One-Stop System Operator FINAL DRAFT.pdf

TOMPKINS COUNTY

WORKFORCE DEVELOPMENT BOARD

REQUEST FOR PROPOSALS

RFP # JW-0000000139-RFP

FOR

ONE-STOP OPERATOR

RFP RELEASE DATE: October 5, 2026

DEADLINE FOR QUESTIONS: October 26, 2026 BEFORE 5:00 pm

PROPOSALS DUE: November 2, 2026 BEFORE 2:00 pm

Introduction

Important Notice

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

“CONFIDENTIAL” in the file name.

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

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

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

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

Purpose

The Tompkins County Workforce Development Board (TCWDB) is issuing this RFP to solicit proposals from organizations interested in serving as the One-Stop System Operator/Coordinator for the Tompkins County

Workforce Development System for the period of July 1, 2026 - June 30, 2030. The TCWDB reserves the right to modify or cancel the terms of the RFP at any time.

Background

Tompkins County is in the Southern Tier region of New York at the southern end of Cayuga Lake. The county is approximately 475 square miles and home to over 105,000 people. Tompkins County is home to Cornell University and Ithaca College.

The TCWDB is responsible for development, oversight, implementation, and leadership of the publicly-funded workforce system, which provides workforce services for the county of Tompkins including the City of Ithaca, NY.

Services are provided through the Tompkins Workforce NY Career Center (TWFNYCC) which is the OSCC for the

TCWDB region. The TWFNYCC is located at 171 East State/MLK, Jr. Street, Suite 241. TWFNYCC is currently a partnership of workforce organizations with resources and expertise in serving companies and job seekers across the region. The TWFNYCC has been successfully providing these services, meeting all federal and state-set goals and benchmarks, since 2000.

Project Identification

Title: One-Stop Operator

Requesting Department: Workforce Development

Bid Due Date/Time: Monday, November 2, 2026 Before 2:00 pm

Timeline

Release Project Date: October 5, 2026

Question Submission Deadline: October 26, 2026, 5:00 pm

Response Submission Deadline: November 2, 2026, Before 2:00 pm

Term of Bid/Contract

The term of this contract begins July 1, 2026 through June 30, 2030.

Defined Terms

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

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

ADA: Americans with Disabilities Act.

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

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

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

Respondent are used interchangeably in this RFP.

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

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

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

County: Tompkins County, New York.

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

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

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

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

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

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

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

Chief Executive, Chief Operating, and Chief Financial Officers.

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

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

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

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

(607) 274-5500 for further instructions.

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

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

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

RFP: Request for Proposals.

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

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

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

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

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

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

Specifications

SCOPE

The TCWDB is responsible for development, oversight, implementation, and leadership of the publicly-funded workforce system, which provides workforce services for the county of Tompkins including the City of Ithaca, NY.

Services are provided through the TWFNYCC, which is the OSCC for the TCWDB region. The TWFNYCC is located at 171 East State/MLK, Jr. Street, Suite 241. TWFNYCC is currently a partnership of workforce organizations with resources and expertise in serving companies and job seekers across the region. The TWFNYCC has been successfully providing these services, meeting all federal and state-set goals and benchmarks, since 2000.

The Tompkins County Workforce Development Board (TCWDB) is issuing this RFP to solicit proposals from organizations interested in serving as the One-Stop System Operator/Coordinator for the Tompkins County

Workforce Development System for the period of July 1, 2026 - June 30, 2030. The TCWDB reserves the right to modify or cancel the terms of the RFP at any time.

The Tompkins Workforce Development System includes a network of workforce partners and the workforce-related services they provide both within the TWFNYCC and across the Workforce System.

PROGRAM OBJECTIVES

• Maintain a coordinated, well-communicating network of workforce partners across the Tompkins Workforce

Development System

• Ensure regular, structured engagement between the One-Stop System Operator/Coordinator and TCWDB leadership to keep system-wide service delivery aligned and issues surfaced early

REQUIRED PROGRAM PARAMETERS

Eligible applicants:

• An Institution of Higher Education

• An Employment Service State Agency established under Wagner-Peyser

• A Community Based Organization, non-profit organization, or workforce intermediary

• A private-for-profit entity

• A government agency

• Chambers of Commerce; business organizations and labor organizations

• Area career and technical education providers such as Boards of Cooperative Educational Services (BOCES)

Budget: $2,500 is made available for the role of One-Stop System Operator/Coordinator under this RFP. This amount covers expenses related to salaries, administrative costs, travel, or other expenses.

Meeting/coordination requirement:

• Meet bi-monthly, or more often if needed, with the TCWDB Executive Director and the TCWDB Operations and Oversight Committee

Response requirements:

• Responses should follow the proposal outline section

• Responses should be limited to three pages, size 12 font, single spaced

• Questions directed to Christopher Sponn, Executive Director, Tompkins County Workforce Development, at csponn@tompkins-co.org

• Answers to all questions will be posted on the TCWDB website: https://www.tompkinscountyny.gov/All-

Departments/Workforce-Development/Workforce-Development-Board mailto:csponn@tompkins-co.org https://www.tompkinscountyny.gov/All-Departments/Workforce-Development/Workforce-Development-Board https://www.tompkinscountyny.gov/All-Departments/Workforce-Development/Workforce-Development-Board

PROPOSAL OUTLINE

Responses must be no more than 3 pages, size 12 font, single-spaced, and organized under the following headings.

Vague or general statements without specific detail may be scored lower under the relevant criterion.

1. Organizational Overview

• Organization name and eligible-applicant category

• Name and title of the specific staff person(s) who would perform this role, including their current role/time availability

• One specific, named example of a comparable convening or facilitation role this organization or individual has held, including the timeframe and outcome

2. Approach to Directory Development

• What information the directory will contain (fields/categories)

• What tool or format will be used to build and maintain it (e.g., shared spreadsheet, CRM, website)

• Update cadence and who is responsible for keeping it current

• How partners will be identified and contacted for initial data collection

3. Approach to Quarterly Convening

• Proposed meeting format, length, and location/platform

• A specific method for setting agendas (who provides input, how topics are prioritized)

• A specific method for driving engagement beyond attendance — e.g., how you'll surface disagreements or service gaps rather than just report updates

• How you will document and follow up on issues raised (who owns follow-up, what the tracking mechanism is)

4. Coordination with TCWDB

• Proposed meeting cadence beyond the bi-monthly minimum, if any

• What will be brought to each check-in (status report format, metrics, open issues log)

• How you will escalate a system-wide issue that can't be resolved at the partner level

5. Demonstrated Capability

• At least one specific, named prior engagement with a WIOA-funded system, One-Stop model, or comparable public/nonprofit network — organization name, your role, and outcome

• Total hours per month the named staff person will dedicate to this role

• Any tools, relationships, or existing partner contacts that reduce ramp-up time

6. Budget Narrative

• Line-item breakdown of the $2,500 (not just categories — actual dollar amounts per category)

• Hourly rate or salary basis used to calculate staff time, and number of hours it implies

PROGRAM ELEMENTS

The role of the One-Stop System Operator/Coordinator includes:

• Developing and maintaining a directory of workforce partners and the services they provide

• Convening quarterly meetings of the workforce partners in the Tompkins County Workforce Development

System

• Facilitating these quarterly discussions, including issues related to providing workforce services across the system

• Meeting bi-monthly, or more often if needed, with the TCWDB Executive Director and the TCWDB

Operations and Oversight Committee

MONITORING AND REPORTING FOR PROGRAM AND FISCAL COMPLIANCE

• Bi-monthly (minimum) check-ins with the TCWDB Executive Director and Operations and Oversight

Committee serve as the primary programmatic monitoring touchpoint

• Cost efficiency and use of the $2,500 allocation (staff time, administrative/overhead costs, travel) is reviewed as part of proposal evaluation and expected to be accounted for by the selected Operator/Coordinator throughout the contract period

PROPOSAL EVALUATION

Tompkins County reserves the right to reject any or all proposals in whole or in part, to waive any and all informalities, and to disregard all non-conforming, non-responsive, or conditional proposals.

This is a Request for Proposals (RFP). Responding organizations are expected to submit a complete proposal addressing the role and responsibilities of the One-Stop System Operator/Coordinator, in accordance with the requirements set forth in this RFP. Award of the role is contingent on TCWDB's review and selection process described below.

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

• Proposed approach is not aligned with the role and responsibilities of the One-Stop System

Operator/Coordinator as described in this RFP

• Did not follow RFP guidelines (exceeded the three-page limit, incorrect font/spacing, required forms not completed, and/or missed the submission deadline)

• Proposed activities are not allowed under WIOA or applicable federal, state, or local requirements governing the One-Stop delivery system

• History of contract non-compliance or poor performance on prior public contracts

• Proposer does not meet one of the eligible applicant categories listed above

A committee of the Tompkins County Workforce Development Board will review and score proposals based on the criteria below. It is the TCWDB's intent to notify the selected proposer of its decision within 30 days of the proposal deadline.

SELECTION CRITERIA

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

Proposals must provide specific, concrete detail in response to each element below — named examples, staff assignments, timelines, methods, and figures where requested. Responses that rely on general statements of intent without supporting detail (e.g., "we will engage partners effectively" without describing how) will be scored in the lower half of the applicable point range for that criterion, regardless of overall proposal quality.

Quality of Approach — 60 points

• Clearly articulated plan for developing and maintaining a directory of Tompkins Workforce Development

System partners and the services they provide

• Demonstrated approach to convening and facilitating quarterly partner meetings, including how the proposer will drive genuine cross-partner engagement and surface/address system-wide service delivery issues

• Proposed method and cadence for coordinating with the TCWDB Executive Director and the Operations and

Oversight Committee (bi-monthly minimum, per the RFP)

• Evidence of ability to function as a neutral convener across a diverse network of workforce partners with differing priorities

• Approach to identifying and helping resolve barriers to coordinated service delivery across the system

• Full credit requires specific methods, cadences, and named tools/processes for each bullet below — not general statements of intent.

Demonstrated Capability — 20 points

• Record of successfully convening or facilitating multi-stakeholder meetings, partnerships, or networks

• Familiarity with the WIOA-funded workforce system, the One-Stop delivery model, or comparable public/nonprofit service networks

• History of collaboration with workforce development, education, or economic development organizations in

Tompkins County or comparable regions

• Relevant staff qualifications and capacity to fulfill the role within the available budget and time commitment

• Full credit requires at least one specific, named prior engagement (organization, role, outcome) — general claims of "relevant experience" without an example will not receive full credit.

Cost Efficiency — 20 points

• Clarity of how the $2,500 allocation will be used (staff time, administrative/overhead costs, travel, etc.)

• Reasonableness and transparency of proposed costs relative to the scope of convening and coordination duties

• Demonstrated ability to sustain the role within this budget for the full contract period

• Full credit requires a line-item dollar breakdown, not category labels alone.

Instructions to Proposers

Qualifications

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

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

RFP Documents

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

Procurement Portal may not be complete.

Specification Clarifications

Requests for Clarification, Inquiries, Questions to the specifications must be submitted through Bidnet Direct before 5:00 pm on Monday, October 26, 2026. Answers to questions will be publicly posted on Bidnet Direct once available.

Submission Deadline

The deadline for submission of proposals is Monday, November 2, 2026 before 2:00 pm.

Addenda

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

Submission of Proposals

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

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

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

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

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

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

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

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

Finance Team (607) 274-5544.

Submission Instructions

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

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

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

Proposers must submit their questions regarding any portion of the specifications by posting them on the Q&A tab found in the solicitation on Bidnet Direct before 5:00 pm on Monday, October 26, 2026. Answers will be provided no later than five (5) days prior to the Proposal due date.

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

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

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

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

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

Proposal Modifications

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

Withdrawal of Proposals

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

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

Disqualification

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

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

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

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

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

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

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

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

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

Contract Award

The Contract award, if any, will be made by November 30, 2026. The Contract shall be awarded to the

Respondent(s) who submit the proposal that proves to be in the best interest of the County.

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

Non Collusive Bidding Certificate

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

County.

Conflict of Interest

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

Deviations

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

New York State Sexual Harassment Legislation

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

Living Wage:

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

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

Regulatory Compliance

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

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

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

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

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

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

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

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

York state statues, rules, and regulations.

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

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

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

Proposal Evaluation

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

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

• Did not follow RFP guidelines, i.e.: More than 3 total pages; and/or forms not completed; and/or not meeting proposal submission deadline date and time.

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

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

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

https://www.tompkins-co.org/

Standard Terms & Conditions

Term of Contract

Contract period shall be from July 1, 2026 through June 30, 2030.

Contract Extensions

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

Payment Terms

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

Non-Appropriation Clause

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

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

Indemnification, Hold Harmless, and Insurance

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

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

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

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

Training

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

M/WBEs, DBEs and other Underrepresented Businesses

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

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

Workforce Diversity and Inclusion

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

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

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

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

D. Awareness, understanding and education regarding diversity issues.

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

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

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

Contract Re-Assignment

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

Governing Law

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

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

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

Interpretation

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

Remedy for Breach

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

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

Attachment A

CERTIFICATION

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

RFP. All awardees of funds shall:

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

Disabilities Act of 1990;

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

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

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

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

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

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

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

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

Name

Title

Signature and Date

Tompkins County

Request for Proposal – Submission Instructions

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

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

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

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

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

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

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

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

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

‘Open Solicitations’.

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

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

Access to Records.

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

The County reserves the right to cancel the Contract without cause with a minimum of thirty (30) days written notice. Termination or cancellation of the Contract will not relieve the Respondent of any obligations or liabilities resulting from any acts committed by the Respondent prior to the termination of the Contract.

Submission of Proposals:

1. Responses to this RFP and any other required documents shall be submitted through the Tompkins County website at: https://www.tompkinscountyny.gov/All-Departments/Finance-Department/Purchasing-Division (see instructions below).

2. Responses must be uploaded and responded to no later than the date and time indicated.

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

Online Bid Submission Instructions:

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

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

‘Open Solicitations’. This will take you to Bidnet Direct where the RFP information is posted for the public. Bidders who do not have, or cannot obtain, internet access must contact the Purchasing Division via email (preferred), purchase@tompkins-co.org or by telephone, (607) 274-5500 for further instructions.

mailto:purchase@tompkins-co.org

COUNTY OF TOMPKINS

GENERAL CONDITIONS

AFFIDAVIT OF NON-COLLUSION

NAME OF RESPONDER: PHONE NO.:

BUSINESS ADDRESS: EMAIL:

I hereby attest that I am the person responsible within my firm for the final decision as to the price(s) and amount of the proposal, or if not, that I have written authorization, enclosed herewith, from that person to make the statements set out below on their behalf and on behalf of my company.

I further attest that:

1. The prices in this bid/proposal have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition with any other Contractor, Responder or potential Bidder; and

2. Neither the price(s), nor the amount of this bid/proposal, have been disclosed to any other firm or person who is a Responder or potential Responder on this project, and will not be so disclosed prior to bid/proposal opening; and

3. No attempt has been made or will be made to solicit, cause, or induce any company or person to refrain from responding to this RFP, or to submit a bid/proposal higher than the proposal of this company, or any intentionally high or non-competitive bid/proposal or other complementary proposal; and

4. The bid/proposal of my company is made in good faith and not pursuant to any agreement or discussion with, or inducement from any firm or person to submit a complementary proposal; and

5. My company has not offered or entered into a subcontract or agreement regarding the purchase of materials or services from any other company or person, offeror, promised or paid cash of anything of any value to any company or person, whether in connection with this or any other project, in consideration for an agreement or promise by a company or person to refrain from responding to this RFP or to submit a complementary bid/proposal on this project; and

6. My company has not accepted or been promised any subcontract or agreement regarding the sale of materials or services to any company or person, and has not been promised or paid cash or anything of value by and company or person, whether in connection with this or any project, in consideration for my company submitting a complementary bid/proposal or agreeing to do so on this project; and have made a diligent inquiry of all members, officers, employees, and agents of my company with responsibilities relating to the preparation, approval or submission of my company’s proposal on this project and have been advised by each of them that he or she has not participated in any communication, consultation, discussion, agreement, collusion act or other conduct inconsistent with any statements and representations made in this affidavit.

7. By submission of this proposal, I certify that I have read, am familiar with, and will comply with any and all segments of these specifications.

The person signing this proposal, under the penalties of perjury, affirms the truth thereof.

Signature & Company Position:

Print Name & Company Position:

Company Name:

Date Signed:

ANTI-DISCRIMINATION CLAUSE

During the performance of this Contract, (the Contractor) hereby agrees as follows:

• The Contractor will not discriminate against any employee or applicant for employment for any of the following: race, creed, color, ethnicity, military service, marital status, disability, sexual preference, perceived gender, national origin, or status as an ex-offender, and will take affirmative action to ensure that they are afforded equal employment opportunities without discrimination. Such action shall be taken with reference, but not be limited, to recruitment, employment, job assignment, promotion, upgrading, demotion, transfer, layoff or termination, rates of pay or other forms of compensation, and selection for training or retraining, including apprenticeship and on-the-job training.

• The Contractor will send to each labor union or representative of workers with which they have or are bound by a collective bargaining or other agreement or understanding, a notice, to be provided by the State Division of

Human Rights (SDHR),, advising such labor union or representative of the Contractor’s agreement under clauses (a) through (f) hereinafter called “non-discrimination clauses”. If the Contractor was directed to do so by the contracting agency as part of the bid or negotiation of this Contract, the Contractor shall request such labor union or representative to furnish them with as written statement that such labor union or representative either will affirmatively cooperate, within the limits of its legal and contractual authority, in the implementation of the policy and provisions of these non-discrimination clauses or that it consents and agrees that recruitment, employment and the terms and conditions of employment under this Contract shall be in accordance with the purposes and provisions of these non-discrimination clauses. If such labor union or representative fails or refuses to comply with such a request that it furnish such a statement, the Contractor shall promptly notify the

SDHR of such failure or refusal.

• The Contractor will post and keep posted in conspicuous places, available to employees and applicants for employment, notices to be provided by the SDHR setting forth the substance of the provisions of clauses (a) and

(b) and such provisions of the State’s and local Tompkins County Laws against discrimination as the SDHR shall determine.

• The Contractor will state, in all solicitations or advertisements for employees placed by or on behalf of the

Contractor, that all qualified applicants will be afforded equal employment opportunities without discrimination because of race, creed, color or national origin.

• The Contractor will comply with the provisions of Sections 291-299 of the Executive Law and the Civil Rights

Law, will furnish all information and reports deemed necessary by the SDHR under these non-discrimination clauses and such sections of the Executive Law, and will permit access to their books, records and accounts by the SDHR, the Attorney General and the Industrial Commissioner for purposes of investigation to ascertain compliance with these non-discrimination clauses and such sections of the Executive Law, Civil Rights Law, and other applicable provisions.

ANTI-DISCRIMINATION CLAUSE continued…

• This Contract may be forthwith cancelled, terminated or suspended, in whole or in part, by the contracting agency upon the basis of a finding made by the SDHR that the Contractor may be declared ineligible for future contracts made by or on behalf of the State or a public authority or agency of the State, until they satisfy the

SDHR that they have established and are carrying out a program in conformity with the provisions of these non-discrimination clauses.