Professional-Pathways-RFA-26-ONA-28.pdf

Professional Pathways Program RFA 26-ONA-28 Page 0 of 106

New York State Office for New Americans

REQUEST FOR APPLICATIONS

RFA #26-ONA-28

Professional Pathways Program RFA

Important Dates:

RFA Release Date: June 12, 2026

Questions Due: June 24, 2026

RFA Updates Posted: July 7, 2026

Application Due Date: August 3, 2026 4 p.m. Eastern Time

General Program Information/Inquiry Proposal Submission

New York State Office for New Americans 123 William Street, 20th Floor New York, NY 10038

E-mail: NewAmericans@dos.ny.gov

Procurement Unit New York State Department of State Bureau of Fiscal Management One Commerce Plaza 99 Washington Avenue, Suite 1110 Albany, NY 12231-0001

E-mail: dos.sm.procurement@dos.ny.gov

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I. INTRODUCTION

Since its creation in 2012, the New York State Office for New Americans (ONA) has provided an array of supportive immigration related services to hundreds of thousands of new Americans across the State.

This Request for Applications (RFA) seeks to fund not-for-profit organizations across the state to serve as ONA Job Coach grantees in each region of the state as well as one not-for-profit organization to serve as the Professional Pathways Lead Agency, providing program direction and technical assistance to the ONA Job Coach grantees.

The Professional Pathways Program allows those who received a higher education abroad to pursue employment in New York State that matches their education and experience. ONA launched the Professional Pathways Program in 2021 to respond to the COVID-19 pandemic by assisting New York’s immigrant population to fully utilize their potential and it has since grown by increasing the number of ONA Job Coaches available across the state as well as the number of individuals served by the program. This RFA builds on the success of this ongoing program.

II. APPLICANT ELIGIBILITY

1. Applicant must be a not-for-profit organization located within New York State. Not-for-profit organization shall mean any not-for-profit corporation exempt from taxation under Section 501(c)(3) of the Internal Revenue Code.

2. Applicant must be pre-qualified through the New York Statewide Financial System (https://grantsmanagement.ny.gov/register-your-organization-sfs) as of the application due date listed on the cover of this RFA.

III. FUNDING AND PROJECT PERIOD

Through this RFA, the New York State Department of State (DOS) ONA is making approximately $2,220,000 available to fund this program for the initial year of funding. If applying for Part A, eligible applicants may apply for up to $150,000 for the initial year. If applying for Part B, eligible applicants may apply for up to $570,000 for the initial year.

If an agency wishes to apply for more than one award (e.g. more than one Part A region, both Part A and Part B, etc.), a separate application must be submitted. Applications that include more than one Part A region or both Part A and Part B in a single application submission will be disqualified.

While applicants under Part A must select one Region for which they are applying, if awarded, they may choose to service participants located in another Region, as long as they prioritize those with a tie to the Region they are awarded.

Each contract will have the option of three one-year renewals at the same funding level as Year One. Funding in the subsequent years is contingent upon funds being appropriated in the State budget and the organization’s ability to meet the program requirements as stipulated in this RFA.

https://grantsmanagement.ny.gov/register-your-organization-sfs

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Matching funds are not required for this grant, and no preference will be given to organizations that propose matching funds as part of the application process.

IV. GENERAL PROGRAM SERVICES

Overview

The purpose of this RFA is to establish an agreement with qualified not-for-profit organizations in 11 regions of the state to serve as ONA Job Coach grantees and to establish an agreement with one qualified not-for-profit organization to serve as the Professional Pathways Lead Agency to provide program direction and technical assistance.

Under this grant, not-for-profit partners will maximize the opportunity for immigrant community members in New York State to benefit from targeted employment support. Using the funding described in this RFA, partner organizations will help ONA provide workforce development trainings and opportunities for immigrants to advance along their career pathways, as well as obtain viable job placements with employers in a variety of industries across the state.

The Professional Pathways Program seeks to help build New York State’s economy by supporting the state’s ongoing commitment to immigrant empowerment and workforce development by enabling high-skilled immigrants to overcome barriers to professional development through the screening, training and/or re-credentialing of participants and the identification of job placement opportunities in each region of the state.

While there is not one agreed-upon definition of “high-skilled immigrant,” this RFA defines it as an individual whose university or post-secondary training was conducted outside the United States and whose credentials and employability in their field of training is not recognized by an employer, or national or state policies.

The Professional Pathways Program will be specifically tailored for fields in each region of New York State that currently need high-skilled workers. These fields will include, but are not limited to, healthcare, education, engineering, IT, and business/finance. Given that foreign-trained physicians are subject to extensive re-training requirements that are outside the intended scope of this RFA, this field is excluded. However, eligible foreign-trained physicians who wish to seek other types of healthcare employment or career pathways may be assisted under the Professional Pathways Program.

Region-specific industries will be identified using NYS Department of Labor employment projections and data that indicates the “jobs in demand” for each region of New York State.

Program partners will also coordinate with employers and workforce development boards in their region of coverage to ensure that they are tapping into existing workforce development initiatives that are working to fill employment gaps.

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This RFA is divided into two parts: Part A and Part B.

Part A

Will fund one qualified not-for-profit organization in each of the following regions to serve as an ONA Job Coach:

1. Western New York (Allegany, Cattaraugus, Chautauqua, Erie, Niagara Counties)

2. Finger Lakes (Genesee, Livingston, Monroe, Ontario, Orleans, Seneca, Wayne, Wyoming, Yates Counties)

3. Southern Tier (Broome, Chemung, Chenango, Delaware, Schuyler, Steuben, Tioga, Tompkins Counties)

4. Capital Region (Albany, Columbia, Greene, Rensselaer, Saratoga, Schenectady, Warren, Washington Counties)

5. Central New York (Cayuga, Cortland, Madison, Onondaga, Oswego Counties)

6. Mohawk Valley (Fulton, Herkimer, Montgomery, Oneida, Otsego, Schoharie Counties)

7. North Country (Clinton, Essex, Franklin, Hamilton, Jefferson, Lewis, St. Lawrence

Counties)

8. Mid-Hudson (Dutchess, Orange, Putnam, Rockland, Sullivan, Ulster, Westchester Counties)

9. Long Island (Nassau, Suffolk Counties)

10. New York City (Bronx, New York, Richmond Counties)

11. New York City (Kings, Queens Counties)

While grantees must prioritize participants in their designated service region, they may choose to provide services under this grant to any qualified immigrant who resides in New York State.

Part B

Will fund one qualified not-for-profit organization to serve as the statewide Professional Pathways Lead Agency.

https://en.wikipedia.org/wiki/Genesee_County,_New_York https://en.wikipedia.org/wiki/Livingston_County,_New_York https://en.wikipedia.org/wiki/Monroe_County,_New_York https://en.wikipedia.org/wiki/Ontario_County,_New_York https://en.wikipedia.org/wiki/Seneca_County,_New_York https://en.wikipedia.org/wiki/Wayne_County,_New_York https://en.wikipedia.org/wiki/Wyoming_County,_New_York https://en.wikipedia.org/wiki/Yates_County,_New_York https://en.wikipedia.org/wiki/Cayuga_County,_New_York https://en.wikipedia.org/wiki/Cortland_County,_New_York https://en.wikipedia.org/wiki/Madison_County,_New_York https://en.wikipedia.org/wiki/Onondaga_County,_New_York https://en.wikipedia.org/wiki/Oswego_County,_New_York https://en.wikipedia.org/wiki/Fulton_County,_New_York https://en.wikipedia.org/wiki/Montgomery_County,_New_York https://en.wikipedia.org/wiki/Oneida_County,_New_York https://en.wikipedia.org/wiki/Otsego_County,_New_York https://en.wikipedia.org/wiki/Schoharie_County,_New_York https://en.wikipedia.org/wiki/Clinton_County,_New_York https://en.wikipedia.org/wiki/Essex_County,_New_York https://en.wikipedia.org/wiki/Franklin_County,_New_York https://en.wikipedia.org/wiki/Hamilton_County,_New_York https://en.wikipedia.org/wiki/Jefferson_County,_New_York https://en.wikipedia.org/wiki/Lewis_County,_New_York https://en.wikipedia.org/wiki/St._Lawrence_County,_New_York

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V. REQUIRED ACTIVITIES: PART A

This section discusses required activities for the ONA Job Coach providers funded under Part A of this RFA.

Target Population

The target population for these funds are immigrants residing in New York State; families of mixed status with at least one family member residing in New York State; immigrants with a sponsor in New York State; and/or immigrant business owners with a location in New York State.

ONA Job Coach

Grantees will hire or repurpose a minimum of one Full-Time, 100% dedicated staff member with demonstrated previous experience working with immigrant communities to work as the ONA Job Coach for their service region.

The ONA Job Coach will possess the following minimum requirements prior to being hired or repurposed:

• Demonstrated previous experience working with immigrant communities.

• Understanding of the needs of immigrants in the proposed region.

• Experience with employer outreach, recruitment, and job placements.

• Knowledge of the region, its economy, and the services provided to immigrants through not-for-profit organizations and other entities with a particular focus on workforce development.

• Proven history of developing effective collaborative relationships with workforce development partners, employers, not-for-profit organizations, and other entities.

• Experience coaching and mentoring immigrants.

The ONA Job Coach is expected to divide the majority of their time between employer outreach, recruitment, and job placements and participant recruitment, screening, selection, and coaching.

The ONA Job Coach will also spend a small percentage of their time participating in meetings of local workforce development boards and other grant activities as needed.

Recruitment, Screening, and Selection of Participants

The ONA Job Coach will be responsible for recruiting, screening, and selecting viable participants for the Professional Pathways Program in the region of service. The ONA Job Coach grantee will be required to screen at least 15 individuals per quarter for eligibility during the program year, or a minimum of 60 individuals screened annually. Of those screened and deemed eligible for the program, a minimum of 50 percent individuals screened should be accepted into the program during the program year.

Assistance with client recruitment will be provided by the Professional Pathways Lead Agency, which will coordinate and support outreach campaigns to promote the program statewide. The

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ONA Job Coach grantee is expected to collaborate with the Professional Pathways Lead Agency on outreach efforts in their region of coverage.

The ONA Job Coach is responsible for screening each of the potential immigrant participants they recruit. Screening includes, but is not limited to, review of documentation of prior education and experience abroad, as well as an assessment of English language skills and verification of work authorization.

The Professional Pathways Lead Agency will provide training and a screening tool for the ONA Job Coach to utilize. The ONA Job Coach grantee will ask the Professional Pathways Lead Agency for assistance with any screening questions.

The ONA Job Coach grantee will collect and verify documentation on the educational and employment histories of each immigrant participant. The ONA Job Coach will use professional translation services to assist with documentation translation as needed. The ONA Job Coach will also coordinate with the Professional Pathways Lead Agency if assistance is needed with connecting to foreign credential evaluation service agencies that specialize in determining what experience/training from foreign countries is transferable to the U.S. job market. The ONA Job Coach grantee may use funds under this grant to cover the cost of credential evaluations of foreign transcripts for program participants by a credential evaluation agency as needed.

The ONA Job Coach will coordinate with the Professional Pathways Lead Agency to support selected participants, through onboarding and connecting them with additional trainings provided by the Professional Pathways Lead Agency, as detailed under Part B.

For individuals who are not selected as participants, the ONA Job Coach will facilitate referrals to other free services including but not limited to, English language training or legal services. The ONA Job Coach grantee will be responsible for maintaining such a referral list for their region of service. The ONA Job Coach grantee may also coordinate with the Professional Pathways Lead Agency for additional referrals.

Building Professional Language and Cultural Competency

The ONA Job Coach will support immigrant participants chosen for the Professional Pathways Program in overcoming any professional or cultural barriers related to the U.S. workplace, inclusive of U.S. job application and interview process norms, and resume writing. The Professional Pathways Lead Agency will support the ONA Job Coach in identifying best practices and existing resources as needed.

The ONA Job Coach will directly support participants through activities such as holding mock job interviews with each participant and discussing the opportunities and challenges of employment in the United States. The ONA Job Coach will review and provide feedback on participant resumes and cover letters. They will also provide tips to participants on how to search for a job, how to network, how to retain employment, and how to identify local industry opportunities they may wish to explore.

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The ONA Job Coach will be required to organize individual coaching sessions with each immigrant participant in their service region a minimum of four times per quarter and track and report on the outcomes of these meetings.

The ONA Job Coach will also support program participants needing to build English language skills for professional purposes by referring them to existing English language courses and training resources, including those focused on job-specific technical language. The ONA Job Coach may also utilize free resources such as ONA’s Mobile English or Opportunity Centers - ESOL programs to help participants practice and improve their English language skills for employment. The ONA Job Coach will track and report on progress made by each candidate participant who is referred to local English classes, including ONA funded English language learning programs or other English language development resources.

Professional Job Placements

The ONA Job Coach is responsible for all job placements of immigrant participants through the Professional Pathways Program. As described in Part B of this RFA, the Professional Pathways Lead Agency will identify a minimum of two employers per region who are willing and able to hire high-skilled immigrant participants through the Professional Pathways Program. The ONA Job Coach will be responsible for placing immigrant participants directly either with those employers identified by the Professional Pathways Lead Agency or with employers who have been identified through the ONA Job Coach grantee’s own outreach and networking. A minimum of 50 percent of those accepted into the program must be placed for employment within the contract year. While the goal is for placements to be made in the designated service region of the ONA Job Coach grantee, if a job placement is made with an employer outside the service region of the ONA Job Coach grantee, this placement can still count towards the deliverables of this grant.

To support job retention, once a participant is placed with an employer, the ONA Job Coach will conduct monthly assessment calls with the participant for the first three months following placement, to evaluate the viability of the placement and provide any additional coaching assistance needed to ensure job retention.

In addition, the ONA Job Coach will make one final contact within six months of the third job placement call, to confirm the participant remains in the placement. The ONA Job Coach will be required to document these calls and case notes in a log.

The ONA Job Coach will be required to track and report on the number of job placements and career advances for each immigrant participant they have supported.

Regional Outreach with Workforce Development Boards and Employers

The ONA Job Coach will engage in regional outreach and networking with workforce development boards and employers in their service region, at least once per month, in order to identify emerging industry needs as well as potential employer partners for the Professional Pathways Program. The ONA Job Coach should participate as appropriate in local meetings and make presentations on the immigrant workforce in the region they serve.

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The ONA Job Coach will be required to track and report to ONA and the Professional Pathways Lead Agency on opportunities with employers and industries that have the capacity and interest in hiring and retaining high-skilled immigrant workers.

Coordination with the Professional Pathways Lead Agency

The ONA Job Coach grantees will track client recruitment, acceptance, and job placements for their region, including any client success stories, and report this to the Professional Pathways Lead Agency on a monthly basis.

Through monthly technical assistance meetings organized by the Professional Pathways Lead Agency, the ONA Job Coach will discuss and work to resolve any placement or retention issues they are encountering in their region.

The ONA Job Coach will also participate in quarterly meetings organized by the Professional Pathways Lead Agency.

Coordination with ONA, other ONA Programs, and other stakeholders

The grantee is expected to coordinate with ONA, other ONA programs, the New Americans Hotline, and other stakeholders, including facilitating referrals for other community-based or state services as needed. For example, grantees should connect individuals served under this grant to specific ONA programs from which they may benefit.

In particular, the ONA Job Coach grantee should seek to collaborate with other ONA partners such as those working under the ONA Immigrant Resource Program, to ensure that information on the Professional Pathways Program is included in their regional outreach efforts and information session days for immigrant communities seeking resources and support for workforce development.

The grantee is required to join the virtual webinars hosted by DOS/ONA to learn more about, and connect with, other state agencies and resources.

Additional Requirements

All services provided under this grant must be offered at no charge to participants.

Services under this grant may be provided in-person or virtually. Services provided virtually must adhere to New York State Office of Information Technology policies regarding accessibility of information communication technology.1

1 https://its.ny.gov/sites/default/files/documents/nys-p08- 005_accessibility_of_information_communication_technology_2.pdf https://its.ny.gov/sites/default/files/documents/nys-p08-005_accessibility_of_information_communication_technology_2.pdf https://its.ny.gov/sites/default/files/documents/nys-p08-005_accessibility_of_information_communication_technology_2.pdf

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Travel by staff funded under this grant may be necessary to meet the needs of immigrants throughout the assigned region(s). Any out of state travel must receive prior approval from ONA.

The grantee will be required to provide and/or procure language translation/interpretation and accessibility services for non-English proficient immigrant participants and immigrant participants with communication-related disabilities. Staff and volunteers working under this grant will be required to have language proficiency in each participant’s preferred language or have access to confidential interpreters and/or effective communication accommodation services when assisting participants. It is expected that every individual who receives assistance under this grant will be served in the language of the individual’s choice, including sign language, and will have access to materials in braille.

The grantee will ensure that individuals with disabilities served under this grant are provided reasonable accommodations in compliance with the Americans with Disabilities Act (ADA). The ONA Ramirez June Initiative will work with the grantee should they need any technical assistance related to accessibility.

Branding

The grantee must include the ONA logo on any public documents, outreach materials, or reports produced in whole or in part under this grant.

The grantee must include the ONA Hotline phone number (1-800-566-7636) on all outreach and public documents.

VI. REQUIRED ACTIVITIES: PART B

This section discusses required activities for the Professional Pathways Lead Agency funded under Part B of this RFA.

Target Population

The target population for these funds are immigrants residing in New York State; families of mixed status with at least one family member residing in New York State; immigrants with a sponsor residing in New York State; and/or immigrant business owners with a location in New York State.

Identification of Industry Needs and Employer Partners

The Professional Pathways Lead Agency will use knowledge of regional industry hiring needs in New York State and will be able to cultivate and maintain relationships with employers. The

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Professional Pathways Lead Agency will be the go-to expert on workforce development needs and opportunities for immigrant employment across New York State.

The Professional Pathways Lead Agency will track and report quarterly on industry needs and trends in each region of New York State to identify career pathways for internationally educated and trained immigrants could successfully enter and where there is, targeting areas with potential for retention and industry growth. The Professional Pathways Lead Agency will also identify and report quarterly on the “jobs in demand” for each region of New York State based on available Labor Market Information data, including NYS Department of Labor employment projections and data.

Through existing networks, or by developing new networks reflective of industry needs, the Professional Pathways Lead Agency will identify a minimum of two employers per region, in each of the regions being served by the Professional Pathways Program, with whom the employer is willing to partner in hiring immigrant participants. The employers must be chosen based on each employer’s industry and their capacity to place immigrant candidates into employment.

Employers identified may serve more than one region.

Support for Participant Screening

At the start of the contract term, the Professional Pathways Lead Agency will develop a screening process to be used by the ONA Job Coaches to select which individuals will participate in the program by taking into account their existing qualifications and ability to find skill-appropriate employment in their current field.

Screening will include, but not be limited to, confirming each individual’s experience, education, and employability in their field in New York State, as well as their existing qualifications.

The Professional Pathways Lead Agency will provide training and instruction on an ongoing basis to support the ONA Job Coaches and provide instruction for ONA Job Coaches to screen individuals for participation in the Professional Pathways Program.

When necessary, the Professional Pathways Lead Agency will facilitate connections for the ONA Job Coaches with credential evaluation agencies that specialize in determining which experience/training from foreign countries is transferable to the U.S. job market.

Industry Specific Training - Upskilling and Reskilling

Once participants are selected by the ONA Job Coaches, the Professional Pathways Lead Agency will provide participants with access to industry specific training courses.

The Professional Pathways Lead Agency will make trainings available that will prepare a participant viable for job placement, including upskilling and reskilling, as needed. Trainings may include, but are not limited to, industry-specific trainings, trainings for certificates or licensures, and trainings on specific skills needed for job placements.

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The Professional Pathways Lead Agency will provide these trainings themselves or may subcontract with another provider such as an academic institution or other professional training program, in order to make these trainings available free of cost to selected participants. Access to the free trainings must be done in a uniform and equitable manner and trainings must be made available to any selected program participant throughout the contract year.

The Professional Pathways Lead Agency must track the upskilling or reskilling progress of each participant and demonstrate how the industry-specific trainings will lead to direct benefits of the participants, including certificates, specific skills for job placement, and eventual placement in employment.

Additional training needs of participants will also be identified and provided by the ONA Job Coaches, including resume writing and interview preparation.

Technical Support and Program Data

The Professional Pathways Lead Agency will provide ongoing technical support and assistance to the ONA Job Coaches on a monthly basis. This includes sharing best practices and existing resources with ONA Job Coaches to build professional language and cultural competency of program participants.

The Professional Pathways Lead Agency will meet with each ONA Job Coach once per month, in person or by phone/virtually to discuss the progress of their client recruitment and job placements and provide any assistance needed. In these monthly meetings, the Professional Pathways Lead Agency and ONA Job Coaches will discuss and work to resolve any placement or retention issues that participants are facing.

In addition, the Professional Pathways Lead Agency will convene one virtual meeting per quarter with the ONA Job Coaches in order to share best practices and provide additional technical assistance.

The Professional Pathways Lead Agency will also collect monthly reporting from each ONA Job Coach on client recruitment, acceptance, and job placements for their region, including any client success stories, and report this program data to ONA, at minimum, on a quarterly basis.

Coordination of Statewide Program Outreach

The Professional Pathways Lead Agency will lead the coordination of statewide outreach efforts for the program and create original content for outreach purposes, including digital advertising, social media, and other means to attract and recruit participants and potential employers. The Professional Pathways Lead Agency will track and report quarterly on metrics related to digital engagement, including how statewide outreach efforts align with the acceptance rate of participants into the program.

The Professional Pathways Lead Agency may also choose to develop a website or other dedicated platforms to promote the program and engage participants across New York State. Funds under

Professional Pathways Program RFA 26-ONA-28 Page 11 of 106 this grant may be used to support the development and maintenance of such a site or platform, with prior approval from ONA.

The Professional Pathways Lead Agency will also track and report quarterly to ONA on their statewide outreach efforts made to public and private entities, in order to assess client referrals to the program.

Any outreach materials or products must receive prior approval from ONA.

Coordination with ONA, other ONA Programs, and other stakeholders

The grantee is expected to coordinate with ONA, other ONA programs, and other stakeholders, including facilitating referrals for other community-based or state services as needed. For example, grantees should connect individuals served under this grant to specific ONA programs from which they may benefit.

The grantee is required to join the virtual webinars hosted by DOS/ONA to learn more about, and connect with, other state agencies and resources.

Additional Requirements

All services provided under this grant must be offered at no charge to participants.

Services under this grant may be provided in-person or virtually. Services provided virtually must adhere to New York State Office of Information Technology policies regarding accessibility of information communication technology.2

Travel by staff funded under this grant may be necessary to meet the needs of immigrants throughout the assigned region(s). Any out of state travel must receive prior approval from ONA.

The grantee will be required to provide and/or procure language translation, interpretation, and accessibility services for non-English proficient immigrants and immigrants with communication-related disabilities. Staff and volunteers working under this grant will be required to have language proficiency in the participant’s preferred language or access to confidential interpreters and/or effective communication accommodation services when assisting participants. It is expected that every individual who receives assistance under this grant will be served in the language of the individual’s choice, including sign language, and have access to materials in braille.

The grantee will ensure that individuals with disabilities served under this grant are provided reasonable accommodations in compliance with the Americans with Disabilities Act (ADA). The

2 https://its.ny.gov/sites/default/files/documents/nys-p08- 005_accessibility_of_information_communication_technology_2.pdf https://its.ny.gov/sites/default/files/documents/nys-p08-005_accessibility_of_information_communication_technology_2.pdf https://its.ny.gov/sites/default/files/documents/nys-p08-005_accessibility_of_information_communication_technology_2.pdf

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ONA Ramirez June Initiative will work with the grantee should they need any technical assistance related to accessibility.

Branding

The grantee must include the ONA logo on any public documents, outreach materials, or reports produced in whole or in part under this grant.

The grantee must include the ONA Hotline phone number (1-800-566-7636) on all outreach and public documents.

VII. ELIGIBLE COSTS

Eligible Direct Grant Expenses:

Grantees will be reimbursed for expenses that directly support activities being performed under the grant and can be specifically identified with a project, program, or activity or that can be directly assigned to such activities relatively easily and with a high degree of accuracy.

Grantee costs that are shared across funding sources must be properly allocated across those funding sources. A cost allocation plan for shared costs will be required at the beginning of the contract year and at the time of any budget variance request. All grantees must ensure appropriate back-up documentation is submitted with reimbursement requests.

Direct costs can include:

1. Salaries and associated fringe for employees directly providing services described above and in the required program activities in the contract workplan. This may include grantee staff time facilitating referrals and staff time providing case management services. Salaries and associated fringe for their direct supervisors, as well as additional grantee staffing to support data collection, management, and program reporting may also count towards direct costs if budgeted. Fringe benefits include compensation above regular salary including insurance, benefits, and paid time off. Paid time off may not be allocated as part of reimbursement under a direct cost line, however, it is allowable as a fringe benefit. For all employees charged under the grant, ONA will only reimburse for actual time spent and documented on ONA grant activities. Timesheets demonstrating actual time spent on grant activities are required by DOS. Grantees must have a time distribution system in place to account for actual time spent working on this grant. Allocated, budgeted, or projected time is NOT allowable and will not be reimbursed.

2. Travel by staff in support of the required activities of this grant. Airfare and any out-of-state travel must receive prior written approval from ONA. All travel costs must be reasonable and justifications for prior approval provided to ONA in writing with sufficient time for review. If staff are traveling overnight to carry out required services under the grant, a per diem to cover cost of hotel, breakfast, and dinner may be charged. Per diem costs must align with U.S. General Services Administration guidelines

Professional Pathways Program RFA 26-ONA-28 Page 13 of 106 https://www.gsa.gov/travel/plan-book/per-diem-rates and are limited to NYS travel rates.

3. Supplies directly supporting the required activities of this grant, including toner, paper, personal protective equipment (PPE) for participants and staff necessary for the safety of in-person activities charged under this grant, and other consumable supplies to support staff on the grant, etc.

4. Equipment purchases directly related to and for use of the provision of services set forth in the agreement (e.g. portion of computer costs for personnel charged to the grant, or cell phone for personnel charged to the grant) to support program activities. However, equipment purchases will only be allowed in the first year of the grant. The contractor may request an exception in subsequent years for newly created staff positions.

5. Costs to develop limited outreach materials to promote this program and other grant-funded services. Marketing costs are not considered outreach. (Note: These materials and associated costs must be approved by ONA before they are purchased).

6. Rent and utilities allocated to direct positions providing services required under the workplan of the contract. Please note that space costs such as cleaning costs, maintenance costs, security systems, snow removal, garbage removal, and pest control are not considered direct costs under this grant.

7. All costs must be reasonable and incurred in the delivery of the services described in this RFA. Incidental costs or those submitted to expend remainder dollars that are not in the direct delivery of services are ineligible.

Please note that office furniture, professional certification fees and professional development, such as licensing fees, professional membership fees, and costs to attend conferences, are not considered direct costs under this grant; however, they can be included in the administrative expenses described below.

Administrative Expenses:

ONA will allow an administrative cost rate of up to 10% of direct costs to be applied to the grantee.

This will allow the grantee to receive funding for administrative costs associated with service delivery. Under this grant, federally approved indirect cost rates will not be allowed.

Administrative expenses are those expenses authorized and allowable pursuant to applicable agency regulations, contracts or other rules that govern reimbursement with State funds, or State-authorized payments that are incurred in connection with the covered provider’s overall management and necessary overhead that cannot be attributed directly to the provision of program services. The grantee must retain backup documentation detailing how administrative funds were spent. This back up must be made available for review by Department of State personnel upon request. Ineligible expenses are not allowable within the Administrative Cost line.

VIII. CONTRACTING

https://www.gsa.gov/travel/plan-book/per-diem-rates

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A. Contracting is allowed for services supportive to the required activities, including but not limited to, shredding confidential documents, language access and accessibility services such as sign language interpretation.

B. Contractual services may be allocated to cover leased equipment used for direct services, including leased printers, copiers, telephone, internet charges for staff charged to the grant, etc. These costs must be included in the cost allocation plan.

C. Costs to shred and discard sensitive client documentation required under the grant.

Shredding will only be allowed for reimbursement for discarding of sensitive client documentation.

D. Language translation/interpretation and accessibility services for non-English proficient individuals and individuals with disabilities. Language access provided under this grant may include, but is not limited to, reasonable accommodation and services in the participant’s preferred language, including sign language interpretation.

E. For Lead Agency applicants engaging subcontractors to provide industry-specific trainings, including upskilling and reskilling, under this grant:

1. The Lead Agency must provide the majority of required activities, or more than 50 percent.

2. Subcontractors must be a not-for-profit organization, an academic institution or other professional training program. Not-for-profit organization shall mean any not-for-profit corporation exempt from taxation under Section 501(c)(3) of the internal revenue code.

3. All trainings must be provided at no enrollment cost to selected participants served under this grant. As this is a reimbursement program, only those direct costs and prior approved administrative costs are allowable per the procurement.

4. If using a subcontractor for required services, the grantee is responsible for the performance of any services provided by the partners, consultants, or other organizations engaged and must coordinate how each subcontractor plans to participate. In addition, the subcontractor is prohibited from subcontracting with other recipients to deliver any service under this award.

IX. INELIGIBLE EXPENSES

The following costs are not allowable for reimbursement under this grant:

1. Capital expenses, including but not limited to, non-personal service expenditures for the purchase, development, installation, and maintenance of real estate or other real property.

Professional Pathways Program RFA 26-ONA-28 Page 15 of 106

2. Taxes, payments in lieu of taxes, or assessments paid to any unit of government.

3. Equipment rental, depreciation and interest expenses, including expenditures for personal or agency-owned vehicles and for fixed, major movable and adaptive equipment as well as equipment that is expensed (rather than depreciated) in cost reports.

4. Expenses of an amount greater than $10,000 that would otherwise be administrative, except that they are either non-recurring (no more frequent than once every five years) or not anticipated by a covered provider (e.g., litigation-related expenses). Such expenses shall not be considered administrative expenses or program expenses for purposes of this funding opportunity.

5. As this is a reimbursement program, only those direct costs and prior approved administrative costs are allowable per the procurement.

6. Subcontractors may not subcontract in the provision of direct services.

7. That portion of the salaries and benefits of staff performing policy development or research, unless the policy development or research directly supports the grant and is approved in writing by ONA.

8. Contingency provisions.

9. Fines and penalties.

10. Bad debts.

11. Donations or contributions.

12. Entertainment costs, including but not limited to, food and beverages for participants, volunteers, and/or staff.

13. Idle facilities and idle capacity.

14. Interest expenses.

15. Lobbying expenses.

16. Losses on other sponsored agreements or contracts.

17. Costs of fundraising, including financial campaigns, endowment drives, solicitation of gifts and bequests, meetings relating to fundraising, and similar expenses incurred solely to raise capital or obtain contributions.

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18. Profit/Fee for service is not allowable except when subcontracting for routine goods and services with commercial organizations.

19. Out of State and/or foreign travel without prior DOS approval.

20. Costs prior to the contract start date.

21. Costs incurred for proposal development.

22. Advertising for purposes other than the recruitment of participants.

23. Public relations, other than for reporting to ONA.

24. Incentives for client and/or volunteer participation in the program including food, travel, and other incentives.

25. Promotional items, swag, and giveaways. This includes tangible items distributed to existing or prospective participants, volunteers, or staff.

26. General marketing costs, which are costs promoting the grantee organization as a whole and not specific to this program.

27. Funds for participant case management services, such as clothing, medical fees, medicine, payments for referrals, sheltering, and short- and long-term housing. This includes direct cash assistance to participants.

28. Costs that do not directly support the project. Incidental costs or those submitted to expend remainder dollars that are not in the direct delivery of services are ineligible.

29. Costs that are not properly documented, including salaries, are considered ineligible for reimbursement.

30. Salaries beyond actual time spent on the grant including bonuses, severance pay, paid time off, and other salary related costs not incurred through the provision of services.

X. APPLICATION PROCEDURES

The Request for Application is available online at https://dos.ny.gov/funding-bid-opportunities.

Please use the RFA number listed on the cover page of the RFA to help locate a link to the specific page for this opportunity.

A. RFA Questions and Updates

All questions regarding this competitive grant program must be submitted in writing and received on or before the Questions Due date stated on the cover of this RFA. Questions that are received past the Questions Due date will not be answered. Questions should be sent via email addressed https://dos.ny.gov/funding-bid-opportunities

Professional Pathways Program RFA 26-ONA-28 Page 17 of 106 to NewAmericans@dos.ny.gov. When corresponding by e-mail, clearly indicate the subject line as:

(1) Professional Pathways Program RFA #26-ONA-28 – Part A, or

(2) Professional Pathways Program RFA #26-ONA-28 – Part B

Where applicable, please refer to the RFA page number and section. No responses will be provided to inquiries made by telephone or social media.

Questions and answers will be posted on the RFA Updates Posted date as stated on the cover of this RFA at the following URL address: https://dos.ny.gov/funding-bid-opportunities. Please use the RFA number listed on the cover page of the RFA to help locate a link to the specific page for this opportunity.

B. Application Submission

Applications must meet the minimum criteria stated in Sections XII or XIII, as applicable, which includes submitting the application on or before the Application Due date and time listed on the cover of this RFA. Applications that do not meet the minimum eligibility requirements will be found ineligible; however, DOS reserves the right to allow acceptance of an application that is received late if the applicant can demonstrate that it was submitted in a timely fashion.

Applications that are incomplete may be disqualified if: the missing information is material (meaning required to complete the evaluation of the application) or if non-material information (e.g. a required form) is not submitted when requested by DOS. Applicants are responsible for ensuring submissions are complete and responsive. Applicants will be notified of any disqualification.

Applications may be submitted either electronically or mailed/hand delivered as a hard copy.

Applications that are submitted electronically do not require submission of a hard copy by mail/hand delivery.

Electronic Applications

Electronic application forms should be signed and submitted in one pdf document to the DOS Procurement mailbox at dos.sm.procurement@dos.ny.gov. For the purposes of this RFA, electronic signatures are considered to be the same as a hard copy signature. Applications should be sent to the DOS Procurement mailbox only. Please do not include any additional DOS staff when submitting the application. DOS strongly recommends submitting electronic applications no later than two business days before the due date in case there are technical difficulties with the submittal.

DOS is not responsible for applications that are not received due to technical issues. DOS will confirm receipt of applications, but the Applicant is responsible for ensuring that their application was received. Applicant acknowledges and agrees that it waives any and all objections to the admissibility into evidence at any court proceeding or to the use at any examination before trial https://dos.ny.gov/funding-bid-opportunities mailto:dos.sm.procurement@dos.ny.gov

Professional Pathways Program RFA 26-ONA-28 Page 18 of 106 of an electronic reproduction of their application regardless of whether the original of said application is in existence.

Mailed or Hand Delivered Applications

One complete original application and three exact copies of each application must be submitted (for a total of four copies) to the address listed on the cover of this RFA. Applicants mailing their bid must allow sufficient mail delivery time to ensure receipt of their bid at the specified location no later than the specified date and time. Delays in United States mail deliveries or any other means of transmittal, including couriers or agents of the bidding entity, shall not excuse late bid submissions. DOS cannot be responsible for the actions of the chosen carrier.

XI. COMPLETING THE APPLICATION

The following components are required to be included in the application for the submission to be considered complete:

Application Format

A. Administrative Forms

1. All applicants are required to complete and submit the Contact Cover Page found in

Appendix 1 indicating a contact person to whom correspondence regarding this application can be directed. Applicants should reference Appendix 2 for the list of regions for which they can apply and specify the region on the Contact Cover Page. This should be submitted with the application as Attachment 1: Contact Cover Page.

2. Applicants are required to complete and submit the MWBE Compliance Form found on the DOS website at https://dos.ny.gov/supplier-diversity. The form should be submitted as Attachment 2: MWBE Compliance Form. Please refer to Section XXI of this RFA for additional information on this requirement.

3. Applicants are required to complete and submit the EO 16 Certification form found on the

DOS website at https://dos.ny.gov/procurement-forms. This form should be submitted as Attachment 3: EO 16 Certification. Please refer to Section XXIV of this RFA for additional information on this requirement.

4. Applicants are required to complete and submit the Gender-Based Violence and the Workplace Certification form found on the DOS website at https://dos.ny.gov/procurement-forms. This form should be submitted as Attachment 5:

Gender-Based Violence and the Workplace Certification. Please refer to Section XXV of this RFA for additional information on this requirement.

https://dos.ny.gov/supplier-diversity https://dos.ny.gov/procurement-forms https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdos.ny.gov%2Fprocurement-forms&data=05%7C02%7CCatherine.Traina%40dos.ny.gov%7C5a7890b3dbd149b7a63608de23942cbb%7Cf46cb8ea79004d108ceb80e8c1c81ee7%7C0%7C0%7C638987316592300514%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=9tEhNHgM6XM%2FtQG%2F83JZ2Cq7DS78IO3KPfGvz%2FBFYVI%3D&reserved=0

Professional Pathways Program RFA 26-ONA-28 Page 19 of 106

COMPLETING THE APPLICATION: PART A

Sections B through D describe the required application narratives. There is no page limit.

Applicants are encouraged to submit an organized narrative addressing the following:

B. Project Summary

1. Describe the immigrant populations in the proposed region for which you are applying and identify the specific employment needs and challenges the immigrant populations face.

2. Describe existing workforce development services available to immigrants through not-for-profit organizations, state and local governments, and other service providers – include identifiable service gaps if any.

3. Describe how the immigrant communities within the proposed service region would benefit from the Professional Pathways Program and…