HAB RFA 2026 - Amendment 6.29.26.pdf

DEC HAB Research Grant Program 2026

GUIDELINES AND BID INSTRUCTIONS

New York State

Department of Environmental

Conservation Division of Water

Harmful Algal Bloom Research Grant Program

NYS SFS Grants Management Bid Event ID No.:

HAB 2026

Amendment 1 - 5/26/2026

Amendment 2 - 6/29/2026 Apply through the SFS Vendor Portal

Bid Due Date: September 15th 2026 3:00 pm ET

Timetable of Key Events:

Bid Period Begins May 7th, 2026 Webinar May 27th 2026 2:00 pm ET Question & Answer Period Ends August 14th 2026 Bids Due September 15th 2026 3:00 pm ET Award(s) Announced By (anticipated) October 31st 2026 https://esupplier.sfs.ny.gov/psc/fscm/SUPPLIER/ERP/c/NUI_FRAMEWORK.PT_LANDINGPAGE.GBL?&

Table of Contents

Contents

1. Grant Information

2. Eligible Bidders

3. Inquiries, Designated Contact Information, and Webinar Information

4. Bid Submission

5. Grant Opportunity General Information and Conditions

a. Grant Bid Requirements and Conditions

b. Expenditure Based Budget

c. Match Requirement and Expenditures

d. Work Plan

e. Debriefing Request

f. Protest Procedure

g. Department of Environmental Conservation Oversight

h. Sexual Harassment Prevention Certification

i. Executive Order 16

j. Gender-Based Violence and the Workplace Certification Form………………………………..……..12

6. Bidder Evaluation, Scoring and Selection

7. Method of Award

8. Grant Program Payment

9. Eligible and Ineligible Expenditures

10. Grant Program Reporting

11. What to Expect If You Receive an Award

Appendix A: Evaluation and Scoring Criteria

Appendix B: Sexual Harassment Prevention Certification Form

Appendix C: Gender-Based Violence and the Workplace Certification Form

Appendix D: Executive Order 16

Amendment 1 is a change in the designated contact email address found on page 5

Amendment 2 Clarifies multiple bids per SFS ID. See page 4

1. Grant Information

The New York State Department of Environmental Conservation (DEC) is pleased to announce funding for projects that will implement objectives of the DEC HAB Roadmap and the DEC HABs

Research Guide.

a) Funding

Approximately $2,500,000 is available for the New York State DEC Harmful Algal Bloom (HAB) Research Grant Program. Funding for this grant opportunity is provided from the Environmental Protection Fund. There is a 10% match requirement for this grant opportunity.

b) Nature of Projects to be Funded

The DEC HAB Research Grant Program is intended to support research projects that may range in structure from small, targeted laboratory or field studies by individual investigators or small teams, to regional-scale studies involving larger teams of investigators that will conduct multi-disciplinary projects. The projects must specifically address at least one of the focus area topics identified within the DEC HABs Research Guide. DEC has identified the following as priority topics for funding (see the guide for more detail about each topic):

Focus Area Topic

Prevention and Mitigation In-lake mitigation strategies Watershed nutrient control strategies

Causes of HABs

Nutrient sources and dynamics Climate change HABs in oligotrophic lakes Food web dynamics Mechanisms of cyanotoxin production HAB Paleolimnology

Monitoring and Modeling HAB predictive modeling Watershed Management

Communication, Engagement, and Outreach

Communication methods

c) Proposed Project Timeframes

All projects must have defined objectives, tasks, and deliverables accounted for in performance measures that can be completed and invoiced within a three-year contract term. Costs outside of the contract period/term are ineligible. State of New York Contract for Grants must be fully approved by DEC, and if applicable, approved by the Attorney General and the State

Comptroller. Time extensions beyond the contract term end date (no cost time extensions will be considered) will be determined by DEC based upon written justification from the Bidder.

However, bidders should not submit a bid if they do not anticipate their project can be completed within the specified contract term.

d) Minimum and Maximum Award Amounts

Minimum grant amount is $250,000; Maximum grant amount is $750,000.

https://dec.ny.gov/sites/default/files/2026-03/HABroadmap.pdf https://dec.ny.gov/sites/default/files/2026-02/HABsResearchGuide.pdf https://dec.ny.gov/sites/default/files/2026-02/HABsResearchGuide.pdf

e) Bid Limit/Award limit

Bidders may apply as a “Lead” on only one application but may be listed as collaborators on no more than two additional applications. Bidders are eligible to receive a grant award as a “Lead” in this grant round on only one grant award.

Large entities with multiple locations, sharing a SFS ID, may apply as a “Lead” on one application per campus/location but may be listed as collaborators on no more than two additional applications per campus/location.

f) Eligible Project Locations

Eligible projects for grant funding must be located within New York State and describe how the project objectives and results will benefit New York State. Documentation must include a map or other statement of geographic extent.

2. Eligible Bidders

For the purposes of this grant program, the following entities are considered eligible bidders:

Governmental entities, academic institutions, Public Benefit Corporations, Public Authorities, Municipal Corporations, Soil and Water Conservation Districts, School Districts, Academic

Institutions, and not-for-profit corporations (NFP) acting on behalf of a public ownership interest in the property or acting on behalf of a public property owner are eligible to apply.

Governmental Entities: municipalities, including counties, cities, towns, villages; improvement district within a county, city, town or village; municipal corporations; soil and water conservation districts; and Indian nations or tribes recognized by the State or the United States with a reservation wholly or partly within the boundaries of New York State.

Academic Institutions: educational institutions dedicated to education and research, which grant higher education academic degrees. For-profit academic institutions are not considered eligible for this grant opportunity.

Not For Profit: An eligible bidder must be a not-for-profit corporation (NFP) community-based organization, or a community-based organization may partner with a NFP that will serve as their fiscal sponsor.

For the purposes of this grant opportunity, a community-based organization is an organization that:

• Serves the residents of an area equal to or smaller than a town or city outside of New

York City, or an area equal to or smaller than one of the five boroughs within New York

City; and

• Cannot have its charter revoked or otherwise be dissolved through the action of another organization; and

• Can enter into legal agreements independent of any affiliated nonprofit organization, government body, university or other entity that would be ineligible to apply for this grant;

and

• Has more than 50 percent of its members residing in the affected community, or more than 50 percent of the people served by the bidder community group residing in the affected community.

adam riemer Highlight

For this grant opportunity, a NFP is subject to New York State’s Not-For-Profit Corporation Law, is qualified for tax-exempt status under Section 501(c)(3) of the Federal Internal Revenue Code, has an IRS 501(c)(3) determination letter to be incorporated in New York State and is current in their charities reporting requirements with the Office of the Attorney General.

Bidders must possess the knowledge, skills, and /or track record to successfully implement the project.

A fiscal sponsor is a New York State nonprofit organization that applies to DEC on behalf of individuals or unincorporated organizations or groups. The fiscal sponsor accepts responsibility to serve as a fiscal conduit for a DEC-funded project, receiving and disbursing funds related to the grant, and administering the requirements throughout the DEC grant process, including final reporting of grant activity. The unincorporated organization or group completes the project activity.

Multi-Partner and Inter-Municipal Projects

If a proposed project involves a cooperative agreement or partners, only one eligible, designated lead bidder can submit the bid for grant funding. The lead bidder must assume the responsibility for the project bid, performance of work consistent with this RFA, and the State of

New York Contract for Grants. Letters substantiating the collaboration from each partner are required. These letters are to be uploaded to the SFS Grants Management system in a single

PDF under the appropriate question for the bid. If applicable, please attach to Vendor Question

7 in SFS with your bid.

3. Inquiries, Designated Contact Information, and Webinar

Information

For general information on completing this bid and for clarification of bid requirements, contractual terms and procedures, contact:

Brian Duffy

Contact Information: HABResearchGrant@dec.ny.gov and (518) 402-8179

For technical information regarding the Grants Management Bid Event, direct questions to:

NYS SFS Grants Management

Contact Information: helpdesk@sfs.ny.gov | 877-737-4185 toll-free | 518-457-7737

Include “DEC Harmful Algal Bloom Research Grant Program” in the subject line of the email.

Questions regarding this grant opportunity will be accepted by the Department until C.O.B.

August 14th, 2026. All questions, and answers, will be uploaded in the Grants Management

System bid event for all bidders to view.

Webinar Information:

Webinar topic: Harmful Algal Bloom Research Grant Program

Date and time: Wednesday, May 27, 2026, 2:00PM-3:30PM | (UTC-04:00) Eastern Time (US &

Canada)

DEC HAB Research Grant Program 2026 mailto:habsinfo@dec.ny.gov mailto:helpdesk@sfs.ny.gov adam riemer Highlight

Register link: https://meetny-gov.webex.com/weblink/register/re23dcaa4f6a214529cd141b764305b72

4. Bid Submission

Bids must be submitted through the NYS SFS Grants Management System. Using Google

Chrome to access the SFS Grants Management System (GM) is recommended. Using other browsers may cause errors.

If you do not have access to the SFS Vendor Portal and if your organization is already established within the SFS Vendor portal, an SFS Delegated Administrator has been authorized within your organization to provision user login credentials, unlock accounts, or reset passwords. Please reach out to your SFS Delegated Administrator directly. Also, if you do not have a login and if you are new to the SFS Vendor portal and would like to establish an account for the purposes of doing business with the State of New York, contact the SFS Help Desk at 518-457-7717, 855-233-8363 or HelpDesk@sfs.ny.gov for more information.

The NYS SFS Grants Management system offers a Vendor User Manual, training videos and webinars for bidders requiring assistance. Please visit https://grantsmanagement.ny.gov/transition-SFS.

Paper bids will NOT be accepted. Bidders are strongly encouraged to submit their bids prior to the bid deadline. Late bids will not be accepted. Please note staff with a Bid Response Initiator role can begin a bid, but only staff with the Bid Response Submitter role can submit the bid response.

All Bidders must be Registered with SFS Grants Management to apply. Please visit https://grantsmanagement.ny.gov/transition-SFS to register.

In addition to registration, not-for-profits must also be Prequalified at the time and date that the application is due. If you are not Prequalified at that time and date, your application will not be considered.

PLEASE DO NOT DELAY IN BEGINNING AND COMPLETING THE PREQUALIFICATION

PROCESS. PLEASE VISIT THE GRANTS MANAGEMENT Prequalification Page TO GET

STARTED.

THE STATE RESERVES 5 DAYS TO REVIEW SUBMITTED PREQUALIFICATION

APPLICATIONS. PREQUALIFICATION APPLICATIONS SUBMITTED TO THE STATE FOR

REVIEW LESS THAN 5 DAYS PRIOR TO THE DEC HARMFUL ALGAL BLOOM RESEARCH

GRANT PROGRAM APPLICATION DUE DATE MAY NOT BE CONSIDERED.

APPLICANTS SHOULD NOT ASSUME THAT THEIR PREQUALIFICATION INFORMATION

WILL BE REVIEWED IF THEY DO NOT ADHERE TO THIS TIMEFRAME.

a) Bidder Prequalification

Pursuant to the New York State Division of Budget Bulletin H-1032 Revised, effective

July 16, 2014, New York State has instituted key reform initiatives to the grant contract.

Information on these initiatives can be found on the Grants Management Website.

https://meetny-gov.webex.com/weblink/register/re23dcaa4f6a214529cd141b764305b72 https://meetny-gov.webex.com/weblink/register/re23dcaa4f6a214529cd141b764305b72 https://esupplier.sfs.ny.gov/psc/fscm/SUPPLIER/ERP/c/NUI_FRAMEWORK.PT_LANDINGPAGE.GBL?&lp=ERP.SUPPLIER.NY_SUP_PUB_HOMEPG_FL https://grantsmanagement.ny.gov/transition-SFS https://grantsmanagement.ny.gov/transition-SFS https://grantsmanagement.ny.gov/get-prequalified

All Bidders must be Prequalified in the SFS Grants Management System at the time and date that the bid is due. Bids from non-prequalified entities will be rejected. The system will not allow you to submit your bid.

The SFS Handbook: SFS Training for Vendors guide is available on SFS Coach and includes guidance for prequalification. Additional training is available on SFS Coach.

If you are not familiar with SFS Grants Management, there are many resources available to help you register and become Prequalified on the NYS Grants Management Website https://grantsmanagement.ny.gov/transition-sfs including:

• Video tutorials on Grants Management Registration or Prequalification

• SFS Handbook: SFS Training for Vendors includes walkthroughs for the Bid process

5. Grant Opportunity General Information and Conditions

a. Grant Bid Requirements and Conditions

Please be sure to include with your bid, information on the following requirements, if applicable to your project:

Bid must meet the following minimum requirements to be eligible:

1. Project Proposal Document

Bidders must complete a Project Proposal and attach to Vendor Question 6 in SFS with their bid.

Proposals must include the following five elements:

a) Cover Letter

b) Abstract

c) Project Proposal (five-page maximum)

d) Citations

e) Description of Qualifications

See below for detail regarding each element. The complete proposal must be uploaded as a single PDF document to. Proposals must contain all information requested and meet the format requirements to be eligible for consideration.

a. Cover Letter A one-page cover letter on official letterhead must be signed by an authorized representative of the lead agency, entity, or institution. The cover letter must include the following to be eligible for consideration:

• Title of the project

• DEC HABs Research Guide focus area(s) and prioritized research topic(s) to be addressed

• Statement that the bidder is applying for funds under this grant program

• Name of the “Lead” applicant and their affiliation

• List of key collaborators and/or project partners and their affiliations https://grantsmanagement.ny.gov/transition-sfs

b. Abstract The abstract must be no more than 250 words. The abstract must accurately describe the project being proposed and include (1) the goal and tasks of the project, (2) the methodology to be used (with an accurate description of the project as described in the proposal), and (3) the expected deliverables and outcomes.

c. Project Proposal The proposal must not exceed five (5) consecutively numbered, single-spaced, typed 8.5" x 11" pages with 11 or 12-point font with 1-inch margins. The length requirement includes tables, figures, and images. The five pages must include the following elements:

1) Background: Provide brief introductory information and a description of project rationale as well as how it specifically addresses knowledge gaps in the research focus area(s) and topic(s) described in the DEC HABs Research Guide. The goal of this RFA is to fund innovative, novel, and well-integrated research studies that specifically address the prioritized research topics indicated in the “1. Grant Information b) Nature of Projects to be Funded” section in this document.

2) Objectives: Identify the objects of the proposal. The proposal must specifically describe what the investigator(s) intend to do and how those objectives will further research and the field of knowledge regarding HABs in New York State. Provide documentation stating or showing the project location or geographic extent within New York State and describe how the project objectives and results will benefit New York State.

3) Methodology: Outline the project’s design and describe the methods, techniques, and process that will be used to meet the project’s stated objectives. There should be enough detail for the reviewers to be able to adequately evaluate how the work will be conducted and potentially analyzed.

4) Deliverables and Outcomes: Describe the project’s expected deliverables and outcomes; list and describe each of the specific deliverables and end-products.

Specify the type of information that is to be gained and how it could be used in the future. Include a description of education and outreach components of the project.

5) Roles and Responsibilities: Define the roles and responsibilities of all project participants, collaborators and partners.

6) Project Timeline: Summarize the timeframe of the project and clearly demonstrate completion of project objectives, tasks and deliverables within three years of contract start date.

d. Citations

Provide full bibliographic citations for any relevant literature that was cited in the proposal. Include: name of authors, title, and location in the literature, the majority of which should be peer reviewed. The citation list does not count towards the project proposal five-page maximum limit.

e. Description of Qualifications Applicants must submit a narrative description or short resume/curriculum vitae for the professional qualifications of the “Lead” team member and any other key collaborators.

The description of qualifications should not exceed two-pages, and does not count towards the project proposal five-page maximum limit.

b. Expenditure Based Budget

Bidders must complete an Expenditure Based Budget with their bid in the SFS Grants Management System that provides details of the proposed project-related expenses. Budget detail must clearly distinguish between expenses to be claimed under the State grant share and expenses comprising the match. The itemized budget should also include appropriate level of information for the breakdown of costs for each budget item (depending on the budget category this information is provided in the budget detail and/or budget narrative). Eligible and ineligible costs are identified in this RFA. A project’s reasonableness of costs is at least 20% of the evaluation factor in the scoring of the bid therefore, attention to budget accuracy will increase your project score.

c. Match Requirement and Expenditures

Match is the portion of project expenditures not paid for with grant funds. Match can be from local and/or in-kind contributions. Local sources can include funding from other non-state and/or non-federal grant sources or from project partners. In-Kind contributions are non-cash donations provided by non-state and/or non-federal third parties which can include equipment, supplies, services, and other expendable property. Matching share contributions must support the objectives outlined in the work plan.

Eligible sources of match funds cannot come from other New York State or federal funding sources. Bidders will be required to provide the sources of all matching funds using the Match Worksheet in the GM.

Grant funds are available for up to 90% of the requested budget. Bidders must match at least 10% of the grant funding amount.

d. Work Plan

Bidders must complete a Work Plan with their bid in the SFS Grants Management System that provides a clear overview of the project. Bids must include proposed project objectives, tasks associated with meeting each objective, and the performance measures associated with each task (performance measures can include desired project outcomes or deliverables). The work plan may include anticipated time frames in meeting project objectives, tasks and deliverables.

Time frames must be consistent with the timeline bidders are required to upload in the GM.

e. Debriefing Request In accordance with section 163 of the NY State Finance Law, DEC must, upon request, provide a debriefing to any unsuccessful offeror that responded to the Program Overview, regarding the reasons that the proposal or bid submitted by the unsuccessful offeror was not selected for an award. An unsuccessful offeror wanting a debriefing must request a debriefing in writing, within fifteen calendar days of receipt of the notice that their proposal did not result in an award.

Debriefings requested after fifteen calendar days may be denied.

f. Protest Procedure DEC does not have a formal protest procedure; therefore, a bidder may file an initial protest with

OSC’s Bureau of Contracts (BOC) after the Department has made a contract award. The protest must be in writing and filed with BOC within ten business days of notice of the contract award or if a debriefing has been requested by the interested party, within five business days of the debriefing (whichever is later). If the interested party is not provided with notice of the contract award, the interested party may file a protest with BOC at any time after the contract award and prior to the Comptroller’s final action on the contract.

Formal protests concerning a pending contract award must be received within five (5) business days after the protesting party knows or should have known of the facts that constitute the basis of the formal protest.

The protest must be filed with:

Bureau Director at bidprotests@osc.ny.gov or Bureau of Contracts New York State Office of the State Comptroller 110 State Street, 11th Floor.

Albany, NY 12236

g. Department of Environmental Conservation Oversight The Department of Environmental Conservation reserves the right to:

• Award additional and available funding for scored and ranked projects consistent with this grant opportunity.

• Award an agreement for any or all parts of the RFA in accordance with the method of award or withdraw of the RFA at any time at the Department’s sole discretion.

• Award only one bid for funding in the event there are multiple bid submissions for a single project or for pieces of a single project.

• Award to the next highest scoring bid in the event bidder fails to negotiate a grant contract with the Department within 60 days of a grant award.

• Monitor the progress of all grant awards and withdraw grant funding if the bidder fails to make significant and timely progress on the project or fails to receive the necessary permissions and permits for the project.

• Consider regional distribution in the determination of awards and funding allocations, to the extent practicable.

• Reduce an award from the amount requested in the application, should the project budget contain costs considered ineligible under this grant program.

• Reduce an award from the amount requested in the application, as long as the reduced funding does not jeopardize the viability of the project to proceed at the reduced funding level.

• Deny a change in workplan tasks from the application project description because of fairness to competitive process.

• Not to fund projects that are determined not to be consistent with NYS’s Smart Growth

Public Infrastructure Policy Act.

mailto:bidprotests@osc.ny.gov

• Not to fund projects that are determined not to be consistent with the Climate Change

Leadership and Community Protection Act or its’ implementing regulations.

• Reject any or all bids in response to the RFA at the agency’s sole discretion.

• Reach out for clarification to bidders during the review process once all bids are received.

• Limit all or some funding for a project in the final scored ranked list if the same activities have been awarded funding by another funding source.

• Amend the RFA specifications, prior to application due date, to correct errors or to supply additional information as it becomes available.

• Seek clarifications of applications after the close of the application window.

• Round an award to the nearest dollar.

• Request and review data related to the awarded research project.

• Share the results of the research project, giving recognition to the researchers.

h. Sexual Harassment Prevention Certification

State Finance Law §139-l requires all bidders of grant funding to certify that they have a written policy addressing sexual harassment prevention in the workplace and provide annual sexual harassment training (that meets the Department of Labor’s model policy and training standards) to all its employees.

Where applying for grant funding is required pursuant to statute, rule or regulation, every bid submitted to the state or any public department or agency of the state must contain the following statement: “By submission of this bid, each bidder and each person signing on behalf of the bidder certifies, and in the case of a partnering bid each party thereto certifies as to its own organization, under penalty of perjury, that the bidder has and has implemented a written policy addressing sexual harassment prevention in the workplace and provides annual sexual harassment prevention training to all of its employees. Such policy shall, at a minimum, meet the requirements of section two hundred one g of the labor law.”

Bids that do not contain the certification will not be considered for award; provided however, if the bidder cannot make the certification, the bidder may provide a signed statement with their bid detailing the reasons why the certification cannot be made. After review and consideration of such statement, the Department may reject the bid or may decide there are sufficient reasons to accept the bid without such certification.

ALL bidders must sign and upload the Sexual Harassment Prevention Certification form located in Appendix B or upload a signed statement with their bid detailing the reasons why the certification cannot be provided. The certification form or statement must be signed by an authorized staff of the contractor, and dated after the application start date.

i. Executive Order 16

Executive Order No. 16 provides that “all Affected State Entities are directed to refrain from entering into any new contract or renewing any existing contract with an entity conducting business operations in Russia.” The complete text of Executive Order No. 16 can be found at https://www.governor.ny.gov/executive-order/no-16-prohibiting-state-agencies-and-authorities-contracting-businesses-conducting. The Executive Order remains in effect while sanctions against Russia imposed by the federal government are in effect. Accordingly, vendors who may be excluded from award because of current business operations in Russia are nevertheless https://www.governor.ny.gov/executive-order/no-16-prohibiting-state-agencies-and-authorities-contracting-businesses-conducting https://www.governor.ny.gov/executive-order/no-16-prohibiting-state-agencies-and-authorities-contracting-businesses-conducting encouraged to respond to solicitations to preserve their contracting opportunities in case the sanctions are lifted during a solicitation or even after award in the case of some solicitations. As defined in Executive Order No. 16, an “entity conducting business operations in Russia” means an institution or company, wherever located, conducting any commercial activity in Russia or transacting business with the Russian Government or with commercial entities headquartered in Russia or with their principal place of business in Russia in the form of contracting, sales, purchasing, investment, or any business partnership. Vendors responding to this solicitation are required to complete and submit the form entitled “Certification Under Executive Order No. 16 Prohibiting State Agencies and Authorities from Contracting with Businesses Conducting Business in Russia”.

ALL bidders must sign and submit the Executive Order 16 form located in Appendix D. The certification form must be signed by an authorized staff of the contractor, and dated after the application start date.

j. Gender-Based Violence and the Workplace Certification

State Finance Law §139-m requires bidders on state procurements to certify that they have a written policy addressing gender-based violence and the workplace and have provided such policy to all of its employees, directors and board members. Such policy shall, at a minimum, meet the requirements of subdivision 11 of section five hundred seventy-five of the executive law.

Where competitive bidding is required pursuant to statute, rule or regulation, for work or services performed or to be performed or goods sold or to be sold, every bid made to the state or any public department or agency of the state must contain the following statement:

“By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that the bidder has and has implemented a written policy addressing gender-based violence and the workplace and has provided such policy to all of its employees, directors and board members. Such policy shall, at a minimum, meet the requirements of subdivision 11 of section five hundred seventy-five of the executive law.”

Bids that do not contain the certification will not be considered for award; provided however, that if the bidder cannot make the certification, the bidder shall provide a signed statement with their bid detailing the reasons why the certification cannot be made. After review and consideration of such statement, the Department may reject the bid or may decide that there are sufficient reasons to accept the bid without such certification.

ALL bidders must sign and submit the Gender-Based Violence and the Workplace Certification form located in Appendix C. If the bidder cannot make the certification then a signed statement must be submitted with the bid detailing the reasons why the certification cannot be made. The certification form must be signed by an authorized staff of the contractor, and dated after the application start date.

k. State Environmental Quality Review Act (SEQRA) and Permits

The bidder is responsible for assuring that any SEQR determinations, permits, approvals, lands, easements and rights-of way that may be required to carry out the activities of the project are obtained. You may be required to upload approved permit cover letters (in a single PDF file) into the NYS SFS Grants Management System.

l. Letters of Permission/Municipal Endorsement

The bidder must own the property, or obtain an applicable access agreement, for the proposed project site. This includes:

• If the property is owned by the bidder– a copy of the current deed.

• If the property owner is a municipality – A resolution by the municipality supporting the project.

• If the property is not owned by the bidder– a formal written agreement between the bidder and landowner which allows the bidder access to the property, and represent the landowner, to accomplish the proposed project.

• If the bidder is a not-for-profit proposing a project on municipal property - a signed

Municipal Endorsement. A municipal endorsement provides authorization for the not-for-profit to conduct the proposed project on municipal property.

If applicable, please attach to Vendor Question 7 in SFS with your bid.

m. Partnerships/Stakeholder Engagement

Proposed projects that will build and/or sustain partnerships and/or volunteerism, including contribution or participation by appropriate stakeholders and municipal government, will receive points in the evaluation of their bid. Bids that include a letter (or letters) of support from each partnering organization which clearly states their role in the project will receive additional points.

Support letters from the government body offering the grant, or institutions or organizations who are fiscal sponsors and/or will provide services under the grant, will not be considered and no points will be awarded.

If applicable, please attach to Vendor Question 7 in SFS with your bid.

n. Local/Community Support

A letter of support is optional but encouraged. Bids with a letter of support from an elected official, government body, educational institution or other organization with knowledge or expertise related to the proposed project will receive additional points in the evaluation and score process. Support letters from the government body offering the grant, or institutions or organizations who are fiscal sponsors and/or will provide services under the grant, will not be considered and no points will be awarded. Support letters must be uploaded as a single pdf file in the GM by the bid due date.

o. Environmental Justice and Disadvantaged Communities

DEC is committed to underserved and vulnerable populations, and providing remedies for communities that may be burdened by negative environmental consequences. Environmental

Justice (EJ) is defined by DEC as the fair treatment and meaningful involvement of all people, regardless of race, color, or income, with respect to the development, implementation and enforcement of environmental laws, regulations, and policies. Potential EJ Areas (PEJA) are

U.S. Census block groups of 250 to 500 households each that, in the Census, had populations that met or exceeded at least one of the following statistical thresholds: at least 52.42% of the population in an urban area reported themselves to be members of minority groups; or at least

26.28% of the population in a rural area reported themselves to be members of minority groups;

or at least 22.82% of the population in an urban or rural area had household incomes below the federal poverty level. Disadvantaged Communities (DAC) are identified by New York’s Climate

Justice Working Group (CJWG) using indicators that include climate related risks, environmental burdens, health vulnerabilities, and socio-economic factors.

Maps of PEJA and DAC areas in New York State are available at: https://dec.ny.gov/get-involved/environmental-justice/gis-tools and https://climate.ny.gov/resources/disadvantaged-communities-criteria/, respectively.

To qualify for EJ or DAC points, your bid must include the following details:

I. The exact street location(s) where the project is to be implemented (no P.O. Box) or where the benefit will be provided.

II. A brief (few sentences) description of how the project will benefit minority or low-income populations that experience disproportionate adverse environmental impacts such as pollution from multiple industrial facilities, sub-standard water quality, concentrated diesel emissions from bus depots, or other heavy vehicle traffic, adverse health effects related to environmental impacts (high asthma), lack of access to green benefits such as open space, environmental education or parks, or other such impacts.

p. Quality Assurance

Quality assurance applies to all programs/projects that involve the collection, generation or use of environmental data associated with the mapping, modeling, monitoring, and assessment of water quality data intended for use by the New York State Department of Environmental

Conservation (DEC) for its regulatory purposes. This includes the design or use of water quality focused environmental technology. Guidance and resources for DEC’s quality assurance can be found on DEC’s quality assurance webpage. Activities associated with these types of programs/projects, conducted in the field or laboratory, shall be:

1. Performed in accordance with an effective quality system for planning and assessing environmental measurements and tests, and for conducting required quality assurance and quality control procedures to promote and maintain the accuracy and reliability of environmental measurements and test results. An effective Quality System includes a Quality Assurance Project Plan (QAPP) based on guidance provided by the USEPA IT/IM Directive: Quality Assurance

Project Plan Standard (QA/G-5 May 2006), or American National Standard

ASQ/ANSI E4:2014: Quality management systems for environmental information and technology programs—Requirements with guidance for use, approved

February 4, 2014

2. The fulfillment of the data verification, validation, and usability component of

QAPP is to be documented in the Data Usability Assessment Report (DUAR).

3. Performed by a laboratory certified by the New York State Department of Health

(NYSDOH) under the Environmental Laboratory Approval Program (ELAP) https://dec.ny.gov/get-involved/environmental-justice/gis-tools https://dec.ny.gov/get-involved/environmental-justice/gis-tools https://climate.ny.gov/resources/disadvantaged-communities-criteria/ https://climate.ny.gov/resources/disadvantaged-communities-criteria/ https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.dec.ny.gov%2Fchemical%2F23850.html&data=04%7C01%7Csheri.mazurek%40dec.ny.gov%7C3d721946467743ada62308da0ccbf421%7Cf46cb8ea79004d108ceb80e8c1c81ee7%7C0%7C0%7C637836367352084750%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=b1tHclEDekWcoAPMteqqW%2BfgjfkxZa9ybWFlph0Tpqo%3D&reserved=0 pursuant to Section 502 of the Public Health Law. This requirement shall not apply to specific parameters where NYSDOH ELAP has not issued a certificate for the specific parameter.

4. Performed in a manner that ensures all requisite quality control and calibration requirements are met, including field testing, sample collection, preservation, and record-keeping. Basic quality assurance and quality control requirements defined in 40 CFR Part 136.7 shall be followed as well as any specific method requirements.

5. Required to submit environmental monitoring data electronically to US EPA

Water Quality Exchange (WQX) following the guidance as set by US EPA’s WQX

Submission Instructions.

6. Covered under the Publicity clause (article IV.G.) of the State of New York

Contract for Grants – Standard Terms and Conditions. Specifically, the

Contractor agrees that any work products, including but not limited to, water quality data or environmental information; measured, generated, or developed under this contract shall not be released, published, cited, or shared in draft or final form without prior written authorization from the Department.

7. At a minimum, performed in accordance with water quality standards in 6

NYCRR Part 703

(https://govt.westlaw.com/nycrr/Browse/Index?bhcp=1&transitionType=Default&c ontextData=%28sc.Default%29) and/or guidance values in Technical and

Operational Guidance Series (TOGS) 1.1.1.

(https://dec.ny.gov/sites/default/files/2024-10/togs111.pdf) projects designed to assess water quality or inform regulatory decisions must measure parameter with applicable water quality standards and/or guidance values.

q. Historic Preservation Review Requirements

For projects that involve properties listed on the State or National Registers of Historic Places, all work undertaken as part of a grant-assisted project must conform to the Secretary of the

Interior’s Standards and Guidelines for Archaeology and Historic Preservation.

Questions about or proposals for listing on the State or national Register should be directed to the OPRHP National Register Unit at (518) 237-8643. To ensure the public benefit from the investment of state funding, preservation covenants or conservation easements will be conveyed to the State (OPRHP) for all historic property grants.

r. Coastal Consistency Requirements

SEQR Type I and Unlisted actions located within the NYS Department of State’s coastal zone boundaries must meet the consistency requirements of the Secretary of State’s Coastal

Management Program. This consistency determination will be performed by the Department as part of the grant review process. If the proposed project is located within a municipality that has an approved Local Waterfront Revitalization Plan (LWRP), the policies of that LWRP apply.

Projects in other areas will need to be consistent with the State’s 44 coastal policies. The https://govt.westlaw.com/nycrr/Browse/Index?bhcp=1&transitionType=Default&contextData=%28sc.Default%29 https://govt.westlaw.com/nycrr/Browse/Index?bhcp=1&transitionType=Default&contextData=%28sc.Default%29 https://dec.ny.gov/sites/default/files/2024-10/togs111.pdf coastal policies can be found at https://dos.ny.gov/system/files/documents/2020/02/coastalpolicies.pdf. Bidders are encouraged to determine if their project is located within the coastal zone, and to include in their site plan or sketch map their project’s location within the coastal zone boundaries if applicable. Maps of the coastal zone boundaries can be found at https://dos.ny.gov/coastal-consistency-review.

6. Bidder Evaluation, Scoring and Selection

All bids will be reviewed and scored by a review team in accordance with the evaluation and scoring criteria contained in this RFA. Bidders are strongly encouraged to read and address the

Bid Review and Scoring Standards in the process of developing a bid. Knowledge of the scoring criteria is valuable for designing and proposing a relevant and quality project. Scoring consists of:

Step 1: Bid and Project Eligibility Determination

Each application is initially assessed for eligibility based on the pass/fail criteria listed below. A

“Fail” to any of the Pass/Fail Criteria will disqualify the application. Applications that fail one or more of the eligibility criteria will be disqualified from further review or funding. Applications that pass all the eligibility criteria will be further evaluated and scored (see Step 2). A failure to meet any one criterion below will disqualify the application from further consideration:

1. Bidder Type: The applicant is eligible as provided in the “2. Eligible Bidders” section of this RFA. A not-for-profit organization must also be pre-qualified in the NYS SFS Grants Management by the application due date to be determined eligible under this grant opportunity.

2. Complete Application: All required questions are answered, and mandatory documents are uploaded in the NYS SFS Grants Management. The mandatory documents are:

a. Sexual Harassment: Did the bidder upload the Sexual Harassment Prevention Certification form or upload a signed statement with their bid detailing the reasons why the certification cannot be made? Upload to the question in SFS GM.

b. Executive Order 16: Executive Order No. 16: Did the bidder sign and upload the document associated with Executive Order No. 16? Upload to the question in SFS GM.

c. Gender-Based Violence and the Workplace: Did the bidder upload the Gender-Based Violence and the Workplace Certification form or upload a signed statement with their bid detailing the reasons why the certification cannot be made? Upload to the questions in SFS GM.

3. Project Location: Project location documentation that shows that the project will take place within New York State (NYS) and benefit NYS.

4. Project Proposal Document: Summary document that must include:

a. Cover Letter

b. Abstract

c. Project Proposal (five-page maximum)

i. Background: Including a brief and clear statement of how the project addresses one of the prioritized research topics listed in this RFA and https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdos.ny.gov%2Fsystem%2Ffiles%2Fdocuments%2F2020%2F02%2Fcoastalpolicies.pdf&data=05%7C01%7CVanessa.Lasher%40dec.ny.gov%7C39780bd6b7c14c6f2a8d08db00886481%7Cf46cb8ea79004d108ceb80e8c1c81ee7%7C0%7C0%7C638104358021471945%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=f3xnQiAbGju38Xg11jsnTTFtjlpd2%2FjpJxMuIovRXPo%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdos.ny.gov%2Fcoastal-consistency-review&data=05%7C01%7CVanessa.Lasher%40dec.ny.gov%7C39780bd6b7c14c6f2a8d08db00886481%7Cf46cb8ea79004d108ceb80e8c1c81ee7%7C0%7C0%7C638104358021471945%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=sEf5DWcRTEoBpU4SitDPVVOO%2BhAkKr4sWY7ny4U69vU%3D&reserved=0 https://grantsmanagement.ny.gov/ https://grantsmanagement.ny.gov/ https://grantsmanagement.ny.gov/ further described in DEC HABs Research Guide.

ii. Objectives

iii. Methodology

iv. Deliverables and Outcomes: Including an education and outreach component.

v. Roles and Responsibilities

vi. Project Timeline: Including a project timeline that demonstrates completion within a three-year contract term. Project start and end dates must be between April 1, 2027 and December 31, 2030.

d. Citations

e. Description of Qualifications

5. Itemized Work Plan: Proposed project objectives, tasks associated with meeting each objective, and the performance measures associated with each task. The work plan should include anticipated time frames in meeting project objectives, tasks, and deliverables.

6. Itemized Budget: Proposed project-related expenses with appropriate level of information for the breakdown of costs for each budget item.

Step 2: Project Evaluation, Scoring and Selection

Applications that pass the eligibility pass/fail determination will receive a further evaluation review by a DEC scientific review panel. Applications will be evaluated and scored based on multiple factors grouped into the following categories:

A. Quality Factors (45% of total points)

B. Success Factors (35% of total points)

C. Cost Factors (20% of total points)

DEC reserves the right to determine the amount of state assistance to be awarded, as well as the right to award a portion rather than the full grant request, if it is in the best interest of the state. Reduced awards will include a justification by DEC as to why the grant is being reduced

(i.e. ineligible costs, extraneous cost, etc.) and the project can be completed with the reduced amount.

Up to 100 points are available, as defined in Appendix A: Evaluation and Scoring Criteria.

Applications must receive a minimum of 50 points to be eligible for funding. Applications that receive 0 points for Cost Factors will not be funded.

All eligible bids will be individually evaluated and scored by at least 3 technical review team members.

7. Method of Award

All eligible applications submitted by the due date will be reviewed and scored by members of the DEC scientific review panel in accordance with Appendix A: Evaluation and Scoring Criteria contained in this RFA.

Applications will receive a final score and be ranked from highest to lowest score. Applications with the higher scores will be chosen for grant awards.

If there is a numerical tie in an application’s final score, the application that scores the highest in

“Quality Factors” in the evaluation criteria will determine placement on the ranked list. If a tie remains, the application that scores the highest in “Success Factors” in the evaluation criteria number will determine placement on the ranked list. If a tie remains, a project’s reasonableness of costs will be evaluated. If the individual scoring categories do not break the tie, the time the application was received, as noted in the GM system, will be used as the final tie breaker.

8. Grant Program Payment

Advance payments of up to 25% of the awarded grant amount may be available to not-for-profit bidders once a State of New York Contract for Grants has been fully approved by all applicable

State agencies. Only not-for-profits are eligible to receive advance payments under State

Finance Law. Requests must be made in writing.

Project costs eligible for reimbursement and project match must be incurred between the State of New York Contract for Grants term start and end dates. Costs incurred prior to the State of

New York Contract for Grants term start date or after the State of New York Contract for Grants term end date will not be considered eligible for grant reimbursement or match. Copies of supporting cost documentation (paid invoices, receipts, cancelled checks, etc.) must be audited and approved by the DEC for costs to be eligible for grant reimbursement.

9. Eligible and Ineligible Expenditures

a. Eligible Project Expenditures

• Personal Service: staff salaries, including fringe, directly devoted to the project implementation are eligible up to 30% of the total requested budget. Itemize salaries according to job title and roles/responsibilities on the project. Bidders will be required to document time worked, tasks, pay ratio and payment.

• Contractual Services: The value of services provided by responsible professional and technical personnel and consultants (i.e., engineering, and architectural services, surveys, plans and specifications, research, design and development of a project, consultant services directly related to a project, feasibility study for a facility, archaeological field work, report writing)

• Supplies and materials: directly required to implement the project and must not exceed

30% of the total budget.

• Equipment: (purchase/rental) directly required to implement the project and must not exceed 30% of the total budget.

• Travel costs within State that are directly required to implement the project.

• Administrative costs directly related to implementing the project, defined as follows:

o Procuring sub-contractors and materials needed to implement the project.

Reviewing and paying invoices for materials and sub-contractors associated with the project.

b. Ineligible Project Expenditures

• State and/or federal funding: project costs funded from other state and/or federal funding sources are not eligible for grant reimbursement.

• Travel costs: Costs that are not directly associated and required to implement the project.

• Out-of-state travel.

• Indirect costs: overhead or operating expenses (space, rent, utilities).

• Legal Services.

• Routine operation and maintenance of equipment.

• Software subscriptions.

• Costs incurred outside the start and end date of the contract (no earlier than April 1, 2027)

• Administrative costs not directly related to implementing the project, defined as follows:

o Preparing,…