1 – Introduction.

The Bidder must document each of the following qualifications are met by submitting Attachment 4 – Mandatory Minimum Bidder Qualifications Form. The qualifications may be satisfied by one or more engagements, and multiple qualifications may be satisfied by the same engagement.

c. Minimum of five (5) years of experience successfully implementing Microsoft Power Platform with a user base of 120,000 or more.

d. Minimum of four (4) years of experience implementing solutions using Power Pages with a user base of 120,000 or more.

e. Minimum of five (5) years of experience implementing solutions using Power Apps (Back-Office App, Model-Driven and/or Canvas) with a user base of 125 or more.

f. Minimum of five (5) years of experience implementing Microsoft Power Platform in local, city or state government agencies.

g. Minimum of five (5) years of experience successfully integrating document management in Microsoft Power Platform leveraging Dataverse and SharePoint.

9.0 EQUAL OPPORTUNITY AND SUPPLIER DIVERSITY REQUIREMENTS

For the purposes of a contract for this procurement ITS has established:

a. An overall goal of 30% participation for NYS-certified minority and women-owned business Enterprises (M/WBEs), 15% for minority-owned business enterprises (MBE) participation, and 15% for women-owned business enterprises (WBE) participation (based on the current availability of qualified MBEs and WBEs); and

b. An overall goal of 6% for NYS-certified service-disabled veteran-owned businesses (SDVOBs).

Refer to Appendix C-2 – ITS Equal Opportunity and Supplier Diversity for further information.

10.0 HOW TO RESPOND

To be considered responsive, interested parties should complete and submit all required documents by email in conformance with the format and content requirements as detailed in this Section along with a Statement of Work. The subject line of the email submission of your response should include the following information: Discretionary Procurement #C001004 – Vendor Name. Additionally, the vendor’s name should be in the body of the email and in the file names of the attached documents to ensure the submission is processed efficiently. Early submissions are encouraged, and late responses may be subject to rejection.

C001004 – Implementation & Development Srvcs for DOH Lead Rental System Page 15 of 19

No extraneous terms shall be incorporated into the ITS Agreement unless expressly accepted by ITS in writing. Acceptance and/or processing of a Bid shall not constitute acceptance of extraneous terms.

All proposals should be submitted as deliverable based with estimated timeframe for each deliverable.

Proposals must be emailed to its.sm.MAT.Solicitations@its.ny.gov by the Proposal Due Date specified in the Events Table on the first page of this announcement. All files submitted must be able to be opened and reviewed without requiring additional credentials. Materials that are password-protected, encrypted, or otherwise restricted may be considered non-responsive and may result in the proposal being disqualified. A response that does not provide all information requested may be subject to rejection.

A complete response includes the following required documents:

Attachment 1 – Letter of Interest – Must be completed in its entirety, signed by an authorized representative, and accompanied by a copy of the bidder’s Certification document from New York State that identifies the vendor as a NYS-certified SDVOB, or NYS Certified M/WBE. Missing information may be considered non-responsive and may result in the proposal being disqualified.

Attachment 2 – Vendor Financial Response Form – Provide the total cost and timeline for each deliverable. The fee(s) must be inclusive of all proposed labor, equipment, materials, supplies, travel, administration, delivery, profit and other ancillary cost. Any deviations, alterations, qualifiers, ranges, etc., included in the financial proposal worksheet may result in the Bid being rejected.

Attachment 4 – Mandatory Minimum Bidder Qualifications Form

Attachment 5 – Key Personnel Staffing Plan Form

Additional Documentation – Upon request by ITS, additional documents may be required to be completed as part of the contract development process. Information regarding these documents will be provided by ITS during the evaluation phase, and the documents include, but are not limited to the following:

a. New York State Required Certifications (nys-its-required-forms.pdf)

b. Confidentiality and Non-Disclosure Agreement

c. AC 3271-S Consultant Services Contractors Planned Employment Form

d. Vendor Responsibility Questionnaire (Proof of online VendRep certification)

e. Proof of Workers’ Compensation Insurance (if applicable)

f. Proof of Disability Benefits Coverage (if applicable)

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

h. Equal Employment Opportunity (EEO) Staffing Plan

i. MWBE Utilization Plan Form (if applicable) mailto:its.sm.MAT.Solicitations@its.ny.gov https://its.ny.gov/system/files/documents/2025/11/nys-its-required-forms.pdf https://its.ny.gov/non-disclosure-agreement-forms https://www.osc.ny.gov/files/state-agencies/2017-11/agency-form-ac3271s.doc http://www.osc.state.ny.us/vendrep/index.htm 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 https://its.ny.gov/eeo-staffing-plan-eeo-100 https://its.ny.gov/mwbe-utilization-plan-mwbe-100

C001004 – Implementation & Development Srvcs for DOH Lead Rental System Page 16 of 19

j. Service-Disabled Veteran-Owned Business Utilization Plan (if applicable)

k. MWBE and/or SDVOB Quarterly Compliance Reports (Required during contract term)

l. EEO and MWBE Policy Statement

11.0 VENDOR QUESTIONS

Vendor questions should be submitted on Attachment 3 – Vendor Questions Form, via email to its.sm.MAT.Solicitations@its.ny.gov by the Vendor Questions Due Date listed in the Events Table on the first page of this solicitation. The subject line must include the following information: Discretionary Procurement C001004, including the Vendor’s Legal Name. Questions received after this time may not be addressed at the discretion of ITS.

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

12.0 EVALUATION PROCESS

All Bid Responses received in a timely manner will be reviewed to determine if they meet the Bid Response submission requirements. After the Bid Response opening, each Bid Response will be screened for completeness and conformance with the Discretionary Procurement requirements. Bid Responses that do not meet Discretionary Procurement requirements may be deemed non-responsive, removed from further consideration and the Contractor notified accordingly.

The Bid Response Completeness Review is evaluated on a Pass/Fail basis and will determine if Bidders have met all participation and submission requirements of this Discretionary Procurement, such as providing mandatory compliance-related documents.

ITS may require additional information from an organization before deciding whether the interested organization is eligible and can supply the requested goods or services. If ITS requests additional information, it must be provided within five (5) business days from the date of request or as otherwise directed in the request. Failure to provide the requested information within five (5) business days may result in your company being found non-responsive and no longer considered for an award.

An Award will be made to the responsive and responsible Bidder that best meets the programmatic needs. Awards are contingent upon the Vendor 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 Prohibited Vendors List. 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 by phone at (866)370-4672 or (518)408-4672 or by email at: ITServiceDesk@osc.ny.gov.

https://its.ny.gov/system/files/documents/2025/10/sdvob-utilization-plan_0.pdf https://its.ny.gov/system/files/documents/2022/09/mwbe_102_quarterly_compliance_report_1.pdf https://its.ny.gov/system/files/documents/2025/10/eeo-and-mwbe-policy-statement.pdf mailto:its.sm.MAT.Solicitations@its.ny.gov mailto:ITServiceDesk@osc.ny.gov

C001004 – Implementation & Development Srvcs for DOH Lead Rental System Page 17 of 19

13.0 ITS RESERVED RIGHTS

a. ITS 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.

b. ITS reserves the right to conduct contract negotiations with the next responsible Contractor should ITS be unsuccessful in negotiating with the first tentative awardee.

c. ITS reserves the right to establish evaluation criteria, evaluate bids and award contracts based on these criteria.

d. ITS reserves the right to modify the requirements of this procurement and

Solicitation and to modify, correct and clarify requirements at any time provided modifications would not materially benefit or disadvantage the Contractor.

e. ITS reserves the right to eliminate any requirement of this Solicitation in the event no Contractor can meet it.

f. ITS reserves the right to make an award under this Solicitation in whole or in part.

g. Reject any and all proposals received in response to this Solicitation opportunity.

h. ITS reserves the right to request a Best and Final Offer from any or all Contractors.

i. ITS reserves the right to employ other consultants and contractors in connection with its responsibilities and functions. In that event, the Contractor will, as directed by ITS, cooperate and work in harmony with such consultants and contractors.

j. The relationship of the Contractor to ITS shall be that of an independent contractor.

In accordance with such status as an independent contractor, the Contractor covenants and agrees to act consistent with such status: to neither hold itself out as, nor claim to be, an officer or employee of ITS or the State by reason hereof;

and not to, by reason hereof, make any claim, demand, or application to or for any right or privilege applicable to an officer or employee of ITS or the State, including but not limited to workers’ compensation coverage, unemployment insurance benefits, social security coverage, or retirement membership credit.

k. The Contractor specifically represents, agrees, and warrants that its members, officers, employees, agents, servants, consultants, shareholders, and subcontractors have and shall possess the experience, knowledge, and character necessary to qualify them individually for the particular duties and services performed hereunder.

l. This Solicitation is intended to secure the professional services of the Contractor because of its ability and shall not be assigned, conveyed, transferred, or disposed of by the Contractor.

m. ITS has an absolute right and discretion to approve or disapprove any proposed staff and changes in staff. The Contractor shall notify ITS of any proposed changes in staff immediately. ITS, in each instance, will be provided with a summary of experience of the proposed substitute and an opportunity to interview that person, prior to giving their approval or disapproval. Any substitute staff provided by Contractor shall have equal or better qualifications than staff being replaced.

Approval of proposed staff or changes shall not be unreasonably withheld.

n. The Contractor shall be fully responsible for performance of work by its staff and by its subcontractor’s staff and ITS reserves the right to request removal of any Contractor staff or subcontractor staff if, in ITS’s discretion, such staff is not

C001004 – Implementation & Development Srvcs for DOH Lead Rental System Page 18 of 19 performing in accordance with this Solicitation.

o. The Contractor agrees not to subcontract any of its services without the prior written approval of ITS. Approval shall not be unreasonably withheld upon receipt of written request to subcontract.

p. ITS considers the Contractor the sole contractor regarding all provisions of the solicitation and the agreement resulting from the solicitation. When bidding, any known planned use of subcontractors must be disclosed in detail with bid submission. If subcontractors are to be used, it shall be understood that the bid price includes the cost of the subcontractor, and no additional markups will be allowed. The total of all subcontractor work during the term of the Agreement, exclusive of MWBE or SDVOB subcontracted work as established in the approved utilization plan, shall not exceed 15% of the total contract value.

q. No subcontract entered by the Contractor shall relieve the Contractor of any liabilities or obligations in this Solicitation or the resultant agreement. The Contractor accepts full responsibility for the actions of any employee or subcontractor/subcontractor’s employee(s) who carry out any of the provisions of any contract resulting from this Solicitation.

r. The Contractor’s use of subcontractors shall not diminish the Contractor’s obligations to complete the work in accordance with the Agreement. The Contractor shall coordinate and control the work of the subcontractors.

s. The Contractor shall be responsible for informing the subcontractors of all terms, conditions, and requirements of the contract documents.

t. During the term of the Agreement, before any part of the Agreement shall be sublet, the Contractor shall submit to the NYS Chief Information Officer, or their designee, Empire State Plaza, PO Box 2062, Albany, NY 12220-0062 in writing, the name of each proposed subcontractor and obtain written consent to such subcontractor.

The names shall be submitted in ample time to permit acceptance or rejection of each proposed subcontractor without causing delay in the work of the Agreement.

The Contractor shall promptly furnish such information as the State may require concerning the proposed subcontractor's ability and qualifications.

u. ITS upon award shall designate program staff as its representatives, and/or designee(s). Such representatives shall request, oversee, supervise, and accept performance of services provided by the Contractor and shall receive any required submissions. Whenever an Agreement action is to be taken or approval for services given by ITS, such action or approval may be given only by the representatives designated pursuant to this Section. All Notices under this Solicitation shall be directed to the representatives identified, or their designees. ITS may on written notice designate other individuals as its representatives.

v. The Contractor hereby covenants and represents that there is and shall be no actual or potential conflict of interest that could prevent the Contractor’s satisfactory or ethical performance of duties required to be performed pursuant to the terms of this Agreement., the State’s Public Officers Law, and 45 CFR parts

75.112 and 75.327(b)&(c). The Contractor shall have a duty to notify ITS immediately of any such actual or potential conflicts of interest. ITS and the Contractor recognize that conflicts may occur in the future because the Contractor may have existing or establish new relationships. ITS will review the nature of any

C001004 – Implementation & Development Srvcs for DOH Lead Rental System Page 19 of 19 relationships and reserves the right to terminate this Agreement for any reason, or for cause, if, in the judgment of ITS, a real or potential conflict of interest cannot be cured.

w. Contractor and its employees must comply with the requirements of §73 and §74 of the Public Officers Law, other State codes, rules, regulations, and any executive orders establishing ethical standards for the conduct of business with New York State. In signing the Agreement, the Contractor certifies and warrants full compliance with those provisions for any present or future dealings, transactions, contracts, services, offers, relations, etc., involving New York State and/or its employees. Failure to comply may result in disqualification from bidding processes, termination of the Agreement, and/or other civil or criminal proceedings as required by law.

14.0 CONTRACT DOCUMENTS

By submitting a response to this solicitation, the respondent agrees with all terms and conditions included in the following documents which are contained in the Appendices listed below. Any inconsistency in the Solicitation or resulting Contract will be resolved by giving precedence to the documents in the following order:

a. Appendix A – Standard Clauses for New York State Contracts (June 2023)

b. The resulting contract document

c. Appendix C – Standard Clauses for ITS Contracts (April 2025),

d. Appendix C-1 – Insurance Requirements for ITS Contracts (January 2024),

e. Appendix C-2 – Equal Employment and Supplier D/diversity Requirements for

ITS Contracts (February 2024), and

f. Appendix C-AI – Standard Clauses for AI Purchases (April 2025)

g. Appendix D – Privacy Security and Privacy Mandates (attached to solicitation documents)

h. ITS Procurement Announcement (this document)

i. Contractor’s Proposal to Discretionary Procurement C001004.

https://its.ny.gov/appendix-standard-clauses-new-york-state-contracts https://its.ny.gov/appendix-c-standard-clauses-its-contracts https://its.ny.gov/appendix-c-1-insurance-requirements-its-contracts https://its.ny.gov/appendix-c-2-equal-employment-and-supplier-diversity-requirements-its-contracts https://its.ny.gov/appendix-c-2-equal-employment-and-supplier-diversity-requirements-its-contracts https://its.ny.gov/appendix-c-ai-standard-clauses-ai-purchases