OPD-2026-27_CASCANS_Attachment_2_Cost_Proposal.xlsx
XLSX spreadsheet 37 KB Posted
- Attached to
- CAS/CANS Functional Needs Assessment Services
- Solicitation number
- 2138531
- Issued by
- New York
About this file
This cost proposal attachment for RFP OPD-2026-27 is submitted to the New York State Office for People With Developmental Disabilities (OPWDD) for CAS/CANS Functional Needs Assessment Services. The solicitation seeks a single contractor to administer New York State-approved functional needs assessments for enrollees eligible for OPWDD services over a five-year contract term beginning April 1, 2027. The scope includes three primary deliverables: CASCANS Plans and Reports, Requested Informatics enhancements, and Functional Needs Assessments. Deliverable 3 encompasses CANS assessments for enrolled individuals under age 18 (projected 6,000 annually), CAS assessments for individuals 18 years and older (projected 6,100 annually), reassessments, incomplete assessments, and abbreviated CAS assessments focusing on CMS Access Rule LTSS requirements. The cost proposal template requires vendors to complete only green-shaded cells, with white cells auto-populated based on other worksheet data. Mandatory pre-bid conferences were held via Microsoft Teams on August 31, 2026, and via Zoom on September 3, 2026, with attendance at one conference required for proposal eligibility. The proposal deadline was October 1, 2026, with tentative award notification timing to be determined.
The total contract value is estimated at $5,000,000 over the five-year term, with all $5,000,000 allocated to Deliverable 2 (Requested Informatics) at $1,000,000 annually. Deliverable 1 and Deliverable 3 costs are entered by vendors in designated green cells; pricing for years 1-2 is fixed, with years 3-5 allowing a maximum 3% annual increase for Consumer Price Index adjustments. Travel expenses are reimbursed according to Federal GSA rates and New York State Comptroller guidelines. The cost proposal specifies that all costs must relate directly to deliverables and the scope of work outlined in the RFP, vendors are paid only for services rendered, and a 10% contingency allotment may be directed by the Deputy Commissioner for programmatic requirements. Abbreviated CAS assessments and incomplete abbreviated assessments are evaluated separately for scoring purposes (with potential combined value of 3 out of 30 cost evaluation points) but are not included in total contract costs if OPWDD elects to use standard CAS assessments instead.
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Other files
| File | Type | Posted |
|---|---|---|
| OPD-2026-27_CASCANS_RFP.pdf | ||
| OPD-2026-27_CASCANS_LibraryofAttachments.pdf | ||
| CAS_CANS_ContractBoilerplate.pdf |
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Text version
Instruction
| PLEASE READ FIRST BEFORE CONTINUING |
| COST PROPOSAL INSTRUCTIONS |
| The Total Costs worksheet is locked as this will autopopulate based on information from other worksheets. |
| Deliverable 1 CASCANS Plans and Reports- Enter estimated OPWDD-approved CASCANS Plans and Reports for Year 1, along with associated costs |
Deliverable 2 Requested Informatics- Please do not enter information on this worksheet. Funding and allocations are automatically populated. This worksheet is meant to be locked.
| Deliverable 3 Functional Needs Assessments- Please enter Assessment Costs only in the green-shaded cells |
| Abbreviated CAS Assessments- Please enter Assessment Costs only in the green-shaded cells |
| Enter the vendor name and date on Deliverable 1 CASCANS Plans & Reports, this information will populate the remaining worksheets. |
| The contractor agrees to comply with the directive of the New York State Comptroller regarding travel and lodging reimbursement. Travel expenses, if necessary, will be reimbursed in accordance with the travel allowances announced by the Office of the State Comptroller (OSC), which correspond to the rates provided by the Federal Government to its employees. Travel-related expenses shall be subject to the same limitations that apply to New York State employees. To access information related to travel, including the current reimbursement amounts refer to the following website: http://osc.state.ny.us/agencies/travel/travel.htm. |
| Enter information only in green-shaded cells. All white cells are either auto-populated or contain allocated funding and should not be modified |
Total Costs Attachment 2- Cost Proposal OPD-2026-27 CASCANS Functional Needs Assessment Services Total Costs
| All costs must be related to the deliverables or services and consistent with the scope of work outlined in the RFP. The costs are to encompass the entire Contract term of five-years | ||
| RFP Number | Vendor Name | Date Completed |
| OPD 2026-27 | 0 | 12/31/99 |
| Total Costs | $ 5,000,000.00 |
| Deliverable/Service | |
| Deliverable 1 CASCANS Plans & Reports | $ - 0 |
| Deliverable 2 Requested Informatics | $ 5,000,000.00 |
| Deliverable 3 Functional Needs Assessments | $ - 0 |
CASCANS Plans & Reports Attachment 2- Cost Proposal OPD-2026-27 CASCANS Functional Needs Assessment Services Deliverable 1 - Approved CASCANS Approved Plans and reports All costs must be related to the deliverables or services and consistent with the scope of work outlined in the RFP. The costs are to encompass the entire Contract term of 5-years. Bidders are to complete the cells shaded green, don't enter information in other cells as these have formulas that will calculate automatically based on other cells. If there will be no anticipated travel costs please leave as is.
| RFP Number | Vendor Name | Date |
| OPD-2026-27 |
| Deliverable 1 OPWDD Approved CASCANS Plans and Reports | RFP Section: 5.1 |
| Description | Year 1 |
| One Time Startup Cost (50% is to be completed in the first 90 days after contract award and 100% is to be completed in the first 180 days after contract award. Revised plans related to the Data Management System(s), Staffing and Organization, Assessment, Quality Assurance and Reporting, Business Continuity. |
Can not exceed 180 days from the contract start date and can not exceed 50% of the year 1 budget performing assessments at full capacity. (The Sum of Year 1 CAS Assessment, CAS Reassessment, Incomplete CAS, CANS Assessment, CANS Reassessment, and Incomplete CANS)
| OPWDD approved operational plan on the Data Management System(s) Plan (To be completed in the first 30 days after contract award.) | |
| Revised operational plan on the Staffing and Organizational Plan (To be completed in the first 30 days after contract award.) | |
| Revised operational plan on the Assessment Plan (To be completed in the first 30 days after contract award.) | |
| Revised operational plan on the Quality Assurance and Reporting Plan (To be completed in the first 30 days after contract award.) | |
| Revised operational plan on the Business Continuity Plan (To be completed in the first 30 days after contract award.) | |
| Total Cost | $0.00 |
| *All Travel Costs will be determined based on the Federal GSA, and paid following OSC Guidelines. |
| *Prices will be set for the first 2 years. For years 3-5 CPI can be requested. An estimated 3% increase has been included in years 3-5 to account for these requests. |
| *Vendor will only be paid for services rendered. |
Requested Informatics Attachment 2- Cost Proposal OPD-2026-27 CASCANS Functional Needs Assessment Services Deliverable 2 - Requested Informatics All costs must be related to the deliverables or services and consistent with the scope of work outlined in the RFP. The costs are to encompass the entire Contract term of 5-years. Bidders are to complete the cells shaded green, don't enter information in other cells as these have formulas that will calculate automatically based on other cells.
| RFP Number | Vendor Name | Date Completed |
| OPD 2026-27 | 0 | 12/31/99 |
| Total Cost |
| Deliverable 2 Requested Informatics | RFP Section: 5.2 | Enhancements within the following anticipated workflows will be allowed during the contract period and will be capped annually. | ||||
| Description | Year 1 | Year 2 | Year 3 | Year 4 | Year 5 | Total Requested Informatics Cost |
| Enhancements within the following anticipated workflows will be allowed during the contract period and will be capped annually. |
- CMS Medicaid compliance;
- NYS and OPWDD policy changes related to the management of the HCBS waiver deliverables;
- Vendor integration and connectivity with OPWDD, OPWDDD provider and DOH IT systems;
- Vendor integration and connectivity with the OPWDD TABS;
- Vendor integration and connectivity with public user face that supports scheduling and document retention.
| $ 1,000,000.00 | $ 1,000,000.00 | $ 1,000,000.00 | $ 1,000,000.00 | $ 1,000,000.00 | $ 5,000,000.00 | |
| *All Travel Costs will be determined based on the Federal GSA, and paid following OSC Guidelines. | ||||||
| *Prices will be set for the first 2 years. For years 3-5 CPI can be requested. An estimated 3% increase has been included in years 3-5 to account for these requests. | ||||||
| *Vendor will only be paid for services rendered. |
Functional Needs Assessments Attachment 2- Cost Proposal
OPD-2026-27
Deliverable 3-CASCANS Functional Needs Assessments All costs must be related to the deliverables or services and consistent with the scope of work outlined in the RFP. The costs are to encompass the entire Contract term of 5 years. Bidders are to complete the cells shaded green, don't enter information in other cells as these have formulas that will calculate automatically based on other cells.
| RFP Number | Vendor Name | Date Completed | |
| OPD 2026-27 | 0 | 12/31/99 | |
| Total Cost |
| Deliverable 3 Functional Needs Assessments | RFP Section: 2.7 | ||||||
| Description | Assessment Cost | Year 1 | Year 2 | Year 3 | Year 4 | Year 5 | Total Cost |
| CANS Assessments (performed for each enrolled person under the age of 18, annually. A CANS assessment is projected to take 1 hour of time, including preparation, assessment, and completion.) Includes Reassessment. (staff training, IT maintenance) | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |
| Estimated # of OPWDD CANS Assessments/ Year | 6000 | 6000 | 6000 | 6000 | 6000 | ||
| CANS Reassessments (performed for each enrolled person under the age of 18, annually after the initial CANS Assessment. A CANS Reassessment is projected to take 1 hour of time, including preparation, assessment, and completion and is expected to cost the same amount as the CANS Assessment to complete.) | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 |
| Estimated # of OPWDD CANS Reassessments/ Year | 35250 | 37500 | 39750 | 42000 | 44250 | ||
| CAS Assessments (performed for each enrolled person 18 years and older, annually. A CAS assessment is projected to take 2 hours 15 minutes of time, including preparation, assessment, and completion.) (staff training, IT maintenance) |
| *Abbreviated CAS | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||
| Estimated # of OPWDD CAS Assessments/ Year | 6100.00 | 6100 | 6100 | 6100 | 6100 | 6100 | ||
| CAS Reassessment are anticipated to gain approximately 1/3 efficiency (i.e., less time and effort) in the reassessment process. Therefore, the cost per assessment and reassessment are anticipated to be different, with reassessments costing 1/3 less than assessments. A CAS assessment is projected to take 1 hour 45 minutes of time, including preparation, assessment, and completion. | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |
| Estimated # of OPWDD Incomplete CAS Reassessments/ Year | 107800.00 | 107800 | 113900 | 120000 | 120000 | 132200 | ||
| Incomplete CANS Assessments (No more than 10% of all CANS assessment assignments should result in an incomplete assessment. For OPWDD approved incomplete assessments, the vendor will receive 50% of the cost of the Completed CANS assesments) | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |
| Estimated # of OPWDD Incomplete CANS Reassessments/ Year | 600 | 600 | 600 | 600 | 600 | |||
| Incomplete CANS Reassessments (No more than 10% of all CANS Reassessment assignments should result in an incomplete assessment. For OPWDD approved incomplete reassessments, the vendor will receive 50% of the cost of the Completed CANS Reassesments) | $0.00 | |||||||
| Estimated # of OPWDD Incomplete CANS Reassessments/ Year | 3525 | 3750 | 3975 | 4200 | 4425 | |||
| Incomplete CAS Assessments (No more than 10% of all CAS Assessment assignments should result in an incomplete assessment. For OPWDD approved incomplete assessments, the vendor will receive 50% of the cost of the Completed CAS Assessments) | $0.00 | |||||||
| Estimated # of OPWDD Incomplete CAS Assessments/ Year | 610 | 610 | 610 | 610 | 610 | |||
| Incomplete CAS Reassessments (No more than 10% of all CAS Reassessments assignments should result in an incomplete assessment. For OPWDD approved incomplete reassessments, the vendor will receive 50% of the cost of the Completed CAS Reassesments) | $0.00 | |||||||
| Estimated # of OPWDD Incomplete CAS Reassessments/ Year | 10780.00 | 11390.00 | 12000.00 | 12610.00 | 13220.00 | |||
| 10% Contingency Allotment to be used as directed for Programmatic requirements at the written direction of the Deputy Commissioner. | ||||||||
| Total | $0.00 |
| *All Travel Costs will be determined based on the Federal GSA, and paid following OSC Guidelines. |
| *Prices will be set for the first 2 years. For years 3-5 CPI can be requested. An estimated 3% increase has been included in years 3-5 to account for these requests. |
| *Vendor will only be paid for services rendered. |
Abbreviated CAS Assessments These costs are for evaluation purposes only and will not be included in the Total Cost:
(Costs associated in cell C5 in Total Cost Tab will have the potential value of 27 points and the costs associated in cell H4 and H6 will have the combined potential value of 3 points out of the 30 Cost evaluation points) *The costs associated in cell H4 and H6 will not be included in the total contract costs, but will still be evaluated. Only one type of CAS Assessment per year will take place at OPWDD descretion. The higher cost of CAS Assessments and Incomplete CAS Assessments will cover the Abbreviated CAS Assessment and Incomplete Abbreviated CAS Assessments cost if OPWDD utilizes Abbreviated CAS Assesment and Incomplete Abbreviated CAS Assessments instead.
| Assessment Cost | Year 1 | |||||||
| 4/1/27-3/31/28 | Year 2 | |||||||
| 4/1/28-3/31/29 | Year 3 | |||||||
| 4/1/29-3/31/30 | Year 4 | |||||||
| 4/1/30-3/31/31 | Year 5 | |||||||
| 4/1/31-3/31/32 | Total Cost | |||||||
| Abbreviated OPWDD Adult Assesment is projected toto take 1.5 hours of time, including preparation, assessment, and completion, and will focus on the CMS Access Rule LTSS1 requirements only. | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | ||
| Estimated # of Abbreviated OPWDD Adult Assessments/ Year | 53,900 | 56,950 | 60,000 | 63,050 | $ 66,100.00 | |||
| Incomplete Abbreviated OPWDD Adult Assesment | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | ||
| Estimated # of Incomplete Abbreviated OPWDD Adult Assessments/ Year | 5,390 | 5,695 | 6,000 | 6,305 | $ 6,610.00 |
| *All Travel Costs will be determined based on the Federal GSA, and paid following OSC Guidelines. |
| *Prices will be set for the first 2 years. For years 3-5 CPI can be requested. An estimated 3% increase has been included in years 3-5 to account for these requests. |
| *Vendor will only be paid for services rendered. |
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