innovations-small-grants_rfp-final.pdf

Governor Kathy Hochul Kristin Proud, Executive Director

Funding Announcement Notice of Availability of Federal Funds and Requests for Proposals (RFP) by the New York State Council on Developmental Disabilities (CDD) (Online Submission Required)

Innovations Small Grant

Improving Cross-System Collaborations for People with Developmental Disabilities (DD)

The NYS Council on Developmental Disabilities (CDD) is seeking grant proposals for 1-year innovative pilot projects focused on improving cross-system collaborations for systems serving people with developmental disabilities (DD) and their families. Eligible organizations can apply for a minimum of $50,000 and a maximum of $100,000. The CDD will award multiple grantees up to $300,000 total, subject to availability of funding.

Important Dates Please note: All applicants must be a prequalified vendor in the

Statewide Financial System (SFS) to apply.

RFP Release Date 10/22/2026 Closing Date for Questions 11/12/2026 Questions/Answers Posted By 11/20/2026 Changes to RFP Posted By 11/20/2026 Proposal Due Date (online submission required) 11/30/2026 Anticipated Award Announcement 12/15/2026 Anticipated Contract Start Date 01/01/2027

********** Please Read **********

New York State requires nonprofits to register in the Statewide Financial System (SFS) and complete the Vendor Prequalification process for proposals to be evaluated. SFS information can be found at https://grantsmanagement.ny.gov/get-prequalified

*Proposals received from eligible nonprofit applicants who have not been registered AND prequalified in the Statewide Financial System (SFS) by the Proposal Due Date of 11:59 pm ET on November 30, 2026 will not be evaluated; and therefore, will be disqualified from further consideration.

Note: Throughout this document, the terms proposals, bids/bid event, offers and applications are used interchangeably, as are applicants, bidders and offerors.

Please note the issuance of this RFP does not obligate the CDD to award a grant(s).

Contents

Overview of Grant Opportunity & Desired Outcomes

1.1 CDD Mission

1.2 Purpose and Funding Availability

1.3 Term of Contract(s)

1.4 Project Background

1.5 Expected Key Deliverables

1.6 Desired Project Outcomes

General Information and Deadlines

2.1 Designated Contact / Issuing Officer

2.2 Questions about this RFP

2.3 RFP Amendments

2.4 Deadline for Submission of Proposals

Applying for this Grant Opportunity

3.1 Minimum Qualifications

3.2 SFS Registration and Prequalification Process

3.3 Application Overview

3.4 Signed Attestations and Contracting Documents

Evaluation Process

4.1 Eligibility Review Process / Minimum Criteria

4.2 Programmatic Review Process

4.3 Scoring Rubric

General Terms & Conditions

5.1 CDD Administrative Information

5.2 Award Selection and Notification

5.3 General Information for Successful Bidders

5.4 CDD Reserved Rights

Selected Applicants/Grant Award

6.1 State of New York Master Contract for Grants (MCG)

6.2 Grantee Reporting Requirements

6.3 Grantee Responsibilities: Publication Rights & Confidentiality of Information

6.4 Grantee Assurances

Appendices

7.1 Appendix A – Attachment A-2

7.2 Appendix B – Attachment A-3

7.3 Appendix C – Demographics of New York State

7.4 Appendix D – Definitions of Terms

Overview of Grant Opportunity & Desired Outcomes

1.1 CDD Mission

The mission of the New York State Council on Developmental Disabilities (CDD) is to enhance the lives of New Yorkers with developmental disabilities (DD) and their families through programs that promote self-advocacy, participation, and inclusion in all facets of community life.

1.2 Purpose and Funding Availability

This grant opportunity is designed to support innovative, field-informed projects that address persistent challenges affecting people with developmental disabilities (DD) and their families across New York State. The NYS CDD is seeking grant proposals for 1-year innovative pilot projects focused on improving cross-system collaborations for systems serving people with developmental disabilities (DD) and their families.

Eligible organizations can apply for a minimum of $50,000 and a maximum of $100,000. The CDD will award multiple grantees up to $300,000 total, subject to availability of funding.

1.3 Term of Contract(s)

The contract(s) awarded in response to this RFP will be for 1 year with an anticipated start date of January 1, 2027, and an anticipated end date of December 31, 2027.

1.4 Project Background

People with developmental disabilities (DD) often depend on a range of public and community systems, including developmental disability services, health care, mental health services, education, employment, housing, transportation, and aging services, among others. Although these systems are intended to support people across their lives, advocates have shared that there is not always effective coordination between systems or a clear understanding of the roles and responsibilities of various systems. Gaps in communication, unclear responsibilities, and limited information-sharing can leave people with DD and families navigating complex supports and interruptions in needed services.

These challenges can be particularly challenging when a person’s needs involve more than one system. Poor coordination may delay access to supports, create duplication or gaps in care, place additional burdens on family caregivers, and, in the most serious cases, contribute to preventable crises. Improving collaboration across systems is therefore an important opportunity to strengthen the responsiveness and quality of services available to New Yorkers with DD and their families.

The CDD identified cross-system collaboration as a high-priority based on public input, research and feedback from Council members, during development of the CDD’s 2027–2031 State Plan.

This small-grant initiative creates a new mechanism for CDD to identify and support innovative ideas originating directly from eligible organizations working alongside people with DD and their families.

Approach

CDD is releasing this grant opportunity to solicit and award proposals for innovative, actionable projects addressing a priority issue area. Proposed projects should develop, test, or expand practical approaches that improve communication, coordination, and shared problem-solving among service systems focused on improving cross-system collaboration. Projects may focus on strengthening relationships among DD service providers, health care providers, schools, mental health providers, employers, housing agencies, transportation systems, aging-service providers, and other relevant partners.

Strong proposals should be grounded in the lived experiences of people with DD and family members, identify a specific coordination challenge, engage relevant cross-system partners, and describe how the proposed work will lead to more seamless, person-centered support.

Projects should emphasize innovative strategies that can generate lessons, tools, models, or practices useful beyond the immediate grant period.

1.5 Expected Key Deliverables

• A clearly defined project plan describing the cross-system challenge to be addressed, project activities, participating partners, timeline, and intended results.

• Meaningful engagement of people with DD, family members, and other key stakeholders in project design, implementation, and evaluation.

• Partnerships among relevant service systems, agencies, providers, and community organizations.

• Development and implementation of an innovative coordination strategy, such as cross-agency communication protocols, collaborative planning models, training resources, navigation supports, or other tools that reduce fragmentation.

• Documentation of project activities, barriers encountered, lessons learned, and promising practices for strengthening cross-system coordination.

• Measurable data or participant feedback demonstrating the project’s reach, effectiveness, and impact on diminishing systemic barriers and improving outcomes for people with DD and their families.

1.6 Desired Project Outcomes

The intended outcomes of this grant opportunity may include:

• Improved communication and information-sharing among agencies, providers, and systems serving people with DD.

• Stronger relationships and clearer roles among cross-system partners.

• Fewer gaps, delays, duplicative processes, or disruptions in services and supports.

• Increased ability of people with DD and families to navigate multiple service systems.

• Improved continuity of support during periods of changing need, service transition, or crisis.

• Greater inclusion of the perspectives of people with DD and families in cross-system planning and decision-making.

• Identification of replicable practices that CDD, state agencies, providers, and community organizations can use to improve service coordination statewide.

General Information and Deadlines

2.1 Designated Contact / Issuing Officer

CDD has assigned a Program Planner as the Designated Contact / Issuing Officer for this project. The Program Planner or a designee shall be the sole point of contact regarding the RFP from the date of issuance of the RFP until the issuance of the Notice of Award letter. To avoid being deemed non-responsive, an applicant is restricted from contacting any other personnel of the CDD regarding the RFP. Certain findings of non-responsibility can result in rejection for a contract award. The Issuing Officer for this RFP is:

Program Planner Jacqueline Hayes New York State Council on Developmental Disabilities Phone: 518-486-7505 Email: Jacqueline.Hayes@cdd.ny.gov

2.2 Questions about this RFP

All questions must be submitted through Qualtrics, using this link:

https://nysddpc.qualtrics.com/jfe/form/SV_3W3bdtqh0PV8kke

Questions regarding this specific RFP must be submitted no later than the Closing Date for Questions as indicated in the Important Dates table. A Questions and Answers (Q&A) Summary will be posted on our website: https://cdd.ny.gov/funding by the date indicated in the Questions Posted By date in the Important Dates table.

If the applicant discovers any ambiguity, conflict, discrepancy, omission or other error in this RFP, the applicant shall immediately notify the Designated Contact / Issuing Officer of such error in writing and request clarification or modification of this document.

If prior to the deadline of submission of written questions, an applicant fails to notify the CDD of a known error or omission from the RFP, or of any error or omission or prejudice in bid application or documents with the RFP that the applicant knew or should have known, the applicant agrees that it will assume such risk if awarded funds, and the applicant agrees that it is precluded from seeking further administrative relief or additional compensation under the mailto:Jacqueline.Hayes@cdd.ny.gov https://nysddpc.qualtrics.com/jfe/form/SV_3W3bdtqh0PV8kke https://cdd.ny.gov/funding contract by reason of such error, omission, or prejudice in bid specification or documents.

Specific questions about registering or getting prequalified in the Statewide Financial System (SFS) can be directed to the SFS Help desk. The CDD recommends contacting SFS via email to get the fastest response.

Monday – Friday, 8:00 a.m. – 5:00 p.m.

helpdesk@sfs.ny.gov

(518) 457-7717

2.3 RFP Amendments

It is the applicant’s responsibility to check the CDD website periodically for any amendments to the RFP. All changes will be posted by the Changes to RFP Posted By date indicated in the Important Dates table. No other notification will be given.

2.4 Deadline for Submission of Proposals

Late proposals will not be accepted.

All final grant applications must be received in Qualtrics by 11:59 PM Eastern Time (ET) on the Proposal Due Date indicated in the Important Dates table. Proposals will only be accepted in Qualtrics. Proposals will not be accepted via fax, e-mail, hard copy or hand delivery.

Applicants are advised to submit their applications early to avoid the risk of ineligibility resulting from unanticipated delays or other computer or technical problems. All deadlines for submission are in the Eastern Time (ET) zone, and Qualtrics will be locked for submission after these deadlines.

Applying for this Grant Opportunity

This section provides information on how to apply for this grant opportunity. It includes an overview of minimum qualifications, required content, and instructions for completing and submitting the application in Qualtrics.

3.1 Minimum Qualifications

Eligible applicants are any organizations that would be included in the following categories:

• Nonprofit organizations (Note: the lead applicant cannot be a for-profit organization;

however, for-profit organizations may serve as subcontractors to the lead applicant)

• Public or private institutions, such as universities, colleges, hospitals mailto:HelpDesk@sfs.ny.gov

• Disability-service organizations

• Community-based organizations

• Tribal organizations; and

• Consortia, groups or partnerships among organizations

• Statewide Financial System (SFS) prequalification is required for all nonprofit organizations seeking grant funding from New York State. Please see Section 3.2 for additional SFS Prequalification information.

Organizations whose staff were involved in the development of this project or Request for Proposal (RFP) are not eligible to directly apply or be included as a sub-contractor for another applicant.

If unsure if your agency is an eligible applicant, contact the Designated Contact / Issuing Officer identified in Section 2.1.

3.2 SFS Registration and Prequalification Process

New York State requires nonprofit organizations to register in the Statewide Financial System (SFS) and complete the Vendor Prequalification process, if interested in applying for state funding opportunities. Government entities are not required to prequalify in SFS.

For proposals to be evaluated, all nonprofit organizations applying for this grant opportunity MUST prequalify by the Proposal Due Date. Any applicant who submits a proposal that is not prequalified in SFS on the Proposal Due Date listed in the Important Dates table, will be disqualified from further consideration. Below are links where you can find more information on SFS registration and prequalification requirements.

How to Register with the Statewide Financial System https://grantsmanagement.ny.gov/register-your-organization-sfs

How to Get Prequalified in the Statewide Financial System https://grantsmanagement.ny.gov/get-prequalified

SFS Registration and Prequalification Questions Specific questions about registering in the Statewide Financial System (SFS) or getting prequalified in SFS can be directed to the SFS Help desk. The CDD recommends contacting SFS via email to get the fastest response.

Monday – Friday, 8:00 a.m.– 5:00 p.m.

helpdesk@sfs.ny.gov

(518) 457-7717 https://grantsmanagement.ny.gov/register-your-organization-sfs mailto:HelpDesk@sfs.ny.gov

3.3 Application Overview

This section provides an overview of all the information that must be submitted electronically in Qualtrics to submit a successful grant application. Applications that are not deemed to be complete will not be reviewed.

Applications must be submitted by 11:59pm on the Proposal Due Date as indicated in the Important Dates table. All applications should be submitted through Qualtrics using the link below. All materials that need to be downloaded, completed, and uploaded can be found in Qualtrics and on the CDD website here: https://cdd.ny.gov/funding.

Application Link: https://nysddpc.qualtrics.com/jfe/form/SV_3mdsr5p1YFoy7nE

1. Applicant and Project Information (enter in Qualtrics)

a. Project Name

b. Site/Project Address

c. Project Contact Information

d. Eligibility Questions

2. Proposal Details (download, complete, upload in Qualtrics)

a. Program Specific Questions

b. Work Plan

c. Budget

d. Budget Justifications (enter responses in Qualtrics)

3. Optional Uploads (upload in Qualtrics)

a. One example of materials, videos or resources relevant to the intended project (optional).

b. Letters of Collaboration or Support (optional).

4. Signed Attestations (download, sign, and upload in Qualtrics) All documents must be signed to pass eligibility review.

a. EO16 Certification (Business with Russia Disclosure)

b. Sexual Harassment Prevention Certificate

c. Attestation of Compliance for Timeliness in Reporting

d. Gender-Based Violence and the Workplace Certification

NOTE: Nonprofit vendors and organizations are strongly encouraged to begin this process as soon as possible to participate in this opportunity. New York State reserves 5-10 business days from the receipt of complete Prequalification applications to conduct its review. If supplementary information or updates are required, review times will be longer.

https://nysddpc.qualtrics.com/jfe/form/SV_3mdsr5p1YFoy7nE

5. Contracting Documents (upload in Qualtrics, see Section 3.5 for more information)

a. Workers’ Compensation Insurance Certification

b. Disability Insurance Certification

c. Vendor Responsibility Certificate Confirmation page from the VendRep Online

System showing date of Self-Certification, or Vendor Questionnaire

3.3.1 Program Specific Questions

All applicants must respond to the Program Specific Question within the Program Specific Questions document. Once it is complete, please upload the completed responses in your application in Qualtrics. The Program Specific Questions will be evaluated and scored based on the criteria listed in Section 4.3 Scoring Rubric.

3.3.2 Project Work Plan

The CDD requires all applicants to complete a Work Plan, which will be evaluated and scored based on the criteria listed in Section 4.3 Scoring Rubric. The Work Plan outlines more detailed information about the applicants’ proposed Objectives, Tasks, and Performance Measures. The Work Plan will be used as the baseline to assess progress on meeting the project goals and intent throughout the life of the grant.

During grant implementation, grantees will be asked to report progress on a Quarterly basis on the Objectives, Tasks, and Performance Measures included in the Work Plan. For more information about Quarterly Reporting requirements see Section 6.2 Grantee Reporting Requirements.

The CDD will add additional Tasks and Performance Measures in the contracting phase for every contract based on federal requirements. For example, all grantees are required to collect demographic data and satisfaction surveys from grant participants.

3.3.3 Project Expenditure Budget

All applicants must submit a proposed 1-Year budget. The 1-Year budget must be entered in the Excel template provided by the CDD and uploaded into the Qualtrics application. The budget must comply with all applicable state and federal laws, rules, and regulations, and meet RFP guidelines, rules, and regulations. The budget will be evaluated and scored based on the criteria listed in Section 4.3 Scoring Rubric.

In addition to the 1-Year Budget, applicants must provide detailed, line-item budget justifications for every expense identified in the proposed budget. Applicants will enter budget justifications directly into Qualtrics.

Applicants are strongly encouraged to submit budgets that reflect realistic, reasonable, and necessary expenses that are sufficient to comply with RFP requirements. Budgets must include justifiable and allowable costs only. Refer to Allowable and Unallowable Expenses document in Qualtrics or on the CDD webpage for this funding announcement: https://cdd.ny.gov/funding

CDD grant funds may not be used for activities that duplicate or supplant what is already available or required under existing laws.

All expenses must be incurred within the contract period. All shared costs are prorated, and the basis of the proration should be explained. Ensure that the Total Grant Funds in the Expenditure Budget agree with the amount requested.

CDD Indirect Costs should not exceed 15% of the budgeted direct expenses. Additional Indirect Costs, subject to CDD review and approval, may be included in Match. Rent is an Indirect Cost.

Please note: Your 1-Year Expenditure Budget must include a minimum of 34% of Match funding over the total budget (not by each budget line).

Guidance on Budget Categories

Salary

Personal Services: List all positions that will be supported with grant funds.

• For each component task, pro rate each employee’s time devoted to the project according to the total annual salary for that employee. For example, an employee who devotes 20% of their time to the project, has an annual (12-month) salary of $40,000 and will work on the project for 6 months, would charge $4,000 to the project. The percentage of time for the position cannot exceed 100%.

Personal Services –Justification: Give a brief description of the responsibilities and a justification of each staff position supported by the grant funds. There should be a separate justification for each position.

Fringe

Fringe: Enter fringe benefits associated with each position. Fringe benefits should be budgeted in line with your organization’s policy.

Fringe - Justification: Provide a brief explanation and justification of the percentage and composition of your fringe benefit structure.

Contractual

Contractual Services: This category includes costs for institutions, individuals, or organizations external to the agency.

Contractual - Justification: For each contractual service, briefly describe the extent and purpose of the contractual services.

Travel

Travel: This category includes travel costs for personnel listed under Personal Services, participant travel and other travel expenses. Travel costs include the following: air, train, bus and taxi, personal auto, parking fees, tolls, lodging, and meals. This can also include conference fees or outside training costs for staff to attend that are an integral and essential part of this project. Reimbursement for travel, lodging and mileage costs must not exceed the New York State rates currently in effect. All out-of-state travel must be pre-approved by CDD.

Travel - Justification: For each expense, describe the purpose, destination, mode of travel and costs.

Equipment

Equipment refers to tangible personal property (including information technology systems) having a useful life of more than one year and a per-unit acquisition cost which equals or exceeds the capitalization level established by the non-Federal entity for financial statement purposes, or $10,000. Unallowable expense examples include equipment to support entrepreneurship or given to launch a small business, motor vehicles, etc.

• For further guidance on equipment and technology purchases reference section 2 CFR

200.313(a).

Equipment - Justification: Demonstrate need for equipment investment in this section. Please note that meeting the criteria outlined in the Allowable and Unallowable Expenses on the CDD website does not guarantee approval of proposed equipment expenditures. Equipment purchases are subject to CDD review and approval.

Space (Rent or Own) and Utilities: Do not include Space and Utilities if they are covered in your Indirect Rate under Operating Expenses.

Operating Expenses

Operating Expenses: Describe any other allowable operating expenses including administrative overhead (indirect cost). Rent is considered an indirect cost. See Allowable and Unallowable Expenses on the CDD website.

Indirect Costs: The NYS CDD allows a 15% indirect rate on all grants that can count towards match. Some organizations have a higher approved federally negotiated Indirect Rate greater than 15%. In this case, the difference between the two rates can be used as match. However, grantees will need to provide documentation of the higher approved federally negotiated Indirect Rate.

https://www.ecfr.gov/current/title-2/part-200/section-200.313#p-200.313(a) https://www.ecfr.gov/current/title-2/part-200/section-200.313#p-200.313(a)

Supplies: Supplies are all tangible personal property other than those described in Equipment.

A computing device is a supply if the acquisition cost is less than the lesser of the capitalization level established by the non-Federal entity for financial statement purposes, or $5,000, regardless of the length of its useful life. Supplies can be listed in either Operating Expenses or Other categories.

Operating - Justification: Provide a justification for the expenses listed as Operating Expenses.

Other

Other Expenses: Describe any other allowable non‐personal services and costs. Other expenses are costs that do not fall under the previous budget categories. Examples are printing services, supplies (if not included in Operating Expenses), meeting costs, language translation and interpretation services for limited English proficient (LEP) participants, and other miscellaneous expenses.

Volunteer Time (for Match only): Volunteer services may be counted as match under your budget’s Other category when volunteer services furnished by third-party professional and technical personnel, consultants, and other labor is necessary for the program. See 2 CFR 200.306(e). The general rule to follow when determining if contributed services meet the criteria for financial forms is to determine whether the organization would have purchased the services if they had not been donated. Determine the rates that support your claimed match amount from Independent Sector published each April during Volunteer Week. Scroll down their webpage to State-by-State Data since New York State’s rate is often greater than the average. The amount you can use is the rate used multiplied by the number of hours, for volunteers that will support the CDD grant funded program.

Other - Justification: Provide narrative justification for the expenses listed as Other expenses.

3.3.4 Match Guidance

Match Percentage Requirements

All CDD grants require a Match. Grantees must ensure a match of at least 34% of the grant amount. See below Grant Match Calculation Table for specific amounts.

Match Source Requirements: Federal funds may not be used as grantee match. Matching funds may be derived from state, local, agency, and/or private sources in the form of cash or in-kind contributions, such as staff time, fringe benefits, supplies, equipment, travel, indirect costs, or other project-related expenses.

Match funds must also be allowable costs only. See the Allowable and Unallowable https://www.ecfr.gov/current/title-2/part-200/section-200.306#p-200.306(e) https://www.ecfr.gov/current/title-2/part-200/section-200.306#p-200.306(e) https://independentsector.org/resource/value-of-volunteer-time/

Expenses document available on the CDD webpage for this funding announcement and in the Qualtrics application for this RFP.

Match Calculation: Based on 1-Year CDD Grant Award of $100,000

Grant Match Calculation Based on 1-Year Award of $100,000

34% Match*

CDD Grant Award $100,000

Grantee Match $34,000

($100,000 * 0.34)

Total Project Budget (CDD Award + Grantee

Match) $134,000

3.4 Signed Attestations and Contracting Documents

3.4.1 EO 16 Business with Russia Prohibition Certification

As of March 17, 2022, New York State agencies are prohibited from contracting with businesses conducting business in Russia. Bidders on procurements must submit a signed certification stating that they do not conduct business operations in Russia, or meet the federal exemptions regarding vital health and safety services. Full text of Executive Order No. 16 can be found here. Please see the Certification Under Executive Order No. 16 in Qualtrics and on the CDD website here: https://cdd.ny.gov/funding. The certification must be signed and submitted electronically in Qualtrics.

3.4.2 Sexual Harassment Prevention Certification

As of January 1, 2019, applicants or bidders on procurements subject to competitive procurement or bidding are required to submit a certification with every application or bid that states they have a policy addressing sexual harassment prevention and that they provide sexual harassment training (that meets the Department of Labor’s model policy and training standards) to all employees on an annual basis.

Please see the Sexual Harassment Prevention Certification in Qualtrics and on the CDD https://www.governor.ny.gov/executive-order/no-16-prohibiting-state-agencies-and-authorities-contracting-businesses-conducting website here: https://cdd.ny.gov/funding. The certification must be signed and submitted electronically in Qualtrics. Applications, proposals or bids that do not contain the signed certification will not be considered for award; 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.

3.4.3 Attestation of Compliance for Timeliness in Reporting

This certification acknowledges agreement among various departments within the applicant entity charged with a role in carrying out NYS Council on Developmental Disabilities (NYS CDD) grant deliverables, to coordinate efforts towards the timely submission of all quarterly reports and back up documentation, as required. Quarterly data must be gathered and submitted to the NYSCDD on time, which may involve coordination between program, fiscal, and administrative staff, to support the grant in a timely way that maintains their compliance with all reporting and contracting. Please see the Attestation of Compliance for Timeliness in Reporting in Qualtrics and on the CDD website here: https://cdd.ny.gov/funding. The certification must be signed and submitted electronically in Qualtrics. Applications, proposals or bids that do not contain the signed certification will not be considered for award.

3.4.4 Gender-Based Violence and the Workplace Certification

New York State Finance Law §139-M requires bidders on competitive state procurements to certify that they have a written policy addressing gender-based violence and the workplace. 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. Please see the Sexual Harassment Prevention Certification in Qualtrics and on the CDD website here: https://cdd.ny.gov/funding.

The certification must be signed and submitted electronically in Qualtrics.

Applications, proposals or bids that do not contain the signed certification will not be considered for award; however, if the organization cannot make the above certification, they must provide an attached statement with their bid detailing the reasons therefor.

3.4.5 Obtaining Workers’ Compensation and Disability Benefits Certificates of

Insurance Proof of Coverage: For each new contract (or renewal), the Grantee must obtain both forms from their carrier and email a copy of each to the NYS CDD to prove the contractor has appropriate Workers’ Compensation Insurance and Disability Benefits Insurance coverage, or are exempt. A licensed NYS insurance agent of the carriers listed below can obtain the forms for an employer.

• List New York State Council on Developmental Disabilities as certificate holder, and

• Sign and date both forms:

https://cdd.ny.gov/funding

New York State Council on Developmental Disabilities 99 Washington Ave, Suite 1230 Albany, NY 12210

Source of the rule regarding insurance requirements for contracts, from the Office of the New York State Comptroller (OSC): https://www.osc.state.ny.us/state-agencies/gfo/chapter-xi/xi18g-workers-compensation-coverage-and-debarment

3.4.6 Vendor Responsibility Requirements

Section 163(9)(f) of the NY State Finance Law requires that a state agency make a determination that an applicant is responsible prior to awarding that applicant or bidder a state contract. Vendor responsibility will be determined based on the information provided by the applicant or bidder, online, through the New York State VendRep System Questionnaire or through a paper copy of the Vendor Responsibility Questionnaire. CDD will review the

Proof of Workers’ Compensation Insurance Coverage - Acceptable forms:

C-105.2, U-26.3, SI-12, or SGI-105.2, or CE-200 (Exemption)

• Form C-105.2 – Certificate of Workers’ Compensation Insurance issued by private insurance carriers; or

• Form U-26.3 issued by the State Insurance Fund; or

• Form SI-12 – Certificate of Workers’ Compensation Self-Insurance; or

• Form GSI-105.2 – Certificate of Participation in Workers’ Compensation Group Self-

Insurance; or

• CE-200 – Certificate of Attestation of Exemption from NYS Workers’ Compensation

Insurance coverage

• Please Note – an ACORD form is not acceptable proof of New York State Workers’

Compensation Insurance coverage

• Please direct questions to the New York State Workers’ Compensation Board, Bureau of

Compliance (518) 462-8882 or (866) 298-7830 or www.wcb.ny.gov

Proof of Disability Benefits Insurance Coverage - Acceptable forms:

DB-120.1, DB-120.2, DB-155, or CE-200 (Exemption)

• Form DB-120.1 – Certificate of Disability Benefits Insurance; or

• Form DB-120.2 – Certificate of Participation in Disability Benefits Group Self Insurance; or

• Form DB-155 – Certificate of Disability Benefits Self-Insurance; or

• CE-200 – Certificate of Attestation of Exemption from New York State Disability Benefits

Insurance coverage.

• Please Note – an ACORD form is not acceptable proof of New York State Disability

Benefits Insurance coverage

• Please direct questions to or NYS Insurance Fund (877) 435-7743 or www.nysif.com https://www.osc.state.ny.us/state-agencies/gfo/chapter-xi/xi18g-workers-compensation-coverage-and-debarment https://www.osc.state.ny.us/state-agencies/gfo/chapter-xi/xi18g-workers-compensation-coverage-and-debarment http://www.wcb.ny.gov/ http://www.nysif.com/ information provided before making an award.

CDD reserves the right to reject any proposal if, in its sole discretion, it determines the applicant or bidder is not a responsible vendor. All proposals are subject to a vendor responsibility determination before the award is made, and such determination can be revisited at any point up to the final approval of the contract by the New York State Office of the State Comptroller (OSC). Vendors must maintain their vendor responsibility throughout the duration of the contract.

Enrolling and completing the questionnaire online through the New York State VendRep System is the best method because both the questionnaire and answers are stored in the system. Thus, subsequent questionnaires in response to contracts and/or Request for Proposals from any state agency would only need to be updated in the VendRep System.

To access or enroll in the VendRep System or update your existing online questionnaire, click Online Questionnaire. Questionnaires in the VendRep System that have been completed in the last six months in response to contracts or bid announcements do not need to be updated.

Vendors opting to complete a paper questionnaire, can access the questionnaire here:

https://www.osc.ny.gov/state-vendors/vendrep/vendor-responsibility-forms. If the Vendor is using the hardcopy notarized questionnaire, then it also has to be current within six months of the due date of the proposal.

Prior to executing a subcontract agreement, the contractor must provide the information required by CDD to determine whether a proposed subcontractor is a responsible vendor.

Vendors must provide their New York State Vendor Identification Number when enrolling. To request assignment of a Vendor Identification Number or for direct VendRep System user assistance, the OSC Help Desk may be reached at 866-370-4672 or 518-408-4672 or by email at ciohelpdesk@osc.state.ny.us.

Confirmation of completion of the Vendor Responsibility process must be submitted with your proposal. This confirmation can take the form of registration in the VendRep system, or by submitting your completed hardcopy questionnaire.

To submit this confirmation with your application:

o Go to the bottom of your certified questionnaire, and click the button called Form Overview.

o Print this page and upload it to the proposal.

o Upload the page into your application/proposal in Qualtrics.

While it is not recommended, you have the option of uploading a completed hardcopy of the Vendor Responsibility Questionnaire with your application/proposal.

http://www.osc.state.ny.us/vendrep/index.htm https://www.osc.ny.gov/state-vendors/vendrep/vendor-responsibility-forms mailto:ciohelpdesk@osc.state.ny.us

By submitting a proposal, you hereby authorize CDD to review any records in its possession concerning your organization including, but not limited to, wage records, unemployment insurance records, public works records, labor standards, and safety and health records. Based on the responses you provide, CDD will determine whether your organization is a responsible bidder.

If you are disqualified based on a determination of non-responsibility, you will be notified in writing and may appeal the determination in writing within 10 days to the Executive Director. If you fail to identify a violation and CDD discovers the failure to disclose such violation, your contract may be terminated immediately upon written notice.

Evaluation Process

This section provides information on the evaluation process for applications that are submitted in response to this opportunity.

Applicants must meet the Minimum Qualifications to submit a Proposal in accordance with Section 3.1 Minimum Qualifications and Section 3.2 SFS Registration and Prequalification Process. Applicants who do not meet these requirements will be disqualified from further consideration.

Designated staff will review each proposal for completeness and verify that all eligibility criteria are met. A two-level review process will be conducted for all submitted proposals:

4.1 Eligibility Review Process / Minimum Criteria

The first level is a pass/fail CDD review of the submitted proposals to ensure that the application meets the Minimum Qualifications set forth in the RFP. The CDD will reject any applications that fail to meet any one of the following criteria:

• The applicant is an eligible entity as specified in Section 3.1: Minimum Qualifications of the RFP.

• The applicant is registered and prequalified in SFS. Government entities are not required to prequalify in SFS.

• The proposal was submitted within the designated timeframes.

• The applicant submitted Program Specific Questions, a Work Plan, and a 1-Year

NOTE: The Vendor Responsibility Questionnaire must be dated within six months of the proposal due date. Any subcontractor(s) under proposed contract must also complete a Vendor Responsibility Questionnaire when the value of the subcontract is projected to be $100,000 or more for the contract term.

Expenditure Budget.

• The application budget includes a 34% match from non-federal sources.

• The applicant signed, uploaded, and submitted the following required documents:

o EO16 Certification (Business with Russia Disclosure) o Sexual Harassment Prevention Certificate o Attestation of Compliance for Timeliness in Reporting o Gender-Based Violence and the Workplace Certification

• The applicant uploaded the following required contract documents:

(see Section 3.5 for more information) o Workers’ Compensation Insurance Certification o Disability Insurance Certification o Vendor Responsibility Certificate Confirmation page from the VendRep Online

System showing date of Self-Certification, or Vendor Questionnaire

4.2 Programmatic Review Process

The second level consists of a thorough review of the submitted proposals including the project work plan, evaluation plan, organizational capability, commitment of partners, value of products and dissemination, overall strength of evaluation and sustainability plan, and the budget and corresponding budget justifications.

The proposal review and rating will be conducted using the criteria stated in this Funding Announcement (scoring is detailed in Section 4.3 Scoring Rubric) and the CDD reserves the right to conduct follow-up activities and discussions with applicants to clarify information in the submitted proposal.

The CDD Review Panel will typically consist of state agency staff and peer/field experts in the RFP topic area. The review panel will be a minimum of three trained reviewers. The CDD reserves the right to make changes to the Review Panel as necessary. No applicant with an average reviewer score of less than 80 points in the programmatic review will be considered for funding.

RFP funding will go to the highest scoring proposal. In case of a tie at the conclusion of the scoring process, the application that scored highest in the category of Plan of Action will receive the award. In the event of tied scores in the category of Plan of Action, the award will go to the agency with the highest score in the category of Evaluation, Dissemination and Sustainability.

The CDD reserves the right to adjust the funding amount requested based on program need and based on the total value of the applications submitted.

4.3 Scoring Rubric

Below is a detailed overview of how each application section will be scored and evaluated.

No. Program Specific Questions (0 – 65 points) Max Points 1 Cross-System Challenge:

What cross-systems challenge will your proposed pilot project address?

Please describe the challenge in detail, include information about the systems that are involved, and how the cross-system challenge impacts people with developmental disabilities and their families.

2 Plan of Action:

Provide a comprehensive plan of action that includes how your proposed project will address the cross-system challenge. Please include details about major project activities, participating partners, timeline, and intended results.

3 Innovation in Approach:

Please describe how the proposed plan of action will implement innovative strategies or an innovative approach to improving cross-systems coordination. Please describe how your organization is uniquely positioned to implement your proposed project, include details about any resources, initiatives, or existing partnerships that would strengthen the implementation of your proposed project.

4 Community Engagement and Collaboration:

Please describe any planned collaborations with and among service systems. Please include details on how you will meaningfully engage people with DD, family members, and other key stakeholders in project design and implementation.

5 Organizational Capacity:

Describe the capacity of your organization to carry out your proposed grant project and your organizational expertise, experience, and capacity working with people with DD. Detail how specifically, if using contracted services or subcontractors, you would describe their roles and responsibilities.

6 Cultural Competence:

Describe your proposed efforts to ensure that all grant materials and resources are fully accessible and culturally competent in order to reach the diversity of New Yorkers.

7 Evaluation:

Describe how your organization will collect satisfaction and demographic data, as required by the CDD, as well as evaluate the extent to which the project goals were achieved.

8 Outcomes and Sustainability:

Please outline the major intended outcomes of the proposed grant project, including new collaborations, lessons, tools, models, or practices. Please describe how these outcomes (i.e. collaborations, lessons learned, tools, practices) will be utilized beyond the CDD grant period to sustain the work of the grant.

9 Project Leadership:

Identify and describe who will be the lead person responsible for project implementation, identifying the experience and expertise they bring to ensure the successful implementation of this initiative.

Please also identify a back-up lead person and describe their experience or expertise, and any others who will be utilized for their expertise carrying out the grant deliverables.

OPT Optional:

Please upload one (1) example of materials, videos, or resources that you have created, which most closely reflects the intended products of this grant. Only one example will be scored, additional examples will not be scored. All example materials should be combined and uploaded as a single pdf in Qualtrics.

OPT Optional:

Please upload any Letters of Collaboration or Support for this project. All letters should be combined and uploaded as a single pdf in Qualtrics.

Work Plan (0 – 15 points) Max Points

WP

Applicants will complete a Work Plan document, including filling in objectives, tasks, and performance measures, and upload into Qualtrics for the entire duration of the grant. There are some pre-filled Work Plan objectives, tasks, and performance measures in the template, they are required by the CDD. Please add additional objectives, tasks, and performance measures that align with your proposed plan of action.

Please see Section 3.3.1 for additional guidance on completing a Work Plan.

The overall Work Plan will be evaluated based on the following criteria:

• Scope of work: Strength of the Plan of Action to meet the Expected Grant Deliverables.

• Evaluation: Strength of evaluation in alignment with the Desired Project Outcomes.

• Sustainability: Strength of the sustainability plan, with specific strategies to continue the work beyond CDD grant funding.

Proposal Budget, Matching Funds and Administrative Costs (0-20 points) Max Points

B-1 Grantees will complete a 1-Year Expenditure Budget including specific line items and dollar values and upload the budget into Qualtrics. Please also include budget justifications for each expense by entering them into Qualtrics. Please see Section 3.3.2 for additional guidance on completing the Expenditure Budget.

Applicants will be scored on their overall 1-Year Budget and budget justifications, which will be evaluated based on the following criteria:

• Demonstration of a clear relationship between funds requested, the program activities, and performance outcomes and the budget’s consistency with the intent of the RFP (0-10 Points).

• Documentation that expenses are realistic, reasonable, necessary, allowable, and justified based on 1-year program plan (0-10 Points).

• Grantees are required to ensure an in-kind match of at least

34% of the grant amount, from non-federal funding sources.

• Grantees are also required to ensure that all requested funds, including the match, are allowable and comply with RFP guidelines and requirements (see Allowable and Unallowable Expenses).

Provide a justification for each expense line item in Qualtrics. Describe the purpose of each expense, how the cost was estimated, and the calculations used to determine the total amount. Explain why the costs are reasonable and how the project budget maximizes the efficient use of available resources. All expenses supported by CDD grant or match funds must be allowable, and expenses supported by CDD funds must directly relate to the deliverables identified in this RFP.

General Terms & Conditions

5.1 CDD Administrative Information

After reviewing proposals as outlined above, recommended funding must be approved by the NYS Council on Developmental Disabilities (CDD). All costs associated with responding to this RFP are solely the responsibility of the applicant. The contract process and final contracts are subject to the approval of the Office of the State Comptroller (OSC). Upon such OSC approval, the grant award process will begin, and all terms of the contract will become public information.

As part of the grant award process, the grantee and CDD will establish a mutually agreed upon final budget, Performance Agreement (Work Plan) and Performance Indicators, that become part of the contract deliverables. Quarterly program and fiscal reports will also be required.

If CDD is unable to negotiate the contract with the selected applicants within 60 days, the CDD may begin contract negotiations with the next highest scoring qualified applicant(s).

All materials submitted in response to this request become the property of the CDD. Selection or rejection of a response does not affect this right.

5.2 Award Selection and Notification

CDD will issue award and non-award notifications to all applicants. Applicants selected to receive a grant award will be notified by email and in an official CDD award letter. Award recipients may be asked to submit a revised work plan, timeline, and budget at this time.

Projects cannot start until the contract is fully executed. CDD will not pay for expenses incurred prior to a contract being in place.

5.3 General Information for Successful Bidders

If you are awarded a contract, you will be required to comply with the following information:

1. Cost of Proposal Preparation – CDD will not be liable for any costs of work performed in the preparation and production of a proposal, or for any work performed prior to the formal execution of a contract. By submitting a proposal, the applicant agrees not to make any claims for, or have any right to, damages because of any misunderstanding or misrepresentation of the specifications, or because of any misinformation or lack of information. The proposals shall become property of the State of New York.

2. Assurances – The applicant warrants that it has carefully reviewed the needs of the

State as described in the RFP, its attachments and other communications related to the RFP, and that it has familiarized itself with the specifications and requirements of the

RFP.

The applicant warrants that it can provide such services as represented in their proposal.

The applicant agrees that it will perform all of its obligations in the resultant contract in accordance with all applicable federal, State and local laws, regulations and policies now or hereafter in effect.

The applicant affirms that the terms of the RFP and the attachments do not violate any contracts or agreements to which it is a party, and that its other contractual obligations will not adversely…